MINUTES

The Shenandoah RC&D Council

Shenandoah County Extension Conference Room, Woodstock, Virginia

March 12, 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 January 8, 2007 meeting and the financial report were approved unanimously.   A motion was made by Linda Campbell and seconded by Dave Frackelton.

TREASURER’S REPORT

The Treasurer’s report was discussed.  Roy Stephenson, RC&D Secretary/Treasurer, was out sick.

Operating/Administrative Account: 

                December 2006

                                Opening Balance:                                $12,858.60

                                Checks Cleared:                  $450.00

                                Deposits Cleared:                                $300.00

                                Balance in Checkbook:     $12,708.60 (matches statement)

                                Checks Not Cleared:           $459.00

                                New Checks:                        $

                                New Deposits:                      $

                                Ending Balance:                  $12,249.60

                January 2007

                                Opening Balance:                                $12,708.60

                                Checks Cleared:                  $519.00

                                Deposits Cleared:                                $1,294.92

                                Balance in Checkbook:     $13,484.52 (matches statement)

                                Checks Not Cleared:           $0

New Checks:                        $0

                                New Deposits:                      $0

                                Ending Balance:                  $13,484.52

Projects Account: 

                December 2006

                                Opening Balance:                                $55,985.57

                                Checks Cleared:                  $3,673.33

                                Deposits Cleared:                                $10,803.77          

                                Balance in Checkbook:     $62,816.01 (matches statement)

                                Checks Not Cleared:           $4,000.00

                                New Checks:                        $14,185.50

                                New Deposits:                      $6,113.58

                                Ending Balance:                  $50,744.09

                January 2007

                                Opening Balance :               $62,816.01

                                Checks Cleared:                  $17,801.97

                                Deposits Cleared:                                $5,046.91

                                Balance in Checkbook:     $50,060.95 (matches statement)

                                Checks Not Cleared:           $2,674.07

                                New Checks:                        $30.94 (adjustments)

                                New Deposits:                      $3,774.66

                                Ending Balance:                  $51,130.60

The bank statements for both accounts for the months of December and January 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.

Website Update:  Shenandoah RC&D Council’s website was upgraded to the gold package because of space issues.  Khimaira Webhosting gives Council a 50% discount.  The silver package cost was $55.00/year and the gold package is $82.50/year.  Council prepaid last year so there is now a credit balance of $32.59.  The renewal date is 2/14/08.

Insurance:  The Director’s and Officer’s Insurance premium of $750.00 is due to BB&T Insurance Company on March 18, 2007. 

Guest Speaker:

Kai Degner

Shenandoah Pure Water Forum

A grant was awarded to DCR to do a Rapid Watershed Assessment for the South Fork of the Shenandoah.  A watershed profile will be done.  Three pieces:  watershed assessment, resource value inventory, and a summary matrix.  He mentioned some needs.  Rob Arner will help pull information together.  Is there a data set for land capability class?  They are looking for resource value information.  Is there a methodology to value water?  They need ideas on how to estimate maintenance costs.  Maria noted that this assessment is designed to be a comprehensive benchmark watershed with respect to water quality characteristics, a snapshot to be able to track improvements or degradation.

kai.degner@gmail.com

robertlouisarner@yahoo.com

COUNCIL OPERATIONS

New Projects

Field Crop Summer Intern:  Carl Luebben, Nutrient Management Committee, reported on this.  This is the second year they have requested an intern.  Bobby Clark, VCE, needs this intern to analyze 200 soil nitrate samples.  This person will be working on another part of the Area than they did last year.  The Nutrient Management Committee is recommending this project.  VCE is requesting $3,000 from RC&D.  Carl Luebben made a motion to accept; Dave Frackelton seconded.  It was unanimously approved.

There was some discussion as to what is “presentation to youth”?  Bobby Clark stated that it would be talking to youth about animal ID.  Linda Campbell stated that NAIS money is for animal ID.  A match from VT and DCR was discussed.  John recommended that other money be used for animal ID.  Bobby stated he would make sure Agua Fund money is not used for animal ID.

JMU and Student Run Farm:  Maria Papadakis, Community Development Committee, presented this project.  Maria stated that they are not ready to move on this yet.  The draft proposal was presented at the last meeting.  There will be revisions to it and it will be carried on to the next meeting.  They are waiting on land approval.

On Farm Rural Production of Biodiesel:  Kathy Holm, Coordinator, presented this for Jim Nichols.  He was out due to surgery.  The Rural Development Teleconference Report was distributed.  Jim Nichols recommended expanding partnership including Virginia Clean Cities, Virginia Cooperative Extension, Dept. of Mines, Minerals, and Energy.  It was recommended that Shenandoah RC&D extend a financial incentive to Ian Heatwole not to exceed $10,000.  This is for a power source.  This will serve as a model for other farmers in the region.  Kathy Holm, Coordinator stated that she would have some time to spend on this project.  Al Christopher, Kilduff Oil, feels that he can come up with additional funds ($1,000 - $1,500).  He has also offered to help.  Maria brought up safety issues and the glycerol disposal issue.  The committee has discussed this and they will do additional research on what to do with the by-products.  Clarification of disposal needs to be made.  Rural Vitality Committee has recommended this project.  A motion to accept was made by John Eckman.  It was seconded by Linda Campbell and unanimously approved.  A MOU needs to be drafted and signed.

Project Updates/Additional Business

Annual Work Plan Review:  Kathy Holm reported on this.  She noted that the work plan was very ambitious.  Most of the projects are ongoing or completed.  On ones that are not done, Kathy requested assistance and direction from Council.  She specifically mentioned recycling on a regional scale and trails.  Amber (VCE) may be able to work on this with Council.  John stated that Kai Degner may be interested in working with Council this also.  Maria mentioned the Virginia Artisan’s Center has an annual trails event.  Joan mentioned that we could ask the towns’ tourism departments.  She stated that groundwater protection ordinances need work.  Council has not followed up on the industry and agriculture workshops, because the “megasite: did not come to fruition.  Kathy asked John about this and the additional work that needs to be done.  He stated that no workshops are needed.  He stated that Council should keep this concept in mind when working on comp plans.  The Information and Education Committee needs to review the project proposal format so that it answers questions better when projects are presented.  On recycling, Joan stated that some counties are not recycling what they once did.  No one is quite sure why.  She requested that Council compile, by county, what is recyclable and what is not.  She requested that this be pulled together by June 2007 to work on it in the next fiscal year.  Chris Anderson may be able to update Council by next meeting on ShenAir.

Meeting Date Change:  The November 2007 Council meeting will be Monday, November 19, 2007, since November 12 is a federal holiday.

Grants Updates:  Kathy reported on the grants that Shenandoah RC&D is managing.

Agua 05-06:  Council discussed moving the money allocated to the Community Financing project and reallocating $5,000 to biodiesel.  Council received a $24,200 grant from Virginia Environmental Endowment to fund this project.  There is $5,200 left to spend in the VEE grant.  Council agreed that the money be used as a cash match for a model low-income community grant from Hope Community Builders that Eric Bendfeldt is working on.  If he does not get the grant, the money would come back and have to be reallocated.  It was brought out that stormwater protection is in line with our current goals.  This will be considered a follow-up to the Community Financing project.

Chesapeake Bay Funders Network – Pilot Project:  Livestock Exclusion:  There was a clerical error in the handouts.  The budget was attached and the amount committed was changed to reflect correct amount of $249,657.00 (Year 1 - $69,224.00; Year 2 - $90,415.00; Year 3 - $90,018.00).  $31,151 has been received so far. 

Agua 06-07:  After the projects accepted today, approximately $6,000 is uncommitted.

Directors and Officers Insurance:  Joan reported that a bill for D&O from BB&T Insurance is due.  The amount due by March 18 is $750.00.  Council will look into changing carriers.  Linda stated that not all D&O insurance is the same.  Joan requested that Linda look into different insurance policies.  Lorraine will send Council’s current policy and Beehive’s policy to Linda to investigate the differences.  The invoice to BB&T will be paid by March 18.

Council Policy Regarding Repeat Project Proposals:  Joan Comanor presented a draft policy to address  requests for funding for repeat projects.  Council discussed if it would be prudent to hold all applicants to the same standard.  This would keep applicants from becoming dependent on Shenandoah RC&D for long-term financing.  A motion was made by Linda Campbell that applicants would not be able to request funds for more than three years in a row for the same project.  It would be allowed if the same project is proposed for a different part of the Area.  Jim Lawrence seconded the motion and it was unanimously approved.

Purchasing and Financing Policy:  Joan Comanor presented this information.  Council considered the purchasing and financing policy.  item d – amended to “Receipts must be submitted in 60 days.”  A motion was made by Linda Campbell and seconded by Jim Lawrence.  It was unanimously approved.

Waste Solutions Forum:  Becky Barlow reported on this project.  She reported that the Poultry Litter Hotline is getting lots of calls.  She and Hobey Bauhan are working together on a press release.  An information sheet is in process of being designed.  It will be distributed soon.  She is working on a contact list.  She will work with Bobby Clark on guidelines for prices.

COUNCIL INFORMATION

Crop Production Field Day - Shenandoah RC&D is a co-sponsor.

“Saving St. James” - Nebraska RC&D project – An article from the Parade magazine supplement about an RC&D project.

“Forum for Rural Innovation” – Kathy and Joan went to this meeting in Winchester on March 9, which was attended by about 150 people.  Shenandoah RC&D was a co-sponsor with another RC&D Council from West Virginia.

Volunteer Farm:   The Northern Virginia Daily newspaper had an article about this project and a follow-up article was in a weekly newspaper.  Joan gave those to Kathy to file in the RC&D office.

Leadership Forum:  Joan Comanor and Jim Lawrence attended this in Washington, DC.  The trip report was distributed.  The Secretary of Agriculture spoke to the group.  RC&D funding was discussed.  The National Association has made a strong effort to try to protect the funding (proposing $56 million).  They had excellent training programs.  The financial management was one that was very good.  Joan and Jim met with Congressman Wolf personally.  He stated that he would be supportive of the budget position.  They also met with Congressman Goodlatte.  He has always been supportive.  He will be supportive again.  At the Legislator’s Breakfast, they heard from three speakers.  One thing that was discussed by the Secretary of Agriculture is that RC&Ds should take a leadership role in alternative fuels and renewable energy.  Joan and Jim also met with Senators John Warner’s and Jim Webb’s staffers.  They were informed that Senator Jim Webb was interested in rural Virginia and conservation issues. Senator  John Warner’s staffer stated that Senator Warner is very interested in RC&Ds and is interested in taking a tour of projects or being a speaker, depending upon his schedule.  Joan encouraged all Council members to write letters in support of the NARC&DC budget position and Farm Bill position.

Ray Dorsett, Assistant State Conservationist (Operations), NRCS

Ray stated that Jack Bricker is the new State Conservationist.  He is a very experienced State Conservationist.  His main focus is the budget right now.  RC&D is operating on a continued resolution.  Hopefully RC&D will have a budget by the end of the week.  There is a hiring freeze right now.  A PARTS score was done on the program.  He suggested that Council tap performance elements into the projects in order to get credit for those.  He encouraged Council members to go to the Farm Bill hearings.  He feels it is important to keep marketing the RC&D.  He stated that he was pleased with Shenandoah RC&Ds repeat project policy.  He reviewed the award nominations and he feels that Shenandoah has some good candidates.  He feels that this council is a very active council.

VARC&DC Annual Meeting:  Kathy reported on this.  A report was distributed to give Council an update on where the meeting plans are.  The Annual Meeting will be held April 25-27 at the Stonewall Jackson Hotel.  Jim Nichols is heading up the effort.  Council was reminded to sign up for activities they will be participating in at the meeting.  Council members who attend will not be charged a registration fee, however tickets to the play will be $20.00 each.  Council was encouraged to bring in at least one Silent Auction item.  She mentioned that we are still in need of 2 or 3 large ticket items.  These would be used in a live auction.  Please let her know.  Joan and Jim sent out fundraising letters to local businesses and organizations.  $1,775 has been donated so far from this effort.  The Stonewall Jackson Hotel has been asked to use some local food in the meals that will be served during the event.

OTHER BUSINESS

Coordinator’s Report – Kathy distributed this for information only.

Announcements

May 11, 2007 - Virginia Food Security Summitt will be held.

David Richert, RC&D Forester mentioned that the Va RC&D Association’s Forestry Committee will meet for the Forestry Work Plan in Charlottesville on June 19.  Those on Council who are interested in forestry were encouraged to come.  Joan stated that the Shenandoah RC&D is actively pursuing forming a Forestry Committee.  Contacts have been made and they are interested.

Ray Dorsett informed Council that the Virginia Association of RC&D Councils is hosting the national meeting in 2008 in Wytheville.  He also mentioned that the Virginia Association of RC&D Councils meeting is in Asheville, NC in September.  Information will be forthcoming.

John Eckman informed Council that on March 22 the VCC Awards will be held at the SJH from 12:30 p.m. – 6:00 p.m.  Council was invited to attend.

Linda Campbell stated that she went to a conference in Michigan.  One of the speakers was promoting opportunities to work with RC&Ds.  She thought that was interesting.

Shenandoah RC&D’s next meeting will be held on Monday, May 14 in Verona.

Meeting adjourned at 12:00 p.m.

Respectfully submitted,

Lorraine M. Cormier, Administrative Assistant

Shenandoah RC&D

Approved:  Chair                                                                                                                 Date