The Latest at Meadowood

We had a great turn-out for our public scoping meeting held on June 28, 2011 to discuss the stables at Meadowood Recreation Area.  Lively conversations took place and many participants listened and took the idea of scoping and brainstorming very seriously.

It is important for folks to know that in order to truly take the time and contribute to the success of this project, we need ideas, suggestions and comments that are based on both the heart and the head. Good and responsible decisions are made by looking at all of the facts and data and balancing those with use and need. Comments, petitions, and form letters based solely on emotion and/or desire, although notably compassionate and heartfelt, are not as helpful in moving through this process; ideas, suggestions, and comments of substance are much more helpful. Also, please be aware that your ideas, suggestions and comments will be made public and become part of the public record. Any decision that the BLM makes will need to be justified through data and facts.

At the meeting I was asked by a variety of people to clarify a few things pertaining to: the barn boarding services contract; the fees collected by the boarders and how those fees are used and deferred maintenance money.

The Meadowood barn boarding services contracts

 
The former contract to provide boarding services at Meadowood ended March 2010. During five years, the difference between the board fees paid by private boarders and the fees that BLM paid to our former contractor was slightly over $33,000.00. That is the total amount that BLM accrued over 5 years after payments to our former contractor. Costs to BLM not covered by board fees include utilities, fence replacement, municipal water hookup, security gates, power/lighting, repairs and upgrades, and BLM labor.

The current boarding services contract, signed by the barn manager, is for a period of one year, with four additional one-year “option” periods. The contract language specifies which portions of the facility are to be used, such as an estimated 20 acres of fenced pasture land.  Payment is made to the barn manager to care for horses boarded at the stables, dispose of the waste and provide daily maintenance of the facility. The contract contains set minimum and maximum numbers of boarders which were established during contract solicitation (advertisement and competition); these minimums and maximums vary by year and were in the advertisement and agreed to by the contractor when the contract was issued.

During the initial or base year of the current contract, in accordance with the contract, BLM paid the contractor an additional amount per horse over the $700 per month board fee paid by boarders.  After the base year, BLM chose to renew into the first option year of the contract in order to allow enough time to work through public input under the National Environmental Policy Act process and in order not to displace boarded horses/people using the barn while the process is ongoing.  According to the contract terms, during option year 1, there is a minimum of 15 boarders and a maximum of 25 boarders. The first option year also requires that, in addition to the $700 monthly board fee paid by private boarders, the BLM pays the barn contractor an additional amount per animal per month since the board fee does not cover the contracted amount. Each option year increases the BLM payment per horse no matter how many boarders are in the barn.  Each option year also retains the minimum number of boarders and decreases the maximum number.

The BLM received proposals from multiple parties who bid on the boarding services contract, as well as one protest after award of the contract. Although minor modifications to a contract can be made, "cardinal changes" substantially altering the original intent or scope of the contract, can not legally be executed. Specific information on the current contact pricing may be requested through filing a Freedom of Information request with BLM.

Board and Other Fees 

During 2008, the BLM submitted a request to the Southeast Recreation Resource Advisory Committee to increase the horse board fee in order to cover the costs of providing boarding services and some facility improvements.  The BLM specified in its proposal and attached press releases, publication advertisements, and notices posted in the barn, that the cost increase would not cover the BLM’s other costs for deferred maintenance (major repairs or replacement), utilities, and BLM labor.

From December 2009, when the fee increase was implemented, the BLM has used board fees primarily to cover the cost of providing the services (payments to BLM contractor) and, during our former contract, to assist with the cost of utilities, maintenance, and minor repairs.  Currently, the board fees collected at Meadowood do not generate excess revenue.

A relatively small amount of fees are also collected by the BLM from activities conducted at Meadowood under special recreation permits. These include non-horse related activities which charge a fee, such as high school track meets and orienteering events, as well as riding lessons for boarders and the public and the therapeutic riding program. In addition to an initial permit application fee, the BLM receives 3% of the money collected under the permits. The fees which the BLM collects under a special recreation permit stay on site and help, in part, to offset our operational costs such as the cost of water and utilities, minor maintenance and repairs, labor, and supplies. The need for special recreation permits by other groups, individuals, or businesses that make money on public lands are reviewed on a case by case basis, but, overall, anyone charging a fee for service while on public lands should have a special recreation permit.

Deferred Maintenance Money  

When the BLM acquired Meadowood in 2001, the property contained many constructed assets (e.g., buildings, etc.) in need of repair or replacement. These included the barn, fences, and other structures.  The Meadowood barn currently needs several new interconnecting larger “systems” such as a new roof, a new electrical system, a new
plumbing system, a fire suppression system, and support structures/pillars, in addition to ventilation, accessibility and other needs. The level of the systems in need of rehabilitation is to the point of full reconstruction.

When the BLM needs to replace or repair a constructed asset, the office in need submits a project data sheet to the BLM Engineering Advisory Team for review and inclusion into the BLM 5 year plan for deferred maintenance and capital improvement.  Deferred maintenance money collected for a specific project must be used for that project.  The original request for deferred maintenance funding at Meadowood was granted for about $700,000.  

I hope that this information cleared up some questions and misinformation. If it did not, you are welcome to call me or come by and see me when my door is open.  We will host two field trips to look at the facility and surrounding area on Thursday, August 4.  One field trip will take place in the morning at 9:30 am and the other in the evening at 6:30 pm.  We will meet in the parking
area in front of the BLM’s main office at 10406 Gunston Road, Lorton, Virginia. We welcome your participation.  Also as a reminder, during the NEPA process there will be more opportunities for the public to comment, offer suggestions and provide input. Information provided will be made public.

Please visit our website at: http://www.es.blm.gov. We will strive to provide frequent updates to the site.