National Conservation District Employees Association District Employees Put Conservation on the Land

District Employee Association Handbook
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Forward

In the late 1960's and early 1970' s, NACD encouraged districts to expand their horizons by providing a wide range of services to their constituents. To do this required a significant growth in the leadership role of conservation district officials and significant change in program direction and policy decisions.

This growth and change necessitated an increase in district staff to carry out the policy and program directives. There are now nearly 6,000 employees working in 2,931 districts.

Employee associations were a natural outgrowth as the number of employees grew in states. They answer the needs of district employees in several ways.

• First, through coordinated training, they provide a mechanism for professional growth of district staff through coordinated training. They also keep employees up to date on conservation issues and technologies.
• Secondly, associations allow expression of individual and collective energies of district employees in a wide range of assistance to conservation districts and district officials.
• Third, they harness the considerable expertise of district employees on resource issues and disseminate this expertise across the state, region, or nation.
• Last, but not least, they provide a sense of "belonging" which extends beyond the bounds of individual districts and binds people to the cause of soil and water conservation.

In 1989, the NACD leadership established a "Special Committee" comprised of one district employee representative from each of the (7) NACD regions to fully explore the issue of district employee involvement in NACD. The "Committee", during the 1990 NACD conference in San Diego, voted unanimously to form a "National Conservation District Employees Association" that would be affiliated with NACD.

Bylaws of the National Conservation District Employees Association (NCDEA) were adopted by the Committee of seven (7) regional representatives on February 3, 1992 at the NACD conference in Reno, Nevada. On February 4,1992. NACD Council Members passed an amendment to NACD bylaws establishing NCDEA as a NACD affiliated organization.

• NACD schedules time and arranges for employee meetings at the regional and the national conventions.
• NACD, by national Board policy, encourages district and state soil and water conservation agencies "to support the creation of district employee associations which are an important vehicle for furthering district employee development, increasing employee capability, and in helping retain valuable employees."
• District Employees serve as voting members on all of NACD's standing committees.

The District Operations committee agrees with this philosophy and hopes these guidelines will be useful to states contemplating the organization of a district employee association.

Claire Ayer, Chair
NACD District Operations Committee

Guidelines

Most of the current district employee association's were formed in the 1980's. All were formed voluntarily and represent the personnel employed by or supervised by conservation districts.

Organizing a district employee association need not be a difficult if certain principles are adhered to.

1. Associations should be formed for a wide range of purposes - all aimed at strengthening the district program in the state.
2. All employees should be eligible to belong whether they are part-time or full-time - regardless of profession or job.
3. The association should be formed with full support of the state association of conservation districts and with the assistance of cooperating state and Federal agencies. In fact, it should be affiliated with the state association of conservation districts.
4. The area boundaries, if needed, should coincide as closely as possible to state association, state agency, or NRCS boundaries to provide continuity in meeting time, reduction of cost, and scheduling conflicts.
5. Formation of any association should not be dependent on the majority of employees wanting one. Not all employees will want to join the association when formed. Most employee associations grow in membership after initial organization, as the benefits become more clearly defined.
6. Dues should be kept low to allow all district employees to be members without a great deal of expense. Dues, however, are a form of commitment from the individual and should be part of any formal organizational structure.

The Need for By-laws

• An Organization needs structure and a mechanism to express itself. By-laws provide a stable hierarchy of leadership and rules everyone can agree to abide by.
• By-laws should reflect the needs of the membership and include the basic categories as provided in the model set of by-laws.
• These by-laws were developed from the review of 14 state associations of district employee by-laws - some have served their membership since 1974.
• In addition to the National Conservation District Employees Association, by-laws have been developed for the six (6) regional district employee associations.
• Structure at the state level will help provide leadership training, discussion of issues, participation in state association of conservation district affairs and in other organizations with mutual concerns and other events where collective representation is needed.

Beyond Organization

• The formation of a district employee association might be looked upon by its organizers as a difficult step, but a more difficult step is getting the organization off and running and keeping it active so all employees want to belong to this worthwhile group.
• This will require leadership with time to devote to association affairs, and to organize and prepare for meetings.
• The time in between becomes crucial to the success of the organization. Members need to be kept informed of the association activities. Periodic newsletters and all employee mailings are helpful in developing the new organization and creating an organization that employees want to belong to.
• Activities such as training sessions, participation in committee activities, representation and other participating processes must be laid out. People need to be asked to volunteer time and talents.
• Many of the employee associations have their own brochure that explains their purpose, policies, activities, and membership. There is a high turnover among district employees. A brochure will help explain membership benefits to prospective members as well as serve as an outreach tool.

Recommended Steps for Establishing a District Employee Organization

1. Send out a questionnaire to each district employee in order to determine the interest in organizing. Include a brief statement on what you are organizing for. Have each employee seek their board's approval to participate in the organizations.
2. Seek approval and assistance in organizing form your state association and it's board of directors. If acceptable, adopt their organizational structure to develop continuity between the two groups.
3. Keep close ties with your state association by asking for an affiliate membership. Keep them up-to-date on present and future by seeking representation on their state standing committees in order to afford them the day-to-day working viewpoints of the employees.
4. See assistance from your state conservation agency (i.e. Conservation Commission) and NRCS state office to help with correspondence and coordination statewide.
5. Include someone from the state association, state conservation agency, and NRCS on your governing board in advisory position.
6. Establish a state-wide unified project to get everyone involved as soon as possible (i.e. publish an employee guide or handbook.)
7. If possible, become financially independent so your organization doesn't become a burden to your state association or commission.
8. Establish some line of statewide correspondence at the district level (i.e. a portion of state association's newsletter) to establish your identity and promote your activities and ideas.
9. Establish a list of needs from each employee and prioritize them. Then establish a means to address these needs (i.e. committees, information channels, formal workshops, etc.)
10. Stress from the beginning that you are not unionizing for higher wages, more benefits, or better working conditions - you are organizing to establish a more unified effort to promote soil and water conservation through better informed and motivated district employees.

The National Conservation District Employees Association has established a "Team To Assist States to Form a District Employees Association." Upon request, two team members will meet with the district employees of the state wishing to form an employee association.

Draft
Association of Conservation District Employee By-laws

Article 1 - Organization

The name of this organization will be the __________________ Association of Conservation District Employees (__ACDE) and it shall be affiliated with _____________________ Association of Conservation Districts (__ACD).

Article II - Purpose

The purpose of this association will be as follows:

1. To strengthen local soil and water conservation districts of the state of __________________.
2. To provide a system of communication whereby district employees may effectively exchange information and ideas which will result in better coordination and effectiveness of district programs through out the state of _________________.
3. To foster ethical practices and encourage excellence in the fulfillment of duties of district employees, promote professional improvement, instill pride, and encourage dedicated service to employers.
4. To establish and support a continuing education program for all district employees.
5. To provide input into the activities of the _________________ Association of Conservation Districts, the regional Association of Conservation Districts, and other cooperative agencies to increase the contribution of the districts and their programs.
6. To inform district employees of current event and job opportunities.
7. To encourage and maintain a stable and harmonious working relationship between districts, employees, supervisors and cooperating agencies.

Article III - Activities

The activities of the Association will be:

1. To analyze, compile and disseminate information on programs, policies, regulations, and laws of agencies and associations and other districts that is of interest to, and beneficial in, improving the programs of districts.
2. To provide liaison to the State Association of Conservation Districts and its committees for the purpose of providing input on topics for discussion during the state and regional meetings and at other times as appropriate.
3. To bring together district employees to enable them to assist in improving the programs of districts.
4. To provide liaison to state and regional structure and to NACD and its committees on matters concerning district employees and district programs.
5. To cooperate with other state employee associations, state and federal agencies, and the state association by sharing information on training and professional improvement sessions offered by various states.
6. To conduct an annual employee meeting in conjunction with the state association of conservation districts meeting unless otherwise ordered by the Board of Directors. The President of the district employee association will consult with the appropriate officers of the state association of conservation districts to avoid any conflict in the activities of the meeting.
7. To call special meetings of the association called by the President or the Board of Directors. A quorum for a Board of Directors meeting will required a majority of the Board members to be present to conduct business on behalf of the association.
8. The membership of any area of the association may meet upon the call of that Area Director at the time of the meeting for that Area and under the same general guidelines as set forth for the state annual meeting.

Article IV - Membership

Any person who is an employee of a conservation district or under its direction on a seasonal, part-time, permanent part-time, or a full-time basis shall be eligible for membership in this association. Upon payment of dues, the employee will be considered a member in good standing for that year and through the date of he conclusion of the next annual meeting.

1. Voting Each active member who has paid their annual membership fee will be eligible to vote in all the affairs of the association. No proxy voting shall be permissible in the affairs of the association. Only members present at the meeting can vote.
2. Non-voting The non-voting member is any person engaged in any activity complementary to, or indirectly associated with, a district (associate), and any person, firm, agency, organization or corporation assisting or concerned with district programs (affiliate). The Board of Directors will determine the required financial contribution for non-voting members. The non-voting members of the association will be eligible to attend the meetings of the association and to receive its publications.

Article V - Officers

1. A President, Vice President, and a Secretary-Treasurer will be elected by the association membership at each odd-numbered year during the annual meeting of the association.
2. In the vent of a vacancy in the office of the President, the Vice President will succeed to that office for the reminder of the unexpired term. In the even to f a vacancy in the office of the Secretary-Treasure, the President will appoint a Secretary-Treasurer to serve until the next election of officers, when a Secretary-Treasurer will be elected to serve for the remainder of the unexpired term. The Board of Directors will fill a vacancy in the office of the Vice President.
3. The President, Vice President, and Secretary-Treasurer will constitute the Association's Executive Committee, which will have the power to act in the name of the association between regular or special board meetings.

Article VI - Board of Directors

1. 1. A board of directors representing each State Association of Conservation Districts area will manage the association. Election will occur at the ___________ Association of District Employee's area meeting. Nominations will be made from the roster of voting members.
2. Initially, directors form Area(s) __, __, __, will serve a two (2) year term and directors from area(s) __, __, will serve a three (3) year term. Directors may serve two (2) consecutive terms. Directors may be re-elected after a one (1) year absence from the Board of Directors. They will assume office immediately upon election.
3. No person will be eligible to serve as a director of the association unless that person will, when elected, be a member of the association and either a permanent part-time, or a permanent full-time employee of the district.
4. The Board of Directors will meet during the annual meeting and at as many other meetings as may be necessary for the transaction of business.
5. The Board of Directors may establish standing and temporary committees with the membership and chairmen of such committees to be appointed by the President of the association.
6. A vacancy in the membership of the Board of Directors will be filled by election by the Executive Committee after consultation with the members and Directors from that area, and a member so elected to fill a vacancy will hold office for the remainder of the unexpired term.

Article VII - Dues

The annual dues for each membership category listed in Article IV of the by-laws will be set at the annual meeting.

Article VIII - Amendments

1. Amendments to these by-laws may be made at the annual meeting by a two-thirds (2/3's) vote of members voting.
2. Proposed amendments or additions to the by-laws will be sent to all association members thirty (30) days prior to the annual meeting.

Article IX - Dissolution

Upon dissolution of the __________________ Association of Conservation District Employees, the Secretary - Treasurer will transfer any possessions of that organization to the Secretary - Treasurer of the __________________ Association of Conservation Districts.

Article X - Adoption of By-laws

The Foregoing by-laws of the __________________ Association of Conservation District Employees were officially adopted at the meeting of the organization held on _____________________________.