Catalog of Sample Policies for Pennsylvania's Conservation Districts

General Financial Policies
(California Resource Conservation District Assistance Program)

The Board of Directors, as the governing body of the Shasta Conservation District, formulates financial policies. The Board may chose to delegate some responsibilities for administration of financial policies to the Board's appointed representative.

The Fiscal Officer, under the supervision of the Administrative Manager, is responsible to the Board of Directors for the management of financial operations.

The Administrative Manager is responsible to the Board of Directors for managing office staff. The Projects Manager is responsible for operating staff and operations of specific projects within the budget parameters approved by the Board of Directors. Further reference to managers in this document refers to both the Projects and Administrative Manager.

Financial duties and responsibilities must be separated so that no one employee or Board member has sole control over cash receipt, disbursements, payrolls, reconciliation of bank accounts, etc.

Separate ledger accounts for specific projects will be maintained as required by the funding source regulations.

General Operations ledger, including all specific projects and RCD operations costs, will be maintained by the Fiscal Officer.

All forms will be completed in blue or black ink and typed, if appropriate.

Costs will be allocated by actual identifiable expenses and/or proportioned by time spent or usage of funding source.

The District will use a bookkeeping system in accordance with contractual obligations.

The District's fiscal year is July 1 to June 30.

The Fiscal Officer will prepare monthly journal entries representing the financial transactions of the district that must be approved by the Board of Directors.

Financial policies and procedures will be reviewed annually. Any changes to the Financial Policies Manual must be approved by the Board of Directors.

Handling of financial matters by District employees and Directors will conform to the highest ethical standards and the District's Conflict of Interest Policies. No financial transaction or decision of hiring of employees should result in personal financial gain for an employee or Director, or any spouse, relative or personal friend of a Director or employee. Failure to comply with these standards will constitute grounds for removal/dismissal from office or employment.

All incoming mail and checks will be date stamped either directly or on an attached note, whichever is appropriate.