Approved July 25, 2023

June 27, 2023 MINUTES

Meeting held in person with a virtual option via Microsoft Teams

Mr. Peters called the meeting to order at 9:37. 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*

Harry Glasgow, Associate Director

Diane Hoffman, Associate Director*

John Peterson, Associate Director

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

Heather Hunter-Nickels, Ag. Water Qual. & Cons. Specialist

Don Lacquement, Urban Conservation Engineer

Ashley Palmer, Communications & Education Specialist

Dan Schwartz, Soil Scientist

Heather Shackley, Operations Manager

Sophia Wood, Urban Conservation Specialist

Cooperating Agency Representatives

Linda Barfield, FFX DPWES/SWP

Debbie Cross, Virginia DCR

Casey Iames, USDA-NRCS

Jim McGlone, Virginia DOF

Jacob Zielinski, Virginia DOF

Guests

Emily Almond

Dana Barakat *

Rhonda Bitterli*

Mary Ellen Flynn*

William Friedman*

Austin Hope

Mary Strayhorne

Mark Vafiades*

Nancy Vehrs

*Participated Remotely

Welcome and Introductions

Mr. Peters welcomed all to the meeting and noted there was a quorum with all members of the board present. 

Minutes May 23, 2023

Mr. Koerner reported that he had reviewed the minutes of the May 23, 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. 

A motion (Koerner-Cameron) to approve the minutes of the May 23, 2023 meeting was approved by voice vote.

Treasurer’s Report – May 2023

Mr. Koerner reported that the Treasurer’s Report for May 2023 had been distributed in advance of the meeting.  Hearing no comments, the Treasurer’s Report for May 2023 was accepted by consensus to be filed for audit.  

Technical Review Committee

Ms. Bordas introduced Emily Almond, her summer intern at the Virginia Cooperative Extension Fairfax office.  Ms. Almond is a student at Virginia Tech where she is studying Agriculture and Horticulture.

Ms. Bordas reported that the Technical Review Committee (TRC) met on June 20, 2023.

CAP-VCAP Application and Reimbursements

Ms. Bordas briefed the board on the two CAP-VCAP applications and the six CAP-VCAP reimbursement requests that had been discussed by the TRC and recommended for approval by the board:

New Applications
Martin Conservation Landscaping (CAP)– Mason District, Cameron Run Watershed
Size – 1,468 sf. Cost Estimate $11,008; Cost-Share Request $7,000.

Stonegate Manors HOA Conservation Landscaping (VCAP) – City of Alexandria, Four Mile Run Watershed
Size – 568 sf. Cost Estimate $10,424; Cost-Share Request $7,000.

Reimbursements
Krauss Conservation Landscaping (CAP) – Braddock District, Accotink Watershed
Size– 3,000 SF; Cost - $5,733.62; Cost-share - $4,586.90.

Waterford HOA Infiltration Trench (VCAP) – Providence District, Accotink Watershed
Size - 270 SF; Cost $22,239.47; Cost-share - $17,209.52

Peralta Conservation Landscaping (VCAP)– Hunter Mill District, Difficult Run Watershed
Size – 1,820 SF; Cost - $14,990; Cost-Share - $7,000

Bierstine Conservation Landscaping (CAP)– Springfield District, Mill Branch Watershed
Size – 800 SF; Cost - $5,785.27; Cost-Share - $4,628.22

Flynn/King Conservation Landscaping (CAP) – Springfield District, Pohick Creek Watershed
Size – 1,072 SF; Cost $14,175; Cost-Share $7,000

Barton Hill HOA Conservation Landscaping (CAP)– Hunter Mill District, Difficult Run Watershed
Approved under the FY 22 program cost share rates (75% of cost)
Size – 1,500 SF; Cost - $5,419.98; Cost-Share - $3,100.89

A motion (Bordas-Billger) to approve the applications and reimbursements as outlined above and presented to the TRC in June was approved by voice vote.

FY 24 Virginia Conservation Assistance Program Policy Updates

Ms. Bordas reported that the TRC finalized the proposed policy changes to the CAP-VCAP programs that had been introduced at the May TRC and board meetings.  Updates include climate resilience and adaptation as an objective of CAP, allowing turf and non-native invasives removal and replacement as a resource concern, adding specific criteria for woodland conservation landscaping projects, and allowing new project types like soil remediation.  Copies of the policy updates had been distributed as a part of the board package.

A motion (Bordas-Cameron) to approve the FY 24 CAP-VCAP Policy Updates as reviewed by the TRC was approved by voice vote.

Kudos were extended to Ms. Fraser, Ms. Cunha, and Mr. Schwartz for their work on these updates.

FY 24 Virginia Agricultural Cost-Share BMP Cost Estimate Guidelines

Ms. Bordas noted that guidelines are used to support the development of cost estimates for agricultural best management practices (BMPs).  A copy of the proposed Cost Estimate Guidelines had been included in the meeting package.  These cost estimate guidelines are prepared annually and are as follows:

1. Use U.S. Department of Agriculture/Natural Resources Conservation Service (USDA/NRCS)/Virginia’s latest statewide conservation practice average cost list for constructing conservation practices. For now, the statewide FY 23 BMP cost list will be used until the FY 24 BMP Cost List is released sometime in October of this year.
2. That a standard 25% increase above NRCS’ latest state-wide estimated BMP costs be approved. It is believed the increase will compensate for the higher costs for materials and labor in this region.

A motion (Bordas-Cameron) to approve the FY 24 Virginia Agricultural Cost Share Cost Estimate Guidelines as presented and for submission to the Virginia Department of Conservation and Recreation (DCR) was carried by voice vote.

FY 24 Virginia Agricultural Cost-Share Considerations

Ms. Bordas then introduced Virginia Agricultural Cost Share Priority and Secondary Considerations developed by district staff as required by DCR.  She explained that DCR requires NVSWCD to use these priorities to qualify Cost Share applications to be considered for funding by the district board.  Any application that does not meet at least one of the priority considerations should not receive funding.  Secondary considerations are based on parameters for the northern Virginia region and would be used by this district in selecting Cost Share applications.  A copy of the proposed Considerations had been included in the meeting package.

A motion (Bordas-Billger) to approve the FY 24 Virginia Agricultural Cost Share Priority and Secondary Considerations as presented was approved by voice vote.

Next Meeting of the Technical Review Committee

The next meeting of the TRC will be held on Tuesday, July 18, 2023.

Finance Committee

Mr. Koerner reported that the Finance Committee met on June 20, 2023.  The committee reviewed and discussed several items.

FY 23 Budget Review and FY 24 Salary Adjustments

Mr. Koerner acknowledged the hard work of district staff over the past year and expressed his appreciation for staff members’ continued efforts.  He reported that it was the desire of the Finance Committee to recognize this effort through a bonus to all employees.  He then asked Mr. Woode to provide some details about the FY 23 Budget Review and proposed FY 24 Salary Adjustments.  Mr. Woode provided an overview of the recommended adjustments, noting that the district salary study is in the pipeline. 

A motion (Koerner-Cameron) to approve a Market Rate Adjustment of 5.44% for all staff effective July 1, 2023, a 5% bonus for all staff based on gross wages earned during FY 23, to be paid with the July 14, 2023 paycheck, salary adjustments for two positions, effective July 1, 2023, for the positions and amounts discussed at the committee, and the approval of salary adjustments for two positions, to recognize completion of job required certification, effective the month following the satisfactory completion of that certification, in the amounts discussed at the committee, was approved by voice vote.

Mr. Woode expressed his appreciation to staff for their work during the past year.  Mr. Koerner thanked Mr. Woode and Ms. Shackley for their work throughout the year and in preparing for the Finance Committee meeting.

FY 25 Attachment D Budget Template

Mr. Koerner reported that at the Finance Committee meeting, Mr. Woode introduced the DCR FY 25 Budget Template, commonly referred to as Attachment D, and explained that this is a forecasting tool based on the DCR programs that the district supports.  It is used by DCR for advocating for funding in support of district operations and programs across the state as part of the governor’s budget preparation.  It is not the district’s comprehensive budget, nor does it reflect the contributions made by Fairfax County and the district’s efforts to support local priorities.  Copies of the draft Attachment D, prepared by Mr. Woode, had been circulated in advance of the meeting.  The template must be reviewed and approved by NVSWCD’s board prior to submission to DCR.

A motion (Koerner-Bordas) to approve the FY 25 Attachment D Budget Template and authorize its submission to DCR was approved by voice vote.

Acknowledgement of Biennial Audit Report

Mr. Koerner noted that the district has received its official audit report for the audit of the NVSWCD accounting records conducted in December 2022 and covering FY 21 and FY 22.  A copy of the audit report had been included in the board package. 

A motion (Koerner-Cameron) to acknowledge receipt of the NVSWCD audit for FY 21 and FY 22 was approved by voice vote.

Purchase of Laptop for District Staff

Mr. Koerner noted that the district needs to purchase an additional laptop computer for the to-be-hired be hired Office Assistant position and made the following motion:

A motion (Koerner-Cameron) to approve the purchase, through the Fairfax County purchasing contract with Dell Computers, for approximately $1,600, of one new laptop computer for use by the district’s Office Assistant, was approved by voice vote.

Legislative Committee Report

Mr. Cameron provided highlights from his Legislative Committee report which had been included in the board package, noting that the Legislative Committee met on June 14, 2023 with the primary purpose of agreeing upon and recommending to the board items for submission at the Virginia Association of Soil and Water Conservation Districts (VASWCD) Area II Legislative meeting to be held on Thursday, July 27, 2023.  These recommendations will then be forwarded to VASWCD to be used as a part of its legislative process.

As a result of that discussion, the NVSWCD Legislative Committee recommended the following proposal, addressing the issue of Trapa bispinosa eradication, be forwarded to VASWCD through its Area II Legislative Committee:  VASWCD proposes that the General Assembly provide an increase of $750,000 to the Virginia Department of Conservation and Recreation to partner with its sister agencies and Soil and Water Conservation Districts to control and eradicate the invasive aquatic weed Trapa bispinosa in order to protect the conservation and recreation values of the Chesapeake Bay watershed, Southern Rivers, and to prevent the plant from spreading outside Virginia.

Mr. Cameron noted that the Legislative Committee also discussed the issue of natural landscaping.  However, the committee felt that this topic needed more thought and analysis before being forwarded to the state association.

A motion (Cameron-Koerner) to approve submitting the above legislative priority related to Trapa bispinosa eradication to VASWCD, through the Area II Legislative Committee, was approved by voice vote.

Mr. Cameron updated the board on his activities on behalf of the committee, noting that on June 21, 2023, at the request of the VASWCD Board of Directors, he presented on the status of efforts to build a coalition to implement the VASWCD policy on the environmental impacts of industrial utility scale solar.  Mr. Cameron included slides from that presentation in the material that was included in the board package.  Following that meeting the VASWCD Board of Directors approved the idea of VASWCD moving ahead with a legislative coalition on this topic and a meeting with representatives of Dominion Energy to understand their perspective is scheduled for Tuesday, July 25, 2023, in Richmond.

Fairfax County Supervisor Storck's office has arranged a meeting with Supervisor Walkinshaw's office in July to discuss the possibility of the Fairfax County Board of Supervisors urging the Fairfax County delegation to the Virginia General Assembly to take a position on industrial scale solar consistent with that of VASWCD.

Mr. Cameron reported that, at the recommendation of the VASWCD Board President Lynn Graves, he has been appointed to the Noxious Weed Advisory Committee.  He also noted that the National Association of Conservation Districts (NACD) has reorganized its committee structure.  He is a member of the Invasive Species Subcommittee of that body.

Finally, as mentioned at the last meeting, Mr. Cameron has been working on a response to a recent op-ed in the Virginia Mercury by Northern Virginia Technology Council CEO Josh Levi, which extolled the environmental benefits of data centers. Since the May NVSWCD board meeting, Mr. Cameron has drafted that op-ed, illustrating how data center proliferation is encouraging industrial utility scale solar development, which is impacting Chesapeake Bay restoration, and shared it with his fellow board members. Mr. Cameron noted that his response challenges tech companies to not buy solar from facilities which are causing issues for the environment.  He noted that he plans to write as Vice Chairman of the NVSWCD and wanted to make sure the board was comfortable with him moving forward.

A motion (Cameron-Koerner) acknowledging that the NVSWCD Board of Directors is aware of the draft op-ed prepared by Mr. Cameron on the environmental impact of industrial scale solar installations, that it expresses priorities consistent with those of the district, and that Mr. Cameron is authorized to seek its publication, was approved by voice vote.

Executive-Operations Committee Report

Mr. Peters reported that the district’s Executive-Operations Committee met this morning, reviewing many of the items discussed earlier in the board meeting as a part of the Finance Committee report.

Mr. Peters reminded the board that he and Mr. Woode have been working on a scope of work/request for proposals to engage a consultant to work with the district on governance procedures and process.  The Executive Committee recommended that the board approve the setting aside of funding for a governance facilitator or consultant to work with the district.

A motion (Koerner-Cameron) to authorize the expenditure of up to $5,000 and authorizing Mr. Woode to negotiate with a governance consultant that would meet the needs of the board and district was approved by voice vote.

NVSWCD Strategic Plan Review

The board is required to review its strategic plan annually.  The current NVSWCD Strategic Plan, covering FY 21-FY 25, had been circulated to the board in advance of the meeting. 

A motion (Koerner-Cameron) to acknowledge board review of the NVSWCD Strategic Plan, FY 21-FY 25, was approved by voice vote.

Approval of NVSWCD’s Annual Plan of Work for FY 24

The draft NVSWCD Annual Plan of Work for FY 24 had been circulated in advance of the meeting for comments, included in the board package, and reviewed at the Executive Committee meeting.

A motion (Billger-Cameron) to approve the NVSWCD Annual Plan of Work for FY 24 was approved by voice vote.

Board members joined Mr. Woode in expressing their appreciation to staff for their work on this document, especially to Mr. Schwartz for leading the effort.

Acknowledgement of NVSWCD Personnel Policies and Position Descriptions

DCR requires that the district board review and acknowledge its personnel policies and position descriptions each year.  An electronic copy of NVSWCD Personnel Policies was circulated to the board in advance of the meeting. This document continues to evolve, and undoubtedly additional changes will be needed in the coming months.  This update includes several administrative edits, updates to position titles and punctuation, as well as the inclusion of the remote meeting policy, adopted by the board in February 2023, into the document.  In addition, language has been added to the auto mileage reimbursement policy that considers employees who do not have an office at the Herrity Building, allowing them to be reimbursed for work-related travel calculated from home.  There is also updated language for the health insurance section related to adult dependents to conform with the Affordable Care Act and Fairfax County benefits policy, replacing outdated language.  Finally, Sexual Harassment and Retaliation policy language has been included, indicating that the district follows Fairfax County policy on these matters and giving agency specific reporting information as outlined in an August 2018 policy memo to district staff and board members.

A motion (Billger-Bordas) to acknowledge that the board has received and reviewed the updated policy document, noting that it will continue the process of review and update in the coming months to make sure the policies are adequate and reflect current policy and practice, was approved by voice vote.

FY 24 DCR Grant Agreements

The FY 24 DCR grant agreements were included in the board package.  Mr. Woode noted that the agreements included level funding from DCR for Administration and Operations, in the amount of $277,061 for the year.  For VACS, the total allocation to the district for this program for FY 24 is $105,101, which includes $85,109 for agricultural Best Management Practices (BMPs), and $19,992 for Technical Assistance.  Mr. Woode expressed his appreciation for these funds and noted that the allocation of funds demonstrates the value of the work of the district.

A motion (Billger-Cameron) to authorize Mr. Peters to sign the FY 24 DCR grant agreements as outlined above was approved by voice vote.

Green Breakfast.

Ms. Palmer reported that the next Green Breakfast is scheduled for Saturday, July 8, 2023 and will be held at a private residence in Alexandria, close to the Sherwood Library. This event will provide an opportunity for participants to tour the garden and learn about sustainable landscapes. The logistics of returning to regular, in-person Green Breakfasts continue to be challenging.  The restaurant that hosted breakfasts for many years closed during the pandemic and a new location has not been found.

Tree Commission

Mr. Peters provided highlights from the May and June meetings of the Tree Commission. He reported that the Fairfax County Urban Forest Management Division has applied for a USDA Urban and Community Forest grant to mitigate urban heat islands through the establishment of a street tree planting program in vulnerable areas of the county.  Additionally, grant funds would be used to grow and sustain urban forests.  The proposed programs will include partnerships with the Virginia Department of Transportation, Fairfax County Park Authority, Fairfax County Public Schools, and nonprofits.  The Tree Commission supported this application.

The Tree Commission also discussed a Fairfax County initiative to deal with exemptions for linear projects.  Mr. Peters provided some background information on this subject, noting that the Tree Commission submitted a letter to the Fairfax County Board of Supervisors with suggestions.

The Tree Commission will soon be accepting nominations for its Friends of Trees Awards.  Nominations for this award are due by July 31, 2023.  Mr. Peters reminded the board that the Friends of Trees Awards have been combined with the old Tree Planting and Preservation Awards and there is no longer a specific award program for developers. 

Finally, the Tree Commission does not have bylaws.  Rather, there are operations procedures dating back to 1991.  The Tree Commission is in the process of evaluating and updating this document.

Other Items—Directors, Associates, Consultants

Mr. Peters called for any other items from the district’s directors, associate directors, and consultants.

Mr. Glasgow announced his intention to resign from his position as NVSWCD Associate Director noting that he will continue to serve in that same capacity for the Prince William Soil and Water Conservation District.  He expressed his appreciation to all for serving with him and for the work accomplished over the years. 

A motion (Koerner-Cameron) to officially thank Harry Glasgow for his service to the Northern Virginia Soil and Water Conservation District was approved by voice vote.

Several of those in attendance expressed their appreciation for Mr. Glasgow and his work over the years.

Following up on an issue raised at the Tree Commission and mentioned by Dr. McGlone, Ms. Gagnon reported in the meeting chat box that there will be a Parking Reimagined Open House on Thursday, June 29, 2023.  This will be the last public community comment opportunity before the Fairfax County Planning Commission meets in July.

Executive Director’s Report and Staff Reports

Mr. Woode noted that staff reports had been included in the board package and highlighted several items from his report. 

The Fairfax County Board of Supervisor has requested that county staff conduct research and analysis on data centers and their environmental impact.  Mr. Lacquement has been invited to participate in this study group as a representative from the district.  He and Mr. Cameron will work to share information.

Mr. Woode highlighted the work of the district’s Urban Agriculture Specialist, Stacey Evers, and expressed his thanks to Ms. Evers for her exemplary work providing support to urban agriculture in Fairfax County.  Ms. Evers will give a presentation at the next meeting of the board.

Mr. Peters reported that the district has successfully renewed its federal Unique Entity Identifier (UEI), a critical prerequisite to apply for federal grants.  He commended Ms. Shackley for her work to renew the UEI, expressing his appreciation for her perseverance through the cumbersome process.

Finally, Mr. Woode recognized Ms. Palmer for her five years with the district. Ms. Palmer began work here as the Outreach and Education Intern in January of 2018, transitioned to a limited term position in June of 2018, and a full time position the following year.  Mr. Woode expressed special appreciation to Ms. Palmer for her gift of identifying, hiring, and training outstanding interns.  Ms. Palmer received a certificate of appreciation, a gift card, and a day of leave in recognition of her service.

Cooperating Agencies

Fairfax County Department of Public Works, Stormwater Planning Division

As a follow up to her report last month, Ms. Barfield reported that the Fairfax County Urban Forest Management Division has submitted its grant application to the USDA Urban and Community Forest grant program.

She also reported that the Equitable Stormwater Management Engagement Framework pilot neighborhood project is in progress.

And finally, Ms. Barfield reported that the Fairfax County Department of Planning and Development Countywide Policy Plan Amendment is in progress.

(Ms. Bordas left at 10:58)

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. 

Natural Resources Conservation Service/USDA

Ms. Iames provided highlights from her report which had been included in the board package, noting that she has an intern for the summer, Laila Willis, who is interning as part of the Thurgood Marshall College Fund.  Ms. Iames expressed her hope that Ms. Willis will be able to spend a day with NVSWCD staff, and with each district in the area, at some point this summer, to learn about the work of districts.

Ms. Iames expressed her appreciation for everyone’s participation in the recent Local Working Group meeting, noting that there was great input and discussion. 

Virginia Department of Forestry

On behalf of the Virginia Department of Forestry, Bay Watershed Specialist for the Rappahannock District Jacob Zielinski reported on several items. 

He noted that the VDOF will soon be announcing its Urban and Community Forestry Assistance Grant Program for the year.  Additional information on the program may be found on the VDOF website: www.dof.virginia.gov.  He noted that with Dr. McGlone’s retirement, the point of contact for Fairfax County for the Department of Forestry is Kinner Ingram, District Forester.

Mr. Peters expressed his appreciation to Dr. McGlone for his partnership with the district over the last 17 years.  He suggested that Dr. McGlone consider becoming an Associate Director at NVSWCD.  Dr. McGlone thanked Mr. Peters for the offer and said that he hoped to talk more about this.

Other Business

Introduction of Candidates Present

Mr. Peters asked those present who were running for election to the NVSWCD Board of Directors to introduce themselves.  In addition to Mr. Koerner, candidates present and online included Ms. Bitterli, Ms. Barakat, Ms. Flynn, and Ms. Strayhorne. 

Trapa EIP Grant

In response to a request from Mr. Peters for an update on the district’s Trapa program, Mr. Baron stated that the treatment of identified ponds began in May.  The next round of treatment is scheduled for next week. Mr. Baron reminded the board that 20 ponds are being treated this season.

Ms. Wood added that she and Mr. Baron will be hosting a volunteer Trapa harvesting event on Monday, July 3, 2023, from 9:00 am to 1:00 pm at the Expectation Church in Fairfax.  Those interested in participating should contact Ms. Wood.

Mr. Koerner expressed his appreciation to Mr. Lacquement for his work in resolving some difficulties related to the permissions required for the Trapa program.

Adjournment

There being no other business and by consensus, the meeting was adjourned at 11:17 am.

Respectfully submitted,

Heather Shackley, Operations Manager

Christopher E. Koerner, Secretary-Treasurer

The next regular business meeting of the NVSWCD Board of Directors will be held on July 25, 2023 at 9:30 am