Conservation District Supervisors’ Handbook
Published By:
The Kentucky Soil & Water Conservation Commission
and The Kentucky Division of Conservation
Table of Contents
STATEMENT OF PURPOSE
INTRODUCTION
HISTORY OF THE KENTUCKY CONSERVATION PROGRAM
WHY ARE CONSERVATION DISTRICTS IMPORTANT TODAY?
KENTUCKY DIVISION OF CONSERVATION FIELD REPRESENTATIVES
PURPOSE OF CONSERVATION DISTRICTS ACCORDING TO KENTUCKY REVISED STATUTES (KRS 262.020)
CONSERVATION DISTRICT GOVERNING BODY
DISTRICT SUPERVISOR QUALIFICATIONS
CONSERVATION DISTRICT SUPERVISOR RESPONSIBILITIES
DISTRICT OFFICERS
DISTRICT BOARD MEETINGS
DISTRICT BOARD MEETING ORDER OF BUSINESS
COMMON RULES FOR DISTRICT BOARD MEETINGS
MINUTES
EXECUTIVE SESSIONS
SPECIAL MEETINGS
DISTRICT FINANCING
DISTRICT REPORTS
ANNUAL PLANNING
DISTRICT COMMITTEES
CONSERVATION EDUCATION
CONSERVATION INFORMATION PROGRAMS
CONSERVATION DISTRICT YOUTH BOARDS
SOIL AND WATER CONSERVATION COMMISSION
DIVISION OF CONSERVATION
FINANCIAL ASSISTANCE
FIELD SERVICES
AGRICULTURAL DISTRICT PROGRAM
WATERSHED CONSERVANCY DISTRICTS
NON-POINT SOURCE POLLUTION PROGRAM
KENTUCKY AGRICULTURE WATER QUALITY ACT
ASSISTANCE AVAILABLE TO DISTRICTS
LOCAL AGENCIES, ORGANIZATIONS AND GROUPS
KENTUCKY ASSOCIATION OF CONSERVATION DISTRICTS
NATIONAL ASSOCIATION OF CONSERVATION DISTRICTS
STATEMENT OF PURPOSE
This guide is designed as a quick reference to be used by conservation district Supervisors. It is intended to provide readily usable guidance in the roles and responsibilities of conservation district Supervisors, the scope and structure of the conservation district Program in Kentucky and the sources of additional information and assistance. The Kentucky Division of Conservation Field Representative assisting each district should be consulted regarding specific or complete information on each area described in this guide.
INTRODUCTION
Congratulations and Welcome! You have been appointed to the office of Supervisor of your conservation district Board. You have joined 847 men and women who have pledged themselves to leading their county’s efforts in conserving and improving our soil, water and related natural resources.
To effectively carry out the duties of your office, you must have a clear understanding of your responsibilities. You must also be knowledgeable of the programs and services your conservation district offers and the cooperating agencies which assist districts in carrying out their programs. This understanding and knowledge will prepare you to address the challenging issues associated with the wise use and protection of the soil, water and related resources.
As an elected local official, you are charged with properly conducting the affairs of the local conservation district as set forth in Chapter 262 of the Kentucky Revised Statutes. If you do nothave a copy of KRS Chapter 262, request one from your Division of Conservation field representativeor your office staff.
By better understanding your responsibilities and by becoming involved, you can make an important difference in your community, state and nation.
HISTORY OF THE KENTUCKY CONSERVATION PROGRAM
In 1940, the Kentucky General Assembly passed enabling legislation, KRS Chapter 262, which allowed local farmers to petition and establish conservation districts. In 1941, Kentucky’sfirst conservation district was organized in South Logan County. North Logan soon followed, making Logan the only Kentucky county with two conservation districts.
The remaining 119 conservation districts were formed on a county line basis, giving the state a total of 121 conservation districts. HendersonCounty was the final district organized. Thus, in 1954 conservation districts completely covered the state.
WHY ARE CONSERVATION DISTRICTS IMPORTANT TODAY?
Conservation districts were formed in the beginning to allow local citizens many opportunities to help guide and develop conservation programs in each county by working at the “grass roots” level, the most important vantage point for identifying problems, finding solutions and developing and implementing programs. Today, more so than half a century ago, conservation districts are a valuable resource to face the challenges posed by natural resource use and management.
KENTUCKY DIVISION OF CONSERVATION FIELD REPRESENTATIVES
A field representative of the Kentucky Division of Conservation serves as an advisor to your district board. They assist district boards and provide technical assistance and training of district supervisors in the planning, implementation and administration of programs. They can provide a wealth of ideas and experiences and serve as a link to other districts, the Division of Conservation and other cooperating agencies. Get to know and rely on your field representative.
Your Field Representative is:
PURPOSE OF CONSERVATION DISTRICTS ACCORDING TO KENTUCKY REVISED STATUTES (KRS 262.020)
The purpose of a conservation district is to conserve and develop all renewable natural resources within the district. In so doing, the district is authorized to undertake, sponsor, or participate in projects, activities and programs which promote the conservation, development, maintenance, management, and wise use of the land, water, trees and other related, natural resources of the district.
Kentucky’s conservation districts are a subdivision of state government and have been organized for the special purpose to assist landowners and landusers in:
- Solving soil and water resource problems.
- Setting priorities for conservation work to be accomplished.
- Coordinating the federal, state and local resources needed to accomplish this work.
- Providing leadership at the local level and means for interested local citizens to work together to achieve desired results.
CONSERVATION DISTRICT GOVERNING BODY
Each local conservation district is governed by a seven-member board of supervisors elected by the registered voters within that district. These supervisors serve terms of four years. Supervisor elections are held every two years, with three supervisors being elected one time and four the next. District supervisors cannot hold any other elective office and serve without pay. Supervisors may be reimbursed for expenses incurred in the discharge of their duties and may be paid a per diem for attending meetings or otherwise discharging the obligations of office.
DISTRICT SUPERVISOR QUALIFICATIONS
An individual who wishes to serve as a district supervisor must be a resident of the district and must file a nominating petition with the county clerk’s office, in accordance with Kentucky election laws. The petition must be signed by twenty-five qualified resident voters. Any resident who meets the qualifications for district supervisor as set forth in KRS 262 is qualified to serve, without regard to race, color, national origin, religion, sex, age, or disability.
The county clerk shall certify the nomination and election of supervisors to the Kentucky Soil and Water Conservation Commission. If the number of petitions filed with and certified by the county clerk is the same as the number of vacancies available, the commission declares the individuals elected as supervisors. If more petitions are filed than there are vacancies, the county clerk shall cause the names of all qualified nominees to be prepared for presentation to the voters at the next general election (KRS 262.220). If there are fewer petitions filed than there are vacancies, the county clerk will allow the election of a write-in candidate. Write-in candidates must file with the county clerk’s office prior to the election in accordance with Kentucky election laws.
The commission has the authority, upon the filing of appropriate petitions, to appoint someone to fill out an unexpired term if a vacancy should occur on a board of supervisors. A supervisor’s term of office begins on January 1 following his election or immediately if appointed to fill an unexpired term. Supervisors may serve a full four-year term as long as they remain a resident of the county or district. For more information on supervisor terms, nomination and election, vacancies, compensation and removal see KRS 262.240.
CONSERVATION DISTRICT SUPERVISOR RESPONSIBILITIES
Upon taking the Oath of Office, conservation districtsupervisors assume their obligation to the citizens they represent of carrying out a sound natural resource management program in the local community.
You, as conservation districtsupervisors, are the key to a successful conservation districtprogram. By planning, managing, and directing local conservation programs, you provide basic leadership for the execution of those programs. Goodwill and commitment on your part to effective land management programs are necessary to encourage successful natural resource conservation.
District Supervisors must have a strong and credible working relationship with local officials - fiscal court members, planning and zoning administrators, county judge-executives, mayors, city managers, city council members, as well as major farm organizations, FSA county committees, agricultural college extension offices, state and federal government representatives and leaders.
Listed below are some of the administrative, fiscal, functional, and educational responsibilities of a district supervisor:
I.Administrative Responsibilities
1.As a public official, you as a conservation districtsupervisor have many obligations. It is imperative, if you cannot fulfill these obligations for health reasons, lack of time or other commitments, you should resign at once. Your position on the district board is very important and demands active participation.
2.Attend and participate in all board meetings and functions.
3.Cooperate with fellow board members in establishing district policies.
4.As a board member, review;recommend modifications;and/or approve conservation agreements, particularly the Cooperative Working Agreement between the USDA/NRCS, the Commonwealth of Kentucky and the conservation district. Also, the Mutual Agreement between the USDA, the Commonwealth of Kentucky and the conservation district, and know the relationship between the partners.
5.Take an active role in developing the district’s annual plan of work and budgets.
6.Participate in identifying and assessing the district’s conservation needs and setting priorities in the providing of technical assistance to landowners and operators in implementing natural resource conservation programs.
7.Participate in developing, publishing, and distributing Annual Reports at the end of each fiscal year.
8.Keep informed on legislation and policy of local, state, and federal government pertaining to conservation; maintain contacts with local, state, and federal officials; and keep them informed of landowners’ viewpoints and concerns.
9.Participate in the planning and conducting of meetings for district landowners, landusers and others on proposed laws and policies concerning conservation.
10.As a board member, review and enter into working agreements with other agencies as appropriate.
11.Participate in the formulation and management of conservation programs, such as the Environmental Quality Incentive Program (EQIP) of the Natural Resources Conservation Service, the Kentucky Soil Erosion and Water Quality Cost Share Program of the Kentucky Soil and Water Conservation Commission and the Kentucky Agriculture Water Quality Act.
12.Participate in and/or host local and area awards programs.
13.Cooperate with other board members in sponsoring watershed protection and flood prevention projects, and in reviewing the budgets of organized watershed conservancy districts.
14.Help the board maintain an active membership in national, state, area and regional organizations.
15.Encourage landowners and public entities to participate in district programs without regard to race, color, national origin, religion, sex, age, or disability.
16.Maintain close contact with the Kentucky Soil and Water Conservation Commission, and with the Division of Conservation field representative serving as advisor to your district.
17.Encourage the proper use and management of all district equipment, both in the office and in the field.
II.Fiscal Responsibilities
1.Cooperate with fellow board members in securing adequate operating funds for the district, such as county general funds or millage taxes, state Direct Aid contributions and grants, business donations and matching funds.
2.Cooperate with fellow board members in establishing business procedures, accounting, and financial management of the district’s fiscal affairs, in accordance with state law.
3.Cooperate with fellow board members and the Division of Conservation field representatives in providing an Annual Financial Report of district accounts.
III.Functional Responsibilities
1.Attend and participate in the annual state meeting of the Kentucky Association of Conservation Districts.
2.Attend and participate in Area Meetings of the Kentucky Association of Conservation Districts.
3.Attend and participate in functions of committees interested in natural resource conservation.
4.Know your local business and agricultural leaders and seek their advice on district programs and needs.
5.Be acquainted with the farmers in your district and be aware of their concerns.
6.Try to have a diverse representation from all segments of society and all parts of the county on the board.
7.Cooperate with fellow board members in preparing and publishing informational articles, newsletters, guidebooks and other publications.
8.Know the functions of other agricultural agencies that operate in your district.
IV.Educational Responsibilities
1.Encourage and support the development of a strong education program in each county. For more detailed information on conservation education, See pages –15-16 of this handbook.
2.Keep the public informed about conservation programs, opportunities and concerns. For more detailed information on conservation information programs see pages –16-17 of this handbook.
DISTRICT OFFICERS
Each year, usually in January, the board should elect its officers: Chairperson, Vice Chairperson, Secretary or Secretary-Treasurer. Each supervisor should be encouraged to rotate through the offices at least once.
DISTRICT BOARD MEETINGS
Board meetings should be held monthly on the same day each month and should be held at specific times and places convenient to the public. This should be advertised in the local newspaper or posted in a public place to comply with the Open Meetings Law (KRS 61.800 – 61.850). If there is a special meeting needed or change of meeting date, this should be preceded by a notice to the public in the same fashion. The district must, by law, do this.
These meetings should be conducted in a business-like fashion. A well planned meeting should not last more than 1 ½ - 2 hours.
Board members should be notified of each meeting in advance to insure a quorum exists (a majority of the supervisors shall constitute a quorum, and the concurrence of a majority shall be necessary for a determination of the board (KRS 262.230).
A copy of the meeting agenda should be distributedto the supervisors and agency representatives prior to the meetings. Minutes of the previous meeting and a Treasurer’s Report can be mailed at that time for reading and approval at the next meeting.
Public officials, agency representatives and groups should be encouraged to attend.
The key to a successful board of supervisors meeting is an active district chairman. It is the responsibility of the chairman to accept the leadership role by:
- motivating other board members in the discussion of issues and programs of the district;
- starting meetings promptly; and
- closing meetings after all business has been completed.
DISTRICT BOARD MEETING ORDER OF BUSINESS
1.Call to Order: Call meeting to order at the scheduled time. Establish that a quorum (minimum of 4 supervisors)exists. If a quorum is not present, you may not vote on any issues, but you may discuss business. Briefly relate the general purpose of the meeting and refer to the agenda. Ask for additional agenda items from members. Make sure you have some one recording minutes and checking who is present and who is absent.
2.Minutes: read or discuss previous meeting minutes distributedprior to meeting date, correct if necessary and approve.
3.Treasurer’s Report: read or discuss report for approval. Review bills for approval of payment.
4.Correspondence: review any correspondence received since the previous meeting.
5.Equipment Report: Review report and discuss equipment as needed.
6.Committee Activities: hear from any active committees having information to report. Appoint new committees and assignments, if needed.
7.Old or Unfinished Business: discuss unfinished business from previous meetings. Review/update current activities. Review long range and annual plan frequently.
8.New Business: present new business. Hear motions and resolutions. Schedule the date, time, plan and agenda for next meeting.
9.Report from District Employees.
10.Report from Division of Conservation.
11.Report from Natural Resources Conservation Service personnel and visitors.
12.Review annual plan of work for upcomingmonth/s.
13.Announcements and Adjourn: Adjourn meeting on time. Save socializing and visiting for after the meeting.
COMMON RULES FOR DISTRICT BOARD MEETINGS
1.After the minutes are read, the Chairperson asks, “Are there any corrections or additions to the minutes?”
If there are no corrections, the Chairperson may say, “If not, they stand approved.” However, a motion and second to accept may be called for.
2.Amendments to a motion must be seconded just as a main motion to which it applies. Amendments should be voted on before action is taken on the main motion.
3.A motion should not be discussed until it has been seconded and restated by the chairperson.
4.Motions which introduce business when no other motions are pending are referred to “Main Motions” and must be seconded. When it is moved that the report of a nomination committee be accepted or that nominations cease or that the Secretary be instructed to cast a unanimous ballot for those nominated, this is a main motion and as such requires a second. Main motions should be opened for discussion before putting to vote. A “call of question” is a demand that the motion be put to a vote.
5.Nominations made from the floor do not need to be seconded.
6.The chairperson cannot ignore a motion. He/she must “put” a motion to vote if it has been properly made and seconded.
7.The chairperson does not vote when the vote is by acclamation (except when there is a tie). He/she may always vote when the vote is taken by ballot or by roll call.
8.During the meeting, it is only after a member has addressed the presiding officer as “Mr. Chairman or Madam Chairperson” and has been “recognized” that the member is privileged to speak.
9.When a motion to adjourn is made and seconded, it must be put to a vote without discussion except when a supplementary motion is made to fix a time to adjourn.
For more information about any of these rules, please refer to Robert’s Rules of Order.