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Conservation District Supervisor Leadership Development 2007

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Conservation District Supervisor Leadership Development 2007 Powered By Docstoc
					        CONSERVATION DISTRICT
       SUPERVISORS LEADERSHIP
            TRAINING 2007
You, as Conservation District Supervisors, are the key
   to a successful Conservation District Program



      Facilitator:
  Kimberly Richardson,
         DOC




   District Supervisors Leadership Training Workshop 2007
     Welcome
        2007
   Conservation
District Supervisors
    Leadership
Training Workshop
                               Stephen A. Coleman, Director
                               KY Division of Conservation
       District Supervisors Leadership
          Training Workshop 2007
                  Leadership
We all bring certain leadership skills with
   us today. Some are stronger in some
   areas than others. This enables us to
balance our skills and share in completing
 the tasks that lay before us. This is what
       enables us to get the job 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
Outline
  Your job - Reasons why you need to
   be a good leader
  Characteristics of a good leader
  Steps to make yourself a good
   leader
  Things to remember




District Supervisors Leadership Training Workshop 2007
     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
Leadership

   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
Leadership Skills by
Looking at Your Character.




District Supervisors Leadership Training Workshop 2007
                               Character

   is the building over time of a
               persons

                                     Beliefs
                                      Values
                                       Skills
                                      Traits

District Supervisors Leadership Training Workshop 2007
Beliefs

     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
Values
       Attitudes 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
Skills
         The knowledge and abilities we
                pick up from life.




District Supervisors Leadership Training Workshop 2007
Traits
  These 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 Leader
    Honesty-displaying                                 Intelligent-read and
     integrity in all actions                            study to keep up on
    Competent-basing your                               current events
     actions on reason and                              Fair minded- show even
     morals                                              temperament with
    Forward-looking- setting                            everyone
     goals and having a vision                          Broad-minded- seek out
    Inspiring-displaying                                and embrace diversity
     confidence in all your                             Courageous- persevere
     actions                                             to accomplish goals
    Imaginative-show                                   Straightforward- use
     creativity in judgment,                             good judgment to make
     goals, ideas, and                                   decisions at the right
     solutions                                           time



District Supervisors Leadership Training Workshop 2007
How Do You Develop
Your Leadership?
  Education
  Communication
  Vision




District Supervisors Leadership Training Workshop 2007
In Order to Be a Good
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
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
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 Bureau

           KY Cattleman’s Association

           KY Commodity Groups




District Supervisors Leadership Training Workshop 2007
     In Order to Be a Good
     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
Vision
      Have goals for both your personal
        life and your professional life.




 District Supervisors Leadership Training Workshop 2007
Things 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 Relations
                        The 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 Analyst
Division of Conservation
      502-573-3080
Katrina.Beckley@ky.gov

                 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
  Curtis.Kirk@ky.gov

                District Supervisors Leadership
                   Training Workshop 2007
      INFRASTRUCTURE LOANS
                               (Senate 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
      502-573-3080
 Steve.Coleman@ky.gov
www.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 Responsibilities


                                                         Presenter:

                                                         Stephen A. Coleman
                                                         Director, DOC

District Supervisors Leadership Training Workshop 2007
    Officer Responsibilities
    The 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:
    Chairman
   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:
    Vice – 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:
    Treasurer
   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:
Treasurer
   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                                                    Accounting and Administrative
                                                                 Procedures Manual

Responsibilities                                                        For
                                                            Soil and Water Conservation
                                                                      District
 Assure that all accounting                                             and
    and administrative                                     Watershed Conservancy District
   procedures are done                                                Offices
      according to the
       Accounting &                                                  In Kentucky
Administrative Procedures
          Manual
  The manual can be found
     on the DOC website
www.conservation.ky.gov

                                                                Kentucky Division of Conservation
                                                                              2007



  District Supervisors Leadership Training Workshop 2007
    Officer Responsibilities:
    Accountability
   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
WORKSPACE
                                      Presenter:
                                 Kelly Shouse, DOC




   District Supervisors Leadership
      Training Workshop 2007
     OFFICE ETIQUETTE
Conservation 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
          Reliability
Their 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
practice it everyday. Personal
information, or items that may cause
an individual to have an unfair
advantage is not open for public
inspection or discussion.
Employees should make every effort
to protect the confidentiality of
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’S
    Memorandum 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
Possess These
Characteristics
   SUCCESS
Of the District Is
     Greatly
  Enhanced!!!

  District Supervisors Leadership
     Training Workshop 2007
Personnel Management and
     Personnel Policy


                                                    Presenter:
                                                  Shanna Drake




       District Supervisors Leadership Training
                   Workshop 2007
           Personnel Management
            and Personnel Policy
     Employment Specifications _What is expected?
              Let Them Know up Front!
   Determine Staffing Needs (part-time, full-time, temporary?)
1.   How Many Hours Per Week, Per Month, etc.
     •     Are there any limits?
2.       Pay Rate (hourly, salary, etc.) Pay Periods – When?
3.       Rules and Regulations (unexcused absence, dress code,
         leave, etc.)
4.       Supervisors should review these documents with each
         employee and update as necessary

                            District Supervisors Leadership Training
                                        Workshop 2007
    Personnel Management and
         Personnel Policy
   Establish a Written Job Description
    – To avoid personnel management issues, districts
      should have written personnel policies and a job
      description on file
          A job description should include a
          Position Title
           –   An Introduction
           –   Duties and Responsibilities
           –   Supervision (who will supervise?)
           –   Employee Expectations
           –   Evaluation and Performance Review Information
    – A job description needs to be specific
                        District Supervisors Leadership Training
                                    Workshop 2007
Personnel Management and
     Personnel Policy
   Importance of a Written Job Description
    1. Allows district board to determine expectations
    2. Enables the employee to understand those
       expectations
    3. Basis for all evaluations
    4. Documentation for any actions needed to correct
       inadequacies or reward achievements and good
       work



                   District Supervisors Leadership Training
                               Workshop 2007
    Personnel Management and
         Personnel Policy
 The board may delegate to the chairman, to
  one or more supervisors, or to one or more
  agents or employees such powers and duties
  as it may deem proper.
 District employees work for the district and
  they will determine who supervises the
  employees



                   District Supervisors Leadership Training
                               Workshop 2007
Personnel Management and
     Personnel Policy
 The supervisors shall provide for the execution
  of surety bonds for all employees and officers
  who are entrusted with funds or property
 This protects the district and also protects the
  employee
 Rule of Thumb – the amount of the bond
  should be at least enough to cover the largest
  amount of funds handled by the district at any
  one time.


                 District Supervisors Leadership Training
                             Workshop 2007
Personnel Management and
     Personnel Policy

    Equal Employment Opportunity –
     Discrimination Will Not Be Tolerated
1.   Race, Color, National Origin, Age,
     Religion, or Sex
2.   Disability
3.   Pregnancy

                 District Supervisors Leadership Training
                             Workshop 2007
     Personnel Management and
          Personnel Policy
    Harassment
1.   Employers should never make statements or ask
     questions that could be considered harassment
2.   Employees are encouraged to report any forms of
     harassment that occur in the workplace
3.   Document any reports of harassment
      This may be the most important thing you can do
4.   Report incidents to appropriate agencies
     immediately



                     District Supervisors Leadership Training
                                 Workshop 2007
  Personnel Management and
       Personnel Policy

• Employee Evaluations
  What for?
  •   Probationary Interview
  •   Performance Planning
  •   Annual Assessments
      •   An evaluation should be completed each year on all employees.
          This is the time to say you are doing a great job, or you need to
          work on certain skills or inadequacies
  •   Employer should use written job description as basis
  •   Employer should evaluate performance not personality
  •   Document achievements as well as inadequacies
                          District Supervisors Leadership Training
                                      Workshop 2007
Personnel Management and
     Personnel Policy

         Written policies can prevent
          misunderstandings.
           Your Conservation District Manual is a
            great guide for developing these
            policies.
           Your field Representative is also
            available to assist.

           REMEMBER - PUT IT IN
                WRITING!
          District Supervisors Leadership Training
                      Workshop 2007
Accountability

       Planning
       Funding
       Reporting
                                       Presenter:
     District Supervisors Leadership
        Training Workshop 2007
                                       Steven Olt, DOC
       Accountability
    Why 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
       Accountability
    Why 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
                    Planning
                     Budget
   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
       Reporthow 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 information

             List of names and addresses of the board of
              supervisors
             Summary financial statement
             Location, date, and time that supporting
              documentation and district financial records
              can be viewed by the general public

                     District Supervisors Leadership
                        Training Workshop 2007
          Accountability
            Summary
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
          Accountability
            Summary
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
      Meetings
  What 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 Board
2.   They inform members who could not attend a meeting of what
     happened
3.   They help in following up on assignments and decisions
4.   They help in planning the agenda for the next meeting
5.   They give continuity, over the years, to procedures, traditional activities
     of the District Board, etc
6.   They help new chairpersons and members learn more about the
     District Board
7.   They aid in report writing (Annual Report) and in planning future
     activities and programs
8.   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 Records
       KRS 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 weekends
  and 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 KY
  Dear Chairman of the Board
  I respectfully request to inspect the following records:
        1. Copy of the ____year financial report
        2. 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 them
  Thank you for your attention to this request
  Sincerely
  John Q. Citizen

                      District Supervisors Leadership
                         Training Workshop 2007
  Sample Response Letter from
            Board
• John Q. Citizen
  Any town USA
  Dear 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:
         http://ag.ky.gov/opengov.htm

        The Office of the Attorney General

            Your Duties Under the Law
  The Kentucky Open Records and Open Meetings Acts



                  District Supervisors Leadership
                     Training Workshop 2007
Division of Conservation
      502-573-3080
www.conservation.ky.gov


     Facilitator:
    Curtis M. Kirk,
         DOC
                      District Supervisors Leadership Training
                                  Workshop 2007
Division of Conservation Programs
              Q&A
 Cost State Share Program: $11.5 M
 Equipment Loan Revolving Fund
        $1,882,850.94 – Balance Amortization Account
 Agricultural Districts
 Purchase of Conservation Easements (Dept. Ag.)
 Watershed Conservancy Districts
        Aging Dam Issue
 Kentucky Ag Water Quality Plans
     60629 AWQ Plans Reported




                     District Supervisors Leadership Training
                                 Workshop 2007
Division of Conservation Programs
              Q&A
 Corrective Measures
    183 Cases Reported
    $680,662.64 - funding to date
 Cooperative Soil Survey
 Education and Outreach
       Envirothon
   319 Nonpoint Source Pollution
   Kentucky Firewise
   Green River C.R.E.P.
   Forest Land Enhancement Program (FLEP)


                     District Supervisors Leadership Training
                                 Workshop 2007
Division of Conservation Programs
              Q&A
   Landowner Incentive Programs (LIP)
   DOC Website
       www.conservation.ky.gov
    DOC Newsletter
    Field Services
       Field Representatives
       Soil Scientists
    Emails, EFTs, etc.


                District Supervisors Leadership Training
                            Workshop 2007
       Follow Up - Small Group
        Questions & Comments



    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 Acts Your Duties
  Under the Law Go 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 Workshop 2007
Conservation District Employee
          “Support”
Where to get more information:

 Your Field Representative
 Kentucky Division of Conservation
 Kentucky Soil and Water
  Conservation Commission
 Kentucky Association of
  Conservation Districts

            District Supervisors Leadership Training
                        Workshop 2007

				
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