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MINUTESThe Shenandoah RC&D CouncilShenandoah County Government Center – Woodstock, Virginia September 27, 2007 10:00 a.m.
Council Jim Nichols, HSWCD Jim Lawrence, LFSWCD Joan Comanor, LFSWCD Members John Eckman, VCC Linda Campbell, SVSWCD Present: Maria Papadakis, At-Large
Members Carl Luebben, FB Rick Shiflet, HSWCD Ray Griffin, CSPDC Absent: David Frackelton, SVSWCD Esteban Nieto, At-Large
Staff Kathy Holm, SRC&D Present: Lorraine Cormier, SRC&D Becky Barlow, Marketer – Organic Resources
Others Mike Liskey, LFSWCD Eric Bendfeldt, VCE Bobby Clark, VCE Present:
The meeting was called to order by Chair, Jim Lawrence. A quorum was declared with six voting members in attendance.
APPROVAL OF MINUTES
The minutes of the July 9, 2007 Council meeting were distributed and approved unanimously. A motion was made by Linda Campbell and seconded by Jim Nichols.
TREASURER’S REPORT
The treasurer’s report was distributed and read by Jim Lawrence A motion was made to approve by Jim Nichols and seconded by Joan Comanor. It was unanimously approved.
Operating/Administrative Account: June 2007 Opening Balance: $24,833.05 Checks Cleared: $3,497.69 Deposits Cleared: $0 Balance in Checkbook: $21,335.36 (matches statement) Checks Not Cleared: $6.30 Deposits Not Cleared: $0 New Checks: $0 New Deposits: $0 Ending Balance: $21,329.06 July 2007 Opening Balance: $21,335.36 Checks Cleared: $1,446.16 Deposits Cleared: $0 Balance in Checkbook: $19,889.20 (matches statement) Checks Not Cleared: $4.60 Deposits Not Cleared: $0 New Checks: $0 New Deposits: $0 Ending Balance: $19,884.60 August 2007 Opening Balance: $19,889.20 Checks Cleared: $313.20 Deposits Cleared: $5,525.00 Balance in Checkbook: $25,101.00 (matches statement) Checks Not Cleared: $350.00 Deposits Not Cleared: $0 New Checks: $0 New Deposits: $4,450.00 Ending Balance: $29,201.00
Projects Account: June 2007 Opening Balance : $71,975.68 Checks Cleared: $11,558.91 Deposits Cleared: $3,915.91 Balance in Checkbook: $64,332.68 (matches statement) Checks Not Cleared: $17,075.73 Deposits Not Cleared: $85.46 New Checks: $0 New Deposits: $0 Ending Balance: $47,342.41
July 2007 Opening Balance: $64,332.68 Checks Cleared: $17,330.73 Deposits Cleared: $35,140.32 Balance in Checkbook: $82,142.27 (matches statement) Checks Not Cleared: $392.88 Deposits Not Cleared: $0 New Checks: $0 New Deposits: $0 Ending Balance: $81,749.39 August 2007 Opening Balance: $82,142.27 Checks Cleared: $4,436.85 Deposits Cleared: $30,011.12 Balance in Checkbook: $107,716.54 (matches statement) Checks Not Cleared: $2,584.22 Deposits Not Cleared: $0 New Checks: $3,200.00 New Deposits: $0 Ending Balance: $101,932.32
The bank statements for both accounts for the months of June, July, and August 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.
A review of the Council’s financials was conducted by Thorpe & Helsley, PLLC and found in good order. A draft financial statement has been provided and will be reviewed by the executive committee. IRS Form 990 and Form 8734 were also prepared by Thorpe & Helsley and will be reviewed.
COUNCIL OPERATIONS
Project updates/status changes Summer Field Crop Intern II: Bobby Clark, VCE, reported on this project. A field scout was hired this past summer. Shenandoah RC&D provided $3,000 for this. He distributed a report that documented work done by the field scout to the Council. He stated that she was a very efficient and hard working field scout. Bobby reported that he spent $1,700 on the field scout, $300 in travel, and has $1,000 left over. He distributed a written request to Council for spending that additional money in two ways. He requested that $500 be used for responding to the drought which is affecting farmers’ ability to feed their livestock over the winter. He wants to do a demonstration project that would involve baling corn fodder, treating it and using it as feed for cows that are not feeding babies to get them through the winter. He will be demonstrating it on one farm and another farm has expressed interest. He would like to use the remainder of the money to rent a van for a “Farmer to the Bay” trip. Joan stated that two more projects could come from this money. Council agreed to amend the Summer Field Crop Intern II project to include these projects. A motion was made by Linda Campbell and seconded by Joan Comanor. It was unanimously approved. Jim Lawrence stated that the proposals distributed were enough paperwork to support the request for the two new projects.
New Projects Poultry House Lighting Audit: Kathy Holm, Coordinator, reported on this project for Carl Luebben. This proposal went through Natural Resources Committee via teleconference. The committee recommended this project be funded with Agua Fund money. Shenandoah RC&D will pay for costs associated with this project that looks at energy savings and bird growth when using compact, dimmable fluorescent lighting in poultry houses. Meters will be purchased and stored at JMU. The RC&D cost will be $1,231. The money will come from the Agua 06-07 grant. A motion to approve this project was made by Joan Comanor. It was seconded by Linda Campbell and unanimously approved. Maria recused herself from the vote.
Friendly City Food Co-op: Maria Papadakis reported on this project. This proposal went through the Community Development Committee. The committee recommended that the Co-op agree to a more public feasibility study that could be used by a variety of initiatives related to local food systems support. The committee recommended tabling this project until the next Council meeting. In the meantime, the Community Development and Sustainable Ag Committees will have a teleconference about revamping the project proposal to conduct a feasibility study that would be made available publicly. A motion to table was made by Joan Comanor. It was seconded by Jim Nichols and unanimously approved.
Invasive Species Workshop: Joan Comanor requested funding for this project. They are planning two workshops, one in Woodstock on October 15 and one in Harrisonburg on October 22. The forestry committee recommends this project. The request from the Shenandoah RC&D is $500. The money would come from the Firewise administrative funds. Jim Lawrence recommended that all the Council area know about these workshops. Linda Campbell made a motion to accept this proposal and spend $500. John Eckman seconded and it was unanimously approved.
Shenandoah Valley Food Farm and Community Initiative: Eric Bendfeldt reported on this project. The Sustainable Agriculture Committee recommended this project. They are requesting $12,300 from Shenandoah RC&D. The money will come from the Agua fund grant and may be in two phases, thus span two years of grant funding. A motion was made by Joan Comanor and seconded by John Eckman; it was unanimously approved.
Waynesboro Farmers Market: Jim Nichols reported on this project. Linda Campbell asked about matching funds. Jim stated that a board of directors is being formed that will work on a voluntary basis to help get this off the ground. This is considered an in-kind match. The Sustainable Agriculture Committee recommended this project. They are requesting $5,000 from Shenandoah RC&D to hire a Market Manager and $1,500 for educational materials, a total of $6,500. The money will come from an Agua Fund grant. The market is tentatively slated to be held on Fridays from 2:00 p.m. until 7:00 p.m., so that it does not conflict with the Staunton/Augusta Farmers Market. A motion was made by Joan Comanor and seconded by John Eckman to approve the project; it was unanimously approved.
Guest Speaker Margaret Lorenz, Board Member Friends of the North Fork The Friends of the North Fork have about 400 members who live in the Valley and the Washington, DC area. It was founded in 1988. It was started because the River needed an advocate. There are three topics they are focused on 1) advocacy by being at local and county government meetings; 2) monitoring – 25 sites and 18 monitors, reporting to DEQ, the local Riverkeeper, and the Fish Kill Task Force; 3) education – received a grant through a MARPAT grant to hire someone to develop a program to speak to groups about issues that affect river. They have received a grant from Chesapeake Bay Funders’ Network to help with capacity building and to develop a strategic plan. She encouraged Council members to get involved with Friends of the North Fork by participating in River cleanups, monitoring, or policy issues.
Fencing Issues – Joan Comanor and Jim Nichols brought to Margaret’s attention that there is a project going on in the Augusta County area for fencing to be put up to keep cattle out of streams. Margaret stated that e-coli counts are currently being done by the Friends on some streams. However she stated that the complaints about fencing are usually related to washout from heavy rains. Jim Lawrence stated that there is a similar project going on in the Opequon Watershed. He said that their findings should be shared with the Friends also. Eric Bendfeldt stated that the Virginia State Dairymen’s Association has just passed a resolution to encourage all farmers keeping cattle off streams. Bobby Clark encouraged the Friends to learn some approaches that farmers would respond to that it would be helpful. He suggested that they talk to Ann Jennings, CBF, and get some suggestions on how to work with farmers. Jim Nichols stated that Headwaters SWCD are out there and walking the streams and meeting the farmers.
COUNCIL INFORMATION Grant Spending Kathy Holm gave a report on where Council is on grants spending. All is spent on Agua Fund 05-06 except the Heatwole On-Farm Biodiesel project. Jim Nichols stated that Mr. Heatwole cleared his land last week in preparation for pouring footers for this project. Agua Fund 06-07 all is committed except approximately $479.00. The Keith Campbell Foundation grant was for a WSF Intern. The intern, Jennifer Howard, stopped working at the end of July. There was leftover money which will be sent to Suzy Friedman, Environmental Defense, at the request of the Keith Campbell Foundation. She will use the funds for her administrative help in her role as WSF co-chair over the next year. The NFWF grant’s budget is being managed by Becky Barlow. Shenandoah RC&D has been reimbursed for all funds spent on Year 1/Phase I. Chesapeake Bay Funders’ Network, Adaptive Fencing Project – Eric Bendfeldt and Conrad Heatwole will be working on this doing monitoring. No money has been spent on equipment, supplies, and materials. $7,000.00 has been spent so far on administrative work. Initially, it was thought that a contract worker would be hired to promote and monitor fencing. However, at the steering committee meeting it was decided that existing staff would continue to promote and monitor. A request was made to the Chesapeake Bay Trust that the $6,000 that was allocated for the field staff could be used for equipment, supplies, and materials. VEE may also give $50,000 toward this project for years 2 and 3. The Firewise administrative money has primarily been used for forestry related projects, even though those funds are unrestricted.
D&O Insurance: Linda Campbell reported that she went through Council’s current policy with Blue Chip (BB&T Insurance), Beehive, and AON. She stated that all of the policies are very comparable. Council has adequate coverage with the current policy and she sees no reason for immediate change. The yearly premium is $750.00. She will continue to monitor other policies and maybe make a recommendation for change at a later date. She will request a quote from AON.
WSFII – Organic Resources Marketer: Becky Barlow reported on her progress. She distributed handouts on compost marketing. These were made available at a field day “The Virginia Nursery Landscapers Association in Waynesboro.” She will be working on education programs in the future. More needs to be learned about standards of compost quality and how that will affect marketability.
Committees Charge: Jim Lawrence reported. A memo was distributed charging committee members to recruit more members to join committees. These new members would not be required to attend Council meetings or be involved in Council business. These members will be affiliate members and they would serve on committees to help them meet their goals and lessen the workload. They would be voting members of the committee. Many questions come to the fore about selecting affiliate members. Council decided that affiliate member policy development should be on the agenda at the next meeting.
The committees’ chairs will coordinate with the other members of their committees to meet by teleconference to develop a plan of work for each committee in order to accomplish the goals, objectives, and strategies set out in the current Area Plan. They should meet by Nov. 1 and have a draft plan of work for the upcoming Council meeting.
Advocacy Policy: Jim Lawrence stated that the Executive Committee decided that there was no need to pursue at this time.
Accountant Update: A review of the Council’s financials was conducted by Thorpe & Helsley, PLLC and found in good order. A draft financial statement has been provided and was reviewed by the executive committee. IRS Form 990 and Form 8734 were also prepared by Thorpe & Helsley and will be reviewed and filed with the IRS before 9/30/07. Executive Committee discussed the need for Council hiring a bookkeeper. They are in the process of reviewing the duties of the Treasurer and a bookkeeper. A more detailed report will be available at the next meeting.
Southeast Association of RC&D Councils, Asheville, NC: Jim Lawrence reported that there were upwards of 600 people in attendance. He reminded Council that next year Virginia will be hosting the 2008 meeting in Wytheville. There is already a call for at least four people from each Council to attend. There were 18 success stories at this meeting and eight of them were from Virginia. Shenandoah presented one with others described in the program. Joan presented on the Agriculture Task Forces projects. Joan Comanor reported on the Energy Exchange tour. In a rural area of western NC, a capped land fill was transformed into an office, art studio, and retail outlets for pottery and glass blowing. Methane gas is tapped and used for energy for the facility. There are also greenhouses heated by methane gas. Native plants are grown there. One of the advantages to this type of power is that power outages are not a problem.
Joan also reported that Wytheville was chosen for the 2008 SE Association of RC&D Councils Meeting site because it is an RC&D area. The only places to hold large conventions in Virginia are some of Virginia’s largest cities, which include Virginia Beach and northern Virginia; however they are not RC&D areas. There is a convention center in Wytheville now. The mayor of Wytheville traveled to Asheville to pitch next year’s regional meeting. Asheville had many heavy hitting sponsors/exhibitors, this offsets costs very much. The CDC had a booth there, advocating AIDS awareness.
Northern Shenandoah Valley Planning Commission: Shelley Owens is no longer the Executive Director. At this time, there is no designated representative for the Shenandoah RC&D Council.
2007 Annual Report: A copy of this report was distributed to be reviewed by Council. After reviews, it will be printed by October 1. 300 color copies for $274.00
OTHER BUSINESS
The Coordinator’s Report was distributed.
Announcements
The next meeting will be on Monday, November 19, 2007 in Verona at the Augusta County Government Center in the Smith’s Transfer Room – West.
The meeting was adjourned at 12:15 p.m. A motion was made by Joan Comanor; seconded by John Eckman. It was unanimously approved.
Respectfully submitted,
Lorraine M. Cormier, Administrative Assistant Shenandoah RC&D
Approved: Chair Date
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