MINUTES VIRGINIA OUTDOORS FOUNDATION (VOF) BOARD OF TRUSTEES MEETING JOHN BARTON PAYNE BUILDING WARRENTON, VA June 25, :00 am

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1 MINUTES VIRGINIA OUTDOORS FOUNDATION (VOF) BOARD OF TRUSTEES MEETING JOHN BARTON PAYNE BUILDING WARRENTON, VA June 25, :00 am Attendees: Board of Trustees Stephanie Ridder, Chair Childs Burden Brent Thompson Tom Slater John Richardson Elizabeth Obenshain Absent: Peter Bance Other Attendees Fred Fisher, Office of the Attorney General Rich Mahevich, Office of the Attorney General Nan Mahone, Conservation Partners Maggie McQuilliam, Piedmont Environmental Council (PEC) Nancy Ambler, Wood Thrush Land Conservation, LLC Todd Hochrein, Conservation Credit Exchange Pete Glubiak, Attorney Lee Merrill, Rockbridge Area Conservation Council (RACC) Hugh Gibson, interested citizen Staff Brett Glymph, Executive Director Martha Little, Deputy Director, Stewardship Leslie Grayson, Deputy Director, Policy & Acquisitions Tamara Vance, Deputy Director, Easements Sherry Buttrick, Assistant Director, Easements Kristin Jones, Assistant Director, Easements Anna Chisholm, Finance Manager Dave Morton, IT/GIS Manager Jason McGarvey, Communications Philip Reed, Easement Project Manager and Landowner Relations Coordinator Estie Thomas, Easement Project Manager Laura Thurman, Easement Project Manager Bruce Stewart, Staff Attorney Erika Richardson, Stewardship Manager Neal Kilgore, Easement Project Manager Robert Stuart, Bull Run Mountains NAP Ranger Christian Tucker, Legal Intern Meeting brought to order by Stephanie Ridder at 10:00 am. Motion made by Mr. Thompson to go into Closed Session at 10:10 am to discuss with and take briefings from staff regarding the matter of legal actions related to Piedmont Agriculture Academy/Piedmont Environmental Council and House Mountain; motion seconded by Mr. Slater and passed unanimously in accordance with Code (A)(7) and (A)(3). Upon returning from Closed Session at 11:25 am, a voice vote certified that to the best of knowledge of each Trustee, only matters lawfully exempted from FOIA and mentioned in the motion were discussed. All Trustees replied Aye. PUBLIC COMMENTS There were no public comments. 1 of 7

2 APPROVAL OF ORDER OF BUSINESS Ms. Vance requested that two easements, Brian T. Atkins- Lunenburg County acres and Sanford, William Wallace-Madison County-200 acres, be moved from the Consent Agenda to the regular agenda for discussion and that one easement, John N. Mills & Sons Hollyfield & Bassettaire Farm- King William County acres, be deferred for review at a future meeting. Mr. Slater motioned that the Order of Business be adopted and motion seconded by Mr. Burden; motion passed unanimously. APPROVAL OF MINUTES Ms. Glymph asked for the ability to make minor grammatical and/or spelling corrections to the March minutes. A motion to pass the minutes with these changes was made by Ms. Obenshain; motion seconded by Mr. Slater and passed unanimously. EXECUTIVE DIRECTOR S REPORT Brett Glymph explained Governor McAuliffe s administration land conservation goals. There is a clear shift of emphasis from quantity to quality, with a focus on significant sites and public access. The governor's goal is to identify, protect, and preserve 1,000 Treasures in Virginia. The brief on the definition of a treasure is contained in the board book following the Preservation Trust Fund (PTF) resolution. She also announced that the Hermitage project, in Norfolk, was finally complete and recorded. It was a Unique and challenging as it is one of the first urban public access property projects for VOF. Martha Little briefly described the stewardship accomplishments during the year and noted that Andrew Fotinos, Stewardship Specialist in the Blacksburg office, was able to economically monitor 1600 easements across the state using aerial imagery freely available from the Commonwealth by recruiting a team of volunteers from Virginia Tech to review the data and complete reports. Tamara Vance updated the board on the number of prospective easements in the works for the final board meeting of the year. She explained that several staff members are at capacity and that a waiting list of prospects is now in place. Tamara asked for guidance from the board as to how to handle wait list prospects (i.e. first come, first served or by analysis of the projects merits) should any existing projects drop and create openings. The board indicated that they felt that the quality of the project should be given primary consideration when making a determination as to which project would be worked. RESOLUTION TO AMEND THE AMENDMENT POLICY Leslie Grayson described the request to amend the existing Amendment Policy to grant staff the ability to have administrative authority to complete amendments to existing easements following the principles set out in the 2008 adopted amendment policy without placing these as agenda items for Board review under parameters set out in the 2008 policy. Proposals for amendments that do not strictly comply with the guiding principles of the 2008 policy and/or involve judgment calls or balancing of restrictions will continue to be placed as agenda items for Board review. Any amendments completed administratively will be reported to the Board at the following meeting. Mr. Slater made a motion to approve the resolution as presented; motion seconded by Mr. Richardson and passed unanimously. (ATTACHMENT A) 2 of 7

3 BUDGET REVIEW & RESOLUTION The Board reviewed and adopted FY 2016 budget on recommendation from the Audit and Personnel Committee. It was noted that the expected revenues do not meet expected expenditures. A motion was made by Mr. Burden to adopt the FY2016 budget and resolution; motion seconded by Mr. Slater and passed unanimously. (ATTACHMENT B) RESOLUTION TO AMEND FEE SCHEDULE Ms. Glymph presented a resolution to amend the Fee Schedule. All new and/or revised fees will take effect on July 1 st, 2015 with the exception of the Baseline Documentation Report (BDR) fee which will not take effect until January 1, Staff will provide the Trustees with details on implementation of the BDR fee at September meeting to ensure that modest income landowners have the opportunity to have the fee covered through grants or waivers. A motion was made by Mr. Thompson to approve the resolution; motion seconded by Mr. Slater and passed unanimously. (ATTACHMENT C) OWNED LANDS PRESENTATION & REPORT Ms. Grayson made this presentation that covered a review of the many fee land transactions that VOF has completed. A copy of this presentation is on file with the permanent record of this meeting. She also reviewed highlights from activities at the Bull Run Mountains and House Mountain properties contained in the Owned Lands report. Ms. Grayson introduced the new Ranger for the Bull Run Mountains Natural Area Preserve, Mr. Robert Stuart. HOUSE MOUNTAIN COMMITTEE RESOLUTION Mr. Slater made a motion to approve the resolution to establish the House Mountain Committee and further directed the staff to draft a Deed of Designation for the House Mountain property for presentation at the regular September Trustee meeting. Mr. Richardson seconded the motion and it passed unanimously. (ATTACHMENT D) IT/GIS PRESENTATION Dave Morton made this presentation. A copy of this presentation is on file with the permanent record of this meeting. PRESERVATION TRUST FUND RESOLUTION Mr. Richardson made a motion to approve the resolution providing staff guidance for use of the increased funding for FY2016 in the Preservation Trust Fund with the following change; the guideline for income eligibility of $63,000 was increased to $78,400. The motion was seconded by Mr. Burden and passed unanimously. (ATTACHMENT E) PRESERVATION TRUST FUND PROJECTS (PTF) Easement- Bacon s Castle Farm, LLC- Surry County acres - Mr. Burden made a motion to approve the easement as presented, revised from the prior approval, and the additional $100,000 towards purchase of the easement value recommended by staff; motion seconded by Ms. Obenshain and passed unanimously. 3 of 7

4 Easement- Charles Bayne Grubb and Mildred Grubb- Wythe County- 393+/-acres - Ms. Obenshain made a motion to approve the easement with the addition of Public Infrastructure Expansion (PIE) language and the $72,000 requested for purchase of this easement, $60,000 for purchase and $12,000 for landowner costs. The motion was seconded by Mr. Slater and passed unanimously. Easement Reconsideration- James Brian Martin & Barbara W. Martin- Washington County acres Ms. Obenshain made a motion to approve the easement with the following changes: the restricted build zone would change as delineated on the new Exhibit A map displayed at the meeting and on file with the permanent record of the meeting. The motion included $12,000 in PTF monies. This motion was seconded by Mr. Thompson and passed unanimously. Easement- Walter L. Sprinkle and Rebecca F. Sprinkle- Smyth County- 206+/- acres - Mr. Slater made a motion to approve the easement as presented with the exception that the farm building review threshold would be increased from 4500 to 6000 sq.ft. The motion included $90,000 towards purchase of the easement and the landowners legal and survey costs. Mr. Burden seconded the motion and it passed unanimously. Easement- Thomas L. Bare and John Thomas Bare- Rockbridge County acres - Ms. Ridder made a motion to approve the easement as presented and to fund the required survey up to $7,000. The motion was seconded by Mr. Thompson and passed unanimously. Easement- Mary Alice Barfield & Annette F. Lewis- Augusta County acres - Mr. Burden made a motion to approve the easement as presented with the clarification that PIE language was not recommended by staff and to provide up to $5,500 of PTF monies, seconded by Mr. Slater and passed unanimously. Easement- John Charles Cardwell - TraveAnne Farm - Campbell County acres - Mr. Thompson made a motion to approve the easement as presented and to approve up to $5,000 of PTF monies; motion seconded by Ms. Ridder and passed unanimously. Easement- Susanne Cochrane- Northumberland County acres - Mr. Thompson made a motion to approve the easement as presented and to approve up to $8,500 in PTF monies, motion seconded by Ms. Obenshain and passed unanimously. Easement- Rupert Cox, II, Jessica L. Midkiff, Additional Grantor- Carroll County acres - Mr. Burden made a motion to approve the easement as presented and to approve up to $6,500 in PTF monies, motion seconded by Mr. Slater and passed unanimously. Easement- Carole F. Gerhard- Soloman Funk Farm- Rockingham County- 91+/- acres - Ms. Ridder made a motion to approve the easement as presented with the clarification that the addition of PIE language is not recommended by staff and to approve up to $7,000 towards the required survey. The motion was seconded by Mr. Thompson and passed unanimously. Easement- Philip C. Haines Trust, Philip C. Haines, Trustee and the Diana N. Haines Trust, Diana Haines, Trustee- Fredrick County acres - Ms. Obenshain made a motion to approve the easement as presented with the exception that the farm building review threshold be increased to 6500 sq.ft. The motion was seconded by Mr. Slater and passed unanimously. No PTF funding was approved. 4 of 7

5 For Cost Only Easement- James B. Ruffin- Hanover County acres - This easement was previously approved at the March Trustee meeting. Mr. Burden made a motion to approve PTF funding in the amount of $15,000. The motion was seconded by Ms. Obenshain and passed unanimously. Easement- Chase and Jessica Scott- Franklin County acres- Mr. Slater made a motion to approve the easement as presented and to approve $7,500 in PTF monies; motion seconded by Ms. Ridder and passed unanimously. CONSENT AGENDA PROJECTS The following easements all comply with VOF guidelines and a motion was made by Mr. Slater to approve the fifteen proposed easements below as presented; motion seconded by Ms. Obenshain and passed unanimously. Easement Brian T. Atkins- Prince Edward County acres Easement- Burkett, Zack W. and Marcia C. Landau- Orange County acres Easement - Randall A. Eads - Washington Count y- 75+/- acres Easement - Mapledale, LLC - Northumberland County acres Easement - Brian J. McCrodden and Elizabeth G. McGrodden - Bedford County acres Easement - Ray Pembelton, Ronnie Pembelton & Joyce Morris Homeplace - Amelia County acres Easement- Pembelton Forest Products, Inc. Willyn Tract - Amelia Count y acres Easement - Pembelton Investments Hamlett Tract - Amelia County acres Easement - Ray M. Pennington, III - Albemarle County acres Easement - Ray M. Pennington, III- Rappahannock County acres Easement - RLP Investments, LC Cifers Tract - Amelia County acres Easement - Speyer, Debra Riverside Farm - Nelson Count y acres Easement - Rogger Tuggl e- Patrick Count y acres Easement - Walker, J. Wayne and Rebecca S. Claybank Farm - Essex County- 67 acres Easemen t- Earl W. Withers Trust - Northumberland County acres LAND CONSERVATION PROJECTS Easement - Crowther, R. Prosser and Mary Hinton Bruington - Northumberland County acres - Ms. Ridder to approve the proposed easement clarifying 1. that the deed permitted a total of six (6) dwellings (three (3) houses and three (3) barn/garage apartments, 2. that the 200 foot buffer is comprised of a first 100 feet of regular buffer with an additional 100 feet of no-build buffer; motion seconded by Mr. Thompson and passed unanimously. Easement Poole Holdings, LP, Bending River - Madison & Culpepper Counties acres - Ms. Ridder made a motion to approve the proposed easement as presented (in secondary Board packet mailing) with addition of PIE language for the proposed Dominion transmission line (in Study Area). The motion was seconded by Mr. Slater and passed unanimously. Easement Sandford, William Wallace - Madison County /- acres - Ms. Obenshain made a motion to approve proposed easement amended as follows: 1) add language permitting roads for 5 of 7

6 the management of the property; 2) move hunting language from Commercial Activities paragraph to Temporary Outdoor Activities; 3) PIE language may be added but not required, motion seconded by Mr. Slater and passed unanimously. Easement - Kenneth and Diana Brasfield - Augusta County acres Ms. Ridder made a motion to approve the proposed easement as presented; motion seconded by Mr. Slater and passed unanimously. Amendment and Assignment to VDHR- Estate of Margaret C. Moffett AUG-1072 Chapel Hill - Augusta County - Ms. Ridder made a motion to approve the proposed amendment with ability to retain the older archeology language for VOF s section of the co-held deed rather than updating to new VOF or new VDHR language and to pursue assignment to VDHR of those sections of the deed pertaining to historical resources and subject to the authority of VDHR in original deed; motion seconded by Mr. Slater and passed unanimously. Easement Carole F. Gerhard, Heidi Fleenor, Joseph George Meeko V. - Rockingham County acres - Motion made by Ms. Ridder to approve proposed easement as presented; motion seconded by Ms. Obenshain and passed unanimously. Easement Michael H. Drewry - Drewry Farms - Surry & Sussex Counties acres Ms. Ridder made a motion to approve the proposed easement as amended: 1) change the soft cap on processing buildings to a hard cap of 8,000 sq. ft; 2) add cabins to the list of permitted dwelling types; motion seconded by Mr. Thompson and passed unanimously. Easement Ronald L. Pembelton Lodge - Amelia County acres Mr. Slater made a motion to approve the proposed easement with the following amendments: 1) add natural resource based recreation in Building and Activities paragraphs; 2) permit radio tower in the list of permitted buildings and structures; motion seconded by Ms. Obenshain and passed unanimously. Easement Linda M. Hudson & John D. Messersmith- Carroll County acres Mr. Burden made a motion to approve the proposed easement as presented; motion seconded by Mr. Slater and passed unanimously. Easement - Brian T. Atkins - Lunenburg County Ms. Ridder made a motion to approve the proposed easement with the following amendments: 1) with the deletion of then existing from siting requirements and clarify that houses can be built in any order; the motion was seconded by Ms. Obenshain and passed unanimously. Easement Broadleaf Farms, LLC - Fluvanna County acres Ms. Ridder made a motion to approve the proposed easement with the following amendments: 1) delete reference to storm water facilities; 2) delete last sentence of utilities paragraph that enables relocating transmission lines without VOF approval; 3) delete commercial wildlife management as part of definition of commercial forestry; 4) the conversion/diversion language must match template language; 5) delete scenic as a review criteria for forestry pre-review. The motion was seconded by Mr. Slater and passed unanimously. 6 of 7

7 Easement Lynch River Farm, LLC- Albemarle County acres Motion made by Mr. Thompson to approve proposed easement as presented; motion seconded by Ms. Ridder and passed unanimously. Easement Nicoll, James Douglas Vere, Trustee under The James Vere Nicoll Revocable Trust- Willow Marsh Farm - Madison County acres Ms. Ridder made a motion to approve proposed easement with the following amendments: 1) addition of natural resource based recreation language in buildings and activities sections; 2) addition of PIE language if needed for Dominion transmission line which may be removed if not necessary; 3) with the clarification that underground utilities are not required. The motion was seconded by Mr. Slater and passed unanimously. Ms. Ridder made a motion to adjourn at 4 pm; motion seconded by Mr. Slater and passed unanimously. 7 of 7

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