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

Conservation District Conservation District Supervisor Supervisor

AccreditationAccreditationModule 6:Module 6:Responsibilities and Responsibilities and Duties of A SupervisorDuties of A Supervisor

What you’ll learn in this module:What you’ll learn in this module:

What are the characteristics of a good What are the characteristics of a good Supervisor?Supervisor?

What are the routine duties of a What are the routine duties of a Supervisor?Supervisor?

What is the range of a Conservation What is the range of a Conservation District Supervisor’s responsibilities?District Supervisor’s responsibilities?

Discussion questions:Discussion questions:

What are the common reasons a What are the common reasons a community citizen might seek a supervisor community citizen might seek a supervisor post?post?

What are the key activities of a What are the key activities of a supervisor?supervisor?

How is work divided among supervisors?How is work divided among supervisors? What is the role of the conservation district What is the role of the conservation district

supervisor in area, state, and national supervisor in area, state, and national planning?planning?

Motivation for LeadershipMotivation for Leadership

Some people seek a supervisor post because it Some people seek a supervisor post because it provides a social outlet . provides a social outlet .

Some people seek a post to be closer to the Some people seek a post to be closer to the center of information or to “power broker” center of information or to “power broker” information.information.

Some people seek an opportunity to accomplish Some people seek an opportunity to accomplish a specific personal goala specific personal goal

Motivation for LeadershipMotivation for Leadership

Some people seek an opportunity to make Some people seek an opportunity to make a substantial difference in conservation a substantial difference in conservation practices within a local community or practices within a local community or statewide.statewide.

Why are you here? What are your goals Why are you here? What are your goals for conservation? What accomplishment for conservation? What accomplishment would make you feel successful as a would make you feel successful as a supervisor/staff person?supervisor/staff person?

Characteristics of Good SupervisorsCharacteristics of Good Supervisors

The public elects a supervisor to assume the The public elects a supervisor to assume the responsibility of directing the sustainable use of responsibility of directing the sustainable use of the district's basic resources. the district's basic resources. Supervisors should be enthusiastic, instill trust Supervisors should be enthusiastic, instill trust

and be leaders among their neighbors.and be leaders among their neighbors. Supervisors should be aware of the resource Supervisors should be aware of the resource

needs within the district and actively seek input needs within the district and actively seek input for solutions.for solutions.

Supervisors should promote the ethic of resource Supervisors should promote the ethic of resource stewardship among residents and encourage stewardship among residents and encourage active cooperation of producers within the district.active cooperation of producers within the district.

Characteristics of Good SupervisorsCharacteristics of Good Supervisors(cont.)(cont.)

Supervisors need to be familiar with:Supervisors need to be familiar with: State laws that affect districts;State laws that affect districts; The functions of the State Conservation The functions of the State Conservation

Commission; Commission; Resources available from the State;Resources available from the State; And with resources available from local and And with resources available from local and

Federal partners.Federal partners. Supervisors should serve as examples of Supervisors should serve as examples of

conservation management by practicing conservation management by practicing applicable conservation methods. applicable conservation methods.

Characteristics of Good SupervisorsCharacteristics of Good Supervisors(cont.)(cont.)

Supervisors should recognize the need for Supervisors should recognize the need for stewardship of the supervisor positions. stewardship of the supervisor positions. This includes:This includes: Faithful attendance at district meetings and Faithful attendance at district meetings and

functions.functions. Carrying their weight as part of the district Carrying their weight as part of the district

team.team. Honorably resigning if business or personal Honorably resigning if business or personal

interests makes it impossible to perform interests makes it impossible to perform assigned duties. assigned duties.

Common Duties of a SupervisorCommon Duties of a Supervisor

Chairperson takes the overall leadership of Chairperson takes the overall leadership of the district and is to:the district and is to: Preside at all meetingsPreside at all meetings Plan and write agenda, open and close meetingPlan and write agenda, open and close meeting Monitor work plan activities completionMonitor work plan activities completion Appoint and monitor committeesAppoint and monitor committees Assure proper review of all information before Assure proper review of all information before

board action is takenboard action is taken

The Vice-Chairperson has an active The Vice-Chairperson has an active responsibility to assist the Chairperson to responsibility to assist the Chairperson to carry out district work.carry out district work. In the absence of the Chairperson, take all In the absence of the Chairperson, take all

leadership duties leadership duties Assist the chairperson in selection and Assist the chairperson in selection and

monitoring committeesmonitoring committees Assist the chairperson to monitor Assist the chairperson to monitor

implementation of the work planimplementation of the work plan


The Secretary is not required to be a The Secretary is not required to be a member of the board. However, it is the member of the board. However, it is the responsibility of the board that secretary responsibility of the board that secretary and treasurer duties are carried outand treasurer duties are carried out Maintain a complete copy of all records of the Maintain a complete copy of all records of the

meeting including correspondence relating to meeting including correspondence relating to all board actionsall board actions

Keep a roster of all members and others Keep a roster of all members and others present and absent at all meetingspresent and absent at all meetings


The Treasurer safeguards the district’s The Treasurer safeguards the district’s assets and provides a complete assets and provides a complete accounting of its financial status. The accounting of its financial status. The board is responsible. board is responsible. Assist in developing the annual budget.Assist in developing the annual budget. Maintain complete and accurate records Maintain complete and accurate records

suitable for audit. suitable for audit. Give financial report at board meetingsGive financial report at board meetings


Conservation District Conservation District SupervisorsSupervisors

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

Responsibilities of the District Responsibilities of the District SupervisorSupervisor

Supervisors are elected to carry out the Supervisors are elected to carry out the business of the district. They should:business of the district. They should: Hold regular monthly meetings with definite Hold regular monthly meetings with definite

planned agenda;planned agenda; Develop, implement, and monitor a long Develop, implement, and monitor a long

range program designed to meet the total range program designed to meet the total resource needs of the district;resource needs of the district;


Supervisors are elected to carry out the Supervisors are elected to carry out the business of the district. They should:business of the district. They should: Develop an annual work plan to meet the Develop an annual work plan to meet the

goals of the long range program;goals of the long range program; Provide guidance to assisting agencies on Provide guidance to assisting agencies on

district priorities;district priorities; Set up committees to carry out projects and Set up committees to carry out projects and

activities; assign areas of responsibility to activities; assign areas of responsibility to each board membereach board member

Roles of District SupervisorsRoles of District Supervisors Be aware of the different natural resource Be aware of the different natural resource

needs within the district and actively seek needs within the district and actively seek input for solutionsinput for solutions

Be an example of conservation Be an example of conservation management by practicing applicable management by practicing applicable conservation methodsconservation methods

Promote the ethic of good resource Promote the ethic of good resource stewardship among all residentsstewardship among all residents

Roles of District SupervisorsRoles of District Supervisors Be familiar with laws, policies and program Be familiar with laws, policies and program

concepts of importance to the districtconcepts of importance to the district Manage staff, finances and property of the Manage staff, finances and property of the

districtdistrict Regularly attend district meetings and Regularly attend district meetings and

functions, take an active role in overseeing functions, take an active role in overseeing your employees’ activities, and generally your employees’ activities, and generally make conservation district business a priority make conservation district business a priority


Develop and implement a realistic budget with a Develop and implement a realistic budget with a plan for raising funds for projects; plan for raising funds for projects;

Prepare annual financial statements and Prepare annual financial statements and progress reports to be submitted to Division of progress reports to be submitted to Division of RC&F;RC&F;

Conduct supervisor elections according to state Conduct supervisor elections according to state law;law;

Support programs of the state and national Support programs of the state and national associations and auxiliaries;associations and auxiliaries;


Hire and supervise sufficient staff to support Hire and supervise sufficient staff to support district operations. Few supervisors can district operations. Few supervisors can afford to donate all the time needed to afford to donate all the time needed to develop an effective district. develop an effective district.

Support special activities designed to Support special activities designed to increase the awareness of conservation increase the awareness of conservation practices;practices;


Assure all supervisors are protected with surety Assure all supervisors are protected with surety bonds and insurance for officers and employees bonds and insurance for officers and employees as required by law;as required by law;

Establish and maintain cooperative Establish and maintain cooperative arrangements with neighboring districts and arrangements with neighboring districts and other local entities of government; and other local entities of government; and

Collaborate with appropriate federal agencies Collaborate with appropriate federal agencies on all required programson all required programs


Ethics prohibit the acceptance and solicitation of Ethics prohibit the acceptance and solicitation of gifts, compensation or loans by an elected gifts, compensation or loans by an elected official; it also deals with conflicts of interest.official; it also deals with conflicts of interest.

A conflict of interest may be allowed as long as full A conflict of interest may be allowed as long as full and proper disclosure is made.and proper disclosure is made.

Guidelines For AdvisorsGuidelines For Advisors Advisors (assistant supervisors) are appointed for Advisors (assistant supervisors) are appointed for

several reasons, which may include the following: several reasons, which may include the following: To help elected supervisors who are donating their time To help elected supervisors who are donating their time

to a very large undertaking; to a very large undertaking; To obtain a broader base of public input to district To obtain a broader base of public input to district

activities; and activities; and To train new people for the position of elected district To train new people for the position of elected district

supervisor.supervisor. Advisors Advisors cannotcannot make motions or vote. This make motions or vote. This

function of elected officials cannot be delegated. function of elected officials cannot be delegated. However, advisors can participate in all other However, advisors can participate in all other activities as assigned by the elected supervisors. activities as assigned by the elected supervisors.

Advisors should:Advisors should:

Thoroughly understand the conservation district Thoroughly understand the conservation district laws and regulations,laws and regulations,

Be knowledgeable of the district's long range Be knowledgeable of the district's long range and annual work plans, goals and policies,and annual work plans, goals and policies,

Attend board meetings and participate in Attend board meetings and participate in discussions and activities, offer opinions and discussions and activities, offer opinions and advice,advice,

Assist district supervisors in providing leadership Assist district supervisors in providing leadership to the district,to the district,

Advisors should:Advisors should: Actively promote district programs among Actively promote district programs among

friends and neighbors,friends and neighbors, Set a good example of resource Set a good example of resource

stewardship, andstewardship, and Consider him/herself a potential elected Consider him/herself a potential elected

supervisor.supervisor.

Many elected supervisors view the advisor's Many elected supervisors view the advisor's position as a good way to recruit and train position as a good way to recruit and train future supervisors.future supervisors.

SummarySummary

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

SummarySummary

Key responsibilities and duties of a Key responsibilities and duties of a supervisor are:supervisor are: Develop and implement long-range and Develop and implement long-range and

annual work plans with a budget and annual work plans with a budget and fundraising plan to meet district needs;fundraising plan to meet district needs;

Hire and supervise staffHire and supervise staff Provide representation and leadership with Provide representation and leadership with

other governmental and community groups, other governmental and community groups, state agencies, and national agencies to state agencies, and national agencies to assure the goals of the district are met.assure the goals of the district are met.

SummarySummary The work of the conservation district can The work of the conservation district can

be divided among the supervisors, be divided among the supervisors, advisors, and staff. advisors, and staff.

Good long range planning, annual work Good long range planning, annual work planning, budgeting, fundraising, and planning, budgeting, fundraising, and monitoring must be done in a timely monitoring must be done in a timely manner according to state law. manner according to state law.

Review QuestionsReview Questions What are the common reasons a citizen What are the common reasons a citizen

might seek a district supervisor post?might seek a district supervisor post? What are the key activities of a What are the key activities of a

conservation district supervisor?conservation district supervisor? How is work divided among supervisors?How is work divided among supervisors? What is the role of the supervisor in area, What is the role of the supervisor in area,

state, and national planning?state, and national planning?

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.

Documents

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