Board of Supervisors Meeting Minutes
Meeting Date: 10/16/2018

Meeting Location:  Bert Harris Agricultural Center – Room 3
Sebring, FL
FINAL   Approved 11-20-2018
Recorded by: Susie Bishop

Name Title Organization Present
Scott Kirouac Chairman Highlands Soil & Water Y
Dr. John Causey Vice-Chairman Highlands Soil & Water Y
Doug Deen Secretary/Treasurer Highlands Soil & Water Y
Pamela Fentress Supervisor Highlands Soil & Water Y
Steve Smith Supervisor Highlands Soil & Water Y
Commissioner Jim Brooks Liaison  Highlands Co. Board of County Commissioners Y
Susie Bishop Executive Director Highlands Soil & Water  Y
Jacob Miller MIL Manager Highlands Soil & Water N
Dakota McCullers BMP Tech Highlands Soil & Water N
Earl Thomas BMP Tech Highlands Soil & Water N
Carlos Torres District Cons. USDA-NRCS N
Sierra Ayers Soil Cons. USDA-NRCS N
Laurie Hurner Extension CED Highlands Co. Extension N

Meeting Scheduled Start:   3:00 P.m.    
Call to Order: @ 3:04 P.M.
Public Meeting Announcement Read by Chairman

I. Welcome & Introductions

II. Approval of Agenda:
Motion to approve agenda as presented. (Fentress/Smith).  Unanimous approval.

III. Approval of Meeting Minutes:
a. Board of Supervisors Meeting Minutes – September 18, 2018 – Motion made to approve minutes as presented (Smith/Fentress). Unanimous approval.  

IV. Financial Activity
a. September 2018 – Bishop presented the bank reconciliations and financial reports for September 2018 and the General Fund Budget Overview for FY 2018-19. Motion made to approve the bank reconciliations and financial reports as presented, (Fentress/Causey). Unanimous approval.
b. FY 2017-18 General Budget Amendments – Bishop presented the proposed budget amendments for year ending September 30, 2018.  Following discussion motion made to approve all budget amendments (Fentress/Smith). Unanimous approval.

V. Partner Agencies:
a. NRCS – C. Torres was not in attendance, no report.
b. FDACS – K. Nickerson reported outreach to un-enrolled agriculture producers is ongoing.  The new software program is presenting some challenges, but the department is working through them.  Until the budget from last year can be completely balanced, no more cost share dollars are being allocated.  State offices have been closed for Hurricane Michael.
c. MIL – J. Miller – Bishop reported the MIL is on target to meet its deliverables.
d. Extension – L. Hurner was not in attendance, no report.
e. HCBCC – J. Brooks – Commissioner Brooks gave updates on Parkway work.  Phase II will be going out to bid by the end of Oct. and the initial paving on Phase III has started.  Commission liaison assignments will take place at the Nov. 20 meeting.

V. Old Business

VI. New Business
a. FFA Chapter Support Kirouac proposed a $1000.00 contribution to each FFA Chapter in the county.  He also proposed each Chapter present their desired project, the budget needed and how the funds would be used to the Board. Following discussion, motion was made to give up to $1000.00 per Chapter following a presentation to the Board by students explaining the project and budget. Supervisors will score each Chapter, awarding dollars, up to $1000.00 each, based on their score (Causey/Fentress). Unanimous approval.
b. Annual Report – Bishop distributed and presented an overview of the Annual Report and Financials. The FY 2017-18 amended budget will be added to each notebook and then Bishop will schedule meetings with each County Commissioner and the County Administrator in addition to submitting a copy to FDACS-OAWP.
c. Short & Long Range Work Plans – Bishop reviewed the Short & Long Range Work Plans created from the workshop notes provided by Dr. Hannah Carter. Review and adoption of plans was tabled for the November Board Meeting.
d. Summary of FDACS Contracts  Kirouac reviewed the summary report stating it is difficult to decipher since contracts are three years now.  He shared budget to actual reports for the past seven years which also didn’t reflect exactly what the District saw in Net Income or Loss.  Sharing the net figures from General Fund Profit and Loss Reports for the past five years gave better insight as to income vs. expenses for the District’s General Fund.
e. Executive Director Annual Evaluation – Kirouac presented results of the evaluations of Bishop and opened the floor for discussion of the Board. Due to Deen’s absence, there were four completed evaluations for a total score of 407.5 out of possible 420. Concerns were expressed regarding a cap for the salary amount paid to Bishop. Several options were discussed at great length.  Bishop explained all staff evaluations have been completed and she is waiting for an answer from Tallahassee regarding a merit increase for each of the employees of the District ranging from 7% to 5%. The State will not allow any COLA increases. Due to Hurricane Michael, the State office has not made a decision regarding this request.  A motion made to award Bishop with a 5% Merit increase to her annual salary (Fentress/Smith).  Unanimous approval. Bishop expressed her deep appreciation and understood fully the proposal to set a cap for the ED Salary. She stated having such a dedicated and engaged Board makes the District as successful as it is.

VII. Executive Director’s Report
Bishop shared with the Board the CFIs the County has applied for with SWFWMD.  At the County Commission meeting Bishop explained to the Commissioners and County Staff   the possibility of  some funds from HSWCD to assist with local match, but no project management  responsibilities, and  if the project aligns with the Mission of the District.   She also explained other cost-share programs they should inquire about for their CFIs awarded.
Bishop reported the success of the Local Working Group meeting held on Oct. 10.  It was very well attended.  Bishop and Torres will complete a report for Bishop to present to the Technical Committee in Gainesville later this year.
The Community Garden is almost at capacity with only one vacant plot.
Bishop will send copies of the AFCD Annual Meetings to the BOS via email.

IX. Citizens Not on the Agenda

X. Supervisor Comments
Fentress – Confirmed swearing in will take place in January. Suggested if HSWCD contributes dollars to the County for a CFI project that it not be specified to a particular project, let the County choose which project.  As the Area Rep. for AFCD, Fentress participates in the conference calls, but does not drive to North Florida for the Saturday meetings. WHIP funds are still presenting a challenge for growers, but Fentress encouraged growers to not give up.
S. Smith – Informed Board candidates for Polk SWCD that are being opposed are actually running campaigns.
J. Causey – No Comments
S. Kirouac – No Comments

Meeting Adjourned at 4:43 p.m.