district supervisor leadership development 2006 what records are exempt from public inspection...

District Supervisor Leadership Development 2006

What records are Exempt from What records are Exempt from Public InspectionPublic InspectionRecords of a personal nature where

disclosure would constitute an unwarranted invasion of privacy

Confidential records for scientific researchRecords that would give a competitor an

unfair advantageDocuments related to purchase of property


Sample Open Records Sample Open Records RequestRequest Any County Conservation District Board

Any town KYDear 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


Sample Response Letter from Sample Response Letter from Board Board John Q. Citizen

Any 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


Summary for Open Records Summary for Open Records RequestRequestRequest must be made in writingPrecisely describe records requestedThe board must respond in 3 days

(excluding weekends and Holidays)May Charge for copies


Kentucky Open Meetings LawKentucky Open Meetings LawKRS 61.805-61.850


Kentucky Open Meetings LawKentucky Open Meetings Law

Special Meetings

Closed or Executive Sessions


Kentucky Open Meeting LawKentucky Open Meeting Law

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


Kentucky Open Meeting LawKentucky Open Meeting Law

What Can Be Discussed in Closed or Executive Session– 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


Effective MeetingsEffective Meetings&&MinutesMinutes

Presenter: Anthony Mullins


QuorumQuorum

In order to have an official meeting where voting and approving can take place you must have a quorum or a majority of the Board of Supervisors present. A quorum consists of at least 4 supervisors.


AgendaAgenda To have a successful meeting you must have an agenda. An agenda People respect organization and they want to feel a sense of

accomplishment. Good planning on your part is a necessity. People are willing to contribute 2 hours to a meeting. If more than

that is spent, they get tired and the meeting is not productive. The agenda should not be so long and detailed that the meeting extends past a two hour period. This could also show lack of good planning and leadership.


MinutesMinutes

Minutes are a vital document to any meeting. These contain any items addressed and voted on, who was there and what was discussed.


Why have minutes?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 programs8. They are a valuable resource in appointing members to other committees or

offices or in nominating the District Board for honors and awards


Characteristics of Good Characteristics of Good MinutesMinutes

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 it they passed or

failed. Has adjourning time Contains a list of bills paid

**It is important that someone other than the District Administrative Secretary should know how to take effective minutes.


Effective MeetingsEffective Meetings

Certain characteristics are needed to have an effective meeting they include: Circulate minutes in advance

Adequate notice of time, place, and agenda.

Be on time

Come Prepared

Stick to Agenda

Listen and be attentive

Save general conservation for after the meeting

Make motions cautiously and effectively

Participate and voice your concerns

Have a budget on hand

Ask Questions and discuss topics thoroughly


Planning a MeetingPlanning a Meeting

Provide supervisors with – agenda, time, and place Provide minutes from last meeting Remind supervisors the day before by phone or email. Provide information for topics of discussion.


Following a Time-FrameFollowing a Time-Frame

Make a time frame and write it on the agenda Send your minutes and treasurers report out ahead of

time so you can dispense with the reading Save socializing for later Be prepared – read agenda ahead of time.


Meeting Time FrameMeeting Time Frame

Have most important items in the middle of the agenda(Anyone who arrives late or leave early won’t miss out on the important information)

2 Hours is plenty of time for a meeting( More than two hours and people get tired and non-productive. This also shows lack of planning)

Close meeting on time. If business is not tended to, try calling a committee meeting to work on a particular item of business( budget, plan of work, financial action etc.) This also allows more time for planning to make better decisions.


Parliamentary ProcedureParliamentary Procedure

Parliamentary Procedure should be used in all meetings. This helps meeting progress with ease and organization.

All supervisors should have some knowledge of Parliamentary Procedure.

Roberts Rules of Order (Simplified Version) should be read by all supervisors to have a working knowledge of how a meeting should be conducted.


Personnel Management and Personnel Management and Personnel PolicyPersonnel Policy

Presenter: Shanna Drake



262.250 Board may hire employees, delegate functions and bond employees.

The board may employ such employees, permanent and temporary, as it may require, and shall determine their qualifications, duties and compensation.



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.



The supervisors shall provide for the execution of surety bonds for all employees and officers who are entrusted with funds or property.

Effective: October 1, 1942


Personnel Management and Personnel Management and Personnel PolicyPersonnel Policy Workload Analysis & Limits1. Determining Staffing Needs (part-time,

full-time, temporary)2. Hours Per Week (weekly, bi-weekly,

monthly)3. Pay (hourly, salary)4. Benefits (leave, retirement, etc.)5. Rules and Regulations (unexcused

absence, dress code, etc.)



Establishing a Written Job Description1. A job description should include a

Position Title, an Introduction, Duties and Responsibilities, Supervision (who will supervise) and Performance Review Information.


Importance of a Written Job Description1. 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.



Establishing an Employment Contract1. A Employment Contract should include the date

it is made and by whom.2. Identification of Employee3. Employment Specifications4. Benefits5. Expectations6. Funding Effects Upon Contract7. Effective Date and Termination of Contract8. Signatures From All Parties Involved.



Importance of a Written Employee Contract

1. Documentation2. Documentation3. Documentation



Equal Employment Opportunity 1. Race, Color, National Origin, Age,

Religion, or Sex2. Disability3. Pregnancy



Harassment1. Never make statements or ask questions

that could be considered harassment.2. Encourage reporting any forms of

harassment that occur in the workplace.3. Document any reports of harassment.4. Report incidents to appropriate agencies

immediately.



Hiring An Employee1. Advertising Position2. Application Process3. Interviewing4. Contract Signing



Evaluating An Employee1. Probationary Interview2. Annual Evaluation



PUT IT IN WRITING!



District Planning and District Planning and ReportingReporting


Why Do We Plan?? Why Do We Plan?? Knowing Where We Are Going And Knowing Where We Are Going And How We Are Going To Get ThereHow We Are Going To Get There

Carry out roles and responsibilities

Become familiar with natural resource concerns

Set priorities Implement programs Achieve Goals To be compliant with

state laws


Yearly ReportsYearly Reports

Annual Plan of WorkAnnual BudgetAnnual Financial ReportAnnual Report


Plan of WorkPlan of WorkIdentifies priorities for the yearStays consistent with the long-term

direction of the DistrictCan be used as a map to direct you

throughout the year.Plan new projects & activitiesShould be neat and updated yearly to

reflect District activities.**Due to DOC by April 1st


Importance of Plan of WorkImportance of Plan of Work

The plan of work is a direct reflection of what the District is doing and what makes their work important. These are put under the microscope when the District is considered by the DOC or local Fiscal Court for funding increases.


BudgetBudget

Budget should be done in conjunction with APW.

Budget process is essential for sound financial management.

Required to justify funding from Fiscal Court and DOC.

Make a “real and working” budget.Plan your work and finance your plan.

**Due to DOC by April 1st


Long Range PlanLong Range Plan A District must have a Long Range Plan before

any planning or budgeting can be done for the purpose of managing the natural resources.

The planning period is to be up to 5 years It should include: 1. Identifying natural resource problems and possible solutions.2. Goals of the District3. District information and history4. Administering and implementing sound

conservation programs.


Monthly District ReportingMonthly District Reporting

Employee Time Sheets Monthly Treasurer Report State Cost Share Status Report – Will not

fund requests if you are not filing this report monthly.


Quarterly ReportsQuarterly Reports

Direct Aid and Direct Aid Grant Status – How much has been used and for what purposes

Water Quality Progress – How many plans are completed and what you have done to promote acquiring these plans.


Why Is This Important?1. Accountability for state and district

2. Required by law or policy

3. Keep the state office informed

4. To give the state office information

5. Critical use of Local, State, and National funds.


Funding of Conservation District Funding of Conservation District Programs and AccountabilityPrograms and Accountability

* KRS 262.200 (4)-Fiscal Court Funding* KRS 262.096-Annual Budget and Financial Report Requirements* Audit Requirements* Direct Aid and Grants to Districts* Accountability


Funding for Conservation District Funding for Conservation District Programs & AccountabilityPrograms & Accountability

KRS 262.200-Fiscal Court Funding-The Board may request annual operating funds from fiscal court:– The Board shall present to fiscal court:

Annual Plan of Work for fiscal year requestedAnnual Budget for fiscal year requestedLong Range PlanAnnual Report from previous fiscal yearAnnual Financial report from previous fiscal year


Funding & AccountabilityFunding & Accountability

Should a fiscal court fail to approve a requested budget:– Fiscal Court SHALL present a specific list of

objections suggesting corrections to the board within a reasonable time

– The Board may submit a revised budget request



Funds for an approved budget shall be supplied either:– From general funds– Levy of a mileage tax on all real property

within the boundaries of the county


Funding & AccountabilityFunding & AccountabilityFinancial Reporting Requirements

KRS 262.097 Reports from District

*Annual Budgets-Sent to Fiscal Court during 1st quarter of calendar year and to Ky. Division of Conservation by April 1

*Annual Financial Reports-Prepared & Submitted by DOC Field Representative due to DOC by Sept. 1


Funding & AccountabilityFunding & AccountabilityFinancial Reporting Requirements

– Monthly Treasurer’s Report-Signed by the Board treasurer and send to DOC

– Equipment Revolving Fund ReportsPayments and reports are due in the district office

by the 5th of each monthPayments and reports are due to DOC by the 10th

of the month



Financial Reporting Requirements– State Cost Share funds

A complete and accurate report is to be submitted monthly to DOC.

district supervisor leadership development 2006 what records are exempt from public inspection...

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