MINUTES

The Shenandoah RC&D Council

USDA Service Center Conference Room - Verona

May 14, 2007

10:00 a.m.

The meeting was called to order by Chairwoman Joan Comanor.  A quorum was declared with nine voting members in attendance. 

APPROVAL OF MINUTES

The minutes of the March 12, 2007 were distributed and approved unanimously.   A motion was made by Jim Lawrence and seconded by Carl Luebben.

TREASURER’S REPORT

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

The following reflects activity in the Shenandoah RC&D checking accounts:

Operating/Administrative Account: 

                February 2007

                                Opening Balance:                                $13,484.52

                                Checks Cleared:                  $1,020.00

                                Deposits Cleared:                                $0

                                Balance in Checkbook:     $14,504.52 (matches statement)

                                Checks Not Cleared:           $334.18

                                New Checks:                        $65.50

                                New Deposits:                      $425.00

                                Ending Balance:                  $14,178.20

                March 2007

                                Opening Balance:                                $14,504.52

                                Checks Cleared:                  $2,632.14

                                Deposits Cleared:                                $5,680.00

                                Balance in Checkbook:     $17,552.38 (matches statement)

                                Checks Not Cleared:           $7.99

                                New Checks:                        $471.00

                                New Deposits:                      $0

                                Ending Balance:                  $17,073.39

Projects Account: 

February 2007

                                Opening Balance:                                $50,060.95

                                Checks Cleared:                  $2,627.15

                                Deposits Cleared:                                $34,925.66

                                Balance in Checkbook:     $82,359.46 (matches statement)

                                Checks Not Cleared:           $477.12

                                New Checks:                        $292.05

                                New Deposits:                      $4,385.87

                                Ending Balance:                  $85,976.16

                March 2007

                                Opening Balance:                                $82,359.46

                                Checks Cleared:                  $753.23

                                Deposits Cleared:                                $4,385.87

                                Balance in Checkbook:     $85,992.10 (matches statement)

                                Checks Not Cleared:           $1,045.36

                                New Checks:                        $0

                                New Deposits:                      $0

                                Ending Balance:                  $84,946.74

The bank statements for both accounts for the months of February and March were reconciled with the checkbook.  Details of the above financial activities are on the reconciliations, which are being distributed.  If there are specific questions concerning this activity, you may view statements, reconciliations, and original receipts which are kept in the RC&D office.

Shenandoah RC&D has received the following into administrative funds during the current fiscal year:

                1/16/07                  New River Highlands RC&D (Firewise Project)             $1,066.67

                4/24/07                  New River Highlands RC&D (Firewise Project)             $4,150.00

                5/10/07                  Chesapeake Bay Funders Network                                 $2,500.00

The FY2008 budget is due to be presented at the July Council meeting.  If there are suggestions as to line items for the upcoming year, please contact Joan Comanor.

COUNCIL OPERATIONS

Project updates/status changes

Results of Farm Transition Management II Workshop

Bill Whittle, VCE (Luray)

Shenandoah RC&D financed this workshop.  This is the second time this project has been funded by Shenandoah RC&D.  This is one of many workshops that were conducted throughout the state.  The evaluation summary was distributed.  The results were very positive.  The participants all agreed that they needed more time.  Twenty-two percent had family meetings; sixty percent said they were planning to do this.  Forty-three percent said they were looking into long-term healthcare as an issue and were making plans for this.  Many had appointed a power of attorney; others have plans to do so.  Six percent actually have a plan; 50% are planning to.  Many people had concerns about taxes.  100% said they would recommend this workshop to others.  6,500 acres were involved in the workshops.  Bill distributed information sheets used at the workshop—short-term goals/long-term goals/family goals/intermediate goals/personal goals.  He also handed out scenarios used at the workshop—how would you handle this?  John Eckman asked about PDRs.  Tom Benzing asked about the difference between family meetings and discussing farm goals.  Bill stated that a family meeting is not at the same depth as discussing goals.  Some families held conference calls with all members of a family.  Bill said that if anyone has questions, they can email or call him.  Joan stated that this is an important project for the valley.

Results of the Shenandoah Valley Produce Auction - Producer Education Project

Eric Bendfeldt, VCE (Northwest District)

Shenandoah RC&D gave $6,500 toward financing the Produce Auction to help in the development stages and continuing education.  Eric gave a PowerPoint presentation showing how the money was spent and gave some background on the impact and benefits they have seen over the past two years.  This is a wholesale market for fresh vegetables and other products.  Trips were taken to visit other produce auctions.  They brought in members of produce auctions from Pennsylvania.  They visited Steve Groff’s no-till farm.  They visited Gourmet Central Foods and got information on processing jams and salsa.  They also discussed product labeling, etc.  Discussions about this are still ongoing.  The auction started with 39 founding members contributing about $51,000.  They were in a leased building.  In 2005, buyers were coming from about a 100-mile radius.  The auction grossed over $400,000 in its first year.  200 growers participated.  Later, 14 more members were added and they raised $200,000 for land and a new building.  In 2006, they started the auction earlier ended it later.  They grossed over $775,000.  That was a 118% increase from 2005 to 2006.  The growers increased to 325 farmers.  The buyers also continue to increase.  The produce auction has been effective in promoting farm diversity throughout the area.  Eric stated that he has noticed small greenhouses going up on farms throughout the area.  He thanked the Shenandoah RC&D for their financial support.

New Projects

Harrisonburg Farmers Market:  Jim Nichols reported on this project.  He stated that $100,000 has been submitted by an anonymous donor; $50,000 conceptually approved by the city council pending raising additional funds.  John Eckman is on the fundraising committee and so will recuse himself from voting on this project.  The Rural Vitality committee recommends this project.  They are requesting $5,000 from Shenandoah RC&D for salary and promotion.  Jim Nichols made a motion for Council to accept this project; Carl Luebben seconded and it was unanimously approved.  Jim Nichols feels that Waynesboro could use this project as a model for a farmers market.

After Jim Nichols presented this project, he apologized for the lateness of presenting it to Council.  Jim Lawrence, Education and Information Committee, stated that a Policy Statement for the submission of new projects will be drafted and approved at the next meeting

North Fork Shenandoah Conservation Reserve Enhancement Program (CREP) Workshop:   Jim Lawrence reported on this project.  The Information and Education Committee has met and recommends this project.  Friends of the North Fork and Lord Fairfax Soil and Water Conservation District contributed funds toward this project.  They are requesting $250.00 from Shenandoah RC&D.  This is for one of two workshops to be held in the Area during the next 12 months.  David Richert apologized for the lateness of the project presentation.  David reported that the event will take place in July.  Jim stated that this project can be funded by Firewise.  Jim Lawrence made a motion to accept this project.  Dave Frackelton seconded; it was unanimously approved.  Bobby Whitescarver suggested changing to appropriate USDA agencies, so that they are recognized.  These were noted and changes were made.

Completed Projects

Shenandoah Valley Produce Auction:  This project was declared complete by Council.

Farm Transition Management Workshop – II:   Jim Lawrence thanked Bill Whittle and Tom Stanley for their work on this project and also thanked Bill for making the presentation today.  This project was declared complete by Council. 

Administration:  Kathy reported on the Agua 05/06 and Agua 06/07 grants.  She distributed charts with spending noted on them.  There were some changes.  There was money left over from Farm Transition Management Workshop-II and WSF-II.  It was moved to Biodiesel.  Farmers Market Workshop has been moved to Agua 06/07.  The entire amount of Agua 05/06 has been committed.  Council has committed about $25,000 of Agua 06/07.  Council will request the balance of $25,000 after the first $25,000 has been spent.  There is room for more projects.

Updated Projects:  Kathy reported on these grants.  She distributed charts with spending noted on them.  $2,500 of Chesapeake Bay Funders money has been moved to the administrative account.  She contacted the Keith Campbell Foundation regarding the intern position.  The position was funded for one year, however Kathy and Eric will not be co-chairs starting June 14, so KCF needs to let her know what to do with the grant money.

Letter of Support Request:  Jim Nichols distributed a draft letter of support for the biodiesel project to USDA.  He requested that Shenandoah RC&D approve this letter.  He stated that this letter would serve as an endorsement.  Jim Nichols made a motion to send this letter as written.  Dave Frackelton seconded; it was unanimously approved.  Joan Comanor, Chairwoman, will sign.

The City of Waynesboro also requests a letter of support from Shenandoah RC&D for a stormwater management grant.  Jim Nichols made a motion to write this letter.  Dave Frackelton seconded; it was unanimously approved.  Council authorized Joan Comanor, Chairwoman, to draft and sign a letter of support.

It was established that letters of support for projects already discussed or requests for letters of support that do not request any funding, only require a committee chair’s approval and need not be presented before Council.  A motion was made by Tom Benzing and seconded by Dave Frackelton; it was unanimously approved.

New Forestry Committee:  This was reported on by Joan Comanor.  There is a new Shenandoah RC&D forestry committee, based on previous encouragement from Dave Richert and discussion at the January 2007 Council meeting.  They are developing a plan of work and hope to submit specific project proposals to the Council for final consideration. The committee includes:  Gerald Crowell, Joe Lehnen, Bruce Harmon - Service Foresters; David Richert, RC&D Forester, is serving as the technical advisor.  Others include:  A Christmas tree grower; a faculty member at BRCC; Kelly Watkinson; a wildlife biologist; City of Harrisonburg, Parks & Recreation employee, a USForest Service District Ranger, and Matt Yancey, VCE forester.  There has been one meeting.  They will do most of their work electronically.

D&O Insurance Review:  Linda Campbell was not here to present the report on this.

WSF II:  Becky Barlow reported on this.  She stated that the hotline was hot in March and April (70 – 80 calls per month).  It has dropped down some because of the spring rush being over.  She will calculate how much litter is being asked for.  She distributed the compost suppliers list.  The people on the list are selling litter-based compost.  The list is on the Shenandoah RC&D website.  A press release was distributed and it generated a lot of calls.  Farm Bureau magazine ad generated a lot of calls.  She distributed an information sheet about the hotline that was distributed to the poultry growers.  A few calls were generated from that.  It was suggested that she distribute the information sheet to the seven county area Farm Bureaus.

Request for SE Association Display Funds for Forestry:  David Richert, RC&D Forester, reported on this.  A total of  $250.00 is needed for Virginia RC&D forestry to have an exhibit at the SE RC&D Association Meeting in September.  He requested $50.00 from Shenandoah RC&D.  A motion was made by Dave Frackelton to accept this.  It was seconded by Jim Lawrence and unanimously approved.  This request will be taken from the Firewise-Administrative funds.

Nominating Committee:  Joan Comanor appointed a nominations committee for FY07/08 election of officers  for Shenandoah RC&D.  They are Kelly Watkinson, Tom Benzing, and John Eckman.  There will be an election at the Council meeting on July 9.  The two positions that are open are Chair and Vice-Chair.  She stated that the Secretary/Treasurer will not be replaced at this time.  Council expressed their appreciation to Joan Comanor for doing a great job as the Chair for the past two years.  Joan Comanor will become Past Chair.

COUNCIL INFORMATION

VARC&DC Annual Spring Meeting Review:   Joan Comanor reported on this.  This was the cash-flow review of the annual meeting.  At this time, it looks like the Shenandoah RC&D Council will have all the invoices covered for this event.  She stated that it went beautifully.  The Stonewall Jackson Hotel was an excellent location for the meeting.  Council members and others who attended had nothing but good things to say.  Shenandoah RC&D captured two awards at the annual awards banquet:  Jim Nichols, Council Member of the Year; Tom Benzing and Carl Luebben accepted the award for the Project of the Year for the Waste Solutions Forum.  These winners will compete in the SE Association Awards in Asheville, NC in September.  If they win there, they will compete in the National Awards.  Council expressed their appreciation to all who helped make this event such a huge success.  There were 58 in attendance.

Updates for Director’s Notebooks:  Shenandoah RC&D’s Initial Letter of Determination from the IRS for 501(c)(3) status was distributed to all Council members in attendance.  This is how the IRS recognizes our purpose. It was suggested that Council members review this letter when considering projects.  The Council Member’s addresses list was also distributed.  These need to be put in the Shenandoah RC&D Director’s Notebooks.  Those who were not at this meeting need to request a copy of this letter from the Shenandoah RC&D office.

OTHER BUSINESS

The Coordinator’s Report was distributed.  Kathy distributed this for information only

She stated that NRCS has not provided any money for travel this year except to the SE Association meeting in Asheville.

Kathy attended the Food Summit at JMU.  Council submitted a grant for a community food project.  Hopefully Shenandoah RC&D will get a grant for this.  One of the things incorporated into this grant would be a farm-to-school pilot project.  Support for community gardens would also be part of this grant.

Shelley Owens stated that Steve Kerr will be permanently replaced at the next NSVRC meeting.  She will let Council know the outcome.

Announcements:

Media articles were distributed concerning Jim Nichols awards and the Waste Solutions Forum project award.

Jim Nichols asked about RC&D being funded next year.  Joan Comanor stated that $51-56 million should be approved on the “Hill”.  The National Association has put together a Farm Bill proposal that would authorize permanent funding.  A congressman from Ohio has formally introduced that legislation.  Joan has sent a letter to Congressman Goodlatte endorsing that.  It was suggested that others send their support also.  It would be helpful.

Tom Benzing stated that the Pure Water Forum elected new officers.  They are: President - Joe Lehnen, Vice President - Ken Fanfoni, Treasurer - Paul Bugus; Secretary - Wayne Teel.  Tom stated that he is stepping aside as a Shenandoah RC&D Council member.  He read his resignation letter to the Council and gave a copy to be put with the minutes.  Jeff Rinker, representing Pure Water Forum, is taking his place and Bruce Lundeen is the alternate.  Jim Nichols stated that all will miss Tom being a part of the Council.  Jim Lawrence stated that Tom was very involved in getting the Shenandoah RC&D off the ground.  He stated that he spent countless hours of his personal time.  Tom stated that he will stay on the Nominating Committee.  However, he stated that he will resign from the VARC&DC Awards Committee.  Tom stated that he will be going to the SE Association Meeting (LORRAINE:  JIM L is going to check on this because the RC&D will not pay for Tom since he is no longer on the Council.  I know this is what Tom said so guess we should leave it in here, but keep in mind this may not be accurate).

John Eckman stated that the first ever statewide Land Trust Conference is at the Stonewall Jackson Hotel on June 1 and 2.  There will be a tour of the Swoope area.

The Council meeting in November will be November 19 in Verona.  The meeting place may be moved to another location at the Government Center.

The meeting was adjourned at 12:10 p.m.  A motion was made by Jim Nichols.  Jim Lawrence seconded and it was unanimously approved.

The next meeting will be Monday, July 9, 2007 at 10:00 a.m. in the Harrisonburg USDA Service Center - Conference Room.

Respectfully submitted,

Lorraine M. Cormier, Administrative Assistant

Shenandoah RC&D

Approved:  Chair                                                                                                                 Date