Regular Meeting Board of Directors
October 4, 2023
Time and Location
This will be an in-person meeting located at
2150 River Plaza Drive, 1st-floor conference room, Sacramento, CA 95833.
As permitted by Government Code Section 54953(b), the meeting will include a second teleconference location at [90 Aparna County, Miyapur, Hyderabad, India].
4:00 p.m. – Executive Session (closed)
5:30 p.m. – Public Session (open)
Meeting facilities are accessible to persons with disabilities. If you require special assistance to participate in the meeting, notify the Conservancy’s office at (916) 649-3331 at least 48 hours prior to the meeting.
Executive Session (Closed)
1. Executive Session
Executive Session is scheduled for matters pursuant to Government Code 54956.8.
Regular Meeting of the Board of Directors (Open)
2. Call to Order of the Regular Meeting of the Board of Directors
The Board Chair will call the meeting to order if a quorum is present. Announcements by the Board Chair or Executive Director may be made at this time. Board members may make announcements at this time as well.
3. Public Comments
Opportunity for members of the public to address the Conservancy’s Board of Directors.
4. Approval of the minutes
All items listed under the Consent Calendar, including minutes, are considered and acted upon by one Motion. Any Board member may request an item be removed for separate consideration.
The Board Chair will request approval of the minutes and consent items of the Board of Directors meeting of June 7, 2023.
5. Internal Financial Controls Policy
The Conservancy’s Internal Financial Controls Policy was last updated and approved by the Board of Directors on December 7, 2022. This policy was presented to the Audit Committee for review with minor changes and adjustments.
The Audit Committee recommends the Board approve the proposed changes to the Conservancy’s Internal Financial Controls Policy.
6. Corporate credit card account changes
The Conservancy’s Internal Financial Controls Policy requires Board approval to establish or close any new bank account.
Currently, the Conservancy has two Chase corporate credit cards, each with a $10,000.00 limit. The Chase corporate credit cards are impacting Conservancy employees’ personal credit. Card Assets, a credit card provider used by River City Bank, will use the Conservancy’s information rather than employees’.
Request: This item requests Board approval to open two Card Assets corporate credit cards, each with a $10,000.00 limit and closure of two Chase Bank corporate credit cards and authorize and direct either the Conservancy’s Executive Director, John Roberts, or Chief Financial Officer, Kimberli Burns, to take all action deemed necessary or appropriate to implement this change.
7. Rosa East lift pump repairs
The Rosa East lift pump recently suffered a blow out and emergency repairs were made to get the well through the growing season and avoid crop loss. The lift pump on site is the only source of irrigation. The Rosa tract is a property that produces a Swainson’s hawk friendly crop and lies in the NBHCP’s Swainson’s Hawk Zone.
The repairs to the lift pump were $33,285.71. Management requests ratification of the emergency funds expenditure, authorized by the Executive Director.
8. 2023 mid-year budget revision
A 2023 mid-year budget revision is presented for Board review. The only adjustments proposed are for reallocation and staying within current budget limits. Staff will present further details at the meeting.
Request: Management requests reallocation of funds within current budget.
9. Marsh design and management
In 2023, the Board-approved budget includes $200,000.00 for restoration and enhancement expenditures related to permitting and planning activities for future managed marsh construction projects, in 2023, 2024, and 2025. On April 5, 2023 the Board approved (Reso. 23.04.01) the release of $100,000.00 to engage landscape architects, surveyors, and engineers to prepare documentation for these projects.
In continuance of preparation for the marsh projects, staff proposes to enter into a Service Agreement with Westervelt Ecological Services for the design element of the proposed Bennett North, Elverta, Frazer South, and Nestor marsh development projects. Westervelt sent the engineering portion of the project out for best-value bid consideration. Under the terms of this agreement, Westervelt will handle the project management on all projects while engineering firm NHC will handle the engineering work on Bennett North, Frazer and Nestor. Baker Williams Engineering will handle the design work on the Elverta tract.
Board approval of this agenda item requests:
1. Authorization of the remaining budgeted $100,000.00, previously approved, to continue the permitting and planning phase of the managed marsh projects,
2. An additional $245,000.00 (including a 15% contingency) in the restoration and enhancement budget and authorization for the design and management phase of the projects, and
3. Authorization for the Executive Director, John Roberts, or Chief Financial Officer, Kimberli Burns, to execute and deliver a contract between the Conservancy and contractors for design, permitting, and construction management services on the Conservancy’s Bennett North, Elverta, Frazer South and Nestor marsh development projects.
10. Triangle Service Agreement renewal
Conservancy contractor Triangle (Board resolution #20.10.03 and #22.08.03) currently holds the land maintenance contract for the Conservancy’s Marsh Reserve Areas, covering approximately 800 acres. In the time since Triangle submitted its Request for Proposal response in 2019, many changes have occurred that have affected the cost of maintenance, including labor, fuel, and products. Additionally, the severe drought in 2022, followed by heavy rains revealed the importance of preventative maintenance actions. Triangle and the Conservancy have concluded that based on what Triangle has learned about the properties, given the need for continuity, and the Conservancy’s desire for additional care, the Services Agreement between the Conservancy and Triangle should be extended and the level of care broadened. This action proposes to extend the service agreement between the Conservancy and Triangle with a three-year service agreement with two optional one-year extensions at the discretion of Conservancy management with updated Board-approved terms. The proposed costs are as follows:
Request: This item requests Board approve an extension of the service agreement between the Conservancy and Triangle for land maintenance services on the Conservancy’s Marsh Reserve Areas covering years 2024-2026 with two optional one-year renewals at the discretion of management under Board-approved updated terms. This agenda item authorizes the Executive Director, John Roberts, or Chief Financial Officer, Kimberli Burns, to take all actions necessary to execute and deliver on the above-referenced service agreement.
11. City of Sacramento Report
Report from the City of Sacramento regarding HCP-related activity and other topics.
12. County of Sutter Report
Report from the County of Sutter regarding HCP-related activity and other topics.
13. Financial report
A financial statement will be provided for the period ended August 31, 2023 (unaudited). Additional financial information will be provided.
14. Draft 2024 budget
Staff will discuss with the Board the draft 2024 budget. The submitted draft is for familiarization and review by the Board. The final 2024 budget will be included with the NBHCP Finance Model update and presented for approval to the Board at its December 6, 2023 meeting.
16. Adjournment of the Regular Meeting of the Board of Directors
Official adjournment of the Regular Meeting of the Board of Directors.
Upcoming Regular Meetings
- December 6, 2023
- February 7, 2024
- April 3, 2024