sullivan_trail

SULLIVAN TRAIL RC&D COUNCIL

CODE OF ETHICS

The Resource Conservation and Development (RC&D) Program is designed to assist rural areas better the way of life for all its citizens. The Sullivan Trail Resource Conservation and Development Council is dedicated to pursue this effort through the union of its member counties, towns, and soil and water conservation districts and the encouragement of its council members to abide by high ethical standards of performance and act in the best interests of the citizens and sponsors they represent. Effective participation in the RC&D program requires that council members be independent, impartial, responsible, and representative of the interests of the entire RC&D area. In order to ensure that end, this code of ethics is set forth to provide guidance as to the conduct for council and committee members involved in the RC&D program.

Council Members and Committee Members Will:

1. Act honestly in discharging their responsibilities and not use their position for personal gain.
2. Keep the public informed and allow ample opportunity for the public to participate in the decision-making process.
3. Respect the council members right to privacy and their personal confidence except in matters involving ethical standards, violations of the law, or health, safety, and welfare of the public.
4. Encourage the membership of minorities, females, and handicap individuals on boards and/or committees and ensure that all people are treated with dignity and respect.
5. Devote the time and effort necessary to ensure the successful functioning of the board or council, as well as participate in and encourage others to participate in, activities of the local council, state federation, and the National Association.
6. Advocate the highest standards of conduct and competence for all who serve in or participate in the RC&D program.
7. Strive for self improvement by learning more about the RC&D program through attendance at council, state, and regional association training sessions, full participation in RC&D activities, and accepting positions of leadership.
8. Avoid conflict of interest or even the appearance of such, but despite such precaution, promptly disclose to the board or council when a matter before it could be perceived to be in conflict with something the member is financially or otherwise involved.
9. Adhere to the spirit as well as the letter of all applicable laws and regulations of federal, state and local governments.
10. Refuse gifts of all but minimal value as defined by federal guidelines from organizations and contractors. DRUG FREE WORKPLACE POLICY

"The Sullivan Trail RC&D Council" agrees that it will comply with the Drug Free Workplace Act of 1988 requirements, 7 CFR Part 3017, Subpart F, Section 3017.600 Purpose, and ensure a working atmosphere free from drug abuse. Council members and employees of the Council are strictly prohibited from: (1) possessing, furnishing, or selling scheduled drugs (as defined in Title 17-A, Section 1101) at any RC&D facility or RC&D event; and, (2) being under the influence of or using such substance at any such place or event.

CIVIL RIGHTS POLICY

"The Sullivan Trail RC&D Council's program will be conducted in compliance with the nondiscrimination provisions as contained in Title VI and VII of the Civil Rights Act of 1964 as amended, the Civil Rights Restoration Act of 1987 (Pub. Law 100-259) and other nondiscrimination statues; namely, Section 504, of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975 and in accordance with the regulations of the Secretary of Agriculture (7CFR-15, Subparts A & B) which provide that no person in the United States shall, on the ground of race, color, national origin, age, sex, religion, marital status, or handicap/disability be excluded from participation in, or be denied the benefits of, or be otherwise subjected to discrimination under any program or activity receiving federal financial (or technical) assistance from the Department of Agriculture or any agency thereof.

TRAVEL POLICY

Any and all travel to be reimbursed by the Sullivan Trail RC&D Council must be preapproved at a regularly scheduled meeting of the Sullivan Trail RC&D Council. Eligible expenses include mileage, thruway and parking tolls, meeting registration, lodging & meals. Prior to formal authorization an estimate of these travel expenses must be presented to the entire council. The current rate for reimbursement of mileage as determined by Council.

Examples of meetings eligible for travel authorization include:

New York Federation of RC&D Councils meetings
Mid Atlantic Association of RC&D Council Annual meeting
Northeast National Association of Conservation
Districts
Annual meeting
New York Association of Conservation Districts Annual meeting
National Association of RC&D Councils Annual meeting Travel expenses associated with attendance of regularly scheduled Sullivan Trail RC&D Council meeting are expected to be the responsibility of each individual member. Each request for travel will be reviewed by the Council on a case by case basis.

POLITICAL ACTIVITY POLICY

It is the policy of the Sullivan Trail RC&D Council that no federal appropriated funds will be paid, by or on behalf of the council, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress in connection with the awarding of any federal contract, the making of a grant, the agreement, and the extension, continuation, renewal, amendment or modification of any federal contract, grant loan, and cooperative agreement. The Council shall require that the language of this certification be included in the award documents for sub-awards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly."

PROCUREMENT POLICY

The Sullivan Trail RC&D Councils policy for purchasing office supplies, equipment, procuring services, etc. is as follows:

1. Purchase of items identified in grant budgets require no additional authorization following the complete execution of the grant contract.
2. The purchase of items needed for the routine operation of the RC&D office require no additional authorization provided they fall within the previously established limits of the Council’s annual budget.
3. Any purchase that exceed the previously determined limits of the council's annual budget or are in excess of $150.00 will require the approval of the Council at regularly scheduled meeting of the Sullivan Trail RC&D Council.
4. Unless otherwise delegated by the Council the Council’s director/coordinator is the only individual authorized to make purchases.
5. All aspects of the Council's cash management policy must be adhered to. CASH MANAGEMENT

All monetary transactions (deposits or withdrawals) on behalf of the Sullivan Trail RC&D Council must adhere to the following.

1. Council's director/coordinator or designated staff must complete prenumbered transaction form with name of recipient, amount, date, chart of account code, and initial.
2. Council's accountant will write check accordingly to transaction form.
3. Treasurer or associate treasurer signature must be affixed to check. 3a. Treasurer's signature stamp maybe affixed to check for no more than $250.00. However, every effort should be made to obtain treasurer's signature so invoices can be paid in a timely fashion (refer to item #6). 4. All deposits or withdrawals will be entered into Council's checkbook by accountant. RC&D Secretary will enter identical information into Council's computer accounting program for easy access.
5. All deposits are to be made to designated bank within 24 hours or next business day of receipt.
6. All expenses incurred by Council to be paid in a timely fashion i.e.: 10 days.
7. Upon payment of invoices director or designated staff will mark Council invoice copy with paid stamp with date, check numbers and initials.
8. Treasurer will reconcile checkbook with bank's financial statement on a monthly basis.