MINUTES

The Shenandoah RC&D Council

Verona, Virgina

Augusta County Government Center

Smith’s Transfer Room, West

November 19, 2007

10:00 a.m.

The meeting was called to order by Chair, Jim Lawrence.  A quorum was declared with 8 voting members in attendance. 

APPROVAL OF MINUTES

The minutes of the September 17, 2007 meeting were distributed and approved unanimously.   A motion was made by Jim Nichols.  It was seconded by Carl Luebben and unanimously approved.

TREASURER’S REPORT

The treasurer’s report was distributed and read by Roy T. Stephenson   A motion was made to approve and seconded by Jim Nichols.  It was unanimously approved.

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

Operating/Administrative Account: 

                September 2007

                                Opening Balance:                                $25,101.00

                                Checks Cleared:                  $1,113.46

                                Deposits Cleared:                                $4,450.00

                                Balance in Checkbook:     $28,437.54 (matches statement)

                                Checks Not Cleared:           $5,263.23

                                Deposits Not Cleared:         $0

                                New Checks:                        $75.00

                                New Deposits:                      $197.90

                                Ending Balance:                  $23,297.21

                October 2007

                                Opening Balance:                                $28,437.54

                                Checks Cleared:                  $6,077.54

                                Deposits Cleared  :               $697.90

                                Balance in Checkbook:     $23,057.90 (matches statement)

                                Checks Not Cleared:           $67.00

                                Deposits Not Cleared:         $0

                                New Checks:                        $73.29

                                New Deposits:                      $3,000.00

                                Ending Balance:                  $25,917.61

Projects Account: 

September 2007

                                Opening Balance:                                $107,716.54

                                Checks Cleared:                  $2,584.22

                                Deposits Cleared:                                $3,991.70

                                Balance in Checkbook:     $109,124.02 (matches statement)

                                Checks Not Cleared:           $22,232.70

                                Deposits Not Cleared:         $0

                                New Checks:                        $480.92

                                New Deposits:                      $91.96

                                Ending Balance:                  $86,502.36

                October 2007

                                Opening Balance:                                $109,124.02

                                Checks Cleared:                  $23,141.30

                                Deposits Cleared:                                $4,722.83

                                Balance in Checkbook:     $90,705.55 (matches statement)

                                Checks Not Cleared:           $4,036.37

                                Deposits Not Cleared:         $0

                                New Checks:                        $9,000.00

                                New Deposits:                      $3,929.67

                                Ending Balance:                  $81,598.85

The bank statements for both accounts for the months of September and October 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.

Form 990 was filed with the IRS for FY07 ending June 30, 2007.  A copy will be kept in the RC&D office.

Form 8734 was also filed with the IRS.  In a letter from the IRS dated October 17, 2007, the Shenandoah Resource Conservation and Development Council has been classified as a public charity under the

Code 170 (b) (1) (A) (vi).  Council is still considered an organization exempt from Federal income tax under section 501 (c) (3) of the Code.  An electronic copy of this letter was sent to each Council member.  This letter should be kept by each Council member in their RC&D notebook behind tab #6.

GUEST PRESENTATION

Jim Echols, DCR

There are many local programs dealing with stormwater management.  Many counties are falling short on inspections.  However, many localities are changing how they are approaching stormwater management.  Many counties have added staff.  The chief complaint is that this is an unfunded state mandate.  He says that localities may charge the developers for this process.  Water quality regulations have been changed.  DCR has been doing a lot of outreach to explain the changes.  Currently, when an inspector goes out he usually finds that the plan is incomplete or is not being followed.  Enforcement actions are started that force them into compliance.  A change will happen with this with legislation, inspections will be performed prior to issuing permits.  At times people get permits without being registered at all.

On unfunded mandates, the local governments will get 70% of the fees that the state collects.  If a stormwater program is developed and adopted, the locality will be responsible for demonstration, and inspection, and they will still get 70%.  It is a good source of money.  These will go into effect during the summer of 2008.  The stormwater handbook will be updated on a website.  DCR is working with Va Tech on this.  The website will provide outreach materials for local governments to share with the community.

If local governments decide to take on the program, they will have to decide who will run the administrative end and enforce inspections.  They will need to decide how to collect he fees.  There will also be a need for long-term inspection.  Who will maintain?  This is a problem statewide.  DCR is looking into what training and certification would be required to be recognized by the state.

There will be a change in fee structure. 

COUNCIL OPERATIONS

New Projects:

Friendly City Food Co-op:  Jim Nichols reported on this.  Rick Shiflet moved to take off table as it had been tabled at the last Council meeting; Jim Nichols seconded.  The Sustainable Agriculture Committee is recommending this project be accepted and funded from Agua Funds.  Jim Nichols said the committee suggested that $7,500 be granted towards the cost of a feasibility study for a worker-owned retail store that will sell local foods, provided the feasibility study will be available to the public for other local foods initiatives, except for site-specific information. Additional funding requested for business development such as website work, etc., was not approved.  Jim Nichols made a motion to accept.  It was seconded by Joan Comanor and unanimously approved. 

Farm Transition Management III:  John Eckman reported on this.  The Managed Growth Committee recommended this project be accepted and funded for the third time.  Mr. Whittle understands the Council’s policy to fund/support projects three times unless an exception would be made. This project is to keep farmers farming and on the land.  John Eckman made a motion to accept.  It was seconded by Rick Shiflet and was unanimously approved.  VCE has requested $2,000 to come out of the Agua Fund.  Rick mentioned that he has talked to people who have come through this workshop and they feel that it was a very valuable course.

JMU Community and Student Run Farm at RMH:  The Community Development Committee recommended this project be accepted.  RMH has approved a 10-year lease.  They are requesting technical assistance.  Council recommended technical assistance time of 25 hours from January 1 through December 31, 2008.  Jim Nichols made a motion to approve this project; it was seconded by Joan Comanor and was unanimously approved.

Growing Power! and the Urban Farm Project:   The Community Development Committee recommended this project be accepted.  Joan Comanor made a motion to approve; it was seconded by Jim Nichols.  They are requesting $10,000.    They are an organization that will be helping low income people produce food.  It was recommended that Council amend the motion and fund this project initially $2,500; Growing Power would come up with a dollar for dollar match from new sources, then Council would provide up to an additional $2,500; which would equal $5,000 from the RC&D.  Jim Nichols made a motion to amend the amount; it was seconded by Joan Comanor and was unanimously approved.  The money would come from the Agua Fund.

Carbon Trading for Farm Income and Environmental Sustainability:  The Sustainable Agriculture Committee recommended this project be accepted.  Jim Nichols reported on this project.  Bobby Clark answered satisfactorily some questions that the committee had during a previous teleconference.   They are requesting $1,500.  Jim Nichols made a motion to approve this project; it was seconded by Rick Shiflet and was unanimously approved.  Rick stated that this would be income for farmers.  The meeting will be held in Shenandoah Co. and advertised in 10-15 counties.  The money would come from the Agua Fund.

Project updates/status changes

Completed Projects

WSF Intern:  A final report was distributed.  Jennifer Howard worked as an intern for the WSF in the RC&D office until from October 2006 until July 2007 to administratively support the co-chairs.  Kathy and Eric Bendfeldt were co-chairs of the WSF over the past year.  They are no longer the co-chairs of the WSF.  The leftover administrative money from Keith Campbell Foundation went to Suzy Friedman, who is the current co-chair of the WSF for her administrative support, as directed by the Campbell Foundation.  John Eckman made a motion to declare this project complete; it was seconded by Joan Comanor and was unanimously approved.

Candidates’ Public Forum:  A final report was distributed.  Bruce, Kathy and Joan stated that both forums went well.  They felt that it was a good opportunity for candidates to discuss water quality.  Many were educated on water quality issues. Bruce expressed appreciation for Council allowing Kathy to spend time on helping make this project a success.   There was much media coverage.  Jim Nichols made a motion to declare this project complete; it was seconded by Joan Comanor and was unanimously approved.

North Fork Shenandoah CREP Workshop:  Joan gave a final report.  This was held in August.  30+ people attended and $25 was returned to RC&D, because the actual costs were slightly less than expected.   Follow up questionnaires have been mailed to attendees requesting feedback on the merits of the workshop; a number have been returned with positive comments.  John Eckman made a motion to declare this project complete; it was seconded by Joan Comanor and was unanimously approved.

Crop Tree Release with Shiitake Mushrooms as a Management Opportunity for Landowners:  A final report was distributed.  The money has been spent.  The remaining work that needs to be done is waiting for the mushrooms to grow and then market them.  Matt Yancey will provide a report to Council at that time.  The point of the project was to give forest landowners other alternatives to keep their land in forest.  Carl Luebben made a motion to declare this project complete; it was seconded by Jim Nichols and was unanimously approved.  

Farm Safety Day:   A final report was distributed.  Jim Nichols made a motion to declare this project complete as this event was completed this past summer; it was seconded by Rick Shiflet and was unanimously approved.

Community Financing Land and Water Protection:  A final report was distributed.  Shenandoah RC&D will continue to work with Staunton on the greenway planning in the future, however the terms of the grant which supported this project have been completed.   Jim Nichols made a motion to declare this project complete; it was seconded by Rick Shiflet and was unanimously approved.

Invasive Species Workshops:  Joan gave a final report.  There were 56 people at the two workshops, one in Woodstock, one in Harrisonburg.  She noted that the budget was overspent by $17.73 and requested concurrence to cover the total costs.  This was from Firewise funds.  Jim Nichols made a motion to declare this project complete; it was seconded by Rick Shiflet and was unanimously approved.

Updates:

Agua Funds and Other Grant Expenditures

Chesapeake Bay Funders’ Network:  Council expects to spend $50,000 in equipment by the end of the year.  There are already expenditures in administrative.  This project has received national media attention.

WSF-II:  Becky Barlow reported on this.  The new state transport incentive program was announced at the beginning of November.  She is getting calls about that.  She is not getting very many calls from poultry growers.  Hobey has distributed a letter to growers encouraging them to call the hotline and make litter available.  Two growers have responded.  There is a regulatory process going on about poultry litter.  A flyer was distributed about the Farm Show at Expo.  They are looking for sponsors for a booth.  A motion was made to provide $1,000 as a sponsor by Joan Comanor; seconded by Carl Luebben and unanimously approved.  This money will come from the Agua Fund.

Committee Work Plans:  The committees met by teleconference.  The work plans were distributed.  The committees still need to be expanded by adding affiliate members. Joan has talked to Shenandoah Co. Farm Bureau.  She will be arranging other talks with Farm Bureaus in Clarke and Warren to request feedback re potential projects and partnership activities.  The Community Development Committee needs more members.

Council Administration:   A bookkeeper description has been put together by the Executive Committee; copies were distributed to Council members with a request for any comments or suggestions, as well as any leads for potential candidates.  Joan Comanor has the lead on hiring a bookkeeper.

By-laws change:  Section 2 C Officer and Council seats, Secretary/Treasurer.  Two signatures are not needed on checks.  Strike “Treasurer will co-sign all checks/vouchers for all bills”.  Jim Nichols made a motion to approve this change.  Carl Luebben seconded the motion and it was unanimously approved.

COUNCIL INFORMATION

VARC&DC 2008 Fall Meeting:  Jim Lawrence reported on this.  Jim Lawrence, Joan Comanor, and Jim Nichols attended this meeting in Charlottesville on November 15.  The majority of the discussion was about the Southeast meeting in Wytheville.  There was a call for exhibitors and sponsors.  If exhibitors are recruited, the Council will receive $100 per exhibitor.  Joan suggested that Council brainstorm potential sponsors/exhibitors at the January meeting.  Circulate the call for exhibitors’ sheet before the January meeting.

Green Infrastructure Workshop:  Over 70 people from around the state attended this training.  The RC&Ds were well represented.  All were very happy with the outcome.

2008 Southeast Association Meeting:  It will be held September 10-13, 2008 in Wytheville.  All RC&Ds are expected to have representatives there.  Members who are planning to attend should be thinking about it now.  Council will discuss who should attend at the January meeting.

OTHER BUSINESS

Roller/Crimper Agreement:  The MOU needs to be updated and signed again.  A separate agreement will be signed with NRCS and Shenandoah RC&D.  A signed agreement between VCE and SVSWCD is needed because they are doing the actual scheduling.  The agreement says that Council needs to authorize an official meeting of the governing body of Shenandoah RC&D and agree to sign.  Joan made a motion for the Chair to sign the agreement once the MOUs are worded satisfactorily.  Rick Shiflet seconded; it was unanimously approved.

The Coordinator’s Report was distributed for Council’s information.

Announcements

Farmers Market Workshop

New Market, Virginia

December 4, 2007

9:00 – 2:00

Lunch provided

Jennifer Hibbert, new alternate for CSPCD, was welcomed to the Council.

A new Council contact list was distributed.  It is to be placed in each Council members Director’s notebook.

State Policy:  John Eckman suggested that Council look at the Virginia Conservation Network website for issues that will be coming before the General Assembly.

Next Meeting:

Monday, January 14, 2008

VCE Northwest District Conference Room

Harrisonburg, Virginia

10:00 a.m. – 12:00 p.m.

The meeting was adjourned at 12:40 p.m.  Carl Luebben made a motion to adjourn.  It was seconded by John Eckman and unanimously approved.

Respectfully submitted,

Lorraine M. Cormier

Administrative Assistant

Approved:  Chair                                                                                                                 Date