Approved February 20, 2024                                                                       

A virtual meeting held via Microsoft Teams                   

Ms. Bordas called the meeting to order at 10:00 a.m. Those present included:

• Dana Barakat, Director, NVSWCD
• Rhonda Bitterli, Director, NVSWCD
• Adria Bordas, Director & Committee Chair, NVSWCD
• Chirs Koerner, Director, NVSWCD
• John Peterson, Associate Director, NVSWCD
• Willie Woode, Executive Director, NVSWCD
• Shannon Bell, DPWES-SWPD
• Jim McGlone, VA DOF (retired)
• David Field, Rotary Club
• Scott Baron, NVSWCD
• Meghan Cunha, NVSWCD
• Trish Feth, NVSWCD
• Judy Fraser, NVSWCD
• Heather Hunter-Nickels, NVSWCD
• Don Lacquement, NVSWCD
• Ashley Palmer, NVSWCD
• Dan Schwartz, NVSWCD
• Sophia Woode, NVSWCD

AUTHORIZATION FOR VIRTUAL MEETING

A motion (Schwartz-Fraser) to authorize that the meeting be conducted virtually passes unanimously. State rules allow for up to two non-consecutive public meetings to be held virtually each year.

MINUTES

A motion (Schwartz-Fraser) to approve the minutes of the December 2023 Committee Meeting passed without objection.
 

SOIL AND WATER QUALITY CONSERVATION PLANS AND OTHER AGRICULTURAL PROJECTS

Ms. Hunter-Nickels presented one Conservation Plan and an update on a BMP cost-share project

Conservation Plan: Lift Me Up Therapeutic Riding Center – Great Falls
Ms. Hunter-Nickels presented this plan at the November 21, 2023 TRC meeting and the Committee recommended it be approved by the Board. It is being presented again for the benefit of the two newly elected NVSWCD Board Members in attendance and because there was no Board meeting in December. The presentation is for informational purposes and no further action is needed by the Committee.
 

• The 3-acre property hosts five horses but plans to expand to eight. The property is in the rezoning process to allow for increased traffic.
• The property has extensive RPA and sensitive soils. Agricultural activity is allowed in up to 75% of the RPA.
• The pastures are irrigated, have frost-free troughs and are aerated and seeded yearly. While plant coverage is good, Ms. Hunter-Nickels observed that grass is short because of overgrazing due to overstocking. The grass should be at least 3” tall, especially in the RPA.
• The RPA is fenced off, but the protected buffer is only about 8-10’, whereas it should ideally be 25’ on average.
• Drainage from the pastures flows to the RPA through a culvert. Vegetation around the culvert is sparse, likely due to horse grazing and trodding.
• The manure stockpile is just outside the RPA on a concrete pad. Manure is hauled off once per month. The pile is in good condition but could be improved with a cover.
• Ms. Hunter-Nickels prepared a Conservation and Nutrient Management Plan for the property. Recommendations include a temporary fence around the culvert to allow vegetation to grow in more densely, increasing the density and quality of water-loving plants in the RPA buffer, spreading composted manure in the fields, reconsidering the stocking rate, and following the recommendations of the Nutrient Management Plan.

Agricultural BMP – Lombardozzi Stream Crossing and Buffer Enhancement

Ms. Hunter-Nickels updated the Committee on the possible VACS-funded livestock stream crossing and buffer enhancement BMPs that she presented previously. Mr. Lombardozzi briefly considered adding a watering system, but decided against this so the projects are back to their original scope. The DCR engineering team is working on a few final tweaks before they can formally approve the designs. Mr. Lombardozzi may be preparing to sell the property, but Ms. Hunter-Nickels will continue to work with him and try to get these projects approved and built.

CAP-VCAP PROGRAM
Ms. Cunha presented one new application and six reimbursement requests.

NEW APPLICATIONS

Crosby/Everett Permeable Paving, Great Falls: Dranesville District, Pond Branch Watershed

• Applicants wish to replace a long driveway and adjacent gravel parking area with a permeable paving system consisting of gravel-filled grid pavers surrounded by a border of interlocking permeable concrete pavers. The system will also take in 500 sq. ft. of roof runoff.
• The design calls for a 6” gravel storage layer. Due to the slope, two terraces will be installed below to create flat tiers for runoff to soak in. Underdrains will be provided along the entire length.
• The current driveway slopes to the roadway where runoff drains into a nearby culvert.
• Size – 2,600 ft²; Cost Estimate - $56,710; Cost-Share Request - $20,000
• The Committee had many questions and comments. They are summarized below, with responses:
  • Does the project have proper setback from the house? The project slopes away from the house and directly borders the garage, which has a slab foundation. The applicants include an impermeable liner around the gravel drainage layer closest to the house. The Committee asks that the applicant be reminded that this liner must slope away from the house.
  • Pictures of the site show lots of leaves on the driveway. Applicants should be reminded that routine clearing of leaves and other debris is essential to prevent clogging. Ms. Fraser will make sure this is clear.
  • The gravel in the grid pavers will have to be replaced from time to time. Ms. Fraser will relay that point.
  •  Plowing, sanding and salting should not be used to treat/remove snow. It may be best just to let the snow melt. Ms. Fraser will relay those points.
  • The Committee discussed whether it would be a good idea to inspect the project during excavation but before it is filled with gravel. The consensus is that this would be useful but not required.

REIMBURSEMENTS

Pickering Conservation Landscaping: McLean Dranesville District, Pimmit Run Watershed

• A large conversion of lawn and bare soil to native mulch beds.
• The previously bare areas are very shady and were planted with highly shade tolerant species.
• One roof downspout flows directly into the project.
• Size - 2,240 ft²; Cost - $21,145.35; Cost-share - $7,000

Hoffman Conservation Landscaping: Springfield, Franconia District, Cameron Run Watershed

• A fully DIY project with many plug-sized plantings that was inspected shortly after installation. As a result, plants were small and hard to see. They were also covered with leaf mulch for the colder months.
• Plants seemed to be there and in accordance with the plan, but a follow-up inspection will be performed in the spring or summer to make sure the required extent and density are present and that the plants are growing.
• The project went slightly over budget. Ms. Cunha asks the committee to approve an additional $80 in reimbursement.
• Size – 600 ft²; Cost - $858.59; Cost-Share - $686.87

Hidden Creek HOA Conservation Landscaping: Braddock District, Accotink Creek Watershed

• The second CL project the HOA has installed through VCAP. As with the first, the plantings were placed around a county storm drain yard inlet.
• Plantings are growing well and tightly spaced.
• Size – 322 ft²; Cost - $8,750; Cost-Share - $7,000
   

Taggart Permeable Paving: Fairfax, Springfield District, Cub Run Watershed 

• Applicants replaced their driveway and walkway with permeable interlocking concrete pavers.
• The project was inspected after heavy rain. While damp pavers were observed on the front right corner of the driveway, the applicants said that they were pleased with the performance and they saw no runoff flowing from the paving during the storm.
• The system has an underdrain that empties into a small gravel-filled sump in the yard. The underdrain ends about where the observed damp spot begins.
• Size – 866 ft²; Cost - $17,050; Cost-Share - $12,124
• Committee members ask if the damp spot should be a concern. Ms. Bell states that due to the extreme rainfall of the last month, soils are saturated and draining slowly and she expects that the issue will resolve once the weather returns to average.
   

Forsberg Conservation Landscaping: Falls Church, Mason District, Four Mile Run Watershed

• A large “woodland-style” planting just outside the RPA.
• The installation is a little more spaced out than indicated on the plans and has many small plants that were hard to see. Because of this, a follow-up inspection will be scheduled in spring or summer.
• When the project was approved, the TRC asked for additional density. This was provided but it pushed the costs up. Applicants are requesting an additional $640 in cost-share.
• Size 1,200 ft²; Cost - $7,967; Cost-share - $6,373.60

Kang Conservation Landscaping: Annandale, Mason District, Cameron Run Watershed

• Applicant improved the buffer of a small creek on her property by removing invasive species and and planting densely with native plants—especially carex and groundsel—and shrubs.
• The project was inspected after a storm and is holding up well.
• The total cost came out lower than expected because the applicant sourced her own plants.
• Size – 1,000 ft²; Cost - $6,523.70; Cost-share - $5,218.96

A motion (Schwartz-McGlone) that the CAP-VCAP applications and reimbursements be recommended for approval by the NVSWCD Board at their January meeting passed without objection.

PROGRAM UPDATES

Ms. Fraser presented the new VASWCD VCAP documents to the Committee. The documents are modeled closely on the contract paperwork used for Virginia Agricultural Cost-Share (VACS) projects. The new documents have been vetted by the Office of the Attorney General. VASWCD is requiring that the new documents be used for all projects approved starting in February. Districts will be able to make suggestions for revisions to the forms at the start of fiscal year 2025.

The new paperwork consists of a single contract in three parts: Forms 1,2 and 3. A NVSWCD Director will sign Form 2 when the project is approved and will sign Form 3—or have a District staff member sign in their stead—after the project is complete and passes inspection.

The new contract makes individual districts, such as NVSWCD, responsible for paying back cost-share for any projects that are not maintained for the 10-year duration of the contract if the project’s owner can’t be induced to pay. Mr. Woode asks if this is true for Conservation Landscaping projects, and Ms. Fraser responds that it is, but that the Steering Committee is considering reducing the contract duration to 5 years for such projects. Ms. Fraser says that generally the program has had few issues with project maintenance.

Ms. Fraser mentions that the new forms sound very legalistic which may dampen the enthusiasm of applicants. She also mentions that one form seems to say that projects should be built in accordance with DEQ BMP Clearinghouse specification, a requirement which seems incompatible with CAP-VCAP because of the highly technical nature of the Clearinghouse specs.

Mr. Koerner asks if Ms. Fraser would like the backing of the Board on any suggested revisions she may bring to the state Steering Committee. She replies that she would, but she and Mr. Woode suggest waiting a few months so that the reaction of the public can be gauged first. Mr. Lacquement suggests bringing the concern about the BMP Clearinghouse reference to the Steering Committee now and delaying other comments for a few months.

Ms. Fraser will email out copies of the new forms to the TRC email list so that all in attendance have the opportunity to read through them and make comments.

Ms. Fraser announces that she will prepare a mid-year update on projects funded with local (Fairfax County) dollars. As a preview, $150,00 of local funds was received in FY2022 – 2023 and another $150,000 for FY24.

Ms. Fraser asks if the Committee would like to see any specific information presented in the update. Committee members make several suggestions: number of projects in each Supervisor District and watershed, demographic information for project locations, total project square footage, and costs per unit reduction of pollutants versus more traditional means. Ms. Bell and Ms. Fraser state that while pollution reduction costs can be examined, it will be hard to compare them to government-funded projects like stream restorations or major BMP installations because the costs and scales are so different. Ms. Bell states that one of the best benefits of the CAP-VCAP program is the education of new communities, a benefit that can’t be easily quantified.

ADJOURNMENT
A motion (Koerner-Woode) to adjourn the meeting passes unanimously. The meeting adjourns at noon. The next scheduled meeting is February 20^th at 10 AM.

 Approved February 27, 2024

In-Person Meeting in the NVSWCD Conference Room

In Attendance

• Rhonda Bitterli, NVSWCD Director
• Dana Barakat, NVSCD Director
• Scott Cameron, NVSWCD Director
• Chris Koerner, NVSWCD Director
• Adria Bordas, NVSWCD Director-Extension
• Willie Woode, Executive Director
• Heather Shackley, Operations Manager
• Debbie Cross, DCR
• Jerry Peters, Associate Director

Call to Order

Mr. Cameron called the meeting to order at 8:35 am and noted that an in-person quorum was present. 

Approval of Minutes

Following a motion (Bordas-Bitterli) the minutes of the November 28, 2023 meeting of the Executive-Operations Committee were approved by voice vote.

Nominating Committee Report

Ms. Bordas expressed her appreciation to all for their feedback and participation in the nomination process.  She listed the proposed slate of officers for 2024 and suggested that the committee discuss it to make sure everyone was in agreement and prepared to vote at this morning's board meeting. Ms. Bordas reviewed her process as Chair of the Nominating Committee, noting that she had a long conversation with every person who has a vested interest in how our board is run.  Ms. Bordas reminded those present that the district board is non-partisan.

Mr. Cameron expressed his appreciation to Ms. Bordas for her work, noting that she has spoken with directors, associate directors, and staff in developing the proposed slate of officers.  He then reported that he would be honored and grateful to serve as leader of the group, briefly describing his leadership style as collaborative.

Ms. Bitterli noted that Mr. Koerner is also interested in being Chair and would like to have him have an opportunity to serve in that role. 

Mr. Koerner then expressed his interest in serving as Chair, noting that he thinks he would do a good job in that role.

Mr. Cameron then asked members who raised concerns about the proposed slate of officers to elaborate about those concerns and to share some additional information about what they are seeking in a board Chair.  A discussion followed with board members expressing their ideas and Mr. Cameron and Mr. Koerner sharing their credentials for the position of Chair.

Ms. Cross noted the importance and complexity of the Treasurer position.  There was some discussion about the advantages to having a Co-Treasurer or Assistant Treasurer to serve with the Treasurer for a time to ensure consistency and continuity of operations.  Ms. Bordas asked Ms. Barakat if she would be willing to serve in this role.  Ms. Barakat agreed that she would be willing to be in training for the Treasurer position.  There was additional discussion about the importance of the Treasurer position to the success of the organization.

Mr. Cameron asked if board members were prepared to accept the slate of officers as proposed by the Nominating Committee.  Following a question about voting separately on the Chairmanship, it was noted that the slate would need to be voted on as a whole and could not be split.  Some members expressed their hesitation with voting for the proposed slate of officers.

(Ms. Shackley left the meeting at 9:40 am.)

The Executive Committee decided to postpone the vote on the slate of officers until a future board meeting.  Mr. Cameron will make that announcement at the board meeting.

Adjournment

By consensus the meeting adjourned at 9:45 am.