1. Conservation District Supervisor Accreditation Module 6: Responsibilities and Duties of A Supervisor

2. What you’ll learn in this module:  What are the characteristics of a good Supervisor?  What are the routine duties of a Supervisor?  What is the range of a Conservation District Supervisor’s responsibilities?

3. Discussion questions:  What are the common reasons a community citizen might seek a supervisor post?  What are the key activities of a supervisor?  How is work divided among supervisors?  What is the role of the conservation district supervisor in area, state, and national planning?

4. Motivation for Leadership  Some people seek a supervisor post because it provides a social outlet.  Some people seek a post to be closer to the center of information or to “power broker” information.  Some people seek an opportunity to accomplish a specific personal goal

5. Motivation for Leadership  Some people seek an opportunity to make a substantial difference in conservation practices within a local community or statewide.  Why are you here? What are your goals for conservation? What accomplishment would make you feel successful as a supervisor/staff person?

6. Characteristics of Good Supervisors  The public elects a supervisor to assume the responsibility of directing the sustainable use of the district's basic resources. Supervisors should be enthusiastic, instill trust and be leaders among their neighbors. Supervisors should be enthusiastic, instill trust and be leaders among their neighbors. Supervisors should be aware of the resource needs within the district and actively seek input for solutions. Supervisors should be aware of the resource needs within the district and actively seek input for solutions. Supervisors should promote the ethic of resource stewardship among residents and encourage active cooperation of producers within the district. Supervisors should promote the ethic of resource stewardship among residents and encourage active cooperation of producers within the district.

7. Characteristics of Good Supervisors (cont.)  Supervisors need to be familiar with: State laws that affect districts; State laws that affect districts; The functions of the State Conservation Commission; The functions of the State Conservation Commission; Resources available from the State; Resources available from the State; And with resources available from local and Federal partners. And with resources available from local and Federal partners.  Supervisors should serve as examples of conservation management by practicing applicable conservation methods.

8. Characteristics of Good Supervisors (cont.)  Supervisors should recognize the need for stewardship of the supervisor positions. This includes: Faithful attendance at district meetings and functions. Faithful attendance at district meetings and functions. Carrying their weight as part of the district team. Carrying their weight as part of the district team. Honorably resigning if business or personal interests makes it impossible to perform assigned duties. Honorably resigning if business or personal interests makes it impossible to perform assigned duties.

9. Common Duties of a Supervisor  Chairperson takes the overall leadership of the district and is to: Preside at all meetings Preside at all meetings Plan and write agenda, open and close meeting Plan and write agenda, open and close meeting Monitor work plan activities completion Monitor work plan activities completion Appoint and monitor committees Appoint and monitor committees Assure proper review of all information before board action is taken Assure proper review of all information before board action is taken

10.  The Vice-Chairperson has an active responsibility to assist the Chairperson to carry out district work. In the absence of the Chairperson, take all leadership duties In the absence of the Chairperson, take all leadership duties Assist the chairperson in selection and monitoring committees Assist the chairperson in selection and monitoring committees Assist the chairperson to monitor implementation of the work plan Assist the chairperson to monitor implementation of the work plan Common Duties of a Supervisor

11.  The Secretary is not required to be a member of the board. However, it is the responsibility of the board that secretary and treasurer duties are carried out Maintain a complete copy of all records of the meeting including correspondence relating to all board actions Maintain a complete copy of all records of the meeting including correspondence relating to all board actions Keep a roster of all members and others present and absent at all meetings Keep a roster of all members and others present and absent at all meetings Common Duties of a Supervisor

12.  The Treasurer safeguards the district’s assets and provides a complete accounting of its financial status. The board is responsible. Assist in developing the annual budget. Assist in developing the annual budget. Maintain complete and accurate records suitable for audit. Maintain complete and accurate records suitable for audit. Give financial report at board meetings Give financial report at board meetings Common Duties of a Supervisor

13. Conservation District Supervisors  When the residents of a conservation district elect a supervisor, they delegate the responsibility of directing the conservation needs of the district’s natural resources to them.

14. Responsibilities of the District Supervisor  Supervisors are elected to carry out the business of the district. They should: Hold regular monthly meetings with definite planned agenda; Hold regular monthly meetings with definite planned agenda; Develop, implement, and monitor a long range program designed to meet the total resource needs of the district; Develop, implement, and monitor a long range program designed to meet the total resource needs of the district;

15. Responsibilities of the District Supervisor  Supervisors are elected to carry out the business of the district. They should: Develop an annual work plan to meet the goals of the long range program; Develop an annual work plan to meet the goals of the long range program; Provide guidance to assisting agencies on district priorities; Provide guidance to assisting agencies on district priorities; Set up committees to carry out projects and activities; assign areas of responsibility to each board member Set up committees to carry out projects and activities; assign areas of responsibility to each board member

16. Roles of District Supervisors  Be aware of the different natural resource needs within the district and actively seek input for solutions  Be an example of conservation management by practicing applicable conservation methods  Promote the ethic of good resource stewardship among all residents

17. Roles of District Supervisors  Be familiar with laws, policies and program concepts of importance to the district  Manage staff, finances and property of the district  Regularly attend district meetings and functions, take an active role in overseeing your employees’ activities, and generally make conservation district business a priority

18. Responsibilities of the District Supervisor  Develop and implement a realistic budget with a plan for raising funds for projects;  Prepare annual financial statements and progress reports to be submitted to Division of RC&F;  Conduct supervisor elections according to state law;  Support programs of the state and national associations and auxiliaries;

19. Responsibilities of the District Supervisor  Hire and supervise sufficient staff to support district operations. Few supervisors can afford to donate all the time needed to develop an effective district.  Support special activities designed to increase the awareness of conservation practices;

20. Responsibilities of the District Supervisor  Assure all supervisors are protected with surety bonds and insurance for officers and employees as required by law;  Establish and maintain cooperative arrangements with neighboring districts and other local entities of government; and  Collaborate with appropriate federal agencies on all required programs

21. Responsibilities of the District Supervisor  Ethics prohibit the acceptance and solicitation of gifts, compensation or loans by an elected official; it also deals with conflicts of interest.  A conflict of interest may be allowed as long as full and proper disclosure is made.

22. Guidelines For Advisors  Advisors (assistant supervisors) are appointed for several reasons, which may include the following: To help elected supervisors who are donating their time to a very large undertaking; To help elected supervisors who are donating their time to a very large undertaking; To obtain a broader base of public input to district activities; and To obtain a broader base of public input to district activities; and To train new people for the position of elected district supervisor. To train new people for the position of elected district supervisor.  Advisors cannot make motions or vote. This function of elected officials cannot be delegated. However, advisors can participate in all other activities as assigned by the elected supervisors.

23. Advisors should:  Thoroughly understand the conservation district laws and regulations,  Be knowledgeable of the district's long range and annual work plans, goals and policies,  Attend board meetings and participate in discussions and activities, offer opinions and advice,  Assist district supervisors in providing leadership to the district,

24. Advisors should:  Actively promote district programs among friends and neighbors,  Set a good example of resource stewardship, and  Consider him/herself a potential elected supervisor. Many elected supervisors view the advisor's position as a good way to recruit and train future supervisors. Many elected supervisors view the advisor's position as a good way to recruit and train future supervisors.

25. Summary  It is important to understand your own reasons for seeking a supervisor position, learn about goals of your fellow supervisors, and work toward commonly developed goals.

26. Summary  Key responsibilities and duties of a supervisor are: Develop and implement long-range and annual work plans with a budget and fundraising plan to meet district needs; Develop and implement long-range and annual work plans with a budget and fundraising plan to meet district needs; Hire and supervise staff Hire and supervise staff Provide representation and leadership with other governmental and community groups, state agencies, and national agencies to assure the goals of the district are met. Provide representation and leadership with other governmental and community groups, state agencies, and national agencies to assure the goals of the district are met.

27. Summary  The work of the conservation district can be divided among the supervisors, advisors, and staff.  Good long range planning, annual work planning, budgeting, fundraising, and monitoring must be done in a timely manner according to state law.

28. Review Questions  What are the common reasons a citizen might seek a district supervisor post?  What are the key activities of a conservation district supervisor?  How is work divided among supervisors?  What is the role of the supervisor in area, state, and national planning?

29. This Manual is dedicated to making the task of the supervisor easier. Hopefully, it will provide, in one place, most of the basic knowledge and guidance a supervisor needs to efficiently implement a sound and effective conservation program in his district. To obtain a copy of this handbook, contact the Resource Conservation & Forestry Division.