Conservation District Conservation District Supervisor AccreditationSupervisor Accreditation

Module 2:Module 2:

District Clerk:District Clerk:Roles & ResponsibilitiesRoles & Responsibilities

What you’ll learn in this module:What you’ll learn in this module:

Who can be a district clerk?Who can be a district clerk? What does a district clerk do?What does a district clerk do? What are clerks responsible for?What are clerks responsible for? What are some of the records What are some of the records

requirements?requirements?

Who May Be District Clerk?Who May Be District Clerk?

May not also be the Treasurer of the May not also be the Treasurer of the district boarddistrict board

May not also be the Chairman of the May not also be the Chairman of the district boarddistrict board

May be one of the other board May be one of the other board membersmembers

May be a non-board memberMay be a non-board member

CD ClerksCD Clerks

Conservation district clerks Conservation district clerks support the work of the districts.support the work of the districts.

Clerks keep the district Clerks keep the district organized, ensure they comply organized, ensure they comply with SD Codified Law, and with SD Codified Law, and assist the board with any other assist the board with any other requests.requests.

District Clerk ResponsibilitiesDistrict Clerk Responsibilities

Attend meetings and keep a record of the Attend meetings and keep a record of the proceedings. proceedings.

Maintain the financial records and present a Maintain the financial records and present a financial report to the board at least quarterly. financial report to the board at least quarterly.

Prepare district checks after determining the Prepare district checks after determining the following:following:

The claim was properly authorized.The claim was properly authorized. The claim does not over expend the budget.The claim does not over expend the budget. The claim was approved in advance.The claim was approved in advance.

Day-to-Day BusinessDay-to-Day Business

Clerks are responsible for the Clerks are responsible for the day-to-day business of the day-to-day business of the district.district. Maintaining office recordsMaintaining office records Performing conservation Performing conservation

projects and activities as projects and activities as directed by the board.directed by the board.

Conservation ActivitiesConservation Activities Clerks may be asked to coordinate dinners, tours Clerks may be asked to coordinate dinners, tours

or workshops for the conservation district.or workshops for the conservation district. Clerks may provide outreach to the community.Clerks may provide outreach to the community.

Write and distribute press releasesWrite and distribute press releases Participate in county fairsParticipate in county fairs Write a newsletterWrite a newsletter

Clerks may assist with conservation Clerks may assist with conservation education.education. Farm Field DaysFarm Field Days Conservation Speech contestsConservation Speech contests Water FestivalsWater Festivals Classroom visitsClassroom visits

Office RecordsOffice Records Comply with Open Meetings LawComply with Open Meetings Law

General notice – provide annually to local newspaperGeneral notice – provide annually to local newspaper Public noticePublic notice

Post in a public place at least 24 hours in advancePost in a public place at least 24 hours in advance Notify local newspaper & e-mail a copy of the agendaNotify local newspaper & e-mail a copy of the agenda

AgendasAgendas CD meeting agendas are public record.CD meeting agendas are public record.

They must be specific.They must be specific. Only agenda items can be discussed.Only agenda items can be discussed.

Clerks should add an “UpdateClerks should add an “Updatefrom Board Members” line on agenda from Board Members” line on agenda to allow for impromptu discussion.to allow for impromptu discussion.

Accuracy is important!Accuracy is important!

Meeting Notice RequirementsMeeting Notice Requirements

All CDs should hold regular meetings and the All CDs should hold regular meetings and the board shall give public notice at least once a board shall give public notice at least once a year of its meeting schedule.year of its meeting schedule.

Include dates, time and placeInclude dates, time and place If regular meetings are not held, the board shall If regular meetings are not held, the board shall

give at least 24 hours notice.give at least 24 hours notice. Specify date, time and placeSpecify date, time and place

The board shall give at least 24 hours notice of The board shall give at least 24 hours notice of meeting agendas. meeting agendas.

Notice Requirements – Notice Requirements – Public Meeting vs. Public HearingPublic Meeting vs. Public Hearing

RequirementRequirement Public MeetingPublic Meeting Public HearingPublic Hearing

MediaMedia Must Must notifynotify at least one at least one newspaper of general newspaper of general circulation within the district’s circulation within the district’s boundaries, or a local media boundaries, or a local media correspondent. The district correspondent. The district does not need to pay for this does not need to pay for this notice if the newspaper notice if the newspaper chooses not to publish the chooses not to publish the notice. notice.

Must Must publish publish notice in at notice in at least one issue of a least one issue of a newspaper of general newspaper of general circulation in which the circulation in which the district is located. If the district is located. If the newspaper requires newspaper requires payment to publish the payment to publish the notice, then the district notice, then the district must pay the fee. If a must pay the fee. If a newspaper of general newspaper of general circulation is not available, circulation is not available, then post written notice in then post written notice in three public places within three public places within the district.the district.

Notice Requirements – Notice Requirements – Public Meeting vs. Public HearingPublic Meeting vs. Public Hearing

RequirementRequirement Public MeetingPublic Meeting Public HearingPublic Hearing

PostingPosting

TimingTiming

Post written notice at the Post written notice at the principal office of the principal office of the public body, or if no such public body, or if no such office exists, at the office exists, at the building where the building where the meeting is to be held. meeting is to be held.

At least 24 hours before At least 24 hours before meeting.meeting.

(Same as Regular (Same as Regular Meeting) Meeting)

At least 7 days prior to At least 7 days prior to hearing.hearing.

AgendasAgendas

Agenda requirements:Agenda requirements: Provide Provide reasonable specificityreasonable specificity to notify the public to notify the public

of topics to be considered.of topics to be considered. Each topic shall be listed under an agenda item.Each topic shall be listed under an agenda item. Board may discuss a topic raised during an open Board may discuss a topic raised during an open

meeting that was not on the agenda, but may not meeting that was not on the agenda, but may not take final action during that meeting.take final action during that meeting.

Conducting Public Conducting Public MeetingsMeetings

It is recommended that It is recommended that districts adopt and districts adopt and follow procedures for follow procedures for conducting meetings, conducting meetings, particularly regarding particularly regarding official action by the official action by the board.board.

Many districts find that Many districts find that using Robert’s Rules using Robert’s Rules of Order (or a modified of Order (or a modified version) is useful for version) is useful for conducting meetings.conducting meetings.

A sample District A sample District Meeting Motion Policy Meeting Motion Policy is shown at right.is shown at right.

Board Member States a Motion

Motion is Not Seconded Motion is Seconded

Motion Dies Chair states motion and opens to floor discussion

Board discusses the motion

No amendments madeto motion

Amendments madeto motion

Chair restates motion and calls for a vote

Amendments to motion approved by

motion and vote

Chair restates the motion as amended and calls for a vote

Motion passes or fails according to board vote

Meeting MinutesMeeting Minutes

Open meeting minutes are Open meeting minutes are public recordspublic records. . Minutes are a record of what is done, not what is Minutes are a record of what is done, not what is

said.said. Minutes kept only by recording must be converted Minutes kept only by recording must be converted

to written minutes within a reasonable time. to written minutes within a reasonable time. Only written minutes shall be evidence of Only written minutes shall be evidence of

the official action taken at meetings.the official action taken at meetings. Closed meeting recordings and minutes are Closed meeting recordings and minutes are

protectedprotected records. records.

Content of MinutesContent of Minutes

Open meeting minutes shall include the: Open meeting minutes shall include the: date, time and place of the meeting;date, time and place of the meeting; name of person presiding and board members present name of person presiding and board members present

and absent;and absent; substance of all motions discussed, names of persons substance of all motions discussed, names of persons

making the motions, whether adopted or rejected; making the motions, whether adopted or rejected; (a motion which was withdrawn should not be recorded)(a motion which was withdrawn should not be recorded)

votes taken by individual board members; votes taken by individual board members; names of each person who names of each person who upon recognition by the upon recognition by the

presiding officerpresiding officer, provided testimony and the substance , provided testimony and the substance in brief of their testimony or comments;in brief of their testimony or comments;

points of order and appeals, whether sustained or lost points of order and appeals, whether sustained or lost and any other information that a board member requests and any other information that a board member requests to be entered in the minutes.to be entered in the minutes.

Closed Meeting MinutesClosed Meeting Minutes When a meeting is closed, the following must be publicly When a meeting is closed, the following must be publicly

announced and announced and entered on the minutes of the open entered on the minutes of the open meetingmeeting at which the closed meeting was approved: at which the closed meeting was approved:

the reason for holding the closed meeting;the reason for holding the closed meeting; the location where the closed meeting will be held;the location where the closed meeting will be held; and the vote of each member, either for or against the motion.and the vote of each member, either for or against the motion.

The recorded and any written minutes of a closed meeting The recorded and any written minutes of a closed meeting shall include the:shall include the:

date, time and place of the meeting;date, time and place of the meeting; names of board members present and absent;names of board members present and absent; names of all others present except where the disclosure would names of all others present except where the disclosure would

infringe on the confidentiality necessary for the original purpose infringe on the confidentiality necessary for the original purpose of closing the meeting.of closing the meeting.

Ethical concerns:Ethical concerns: No special favors for self or friendsNo special favors for self or friends No financial gainNo financial gain No telling secretsNo telling secrets Disclose conflict of interestDisclose conflict of interest

Disclose actual or potential conflict of interest between Disclose actual or potential conflict of interest between public duty and personal interest.public duty and personal interest.

Always try to be fair and impartial.Always try to be fair and impartial. NepotismNepotism

No public officers may employ, appoint, vote for or No public officers may employ, appoint, vote for or recommend a relative for employment.recommend a relative for employment.

Ethics & NepotismEthics & Nepotism

What Districts Expect from EmployeesWhat Districts Expect from Employees

Teamwork and excellenceTeamwork and excellence Professional conductProfessional conduct Code of ethicsCode of ethics Cost consciousnessCost consciousness Attendance and punctualityAttendance and punctuality Appropriate personal appearanceAppropriate personal appearance

ResourcesResources

NACD website – NACD website – www.nacdnet.net SDACD website – SDACD website – www.sdconservation.org SD Dept. of Ag. Resource Conservation and SD Dept. of Ag. Resource Conservation and

Forestry website – Forestry website – http://sdda.sd.gov/forestry