VASWCD & Foundation Quarterly Board Meetings December 7-8, 2014 – Hotel Roanoke & Conference Center
Wilkie Chaffin called the VASWCD Educational Foundation meeting to order.
Approval of the minutes moved with a motion by Don Wells. Second by Berger. Motion Approved.
Berger presented the treasurers report. Information was shared on expenses and income from July 1 through mid November. Other projects were explained including VNRLI, VMI Environment Virginia and expenses. Ray Moore will provide an update on investments today during the afternoon session of the board.
No income was reported for the Chaffin awards because a sufficient number of applications were not received.
Berger made a motion to approve $625 for travel to Carl Thiel- Goin of Tidewater to the NACD Annual Meeting. Motion seconded by Overton. Kendall will provide follow up to Carl Thiel- Goin regarding this scholarship.
Wells made a motion to accept and file the treasurer report. Motion by Wells. Second by Meeks. Motion approved unanimously.
Committee reports:
Education Committee – Suzie Brown presented the committee report and informed members of the personnel management work underway and the manual which will be provided to all districts at the Monday general session. The group will convene in January to begin planning training sessions and projects for 2015.
Funds Committee – This committee will begin efforts in the coming year.
Foundation Awards – There will be no Chaffin awards this year as there were insufficient applications. We hope to increase support of this program in coming year. Teacher of the Year Awards will be presented at the Awards Luncheon Monday.
Fundraising Report – Staff presented information on the golf tournament, Amazon Smile, Swag for your Tag, the raffle and auction.
Partner Reports:
Karen Kline with the Soil Conservation Society was unable to attend because of a family emergency but sent word of the groups continued importance and partnership with the Foundation. Roy Flannagan is the newly elected President.
VASWCD President & Staff Project Update
Envirothon Report – The 2015 event will be held May 18-19 at Longwood. Staff has been working with Areas to ensure successful implementation of the program.
1 YCC – 2015 planning is already underway. Expansion of the program is in development with the newly received grant from the Virginia Environment Endowment.
Girl Scout – Program information is on the website. Patches are being offered to scouts and interest is increasing.
Nominating Committee report presented by John Peterson. Report included in board materials. Ward Robens and Derwin Booker served on the nominating committee. The following individuals were presented for officers:
Wilkie Chaffin, President
Ed Overton, Vice President
JC Berger, Treasurer
Chaffin made a motion that nominations be closed and unanimous approval be agreed for Wilkie Chaffin for President. Wells second. Motion approved.
Wells moved that nominations be closed and unanimous ballot favor be agreed for Ed Overton as Vice- President. Meeks seconded the motion. Motion approved unanimously.
Simmons moved nominations be closed and unanimous approval of JC Berger for Treasurer. Seconded by Wells. Motion approved.
The Foundation Meeting recessed at 10:15am until 1pm.
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The Virginia Association of Soil & Water Conservation Districts meeting was called to order at 10:21am by President Lou Ann Wallace.
Pledge of Allegiance and Invocation. Invocation by Ricky Rash.
Introductions by attendees: Lou Ann Wallace, Wilkie Chaffin, Don Wells, Richard Chaffin, JC Berger, Chris Simmons, Ed Overton, Pete Farmer, Ward Robens, Chip Jones, Herb Dunford, John Blankenship, Ricky Rash, Jerry Ingle, Jack Bricker, Richard Street, John Peterson, Bobby Grisso, Margie Davis, Jim Christian, Steven Meeks, Beth Sokolik, Kendall Tyree, Greg Wichelns.
Meeting minutes from October were reviewed. Peterson moved the minutes be approved, second by Margie Davis. No discussion. Motion approved unanimously.
Don Wells presented the Association Treasurer report. Income and expenses were presented as detailed in the report included in board packets. Motion made by Wells for treasurer report to be accepted received and filed for audit. Motion by Wells and Second by Peterson. Motion approved unanimously.
FY16 proposed budget was reviewed. This will be voted on by the full membership at the upcoming Tuesday business session.
2 Committee Reports:
- Agricultural Committee – Vacant. Association seeks committee members and chair.
- Marketing/ PR Committee – Chris Simmons presented the marketing committee. He shared that there are approximately 8.2 million citizens in Virginia and 1.5% work in agriculture field. Additionally there are an estimated 1.2 million students are in Virginia which is 15% of Virginia’s population base. He challenged attendees to ponder these numbers and determine how your district can best reach these audiences. Overall, the number of press releases by association is up this year compared to last year. The marketing committee has a new co-chair, Derwin Booker and responsibilities are split between Mr. Booker and Mr. Simmons.
- Forestry Committee – Bill Worrell presented the Forestry Committee report. Report included in materials. In addition, Bill Worrell presented a new issue of importance to the committee about the northern long eared bat and its possibility of being listed as federally endangered species. This would impact harvesting and tree cutting in the spring season.
- Urban Committee – Greg Wichelns spoke to the Urban Committee report included in materials. The committee continues to develop and implement an urban cost share program. A few new grants have now come on board to expand the project including funding from Dominion to assist homeowners in Dominion service areas on homeowner issues. The committee will be presenting a presentation during track sessions tomorrow.
- IT Committee – George Lamb presented the IT Committee report as included in materials. Grant work has been completed. The IT Committee has been instrumental in serving districts on RMP needs and development of modules. Results from the recent IT survey were also presented as included in board reports. Margie Davis requested information on details on IT telephone guidance.
- Legislative Report – To be completed in the PM session of the board.
John Peterson presented the Nominating Committee Report. Report included in materials. This was provided for informational purposes so area chairs can share at area meetings. Elections will be held at the Tuesday business meeting. Recommended for office:
- President, Chris Simmons
- First Vice, Richard Chaffin
- Second Vice, Steven Meeks
- NACD Board Member, John Peterson
Partner Reports:
- NRCS – Mr. Bricker’s report was included in meeting materials for full attendees. Mr. Bricker shared information on the RCPP program. Julie Hawkins has filled the Assistant State
3 Conservationist position that Wade Biddix vacates by retiring. Chip Jones suggested that the Association work with VCE and NRCS if possible on planning the Farm to Table Conference.
- VCE – Dr. Bobby Grisso provided an update on VCE activities. In terms of budget reductions, VCE was exempted in the first round as an institution of higher education. However, cuts may be in the forecast and Extension is starting to keep this in mind. As a result some positions may be left unfilled if necessary when vacated.
- Soil & Water Board – Herb Dunford, Chair of the Soil & Water Board presented the report. The agenda was shared for the upcoming Wednesday state board meeting.
Executive Committee & ED Report: Staff reviewed the annual meeting agenda and business meeting materials. Individuals were encouraged to attend the Wednesday Soil & Water Board meeting following our Association program.
The Association meeting was recessed at 11:50am until 1:00pm.
The meeting of the Association was called to order and reconvened at 1:05pm. Partner reports resumed:
- VACDE - The meeting began with a report from the VACDE. A report was included in meeting materials. Gavin Sanderlin highlighted items including the auction, service awards, and the outstanding conservation employee awards. Gavin Sanderlin and Jack Bricker discussed the idea of providing more specific training for SWCD staff to become level one planner certified. Bricker guaranteed six people annually would be able to receive training and that the local SWCD board must commit that their respective staff utilizes the training and Toolkit. The training will be held regardless as NRCS must train own staff but also enhances the partnership with VACDE.
- DCR – Darryl Glover presented the DCR report. Written report provided. Information on the new engineer, the Resource Management Plan Program was provided. Stream exclusion backlog was noted as over $10 million. A new grant project developed by DCR staff and paid for through funds from DEQ was reviewed. This project was focused on capturing additional voluntary BMP projects. Information on this project will be presented at Area Meetings on Monday afternoon by CDCs. Handouts were provided and filed with the minutes.
The legislative report was presented. Don Wells, co-chair spoke to state issues.
- State Legislative Report – Don Wells referenced the legislative agenda draft included in meeting materials. Wells focused on the state budget concerns and recognized that this will be a difficult year for funding. Nonetheless, the VASWCD must educate legislative members on SWCD needs and therefore highest priorities in the draft agenda include operational funding, cost share, urban cost share, dam rehabilitation, shoreline erosion, IT Committee needs, etc.
Lou Ann Wallace brought forward the agenda item on fracking. At the October meeting the board discussed how to proceed and began initial discussion. Lou Ann Wallace appointed Chip Jones as the chair of the fracking committee who would study the issue and work towards development of
4 a policy on fracking to be adopted by the membership in December 2015. Chip Jones provided additional details on the work of the committee.
J.C. Berger asked about the committee purpose and make-up. He asked where the technical resources be made available to this committee. The VASWCD has been in work with VOGA?? and other stakeholders but should pursue this issue further.
Members had trouble determining the status of the fracking conversation. Margie Davis made a formal motion to advance this issue to committee. Second by Ricky Rash. Motion approved. Issue will be advanced to committee.
Legislative day will be held on January 15, 2015.
Legislator of the Year, Delegate Edmunds, will be recognized at the Awards Luncheon tomorrow.
John Peterson provided the NACD report included in meeting materials.
Lou Ann Wallace reminded area chairs on items to cover at area meetings.
VASWCD Meeting recessed at 2:40PM.
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VASWCD Educational Foundation meeting reconvened at 2:40PM.
The idea of hiring a grant writer was discussed. Two proposals submitted for consideration by Eldon James and Bruce Yoder were examined and presented to the board. Mr. Richard Chaffin asked if the Foundation was ready for hiring a grant writer and whether the board has strategically planned for what grants we’d like to pursue. Mr. Meeks agreed that there were concerns that should be reviewed prior to hiring.
Bill Worrell said this could provide the Forestry committee assistance with grant writing for desired committee projects. Mr. Berger agreed that committees could benefit from such arrangement with a grant writer. Ricky Rash asked that if the Foundation were to hire a grant writer thean the grant request has to be tailored to each specific funder. He noted the Foundation may have to amend its goals and objectives to meet the funder’s needs.
Wilkie Chaffin said that we could approve hiring an individual and then officers and staff work to integrate said grant writer into our efforts.
Ricky Rash made a motion that the Foundation hire a grant writer provided that the Executive Board and VASWCD staff determine with who and how to proceed. Second by Christian. Mr. Meeks continued to have reservations about next steps. Mr. R. Chaffin stated that Foundation should not be paying an individual to determine what the Foundation should do; those decisions should be made by the board. Lou
5 Ann Wallace was concerned on how to proceed with a grant writer and not to overwhelm staff with grant specific reporting.
Mr. Peterson offered a substitute motion to authorize the Foundation Officers and VASWCD Executive Director to identify specific needs/priorities and negotiate with one or both of these grant writer individuals.
Ricky Rash spoke against the substitute motion saying we need to provide grant writer the autonomy to look for multiple projects and not merely one specific project.
Mr. Peterson noted concerns of telling a grant writer to “go forth and do good.” Rash followed up with the Foundation paying for his services, any issues that may arise should be recognized early on.
Mr. Peterson clarified his motion makes the Foundation focus on determining strategic needs.
Mr. Berger said that the focus must be education per nature of these funds being Educational Foundation dollars. The ED would be the clearinghouse on deciding priorities and working interactively with a grant writer.
Voted on substitute motion offered by Peterson: All in favor – Meeks, Simmons, Robens, R. Chaffin, D. Wells; All opposed – Christian, Rash, Farmer, Overton, Berger, Wallace. Motion fails.
JC mentioned we have a committee structure in place which should help identify some priority programs.
Discussion returned to the main motion on the floor presented by Rash motion. Motion passed. The Foundation board will meet in early 2015 to determine specifics on proceeding with the assistance of a grant writer.
At this time Ray Moore provided an update on Association and Foundation investments. Recommendation and reports were printed and provided to board members and filed with the official minutes. The investment committee will meet with Ray Moore to discuss investment items further and make needed decisions.
The investment committee will report back to the Foundation board.
The Foundation meeting adjourned at 3:34PM on Sunday, December 7.
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The Virginia Association of Soil & Water Conservation District Board Meeting reconvened at 6:27pm on Monday, December 8.
Lou Ann Wallace called the meeting to order.
Area Reports were presented:
- Area VI – Margie Davis presented the report. New Secretary John Bilzor from James River. Tara Williams will continue on as treasurer. No issue related to fracking. The area supported the advancement of a VASWCD study. Granville Maitland and Joseph Waymack were discussed as
6 possible Area VI representatives to the Soil & Water Board. VASWCD staff will research whether the Area VI representative position is an open seat in 2015. DCR staff noted belief that this position was not an open seat in 2015.
- Area I – Ward Robens presented report. Judy Burtner will serve as new chair and Linda Campbell as vice chair. Discussed the legislative committee, fracking issue, and no concerns were presented.
- Area II – Jim Christian presented the area report. The Area II written report was provided for review and included with meeting minutes. The new Area Chair elected is Bob Brame and vice chair is Deirdre Clarke. As a result of one of the training sessions, Area II was concerned with costs possibly associated with litigation by the Office of the Attorney General. The VASWCD was asked to address this issue where possible. John Marshall SWCD had also passed a resolution on a moratorium on hydrologic fracking and Area II adopted this policy. It was requested that the resolution be presented to the VASWCD Board and at the Tuesday membership meeting.
- Area III – Chip Jones presented the Area Chair report. Though not an election year, Area III changed leadership. Chip Jones will serve as the Area Chair and Ginannina Ienco will serve as Area Vice Chair. Area III was supportive of a committee study over the next year on the fracking topic. March 18 will be the Area III Spring Meeting in Monacan district.
- Area IV – Pete Farmer presented the report. Area IV Envirothon will be held April 17, 2015 at the New River Hill Farm in New River SWCD. March 17 is the scheduled Spring Area Meeting for Area IV in Abingdon. Members supported the legislative agenda. A lot of discussion was held on the fracking and individuals stepped forward wanting to serve on the committee. Jerry Ingle the state board member for Area IV asked those in the district to support him in supporting a change of reference by the state from Outside of the Bay to Southern Rivers. This will be addressed at the State Soil & Water Board meeting.
- Area V – Ricky Rash presented the Area report. Fracking was discussed. Conversation was not too controversial and an individual from Area V may step forward to serve on the committee. Damn maintenance money issues were addressed as these funds are not able to be carried forward which presents a problem when these programs are not necessarily completed within a 12 month timeframe. Clyde Cristman responded in agreement this is a true problem that will need to be addressed and that budget issues have exacerbated this issue. Elections were held and Ricky Rash was reelected as Area Chair and Barbara Teeple as vice chair.
Lou Ann Wallace asked members to review the Annual Business Meeting agenda.
Members discussed how to handle the Area II proposal brought forward on fracking. Rash asks for clarification regarding Area II proposal. Christian reads the proposal as written by Area II.
Christian moves adoption of the Area II Fracking draft policy as presented. Rash seconds this as motion. Discussion. Concern was noted by members that adoption of a policy was premature.
7 Overton moved that we table the Area II proposal until such time as the sub-committee on fracking reports back to the VASWCD board. Peterson second. Not debatable. Motion carries unanimously.
With no more questions. The board adjourned at 7:02pm.
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