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MINUTES Shenandoah RC&D Council USDA Service Center - Verona November 13, 2006 10:00 a.m.
The meeting was called to order by Chairwoman, Joan Comanor. A quorum was declared with 12 voting members in attendance.
APPROVAL OF MINUTES An item needs to be amended on page 3 of the minutes from September 11. On the Habitat project, the total amount of the project was $100,000 not $10,000. It was noted and will be changed. A motion was made by Linda Campbell and seconded by Jim Lawrence and was unanimously approved.
TREASURER’S REPORT
Roy Stephenson, RC&D Secretary/Treasurer, read the treasurer’s report. The following reflects activity in the Shenandoah RC&D checking accounts:
Operating/Administrative Account: August 2006 Opening Balance: $10,756.50 Checks Cleared: $17.25 Deposits Cleared: $1,500.00 Balance in Checkbook: $12,239.25 (matches statement) Checks Not Cleared: $86.00 Ending Balance: $12,153.25 September 2006 Opening Balance: $12,239.25 Checks Cleared: $149.00 Balance in Checkbook: $12,090.25 (matches statement) Checks Not Cleared: $445.00 Ending Balance: $11,794.25
Projects Account: August 2006 Opening Balance: $39,201.38 Checks Cleared: $883.37 Deposits Cleared: $8,000.00 Balance in Checkbook: $46,318.01 (matches statement) Checks Not Cleared: $8,214.75 New Deposits: $23.00 Ending Balance: $38,126.26 September 2006 Opening Balance: $46,318.01 Checks Cleared: $8,214.75 Deposits Cleared: $23.00 Balance in Checkbook: $38,126.26 (matches statement) Checks Not Cleared: $23.16 Ending Balance: $38,103.10
The bank statements for both accounts for the months of August and September 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 Form 990 for FY2006 is in review at the accountant, PBGH, and will be filed with the IRS by November 15, 2006.
A motion was made by Roy Stephenson to accept the report as read. It was seconded by Steve Kerr and unanimously approved.
GUEST SPEAKERS
Miles Bobbitt, Augusta County Ag Director Mr. Bobbit reported that the Augusta County Agriculture Task Force Report is available on-line on the Augusta County website. He is learning what he can do to help conserve farmland and make agriculture more profitable. He also reported that the Augusta County Board of Supervisors is working to appoint an Agriculture Industry Board. He is handing out flyers to spread the word. Augusta County is supporting PDRs by setting aside money. He feels that they won’t move forward with a PDR program until after the Agriculture Industry Board is set up. However, he said he thinks that it will happen. Jim Nichols stated that more money may be needed because PDRs are quite expensive. He would encourage the Augusta County Board of Supervisors to set aside more money for PDRs.
David Richert, RC&D Forester Mr. Richert reported that on the Firewise project, payments are being initiated with three acres of fuel reduction projects that have been completed in Front Royal; another six are well organized with participants and signed agreements with landowners. They do have a contractor who completed the first three acres and Mr. Richert anticipates a good working relationship with him. Some contractors need to be identified for the southern part of our Area. He stated that he can work on a wide range of issues from urban community forestry projects to fuel reduction projects in residential areas and also larger forest management projects, including workshops. One example of a project Council could undertake might be designing and printing a forestry service providers’ directory for this area. He showed the Council a directory for forestry resources guide that was made up by two other RC&Ds. He was invited to spend a few minutes at the next Council meeting for brainstorming about potential forestry projects.
COUNCIL OPERATIONS New Projects Shenandoah Valley Sustainable Cropping Systems Research Study, Phase II, 2007-2008: Carl Luebben reported on this project. He feels that this is a worthy project to fund because it will ultimately increase cover crop acreage by providing on-farm research results that will resonate will Valley farmers. Phase I was funded in September 2005 and completed in April 2006. They are requesting $5,658.00 from Shenandoah RC&D. A motion was made by Carl Luebben; seconded by Dave Frackelton and it was unanimously approved. Tom Stanley, VCE, answered questions about the project. Ian Heatwole manages the farm where the research will take place. He works very hard and is a valuable asset. Brian Jones, VCE, has worked hard also.
Field Day in the Northern Shenandoah Valley: Carl Luebben reported on this project. He stated that the timing of rolling cover crops is of top importance. He feels that promoting the use of the roller/crimper in the Northern Valley is a good idea. Bobby Clark is requesting $500 from Shenandoah RC&D. Kathy Holm, Coordinator, brought to Council’s attention that there is money in an existing Roller Crimper Project budget for promotion, so this request would come out of that promotion budget. A motion was made by Carl Luebben; seconded by Dave Frackelton and it was unanimously approved. The Nutrient Management Committee was asked to work with extension agents in getting the word out about this field day and to put together a plan to use the roller crimper promotional budget.
Livestock Exclusion: Carl Luebben reported on this project. The Chesapeake Bay Funders Network has been working with Larry Elworth, Center for Ag Partnerships, to design a project for the Valley. They held a series of meetings in the Valley over the summer to consult with a variety of people. It is not meant to compete with existing BMPs, but to target people who have not done anything with conservation or fill in the gaps on existing programs. This is another tool to help people keep cattle out of their streams for three years. RC&D would administer the funds to cost share 75% of the cost of a portable or permanent watering system and the fencing. There would also be water quality monitoring. Chesapeake Bay Funders has approved $250,000 and the money would come through RC&D. A management team would have to be formed to come up with the details to implement this project over three years. A contract is on its way. There is some administrative money also coming, about $5,000-$8,000/year. Linda Campbell asked if it was for cattle only or would it include other livestock. Kathy Holm said it was meant to be flexible. Va Tech will do the water monitoring if the NFWF grant is funded. Jim Lawrence asked if SWCDs will participate. Jim Nichols said that Headwaters SWCD may not participate because they are already doing this with CREP. Joan agreed that LFSWCD agreed not to participate either because it would undermine the Districts’ efforts to get fencing and related practices installed that meet technical standards. Bobby Whitescarver stated that there are about 16,000 more miles that need a program in place and this project gives Augusta/Rockingham another tool. After hearing what Bobby said, Jim Nichols stated that he was in favor of the project. Dave Frackelton encourages support of this project because there is a large part of the Rockingham community that doesn’t accept government money. He stated that anything we can do to get cattle out of the stream we should support it. Kathy stated that this would be a way to get a foot in the door and then move them up the scale to do more conservation practices. Ray Griffin raised concerns about rewarding those not participating in current programs and then the funding being for a limited time. Jim Nichols and Joan Comanor had concerns about Kathy’s and Lorraine’s time. Joan suggested a conditional acceptance of the project. Kathy stated that there was a contractual part of the grant for an off-site staff person. Jim requested that a decision on the project be tabled until January pending review of the contract. A motion to approve the project was made by Carl Luebben; seconded by Dave Frackelton. It was suggested that the Executive Committee negotiate with CBF and decide before January. An amended motion to table this project until January pending contract review was approved by 11 members and opposed by one.
Dairy Parlor Wastewater Innovative Demonstration: Carl Luebben reported on this project. This project will take out solids and use the water for irrigation for pastures. DEQ will have to oversee. This is like a mini water treatment plant. They are requesting $2,500. Carl Luebben made a motion to accept this project; Linda Campbell seconded and it was unanimously approved.
Steele’s Tavern Research Farm: Carl Luebben reported on this project. $3,000 was requested to cover monitoring, travel, and time for a three year period. Carl Luebben made a motion to accept this project; Dave Frackelton seconded and it was unanimously approved. It was requested that they come back with a more detailed budget.
Jim Lawrence requested that all projects be turned in on official project forms so that required information is readily available to Council for review.
Organic Dairy Systems: Jim Nichols reported on this project. The Rural Vitality Committee recommends this project. They are requesting $3,000. Jim Nichols made a motion to accept this project; Linda Campbell seconded it and it was unanimously approved. Tom Benzing asked about monitoring of the farm. Tom Stanley stated that VCE will monitor these by means of Quicken, a financial program. They are tracking what is coming on the farm and what is going off of the farm. They are monitored by a certifying agent, private contractor who is qualified by USDA. Becky Barlow stated that Vedex has a person who does certifying.
Farming Fridays: Jim Lawrence reported on this project. It is similar to Farming 101. It will be held Feb-Mar 2007, 4:00 p.m. – 8:00 p.m. The Education and Information Committee recommends it be approved. They are requesting $1,500. They will be marketing in the Shenandoah Valley. Jim Lawrence made a motion to accept this project; Rick Shiflet seconded and it was unanimously approved. Tom Stanley stated that it will reach a lot of people.
Project updates/status changes Field Crop Summer Intern. Carl Luebben and Joan Comanor reported on this project. Bobby Clark turned in a report at the last Council meeting. The report will be distributed via email to Council.. An intern was hired this past summer. The project is complete and was successful. The intern performed soil testing and found out how much farmers could save by not applying so much nitrogen. A motion was made by Carl Luebben and seconded by Rick Shiflet that this project be declared complete. It was unanimously approved.
Conservation Calendar. Joan reported on this project. The calendars are being distributed throughout the Shenandoah RC&D Area. Council received copies today. It was put together by Master Gardners and LFSWCD. They are receiving good feedback from these. The targeted audiences are those new to the Valley with 5 to 40 acres. A motion was made by Joan Comanor and seconded by Jim Lawrence that this project be declared complete. It was unanimously approved.
Farming 101-II. Joan Comanor and Jim Lawrence reported on this project. Bobby Clark turned in a report covering both this project and the field crop summer intern project at the last Council meeting . The report will be distributed via email to Council. Joan stated that she went to the graduation and there were about 45 people there. She stated that people were very excited about the program and found it very helpful. She feels that this was a successful project. A motion was made by Joan Comanor and seconded by Jim Lawrence that this project be declared complete. It was unanimously approved.
Jim Nichols suggested a completion form be designed and used for completed projects.
Waste Solutions Forum II. Becky Barlow reported on this project. She is the new Market Maker, funded by the NFWF. She just started work and looks forward to meeting with everyone.
Community Financing for Local Land and Water Protection. Kathy Holm, Coordinator, reported on this project. She stated that the county dialogs are all complete. The Open Space Committee is ready to do the financing charrettes. The first one will be in Verona at the government center on November 16. The theme is “Financing Rural Land Conservation in the Shenandoah Valley.” The EFC will moderate. There will be panelists and in the afternoon, there will be breakout sessions in order to draft a land protection plan for the county, in terms of public support and financing. The next charrette will be held in Woodstock at the Government Center on December 5. The theme is “Financing Stormwater Protection in the Shenandoah Valley.” In January in Luray there will be a charrette about “Financing Greenways in the Shenandoah Valley.”
Grants Kathy Holm, Coordinator, distributed charts on each grant and what the projected expenditures are and what the balance is to date. Updated charts will be distributed at each meeting. The current grants with balances are Agua 04-05, Agua 05-06, VEE, NFWF, and Keith Campbell Foundation. Another grant for $55,000 from Agua Fund was approved. Cecily Kihn will send a check for half of that amount this month. Jennifer Howard (KCF) and Becky Barlow (NFWF) were hired with grant money. Their payroll will be handled by Augusta County and then Council will reimburse the county for their salaries. Joan requested that any who have outstanding balances to send invoices so that this money can be spent down. The items that were approved today will come out of the Agua 06-07 (pending) grant.
Employees Handbook The Shenandoah RC&D Employees Handbook was drafted. It was reviewed by Council and approved. Joan drew Council’s attention to the policy statement. Jim Nichols stated that this is a work in progress. There may be changes made from time to time. Jim Nichols made a motion that the employees’ handbook be approved and Rick Shiflet seconded; it was unanimously approved. Ray Griffin suggested that travel expenses be more specific by defining what is acceptable. Linda Campbell suggested that a reimbursement form be designed and used. The state rate for mileage will be reimbursed to Council employees.
New Employees Introductions Articles from the newspaper about Jennifer and Becky were distributed to Council.
Jennifer Howard was introduced as the WSF Intern.
Becky Barlow was introduced as the Market Maker. Joan suggested that Becky come to the district meetings and other board meetings in order to get her networked.
VARC&DC Awards Kathy Holm, Coordinator, made Council aware that awards will be handed out at the Spring Meeting. The nominations are due by mid-January. An updated list of awards was distributed. If an award is won at state it goes to Southeastern and if won there goes to National. Last year the Agua Fund won at state and southeast and has gone onto the national. The winners will be announced at the Legislative Forum in February. She stated that if Council members have ideas for awards, especially projects and council members, please do so promptly. A suggestion was made about submitting at least one award per year as a Council. Joan stated that there are criteria for each category. She suggested that we get an electronic version of the latest criteria. Lorraine will get this information from Pat Tyrrell and send it to Council in December. If anyone has suggestions, please send to Joan before the next Council meeting.
New Member: Ray Griffin, Executive Director, Central Shenandoah Planning District Commission Ray stated that he was happy to be on Council and working with them. He is working on water supply planning and the MIF study. CSPDC has already worked on the North and South Fork of the Shenandoah River Basin, which covers Augusta and Rockingham counties. Next year they will be working on the James River Basin communities next year, which are Bath, Highland, and Rockbridge counties.
COUNCIL INFORMATION VARC&DC Fall Meeting Joan Comanor, Jim Lawrence, Jim Nichols, John Eckman, and Kathy Holm attended this meeting, which was held in Charlottesville on November 8. A green infrastructure session was presented by Jim Lawrence and John Eckman. It was approved as a formal project statewide. Grants were approved for this project. Shenandoah RC&D issued a formal invitation to VARC&DC Annual Spring Meeting in Staunton. The VARC&DC was impressed with the progress Council had made and look forward to coming. Jim Lawrence reported that the VARC&DC Land Protection Committee’s Plan of Work was approved, which gives the go-ahead to develop workshops on land protection, easement issues, and green infrastructure. They received a $5,000 grant from the VA Dept. of Forestry. They also received a grant from the National Park Service. Jim Nichols stated that SE Association of RC&DCs requested that VARC&DC provide a hospitality room at the 2008 Southeastern Meeting and that they declined due to the cost.
Revised NRCS RC&D Manual Joan stated that she read the manual and proposed revisions to the RC&D program and the main thing that is changing is that they are incorporating a new reporting system to track accomplishments. If Council members have questions or concerns about the proposed manual, please let Joan know so we can submit formal comments.
OTHER BUSINESS
The Coordinator’s Report was distributed.
An updated copy of the Directory for the Shenandoah RC&D Council was distributed. A new one will be distributed in January to included Becky and Jennifer.
Announcements
The next meeting will be held January 9, 2007, at the USDA Service Center in Harrisonburg at 10:00 a.m. Lorraine will reserve the room with Donna Shaeffer.
The meeting was adjourned at 12:40 p.m.
Respectfully submitted,
Lorraine M. Cormier, Administrative Assistant Shenandoah RC&D
Approved: Chair Date
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