Supervisor Manual-New Version February 2021

Ten Minute Trainings

• Module 3-310 Law   Access Passcode: VBgz?63O
• Module 3 PDF

Elections Information

• Declaration for Nomination and Oath of Candidacy 2021
• Oath of Office
• Oath of Office Instructions

Other

• Supervisor Terms tracking sheet
• Supervisor Attendance Form

Montana Stream Permitting Book

A Guide to Stream Permitting for Conservation Districts and Others

FORMS

Instructions for Joint Application

Joint Application-Fillable

Emergency Form

Complaint Form

310 Related

• 310 Permit Database
• 310 Fee Memo
• 310 Legal Opinions
• 310 Court Decisions
• 310 Permit Fees (Q&A)
• Current 310 Model Rules for CDs
• 310 Training-Administrator’s Perspective
• 310 Permit Procedures list-Lewis and Clark

Sample Time Sheets:

Sample Position Descriptions:

Sample Performance Appraisal Forms:

Conservation District Law Book

Conservation District Operations Audit-2021

Conservation District Personnel Policy

Conservation District Records Retention Schedules

Funding Opportunity for Conservation Districts

Vendor Invoice (doc) Vendor Invoice (pdf)

Standard Rental Agreement for Conservation Districts

Standard Contract For Services

Water Reservation Slides

Missouri River Basin

Water Reservations Information

Yellowstone Water Reservations

Statewide Employee Training-SET

Every other year on odd years, the EO works to put together a Statewide Employee Training on timely topics. The Committee has already started planning this year’s training, and it will likely be August 27th-29th, with the 27th (Sunday) to be a travel day. More information will be coming out soon!

Employee Roundtables

While Conservation District Employees have always met, it was usually only quarterly for Areas, or semi-annually or annually at the Spring Board meeting and MACD Convention.  Born of the Covid pandemic, the Roundtables happen on a monthly basis, on the 3rd Wednesday of every month at 10 am.  The meeting link is sent out via email to those on the MACD Administrator and MACD Alternative Administrator list serves prior to each Roundtable.

If you’re interested in presenting on any of these topics or to get on the list for the meeting link, contact Chris Evans at chris@lewisandclarkcd.org or call 406-389-3884.

The draft list of topics for 2023 are below. Topics below be pre-empted by some other opportunities-stay tuned!

Roundtable Hiatus through August 2023-Will resume in September!
September 20-Planning for your District’s future-CD Operations Audit, Strategic, Annual, Budget, Succession planning
October 18-Personnel-Hiring, incentives for keeping staff, personnel documents
November-Not a Roundtable, since it’s during Convention
December 20-CD Basics-History, Acronyms, NRCS/CD Relationship, other agencies, etc.

If you have ideas for Roundtable Topics or other training requests, please fill out this form.

More and more, Conservation Districts are having to negotiate the perils of the SAM.Gov (system awards management) system for accessing federal grant funds.

Deanna Langman with Big Sky Economic Development recently had some tips for Conservation Districts and their SAM.gov registrations.

• FAQs, guides and renewal instructions can be found at this LINK.
• SAM will send reminders, but she recommends making a reminder tickler on your calendar.
• You may want to book mark the link above and print out the Quick Start Guide for your SAM folder.
• Your organized SAM “folder” should contain login information, UEI, CAGE Code, MPIN, etc.
• To avoid future delays and confusion, she recommends linking SAM registration duties to a job description.
• Also, she recommends creating a second “user account” and linking it to the CD user’s account so that more than one person has access.
• Instructions for adding a user can be found at this LINK.
• Each user should have a primary and secondary method of “two factor” authentication set up in the primary “Login.gov” account (SAM user account).

If your CD is having trouble with your SAM.gov account, Deanna can be reached by calling 406-869-8410 or by emailing deanna@bigskyeda.org.  Her address is 222 North 32nd St., Suite 200, Billings Montana, 59101.

This section of the website is for sharing education tips and tools.

List of Conservation Themed Books for children

Educational Resources on Invasive Species

Many years ago, MACD purchased 4 Rolling River Trailers to be used for youth and adult education events in regard to stream form and function.

These trailers do a really great job at simulating natural processes.  They do require some training to be used though.

Trailers are located at the Richland County CD (julie.goss@mt.nacdnet.net or richlandcd@gmail.com) office, the Cascade County CD (tenlee@cascadecd.com or secretary@cascadecd.com)  office, the Flathead CD (samantha@flatheadcd.org) office and the Lewis and Clark CD (chris@lewisandclarkcd.org or joe@lewisandclarkcd.org) office. Spring, Summer and Fall, the trailers can book up pretty fast, so plan ahead and get your time reserved for one of the trailers as soon as possible. Some Districts will provide the presenter, most do not have that capacity.

If a District would like to get some training and use the trailers, they need to contact one of those offices to set up a user agreement. Typically, most trailer hosts will provide this training, but the Employee Organization may work on organizing a training on how to use the trailer. Trailers should not be operated without training.

Currently, there is no fee to use the trailers (Cascade’s trailer requires a damage deposit), though the Trailer Team, a subsidiary of the MACD Work Group, will be meeting soon to discuss some potential changes.  The Lewis and Clark CD currently sponsors a Trailer Maintenance Grant, but the trailers are aging and the grant doesn’t cover abuse or accidental damage.  A damage deposit or user fee may be the end result.

There are 2 guides that were put together in 2020 with more information on the use and transport of the trailers; the User Guide and the Transport Guide.

The Employee Organization worked with the NRCS to put together some standard processes for onboarding a new CD employee in a co-located building. Which paperwork you need to use depends on whether your District is on the USDA computer network or not.

Building Access Only Process

Network AND Building Access

FORMS

Person Model PII Sheet

e-Quip Invite

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The Employee Handbook is a more thorough take on what we CD Employees do.  However, for those new to the office, we wanted a more succinct “First Week on the Job” crash course.  We’ve done some edits on the original “field guide” and will be getting these out to District soon!

New Employee Orientation Guide

2023 Handbook-NEW!!!!

If you see a need for an addition or changes, please email chris@lewisandclarkcd.org.