Citizen Advisory Committee 7:00 PM, Wednesday, February 10, 2021 – Held Electronically Until further notice Citizen Advisory Committee meetings will only be available via telephone and/or the web-based application Go To Meeting. You will not be able to attend meetings in person. You can join the meeting electronically by clinking on this link https://global.gotomeeting.com/join/580391197 and following the directions or dial in using your phone: +1 (669) 224-3412 Access Code: 580-391-197 Please visit www.capitolregionwd.org to get additional CRWD COVID-19 information. Agenda
Materials Enclosed
7:00
I)
Welcome, Announcements, Updates, and Introductions
7:05
II)
Public Comment for Issues Not on the Agenda (3 minutes per person)
7:08
III)
Approval of the Agenda
7:09
IV)
Approval of Minutes A) Approval of the January 13, 2021 Minutes
7:10
V)
District Initiatives for Review, Comment and Recommendations A) 2020 Lakes Update (Houle)
7:50
VI)
CAC Initiatives A) Final Revisions to CAC Bylaws (Doneux) B) 2020 Watershed Steward Awards (Bromelkamp)
8:30
VII)
Project and Program Updates
8:50
VIII) CAC Observer Update
8:55
IX)
Discussion A) New & Old Issues B) CAC Observer for February 17, 2021 and March 3, 2021 Board of Managers Meeting
9:00
X)
Adjourn
Our mission is to protect, manage and improve the water resources of Capitol Region Watershed District.
Community Advisory Committee Meeting Wednesday, January 13, 7:00 p.m. CAC Members Present: Nicole Soderholm, remote Bob Simonet, remote David Arbeit, remote Mary Lilly, remote Mike MacDonald, remote Richard Weil, remote Cheryl Braun, remote Steve Duerre, remote Gwen Willems, remote
Others Present: Mark Doneux, CRWD Hawona Sullivan Janzen, CRWD, remote Jessica Bromelkamp, CRWD, remote Rachel Funke, remote
CAC Members Absent: Pat Cavanaugh, excused Tom Elko, excused Michelle Ulrich, excused I. Welcome, Announcements, and Updates Ms. Soderholm opened the meeting at 7:00 p.m. by videoconference. Ms. Soderholm asked for any announcements or updates. There were none. II. Public Comment for Issues Not on the Agenda Ms. Soderholm asked for comments not on the agenda. There were none. III. Approval of Agenda CAC 21-001 Motion: To approve the CAC January 13, 2021 agenda MacDonald/Duerre Unanimously approved.
“Our mission is to protect, manage, and improve the water resources of the Capitol Region Watershed District.� 1
IV. Approval of Minutes A. December 9, 2020 CAC Meeting Minutes CAC 21-002 Motion: To approve the December 9, 2020 CAC Meeting Minutes. Duerre/Arbeit Unanimously approved. V. District Initiatives for Review, Comment and Recommendations A) 2020 BMP Inspection and maintenance Summary (Funke) Ms. Funke presented the 2020 BMP Inspection and Maintenance Summary. Ms. Funke provided an introduction of the CRWD Grant Programs. Staff complete inspections of completed grant projects to ensure their function and to offer maintenance advice to grantees. From June through August, CRWD staff and Minnesota Water Stewards completed inspections of clean water projects completed through the Saint Paul Streets (SPS) program and the Stewardship Grant program. In total, 333 projects were inspected in 2020. CRWD staff and Minnesota Water Stewards completed inspections of all SPS boulevard curb-cut rain gardens, resulting in 250 inspections. CRWD staff also completed inspections of Stewardship Grant projects completed in the past five years, totaling 83 inspections. Stewardship Grant project types included rain gardens, permeable pavers, and shoreline buffer plantings. In total, 92% of the 333 clean water projects inspected received an A or B grade, meaning that the projects needed no or only light maintenance. The most common maintenance needs included weeding, clearing rain garden inlets, and replacing plants. Although most projects were in good condition, staff identified some common issues that emerged as barriers to successful maintenance. With this information in mind, CRWD plans to expand its support available to grantees in multiple ways. Although the responsibility of the property owner, CRWD decided to implement several improvements to existing grant-funded projects. These improvements included renovation of five rain gardens that were part of a 2012 Special Grant project along Burns Avenue and the removal of tall grasses at multiple 2008 SPS boulevard rain gardens. Improvements are also planned for the 2014 Montreal Avenue SPS rain gardens in Spring 2021. CRWD staff plan to continue inspections and maintenance programming to ensure the water quality benefit of the District’s BMPs and to provide meaningful support to grantees. Ms. Lilly asked about feedback. Ms. Funke replied that the District has received questions about plant replacement. In addition, the District received feedback from residents regarding erosion issues. Mr. Duerre asked about homeowners’ compliance. Ms. Funke replied that the maintenance responsibilities were not clearly defined, however, after defining the responsibilities several homeowners have agreed to provide the necessary maintenance. Ms. Willems congratulated the District on the high grades and the effort to train residents. “Our mission is to protect, manage, and improve the water resources of the Capitol Region Watershed District.” 2
Ms. Soderholm asked about the method of mailing postcards. Ms. Funke replied that mailers have worked best. The CAC thanked Ms. Funke for her presentation. VI. CAC Initiatives A. 2020 Watershed Stewards Awards (Bromelkamp) Ms. Bromelkamp presented the 2020 Watershed Steward Awards winners. CRWD has transitioned most of its in-person meetings and events to a virtual platform to adhere to the Minnesota Department of Health’s guidance to reduce risks associated with Covid-19. At the December CAC meeting, staff proposed hosting a smaller, virtual 2020 Awards Ceremony with the board, CAC, staff and this year’s winners in attendance. CRWD will recognize three awards categories for 2020 including the Watershed Citizen, Watershed Partner and Watershed Outreach Program of the Year. Staff will provide recommendations for all three categories with review and approval by the Awards Committee in lieu of a District-wide nomination process. A shorter program will be also planned to highlight CRWD’s major accomplishments in 2020 as well as board, staff, and CAC anniversaries. The virtual Awards Ceremony will be held in February 2021. Winners will receive their awards and a gift basket with local treats in advance of the ceremony. Each winner will be asked to provide photos or a video of their work and to say a few words about our work together as part of the ceremony. Highlights will be shared on CRWD’s website, blog, and social media accounts. Ms. Bromelkamp followed up with the Awards Committee comprised of CAC members, Mary Lilly and Mike MacDonald; Board Managers, Shawn Murphy and Hawona Sullivan Janzen and CRWD staff, Mark Doneux and Jessica Bromelkamp. The Awards Committee recommends the following 2020 Watershed Steward Award winners for the CAC’s approval. The Board will be updated about the CAC’s decision at the January 20, 2021 meeting. The virtual Awards Ceremony will be held in February 2021, date and time to be determined. Watershed Citizen Award recommendation is Chris Kunz for her participation with the Stewardship Grant Program. The Watershed Outreach Program Award recommendation is Saint Paul Parks and Recreation’s BIPOC Outdoors initiative. The Watershed Partner Award recommendation is the City of Lauderdale and work on improving the Seminary Pond. Mr. Arbeit thanked the Committee for their recommendations, and he asked about what volunteers need to know. Ms. Bromelkamp will be reaching out to the volunteers with more details. CAC 21-003 Motion: Approve 2020 Watershed Steward Awards winners and plans for a virtual Awards Ceremony. Simonet/Duerre Unanimously Approved B. Bylaws Update (Doneux) “Our mission is to protect, manage, and improve the water resources of the Capitol Region Watershed District.” 3
Per State Statute 103D.331, the Board of Managers “must annually appoint an advisory committee to advise and assist the managers on all matters affecting the interests of the watershed district and make recommendations to the managers on all contemplated projects and improvements in the watershed district.” Most watershed districts have named their advisory committees as their “Citizen Advisory Committee.” The name for Capitol Region Watershed District’s advisory committee was also set as Citizen Advisory Committee (CAC) in the original bylaws in 1999. The topic of changing the name of the Citizen Advisory Committee was discussed at the November 10, 2020 CAC meeting. While there was general support at the November meeting for a name change, the committee felt that it should be brought back as an agenda item before a vote to change the name would be taken. While no specific name change was agreed to, the name Community Advisory Committee resonated with the committee. The CAC voted at its December 9, 2020 meeting to change its name to Community Advisory Committee. The Committee also asked that the current Bylaws be distributed to the group to get any other minor changes included before adopting the revised Bylaws at the January 13, 2221 meeting. Comments were received from Nicole Soderholm and Richard Weil and are reflected in the final draft Bylaws. Ms. Willems offered two additional edits to the Bylaws. Mr. Doneux and Mr. Arbeit agreed. CAC 21-004 Motion: To Adopt the Revised CAC Bylaws. Simonet/MacDonald Unanimously Approved C. CAC Recruitment (Willems) Ms. Willems provided an update on the CAC recruitment initiative. Ms. Willems met with CRWD’s Diversity Coordinator Ms. Belinda Gardner and together they brainstormed a strategy for the Diversity, Equity, and Inclusion goal of outlining and implementing recruitment efforts for the CAC in communities of color. Ms. Gardner will work with Staff and the Diversity Committee on creating a list of recommended individuals and organizations. After people are identified, an email will be sent with an updated CAC brochure, followed up by phone call from the CAC Co-Chairs. Ms. Willems asked the CAC for their input. Mr. Arbeit and Ms. Soderholm agreed that the strategy is proactive. The CAC thanked Ms. Willems for her update. VII. Project and Program Updates A) Bonding 101 and CRWD use of Bonds for Capital Improvement Projects (Doneux)
“Our mission is to protect, manage, and improve the water resources of the Capitol Region Watershed District.” 4
Administrator Doneux provided a presentation on Bonding and CRWD’s use of Bonds for Capital Improvement Projects. Mr. MacDonald asked about plans for another Bond Issuance. Administrator Doneux replied that the District does not have plans for another Bond Issuance. Mr. Arbeit asked about an interest rate for 595 Aldine. Administrator Doneux will look up the correct interest rate. Ms. Lilly asked about financing to pay off Bonds. Administrator Doneux replied that the Finance Committee will look at several projects including the Thomas Building and take an overall a look at estimated fund balance to potentially pay off the bonds. The CAC thanked Administrator Doneux for his presentation. VIII. CAC Observer Update CAC Observer for December 16, 2020. Mr. Simonet provided an update on the December 20, 2020 Board of Managers Meeting. IX. Discussion A. New & Old Issues None B. CAC Observer January 20th and February 3rd Board of Managers Meetings. Bob Simonet volunteered to attend the February 3rd Board Meeting. X. Adjourn CAC 21-005 Motion: To adjourn the January 13, 2021 CAC Meeting. Willems/Lilly Unanimously approved. The meeting was adjourned at 9:00 p.m. Respectfully submitted, Belinda Gardner W:\05 Citizen Advisory Committee\Minutes\2020\January 13, 2021.doc
“Our mission is to protect, manage, and improve the water resources of the Capitol Region Watershed District.” 5
February 10, 2021 CAC Meeting V. District Initiatives for Review A. 2020 Lakes Update (Houle)
DATE: TO: FROM: RE:
February 4, 2021 CRWD Citizen Advisory Committee Mark Houle, Water Resource Technician 2020 Lakes Update
Background There are five lakes within the boundaries of CRWD: Como Lake, Crosby Lake, Little Crosby Lake, and Loeb Lake in St. Paul, and Lake McCarrons in Roseville. Each lake is collaboratively monitored by Ramsey County Public Works (RCPW), the Ramsey County Soil and Water Conservation Division, the Minnesota Department of Natural Resources (DNR), and CRWD to evaluate overall health, assess compliance with water quality standards, and determine if each lake supports its designated uses for swimming, fishing, and/or aesthetics. Data has been collected annually on each lake for varying periods of record, with the Como Lake dataset being the longest, dating back to 1984. Issue In 2020, CRWD, in partnership with RCPW and the Ramsey County Soil and Water Conservation Division, collected chemical, physical, and biological data from all five District lakes. Data collected included: dissolved oxygen, total phosphorus, chlorophyll-a, temperature, Secchi depth, phytoplankton, zooplankton, macrophyte samples, biovolume surveys of vegetation, and continuous water level data. All of the lakes data collected in 2020 have been analyzed and summarized. Historical lake data and summer average total phosphorus, chlorophyll-a, and Secchi depth calculations are also available online via the CRWD Water Data Portal. An update will be given on 2020 lake monitoring, 2020 lake quality in comparison to the historical data record, 2020 accomplishments, and 2021 initiatives. Requested Action None W:\07 Programs\Monitoring & Data Acquisition\2020 Monitoring\2020 Lakes\CAC Meeting_ Feb 2020\CAC Memo_2020 Lakes_02-10-21.docx
Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District.
February 10, 2021 VI. CAC Initiatives A) Final Revisions to CAC Bylaws (Doneux)
DATE: TO: FROM: RE:
February 4, 2021 Citizen Advisory Committee Mark Doneux, Administrator Final Revisions to CAC Bylaws
Background Per State Statute 103D.331, the Board of Managers “must annually appoint an advisory committee to advise and assist the managers on all matters affecting the interests of the watershed district and make recommendations to the managers on all contemplated projects and improvements in the watershed district.” Most watershed districts have named their advisory committees as their “Citizen Advisory Committee.” The name for Capitol Region Watershed District’s advisory committee was also set as Citizen Advisory Committee in the original bylaws in 1999. The Advisory Committee approved amended Bylaws at the January 13, 2021 meeting that changed their name to the Community Advisory Committee (CAC). The Board of Managers approved the CAC Bylaws at their January 20, 2021 meeting. Issues As part of the Board discussion and approval, the Board is requesting that the CAC clarify the use of reference to Co-Chair and/or Co-Chairs in several instances in the Bylaws. The Board also suggested a clarification in the second sentence under part V. Participation. Suggested final revisions are in the attached Bylaws. CAC Member Mike MacDonald was present during this Board discussion and can add further context to these recommended final revisions. Requested Action Adopt Final Revised CAC Bylaws
enc:
Final Revised CAC Bylaws
W:\05 Citizen Advisory Committee\CAC By-Laws\2021\CAC Memo - CAC Bylaws Amendment - Final Clarifications 2-4-21.docx
Our mission is to protect, manage and improve the water resources of Capitol Region Watershed District.
BYLAWS OF THE COMMUNITY ADVISORY COMMITTEE CAPITOL REGION WATERSHED DISTRICT Adopted August 4, 1999 1st Amendment May 2, 2001 2nd Amendment October 3, 2001 3rd Amendment August 11, 2004 4th Amendment February 10, 2010 5th Amendment May 13, 2015 6th Amendment- January 13, 2021 I.
PURPOSE AND AUTHORITY The Community Advisory Committee is established to advise and assist the Capitol Region Watershed District Board of Managers (Board) with: (a) (b) (c) (d)
District organizational development, planning processes, and program implementation. District communications between the community and the Board Consensus building and conflict resolution. Additional roles as jointly determined by the Community Advisory Committee and Board of Managers
The Community Advisory Committee performs its duties in accordance with Minnesota Statutes 103D.3311 II.
MEMBERSHIP Community Advisory Committee members are appointed by the Board of Managers and serve at the pleasure of the Board. The Community Advisory Committee will be composed of a minimum of five members who are District residents, as required by Minnesota Statutes section 103D.331, and a maximum number as required to represent the diverse interests of the District’s communities and neighborhoods. In addition, the Board may appoint interested and technical persons who are not District residents to the Community Advisory Committee. The Board appoints Community Advisory Committee members annually.
III.
MEETINGS Community Advisory Committee meetings shall be conducted in accordance with Robert's Rules of Order. Regular meetings shall be held on the second Wednesday of each month. Those members present at the prior regularly scheduled meeting may make a variance from this meeting schedule by majority vote. Notice of the date, time, place and proposed agenda of the meeting shall be given at least seven days before the meeting. Special and/or emergency meetings may be called by the Co-chairs, and shall be limited in subject and scope to meet the need for such a meeting. Notice of special and emergency meetings should include the subject and scope of the meeting and be made 24 hours in advance of the meeting by mail, phone, fax or e-mail. A quorum to conduct Community Advisory Committee business will be the presence of at least five members or a simple majority of the members, whichever is least. At the discretion of the Co-chairs, a subcommittee or task force may be appointed to review proposals or to develop recommendations for the Community Advisory Committee’s consideration. The Co-chairs may appoint non-members who have expressed an interest in the topic or who have specialized expertise to a subcommittee or task force as appropriate. In the event that a regularly scheduled meeting is canceled or if there is not a
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quorum to conduct business at a regularly scheduled meeting, a subcommittee or task force may meet during the time of the regularly scheduled meeting without providing 24-hour notice. Prior to deliberation on an issue, members who feel they have a potential financial conflict of interest shall disclose that information to the Co-chairs and members. Members may also identify potential conflicts of interest of other members to the Co-chairs and members. A majority vote of members present will determine whether the conflict of interest is substantial enough to exclude the member from voting on the issue. All conflicts of interest disclosures and the subsequent determination on whether to exclude a member from a vote shall be noted in the minutes. All Community Advisory Committee meetings shall be public. Public participation at meetings will, to the extent possible, be for the purpose of presenting information or providing comments that were not previously available to the Community Advisory Committee. IV.
OFFICERS Officers shall be elected for a one-year term. Elections shall be held during the regular Community Advisory Committee meeting in April. Candidates for office shall have been a Community Advisory Committee member for at least three months prior to the election. Officers shall be: Two Co-chairs and Secretary Duties of the officers: (a) The two Co-chairs assist in preparing meeting agendas and preside at all regular and special meetings of the Community Advisory Committee. The Co-chairs shall have the authority to appoint individuals to serve on subcommittees and task forces as appropriate. (b) Co-chairs alternate presiding at meetings. (c) The Secretary ensures meeting minutes are prepared and distributed, may handle Community Advisory Committee correspondence, and maintains a Community Advisory Committee file of pertinent information. Officers may delegate their duties to other Community Advisory Committee members or to District staff. Any officer whose Community Advisory Committee membership ceases prior to the expiration of their term as an officer shall be replaced for the balance of their term by a special election of the Community Advisory Committee. Such special election shall be held during the second regular meeting of the Community Advisory Committee immediately following termination of the officer's membership.
V.
PARTICIPATION To ensure the efficient and effective working of the Community Advisory Committee, regular attendance at meetings is necessary. Accordingly, if a member fails to attend four consecutive (unexcused) regular meetings or fails to attend eight of the 12 regular monthly meetings, without notice, that member may forfeit their Community Advisory Committee membership. A member in jeopardy due to lack of attendance (above) shall be notified in the Community Advisory Committee minutes and by separate memorandum from the Community Advisory Committee to the member that their attendance is required at the next regularly scheduled Community Advisory Committee meeting to avoid forfeiture of membership. An absence shall be deemed excused if the member notified the a Co-chair, another Community Advisory Committee member or District staff prior to the meeting. Excused absences shall be noted in the meeting minutes. Members of the Community Advisory Committee may request a leave of absence from the Community Advisory Committee by request in writing to the Board. The Board of Managers may grant a leave of absence for a period of no less than three months and up to a maximum of one year. While a member is on leave of absence, he/she shall not be eligible to vote and
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shall not be counted towards quorum.
Members shall communicate their intention to resign in writing to an Officer of the Community Advisory Committee, who in turn will notify the Community Advisory Committee and the Board. Advisory Committee members are encouraged to attend Board meetings and functions. VI.
REIMBURSEMENT Community Advisory Committee members can be reimbursed for expenses incurred while carrying out the business of the District when such expenses are pre-approved by the Board of Managers. Typical reimbursements will be for travel, lodging, meals and supplies to attend and/or participate in conferences, workshops, tours and meetings. Costs incurred in attending regular, special and emergency meetings of the Community Advisory Committee and the Board are not normally considered reimbursable expenses but can be reimbursed upon decision of the Board when need is demonstrated.
VII.
AMENDMENTS These bylaws may be amended by a two-thirds vote of the members present at any regular meeting of the Community Advisory Committee, provided that written notice setting forth in detail the content of the proposed amendment(s) has been presented prior to the meeting. After adoption by the Community Advisory Committee, Bylaws and any changes thereto shall be submitted to the Capitol Region Watershed District Board for approval.
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Minnesota Statutes section 103D.331. Watershed District Advisory Committee Subdivision 1. Purpose. The managers must appoint an advisory committee to advise and assist the managers on all matters affecting the interests of the watershed district and make recommendations to the managers on all contemplated projects and improvements in the watershed district. Subd. 2. Members. (a) The advisory committee consists of at least five members. If practicable, the advisory committee members selected must include a supervisor of a soil and water conservation district, a member of a county board, a member of a sporting organization, and a member of a farm organization. Other advisory committee members may be appointed at the discretion of the managers. The members must be residents of the watershed district and serve at the pleasure of the managers. (b) In addition, the managers may appoint other interested and technical persons who may or may not reside within the watershed district to serve at the pleasure of the managers. Subd. 3. Expense reimbursement. The managers may reimburse members of the advisory committee for actual traveling and other necessary expenses incurred in the performance of duties in the amount as provided for state employees.
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