Resource Conservation

And Development

In Missouri                                                     

 Council Member Handbook

Congratulations!

 You are now an RC&D Council member.  You have accepted a great responsibility to work with our natural and human resources to improve the quality of life in your RC&D.

 This handbook has been prepared to help you better understand the RC&D program.  You will find information about your responsibilities and duties.  Hopefully, it will constitute a base to which you can add new information as your RC&D area progresses in natural resource conservation and development.

 This is your personal handbook.  Use it to fit your needs.  This handbook along with the RC&D Area Plan and short-term plan will be one of your tools for transforming ideas into completed projects.

 Introduction

Resource Conservation and Development is usually shortened into "RC&D" in discussion of the program.  The basic concept of RC&D is to encourage economic growth through development, conservation, and planned utilization of the natural resources in an area.  RC&D is a locally initiated, sponsored, and directed program usually covering several counties which have similar problems and opportunities in regard to their natural resources.

The Basics of RC&D: An Overview

 The RC&D program is a unique combination of private enterprise and Federal assistance that encourages the blending of natural resource use with local economic and social values. Program objectives address improving the quality of life, including social, economic and environmental concerns; continuing prudent use of natural resources; and strengthening local citizens’ ability to utilize available sources of assistance through Federal and State agencies, and other public and private entities. The RC&D program provides a form of “facilitated self-help” for conservation and economic development in communities across the Nation. RC&D’s respond to the needs of their local communities, both for conservation issues and for economic development through volunteer Councils.  Each RC&D is a multi-jurisdictional, locally defined geographic area designated by the Secretary of Agriculture through a competitive process to receive assistance. The designated RC&D area is sponsored and directed by a council consisting of volunteers representing public and private sector sponsors, other local organizations and the local communities. These organizations represent a diverse cross-section of community interests.

RC&D - Relationship with USDA Natural Resources Conservation Service

 Basic support provided to designated RC&D areas by USDA is primarily through the Natural Resources Conservation Service and includes a full-time RC&D coordinator, part-time office administrator or other staff, office space, supplies, and a vehicle. This basic assistance allows the RC&D Councils to focus their efforts on improving their communities through project implementation rather than fundraising for base operations.  Nationally, an annual appropriation for direct support to the RC&D program is made by Congress. This provides funds for each designated council. These funds are dispensed directly from NRCS in each state and do not flow through the council directly unless there is a cooperative agreement for services executed.

RC&D – The Nonprofit Organization 

The USDA RC&D Program provides assistance to locally controlled, independent RC&D Councils, which are nonprofit organizations. The most effective and flexible form of nonprofit organization is the 501(C)(3) organization, which is tax exempt under the IRS. The nonprofit RC&D organization is the controlling local entity for the RC&D efforts in the region. RC&D, the federal program works in close partnership with RC&D, the local nonprofit entity. The RC&D nonprofit entity bears the legal and fiduciary responsibilities of the activities of the RC&D. You will learn more about the RC&D organization in the next section of this guidebook.

Makeup of Membership

 A council is made of representatives from the various sponsors of the RC&D area.  In Missouri, membership generally consists of representatives from the local Soil and Water Districts, County Commissions, public utilities, special districts, University Extension, cities and other units of government in each of the member counties.  Also serving are members-at-large that represent local business, commerce, industry and education.  The exact makeup of the council may vary among RC&D areas.  You have been appointed by one of these groups to serve on the RC&D council.  You are the liaison between the sponsoring organization and the RC&D council.   Effective communication with the sponsor you represent is the key to a successful RC&D area.

RC&D Officers

 The council may set up as many officers as it wishes to operate its business.  The usual officers are President, Vice President, Secretary, and Treasurer.  Officers are elected from the RC&D council membership.

 President - The President is elected by the council according to the bylaws.  This job entails meeting periodically with the RC&D coordinator to plan agendas for meetings and other council activities, conducting meetings according to parliamentary procedure, and calling special meetings to transact business of the council.  The President must have a good understanding of the RC&D program and be able to think in terms of the entire area rather than their own specific community.

 Vice President - The Vice President is elected according to the council bylaws and takes over in the President’s absence.

 Secretary - The Secretary is responsible for preparing minutes and financial reports.

Treasurer – The Treasurer will assist the council with the budget and fiscal activities; and disbursing funds as approved by the council.

RC&D Staff

 RC&D Coordinator - The RC&D Coordinator is responsible for providing USDA assistance to the RC&D area.  This person is responsible for the contacts with the federal, state, and local agencies which are in a position to further RC&D activities.  The job is, in effect, acting as an advisor for the RC&D council.  Duties include but are not limited to:

·        Helps the council define its goals and objectives.

·        Functions as planning coordinator to make things happen in accordance with area plan as directed by the council.

·        Recommends the gathering of information for, and assisting the council in policy preparation, amendment or revision.

·        Helps prepare an agenda and background information for each council meeting.

·         Reports progress to the council on a regular basis. 

·        Manages the RC&D office according to policies established by the council and NRCS. 

·        Represents the council to various groups when requested by the council.

·        Develops plans for obtaining financial and technical assistance. 

·        Coordinates planning of RC&D projects with various groups, agencies and individuals.

·        The Coordinator makes recommendations for action at council meetings. 

·        The coordinator also participates actively in discussions to explain recommendations and clarify questions on RC&D policies and authorities.

RC&D Secretary - The RC&D secretary is responsible for maintaining files, records, and other materials for the council.  The secretary is responsible for the overall effectiveness of the office including: answering phones typing correspondence and reports.  The secretary may be asked by the council to attend each council and executive committee meeting to assist with records and reports that may be useful to the council.

 Support Personnel – Foresters, Grassland Specialist, Landscape Architects, and Specialty Crop Marketers and others.  These people are often found on RC&D staffs.  These positions may be funded directly by the council, by USDA, by grants, or by other sources.  They work to assist the council in carrying out their objectives and goals.

 Council Employees - Councils may hire employees directly. These employees interact with NRCS and other USDA staff. Federal staff members do not directly supervise council employees. The council supervises the council employees. The coordinator may provide day-to-day guidance regarding implementation of the council’s Area Plan. The coordinator may provide technical guidance to council employees to ensure that projects are carried out according to grant guidelines. A Federal employee cannot directly hire, fire, or rate the performance of a non-Federal employee of the council. As primary recipients of Federal assistance, councils must comply with applicable Civil Rights laws related to hiring practices.

Meetings - Councils may meet as often as they feel necessary.  Most councils meet in full session on a regular basis.  Between times, an executive committee, determined in the bylaws, can meet to transact business that arises.  Frequency of meetings is determined by a council's need to give guidance to the coordinator, follow various activities and to transact business or keep people informed.  Once a motion is made, Roberts' Rules of order will preside and govern at all meetings of the Board and Council.

 Task Forces and Committees - Each council sets up as many committees as it needs to carry out the business of the council.  Most council’s set up committees based on the resource problem identified in the RC&D area and look for alternative solutions for these problems.  Active committees are important to the success of the RC&D program.  They should become key pushers of measures/projects needed to solve problems. 

 Resource committee membership may include council members, and cooperating agency representatives, as well as interested local private citizens who are not necessarily members of the council but have an active interest in a particular issue.

Responsibility of Council Members - Council members are responsible for faithful attendance at all meetings, representing their sponsors' views at meetings, and for having a complete knowledge of the RC&D program including the goals and objectives of the council.  Council members should carefully study concerned citizen's views and balance them in relation to the needs of the local community and those of the area.  Activities selected should be based on how much they will do to solve area wide problems or maximize opportunities for area development.

Probably the most important part of a council member's job is active involvement in the identification of the area wide problems and communicating as the sponsor liason.  The strength of the RC&D concept lies in the public participation and local control which comes from the participation of council members in the activities of the council.

 Council members should serve actively by developing the ideas, devising solutions, relaying information, and listening to concerns of their fellow citizens.  Many council members will be asked to serve as committee members or leaders in carrying out proposed projects. They are responsible for identifying objectives and goals and providing leadership to accomplish projects.

Fulfilling Board Responsibilities

Because directors do not actually manage the nonprofit organization, nonprofit statutes grant the boards of directors the authority to create committees and appoint officers, and to assign a broad range of duties and functions to both. The Revised Model Nonprofit Corporation Act (RMNCA) sets national standards for state law to copy, and explicitly states that corporate affairs are managed under board authority. In addition to the authority to delegate, boards also rely an outside experts to develop and evaluate information as the basis for board (or committee) decision-making. The board may also delegate and rely on the expertise of organization staff. A primary goal of the board is creating and maintaining a system that assures the regular flow of accurate, timely and complete information necessary for the board to fulfill its responsibilities on an informed basis.

How the Law Expects Board Members to Act

DUTY OF CARE - The duty of care concerns the competence of the member to act in a way that an ordinarily prudent person would act in a like position and under similar circumstances. The duty of care does not require any special abilities of the board member.

DUTY OF LOYALTY - The duty of loyalty requires the board member to faithfully pursue the interests of the organization instead of self-interest or the interests of another person or organization.

DUTY OBEDIENCE - The duty of obedience requires the board member to act lawfully to further the purpose of the organization as expressed in the Articles of Incorporation and Bylaws.

Goals and Objectives

The ultimate goal of the RC&D program is to strive for management of the natural resources of our nation for the optimum benefit of present and future generations.  More specific goals are developed by individual councils to suit their needs.  Goals and objectives are developed from local resource concerns throughout the area.

 Once an objective has been established, it becomes the responsibility of the council to decide which agency, group, or organization is in the best position to help the council reach its objective.

 Since one of the main reasons for the RC&D program is improvement of the economy of the area, council goals should be directed toward utilizing available natural resources to attract outside dollars into the area.

 Also, the improvement of social and environmental conditions are major issues in the RC&D area and should be addressed along with economic conditions.

To operate effectively, an organization must use all available resources to guide its work.  Several resources, which can be used by the RC&D Council, include the RC&D area plan, plan of work, and various priority lists developed from local concerns.

RC&D Area Plan

Planning and implementation are the central functions of an RC&D.  The Area Plan indicates the problems and needs of an area, and alternative solutions for carrying out decisions and solving problems.  It also includes policies, goals and objectives which define a course of action for the council.  This document is developed by the resource committees and their technical advisors, the council, and the coordinator all working together.  It is the most important document of all those prepared by the council.  It outlines the problems and needs which will be addressed by the RC&D council.  The RC&D Area Plan should be supplemented annually by the Plan of Work. 

 The Area Plan is open ended and dynamic, and it outlines the goals the council wants to accomplish.  It identifies needs and opportunities, as well as broad and specific objectives to reach each goal for a five year planning horizon.

 The RC&D statute requires that a council mush have a current Area Plan and that the council is making sufficient progress in implementing it as the basis for receiving USDA assistance.  The Area Plan must be signed by the council and the State Conservationist and should have a letter of support from the Governor.

Annual Plan of Work

The Annual Plan of Work details what the RC&D will do over a one to two year timeframe.  It is based on the Area Plan and includes specific strategies and action steps, assignments of tasks and funding information.  The Annual Plan of Work is essentially the funding document for USDA RC&D assistance each year.  This Plan of Work should be presented and approved at the annual meeting of the council.

 The Annual Plan of Work serves as the formal agreement that supports NRCS annual funding for the RC&D staffing and office support for the year.  The adoption of the plan may be made either at the beginning of the fiscal year, the beginning of a calendar year, or the beginning of the council’s business year.  The adoption dates should be by mutual agreement between the RC&D Council and the NRCS State Conservationist.  The NRCS State Conservationist should concur with any major changes in the plan during the year.

Annual Report

RC&D Councils need to effectively communicate their progress and goal accomplishment with numerous groups and organizations. This action will increase their visibility with potential funders, political entities, state and local government and other non-profits. Each year at the close of RC&D progress reporting and before January 1^st of the new year, all Councils should complete an Annual Report. Upon completion, it should be published in a presentable format for distribution to appropriate agencies and groups as needed.

Project Plans

Project plans are prepared on individual projects in the Annual Plan of Work.  Project plans are often grant proposals.

An RC&D project is the primary tool for implementing a council’s Area Plan and Annual Plan of Work to achieve goals and objectives.  Projects are identified in the council’s current Annual Plan of Work.  A project is a term used by NRCS to track the accomplishments of the council.  The council is requested to use this term when referring to work that requires a significant level of resources.  A project is a major effort undertaken by an RC&D Council designated to help reach a specific objective and results in a defined outcome, or service that provides public benefits.  Projects have a distinct cycle of planning, implementation and results.  Council activities may be many in any given year and may not lead to a measurable project.  Both projects and activities are tracked on an annual basis through the NRCS management program POINTS.

Establishment of Priorities

Each council sets priorities and identifies projects which should be completed first.  Priorities are based upon the needs of a particular area and potential sources of available funding.  Each council should have a policy in regard to establishing priorities to avoid confusion and misunderstanding.  RC&D projects are proposed activities and when adopted by the RC&D Council, are used to accomplish established goals and objectives.  Adopted projects should be limited to those on which the RC&D Council can have a major influence.  Projects might entail a coordinating effort, an expediting effort, or actual implementation.

Missouri Association Website

The Missouri Association of RC&D Councils have established a website that also has links to each Missouri RC&D website.  The website address is http://www.MORCD.org  Each RC&D will maintain their website with current information.