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CONSERVATION DISTRICT SUPERVISORS LEADERSHIP TRAINING 2007 You , as Conservation District Supervisors, are the key to a successful Conservation District Program. Facilitator: Kimberly Richardson, DOC. Welcome. - PowerPoint PPT Presentation
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District Supervisors Leadership Training Workshop 2007
CONSERVATION DISTRICTCONSERVATION DISTRICTSUPERVISORS LEADERSHIP TRAINING SUPERVISORS LEADERSHIP TRAINING
20072007
YouYou, as Conservation District Supervisors, are the key to , as Conservation District Supervisors, are the key to a successful Conservation District Programa successful Conservation District Program
Facilitator: Kimberly Richardson,
DOC
District Supervisors Leadership Training Workshop 2007
Welcome2007
Conservation District Supervisors Leadership
Training Workshop Stephen A. Coleman, Director
KY Division of Conservation
District Supervisors Leadership Training Workshop 2007
LeadershipLeadershipWe all bring certain We all bring certain
leadership skills with us leadership skills with us today. Some are stronger in today. Some are stronger in
some areas than others. some areas than others. This enables us to balance This enables us to balance
our skills and share in our skills and share in completing the tasks that lay completing the tasks that lay
before us. This is what before us. This is what enables us to get the job enables us to get the job
done.done.
District Supervisors Leadership Training Workshop 2007
Workshop Goals: Expand and enhance district employees LEADERSHIP skills
Enhance supervisor knowledge & understanding of conservation district operations
Develop a better understanding of district supervisors roles &
responsibilities
Develop a better understanding of conservation programs & program implementation
Improve effective outreach efforts
District Supervisors Leadership Training Workshop 2007
Standing Out in Your Community Presenter:
Connie Gray, DOC
District Supervisors Leadership Training Workshop 2007
OutlineOutlineYour job - Reasons why you need
to be a good leaderCharacteristics of a good leaderSteps to make yourself a good
leaderThings to remember
District Supervisors Leadership Training Workshop 2007
An Important Position...An Important Position...As a supervisor, you have been given the
opportunity to
Set the goals of your local district
Set the budget of your local district
Assist local residents in recognizing and addressing conservation needs
Make important decisions about implementing conservation and education needs facing your
county
District Supervisors Leadership Training Workshop 2007
Are you equipped to do the job?
District Supervisors Leadership Training Workshop 2007
What is leadership?
What makes a good leader?
How do you develop your leadership?
District Supervisors Leadership Training Workshop 2007
LeadershipLeadership
Leadership is a process by which a person influences others in order to accomplish a
goal and therefore making their organization stronger and more successful.
District Supervisors Leadership Training Workshop 2007
People Will Judge Your People Will Judge Your Leadership Skills by Leadership Skills by Looking at Your Looking at Your Character.Character.
District Supervisors Leadership Training Workshop 2007
Character
is the building over time of a persons
BeliefsValuesSkills Traits
District Supervisors Leadership Training Workshop 2007
BeliefsBeliefs
Assumptions or convictions you hold true regarding people, concepts, life, death, religion, what is good, what is bad, etc.
District Supervisors Leadership Training Workshop 2007
ValuesValuesAttitudes you have about the worth of
people, concepts, and things.This is what influences you to weigh the
importance of alternatives.
District Supervisors Leadership Training Workshop 2007
SkillsSkillsThe knowledge and abilities we
pick up from life.
District Supervisors Leadership Training Workshop 2007
TraitsTraitsThese are the distinguishing qualities of a
person. There are hundreds of personality traits. This
is one of the things that make us all different.
District Supervisors Leadership Training Workshop 2007
Traits of a Good LeaderTraits of a Good Leader Honesty-displaying
integrity in all actions Competent-basing your
actions on reason and morals
Forward-looking- setting goals and having a vision
Inspiring-displaying confidence in all your actions
Imaginative-show creativity in judgment, goals, ideas, and solutions
Intelligent-read and study to keep up on current events
Fair minded- show even temperament with everyone
Broad-minded- seek out and embrace diversity
Courageous- persevere to accomplish goals
Straightforward- use good judgment to make decisions at the right time
District Supervisors Leadership Training Workshop 2007
How Do You Develop How Do You Develop Your Leadership?Your Leadership?EducationCommunicationVision
District Supervisors Leadership Training Workshop 2007
In Order to Be a Good In Order to Be a Good Leader...Leader...
EDUCATE YOURSELF– Local Current Events
Local Development Issues -Attend & participate in local planning and zoning meetings
Schools - Meet and get to know your educational leaders so you know what is going on in your local school system
County Elected Officials -Get to know your magistrates, County Judge Executive, County Treasurer, Mayor, and city council
– People – Your job as a supervisor
District Supervisors Leadership Training Workshop 2007
In Order to Be a Good In Order to Be a Good Leader...Leader...
Know what is going on in your state.– KACD - NACD will keep you up to date on state
and national legislation that impacts your conservation district and your agricultural practices.
– Attend the KACD State Convention. Meet others who are in the same position as you. Share Ideas!
– Keep up with legislation going on in the state senate and legislature.
District Supervisors Leadership Training Workshop 2007
Knowing What Is Going on in Knowing What Is Going on in Your State...Your State...
– Know your legislators and state senators. Keep in contact with them by phone calls, e-mails, and telephone calls. Let them know what matters to you
– Keep in contact with other state organizations
KY Farm BureauKY Cattleman’s AssociationKY Commodity Groups
District Supervisors Leadership Training Workshop 2007
In Order to Be a Good In Order to Be a Good Leader...Leader...
Communicate with others– Let your feelings be known– Ask questions if you do not
understand. Don’t ridicule those who don’t know something
– Listen to what others have to say about the subject
– Discuss differences
District Supervisors Leadership Training Workshop 2007
VisionVisionHave goals for both your personal
life and your professional life.
District Supervisors Leadership Training Workshop 2007
Things to RememberThings to Remember Leadership is not just being “The Boss” Know your job -Equip yourself with the
right tools Remember that we all have different
beliefs, values, skills, and traits. That is what makes us unique
Educate yourself on what is going on around your community
Work on your communication skills Have goals for your personal and
professional life
District Supervisors Leadership Training Workshop 2007
Human RelationsHuman RelationsThe six most important words:
“I admit I made a mistake”The five most important words:
“You did a good job”The four most important words:
“What is your opinion?”The three most important words:
“If you please”The two most important word
“Thank you”The one most important word:
“We”The least important word:
“I”author unknown
District Supervisors Leadership Training Workshop 2007
Presenter: Katrina Beckley
Internal Policy AnalystDivision of Conservation
District Supervisors Leadership Training Workshop 2007
Presenter: Amanda Gumbert
Water Quality Liaison UK Cooperative Extension & Division of Conservation
502-573-3080
District Supervisors Leadership Training Workshop 2007
Presenter: Curtis Kirk
Assistant Director Division of Conservation
502-573-3080 [email protected]
District Supervisors Leadership Training Workshop 2007
INFRASTRUCTURE LOANSINFRASTRUCTURE LOANS((Senate Bill 92Senate Bill 92))
• Makes equipment revolving funds available for infrastructure
• Application forms available• Priority Given to Equipment Loans• Processes and procedures
– Commonwealth of KY Land Acquisition Process - Requirements
• MOA• Title Search (list provided)• Appraisal (list provided)
– $200,000.00 = (2) appraisals– Appraisal Checklist
• Purchase (Land) Contract (optional form provided)• Survey (list provided)• Environmental Review or Assessment (names
provided) Phase I or Phase II• Loan closing
• Commission now considering loans
District Supervisors Leadership Training Workshop 2007
Steve Coleman, Director Division of Conservation
[email protected]@ky.gov
www.conservation.ky.govwww.conservation.ky.gov
District Supervisors Leadership Training Workshop 2007
Presenter: Mike Hubbs
State Conservationist NRCS
District Supervisors Leadership Training Workshop 2007
SMALL GROUP DISCUSSION (30 Minutes)
Group #1-Budgets, Funding-Millage Taxes, General Funds and Others.
Group #2-District Concerns, Office Space, Workload, etc.
Group #3-Personnel Management & Policy
Group #4 -Meetings, Minutes, Records, etc.
Group #5 -Planning, Reporting, Accountability
District Supervisors Leadership Training Workshop 2007
Officer ResponsibilitiesOfficer Responsibilities
Presenter:
Stephen A. Coleman Director, DOC
District Supervisors Leadership Training Workshop 2007
Officer ResponsibilitiesOfficer ResponsibilitiesThe BoardThe Board::
KRS 262.230 (1) The board shall select a chairman and may from time to time, change that selection
Each supervisor should be encouraged to rotate through the offices at least once
District Supervisors Leadership Training Workshop 2007
Officer Responsibilities:Officer Responsibilities:ChairmanChairman
Assume the leadership role! Call and conduct board meetings. Call special meetings. Designate committees and assignments. Assure board review and approval of monthly
treasurers report and annual financial statement. Oversee district records. Oversee district programs. Oversee district employees. Participate in leadership training opportunities. Develop and maintain good rapport with community.
District Supervisors Leadership Training Workshop 2007
Officer Responsibilities:Officer Responsibilities:Vice – ChairmanVice – Chairman
Fill in for chairman in his/her absence.
Assist Chairman with duties.
Develop the leadership skills and knowledge to assume the office of Chairman.
District Supervisors Leadership Training Workshop 2007
Officer Responsibilities:Officer Responsibilities:TreasurerTreasurer
Actively participate in budget and planning process
Sign checks Keep accurate and auditable records Carefully review and monitor all
transactions Make sure all expenditures have been
approved and have proper backup documentation
Make sure program funds spent for designated programs
District Supervisors Leadership Training Workshop 2007
Officer Responsibilities:Officer Responsibilities:TreasurerTreasurer Review and sign monthly
treasurers report– Assure board review and approval– Copy for district records and DOC
Reconcile bank statements personally and review carefully
Periodically review assets and inventories
Actively participate in annual financial review or other financial audits
District Supervisors Leadership Training Workshop 2007
Officer Officer ResponsibilitiesResponsibilities
Assure that all accounting and administrative
procedures are done according to the Accounting &
Administrative Procedures Manual
The manual can be found on the DOC website
www.conservation.ky.gov
Accounting and Administrative Procedures Manual
ForSoil and Water Conservation
District and
Watershed Conservancy District Offices
In Kentucky
Kentucky Division of Conservation
2007
District Supervisors Leadership Training Workshop 2007
Officer Responsibilities:Officer Responsibilities:AccountabilityAccountability
REMEMBER: Accountability must be given TOP PRIORITY by conservation districts. The effective, honorable and wise use of public funds is critical to the operation of district programs.
REMEMBER: The funding for a conservation district is all public money and should be treated as such.
District Supervisors Leadership Training Workshop 2007
Presenter:
Raymond L. Adams, Area 4, Commissioner
KY Soil and Water Conservation Commission
District Supervisors Leadership Training Workshop 2007
DISTRICT DISTRICT WORKSPACEWORKSPACE
Presenter: Kelly Shouse, DOC
District Supervisors Leadership Training Workshop 2007
OFFICE ETIQUETTEConservation District Employees
You are in charge!
District Supervisors Leadership Training Workshop 2007
As Professionals, District Employees Should Posses the
Following Characteristics:
District Supervisors Leadership Training Workshop 2007
Dedication
Someone who is dedicated & loyal to their job and to carrying out responsibilities
that are essential to a successful district.
District Supervisors Leadership Training Workshop 2007
Attitude
Employees having a positive attitude earns customer respect and it reflects in program
administration.
District Supervisors Leadership Training Workshop 2007
Enthusiasm
Someone who approaches each assignment as a challenging experience and expects to complete.
District Supervisors Leadership Training Workshop 2007
ReliabilityTheir duties require them to be dependable and
trustworthy.
District Supervisors Leadership Training Workshop 2007
Respectful - Customer Respect
Employees should respect each individual, understand that their concern is a priority issue to them and treat it as such. If a customer takes the
time to make a request, employees should take the time to answer the request.
District Supervisors Leadership Training Workshop 2007
Responsibility
Employees should know what is expected
of them and they should make every effort to
carry it out to the best of your ability.
District Supervisors Leadership Training Workshop 2007
Confidentiality
A MUST—Employees should A MUST—Employees should practice it everyday. Personal practice it everyday. Personal information, or items that may cause information, or items that may cause an individual to have an unfair an individual to have an unfair advantage is not open for public advantage is not open for public inspection or discussion.inspection or discussion.
Employees should make every Employees should make every effort to protect the confidentiality effort to protect the confidentiality of othersof others
District Supervisors Leadership Training Workshop 2007
Patience
It really is a virtue! Employees may have to raise their tolerance level on any given day.
District Supervisors Leadership Training Workshop 2007
Resourcefulness
Employees need to realize that there is a world of information and opportunity out there and find ways to access it and make it work for your customers and for the district.
District Supervisors Leadership Training Workshop 2007
Courteous – Common Courtesy
Employees should treat others as they would want to be treated, but remember they have to follow regulations and guidelines.
District Supervisors Leadership Training Workshop 2007
Personal Issues That Can Disrupt the Office
• Employees should limit personal phone calls to a minimum or take care of them during break or lunch.
• They should run personal errands on their own time not district time.
• Employees should use the district computer and internet for work only, not for playing games or surfing the web.
• The office should be a place for employees and customers, not a hang out for family or friends.
District Supervisors Leadership Training Workshop 2007
OTHER DISTRICT POLICY
District Supervisors Leadership Training Workshop 2007
MOA’S/MOU’SMemorandum of Agreement
Memorandum of Understanding
Review and understand agreements with each individual agency annually or with your supervisor
Employees should be familiar with the responsibilities associated with these agreements
Districts have entered into such agreements with NRCS, Forestry, Fish & Wildlife etc
District Supervisors Leadership Training Workshop 2007
SAFETY – You Should:Have Emergency Preparedness Plans—If your district has
not already done so, make sure they take the time to prepare a detailed written emergency plan. Include all duties and appropriate action required of each individual in the office in the event of a natural disaster, terrorist threat, hostage situation, fire, flood and etc. Make sure that emergency numbers are in plain view and everyone is aware of them.
Employees should know their responsibilities—Each individual needs to take the time to review the preparedness plan, they should know their individual responsibility and those of others in the event they are not available. Being prepared could save lives.
Conduct Safety Checks—Complete safety checks at regular intervals. Ensure that fire extinguishers, smoke detectors and other safety devices are in proper working condition.
Practice Emergency Drills—Conduct emergency drills on a regular basis. This ensures that everyone is familiar with their responsibility and follows the specified plan.
District Supervisors Leadership Training Workshop 2007
USDA Shared Offices or Spaces
If your district shares office space in a Federal Building it is extremely important that employees learn and comply with all safety and preparedness procedures established for that building.
District Supervisors Leadership Training Workshop 2007
If Employees If Employees Possess These Possess These Characteristics Characteristics
SUCCESSSUCCESSOf the District Is Of the District Is
Greatly Greatly Enhanced!!!Enhanced!!!
District Supervisors Leadership TraiDistrict Supervisors Leadership Training Workshop 2007ning Workshop 2007
Personnel Management Personnel Management and Personnel Policyand Personnel Policy
Presenter: Shanna Drake
District Supervisors Leadership TraiDistrict Supervisors Leadership Training Workshop 2007ning Workshop 2007
Personnel Management Personnel Management and Personnel Policyand Personnel Policy
Employment Specifications _Employment Specifications _What is expected?What is expected?Let Them Know up Front!Let Them Know up Front!
Determine Staffing Needs (part-time, full-time, Determine Staffing Needs (part-time, full-time, temporary?)temporary?)
1.1. How Many Hours Per Week, Per Month, etc. How Many Hours Per Week, Per Month, etc. • Are there any limits?Are there any limits?
2.2. Pay Rate (hourly, salary, etc.) Pay Periods – When?Pay Rate (hourly, salary, etc.) Pay Periods – When?3.3. Rules and Regulations (unexcused absence, dress Rules and Regulations (unexcused absence, dress
code, leave, etc.)code, leave, etc.)4.4. Supervisors should review these documents with Supervisors should review these documents with
each employee and update as necessaryeach employee and update as necessary
District Supervisors Leadership TraiDistrict Supervisors Leadership Training Workshop 2007ning Workshop 2007
Personnel Management Personnel Management and Personnel Policyand Personnel Policy
Establish a Written Job DescriptionEstablish a Written Job Description– To avoid personnel management issues, To avoid personnel management issues,
districts should have written personnel districts should have written personnel policies and a job description on filepolicies and a job description on file A job description should include a A job description should include a Position TitlePosition Title
– An IntroductionAn Introduction– Duties and ResponsibilitiesDuties and Responsibilities– Supervision (who will supervise?)Supervision (who will supervise?)– Employee Expectations Employee Expectations – Evaluation and Performance Review InformationEvaluation and Performance Review Information
– A job description needs to be specificA job description needs to be specific
District Supervisors Leadership TraiDistrict Supervisors Leadership Training Workshop 2007ning Workshop 2007
Importance of a Written Job Importance of a Written Job DescriptionDescription1.1. Allows district board to determine expectationsAllows district board to determine expectations2.2. Enables the employee to understand those Enables the employee to understand those
expectationsexpectations3.3. Basis for all evaluationsBasis for all evaluations4.4. Documentation for any actions needed to Documentation for any actions needed to
correct inadequacies or reward achievements correct inadequacies or reward achievements and good workand good work
Personnel Management Personnel Management and Personnel Policyand Personnel Policy
District Supervisors Leadership TraiDistrict Supervisors Leadership Training Workshop 2007ning Workshop 2007
Personnel Management Personnel Management and Personnel Policyand Personnel Policy
The board may delegate to the The board may delegate to the chairman, to one or more supervisors, or chairman, to one or more supervisors, or to one or more agents or employees to one or more agents or employees such powers and duties as it may deem such powers and duties as it may deem proper.proper.
District employees work for the district District employees work for the district and they will determine who supervises and they will determine who supervises the employeesthe employees
District Supervisors Leadership TraiDistrict Supervisors Leadership Training Workshop 2007ning Workshop 2007
Personnel Management Personnel Management and Personnel Policyand Personnel Policy
The supervisors shall provide for the execution of surety The supervisors shall provide for the execution of surety bonds for all employees and officers who are entrusted bonds for all employees and officers who are entrusted with funds or propertywith funds or property
This protects the district and also protects the employeeThis protects the district and also protects the employee Rule of Thumb – the amount of the bond should be at Rule of Thumb – the amount of the bond should be at
least enough to cover the largest amount of funds least enough to cover the largest amount of funds handled by the district at any one time.handled by the district at any one time.
Effective: Effective: October 1, 1942October 1, 1942
District Supervisors Leadership TraiDistrict Supervisors Leadership Training Workshop 2007ning Workshop 2007
Equal Employment Opportunity – Equal Employment Opportunity – Discrimination Will Not Be ToleratedDiscrimination Will Not Be Tolerated
1.1. Race, Color, National Origin, Age, Race, Color, National Origin, Age, Religion, or SexReligion, or Sex
2.2. DisabilityDisability3.3. PregnancyPregnancy
Personnel Management Personnel Management and Personnel Policyand Personnel Policy
District Supervisors Leadership TraiDistrict Supervisors Leadership Training Workshop 2007ning Workshop 2007
HarassmentHarassment1.1. Employers should never make statements or ask Employers should never make statements or ask
questions that could be considered harassmentquestions that could be considered harassment2.2. Employees are encouraged to report any forms Employees are encouraged to report any forms
of harassment that occur in the workplaceof harassment that occur in the workplace3.3. Document any reports of harassmentDocument any reports of harassment
This may be the most important thing you can This may be the most important thing you can dodo
4.4. Report incidents to appropriate agencies Report incidents to appropriate agencies immediatelyimmediately
Personnel Management Personnel Management and Personnel Policyand Personnel Policy
District Supervisors Leadership TraiDistrict Supervisors Leadership Training Workshop 2007ning Workshop 2007
• Employee EvaluationsEmployee Evaluations What for?What for?• Probationary InterviewProbationary Interview• Performance PlanningPerformance Planning• Annual AssessmentsAnnual Assessments
• An evaluation should be completed each year on all An evaluation should be completed each year on all employees. This is the time to say you are doing a great job, employees. This is the time to say you are doing a great job, or you need to work on certain skills or inadequaciesor you need to work on certain skills or inadequacies
• Employer should use written job description as basisEmployer should use written job description as basis• Employer should evaluate performance not personalityEmployer should evaluate performance not personality• Document achievements as well as inadequaciesDocument achievements as well as inadequacies
Personnel Management Personnel Management and Personnel Policyand Personnel Policy
District Supervisors Leadership TraiDistrict Supervisors Leadership Training Workshop 2007ning Workshop 2007
Written policies can prevent Written policies can prevent misunderstandings. misunderstandings. Your Conservation District Manual Your Conservation District Manual
is a great guide for developing is a great guide for developing these policies. these policies.
Your field Representative is also Your field Representative is also available to assist.available to assist.
REMEMBER - PUT IT IN REMEMBER - PUT IT IN WRITING!WRITING!
Personnel Management Personnel Management and Personnel Policyand Personnel Policy
District Supervisors Leadership Training Workshop 2007
Accountability
PlanningFunding
ReportingPresenter: Steven Olt, DOC
District Supervisors Leadership Training Workshop 2007
AccountabilityWhy is this important?
The wise use of public funds is critical to the operation of district programs!
The public has entrusted the district with the care of their natural resources and their tax dollars.
How funds are handled is a direct reflection on the district.
It is required by law and/or policy.
District Supervisors Leadership Training Workshop 2007
AccountabilityWhy is this important?
Districts and district employees will be held accountable for all public monies they handle.
Misuse of public funding is a serious offense and shouldn’t be taken lightly.
It should be a TOP PRIORITY that all funds are used wisely, legally, and are accounted for in the proper manner.
Remember:The public’s eye is on you.They will be watching.
District Supervisors Leadership Training Workshop 2007
Planning Annual Plan of Work
Identifies priorities for the current year Can be used as a map or blueprint to
direct you throughout the year It is an excellent planning tool for board
meetings Should be neat and updated yearly to
reflect District activities
District Supervisors Leadership Training Workshop 2007
Planning Importance of Plan of Work
The plan of work is a direct reflection of what the District is doing and what makes their work important.
They are put under the microscope when the District is considered by DOC or local Fiscal Court for funding or funding increases.
District Supervisors Leadership Training Workshop 2007
PlanningBudget
Budget should be done in conjunction with Annual Plan of Work
Budget process is essential for sound financial management
Required to justify funding from Fiscal Court and DOC (KRS 262.097)
It is an excellent planning tool for meeting agendas
It should be available at meetings Plan your work and finance your plan
District Supervisors Leadership Training Workshop 2007
Reporting Monthly Reporting Requirements:
Monthly Treasurers Report – Reviewed by the board and signed
by District Treasurer and sent to DOC
Equipment Revolving Loan Report(s)
Payments and reports are due into the district office by the 5th of each month
Payments and reports are due into DOC by the 10th of each month
District Supervisors Leadership Training Workshop 2007
Reporting Monthly Reporting Requirements:
KY Soil Erosion & Water Quality Cost Share Funds
A complete and accurate report is to be submitted monthly to DOC
Failure to submit monthly reports will cause requests to not be funded
Employee Time Sheets Need to be a complete and accurate
accounting of time spent working by each district employee
Very Important!
District Supervisors Leadership Training Workshop 2007
Reporting Quarterly Reporting Requirements:
Direct Aid and Direct Aid Grant Status Report how much has been used and for
what purposes Agriculture Water Quality Plans
How many certifications have been filed? Corrective measures – Water quality
problems identified in the county by DOW
District Supervisors Leadership Training Workshop 2007
Reporting Annual Reporting Requirements:
According to KRS 262.097 the district must report the following to DOC and their local fiscal court by April1: Annual Plan of Work
Annual Budget
District Supervisors Leadership Training Workshop 2007
Reporting Annual Reporting Requirements:
According to KRS 262.097 and 262.280 the district must report the following to DOC and their local fiscal court by September 1: Annual Financial Reports -
Prepared and Submitted to DOC by DOC field representative.
Annual Reports Summary and highlights of the districts
past year.
District Supervisors Leadership Training Workshop 2007
Reporting Annual Reporting Requirements:
A Special District Reporting Form must be filed with the county clerk by JULY 1 and to the Governor’s Office of Local Development (GOLD)
According to KRS 65.005-65.060, each special district (Conservation Districts and Watershed Conservancy Districts) shall be audited once every 4 years If your districts annual financial report exceeds
$750,000 at any time then audits shall be performed every year
Any loan made by the district (including leases) >$100,000.00 shall be reported to GOLD
Includes equipment loans
District Supervisors Leadership Training Workshop 2007
Reporting Annual Reporting Requirements:
Districts must file certain information and publish a legal notice: THIS MUST BE DONE BY AUGUST 31
Should include the following informationList of names and addresses of the board of
supervisorsSummary financial statementLocation, date, and time that supporting
documentation and district financial records can be viewed by the general public
District Supervisors Leadership Training Workshop 2007
AccountabilitySummary
Ask yourself these questions when in doubt!
1. Is my action legal?2. Is my action ethical?3. Does my action comply with district policy?4. Am I sure my action does not appear
inappropriate?5. Am I sure I would not be embarrassed or
compromised if my action became known with the district board or publicly?
District Supervisors Leadership Training Workshop 2007
AccountabilitySummary
6. Am I sure that my action meets my personal code of ethics and behavior?
7. Would I feel comfortable defending my actions on the 6 o’clock news or to my local newspaper?
*author unknown
District Supervisors Leadership Training Workshop 2007
MeetingsWhat Can You Do?
What Should You Know?
Presenter:
Debbie Hinton, DOC
District Supervisors Leadership Training Workshop 2007
Agenda Things to Remember
• To have a successful meeting you must have an effective agenda.
– The Chairman sets the agenda.– Provide information such as:
• Is it in the budget? • Is the plan of work being followed?• Have I provided all correspondence?• What about bills to pay?
– Place most important items in the middle of the agenda(Anyone who arrives late or leaves early won’t miss out on the important information)
• Remember - People respect organization and they want to feel a sense of accomplishment. Good planning on your part is a definite advantage to the board.
District Supervisors Leadership Training Workshop 2007
Planning a Meeting• In advance if possible:
– Provide supervisors with – agenda, time,
and location– Provide treasurers report and minutes
from last meeting– Follow up - Remind supervisors the day
before by phone or email– Provide information for topics of
discussion
District Supervisors Leadership Training Workshop 2007
Minutes
Minutes are a vital document to any meeting. They contain any items addressed and voted on, who was there and what was discussed.
District Supervisors Leadership Training Workshop 2007
Why have minutes?1. They are the official and legal record of the District Board2. They inform members who could not attend a meeting of what happened3. They help in following up on assignments and decisions4. They help in planning the agenda for the next meeting5. They give continuity, over the years, to procedures, traditional activities of
the District Board, etc6. They help new chairpersons and members learn more about the District
Board7. They aid in report writing (Annual Report) and in planning future activities
and programs8. They are a valuable resource in appointing members to other committees
or offices or in nominating the District Board for honors and awards
District Supervisors Leadership Training Workshop 2007
Characteristics of Good Minutes
• Contains time, place and date of meeting• Names - who was there ?• Contains a brief description of what was discussed• Has old business (items previously addressed that need attention) and new
business• Has all “QUOTED” motions made and seconded and if they passed or failed• Has adjournment time• Contains a list of bills paid and funds expended
**It is important that someone other than the District Administrative Secretary know how and be willing to take effective minutes if necessary
District Supervisors Leadership Training Workshop 2007
Open RecordsKRS 61.870 to 61.884
• What are Public Records? – Public records are all books, maps,
photographs, cards, tapes, discs, recordings or other documentary materials which a public agency has in its possession or has prepared, owned, used, or retained.
District Supervisors Leadership Training Workshop 2007
Requesting Records
• 3 Ways to Request Records– By Mail– By Fax
– By Personal Delivery• Public agencies may but ARE NOT
required to respond to open records request by e-mail.
District Supervisors Leadership Training Workshop 2007
What is the Procedure for Inspecting Public Records
• Pertains to all Records of all Kentucky Public Agencies - Special Taxing Districts--K.R.S. 61.870 to 61.884
• Request must be made in writing• Precisely describe records requested• Agency must respond in three (3)
days(excluding weekendsand Holidays)
• May charge for copies
District Supervisors Leadership Training Workshop 2007
What records are Exempt from Public Inspection
• There are 14 exemptions, such as:• Records of a personal nature where
disclosure would constitute an unwarranted invasion of privacy
• Confidential records for scientific research• Records that would give a competitor an unfair
advantage• Documents related to purchase of property
District Supervisors Leadership Training Workshop 2007
Sample Open Records Request• Any County Conservation District Board
Any town KYDear Chairman of the BoardI respectfully request to inspect the following records:
1. Copy of the ____year financial report2. Copy of the names of the board of supervisors
If these documents are temporarily unavailable, please inform me of the earliest date when I may inspect themThank you for your attention to this requestSincerelyJohn Q. Citizen
District Supervisors Leadership Training Workshop 2007
Sample Response Letter from Board
• John Q. CitizenAny town USADear Mr. Citizen,We, the ____County Conservation District Board of Supervisors, received you request to review the following records on Any day, 2005. (The following may need to be stated-We are looking into the request and will notify you as soon as possible to reviewing the request, or you may state the following-You may come to the office on __date, ___time to review the information you requested.)Sincerely,Chairman of the Board
District Supervisors Leadership Training Workshop 2007
Open Meetings• K.R.S. 61.805 - 61.850 • The Law Defines “meeting” as:
All gatherings (regular, special, informational or casual) of a quorum of the members at which public business is discussed or action taken.
• The Law Requires “meetings” to: Be scheduled, posted and made available to the public Held at specific times and places convenient to the
public News coverage is to be permitted at all such meetings Minutes of the meeting recorded promptly and made
available for public inspection not later than the next meeting.
District Supervisors Leadership Training Workshop 2007
Open Meetings – Special Meetings
– When? May be called at anytime by the presiding officer or by a motion adopted by the majority of the members of the governing body
– Notice Requirements:• Delivered to each member and to anyone
requesting to be notified• Posted 24 hours in advance of meeting• Agenda must be set for the special meeting and
accompany each notice
District Supervisors Leadership Training Workshop 2007
Open Meetings Closed or Executive Sessions
• Procedure? Notice given during the regular open meeting about
nature and reason of the closed session. Motion made and carried by a majority present in
open session.• What can be discussed?
Business of a non-public nature, examples: employee discussions, pay adjustments, general policies, etc...
No matters may be discussed other than those publicly announced, and no final action may be taken.
• What must be reported? The Outcome, not the specifics of the meeting must be made
available to the public.
District Supervisors Leadership Training Workshop 2007
For Detailed Written Information to Assist Public Officials
Go to:Go to:http://ag.ky.gov/opengov.htmhttp://ag.ky.gov/opengov.htm
The Office of the Attorney GeneralThe Office of the Attorney General
Your Duties Under the LawYour Duties Under the LawThe Kentucky Open Records and Open Meetings ActsThe Kentucky Open Records and Open Meetings Acts
District Supervisors Leadership Training WDistrict Supervisors Leadership Training Workshop 2007orkshop 2007
Division of Conservation 502-573-3080
www.conservation.ky.govwww.conservation.ky.gov
Facilitator: Curtis M. Kirk,
DOC
District Supervisors Leadership Training WDistrict Supervisors Leadership Training Workshop 2007orkshop 2007
Division of Conservation Programs Division of Conservation Programs Q & AQ & A
Cost State Share Program: $11.5 MCost State Share Program: $11.5 M Equipment Loan Revolving FundEquipment Loan Revolving Fund
$1,882,850.94 – Balance Amortization Account$1,882,850.94 – Balance Amortization Account Agricultural DistrictsAgricultural Districts Purchase of Conservation Easements (Dept. Ag.)Purchase of Conservation Easements (Dept. Ag.) Watershed Conservancy DistrictsWatershed Conservancy Districts
Aging Dam IssueAging Dam Issue Kentucky Ag Water Quality PlansKentucky Ag Water Quality Plans
60629 AWQ Plans Reported60629 AWQ Plans Reported
District Supervisors Leadership Training WDistrict Supervisors Leadership Training Workshop 2007orkshop 2007
Division of Conservation Programs Division of Conservation Programs Q & AQ & A
Corrective MeasuresCorrective Measures 183 Cases Reported183 Cases Reported $680,662.64 - funding to date$680,662.64 - funding to date
Cooperative Soil SurveyCooperative Soil Survey Education and OutreachEducation and Outreach
EnvirothonEnvirothon 319 Nonpoint Source Pollution319 Nonpoint Source Pollution Kentucky FirewiseKentucky Firewise Green River C.R.E.P.Green River C.R.E.P. Forest Land Enhancement Program (FLEP)Forest Land Enhancement Program (FLEP)
District Supervisors Leadership Training WDistrict Supervisors Leadership Training Workshop 2007orkshop 2007
Division of Conservation Programs Division of Conservation Programs Q & AQ & A
Landowner Incentive Programs (LIP) Landowner Incentive Programs (LIP) DOC WebsiteDOC Website
www.conservation.ky.govwww.conservation.ky.gov DOC NewsletterDOC Newsletter Field ServicesField Services
Field RepresentativesField Representatives Soil ScientistsSoil Scientists
Emails, EFTs, etc.Emails, EFTs, etc.
District Supervisors Leadership Training WDistrict Supervisors Leadership Training Workshop 2007orkshop 2007
Follow Up - Small Follow Up - Small Group Questions & Group Questions &
CommentsComments
Facilitator: Kimberly
Richardson, DOC
District Supervisors Leadership Training Workshop 2007
Small Group Report #1 Budgets, Millage Taxes &
Funding It should be a “real and working” budget
Have input into the budget process Identify areas of concern Let your needs be known
Due to DOC by April 1st
KRS 262.200 Fiscal Court Funding - General vs. Millage How/Who – Millage Tax?
Baseline funding, environmental grants, federal ear-marks and direct aid Grants
District Supervisors Leadership Training Workshop 2007
Small Group Report #2 District Concerns-Office Space,
etc. USDA Shared Offices or Spaces District Office Workspace Mutual Agreements / Cooperative Working Agreements
o Review and understand agreements with each individual agency annually (This will become more important than ever)
o Ensure that you are familiar with the responsibilities associated with these agreements
Meeting ADA and other requirements Safety in the workplace (Office and Field)
o Have an emergency preparedness plan
District Supervisors Leadership Training Workshop 2007
Small Group Report #3 Personnel Management
The supervisors shall provide surety bonds for all employees and officers who are entrusted with funds or property
District employees who access or use NRCS/USDA computers – are required to have a Background Security Check and required to complete the online computer security awareness training each year.
Establish a Written Job Description Employee Supervision - Who’s the boss? Put it in Writing - Documentation Employee Evaluations - Probationary & Annual
Evaluation Harassment and Discrimination should
not be tolerated
District Supervisors Leadership Training Workshop 2007
Small Group Report #4 Meetings, Supervisor’s, Officers
o Board meetings, closed or executive sessions, special meetings? o Chairman should: assume the leadership role, oversee district records, oversee
district programs, oversee district employees.o Treasurer should: Sign checks, participate in budget and planning process, keep
accurate and auditable records, carefully review and monitor all transactions, make sure all expenditures have been approved and have proper backup documentation
o Effective meetings = The importance of being prepared. o The Kentucky Open Records and Open Meetings ActsThe Kentucky Open Records and Open Meetings Acts Your Duties Under the LawYour Duties Under the Law Go Go
to: to: http://ag.ky.gov/opengov.htm
Minutes are the official and legal record of the District Board
District Supervisors Leadership Training Workshop 2007
Small Group Report #5 Planning, Reporting and
Accountability Plan of work should be neat and updated
yearly to reflect District activities and to justify funding request! Due to DOC by April 1st
The public has entrusted you with the care of their natural resources and their tax dollars.
Districts will be held accountable for all public monies they receive.
TOP PRIORITY that all funds are used wisely, legally, and are accounted for in the proper manner. - Reporting!
District Supervisors Leadership Training WDistrict Supervisors Leadership Training Workshop 2007orkshop 2007
Conservation District EmployeeConservation District Employee““Support”Support”
Where to get more information:Where to get more information:
Your Field RepresentativeYour Field RepresentativeKentucky Division of Conservation Kentucky Division of Conservation Kentucky Soil and Water Kentucky Soil and Water
Conservation CommissionConservation CommissionKentucky Association of Kentucky Association of
Conservation DistrictsConservation Districts