Introduction
Conservation District Board
Human Resource Management
Administration
Financial Management
Program Management

Introduction

Conservation districts are formed by municipalities to promote land and water management within their areas. District boards, composed of representatives from member municipalities, are responsible for long-range resource management and may develop and implement various resource management programs such as soil conservation, agricultural drainage, wildlife habitat enhancement and public education.

The main legislative authority for all conservation districts is The Conservation Districts Act (C.C.S.M. c.C175). Since 1972, eleven districts have been established.

The Conservation Districts program, part of the Infrastructure Services Branch of Manitoba Intergovernmental Affairs, promotes the establishment of conservation districts, provides assistance for program development and implementation, and co-ordinates or provides planning services to the districts. The legislation requires the establishment of a Conservation Districts Commission to provide advice to the Minister of Intergovernmental Affairs and advice and guidance to the district boards. The program also provides advice and support to the Commission through a secretariat staffed by Intergovernmental Affairs.

Records of the Conservation Districts program and the Conservation Districts Commission are identified in the Access and Privacy Directory, Provincial Government and Government Agencies.

Note: Not all conservation districts have the same range of responsibilities or projects. Larger districts have more functions and consequently may hold some records that are not included in this Directory. This listing of records does not reflect administrative structures within the districts. Rather, it is a guide to the records created out of the various functions of these public bodies.

Access Point Considerations: Access to records created by a conservation district will be through the specific district itself. Conservation districts carry out administrative functions related to the resource management of member municipalities. Districts may have copies of some municipal records such as by-laws, however, in most cases, the primary sources of information on the activities of included municipalities are the municipalities themselves. The support provided to conservation districts by government departments such as Manitoba Intergovernmental Affairs, Manitoba Agriculture and Food; and Manitoba Conservation means that these departments are a good source for information on district activities.

Conservation District Board

A conservation district board is composed of the chairperson of each sub-district committee or where the district involves a single municipality, four persons appointed by the council of that municipality with a maximum of two persons being elected councillors of the municipality. The Lieutenant Governor in Council also appoints one person to each district board.

A conservation district board administers plans and programs related to the conservation of natural resources and provides public education and extension services.

Board Minutes and Resolutions (Originals)
Minutes and resolutions of the conservation district board.

By-laws
By-laws passed by the board relating to the establishment and operations of the conservation district.

Annual Reports
Reports of activities and operating budgets submitted to the Minister responsible for The Conservation Districts Act.

Sub-District Committee Records
Some conservation districts are divided into sub-districts that are most often characterized by topographical areas such as drainage basins or watersheds. Sub-district committees study the conservation requirements of the sub-district and make recommendations to the board, promote and encourage the purposes of The Conservation Districts Act, and act as a liaison between the councils of included municipalities and the board.

Appeal Files (Copies)
Copies of appeals made to the Conservation Districts Commission or the Municipal Board.

Human Resource Management

The human resource management function of a conservation district includes staff recruitment, employee relations, and payroll services for employees of the district.

Payroll Records
Authority: Program Policy.
Purpose for Collection: To record the administration of payroll services.
Information: Payroll registers (all earnings, deductions and net earnings for each employee); time sheets. Personal information may include: name; employee number; SIN; sick time; sick leave; vacation; overtime; earnings; deductions.

Employee Files
Authority: The Pension Benefits Act; Program Policy.
Purpose for Collection: To maintain record of employment for all district employees.
Information: Personal information may include: name; birth date; marital status; SIN; home address; telephone and fax numbers; resume/application for employment; letters of reference; letters of offer; contractual documents; oath of office (if taken); education history; employment history; performance appraisals; employee relations; pay and benefits information; staff development and training; criminal/security reference check; conflict of interest disclosures; personal health information.

Payroll Administration
Authority: The Income Tax Act.
Purpose for Collection: To record and update addresses and exemptions of employees (TD1 forms); to record annual salary and benefits (T4 forms).
Information: Personal information may include: name; home address; SIN; birth date; employee number; financial information.

Grievance Records
Authority: The Labour Relations Act.
Purpose for Collection: To record the processing of employee grievances and attempts to achieve settlement through negotiation, appeal or arbitration.
Information: Personal information may include: name; home address and telephone number; birth date; marital status; gender; SIN; employee number; declared employment equity information; employee type and status; employment history; employee position classification; benefit eligibility information; leave information. Information may be found on documents such as: grievance forms; letters; memos, discussion papers; interview records; notes; investigation reports; evidence; legal advice; settlement strategies and recommendations.

Personnel Administration
Policy and procedure records, policy manual.

Competition and Hiring Records
Authority: Program Policy.
Purpose for Collection: To maintain a record of all staffing activities at the district level.
Information: Applications of unsuccessful candidates, competition records and other supporting documents. Personal information may include: name; home address; birth date; SIN; employment history; education history; personal interests; volunteer experience; marital status; family status.

Administration

The administration function of a conservation district is to provide central management support services.

Office Files
General office files of the conservation district staff.

Correspondence
Correspondence of the conservation district staff.

Financial Management

Records described in this section relate to the general financial management duties and functions of districts.

Budget Records
Draft and final operating budgets.

Financial Statements
Monthly, annual statements and annual reports of the Auditor.

Accounts Payable and Receivable
Requisitions, purchase orders, receipts, invoices, etc.

Funding Records
Records of provincial financial grants, municipal levies and grants, landowner contributions, external funding (includes contributions under Federal programs such as the Canada-Manitoba Agreement of Agricultural Sustainability, or from private sources such as Ducks Unlimited Canada).

Agreements
Agreements between included municipalities and with the province for funding, hiring of consultants, technical advice, works and operations, etc.

Permits/Sales Files
Under section 21 (e), (f), and (h) of The Conservation District Act, a conservation district board may: issue permits for cutting of forest from protected areas; issue permits to alter surface water courses; and sell water from reservoirs constructed or operated by the board. These powers are subject to provision of The Forest Act, and The Water Rights Act respectively.

Program Management

Management Plans
Subject to compliance with The Water Rights Act, The Land Rehabilitation Act, and The Planning Act, each district must prepare a management plan which sets out a long-term vision, goals, five year plans for programming and budgets.

Support Files
Support files regarding the development of management plans and conservation schemes.

Project Files
Files relating to projects carried out in areas such as drainage maintenance and rehabilitation, water storage, soil conservation, habitat and wildlife, forestry, public education and extension services, and a variety of other resource conservation programs.

Land Management Records
Duplicate Certificates of Title to land acquired by purchase, lease, agreement or expropriation for conservation of resources; surveys of provincial waterways; surveys of watershed drainage channels; Rights of Way for drainage channels.