Draft
JAMES RIVER SWCD MONTHLY MEETING
Board of Directors Meeting
October 16th, 2014
The James River Soil and Water Conservation District held its monthly board meeting on
October 16th, 2014 at the Extension office in Chesterfield, Va. at 6:00 p.m. Joseph
Waymack called the meeting to order at 6:00 p.m.
Attendees were:
Directors:
Associates:
Staff:
Agency Partners:
Absent:
Public:
Guests:
Joseph Waymack, Don Bagshaw, Scott Reiter, Rudy Hull, Bill
Kreider
Mike Likins, Charlie Skalsky
Linda McAllister, John Bilzor, John Allen
Art Kirkby, Anthony Howell
Margie Davis
Public Comments: No comments
Chairman’s comments: No comments.
Agency Reports:

NRCS-Anthony Howell: Anthony verbally presented a report. He commented on
EQUIP sign-ups, and stated that they are continuous now. Application cut-off
dates for ranking considerations were discussed regarding EQUIP. Conservation
easements and conservation assistance requests were discussed. HEL
determinations were discussed. Anthony presented a Conservation Plan (Forestry)
to the Board for approval. The Plan referred to Tract 3528, Field 1D. A motion
was made to approve the Conservation Plan. Motion made: Scott Reiter. 2nd:
Bill Kreider. Motion passed.

DCR-Art Kirkby: Art Kirkby submitted a report that was included in the meeting
packet. The Directors and Staff reviewed the submitted report, which is as follows:
Quarterly reports due Wednesday October 15th to include the “official 2015
electronic Attachment E” as well as a Quick Books cash balance sheet and P&L
for the period. Please use the same workbook and corresponding tab for each
quarter, this will ensure the values roll together for the End of Year Report (last
tab). It is helpful to make clear to me any quarterly disbursement requests you
have.
Draft
VACS Administration:
BMP spot checks are well underway. Please deal promptly with any problems we
discover such that my report to Gary Moore will be as “clean” as possible. BMPs
found out of compliance during field checks and not resolved promptly will be
formally noted as such in my report to Gary. Please keep me apprised of any
corrections and copy me on any correspondence to any out-of-compliance BMP
participants. In all cases resolution is expected in no more than 180 days from the
date of the spot check. Partner agencies that paid on BMPs we visit should be
informed of our findings.
At Large Director Appointments:
All paperwork for the nominations should be submitted to me by November 1st.
Please include copies of the board meeting minutes reflecting the vote for the
appointed director.
Clean Water Farm Awards:
Local winners should be selected over the next couple of months. Local winners
may be selected for each county/city served by a district. DCR will accept
nominees from the pool of local winners (past or present) for basin-wide
recognition on or before October 15th. Chowan, James, and Coastal Basins
nominations should be sent to me. Basin nominations comprise a signed CWFA
form, a one or two page narrative describing the farm operation and conservation
practices employed and a minimum of six clearly labeled pictures (electronic).
One picture must be of the farmer/farm family. The more complete and thorough
the nomination packet the better able the judging committee will be to do its work.
We anticipate that Gov. McAuliffe will announce the Basin winners at the
VASWCD annual meeting. DCR will send a formal written invitation and will cover
the costs for two persons to attend the luncheon.
Miscellaneous:
Conservation Selling Skills - Possible dates are now being considered for late
winter to early spring.
LOGI Training – I would like to schedule a LOGI training session, preferably in the
Franklin area to be as central as possible to all of my districts. Roland Owens has
offered to provide the training. Please provide your preferred dates.
Direct Deposit – DCR is now working with the Dept. of Accounts in getting
districts set up with direct deposit. Please let me know if you have an interest.
Operations and Administration:
Quarterly reports due Wednesday October 15th to include the “official 2015
electronic Attachment E” as well as a QuickBooks cash balance sheet and
P&L for the period. Please use the same workbook and corresponding tab
for each quarter, this will ensure the values roll together for the End of Year
Draft
Report (last tab). It is helpful to make clear to me any quarterly
disbursement requests you have.
VACS Administration:
BMP spot checks are well underway. Please deal promptly with any
problems we discover such that my report to Gary Moore will be as “clean”
as possible. BMPs found out of compliance during field checks and not
resolved promptly will be formally noted as such in my report to Gary.
Please keep me apprised of any corrections and copy me on any
correspondence to any out-of-compliance BMP participants. In all cases
resolution is expected in no more than 180 days from the date of the spot
check. Partner agencies that paid on BMPs we visit should be informed of
our findings.
At Large Director Appointments:
All paperwork for the nominations should be submitted to me by November
1st. Please include copies of the board meeting minutes reflecting the vote
for the appointed director.
Clean Water Farm Awards:
Local winners should be selected over the next couple of months. Local
winners may be selected for each county/city served by a district. DCR will
accept nominees from the pool of local winners (past or present) for basinwide recognition on or before October 15th. Chowan, James, and Coastal
Basins nominations should be sent to me. Basin nominations comprise a
signed CWFA form, a one or two page narrative describing the farm
operation and conservation practices employed and a minimum of six
clearly labeled pictures (electronic). One picture must be of the farmer/farm
family. The more complete and thorough the nomination packet the better
able the judging committee will be to do its work. We anticipate that Gov.
McAuliffe will announce the Basin winners at the VASWCD annual meeting.
DCR will send a formal written invitation and will cover the costs for two
persons to attend the luncheon.
Miscellaneous:
Conservation Selling Skills - Possible dates are now being considered for
late winter to early spring.
LOGI Training – I would like to schedule a LOGI training session, preferably
in the Franklin area to be as central as possible to all of my districts. Roland
Owens has offered to provide the training. Please provide your preferred
dates.
Direct Deposit – DCR is now working with the Dept. of Accounts in getting
districts set up with direct deposit. Please let me know if you have an
interest.
Draft
BUSINESS ITEMS:
 Approval of Meeting Minutes of September 18th 2014: John Bilzor presented
the draft minutes from the September 18th monthly meeting, included in the
meeting packets. After a review of the presented minutes, a motion was made to
approve the minutes as presented in the meeting packet. Motion made: Don
Bagshaw. 2nd: Rudy Hull. Motion passed.
 Approval of the Treasurer’s Report: Linda elaborated on her report that was
included in the meeting packet. The report is as follows:
ASSETS
Current Assets
Checking/Savings
BSV COST SHARE ACCOUNT
41,185.60
SUNTRUST OPERATIONAL ACCOUNT
68,692.71
Total Checking/Savings
Total Current Assets
TOTAL ASSETS
109,878.31
109,878.31
109,878.31
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Other Current Liabilities
Payroll Liabilities
Federal Withholding
-1,169.00
FICA Liability
-1,380.37
FUTA Liability
5.76
SUTA Liability
8,509.43
VA Withholding
Total Payroll Liabilities
Total Other Current Liabilities
Total Current Liabilities
Total Liabilities
-372.02
5,593.80
5,593.80
5,593.80
5,593.80
Draft
Equity
Opening Bal Equity
157,077.16
Retained Earnings
-68,547.00
Net Income
Total Equity
TOTAL LIABILITIES & EQUITY
15,754.35
104,284.51
109,878.31
Ordinary Income/Expense
Income
COST SHARE BMP INCOME
2015 OCB VACS Income
12,746.95
2015 CB VACS
13,000.00
Total COST SHARE BMP INCOME
Cost Share - Interest
Refund
s
Special Grants
25,746.95
6.71
132.59
2,109.99
Special Programs
Rain Barrels 2014
Total Special Programs
555.34
555.34
State Operational Funding
2015 TA VNRCF
OPERATIONAL INTEREST
State Operational Funding - Other
Total State Operational Funding
Total
Income
7,512.75
3.87
26,413.00
33,929.62
62,481.20
Expens
e
RMP Expenses
42.56
Administrative Assistant
Administrative Assistant Training
Total Administrative Assistant
225.46
225.46
COST SHARE PMT.
2015 VACS CB
Total COST SHARE PMT.
12,862.50
12,862.50
Consv. Specialist Expenses
Cons. Spec. Training
373.80
Draft
Total Consv. Specialist Expenses
373.80
District Administrator Expenses
Dist. Admin. Travel
218.40
District Admin. Training
217.14
Total District Administrator Expenses
435.54
DISTRICT VEHICLE
Fu
el
Vehicle Insurance
Total DISTRICT VEHICLE
329.14
231.62
560.76
Office Equipment Expense
Copier Contract
Total Office Equipment Expense
79.32
79.32
OPERATIONAL ITEMS
website expense
Miscellaneous - Not Budgeted
Advertising
316.33
52.59
138.20
Directors/Guests
Chairman
365.28
Directors/Guests - Other
320.24
Total Directors/Guests
685.52
Educational Materials
84.10
Envirothon
Office/Computer Supplies
Postage
19.60
143.29
74.50
Service Charges
150.00
Telephone
607.61
VASWCD Dues
Total OPERATIONAL ITEMS
3,292.00
5,563.74
Payroll Expenses
Health Ins.
2,504.00
Hourly Wages
4,117.52
Payroll Tax Expense
EFTPS
Payroll Tax Expense - Other
Total Payroll Tax Expense
Salaries
1,637.69
144.68
1,782.37
17,145.64
Draft
Total Payroll Expenses
25,549.53
Program Reserve
Farmers Cookout
1,033.64
Total Program Reserve
1,033.64
Total Expense
46,726.85
Net Ordinary Income
15,754.35
Net Income
15,754.35
A motion was made to approve the Treasurer’s report as presented in the meeting
packet. Motion made: Rudy Hull. 2nd: Scott Reiter.
 Cost Share Report: John Allen presented a report that was included in the
meeting packet. The report detailed 4 contracts presented for approval by the
Board. The particulars of the contracts are as follows:
Contract #
12-15-0007
12-15-0011
12-15-0012
12-15-0014
Practice
SL-8B
FR-4
SL-8B
SL-8B
Basin
OCB
CB
OCB
CB
TOTESCO
$1,988.16
$11,808.00
$2,847.60
$1,905.12
Ranking Points
10
10
6
9
A motion was made to approve the contracts, pending financial availability.
Motion made: Don Bagshaw. 2nd: Scott Reiter. Motion passed. Scott Reiter advised
the Board that any cost-share contracts will not be able to be addressed by the Board
prior to the next Board meeting, due to VACS time constraints. After some discussion, a
motion was made to allow the Ag committee to approve any cover crop
applications at their discretion that should be brought to the JRSWCD office prior
to the November Board meeting. Motion made: Bill Kreider. 2nd: Don Bagshaw. Motion
passed.
 Area VI Spring Meeting/Location & Date: Linda described the previous Area VI
meeting on the Eastern Shore in the Spring of 2014, and commented on the fact
that was it elaborate and well planned and solicited ideas for the upcoming Area
VI Spring meeting that the James River SWCD is due to host. The last week of
March was targeted for the Meeting. The Brandon Plantation was discussed for a
possible site for the meeting. The Prince George Heritage center was discussed
as well. The Fort Lee retreat was discussed. The John Randolph Foundation was
discussed. Pocahontas was mentioned. Joseph Waymack asked those in
attendance to research ideas and to bring them to the November meeting.
Draft
 Annual Meeting December 7-9 Registration: The Staff requested that the
Directors that are planning on attending the Annual Meeting in Roanoke fill out
the registration forms, included in the meeting packet.
 Annual Report/Approval: Joseph recommended that the staff include the
disbursed cost-share dollar amounts in the financial page of the report. After a
review of the finalized PY 14 Annual Report, a motion was made to approve,
pending the suggested amendment, the PY 14 Annual Report, as presented
in the meeting packet. Motion made: Bill Kreider. 2nd: Rudy Hull. Motion
passed.
 Farmers Breakfast Dec. 5th: John Allen discussed the possibility of having
someone from DCR, perhaps Barbara McGarry, discuss Resource Management
Plans, or RMP’s, as a main topic for the Breakfast. Art Kirkby suggested that
someone from other than a governmental agency do the presentation. The food
and the expenses associated with the event were discussed. The acquisition of
door prizes was discussed. The Tractor Supply store was mentioned as a
possible source of door prizes. Ethanol production by-products for use in
agriculture were discussed as a possibility for a topic for the Breakfast.
Committee Reports:
Finance: No report.
Strategic Planning: Art Kirkby stated that a contingency for a valid Strategic Plan is a
facilitated event involving the relevant stake-holders (County Boards, farmers, educators,
etc.) that solicits their input regarding their concerns and what they would like to see
happen from the District in the time frame of the Strategic Plan. Art stressed the need for
this to happen as soon as possible.
Ag: Anthony Howell brought to the Board a Conservation Plan for approval (see above).
Personnel: No report.
Staff/Director Comments: John Bilzor commented on the Chowan SWCD Farm Day
event that he and Linda participated in on 10/17. Linda McAllister thanked the Board for
their service to the District. The Extension Leadership Council (ELC) was discussed as a
possibility for partial financing for the upcoming Envirothon competitions. Dr. Browder
was mentioned as the contact for James River H.S regarding Envirothon. Prince George
Promise was mentioned. FFA was discussed. 4-H was discussed. Don Bagshaw
complimented the Staff on the newspaper article from the JRSWCD that appeared in the
Hopewell News. John Allen mentioned the recent increased no-till drill use, and the
repairs that the Staff had done to it. Don Bagshaw mentioned that there is now a room
available at the Social Services building for District meetings, should the need arise.
Draft
Adjournment: With no further business, a motion was made to adjourn. Motion
made: Bill Kreider. 2nd: Don Bagshaw. Motion passed.
Respectfully submitted,
John P. Bilzor
Administrative Assistant
____________________________
Joseph Waymack, Vice-Chairman
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