Approved October 24, 2023
September 26, 2023 MINUTES
Meeting held in person with a virtual option via Microsoft Teams
Mr. Peters called the meeting to order at 9:31. Those attending in person and virtually (*) were:
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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* Asad Rouhi, Associate Director
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Cooperating Agency Representatives Joni Calmbacher, Fairfax County DPWES Ellie Codding, Fairfax County DPWES Chad Crawford, Fairfax County DPWES Debbie Cross, Virginia DCR Casey Iames, USDA-NRCS Neely Law, Fairfax County OEEC Matt Meyers, Fairfax County OEEC
Guests Rhonda Bitterli* Deanna Crumbling Davis Grant, Lake Barcroft WID Mary Ellen Flynn* Austin Hope Bill Lecos* Jim McGlone George McLennan, Lake Barcroft WID Alan Pisarski, Lake Barcroft WID*
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NVSWCD Staff Members Willie Woode, Executive Director Scott Baron, Urban Conservation Specialist Trish Feth, Communication Specialist Stacey Evers, Urban Agriculture Specialist Judy Fraser, Urban Conservation Specialist Denisa Hendriyadi, Education Specialist 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
*Participated Remotely |
Welcome and Introductions
Mr. Peters welcomed all to the meeting and noted there was a quorum with all members present.
Mr. Cameron was unable to attend the meeting in person today because of a personal matter. He requested permission to participate remotely.
A motion (Koerner-Billger) to allow Mr. Cameron to participate remotely was approved by voice vote.
Presentation: Updates on Fairfax County Partnership Programs
Ellie Codding, Deputy Director of Public Works, Stormwater and Wastewater Management
Craig Carinci, Director, Stormwater Planning
Joni Calmbacher, Project Coordinator, Stormwater Planning
Chad Crawford, Director, Maintenance and Stormwater Management
Ms. Codding expressed appreciation to the Northern Virginia Soil and Water Conservation District (NVSWCD) board and staff for the various programs on which the district and the Fairfax County Stormwater Planning (SWP) Division collaborate and said the SWP Division is looking to expand this partnership. She noted the state has authorized funding for flood mitigation assistance grants, and the SWP Division will be updating the county flood risk reduction plan.
Ms. Codding announced that there will be a party for retiring SWP Division Director Craig Carinci on Friday, December 1, 2023. Joni Calmbacher will be the new Stormwater Planning Division Director.
Presentation: Energy Conservation Assistance Program MOU
Matt Myers, Division Director, Fairfax County Office of Environmental and Energy Coordination
Neely Law, Planner III, Fairfax County Office of Environmental and Energy Coordination
Mr. Myers previously presented the Memorandum of Understanding (MOU) between Fairfax County and NVSWCD to the board at its July meeting. Pending approval today, the next step will be to go to the Fairfax County Board of Supervisors on Tuesday, October 10, 2023. A draft copy of the MOU had been included in the board package.
A motion (Koerner-Billger) to approve the MOU for the Fairfax County Energy Conservation Assistance Program between the Fairfax County Board of Supervisors and NVSWCD was approved by voice vote.
Approval of Revised Compensation Package
A motion (Koerner-Billger) to approve the revised two-tier financial compensation package of $11,750 as the base rate, and $230 per project to cover financial reimbursement processing was approved by voice vote.
Minutes July 25, 2023
Mr. Koerner reported that he had reviewed the minutes of the July 25, 2023 meeting of the NVSWCD Board of Directors and that they had been distributed in advance of the meeting.
A motion (Koerner-Billger) to approve the minutes of the July 25, 2023 meeting was approved by voice vote.
Treasurer’s Reports – July and August 2023
Mr. Koerner reported that the Treasurer’s Reports for July and August 2023 had been distributed in advance of the meeting. Hearing no comments, the Treasurer’s Reports for July and August 2023 were accepted by consensus to be filed for audit.
VCAP MOU for Other Jurisdictions
Ms. Bordas explained that this MOU applies to jurisdictions other than Fairfax County such as Arlington and Fairfax City and would extend the Virginia Conservation Assistance Program (VCAP) to those jurisdictions.
A motion (Bordas-Billger) to approve the MOU to extend the NVSWCD VCAP to other jurisdictions was approved by voice vote.
Approval of Compensation Package
There was a discussion led by Mr. Koerner of the direct and indirect costs of the program and the need to obtain funds from other jurisdictions in cases where site visits are conducted, but no project or Best Management Practices (BMPs) are installed under VCAP.
A motion (Koerner-Billger) to approve the financial compensation of $750 per completed site assessment with no BMP installation from jurisdictions outside of Fairfax County passed by voice vote.
Finance Committee
Mr. Koerner reported that the Finance Committee met on September 19, 2023. The committee reviewed the MOU to extend VCAP to other jurisdictions. It also reviewed district reserves following the end of fiscal year 2023. The Finance Committee recommended that the board approve the transfer of $10,233.84 from the Chestnut Fund to the following dedicated reserves (as tracked on the district’s Managed Funds Spreadsheet): $5,000 to the Governance Committee, $582.84 to Staff Appreciation and Awards, and $4,651 to Computer Replacement.
A motion (Koerner-Bordas) to transfer funds from the Chestnut Fund to the dedicated reserves for the governance committee, staff appreciation and awards, and computer replacement, as outlined above, was approved by voice vote.
Technical Review Committee
Ms. Bordas reported that the Technical Review Committee (TRC) met on August 22 and September 19, 2023 to review four Conservation Plans, one Conservation Report, one BMP End of Life Inspection, ten new CAP/VCAP applications, two CAP-Energy applications, and seven CAP/VCAP reimbursement requests that had been discussed by the TRC and recommended for approval by the board. The details of these projects had been included in the TRC Report in the board package:
Soil and Water Conservation Plans
- Molleda Farm A&F District Renewal, Clifton
- Simple Changes Farm, Lorton
- Simanson A&F District Renewal, Great Falls
- Knipling A&F Reinstatement, Lorton
A motion (Bordas-Billger) to approve the Molleda, Simple Changes, Simanson, and Knipling conservation plans, as recommended by the TRC at its July and August meetings, was approved by voice vote.
- Allen Rain Garden – Hunter Mill District, Pimmit Run Watershed
Size – 131 ft2; Total Cost - $8,930; Cost-Share Request - $7,000
- Boertlein Conservation Landscaping – Dranesville District, Pimmit Run Watershed
Size – 2,490 ft2; Cost - $24,238.60; Cost-share - $7,000
- Douglass Rain Garden – Springfield District, Pohick Creek Watershed
Size – 140 ft2; Cost - $1,423.05; Cost-Share Request - $1,138.44
- Fiduccia Conservation Landscaping and Rain Garden – Hunter Mill District, Difficult Run Watershed
Rain Garden: Size – 98 ft2; Cost - $4,592; Cost-Share Request - $3,673.60
Conservation Landscaping: Size – 350 ft2; Cost - $6,306; Cost-Share Request - $5,044.80
- Hidden Creek HOA Conservation Landscaping – Braddock District, Accotink Creek Watershed
Size – 322 ft2; Cost - $8,750; Cost-share - $7,000
- Jabaley Conservation Landscaping – Braddock District, Accotink Creek Watershed
Size – 2,392 ft2; Cost - $11,995.68; Cost-share - $7,000
- Knott Conservation Landscaping – Braddock District, Pohick Creek Watershed
Size – 512 ft2; Cost - $2,931.60; Cost-share - $2,422.80
- Yasin and Falah Permeable Pavement – Mason District, Cameron Run Watershed
Yasin: Size – 1,486 ft2; Cost – $26,730; Cost-Share Request – $20,000
Falah: Size – 1,298 ft2; Cost – $23,346; Cost-Share Request – $18,172
CAP Energy Applications
- Accotink Unitarian Universalist Church, Springfield District
Total cost - $14,000; Cost-Share - $5,000
- Church of the Holy Comforter, Hunter Mill District
Total cost - $27,113.75; Energy efficiency upgrade cost - $5,017.90; Cost-Share - $2,508.95
Reimbursements
- Stonegate Manor HOA Conservation Landscaping – City of Alexandria, Four Mile Run Watershed
Size – 568 ft2; Cost - $10,424; Cost-share - $7,000
- Lee Conservation Landscaping – City of Alexandria, Cameron Run Watershed
Size – 910 ft2; Cost - $8,842.35; Cost-share - $7,000
- Wilber Conservation Landscaping – Springfield District, Pohick Creek Watershed
Size – 1,500 ft2; Cost - $8,904; Cost-share - $7,000
- Cloyd Conservation Landscaping – Hunter Mill District, Difficult Run Watershed
Size – 1,250 ft2; Cost - $6,474,15; Cost-share - $5,179.32
- Martin Conservation Landscaping – Mason District, Cameron Run Watershed
Size – 1,468 ft2; Cost - $9,429.20; Cost-share - $7,000
- Wackerbarth Conservation Landscaping – Braddock District, Pohick Creek Watershed
Size – 400 ft2; Cost - $6,488.13; Cost-share - $5,190.50
- Shelton Conservation Landscaping – Sully District, Cub Run Watershed
Size – 550 ft2; Cost - $1,605.70; Cost-share - $1,118.90
Programmatic Updates
Ms. Bordas and Ms. Hunter-Nickels presented an example of the metal sign to be voluntarily displayed by homeowners at completed CAP/VCAP projects. Ms. Fraser reported that the signs will cost between $15-$20 each.
A motion (Bordas- Billger) that the district pay for metal signs to be displayed at CAP/VCAP project sites was approved by voice vote.
A motion (Bordas-Billger) to approve new CAP/VCAP applications, reimbursements and energy reimbursements as outlined above was approved by voice vote.
Next Meeting of the Technical Review Committee
The next meeting of the TRC will be held on Tuesday, October 17, 2023.
Legislative Committee Report
Approval of Letter to Board of Supervisors
Mr. Cameron reported on meetings with several legislators to discuss appropriate solar policy and the loss of prime farmland and forests to utility scale solar installations. Mr. Cameron also outlined the letter he has drafted to the Fairfax County Board of Supervisors urging them to encourage the Fairfax County delegation to the Virginia General Assembly to provide new economic incentives for solar development on existing infrastructure.
Mr. Koerner congratulated Mr. Cameron on his op-ed published in the Richmond Times-Dispatch on September 19, 2023 about data center proliferation and industrial utility scale solar development, which is impacting Chesapeake Bay restoration.
A motion (Billger-Cameron) to have Mr. Peters sign a letter drafted by Mr. Cameron to the Fairfax County Board of Supervisors urging them to encourage the Fairfax County delegation to the Virginia General Assembly to provide new economic incentives for solar development on existing infrastructure was approved by voice vote.
Approval of NWSWCD Annual Report for FY 2023
Ms. Peters presented NVSWCD’s Annual Report for FY 2023. Copies of the report had been included in the board package and were available at the meeting.
A motion (Koerner-Billger) to approve the NVSWCD Annual Report for FY 2023 was approved by voice vote.
Lake Barcroft Watershed Improvement District Dam Project
Davis Grant, General Manager, Lake Barcroft Watershed Improvement District
George McClennan, Trustee Secretary, Lake Barcroft Watershed Improvement District
Alan Pisarski, Trustee Chairman, Lake Barcroft Watershed Improvement District (Remotely)
Mr. McClennan and Mr. Davis presented a slideshow explaining the Lake Barcroft Watershed Improvement District’s (LBWID) plans to address recertification requirements with the Virginia Department of Conservation and Recreation Division of Dam Safety. During the 2021 6-year recertification process, LBWID was informed that the Dam’s earthen fuse plug will no longer be an acceptable emergency spillway. Mr. Davis said early estimates suggest that “armoring” the dam’s embankments to ensure that they can safely discharge a “Peak Maximum Flow” event will likely cost several million dollars. Mr. Davis answered questions from the Board, staff, and guests. Ms. Bordas asked if this might be an item of interest for a future Potomac Watershed Roundtable meeting.
The LBWID Trustees and Mr. Grant will keep the NVSWCD board appraised of the progress of this project.
Jim McGlone’s Retirement Farewell
Jim McGlone retired from the Virginia Department of Forestry (VDOF) at the end of June 2023. The NVSWCD Board of Directors expressed its appreciation to Dr. McGlone for his years of service with the VDOF and his partnership with the district. Mr. Peters spoke about his long-standing relationship with Dr. McGlone through the forming of the Fairfax Chapter of Virginia Master Naturalists and the Plant Nova Natives campaign, as well as Dr. McGlone’s work on the Fairfax County Tree Commission. Mr. Schwartz presented a slideshow highlighting Dr. McGlone’s life and career.
(Ms. Billger departed at 10:59 am)
A motion (Koerner-Bordas) to appoint Jim McGlone as Associate Director of the Northern Virginia Soil and Water Conservation District was approved by voice vote.
(A break was called from 11:15 to 11:20am)
Green Breakfast
Ms. Palmer reported that the next Green Breakfast will be held on Saturday, November 11, 2023 on the topic of deer management. The March green breakfast will feature the Trial Garden Manager from the Mt. Cuba Center in Delaware speaking about native plants. Ms. Palmer reported that Green Breakfast meetings will remain virtual for the time being.
Mr. Peters reported that the Tree Commission met on September 7, 2023, and approved eight nominations for Friends of Trees awards.
Support for Tree Commission’s New Charter
Mr. Peters asked the board for support of the Tree Commission’s new charter, a draft of which was included in the board package.
A motion (Koerner-Bordas) to support the revisions to the Fairfax County Tree Commission’s charter was approved by voice vote.
Dr. McGlone reported that Casey Trees will plant 50 trees on the Government Center ellipse in recognition of the 50th anniversary of the Tree Commission, with the 50th tree being planted at a celebration on Thursday, October 5, 2023.
Other Items—Directors, Associates, Consultants
Mr. Peters called for any other items from the district’s directors, associate directors, and consultants. Hearing none, he asked Mr. Woode for his report.
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:
- Mr. Woode was authorized $5,000 in June to hire a governance consultant to work with the board on establishing a governance committee; he is currently working with Dr. Jim Rice with Gallagher Consulting on this initiative.
- Agricultural Stewardship Act complaints: The district serves as technical advisors in investigations of malpractice. Ms. Hunter-Nickels will now be point of contact, Mr. Woode will be second.
- On September 15, 2023, Mr. Woode and Ms. Hunter-Nickels visited Three Star Farm composting facility for an end-of-life inspection.
- Mr. Woode thanked Ms. Hunter-Nickels for organizing a team building day at Blair Road Community Garden and the Kansas Ave Challenge Park green infrastructure facility.
- A tree planting plan for a Resource Protection Area in Oakton is in the process of being approved by Fairfax County Land Development Services and the county attorney’s office.
- The Trapa team recently gave a presentation to renew their Fairfax County Environmental Improvement Program grant for a third year, noting that they plan to hire a new pond contractor.
- Mr. Woode highlighted Ms. Shackley’s ten years of work with the district.
- Mr. Woode introduced two new staff members, Trish Feth, Communication Specialist, and Denisa Hendriyadi, Fall Education Specialist Intern.
Urban Agriculture Grant
Stacey Evers, Urban Agriculture Specialist
Mr. Woode introduced Ms. Evers and gave a summary of the Agriculture and Forest Industries Development (AFID) Grant. Ms. Evers explained the grant application noting that the outcome of the work funded by the grant will be a report to the Fairfax County Board of Supervisors on what will work well in Fairfax County and Fairfax City to incentivize small agriculture.
A motion (Bordas-Koerner) to approve the request to apply for the AFID grant passed by voice vote.
Staff Updates
- Ms. Wood announced Trapa harvesting events this week at Expectation Church.
- Ms. Palmer reported that Rebecca Grossi, Bonner Leader at George Mason University, will be joining the district as a volunteer again this school year and will be creating outreach materials for the seedling sale among other projects.
- Ms. Shackley reported that the Virginia Association of Soil and Water Conservation District’s (VASCWD) Annual Meeting will be held at the Norfolk Marriott, December 3-6, 2023.
- Mr. Schwartz has nominated former Lewis High School teacher Rachel Clawson for the VASWCD Conservation Education Teacher of the Year award.
Cooperating Agencies
Fairfax County Department of Public Works, Stormwater Planning Division
Ms. Barfield was unable to attend but provided the following updates via email afterwards:
- Inflation Reduction Act Community and Urban Forestry Grant application for Fairfax County was not granted however many partners were awarded, see link by state: Urban and Community Forestry Grants - 2023 Grant Awards | US Forest Service (usda.gov)
- Equitable Stormwater Management Engagement Framework pilot project has proposed a summary of potential projects in the Culmore neighborhood to support community engagement through May 2025.
- As Craig Carinci retires, Joni Calmbacher will take the lead as the new Stormwater Planning Director starting Monday, October 16, 2023.
- Stormwater Planning staff are requesting a space on the NVSWCD Board’s October meeting agenda to address information requested by Director Scott Cameron in the July meeting about Watersheds in Fairfax County.
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.
Virginia Department of Forestry
Jacob Zielinski will be the county forester for Fairfax and Arlington counties starting at the end of October.
Adjournment
There being no other business and by consensus, the meeting was adjourned at 12:15 pm.
Respectfully submitted,
Trish Feth, Communication Specialist
Christopher E. Koerner, Secretary-Treasurer
The next regular business meeting of the NVSWCD Board of Directors will be held on October 24, 2023 at 9:30 am
Approved October 17, 2023
A hybrid Meeting held in-person at the Park Authority Board Room - Suite 941 of the Herrity Building - and virtually via Microsoft Teams
September 2023 Technical Review Committee Meeting Summary
Ms. Bordas called the meeting to order at 10:00 a.m. Those present included:
- Adria Bordas, Director & Committee Chair, NVSWCD
- Chris Koerner, Director, NVSWCD
- Jerry Peters, Director, NVSWCD
- Scott Baron, NVSWCD
- Meghan Cunha, NVSWCD
- Judy Fraser, NVSWCD
- Denisa Hendriyadi, NVSWCD
- Heather Hunter-Nickels, NVSWCD
- Don Lacquement, NVSWCD
- Dan Schwartz, NVSWCD
- Willie Woode, Executive Director, NVSWCD
- Shannon Bell, DPWES-SWPD
- Austin Hope
The meeting was called to order by Ms. Bordas at 10:00 AM.
MINUTES
The Committee reviewed the minutes of the August meeting. No revisions were noted. A motion to accept the minutes (Woode-Bordas) passed unanimously.
SOIL AND WATER CONSERVATION PLANS
Ms. Hunter-Nickels presented three Conservation Plan, one Conservation Report, and one end-of-life cost-share BMP inspection for review by the Committee. Mr. Woode presented one RPA replanting plan.
Conservation Plans
Simple Changes Farm, Lorton
- Property is a therapeutic riding center that has an unpermitted apartment over the stables. To get a special exception for the apartment, the property needs a Conservation Plan
- Property has five fields and an indoor and outdoor riding ring. The fields are for riding only, not grazing. The fields are covered in sandy footing material except for field 5, which has bare dirt and is a little sloped. Some rill erosion is evident on field 5.
- All manure is hauled out. An on-site pond acts as an unofficial BMP that captures most runoff from the fields. One area of concern is an old manure pile created by the former owners. The pile is mostly vegetated with what appears to be salt-tolerant reeds. It tested very high for phosphorus and is in a Environmental Quality Corridor with high slopes.
- The Conservation Plan includes recommendations to cover field 5 with sandy footing material like the other fields, or create a sacrifice area in the eroded portion of the field. The plan also recommends that the old manure pile remain vegetated and undisturbed.
Simanson A&F District Renewal, Great Falls
- 30-acre property with chickens, beehives and four fields. Two fields are not in use and the other two are passively managed as hay pasture. The owners are interested in converting the fields to native meadow.
- Extensive RPA from three streams on the property. Owner has removed bamboo from the eastern-most stream and is ready to replant with appropriate species. while the central stream has grass to the banks. Mr. Lacquement suggests looking at historic aerial images to see if the central stream was historically planted in grass. Grass can be kept if it that was the historical condition but the RPA can’t be converted to grass if it was originally natural vegetation. Mr. Peters suggests replanting with native groundcovers suitable for shady areas, similar to the work he is doing at the Great Falls Grange. Ms. Bell suggests talking to the adjacent landowners so that they are aware that they should respect the buffer around the streams and not mow into it. Mr. Woode suggests using the RPA maintenance language that we already have written for A&F renewal plans since recommending things above and beyond these standards could lead Planning and Zoning to think that these extra recommendations are requirements.
- Ms. Fraser mentions that the meadow conversion could qualify for VCAP, although the owner does not seem interested in cost-share.
Knipling A&F Reinstatement, Lorton
- 26-acre property with 2,500 linear feet of RPA. Entirely wooded except for two wildlife fields.
- Owners are reinstating their A&F status after selling off a part of the property.
- Conservation Plan is relatively simple because of the property’s lack of erosion or pest issues. Provided the owners a nutrient management plan for the fields and a conservation plan for the property as a whole.
- Mr. Peters expressed concern since the owners sold off some property that was in the A&F District. Ms. Hunter-Nickels said that the property that was sold was acquired later and added to the previous A&F District. That land was then sold and now the original 26 acres is going back into the A&F District. Mr. Woode says A&F Districts only last for 8 years and owners can sell after they expire without penalty. He has worked with these owners for many years and finds them to be good stewards of the land.
Conservation Report
Schultz A&F Renewal, Fairfax Station
- A 23-acre property that is entirely wooded with 1,400 linear feet of RPA.
- Because of no agricultural activity on-site, this is considered a Conservation Report that does not need approval from the Board.
- There was sediment deposition observed in the intermittent stream. Just upstream off the property, there is a new home being constructed. Mr. Lacquement and Ms. Hunter-Nickels looked at the approved E&S plan and found that it is not particularly robust. Mr. Lacquement says that there is a small stream flowing through the construction site that is too large for the silt fences on-site. Information was given to the landowner about how to report E&S concerns to the county inspectors.
BMP End-of-Life Inspection
Blanchard Manure Composter End-of-Life Inspection
- The manure composter was built with agricultural cost-share money and was inspected for the final time under its contracted lifespan. The composter is still being used as intended and is in good condition.
- The Blanchards provided a few recommendations for improvements to the standard design that were passed on to DCR. Recommendations included easier-to-open doors, a retractable roof, a watering system, a larger concrete apron, and possibly a fifth bin.
- The property owners agreed to voluntarily allow NVSWCD to inspect the composter over the next five years so that it can continue to be counted towards Chesapeake Bay cleanup credits.
- No action by the Board is needed.
After discussion, the Committee recommends that the NVSWCD Board approve the Simple Changes, Simanson and Knipling Soil and Water Quality Conservation Plans. No Board action is needed for the Schultz A&F Report or the Blanchard BMP Inspection.
RPA Replanting Plan
For the benefit of the Committee’s understanding, Mr. Woode presented one RPA replanting plan. No action is required of the Committee or Board. When someone violates the RPA rules and it appears to be a mistake, the county allows NVSWCD to prepare a planting plan that the landowners can follow which will allow them to stay out of the formal violation process. Mr. Woode creates these plans, but will look to hand this responsibility to other staff soon.
In this instance, a property owner in Oakton was doing invasive removal around a stream and did not realize he had crossed onto his neighbor’s property. About 0.3 acres was disturbed.
Mr. Woode identified species types found in the natural areas around the disturbance and created a planting plan that consists of these species, with the idea that this will return the damaged areas to the plant community that existed before. The plan uses the county’s replanting density requirements and multiplies that by the disturbed acreage to get the total number of overstory and understory trees and shrubs.
CAP-VCAP PROGRAM
Ms. Fraser and Ms. Cunha presented a new MOU template, four new CAP/VCAP applications, one CAP-Energy application, and six CAP/VCAP reimbursement requests.
MOU Template
Ms. Fraser presented a draft template MOU that spells out the terms for offering VCAP services to jurisdictions outside of Fairfax County. The MOU requests payments for site visits to compensate the District for staff time and to ensure fairness for Fairfax County taxpayers. The new template would be offered to Falls Church and Arlington and supersede the existing ones with Alexandria and Fairfax City. One major difference with the existing Fairfax City and Alexandria MOUs is that the new agreements would charge a set fee for site visits that don’t result in an installed VCAP project. The amount charged per site visit will be proposed by the Finance Committee.
The Committee did not vote on whether to recommend approval of the MOU as it was felt that this was solely a Board decision.
CAP/VCAP Applications
Boertlein Conservation Landscaping – Dranesville District, Pimmit Run Watershed
- A large property bordering Pimmit Run with flood plain extending into the backyard. A steep hill with invasive plants right behind the house is experiencing significant erosion that the owners wish to control.
- Property owners propose to use coir logs to create vegetated terraces on the slope.
- Size – 2,490 ft2; Cost - $24,238.60; Cost-share - $7,000
Hidden Creek HOA Conservation Landscaping – Braddock District, Accotink Creek Watershed
- HOA’s second project. Similar to first, will plant eroded area around and upstream of yard inlet, extending the plantings uphill all the way to the property line.
- Size – 322 ft2; Cost - $8,750; Cost-share - $7,000
Jabaley Conservation Landscaping – Braddock District, Accotink Creek Watershed
- Homeowners will convert extensive area of front lawn to natives, only keeping a small bit of turf by porch. Will also plant native grasses in parts of backyard.
- Back and forth between owners and Ms. Cunha ensured that their plans matched the requirements of the program.
- Size – 2,392 ft2; Cost - $11,995.68; Cost-share - $7,000
Knott Conservation Landscaping – Braddock District, Pohick Creek Watershed
- DIY landscaping project around rear fence to deal with runoff coming from Rolling Road.
- Dogs and kids live at the residence. With the runoff and extensive foot traffic, the yard is sparse and mucky.
- Project will change the backyard to half turf, half natives, with the natives placed around the fence line. Mulching of the new plants will be done with leaf mulch sourced from the property.
- Size – 512 ft2; Cost - $2,931.60; Cost-share - $2,422.80
CAP-Energy Application
Accotink Unitarian Universalist Church, Springfield District
- Church will replace 30+ year old doors with Energy Star-certified models.
- Office of Environmental and Energy Coordination has already approved the plan, so no action is needed by the Board.
- Total cost - $14,000; Cost-Share - $5,000
CAP/VCAP Reimbursements
Lee Conservation Landscaping – City of Alexandria, Cameron Run Watershed
- Project on steep slope incorporating check dams and a rebuilt stone wall
- Size – 910 ft2; Cost - $8,842.35; Cost-share - $7,000
Wilber Conservation Landscaping – Springfield District, Pohick Creek Watershed
- Size – 1,500 ft2; Cost - $8,904; Cost-share - $7,000
Cloyd Conservation Landscaping – Hunter Mill District, Difficult Run Watershed
- Size – 1,250 ft2; Cost - $6,474,15; Cost-share - $5,179.32
Martin Conservation Landscaping – Mason District, Cameron Run Watershed
- Size – 1,,468 ft2; Cost - $9,429.20; Cost-share - $7,000
Wackerbarth Conservation Landscaping – Braddock District, Pohick Creek Watershed
- Size – 400 ft2; Cost - $6,488.13; Cost-share - $5,190.50
Shelton Conservation Landscaping – Sully District, Cub Run Watershed
- Size – 550 ft2; Cost - $1,605.70; Cost-share - $1,118.90
After discussion, a motion (Schwartz-Koerner) for the Committee to recommend that the NVSWCD Board approve the CAP/VCAP applications and reimbursements passed unanimously. No Board action is needed for the CAP-Energy application.
ADJOURNMENT
Ms. Bordas adjourned the meeting at 11:53 AM. The next Committee meeting will be on October 17th at 10 AM
Approved November 27, 2023
In-Person Meeting in the Executive Director’s Office (Herrity Building Suite 905)
Mr. Koerner called the Finance Committee meeting to order at 1:00 pm. Those present included:
- Chris Koerner, NVSWCD Treasurer, Finance Committee Chairman
- Jerry Peters, NVSWCD Chairman
- Willie Woode, Executive Director
- Heather Shackley, Operations Manager
Finance Committee Minutes—June 20, 2023
The minutes of the June 20, 2023 meeting of the NVSWCD Finance Committee had been distributed to the committee in advance of the meeting.
A motion (Woode-Peters) to accept the minutes as distributed, was approved by voice vote.
Review of Sweeps and Reserves Amounts
Ms. Shackley explained that she had provided copies of the district’s Managed Funds spreadsheet for the periods ending July 31 and August 31, 2023 to the committee so that it could decide upon the allocation of reserves to special projects as needed. The committee then discussed the potential allocation of reserves.
A motion (Shackley-Koerner) to recommend approval by the NVSWCD board of the transfer of $10,233.84 from the Chestnut Fund as follows: $5,000 to Governance Committee, $582.84 to Staff Appreciation and Awards, and $4,651 to Computer Replacement, was approved by voice vote.
Energy Conservation Assistance Program MOU and Financial Compensation
Mr. Woode noted that at its meeting on September 26, 2023, the NVSWCD board will be asked to approve a Memorandum of Understanding (MOU) with the Fairfax County Office of Environmental and Energy Coordination (OEEC) for an Energy Conservation Assistance Program—an outgrowth of the work the district has done with energy grants in the past under a Fairfax County Environmental Improvement Program grant.
Mr. Woode noted that, in keeping with past practice, the financial compensation agreement will be separate from the MOU to allow for flexibility and future updates. He provided the committee with an updated proposal of that compensation, as discussed with the OEEC.
A motion (Woode-Peters) to recommend that the NVSWCD board approves a two-tier financial compensation package of $11,750 as the base rate, and $230 per project to cover financial reimbursement processing associated with the Energy Conservation Assistance Program, was approved by voice vote.
Arlington VCAP Overhead/Indirect Rates
Mr. Woode noted that the district has had MOUs with neighboring jurisdictions which are not a part of a Soil and Water Conservation District so that property owners are able to participate in the Virginia Conservation Assistance Program (VCAP). If projects in these areas are approved and funded, the district receives “technical assistance” funds from the state. However, there are many such visits which don’t result in VCAP applications or funding. To compensate the district for the staff time and associated costs for such site visits, Mr. Woode, in conjunction with the Finance Committee, is requesting that a financial compensation component be added to VCAP MOUs to include a reimbursement of $500 per site visit that doesn’t result in VCAP application and funding. In addition, the Finance Committee instructed Mr. Woode to negotiate an annual base fee with these jurisdictions. This base rate would cover the recurring administrative costs associated with facilitating the program.
There was additional discussion about the calculation of the district’s indirect costs and how these might be used to better estimate the actual costs of the work done by district staff for this and future projects. The Finance Committee will continue its work on this issue.
A motion (Koerner-Peters) to recommend that the NVSWCD board approves a financial compensation agreement with the non-NVSWCD jurisdictions in northern Virginia that wish to participate in VCAP and that this includes $500 for each project that does not result in a VCAP reimbursement plus a base rate to recover costs not directly attributable to the VCAP outreach. The motion was approved by voice vote.
Seedling Sale
Ms. Shackley noted that she had gathered timesheet information for the district’s 2023 native plant Seedling Sale. She explained that the district does not attribute staff time to most of its programs. However, to get a clearer picture of what the Seedling Sale costs, Ms. Shackley made some rough calculations. In 2023, staff spent 720 hours on the Seedling Sale at a cost of approximately $28,000. The sale of the seedlings recoups roughly half of this amount. It is felt that the benefits of the Seedling Sale far outweigh the cost but it is helpful to have this information on hand so that management decisions can be made about the Seedling Sale and other such programs.
Next Meeting Adjournment
The next meeting of the Finance Committee will be scheduled for the week of November 13, 2023 to discuss the district’s FY 25 Budget and Contributory Request.
There being no other business and following a motion (Shackley-Peters) the meeting was adjourned at 3:48 pm.