Resources for CDs
Annual Financial Report to the Department of Administration
- MACo-Resources & Data Mill Levy forms
- Nancy Everson with MACo: works with counties when there are questions that pertain to the form and its calculations
- Jodi Rogers with Montana League of Cities and Towns can help cities, towns and special purpose districts
- Montana League of Cities and Towns forms
- Conservation District Mill Levy
- Slides of Process
Audits and Reviews
Administrator Timelines and Duties
- Monthly Duties-Julie Goss (Richland CD)
- Monthly Timeline-edited by Lewis and Clark CD
- Administrator Duties list
- Weekly Planner
- Mill Levy Verification Form (required by DNRC when applying for grants. Should be completed by the County Clerk and Recorder and returned to the Conservation District)
- Procurement Table and Definitions 2021
- Billing Sheet
- Grant Status Report
- Grant Tracking
- Grant Wage Reimbursement Log
- Grant Wage Reimbursement Log non-PERS
- Monthly Payment information
- Reimbursement Cheat Sheet
- Vendor invoice
- Contractor Insurance Requirements
- Contract Management
- Grant Writing Basics
- New Personnel-Procedures
- Payroll Procedures
- Evaluation Process Sample
- Timesheet sample 1
- Timesheet sample 2
- Something to remember is that if your CD is co-located in a USDA building, there are forms to fill out. Speak with your District Conservationist and look here for more information.
- Montana Public Employees Retirement Administration (MPERA) runs the Public Employees Retirement System (PERS). Districts are eligible to participate if they’d like. There are forms required. Please contact MPERA at 1-877-275-7372
- BARS Chart of Accounts Presentation
- Wage Tracking Tool
- Paying Employees
- Paying taxes and liabilities
- Items to Remember
- Class list sample 1
- Class list sample 2
- Chart of Accounts Sample 1
- Chart of Accounts Sample 2
- QuickBooks 101
- Social Media Model Policy-For Districts to edit for their own adoption
Partners to Districts
Districts partner with a variety of organizations and agencies. The list includes, but isn’t limited to:
- DNRC-Conservation Districts Bureau
- Montana Association of Conservation Districts
- Natural Resources Conservation Service
- Montana Department of Fish, Wildlife and Parks
- County Extension
- County Weed District
- Land Trusts
- Farm Bureau Chapters
- Local Education Groups
Don’t limit yourself to the traditional partners, think outside the box!
Elected Supervisor Roles and Responsibilities-Training done at 2023 MACD Convention
Ten Minute Trainings
- Duties of the Officers
- Sturgis Parliamentary Procedures
- Contract Management
- Personnel Management (Part 1)
- Personnel Management Part 2
- Natural Resource Issues
- Developing a Project
- Developing a Project (part 2)
- District Authority
- Holiday Pay for Employees
- Working With Legislators
- Open Meeting Act
- Developing a Project Worksheet
- Developing a Project-Mid Year Check
2021 Supervisor Training Modules
Montana Stream Permitting Book
- 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:
We are working on setting up a committee to plan annual training in spring/summer 2024. We’d like to do it in central Montana, preferably someplace that has multiple training rooms available so that we can break into groups for different training.
If you would like to be part of the planning committee, please contact email@example.com.
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.
The list below contains the dates and topics (may change if necessary) for Roundtables for 2024.
|Supervisor Elections from the Employee Perspective
|Chris Evans-Lewis & Clark CD
|Emotional First Aid
|Kody Ramler with ComPsych
|District Planning & Succession Planning
|Terry Profota/Steph Criswell
|Creating and Running Education Programs
|Sydney Lyons-Gallatin CD
|Grants-Writing, Management (reporting and financial) & Project mgt.
Bryan Vogt-Missoula CD, Caroline McDonald-Lake County CD
|Stream Permitting-Working the program and using Gilly too
|Samantha Tappenbeck-Flathead & Becky Clements-Gallatin
|Mill Levy Discussion-Calculating, Expectations, Working with your county
|Someone from LGS???
|Radley Watkins-Missoula CD
|Onboarding and Managing New Employees
|Becky Clements-Gallatin CD
|Best Financial Practices for Your CD
|QuickBooks-Working in Desktop and Online
|Managing Private Information
|Kyle Tackett-NRCS & Steph Criswell-DNRC
|Grants mgt. & Planning
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 firstname.lastname@example.org. Her address is 222 North 32nd St., Suite 200, Billings Montana, 59101.
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 (email@example.com or firstname.lastname@example.org) office, the Cascade County CD (email@example.com or firstname.lastname@example.org) office, the Flathead CD (email@example.com) office and the Lewis and Clark CD (firstname.lastname@example.org or email@example.com) 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.
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.
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!