New Director On-Boarding Checklist

This checklist is intended to be a guide for SWCDs when on-boarding newly elected or appointed SWCD Directors. Districts are encouraged to add additional items of relevance to their local SWCD and of value to reviewing with new directors.

Date Completed / Topic/Item
Oath of Office Information
Prior to assuming the office of district director, one must take the oath of office prescribed by the Code of Virginia on or before the day on which their term begins.Certification that the oath of office has been administered must be filed in the DCR Richmond office and with the Clerk of the Circuit Court of the county or city in which the district director resides. Any person who has not successfully executed the oath of office is ineligible to participate in official actions of the district board. Any district director that fails to take the oath of office on or before the day on which their term begins will cause that office to be deemed vacant. Directors should be informed that information on the Oath of Office process will be sent from DCR.
Identification of Local Staff
New directors or associates should be provided with a list of local SWCD staff and contact information. It’s important that not only fellow directors become acquainted but that SWCD staff play a role in director relations also.
Partners List/ Acronym List
Reviewing the many partners and projects of the district with a new director is beneficial. Likewise, Districts have many partners and many often use acronyms to reference their organizations or programs. Attached is a short list of common partners and frequently used acronyms that can be provided to new Directors.
Director Job Description/Code of Conduct
New Directors should be provided a job description that outlines the duties and responsibilities of the position, time commitment requirements and other expectations of their new position. This job description should also serve as a tool for recruiting new directors. While each local SWCD will tailor this job description to their individual needs, sample job descriptions are attached to assist SWCDs.
Directors should also be provided any code of conduct requirements your local SWCD may have in place. While this may be altered based on district desires, this document may outline how a Director handles public statements on behalf of the SWCD or other general board policies relating to director code of conduct. Attached is a sample code of conduct statement that may be beneficial to new directors.
Overview of Local SWCD Programs, Funding and Annual Report
A new director may be unfamiliar with the scope of SWCD work. It is imperative that an overview of local programming and funds be shared to bring him/her up to speed on current efforts. The SWCD Annual Report will prove a handy reference when providing an overview of local SWCD efforts.
Personnel Policy Review
Each SWCD has a personnel policy in place that is annually reviewed by the SWCD board. This personnel policy in its entirety should be shared with all new Directors. Directors are responsible for the personnel management of the local SWCD and should be informed of current procedures and operations as defined in the local SWCD personnel policy.
Strategic Plan/ Annual Plan of Work
Share the SWCD strategic plan and annual plan of work with new directors to ensure they understand the larger picture of district work and vision for the future. Explain the process of which the strategic plan and annual plan of work are developed.
Committees
Provide a new director or associate director with a listing of all committees and members at the local SWCD level. Explain the charges of each committee, the structure and frequency in which they meet. Encourage a director to become involved at the committee level to make the greatest impact.
Overview of District Calendar of Events
District staff and fellow directors should provide an outline of major district events and deadlines to any new director. It may be beneficial that your district provide an outline with this information to newly elected or appointed officials. Key dates on an SWCD calendar of events may include board meeting dates, end of FY program deadlines, annual training events, regular events with local government, etc.
Explanation of the VA Assn of SWCDS (VASWCD)
New directors should initially understand their local role at the district but also the voice they have at the state and national level. Sharing a brief explanation of the VASWCD and its programs will be of benefit to new directors.
The Virginia Association of Soil and Water Conservation Districts (VASWCD) is a private nonprofit association comprised of 47 Soil & Water Districts across the Commonwealth.The VASWCD coordinates conservation efforts statewide to focus effectively on issues identified by local member districts. The VASWCD mission is to serve and strengthen soil & water conservation districts in the stewardship of natural resources. As a director, your voice matters at not only the local SWCD level but is represented by the VASWCD and on a national level by your National Association of Conservation Districts (NACD). The VASWCD is organized and led by a Board of Directors all of which are also directors at a local SWCD. The VASWCD board meets quarterly and full membership meetings are held at the VASWCD Annual Meeting.
The Foundation arm of the VASWCD, the VASWCD Education Foundation is a 501c3 that provides and promotes leadership in the conservation of natural resources through stewardship and education programs. The Foundation supports programs such as the Envirothon, Youth Conservation Camp, and is of assistance to SWCDs building their education efforts.
SWCD Directory
The VASWCD annually maintains and publishes a directory to be used as a resource for SWCDs across the Commonwealth. The SWCD Directory is a great resource and convenient tool used for contacting fellow directors and staff as well as VASWCD leadership, or simply referencing district board meetings and SWCDs areas.
While print copies are distributed annually every year, the online/downloadable SWCD Directory is constantly updated providing accurate and detailed contact information for each SWCD office, Directors, Associates, SWCD staff, local board officer positions, VASWCD Board member information, SWCD geographical areas, board meeting information, partner contact details and more.The directory can be downloaded at:
Please be certain new directors or local SWCD staff contact the VASWCD office to maintain the SWCD directory. We needyour help with keeping updated records.
Other Training Information/References
Review additional training opportunities available to directors, associates and staff. New directors may be particularly interested in the following opportunities:
  • New Director Orientation – In the spring after the general election DCR, the VASWCD and other partners organize regional New Director orientation sessions to assist with the on-boarding process. In the interim, CDCs with DCR provide one-on-one training through a Phase I introduction to new Directors.
  • Director Trainings sponsored by the VASWCD – Annually the VASWCD organizes director trainings held around the Commonwealth on various topics of interest including personnel management, district operations, and other programs. Learn more at .
  • VASWCD Annual Meeting – The VASWCD Annual Meeting is held the first Sunday-Wednesday in December and includes meetings of the VASWCD Board of Directors, training opportunities for directors and staff, networking with key SWCD partners, the annual VASWCD business meeting in which legislative and policy decisions are made, and more. More on this not to miss event can be found at .
  • Personnel Management Resource–The VASWCD working with a committed group of SWCD staff and stakeholders has created a Personnel Management Resource Guide.While this resource guide is not intended to serve as legal counsel it does provide critical personnel management materials including recruitment and hiring information, new employee on-boarding, performance management forms, separation/termination details, as well as sample policies shared by SWCDs across the Commonwealth. The Personnel Manual can be accessed online at.
  • Online Training – The VASWCD also offers an online training module that can be used to teach directors, associates and staff the basic operations of conservation districts. The intent of these modules is to have educational materials available on an on-going basis to conduct in-house training at district board meetings. The modules may also be used as self-taught packages and may be especially useful when new conservation district officials are elected or new staff members are hired. Topics reviewed include: fiduciary and legal responsibilities, partners and programs, legislative processes and more. Those completing the online training will receive certification and recognition at the VASWCD Annual Meeting. Begin the online training at .

Director Welcome & Introduction
Introduce and welcome a new director to not only SWCD staff but fellow directors in a formal setting. This is an important gesture. Inform a new director this introduction will occur at an upcoming board meeting and request that he/she be prepared to share a few details on their background as well as answer the following questions:
  • Why did you want to become a SWCD Director and serve the local SWCD?
  • Do you have any specific goals or issues to address?
SWCD staff should consider using this background information to prepare an article for the District Newsletter or to distribute a press release to the local newspaper notifying them of the new district official, his/her background, reasons for serving, and the work of the SWCD.
Other Local SWCD Items to Cover
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New Director Check-List Handout: Acronym List

Common Conservation District Partners

  • CBF- Chesapeake Bay Foundation
  • CBLAB- Chesapeake Bay Local Assistance Board
  • DCR- Department of Conservation and Recreation
  • CDC – Conservation District Coordinator
  • DEQ- Department of Environmental Quality
  • DMME- Department of Mines, Minerals & Energy
  • FSA- Farm Service Agency
  • JRA- James River Association
  • NACD- National Association of Conservation Districts
  • VASWCD- Virginia Association of Soil & Water Conservation Districts
  • NCDEA- National Conservation District Employees Association
  • VACDE- Virginia Association of Conservation District Employees
  • NRCS- Natural Resources Conservation Service
  • RC&D Council- Resource Conservation and Development Council
  • TVA- Tennessee Valley Authority
  • USDA- United States Department of Agriculture
  • VAN- Virginia Naturally
  • VA SWCB- Virginia Soil and Water Conservation Board
  • VCE- Virginia Cooperative Extension
  • VDACS- Virginia Department of Agriculture and Consumer Services
  • VDoF- Virginia Department of Forestry
  • VDGIF- Virginia Department of Game and Inland Fisheries
  • VRUEC- Virginia Resource Use Education Council

Common Conservation District Programs

  • ASA – Agriculture Stewardship Act
  • BMP- Best Management Practice
  • CREP – Conservation Reserve Enhancement Program
  • MWEE – Meaningful Watershed Educational Experience
  • NRCF- Natural Resource Commitment Fund
  • OCB – Outside Chesapeake Bay
  • RMP – Resource Management Plan
  • TMDL- Total Maximum Daily Load
  • VACS- Virginia Agricultural Cost Share
  • VCAP- Virginia Conservation Assistance Program
  • WQIF- Water Quality Improvement Fund
  • YCC- Youth Conservation Camp

New Director Check-List Handout: Sample Director Job Description

Purpose of the Position

A District Director is a non-partisan local official, elected in the general election process or appointed by the Virginia Soil and Water Conservation Board to assess local conservation needs and to develop conservation programs to address these needs.

Legal Authority

10.538 of the Code of Virginia defines a soil and water conservation district as a political subdivision of the Commonwealth of Virginia.

Term of Office

4 years (10.1-530)

Duties and Responsibilities

  • Duties of district directors (10.1-529.1) district directors shall:

1. Identify soil and water issues and opportunities within the district or related to the district and establish priorities for addressing these issues;

2. Seek a comprehensive understanding of the complex issues that impact soil and water, and assist in resolving the identified issues at the watershed, local, regional, state, and national levels;

3. Engage in actions that will improve soil and water stewardship by use of locally led programs;

4. Increase understanding among community leaders, including elected officials and others, of their role in soil and water quality protection and improvement;

5. Foster discussion and advancement within the community of positions and programs by their district;

6. Actively participate in the activities of the district and ensure district resources are used effectively and managed wisely; and

7. Support and promote the advancement of districts and their capabilities.

  • Participate in District policy and program development.

a.Prepare multi-year and annual plans.

b.Establish and implement District policies regarding natural resource conservation issues, as well as personnel and office matters.

c.Develop and/or implement conservation programs (educational and/or technical) to meet the needs of the District.

  • Provide financial direction.

a.Be responsible for the proper expenditure and management of public funds.

b.Review and approve annual budget and grant agreements.

c.Review and receive monthly treasurer reports.

  1. Maintain a working knowledge of the budgetary process and keep local officials informed about SWCD programs.
  • Participate in public and community relations activities/programs.

a.Maintain an active public information and educational program so that citizens and local officials will be informed about conservation issues and district programs.

b.Make presentations and provide testimony at public hearings about conservation issues.

  • Participate in personnel management.

a.Provide guidance and direction to staff and maintain fair and legal personnel policies.

b.Maintain an open working relationship between staff/directors.

c.Serve on personnel committee and participate in all aspects of personnel management to include hiring, personnel reviews, etc.

Minimum Job Requirements

Attend monthly District meetings.

Participate on District committees and in work groups.

Represent the citizens of County/City on conservation issues.

Work with a multitude of agencies and approach resolution of problems through teamwork.

Adhere to state law (Conflict of Interest Act, Freedom of Information Act, etc.) and policies of the Virginia Soil & Water Conservation Board.

Establish and implement District policies and procedures.

Foster positive relationships with local, state and federal officials to promote the District mission.

Practice conservation ethics.

Desired Qualifications

Experience with agriculture, rural land use issues and associated conservation practices.

Knowledge of urban development issues and associated conservation needs.

Understanding of local, state and national legislative processes.

Technical background in environmental sciences, agriculture and engineering.

Working knowledge of parliamentary procedures.

Willingness to listen, learn and work with others.

Willingness to cultivate and recruit potential Directors and Associate Directors.

Experience with personnel management.

Time Requirements

  • Approximately 9 hours per month.

a. Monthly board meeting: 3 hours

b. Review of materials, reading and prep time: 3 hours

c. Committee work: 3 hours

Reimbursement

  • Directors are volunteers and receive no compensation; they are reimbursed for travel to meetings, registration, meals and other associated expenses when conducting work of the District.

Training Requirements

  • Learn District policy and procedures.
  • Meet training criteria as set forth by the District.
  • Attend 1 Area Meeting and 1 state-wide meeting per year.
  • Participate in workshops and seminars related to soil and water conservation.
  • Keep informed on current natural resource/conservation issues by reviewing district correspondence, documents and technical literature and relevant program manuals.

A training program for new directors might include such tasks as:

a.Review the working documents of the District.

b.Meet with the Conservation District Coordinator (CDC) of the Department of Conservation and Recreation (DCR) for basic director orientation.

c. Attend Regional Director Orientation and/or a VASWCD sponsored Director Training

d.Meet with representatives of cooperating agencies (Natural Resources Conservation Service (NRCS), Farm Services Agency (FSA), Virginia Cooperative Extension (VCE), the Virginia Department of Forestry, etc.) to further the understanding of cooperative programs and relationships.

e. Participate in field inspection of best management practices with district staff and CDC.

New Director Check-List Handout: Sample Director Job Description

General Function: A District Director is a local official, elected in the general election process, or appointed by the Virginia Soil and Water Conservation Board, to assess local conservation needs and to develop conservation programs to address these needs.Directors are volunteers and receive no compensation.At the discretion of the (DISTRICT)Board of Directors, they may bereimbursed for travel to meetings, registration, meals, and other associated expenses when conducting work of the District.

Primary Duties and Responsibilities:

  • Attend monthly District Meetings (It is expected that Directors attend at least 75% of regularly scheduled meetings.)
  • Participate on District committees and in work groups
  • Represent the citizens of his/her county in regard to conservation issues
  • Stay informed and inform others about conservation issues
  • Participate in statewide meetings and workshops on conservation issues
  • Recognize natural resource management needs that can be met through District programs
  • Participate in District policy and program development
  • Provide financial direction and oversight
  • Participate in public and community relations activities/programs
  • Maintain an active public information and educational program so that citizens and local officials will be informed about conservation issues and district programs
  • Make presentations and provide testimony at public hearings about conservation issues.
  • Participate in personnel management, providing guidance and direction to staff, maintaining fair and equitable personnel policies, and participating in hiring & personnel performance reviews

Helpful Skills and Knowledge