TOWNSHIP OFFICER DUTIES & RESPONSIBILITIES�

2025 Township Officers

Spring Short Course

�Madeline Cash, In-House Counsel

Who is on a Town Board?

• Clerk
• Treasurer
• 3 or 5 Supervisors

Only the Supervisors vote, but each town official performs several important duties

Traditional Board Versus Optional Forms of �Town Government

The default form of a township in Minnesota is an elected clerk, elected treasurer and three supervisors. However, voters can approve the following changes:

• Five-supervisor board (Option A)
• Appointed clerk and/or treasurer (Option B)
• Town administrator (Option C)
• Combined clerk-treasurer (Option D)

(See GI1000 for full discussion)

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When are officials elected?

• If elections are held in March, supervisors serve a 3-year term; clerks and treasurers 2-year term; Clerks elected in even years (2024) and Treasurers in odd years (2025)
• If elections are held in November, all officials serve 4-year terms unless the town has adopted a 6-year term; clerk and treasurer are elected in alternating years and supervisors alternate as well. (Example: Clerk and 2 supervisors elected in 2022/2024, Treasurer and 1 supervisor in elected in 2020/2024.)
• If Option B has been adopted for both the Clerk and Treasurer, only the Supervisors are elected

Duties of Town Clerk

• Record minutes of the proceedings of every town meeting in the book of town records
• Act as clerk of town and keep a true record of all its proceedings
• Have custody of the records, books and papers of the town unless otherwise provided by law
• File and preserve all accounts audited by the town board or allowed at a town meeting
• Record every request for a special vote or special town meeting and properly post the requisite notices

Other Clerk Duties

• Post, all meeting notices and ordinances of the town
• Furnish to the Annual Meeting the Board of Audit report
• Sign checks
• Perform other duties required by law
• Elections – Administer township elections
• Notary – Administer oaths of office
• Doesn’t vote, except to fill a supervisor vacancy

Duties of Town Treasurer

• Receive and take charge of all money to the town, or which is required to be paid into its treasury, and payout upon the lawful order of the town or its officers; (Sign checks)
• Keep a true account of all money received and how it is disbursed;
• Help prepare the Board of Audit with the Clerk
• Selecting a depository for town funds if the board fails to select one.
• Deliver all books, property, and money to their successor;
• Doesn’t vote

Combined Clerk-Treasurer

• Townships can combine the duties of Clerks and Treasurers if they Adopt Option D.
• Same duties of both offices
• A town with a combined clerk/treasurer and annual revenue must have an outside audit performed. The frequency of the audit depends upon the town’s annual revenues. The amount is adjusted for inflation yearly. Towns with less than $276,000 in 2024 must have an outside audit done once every five years. Income, above that amount, requires an annual audit.
• Towns - A town with a population over 2,500 and a 2024 annual revenue of $1,233,000 or more must have an annual audit.

Duties of Supervisor

• Supervisors shall have charge of all town affairs not committed to other officers by law
• Common Duties include
• Award Contracts
• Authorize Township Expenses; including setting compensation levels for all township officers
• Adopt Ordinance and Resolutions

Specific Town Duties

Roads

Board of Appeal and Equalization

• Meets in April or May of each year
• Determines if all taxable property in town is on the assessment list and properly valued
• Hears objections from property owners on valuation
• Can’t exempt property from taxation
• Training is required for at least one supervisor every 4 years with the Department of Revenue.

Board of Audit

• Town Boards shall act as the Board of Audit
• Settle all charges against the township
• Create report for annual meeting, which Clerk posts before Annual Town Meeting
• Statement of fiscal affairs of the township
• Estimate the amount of money needed for the next year
• Other recommendations board deems advisable

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Board of Canvass

• Meet within two days of the town election held in March or 3-10 days after the November election.
• Review and certify the results of the election.
• Certification triggers the running of a seven-day election contest period.

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Fence Viewing

• Requires supervisors to settle disagreements between neighbors if the two landowners own livestock.
• Fence disagreements relating to building, maintenance, type, and payments/ reimbursements
• Supervisors do NOT determine the boundary for the location of the fence
• MAT Information Library memo: Understanding and Administering the Fence Law (TD5000)

Noxious Weed Inspector

• Examine all land, including highways, roads, alleys, and public grounds in the territory over which their jurisdiction extends to ascertain if noxious weeds are controlled or if eradication must occur.
• See that the landowner controls or eradicates the noxious weeds.
• Issue permits for transporting materials or equipment infested with noxious weed-propagating parts when appropriate.

Planning and Zoning

• Power held by every township
• Town zoning must be consistent with county zoning and can’t be less restrictive
• Can choose to only do zoning on specific issues and leave the rest to the County
• Essence of Local Control

Duties of Town�Chair

• Serves as presiding officer of town board meetings
• Signs checks and other documents
• Except for the statutorily designated tasks, and to the extent the board expressly assigns additional duties or powers, the chair is a supervisor with only the powers of a supervisor.
• Serves as the person to receive gophers (if the township has gopher bounties)

Other Officers?

Should the Town Board have a Vice Chair?

• Vice-chair serves in the chair’s absence.
• Good idea if something unexpected comes up
• TO1000 –Resolution Appointing Vice Chair

Should the Clerk and Treasurer appoint Deputies?

• Good idea. Authorized to perform the duties of an absent clerk or treasurer.
• Appointed by clerk or treasurer, NOT by the supervisors, but Board determines pay.
• EL1300 & El1350 Certificates of Appointment for Clerk and Treasurers

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Minnesota Association of Townships Insurance & Bond Trust (MATIT)

• Insurance to Protect Town Officers
• Three Programs
• Clerk and Treasurer Bond
• Workers’ Compensation
• Consolidated Liability Coverage (CLC)
• Property, Auto & Liability
• Public Officials Liability (E&O)

Question? Contact MAT Attorneys or MAT Trainers

MAT Attorneys

Steve Fenske

Graham Berg-Moberg

Madeline Cash

MAT Trainers

Lori Stalker

Gussie Coup

Maria Bartsch

Christie Shultad

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