HANDLING HANDLING CONSERVATION CONSERVATION DISTRICT FUNDSDISTRICT FUNDS

OVERVIEWOVERVIEW

KRS StatutesKRS Statutes County FundsCounty Funds State FundsState Funds Other FundsOther Funds 5 things to remember5 things to remember

KRS StatutesKRS Statutes

KRS 262.200 (4)- Gives Conservation Districts KRS 262.200 (4)- Gives Conservation Districts Supervisors the legal authority to expend funds Supervisors the legal authority to expend funds according to conservation district planningaccording to conservation district planning

… … The funds so collected shall be expended by The funds so collected shall be expended by the board for the employment of soil the board for the employment of soil conservation aids and for other purposes directly conservation aids and for other purposes directly associated with the program, including associated with the program, including promotional activities, prize moneys, office promotional activities, prize moneys, office equipment, supplies and incidentals deemed equipment, supplies and incidentals deemed necessary. necessary.

However, many funds collected by However, many funds collected by Conservation Districts are restricted to Conservation Districts are restricted to particular uses, expenditures and particular uses, expenditures and reporting policies. Transferring of or reporting policies. Transferring of or using specified funds for purposes other using specified funds for purposes other than their approved use is strictly than their approved use is strictly prohibited without written approval prohibited without written approval granted from the Division of granted from the Division of Conservation, Soil and Water Conservation, Soil and Water Commission, Phase I Councils, etc. Commission, Phase I Councils, etc.

County FundsCounty Funds

General Funds/Millage Tax Revenue:General Funds/Millage Tax Revenue: May be used for district operations, May be used for district operations,

employment, programs, office expenses, employment, programs, office expenses, supplies, equipment and day to day activities supplies, equipment and day to day activities according to the conservation district plans: according to the conservation district plans: i.e.- budget, annual plan of work. i.e.- budget, annual plan of work.

State FundsState Funds

Direct AidDirect Aid Base Funding-Can be used for district’s day to day Base Funding-Can be used for district’s day to day

activities according to the district’s conservation plansactivities according to the district’s conservation plans Personnel Support- Personnel Support- MUST MUST be utilized for employment be utilized for employment

support of district personnel that the funds were support of district personnel that the funds were approved for, such as administrative secretary, approved for, such as administrative secretary, education coordinator, or technician. education coordinator, or technician. MAY NOT MAY NOT be be transferred for any other use without written request transferred for any other use without written request and approval. Direct Aid requires a quarterly report to and approval. Direct Aid requires a quarterly report to the Soil and Water Conservation Commission. the Soil and Water Conservation Commission.

Office SupportOffice Support May only be used for rent, lease, mortgage May only be used for rent, lease, mortgage

payments, utilities, office supplies and payments, utilities, office supplies and maintenance. maintenance. May notMay not be transferred for be transferred for any other use without written request and any other use without written request and approval. Also requires a quarterly report to approval. Also requires a quarterly report to the Soil and Water Conservation the Soil and Water Conservation Commission. Commission.

Environmental GrantsEnvironmental Grants Funds are restricted for program use approved for, Funds are restricted for program use approved for,

any funds not used for the grant approval must be any funds not used for the grant approval must be reported to the Division of Conservation as reported to the Division of Conservation as unobligated, you must receive written approval to unobligated, you must receive written approval to apply unobligated funds to another program. apply unobligated funds to another program. Requires quarterly report to the Soil and Water Requires quarterly report to the Soil and Water Conservation Commission. Conservation Commission.

State Cost Share PaymentsState Cost Share Payments These funds are restricted to approved specific These funds are restricted to approved specific

landowner BMP installation. Any unused funds landowner BMP installation. Any unused funds may may notnot be transferred until reported as unobligated and be transferred until reported as unobligated and approval is granted from Division of Conservation to approval is granted from Division of Conservation to re-obligate. Make sure any unused state cost share re-obligate. Make sure any unused state cost share funds are reflected on monthly state cost share funds are reflected on monthly state cost share report. report.

319 Projects, CREP, or other Program 319 Projects, CREP, or other Program Specific FundsSpecific Funds Closely monitor and know all program Closely monitor and know all program

guidelines for use and expenditures. These guidelines for use and expenditures. These funds are also prohibited for other purposes funds are also prohibited for other purposes not associated with specific program not associated with specific program guidelines. Ensure all reports are accurate guidelines. Ensure all reports are accurate and filed on time. and filed on time.

Other Funds-Other Funds- Ensure that all supervisors and staff are fully Ensure that all supervisors and staff are fully

aware of policies, procedures, guidelines aware of policies, procedures, guidelines and reporting requirements of grant program and reporting requirements of grant program activity and other funding sources. activity and other funding sources.

5 THINGS TO REMEMBER5 THINGS TO REMEMBER

1.1. The Conservation District Board of Supervisors has the The Conservation District Board of Supervisors has the legal authority to expend funds so collected by the legal authority to expend funds so collected by the district.district.

2.2. Ensure that those funds are used legally, wisely and Ensure that those funds are used legally, wisely and for their intended purposes. NO EXCEPTIONS!for their intended purposes. NO EXCEPTIONS!

3.3. Timely report any and all unobligated funds to the Timely report any and all unobligated funds to the appropriate agency. appropriate agency.

4.4. Make a written request to change any funding purpose. Make a written request to change any funding purpose. 5.5. Ensure that all program reports are filed on time to the Ensure that all program reports are filed on time to the

appropriate agency. appropriate agency.

CONSERVATION DISTRICT CONSERVATION DISTRICT SUPERVISORS ARE LEGALLY SUPERVISORS ARE LEGALLY

RESPONSIBLE TO UTILIZE FUNDS FOR RESPONSIBLE TO UTILIZE FUNDS FOR THEIR INTENDED PURPOSE AND ARE THEIR INTENDED PURPOSE AND ARE TO BE HELD ACCOUNTABLE FOR THE TO BE HELD ACCOUNTABLE FOR THE

PROTECTION AND WISE USE OF PROTECTION AND WISE USE OF TAXPAYER FUNDS. TAXPAYER FUNDS.

The Conservation The Conservation PartnershipPartnership

A strong partnership exists among A strong partnership exists among Kentucky’s local conservation districts, the Kentucky’s local conservation districts, the state conservation agency and the USDA state conservation agency and the USDA Natural Resources Conservation Service Natural Resources Conservation Service (NRCS). (NRCS).

Of course, this partnership is not just limited Of course, this partnership is not just limited to those listed. to those listed.

More PartnersMore Partners Kentucky Association of Conservation DistrictsKentucky Association of Conservation Districts Soil and Water Conservation CommissionSoil and Water Conservation Commission Kentucky Association of Conservation District’s AuxiliaryKentucky Association of Conservation District’s Auxiliary Kentucky Association of Conservation District Kentucky Association of Conservation District

EmployeesEmployees University of Kentucky Cooperative Extension ServiceUniversity of Kentucky Cooperative Extension Service Kentucky Division of ForestryKentucky Division of Forestry Kentucky Farm BureauKentucky Farm Bureau Governor’s Office of Agriculture PolicyGovernor’s Office of Agriculture Policy Kentucky Department of AgricultureKentucky Department of Agriculture Kentucky Division of WaterKentucky Division of Water And many more…And many more…

This gives you an idea of the many groups This gives you an idea of the many groups that it takes to put conservation on the that it takes to put conservation on the ground.ground.

Each of these groups provides a unique role Each of these groups provides a unique role and in some cases, provides an equal and in some cases, provides an equal responsibility in the partnership. But they responsibility in the partnership. But they all provide leadership and the promotion of all provide leadership and the promotion of the wise use of our natural resources. the wise use of our natural resources.

Roles of the Key PartnersRoles of the Key Partners

The Local Conservation District The Local Conservation District Identify resource concernsIdentify resource concerns Work with local citizensWork with local citizens Promote conservationPromote conservation Provide “grass roots” support-You provide the Provide “grass roots” support-You provide the

voice of conservation! voice of conservation!

The State LevelThe State Level

The Division of ConservationThe Division of Conservation Obtain financial resources to accomplish Obtain financial resources to accomplish

conservation district functionsconservation district functions Address critical issues identified by local Address critical issues identified by local

conservation districtsconservation districts Provide program support to conservation Provide program support to conservation

districtsdistricts

The State LevelThe State Level

Soil and Water Conservation CommissionSoil and Water Conservation Commission Can take any action it deems necessary to Can take any action it deems necessary to

properly assist conservation districts in properly assist conservation districts in carrying out their functions, powers, carrying out their functions, powers, duties, responsibilities and programs in duties, responsibilities and programs in accordance with KRS 262.accordance with KRS 262.

Furnishes financial aid to districtsFurnishes financial aid to districts Formulate and adopt policy and rulesFormulate and adopt policy and rules

The State LevelThe State Level

Kentucky Association of Conservation Kentucky Association of Conservation DistrictsDistricts

Works with the General Assembly on Works with the General Assembly on conservation legislationconservation legislation

Sponsors many educational opportunitiesSponsors many educational opportunities Liaison between local conservation Liaison between local conservation

districts and the National Association of districts and the National Association of Conservation DistrictsConservation Districts

The Federal LevelThe Federal Level

Natural Resources Conservation Services (NRCS)Natural Resources Conservation Services (NRCS) Provides assistance in identifying local natural Provides assistance in identifying local natural

resource concernsresource concerns Assessment of conditionsAssessment of conditions Identification of programs and resources to meet Identification of programs and resources to meet

those needsthose needs Technical expertise on conservation practicesTechnical expertise on conservation practices

Conservation District Conservation District Promotion / MarketingPromotion / Marketing

Getting Your LocalGetting Your Local

Conservation District Recognized Conservation District Recognized in the Communityin the Community

Physical OfficePhysical Office

Outdoor signage and Outdoor signage and indoor directional indoor directional signssigns

Welcoming EntranceWelcoming Entrance Guest sitting areaGuest sitting area Brochures and Brochures and

pamphlets displayedpamphlets displayed Answering machine Answering machine

for when office is for when office is closedclosed

Office OperationsOffice Operations

Consistent way of answering the telephone.Consistent way of answering the telephone. Consistent local Soil Conservation District Consistent local Soil Conservation District

letterheads for letters, FAX cover sheets, letterheads for letters, FAX cover sheets, envelopes, etc.envelopes, etc.

Informational brochures & pamphletsInformational brochures & pamphlets Name tags for staffName tags for staff Shirts with local District name and/or logoShirts with local District name and/or logo Effective use of e-mail among staff and Effective use of e-mail among staff and

supervisorssupervisors

NetworkingNetworking

Booth Displays: 4-H Fair, Flower & Patio Show, Booth Displays: 4-H Fair, Flower & Patio Show, field days, trade shows, Ag. Days, seed & field days, trade shows, Ag. Days, seed & fertilizer dealers, Farm Credit, Etc. fertilizer dealers, Farm Credit, Etc.

Attend and/or serve on various community Attend and/or serve on various community committees- river watch, community clean-up, committees- river watch, community clean-up, etc.etc.

Offer to give presentations for service clubs and Offer to give presentations for service clubs and organizationsorganizations

Sponsor or co-sponsor events, seminars and Sponsor or co-sponsor events, seminars and training programs.training programs.

Direct MailDirect Mail

Newsletters, special Newsletters, special promotions or tree promotions or tree sale, flyers, etc.sale, flyers, etc.

Obtain information Obtain information (name, address, (name, address, phone, and e-mail) phone, and e-mail) from every person from every person who attends any of who attends any of your programs.your programs.

Web SiteWeb Site An effective site can help build awareness and An effective site can help build awareness and

credibility of your District.credibility of your District. Keep it up-to-date and change information Keep it up-to-date and change information

periodically.periodically. On home page include: office phone number, On home page include: office phone number,

address, FAX number, and e-mail addresses.address, FAX number, and e-mail addresses. Include links of other related agencies & Include links of other related agencies &

organizations. Ask for them to also include a organizations. Ask for them to also include a link to your site on their page.link to your site on their page.

Page can be added on local government web Page can be added on local government web pagepage

Keep it Simple.Keep it Simple.

MediaMedia

NewspaperNewspaper An article and press release with a An article and press release with a

photograph gains more attention than a paid photograph gains more attention than a paid advertisement. advertisement.

Be sure to send the information to a specific Be sure to send the information to a specific person.person.

Try to include something periodically (bi-Try to include something periodically (bi-weekly, monthly, etc.)weekly, monthly, etc.)

Submit articles for other business and Submit articles for other business and organization newslettersorganization newsletters

Give ACCURATE information and adviceGive ACCURATE information and advice

MediaMedia Phone BookPhone Book

Work with county Work with county officials to try to officials to try to get multiple get multiple listings.listings.

Road SignsRoad Signs Keep information Keep information

as simple as as simple as possiblepossible

Review all county Review all county signage policiessignage policies

Give Away AdvertisingGive Away Advertising

Everyone likes to receive free itemsEveryone likes to receive free items Be sure to include the Conservation District Be sure to include the Conservation District

Name, phone number, and/or web site.Name, phone number, and/or web site.

Examples of items: pencils, pens, Examples of items: pencils, pens, refrigerator magnets, flyers, buttons, refrigerator magnets, flyers, buttons, stickers, hats, shirts, mugs, date books, fly stickers, hats, shirts, mugs, date books, fly swatters, rulers, yard sticks, ect.swatters, rulers, yard sticks, ect.

It takes time to develop

name-recognition.

It will not happen over night, so be patient.

Conservation District Conservation District Supervisors and OfficersSupervisors and Officers

Responsibilities and RightsResponsibilities and Rights

Conservation District PurposeConservation District Purpose

The purpose of a soil and water The purpose of a soil and water conservation district is to conserve and conservation district is to conserve and develop all renewable natural resources develop all renewable natural resources within the district (KRS 262.200).within the district (KRS 262.200).

District is authorized to sponsor and District is authorized to sponsor and participate in projects/activities that participate in projects/activities that promote conservation, development, promote conservation, development, maintenance, use of renewable resources.maintenance, use of renewable resources.

Possible projects/activitiesPossible projects/activities Conservation practices Conservation practices

on agricultural landson agricultural lands Control of soil erosionControl of soil erosion Retardation of water Retardation of water

runoffrunoff Construction of flood Construction of flood

prevention structuresprevention structures Maintenance of flood Maintenance of flood

plainsplains Preservation of Preservation of

wilderness areaswilderness areas Protection of fish and Protection of fish and

wildlifewildlife

Watershed stabilizationWatershed stabilization Avoidance/abatement of Avoidance/abatement of

sedimentation and/or sedimentation and/or pollution in water bodiespollution in water bodies

Forestation and Forestation and reforestationreforestation

Establishment of parks Establishment of parks and other outdoor and other outdoor recreation areasrecreation areas

Protection of open space Protection of open space and green areasand green areas

Supervisor QualificationsSupervisor Qualifications

Resident of districtResident of district Filed petition with County Clerk’s officeFiled petition with County Clerk’s office Cannot hold any other elected officeCannot hold any other elected office Any resident who meets the qualifications Any resident who meets the qualifications

for District Supervisor as set forth in KRS for District Supervisor as set forth in KRS 262 is qualified to serve, without regard to 262 is qualified to serve, without regard to race, color, national origin, religion, sex, race, color, national origin, religion, sex, age, or disabilityage, or disability

Supervisor Administrative Supervisor Administrative ResponsibilitiesResponsibilities

Actively participate in board meetings and functions.Actively participate in board meetings and functions. Take an active role in developing district’s annual plan of Take an active role in developing district’s annual plan of

work, budget, annual report, long range plan, etc.work, budget, annual report, long range plan, etc. Identify conservation needs and set priorities.Identify conservation needs and set priorities. Keep informed on legislation and policy.Keep informed on legislation and policy. Know and understand the relationship between partner Know and understand the relationship between partner

agencies.agencies. Cooperate with other board members.Cooperate with other board members. Encourage landowners to participate in programs.Encourage landowners to participate in programs. Encourage proper use and management of district Encourage proper use and management of district

equipment.equipment.

Supervisor Fiscal ResponsibilitiesSupervisor Fiscal Responsibilities

Secure adequate operating funds for the districtSecure adequate operating funds for the district County general funds or millage taxesCounty general funds or millage taxes State Direct Aid contributions and grantsState Direct Aid contributions and grants Business donationsBusiness donations Matching fundsMatching funds

Establish business procedures, accounting, and Establish business procedures, accounting, and financial management of district’s fiscal affairsfinancial management of district’s fiscal affairs

Provide an annual financial report of district Provide an annual financial report of district accounts for the Division of Conservation and accounts for the Division of Conservation and the publicthe public

Supervisor Functional Supervisor Functional ResponsibilitiesResponsibilities

Participate in the annual KACD conventionParticipate in the annual KACD convention Participate in KACD area meetingsParticipate in KACD area meetings Participate in natural resource Participate in natural resource

conservation committeesconservation committees Know business and agricultural leaders in Know business and agricultural leaders in

your communityyour community Be acquainted with farmers in your districtBe acquainted with farmers in your district Prepare and publish articles, newsletters, Prepare and publish articles, newsletters,

guidebooks and other publicationsguidebooks and other publications

Supervisor Educational Supervisor Educational ResponsibilitiesResponsibilities

Encourage and support the development Encourage and support the development of a strong conservation education of a strong conservation education program in your districtprogram in your district

Keep public informed about conservation Keep public informed about conservation programs, opportunities and concernsprograms, opportunities and concerns

District OfficersDistrict Officers

Board should elect at least Chairperson, Board should elect at least Chairperson, Vice Chairperson, and Treasurer or Vice Chairperson, and Treasurer or Secretary/TreasurerSecretary/Treasurer

It is recommended that this is done yearlyIt is recommended that this is done yearly It is recommended that supervisors rotate It is recommended that supervisors rotate

through the officesthrough the offices

Duties of a ChairpersonDuties of a Chairperson Work with administrative secretary to create Work with administrative secretary to create

agenda for meetingagenda for meeting Leads district meetings in accordance with Leads district meetings in accordance with

Robert’s Rules of OrderRobert’s Rules of Order Calls meetings to order at appointed timeCalls meetings to order at appointed time Presides over all district meetingsPresides over all district meetings Preserves order and decorumPreserves order and decorum Votes only in the case of a tie, roll call vote, or Votes only in the case of a tie, roll call vote, or

vote by ballotvote by ballot Assures proper review of all information before Assures proper review of all information before

board takes actionboard takes action

Duties of a Vice ChairpersonDuties of a Vice Chairperson

Is familiar with duties of chairpersonIs familiar with duties of chairperson Presides as chairperson in his/her Presides as chairperson in his/her

absenceabsence

Duties of SecretaryDuties of Secretary

Not required to be a member of the boardNot required to be a member of the board Supervises all written reportsSupervises all written reports Supervises the recording of the minutes of Supervises the recording of the minutes of

all District meetings for their accuracy and all District meetings for their accuracy and compliance with the Open Meetings Actcompliance with the Open Meetings Act

Duties of TreasurerDuties of Treasurer Safeguards the district’s assets and provides a Safeguards the district’s assets and provides a

complete accounting of its financial status.complete accounting of its financial status. Supervises the paying of all district bills.Supervises the paying of all district bills. Verifies the district’s financial standing.Verifies the district’s financial standing. Signs and verifies all bank statements.Signs and verifies all bank statements. Presents the treasurer’s report at each meeting.Presents the treasurer’s report at each meeting. NEVER, EVER signs blank checksNEVER, EVER signs blank checks Assists board with preparing, understanding, Assists board with preparing, understanding,

adopting, and executing an annual budgetadopting, and executing an annual budget Makes sure all revenue and expenditures are in Makes sure all revenue and expenditures are in

annual budget.annual budget.

Section 1619 of the 2008 Farm BillSection 1619 of the 2008 Farm Bill

Keep private information privateKeep private information private Only share information with agencies who Only share information with agencies who

have signed an agreementhave signed an agreement The only exceptions areThe only exceptions are

• Disclose statistical/aggregate information that Disclose statistical/aggregate information that doesn’t include specific individual informationdoesn’t include specific individual information

• Specific written consent by the land owner. Specific written consent by the land owner.

Supervisor ElectionsSupervisor Elections

3 supervisors are up for election this year3 supervisors are up for election this year 2 forms are the2 forms are the

Nominating PetitionNominating Petition Declaration of Campaign TreasurerDeclaration of Campaign Treasurer

Filing deadline is 4:00 pm on August 10Filing deadline is 4:00 pm on August 10thth (22 days away!)(22 days away!)

Every resident of the county is eligible to Every resident of the county is eligible to be a supervisor. be a supervisor.

Incentive Per DiemIncentive Per Diem

Must attend 2 trainings within the fiscal Must attend 2 trainings within the fiscal year (July 1-June 30)year (July 1-June 30) Those trainings includeThose trainings include

• KACD ConventionKACD Convention• Area Meeting (held each spring)Area Meeting (held each spring)• Leadership Development WorkshopsLeadership Development Workshops• 10 minute trainings (4 of 5 for February 2010-June 10 minute trainings (4 of 5 for February 2010-June

2010, 8 of 12 for full fiscal year)2010, 8 of 12 for full fiscal year)• Other training sessions the Commission feels are Other training sessions the Commission feels are

appropriate for district supervisor leadership appropriate for district supervisor leadership developmentdevelopment

Local conservation districts must submit Local conservation districts must submit names of supervisors who have met the names of supervisors who have met the eligibility conditions into DOC for eligibility conditions into DOC for Commission approval. Commission approval.

Incentive pay can be up to $25 Incentive pay can be up to $25 $50 regular plus $25 for maximum of $75.$50 regular plus $25 for maximum of $75.