(January 29, 2019 Board of Directors Meeting East ... · Laura Masterson Director ‐ Zone 2...

(January 29, 2019) Board of Directors Meeting

East Multnomah Soil and Water Conservation District Monday, February 4th, 2019; 6:00 PM – 9:00 PM

5211 N. Williams Ave. Portland, OR 97217

Packet materials referenced above available in hardcopy by request or electronically at: http://emswcd.org/about/board/meetings/

Page 1 of 2

Item # Time Board Meeting Agenda Item Purpose Presenter Packet

* please read;~ please review

1 6:00 5 min

Welcome and meeting called to order:

Review/revise agenda

Review previous action items

Approve board meeting minutes

Information/ Decision

Hensey

a) 1/7/19 Board Minutes ~b) 1/25/19 Work Session Minutes~

c) 1/28.19 Ad‐hoc Committee Minutes ~

2 6:05 5 min

Time reserved for public comment and introductions1

Information Public N/A

EXECUTIVE DIRECTOR

3 6:10 30 min

FY18‐19 Q2 Progress Report Information

Udelhoven/ Mitten/ Shearin/ DiLeone/ Brown

a) FY18‐19 Q2 Progress Report ~

b) December ’18 Financial Statements

FINANCE & OPERATIONS

4 6:40 5 min

FY19‐20 Budget Calendar & Officer Decision Mitten a) FY19‐20 BudgetCalendar ~

BOARD‐SPECIFIC BUSINESS

5 6:45 5 min

Director Rossi Signature Authority Decision Hensey N/A

6 6:50 10 min

Equity Moment Discussion Masterson (See Item 1b)

7 7:00 20 min

Ad‐hoc Committee Update: New Associate Director candidate introductions

Discussion/ Decision

Sanneman (See Item 1c)

8 7:20 100 min

Executive Session under ORS 192.355 to be held to consider information that is exempt from public records laws.


Till & Hensey N/A

Overview: The Oregon public records law recognizes an exemption for internal advisory communications (i.e., communications within a public body of an advisory nature, preliminary to any final determination or action). The purpose of the exemption is to encourage frank communication; when this interest outweighs the public interest in disclosure, the information may be withheld. This Executive Session will be held so external consultants can discuss with the Board the preliminary findings and recommendations related to an organizational assessment. Following the Executive Session, the Board may choose to make recommendations and decisions regarding topics discussed in Executive Session.

1 Each member of the public who wishes to speak shall be given approximately 3 minutes.

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East Multnomah Soil and Water Conservation District Monday, February 4th, 2019; 6:00 PM – 9:00 PM

5211 N. Williams Ave. Portland, OR 97217


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CLOSING ITEMS

9 9:00

Announcements and reminders

Action Items

Adjourn Meeting

Information Hensey N/A

EMSWCD Board Members, Committees and Meeting Dates

EMSWCD Board EMSWCD Committees

Members Positions Officers BudgetLand Legacy

Personnel Grants PIC CLIP SPACE Ad‐hoc

Gabrielle Rossi Director ‐ Zone 1 Treasurer X X X

Laura Masterson Director ‐ Zone 2 Vice‐Chair X Chair X X X

Mike Guebert Director ‐ Zone 3 X X Chair X X

Rick Till Director ‐ At‐Large 1 Secretary X X X X X X

Allison Hensey Director ‐ At‐Large 2 Chair X X X

Dianna Pope Director ‐ Emeritus X X

Carrie Sanneman Director ‐ Associate X X X X X

Upcoming Schedule

FY18‐19

2018

July ‐‐ 30 27

August 6

September 10 24 12

October 8

November 5 26

December 3 10

2019

January 7 28 28

February 4 27/28

March 4 ~4 25 TBD TBD

April 1 ~1

May 6 ~6 20

June 3 TBD

EMSWCD prohibits discrimination in all of its programs and activities on the basis of race, color, national origin, age, disability, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisals, because all or part of an individual’s income is derived from any public assistance program, or based on any other group or affiliation. EMSWCD will not condone or tolerate prejudicial remarks, actions, slurs, or jokes expressed and directed at or to any person. Any employee who behaves in such a manner while conducting EMSWCD’s business will be subject to disciplinary action including possible termination. EMSWCD is an equal opportunity provider and employer.

The EMSWCD office is ADA accessible, and served by bus lines #44, #72 and #6. For Americans with Disabilities Act accommodations, or for translation services, call (503) 222‐7645 no later than 48 hours prior to a meeting date.

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East Multnomah Soil and Water Conservation District Monday, January 7th, 2019; 6:00 PM – 9:00 PM 5211 N. Williams Ave. Portland, OR 97217


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Attendees

Board Directors

Rick Till, At‐Large 1 Director Laura Masterson, Zone 2 Director, Vice‐Chair Allison Hensey, At‐Large 2 Director, Chair Mike Guebert, Zone 3 Director Gabrielle Rossi, Zone 1 Director, Treasurer

Associate Board Directors Carrie Sanneman Diana Pope, Director Emeritus

Board Members Not attending

Staff

Jay Udelhoven, Executive Director Dan Mitten, Chief of Finance & Operations Julie DiLeone, Rural Lands Program Supervisor Kathy Shearin, Urban Lands Program Supervisor Andrew Brown, Conservation Legacy Program Supervisor Lindsay Nelson, Office Manager Katie Meckes, Urban Outreach & Education Specialist Matt Shipkey, Land Legacy Program Manager Alex Woolery, Marketing and Media Manager Chris Aldassy, Senior Rural Conservationist Jeremy Baker, Senior Rural Conservationist

Guests

Mike Gerel Matthew Edwards, NRCS Kim Galland, NRCS Anita Yap, Public/Associate Director Candidate James Lee, Scott/Edwards Architecture Tim Wigington, Public/Associate Director Candidate Rachelle Dixon, Public/Associate Director Candidate Joe Rossi, Public

Item # Time Board Meeting Agenda Item Purpose Presenter Packet

* please read;~ please review

1

Welcome and meeting called to order:

Review/revise agenda

Review previous action items

Approve board meeting minutes


Till a) FY17‐18 Annual Meetingminutes and 12/3/18board minutes

Called to order at 6:07pm

Udelhoven requested to start with Board member swearing in and service awards.Jumped to agenda item 36:10pm

Udelhoven went through previous action items.o Udelhoven requested to remove “including a copy of his work plan FYI with all future board packets” from the action

items because it will be an ongoing request until the Board requests otherwise.MOTION: Hensey moved to approve the Annual Meeting minutes and December 2018 Board minutes with the correction to action item #5 noted Guebert 2nd Motion passed unanimously Jumped to agenda item 2

EMSWCD Board Meeting February 2019 - Item 1a

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2 Time reserved for public comment and introductions1

Information Public N/A

6:15pm

Members of the public briefly introduced themselves.Jumped to agenda item 6

BOARD‐SPECIFIC BUSINESS

3

Board Membership:

Associate Director and DirectorEmeritus re‐appointments

New Zone 1 Director introduction

Board member swearing in

New Associate Director candidateintroductions


Till

a) Oath of Officeb) Dixon Resume ~c) Wigington Resume ~d) Yap Resume ~

6:08pm

Till swore in the reelected Board members Hensey and Guebert and the newly elected Board member Rossi.Went back to agenda item 16:35pm

Gerel announced that he is stepping down from his Associate Director position due to moving out of state.

MOTION: Hensey moved to appoint Sanneman as an Associate Director and Pope as the Director Emeritus Masterson 2nd Motion passed unanimously

Till swore in Associate Director, Sanneman and Director Emeritus, Pope.

Rossi briefly introduced herself and shared her background and family history.

Udelhoven gave a brief introduction to each of the 3 new Associate Director candidates and invited them to the table tointroduce themselves.

o Dixon took a few minutes to share her background, her interest in EMSWCD, and what she felt she could bring to theorganization.

o Dixon also shared that she recently wrote a Bill to change the zone requirement language for urban land farming.o Wigington took a few minutes to share his background, his interest in EMSWCD, and what he felt he could bring to the

organization.o Yap took a few minutes to share her background, her interest in EMSWCD, and what she felt she could bring to the

organization.

A discussion was held on the criteria, outlined in a previous meeting, for adding Associate Directors to the Board.o There was more conversation on what the next steps would be.o A suggestion was made to set up an AD‐HOC Committee meeting to discuss the criteria and recruitment process.

MOTION: Guebert moved to appoint Sanneman, Masterson, Rossi, and Till as members of the AD‐HOC Committee Hensey 2nd Motion passed unanimously

1 Each member of the public who wishes to speak shall be given approximately 3 minutes.


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4 Board Officer Elections & Board Committee Appointments

Decisions Till N/A

7:24pm

A discussion was held on Board Officer positions.

Board members were nominated for certain positions.o Guebert nominated Hensey for the Board Chair and Masterson second.o Hensey nominated Masterson for Vice Board Chair and Till second.o Masterson nominated Rossi for Board Treasure and Till second.o Masterson nominated Till for Secretary and Pope second.

A discussion was held on Committee Appointments.o Rossi requested to join the Land Legacy Committee. She was also advised to think about the other Committees and the

time commitments before deciding to join any others.o Masterson requested to remain on the Land Legacy Committee, CLIP Committee, and Personnel Committee.o Guebert requested to remain on the Land Legacy Committee, Personnel Committee, and be added to the Grants

Committee.o Till requested to remain on the Land Legacy Committee, Personnel Committee, Grants Committee, and PIC Committee.o Hensey requested to remain on the Land Legacy Committee and the CLIP Committee.o Sanneman requested to remain on the Land Legacy Committee and be added to the Grants Committee.

MOTION: Guebert moved to approve and elect the nominated Board Officers as discussed and to approve the Board Committee Appointments Hensey 2nd Motion passed unanimously

Hensey made a proposal to revise the agenda due to the amount of time remaining.o Hensey proposed eliminating agenda item 13.o Hensey proposed skipping agenda item 12.o Hensey proposed shortening agenda item 7.

5 Board Engagement & Training Discussion Udelhoven a) SDAO Agenda

7:47pm

Udelhoven shared that SDAO’s annual Conference is in February in Sunriver, OR. He announced that if anyone was interested inattending to let him and Nelson know.

Udelhoven offered training packets from ODA to anyone who was interested in having one.

Udelhoven announced that he received an email from WMSWCD requesting to pass on an open shared job as an alternate forthe Metro Policy Advisor.

6 Service Awards Information Till N/A

6:20pm

Udelhoven presented Staff Service Awards to Meckes (10 year), Woolery (5year), Easton (5year), and Aldassy (10 year).

Program Supervisors presented brief bios on each of their team members that received a service award.

Udelhoven presented Till with his 10‐year Service Award.Went back to agenda item 3


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7 Equity Moment Discussion Masterson N/A

7:52pm

Masterson provided a brief update on the Equity Plan and shared that the Equity Team is using tools that CEI introduced them toin their trainings.

Masterson also reminded the Board that the Board working session on equity is scheduled for January 25th from 1:00pm‐5:00pm. The location is still to be determined.

8 Organizational Assessment Update Information Till & Hensey N/A

8:01pm

Hensey provided an update on the Consultant process.o Hensey shared that we had 100% participation in the surveys.o Hensey also shared that the one on one interviews had begun.o Hensey reminded the Board that there will be a follow up session at the February Board meeting.

9 Personnel Committee Recommendations

Decisions Guebert

a) Introduction/Index *b) Open Door/Grievances *c) Professional Development *

d) Non‐Pay Benefits *8:03pm

Udelhoven presented four new personnel policies.o Udelhoven presented the changes that were made to the Introduction/Index.o Udelhoven pointed out the changes that were made to the Open Door/ Grievance (1.1.10).

It was suggested to add a statement instructing staff to go to the level of management in which he or she iscomfortable with

A discussion was held on language used and Udelhoven decided to pull this policy from the recommendation forapproval so that he can spend more time on the wording.

o Udelhoven discussed policy 3.0 under Professional Development and the Board identified some inconsistencies inlanguage and requested that Udelhoven take another look at it.

o Udelhoven spoke about the addition of tuition reimbursement to the non‐paid benefits. He explained the expectations,the parameters, and the process to apply for the benefit.

o Udelhoven also discussed adding an FSA (flexible spending account) to the non‐paid benefits. He explained that the FSAwould help with medical expenses and child/dependent care. A discussion was held on pros and cons of an FSA (flexible spending account).

o Udelhoven explained that the Wellness/Commute incentive poly has been changed to reflect what we are currentlyoffering now through our medical insurance; however, we were still in the process of conducting more research.

MOTION: Till moved to approve the recommendations of the Personnel Committee to approve the policies discussed today with the removal of policy 1.1.10 Open Door/Grievances Guebert 2nd Motion passed unanimously


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FINANCE & OPERATIONS

10 8:00 10 min

Update:

Monthly Financial Report

FY19‐20 Budget Calendar

Information Mitten

a) November ’18 financialstatements

b) Draft FY19‐20 BudgetCalendar

8:31pm

Mitten presented the November’18 financial statements.

Mitten announced that the draft FY19‐20 Budget Calendar will be presented at the February Board meeting.

URBAN LANDS

11 Program Update Information Shearin N/A

8:45pm

Shearin shared program updates on the Urban Lands program.o Shearin announced that the annual Native Plant Sale will be open online starting at 6:00am on Wednesday, January 16th.o Shearin shared that she was in the final negotiation stages for filling the Urban Lands Community Connections Liaison

position.o Shearin is planning on giving a presentation on the Mt. Hood Community College project at the Board meeting in

February. Shearin also announced that there is a tour of the demonstration project at Mt. Hood Community College scheduled

for January 10th from 1:00pm‐2:00pm if anyone was interested in attending.o Lastly, Shearin announced that the Columbia Slough was hosting its annual gala in March and EMSWCD would willing to

buy seats for the Board if they were interested in attending.

RURAL LANDS

12 Program Update Information DiLeone N/A

Due to time overage, Hensey elected to skip this agenda item.

EXECUTIVE DIRECTOR

13 Progress & FY18‐19 Workplan for ED Discussion Udelhoven a) FY18‐19 Workplan ~

Due to time overage, Hensey elected to skip this agenda item.

CONSERVATION LEGACY

14 Program Update Information Brown N/A

8:48pm

Brown shared program updates on the Conservation Legacy program.o Brown shared that there were 29 PIC Grant applications this year totaling $882,000 dollars in funding requests.o Brown requested to postpone the upcoming Grants Committee meeting until after the PIC cycle.o Brown also shared that the Headwaters Farm Incubator Program surveys had gone out to the participants.


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15 Executive Session held for discussion of real estate negotiations [ORS 192.660(2)(e)].

Discussion Brown/ Shipkey

N/A

Executive Session entered at 8:57pm Executive Session ended at 9:14pm

CLOSING ITEMS

16


Action Items

Adjourn Meeting

Information Till N/A

9:14pm

Udelhoven presented Gerel with an EMSWCD keepsake (pocket knife) for his service to the organization and as a parting gift.

Nelson announced that the one on one consultant interviews began today, January 7th and will conclude on January 15th.

Masterson thanked Udelhoven for presenting the Service Awards.

Rossi shared her appreciation for the welcoming environment and for positivity displayed at the Board meeting.

Adjourned at 9:20pm

No. Date

Generated Action Items Responsible

Parties Due Date Status

1 1/7/19 Follow up with Masterson to discuss the Board’s equity planning session scheduled for Friday, 1/25, from 1‐5 PM.

Udelhoven ASAP Completed

2 1/7/19 Follow up with Rossi regarding equity readings and possible introductory training.


3 1/7/19 Finalize the approved policies and have them posted them on the website.


4 1/7/19 Review, clarify, and make consistent language in Policy 1.1.10: Open Door, Grievances, and Whistle Blowing.

Udelhoven ASAP Pending

5 1/7/19 Send the Board the information on the Mt. Hood Community College Tour.

Shearin ASAP Completed

6 1/7/19 Send the Board the information on the Columbia Slough Watershed Gala.

Shearin ASAP Pending

7 1/7/19 Compile questions to ask the Associate Director candidates and create a timeline and action plan to execute the interviews.

AD‐HOC Committee

ASAP Completed

8 1/7/19 Forward an email from Terri at WMSWCD detailing the opportunity to sit as an alternate on the Metro Policy Advisory.



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Members Positions Officers Budget Land Legacy

Personnel Grants PIC2 CLIP SPACE Ad‐hoc

Gabrielle Rossi Director ‐ Zone 1 Treasurer X X X

Laura Masterson Director ‐ Zone 2 Vice‐Chair X Chair X X X

Mike Guebert Director ‐ Zone 3 X X Chair X X

Rick Till Director ‐ At‐Large 1 Secretary X X X X X X

Allison Hensey Director ‐ At‐Large 2 Chair X X X

Dianna Pope Director ‐ Emeritus X X

Carrie Sanneman Director ‐ Associate X X X X X

Upcoming Schedule

FY18‐19

2018

July ‐‐ 30 27

August 6

September 10 24 12

October 8

November 5 26

December 3 10

2019

January 7 28 28

February 4 27/28

March 4 ~4 25 TBD

April 1 ~1

May 6 ~6 20

June 3 TBD

EMSWCD prohibits discrimination in all of its programs and activities on the basis of race, color, national origin, age, disability, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisals, because all or part of an individual’s income is derived from any public assistance program, or based on any other group or affiliation. EMSWCD will not condone or tolerate prejudicial remarks, actions, slurs, or jokes expressed and directed at or to any person. Any employee who behaves in such a manner while conducting EMSWCD’s business will be subject to disciplinary action including possible termination. EMSWCD is an equal opportunity provider and employer.

The EMSWCD office is ADA accessible, and served by bus lines #44, #72 and #6. For Americans with Disabilities Act accommodations, or for translation services, call (503) 222‐7645 no later than 48 hours prior to a meeting date.

2 External Committee members include: Jennifer Devlin (BES); Sheilagh Diez (Metro); Daneiel Evans (LCEP); Anita Yap (ODEQ); Monica McAllister (Nadaka Nature Park); and Jennifer Aron (farmer).


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Board Work Session on DEI (January 23, 2019) East Multnomah Soil & Water Conservation District

Friday, January 25, 2019; 1:00 PM – 5:00 PM To be held at: ESWCD Office, 5211 N. Williams Ave., Portland, OR 97217

Packet materials referenced above availible electronically at: http://emswcd.org/about/board/meetings/

Page 1 of 2

Item # Time Agenda Item Purpose Presenter Packet

* Please read

~ Please review

1 1:00 – 5:00

1. Agreements1.1.1. Confidentiality?

2. Planning:2.1. Process and status to date2.2. Inward vs outward facing2.3. 1st vs 3rd person2.4. How to keep the board informed and

involved 3. Plan focus on racism only versus all forms of

discrimination4. Definitions of racism, diversity, equity, and

inclusion5. Power sharing6. Low hanging fruit: What can we do now?

7. Other issues as identified

Discussion Masterson/Udelhoven

N/A

This meeting was recorded; details of the discussion are available via audio upon request.

The meeting started shortly after 1:00 PM. Those present were:

Allison Hensey, At‐large 2 Director

Carrie Sanneman, Associate Director

Gabrielle Rossi (joined at approximately 4:00 PM), Zone 1 Director

Jay Udelhoven, Executive Director

Laura Masterson, Zone 2 Director

Mike Guebert, Zone 3 Director

Rick Till, At‐lareg 1 Director

1. Those present discussed the “DEI agreements.” The question regarding “confidentiality” came up and whether, as agovernment agency, EMSWCD could really insure confidentiality. Alternative options discussed included: discretion, respect,and responsibly.

2. An update on the progress to date regarding planning was provided. Generally, the Board agreed that writing the plan with “anew staff person” as the target audience and in 3rd person were good approaches. The Board discussed the option ofestablishing a ~DEI Program Manager position to both help with the completion of the plan and with implementation. TheBoard also thought that DEI work sessions such as this one should be convened every ~quarter to keep them engaged.

While not on the agenda, a fair amount of time was spent discussing the Executive Director’s approach to and engagementwith DEI.

3. The Board generally thought the plan should focus on racial equity and wanted the equity team to reach out to differentexperts and to evaluate other plans for approaches and rationale.

4. The Board generally preferred the Metro and CEI definitions related to race and racism. No other definitions were discussed.5. Power sharing was not discussed.6. “Low‐handing fruit” was not discussed.7. Other issues were not discussed.

EMSWCD Board Meeting February 2019 - Item 1b

10

Board Work Session on DEI (January 23, 2019) East Multnomah Soil & Water Conservation District

Friday, January 25, 2019; 1:00 PM – 5:00 PM To be held at: ESWCD Office, 5211 N. Williams Ave., Portland, OR 97217


Page 2 of 2

No. Date



1 1/25/19 Report back to the Equity Team regarding discussions during the work session.

Masterson/ Udelhoven

ASAP Pending

2 1/25/19 Follow up with the full Board regarding the possibility of scheduling quarterly DEI work sessions

Udelhoven Next

opportune time

Pending


11

Ad‐Hoc Committee Meeting (January 22, 2019) East Multnomah Soil & Water Conservation District

Monday, January 28, 2019; 3:00 PM – 4:00 PM To be held at: ESWCD Office, 5211 N. Williams Ave., Portland, OR 97217


Page 1 of 3

Item # Time Agenda Item Purpose Presenter Packet

* Please read

~ Please review

1 3:14 (5 min)

Welcome and meeting called to order

Review/revise agendaInformation Udelhoven N/A

This meeting was recorded; details of the discussion are available via audio upon request.

The meeting started shortly after 3:00 PM. Those present were:

Carrie Sanneman, Associate Director

Dianna Pope, Director Emeritus

Gabrielle Rossi, Zone 1 Director

Jay Udelhoven, Executive Director

Laura Masterson, Zone 2 Director

Rick Till, At‐lareg 1 Director

Lindsay Nelson, EMSWCD Staff

There were no revisions to the agenda.

2 3:15 (5 min)

Appoint Chair if desired Decision All

Committee Members

N/A

Masterson nominated Sanneman as the Ad‐Hoc Committee Chair.

MOTION: Masterson moved to approve Sanneman as the Ad‐Hoc Chair Rossi 2nd Motion passed unanimously

3 3:16 (50 min)

Review 2017 announcement andquestions

Determine process for evaluation,recommendation, and approval


Chair, if appointed (Udelhoven)

a) 2017 announcement~b) 2017 questions~c) Dixon Resume~d) Wigington Resume~e) Yap Resume~f) Board policies~

The ad hoc committee discussed the objectives and process for bringing on additional associate board members. Masterson raised the idea that having the option to bring on additional associate directors did not necessarily mean that we needed to or should and requested that the board very clearly describe goals and objectives associated with bringing on new associates so that we could evaluate these candidates against related criteria, and evaluate whether we should bring associate directors on at all.

The committee generally agreed that interviews were the next step and that interview questions could follow fairly quickly after objectives were agreed on by the full board. Objectives offered by members of the committee are provided below.

EMSWCD Board Meeting February 2019 - Item 1c

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Specific questions for the full board to consider:

Are these the right objectives?

What are our decision criteria?o Would meeting these criteria equate to cause for adding a board member?o What would be sufficient cause to NOT add someone as a board member? Or to ask someone to

participate on a committee but not the board?

Are there other questions we should develop to learn how candidates meet these or other objectives?

Some potential gleanings from the meeting are in the tables below.

Priority Objectives/Rationale for Additional Board Members

1 Diversify cultural and racial perspectives of the board to more closely represent those of District residents

2 Diversify professional backgrounds, as described in the announcement (e.g., nursery, finance, marketing and outreach, forestry)

3 Expand capacity for board/committee/community engagement

4 Increase "bench strength" in preparation for future director vacancies

Priority Potential Question Topics

1 DEI experience

2 Amount of time available

3 Committee interest

4 Understanding the District’s role (including nonregulatory nature, thoughtful about ways their expertise could support District efforts)

5 Expected/desired duration of commitment

6 Long‐term goals related to board/district

CLOSING ITEMS

4 4:08


Action Items

Meeting adjourned

Information Sanneman N/A

No. Date



1 1/28/19 Report back to the full Board regarding discussions during the work session.

Sanneman 2/4/19 Pending


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Members Positions Officers Budget Land Legacy Personnel Grants PIC CLIP SPACE Ad-hoc

Gabrielle Rossi Director - Zone 1 Treasurer X X X Laura Masterson Director - Zone 2 Vice-Chair X Chair X X X Mike Guebert Director - Zone 3 X X Chair X X Rick Till Director - At-Large 1 Secretary X X X X X X Allison Hensey Director - At-Large 2 Chair X X X Dianna Pope Director - Emeritus X X Carrie Sanneman Director - Associate X X X X X

Upcoming Schedule

FY18-19

2018

July -- 30 27 August 6

September 10 24 12 October 8

November 5 26 December 3 10

2019

January 7 28 28 February 4 TBD

March 4 ~4 25 TBD TBD April 1 ~1 May 6 ~6 20 June 3 TBD


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Quarterly Progress Report – FY18‐19 Q2, October to December East Multnomah Soil and Water Conservation District 1/5/2019

Page 1 of 24

MSWCD2ndQuarterProgressReportforFY2018-19This report describes progress made on the EMSWCD FY2018‐19 Annual Work Plan and budget through the second quarter of the 2018‐2019 financial year (October through December 2018).

For this report, substantive progress is measured and described against the activities identified in the “annual project activities and deliverables” tables given in the EMSWCD FY2018‐19 Annual Work Plan. For reporting purposes, each of the identified activities was given a status indicator, as of the end of the third quarter, as follows:

Completed;

In progress;

Planned for the reporting period, but no progress made during the reporting period because it has not been started or progress wasmade previously but no additional progress was made during the current reporting period; or

Not planned for the reporting period and no progress made during the reporting period.

A summary of the status of the activities for each of EMSWCD’s programmatic areas at the end of the second quarter is given in the table and chart below. The details regarding progress are given for each of EMSWCD’s programs in the tables on the subsequent pages. In total:

198 activities were planned to be undertaken within the second quarter of the fiscal year. Of these, 172 (87%) have either been completed or are in progress as planned. 26 (13%) have not been undertaken as planned.

Significant accomplishments this quarter include: Installed new phone equipment and conferencing system and the EMSWCD office, and trained staff on new phone system. Successfully completed FY17‐18 Financial Audit. Successfully moved Plant Sale ecommerce site to a new platform, Shopify. Urban CLIP funding criteria and eligibility map completed. Compiled two years of activities and water quality data for presentation to Lower Willamette Ag Water Quality Biennial Review meeting. Completed the aerated compost system at Headwaters that is powered by renewable solar energy. The lease for Mainstem Farm to a HIP graduate was finalized; and agreement on multiple components of Oxbow disposition secured. Staff co‐hosted a convening of grantees on Green Workforce Development with over 20 people and 14 organizations represented.

Significant activities not accomplished the quarter include: The Urban Lands position vacancy resulted in several Urbans Lands and some Finance and Operations tasks not being accomplished, due

to the need to focus on the recruitment and undertaking the tasks that position was responsible for, including the Native Plant Sale. Rural Lands field work took priority over some planning activities including options for long‐term protection of StreamCare sites,

determining when we will have capacity to add a new StreamCare watershed, and an analysis of coverage goals for priority weeds. Refinement of farm property prioritization for Land Legacy, and detailed analysis of farmland loss were not undertaken.


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0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Finance & Operations Urban Lands Rural Lands Conservation Legacy EMSWCD

Quarterly Status of FY18‐19 Annual Plan Activities

Completed In Progress No Progress, but planned Not Planned, no progress

FY18‐19 Q2 SUMMARY

Program Area No. of

Activities Completed In progress

No progress, but planned

Not planned during period, no progress

Finance & Operations 52 (23%) 6 (12%) 35 (67%) 6 (12%) 5 (10%)

Urban Lands 43 (19%) 3 (7%) 34 (79%) 5 (12%) 1 (2%)

Rural Lands 44 (19%) 6 (14%) 29 (66%) 5 (11%) 4 (9%)

Conservation Legacy 87 (38%) 14 (16%) 45 (52%) 10 (11%) 18 (21%)

EMSWCD Total 226 (100%) 29 (13%) 143 (63%) 26 (12%) 28 (12%)


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Page 3 of 24

BUDGET

Expenditures for FY18‐19 to date are shown in the table directly below. After the second quarter, a total of 43% of the operational budget has been expended. Rural Lands (48.4%), Finance & Operations (47.8%) are the closest in terms of percent spending relative to the percent of the fiscal year elapsed (50%). These are followed by Conservation Legacy (41.4%), and Headwaters (39.8%) and Urban Lands (35.9%).

Conservation legacy expenditure is heavily dependent on the expenditures related to land conservation projects, which have been less than expected for the year to date. Headwaters under expenditure is associated with the more seasonal nature of expenditures on the farm, and the fact that the capital improvement projects for the year are planned to take place in the spring and summer of 2019. The Urban Lands relies more on partners and other external entities for their work so expenditures are not spread evenly through the year, particularly expenditures associated with the Mount Hood Community College demonstration project.

Category Purpose FY 2018‐19

Total Annual Budget Actual through Q2 % of Budget Expended

Operations

Finance & Operations Staffing, facilities, and operations $738,546 $352,733 47.8%

Rural Lands Staffing, contracting, and operations $1,072,8731 $519,042 48.4%

Urban Lands Staffing, contracting and operations $677,874 $243,058 35.9%

Conservation Legacy Staffing and operations $527,077 $218,172 41.4%

Headwaters Farm Farm‐specific staff and operations $309,410 $123,165 39.8%

Sub‐total Operations $3,325,780 $1,456,170 43.8%

Cap

ital, G

rants,

& Contingency/

Unap

propriated

Land Conservation Fund Acquisitions $7,015,000 $997,887 14.2%

Grants External grants $1,839,000 $597,705 32.5%

Partner Grants Mgt. Pass through funds $35,0002 $10,000 28.6%

Contingency Funds Unanticipated costs $350,000 $0 0%

Unappropriated Funds Funds held in reserve $1,147,531 $0 0%

Sub‐total Grants, Funds and Reserves $10,386,531 $1,605,592 15.5%

Total EMSWCD Budget $13,712,311 $3,061,762 22.3%

Progress made against the activities identified in the “annual project activities and deliverables” tables given in the FY2018‐19 Annual Work Plan,

follows below.

1 Includes supplemental budget amendment (Resolution No. 2018‐10‐02) for Rural Lands USFS ($14,750) 2 Includes supplemental budget amendment (Resolution No. 2018‐09‐01) adding $10,000 for LEPC to the Partners Grants Management Budget


17


Page 4 of 24

FinanceandOperations3

FINANCE & OPERATIONS Program Goals:

1. Promote equity and embrace the diversity of humanity of our workplace. 2. Recruit, develop and retain a professional, diverse and responsive workforce. 3. Increase the percentage of residents who know about EMSWCD. 4. Increase the percentage of residents who understand what EMSWCD does. 5. Ensure that residents know how to access EMSWCD services. 6. Ensure that residents have a positive perception of EMSWCD.

Annual Activities and Deliverables Timeframe

2nd QUARTER COMMENTS Q1 Q2 Q3 Q4

Budget and Finance

Complete FY17‐18 budget audit. In

progress Complete

The audit is complete. No findings of interest. The report was presented to the Board at the December 2018 meeting.

Track FY18‐19 budget and produce budget to actual reports. In

progress In

progress X X Proceeding as expected. No issues to report.

Develop FY19‐20 budget. Not

planned Not

planned X X Planned for 3rd and 4th quarter.

Review Fiscal Policies and recommend changes as needed. Not

planned Not

planned X Planned for 4th quarter.

Review Contracting Policies and recommend changes as needed.

In progress

In progress X X

CFO began reviewing contracting policies in late 1st quarter, still in progress. No recommendations or conclusions yet.

Review and monitor EMSWCD contractual agreements. In

progress In

progress X X Ongoing. Proceeding as expected with no issues to report.

Board and Committee Management

Schedule, notice, prepare logistics, distribute materials for and host 11 Board of Directors meetings.

In progress

In progress X X Three board meetings held in the 2nd quarter.

Take and prepare minutes, and maintain all records for 11 Board of Directors meetings.

In progress

In progress X X Completed as expected in 2nd quarter. No issues to report.

Schedule, notice, prepare logistics, distribute materials for and help organize approximately 16 committee meetings.

In progress

In progress X X

Two committee meetings successfully held in 2nd quarter (Personnel and Land Legacy Committee meetings)

Take and prepare minutes, and maintain all records for ~16 committee meetings.

In progress

In progress X X Completed as expected in 2nd quarter. No issues to report.

Assess the opportunity for, and if viable, establish every other month Board of Directors meetings on a trial basis.

In progress

In progress

Evaluated and discussed internally. Awaiting Executive Director and Board discussion and decision.

3 An “X” in the activity tables denotes that the activity is planned to be undertaken or worked on in that quarter.


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Page 5 of 24

Support administration requirements for the November Director elections, including public notice, publicizing opportunity for candidates to file for elected Director positions, and responding to queries from the public.

In progress

Complete

Election administrative support completed, including responses to the public related to the open zone 1 Director position. One new Board of Director (for zone 1) and two re‐elected Board members were sworn in on January 7th, 2019.

Onboard at least two new directors or associate directors. Not

planned In

progress X Onboarding new Board member and awaiting Board decision on Associate Directors.

Human Resources

Conclude hiring for the vacant CFO position. Complete Complete Recruitment of the new CFO was completed and new CFO, Dan Mitten, started work in August 2018.

Review health and other insurance benefits to determine if changes or enhancements are needed for upcoming fiscal year.

Not planned

Not planned X X

Planned for later in the fiscal year ahead of open enrollment periods.

Review and update Employee Handbook in conjunction with Personnel Policies.

In progress

In progress X X Ongoing and in progress. No updates to report.

Compile and provide an overview of EMSWCD’s HR policies and benefits in comparison to other agencies.

Not planned

Not planned X X Planned for 3rd and 4th quarter.

Research options for a new web‐based employee management system including annual work planning and performance management and review.

Complete Complete

Research into possible systems was undertaken in March/April 2018. It was subsequently decided to put the purchased of an online program on hold, until the internal EMSWCD performance evaluation process is revisited.

Maintain confidential personnel files. In

progress In

progress X X Completed for 2nd quarter. No issues to report.

Research HR wellness and commute incentives. In

progress In

progress X Some research conducted on wellness programs and commute incentive programs for including in employee policies.

Facilities, Fleet and Equipment

Facilities

Staff kitchen re‐design at Williams Ave. Headquarters. In

progress In

progress X X Ideas and suggestions are being solicited from staff. A draft plan for the re‐design has been developed.

General maintenance of building and facilities at Williams Ave. Headquarters.

In progress

In progress X X All maintenance has been completed as scheduled.

General maintenance of buildings, equipment and facilities at Headwaters Farm.

In progress

In progress X X

General maintenance of buildings, equipment and facilities have been completed as planned.

General maintenance of buildings and facilities at Oxbow Farm, Stone Rd (Mishima) Farm, Gordon Creek Farm, and other properties acquired through the Land Legacy Program.

In progress

In progress X X

Maintenance and repairs done on Mainstem and Gordon Creek Rd properties as planned. As Oxbow has yet to close on the sale, the property is being checked and assistance given the Land Legacy Program Manager regarding the property as needed.


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Fleet and Equipment

General maintenance of state vehicles In

progress In

progress X X General maintenance and upkeep have been completed as scheduled and as needed.

Evaluate and, if deemed effective and efficient, implement fleet purchases.

Not planned

In progress X

Research has begun on whether or not it will be efficient and effective to implement fleet purchases. This includes electric vehicles & hybrids.

Information Technology

IT support to ensure properly functioning equipment and timely troubleshooting of technology problems.

In progress

In progress X X

Progressing as planned. Staff and IT contractor worked on minor recurring technical issues.

Research and implement a new phone system In

progress Complete

The new phone system was purchased in 1st quarter, Installed early in 2nd quarter.

Complete new office server acquisition, installation, and set‐up.

Complete Complete This item was largely completed by the end of the 4th quarter of FY2017‐18, with some extensive remaining troubleshooting and fixes in the 1st quarter of FY18‐19.

Purchase and set‐up scheduled replacement computers for staff.

In progress

In progress X X

In progress, proceeding as planned. No additional computers were purchased during the 2nd quarter. Computers already purchased were prepared for incoming new staff.

Investigate subscription‐based solutions for the office software, and if deemed cost effective, purchase and implement.

Not planned

No progress

Planned for the reporting period but no progress was made due to competing priorities. Moved to 3rd quarter.

Marketing and Media

Finalize (and implement) five‐year Marketing Plan. No

progress In

progress In progress during this period. Dan and Alex reviewed and discussed plan during check‐ins, will move on with finalizing primary body of the Marketing Plan.

Finalize the Branding and Identity Guide. In

progress No

progress No progress. Completed a final draft in 1st quarter, received feedback toward end of 2nd quarter, planned finalization early in 3rd quarter.

Evaluate options for and establish an unpaid social media intern position.

No progress

No progress

No progress, this work was not requested or initiated in the 2nd quarter. Marketing Manager has however been working with the Urban Lands intern on social media training and activity.

Evaluate use of billboards, public transportation, radio, local community newspapers and newsletters.

In progress

In progress X X

Proceeding as planned. Options for digital and media/community print advertisements evaluated, and pertinent information discussed with staff.

Develop, revise, maintain and add content to the website. In

progress In

progress X X

Updates to the About, Grants, Urban Lands, Workshops and Events, Plant Sale and other sections or subsections made, several new front‐page posts written, existing posts archived or updated, photos and layout updated, plugins and core updated.


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Page 7 of 24

Develop and integrate social media to drive traffic to website, encourage event participation and promote conservation practices.

In progress

In progress X X

Posted frequently to Facebook, LinkedIn, and Twitter for EMSWCD services, workshops and updates, plant sale, grantee and partner events.

Coordinate and conduct press outreach. In

progress In

progress X X

In the 2nd quarter helped draft and send releases for Board/Committee events, press outreach and coordination for Land Legacy story on a new property, press outreach for PIC program changes.

Identify and implement advertising opportunities. In

progress In

progress X X Investigated print, digital and social advertisement avenues, spoke with new advertising reps, highlighted opportunities program staff could take advantage of.

Develop and produce program displays and other outreach material.

In progress

In progress X X

In progress, helped develop printed outreach materials, including mailers and display materials. Worked with Jon on editing a poster version of an Urban Lands illustration.

Coordinate translations of various materials. No

progress No

progress No progress, this work was not initiated in the 2nd quarter.

Evaluate new website hosting platforms. In

progress In

progress A new hosting platform and service was chosen for the plant sale site. Staff will continue to evaluate new platforms for entire EMSWCD site.

Plan, evaluate bids for, and conduct a new marketing survey Not

planned Not

planned X X Planned for later in the fiscal year.

Develop, test and implement a new online plant sale system. In

progress In

progress In progress, proceeded as planned. Developing and testing the plant sale store on a new external host website was worked on extensively throughout the quarter.

Office Administration

General office support and public reception. In

progress In

progress X X Progressing smoothly. No issues to report.

Historical information organization, retention, filing, and archiving.

In progress

In progress X X Progressing smoothly. No issues to report.

Current records management in accordance with Oregon public records law.

In progress

In progress X X Progressing smoothly. No issues to report.

Research and/or develop needed policies and procedures. In

progress In

progress X X Progressing smoothly. No issues to report.

Establish and maintain public access to Board and Committee information.

In progress

In progress X X

Progressing smoothly. Board and committee meeting information retained at the office and online.

Improve internal management of and access to Board and Committee information.

Not planned

In progress X Progressing smoothly. No issues to report.

Develop schedule of community meetings/events for engagement purposes.

Not planned

No progress X

Planned for this reporting period. Moved to 3rd quarter as other tasks took higher priority.

Establish contact list of the elected officials representing the district.

Not planned

No progress

Planned for this reporting period. Moved to 3rd quarter as other tasks took higher priority.


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Page 8 of 24

UrbanLands

URBAN LANDS Strategic Goals:

1. Protect and improve water quality and quantity. 2. Protect and improve soil quality and quantity. 3. Protect and improve natural habitats. Program Goals:

1. Decrease urban stormwater runoff by reducing impervious surfaces and retaining stormwater on‐sites. 2. Reduce the use of synthetic landscaping chemicals and pesticides. 3. Reduce the area of lawn and other high‐water‐use ornamental plants. 4. Increase the use of urban landscape water conservation methods and tools. 5. Increase the number of native plants, and area of green infrastructure within the urban growth boundary. 6. Increase public understanding of water quality, water quantity and natural habitat conservation concerns and inspire action to address those concerns.



Outreach and Education

Outreach

Recruit education and outreach intern. Complete Complete New intern began work on September 19.

Develop 3 new educational documents (web and/or print). In

progress In

progress Drafting content for placement on EMSWCD website. Lawn removal pamphlet in progress

Update Urban Lands web content. In

progress In

progress Six Nature Notes posted. Native Plant Sale pages and Native Plants database updated in 2nd quarter.

Translate selected workshop and outreach materials. In

progress In

progress X X Urban Lands team began discussing a plan for selecting materials and identifying translation services.

Investigate ways to address impacts of climate change. In

progress In

progress X X Initiated discussions with Portland BDS in the 2nd quarter.

Design and produce promotional materials. In

progress Complete

Draft designs were created and brought to staff for their opinion and suggestions. T‐shirts are printed and received from the printer

Engage 12 new and existing community leaders/ groups/ organizations in priority areas each quarter. Q1=4, Q2=2, Q3=2, Q4=4.

In progress

No progress X X

No progress in 2nd quarter. Connected with 6 groups regarding partnering and funding opportunities in the 1st quarter.

Table at community events with literature about EMSWCD programs and events.

In progress

In progress X X

1st quarter: 2 events, 70 conversations. 2nd quarter: 3 events, 149 conversations.

Attend 6 community meetings to promote EMSWCD workshops and introduce public to the benefits of sustainable landscaping/green infrastructure practices.

In progress

No progress X X

No presentations in 1st quarter but contacting groups to present to. 2nd quarter: 0 presentations. This is due to UL staff vacancy and focus being given to native plant sale preparations.


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Page 9 of 24

Workshops 48/year; 1,250 participants

1‐hour presentations:

Sustainable Landscaping/Green Infrastructure 10/year; 200 participants

In progress

In progress X X

1st quarter: 1 presentation, 27 attendees. 2nd quarter: 3 presentations, 43 attendees.

2‐hour workshops:

Native Plants 5/year; 150 participants

In progress

In progress X X

1st quarter: 1 workshop, 27 attendees. 2nd quarter: 1 workshop, 29 attendees.

Urban Weeds 5/year; 150 participants

In progress

In progress X X

1st quarter: 1 workshop, 18 attendees. 2nd quarter: 1 workshop, 23 attendees.

Pollinators 6/year; 150 participants

No Progress

In progress X X

1st quarter: 0 workshops requested. 2nd quarter: 2 workshops, 30 attendees.

Beneficial Insects 6/year; 150 participants

No Progress

In progress X X


Landscaping with Edibles 6/year; 150 participants

Not planned

In progress X X


4‐hour workshops:

Naturescaping Basics 5/year; 150 participants

In progress

In progress X X

1st quarter: 1 workshop, 28 attendees. 2nd quarter: 4 workshops, 73 attendees.

Rain Gardens 5/year; 150 participants

In progress

In progress X X

1st quarter: 2 workshops, 30 attendees. 2nd quarter: 2 workshops, 30 attendees.

Events 2/year; 1,300 participants

Host Native Plant Sale to provide a diverse selection of affordable native plants top constituents. 800 participants; 10,000+ bare‐root trees and shrubs sold.

Not planned

In progress X Planning for plant sale began in earnest in the 2nd quarter.

Organize Naturescaped Yard Tour to demonstrate and encourage naturescaping and green infrastructure principles. 500 attendees.

Not planned

Not Planned X X Planned for later in the year.

Research opportunities for on‐the‐ground community involvement event that would alternate (every other year) with yard‐tour.

Not planned

No Progress X X

No progress made in 2nd quarter. Planned for later in the fiscal year.

Technical and Financial Assistance

Provide technical consultations and site visits to residential, commercial, and industrial landowners. 80/year, 20/quarter.

In progress

In progress X X

1st quarter: 26 technical requests completed. 2nd quarter: 13 technical requests completed (represents 100% of requests; few inquiries this quarter).

Provide technical consultations and site visits to grants program applicants and/or projects. 20 consults/year.

In progress

In progress X X

1st quarter: 3 requests for SPACE projects completed. 2nd quarter: 1 technical request/site visit for a potential PIC project completed.


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Page 10 of 24

Work with local jurisdictions to address green infrastructure barriers.

In progress

in progress X X

In the 2nd quarter met with Wood Village to discuss stormwater assistance; engaged Gabbert Butte Stakeholder Advisory Committee on discussion about green roofs on future park structures; advocated for increased green infrastructure at Levee Ready Columbia meeting.

Connect with 3 large land managers to build relationships, encourage sustainable land management practices, and promote EMSWCD services.

In progress

in progress X X

Meetings, tabling, and/or discussions with Kelly Creek HOA, Blue Heron Shores HOA, Tucker Maxon School, Levee Ready Columbia, and MCDD.

Cooperative Landowner Incentive Program

Finalize CLIP funding criteria In

progress Complete Urban CLIP funding criteria and eligibility map completed.

Provide cost‐share assistance for rain gardens and other practices. 5 projects/year

In progress

in progress X X

1st quarter: Responded to 3 rain‐garden related requests and 4 potential CLIP project inquiries in the 1st quarter. 2nd quarter: Responded to 2 potential CLIP projects & received approval for one; conversations continuing.

Partnerships and Regional Campaigns

Help develop native plants web tool by participating in guidance committee and providing support to Oregon Flora Project.

In progress

In progress X X

Project was on‐hold due to loss of web developer. New developer has been identified and work has resumed. Awaiting soft‐launch testing phase.

Help develop IPM web tool (Solve Pest Problems) by participating on OSU project teams.

In progress

In Progress X X

Participate in Steering and Advisory Committees, guiding content, layout, inclusive engagement, marketing plan and evaluation plan.

Utilize and promote community organizations or non‐profit services to increase wildlife and pollinator habitat within targeted neighborhoods via community action projects, workshops and citizen science.

In progress

In Progress X X

Regularly recommended Backyard Habitat program, Audubon, Xerces, Friends of Trees, Master Gardeners, and other partners to technical assistance requests.

Work with and support PDX Greywater Partnership and other water conservation groups and initiatives.

In progress

In Progress X X

Recommended Greywater Partnership resources to at least one technical assistance requester. Provided TSWCD with guidance to begin working with PDX Greywater Partnership.

Participate in the Grant Butte and other land‐use planning groups.

In progress

In progress X X

Attended one Grant Butte meeting (Nov & Dec meetings were cancelled). Attended one meeting of Gabbert Butte Stakeholder Advisory committee.

Collaborate with Watershed Councils within EMSWCD boundaries.

In progress

In progress X X

1st quarter: Staff represented EMSWCD on CSWC board, attended JCWC‐IJC, CSWC Tech Team, and other regular meetings. 2nd quarter: Staff attended all regularly scheduled Watershed Council meetings.


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Page 11 of 24

Demonstration Projects

Implement the Conservation Corner outreach plan to enhance the visibility and educational value of the site.

In progress

In progress X X Outreach plan is in progress.

Oversee maintenance and improvements to Conservation Corner landscape, green infrastructure (pervious pavement, roofs, walls, etc.), and Green Streets.

In progress

in progress X X

Staff oversaw and closed out the landscaping contractor’s work for the 2018 season; began developing bid for bike shed green roof; oversaw reinstallation of rain garden after sewer line repair; and scheduled estimates for Tree of Heaven removal.

Provide group tours of the EMSWCD facilities to demonstrate naturescaping and green infrastructure principles in practice. 4 tours/year; 100 attendees.

In progress

In progress X X

1st quarter: 0 tours. 2nd quarter: 1 tour, 26 attendees.

Participate in outreach team for the MHCC retrofit project. In

progress In

progress X X Staff organized a stakeholder tour of initial projects, and attended 2 meetings with outreach team to support the development of outreach plan this quarter.

Participate in Steering committee for the MHCC retrofit Project.

In progress

In progress X X Staff met bi‐weekly and as needed to keep project on task.

Develop and initiate contracts and agreements as needed and necessary to begin implementation of the top priority projects on the MHCC Campus.

In progress

In progress X X

Working with MHCC to develop Salmon‐Safe outreach plan and working with MHCC Facilities to incorporate Salmon‐Safe into the Facilities Management Master Plan.

Work with partners to implement top priority projects identified in the MHCC assessment.

Not planned

In Progress X X

MHCC parking lots E and F were retrofitted with new stormwater management facilities.

Engage with community organizations, jurisdictions and non‐profits to identify/explore potential large‐scale demonstration projects within targeted neighborhoods.

In progress

In Progress X X Informal conversations held, but no solid leads.

Monitoring and Evaluation

Meet with partners, review partner monitoring reports, studies and findings.

In progress

In progress X

Attended Lowering the Temperature conference; Johnson Creek Science Symposium; and Benton SWCD soil solarization workshop, in 2nd quarter.

Define program monitoring and evaluation metrics. Not

planned No

Progress X X No progress made due to competing priorities.

Identify relevant information and review the results of partner tracking efforts.

Not planned

No Progress X X No progress made due to competing priorities.


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Page 12 of 24

RuralLands

RURAL LANDS Strategic Goals:

1. Protect and improve water quality and quantity. 2. Protect and improve soil quality and quantity. 3. Protect and improve natural habitats. 5. Increase the sustainability of Agriculture

Program Goals: 1. Decrease erosion from working lands in the rural part of the district to prevent sediment and bacteria from entering waterways. 2. Improve the efficiency of irrigation on working lands. 3. Increase stream shading to protect water temperature and improve riparian habitat in priority watersheds. 4. Understand water quality baseline levels in priority watersheds and trends over time. 5. Reduce the impacts of ecosystem altering weeds species on natural habitats in the rural part of the district, focusing on protecting high value native forest and

riparian areas. 6. Limit invasive species pressure on natural regeneration of native forest in areas burnt by the 2017 Eagle Creek fire. 7. Increase awareness among landowners and managers about protecting and improving water quality, water quantity, soil health, riparian health, natural habitats,

and reducing populations of invasive weeds.



Technical and Financial Assistance

Landowners Consultations

Conduct 20 site visits including first‐time site visits with 5 landowners.

In progress

In progress X X Conducted 4 site visits including 1 first‐time visit.

Develop 5 technical recommendations and/or conservation plans that include recommendations to address erosion and/or water quality.

In progress

In progress X X

Developed practice recommendations for drip irrigation and rainwater harvesting for an urban farm.

Assist 4 landowners with cost share applications. In

progress In

progress X X Cost share was provided for the implementation of drip irrigation on 1 acre and an 11,000‐gallon rainwater tank at an urban farm.

Partner with NRCS to promote and deliver cost share assistance.

In progress

In progress X X

Monthly meetings held with NRCS and West Multnomah SWCD to coordinate efforts.

Erosion Solutions

Implement erosion practices on 60‐acre nursery property. Complete Complete Project completed during the 1st quarter.

Network within the nursery industry. In

progress In

progress X X Attended meetings of the Mt Hood Chapter of the Oregon Association of Nurseries.

Work with cooperators to design and implement erosion prevention practices.

In progress

In progress X X

Work on a cost share project to install erosion prevention practices at one nursery continues; in discussions with two others.


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Page 13 of 24

StreamCare

Site restoration and maintenance

The existing, planted StreamCare areas on 403 acres along 15 miles of stream will be maintained to ensure good rates of plant survival.

In progress

In progress X X 139 acres were maintained

Another 25 acres prepared and planted in FY18‐19. In

progress In

progress X X 14.8 acres were prepared for planting

Coordinate contracted labor crews to prepare new sites for planting, control weeds on existing sites, and plant native trees and shrubs.

In progress

In progress X X

900 cuttings were planted on 3.35 acres along 0.24 miles of stream

Manage wholesale plant orders, delivery, and storage. In

progress In

progress X Plant orders were confirmed in the 2nd quarter.

StreamCare sites that reach the five‐year mark will be evaluated to determine if the site is ready to graduate or if the landowner agreement should be extended.

In progress

In progress X X

Sites were evaluated in the 2nd quarter. These evaluations are ongoing.

For landowners that are graduating from StreamCare, offer a site visit. Approximately 63 acres along 2 stream miles are scheduled to graduate during FY18‐19.

In progress

In progress X X

Site visits will begin after evaluation of each site is completed.

Program development

Develop options for long term protection of graduated StreamCare sites.

Not planned

No progress X Will be given attention during the 3rd quarter.

Estimate based on graduations when a new watershed can be added.

Not planned

No progress X Will be given attention during the 3rd quarter.

Monitoring and evaluation

Maintain GPS and GIS data; maintain StreamCare “database” track and compile deliverables.

In progress

In progress X X Ongoing

Complete shade modelling of Johnson Creek. Not

planned No

progress X Waiting on GIS assistance.

Outreach

Use mailings, advertisements, web and social media to promote conservation, outreach events and program offerings.

In progress

In progress X X

Promoted a screening of the film Farmers for America. Did a mailing to promote a native plants workshop that will take place in the 3rd quarter.

Coordinate four workshops to provide conservation education and program information.

In progress

In progress X X

Staff are planning workshops about attracting wildlife and mud and manure management for the 3rd and 4th quarters.

Develop video content for website and social media. Not

planned In

progress X Completed a video about the Headwaters Farm Incubator Program. Ideas for future videos are being developed.

Partner with other SWCDs to fund, develop and staff a booth at the Far West Show. Table at two partner events.

In progress

Not planned X No tabling during the 2nd quarter.


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Page 14 of 24

Use equity lens to evaluate outreach methods and materials to identify needed changes.

Not planned

No progress X X

This item is delayed as capacity was redirected to chairing the Equity Team during development of the draft equity plan.

Water Quality Monitoring

Collect monthly samples in upper Beaver and Johnson Creeks. This will include on‐site measurement of pH, conductivity, and turbidity as well as laboratory analysis for fecal bacteria, total suspended solids, total phosphorous, and nitrate.

In progress

In progress X X

Monthly sampling is ongoing and was completed as planned for the 2nd quarter.

Install continuous temperature loggers in multiple locations in Beaver, Johnson, Big, and Smith creeks each April.

Not planned

Not planned X Planned for start of summer.

Remove temperature loggers in the fall. Complete Complete Completed as planned in the 1st quarter.

Analyze and report on water quality data in collaboration with other partners monitoring efforts.

In progress

In progress X X

Water quality data from Johnson Creek was presented as part of the Lower Willamette Agricultural Water Quality Plan Biennial Review.

Weeds

Early detection and rapid response

Verify, assess, and perform necessary control for all reports of species from the Early Detection & Rapid Response list.

In progress

In progress X X

Received and verified one report of Impatiens bicolor aka two‐colored impatiens. Control will happen during the 3rd quarter.

Control priority weeds

Control all known riparian knotweed infestations every two years (85 properties total, 43 for FY18‐19)

Complete Complete

Completed in the 1st quarter. Surveyed 43 knotweed sites. Found and treated new infestations on private property totaling 130sqft. Treated regrowth of known infestations totaling 8100sqft on private and 3700sqft on public properties.

Survey and control all non‐riparian knotweed locations every two years (91 properties total, 46 for FY18‐19).

Complete Complete Completed in the 1st quarter. Surveyed 46 properties; area controlled included above.

Annually control of all accessible false brome infestations (acreage unknown due to Eagle Creek fire) to prevent establishment in the rural areas of the district.

Complete Complete Completed in the 1st quarter. Controlled 35sqft across 2.7 acres of private land and 59sqft across 45.1 acres of public land.

Survey for new false brome populations along plausible vectors.

Complete Complete Completed in the 1st quarter. Surveyed 3.2 acres of private and 6.6 acres of public land for new false brome infestations. None found.

Control 20% of known infested acreage (~200 acres) of spurge laurel where access has been granted by the landowner.

Not planned

Not planned X This work will take place during the 3rd quarter.


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Page 15 of 24

Control at least ~550 acres of English ivy and old man’s beard in current projects areas (~2800 acres).

No progress

In progress X X Controlled 1.5 acres of old man’s beard.

Monitor half (~1400 acres) of the current project acreage (~2800 acres) of English ivy and old man’s beard.

No progress

In progress X X Surveyed 8 acres for old man’s beard.

Annually control all known infestations (241 properties) of garlic mustard outside the containment zone a minimum of 2 times.

Not planned

In progress X

The fall weather was conducive, allowing for an unplanned fall treatment of 3.7 acres of garlic mustard across 67.34 total acres.

Survey plausible vectors and outlying areas for spread of garlic mustard.

Not planned

Not planned X Planned for spring.

Eagle Creek Fire response

Monitor post fire recovery and identify areas of weed pressure in collaboration with USFS, OR State Parks and other organizations.

In progress

In progress X X Ongoing.

In collaboration with partners, undertake weed control in priority areas

In progress

In progress X X 41.11 acres in 2nd quarter.

Regional coordination

Provide technical assistance with weed identification and control methods.

In progress


Participate in both the 4‐county and Columbia Gorge Cooperative Weed Management Areas.

In progress


Monitoring and evaluation

Maintain special location information in GIS, including abundance information for the target species.

In progress

In progress X X

GIS data collected on 2018 weeds sites by staff and contractors.

Derive invasive weed control treatment polygons to track weed treatment efforts.

In progress

In progress X X Areas of post fire weed control areas defined. Ongoing.

Evaluate the feasibility of reducing the garlic mustard containment area and identify priority areas to target.

No progress

In progress X X

The current thinking is that it will not be feasible this fiscal year due to the uncertainty concerning the potential spread of garlic mustard infestations by machinery and landslides in the area of the Eagle Creek fire.

Analysis to determine if the reduce coverage goals for false brome, English ivy, Old man’s beard and spurge laurel were met and to set new goals.

No progress

No progress X X Will be given attention during the 3rd quarter.


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Page 16 of 24

ConservationLegacy

HEADWATERS Strategic Goals:

1. Protect and improve water quality and quantity. 2. Protect and improve soil quality and quantity. 3. Protect and improve natural habitats. 4. Protect agricultural lands. 5. Increase the sustainability of Agriculture.

Program Goals: 1. Maintain and improve the natural resources at Headwaters Farm to support sustainable agriculture. 2. Facilitate the establishment of viable new farm businesses, that are good stewards of land. 3. Increase the visibility of conservation farming practices. 4. Headwaters Farm facilities, infrastructure and equipment supports the HIP program and EMSWCD’s mission.



Natural Resources Management

Plan, implement and monitor a suite of practices that promote good stewardship through a conservation planning approach, including: organic practices, cover cropping, nutrient management, reduced and appropriately timed tillage, drip irrigation, compaction alleviation, among others.

In progress

In progress X X

New stormwater facilities are functioning well in the wet weather, the farm has robust winter cover crops throughout, soil samples were taken for all plots, and the new aerated compost system is now operational, initiating the composting processing for the outstanding compost pile.

Soil Health Improvements

Cover crop or silage tarp all farmable areas of Headwaters Farm while not in production (approximately 34 acres possible).

In progress

In progress X X

All areas of the farm that aren’t in winter production have been cover cropped with a mixture of vetch, peas, clover, and winter rye. Summer cover cropping will begin around May.

Soil samples taken for all fields in October ‐ both in production or not ‐ to help determine fertility needs and document change over time.

Not planned

Complete Samples were taken in mid‐October.

Manage invasive weeds. In

progress In

progress X Winter weed management stems from establishing dense, robust cover crops. That has been done for all fields not in active production.

Lime fields and applications of other amendments as needed.

Not planned

Complete X

Soil samples indicate there won’t be a need for large scale liming in 2019. However, some HIP farmers will apply small amounts of lime/dolomite as their crops and specific fields warrant.

Erosion and Stormwater Management

Realignment of roadway in close proximity of the North Fork of Johnson Creek within the Dianna Pope Natural Area, including 275ft of new gravel road situated away from the

In progress

In progress

Permit received from Multnomah County. Construction will take place in the spring/summer of 2019. Bids will be gathered in the 3rd quarter.


30


Page 17 of 24

water resource and deconstruction and planting of 325ft of the existing roadway.

Incorporate legacy nursery stock piles into the fields and begin to remediate them with cover crops.

Not planned

Not planned X

These piles will be included in the scope of work with other projects requiring earthmoving equipment. This is planned to occur in the spring/summer of 2019.

Irrigation efficiency

Work with incubator farmers to encourage the use of low‐output irrigation and developing and utilizing an Irrigation Water Management Plan.

In progress

In progress X

New guidelines have been put into the Farmer’s Manual (contract with the HIP farmers) as to water application expectations and record keeping requirements. HIP and Rural Lands staff will work together to design a program for supporting the farmers in implementing sound irrigation strategies.

Natural Habitat

Establish an additional 6,500ft2 of pollinator habitat (2,000ft2 between the propagation houses and 4,500ft2 to the east of the in‐holding property).

Not planned

Complete X Planting concluded at the end of November and mulch has been installed over the planting.

Maintain existing pollinator habitat, hedgerows and beetle bank.

In progress

In progress X X

Weeding occurred as needed in the hedgerows. More extensive maintenance will happen in the spring.

Headwaters Incubator Program (HIP)

Complete Headwaters 5‐year plan Not

planned No

Progress X Planned for the winter months, but no progress has been made to date.

HIP Farmer recruitment and retention

Obtain at least 10 HIP applicants for the 2018 growing season.

In progress

Complete Complete, but target not met. Seven applications were received, of which four strong candidates were brought into the incubator program for the 2019 season.

Two‐to‐five new farms recruited in FY18‐19. Not

planned Complete X

Four new farmers will be joining HIP for the 2019 growing season, totaling roughly two acres of production.

Host at least 12 incubator farmers at all times. In

progress Complete X X

There will be 15 farms (~20 farmers) participating in HIP for the 2019 growing season.

HIP Farmer Support and Training

Tractor safety and operation training. Not

planned Not

planned X Planned for spring 2019.

Record keeping cohort, participation in farm business record keeping training.

Not planned

Not planned X X This is scheduled to begin in February 2019.

BCS maintenance and individual farmer operation trainings. Not

planned Not

planned X Planned for spring and summer 2019.

New farmer orientation. Not

planned Not

planned X Planned for February 20th, 2019.


31


Page 18 of 24

Nutrient management training. Not

planned Not

planned X Planned for spring 2019.

Irrigation management training. Not

planned Not

planned X Planned for spring and summer 2019.

HIP Graduate Support

Identify one or more HIP graduates to lease Mishima Farm. Complete Complete Selection process successfully completed, with Full Cellar Farm selected to be the Mainstem tenant starting in 2019.

Work with graduating farmers to identify best landing options for their farm businesses.

In progress

Complete

Full Cellar Farm is set to lease the Mainstem Farm property which EMSWCD owns. Alquimia Botanicals passed on a solid landing opportunity in favor of relegating the business to selling nursery starts this year. They will be keeping planting stock to begin actively farming again in subsequent seasons.

Maintain ongoing relationship with HIP graduates and connect them to various support services.

In progress

In progress X X

A draft version of the End of Year Survey has been created with the Survey Monkey platform and will be sent out before the end of January 2019.

Outreach and Education

Highlight and promote key conservation efforts by keeping an active social media presence and updating the HIP page on the EMSWCD website regularly.

In progress

In progress X X

Numerous updates were made on social media relating to conservation practices. Several blogs have been written and will be published in a staggered fashion over the forthcoming months.

Create plan for the incorporation of interpretive signage and other informational documentation at the farm; begin making and displaying signs.

Not planned

In progress X

Initial efforts have been made to document the host of signage needs around the farm. Design and quotes will be gathered during the third quarter.

Lead tours at Headwaters Farm for prospective farmers, program partners, and the general public.

In progress

In progress X X

Four tours were conducted in the 2nd quarter reaching around 30 visitors comprising potential applicants, partner organizations, and the general public.

Tabling, presentations, events, and other outreach opportunities as they arise.

In progress

In progress X X

Staff offered interview to Oregon Tilth for Organicology audio; participated in a HIP video developed by Chelsea White‐Brainard; helped organize and presented at a joint Farmer Development Open House; gave an interview to the Portland Business Journal on small farmer development; and attended the National Incubator Farm Training Initiative’s Field School.

Provide onsite training opportunities for Farmers of Color Apprenticeship Program.

In progress

In progress X

Mudbone Grow has been engaged and conversations are happening to explore opportunities for the 2019 growing season.

Explore partnerships and grant funding to pursue programming that utilizes Headwaters Farm resources to create farming opportunities for underserved groups.

Not planned

No Progress X No progress has been made on this front.


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Facilities, Infrastructure and Equipment

Construction of three forced air compost boxes. In

progress Complete

Construction and plumbing of the boxes was completed and the solar power system functional in the 2nd quarter. The boxes will be filled once cold weather permits the operation of a tractor without major soil disruption.

Design, permit, and build equipment shed. In

progress In

progress X X Multnomah County has been engaged regarding permitting requirements, and several design options for the facility were explored.

Ongoing maintenance of farm vehicles and equipment In

progress In

progress X X General maintenance was performed on machinery with a major servicing happening at the onset of the 3rd quarter.

Conduct facilities, road and path safety inspections and address issues that arise.

In progress

In progress X X

Weekly inspections of primary access routes were conducted. No notable events or requiring immediate attention were observed.

LAND LEGACY Strategic Goals:

1. Protect and improve water quality and quantity. 2. Protect and improve soil quality and quantity. 3. Protect and improve natural habitats. 4. Protect agricultural lands. 5. Increase the sustainability of Agriculture. 6. Provide equitable access to nature.

Program Goals: 1. Protect agricultural land east of the Urban Growth Boundary, excluding the urban reserve. 2. Help partners protect one to two urban farms and community gardens projects through financial and technical assistance. 3. Protect priority habitats in the district by helping partners protect areas identified in conservation‐related plans. 4. Assist partners establish new parks and natural areas in underserved communities.



LLP Program

Backfill outstanding records management needs for all property interests.

In progress

In progress X X

Created property acquisition/management file for the Headwaters property.

Finalize remaining identified program foundational documents.

In progress

In progress X

Easement and Farm Lease Templates were finalized. Easement Management guidelines were formally adopted by the Board int eh 2nd quarter. Two initial Agricultural Management Plans (AMP) were significantly advanced.

Consider and potentially implement streamlined approach to transaction review and approval.

Not Planned

Not Planned X X Planned for later in the year.

Design and produce Land Legacy Program poster displays. In

progress In

progress One of three posters have been completed.


33


Page 20 of 24

Working Farmland Protection

Refine agricultural property prioritization for the agricultural focal area as well as non‐focal area agricultural properties east of the Sandy River.

Not Planned

No Progress X No capacity to pursue this during the 2nd quarter.

Conduct analysis of changes in the area and use of farmland over time, to determine extent of farmland loss within the district.

Not Planned

No Progress X No capacity to pursue this during the 2nd quarter.

Continued development and implementation of outreach program for the Ag community. Provide at least one distinct opportunity for the 75 highest priority landowners to learn about the working lands conservation easement program.

In progress

In progress X X

Film screening was held, and a kitchen table discussion was scheduled but postponed due to weather.

Close out disposition of Oxbow property. In

progress In

progress Negotiations were largely completed, and the PSA was close to execution.

Close on fee acquisition of Gordon Creek farm property. Complete Complete 20‐acre farm closed successfully in the 1st quarter.

Close on or substantively advance at least one other farmland transaction.

In progress

In progress X X

Secured agreement on acquisition of a working farmland easement. Investigated and advanced other opportunity; reached agreement on securing a Right of First Refusal for 20‐acre farm property, which is expected to be signed in the 3rd quarter.

Opportunities rapidly and creatively responded to; four or more ag properties will be brought before the EMSWCD board to consider for protection.

In progress

In progress X X

One fee acquisition was explored, for which a Right of First Refusal will be secured (see above). Multiple other opportunities explored.

Further develop partnerships with SWCDs and Land Trusts in support of agricultural land protection.

In progress

In progress X X

Serving on steering committee and sponsorship subcommittee for Land Camp conference.

Support the Oregon Ag Heritage Program and Willamette Valley Ag Preservation initiative and ensure these programs help support EMSWCD agricultural land protection efforts.

In progress

In progress X X Continued to monitor and advocate for EMSWCD interests.

Farm succession resources developed if resources permit. In

progress In

progress X X Conducted outreach for Jan/Feb Succession Planning event; secured a commitment from approximately 15 attendees.

Agricultural Land Stewardship

Fee interest and conservation easement management guidelines adopted and implemented for current EMSWCD holdings.

In progress

In progress X X

Conservation easement management guidelines were adopted by Board.

Agricultural Management Plan guidelines finalized. In

progress In

progress Two Ag Management Plans substantially developed, which will inform the guidelines.

Agricultural management plans developed and implemented for Mainstem (formally Mishima), Oxbow, and Gordon Creek properties.

In progress

In progress X X

Mainstem AMP finalized, substantial elements of Oxbow AMP finalized, which will be completed in the 3rd quarter.


34


Page 21 of 24

Develop and finalize lease for Mainstem property. In

progress In

progress Substantially finalized.

Prepare sites and complete native plant installation to restore riparian habitat on the Mainstem property and Gordon Creek property.

In progress

In progress X

Mainstem riparian area treated for weeds in preparation for planning in February 2019.

Natural Resource Lands Protection

Support partner protection efforts financially with partner entity in the lead, as opportunities arise.

In progress

In progress X X Engaged on advancement of Columbia Slough project.

Update Natural Lands component of website. No

Progress No

Progress X No capacity to pursue this during the 2nd quarter given other priorities.

To the extent allowed by law, support efforts by external entities to secure funding for natural area protection and ensure the sustainable management of natural areas in the region.

In progress

In progress X X Participated in Metro Bond partner engagement efforts.

Natural Area Stewardship / DPNA

Weed control and plant maintenance, in‐fill planting where required.

Not Planned

Not Planned X X Planned for late winter and spring.

Conduct regular wildlife surveys, install and analyze wildlife camera footage.

In progress

In progress X X Planned monitoring for 2nd quarter was undertaken.

Install DPNA interpretive signage. In

progress Complete Interpretive sign was installed in the 2nd quarter.

Design and install welcome/entrance sign. Not

Planned No

Progress X X Planning for this project will be initiated in the 3rd quarter.

Finalize permitting and construction of road realignment to move roadway further from the North Fork of Johnson Creek

In progress

In progress X

Permit has been approved and received from Multnomah County. Construction will take place in the 4th quarter when the ground dries out sufficiently.

Access to Nature

Update Access to Nature component of website. No

Progress No

Progress X No capacity to pursue during the 2nd quarter given other more urgent priorities.

If capacity permits, assess and prioritize potential access to nature protection opportunities.

Not Planned

No Progress X X

No capacity to pursue during the 2nd quarter given other more urgent priorities.

Support partner protection efforts financially with partner entity in the lead, especially those targeted to under‐served communities.

In progress

In progress X X

No opportunities brought forward by partners in the 2nd quarter.


35


Page 22 of 24

GRANTS Strategic Goals:

1. Protect and improve water quality and quantity. 2. Protect and improve soil quality and quantity. 3. Protect and improve natural habitats. 4. Protect agricultural lands. 5. Increase the sustainability of Agriculture. 6. Provide equitable access to nature.

Program Goals: 1. Complement other EMSWCD program efforts in water quality, soil health, habitat restoration and sustainable agriculture. 2. Increase environmental literacy of EMSWCD residents. 3. Increase capacity and strengthen organizational structures needed to advance equitable conservation outcomes. 4. Establish and support sustainable school and community gardens throughout the urban areas of the EMSWCD service area. 5. Increase conservation benefits for communities and populations experiencing disparities in environmental health, environmental education, and natural

amenities.



Outreach, Engagement and Evaluation

Conduct survey of 2018 PIC applicants and present results. Complete Complete 2018 PIC applicant survey completed, and results presented at September Grants Committee meeting.

Conduct 1‐2 case studies of past grantees and/or assessment of a particular funding area (restoration or equity).

No Progress

No Progress

Postponed indefinitely due to additional work load on the Grants Manager with the SPACE grants administration.

PIC Grants

PIC Grant administration

Update PIC grant application and supporting materials, receive applications, conduct due diligence, prepare for and host Review Committee meeting, make recommendations to the Board for PIC grant awards.

Not Planned

In progress X X

PIC materials were prepared for 2019 grant cycle, opening on November 1st. Twenty‐eight eligible applications were received by the December 15 deadline. Preliminary review was conducted. More thorough review will occur in the 3rd quarter.

Contract with grantees for 18 PIC and PIC Plus awards In

progress Not

planned X All 2018 PIC contracts are executed except for one, expected to be signed in 3rd quarter. The 2019 contracting process will begin in the 4th quarter.

Consider changes to PIC/PIC Plus grant structure and funding levels for consideration by the Grants Committee.

Complete Complete

Grants Committee recommended and the Board approved changes to the PIC grant program structure. PIC Plus will be discontinued, and all PIC grants duration lengthened to up to two years, and the maximum PIC grant amount increased up to $100,000 per grant.

Compliment other EMSWCD Program Efforts

Fund at least three restoration or monitoring projects. Not

Planned Not

Planned X PIC application review and award in the 3rd quarter.


36


Page 23 of 24

Fund at least three projects that address stormwater runoff, water quality/ conservation, and/or soil erosion.

Not Planned

Not Planned X PIC application review and award in the 3rd quarter.

Fund at least one project that promotes sustainable agriculture.

Not Planned


Sustainable School and Community Gardens

Re‐convene PIC grantees and other key stakeholders involved in school and community gardens to check in on respective roles, current issues and area to consider for PIC 2019.

Not Planned

No progress

At the time of finalizing workplan, proposal to postpone convening until next year due to staff added workload with SPACE. This was determined to be low priority since two key grantees have active multi‐year grants, precluding their applying for 2019 PIC.

Fund the development of at least two new community or school garden spaces.

Not Planned


Fund the upgrade and/or maintenance of at least three community or school gardens.

Not Planned


Environmental Literacy

Fund at least three mission‐specific environmental and/or garden education projects for youth.

Not Planned


Fund at least five projects that contain an educational component: hands‐on involvement of students or volunteers; work skills training (restoration, gardening, sustainable agriculture); and/or demonstration/interpretive element.

Not Planned


Equitable conservation outcomes and benefits

Support, through grants and/or facilitation, at least two partnerships that cross traditional sector lines and help to build alliances between conservation groups and culturally specific community organizations.

Not Planned

In Progress X

Staff co‐convened grantees and prospective grantees involved in Green Workforce Development, intended to facilitate and catalyze greater collaboration among the various groups working on this topic.

Fund projects of at least two culturally specific organizations to help build organizational and technical capacity for conservation work.

Not Planned


Participate in the Equity Grant Makers group, EMSWCD’s Equity Team, and training opportunities to address barriers to greater equity in grantmaking and conservation funding.

In progress

In Progress X X

Staff attended quarterly Equity Grantmakers Network meeting, continued to participate in Equity Team and complete assigned task related to EMSWCD Equity Plan.

Convene informal, small groups to share information and explore collaboration opportunities in equity‐related work.

Not Planned

In Progress

Staff has met with colleagues through Equity Grantmakers Network, as well as one on one to discuss opportunities. She also met with organization leaders/staff members during PIC meetings and site visits where equity related collaboration was a key topic. This is a continuing process and will continue in the 3rd and 4th quarters.


37


Page 24 of 24

SPACE Grants

Manage the transition of SPACE onto ZoomGrants online platform.

Complete Complete

SPACE grants administration has been successfully transitioned onto the ZoomGrants platform. July 2018 was the first month of applications were received online. Staff continues to make improvement in the online platform.

Fund projects that address restoration of urban habitat, stormwater management, water quality, and other on‐the‐ground conservation needs.

In progress

In progress X X

Two SPACE projects were funded this quarter that included naturescaping, building of a raingarden, and invasive plant removal. Nadaka Nature Park hosted a No Ivy Day, engaging volunteers in the community in removing ivy from the natural area of the park.

Fund projects that upgrade and/or maintain community and school gardens.

In progress

In progress X X

One SPACE project was funded this quarter that supported purchase of a water meter to enable transfer of a community garden to the City of Portland’s Community Garden Program.

Fund projects that contain an educational component: hands‐on involvement of students or volunteers; work skills training (restoration, gardening, sustainable agriculture); and/or demonstration/interpretive elements.

In progress

In progress X X

Three SPACE projects funded this quarter had an educational component, involving either the community or students. A grant to Metropolitan Family Services is supporting the Gresham High School SUN Program Hiking Club, enabling lower income students to participate in hiking and camping field trips.

Fund educational community events focused on conservation and/or agricultural issues that reach significant numbers of EMSWCD residents.

In progress

In progress X X

Two SPACE grants provided funding for events – one the No Ivy Day at Nadaka Nature Park with 48 volunteers participating. The second was support for the keynote speakers at the Cooperative Weed Management Area (CWMA) Pull Together Conference where over 130 were expected to attend, and the topic of the keynote focused on equity considerations in weed management.

SPA Grants

Attend SPA meetings and maintain familiarity with the contracts and projects.

In progress

In progress X X

The watershed councils met with staff in November to present on progress to date and plans for 2019/20.

Administer individual agreements: reimbursements, reporting and electronic files.

In progress

In progress X X

Staff communicated with watershed councils regarding upcoming reporting requirements, processed reimbursements and maintained electronic files.


38

11:49 AM 01/25/19 Accrual Basis

EMSWCD

Balance Sheet Prev Year Comparison As of December 31, 2018

Dec 31, 18 Dec 31, 17 $ Change % Change

ASSETS

Current Assets

Checking/Savings

1000 · Beneficial checking 8,643.37 69,369.26 -60,725.89 -87.54%

1010 · LGIP savings acct #1 10,802,070.49 11,272,731.50 -470,661.01 -4.18%

Total Checking/Savings 10,810,713.86 11,342,100.76 -531,386.90 -4.69%

Accounts Receivable

1200 · Accounts Receivable

1205 · Property Taxes Receiveable 257,510.88 295,394.26 -37,883.38 -12.83%

1200 · Accounts Receivable - Other 1,419.48 8,129.89 -6,710.41 -82.54%

Total 1200 · Accounts Receivable 258,930.36 303,524.15 -44,593.79 -14.69%

Total Accounts Receivable 258,930.36 303,524.15 -44,593.79 -14.69%

Other Current Assets

1300 · Prepaid Expense 1,014.89 1,014.89 0.00 0.0%

1499 · Undeposited Funds 0.00 894.00 -894.00 -100.0%

Total Other Current Assets 1,014.89 1,908.89 -894.00 -46.83%

Total Current Assets 11,070,659.11 11,647,533.80 -576,874.69 -4.95%

Fixed Assets

1500 · Fixed Assets

1501 · Fixed Assets Cost 223,722.60 205,663.40 18,059.20 8.78%

1502 · Accumulated Depreciation -148,804.18 -124,350.18 -24,454.00 -19.67%

Total 1500 · Fixed Assets 74,918.42 81,313.22 -6,394.80 -7.86%

1600 · Building

1601 · Building Cost 494,516.42 494,516.42 0.00 0.0%

1602 · Accum Depreciation Building -175,521.55 -155,223.32 -20,298.23 -13.08%

1605 · Building/Capital Improvements 983,409.42 963,119.69 20,289.73 2.11%

1606 · Accum Depreciation Improvements -171,707.08 -143,264.84 -28,442.24 -19.85%

Total 1600 · Building 1,130,697.21 1,159,147.95 -28,450.74 -2.45%

1700 · Land 4,356,745.00 3,574,316.16 782,428.84 21.89%

Total Fixed Assets 5,562,360.63 4,814,777.33 747,583.30 15.53%

TOTAL ASSETS 16,633,019.74 16,462,311.13 170,708.61 1.04%

Page 1 of 5


39


EMSWCD

Balance Sheet Prev Year Comparison As of December 31, 2018

Dec 31, 18 Dec 31, 17 $ Change % Change

LIABILITIES & EQUITY

Liabilities

Current Liabilities

Accounts Payable

2000 · Accounts Payable 28,249.29 67,113.14 -38,863.85 -57.91%

Total Accounts Payable 28,249.29 67,113.14 -38,863.85 -57.91%

Credit Cards

2050 · Albina Visa Card

2056 · Visa - JU- 1461 0.00 -1,477.95 1,477.95 100.0%

Total 2050 · Albina Visa Card 0.00 -1,477.95 1,477.95 100.0%

Total Credit Cards 0.00 -1,477.95 1,477.95 100.0%

Other Current Liabilities

2400 · Security Deposits Returnable 2,700.00 2,800.00 -100.00 -3.57%

2100 · Payroll Liabilities -908.50 669.03 -1,577.53 -235.79%

2110 · Direct Deposit Liabilities -48.00 -48.00 0.00 0.0%

2150 · Accrued Compensated Absences 82,973.67 70,182.56 12,791.11 18.23%

Total Other Current Liabilities 84,717.17 73,603.59 11,113.58 15.1%

Total Current Liabilities 112,966.46 139,238.78 -26,272.32 -18.87%

Total Liabilities 112,966.46 139,238.78 -26,272.32 -18.87%

Equity

3900 · Retained Earnings-Unrestricted 7,370,978.74 7,053,165.38 317,813.36 4.51%

3950 · Board Designated Restrictions

3951 · Land Conservation Fund 6,275,739.81 5,926,572.81 349,167.00 5.89%

3952 · Projects & Cost Share 1,160,839.32 934,168.46 226,670.86 24.26%

Total 3950 · Board Designated Restrictions 7,436,579.13 6,860,741.27 575,837.86 8.39%

Net Income 1,712,495.41 2,409,165.70 -696,670.29 -28.92%

Total Equity 16,520,053.28 16,323,072.35 196,980.93 1.21%

TOTAL LIABILITIES & EQUITY 16,633,019.74 16,462,311.13 170,708.61 1.04%

Page 2 of 5


40


EMSWCD

Profit & Loss Budget Performance July through December 2018

Jul - Dec 18 YTD Budget$ Over Budget

YTD% of Budget

YTD Annual Budget

Income4000 · Income

4100 · EMSWCD prop'ty tax 4,565,922.47 4,479,000.00 86,922.47 101.94% 4,832,473.00

4500 · Interest 102,225.14 68,500.02 33,725.12 149.23% 137,000.00

4600 · Grants

4610 · Federal 17,450.00 17,450.00 0.00 100.0% 17,450.00

4620 · State 58,189.00 51,017.00 7,172.00 114.06% 78,488.00

4600 · Grants - Other 0.00 35,000.00 -35,000.00 0.0% 35,000.00

Total 4600 · Grants 75,639.00 103,467.00 -27,828.00 73.1% 130,938.00

4800 · Rental Income 26,371.56 19,300.00 7,071.56 136.64% 38,900.00

4900 · Misc Income

4910 · Refunds/Rebates/Reimbsmnts 4,554.96 9,500.00 -4,945.04 47.95% 12,000.00

Total 4900 · Misc Income 4,554.96 9,500.00 -4,945.04 47.95% 12,000.00

Total 4000 · Income 4,774,713.13 4,679,767.02 94,946.11 102.03% 5,186,311.00

Total Income 4,774,713.13 4,679,767.02 94,946.11 102.03% 5,186,311.00

Gross Profit 4,774,713.13 4,679,767.02 94,946.11 102.03% 5,186,311.00

Expense

5000 · Payroll Expenses

5100 · Salaries & Wages 772,887.67 783,138.76 -10,251.09 98.69% 1,566,278.46

5200 · Payroll Taxes 71,874.00 77,717.36 -5,843.36 92.48% 155,433.52

5300 · Wkrs Comp Insurance 11,467.30 20,301.15 -8,833.85 56.49% 21,187.65

5400 · Emp Benefits 182,410.97 184,887.65 -2,476.68 98.66% 369,775.37

Total 5000 · Payroll Expenses 1,038,639.94 1,066,044.92 -27,404.98 97.43% 2,112,675.00

6000 · Professional Services

6005 · Contracted Bkkpr/Acctant 10,500.00 10,500.00 0.00 100.0% 21,000.00

6010 · Contracted Audit Services 5,100.00 5,500.00 -400.00 92.73% 5,500.00

6020 · Contracted Attorney 10,381.25 25,000.04 -14,618.79 41.53% 50,000.00

6050 · Contracted Services 237,415.41 297,480.00 -60,064.59 79.81% 594,960.00

6065 · Contracted IT Support 19,539.43 10,500.00 9,039.43 186.09% 21,000.00

Total 6000 · Professional Services 282,936.09 348,980.04 -66,043.95 81.08% 692,460.00

6100 · Admin

6110 · Audit Filing Fee 250.00 250.00 0.00 100.0% 250.00

6120 · Bank Charges 102.85 262.50 -159.65 39.18% 525.00

6130 · Bulk Mail Permit Renewal 0.00 250.00 -250.00 0.0% 250.00

6135 · Legal Notice 525.95 1,250.02 -724.07 42.08% 2,500.00

6140 · Payroll Svcs 251.50

6150 · Licenses & Fees 1,857.87 5,275.04 -3,417.17 35.22% 10,550.00

6160 · Taxes 4,311.11 6,160.00 -1,848.89 69.99% 6,160.00

Total 6100 · Admin 7,299.28 13,447.56 -6,148.28 54.28% 20,235.00

7100 · Occupancy

7110 · Utilities 12,862.27 11,190.00 1,672.27 114.94% 22,380.00

7120 · Telecommunications 9,822.88 9,894.06 -71.18 99.28% 19,788.00

7130 · Repairs/Maintenance 11,435.22 12,575.02 -1,139.80 90.94% 25,150.00

Total 7100 · Occupancy 34,120.37 33,659.08 461.29 101.37% 67,318.00

Page 3 of 5


41


EMSWCD

Profit & Loss Budget Performance July through December 2018

Jul - Dec 18 YTD Budget$ Over Budget

YTD% of Budget

YTD Annual Budget

7500 · Insurance

7510 · Property Insurance 362.00 4,000.00 -3,638.00 9.05% 4,000.00

Total 7500 · Insurance 362.00 16,000.00 -15,638.00 2.26% 16,000.00

8100 · Office Expenses

8110 · Office Supplies 2,499.76 4,425.00 -1,925.24 56.49% 8,850.00

8115 · Postage, Delivery 1,184.94 3,724.94 -2,540.00 31.81% 7,450.00

8120 · Printing, Copying 2,646.25 8,399.96 -5,753.71 31.5% 16,800.00

8130 · Furnishings & Equipment 242.05 4,249.96 -4,007.91 5.7% 8,500.00

Total 8100 · Office Expenses 6,573.00 20,799.86 -14,226.86 31.6% 41,600.00

8200 · Production

8210 · Advertising 400.27 5,499.98 -5,099.71 7.28% 11,000.00

8250 · Public Relations Promo 14,531.43 4,749.98 9,781.45 305.93% 9,500.00

Total 8200 · Production 14,931.70 19,499.94 -4,568.24 76.57% 36,000.00

8500 · Programs & Projects

8505 · Dues 8,108.64 5,464.94 2,643.70 148.38% 10,790.00

8506 · Subscriptions 5,663.38 9,479.52 -3,816.14 59.74% 18,459.00

8510 · Contracts w/ Partners/Lndownrs 70,901.00 58,500.00 12,401.00 121.2% 117,000.00

8520 · Grants to Others 527,003.99 716,000.00 -188,996.01 73.6% 1,397,000.00

8530 · Program Supplies 28,836.92 45,852.52 -17,015.60 62.89% 92,705.00

8540 · Plants & Materials 4,700.25 5,000.00 -299.75 94.01% 15,000.00

8560 · Space Rental 744.20 3,738.02 -2,993.82 19.91% 6,788.00

8570 · Equip Rental 371.25 3,500.00 -3,128.75 10.61% 8,000.00

8580 · Vehicles Rent/Lease 6,045.50 7,250.02 -1,204.52 83.39% 16,500.00

8500 · Programs & Projects - Other 29.98

Total 8500 · Programs & Projects 652,405.11 854,785.02 -202,379.91 76.32% 1,682,242.00

8600 · Training

8610 · Training/Development Staff 2,262.39 9,750.06 -7,487.67 23.2% 19,500.00

Total 8600 · Training 2,262.39 13,750.04 -11,487.65 16.45% 27,500.00

8700 · Travel

8730 · Out of Town Travel- Staff 2,551.26 6,174.98 -3,623.72 41.32% 12,350.00

8750 · Local Mlg, Pkg, Bus - Staff 4,019.55 5,100.00 -1,080.45 78.82% 10,200.00

Total 8700 · Travel 6,570.81 13,524.98 -6,954.17 48.58% 27,050.008800 · Volunteers

8810 · Volunteer Recog 2,172.62 4,650.00 -2,477.38 46.72% 10,300.00

8820 · Vol Refreshments 1,977.68 5,724.98 -3,747.30 34.55% 12,450.00

Total 8800 · Volunteers 4,150.30 10,374.98 -6,224.68 40.0% 22,750.00

8900 · Misc Expenses 426.74 0.00 426.74 100.0% 0.00

9000 · Capital Outlay

9010 · Office/Field Equipment 9,648.00 3,000.00 6,648.00 321.6% 6,000.00

9040 · Purchase of Real Property 1,001,891.99 3,000,000.00 -1,998,108.01 33.4% 7,015,000.00

Total 9000 · Capital Outlay 1,011,539.99 3,046,999.98 -2,035,459.99 33.2% 7,091,500.00

Total Expense 3,062,217.72 5,457,866.40 -2,395,648.68 56.11% 11,837,330.00

Net Ordinary Income 1,712,495.41 -778,099.38 2,490,594.79 -220.09% -6,651,019.00

Net Income 1,712,495.41 -778,099.38 2,490,594.79 -220.09% -6,651,019.00

Page 4 of 5


42

12:08 PM 01/25/19 Accrual Basis

EMSWCD

Profit & Loss by Class July through December 2018

Finance & Operations Rural Lands

Urban Lands

Conserv. Legacy HIP

Projects & Grants

Land Conservation

Fund

Partner Grants Mgmt TOTAL

Ordinary Income/Expense

Income

4000 · Income 4,621,473.39 44,921.00 0.00 11,000.00 12,373.56 11,877.90 65,895.28 7,172.00 4,774,713.13

Total Income 4,621,473.39 44,921.00 0.00 11,000.00 12,373.56 11,877.90 65,895.28 7,172.00 4,774,713.13

Gross Profit 4,621,473.39 44,921.00 0.00 11,000.00 12,373.56 11,877.90 65,895.28 7,172.00 4,774,713.13

Expense

5000 · Payroll Expenses 257,757.58 334,839.86 194,252.54 171,566.41 80,223.55 0.00 0.00 0.00 1,038,639.94

6000 · Professional Services 50,615.23 160,607.17 27,154.94 30,081.25 4,477.50 0.00 0.00 10,000.00 282,936.09

6100 · Admin 2,495.17 0.00 468.00 3,792.01 544.10 0.00 0.00 0.00 7,299.28

7100 · Occupancy 17,585.38 2,267.65 814.38 728.97 12,723.99 0.00 0.00 0.00 34,120.37

7500 · Insurance 362.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 362.00

8100 · Office Expenses 4,979.43 187.39 369.91 588.12 448.15 0.00 0.00 0.00 6,573.00

8200 · Production 4,230.00 21.97 10,279.46 0.00 400.27 0.00 0.00 0.00 14,931.70

8500 · Programs & Projects 10,174.78 16,592.90 8,770.72 6,068.96 13,092.76 597,704.99 0.00 0.00 652,405.11

8600 · Training 344.93 1,409.12 0.00 108.10 400.24 0.00 0.00 0.00 2,262.39

8700 · Travel 669.20 2,754.74 498.31 1,551.89 1,096.67 0.00 0.00 0.00 6,570.81

8800 · Volunteers 3,509.27 361.84 66.00 103.80 109.39 0.00 0.00 0.00 4,150.30

8900 · Misc Expenses 26.74 0.00 400.00 0.00 0.00 0.00 0.00 0.00 426.74

9000 · Capital Outlay 0.00 0.00 0.00 4,005.00 9,648.00 0.00 997,886.99 0.00 1,011,539.99

Total Expense 352,749.71 519,042.64 243,074.26 218,594.51 123,164.62 597,704.99 997,886.99 10,000.00 3,062,217.72

Net Ordinary Income 4,268,723.68 -474,121.64 -243,074.26 -207,594.51 -110,791.06 -585,827.09 -931,991.71 -2,828.00 1,712,495.41

Net Income 4,268,723.68 -474,121.64 -243,074.26 -207,594.51 -110,791.06 -585,827.09 -931,991.71 -2,828.00 1,712,495.41

Amount Appropriated by Program 738,546 1,072,873 677,874 527,077 309,410 1,849,000 7,015,000 35,000

Percent of Fiscal Year Passed 50% 50% 50% 50% 50% 50% 50% 50%

47.8% 48.4% 35.9% 41.5% 39.8% 32.3% 14.2% 28.6%Percentage of Appropriation Spent YTD

General Fund Special Funds

Page 5 of 5


43

Budget Calendar Fiscal Year 2019‐2020 East Multnomah Soil and Water Conservation District 12/10/2018

Page 1 of 2

Contact: Dan Mitten, Chief of Finance & Operations; Phone: 503-935-5353; Email: [email protected]

Actions 2019

Formal Action Required Jan Feb Mar Apr May Jun

1 Draft budget calendar is sent to TSCC 18

There is no requirement for the governing body to formally approve the budget calendar…. Budget Manual for Local Gov’ts. in Multnomah Co., p. 9.

2 Regular District Board meeting, 6:00 PM at 5211 N Williams Ave. 4 1. Board appoints budget

officer.2. Budget calendar is adopted.

3 Budget officer with staff prepares draft budget and budget message for Budget Committee review.

5‐> <‐3

4

Legal notice is published of Budget Committee’s first meeting. Notice is also posted on website to meet notification guidelines. Includes notice that public testimony will be taken at the second meeting but not the first one and other required information listed in Budget Manual for Local Gov’ts in Multnomah Co., p. 42‐43.

13

5

First meeting of the Budget Committee at 4:00 PM at 5211 N Williams Ave – Immediately prior to Regular District Board Meeting No public comment will be taken at this meeting. Copies of proposed budget will be made available to public at the meeting and thereafter in the District office.

4

4:00‐6:00 PM

1. Appoint the presiding officer2. Receive the budget message

and draft budget.3. Establish procedures for

receiving public testimony.4. Review proposed budgetand request changes.

6 Budget officer works with staff to revise the budget. 5‐> <‐31

7 Legal notice is published of the Budget Committee’s second meeting. Notice is also posted on website to meet notification guidelines.

13

8

Second meeting of the Budget Committee at 5:00 PM at 5211 N Williams Ave. – Immediately prior to Regular District Board Meeting Copies of revised budget will be made available to public at the meeting and thereafter in the District office.

1

5:00‐6:00 PM

1. Public questions andcomments will be taken atthis meeting.

2. Review revised budget andrequest any additionalrevisions.

9 Budget officer works with staff to prepare final budget for Budget Committee approval.

2‐> <‐5

10

Legal notice is published of the Budget Committee’s third meeting. Notice is also posted on website to meet notification guidelines (notice of the TSCC hearing on May 15th will also be published at this time on the website).

17


44

Budget Calendar Fiscal Year 2019‐2020 East Multnomah Soil and Water Conservation District 12/10/2018

Page 2 of 2

Actions 2019

Formal Action Required Jan Feb Mar Apr May Jun

11

Final meeting of the Budget Committee at 5:00PM at 5211 N Williams Ave. – immediately prior to Regular District Board Meeting Copies of latest revised budget will be made available to public at the meeting and thereafter in the District office. Public comment will not be taken at this meeting.

6

5:00‐6:00 PM

1. Review final changes to budget. 2. Resolution to approve budget. 3. Resolution setting maximum tax

levy.

12 Budget officer will submit approved budget to TSCC. Include all documents outlined in Budget Manual for Local Gov’ts. in Multnomah Co., p. 48.

7

13

Publish legal notice one time announcing the TSCC public hearing and including the budget summary in The Oregonian. Must include the required information listed in Budget Manual for Local Gov’ts. in Multnomah Co., p. 51.

8

14 TSCC budget hearing at 4:00pm – 5211 N Williams Ave 21

1. The District presents an overview of the budget and responds to questions from the Commissioners and the public.

2. The Commission receives testimony from any persons present.

15 TSCC will send certification letter and any concerns to District Board. 22‐31

16 Regular District Board meeting 6:00 PM at 5211 N Williams Ave.

3 *

1. Consider public testimony given at the TSCC hearing.

2. Respond to TSCC certification letter.

3. Adopt the budget. 4. Make appropriations. 5. Declare and categorize taxes. 6. Approve BC#3 meeting minutes. * Deadline for Board to adopt the budget is June 30.

17

Adopted budget is sent to TSCC within 30 days of adoption. Adopted budget is sent to Darlene Rabjohn at Multnomah County Tax Assessor’s office.

4‐30


45

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