VASWCD Board Meeting

VASWCD Board Meeting September 23, 2015 · Old Dominion Electric Cooperative Building · Glen Allen, VA

Association board meeting called to order at 9:00AM. Pledge of Allegiance led by Steven Meeks. Invocation led by Richard Chaffin.

Introductions/Attendees as follows: Steven Meeks, Judy Burtner, JC Berger, John Peterson, Jack Bricker, Don Wells, Darrell Marshall, Richard Street, Bobby Grisso, Wilkie Chaffin, Liz McKercher, Neil Zahradka, Clyde Cristman, Ricky Rash, Stephanie Martin, Dave Dowling, Darryl Glover, James Davis-Martin, Chip Jones, Bob Brame, Matt Poirot, Margie Davis, Pete Farmer, Deanna Fehrer, Beth Sokolik, Kendall Tyree, Blair Gordon, Sherry Ragland, Suzie Brown, Deirdre Clark, Monira Rifaat, David Ball, and Ed Overton.

Margie Davis moved the minutes from the June quarterly board meeting be accepted as written. Second by John Peterson. Motion approved unanimously.

Don Wells presented the Treasurer Report. The report is filed with official minutes. Wells highlighted the closing balances from FY15. Information on budget details for FY16 was shown from July 1 – September 15. No questions were asked regarding the FY15 budget to date. Wells highlighted key income and expenses during this first quarter – including income from annual meeting, directory advertisements, board meeting registrations, staff and director travel, etc.

The FY16 proposed revisions to the budget were shared and explained compared to the previously approved FY16 budget. These revisions were suggested to better reflect needs. Wells noted that the finance committee, which was appointed at the previous board meeting, did meet over the summer and is offering these recommendations. Recommendations brought forward by the committee were reflected in the treasurer report. Motion by Wells to approve changes to the FY16 budget. Motion came as recommendation from committee. Motion approved unanimously.

The FY17 budget proposal was reviewed and is filed with the treasurer report. Wells moved that the FY17 budget be supported and taken to the Annual Meeting full membership meeting. Motion brought forward by Wells as recommended from Finance committee. Motion to support the FY17 budget and advance to the membership approved unanimously.

Committee meeting reports were provided:

- Legislative Committee: Federal/NACD Report – John Peterson provided the NACD report. A handout was provided and filed with the official minutes. Peterson noted the Conservation Innovation Grants through NRCS and encouraged districts to compete for these opportunities. He shared details on the Out on the Land TV program that recently featured conservation district efforts. Also provided, and filed with the official minutes, was the recent letter sent to Congressional House and Senate Appropriations members urging protection of mandatory funding for farm bill conservation programs. Peterson also serves on the finance committee for NACD and provided updates on financial considerations at the NACD level – specifically printing and travel reductions to reduce the current NACD deficit. Peterson also announced that Mid-Atlantic Chapter of IECA is willing to partner with districts to provide training opportunities. The Executive Director will share this letter with the all district email list serve to inform all SWCDs of this opportunity. Director David Ball asked Peterson if a mentoring program was possible among districts at the NACD level to help share successful outreach and best practices, especially with under-performing SWCDs. Peterson noted this is being discussed at the NACD level.

1 - Legislative Committee: State Report – Wells provided the state legislative report. The legislative committee held a conference call in August and approved a general legislative agenda and since that date staff has been working with DCR and partners to determine exact funding need amounts.

Wells reviewed the state draft legislative agenda as included in packets and filed with the official minutes. Priorities include increasing operations funds, increasing financial and staff resources for cost share and technical assistance, support COIA legislation to clarify who is eligible to participate in the cost share program, establish an urban cost share program, provide funding for small dam repair, dam rehabilitation, dam safety, engineering, training, IT support, and the SEAS program. Details on these items indicated in handout.

The COIA issue as included in the draft legislative agenda references the recently raised question of whether directors and SWCD staff can participate in cost share. Clyde Cristman, DCR Director added that he requested of the AG office that we have a response in time for the legislative drafting process. The original complaint/question on this issue was originally brought forward by a previous district director. Last Cristman clarified that the issue of concern with COIA is directly related to entering contracts.

Wells moved that the Association support the legislative agenda as presented and request presentation at the membership session at the Annual Meeting. Monira Rifaat asked for explanation of the numbers for cost share technical assistance – as detailed in item #2 of the legislative agenda. Wells explained these numbers are provided within the Agricultural BMP Cost Share Needs Assessment. Cristman noted that using the words “technical assistance” has been misunderstood by legislative members. This funding is truly ‘boots on the ground’ and members need to better understand these dollars are tied to staff to implement the program. The intent is to provide a better understanding of need and increase this funding by providing a portion of these funds in the district base budget. This would allow districts to feel more certain of funding rather than have a large fluctuating amount of technical assistance each year. Some funds may still be tied to the amount of cost share for technical assistance but a portion be also provided annually as base funding.

Brame applauded the work of DCR and VASWCD on work to date related to the COIA issue and stressed no matter the response from the AG we should pursue a change to Code of Virginia. Members discussed and agreed. Wells stated those General Assembly members we have worked with to date have been supportive of this needed change.

The motion by Wells on behalf of the Legislative Committee was approved unanimously to support the legislative agenda and advance to the annual meeting membership at the December business meeting.

Wells also shared that both Delegate Margaret Ransone and Senator Ryan McDougle will be attending the Annual Meeting to receive their Legislator of the Year Awards.

Next, revisions to the policy book were presented. Wells stated that all of the Association policies are up for review and renewal this December. Minor changes have occurred to the majority of the policies. The most significant policy change was made to the Draft Policy on Water Quantity and Quality. Discussion ensued. Motion to support revisions to the policy book and take to the membership in December was made by Meeks. Second by Wells. Wells noted that the fracking policy a new policy for consideration this year will be handled separately. Ball asked that the policy book version shared at the annual meeting include revisions/mark-ups. James Davis-Martin asked that the board may want to consider a policy that addresses urban efforts of which SWCDs are beginning to be more involved in. Motion to support and advance policy book revisions to the membership at the annual business meeting approved unanimously.

2 - Legislative Committee: Fracking Sub-Committee – Chip Jones presented the fracking committee report which was included in board materials and filed with the official minutes. Presented was the draft policy which included three edits since initial presentation of the draft policy at the June board meeting. Jones read the draft policy in full for the board to consider. Motion from Chip Jones, Committee chair, to support the policy and advance to the annual meeting membership at the December business meeting. Motion approved unanimously.

- Marketing Committee – Derwin Booker reported that the committee held its first meeting on August 3. Booker shared that the committee discussed signs for districts and VDOT specifications. The group requested Piedmont SWCD pilot the signage effort. The committee will develop guidance materials for further rollout based on the Piedmont district experience. The Piedmont district is placing a request for bids for this project and an update will be provided at the next committee meeting to be held in late October. Website presence was also discussed and the group will focus on how to work with all districts to enhance this type of communications outreach. Additional projects of the committee will include assisting with press release templates and other marketing materials. The group will meet again on October 19 at the VASWCD office.

- IT Committee – JC Berger presented the IT Committee report on behalf of the Chairman George Lamb. A handout was included in materials and filed with the official minutes. Berger highlighted that as districts use more information technology, our committee will continue to advocate for more software and systems training. This certainly dovetails with marketing and the committee is willing to assist as needed. The Attachment E subcommittee has been meeting over the summer months and will present its final report in December. The full IT Committee will receive this report in October and review/prepare for the December presentation. It was also reported that DCR may also make a minimum recommendation for bandwidth to districts to best manage the cost share tracking program per recent discussions and issues with congestion and connectivity at one district. This issue is most likely not unique to this one district. Wichelns commented that VOIP services should be provided by your cable service and not a third party vendor for high quality service. Culpeper district recently went down this path and offered guidance. Deanna Fehrer, member of the attachment E sub-committee, shared progress and discussed training needs at the district level.

- Urban Committee – Richard Chaffin recently attended the committee meeting and shared an update on the complexity, dedication and level of work by this group. Staff provided a brief update. James Davis-Martin of DEQ indicated upcoming grant funds are intended to be a recurring on the condition there is continued demand in the market. Enclosed in packets was a summary of efforts as approved by DEQ through EPA. Written into the proposal is the idea that local governments work with districts to raise the cost share amounts. This provides a great opportunity to collaborate and further improve the local relationship. Greg Wichelns stated that the core challenge to this program is ensuring dedicated funding for a staffer to assist in coordination of the program and that DEQ funding does provide flexibility on this effort. The four districts serving on the steering committee – Piedmont, Culpeper, Thomas Jefferson and Hanover-Caroline - carry a significant workload to advancing this effort. Grisso asked the question of what is the definition of “small parcel.” Davis-Martin noted this could be small residential and along the lines of small business for example churches could be eligible. Grisso stated that current program efforts with Master Naturalists might be an opportunity to collaborate. Grisso stated the BMPs for a VCAP program are important to include nutrient management planning. Davis-Martin agreed and said there may be efforts to learn from each other.

Area Chair Reports:

- Area I – Judy Burtner presented the Area I report. Handout included in packets and filed with official minutes. Burtner attended three of her six district board meetings in September and will visit the remaining three in

3 October. She has been stressing the need for districts to build relationships with General Assembly members. A concern in Area I is the avian flu risk and districts are taking biosecurity precautions diligently. This has prompted changes in field days also. Another district, indicated concern with the navigable stream definition in Waters of the US regulations. This district has an educational speaker prior to their board meeting and recently heard from Farm Bureau on this topic. Burtner stated that there needs to be assistance/guidance to districts on this effort perhaps in form of a white paper. Peterson stated that this is an issue across the nation and that NACD may be of assistance. Lastly, Headwaters SWCD recently met with Senator Hanger to discuss conservation issues/legislative needs. Additional meetings will occur with Delegate Steve Landes. Hanger indicated a lot of knowledge will be lost as it relates to conservation due to recent retirements in the General Assembly. He indicated a need for continued education with legislators on our issues.

- Area II – Bob Brame presented the Area report. A handout was provided and is filed with the official minutes. Brame shared that Culpeper SWCD recently hosted a conservation district tour for Department of Planning budget staff, House Appropriations staffer, and DCR.

- Area III – As the Area Chair position remains vacant, other officers from Area III spoke up to Area needs. Jones indicated that Area III districts have concern that cover crop be adequately funded. There is concern that with the SL-6 backlog that practices such as cover crop may be unfortunately impacted in terms of funding. Jones expressed concern if this were to occur because extensive need continues to exist. The Northern Neck is celebrating its 75th anniversary this year.

- Area IV – An Area IV report was included in board packets and filed with the official minutes. Pete Farmer shared that the area recently held an area conference call to discuss topics of importance. A lot of concerns continue around the COIA issue. The Fracking policy and TAC recommendations were reviewed with participants. Farmer also indicated he sends an email to area directors and staff after board meetings to share Association notes.

- Area V – The Area V report was included in board packets and filed with the official minutes. Ricky Rash shared that Blue Ridge SWCD has recently completed a quilt of all t-shirts from previous Envirothon events and will be used as an outreach tool for the program. Piedmont SWCD recently also held a conservation tour for Department of Planning & Budget staff, the Virginia Director for the Chesapeake Bay Commission, and DCR. Great information was shared regarding financial needs that should be of assistance to us moving forward.

- Area VI – Area VI report presented by Margie Davis. Report included in packet and filed with official minutes. Davis highlighted points from the report. A lot of concerns have also been expressed in Area VI regarding the COIA issue. Davis stated that the James River SWCD had inquired with staff regarding grant writer efforts to find funding for implementation of a local farm day event. Wilkie Chaffin responded to question whether grant writer could be utilized for local grants, noted that funding for the grant writer was to benefit all SWCDs. Discussion on this topic was deferred to Foundation Meeting.

Agency/Partner Reports:

- DEQ- Report presented by Liz McKercher and Neil Zharadka. Watershed report provided in packet and filed with the official minutes. In early November DEQ plans to request applications for non-ag NPS water quality improvement funds. Project types sought were included in the packet of information distributed. Additionally, a Webinar on October 20th will be held to provide outreach on the 319 grant application process and details. Neil Zahradka provided an update on the small AFO program; report provided with packet. Predominant activity has been with dairy operations.

4 - NRCS – Report presented by Jack Bricker. Report included in packets and filed with official minutes. A potential federal government shutdown is looming and NRCS is preparing for such. A total of $22.5 million are now in the hopper for dam rehabilitation that will be used over the next five years. Another bootcamp week long training will be held in October and currently 22 individuals are registered including 10 from SWCDs across the Commonwealth. Deanna Fehrer and John Peterson provided appreciation to Jack for NRCS staff assistance at Graves Mountain and for dam rehabilitation support.

- Department of Forestry – Matt Poirot offered the Forestry report. A report was included in board packets and filed with the official minutes. Emerald ash boar issues have been found in five new counties in 2015 and will devastate the ash population in Virginia. Poirot also noted that state forests in Virginia are self supporting and support themselves through timber sales. As a result a percentage of those sales go to counties in lieu of real estate tax.

- VA Dept of Ag & Consumer Services – Darrell Marshall presented the report as included in packets and filed with the official minutes. Fewer complaints were noted in the annual Ag Stewardship Act annual report. Since that reporting period, no enforcement actions were taken. The first emergency corrective order was issued recently and the Virginia Soil & Water Conservation Board will be addressing an Agriculture Stewardship Act appeal issue tomorrow at its meeting. Last week, also a memo was sent to districts – and shared in board packets – regarding SWCD policies for handling stewardship act complaints. Since the first policies were developed 19 years ago, and turnover has occurred, new policy documents are to be completed and returned to VDACS by November 30. It is also hopeful this will prevent a district board from discussing a complaint during an active investigation. Districts do not have the provision to discuss agricultural stewardship complaints in closed sessions. If issues are discussed during a board meeting, no names or identifiable information should be shared and conversation should be limited to the county in which the complaint occurred.

- Virginia Cooperative Extension – VT is up in terms of student enrollment. Currently 238 tenured faculty are on staff – ten were hired this past year. Over 700 degrees were conferred this past year. The Chapter of Soil & Water Conservation Society will be holding a session on October 28 at the Science Museum of Virginia. A handout was included in packets on this event. The Farmer of the Year award was presented at the Dinwiddie County Fair. Grisso encouraged districts to nominate farmers for this award. Winners compete at the Southeast region and the award comes with a $15,000 check. VSU Dean Jewel Hariston resigned and has moved to FSA. Current interim is Ray McKenny and VT has a strong, exciting new partnership. Drones, industrial hemps, food deserts continue to be on the radar of VCE and provide opportunity to partner.

The group broke for lunch at 12:10pm. Reconvened at 12:54.

- Virginia Soil & Water Conservation Board – Richard Chaffin thanked Richard Street and Jerry Ingle for being in attendance. The Virginia Soil & Water Conservation Board will meet tomorrow in this same location and all are welcome to attend.

- Department of Conservation & Recreation – Clyde Cristman opened with comments. He acknowledged the new position Dave Dowling is serving as a senior manager in the Deputy Director position. The Governor announced that surplus funds in addition to agency unexpended balances of $61 million have been dedicated to the Water Quality Improvement Fund. Cristman along with VASWCD leadership and staff who recently met with Secretary of Natural Resources Molly Ward encouraged these funds be used for nonpoint source needs. Cristman notes that farm tours should be continued in the future. DCR is aware of issues with SL-6 taking away from other practices, and is hopeful that addressing the SL-6 backlog will assist with this concern. Recordation fee revenue

5 is up. David Dowling pointed attendees to a document provided, a Draft Water Quality Needs Assessment. In 2017 the needs listed are $197 million. These categories include Chesapeake Bay cost share, technical assistance and the same for Southern Rivers. With SL-6 backlog funding also included this need is over $91 million. Dowling also highlighted the recent budget template process completed by districts. The budget template suggests that districts operations is lacking and should be funded at an estimated $8.4 million. Details can be found in the handout filed with the official minutes. Regarding the DCR budget package request, $2.6 million has been requested for district administration and operations. To deliver a $30 million program it’s anticipated 16.89% of TA is necessary per budget template submissions. Burtner asked what districts can do to support DCR in these requests and encourage inclusion in the Governor’s budget and/or General Assembly budget. Cristman responded that a big piece is educating districts and legislators on these needs. Once the Governor’s budget is finalized in December the opportunity exists for districts to work through the legislative process for any needs not incorporated. Outreach and thank you letters are especially important at this time. The Executive Director will provide the budget request report as provided by Dave Dowling electronically to Area Chairs at the request of Judy Burtner.

Darryl Glover also provided a Division Director’s Report. This report was included in board packets and read to members. This report is filed with the official minutes. Highlights included information on recent farm tours, stream exclusion, RMP, engineering services, shoreline erosion advisory service, and area visits. The current SL- 6 backlog is $66 million.

DEQ and DCR have been working together on the plan for best management practices verification, as required by the US EPA in order to continue to receive pollution reduction credit in the new Chesapeake Bay model. A handout was provided noting details and is filed with the official minutes. Verification overall is a major effort at the Bay Program level and a number of additional components not included in the enclosed report are viewable in the full plan document. The draft verification report was completed on schedule and submitted to EPA. It was reviewed by a panel of experts at the Bay program and initial feedback has been received. Initial feedback requests that Virginia take further steps. Virginia does await further input regarding statistical approach to verification. Final plans are due middle of November and revisions will be made prior to this date. A training session on this topic will be provided at the December annual meeting.

At this time, Richard Chaffin led topics related to the Executive Committee Report. The first topic to be discussed related to a bylaws recommendation. The Association has received a proposed amendment to the bylaws. President Chaffin stated this is for consideration only and the board can determine whether to put board support behind this proposal. No matter the board outcome, a proposal will be taken forward to the business meeting in December for membership review. President Chaffin recommended a motion be made. Judy Burtner moved that the board support the bylaw amendment presented that reads, whether by proxy or otherwise “No person shall serve in more than one position as an Association officer or Area Chair or Vice-Chair, and in Association board meetings no person shall cast more than one vote” and that said proposal be forwarded to the membership per the bylaws 60 day notice. Second by Wells. Motion to support the language as provided by Burtner passed unanimously. This will be presented as Article 8 item c and current Article 8 will become item d. This information will be sent to all districts in coming days.

The next item for discussion focused on the VASWCD strategic plan. A draft was included in board packets and filed with the official minutes. The Executive Committee presented the draft Strategic plan. John Peterson commented that the next step – the annual plan of work – is the critical component of this process. A motion was made by Meeks for board support of the draft and to advance the plan to the annual meeting membership in December.

6 Last VASWCD staff provided information on Annual Meeting details. Packets were provided and details shared. Information is also available online at www.vaswcd.org.

VASWCD staff shared a handout on terms of office regarding elections of area officers, Soil & Water Board appointments for Area II & Area III, and Area spring meetings. Ricky Rash indicated Area V will hold its meeting the first Wednesday in March. Area IV indicated the meeting will be held the third week in March.

With no new business the meeting adjourned at 2:34

7 VASWCD Education Foundation Board Meeting September 23, 2015 · Old Dominion Electric Cooperative Building · Glen Allen, VA

The Foundation meeting was called to order at 2:45pm.

Ed Overton presided over the meeting as Vice President at the request of President Chaffin who was in attendance but feeling under the weather.

Minutes were provided in packets. Motion to approve the minutes from the June Foundation board meeting made by Wells. Brame seconded the motion. Approved unanimously.

Staff assisted in presenting the treasurer report on behalf of JC Berger. The FY16 revisions to the budget and proposal for the FY17 budget were presented by JC Berger. The treasurer report was filed with the official minutes. Berger moved to approve the revised budget for FY16. Second by Wells. Motion approved unanimously.

Likewise, Berger shared details on the FY17 budget and made a motion to approve the proposed FY17 budget. Second by Peterson. Motion for FY17 budget approved unanimously.

Deanna Fehrer provided a partner report from the Employee Association. Report included in packet and filed with the official minutes. Deanna shared highlights from Graves Mountain including 199 registered, 113 attendees, 34 SWCDs represented and all six areas represented. Information on scholarships to employees to attend was provided. Remaining funds will be used to provide scholarships for attending the VASWCD Annual Meeting. For the most part all sessions were successful and evaluations were provided. Additionally, members were reminded that last year the benevolence fund was established to help employees during an emergency/crisis. This year the VACDE is doing a fundraiser around Christmas ornaments at the cost of $12 to help support the benevolence fund. Orders are due next Friday to Megen Dalton.

Information on the Soil & Water Conservation Society upcoming annual meeting was provided in packets.

Suzie Brown provided an education committee report. Information was shared regarding the operations sub-committee efforts to provide a guide for district policies is which will be distributed as a gift to districts at the annual meeting.

Staff provided an update on fundraisers including the Annual Meeting Auction and Wine & Win Raffle, Amazon Smile, and the 2016 Golf Tournament.

Wilkie Chaffin provided comments on the Dora Chaffin Employee/Dependent Scholarship and the recent award to John Myers of Pittsylvania SWCD. It was agreed John Myers would be recognized at the Awards Banquet as the recipient of this award.

Staff shared the background information on the proposed Halifax MOU and the Foundation’s management of a scholarship on the district behalf. Berger moved the board approve the MOU with Halifax SWCD. Second by Burtner. Motion approved unanimously.

Staff provided an update on Envirothon, Youth Conservation Camp, Youth Conservation Leadership Institute, State Fair, and the Girl Scout Patch. Specific to Envirothon the program budget was shared. The Hidden Pond team represented Virginia at the National Envirothon level. The team will be honored at the upcoming Northern Virginia district board meeting. The 2016 Envirothon topic will focus on invasive species and the 2016 national competition will be held in Ontario, Canada.

8 Information was shared about Youth Conservation Camp and a program budget shared in packets and filed with the minutes.

The Youth Conservation Leadership Institute is a new pilot program meant to expand on YCC activities after camp. The program requires a set amount of community service hours related to conservation. The culminating experience will showcase student projects and provide for networking with key leaders. Twelve students have applied to be a part of the pilot program funded by the Virginia Environmental Endowment.

The State Fair begins on Friday of this week and runs for two weeks. VASWCD has been partnering with a number of natural resource organizations to exhibit together and are appreciative of this outreach which comes at no cost to the Foundation.

The final report for presentation as included in board packets and filed with the official minutes was that of Bruce Yoder the Foundation grant writer. It was suggested that Halifax and Peanut districts be contacted to see if any individuals are familiar with the Camp Foundation to assist in pursuing efforts with these Foundations as recommended by Mr. Yoder. VASWCD staff will continue pursuing these efforts. It was also requested by Dr. Grisso that any sought grant funds provide some overhead and administrative cost. Likewise, it was suggested that the grant applications completed to date by Bruce Yoder be shared with districts who might want to use the language in their own pursuits.

With no new business, the meeting adjourned. Meeting adjourned at 3:36pm.