Meeting held virtually via WebEx Conference Service                                                                                      June 23, 2020

A recording of the meeting is available at:  https://youtu.be/j-Qj207B4R8 

MINUTES

Mr. Peterson called the meeting to order at 9:33 am.  Those attending via the WebEx meeting platform were:

Welcome and Introductions.  Mr. Peterson welcomed all to the meeting and noted that all five directors were in attendance.  He noted that this was the Northern Virginia Soil and Water Conservation District (NVSWCD) Board of Director’s third virtual meeting. 

Declaration of Electronic Meeting

Mr. Peterson reported that the state has asked districts holding virtual meetings to start every meeting with a “declaration of electronic meeting.”  He asked Vice Chairman Jerry Peters to make the necessary motion. 

A motion (Peters-Koerner) that the Northern Virginia Soil and Water Conservation District Board of Directors has determined the nature of the declared COVID-19 virus emergency makes it impracticable or unsafe for us to assemble in a single location for the purpose of transacting business statutorily required or necessary for us to continue operations and discharge our lawful purposes, duties and responsibilities was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Mr. Peters, Mr. Koerner, Ms. Billger; no members voting “no,” and Mr. Peterson, as chairman, not voting.

Minutes – May 26, 2020

Ms. Billger reported that she had reviewed the minutes of the May 26, 2020 meeting and recommended their approval.

A motion (Billger-Bordas) to approve the minutes of the May 26, 2020 meeting was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Ms. Billger, Mr. Peters, Mr. Koerner; no members voting “no,” and Mr. Peterson, as chairman, not voting.

Treasurer’s Reports – May 2020

Mr. Koerner introduced the Treasurer’s Report for May 2020.  He noted that he found a typographical error on the narrative cover sheet provided by Ms. Shackley.  Under the highlights, the second bullet point should read, “we received $26,295.75,” with the word “paid” removed.   With this correction, he noted that he found the May 2020 Treasurer’s Report to be acceptable and recommended that it be accepted and filed for audit. 

The Treasurer’s Report for May 2020 was accepted by consensus to be filed for audit.

Finance Committee Report

Virginia Retirement System

Mr. Koerner reported that he, Mr. Peterson, Ms. Grape and Ms. Shackley participated in a conference call with representatives from the Virginia Retirement System (VRS) on June 17, 2020, and learned quite a bit about how VRS works and how it will apply to the district.  As approved at the May 26, 2020 board meeting, the district is moving forward with an actuarial analysis.  Ms. Grape and Ms. Shackley are working with VRS on the exact wording of the actuarial request and the best way to request the desired scenarios.  Mr. Koerner noted that the process will be very educational and that he looks forward to seeing the results of the study. 

Mr. Koerner asked Ms. Grape to provide the board with an update on the Finance Committee conference call held yesterday, June 22, 2020.  Ms. Grape noted that a summary of that meeting had been circulated to the board prior to the meeting.  She provided a brief review of the conference call with VRS representatives and noted that one action item arose from that call:  The district needs to clarify its benefits policy to acknowledge that participation in the current Simplified Employee Pension Plan (SEP) retirement program is voluntary.  In addition, the district needs to document the full-time equivalent eligibility requirements for participation in NVSWCD’s retirement program.  She noted that this is not a change in policy, but rather acknowledges current practices. 

Mr. Koerner made a motion (Koerner-Bordas) to specify in the NVSWCD Policy Document that, for the purposes of benefits coverage, full-time is considered 30 hours or more per week.  In addition, part-time is considered as 20 hours per week, with regular, permanent employment status.  The motion was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Mr. Peters, Ms. Billger, Mr. Koerner; no members voting “no,” and Mr. Peterson, as chairman, not voting.

Fiscal Year 2021 (FY 21) Department of Conservation and Recreation (DCR) Grant Agreements

Ms. Grape noted that the Finance Committee also reviewed the FY 21 DCR Administration/Operations and Cost Share/Technical Assistance Grant agreements and associated policies, paying particular attention to the grant deliverables.  She noted that $105,183 was allocated to NVSWCD for administrative and operational support, which is consistent with past years.  In addition, a total of $60,207 will be provided to NVSWCD for administration and implementation of the Virginia Agricultural Cost Share Program.  This allocation includes $24,289 for the implementation of agricultural best management practices and $35,918 in technical assistance.  She explained that, in the past, technical assistance was distributed as a proportion of the cost share allocation.  In 2019, DCR formed a committee to review the technical assistance allocation process, which recommended the establishment of a base of technical assistance allocation and a proportional distribution of additional funds available for this purpose.  It was noted that if NVSWCD transfers all or a portion of its cost share funds, the technical assistance must be transferred at a proportional rate.  Ms. Grape commented that this base amount of technical assistance is very much appreciated as it recognizes the value in the program and staff efforts in pursuit of qualifying cost share projects.

Mr. Koerner noted that Mr. Peterson participated on the DCR committee that reviewed the technical assistance allocation process and was instrumental in communicating the significant value of this program and this base rate being established.

Ms. Grape commented that Mr. Woode is already working with several cooperators on potential VACS projects that he hopes will be brought to the board soon.  She noted that the district is on track with the grant-required training.

Mr. Koerner made a motion (Koerner-Peters) to authorize Mr. Peterson to sign the FY 21 DCR Grant Agreements, numbers #503CSTA-21-29-GF and 503OPS-21-29-GF which was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Ms. Billger, Mr. Peters, and Mr. Koerner; no members voting “no,” and Mr. Peterson, as chairman, not voting.

Technical Review Committee Meeting (TRC)

Belmont Pay Plan

Ms. Bordas reported that the TRC met on June 16, 2020.  At that meeting, Mr. Woode updated the committee on the status of the resolution of a notice of violation for Resource Protection Area impacts at Belmont Bay Farm, in Lorton, Virginia.  He noted that the amended Soil and Water Quality Conservation Plan (SWQCP) incorporates the Water Quality Impact Assessment and the restoration plan for roughly three acres of wetland area and demarcates a permanent 35-foot vegetated buffer area surround the restored area.  The WQIA was developed by Wetland Studies and Solutions, Inc and was approved by Fairfax County Land Development Services.

Ms. Bordas noted that it was the consensus of the TRC to recommend approval of the amended SWQCP.

A motion was made (Bordas-Peters) to approve the amended SWQCP for Belmont Bay as presented at the TRC meeting on June 16, 2020.  The motion was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Ms. Billger, Mr. Peters, Mr. Koerner; no members voting “no,” and Mr. Peterson, as chairman, not voting.

Virginia Agriculture Cost Share (VACS) Program Year 2021 (PY 21) Secondary Considerations

Ms. Bordas noted that at its meeting, the TRC reviewed the PY 21 VACS documents, including secondary considerations and cost estimates and caps.  There are priority considerations prepared by DCR that the district must use to qualify potential cost share applicants.  In addition, the district prepares and approves secondary considerations based on parameters that are appropriate for NVSWCD. 

Virginia Agriculture Cost Share PY 21 Cost List and Caps

This document provides NVSWCD with a base cost estimate for potential cost share practices and determines fair cost share BMP cost estimates.  Ms. Bordas reported that Mr. Woode has recommended that the district continue with the past practice of adopting the most current payment rate per unit prepared by the USDA-Natural Resources Conservation Service, with an anticipated 25 percent added to compensate for higher cost of materials and labor in Fairfax County.

Ms. Bordas noted that it was the consensus of the TRC to recommend approval of VACS documents as presented. 

A motion was made (Bordas-Koerner) to approve the VACS PY 21 secondary considerations and cost list and caps as presented at the TRC meeting on June 16, 2020.  The motion was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Ms. Billger, Mr. Koerner, Mr. Peters; no members voting “no,” and Mr. Peterson, as chairman, not voting. 

Virginia Conservation Assistance Program (VCAP) Project Payment

Ms. Bordas noted that the TRC reviewed five VCAP projects for payment, as outlined in the table below. 

Recommended Action
Ms. Bordas made a motion (Bordas-Billger) to approve the reimbursement of VCAP projects,  as outlined in the table above, which was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Ms. Billger, Mr. Peters, Mr. Koerner; no members voting “no,” and Mr. Peterson, as chairman, not voting.

Conservation Assistance Program-Energy (CAP-E) Application

Ms. Bordas noted that the TRC also reviewed a CAP-E application for projects at St. Peters in the Woods Episcopal Church in Fairfax Station.  The application includes an appliance upgrade, lighting replacements with LED bulbs, and building sealing and insulation.  She noted that the application was reviewed favorably by representatives from the Fairfax County Office for Environmental and Energy Coordination.

Ms. Bordas made a motion (Bordas-Billger) to approve the CAP-E application as presented.  The motion was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Ms. Billger, Mr. Peters, Mr. Koerner; no members voting “no,” and Mr. Peterson, as chairman, not voting. 

VCAP Schedule for FY 21

Ms. Bordas reported that the TRC reviewed the proposed VCAP schedule and criteria for prioritizing site visits in the new program year which begins on July 1, 2020 and recommended approval.  Both documents were reviewed by the TRC and were included in the board packages as an addendum to the TRC minutes.  Ms. Bordas reported that there was a good discussion at the TRC about how the district identifies priority watershed and aims to increase diversity.  

A motion (Bordas-Billger) to approve the FY 21 VCAP schedule, priorities, and site visit form  was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Ms. Billger, Mr. Peters, and Mr. Koerner; no members voting “no,” and Mr. Peterson, as chairman, not voting. 

Update on VCAP Project 21-2020-032

Mr. Schwartz provided the board with an update on VCAP Project 21-2020-032 which had been discussed and provisionally approved at the May 26, 2020 meeting of the board.  He noted that following the recommendations made at the board meeting, the property owners have reduced their overall budget by $2,400 by adjusting their plan and removing some of the more expensive plants.

In response to a question from Mr. Peterson about whether the reduction in cost changes the cost-share portion of this project, Mr. Schwartz said the cost share amount of $3,500 will be the same.

A motion (Bordas-Koerner) to approve submittal of the above project as revised to the VCAP Steering Committee was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Ms. Billger, Mr. Koerner, and Mr. Peters; no members voting “no,” and Mr. Peterson, as chairman, not voting. 

Ms. Bordas thanked Mr. Schwartz for his work on this project application. 

Mr. Peterson extended kudos to the TRC for its work. 

Strategic Planning Status

Mr. Peters noted that the district must update its strategic plan every four years.  He provided the board with a brief overview of the preparatory work for the strategic plan update. 

He noted that Ms. Grape has conducted a Strengths, Weaknesses, Opportunities and Threats (SWOT) analysis with the staff.  This has been a valuable exercise.  Ms. Grape is also preparing a stakeholder’s survey that will be sent to agencies and individuals who participate and benefit from district operations.  In July, Ms. Grape will be coordinating a similar SWOT analysis for members of the board.  In response to a question, Ms. Grape noted that it is her hope that directors would complete the SWOT analysis on their own and then come together as a group to review the responses and develop strategies together.  Mr. Peters also noted that the district is planning a virtual roundtable meeting with its partners.  Ms. Grape will be encouraging the district’s associate directors to provide their input in the SWOT analysis as well. 

Mr. Peters introduced the concept of linking the many tasks the district provides with the costs of doing them.  He proposes that the district compile a list of tasks and services and identify, in each case, who the payee or sponsor is.  This information will contribute to how the district manages its work going forward and will provide feedback to the program staff as well.  In addition, this type of analysis will provide the district with talking points as it reaches out for additional funding and/or prioritizes its work for existing funding.  Mr. Peters noted that by the time of the next board meeting he hopes to have some updates for the different strategic plan initiatives and more opportunities for discussion of the strategic plan itself.  He hopes that everyone will be involved in contributing to the strategic plan update. 

In response to a question, Ms. Grape provided a brief overview of the SWOT process, noting that strengths and weaknesses are internal to the organization and opportunities and threats are external.  Ms. Grape noted that she is proud of the work the staff has done on the SWOT analysis.  Staff members each completed SWOT analyses on themselves, their program areas, and the district.  Then, they worked in pairs to further discern areas where strengths and opportunities might be used to improve upon weaknesses and threats and to prioritize next actions.  Staff will be getting together as a group within the next few weeks to review the results of this analysis.  Ms. Grape hopes to engage the board with the same process.

Executive Director’s Report

Ms. Grape noted that staff reports had been included in the board package.  In addition, she reported that Jeff Barr, District Conservationist at NRCS, is leaving the Warrenton office and will be working for NRCS in West Virginia which is closer to his home.  Casey Iames will be acting district conservationist.

Ms. Grape noted that Tessa Bennett, the district’s spring Outreach and Education Intern, has completed her work with the district.  Her last day was June 19, 2020.    Programming for spring outreach and education had to shift gears quickly this spring to virtual content and an online experience.  Ms. Bennett worked with Ms. Palmer who did an outstanding job of supervising and working with Ms. Bennett.  Ms. Bennett’s work included graphics for the district’s social media pages. Throughout her time here, Ms. Bennett was able to engage thousands of individuals through social media.  Ms. Palmer and Ms. Bennett worked together on a webinar series which is posted on the district’s website, a virtual version of the district’s annual Sustainable Garden Tour which has had thousands of participants, highlighting initiatives like urban agriculture and best practices for stormwater management.  Finally, Ms. Bennett worked to promote a new campaign, “Soil Your Undies,” which will be kicking off this summer to increase understanding of soil health.

In response to a question from the board, Ms. Palmer reported that the garden tour is still active.  The tours will be available on the district’s website at least through the end of this calendar year.  She is contemplating having the current garden tour hosts participate in an in-person garden tour next year.  Ms. Palmer noted that the virtual garden tour has allowed many more people to participate.   

Ms. Grape reported that the next Green Breakfast will be held virtually on Saturday, July 11, 2020, beginning at 9:00 am.  The speaker will be Jen Cole from the Clean Fairfax Council.   More information will be made available soon. 

Ms. Grape noted the district received word from the Virginia Association of Soil and Water Conservation Districts (VASWCD) that Wendy Gao, our Future Conservation Leader Scholarship awardee, has won the state scholarship as well. 

Ms. Grape reported on the plans for district office re-opening.  She is working with other agencies in the Herrity building to develop a re-opening strategy.  The building has been closed to the public since April.  Once the building opens, at least for the immediate future, the access will be limited to the first floor.  There will be no unscheduled visits for the upper floors.  In addition, staff and visitors will need to wear a mask in public areas and practice social distancing.  The district will have access to a deck box, courtesy of Fairfax County Land Development Services, to use for the transfer of materials such as storm drain marking supplies.  This will assist in limiting public interaction.

Extension of Telework Stipend for NVSWCD Staff

Ms. Grape noted that she is still encouraging staff to work from home.  She therefore requested that the board extend the telework stipend for district staff that had been approved at the May 15, 2020 board meeting.  The stipend helps to cover some of the expenses incurred by staff members as they use their personal devices and systems to carry on the work of the district.  Ms. Grape reminded the board that the stipend would provide $75 per month for staff working at 0.75-1.0 Full-time Equivalent (FTE) and $65 for part-time staff or interns at <0.75 FTE.

A motion (Koerner-Billger) to extend the telework stipend for district staff was approved by roll call vote with the following members voting “aye:” Ms. Billger, Ms. Bordas, Mr. Koerner and Mr. Peters; no members voting “no,” and Mr. Peterson, as chairman, not voting.

Ms. Grape expressed her appreciation to the board for their support of staff through this stipend. 

Ms. Grape extended kudos to Ms. Harwood who recently graduated from the Virginia Natural Resources Leadership Institute (VNRLI), a part of the University of Virginia’s Institute for Environmental Negotiation.  This was a great experience and there was a lot of work involved.  In response to a question from Mr. Peterson, Ms. Grape noted that both she and Mr. Woode had completed the VNRLI program.  It was a transformative experience.

Ms. Grape extended kudos to Ms. Shackley who recently completed a basic parliamentary procedures class offered online by the National Association of Parliamentarians.

Ms. Grape extended kudos to Mr. Schwartz who recently completed the Erosion and Sediment Control Inspector Training with the Virginia Department of Environmental Quality.

DCR Desktop Procedures

Ms. Grape acknowledged that the NVSWCD Finance Committee had reviewed DCR’s newly-amended Desktop Procedures for Fiscal Operations.  She noted opportunities to amend NVSWCD’s Financial Controls document and related policies to memorialize current practices that are consistent with DCR-required procedures. The recommended additions and changes were outlined as a part of the Finance Committee summary which had been provided to the board.  Ms. Grape noted that these recommended changes will be brought to the board for its approval over the coming months. 

Ms. Grape reported that the district has had a letter from Clyde Christman, Director of DCR, to share that the Lake Barcroft Watershed Improvement District (LBWID) budget had been approved.  Ms. Grape has already shared this with LBWID General Manager Davis Grant as well as with the LBWID Board of Trustees. 

Ms. Grape noted that the agreement with Arlington County for soil survey work, as approved at the May 26, 2020 Board of Directors meeting, has been finalized.  Mr. Schwartz and Ms. Harwood will begin work on this project in July and hope to be able to present information to the board at its September meeting. 

Finally, Ms. Grape reported that she will be working with staff on annual staff assessments within the next couple of weeks.  She is immensely proud of the NVSWCD team and what it has accomplished over the past year. 

Directors and Associate Directors

Legislative Agenda

In response to a question from Mr. Peterson about the Area II legislative priorities, Ms. Cross reported that a conference call will be held on Wednesday, August 5, 2020, at 8:30 am.  She noted that district priorities and comments should be submitted to Jim Gehlsen by Wednesday, July 15, 2020.  Mr. Peterson encouraged the submission of suggested priorities to him so that he can meet the Area II deadline.  He highlighted a few ongoing priorities for NVSWCD, including VCAP as well as dams and dam safety.  He also noted that there has not been an increase in district administration/operations funding in eight years.  The district should plan on submitting no more than five or six of its top priorities.

Engineering Standards Review Committee (ESRC)

Dr. Rouhi noted that the ESRC met on June 11, 2020.  A few highlights of that meeting, along with the minutes of the previous meeting of the ESRC, will be circulated to the board following the meeting.  He noted that electronic voting was approved by the committee at the meeting.  He also reported that the committee continued its work on amendments to the Fairfax County Public Facilities Manual, including the section on “Sidewalks, Trails, and Recreation.”  Dr. Rouhi reported that there had been some comments by the Tree Commission sent in response to the section on “Tree Conservation.”  This section is still under discussion and there is still an opportunity for the district to make comments if that had not already been done.

Mr. Peterson thanked Dr. Rouhi and noted that the district stands ready to help him with the ESRC.

Cooperating Agencies

Fairfax County Department of Public Works, Stormwater Planning Division

Ms. Torgersen was unable to participate in today’s meeting but provided a written report which will be circulated to the board via email following the meeting.

Virginia Department of Conservation and Recreation (DCR)

Ms. Cross highlighted items from her report which had been included in the board package. Ms. Cross complimented the district on its use of the WebEx system.  She also confirmed that as long as the governor’s state of emergency is in effect, districts may continue to meet electronically.

Natural Resources Conservation Service/US Department of Agriculture (NRCS/USDA)

Ms. Iames was unable to participate in the meeting today but had submitted a written report which had been included in the board package. 

Virginia Department of Forestry (VDOF)

Dr. McGlone reported that there have been many calls from citizens who have small lots and would like to sell timber.  An operator who works on small-lot silviculture projects in Fairfax County and sells timber to timber mills has finally been identified.

The Tree Commission will meet on Tuesday, June 30, 2020, at 2:00 pm, via Zoom.  One of the items on the agenda will be related to the directive by the Fairfax County Board of Supervisors regarding the availability of free and lost cost seedlings. Dr. McGlone noted that following the Tree Charette earlier this year, he and Mr. Peters had volunteered to write the draft of the report that the Tree Commission will make to the Board of Supervisors. 

In response to question from Dr. McGlone about a potential ordinance that would allow Fairfax County to provide funding for best management practices on individual properties, Ms. Grape noted that it was not yet finalized.  She noted further that Ms. Torgersen had provided some information in her report which will be circulated to the board following the meeting.  The plans may include an expansion of current programs, like VCAP, but it is still in process. 

Dr. McGlone noted that some time ago the VDOF shifted to a mobile workforce model.  COVID-19 has provided the additional impetus to complete that shift.  At this point, it is not clear when or if they will be coming back to their offices.  The offices are being used, as needed, for appointments, file storage, and printing.

Fairfax County Health Department

A representative from the Fairfax County Health Department was unable to participate in the meeting today.

Adjournment

There being no other business, a motion (Koerner-Bordas) to adjourn the meeting was approved by roll call vote with the following members voting “aye:” Ms. Bordas, Mr. Peters, Ms. Billger, Mr. Koerner; no members voting “no,” and Mr. Peterson, as chairman, not voting.  The meeting adjourned at 10:51 am. 

Respectfully submitted,