2024 YEAR END PROCESSES

TODAY’S AGENDA

• Work Comp Audit – Lisa Utley, Contract Services Manager (insurance)
• Important Dates
• Closing 2024 financials
• W-2’s and 1099’s
• Getting ready for Board of Audit
• Election Information
• Annual Meeting
• Reorganization Meeting
• Questions

CLOSING 2024 FINANCIALS

• Technically you will not be able to balance with the bank until you receive the December statement from the bank.
• You can close the year in CTAS or whatever accounting program you use at any time.
• If you need to make changes to year 2024 after processing year end, you can change the fiscal year in CTAS Clerk and treasurer balance with the bank and balance with each other. If you do not balance, both the clerk and treasurer should print out a receipts register, and disbursement register and compare line by line. (This is a good way to make sure both are using the same fund/account number/object code.)

IMPORTANT DATES

• December 17, 2024
• Last day for township to file with the county auditor, any questions to be placed on the ballot. (84 days before the election)
• Last day to publish notice of town offices to be elected at March Town election. Notice to include first and last dates to file for town office, and the closing time for filing (municipal clerk’s office must be open for filing from 1-5pm on the last day of the filing period) at least 2 weeks before the first day to file an Affidavit of Candidacy. (Filing period December 31^st-January 14th)
• December 20, 2024
• Last day for town clerk to post notice of filing period for March Election – including the closing time of 5:00pm. The clerk’s office must be open for filing from 1:00 – 5:00pm on the last day of filing – at least 10 days before first day to file affidavits.

IMPORTANT DATES

• December 31, 2024
• Last day for cities/towns and counties to change by ordinance or resolution a polling place for each election precinct for the following calendar year – by December 31 of each year. (this is only if your polling place is changing from the previous year)
• Filing period begins for submitting Affidavit of Candidacy for township elections.
• (December 31^st – January 14^th)

IMPORTANT DATES

• January 16, 2025
• March township elections candidates may withdraw until 5 pm – two days after filing period closes.
• January 20, 2025
• Martin Luther King Jr Day Holiday – No public business shall be transacted, except in cases of necessity.

IMPORTANT DATES

• January 27, 2025
• Township Day at the Capitol
• January 31, 2025
• 4^th quarter 941 or annual 940 due
• Unemployment report due (if applicable)
• W-2 and 1099’s due to employees/vendors

IMPORTANT DATES

• February 7^th – March 10^th
• Absentee voting period (you can get supplies from your County Auditor)
• February 7^th – Absentee Ballots ready for March Township Elections
• February 14^th
• last day to appoint election judges for March Township elections
• February 25^th
• last day to publish first of two notices of election in 7-county metro area (Counties of Anoka; Carver; Dakota; Hennepin; Ramsey; Scott & Washington) including bad weather dates. Recommend having date of Board of Canvass in this notice. Publishing is optional for non-metro towns, but it not published, posting is required (2 weeks before election – last day for second notice 3/1)
• Last day for town clerk to post sample ballot and make available for public inspection in the clerk’s office (at least 2 weeks prior) and to publish if metro county.
• Towns with November elections: must still publish notice of Annual Meeting to include bad weather date.

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IMPORTANT DATES

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• March 7^th
• Last day for clerk to secure election materials from auditor – 4 days before March Town Elections
• March 8^th
• Clerk’s office must be open 10am-Noon for absentee voting

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W-2’S AND 1099’S

• W-2’s are to be issued for all employees earning more than $600 in a calendar year.
• 1099NEC (non-employee compensation) goes to contractors you paid more than $600 in a calendar year.
• There are exclusions to submitting a 1099NEC.

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www.irs.gov

Search for W-2 and/or 1099NEC directions.

BOARD OF AUDIT

• What is the Board of Audit?
• Is it a special meeting?
• Steps for preparation for the Board of Audit
• What happens next?

WHAT IS THE BOARD OF AUDIT?

• At least once a year the town board must meet as the Board of Audit to audit and settle all charges against the town. Minn. Stat. §366.20.
• The Board of Audit can be held anytime between the close of the fiscal year (December 31) and a week before the annual town meeting.

WHAT KIND OF MEETING IS IT?

• The Board of Audit meeting may be held as part of a regular board meeting, a separate notice is not required.
• If the meeting is held other than at a regularly scheduled board meeting, the Board of Audit should be treated as a special board meeting and notice provided.

PROCESS FOR PREPARATION

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• Let’s go to the handout starting on page 24.

WHAT HAPPENS NEXT?

• After everything is balanced between the clerk/treasurer and bank, time for the meeting.
• Board of Audit meeting takes place (handout)

ANNUAL MEETING

• The second Tuesday of March, every year is township day. If you have not changed your township elections to November this is also township election day.
• Every township has their annual meeting on this day whether they hold elections in March or November.
• Handout Page 29

MARCH ELECTIONS

• Board of Canvas
• Certificate of Election
• Oath of Office

FINANCIAL REPORT TO STATE AUDITOR

REORGANIZATION MEETING

• Special meeting or part of a regular meeting?

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• Normally held in April when you have March Elections

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• Normally held in January when you have November Elections

THANK YOU FOR ATTENDING OUR TRAINING TODAY.