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Prince William Soil and Water Conservation District
ANNUAL PLAN OF WORK
FY 2002
9263 CORPORATE CIRCLE MANASSAS, VA 20110
(703) 361-1710
Revised June 2001
Introduction
The mission of the Prince William Soil and Water Conservation District is to provide leadership in the conservation of soil, water and related resources to all Prince William County citizens, through technical assistance, information and education. The District accomplishes this mission by administering the Virginia Agricultural Best Management Practices Cost-Share Program and other state conservation programs in the county, developing Soil & Water Quality Conservation Plans for agricultural landowners, and developing and administering educational programs to youths and adults. The District plays a role in the larger objective of improving water quality not only in local watersheds, but also in the Potomac and Chesapeake Bay watersheds. In its three-year Strategic Plan, the District has set goals that relate to its Agricultural, Educational and Administrative responsibilities. The Annual Plan of Work is organized around these goals and the objectives identified for each goal. Tasks are identified for each objective and assigned to one or more staff members. This ties the mission and goals to tasks and staff members, clarifying the means by which the District will accomplish at the ground level what it reaches for in its mission statement. Financial and administrative assistance for these programs comes from the Virginia Department of Conservation and Recreation (DCR), Prince William County, Chesapeake Bay Local Assistance Department, City of Manassas, and occasional federal and grant funds. The District partners closely with the USDA Natural Resources Conservation Service, DCR, Virginia Cooperative Extension, Ducks Unlimited and the Prince William County Department of Public Works. In addition, it has formed working relationships with a number of other local agricultural, conservation and education groups and businesses. Many of these same groups, as well as county citizens, assist the District in developing its Strategic Plan every three years. The District participates in broader cooperative conservation efforts through the Potomac Council, Potomac Watershed Roundtable and various regional events and meetings. Through these groups, the District plays a role in the larger effort to educate and coordinate watershed stakeholders to better achieve widely agreed-upon water quality goals. The District is governed by a five-member Board of Directors, which provides leadership partly through the Strategic Plan and Annual Plan of Work. This plan is the distillation - by Board and Staff - of many groups' ideas into a document that guides the District in getting quality conservation on the ground and educating local citizens about conservation and agricultural issues. All services offered by the Prince William SWCD are available to people regardless of race, color, religion, sex, age, veteran status, national origin, disability, or political affiliation. 2002 Annual Plan of Work (Under "Tasks," underline means person with lead; additional names also have responsibility; date is date to be completed) GOAL 1: Provide leadership in regional soil and water conservation through participation in Potomac Council, Potomac Watershed Roundtable and Forum, Shenandoah-Potomac Nutrient CAP Strategy and similar groups and programs. Objective 1: Present water quality accomplishments to Board of County Supervisors. Objective 2: Hold an annual ceremony to award volunteers/interns, Bay Friendly Farmer, unveil Annual Report, review year's successes, etc. Objective 3: Locate legal representation for the District. Objective 4: Secure new District office space. GOAL 2: Deliver high-quality technical and financial assistance to landowners and other groups through local, state and federal programs as outlined in agreements. Objective 1: Work with current and new cooperators at all stages to install conservation practices according to NRCS specifications and within their deadlines. Task 1: Determine the best federal, state and/or private funding sources and conservation practices in which to enroll cooperators. (Tech staff) Task 2: Prepare and process cost-share and tax credit request forms in an accurate, timely manner. (Tech staff) Task 3: Complete survey, layout and design on BMPs approved for cost share and/or tax credit. (Tech staff) Task 4: Provide cooperators with layout, structural designs, technical specifications and contractor list as necessary. (Tech staff) Task 5: Provide cooperators with project cost estimates using the most recent and accurate expense figures available, and assist in locating material sources and contractors if necessary. (Tech staff) Task 6: Make regular phone calls and site visits to answer cooperators' technical and program-related questions, and to assure adequate progress and compliance with specifications. (Tech staff - ongoing) Task 7: Ensure BMP installation to NRCS specifications and that cost-share payments and tax credit certificates are timely and accurate. (Tech staff) Task 8: Develop a strategy for providing timely assistance to landowners. (Tech staff) Task 9: Capture nutrient reductions from voluntary BMPs. (Tech staff) Objective 2: Meet commitment to develop 60 technically sound Soil & Water Quality Conservation Plans (SWQCP) annually. Task 1: Develop and approve 30 SWQCPs every six months. (John, tech staff - 12/31, 6/30) Task 2: Organize and conduct at least three Technical Review Committee meetings per year to review and approve SWQCPs. (John) Task 3: Assist landowners with plan implementation. (Tech staff) Task 4: Maintain NRCS data (FOCS) as needed in accordance with established NRCS policy. (John, tech staff) Task 5: Establish and maintain a system of tracking agricultural parcels with RPA and RMA features and with Soil & Water Quality Conservation Plans, using landowner/operator information. (John, tech staff) Task 6: AWQS provide training and supervision to other water quality specialist(s). (John) Objective 3: Continue providing feedback to jurisdictions on E&S control and other urban land-use issues, and a limited role in PWC land-use change reviews as they affect rural land. Task 1: Perform land-use change reviews as requested by Prince William County for cases involving 10-acre horse estates, horse trails, horse barns, animal waste management and other small-acreage rural properties. Does not include E & S control plan reviewing activities routinely performed by PWC. (Jim, John - ongoing) Task 2: Provide comments and technical information for rezoning and special use permit requests and other feedback as requested by local jurisdictions (Jim, John - ongoing) Task 3: Obtain training for an additional person in E&S Control Plan Reviewing, obtain certification as Plan Reviewer. (John - when training is available). Task 4: Apply new State E & S Control law effective as of July 1, 2001. (Tech staff) Objective 4: Provide technical/financial assistance in a timely manner. Task 1: Develop strategy for providing quality assistance in a timely manner. (Tech staff) Objective 5: Upgrade NRCS conservation plan-writing software. Task 1: Replace FOCS with NRCS Toolkit and other software as appropriate. GOAL 3: Gain participation of full- and part-time farmers, including small acreage landowners and horse owners, in the implementation of BMPs and conservation plans.
Task 1: Obtain Virginia Ag BMP Cost-Share and Tax Credit Program sign-up through mailings, door-to-door visits, referrals by other landowners, call-ins and other means. (Tech staff - ongoing) Task 2: Obtain CREP sign-up through the above means; facilitate interagency coordination as necessary. (Tech staff - ongoing) Objective 2: Actively market District programs, including CREP, through personal visits, landowner mailings, Quarterly Newsletter, press releases, advertisements, etc. Task 1: Submit articles to each District Quarterly Newsletter advertising programs, describing practices, timely sign-ups, relevant agronomic and/or conservation topics, etc. (Tech & Educ. staff) Task 2: Develop relationship with local newspaper, submit articles on timely topics on a monthly basis. (John, staff - 7/31) Task 3: Use various media, direct contacts and other means to market CREP. (Tech staff) Task 4: Make landowners aware of programs relevant to their situation during farm visits and phone calls. (Tech staff - ongoing) Task 5: Improve District website and update monthly. (Lisa,, staff) Task 6: Conduct at least one farmer seminar this year. (Tech staff) Objective 3 Continue outreach to horse owners through District programs and seminars. Task 1: Organize and conduct at least one horse owner seminar this year. (Kate, staff - by 8/31/00) Task 2: Include at least one article pertinent to horse community in each District Quarterly Newsletter. (Kate) Task 3: Maintain and expand the Manure Exchange Program as a working program. (Kate) Task 4: Partner with the Northern Virginia Forage and Grassland Council for the Equine Forage conference, Fall 2000 (Kate) Objective 4: Work with federal, state, local and private groups to develop BMPs for cost share and tax credit for horse farms and other small-acreage operations. Task 1: Develop, maintain and promote model BMPs on horse farms. (Kate - until completed) Objective 5: Actively identify sites for innovative practices to be used as model sites. (Tech staff) Task 1: Implement conservation practices on Slate Run. (Tech staff) Task 2: Implement conservation practices on horse farms. (Tech staff) GOAL 4: Use new incentives and emerging technologies for conservation to promote and increase on-the-ground conservation. Objective 1: Support efforts for agricultural tax status and land-use revisions as related to horse farms. Task 1: Review and be active in VASWCD legislative program. Objective 2: Support efforts to offer incentives to landowners within the District to preserve or create more open space. Task 1: Be active in Potomac Roundtable and provide feedback.
EDUCATIONAL AGENDA GOAL 5: Deliver high-quality education programs to youths and adults, expand ability to deliver programs. Objective 1: Conduct youth education programs to Prince William County and City of Manassas youths. Task 1: Conduct Watershed Model demonstrations for 1800 students at schools and special events per year. (Nancy) Task 2: Organize and conduct Arbor Day ceremonies, including celebrations for Prince William County, Manassas City, Prince William SWCD, County Supervisors and other interested groups. (Nancy, staff - April) Task 3: Organize and conduct Farm Field Day for 625 fourth graders. Establish criteria by which to accept schools for participation. (Nancy, staff - October) Task 4: Organize citizen stream programs and events, including Adopt-A-Stream sign-up, stream clean-ups, etc). (Nancy - ongoing) Task 5: Maintain video and education resource library for use by teachers. (Nancy) Task 6: Produce District Quarterly Newsletter four times per year on the following dates:. March 15, June 15, September 15, and December 15. (Nancy, staff) 6A. Expand newsletter from four to six pages to include information on TMDL, Potomac Council, Potomac Roundtable, etc. (Nancy, staff) 6B. Find financial sponsors to run advertisements to support cost of printing. (Nancy. staff) Task 7: Produce monthly Teachers Newsletter for every elementary and junior high teacher, and for every high school science teacher, including private schools. Distribute 2200 newsletters per month between August and May. (Nancy) Task 8: Maintain and update District education program to meet needs of Virginia Standards of Learning. (Nancy - ongoing) Task 9: Organize and conduct farm field trips for students as requested. (Nancy, staff) Task 10: Choose two students to attend Youth Conservation Camp at Virginia Tech every summer. (Nancy) Task 11: Coach Envirothon team for Region II competition every year. (Nancy, staff - April) Task 12: Organize and conduct NRCW Poster Contest in Prince William County and Manassas every year, choose winners and hold award ceremonies. (Nancy - October) Task 13: Set up District display at area events related to conservation and/or agriculture throughout the year. (Nancy, staff) Task 14: Make available materials to teachers and students during Wetlands Month. (Nancy - May) Task 15: Choose Virginia Association of Soil & Water Conservation Districts scholarship entry every year. (Nancy, staff - April) Task 16: Organize and supervise at least two teacher workshops to meet professional recertification requirements of the State Department of Education. (Nancy) Task 17: Compile a teacher's packet of District materials correlated to the Virginia SOLs (Nancy) Objective 2: Obtain assistance for delivering programs from outside District staff. Task 1: Recruit paid or volunteer part-time assistant(s) to deliver Watershed Model presentations and other educational programs. (Nancy - 12/31/00) Task 2: Train, manage and coordinate assistant(s) in delivering programs. (Nancy - 6/30/01) GOAL 6: Maintain accurate records and timely reporting. Objective 1: Keep accurate records on cost-share and tax credit program and submit all reports on time. Task 1: Maintain up-to-date BMP cost-share and tax credit files on cooperators. (Jim, Kate) Task 2: Maintain up-to-date cost-share tracking system records; submit monthly and quarterly tracking system reports to DCR on time. (Lisa, Kate) Task 3: Maintain up-to-date records of conservation planning accomplishments; submit quarterly program reports to CBLAD on time. (John) Task 4: Maintain District CREP records; submit monthly reports to FSA (to be accomplished by NRCS). (Jim S.) Task 5: Submit DCR financial quarterly reports on time. (Lisa) Task 6: Submit monthly accomplishments report to Board of Directors. (Staff) Task 7: Submit quarterly accomplishments report to PWC Dept. of Public Works. (Lisa, John) Task 8: Prepare Annual Report by the end of October. (Staff, Board) Objective 2: Maintain accurate financial, personnel, Board and District records and submit all reports and requests/invoices on time. Task1: Prepare bi-weekly payroll check for all employees in the District (Lisa) Task 2: Accurately file monthly, quarterly and year-end payroll tax forms. (Lisa) Task 3: Check for correctness and pay all bills received. (Lisa) Task 4: Maintain a computerized record-keeping system. (Lisa) Task 5: Prepare year-end financial statements and assist with annual audit. (Lisa) Task 6: Prepare and administer District budget. (John, Lisa, Board) Task 7: Maintain accurate attendance and leave records for all District employees. (Lisa) Task 8: Maintain all District personnel records. (Lisa) Task 9: Prepare monthly treasurer's reports for Board. (Lisa) Task 10: Record, transcribe, prepare and mail board meeting minutes. (Lisa) Task 11: Prepare agenda for board meeting. (John) Task 12: Maintain official Board records and administrative files. (Lisa) Task 13: Maintain a system of checks and balances to accurately request funds from Prince William County, DCR, CBLAD, etc. (Lisa) Task 14: Prepare a table showing due dates for payments, requests for funds, reports, etc throughout the calendar year. (Lisa) Task 15: Review Strategic Plan annually at Board of Directors meeting. (Board, Staff) Task 16: Personnel Committee review and update Personnel Policy, job descriptions and performance evaluation forms at least once per year. (Board, Staff) Task 17: Review progress towards goals in APOW at Board of Directors meeting following end of each quarter of the year. (Board, Staff)
Objective 1: Keep BOCS updated on our progress toward our Prince William County goals. Task 1: Send Annual Report and brief summary of PWC Quarterly Accomplishments Reports to BOCS. (John) Task 2: Board members attend Arbor Day ceremonies, Farm Field Day and other events to increase interaction with supervisors, county staff and other partners.
Task 1: Participate in the Prince William County Water Quality Roundtable to provide information and make presentations as needed. (John) Objective 3: Work closely with Public Works on issues related to funding and performance. Task 1: Hold annual meetings with Public Works to review accomplishments with respect to performance measures, set performance measures for upcoming year, and to review the District budget before approval by the Board of Directors. (Board, John - April) Objective 1: Actively explore grant opportunities through public and private sectors, and develop project proposals. Task 1: Generate list of projects for which grant proposals can be submitted; label projects High, Medium or Low priority. (Tech & Educ staff) Task 2: Locate grant opportunities through public and private sectors that would potentially support high and medium priority projects. (Staff -ongoing) Task 3: Develop grant proposals, tailor and submit when grant applications and RFPs are announced. (Tech & Educ. staff, ongoing) Objective 2: Solicit donations for the "Environmental Excellence Foundation" as a 501(c)(3) tax exempt option. Task 1: Determine how to go about acquiring funding through the Foundation, and follow through with the necessary steps. (Lisa, staff) Task 2: Maintain records and ensure appropriate expenditures are made. (Lisa) Task 3: Prepare a list of appropriate projects on which to spend funds solicited. (Staff) Objective 1: Develop training plans for employees annually. Task 1: Develop annual training plans. (John, staff)
Task 1: Attend training sessions offered by DCR, NRCS, VCE and educational organizations. (Staff) Task 2: Attend DCR Nutrient Management Planner training, take and pass certification exam. (Kate - July, August) Task 3: Obtain training for website creation and maintenance. (Lisa - when available) Task 4: Obtain training for E&S Plan Reviewer Certification. (John - when available) Task 5: Seek out and attend "career-enhancing" training. (Staff) Objective 3: Obtain informal training (i.e. self-study, within/between districts, one-on-one with NRCS, DCR, VCE or personnel from other agencies) as needed. Task 1: Seek and obtain informal training for regular job duties (i.e. engineering design, etc.) as needed. (Staff) Objective 4: Evaluate performance of employees with regard to duties & responsibilities. Task 1: Develop annual performance requirements and expectations. (Personnel Committee, John, staff) Task 2: Conduct performance evaluations of employees twice annually. (John, Board - May, November) Objective 1: Maintain groundwork for program. Task 1: Update list of tasks for which the District needs the help of a volunteer/intern. (Kate, Nancy, staff) Task 2: Maintain system for managing part-time employee, volunteer or intern at high school, college student or adult level. (Kate, Nancy, staff) Objective 2: Recruit personnel and manage program. Task 1: Seek out and obtain part-time employee, volunteer or intern to assist with educational and/or conservation programs. (Nancy, Kate, staff) Task 2: Supervise part-time employee, volunteer or intern. (Nancy, Kate, staff) Objective 3: Award and recognize efforts by volunteers/interns. Task1: Decide how to distribute budgeted money for scholarships for volunteers/interns. (Staff) GOAL 11: Examine mission and role of District with regard to changing land use. Objective 1: Devise alternative strategies to address the future focus of the District, whether it be predominantly agricultural or urban. Objective 2: Compare landowner changes in Prince William County to that of other highly urban counties. Task 1: Research other urban districts and what changes have occurred in the last 20 years with respect to demographics, amount of remaining agricultural land, work load and services needed from the districts. (Board, Staff) Task 2: Determine from the National Association of Conservation Districts how other districts in urbanizing areas have coped with the change in clients facing the Prince William SWCD. (Board, Staff) |
Authorized by the Friends of Jeff Guide