READY, SET, REORGANIZE!�

Maddie Cash

(763) 488-4055

mcash@mntownships.org

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TODAY’S AGENDA

WHAT IS THE PURPOSE OF THE REORGANIZATION MEETING?

The first regular board meeting after the annual town meeting each year is usually designated as the reorganization meeting.

• It is not required by law BUT
• They address important organizational matters for the upcoming year; and
• Establish the foundation for the township’s governance for the upcoming year.

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WHEN ARE THEY HELD

• Typically, the first meeting after the annual election
• Towns with November elections commonly hold the reorganizational meeting at the first meeting in January following the election.

REORG MEETING AGENDA

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SWEARING IN NEWLY ELECTED OFFICERS

March Elections:

Must take the oath of office within ten days of receiving their certificate of election or appointment. Minn. Stat. 367.25, subd. 1.

November elections:

Must take the oath of office before assuming office. Minn. Stat. 367.25, subd. 1.

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ESTABLISHING ROLES AND PROCEDURES

The board should adopt a motion to appoint a chairperson and vice-chairperson.

These designations can be changed at any subsequent meeting if needed.

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ESTABLISH A REGULAR MEETING SCHEDULE

• Towns are required to maintain a schedule of regular meetings on file at their primary office. Minn. Stat. 13D.04, subd. 1.
• The schedule should also be posted at the town’s primary posting location.
• Other group meetings that supervisors regularly attend, such as the town planning commission, may be included.

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DESIGNATE AN OFFICIAL POSTING PLACE

Town boards must designate one or more locations within the town for posting legal notices.

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Minn. Stat. § 366.01, subd. 8.

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DESIGNATE AN OFFICIAL NEWSPAPER

The town board is required to select an official newspaper for publishing town notices. The chosen newspaper must meet the statutory requirements for publishing legal notices.

Minn. Stat. § 331A.04.

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APPROVE A TOWNSHIP DEPOSITORY (BANK)

The town board has the authority to designate a bank as the official town depository. Minn. Stat. § 366.01, subd. 4.

This designation must be made in writing and include all terms related to the deposits. The town chair and clerk must sign the document.

Verify who is authorized to sign for the accounts (Clerk, Treasurer, and Chair).

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MAKE DECISIONS ON HOLIDAYS

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Towns can determine whether to recognize Indigenous Peoples Day and the Friday after Thanksgiving as holidays. Public business may be conducted as usual if these days are not designated as holidays.

Minn. Stat. § 645.44, subd. 5.

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SET ROLES AND COMPENSATION

• The town board determines the compensation for town officers and employees, including the mileage rate. Minn. Stat. § 367.05.
• Boards should also review their policies regarding authorized expenses and reimbursements.
• In some towns, responsibilities are delegated among the supervisors by assigning roles such as "road supervisor" or "town hall supervisor.“
• Supervisors may also be assigned to serve on boards or commissions, like the planning commission or fire board.

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APPROVE CONTRACTS AND REVIEW CONFLICTS-OF-INTEREST

Confirm Contracts with Vendors

If any contracts are with a township officer, review the conflict-of-interest process.

Conflict of Interest:

A town officer is prohibited from having a direct or indirect interest in a contract with their town unless a statutory exception allowing the interest exists, and it follows the requirements of the exception.

Suppose any officer enters a contract with the town or performs work for the town beyond their official duties. In that case, the town board must review and determine whether to authorize the contract by resolution. Minn. Stat. § 471.87-.89.

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APPROVE AND CREATE COMMITTEES

Assign Members to committees

Determine the Committees’ duties and how often those must be carried out, including when they need to report to the board and what to include.

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REVIEW POLICIES

• The board should revisit its policies or implement new policies that it deems necessary including:
• Data retention/access
• Road management
• Administrative
• AWAIR (if a town has this policy it is required to review it annually)
• Verify the availability and location of training and reference materials, including the Town Law Book, election materials, and online resources.

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REVIEW ORDINANCE & RESOLUTION BOOK

• If the town has adopted any resolutions, it is recommended to place them in a resolution book.
• Ensure that these books are up to date
• confirm that a copy of the ordinances has been submitted to the county law library (Minn. Stat. § 415.021) and verify that any feedlot ordinances have been sent to the Minnesota Department of Agriculture.

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TOWNS WITH ZONING

Must establish proper procedures to process written requests within the time limits set by the 60-day rule, as outlined in Minn. Stat. § 15.99.

Ensure all zoning fees are properly managed, accounted for, and used exclusively for their intended purposes, per Minn. Stat. § 462.353, subd. 4.

Towns that have adopted the state building code must file an annual report with the state by June 30, detailing the fees, as required by Minn. Stat. § 326B.145.

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FINANCIAL REPORTING

• Each year, all towns using cash basis accounting must complete the Town Financial Reporting Form provided by the State Auditor’s Office, as required by Minn. Stat. § 6.74.
• The form must be returned by March 31.
• Towns using GAAP reporting must submit a different report to the State Auditor by June 30.

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TRAINING OPPORTUNITIES

Boards should identify training opportunities for the year and consider authorizing town officers to attend.

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SUBMIT AN UPDATED LIST OF OFFICERS TO MAT

MAT uses this information for communications purposes:

• The Township Insider Magazine
• Email notifications from MAT
• Staff knows they may work with those officers.

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INSURANCE POLICIES

Verify that the items covered by the township's insurance policies are still owned or used by the township;

Ensure newly acquired items are insured, and confirm that coverage limits are appropriate.

Contact the insurer to add or remove coverage as needed.

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OVERALL BEST PRACTICES

• Prepare the agenda in advance;
• Encourage collaboration by discussing expectations for the township and priorities for the upcoming year;
• Ensure your agenda includes all regulatory requirements; and
• Record decisions early and include all decision-making in the meeting minutes.

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QUESTIONS?

Maddie Cash

mcash@mntownships.org

(763) 488-4055

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