Catalog of Sample Policies for Pennsylvania's Conservation Districts

In his book "Policy Management in the Human Services," John Tropman defines policy as an idea that is embodied in a written document, is ratified by legitimate authority and serves as a guide to action. The major policies of a nonprofit organization - and a conservation district - (1.) are created and ratified by its board of directors; (2.) are (or should be) written down in a policy manual for easy reference; (3.) are (or should be) reviewed frequently to see if they are up-to-date; and (4.) cover every aspect of the organization's - or the conservation district's - business.

Section 9 of Act 217, The Conservation District Law, lists the many powers of Pennsylvania Conservation Districts. One of those powers is "... to make, and from time to time amend and repeal, rules and regulations not inconsistent with this act to carry into effect its purpose and powers." As a governmental unit created by statute (Act 217), Conservation Districts are vested with the authority to adopt policies and procedures for the effective operation of their organizations.

In these times of increased visibility and responsibility for conservation districts, it is more important than ever that district boards and staff conduct district business in ways that are efficient, professional and above-reproach. Conservation districts must be aware that they are public entities and are responsible for implementing approaches to district operations that abide by state and federal law.

One of the primary responsibilities of every district board is to provide guidance and leadership to the district directors, district staff and volunteers. An important management tool to capture the products of the board's decision-making actions and provide guidelines and directions for the daily operations of a conservation districts is the creation of district policies.

By far, the leading contributor to employee, or former employee, legal disputes is inadequate policies and guidelines for employees and management personnel. In many cases, the employee wins simply because they did not know their actions, or lack thereof, violated company policy. Written policies, used to familiarize a new employee with the district's policies and procedures, are essential in answering most of the basic questions about how a district operates.

Policies on personnel administration are tools that can provide guidance that will not only enable the district to hire and oversee the work of qualified employees but also ensure that its decisions and practices conform to legal guidelines.

Even if your district's staff members are employees of the County and you follow the County's personnel policies, your district should adopt operational policies that guide how your district conducts business. Written policies make employees - and the public - aware of what the district expects with regard to performance and conduct. Policies on subjects such as access to files, public comments at district meetings and fees for services assist the board and the district manager to run the district efficiently and professionally and reduce the possibility of the district being seen as reactionary, biased, or arbitrary.

Let's not forget the Board of Directors' fiduciary responsibilities. Every conservation district should have - and follow - written policies on how district funds are collected, accessed, used and accounted for. Board-specific policies should also be created. These may include topics such as expense reimbursement and conflict of interest.