Citizen’s Advisory Committee 7:00 PM, Wednesday, December 11, 2013 - Capitol Region Watershed District Office Agenda 7:00
I)
Welcome, Announcements and Updates – 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
Materials Enclosed
Approval of the November 13, 2013 Minutes 7:10
V)
Items for Review and Comment Requested By Board of Managers A) Review of Survey Results for CAC Initiatives B) Discussion and Review of CAC Initiatives with Board and CAC Members C) Develop Outline of 2014 Meetings D) Discuss the Development of CAC Orientation Packet E) Recommendations for 2014 CAC Reappointments
8:45
VI)
Staff and Program Updates A) A look Ahead to 2014 (Doneux)
8:50
VII)
CAC Observer and Board of Managers Update
8:55
VIII) Discussion A) B) C) E)
9:00
IX)
New & Old Issues Identify CAC Observer for December 18th Board of Managers Meeting Identify CAC Observer for January 8th Board of Manager Meeting December 11, 2013 CAC Agenda Overview
Adjourn
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Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District.
Draft
Citizen Advisory Committee Meeting Wednesday, November 13, 2013 – 7:00 p.m.
CAC Members Present: Gwen Willems Michelle Ulrich Kathryn Swanson Steve Duerre Mike MacDonald David Arbeit Bill Barton Ted McCaslin Richard Weil
Members absent: Janna Caywood, with notice Pat Byrne
Others Present: Mark Doneux, CRWD Michelle Sylvander, CRWD Mary Texer, Board Manager Shirley Reider, Board Manager Joe Collins, Board Manager Linda Jungwirth Kerry Antrim, District 6 John Jungwirth Mark Voerding Jeff Martens, District 6
Welcome, Announcements, and Updates Mr. Arbeit opened the meeting at 7:00 p.m. with a request for introductions and any announcements. Public Comments Mike MacDonald asked if anyone knew how the leaf cleanup around the Como Lake area went? Unfortunately, Janna Caywood was absent and unable to provide an update for the committee. Approval of Agenda Mr. Arbeit asked for any additions or changes to the Agenda. No changes were requested. CAC 13-025 Motion: To approve the CAC November 14, 2013 agenda. MacDonald/Willems Unanimously approved Approval of the October 9, 2013 CAC Minutes Mr. Arbeit requested any changes or corrections to the minutes. There were a couple of changes noted. Bill Barton was absent with notice. Gwen Willems, Michelle Ulrich and Steve Duerre are the CAC members serving on the subcommittee formed to strengthen the role of the Citizen’s Advisory Committee. The minutes will be updated to reflect these changes. CAC 13-026 Motion: To approve the CAC October 9, 2013 CAC Minutes. Duerre/MacDonald Unanimously approved Items for Review and Comment Requested By Board of Managers A)
A History of the Willow Reserve, Linda Jungwirth and Kerry Antrim 1
Linda Jungwirth and Kerry Antrim were introduced. In 2012, CRWD provided a grant to District 6 to prepare a natural and cultural history of the Willow Reserve and its surroundings. Ms. Jungwirth reviewed the area known as Willow Reserve as a 23-acre wetland located northeast of Loeb Lake. The land was originally acquired to provide a wildlife preserve. It is located within the Mississippi Flyway, the migration path for birds wintering in the south to breeding areas in the north. In the 1800’s through the 1940’s, much of the area was used for farming because of the rich soil. The reserve was given the name Willow Reserve because the willow plants along the railroad tracks. For many years the willows were harvested and for use in floral arrangements. Today, many changes are being proposed around the area. Ms. Jungwirth and Ms. Antrim reviewed their report and discussion followed. The Committee thanked the presenters and District 6 for their work. B)
Discussion on Role of the CAC
Ms. Willems reviewed the discussion on the CAC roles and structure. At the October 9th CAC meeting, former State Senator Ellen Anderson facilitated a discussion on ways to reinvigorate the committee. From the meeting some brainstorming generated potential changes and new roles for the CAC members. A sub committee was formed by Gwen Willems, Michelle Ulrich and Steve Duerre to summarize the ideas. A joint meeting is being planned for December 11th with the CAC and CRWD Board of Managers to review the list and discuss ideas for strengthening. Administrator Doneux will send out an electronic poll to gauge the CAC on their highest priories. C)
CAC Members for Partner Grant Review Committee
A subcommittee for the Parnter Grants was requested and was formed to include Ted McCaslin, David Arbeit, and Mike MacDonald as the alternate. The subcommittee is scheduled to meet on Wend. November 20th at 4:30 to review 2014 Partner Grants. Staff and Program Updates Villa Park (Doneux) Administrator Doneux reviewed that the Villa Park project is now complete. Trout Brook Interceptor (Doneux) Administrator Doneux reviewed the Trout Brook Interceptor. This project has been turned over to MN DOT. A final walk thru will take place on Friday, November 15th. CAC Observer and Board of Managers Update No CAC members were present for the October 16, 2013 Board of Managers meeting. Shirley Reider gave an update from the meeting. Ms. Reider shared an update on Inspiring Communities Program formerly known as NSP (Neighborhood Stabilization Program). The City of St. Paul will be renovating 77 homes and add water fr4iendly landscaping to help revitalize neighborhoods. Administrator Doneux announced that CRWD will be awarded Program of the Year at the MAWD Annual Meeting for this program. A resolution has been drafted by Mary Texer for MAWD Board to adopt. The resolution proposes that MAWD Board adopt and communicate to the membership: A structured inclusive approach to legislative lobbying that promotes active participation by the Watershed Districts, their staff and boards; “Our mission is to protect, manage, and improve the water resources of the Capitol Region Watershed District.”
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Key talking points for the Watershed Districts, their staff and boards that engage legislators and advance the legislative agenda; A comprehensive social media strategy that informs and calls people to action in support of the legislative agenda. Discussion – A) New & Old Issues Administrator Doneux announced that Bob Fossum has been promoted to Program Manager III. The Board of Managers approved a resolution to establish a Monitoring, Maintenance and Research Division of CRWD. B) Identify CAC Observer for November 20th Board of Managers Meeting and the December 4th Board of Managers Meeting Bill Barton has volunteered to attend the November 20, 2013 Board of Managers meeting. No members were identified for the December 4, 2013 and the December 18, 2013 Board of Managers meetings. C) December 11, 2013 CAC Agenda Overview The December 11, 2013 meeting will be with the CAC and CRWD Board of Managers. At the meeting, the CAC roles and structure will be reviewed and discussed. Adjourn – CAC 13-027 Motion: To adjourn. Duerre/MacDonald Unanimously approved The meeting was adjourned at 9:12 PM. Respectfully submitted, Michelle Sylvander W:\05 Citizens Advisory Committee\Minutes\2013\November 13 2013 Draft Minutes.doc
“Our mission is to protect, manage, and improve the water resources of the Capitol Region Watershed District.”
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12/3/2013 Score 91 88 87 77 76 69 66 66 63 62 58 52
Survey Summary - CAC Initiatives % 69% 67% 66% 58% 58% 52% 50% 50% 48% 47% 44% 39%
Initiatives • Recruit new CAC members and develop and implement an orientation process with a packet of relevant watershed information • Sponsor more guest speakers at CAC meetings and invite the public to attend • Increase interaction with neighborhoods, receiving information and sharing it in two-way communication • Interact more with local governments and their pertinent departments, such as Public Works and Parks and Rec. • Sponsor an awards program to recognize outstanding water and soil projects in the district (e.g., a program modeled on the LEAP Awards) • Attend conventions and seminars of other pertinent organizations, such as MAWD and BWSR, and report back to CAC members • Attend more tours of projects/features in the CRWD, increasing the number of tours in the watershed to at least two per year with the second tour focused on a particular project or facility • Participate in legislative activities that impact the district (e.g., attend MAWD legislative briefing at Capitol or invite local legislators to speak at CAC meetings) • Do more public education about the CRWD and its projects • Develop subcommittees to address tasks in specific areas • Increase interaction between CAC members, district staff, and board managers (e.g., organize an annual holiday party/social gathering for us all) • Provide support to district staff on various projects (e.g., monitoring permitted projects and reporting back on their status)
About this Survey This survey was based on list of ideas generated at the October 16th CAC meeting. A committee of the CAC further refined and clarified the list into these 12 initiatives. A Survey Monkey poll was sent out on November 20th and ended December 2nd. Eleven of the twelve CAC members responded. 12 points were given to initiatives ranked #1, 11 points for an initiative ranked # 2 and so on down to 1 point for an initiative ranked #12 The scores shown are the totals for all 11 CAC members with a maximum of 132 The percentage is generated by dividing the score by the maximum score of 132 W:\05 Citizens Advisory Committee\2013 Files\[CAC Initiatives Survey Results.xlsx]Summary
Capitol Region Watershed District Citizen Advisory Committee 2013 Agenda Plan CAC Meeting Date
January 9, 2013 February 13, 2013 March 13, 2013 April 10, 2013
May 8, 2013 June 12, 2013
Action Items and Items for Review/Comment Requested by Board of Managers Pervious Alley Stop the Rain Drain
Agenda, 2013 Work Plan, Calendar McCarron’s Subwatershed Update Permitting Program Update 2013 RSVP Projects 2013 Education Work Plan Curtiss Pond & 2013 Falcon Heights Street Project, Burns Avenue Rain Garden Retrofit Project CIP Financing
Plants for Clean Water 2013 Event Planning Election of Officers Grant Program Review CRWD Display Focus Group Annual Tour
July 17, 2013
2013 Boulevard Rain Garden Projects
August 14, 2013
2014 Budget Education/Outreach Plan 2012 Monitoring Report
September 11, 2013
Project and Program Updates
Education Plan Update, Display Development, Blooming St. Paul Award Update, Como Golf Course Pond Improvement Update, Central High School Stormwater Improvement Plan Highland Ravine, Villa Park, Como Golf Course Pond, TBI Realignment Permit Inspections
October 9, 2013
Strengthening the Role of the CAC Discussion (Ellen Anderson) November 13, 2013 History of the Willow Partner Grant Committee, Villa Park and Trout Reserve, CAC Role Brook Updates December 11, 2013 2014 CAC CAC Initiatives Survey Reappointment Recommendations Updated: December 3, 2013 Pervious Parking Lot: WMP Status W:\05 Citizens Advisory Committee\Agendas\2013\2013 CAC Agenda Plan 4-3-13.doc
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December 11, 2013 V. Item for Review and Comment Requested By the Board of Managers E) Recommendations for 2014 CAC Reappointments DATE: TO: FROM: RE:
December 3, 2013 Citizen’s Advisory Committee Mark Doneux, Administrator Citizen’s Advisory Committee 2014 Reappointment Recommendation
Background At the March 12, 2008 CAC meeting committee members reviewed and discussed attendance for 2007. It was noted that regular attendance is a requirement of being a member of the Citizen’s Advisory Committee as well as that under state statute the Board of Managers must annually appoint the Citizen’s Advisory Committee. This has not been the practice prior to 2008. Issues The Board of Managers must annually appoint the Citizen Advisory Committee members. In order to maintain an orderly CAC roster and fully comply with state statute the Citizen’s Advisory Committee will submit a recommended roster to the Board of Managers which will appoint CAC members for 2014 at the CRWD Annual Meeting on December 18, 2013. Requested Action Recommend reappointing CAC members through December 2014. David Arbeit, 1384 East Como Blvd., St. Paul, MN 55117 William Barton, 533 Cretin Ave South, St. Paul MN 55116 Pat Byrne, 243 S Lexington Pkwy St. Paul, MN 55104 Janna Caywood, 1395 Avon St, St. Paul MN 55117 Steven Duerre, 76 Bates Street, St. Paul, MN 55106 Michael MacDonald, 1391 Almond Ave., St. Paul MN 55108 Ted McCaslin, 1550 Carroll Ave., St. Paul MN 55104 Michelle Ulrich 1561 Lincoln Ave., St Paul MN 55105 Gwen Willems 1880 Tatum Street Falcon Heights MN 55113 Richard Weil 25 Charles Ave, St. Paul, MN 55103 Kathryn Swanson, Apt 4, 1879 Portland Ave, St. Paul, MN 55104
enc:
CAC Attendance Roster CAC By-Laws
Turn over for state statute
Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District.
103D.331 ADVISORY COMMITTEE. Subdivision 1. Purpose. The 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. Subd. 1a. Duties. For purposes of carrying out its duties under this section the advisory committee shall: (1) elect a chair from its membership; (2) elect a recorder from its membership; (3) establish a meeting schedule, which at a minimum meets annually; (4) consider issues pertinent to the functions and purposes of the watershed district; (5) review and comment on reports, minutes, activities, and proposed projects of the managers; and (6) report to the managers the general content of advisory committee meetings and resulting recommendations. Subd. 2. Members. (a) The advisory committee consists of at least five members. If practicable, the advisory committee members selected should include a representative from each soil and water conservation district, a representative of each county, 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, except representatives from soil and water conservation districts and counties, 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 performanc e of duties in the amount as provided for state employees. History: 1990 c 391 art 4 s 24; 1995 c 199 s 15 W:\05 Citizens Advisory Committee\2013 Files\CAC Memo - 2014 Reappointments 12-3-13.docx
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2013 CRWD Citizen's Advisory Committee Attendance Roster
1 2 3 4 5 6 7 8 9 10 11 12 13
CAC Member Ted McCaslin, Co-Chair Gwen Willems, Co-Chair Michelle Ulrich, Secretary David Arbeit William Barton Pat Byrne Janna Caywood Steve Duerre Michael MacDonald Kathryn Swanson Mike Trojan Jerome Wagner Richard Weil
Email Address tedmccaslin@gmail.com wille002@umn.edu mu224@aol.com david.arbeit@state.mn.us bartonwf@yahoo.com byrneblankfamily@comcast.net jcaywood@goldengate.net steve.duerre@pca.state.mn.us mrmacpc@yahoo.com kathryn.v.swanson@gmail.com hplla2004@yahoo.com bclindek@ties2.net nauen002@umn.edu
X = Attended E = Excused with notice - = Excused with out notice L = Leave of Absence R = Resigned
Total Present Total Members Percent
Attendance Requirements per February 10th 2010 By Laws
Observations: Meetings with out quarum (min. 5 members per By Laws to have a quorum Meetings with less than 50% in attendance Average Attendance (#) Average Attendance (%) Average Number of Members W:\05 Citizens Advisory Committee\Meeting Attendance.xls
Apr X X X X E E X X E X E E X
2013 May Jun Jul Aug Sep Oct Nov Dec E X X X E E X X X X X X X X E X E X X X X E X X X E X X X X X E X E X E E E E X E E E X E E X X X X X E X X E E X X X X E X E X X R R R R R R R R E R R R R R R R X E E X E X
Avg Jan Feb Mar Apr 7 8 10 11 8 12 13 13 13 13
May Jun Jul Aug Sep Oct Nov Dec 4 9 6 6 4 7 9 12 11 11 11 11 11 11
Total Jan 8 X 9 E 8 E 8 E 8 X 3 X 6 X 9 X 7 X 8 X 0 E 1 7 X
Feb X 'X X X X X X X E X X
Mar X X X X X X X X X X E E X
63% 62% 77% 85% 62% 33% 82% 55% 55% 36% 64% 82% ###
If a member fails to attend four consecutive (unexcused) regular meetings or fails to attend 8 of the 12 regular monthly meetings 2007 2008 2009 2010 2011 2012 2013* 0 1 0 0 0 0 2 5 2 5 1 0 0 2 8 9 8 9 8 8 7 54 59 57 59 50 50 63 n/a 15 16 15 15 14 12
* Totals through November
BY-LAWS OF THE CITIZEN 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
I.
PURPOSE AND AUTHORITY The Citizen Advisory Committee is established to advise and assist the Capitol Region Watershed District Board of Managers with: (a) (b) (c) (d)
District organizational development, planning processes, and program implementation District communications between the citizenry and the Board of Managers Consensus building and conflict resolution Additional roles as jointly determined by the Citizen Advisory Committee and Board of Managers
The Citizen Advisory Committee performs its duties in accordance with Minnesota Statutes 103D.3311
II.
MEMBERSHIP Citizen Advisory Committee members are appointed by the Board of Managers and serve at the pleasure of the Board. The Citizen Advisory Committee will be composed of a minimum of five members who are District residents, as required by Minnesota Statutes 103D.331, and a maximum number as required to represent the diverse interests of the District’s communities and neighborhoods. In addition, the Board of Managers may appoint interested and technical persons who are not District residents to the Citizen Advisory Committee to serve in an ex-officio capacity. The Board of Managers determines length of term for Citizen Advisory Committee membership.
III.
MEETINGS Citizen 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 Chair, 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 Citizen 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 taskforce may be appointed to review proposals or to develop recommendations for the Citizen Advisory Committee’s consideration. The chair may appoint non-members who have expressed an interest in the topic or who have specialized expertise to a subcommittee or taskforce as appropriate. In the event that a regularly scheduled meeting is canceled or if there is not quorum to conduct business at a regularly scheduled meeting, a subcommittee or taskforce may meet during the time of the regularly scheduled meeting without providing 24-hour notice.
Citizen Advisory Committee By-Laws - Capitol Region Watershed District
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Prior to deliberation on an issue, a member who feels they have a potential financial conflict of interest shall disclose that information to the Chair and members. Members may also identify potential conflicts of interest of other members to the Chair 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 Citizen 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 Citizen Advisory Committee.
IV.
OFFICERS Officers shall be elected for a one-year term. Elections shall be held during the regular Citizen Advisory Committee meeting in April. Candidates for office shall have been a Citizen 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 prepare meeting agendas and preside at all regular and special meetings of the Citizen Advisory Committee. The co-chairs shall have the authority to appoint individuals to serve on subcommittees and taskforces as appropriate. (b) One of the Co-Chairs presides at meetings whenever the other Chair is absent. (c) Secretary administers the paperwork at each meeting, prepares and distributes meeting minutes, receives Citizen Advisory Committee members' expense reports and forwards them to the Board of Managers, handles all Citizen Advisory Committee correspondence, and maintains a Citizen Advisory Committee file of pertinent information. Officers may delegate their duties to other Citizen Advisory Committee members or to District staff. Any officer whose Citizen Advisory Committee membership ceases prior to the expiration of his/her term as an officer shall be replaced for the balance of his/her term by a special election of the Citizen Advisory Committee. Such special election shall be held during the second regular meeting of the Citizen Advisory Committee immediately following termination of the officer's membership.
V.
PARTICIPATION To ensure the efficient and effective working of the Citizen Advisory Committee, regular attendance at meetings is necessary. Accordingly, if a member fails to attend four consecutive (unexcused) regular meetings or fails to attend 8 of the 12 regular monthly meetings without notice, that member will forfeit his/her Citizen Advisory Committee membership. A member in jeopardy due to lack of attendance (above) shall be notified in the Citizen Advisory Committee minutes and by separate memorandum to the member that his/her attendance is required at the next regularly scheduled Citizen Advisory Committee meeting to avoid forfeiture of membership. An absence shall be deemed excused if the member notified the Chair, another Citizen Advisory Committee member or District staff prior to the meeting. Excused absences shall be noted in the minutes of the meeting Members of the Citizen Advisory Committee may request a leave of absence from the Citizen Advisory Committee by sending a letter to the Board of Managers. 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, they shall not be eligible to vote, and shall not be counted towards quorum.
Citizen Advisory Committee By-Laws - Capitol Region Watershed District
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Members shall communicate their intention to resign in writing to the Citizen Advisory Committee Secretary, who in turn will notify the Citizen Advisory Committee and the Board of Managers. Advisory Committee members are encouraged to attend Board of Managers' meetings and functions.
VI.
REIMBURSEMENT Citizen 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 Citizen Advisory Committee and the Board of Managers are not normally considered reimbursable expenses but can be reimbursed upon decision of the Board of Managers when need is demonstrated.
VII.
AMENDMENTS These by-laws may be amended by a two-thirds vote of the members present at any regular meeting of the whole Citizen Advisory Committee, provided that written notice setting forth in detail the content of the proposed amendment(s) has been presented at the prior regular meeting. These by-laws shall be reviewed for possible changes or updates by approved motion of the Citizen’s Advisory Committee or Board of Managers. By-laws and any changes thereto shall be submitted to the Capitol Region Watershed District Board of Managers for comment prior to adoption.
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Minnesota Statues 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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Citizen Advisory Committee By-Laws - Capitol Region Watershed District
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