Minutes from 2-6-2008

Southwest Project Grass Executive Committee Meeting Hoss’s Restaurant 10:30 am

In attendance:

Chris Rerko, Jason McGinnis, Lou Kopczyk, Dan Griffith, John Hewitt, Glenn Moyer, Ryan Harr, Lynn Ann Vozniak, Carl Rohr, Laurel Hoffman, Richard Stahl, Laurel Rush, James Kenney, Tom Matticks, Jana Malot, Jessica Schaub, Eric Cowden, Jeff Fliss, Deanna Juart, Ray Kelly, Susan Moon, Emily Bloom, Jim Resh, David Shoemaker, Larry Lohr, Frederick Brown, Bill Clouser, and JB Harrold

Public Comment:  None

Activities, Updates and County Reports were given.

Treasury Report: given by John:

• Balance as of January 31, 2008 is $10,693.95.
• Balance as of December 31, 2007 was $9,693.95.
• 2007 income was $7,683.39.
• 2007 expenses were $5,920.40.

Dues, Subscriptions to Stockman or Graze:  Dues paid by all excluding Allegheny, Fayette and Greene.  Greene County dues were submitted during the Discussion.

All present requested that subscriptions remain the same as 2007.

Election of Executive Committee: Laurel Rush Performed the Chairman duties for this section of the meeting.

1. Jason McGinnis, Richard Stahl, Dale Tudor and Jim Kenney were nominated for open offices.

·        Motion by Jim Resh, Second by Dan Griffith to close nominations.  Motion Approved.

·        Motion by Lou Kopczyk Second by Chris Rerko to approve the nominees. Motion Approved.

2. Nominations were opened for officers.

·        Motion by Jason McGinnis Second by Lou Kopczyk to retain existing officers. Motion Approved. ( Chairman Glenn Moyer, Vice Chairman Larry Lohr, Secretary/Treasurer John Hewitt)

Meeting turned back over to Glenn Moyer.

Update: J.B. Harrold gave an update on the DEP Energy Harvest Grant with North West Project Grass and Penns Soil.

Update: J.B. Harrold and Carl Rohr gave an update on the current Growing Greener grant.  Neither Centre or Blair Counties who have the remaining projects were able to attend.  After discussion in was decided that a letter should be sent to these counties to remind them of the need to have these projects completed.

Carl also updated the group on the Stream Releif program.

Break for Lunch

NRCS Technical Assistance:  Tom Matticks and J.B. Harrold Discussed the policies and directives concerning technical assistance by NRCS for Southwest Project Grass.  J.B. presented a list of topics concerning this titled NRCS Technical Assistance to Project Grass Chapters and the State GLCI Steering Committee. (a copy of this is being attached to these minutes to be made part of the minutes for future reference).  A question and Answer period on this was held.

Budget, funding for future projects, policy for field days:

1. The 2008 budget (attached) was presented for approval

·        Motion by Chris Rerko Second by Jason McGinnis to approve the budget for 2008. Motion Approved.

2. A Grazing Education Mini-Grant Program with Application and Final Report Forms (attached) was presented by J.B. as a way to control and distribute the amounts of funding that will be spent each year on these types of requests.  It is felt that this is needed due to the limiting by other entities of this type of funding.

·        Motion by Jason McGinnis to send the applications for funding to a committee. Motion failed for lack of a second.

·        Motion by Lou Kopczyk second by Jason McGinnis to approve the presented Grant program along with the forms with the stipulation food costs will be added to the eligible costs list and deleted from the ineligible cost list, and under explanation of the process #7 “and receipts” will be added after “receipt of the final report”. Motion Approved.

3. Requests for funding from Greene County for a grazing field day, and RC&D for the annual Grassland competition were presented.  There was some discussion concerning these not being funded under the $500.00 allocation.

·        Motion by Chris Rerko second by Sue Moon to allocate $100.00 to Greene County and $200.00 to RC&D out of the Misc. budget  category. Motion Approved with Jim Resh and Laurel Rush abstaining. Jim is on the RC&D Council, Laurel Represents Greene County.

Sticks and Books: It was decided to order all beef books this year due to an over supply of dairy books.  A printer will need to be decided upon.

State Conference: John gave an update on the wrap up for the State Conference. A $1,000.00 Grant from GLCI and a $1,500.00 Grant from PACD were turned back.  There were no eligible expenses to be reimbursed by these grants.

·        Total Income = $16,267.05

·        Total Expenses = $16,046.63

·        Net Income = $220.42

Library: Lynn Vozniak gave an update on the books purchases for the library.

May Field Day:

• Fayette County has volunteered to host this.  Chris Rerko discussed this.  May 21, 2008 is the tentative date.  We will be meeting at Brady’s Restaurant.  We will be touring two farms including the Chuck Keslar farm and saw mill.  He will update us as the details become more solidified.
• J.B. Harrold has been in discussion with Tim From the North West Chapter about having a solar field day with the NW Chapter during the summer.  He will update us on this in the near future.

Website, Email Account:  Since we are no longer on the State Committee website it is felt that we should have our own website with email.  John presented information on the costs of this. Motion by Chris Rerko Second by Laurel Rush to purchase and produce a website with email using money from the budget’s Misc. category. Motion Approved.

Meeting Adjourned 3:10 pm.

Submitted by: John Hewitt

Southwest Project Grass Secretary/Treasurer

Southwest Project Grass Chapter (SW PG)

6024 Glades Pike Suite 103

Somerset, PA 15501

GRAZING EDUCATION MINI-GRANT PROGRAM

PURPOSE:  This mini-grant program is designed to provide conservation districts, grazing groups or sponsoring agencies with a source of funds to carry out an educational project on grazing.

ELIGIBLE PROJECTS:  Field days, seminars, tours, grazier meetings, pamphlets, booklets, videos, compact disks (CD's), audio tapes, or other items as approved on an individual basis.

FUNDING:  Each project that is approved by the SW PG Committee will be funded for the amount requested up to a maximum of $100.00 per project per year.  SW PG will fund up to a maximum of five projects per year.  Each sponsor is eligible for one project per year.  Funds obligated for a specific project must be used for that project and can not be applied toward a different project. 

ELIGIBLE COSTS:  Costs associated with the conductance of an eligible event or production costs include; postage, printing, facility costs including room rentals and portable restrooms, speaker fees, equipment rentals, supplies, handout materials, transportation costs, production costs. 

INELIGIBLE COSTS:  Costs not eligible for funding are administrative costs, food costs, salary costs.

EXPLANATION OF THE PROCESS:

1) Fill out the attached form completely and return to the above address.

2) Applications will be reviewed on its merits by the SW PG Committee at their quarterly meeting. 

3) Approvals will be done at the quarterly meeting and notification of funding will be sent out to approved applicants.

4) Approval of the event must be received by the applicant prior to incurring of any costs associated with the project. 

5)  SW PG must be recognized as a sponsor of the event.

6) Project must be completed within one year of SW PG approval of the project or funds will be forfeited.  A final report must be submitted, to the above address, 30 days following the completion of the project.  The report must be submitted on the form provided.  A copy of any products produced or information flyer prepared should also accompany the report.  Any other material deemed appropriate to demonstrate the success of the project can be provided as well.

7) Payment of the approved amount will be disbursed following the receipt of the final report unless prepayment arrangements are made.

Southwest Project Grass Chapter

(SW PG)

6024 Glades Pike Suite 103

Somerset, PA 15501

GRAZING EDUCATION MINI-GRANT PROGRAM APPLICATION

To Be Filled Out Completely and mailed to the above address - Use The Back If Necessary

Name of Grazing Group or Sponsoring Agency(s) ________________________________________

_________________________________________________________________________________

Name of Primary Contact Person______________________________________________________

Address of Primary Contact Person____________________________________________________

___________________________________________________

Phone # of Primary Contact Person ____________________   Dollar amount requested $_________

What will the funds be used for? ______________________________________________________

________________________________________________________________________________

What is the expected outcome of this project?___________________________________________

________________________________________________________________________________

How will this event be publicized?  ___________________________________________________

________________________________________________________________________________

To what audience(s) will you advertise this grazing event and from what geographic region?

________________________________________________________________________________

________________________________________________________________________________

How will SW PG be recognized in this project?____________________________________________

Anticipated completion date  ____________________

Date Prepared __________    Signature of Preparer ______________________________________

Southwest Project Grass Chapter

(SW PG)

6024 Glades Pike Suite 103

Somerset, PA 15501

GRAZING EDUCATION MINI-GRANT PROGRAM FINAL REPORT

To Be Filled Out Completely Within 30 Days Of Completion and mailed to the above address-  Use The Back If Necessary

Name of Grazing Group or Sponsoring Agency(s) ________________________________________

_________________________________________________________________________________

Name of Primary Contact Person______________________________________________________

Address of Primary Contact Person____________________________________________________

___________________________________________________

Phone # of Primary Contact Person ___________________________________________________

Describe the completed project. ______________________________________________________

________________________________________________________________________________

________________________________________________________________________________

What products were produced and how many of each?____________________________________

________________________________________________________________________________

Audience Number _________Audience Reached (sex, producer, non-producer, etc.)____________________

________________________________________________________________________________

What news coverage was given the project?_____________________________________________

________________________________________________________________________________

Other information helpful to describe your project's completion. ____________________________

________________________________________________________________________________

Enclose a copy of any product(s) produced or information flyer prepared plus any other material deemed appropriate to demonstrate the success of the project.

Date Prepared __________    Signature of Preparer ______________________________________

NRCS Technical Assistance to Project Grass Chapters and the State GLCI Steering Committee

Information from a letter addressed to NRCS Grazing Specialists on December 11, 2007 from Mr. Craig Derickson, Pennsylvania NRCS State Conservationist.

·        NRCS staff may officially participate with Project Grass Chapters and other local conservation organizations through attendance at training, making agency presentations, servicing as an agency representative on a panel or providing agency technical expertise to the organization, at invitation from the organization, based on the persons NRCS position.  

·        This may be done without conflict as long as the purposes of the contacts and assistance are for issues or work that directly involves the agency and organization on matters of mutual interest.  

·        In all instances, NRCS staff has to identify themselves as an Agency employee.  

·        There are no NRCS Project Grass Coordinators.   Because of your NRCS positions, you may not participate with Project Grass in any unofficial manner.

·        NRCS staff may not serve as an officer of said organizations nor may they be involved with executing duties of those positions.   Example, NRCS Staff may not serve as a secretary, treasurer, executive assistant or secretary.   They may not take minutes.  NRCS staff may not send business meeting notices to members.  

·        NRCS staff many not have ANY involvement with the organization’s budget, funding or business correspondence.    

·        NRCS resources may not be used to conduct business of any outside organization unless there is a written instrument or agreement with the Agency.   Outside organizations may not use NRCS mailing address.  Business meetings may not be held at USDA facilities.  

·        Business communications may not use NRCS postage, paper, envelopes, copiers or any other federal resources.  

·        NRCS resources may be used for public purposes which are supported by both as long as the purpose is for furtherance of Agency statutes or directives.   For example, educational presentations that are open to the general public may be held at NRCS facilities and may use NRCS projectors, easels, markers etc if the educational effort meets NRCS legislated authorities; promotion of intensive grazing systems etc.  

·        NRCS may also participate in public outreach for such joint sessions.   Example, NRCS may send grazing field day notices to producers with interest in such NRCS staff may provide technical assistance and analysis for any project or effort in cooperation with an organization as long as the objective meets Agency statutory authority.  

·        NRCS staff may help with gathering info for and preparing grant applications to further mutual goals.   The actual grant application, official correspondence, money management etc, may not be done using NRCS resources or staff. 

·        At NO time may any NRCS employee, serving in an official capacity (representing NRCS) with an organization that works with NRCS, be a point of contact for that organization.  

·        Nor may they make (or appear to make) decisions or statements of position for that organization.  

·        Organization points of contacts and decision making structure should be as given in the organization bylaws.  

·        NRCS employees should direct all queries of this nature to the organization.

·        No local organization funds or other resources may be used for benefit of the NRCS staff unless there is a cooperative agreement or other written instrument with the Agency.