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MINUTES The Shenandoah RC&D Council Rockingham County Board of Supervisors Room Harrisonburg, Virginia July 9, 2007 - 10:00 a.m.
Council Jim Nichols, HSWCD Carl Luebben, FB Jim Lawrence, LFSWCD Members Joan Comanor, LFSWCD Jeff Rinker, SV Pure H20 John Eckman, VCC Present:
Members Rick Shiflet, HSWCD Shelley Owens, NSVRC Ray Griffin, CSPDC Absent: Linda Campbell, SVSWCD David Frackelton, SVSWCD Esteban Nieto, At-Large Maria Papadakis, At-Large
Associates Kelly Watkinson, Potomac Con. Chris Anderson, Page Co. Present:
Staff Kathy Holm, SRC&D Lorraine Cormier, SRC&D Present: Becky Barlow, SRC&D
Others Bruce Lundeen, SV Pure H20 David Richert, RC&D Forester Bill Patterson, NRCS Present: Brian Jones, VCE
The meeting was called to order by Chairwoman Joan Comanor. A quorum was declared with six voting members in attendance.
APPROVAL OF MINUTES
The minutes of the May 14, 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 read by Joan Comanor. The following reflects activity in the Shenandoah RC&D checking accounts:
Operating/Administrative Account: April 2007 Opening Balance: $17,552.38 Checks Cleared: $1,584.13 Deposits Cleared: $5,395.00 Balance in Checkbook: $21,363.25 (matches statement) Checks Not Cleared: $1,446.58 Deposits Not Cleared: $584.00 (mistake VOIDED after reconciliation) New Checks: $0 New Deposits: $1,723.00 Ending Balance: $22,223.67 May 2007 Opening Balance: $21,363.25 Checks Cleared: $1,473.20 Deposits Cleared: $4,943.00 Balance in Checkbook: $24,833.05 (matches statement) Checks Not Cleared: $3,497.69 New Checks: $0 New Deposits: $0 Ending Balance: $21,335.36
Projects Account: April 2007 Opening Balance: $85,992.10 Checks Cleared: $13,386.12 Deposits Cleared: $4,801.98 Balance in Checkbook: $77,407.96 (matches statement) Checks Not Cleared: $6,871.77 Deposits Not Cleared: $584.00 New Checks: $0 New Deposits: $7,108.55 Ending Balance: $78,228.74 May 2007 Opening Balance: $77,407.96 Checks Cleared: $12,646.52 Deposits Cleared: $7,214.24 Balance in Checkbook: $71,975.68 (matches statement) Checks Not Cleared: $5,111.59 New Checks: $0 New Deposits: $92.59 Ending Balance: $66,956.68
The bank statements for both accounts for the months of April and May 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.
The Shenandoah RC&D office received a letter from the IRS requesting information to establish the Shenandoah RC&D Council as a publicly supported nonprofit organization. Joan Comanor, Chairwoman, is working to get the requested information completed on the IRS Form 8734, Support Schedule for Advance Ruling Period, for the previous tax years. This information was taken from the IRS Form 990s, which PBGH filed with the IRS. The required information will be submitted in July and the Council should pass the public support test and maintain its 501(c)(3) status. The official document from IRS will be a “Final Letter of Determination” of status as a nonprofit organization.
A motion was made by Jim Nichols to approve and seconded by John Eckman. It was unanimously approved.
The Executive Committee has recommended that the Council work with Amy Helsley of Thorpe and Helsley Accountants from New Market, as our new accountants. This firm does a lot of work with nonprofit organizations and appears to be better suited to address our immediate and future needs. They provided an estimated cost for services that is appropriate for the scale of our efforts. Joan Comanor will work with Amy Helsley to get started on completing the information needed for the IRS, as well as do a review of Council books in the next couple of months. She will work with Amy to get a formal agreement between her firm and the Council as a basis for our working with them.
COUNCIL OPERATIONS
Jim Lawrence and Kathy Holm showed a PowerPoint presentation about the Shenandoah RC&D.
By-Laws Updates: The Executive Committee suggested the following changes to the bylaws:
Carl Luebben made a motion to accept the forgoing changes to the by-laws. It was seconded by Jim Lawrence and unanimously approved.
FY08 Annual Plan: Copies of each of these were distributed. A change will be made to Goal #1. It should read: Promote managed growth and development, with an emphasis on protection of farm and forestlands and open space. No other changes were noted on the Annual Plan or budget. A motion was made by Jim Nichols to adopt the Annual Plan and seconded by Carl Luebben. It was unanimously approved.
MOU with RC&D and NRCS: This was reviewed by Council. No changes were noted.
Area Plan Review: Council needs to keep goals and objectives in mind in regards to projects. Kathy Holm, Coordinator called to Council’s attention that there were some things that Council said they would accomplish over five years. One example of this would be the growth management and land protection committee would develop a plan to sponsor three information awareness events related to growth and development to be done by 2011. The committee needs to figure out what those would be by the end of this year.
Dues Policy: All of the SWCDs have Shenandoah RC&D dues in their FY08 budgets. The Executive Committee recommends a consistent dues policy be put into place with the following dues structure:
A letter and an invoice will be sent out as soon as possible to SWCDs for FY08 for $500.00. For FY09 and beyond a letter will be sent to SWCDs and others in December/January each year to request dues so they may be incorporated into each sponsor’s next fiscal year budgets. An invoice will be sent out in May payable by July. It was agreed that an effort would have to be made to get dues from certain voting sponsors. Jim Nichols made a motion to accept the forgoing dues structure. It was seconded by Jim Lawrence and unanimously approved.
New Shenandoah RC&D Logo/Letterhead: The logo was designed by Kim Roberts in Maryland. It has been incorporated into a letterhead with the sponsors and the mission on it. Jim Nichols made a motion to accept the logo and letterhead. It was seconded by John Eckman and unanimously approved. The invoice of $400 will be paid this week.
FY08 Budget: A motion was made by Jim Nichols to accept the budget. It was seconded by Jim Lawrence and unanimously approved.
Project updates/status changes Roller/Crimper Promotion: Brian Jones and Carl Luebben reported on this project. There will be field day next year. The two-year lending period is over. NRCS is looking for someone to give the roller/crimper to. NRCS does not want to give it to SWCD because of state procurement issues. They are willing to transfer it to RC&D. Carl Luebben stated that liability insurance cost is $256/year and will be paid by SVSWCD. SVSWCD will also take care of scheduling. A Memorandum of Understanding will be drawn up with SVSWCD. A motion was made by John Eckman and seconded by Jim Lawrence to empower the transfer and continue the project. It was unanimously approved.
Completed Projects Shenandoah Valley Cropping Systems - Phase I. Brian Jones reported on this project. A report was distributed. A motion was made by Jim Nichols to declare this project complete. It was seconded by Jim Lawrence and unanimously approved.
New Projects Candidates Public Forum: A proposal was presented by Joan Comanor in behalf of new alternate Council member Bruce Lundeen. The proposal had not gone through the Committee review process. The Shenandoah Valley Pure Water Forum is requesting technical assistance from the RC&D Coordinator. She would be helping develop questions that would be public information questions concerning water quality and conservation of natural resources. There will be two forums, one in the northern end of the area and one in the southern end. There are other funding partners. A motion was made by Jim Nichols to send to the Natural Resources committee to make a decision to authorize Kathy to work on this project with a clause for her to get out if it takes a turn in a political direction. When a decision is made, the chair of the committee will let Kathy and Bruce know. The motion was seconded by Jim Lawrence and was unanimously approved.
COUNCIL INFORMATION
Grant Updates: Kathy reported on this. She handed out charts with grant spending on them. Agua Fund 06-07 Grant Report was turned in. There is $21,000 left to commit to projects. Council should be trying to come up with sustainable agriculture projects to spend on those funds. Agua Fund has conceptually approved $55,000 more for FY08.
Virginia Association of RC&D Councils Forestry Committee: A plan of work has been developed. It was handed out to the Council. New River Highlands has agreed to pick up the salary for David Richert for the next year. David Richert reported on the progress in the Shenandoah RC&D area. He handed out a report
Waste Solutions Forum: Becky Barlow reported on this. The hotline will have its own website soon. It will be an interactive site. A bumper sticker and a magnet will be designed and printed for distribution in the near future.
Election of New Officers: New officers were elected for the Shenandoah RC&D. Jim Lawrence was elected Chair. John Eckman is the Vice-Chair. Joan Comanor is Past Chair and Roy Stephenson will continue as the Secretary/Treasurer. A motion was made by Jim Nichols to approve the elected officers. It was seconded by Carl Luebben and unanimously approved.
Jim Lawrence assumed the position of Chair and continued the meeting. He expressed his appreciation to Jim Nichols and Joan Comanor for providing their leadership to the Council over the past few years. He presented Joan with a certificate of appreciation and also a gift from Council.
Committees: These committees were realigned to fit the goals and objectives in the Area Plan and the Annual Plan. The committees should get together to look at the Area Plan and the Annual Plan and also the projects and work up a plan of work for each committee. Sign up sheets were distributed to Council for the committees. Council members signed up for the committees they wanted to be a part of.
Credit/Debit Cards for Council: The Executive Committee decided to get a check (debit) card for the administrative account. This was decided in order to keep reimbursements to Council members and office staff to a minimum.
Director’s Notebooks Updates: A schedule of Council meetings for the year was distributed.
Southeastern Association of RC&D Councils Annual Meeting: This will be held September 9 – 12, 2007 in Ashville, NC. Jim Lawrence, Joan Comanor and Kathy will be attending.
OTHER BUSINESS
The Coordinator’s Report was distributed.
Announcements The next Council meeting will be held Monday, September 17 in the Extension Conference Room in Shenandoah County Government Center in Woodstock at 10:00 a.m.
A notice about donating to the Showalter family was distributed.
A motion was made by Joan Comanor to adjourn the meeting. It was seconded by Jim Nichols and it was unanimously approved.
The meeting was adjourned at 12:10 p.m.
Respectfully submitted,
Lorraine M. Cormier, Administrative Assistant Shenandoah RC&D
Approved: Chair Date
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