MINUTES

The Shenandoah RC&D Council

Virginia Cooperative Extension – Northwest Distrcit

Harrisonburg, Virginia

January 14, 2008 – 10:00 a.m.

The meeting was called to order by Chair, Jim Lawrence.  A quorum was declared with 8 voting members in attendance. 

APPROVAL OF MINUTES

The minutes of the November 19, 2007 meeting were distributed and approved unanimously.   A motion was made by Jim Nichols and seconded by Dave Frackelton.

TREASURER’S REPORT

The treasurer’s report was distributed.  A motion was made to approve by Jim Nichols and seconded by Carl Luebben.  It was unanimously approved. 

Operating/Administrative Account: 

November 2007

Opening Balance:                              $                23,057.90

Checks Cleared:                  $  -1,642.22                                         

Deposits Cleared:                              $                3,032.00               

Balance in Checkbook:     $ 24,447.68 (matches statement)

Checks Not Cleared:           $           0.00         

Deposits Not Cleared:         $           0.00         

New Checks:                        $           0.00

New Deposits:                      $           0.00

Ending Balance:                  $ 24,447.68

December 2007

Opening Balance:                              $                24,447.68

Checks Cleared:                  $     -556.00

Deposits Cleared:                              $                3,593.29               

Balance in Checkbook:     $ 27,484.97 (matches statement)

Checks Not Cleared:           $        -50.00

Deposits Not Cleared:         $           0.00

New Checks:                        $     -669.00         

New Deposits:                      $           0.00

Ending Balance:                  $ 26,765.37

Projects Account: 

November 2007

Opening Balance:                                $              90,705.55

Checks Cleared:                  $-12,949.54

Deposits Cleared:                                $              6,026.45

Balance in Checkbook:     $   83,782.46 (matches statement)

Checks Not Cleared:           $    -3,674.97

Deposits Not Cleared:         $           32.00

New Checks:                        $       -196.12

New Deposits:                      $             0.00

Ending Balance:                  $   79,943.37

December 2007

Opening Balance:                                $              83,782.46

Checks Cleared:                  $  -10,388.71

Deposits Cleared:                                $              8948.86

Balance in Checkbook:     $   82,342.61 (matches statement)

Checks Not Cleared:           $    -3,628.95

Deposits Not Cleared:         $             0.00       

New Checks:                        $  -17,809.17

New Deposits:                      $             0.00

Ending Balance:                  $   60,904.49

GUEST PRESENTATION

Jennifer Hibbert

Central Shenandoah Planning District Commission

The Planning District Commission is a regional planning entity that is sponsored by local government.  They have a five-county board that consists of Rockingham, Rockbridge, Augusta, Highland and Bath counties.  They have a broad base of services that they offer consisting of:  emergency management, environmental planning, transportation planning, and two GIS specialists.  Jennifer works in transportation and environmental planning.  She is working on the water supply planning effort with DEQ.  The two plans she is working on are the Upper Shenandoah Basin and the Upper James Basin.  They are on Phase 2 of the Upper Shenandoah Basin.  She has just started on Phase 1 of the Upper James Basin.  Phase 1 is data collection on source waters and water usage.  Phase 2 is demand projection information for the area to see whether there is adequate water supply to cover what the future demand would be.  It is projected out to 30 years.  It is reviewed every five years to see if projections are accurate.  Quite a few Council members had questions for Jennifer about the Shenandoah Valley’s water supply.  Jim expressed Council’s appreciation for her speaking to them.

COUNCIL OPERATIONS

New Projects

Rapid Watershed Assessment North Fork

This project was presented by Carl Luebben.  This project was initiated because of a grant to do a RWA received by the Virginia NRCS office.  NRCS personnel will be doing the bulk of the RWA work. Kathy’s duties would be to look at public participation and collect meeting notes of meetings that have already happened and do analysis on the comments made by the public.  Kathy will work with Maria Papadakis, who did the analysis of data on the RWA on the South Fork.  Cory Williams, NRCS, stated that this data will be used as a funding tool to address resource issues.  Carl Luebben made a motion to accept as a project.  It was seconded by Dave Frackelton and unanimously approved.

2008 Virginia Women in Agriculture Conference

This project was presented by Jim Nichols.  The Sustainable Agriculture Committee met and recommended this project with some modifications.  VCE requested $5,000.  The committee agreed to sponsor the “local food” meal for $2,500.  Jim Nichols made a motion to accept this as a project.  It was seconded by Dave Frackelton and unanimously approved.  Eric Bendfeldt stated that about 200 people have been invited and it will be widely advertised.

Green Infrastructure Workshops

This project was presented by Jim Lawrence.  The Managed Growth Committee recommends this project be accepted.  A $5,000 reimbursable grant from VDOF-Urban Community Forestry Program has been approved and received for project purposes.  This project is a statewide project that grew out of the VARCDC, but Shenandoah Council members have taken the lead on this workshop and outreach regarding Green Infrastructure.  A workshop was put on in November for VARCDC Council members and interested others.  The workshop was very successful and very well attended.  A charge of $25 per person left the Shenandoah RC&D with administrative funds of approximately $350.  There will be a total of four workshops held throughout the state over the next year.  Jim Nichols made a motion to accept this as a project since Council and staff will be spending a substantial amount of time on this.  It was seconded by Dave Frackelton and unanimously approved.  Jim Lawrence recused himself from the vote.

Request for Sponsorship for “Forum for Rural Innovation”

Kathy received a call from the chair, Gary Hornbaker, requesting a sponsorship from the Council.  Kathy stated that this group is a consortium of groups including Loudoun, Fauquier, northern Virginia counties and southern West Virginia counties. This is approximately the third year that they have sponsored this forum that looks at agriculture and high dollar markets.  It will be March 14 in Winchester.  Kathy will email a draft agenda to Council.  The Shenandoah RC&D has provided sponsorship of $200 last year.  They have numerous other supporters.  They cover a broad area.  They also charge for the forum.  A motion was made by Lyle Schertz for Council to contribute $100 toward the forum.  It was seconded by Jim Nichols and unanimously approved. 

Project updates/status changes

Field Crop Intern II

A report was submitted by Bobby Clark, VCE - Shenandoah Co.  This project was successfully completed.  Carl Luebben made a motion to declare this project completed.  It was seconded by Dave Frackelton and unanimously approved.

Farmer’s Market Workshop

A workshop was held in New Market on December 4, 2007 in conjunction with VCE.  There were 65 people in attendance.  It was designed to reach out to boards of directors, market managers, and market vendors and offer them help in strengthening their own markets.  There were quite a few speakers and panelists.  A local foods lunch was featured from “Shenandoah Farms.”  It was very well received and enjoyed by all.  Jim Nichols made a motion to declare this project completed.  It was seconded by Carl Luebben and unanimously approved.  Eric stated that he would suggest a brochure be designed that is geared to local governments showing the economic value of farmers markets.

Updates/additional business

Agua Funds

Agua Fund 05-06 - $10,000 left to spend (Biodiesel - Heatwole)

Agua Fund 06-07 - $12,300 left to spend (Community Food Project); $1,000 – WSF-II

Agua Fund 07-08 - $18,500 – committed; $31,500 - uncommitted

Grants Expenditures for Projects Review

CBF (Livestock Exclusion Project) - Year 1 - spent out in contracts, however not reimbursed yet.  Travel will be carried over to Year 2.  There are contracts to spend most of the equipment money.   Council is waiting for contracts on Year 2.  Mike Phillips has some pending contracts and that may spend one-half to two-thirds of the budget for Year 2.  Headwaters and Shenandoah Valley SWCDs will be working on getting contracts.  NRCS employees will not be allowed to do actual work on this project, like drawings, etc.  They will be allowed to refer people to SWCDs.

NFWF (Market Maker Project) - Year 1 - spent out; started on Year 2

Green Infrastructure and Firewise – This is administrative money that can be spent anyway Council sees fit.

New Contractual Documenter for Fencing Project

Faye Cooper, Cooper Conservation Advisors, LLC, will be the contractual documenter for the Shenandoah RC&D’s fencing project.  She will be excellent because she is very experienced in agriculture and land protection and interested in this project.

WSF-II

Becky Barlow, Organic Marketer, reported on this project.  She is compiling data about the Poultry Litter Hotline.  She reported that in the past six months the calls that have come in are as follows:  people looking for litter - 111; people who have litter - 13.  She reported that she is updating the Hotline website regularly.  www.valleyorganicresources.com   Becky will be at the Waste Solutions Forum booth at the 2008 Farm Show at Expo in Fishersville on Jan. 22-24, 2008.  She distributed a flyer about the seminars that the WSF will be hosting.

New bookkeeper

Rick Shiflet recommended Jane Cline.  She will work on a yearly contracted basis.  Jane signed a contract on December 18, 2007, that will go through June 30, 2008.  She will work 1-2 hours a week.  Her duties include writing checks, entering the information into QuickBooks, running project reports, reconciling monthly bank statements, and reporting the status of the books to the Treasurer, who then verifies.  She will be paid monthly.

New project proposal sheet

The second page (internal tracking) was changed.   Shenandoah RC&D’s contact information will be put on there also.  It will be emailed to Council and the new one will be put up on the website.

Council Dues

Executive Committee has discussed and recommended that the in-kind match be eliminated starting with FY09.  A motion was made by Jim Nichols that Council agrees to accept only cash dues after July 1, 2008.  John Eckman seconded the motion and it was unanimously approved.  Jim Nichols stated that Council should look at what agencies have paid dues and who have not.

VARC&DC Awards

Shenandoah RC&D submitted three awards to the VARC&DC this year.  They were:  Lorraine Cormier for Outstanding RC&D Program Assistant, Bobby Whitescarver for Exemplary Assistance to the RC&D by an Individual, and Joan Comanor for Outstanding Performance by a Council Member.

Letter to Bob Goodlatte

John Eckman reported on this.  He met with Congressman Goodlatte on January 10 and presented a letter that was signed by many organizations in Virginia.  Joan suggested that Council modify this letter and put on Shenandoah RC&D letterhead and add in Farm Bill funding for the RC&D Councils. 

COUNCIL INFORMATION

SE Association Meeting

This meeting is September 10-13, 2008 in Wytheville, Virginia.  A call is out for each Council to recruit exhibitors and/or sponsors.  There are incentives being offered.  Please let Kathy know if you have any ideas of willing sponsors.  John Eckman stated that Conservation Partners may be willing to be a sponsor.  Another reminder will be sent out to Council later.

2008 Leadership Forum

It will be held February 25-27, 2008.  Joan Comanor (going one day to participate in Hill briefings), Jim Lawrence, and Chris Anderson will attend.  Registrations and a check will be sent in this week.

Other Business

Coordinator’s Report

This report was distributed for information only.

Announcements

Community, Farm, and New Food Systems Conference: A Vision for Integrating Virginia Agriculture, Local Economies, and Healthy Communities Workshop

Blue Ridge Community College

Weyers Cave, Virginia

March 27, 2008

Business Opportunities with Small Acreage and Suburban Woodlands

Department of Forestry – Charlottesville, Virginia

February 8, 2008

Become a Certified Green Residential Builder Training

March 5, 2008

Berryville, Virginia

Kathy/Lorraine will send out to Council and put up on website

Smart Growth Council

Spotswood Country Club

February 22, 2008

Next meeting: Monday, March 10 in Woodstock, Virginia.

A motion was made by Jim Nichols to adjourn the meeting.  It was seconded by Dave Frackelton and unanimously approved.  The meeting was adjourned at 11:55 a.m.

Respectfully submitted,

Lorraine M. Cormier

Administrative Assistant

Approved:  Chair                                                                                                                 Date