Board of Directors Meeting

October 3rd, 2018

Meeting was called to order by President Steve Wiley at 6:30PM.

There are 13 BOD present, therefore a quorum is met. There was also 7 guests in attendance.

The September 2018 BOD minutes and motions are approved and posted on website:

https://www.rogue-steelheaders.org/download/board_meeting_minutes/2018-bod/2018-SEPTEMBER-BOD-

MINUTES.pdf

Bob Forrester made a motion to accept the minutes as posted, Carl Cole 2nd the motion. Motion passed

unanimously.

Next BOD will be on November 7th at Elmer’s restaurant. Meeting starts at 6:30pm, everyone is welcome to

attend. If you plan on having dinner, please arrive by 5:30pm so that you are through before the meeting starts.

The meeting will not start until everyone is ready. Turn off all cell phones, tablets, computers, etc.

Next general meeting is on October 17th, 2018 at the AllCare Health in Grants Pass. Meeting starts at 6:30PM.

Eve Phelan gave the September 2018 treasurers report. Vikki Strahan made a motion to accept the report as

given, Linda Chilton 2nd the motion. Discussion followed. Motion passed unanimously.

Ongoing & Old Business

Beverly Fording – Storm Drain Marker Chairlady

On Oct. 20th the storm drain program will be having a “Let’s get this done day”. We will be meeting at the

Walmart parking lot at 8:00am for instructions.

Sandy Bosnich – Salmon Derby Treasurer

Preliminary figure of the Salmon Derby is $11,089.48. Discussion followed.

Fall River Clean up

GPHS students are wanting to be involved with our river clean ups. Deb Berg member works at the

high school. Vikki will be contacting Hart insurance for details and clarification on who our

insurance covers.

New Business

Eve Phelan – Treasurer

Eve made the motion to transfer $23,243.72 from the contingency account and the saving account to

C&R. Keith Miller 2nd the motion. Discussion followed. Eve did analysis of the clubs records from

2003 to present, the funds mentioned have come from Salmon Derby’s in the past. Doyle and Keith

both helped Eve with the figures. Motion passed unanimously. Data presented to the BOD is listed

below:

Middle Rogue Steelheaders

C & R Historical Analysis Results 9/15/2018

2017 Year End Total MRS Balances (Prev Treasurer's Reports & Financial Records) 80,866.00$

Less 2008 Year End Total MRS Bal (Prev Treasurer's Reports & Financial Records) 44,285.00$

Increase in Club Assets 36,581.00$

2009 - 2017 total Derby Income (Past Derby Reports & Treasurers Reps) 374,013.00$

2009 - 2017 Total Derby Expenses (Past Derby Reports & Treasurers Reps) (234,933.00)$

Net Derby Income 139,080.00$

2009 - 2017 C & R Disbursed(Financial Reports and C&R reports

not including tools & Equipment) (126,417.00)$

2018 Disbursed of 2017 Derby Net (C & R Account) (12,915.95)$

* Does not include misc C & R expenses not included in C&R Reports that (252.95)$ were previously absorbed by the operating account except for 2017 & 2018

C & R Account funds remaining as of August 31 2018 3,234.81$

(Bank Reconciliation)

Transfers to MM/CD's/Savings to 2018 (pas t Derby & Treas urer Records ) 39,661.00$

Transfers from MM/CD's/Savings to 2018 15,777 - 5000 ** " (10,777.00)$

Subtotal Due to C&R from Savings & Contingency 28,884.00$

Less Misc C&R Expenses above projects *** (5,640.28)$

Due to C&R from Savings & Contingency 23,243.72$

8/31/2018 Contingency Account Value 15,198.99$

8/31/2018 Savings Account Balance 20,586.38$

Subtotal Current Operating Balances 35,785.37$

Less due to C & R (23,243.72)$

Remaining Operating Reserves 12,541.65$

** Includes 10,000 transferred from Derby account to CD or MM in 2001

***2009 -2016 Misc C&R Expenses. 2017 included in transfer and 2018 are from C&R Account

Doyle Nelson – C& R Chairman

Doyle presented the following for funding. Motions and discussion are listed at the top of each

proposal:

C&R Status of Funds – Oct 1, 2018

Current status of the C&R FY 18 Budget:

A. Beginning total available funds as revised 3/31/2018 $ 15,874

B. Income: fishing gear sales $ 200

C. Available funds $ 16,074

D. Projects approved for funding and paid $ 12,839

OS – Bear Creek Restoration $ 1,000

JSWCD – Galls Creek Irrigation $ 1,000

RRWC – Salt Creek, 2nd

year $ 10,000

ODFW – Steelhead smolt acclimation $ 211

TFT – Savage Rapids riparian planting $ 500

MRS – Tools & Materials $ 128

E. Projects for the Oct BOD approval $ 3,000

APWC – McKee Dam planning $ 2,000

LRP – Willow Wind restoration $ 500

OS – Bear Creek restoration $ 500

F. Total commitments to date (B+C) $ 15,839

G. Uncommitted balance remaining (A-D) $ 239

For Separate discussion: ODFW – Aquarium Chillers $ 1,480

� Doyle Nelson made the following motion, Eve Phelan 2nd the motion. Discussion followed. Motion

passed unanimously.

McKee Dam: The AP&WC has requested funds to provide match for the OWEB TA Grant for the McKee Dam Fish

Passage Project. The goal of this project is to develop alternatives and designs to improve fish passage, irrigation

efficiency and fish screening at McKee Dam and the associated Swayne Ditch. When developed, the selected alternative

will restore access to 6.1 miles of spring and fall Chinook Salmon habitat; 20.2 miles of Coho habitat; 25.7 miles of

summer and winter steelhead and cutthroat trout habitat; and Pacific lamprey habitat. The selected alternative will

improve fish screening by ensuring safe passage of juvenile and adult fish and lamprey and contribute to population

recovery, including the threatened Coho salmon. The selected irrigation efficiency design will improve watershed health

by leaving water instream. The engineering cost for the design work (Phase 1) went out to bid summer 2018. The three

bids that were received ranged from $46,500 to $50,000; all of which were at least $10,000 over the preliminary project

cost estimates and the funding that has been awarded from OWEB. The AP&WC would be able to utilize any amount of

funding that the MRS would be able to provide. The funding could be from 2018 fiscal year or early in 2019, prior to

project end in March. Recommended: $2,000 this year, and consider future years funding when alternative is

selected.

McKee Dam Proposal:

� Doyle Nelson made the following motion for the Willow Wind (listed below) and $500 for Bear Creek

Restoration, Keith Miller 2nd the motion. Motion passed unanimously.

Willow Wind: Lomakatsi is requesting $2,000 from the Middle Rogue Steelheaders in support of the Willow Wind

Riparian Restoration Project. This project aims to restore degraded riparian habitat at the Willow Wind Community

Learning Center in Ashland, Oregon. Located at the confluence of Paradise Creek and Bear Creek on Ashland School

District's 40-acre property, this project includes the removal of invasive plants and re-establishment of native vegetation

up to 75 feet from the stream bank, covering nearly 2 acres of creek habitat. Requested funds will go towards native

tree and shrub nursery stock and site preparation by Lomakatsi crews. The total project budget is $50,000 and is funded

through Pacific Power's Blue Sky Habitat Program, Rogue Basin Partnership and US Fish and Wildlife Service. Rogue

Valley students will contribute to the restoration efforts, engaging in hands-on restoration activities throughout the fall

and winter of 2018-19. The goals of the Willow Wind Riparian Restoration Project are to improve critical salmon and

steelhead habitat, and to develop a healthy riparian forest and wildlife corridor. Recommended: $ 500

Following is the request letter from Lomakatsi:

ife 53aeance

LOMAKATSI p F STORING ECOSYSTEMS SUSTAINING COMMUNITIES

RESTORATION PROJECT

September 24, 2018

The Middle Rogue Steelheaders

P.O. Box 962

Grants Pass, OR 97528

Proposal submitted to the Middle Rogue Steelheaders by Lomakatsi for the Willow Wind Riparian Restoration

Project

Lomakatsi is requesting $2,000 from the Middle Rogue Steelheaders in support of the Willow Wind

Riparian Restoration Project. This project aims to restore degraded riparian habitat at the Willow Wind

Community Learning Center in Ashland, Oregon. Located at the confluence of Paradise Creek and Bear Creek on Ashland

School District's 40-acre property, this project includes the removal of invasive plants and re-establishment of native

vegetation up to 75 feet from the stream bank, covering nearly 2 acres of creek habitat.

Requested funds will go towards native tree and shrub nursery stock and site preparation by Lomakatsi crews. The

total project budget is $50,000 and is funded through Pacific Power's Blue Sky Habitat Program, Rogue Basin

Partnership and US Fish and Wildlife Service. Rogue Valley students will contribute to the restoration efforts, engaging

in hands-on restoration activities throughout the fall and winter of 2018-19.

The goals of the Willow Wind Riparian Restoration Project are to improve critical salmon and steelhead habitat, and to

develop a healthy riparian forest and wildlife corridor. The intention is to work toward habitat connectivity, linking

together multiple Bear Creek restoration projects in the area. Lomakatsi also aims to bring public awareness to the

important issues related to water quality, fish and wildlife habitat and overall riparian function. The Willow Wind Project

expands the restoration footprint of an active 20-year, community-based stewardship effort at Willow Wind.

The Middle Rogue Steelheaders are invited to Lomakatsi's fall community restoration event at the Willow Wind project

in mid-November (tentative date is Saturday, November 17). Participants will plant, fertilize, water and mulch native

trees and shrubs and Lomakatsi will lead a guided site tour. Please come see the good work being done to restore

waterways for fish and future generations!

Best,

Niki Del Pizzo

Riparian Restoration Manager

Lomakatsi Restoration Project

� Keith Miller made the following motion, Carl Cole 2nd the motion. Discussion followed. Motion passed

with 9 in favor, 3 opposed, and 1 abstention.

Fish Eggs-To-Fry: This is one of ODFW’s flagship education programs, administered through the Salmon Trout

Enhancement Program (STEP). Students get to raise juvenile salmon or steelhead in the classroom. This fall they are

offering an updated curriculum that meets the Next Generation Science and Common Core math, science, and reading

curriculum. Spring Chinook eggs will be utilized for the fall program. ODFW is currently running this program in 24

elementary schools (grade 3-5), 3 middle schools, 3 high schools, and 1 nature center in Jackson and Josephine

Counties. Last year they had 48 teachers and their classrooms participating. In spring of 2019, anyone new to the

program will have a chance to raise Summer Steelhead. Having both a fall and spring term of Fish Eggs to Fry will enable

more classrooms to participate. ODFW has requested funding for the purchase of four new chillers @ $369.99 each for a

total of $1,479.96. These chillers will go directly to Grants Pass/Josephine County Schools. They have also asked for

volunteers to help with egg delivery in late October, volunteers to help with adopting a school to assist in setup/trouble

shooting (late October through November as needed), and volunteers to give a small presentation on life history or

importance of Salmon/Steelhead to the community.

Following is the letter received from ODF&W regarding the Fish Eggs to Fry:

Dear Middle Rogue Steelheaders Board of Directors and membership, Wow, what a summer…we’re just now starting to see some blue skies and now fall is certainly in the air. This is one of

the busiest (and funnest) times of the year as our anadromous fish are beginning to spawn! This is also a very busy time

of the year for the STEP program and our fish district in general. STEP will again be spearheading the most popular

program with our elementary age (and some middle and high school) young people…the Fish Eggs to Fry Program. This is one of ODFW’s flagship education programs and is administered through the Salmon Trout Enhancement

Program (STEP). Students get to raise juvenile salmon or steelhead in the classroom. It is best suited for grades 3-5, but

other classes are more than welcome to participate in it as well. This fall we are offering an updated curriculum that

meets the Next Generation Science and Common Core math, science, and reading curriculum…with none other than our

Spring Chinook Salmon as the star attractions! Students can use the raising of fish to explore math and science

concepts, as well as reading and writing. Classrooms that participate in “Fish Eggs to Fry” also often participate in

Salmon Watch and Stream Scene inspired events. Of course my ultimate goal is that many of these classrooms will also

take that next leap and participate in Angler Education. What better way to develop the conservationists, sportsmen

and sportswomen, and stewards of our resources than with programs such as this? I’ve included a flyer as an

attachment that helps to illustrate the program better. I know that many of your club members also participate in this

program by delivering eggs to classrooms. I’m currently planning this program in 24 elementary schools (grade 3-5), 3 middle schools, 3 high schools, and 1 nature

center in Jackson and Josephine Counties. Last year we had 48 teachers and their classrooms participating! That’s a

whole lot of exposure to our program and salmon and steelhead curriculum in the Rogue Valley!

I’m constantly asked by additional teachers to participate. The coming spring of 2019, anyone new to the program will

have a chance to raise Summer Steelhead. Having both a fall and spring term of Fish Eggs to Fry will enable more

classrooms to participate with the limited amount of equipment. It also will end up taking a toll on the existing

equipment, namely, the chiller units. I do purchase a number of the supplies needed for this program. The STEP

program is also the recipient of a Bi-annual award from the Restoration and Enhancement Program (R&E -

https://www.dfw.state.or.us/fish/re/ ) that constantly purchases new chillers. These funds are just finite. The typical

life span of a chiller appears about 5-7 years. These products though are the real selling point for getting this program in

more schools and having more teachers commit to the program. What I’m asking for:

• Purchase 4 brand new chillers @ $369.99 each for a total of $1,479.96 (made payable to vendor…not

ODFW STEP please) o If I find them cheaper I will buy those (we have a price agreement with a vendor in Salem) o These chillers will go directly to Grants Pass/Josephine County Schools - I will supply a list/contact

information for you o If some of you have old 10-20 gallon aquariums and filters laying around that are of good enough

quality to donate to a school, this is also appreciated. • Volunteers to help with egg delivery in late October • Volunteers to help with adopting a school to assist in setup/trouble shooting (late October through

November as needed) • Any interested volunteers that would like to give a small presentation on life history or importance of

Salmon/Steelhead to the community What ODFW offers:

• Tracking and inventory of items and where they are being used • Developed curriculum for teaching the program • Any additional filters, gravel, pumps, etc. • Presentations and eggs • Technical support for teachers

We have a price agreement with a vendor out of Salem called the Premium Aquarium Store (I’ve attached this

agreement, page 16). Through this vendor, the chillers are $369.99. An entire setup (chiller, aquarium, gravel, filters,

pumps, thermometer, and hoses) runs $544.44. I often do find some of the other supplies cheaper, and went this route

last year through online and local vendors. For this fall, egg delivery will most likely be around the last week of October. The spring term will see egg deliveries in

late February or March. You can see some of the curriculum and videos on STEP’s educator resources website if you’re curious about more of

the program: https://www.dfw.state.or.us/fish/STEP/resources-education.asp I thank you for your continued support of STEP and helping to make this and so many other programs possible. Best, Ryan Ryan Battleson Assistant District Fish Biologist Salmon Trout Enhancement Program (STEP) Oregon Department of Fish and Wildlife Rogue District Watershed

1495 East Gregory Rd. Central Point, OR 97502

Scott Iversen – Elections Co-Chair

Scott and Doyle are taking nominations for 5 BOD seats as well as all the Executive Board positions.

If you are interested in running for a positions, please contact Scott or Doyle.

Scott Iversen – Standing Rule #10

Scott made the following motion:

Although not mandatory, Board of Director members, excluding Executive Officer are asked to take a

12 month hiatus after 2 consecutive 3-year terms. The purpose of this Standing Rule is to get new

members involved in the management of the club.

Discussion followed. Motion passed 12 yes, 1 opposed.

Committee Chairs

Linda Chilton – Web Master

Bill Rice has retired from Western Outdoor News magazine. We are in need of another person to

supply the weekly fishing report for the website. We will ask Cole Tidwell to speak to Mark

Freeman at the Mail Tribune for the weekly reports.

Keith Miller – Riparian Chairman

Fish Toss with ODF&W. This year recycling will happen on Saturday, November 17. We are expecting

23,000 lbs. of salmon and plan to have 8 drift boats distributing the salmon, two crews of 10 persons each

loading drift boats at 5 to 7 loading sites. Six persons will shuttle vehicles (mostly vehicles and trailers) to

Shady Cove. We start at 8 AM at the Hatchery Boat Ramp and finish by noon.

Eve Phelan – Awards /Christmas Banquet

December 10th at the Grants Pass Golf Club. Tickets are $29.25 per person. See Eve to reserve your seat.

Shirlee Chesmore and Valentina will call all members regarding due membership fees.

Meeting adjourned 7:49PM

Vikki Strahan Secretary