Illinois Soil and Water Conservation District Employees Association (ISWCDEA)

MISSION   

We, the ISWCDEA, are committed to providing quality information, communication, education, training, and representation to all district personnel.   We, as a team, will further promote legislative contact and continue cooperation with our partners.   

VISION 

 A professionally established and integrated work group committed to Natural Resources.

OBJECTIVES   

The Objectives of the ISWCDEA shall be:   

1.   Strengthen local Soil and Water Conservation Districts (SWCDs) in the state of Illinois. 

2.   Provide assistance, information and support to SWCDs, employees and their governing boards. 

3.   Promote the professional development of SWCDs and their employees. 

4.   Assist the Association of Illinois Soil & Water Conservation Districts (AISWCD), Natural Resources Conservation Service (NRCS), Illinois Department of Agriculture (IDOA), National Association of Conservation Districts (NACD), and other organizations deemed appropriate by the individual District Boards. 

5.   Promote harmonious working relationships within and among districts and between districts and cooperating agencies.       

          Approved – September 19, 2006
    

COMMITTEE ATTENDANCE   

ISWCDEA members who serve on partnership committees e.g. AISWCD Committees or NRCS committees must try to attend all scheduled meetings. If an ISWCDEA representative cannot attend a meeting, it shall be the ISWCDEA representative’s responsibility to notify the ISWCDEA to see if a replacement can attend to ensure that SWCD’s and SWCD employees are represented at the partnership meetings. If a replacement cannot or is not allowed to attend, it shall be the ISWCDEA representative’s responsibility to contact the committee to receive minutes and report to the ISWCDEA.         

          Approved - September 19, 2006

 
NATIONAL AND REGIONAL MEETINGS 

ISWCDEA board may pay for registration fees for up to two active members to attend a regional and/or national meeting based on the following procedure.   

Regional and National meetings are defined as any NACD North Central Regional Meeting or NACD National Meeting.   

All authorized representatives must have prior approval from the ISWCDEA board and concurrence from the Treasurer before attending a meeting where a request for registration payment from the ISWCDEA is planned.   

AUTHORIZED REPRESENTATIVES

Authorized representatives will include in this order: An employee serving as an officer on the National Conservation Districts Employee Association (NCDEA) Executive Board and/or a North Central Region Employee Association officer, ISWCDEA Co-Chairs, Vice Co-Chairs, Treasurer, Secretary. If the Co-Chair cannot attend then they may ask the Vice Co-Chair and on down the line. The Treasurer will follow behind Resource Conservationist Officers and the Secretary will follow behind the Administrative Coordinator Officers. If no officer would like to attend then we will take interested parties from the membership.   

REIMBURSEMENT POLICY 

Based solely on the ability of the ISWCDEA to afford such a reimbursement, the ISWCDEA will pay for up to two (2) regular registration fees for active ISWCDEA members. The ISWCDEA will hold two fundraisers, one at Summer Conference and one at Winter Training, to help raise dedicated funds for the NACD Conference. The amount received by the attended from ISWCDEA will be based solely on funds raised in the previous calendar year. If no one chooses to attend, then the funds will rollover to send someone the following year. These funds will be raised for travel, hotel, and ticketed meals in conjunction with the registered sessions at the conference. Attendees are encouraged to seek outside sources of funding/sponsorship in addition to the fundraisers. 

Outside of the registered sessions attendees are responsible for their own meals and all other expenses and tours.   

          Approved - September 19, 2006 

          Updated - November 5, 2020
    

NATIONAL OR REGIONAL ADVISORS   

If there is a district employee who serves as a national or regional officer on the NCDEA Board and they are not an official representative (voted by membership) on the ISWCDEA Board then that national or regional officer will sit on the ISWCDEA Board in an advisory capacity.                       

GIFT POLICY   

The ISWCDEA will allow funds to be spent from the treasury only for the purchase of a plaque (s) for outgoing Co-Chairman. Any other gifts would be a donation from the ISWCDEA Board of Representatives at their personal discretion. The money collected would be used to purchase a gift or gift certificate, whatever is deemed appropriate.               

~ Outstanding employees should receive a certificate of accomplishment, a letter of congratulations to the employee’s district, and a $25.00 check from the ISWCDEA.                 

~ Memorials will be made if the death is of an active board member, an active board member’s spouse, or an active board member’s child. The memorial amount will be $50.00 From the ISWCDEA.               

~ Outgoing officers of the ISWCDEA board should receive a certificate of accomplishment and a letter of thanks to the employee’s district for their time             

          Approved – September 19, 2006 

          Updated - November 5, 2020     

ISWCDEA shall recognize outgoing employee members of the SWCD of Illinois Insurance Group Association with a Certificate of Appreciation at the annual meeting of the Illinois Soil and Water Conservation District Employees Association.     

          Approved – February 11, 2010     

SERVICE AWARDS 

The ISWCDEA will purchase items as follows for Service Awards: 

           5, 10, 15 & 20         -    Certificates (Framed) 

           25                                   -    Pen (Engraved) & Certificate (Framed) 

           30                                   -    Clock (Engraved) & Certificate (Framed) 

           35                                   -    $50.00 Cash & Certificate (Framed) 

           40                                   -    $75.00 Cash & Certificate (Framed) 

           45                                   -    $100.00 Cash & Certificate (Framed)   

The AISWCD has agreed to help cover the cost of frames for the employee service award.   

Departing employees will receive a Service Award if they remained employed through their anniversary date.   

Contact award winners prior to Winter Training and encourage them to attend. Mail a notification letter to the award winner’s Chairman.   

Ask IDOA Regional Representatives prior to Winter Training if they would disperse Service Awards to those employees not in attendance at Winter Training.     

          Approved – September 19, 2006 

MEETING ATTENDANCE POLICY   

ISWCDEA Board meeting dates for the year shall be set at the two- day planning meeting, held in August or September, for the new fiscal year. Board members shall record these meeting dates, and try to schedule other events around the ISWCDEA Board meetings to avoid scheduling conflicts.   

ISWCDEA must try to attend all regularly scheduled meetings, as well as any special ISWCDEA meetings.  If unable to attend an ISWCDEA board meeting, that representative remains responsible for communicating with his or her respective region before and after the ISWCDEA meeting. If a representative is responsible for agenda items, that representative must communicate status of items to co-chairs or other representatives within respective region. If a representative will be absent from an ISWCDEA board meeting, they should contact a co-chair prior to the meeting.   

ISWCDEA representatives shall make their best effort to attend Winter Training, pertinent Summer Conference Employee sessions, and other ISWCDEA sponsored events.             

          Approved – September 19, 2006

 
CO-CHAIRS   

·        The Co-Chairs will preside at all meetings of the ISWCDEA Board.   

·        The Co-Chairs shall be empowered to appoint, at their discretion, any person or committee to expedite the objectives of the ISWCDEA.   

·        Attend AISWCD Quarterly Board meetings and submit reports prior to meetings.   

·        Represent ISWCDEA on the NCDEA and submit reports as requested.                     

          Approved – September 19, 2006 

 
CO-VICE CHAIRS   

·        Conduct the ISWCDEA meeting in the absence of Co-Chairman.   

·        Attend ISWCDEA partnership meetings, if requested by Co-Chairman.   

·        Provide input and support to Co-Chairman.   

·        The Co-Vice Chairs shall have all the powers and perform all the duties of the Co-Chairs in the absence of the Co-Chairs.             

          Approved – September 19, 2006

 

SECRETARY   

·        Take and transcribe ISWCDEA regular meeting, Winter Training, and Summer Conference meeting minutes.   

·        Establish a system to ensure that all 97 SWCD’s receive a copy of the minutes, financial reports, and other important items of correspondence.     

·        Maintain listings of ISWCDEA board members and track their term limits.   

·        Keep attendance at all meetings by roll call or circulating an attendance sheet.           

          Approved – September 19, 2006   

          Updated – February 19, 2015
          

ISWCDEA POLICY - REFUND OF REGISTRATION FEES   

Winter Training registration fees will be refunded if requested by the last day of registration.     

         Approved – May 14, 2008 

         Clarified and re-approved – February 11, 2009
      

ISWCDEA POLICY and PROCEDURES MANUAL     

Approved version from September 19, 2006 has been updated to include new policies which were approved at the following meetings:   

February 11, 2009 

May 13, 2009 

February 11, 2010 

May 20, 2010 – updates to scholarship and service awards 

November 4, 2010 – update to service awards 

Reviewed by ISWCDEA Board February 14, 2013 

November 7, 2013 – update to Service Awards, Co-chair’s Duties and addition of Winter Training Policy 

February 13, 2014 – update SWCDs from 98 to 97 in Secretaries Duties 

November 13, 2014 – Updated NACD annual conference Reimbursement Policy 

February 19, 2015 – ISWCDEA Board reviewed and the following changes were made. 

     – Removed from Secretaries Duties - Write brief synopsis of ISWCDEA meetings and activities to use as a report for Land Use Council meetings and see that each council  

         ISWCDEA contact person receives a copy. 

     - Added to the scholarship paragraph 2 the following phrase - A person may not win 2 consecutive years.