Authority to Sign financial documents

In addition to the treasurer, fiscal agent, and administrative assistant, the District Program Administrator is authorized to sign checks, P.O.s, bank and investment documents. All checks require two signatures. Signatory authority must be approved with the District Fund bank prior to signing.

 Spending Authority for Administrator

The Program Administrator has the authority to spend up to $500 without prior board approval. Any purchases over $500 must be presented for board approval.

 Authority to Transfer Funds

The administrative assistant has the authority to transfer funds between the checking account and savings accounts with the oversight and approval of the program administrator.

 Aged Receivables Policy

Payment to Holmes SWCD is expected within 30 days of the billing date. An interest rate of 1 ½% will be charged on all accounts past due. Accounts unpaid at 90 days will be sent a letter stating that in accordance with Ohio Law, all accounts past due after 90 days will be turned over to the county prosecutor for collection on a specified date. If payment is not received by that date, the account will then be sent to the Holmes County Prosecutor’s office.

Those individuals with account balances 90 days past due must pay their account in full before generating additional charges. They must pay cash for future charges, unless special arrangements have been made with the board of supervisors.

Timekeeping System

Holmes SWCD maintains a timekeeping system as required by the Ohio Soil and Water Conservation Commission (OSWCC). This timekeeping system is considered to be the official record of employees’ time. The Administrator is expected to reconcile employee leave balances with the Holmes County Auditor’s timekeeping system, but in the event of a discrepancy, the OSWCC timekeeping system will be used for leave use, payout, and carryover purposes.

Legal Representation

The Holmes County Prosecuting Attorney is the legal representative of the Holmes Soil and Water Conservation District.

Insurance

Holmes SWCD participates in CORSA for bond insurance for employees and board members, as well as coverage on office building contents and vehicles. CORSA is managed and billed through the Holmes County Human Resources Director and questions about coverage should be directed to that office.