Meeting of the Board Of Trustees of the
Foundation for Virginia's Natural Resources

Minutes

October 10, 2007
Virginia Department of Forestry
Board Room, Charlottesville

Board of Trustees Members Present

• Kim Chiapetto, New River Basin
• Ed Davis, Upper TN/Holston River Basin
• Jim Garner, Piedmont James River Basin
• Jay Gilliam, Chair, Upper James River Basin
• David Larimer, Big Sandy River Basin
• Lee Stephens, Vice-Chair, York River Basin
• Bobby Wrenn, Blackwater/Chowan River Basin

Board of Trustees Members Absent

• Agnes Anderson, Shenandoah River Basin
• Robert Bloxom, Secretary of Agriculture and Forestry
• Eleanor Brown, Eastern Shore River Basin
• Preston Bryant, Secretary of Natural Resources
• Shelley Butler-Barlow, Lower James River Basin
• Laura McNichol, Potomac River Basin
• Roderic Slayton, Rappahannock River Basin

Advisory Task Force Members Present

• Nancy Bell, VMNH
• Carl Garrison, VDOF
• Scott Johnson, VDACS
• Ann Regn, VOEE
• Brad Williams, VDOF

Recorder of the Minutes

• Brenda Taylor, VDOF

Convene Meeting

Jay Gilliam, Chair, called the meeting to order at 10:10 a.m. and thanked everyone for attending. He announced that the newest member of the Board, Laura McNichol, Potomac River Basin, had planned to attend but could not due to an unexpected development at her place of employment. Other Board members were unable to attend due to conflicts in schedule.

Chair Gilliam expressed his appreciation to Carl Garrison, State Forester, and the Department of Forestry for their assistance and support and for the use of their facility for meetings.

Everyone introduced themselves.

Changes and Adoption of Agenda

With a motion from Ed Davis and a second from Kim Chiapetto, the Agenda was adopted as written.

Approval of Minutes

With a motion from Lee Stephens and a second from David Larimer, the July 11, 2007, Board of Trustees Meeting Minutes and the July 26, 2007, Teleconference Notes were approved as written.

Financial Report

Brenda Taylor reported that donations to the Trust Fund have totaled $11,208.50 which includes $3,750.00 earmarked for teacher scholarships for attendance at the NAAEE conference. Expenses paid from the Trust Fund total $2,346.54 leaving a balance of $8,861.96. Unrestricted donations total $6,091.00 and restricted donations total $5,117.50. Chair Gilliam announced that verbal pledges of donations totaling an additional $20,000 had been received from Smithfield Foods ($10,000), Fred Scott and the Ballyshannon Fund ($5,000) and Dominion Power ($5,000) earmarked for NAAEE teacher scholarships which will bring that total to $23,750 for 46 educators to attend the conference (approximately 35 applications have been received to date). Chair Gilliam stated that, if any of these funds are not used, he will contact the donors for approval to use leftover funds for future teacher education opportunities. He will include this accomplishment in this year's report to the General Assembly. Chair Gilliam stated that the Trust Fund accounting spreadsheets developed by Brenda Taylor are very understandable. The balance of funds that can be used for Board members' travel expenses from VDOF support is $1,532.65.

Ann Regn asked if a FVNR donation had been made to Richard Louv who spoke at Environment Virginia 2007. Chair Gilliam stated that he had reminded Environment Virginia of this. VDOF has not yet received an invoice from Environment Virginia for this purpose. Chair Gilliam stated that he had made a reservation for FVNR to exhibit as a non-profit organization at Environment Virginia 2008 in April.

Activity Reports

Jay Gilliam

• He made a presentation about FVNR to the Roanoke River Basin Commission, which is the official Round Table of the Lower Roanoke River Basin (delegates and local government representatives). Angela Neilan, DEQ, accompanied him to South Boston for this meeting. He met David Ruble, new employee with the VOEE.
• He attended a legislative candidate panel discussion sponsored by the Pure Water Forum for candidates in the Shenandoah River Basin. At this event, Senator Hanger publicly reaffirmed his support for FVNR. Delegate Landes and Delegate Saxman indicated their support for watershed planning.
• He stated that the Board is fortunate to have David Larimer, Senator Puckett's legislative aide, as a Board member, and appreciates Mr. Larimer's perspective on how the Board will achieve its goals.
• He has been traveling and calling on potential donors to find support for the teacher scholarships at the NAAEE Conference.

David Larimer

• He is educating people in Southwest Virginia about FVNR.
• The press release from VDOF Public Information Division has been very helpful in raising FVNR's profile. It was sent to Senator Puckett's media contact list. He has received good feedback on the article.
• He sent solicitation letters for teacher scholarships and other initiatives to coal companies who support environmental and natural resource activities.
• He has delivered brochures to civic organizations and the SWCD office.
• He will follow-up with Jim Garner's suggestion that he contact Richard Settle, consultant who works for prominent clients. Mr. Settle has expressed an interest in FVNR and the State Fair.
• Chair Gilliam made another suggestion that Mr. Larimer contact the American Electric Power Company who had a settlement of $4.6 billion to upgrade energy production facilities with a portion to be used for environmental education and outreach.

Lee Stephens

• He has been actively working with the Board's Ad Hoc Committee to develop FVNR's Code of Ethics and Accountability.
• He has been working with other Board members on the funding request for State monies.
• Progress has been made on tax exempt status. A letter from the IRS is available that states that donations to a "body politic" are tax deductible. Chair Gilliam stated that the IRS did send a generic letter which he copied and sent to Dominion Power for use in making a donation to the Trust Fund. Mr. Stephens stated that a 501(c)3 status for FVNR may not be necessary.
• He suggested that business cards be printed for Board members to hand out at meetings and fund-raising events they attend.
• He attended meetings of land conservancy groups and Essex County.
• He commended VDOF for their conservation easement efforts and especially for Rob Farrell's work as VDOF's Forestland Conservationist. He stated that it is very difficult to place an easement of under 100 acres with any holders in Virginia, and he expressed appreciation for VDOF's willingness to accept 50 acres stating that "a small amount of acreage in the right place can make a huge difference to the environment."
• He will make his PowerPoint presentation soon to the JCC in Richmond.

Ed Davis

• He has had conversations with major donors, one of which was skeptical about working with the government. However, the more Mr. Davis explained about FVNR, the better the donor felt since FVNR is more of a citizen-oriented organization. The message to donors needs to be that FVNR will help non-regulatory programs so that people who are skeptical about regulations and/or government agencies may begin to feel less skeptical. In view of the budget crisis, now is the time to go to corporations/foundations and say "show us the philanthropy so we can make things happen in Virginia, and your company can get a lot of publicity."
• He and Chair Gilliam met with Gary Kappesser, retired USFS employee and FVNR Advisor, recently regarding the FVNR website and mapping program. FVNR needs a good website that will serve people, schools and companies around the State who might look at the website regularly for ideas, to commit funding for a project, or advertise their own project.

Kim Chiapetto

• Her area of responsibility on the Board has moved from the Roanoke River Basin to the New River Basin in which she resides.
• She has been making contacts with businesses in her area and is hopeful for donations from them.
• The County of Floyd plans to hold a conference on water issues which may allow an opportunity for FVNR to have a presence at this event. One of the lead speakers for this conference will be Tammy Stephenson, Water Supply Planner for Southwest Virginia VDEQ.

Jim Garner

• He made a presentation about FVNR to the Board of Forestry at their July meeting.
• He has been instrumental in getting teacher scholarship donations from Float Fishermen of Virginia.
• He called attention to an article (included in packet) from the September 2007 issue of the Bay Journal entitled, "Walk through watershed is path to reclaiming it one step at a time." He stated that Liza Field wrote this intriguing article in a way that captured his attention about a lot of different things. Chair Gilliam suggested that Ms. Field may be interested in FVNR's endeavors.
• He called attention to the map from DEQ (included in packet) stating that soon one of the dots on this map may designate the new State Fair grounds which will be built as the largest outdoor classroom in the State of Virginia.
• Chair Gilliam asked Mr. Garner, as a Board member of the Alliance of the Chesapeake Bay, if he was aware of any changes in their citizen monitoring program. Mr. Garner stated that the Virginia Director of the ACB left the job, and they have a candidate to replace her; but the program seems to be in limbo at this time. Chair Gilliam stated that he had heard rumors that the Alliance is moving away from citizen monitoring; their work in the past has always been excellent. Having the Alliance working with interested citizens in the eastern part of the State and Save Our Streams covering the western part of the state with more appropriate methods in that area has worked out well. Mr. Garner stated that the picture of the Alliance is changing due to staffing and finances. Ann Regn stated that funding for the Bay Program had been cut and citizen monitoring in Virginia is to be phased out. Ms. Regn assured the Board that DEQ would be working with FVNR and the Alliance to continue this program.

Bobby Wrenn

• He called attention to an article on the Meherrin River reservoir (included in packet) which just opened to boaters. The reservoir was closed several weeks this summer by VDGIF because of the low water level. Sediment has impacted fish habitat in the river.
• He was instrumental in ILUKA Resources, Inc., donating funds for teacher scholarships. ILUKA is a mining company.
• He is communicating with other potential donors.

Ann Regn

• Some new initiatives are coming from the Virginia Office of Environmental Education. VOEE just received a $65,000 federal grant from EPA to follow up on Virginia Naturally to support and build capacity for environmental education in regions, a mission of VOEE.
• Community education and training will be enhanced by the leadership of David Ruble who will train people in a meaningful watershed education program.
• VOEE was not on the Governor's budget cuts list. Environmental Education is a core program.
• Chair Gilliam made the point that budget cuts in 2001 got Senator Hanger's attention when in 2003 he began thinking about starting this Foundation. The Governor's FY 2008 Budget Reduction Plan Detailed Report can be viewed at: http://www.governor.virginia.gov/TempContent/2008BudgetReductionPlan10-01-2007.pdf.

Scott Johnson

• Two positions were cut in his Agency, VDACS, but not in his Division.

Nancy Bell

• The Virginia Museum of Natural History housed in Martinsville has been successful recently in getting approval to create an "Aquatic Discovery Wall" by Year 2009 which will reveal all watersheds of Virginia including their locations and resources and citizen responsibility for preserving that environment. This is a $3 million venture that will also include a water recycling component and SOL related activities. Some funding for this project has been provided by private companies.
• VMNH opened in a new facility in March with an average of 4 to 5 thousand visitors a month. A $5 million capital campaign is underway to pay for, maintain and expand the facility.
• An orthodontist donated over $20,000 for a project called "Trout in the Classroom" where trout are hatched and raised in a tank in the classroom. Local officials release the fish into the Smith River.
• Ms. Bell offered VMNH to host a future meeting of the FVNR Board of Trustees.

Carl Garrison

• VDOF received a 5% budget cut. However, no cuts will be made to the Conservation Education Program which is headed by Ellen Powell. Lisa Deaton has been hired as the new Forest Education Specialist to develop and coordinate the conservation education program for the new Virginia Forest Education Center located at the New Kent Forestry Center and coordinating Virginia's Project Learning Tree (PLT) program. In-house resources will be used to build the Center. Long-range plans are to also establish a position in western Virginia so that all sections of the State will be covered by the conservation education program.
• DCR has granted DOF an additional $250,000 to continue the logger BMP cost-share program which has proven to be very successful.
• New wall calendars are available and are dedicated to water quality, youth education, conservation education, etc.

Approval of Code of Ethics and Accountability

Chair Gilliam expressed his appreciation to members of the ad hoc committee who worked on development of this document. The document was reviewed and minor revisions were made. Board of Trustees members will be encouraged to review this document in advance of every July Board meeting. Lee Stephens stressed the importance of this document being a "moral compass" that can be tweaked for the better when necessary. Jim Garner reminded everyone that this is a personal commitment, not a requirement.

Jim Garner moved to adopt the Code of Ethics and Accountability as amended. David Larimer seconded the motion. The motion passed.

Brenda Taylor will make changes and submit the final document to the Board.

Request for Funding from the State of Virginia

Lee Stephens reminded everyone of FVNR's mission to 1) raise funds, both public and private, and 2) grant them to deserving projects. He distributed a one-page document to be used to request $95,000 in funding for FVNR from the State for expenses to include development consultants, website, and basic operating expenses which will promote the mission to raise funds to support environmental education and outreach.

Chair Gilliam suggested that this document could also be used for donor contacts (i.e., businesses, philanthropists, federal agencies). Lee Stephens stated that the matching grant concept seems to be a motivating factor for some philanthropists.

Discussion ensued regarding factoring in Board members' in kind contributions made by expenses borne by them (time and mileage not submitted for reimbursement). Board members were asked to submit this information to Mr. Stephens.

Further discussion centered around "Development Consultants" who would be hired on a contractual basis. These consultants would use their professional expertise to plan and implement a development program and to help market the Foundation's purpose and goals. If successful, this position would become self-sustaining.

Jim Garner stated that the real selling point is to say "Give us the money to get the help so we can raise the money, and we won't have to come back…"

David Larimer reminded everyone that the current budget crunch is in the current budget that expires June 30, 2008; and the next budget period may be better or it may be worse.

All comments and suggestions made will be considered by the Executive Committee in completing the final copy. David Larimer stated that Senator Puckett has agreed to present this request to the Governor. If funds are not granted by the Governor, then plans are to submit this request to the 2008 General Assembly.

Ed Davis moved to adopt the Budget Amendment Proposal with the understanding that the Executive Committee will refine it prior to submission to the Governor's office. Bobby Wrenn seconded the motion. After further discussion, the motion passed.

FVNR Website

Ed Davis reviewed plans to enhance the website and make it more exciting and to bring people together (educators, legislators, citizens, philanthropists, partners). Neosentials has entered a bid for three levels of designs with mapping capabilities. The Basic web design would cost a total of $2,100; the Intermediate with more interactive maps $6,000; and the Advanced Plan $8,000 - $10,000 which includes a database driven project submission. Nancy Bell suggested purchasing the Advanced Plan which would include a catalog of projects donors could choose to support. Chair Gilliam stated that this company developed the Pure Water Forum website (www.purewaterforum.org) which is impressive. The Advanced Plan could take about six months for completion. Chair Gilliam stated that it is possible that a manufacturer could be found to sponsor the website, namely Virginia Manufacturer's Association outreach group, c/o Evans Drake. Chair Gilliam will submit a detailed proposal to Mr. Drake when completed.

Discussion ensued regarding what eVA and/or VITA regulations may apply to the Foundation. Brenda Taylor will get clarification on this.

Chair Gilliam suggested that the websites for Virginia Naturally and FVNR be linked together to save time, money and effort. Ann Regn stated that she would place FVNR's logo on the VOEE website as a link for interested people.

Ed Davis motioned that the Board commit to seeking funding for a map-based website pending final arrangements through the Executive Committee. David Larimer seconded the motion. After further discussion, the motion passed.

Development of Grant Request Protocols

Nancy Bell and David Larimer, members of the Grants Committee, reviewed the next steps with grant protocol. Ms. Bell stated that priority areas for funding have been established; now the Board needs to decide

1. the chain of custody,
2. who can apply,
3. develop format for expenses and progress reports and
4. decide limits on requests an entity could make in any given time.

The recommended process is as follows:

• Grant proposals would be sent to Chair Gilliam or Brenda Taylor.
• A checklist would be used to determine if the request meets basic criteria and a letter sent to requestor for those that do not.
• Proposals would be distributed to the Board member in requester's river basin to research at the local level and/or to talk with the applicant to get more information.
• The proposal would be submitted to the grant review committee for approval.

Chair Gilliam suggested that the following comments be referred to the Grants Committee for consideration in their set of recommendations to be approved at a future Board meeting:

• Jim Garner cautioned that there needs to be a protective device in place to prevent biases by watershed reps such as a clause that would give the right of the applicant to defend their proposal and/or get suggestions to revise their proposal.
• State-wide initiatives/projects will be reviewed by the Executive Committee who could then appoint an ad-hoc committee to seek further input on the project.
• Scott Johnson, referring to the Code of Ethics, suggested that Board members should recuse themselves of projects that may be a conflict of interest for them.
• Lee Stephens reminded everyone that the Code of Ethics and Accountability would be adhered to as well as the Freedom of Information Act.
• Nancy Bell recommended that, in the application process, it should be stated who the river basin representative is on the Board and who the Roundtable/Partner contact is.
• Chair Gilliam suggested that requester's could submit letters of support with their applications.
• Ms. Bell recommended consistent documentation requirements for everyone (i.e., a six-month report and/or an annual report) or look at level 1, level 2, and level 3 projects according to amount of funding requested. General guidelines should include FVNR logo identification for projects/videos.
• Scott Johnson recommended a statement be included such as "funding provided by…"
• State agencies and universities should not be eliminated from submitting applications (refer to the Code).
• A recommendation was made to leave out limits on requests an applicant can make in a certain period of time and address this issue in the future if necessary.
• Chair Gilliam stated that citizen monitoring is 1/3 of the Foundation's mission. He asked the Board to be aware that DEQ has developed and approved guidance that says citizen monitoring data of a certain level (the highest level) may be used to list a stream as impaired and put it on the 303D list. Save Our Streams has said that they do not want their data being used by its self to put a stream on the 303D list, that this is a regulatory action. DEQ contends that this is not a regulatory action as citizen data is used as a preliminary tool, not final data. The Board may, in the future, be placed in a position to refuse funding for projects whose data will be used to list a stream as impaired.
• Mr. Garner asked the Grants Committee to share all grant draft documents with Board members.

Miscellaneous

• Chair Gilliam plans to visit the Secretary of the Commonwealth's Office in Richmond in the near future to talk with Ms. Bowers about the importance of appointments to the FVNR Board of Trustees being made with people who live within the river basin in which they represent.
• Chair Gilliam stated that the American Chestnut Foundation is actively pursuing FVNR to attend a meeting of their Board to share information. Carl Garrison stated that DOF is cooperating with them. DOF has established research plots to track American chestnut species and success rates, and plans are being made to establish research plots on the new Matthews State Forest in Southwest Virginia. Chair Gilliam will maintain communications with the American Chestnut Foundation so each will know what the other is doing and possibly in the future support one of their small pilot projects.
• Chair Gilliam stated that Ellen Powell had previously submitted a proposal for three areas she would like support, and he would like to see FVNR begin Year 2008 finding a supporter for a project or series of projects for VDOF. Mr. Garrison suggested that the Foundation work directly with Ms. Powell to increase environmental education efforts at Forestry Camp in June which enrolls approximately 100 students.
• Chair Gilliam reminded everyone that an accomplishment report is due to the General Assembly on January 1, 2008. The Board needs to develop a good set of specific projects and costs to garner support for the future. This will be done by email communications.
• Ann Regn will email Chair Gilliam a list of educators chosen to attend the NAAEE Conference and their watersheds.
• Ann Regn quickly reviewed a handout, a new chapter in the Virginia Outdoors Plan, (in packet) by DCR on environmental education that National Park Service is using to demonstrate a priority for the Land and Water Conservation Fund Program to encourage children in nature.
• FVNR goals for 2008 will be developed by email communication.

Proposed Meeting Dates for 2008

• January 16, 2008 (Wednesday p.m.) Charlottesville (time to be announced)
• April 1, 2008 (Tuesday) Lexington (time to be announced) - ENV VA 2008
• July 9, 2008 (Wednesday) Charlottesville (10:00 a.m. - 3:00 p.m.)
• October 8, 2008 (Wednesday) (location and time to be announced)

This schedule will be finalized after receiving input from Board members not present today.

The meeting adjourned at 2:13 p.m.

NOTE: Tapes of Board meetings are on file in the Department of Forestry Central Office.

Last modified 2008-01-22