BASICS OF DISTRICT BOARD MEETINGS

PURPOSES OF MEETINGS Meetings are fundamental to conducting conservation district business. Meetings are fundamental to conducting conservation district business. Monthly board meetings have two basic purposes: to decide on conservation district policies and monitor implementation of these policies. Monthly board meetings have two basic purposes: to decide on conservation district policies and monitor implementation of these policies. Board meetings also serve social, educational, inspirational, and communication purposes. Board meetings also serve social, educational, inspirational, and communication purposes.

OPEN MEETINGS Board meetings must be open to the public, except for special circumstances. Board meetings must be open to the public, except for special circumstances. Conservation districts fall under the “Sunshine Law” (CRS ) which states: “a local public body shall be deemed to have given full and timely notice if the notice of the meeting is posted in a designated public place within the boundaries of the local public body not less that twenty-four hours prior to the holding of the meeting.” Conservation districts fall under the “Sunshine Law” (CRS ) which states: “a local public body shall be deemed to have given full and timely notice if the notice of the meeting is posted in a designated public place within the boundaries of the local public body not less that twenty-four hours prior to the holding of the meeting.” The public place or places for posting such notice shall be designated annually at the district’s first regular meeting each calendar year. Notices must be posted in at least three public places and in the office of the county clerk and recorder of each county in which the district is located. Special meetings must be posted at least three days prior to the meeting (CRS (2)). The public place or places for posting such notice shall be designated annually at the district’s first regular meeting each calendar year. Notices must be posted in at least three public places and in the office of the county clerk and recorder of each county in which the district is located. Special meetings must be posted at least three days prior to the meeting (CRS (2)).

MEETING NOTIFICATION Participants should be notified well ahead of the meeting. Participants should be notified well ahead of the meeting. This notification should include an agenda, listing the reason for the meeting, location, time, items to be discussed, and estimated meeting length. This notification should include an agenda, listing the reason for the meeting, location, time, items to be discussed, and estimated meeting length.

AGENDA Most meeting agendas follow this basic order of business. Most meeting agendas follow this basic order of business. 1. Call to order by the President 2. Introduction & recognition of visitors 3. Reading & approval/correction of previous meeting minutes 4. Written financial report 5. Bills submitted for payment 6. Old business 7. New business 8. Correspondence 9. Committee Reports 10. Plans for next meeting 11. Adjournment

DUTIES OF THE PRESIDENT The president sets the meeting agenda; presides at meetings; appoints committees, assigns their responsibilities and asks for their reports; and orients new supervisors. The president sets the meeting agenda; presides at meetings; appoints committees, assigns their responsibilities and asks for their reports; and orients new supervisors. The president cannot vote unless it is to break a tie. Nor can the president make or second a motion. He/she may "entertain a motion," but someone else must state it or second it. The president cannot vote unless it is to break a tie. Nor can the president make or second a motion. He/she may "entertain a motion," but someone else must state it or second it. As executive officer of the district, the president signs for the district and board all contracts, agreements, vouchers, warrants, checks & other papers to conduct the affairs of the district as authorized by the board. As executive officer of the district, the president signs for the district and board all contracts, agreements, vouchers, warrants, checks & other papers to conduct the affairs of the district as authorized by the board.

DUTIES OF THE VICE PRESIDENT The vice president performs all the duties of the president in his/her absence. The vice president performs all the duties of the president in his/her absence. The vice president advises the president on program and policy. The vice president advises the president on program and policy.

DUTIES OF THE SECRETARY The secretary notifies members of each meeting; provides the president with a list of business items to place on the agenda; keeps board meeting minutes, records of committees, and correspondence on behalf of the board; and prepares district reports. The secretary notifies members of each meeting; provides the president with a list of business items to place on the agenda; keeps board meeting minutes, records of committees, and correspondence on behalf of the board; and prepares district reports. The secretary should issue all notices of meetings and should write such letters as the board of supervisors or committees may designate. The secretary should issue all notices of meetings and should write such letters as the board of supervisors or committees may designate. The secretary should keep accurate record of all business done in the meetings, with the exact wording of every motion and whether it was defeated or carried. The minutes should show the names of persons appointed to committees, and it is the duty of the secretary to notify all persons nominated or elected on any committee. The secretary should keep accurate record of all business done in the meetings, with the exact wording of every motion and whether it was defeated or carried. The minutes should show the names of persons appointed to committees, and it is the duty of the secretary to notify all persons nominated or elected on any committee. The secretary should always have a copy of the bylaws; rules' book of parliamentary procedure endorsed by the district; list of members; and a list of unfinished business; copy of which should be given to the presiding officer. The secretary should always have a copy of the bylaws; rules' book of parliamentary procedure endorsed by the district; list of members; and a list of unfinished business; copy of which should be given to the presiding officer. If the district manager carries out these duties, the secretary is responsible for overseeing that they are performed according to district policies. If the district manager carries out these duties, the secretary is responsible for overseeing that they are performed according to district policies.

DUTIES OF THE TREASURER Oversees the conservation district's finances and usually serves as chair of the finance committee. Oversees the conservation district's finances and usually serves as chair of the finance committee. Leads budget development for board approval; receives, deposits and disburses funds; keeps complete financial records and statements; and presents financial report at monthly meetings. Ensures an audit or exemption from audit is conducted. Leads budget development for board approval; receives, deposits and disburses funds; keeps complete financial records and statements; and presents financial report at monthly meetings. Ensures an audit or exemption from audit is conducted. If these duties are carried out by district manager, the treasure should oversee that they are performed in accordance to district policies. If these duties are carried out by district manager, the treasure should oversee that they are performed in accordance to district policies.

Minutes Minutes should contain: Minutes should contain: 1. Date, time and place of meeting 2. Whether it is a regular or special meeting 3. Name of person presiding 4. The names of those present and board members absent 5. All motions, whether adopted or rejected 6. The name of the person making the second need not be recorded 7. Name and signature of secretary

PRODUCTIVE MEETINGS Start and end meetings on time. A good rule is most district board meetings should not take much longer than two hours. Start and end meetings on time. A good rule is most district board meetings should not take much longer than two hours. Follow specific meeting procedures to achieve the purposes of the meeting and use valuable volunteer time wisely. Follow specific meeting procedures to achieve the purposes of the meeting and use valuable volunteer time wisely. Set a monthly and yearly meeting calendar for all board meetings so supervisors know well in advance when meetings will take place. Set a monthly and yearly meeting calendar for all board meetings so supervisors know well in advance when meetings will take place.

ANNUAL MEETINGS Annual meetings are a special type of conservation district meeting. Annual meetings are a special type of conservation district meeting. The main reasons for an annual meeting are to report to the landowners the past accomplishments, the financial status of the district and outline future programs within the district. The main reasons for an annual meeting are to report to the landowners the past accomplishments, the financial status of the district and outline future programs within the district. They are frequently large, banquet style events with an educational or inspiring presentation. They are frequently large, banquet style events with an educational or inspiring presentation. Annual meetings provide an opportunity to interact informally with cooperators, key community leaders, assisting agencies, and others, as well as update them on current district activities and direction. Annual meetings provide an opportunity to interact informally with cooperators, key community leaders, assisting agencies, and others, as well as update them on current district activities and direction. They are also an occasion to recognize supervisors, staff, agencies and individuals who have helped in district programs. They are also an occasion to recognize supervisors, staff, agencies and individuals who have helped in district programs. Make the annual meeting as enjoyable as possible and take advantage of publicity opportunities by sending advance notices to newspapers. Make the annual meeting as enjoyable as possible and take advantage of publicity opportunities by sending advance notices to newspapers.

OTHER MEETINGS Supervisors also participate in meetings of committees, conservation district associations, and groups where they represent the district. Supervisors also participate in meetings of committees, conservation district associations, and groups where they represent the district. Supervisors participating in other meetings as representatives of the district should always inform the meeting participants that they are representing the district. Supervisors participating in other meetings as representatives of the district should always inform the meeting participants that they are representing the district.

“Board Meetings are Important” Meetings are an important tool for your district to get the job done and get it done right. Meetings are an important tool for your district to get the job done and get it done right. They provide face-to-face contact between supervisors, landowners, staff and partners. They provide face-to-face contact between supervisors, landowners, staff and partners. They give focused energy to a specific topic, issue or project. They give focused energy to a specific topic, issue or project. Done well, they are an efficient way to share ideas, debate issues, make decisions, and build community. Done well, they are an efficient way to share ideas, debate issues, make decisions, and build community. Without regular meetings, a district will operate in a vacuum, perhaps drifting away from their intended purpose. Without regular meetings, a district will operate in a vacuum, perhaps drifting away from their intended purpose. Meetings have a way of pulling the group back together. Meetings have a way of pulling the group back together. Strong Districts have productive and regularly scheduled board meetings. Strong Districts have productive and regularly scheduled board meetings. "That's All Folks” "That's All Folks”