VACDE Annual Plan of Work 2015
January
Task
Update VACDE brochure and distribute with Membership Notice
Archive prior year’s organizational documents to web- (meeting
minutes, treasurer’s reports, membership list, budget, audit report,
awards recipient list, scholarship recipient lists).
Update and distribute VACDE Board contact sheet. Prepare Annual
Report. Send contact sheet to VASWCD for posting to VACDE webpage
Send out notice to VACDE list serve advising of committee formation
Who Performs
Treasurer
Secretary/Treasurer
Secretary
President
February
Task
VACDE Board Meeting announcement distributed to VACDE list serve
VACDE Board meeting – Review Winter Business meeting, begin
preparations for Graves Training, Membership update, minutes,
treasurer report; Establish Committees
Beals Fund Request submitted
Area VASWCD Spring Meeting Talking Points prepared and distributed
to Area Reps
Who Performs
Secretary
President prepares agenda, sets
date and distributes meeting
announcement
President to VASWCD
President & Board
March
Task
Update membership list; Forward to VASWCD for updating list serve
VACDE Reports given at Area Spring meetings (March – April)
VACDE Board Conference Call – Membership update, minutes,
treasurer report; committee updates Graves planning
Who Performs
Treasurer
Area representative
President prepares agenda, sets
date and distributes meeting
announcement
April
May
Task
Attend VASWCD Board Meeting and provide VACDE Report
Task
Distribute VACDE Board Meeting announcement to VACDE List Serve
VACDE Board Meeting – Finalize Graves Training plans, membership
update , treasurer report, minutes, committee updates
Who Performs
President
Who Performs
Secretary
President prepares agenda, sets
date and distributes meeting
announcement
June
Task
Prepare & Distribute Graves Training Registration info
Attend VASWCD Board Meeting and provide VACDE Report
Confirm with Graves- facility rental, contract, etc.
Distribute Scholarship Announcement/Application for Graves Training
Who Performs
Graves Training Committee w/ VP
President
Graves Training Committee w/ VP
Scholarship Committee
July
Task
Scholarship selection for Graves Training
Who Performs
Scholarship committee
August
September
Task
Distribute VACDE Graves Summer Meeting announcement to VACDE
List Serve
VACDE Board meeting: Final Prep Graves; Sign Graves Mtn contract
Graves Mountain Training; Conduct VACDE Summer Meeting (minutes,
membership update, treasurer report)
Appoint Nominating Committee
Task
Update & Distribute Outstanding Conservation District Professional
Award application and criteria
Attend VASWCD Board Meeting and provide VACDE Report
Set Graves Training Date for next year & Reserve facility
Report to VASWCD Educational Foundation – Scholarship recipients
(from Graves Mountain Training)
Update membership list; Forward to VASWCD for updating list serve
Distribute Scholarship Announcement/Application for VASWCD
Annual meeting
October
Mid Oct
November
Nov 1st
Who Performs
Secretary
President prepares agenda
Board members
President
Who Performs
Vice President
President
Vice President & Graves Training
Committee
President
Treasurer
Scholarship Committee
Task
Deadline for Outstanding Conservation District Professional Award
applications; Select review committee
Prepare Draft Budget for upcoming year
Distribute VACDE Board Meeting announcement to VACDE List Serve
VACDE Board Meeting – Review of Graves Training, preparation for
Winter VACDE meeting, membership update, treasurer report, review
draft upcoming year budget, minutes; Select representative to setup
VACDE display at VASWCD annual meeting. Review upcoming year
Annual Plan Of Work.
Review of bylaws & strategic plan
Scholarship selection for VASWCD Annual Meeting
Select Audit Committee Members
Who Performs
Vice President
Task
Finalize Outstanding Conservation District Professional Award
recipient and notice Treasurer so plaque can be ordered
Determine Service Award recipients
Order Service Awards and plaques/awards for Outstanding
Conservation District Professional recipient
Prepare Winter Business meeting agenda
Distribute Winter Business meeting announcement & packet to VACDE
list serve
SECDEA Meeting- Pigeon Forge, TN
Who Performs
Vice President
Treasurer
Secretary
President prepares agenda
VACDE Board
Scholarship committee
President
Treasurer
TBD
President
Secretary
Area IV Representative
December
Task
Conduct VACDE Winter Meeting – Budget, Treasurer report,
Presentation of Awards, Election of Officers & Area reps, minutes
Attend VASWCD Board Meeting and provide VACDE report
Conduct Audit of VACDE Books – November 1st- October 31st
Prepare Annual Report for January distribution to VACDE list serve
Who Performs
Officers
President
Audit Committee
Secretary
Ad Hoc Committees & Contact:
ScholarshipFundraising (includes Auction) – Megen Dalton
Audit – Will be appointed by President
Benevolence – as need basis
SECDEA Representative – Area IV Representative
VACDE TAC Committee Representative – Charlie Wootton – term expires 12/2015
Officer Duties
President – Presides over meetings; Prepares meeting agendas; Prepares and submits Beals fund grant request to
VASWCD; Represents VACDE at VASWCD Board meetings; Appoints committees.
Vice President – Fills in for president as needed; Coordinates VACDE Outstanding Conservation District Professional
Award Program; Oversees Graves Training Planning, Serves as Chairman of the Graves Training Planning Committee&
coordinates facility arrangements with Graves Mountain Lodge.
Secretary – Prepares & distributes minutes of all meetings; Archives minutes, annual reports, scholarship and award
recipient list and treasurer’s reports, and audit report; Updates & distributes VACDE Board contact sheet; Distributes
meeting notices; Prepares Annual Report for January distribution to VACDE list serve.
Treasurer – Prepares draft budget; Sends out membership notices along w/ brochure; Tracks membership and dues and
length of service for members; Prepares deposits and disbursements; Prepares treasurers & membership report for
each meeting; maintains financial/accounting records
Committee Duties
Graves Training-(Chaired by Vice President) – Organizes facility rental, registration information, confirmation with
speakers (and speaker needs), evaluation forms, door prizes, and follow up report to VACDE board.
Scholarship – Distributes and reviews scholarship information for training events (Graves Training and Annual Meeting).
Fundraising – Organize fund raising for Benevolence Fund and VASWCD auction.
Audit – Performs annual financial audit with results reported at the Winter Business Meeting. Forms are provided by
Treasurer.
Benevolence – Reviews and awards benevolence requests. Application and review process in place.
TAC Representative – Attends BMP TAC meetings (usually quarterly). Application process and 2 year term.
SECDEA Representative – Attends SECDEA Annual meeting in Pigeon Forge, TN and disseminates SECDEA information to
VACDE Board and members.