Approved May 23, 2023
Meeting held in person with a virtual option via Microsoft Teams
April 25, 2023 MINUTES
Meeting held in person with a virtual option via Microsoft Teams
Mr. Peters called the meeting to order at 9:56 am. Those attending in person and virtually (*) were:
NVSWCD Directors and Associate Directors
Jerry Peters, Director-Chairman
Scott Cameron, Director-Vice Chairman
Chris Koerner, Director-Secretary/Treasurer
Monica Billger, Director
Adria Bordas, Director-Extension
Johna Gagnon, Associate Director*
Diane Hoffman, Associate Director*
John Peterson, Associate Director
Cooperating Agency Representatives
Linda Barfield, Fairfax Co. Stormwater Planning*
Debbie Cross, Virginia DCR
Casey Iames, USDA-NRCS
Jim McGlone, Virginia DOF
Guests
Rhonda Bitterli
Austin Hope*
Sravant Lavu*
NVSWCD Staff Members
Willie Woode, Executive Director
Scott Baron, Urban Conservation Specialist
Meghan Cunha, Urban Conservation Specialist
Judy Fraser, Urban Conservation Specialist
Cole Gandee, Outreach and Education Intern
Don Lacquement, Urban Conservation Engineer
Ashley Palmer, Communications & Education Specialist
Dan Schwartz, Soil Scientist
Heather Shackley, Operations Manager
Sophia Wood, Urban Conservation Specialist
Welcome and Introductions
Mr. Peters welcomed all to the meeting and noted there was a quorum of board members present. He apologized for the delayed meeting start due to technical difficulties and an earlier meeting running longer than expected.
Minutes March 28, 2023
Mr. Koerner reported that he had reviewed the minutes of the March 28, 2023 meeting of the Northern Virginia Soil and Water Conservation District (NVSWCD) Board of Directors and that they had been distributed in advance of the meeting.
At the March 28, 2023 meeting, during the discussion that preceded the “motion to approve the district’s application for a NASA grant…and in support of its Trapa eradication efforts,” Ms. Billger was on record in the minutes cautioning the board that the “initial goals of this program must be realistic. The noxious weed classification seems like a good first step. She agrees with the establishment of the ad hoc committee and sees an immediate role of the group be to understand the opportunities that are available. She wants to make sure, though, that the initial goals are realistic and achievable given current staffing and resources. She is concerned about staff taking on more work when everyone is fully leveraged.”
At today’s meeting, April 25, 2023, Ms. Billger acknowledged that it was not her intention to vote in favor of this motion; however, she did not vote against the motion, nor did she abstain. Today, she asked that the record of the March 28, 2023 meeting show that she is in opposition to the district’s application to NASA for grant funds. This will not change the outcome of the vote that was held last month but a note will be added to the March 28, 2023 minutes reflecting this comment.
A motion (Koerner-Cameron) to approve the minutes of the March 28, 2023 meeting, as amended, was approved by voice vote.
Treasurer’s Reports – March 2023 and Third Quarter of FY 2023
Mr. Koerner reported that the Treasurer’s Reports for March 2023 and the Third Quarter of FY 2023 had been distributed in advance of the meeting. Hearing no comments, the Treasurer’s Reports for March 2023 and the Third Quarter of FY 2023 were accepted by consensus to be filed for audit.
Mr. Koerner expressed his appreciation for district staff.
Technical Review Committee
Ms. Bordas reported that the Technical Review Committee (TRC) met on April 18, 2023 to review three new Conservation Assistance Program-Virginia Conservation Assistance Program (CAP-VCAP) applications and one reimbursement. Details of the Trapa bispinosa eradication contract were also presented to the TRC.
Trapa Treatment Contract
Ms. Bordas reported that at its meeting, the TRC reviewed details of the proposed contract for Trapa removal as a part of the Trapa EIP grant from Fairfax County. The vendor contract would include treatment of Trapa for six calendar months, the cost range would be $30,000-40,000, and would include 19 ponds at 11 sites. Additional details of the contract, including specification of the chemicals to be used, were included in the TRC report that was a part of the board package.
Ms. Bordas noted that she, Mr. Woode, and Mr. Baron are still adjusting some of the language in the proposed contract related to the number of projects and the number of hours included. She asked for authorization from the board to allow Mr. Woode to sign the contract when these details are finalized, noting that it would be in keeping with established practice.
A motion (Bordas-Billger) to authorize Mr. Woode to finalize and sign the contract with a Trapa treatment vendor, as discussed at the TRC meeting and in keeping with established practice, was approved by voice vote.
Ms. Bordas outlined the following CAP-VCAP applications and reimbursements that had been discussed by the TRC and recommended for approval by the board:
Miranda Conservation Landscaping
Oakton, Difficult Run Watershed, Sully District
Size – 4,500 sf. Cost $12, 500; Cost-Share $7,000
Lee Conservation Landscaping
City of Alexandria, Cameron Run Watershed
Size - 910 sf. Cost $8,842.35. Cost-share- $7,000
McCartan Conservation Landscaping
City of Alexandria, Cameron Run Watershed
Size – 951 sf, Cost $9,500; Cost Share $7,000
CAP-VCAP Reimbursement Request
Hanif Conservation Landscaping
Oakton, Difficult Run Watershed, Sully District
Size 850 sf; Cost $4,731.94; Cost-share - $3,500
A motion (Bordas-Billger) to approve the Miranda, Lee, and McCartan applications and the Hanif reimbursement request as outlined above and presented to the TRC in April was approved by voice vote.
Next Meeting of the Technical Review Committee
The next meeting of the TRC will be held on Tuesday, May 16, 2023.
Legislative Committee Report
Mr. Cameron provided highlights from his Legislative Committee report which had been included in the board package, including his activities on behalf of the committee on the issues of Trapa eradication and the impact of solar installations on the environment. He included in his printed report a copy of presentation slides from an April 6, 2023 presentation by Virginia Department of Environmental Quality Director Mike Rolband on “Regulatory Issues: Impacts of Utility Scale Solar Farms on Landscape Hydrology and Water Quality in Virginia,” given at a Scientific and Technical Advisory Committee to the Chesapeake Bay Program at George Mason University which Mr. Cameron attended.
Mr. Cameron reported that he has been in close touch with Dr. Kendall Tyree, Executive Director of the Virginia Association of Soil and Water Conservation Districts (VASWCD), to keep her informed of his conversations on legislative initiatives involving solar installations and other issues. He will continue to keep the NVSWCD board aware of his activities, noting that he is confident that his discussions and potential amendments to state law on solar which are being discussed are consistent with current VASWCD policy.
Report from the VASWCD Area II Spring Meeting
Mr. Peters reported that he, Mr. Cameron, and Mr. Schwartz attended the VASWCD Area II Spring meeting, held last week on April 19, 2023 in Charlottesville, Virginia. At that meeting, Mr. Cameron moderated a panel on the “Environmental Impacts of Utility Scale Industrial Solar Projects in Virginia.” Mr. Peters noted that the panel was comprised of three well-spoken individuals who held differing opinions on the topic, including Zach Jacobs of the Virginia Farm Bureau, Judy Dunscomb of the Nature Conservancy, and Skyler Zunk of Energy Right Virginia. The presentation was very well received. Kudos to Mr. Cameron for organizing this.
Mr. Peters reported that the next VASWCD Area II Legislative Committee meeting will be held on Thursday, July 27, 2023. District legislative initiatives are due to the Area II Legislative Committee Chairman by Monday, July 10, 2023. These will need to be approved by the NVSWCD board at its June 27, 2023 board meeting.
Mr. Peters took this opportunity to report on the need to appoint additional members to the district’s Legislative Committee as Mr. Lamb has stepped down and Ms. Gagnon has announced her decision to retire from the committee later this year. Mr. Peters will work with Mr. Cameron and Mr. Woode to solicit additional individuals to serve on this important committee.
Mr. Cameron answered a question from Mr. Lavu, a guest at today’s meeting, regarding solar power versus wind power, citing initiatives in the Commonwealth related to wind power.
Mr. Peters noted that at the Area II meeting he raised the issue of Trapa bispinosa infestation and its importance in the region and the state. He reported on the work NVSWCD is doing and encouraged awareness among other district directors and staff. He distributed an information sheet on Trapa to those in attendance. Mr. Peters reported that he provided the same information at the Potomac Council meeting on April 14, 2023, stressing the importance of informing other districts of the threat of Trapa.
Mr. Woode mentioned that Marina Schumacher, a director with the Loudoun Soil and Water Conservation District, was present at the April Potomac Council meeting. Ms. Schumacher works for ESRI and reported on a functional tool that ESRI has developed in conjunction with its GIS program that might be a less expensive method of detection of Trapa. Mr. Peters reported that he has sent her a copy of the district’s submitted NASA proposal so that she has an idea of the scope of the project. He is waiting to hear from her.
Ms. Bordas and Ms. Billger expressed their hope that the board would work diligently to explore what other tools exist, whether it be this system built by ESRI or something else, as it works to identify and eradicate Trapa in Fairfax County.
Executive-Operations Committee Report
Mr. Peters reported that the district’s Executive-Operations Committee met this morning.
At that meeting, the Executive-Operations Committee discussed the NASA grant application recently submitted by Mr. Peters on behalf of the district. He noted that since the presentation about Trapa at the February 2023 NVSWCD Board of Directors meeting, there has been a lot of discussion about this topic and a drive to respond in a timely matter to this environmental threat. The discussion at the Executive-Operations Committee focused on this threat and what the district can do given its current resources and staffing.
The Executive-Operations Committee also discussed two letters that had been sent in support of initiatives by the district’s partner organizations. Mr. Peters asked Mr. Woode to briefly summarize the initiatives. Copies of the letters were circulated at the committee and board meetings today.
Saving Grandma’s Creek: Application to the National Fish and Wildlife Foundation
The first letter was to the National Fish and Wildlife Foundation in support of an application, “Saving Grandma’s Creek: A Community-Led Effort to Improve Water Quality, Restore Habitat, and Build Resilience,” through the Northern Virginia Rain Barrel Program and in partnership with Arlington County. As a part of this initiative, the Rain Barrel Partnership, of which NVSWCD is a member and serves as the program’s administrator, will host a rain barrel workshop at Barcroft Elementary School in the spring of 2024.
Fairfax County’s Environmental Justice Government-to-Government Program Grant Application to the EPA
The second letter was to the Environmental Protection Agency (EPA) in support of a Fairfax County grant application, “Pilot Resilience Hub in Climate-Vulnerable Area of Fairfax County, Virginia.” This project aligns with the district’s commitments to county residents and, if awarded, the district would assist with the distribution of funds as directed by Fairfax County to the sub-awardees. The letter of support outlines the specific duties of Fairfax County and NVSWCD related to this potential grant.
A motion (Koerner-Bordas) to approve the district’s support of the grant applications and the submission of letters of support by Mr. Woode as outlined above was approved by voice vote.
Mr. Cameron asked, if the EPA grant comes to fruition, that the district and county staff draft, and this board approve, a contract to make sure that the district’s full costs for supporting this program are covered.
Potomac Council Bylaws
Finally, Mr. Woode noted that the Potomac Council recently updated its charter and bylaws. This was discussed briefly at the Executive-Operations Committee meeting and a copy of the updated document was circulated to the committee and board. This updated document needs to be approved by the Potomac Council at its meeting on Friday, July 7, 2023. In the meantime, the six member SWCDS of the Potomac Council have been asked to have their respective boards review the updated document and make comments or suggestions. Mr. Woode noted that he will send out an electronic copy of the document for additional review.
NVSWCD FY 2023 Annual Plan of Work, Mid-Year Review
Mr. Woode noted that, as a part of its deliverables for its Virginia Department of Conservation and Recreation (DCR) Administrative and Operations Grant, the board is required to acknowledge its mid-year review of its Annual Plan of Work each year. A copy of the FY 2023 Annual Plan of work had been included in the board package.
A motion (Koerner-Cameron) to acknowledge the mid-year review of the NVSWCD Annual Plan of Work for FY 23 was approved by voice vote.
Review and Acknowledgement of DCR Desktop Procedures for Fiscal Operations
Ms. Shackley noted that as a part of its deliverables for its DCR Administrative and Operations Grant, the board is required to acknowledge that it has reviewed the most recent version of the Desktop Procedures for Fiscal Operations. The current procedures were adopted by the Virginia Soil and Water Conservation Board in the spring of 2022. A copy had been included in the board package.
Mr. Koerner commended Mr. Woode and Ms. Shackley on the recent audit of the district’s accounting system and records.
A motion (Koerner-Billger) to acknowledge that the NVSWCD board has reviewed the current version of the DCR Desktop Procedures for Fiscal Operations, issued in the spring of 2022, was approved by voice vote.
Green Breakfast
Ms. Palmer reported that the next Green Breakfast is scheduled for Saturday, May 13, 2023. She noted that she does not currently have a topic or speaker lined up for this event and asked for ideas from the board. Following some discussion, Ms. Palmer will work with Ms. Billger to arrange for a speaker about soil and water outcomes in the Chesapeake Bay watershed for May 2023 or a future Green Breakfast.
Mr. Peters reported that the Tree Commission met on April 6, 2023. As reported last month, one important item discussed was that the Forest Conservation Branch of the Fairfax County Urban Forest Management Division that reviews development proposals to make sure they comply with the Fairfax County Tree Ordinance has been moved to the Fairfax County Land Development Services Division (LDS). The reasons given for this change were increased efficiency and coordination with LDS staff.
Dr. McGlone added that his understanding is that the split will speed up and better integrate that forestry review into the development process. Dr. McGlone also provided some information on other Urban Forest Management activities in the county, highlighting that Fairfax County is looking at tree planting as a big part of their resiliency efforts.
The Tree Commission also discussed county regulations related to the exclusion of linear projects and the county’s “Parking Reimagined” initiative.
Mr. Peters and Dr. McGlone answered questions from Mr. Lavu about the carbon capture potential of trees and what factors determine which plants to plant. Dr. McGlone noted that leaf area surface and plant size determine the carbon capturing potential—bigger trees with bigger leaves are going to capture more. Mr. Peters added that there are several criteria used but his understanding is that thus far carbon capture has not been a factor. A brief discussion about this and current regulations followed.
Other Items—Directors, Associates, Consultants
Mr. Peters called for any other items from the district’s directors, associate directors, and consultants.
NVSWCD Governance Committee
A motion (Billger-Bordas) to reconvene the district’s Governance Committee and establish governance criteria so that there is an understanding of the board's role and a goal of having an established process by the end of the year was approved by voice vote. It was noted that Mr. Peters and Mr. Woode will discuss the composition and chairmanship of the Governance Committee.
Earth Day Events
Mr. Cameron expressed his appreciation to Ms. Fraser for participating with him at the Mount Vernon District Earth Day event. It was noted that Mr. Koerner and Ms. Tholen also participated at this event.
Mr. Peters added that he, Mr. Gandee, Mr. Lacquement, and the district’s Bonner Leader Rebecca Grossi. represented the district at Fairfax County’s Earth Day event at Sully Historic Site.
Ms. Palmer thanked everyone for their support of Earth Day events this month.
In response to a question from Mr. Peters about the Bonner Leader program, Ms. Palmer gave a brief overview of the program noting that Ms. Grossi joined the district last fall and has assisted the district with communications and other outreach projects.
Envirothon
Ms. Palmer reported on the Area II Envirothon held on April 18, 2023, noting that seven teams participated from VASWCD Area II districts. The top three teams will advance to the state competition including Louisa County High School, the Academies of Loudoun, and Thomas High School for Science and Technology. Mr. Schwartz added that the state competition will be held mid-May at Virginia State University.
Worm Composter Workshop
Mr. Schwartz reported that he conducted a “build your own” worm composter workshop in conjunction with the City of Fairfax on April 15, 2023. It was a significantly larger group than he had originally envisioned with 52 people present. 40,000 worms were distributed. He noted that this workshop was easier than the tumbler composter workshops the district has hosted in the past and is something he hopes to recreate in Fairfax County in the future. Worm composters have the advantage of being able to be kept indoors, opening composting to a wider audience.
Other Notes
Ms. Gagnon noted that the Fairfax County Board of Supervisor’s Environmental Committee will meet this afternoon, Tuesday, April 25, 2023. The agenda items for this meeting include an update on Lake Accotink dredging, an update on the Local Stormwater Management Assistance Fund, and County Response to the Bamboo Ordinance on Public Land.
Mr. Peterson asked for Ms. Billger’s assistance in securing a speaker from the Chesapeake Bay Foundation at a meeting of the International Erosion Control Association to be held in Baltimore in September.
Executive Director’s Report and Staff Reports
Mr. Woode noted that staff reports had been included in the board package. He provided the following highlights from his report:
The district submitted its quarterly contributory report to Fairfax County’s Office of Management and Budget on April 13, 2023, detailing financial activities during the third quarter of fiscal year 2023.
Election for the three elected seats on the NVSWCD Board of Directors will take place on Tuesday, November 7, 2023. All persons who wish to file as candidates must do so by 7:00 pm on Tuesday, June 20, 2023. A list of specific requirements is available from the Fairfax County Office of Elections. A summary of those requirements was included in Mr. Woode’s report.
Mr. Woode expressed his appreciation to district staff and volunteers, led by Mr. Baron, for the success of the district’s annual Native Plant Seedling Sale which concluded on Saturday, April 1, 2023. The event included the sale of over 7,000 native seedlings, 16 composter kits, and 87 premade rain barrels. This year’s sale was not without its hitches and staff will be reviewing what worked well and what didn’t this year and how best to accomplish the goals of the Seedling Sale in the future.
The district’s newest staff member, Heather Hunter-Nickels, began work at the district on March 31, 2023, and participated in the Seedling Sale Friday distribution that day. Today she is attending a DCR-sponsored “Conservation Selling Skills” class as a part of her conservation planning certification.
The Potomac Council and the Potomac Watershed Roundtable met on April 14, 2023 at Wetland Studies and Solutions, Inc., in Gainesville, Virginia. Delegate David Bulova provided an update on the recent General Assembly session and there were presentations from representatives of the Northern Neck Planning District Commission and the Prince William Soil and Water Conservation District. Mr. Woode noted that the roundtable observed a moment of silence for stalwart roundtable member Curtis Dalpra who passed away earlier this year.
Mr. Cameron added that Mr. Baron was featured on a segment of the evening news on April 14, 2023 talking about Trapa bispinosa. The segment may be viewed here: https://wjla.com/news/local/nightmare-concern-biologists-warn-nova-residents-to-report-invasive-plant-species-northern-virginia-maryland-trapa-bispinosa-plant-geese-waterfoul-lake-accotink-burke-manassas-conservation-environment#
Cooperating Agencies
Fairfax County Department of Public Works, Stormwater Planning Division
Ms. Barfield reported that her division will be participating in the Culmore Community Day on Saturday, May 6, 2023. This free and family-friendly event will be held at the Woodrow Wilson Library in Falls Church. This year’s theme is “Safety: A Community Responsibility.” In addition to free entertainment, games and activities, the event also features many of Fairfax County’s supportive services provided by county agencies and local nonprofits.
Ms. Barfield also shared some information in the chat box about available USDA Forest Service Competitive Grants: IRA-UCF 2023 Notice of Funding Opportunity (NOFO) (urbanandcommunityforests.org).
Fairfax County Health Department
Mr. Shannon was unable to participate in today’s meeting.
Virginia Department of Conservation and Recreation
Ms. Cross provided highlights from her report which had been included in the board package. She reminded those seeking election or re-election in the upcoming elections for Soil and Water Conservation Boards that the forms for election are in her report. There are new campaign finance requirements and candidates should work with their local government registrars to ensure they are complying with those requirements.
Ms. Cross reported that the Virginia Soil and Water Conservation Board will be meeting this week. They will be looking at policies, grant agreements, and funding for the coming fiscal year. There will be more to report in late May or early June, and she will keep NVSWCD posted on developments.
Ms. Cross expressed her appreciation to Mr. Cameron for moderating the discussion on solar energy at the recent Area II Spring meeting. Mr. Cameron noted that he has been discussing the possibility of reprising the panel at the VASWCD annual meeting in December of 2023. Ms. Cross provided the following link to the audio recording of the panel discussion: https://podcasters.spotify.com/pod/show/john-flannery1/episodes/Solar-in-Virginia---a-panel-discussion-before-the-VA-Soil--Water-Conservation-Districts-e22q4mo.
Natural Resources Conservation Service/US Department of Agriculture
Ms. Iames provided highlights from her report which had been included in the board package. She noted that her office will be hosting a virtual Local Working Group meeting on Wednesday, May 24, 2023, beginning at 10:00 am. Information on the meeting, including the meeting link and agenda information, was circulated at the meeting. Ms. Iames is hopeful that each of the partners in the Working Group can participate and introduce their programs. The Working Group is an opportunity for various partner agencies to come together to talk about local issues that can be addressed together.
In response to a question from Ms. Billger about whether environmental equity would be addressed as a part of the Local Working Group, Ms. Iames noted that this meeting is an open forum in which such priorities may be raised. Comments and suggestions raised at this meeting can then be forwarded to the state. Ms. Billger added that given northern Virginia’s urban nature, she would like to see a greater focus on urban concerns. Ms. Iames noted that her agency is working on opening an urban office in Richmond, Virginia, with a view to converting some of the more traditional practices to a more urban focus.
Virginia Department of Forestry
Dr. McGlone reported on staffing updates at the Virginia Department of Forestry (VDOF), noting that the district will be fully staffed as of May 11, 2023, until he retires effective July 1, 2023. Dr. McGlone noted that Jacob Zielinski, VDOF Bay Watershed Specialist, will be taking over as the VDOF Advisory Member to the Potomac Watershed Roundtable. Mr. Zielinski works out of the VDOF Warrenton office.
Dr. McGlone noted that he recently participated in a Rappahannock District meeting in which he briefed those present about Trapa bispinosa and asked his fellow staff to be aware of this invasive water chestnut—to look for it and to report it if it is found. Trapa is less of a concern to the VDOF as it does not affect trees.
He reported that spring fire season ends this month. Although there was bad fire weather this season, there were surprisingly few fires.
Yesterday, Dr. McGlone went to Mantua Elementary School to help celebrate Fairfax County Arbor Day. At the event, second and fifth graders worked to plant 10 trees. Fairfax County Public Schools Superintendent Dr. Michelle Reid was present along with the Providence District Supervisor, Dalia A. Palchik. This is the 4oth year that Fairfax County has received a “Tree City USA” designation from the Arbor Day Foundation.
Finally, there will be a Northern Virginia Urban Forest Roundtable on Tuesday, May 30, 2023. It will be held at Wetland Studies and Solutions in Gainesville, Virginia. The topic of the roundtable will be “All About Oaks,” and will include a forest walk at Conway Robinson State Forest led by an oak researcher.
Adjournment
There being no other business, the meeting was adjourned by consensus at 12:39 pm.
The next regular business meeting of the NVSWCD Board of Directors will be held on May 23, 2023, at 9:30 am
Respectfully submitted,
Heather Shackley, Operations Manager
Christopher E. Koerner, Secretary-Treasurer
Approved April 25, 2023
Approved May 16, 2023
A hybrid Meeting held in-person at the Park Authority Board Room - Suite 941 of the Herrity Building - and virtually via Microsoft Teams
Ms. Bordas called the meeting to order at 10:00 a.m. Those present included:
- Adria Bordas, Director, NVSWCD
- Jerry Peters, Director, NVSWCD
- John Peterson, NVSWCD
- Scott Baron, NVSWCD
- Meghan Cunha, NVSWCD
- Judy Fraser, NVSWCD
- Heather Hunter-Nickels, NVSWCD
- Don Lacquement, NVSWCD
- Sophia Wood, NVSWCD
- Jim McGlone, Virginia Department of Forestry
- Shannon Bell, Fairfax County Stormwater Planning
The purpose of the meeting is to review the proposed Trapa bispinosa removal contract, four Conservation Assistance Program (CAP-VCAP) applications, and one CAP-VCAP reimbursement.
MINUTES
A motion (Fraser-Lacquement) to approve the minutes from the March meeting passed unanimously.
Trapa Bispinosa Contract
Mr. Baron and Ms. Wood provided information on the contract for Trapa removal. Details of the contract are as follows:
- Specifies treatment of Trapa for 6 calendar months, with monthly monitoring by biologist.
- Cost: $30,000 – $40,000.
- Currently 19 ponds at 11 sites are included, with option to substitute new pond if any existing ponds don’t work out.
- Army Corps of Engineers recommends herbicide flumioxazin, a foliar treatment.
- Contractor will document Trapa growth as a percent of surface area, deliver reports within 10 days of visiting each site.
- Herbicide guidelines and conditions, including work hours between 8 and 5, are included in contract.
- The committee provided the following recommendations:
- There are reasons to apply herbicide during off-times, and the 8-5 requirement may be too limiting.
- If lights are needed to do the work, use of lights should be specified.
- Ask for copies of spray application records.
CAP-VCAP APPLICATIONS AND REIMBURSEMENTS
For review by the committee, Ms. Fraser presented three new CAP-VCAP applications and one reimbursement request.
New Applications
Miranda Conservation Landscaping – Oakton, Difficult Run Watershed, Sully District
- Water flowing from Vale Road under driveway through a culvert.
- Concentrated flow from driveway culvert outlet causing erosion and some scouring.
- Homeowner is using plants, coir logs, and rocks to stabilize the area and dissipate the flow
- Mr. McGlone suggests removing the butterfly bush noted on the plan and swapping for Southern Magnolia, which he considers native.
- Ms. Bell asked if the rock at the outfall would be rip rap. It will be river jack, but the flow volume is unlikely to necessitate rip rap.
- Size – 4,500 sf. Cost $12, 500; Cost-Share $7,000
Lee Conservation Landscaping – City of Alexandria, Cameron Run Watershed
- Approximately 3 acres of land drains through the owner’s back yard
- Example of a project where there is a need for improvements but had trouble getting to VCAP minimum ranking. The designer and owner worked with staff to enlarge the project while keeping costs down to meet the minimum ranking needed.
- Size - 910 sf. Cost $8,842.35. Cost-share- $7,000
McCartan Conservation Landscaping – City of Alexandria, Cameron Run Watershed
- Owner initially contacted NVSWCD after installing a drywell himself that was not draining. At the site visit it was determined conservation landscaping was better approach.
- In order to meet minimum VCAP ranking, owner enlarged the project and will also install half of the plants himself to keep costs low.
- Size – 951 sf, Cost $9,500; Cost Share $7,000
Reimbursements
Hanif Conservation Landscaping – Oakton, Difficult Run Watershed, Sully District
- On a steep slope in the front yard. Receives runoff from the roadway.
- Approved in previous fiscal year, so cost-share is capped at the old rate of $3,500
- Size 850 sf; Cost $4,731.94 (slightly lower than the estimated cost of $5,493.48); Cost-share - $3,500.
After discussion, the Committee recommends that the NVSWCD Board of Directors approve the Miranda, Lee and McCartan applications and the Hanif reimbursement request at their next scheduled meeting.
April 2023 CAP AND VCAP Applications
|
Program |
Location |
Supervisor District |
Watershed |
Type |
Size (estimated size, if different) |
Cost
|
|
|
Miranda |
VCAP |
Oakton |
Sully |
Difficult Run |
CL |
4,500 SF |
|
|
Lee |
VCAP |
Alexandria |
City of Alexandria |
Cameron Run |
CL |
910 SF |
|
|
McCartan |
VCAP |
Alexandria |
City of Alexandria |
Cameron Run |
CL |
951 SF |
|
April 2023 CAP/VCAP Reimbursement Request
|
Program |
Location |
Supervisor District |
Watershed |
Type |
Size (estimated size, if different) |
Cost
|
|
|
Hanif |
CAP |
Oakton |
Sully |
Difficult Run |
CL |
850 SF |
($5,493.48)
|
CAP-VCAP Program Updates
Ms. Fraser and Mr. Woode had a positive meeting Craig Carinci and Catie Torgersen of Stormwater Planning to discuss the CAP program and county funding initiated in FY22. The potential need for an additional staff person was discussed. A new position would most likely be in FY25, but there is a possibility of creating it mid-year FY24 if needed. Approval was given for some flexibility in the use of county funds to pay administrative costs, as well as exploring additional practice types.
VASWCD has hired a new assistant VCAP Coordinator.
OTHER DISCUSSION
The District submitted a letter of support on behalf of an Office of Environmental and Energy Coordination grant application for an energy conservation project that is part of the Resilient Fairfax initiative.
Mr. Peters applied for a NASA grant to use remote sensing to track the spread of Trapa bispinosa.
Ms. Bordas asked about the status of the registration of Trapa bispinosa as a noxious weed. Ms. Wood said that Nancy Rybicki submitted the application in 2018 and is continuing to update it. Mr. Peters expressed concern that time is of the essence to address it, and Mr. McGlone expressed surprise that an application from 2018 hadn’t yet been acted upon.
ADJOURNMENT
The next TRC meeting will be May 16th at 10 A.M.
In-Person Meeting in the NVSWCD Conference Room, Room 913 of the Herrity Building
In Attendance
- Jerry Peters, NVSWCD Chairman
- Monica Billger, NVSWCD Director
- Scott Cameron, NVSWCD Vice-Chairman
- Chris Koerner, NVSWCD Treasurer
- Adria Bordas, NVSWCD Director-Extension
- Willie Woode, Executive Director
- Heather Shackley, Operations Manager
Call to Order
Mr. Peters called the meeting to order at 8:32 am and noted that an in-person quorum was present.
Approval of Minutes
Following a motion (Bordas-Billger) the minutes of the November 22, 2022 meeting of the Executive-Operations Committee were approved by voice vote.
Review of Submitted NASA Proposal for Remote Sensing of Trapa
Including Discussion of Staff Time, Management of Staff, and Board Members’ Roles
A copy of the NASA proposal, as submitted, had been distributed to committee members in advance of the meeting.
Mr. Peters asked Ms. Bordas to introduce her thoughts on this agenda item. Ms. Bordas noted that the NASA Grant proposal came up very quickly and she wanted to take some time today to talk about current staff, management of staff, and the role of the board. She expressed her feeling that the Trapa initiatives are starting to become one of the main work programs of the district. She is concerned about it taking over staff time and wants the committee to have a discussion and to set expectations.
Ms. Billger expressed her appreciation for the support she has received from the board, associates, and staff during a difficult time for her family. She apologized to her fellow board members for absences needed because of urgent family issues. While noting that she was not as up to speed as she would have liked on district issues in general, she felt that more information should have been provided in advance of the vote on the NASA grant at the March 2023 board meeting. She would have liked to have had an opportunity to review the information at an Executive-Operations Committee meeting prior to the vote at the board meeting. She is concerned that it is a lot of work for existing staff whose time is already taxed. She expressed her concern that a member of the board is listed as the Principal Investigator on the submitted proposal.
Mr. Peters responded to Ms. Billger’s questions and concerns, noting that while he does not anticipate hiring new staff, the grant would allow for current staff to charge their time to the program. He emphasized the urgency of the grant deadline and the need for board approval before the grant application was submitted. Mr. Peters explained what the grant would cover and the need it would fill in the district’s efforts to track and eradicate Trapa bispinosa.
Ms. Billger reiterated her concern that the district does not have the capacity for this project in the form and timeline being discussed. She understands the urgency but feels the need for the board to come together with strategy and deliberation. In addition to concerns that the board needs to be better unified in its approach and decision making, she is concerned about the current burden on staff and the additional duties that this would add.
(Mr. Cameron arrived at 8:45 am)
Mr. Cameron asked questions about the personnel section of the proposal and whether the individuals named would need to be guaranteed for the duration of the contract period. Mr. Peters indicated his understanding that this is not the case but that he would confirm this understanding. Mr. Cameron noted that this grant might allow for the hiring of additional staff so that current staff would not necessarily be tapped for this work. He expressed is awareness that current staff may be a bit stretched. What followed was additional discussion about staff time as it relates to the potential grant and how staff time would be calculated.
Mr. Koerner expressed his concern about current staff compensation and lack of benefits. He sees this grant as an opportunity to expand current staff hours and therefore eligibility for benefits. He agreed that the timing was awkward because of factors out of the district’s control, but expressed his feeling that it is the board’s job to look into the future. He commended Mr. Peters for his work on the NASA grant proposal, adding that if there is still concern once the grant is awarded, the board can decide to refuse the grant.
Ms. Bordas asked the committee to return to the topic of the role of the board. Acknowledging her understanding of the timing involved in this grant and the need to seek funds for this project, she expressed her concern for staff retention as staff are being asked to take on new responsibilities during an already busy time. She cautioned her fellow board members about being aware of the workload on staff before asking for new projects and to make sure additional work is possible by going through proper channels.
Mr. Woode commented that there are clear points to be made on both sides of this discussion. However, it is not always possible for board members to know of all the tasks that are happening “behind the scenes;” tasks that make the organization function. He expressed his appreciation for the desire of board members to provide adequate funding for staff and for important projects, however he receives feedback from staff about requests that come directly to them from the board and how staff should respond.
Mr. Woode said that he had spoken with Ms. Cross about a program in which he and the board might participate that would help all parties understand their roles. It is also possible, as previously discussed, that the board might work with a facilitator to address coordination and communication issues. Mr. Peters noted that he welcomes further discussion on this topic. Based on this conversation and others the board has had for the last few years, Ms. Billger feels it is important that the board revisit boundary and governance issues and the governance document that was drafted in 2021. Mr. Cameron added that he feels it would be helpful to confirm standard operating procedures in advance of new members joining the board in early 2024. Mr. Peters concurred, adding his feeling that the district needs to lay the foundation now so that it is ready to move quickly when opportunities arise. Mr. Koerner added that the district needs to have a better understanding of staff cost estimates and how it charges for the work it does under contract.
Ms. Billger made a motion to withdraw the NASA proposal. The motion was seconded by Ms. Bordas. There was then some discussion about the Unique Entity Identifier required by the federal government to apply for federal grants. Ms. Shackley confirmed her understanding that it is a lengthy process. Mr. Peters said that while we do not currently have an active UEI, his understanding is that it can be added later. Ms. Billger reiterated the feeling that the proposal should not go through at this time, feeling that this conversation about governance and roles takes precedence.
Mr. Cameron stated that this process has been a learning opportunity and has allowed the district to identify sub-optimal processes that may be made more robust as a result. He noted that the proposal has already been submitted and the reality is that if the district is awarded funds, it would be a good thing. His opinion is that the district should wait to see what NASA says.
Ms. Bordas said that the board needs to focus on its role and the roles of its members, and this is an opportunity to do so. She added her concern that the Chairman’s name is on the proposal as Principal Investigator. Mr. Peters responded that his understanding of the role of Principal Investigator is that this is the person whom NASA would contact with questions.
Mr. Peters called for a vote on the motion to withdraw the NASA proposal. Ms. Billger and Ms. Bordas voted in favor of withdrawing the NASA proposal, Mr. Cameron and Mr. Koerner voted against withdrawing the proposal. Mr. Peters, as Chairman, broke the tie by voting against the motion. The motion failed with a vote of 2-3.
REview of Trapa Contractors for EIP Grant
Ms. Bordas reported that at its meeting this month, the Technical Review Committee reviewed details of the proposed contract for Trapa removal as a part of the Trapa EIP grant from Fairfax County. The vendor contract would include treatment of Trapa for six calendar months, the cost range would be $30,000-40,000, and would include 19 ponds at 11 sites. Additional details of the contract, including specification of the chemicals to be used, were included in the TRC report.
Ms. Bordas noted that she, Mr. Woode, and Mr. Baron are still adjusting some of the language in the proposed contract related to the number of projects and the number of hours included. She said that, at the board meeting later this morning, she would like to ask the board for its authorization to allow Mr. Woode to sign the contract when these details are finalized.
Mr. Cameron asked if this was a competitive bidding process to which Mr. Woode responded in the affirmative: it was the lowest price and the best value.
In response to a question from Mr. Peters about whether the board needs to see the contract in advance of signing, Ms. Bordas noted that the proposals were reviewed at the April 2023 TRC meeting.
Mr. Woode added that Mr. Baron only received the revision of the contract last night and he has copies he will be bringing to the board meeting.
Mr. Peters expressed his concern about not knowing what led to choosing this contractor.
Mr. Cameron said that perhaps this was another issue for the planned governance discussion.
The Executive Operations Committee agreed by consensus to recommend authorization to Mr. Woode to sign the Trapa contract.
NVSWCD FY 2023 Annual Plan of Work and Review of DCR Desktop Procedures for Fiscal Operations
Ms. Shackley noted that there were two documents that the board will need to acknowledge at the board meeting: The NVSWCD FY 2023 Annual Plan of Work, Mid-Year Review, and the DCR Desktop Procedures for Fiscal Operations. These acknowledgements are both a part of the district’s deliverables for its Virginia Department of Conservation and Recreation Administrative and Operations Grant. A copy of each of these documents had been included in the committee and board packages.
Mr. Koerner will make the motion to acknowledge that the board has reviewed these documents as required.
Other Business
Mr. Woode briefly introduced two letters that had been sent in support of initiatives by the district’s partner organizations. He summarized the initiatives, “Saving Grandma’s Creek: Application to the National Fish and Wildlife Foundation,” and “Fairfax County’s Environmental Justice Government-to-Government Program Grant Application to the EPA.” A copy of each letter was circulated at the committee and will be made available at the board meetings today.
Adjournment
There being no other business, and by consensus, Mr. Peters adjourned the meeting at 9:51 am.