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EASTERN PANHANDLE CONSERVATION DISTRICT

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					    EASTERN PANHANDLE CONSERVATION DISTRICT
                        BOARD OF SUPERVISORS MEETING
                                November 9, 2005
                                        MINUTES

The Eastern Panhandle Conservation District’s monthly meeting of the Board of Supervisors
was called to order at 7:10 p.m. by James L. Moore, Chairman, at the USDA Service Center in
Martinsburg, WV. The following were in attendance:

District Supervisors: James Moore, Joe D. Michael, Janet Stine, Robert Gruber, and Richard
Paden

WVCA: Dawn Monroe, Barbie Elliott, Danny Evans, Thomas Mouser, and Marie Fields

NRCS: Rebecca MacLeod and Robert Schnably

With a quorum being present the Chairman asked if there were any additions to the agenda.
Jim Moore requested to add an Executive Session to the end of the agenda. Richard Paden
moved to accept the agenda with changes. Janet Stine seconded. Motion carried.

MINUTES:
Upon review of the minutes, Robert Gruber made a motion to accept the minutes as presented.
Janet Stine seconded the motion. Motion carried.


CORRESPONDENCE REPORT:
Joe D. Michael, Secretary, reviewed the Correspondence Report. Several emails were received
from Norm Bailey. The first stated the District should review their Annual Plan of Work on a
quarterly basis. The second requested the District advertise for Contractors on an annual basis
at the very minimum, twice a year would be better. Doing this will insure having a current list
of contractors available. The next two items reminded everyone the next Lime Meeting will be
on December 5th at Mt. Clare and the next Envirothon meeting will be December 2nd. James
Moore reported the agency would like to rotate between the three areas for hosting the
Envirothon. Several places of consideration are NCTC, Shepherd University, Potomac Valley
Audobon - Yankauer, or the Fresh Water Institute. The 2006 Envirothon will again be held at
Jackson’s Mill, but the committee is accepting bids for 2007. Joe Michael reported a letter was
received from John Wagner regarding easement violations and Danny Evans reported on those
violations in several districts. The Water Resource Committee decided on steps that will be
recommended for Districts to follow when violations occur. Quarterly inspections will become
standard and will be conducted through the watershed committee. The committee felt this is
something the districts should consider as this is becoming more prevalent. The policy would
allow districts to identify the encroachment and handle it accordingly. Danny Evans also
reported on the On-Site and Alternative Wastewater Treatment Systems Study for Berkeley
County, WV. The goal is to have a consultant assess and recommend the best waste
management system that Berkeley County can afford. Refer to specifications handed out by
Danny Evans. Discussion ensued. Joe Michael moved to accept the Expression of Interest as
presented. Robert Gruber seconded. Motion carried. Dawn Monroe reported that an
advertisement needed to be placed for contractors. Joe Michael moved to have the AO advertise
for contractors. Richard Paden seconded. Motion carried.

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TREASURER’S REPORT:
The treasurer’s report was reviewed by Robert Gruber. Joe Michael moved to accept the
report. Janet Stine seconded. Motion carried. One CD for the Inwood Project with Bank of
Charles Town has been renewed and the AO was able to obtain new terms increasing the
interest rate to 4.25% for 21 months.

SUPERVISORS’ REPORTS:
Janet Stine reported the Education Committee interviewed two candidates on October 21,
2005. The committee did meet with Truman Wolfe regarding the positions compensation. Do
to changes concerning the scope of the position, it will be re-advertised in the Journal this
weekend. Mrs. Stine also reported on attending the Annual Conference and hosting the
Hammonds who were the Jefferson County and District Conservation Farmer. She reported on
speaking to Mr. Heitzel regarding the Jefferson County Farmland Preservation Board
appointment. He declined. She will be speaking to Mr. DeHaven to see if he would be interested
in serving.

Richard Paden had nothing to report.

Joe Michael reported on the interviewing process for the District position and the committee is
looking at some different directions the position could take. He reported on meeting with the
Morgan County Commission and commended James Moore on the good job he did on his
presentation to the County Commission. He also attended the Annual Conference. He was
elected Secretary for the WVACD committee. Joe Michael reminded the supervisors of the
Supervisors Training on November 16 and 17 and offered to car pool.

Robert Gruber reported he has moved the equipment quite a bit this month and he also
attended the Annual Conference.

James Moore had nothing to report at this time due to time constraints.

OLD BUSINESS:
LIME PROGRAM UPDATES: James Moore reported the committee decided to increase the
pH level to 6.4 to ensure more participation in the program. Two additional applications have
been approved and signed. Continuing outreach efforts for the program are underway.

2005 AUDIT REPORT APPROVAL: Dawn Monroe reported the findings of the report. Each
supervisor received a copy of this report. Janet Stine moved to accept the audit report. Robert
Gruber seconded. Motion carried.

TREE ORDER FORM APPROVAL: Dawn Monroe reported after contacting the two
nurseries there are amply supplies of trees; however, she is requesting the board’s concurrence
to pursue a mass mailing to all three counties which will increase the number of residents
reached to approximately 15,000. The Forestry Committee will meet before the next board
meeting.

DISTRICT OUTREACH SPECIALIST UPDATE: Nothing further to report

ANNUAL CONFERENCE: All supervisors felt the sessions were informative; however, some
where not pleased with the quality of the food for the banquet.

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MORGAN COUNTY COMMISSION: A check has been received for their annual allotment and
Agreement 1009-01 for the Morgan County Rural Water Study has been sent to Alma Gorse
for signature.

JEFFERSON COUNTY FARMLAND PRESERVATION: Nothing further to report

POTOMAC VALLEY AUDOBON – YANKAUER PROJECT: Rebecca MacLeod reported on
the project regarding the District’s previous support. The program is very successful and there
is a great need. Discussion ensued. Richard Paden moved to underwrite 50% of the total project
cost up to $5,000 with payment from the Education Fund. Joe Michael seconded. Motion
carried.

NEW BUSINESS
AGREEMENT 1096: Robert Schnably reported that the Fresh Water Institute is very close to
design finalization. Robert Gruber moved to entered into the agreement. Joe Michael seconded.
Motion carried.

AGREEMENT 1009: Nothing further to report

O&M EASEMENTS: Nothing further to report

ASSOCIATE SUPERVISORS: At the Annual Conference the need for Associate Supervisors
was discussed and recommended that each District have several. Discussion ensued. James
Moore recommended each supervisor make a recommendation from each county.

SOIL & WATER CONSERVATION MEMBERSHIP RENEWAL: A renewal notice was
received by the District. A donation of $75.00 was sent last year. Joe Michael moved to approve
$75.oo out of grant account. Richard Paden seconded. Motion carried.

SET DATE FOR LOCAL WORK GROUP: Rebecca MacLeod asked for a date to review some
farm bill activities and set new policy. A meeting has been set for January 11, 2006 at 9:00 am.

SPRING MILLS MIDDLE SCHOOL: James Moore reported Spring Mills Middle School is
requesting assistance in developing a wetlands project and need an assessment. Joe Michael
asked this be tabled until next month so Marie Fields and Barbie Elliott can do a site visit and
respond with recommendations for the next meeting. The District will respond with letter
from James Moore to them stating there is a great possibility the project would be of interest to
the District and representatives will be in contact.

2006 MYRON ORDER: Joe Michael asked that Dawn Monroe present some recommendations
of what to order at the next board meeting.

EQUIPMENT REPORT
CAMERA PURCHASE: Robert Gruber asked that Dawn Monroe come to the board with a
recommendation at the next board meeting.

FARM PLANNING/DISTRICT COOPERATORS:
Sharon Crook-Hanna of Berkeley County, 8.94 acres on Pebble Lane in Inwood. Richard Paden
moved to accept as a cooperator, Robert Gruber seconded. Motion carried.

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AGENCY REPORTS:
WVCA
Thomas Mouser: He reported on the mileage increase, Lime Program, and the. Grass Tech/ES
meeting on Nov. 15, Supervisor Training to be conducted November 16 and 17. Thomas
Mouser asked that a letter of thanks be sent to Vemeer for their donation to the Annual
Conference for the State Conservation Farmer. Robert Gruber moved to do so, Joe Michael
seconded. Motion carried. The Annual NACD meeting has been moved to Houston, TX. The
Potomac Valley Conservation District is being petition to terminate and discontinue as a
District by Lost River Committee. It has been turned over to the Attorney General to handle
and a response will be issued within 60 days.

Barbie Elliott: She reported on helping with the Lime program and site visits for the next Sleepy
Creek project on the Tony Lynch’s.

Marie Fields: She reported on doing an Enviroscape presentation in Morgan County for 12
students.

Dawn Monroe: She asked if the board would like to change the date of the December board
meeting. There was some discussion and no conclusion made. The date to be announced.

Jim reported that each District will be asked to donate $1,000 to WVACD scholarship fund.

NRCS
Nothing further to report

Chairman James Moore called for an executive session at 8:45 to discuss personnel action. The
Chairman called the executive session out at 9:15 pm. Richard Paden moved a letter be sent to
Bill O’Donnell. Robert Gruber seconded. Motion carried.

Being no further business to come before the Board the Chairman entertained a motion to
adjourn. Joe Michael made a motion to adjourn. Robert Gruber seconded. Motion carried.




 _______________________                    _______________________
James L. Moore                              Joe D. Michael
Chairman                                    Secretary




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