AGENDA for
FRIENDS OF THE NORTH FORK OF THE SHENANDOAH RIVERBOARD OF DIRECTORS MEETINGThursday, January 8, 2009
6:30 pm Call to Order – Ron
Approve Minutes from October Board Meeting -
Committee Updates and Action Items
Business/Governance Committee: - Financial report - Gary
- 2009 Budget discussion
- Discussion of how Cindy's 20 hours a week should be completed
- Evaluation of progress on strategic plan and in creating a strong financial foundation for the future
of the group (per Cecily Kihn's request for an evaluation of how we are "growing" the org. using Augua Funding).
- Chesapeake Bay Funders Group training - March 13-14 (CHANGE of DATE!)
- Mileage reimbursement increase - .485 - .55cents - make the change?
Work plan due dates: - November/December 2008 - monitoring and assessment process proposed for evaluating
implementation of strategic plan - Leslie
- Indemnification insurance obtained by Dec. 31, 2008 - Complete!
- Board participation policy adopted - Working
- Board orientation program implemented - Working
- Personnel policies adopted - Working
- IT Policy implemented by end of 2008 - Working
Science - see John's attached reports
- Status of E. coli/Benthic monitoring project
- Status of Drinking Water Project
- Mechanism for isolating and tracking use of funds and costs for these two projects
- Discuss the use of "new" information:
USGS study of Washington DC drinking water contamination (attached)
Fibrominn turkey litter powerplant site visit and technical paper (attached)
Work plan due dates: - John will review and get back to me.
- July 2008 - meet with FOSR to asses monitoring goals - Working
- August 2008 - most important uses and users of surface water monitoring data identified and plan for presenting monitoirng info. developed - to do
- September 2008 - Monitor Appreciation day postponed until Spring 09 (May 9, 2009)
- October 2008 - FNFSR monitoirng goals revised and documented - Working
- FNFSR surface monitoring historical data available via the Friends' website -
- November 2008 - Establish anomaly sub-committee and procedure for following up with anomalies by Fall 2008 - Working
Fundraising Committee - Shenandoah County Community Foundation submittal - yes or no - final application due Feb. 1
- Winter fundraiser - at risk…. Priority?
- Thank you phone calls … status, reaction, next steps?
- Fundraising plan discussion
Membership summaryYear End Membership Numbers
2006
2007
2008
Number of Membership Renewals
224
210
Total Renewal Amount
14,140.00
14,960.00
Total New Members (not including recruitment mailing)
5
14
21
New Member Donations
$345.00
$920.00
$1,495.00
Total New Members from Recruitment Mailing
55
Total Recruitment Mailing Donations
3,635.00
Total Number of Holiday donors
74
63
58
Total Amount of Holiday Donations (to date)
$6,106.00
$7,160.00
$6515
Work plan due dates: - August 2008 - monthly giving program developed - Working
- November 2008 - Holiday appeal - Completed
- Funding program for businesses developed - Working
Policy/Advocacy Committee - Rally for Clean Water - Richmond on January 26
- Member/monitor Karen Layton would like to attend
- VA Wilderness Committee National Scenic Area consideration
- VA Ag. Summit - Feb. 9-10 in Richmond - Farmers and industry professionals will learn the best ways to conserve energy at the 2009 Virginia Agriculture Summit. They will also explore zoning issues, financing options, legal considerations and much more. Early registration $50 (by Jan. 30)
- Policy/advocacy initiatives for 2009
Work plan due dates: - System implemented to mobilize members through email and the website to take action on specific issues by September 2008 - Working
Education and Outreach Committee - Workshop Subcommittee update
- Slide Show subcommittee update - handouts
- Facebook page?
Work plan due dates: - September 2008 - Fall newsletter sent out in late September - Completed
- Ed. Committee established - Completed
- January 09 - Newsletter - Working
Miscellaneous - Calendar
- Cleanups - Saturdays March 14; April 4; October 24; November 21
- Fall Fundraiser - October 10 (Columbus Day weekend)?
New Business:
Calendar 2009
January 8 - FNFSR BOARD Meeting
January 15 - Shenandoah Valley Network Land and Water meeting - 9am New Market
January 15 - Pure Water Forum Board meeting
January 15 - Shenandoah County WRAC meeting - 7pm County Admin. Building
January 22 - Smith Creek TMDL "celebration" to introduce TMDL implementation plan to public.
January 26 - Rally for Clean Water in Richmond - Mary Gessner attending
February 9-10 - VA Ag. Summit in Richmond - Jan. 30 registration deadline (early bird - $50)
February 12 - FNFSR Board Meeting
March 12 - FNFSR Board Meeting
March 13-14 - Ches. Bay Funders Group Board Development Training - Shepherdstown WVA
March 14 - Tentative Cleanup date
March 17 - Rain Barrel workshop
April 4 - Tentative Cleanup date
April 9 - FNFSR Board Meeting
April 25 - Tentative Annual Meeting date
May 14 - FNFSR Board Meeting
June 11 - FNFSR Board Meeting
July 9 - FNFSR Board Meeting
August 13 - FNFSR Board Meeting
September 10 - FNFSR Board Meeting
October 8 - FNFSR Board Meeting
October 10 - Tentative Fundraising Event date
October 24 - Tentative Cleanup date
November 12 - FNFSR Board Meeting
November 21 - Tentative Cleanup date
December 10 - FNFSR Board Meeting
MINUTES for
FRIENDS OF THE NORTH FORK OF THE SHENANDOAH RIVERBOARD OF DIRECTORS MEETINGThursday, January 8, 2008
6:30 pm Call to Order – Ron
Attending: Ron Falyar, Cindy Frenzel, Margaret Lorenz, Mary Gessner, John Holmes, Leslie Watson, Gary Proctor
Approve Minutes from December Board Meeting -
- approved
Committee Updates and Action Items
Business/Governance Committee: - Financial report - Gary
- 2009 Budget discussion
- Leslie handed out Kim's 2009 budget and board decided to wait until Feb. board meeting to discuss and approve.
- charge Leslie's time, membership recruitment and general operating expenses from the sustainability grants - no need to keep detailed track of hours, just in a general nature for the general operating grants. Money from 2007 Ches. Bay Funders Group and Agua grants will be considered spent.
- track Leslie's hours closely for restricted money (monitoring grants - specifically E. coli and Benthic project).
- Monitoring project - have received Veatch ($10,000), Holmes ($1000) and $5,000 of VEE grant.
- Need to track monitoring and MARPAT grants very closely.
- Need to have another meeting with Kim, Gary, and Leslie to finalize Quick Book categories and align with tax form needs.
- Need to make sure that we cover the needs of the new 990 forms.
- Discussion of how Cindy's 20 hours a week should be completed -
- average out by month
- Turn in time sheets every other Thursday (every 2 weeks) - staff will be paid every two weeks.
- Evaluation of progress on strategic plan and in creating a strong financial foundation for the future
of the group (per Cecily Kihn's request for an evaluation of how we are "growing" the org. using Augua Funding). Leslie is sending around evaluation chart that she has been working on.
- Chesapeake Bay Funders Group training - March 13-14 (CHANGE of DATE!)
- Mileage reimbursement increase - change to .55cents to match government rate.
Work plan due dates:. - November/December 2008 - monitoring and assessment process proposed for evaluating
implementation of strategic plan - Leslie
- Indemnification insurance obtained by Dec. 31, 2008 - Complete!
- Board participation policy adopted - Working
- Board orientation program implemented - Working
- Personnel policies adopted - Working
- IT Policy implemented by end of 2008 - Working
Science - see John's attached reports
- Status of E. coli/Benthic monitoring project:
- meeting tomorrow with FOSR.
- Status of Drinking Water Project - looking for student to do this
- recent USGS report identifies thesame herbicides FNFSR found in the North Fork, in Potomac River and finished drinking water so - herbicides are most likely in our drinking water here, as well.
John wants to follow up with this information in the form of a meeting with reps.in Richmond and
possible news article.
- John is developing a mechanism for isolating and tracking use of funds and costs for E. coli/benthic project and drinking water project.
- Woodstock STP -
- John would like to write something complimentary in the paper regarding Woodstock's efforts.
- Need to visit STP and then write an article (following a tour) - complementing the town for
their efforts - no infractions and staying on target for completion. The STP was inspected by DEQ in the fall and was doing a relatively good job.
- should happen this year.
- would be nice to do this for all upgrades in the watershed.
- in future we need to document that they are actually doing a good job - need to make sure the permitted levels are being met.
- discussion of giving an award of recognition to Woodstock at our annual meeting, but there is a fine line between awarding good behavior and regulated "good" behavior. Will continue to consider ways to recognize efforts in the STP area.
- Discuss the use of "new" information:
USGS study of Washington DC drinking water contamination (attached) - see above
Turkey litter power plant site visit and technical paper (attached)
- very interesting and potential is great - some air infractions but that is normal for development.
- MN company is building 3 plants in NC due to NC's adoption of global warming legislation that requires production of a certain percentage of energy using renewable resources - poultry litter is considered a renewable resource.
- apparently the poultry litter market isn't big enough in the Valley to attract the MN company but John feels this is a very good way to deal with litter. The plant takes about half of the poultry litter in its area, burns the litter and produces a very useful fertilizer (accept the ammonia is removed). There are few heavy metals and little arsenic because arsenic is not used in turkey production. [Recent agreement among some chicken producers and VA to stop using arsenic in chicken production.]
- John feels that pyrolysis will not be a viable method of dealing with litter in the Valley.
- VA Chicken Litter Regulations - available for comment after March
- Goodlatte stepped down from ag. Committee -
- now on energy committee - possible potential for moving in renewal resource energy production with poultry litter?
Work plan due dates: - John will review and get back to Leslie.
- July 2008 - meet with FOSR to asses monitoring goals - Working
- August 2008 - most important uses and users of surface water monitoring data identified and plan for presenting monitoirng info. developed - to do
- September 2008 - Monitor Appreciation day postponed until Spring 09 (May 9, 2009)
- October 2008 - FNFSR monitoirng goals revised and documented - Working
- FNFSR surface monitoring historical data available via the Friends' website -
- November 2008 - Establish anomaly sub-committee and procedure for following up with anomalies by Fall 2008 - Working
Fundraising Committee - Shenandoah County Community Foundation submittal:
- John will prepare a proposal along the same lines as the first round but ask for less money. John will focus on Smith Creek monitoring and Cedar Creek - both in Shen. County - possible pilot sites.
- John will submit a proposal between Jan. 22 and Feb. 1 (deadline for Shen. Co. Found.)
- Cindy discussed the potential to use Shen. Com. Found. money and/or 2007 excess MARPAT funding (about $4,000) for workshops or potentially to pay rent for space next door to use as a teaching facility. Cindy is attending a Boy Scouts meeting to do a presentation - we could possibly get them to make display of how to make a rain barrel, rain garden, karst display for an educational area? Cindy was following up with Leslie's desire to make our office a "destination place" for people who are looking for river related information and educational resources. John raised concerns with the expense and upkeep of another room and the Board felt this would be to much money right now. We will work on continuing to clean up the office and make room in there for educational areas. We will consider expansion as part of future phases of MARPAT potentially.
- Other ways to spend leftover 2007 MARPAT money - for advocacy and policy - mailings, bumper stickers, more staff help. Will discuss with Kim and raise issue at next Board meeting
- Winter fundraiser - at risk - John cannot manage fundraiser and projects so will focus on project?
- focus on doing this next year, Cindy has friends in Manassas that may host/help.
- Thank you phone calls … status, reaction, next steps? Ron and Leslie completed their calls and had
positive responses.
- Fundraising plan discussion - next month.
Friends History - authored by Pat Maier
- is Board interested in publishing the history?
- does it need editing? Yes
- possibly can get hard cover books for $10-15 a piece. Ron is checking on this price.
- Mary feels it would very limited appeal and John suggested printing only a few (10) at a time to determine there popularity. Ron will explore possibilities of making limited numbers at a reasonable price.
- Next steps:
- Ron's going to check on cost of printing
- Margaret will look through and surmise with some kind of recommendation. We will change typos and watch for political problems.
- leaning in the direction of printing it and have it ready for the annual meeting.
Membership summaryYear End Membership Numbers
2006
2007
2008
Number of Membership Renewals
224
210
Total Renewal Amount
14,140.00
14,960.00
Total New Members (not including recruitment mailing)
5
14
21
New Member Donations
$345.00
$920.00
$1,495.00
Total New Members from Recruitment Mailing
55
Total Recruitment Mailing Donations
3,635.00
Total Number of Holiday donors
74
63
58
Total Amount of Holiday Donations (to date)
$6,106.00
$7,160.00
$6515
Work plan due dates: - August 2008 - monthly giving program developed - Working
- November 2008 - Holiday appeal - Completed
- Funding program for businesses developed - Working
Policy/Advocacy Committee - Lobby day - Jan. 19 Mary may be attending this event.
- Member/monitor Katherine Layton(?) would like to attend - will talk with her.
- Mary thinks that meeting individually with legislators on our own would be a much more effective use of our time than Lobby Day. Again, we need to set up a meeting with Todd Gilbert and others to discuss our issues of concern. Also need to work with Jeff Kelble on this meeting as well.
- John wants to meet with legislators/Jeff Corbin/etc. on poultry litter and fish kill issues - one on one meetings - possibly along with George Ohrstrom and Jeff Kelble.
- USGS good place to send money to do fish kill research. We can support the letter from JRA. Leslie will revise the letter by removing names of groups and address fish kills, intersex, causative agents and fixes in the intersex issue as a priority for study as it is not mentioned.
- VA Wilderness Committee National Scenic Area consideration - wait until they move into this area before we get involved.
- VA Ag. Summit - Feb. 9-10 in Richmond - Farmers and industry professionals will learn the best ways to conserve energy at the 2009 Virginia Agriculture Summit. They will also explore zoning issues, financing options, legal considerations and much more. Early registration $50 (by Jan. 30)
- Policy/advocacy initiatives for 2009
- policy issues discussion - divided into Local (county and towns) and State
- see notes
- Major long term initiative - achieve a funded mandate (with insurance for fence replacement) for livestock exclusion from streams and rivers.
- Margaret will check to see if there are fencing regs. in other states.
- Long term goal…….low key.
Work plan due dates: - System implemented to mobilize members through email and the website to take action on specific issues by September 2008 - Working
Education and Outreach Committee- Cindy will explore Department of Forestry newspaper possibilities - blank free space to fill with Friends information.
- Workshop Subcommittee update
- possibly uses of excess MARPAT money $4,000 - Cindy will discuss with Kim how to use the funds.
- we should partner with Fort Valley for workshops - they are doing an organic gardening workshop next month.
- Mary suggested continuing to focus on the adult education.
- Idea - keynote speaker that would be an inspirational/nature oriented speaker - for special event/annual meeting.
- Idea - possibly buy some of the "Advice from a River" merchandise
- Slide Show subcommittee update:
- church mailings have been ineffective at this point - need to re-evaluate our strategy for reaching more people and groups.
- slide show - Cindy will work with committee update a little bit - but then create a new set of informational handouts.
- Cindy would like a map showing locations of STPs and water treatment plants and other permitted water uses and releasers map/location handout. Leslie is helping with this.
- something new for farmers - target with handouts rather than completely change the slide
show.
- Cindy will approach Farm Bureau to give presentation.
- Awards - humorous awards to give out to volunteers (Yahoo award!)
- recognize people more often than just volunteer of the year.
- Facebook page - use volunteers to maintain this type of thing.
- Envirothon - opportunity to work with Lord Fairfax Soil and Water Conservation District
- Mary explained that LFSWCD has no education person right now, so they need help with planning and logistics and volunteers to man the stations. Cindy will help with this effort - funded by MARPAT at this point. Cindy will run this by Kim to make sure he is alright with this plan.
- offering a part-time position for ed. coordinator
- March 25 at Sherando Park in Winchester and includes Shen. Frederick, Page and Clarke Counties.
- post on website/newsletter for volunteer help with this effort
Work plan due dates: - September 2008 - Fall newsletter sent out in late September - Completed
- Ed. Committee established - Completed
- January 09 - Newsletter - Working
Miscellaneous - Calendar
- Cleanups - Saturdays March 14; April 4; October 24; November 21
- Fall Fundraiser - October 10 (Columbus Day weekend)?
New Business:Annual Mtg.
- Mary will help - volunteer
- Leslie will form a committee and get people to help.
- convene meeting in January.
Calendar 2009
January 8 - FNFSR BOARD Meeting
January 15 - Shenandoah Valley Network Land and Water meeting - 9am New Market
January 15 - Pure Water Forum Board meeting
January 15 - Shenandoah County WRAC meeting - 7pm County Admin. Building
January 22 - Smith Creek TMDL "celebration" to introduce TMDL implementation plan to public.
January 26 - Rally for Clean Water in Richmond - Mary Gessner attending
February 9-10 - VA Ag. Summit in Richmond - Jan. 30 registration deadline (early bird - $50)
February 12 - FNFSR Board Meeting
March 12 - FNFSR Board Meeting
March 13-14 - Ches. Bay Funders Group Board Development Training - Shepherdstown WVA
March 14 - Tentative Cleanup date
March 17 - Rain Barrel workshop
April 4 - Tentative Cleanup date
April 9 - FNFSR Board Meeting
April 25 - Tentative Annual Meeting date
May 14 - FNFSR Board Meeting
June 11 - FNFSR Board Meeting
July 9 - FNFSR Board Meeting
August 13 - FNFSR Board Meeting
September 10 - FNFSR Board Meeting
October 8 - FNFSR Board Meeting
October 10 - Tentative Fundraising Event date
October 24 - Tentative Cleanup date
November 12 - FNFSR Board Meeting
November 21 - Tentative Cleanup date
December 10 - FNFSR Board Meeting
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