Fillable Printable Project Meeting Minutes Sample
Fillable Printable Project Meeting Minutes Sample
Project Meeting Minutes Sample
1
/MEETING MINUTES
Meeting/Project Name:
Noxious Weed Management Advisory Council Meeting
Date of Meeting:
January 9, 2012
Time:
9:30 a.m. – 2:00 p.m.
Minutes Prepared By:
Carol Bearden
Location:
Heritage Inn, Great Falls
1. Meeting Objective
Business Meeting
2. Attendees
Council Members: Jim Gordon, Jennifer Anderson Vermillion, Margie Edsall, Dan Jackson, Nico Cantalupo,
Todd Wagner, Jack Eddie, Dick Zoanni, Jim Olivarez
Agency Representatives: Joe Weigand, Jim Jacobs (conference call), Larry Beneker, John Gaskin, Steve
Shelly, Peter Stevenson, Mike Miller, Steve Siegelin, Tracy Sterling (conference call), John Simons, Dan
Dobler, Gary Adams
Guests: Taelor Anderson, Joe Merenz, Celestine Duncan
Montana Dept. of Agriculture (MDA) Staff: Greg Ames, Donna Rise, Dave Burch, Kim Johnson, Carol
Bearden, Jeremy Seidlitz, Craig McLane
3. Agenda and Notes, Decisions, Issues
Topic Discussion
Welcome New
Council Members
Greg Ames opened the meeting and welcomed new council members, Jim Olivarez,
Dick Zoanni, and Jack Eddie. Introductions were made.
Review June 22,
2011 Minutes
The minutes from the June 22, 2011 council meeting were reviewed. Margie Edsall
moved to accept the minutes as written. Todd Wagner seconded the motion,
which was approved unanimously.
Review November
21, 2011 Minutes
The minutes from the November 21, 2011 council meeting were reviewed. Margie
Edsall moved to accept the minutes as written. Nico Cantalupo seconded the
motion, which was approved unanimously.
Noxious Weed
Trust Fund
Budget Report
Greg Ames provided information on the funding estimated to be available for the 2012
Noxious Weed Trust Fund (NWTF) grant hearings. Greg stated that the NWTF grant
budget for fiscal year 2012 included $1,250,000 in Initial State Special Revenue
Funding, $101,159 in General Fund dollars, and $665,000 from the United States
Forest Service (USFS) Cooperative Forestry Assistance/Forest Health Program.
Greg advised the council that the Missouri River Watershed Coalition Project ($40,000)
and the Weed Free Borders Project ($40,000), both specifically designated for funding
by the Forest Service, had already been awarded. Greg said that $18,150 of the USFS
funding had been committed for a summer intern cost share, and $18,840 (three
percent of grant funding) was allocated for operating expenses within the MDA Central
Services Division.
Greg reported that other budgeted expenditures for the year included $450,000 that has
been awarded for the FY12 Special County/Reservation Grants, ($7,500 per grant), and
$100,000 of Department of Transportation funding that is passed through the Montana
Department of Agriculture (MDA) to the counties.
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An estimate of $1,349,169 was given by Greg as the amount available to fund grant
proposals at the 2012 grant hearings. The 105 grant proposals received for
consideration requested a total of $2,820,999 leaving a shortfall of $1,471,830 in
available funds.
A review of the NWTF budget for the past few years was given by Greg. Interest
earned by the trust fund was reported as $213,449 to date in fiscal year 2012 and the
current trust fund balance was reported at $10,230,116.
Greg reported that grant funds in the amount of $37,613.52 had been reverted in fiscal
year 2012 to date and an additional $54,767.69 was pending being reverted.
Discussion followed regarding the amount of grant funding left unspent by grantees and
subsequently reverted to the trust fund each year. An extension of one year can be
requested by grantees but Dave Burch said this is not always utilized. Dave said
legislative action would be required to recapture the reverted funds for use in grant
awards. It was requested and agreed that specific information on reverted grant funds
would be provided at the 2012 grant hearings.
The shortage of grant funding was discussed with Greg attributing it to a significant drop
in revenue from the Weed Vehicle Fee and funding cutbacks being made by MDA to
correct overly aggressive awarding of grant funds in past years. Greg said the deficit
had been partially corrected with last year’s funding reduction and would be completely
corrected this year by reducing the grant award amount by approximately $287,000.
Discussion followed that the FY 12 estimated revenue from the Weed Vehicle Fee
($1,336,654) and the estimated interest ($502,000) exceeded the amount shown as
available for grant funding. Operational expenses of the MDA noxious weed program
were discussed. Greg and Dave Burch provided information on the weed program
funds used to cover a portion of MDA staff salaries. Greg noted that the MDA Central
Services Division receives a percentage for indirect costs, based on salaries that are
paid from weed funding. These expenses combined with the deficit correction, and low
vehicle fee revenue more clearly explained the amount of available funds for grant
awards. The council was asked for feedback on the budget information and comments
were made that it was more understandable with the additional information that Greg
and Dave provided. Based on the council’s response it was agreed that June council
meetings would provide a detailed budget review and January meetings would remain
as they were but would also include the clarifying information that Dave and Greg had
provided.
2011 Aquatic Update
Celestine Duncan provided a draft Aquatic Plant Program 2011 Interim Summary
handout with details of the on-going projects and programs in Montana, which had
received funding from the Department of Natural Resources and Conservation (DNRC).
Celestine’s report also included information from neighboring states and agencies and
groups who had provided updates.
Survey results from the past summer were reviewed with Celestine noting that on the
postitive side, 82% of the lakes surveyed in western Montana were clean for curly leaf
pondweed (CLP), and a relatively low amount of additional findings of Eurasian
watermilfoil (EWM) had been made.
The importance of standardized sampling, prevention programs, training, and the
involvment of volunteers was discussed by Celestine. Research and program needs
noted by Celestine included:
Research on addressing EWM in non-regulated flowing water systems,
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developing the support needed for research programs,
finding management options for long term control of flowering rush,
finding long term stable funding,
researching the impact of aquatic invasive species (AIS) on fishery habitats,
water exchange studies,
fish / herbicide toxicity studies,
expansion of local aquatic programs,
prioritizing CLP management,
additional collaboration / review of the current inspection station program and,
coordination with the 100
th
Meridian Columbia River Basin team.
Celestine asked that anyone interested in receiving updates contact her or Carol
Bearden with their email address.
Greg Ames reported that Ron de Yong, MDA Director, was interested in input and
ideas in an effort to develop a $5,000,000 AIS trust fund. Greg said that Ron plans to
meet with other Department heads from Montana Fish, Wildlife and Parks (FWP) and
DNRC in early February for further discussion on this topic with hydropower
companies..
Grant Management
Overview / Training
Dave Burch discussed the new grant management system, WebGrants, that the
department will soon be using. Dave said that several other state agencies have joined
in using the system which has reduced the cost to the Department. Dave discussed the
delays in implementing the system, but said the new system will improve the grant
process. The state grant system can be found on-line at http://fundingmt.org. The
council will be notified when it is ready for their use.
Kim Johnson advised the council that at this time they could begin reviewing the 2012
grant applications on a thumb drive that was provided for each of them. Excel
evaluation forms for each application were also on the thumb drives for the council and
agency representatives to use in completing their evaluations. Evaluations will later be
transfer to the WebGrants system.
Training and written instructions were provided on how the WebGrants system will be
used for conflict of interest determination, application review, and application
evaluations. Larry Beneker requested that guidelines be developed to help determine
conflict of interest in grant review and voting.
MDA Aquatic Plant
Update
Dave Burch and Craig McLane presented information on the MDA watercraft inspection
plans for 2012 and a review of the MDA inspection data gathered in 2011. Dave said
training of the 2012 inspectors will begin the week before Memorial Day and inspections
will begin Thursday of that week. Dave reported that MDA staff inspected 10,786 boats
in 2011. Information was given on where boats were from, their destinaion, and
contaminants that were found. Craig provided a map of the 2011 MDA watercraft
inspection locations, the number of inspection days, and the number of boats inspected
at each site. A second map was provided showing the state management and light
quarantine areas, EWM locations, and sampling/survey locations.
Survey plans for 2012 were discussed. Steve Shelly noted that Region 4 of the Forest
Service provides funding for Idaho check stations and said he was interested in
contributing in Region 1. Donna Rise was appreciative of Steve’s offer and eager to
further discuss partnering with the Forest Service. Dave Burch noted that the Forest
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Service had been involved with the Clearwater Junction inspection station with FWP.
Partnering efforts from the Montana Department of Transportation were also noted with
their contribution of signage and location site use.
Other Business /
Public Comment
Greg Ames asked if there was any other business, public comment, or future agenda
items. None were heard. Todd Wagner moved to adjourn the meeting and was
seconded by Jim Gordon. All were in favor. The meeting was adjourned at 2:18 p.m.
4. Action Items
Action Assigned Due Date Status
1
Larry Beneker requested that guidelines be developed to help
determine conflict of interest in grant review and voting.
MDA Noxious
Weed Staff
ASAP Open
2
It was requested and agreed that more specific information on
reverted grant funds would be provided at the 2012 grant
hearings.
MDA Noxious
Weed Staff
3
Steve Shelly noted that Region 4 of the Forest Service provides
funds to Idaho for check stations and was interested in
contributing in Region 1. Donna Rise was eager to further
discuss partnering with the Forest Service.
