Monthly Duties

Julie Goss put together this list of tasks that need to be accomplished each month. A very useful resource for new & experienced administrators to keep on top of the duties that only occur once or twice per year.

January:

  • Board Meeting
  • Pay MACD Dues
  • Take in Stragglers on Tree Orders
  • Type up minutes from meeting
    • Make sure to follow up on all the stuff you need to do from the meeting
  • Send approved minutes to Laurie Zeller, county commissioners, NRCS-Dave Pratt and MACD
  • Taxes: W2 taxes/ 1099. Mailed to employees by Jan 31st W3 to Social security by Feb 28th MT W# is also due by Feb 28th.
    • 1099’s to anyone the district paid over $600.00 for a service including supervisors. 1096 to IRS by Feb 28th
    • There is a sheet in the Monthly Binder that shows the steps how to do it in QuickBooks. I get the forms from the Tax office and type them on typewriter
  • Range Workshop-(depends on when you have it). I type up flyers, put it in the Newsletter, print out post cards-that I get from BOSS Office – Suggested workshop
  • 27th is the opening date for the Nominating Petition to run for board member/or re-elect board members. There is a sheet in Monthly Binder to tell you what to do about that. Get from the Clerk and Recorders office.
  • Start typing up Agenda/and doing payroll
  • Pay 941 taxes by the 15th of next month

February:

  • Board Meeting/type up minutes after-send approved minutes to L. Zeller
  • Start agenda at end of month for March, do payroll
  • Administrators Grant-should get an email from Laurie Zeller with an attachment. There is a folder on it in File Cabinet…..you do this every year-it’s what pays your salary. It’s due May 1st. Bring it up at the March Board meeting and finalize it April Board Meeting.
  • Newsletter: need to start typing up, print out and send out-there is a paper in the Monthly Binder on when/how to do newsletters. Look at past examples for ideas if you need to.
  • Order Tree Fabric: Several districts order together from Dewitt-Send out an email to some of the area districts-Richland, Cuter, Dawson, Little Beaver and Wibaux to see if anyone else needs to order
  • Tree Order: need to send to Chip Fischer to keep him updated on what you need
  • Audit: need to do an annual audit for the last year. Supervisors can do the audit or you can hire an accountant
  • Pay 941 taxes by the 15th of next month and MT withholding if you are on a monthly schedule for Montana- The federal 941 taxes are done electronically at eftps.gov you will need a password and a pin number Montana can be done electronically or by sending in the coupon from the

March:

  • Send out newsletter
  • Board Meeting/type up minutes after-send approved minutes to L. Zeller start agenda at end of month for April, do payroll
  • Start Advertising for the Drill at the end of the month in the F.C. Times. Need to make up an Ad, there are a few that I have put in there so you could use them.
  • Trees: Confirm your final Tree Orders – figure out who needs trees planted and mesh laid and make sure they are ready.
  • Pay 941 taxes by the 15th of next month
  • Quarterly Employee Federal taxes (941) needs to be done
  • Unemployment Insurance January 1- March 31 ( look in back of book)

April:

  • Board Meeting/type up minutes after-send approved minutes to L. Zeller start agenda at end of month for May, do payroll
  • Tree Shed:
  • Trees: they usually come in at the end of April unless you have a late winter, then they come in Early May.
    • Once you know a date they will be coming, you need to send out a postcard to let the people who have ordered trees know when/where to pick them up.
    • Send out a post card at least 2 weeks in advance
    • Purchase any necessary supplies you will need for the trees when they come in.
    • Also advertise that they are coming and when the pick up date will be.
    • The Fabric Comes around the same time the trees do.
  • Administrator’s Grant: make sure you finalize/sign and get mailed in by May 1st.
  • Pay 941 taxes by the 15th of next month

May:

  • Board Meeting/type up minutes after-send approved minutes to L. Zeller start agenda at end of month for June, do payroll
  • Trees: if they didn’t arrive in April, they will in May.
    • NRCS usually helps unload them and separate them/label them when they come in. Sometimes the board members help out depending on their schedules. It doesn’t hurt to ask them.
    • For people who have preordered them, put them in bags/label them to get them out of the way. Don’t bag the ones for plantings, but separate them from the rest.
    • Be sure to WATER TREES a few times a week! Make sure the humidity is up in there.
    • Have your Tree Sale pick up for people who preordered, and then figure out what you have for Surplus and then have a sale, Advertise for it.
  • Mow at tree shed.
  • Administrator’s Grant-Make sure it is in before May 1st.
  • Newsletter-need to start working on the newsletter and should be mailed by the first week in June.
  • Pay 941 taxes by the 15th of next month

June:

  • Board Meeting/type up minutes after-send approved minutes to L. Zeller start agenda at end of month for July, do payroll.
    • For Supervisors you will have to calculate their mileage they made to the meetings/ or any other things like helping with the drill or trees and write their checks.
  • Newsletter: need to mail out
  • Need to deposit any tree checks you are getting in.
  • Fabric/Tree planting: it should all get done by June 15th.
  • Administrator’s Meeting: there usually is a meeting in the early summer
  • Need to have your surplus tree sales and try to get rid of the trees, Mow at tree shed. Once all the trees are sold you can shut off electric/water to tree shed.
  • Pay MT Withholdings: Look in back of book, info is there
  • Quarterly Unemployment Insurance: look in back of book ( April 1-June 30)
  • Pay 941 taxes by the 15th of next month
  • Quarterly Employee Federal taxes (941) needs to be done

July:

  • Board Meeting/type up minutes after-send approved minutes to L. Zeller start agenda at end of month for August, do payroll.
  • Mow at tree shed
  • Shut off Water/Electric to tree shed when finished in there.
  • Have people get their trees/plantings paid for by August
  • Annual Financial Report: you can start working on it anytime after July. It’s not due until Dec. 31st usually, but it’s good to get it out of the way. There is a folder in the file cabinet that talks more about it and shows examples on how to do it.
  • Pay 941 taxes by the 15th of next month

August:

  • Board Meeting/type up minutes after-send approved minutes to L. Zeller start agenda at end of month for September, do payroll.
  • Fallon County Fair: need to get a booth set up for the fair….start thinking of ideas on what to put up on a board and set out on the table.
    • The Drill goes to the fair, get a board member to pick it up, wash it and haul it to the Fairgrounds.
    • NRCS can help set up at fairgrounds
  • Newsletter-need to start working on the newsletter and should be mailed by the first week in September.
  • Tax Valuation Form-for Mill levy’s should get in the mail
  • Pay 941 taxes by the 15th of next month

September:

  • Newsletter: need to mail out
  • Board Meeting/type up minutes after-send approved minutes to L. Zeller start agenda at end of month for October, do payroll.
  • Mill Levy Budget: Clerk & Recorder’s Office helps out with this……contact them if you don’t understand how to do it.
  • Area II Meeting: usually takes place at the end of the month……at a different area each year.
  • Water User Reports: need to type up and print out. There are located on the computer in the Water Rights + Quality folder. Need to fill out for each producer with water rights (which you will find in the back room file cabinet) fill out partially and mail to them with a deadline by Mid October. Then copy them as you get them in and send to Duane Claypool in Miles City-ask him about them if you are lost…..he knows all about them and what you should do.
  • Quarterly Unemployment Insurance: look in back of book ( July 1-Septeber 30)
  • Pay 941 taxes by the 15th of next month
  • Quarterly Employee Federal taxes (941) needs to be done

October:

  • Board Meeting/type up minutes after-send approved minutes to L. Zeller start agenda at end of month for September, do payroll.
  • Water User Reports: start collecting them and mail them to D. Claypool.
  • Agronomy Workshop: start thinking about a date, advertising, get speakers lined up. Print postcards out to mail to producers.
  • Local Work Group: Might need to schedule one in the fall before December. This includes NRCS, FSA, County Committee, Commissioners, LBCD Board.
  • Pay 941 taxes by the 15th of next month

November:

  • Board Meeting/type up minutes after-send approved minutes to L. Zeller start agenda at end of month for December, do payroll.
  • Agronomy Workshop: usually is held in November. Need to get door prizes
  • MACD Convention: held this month, Administrator and board members can go.
  • Pay 941 taxes by the 15th of next month
  • Newsletter-need to start working on the newsletter and should be mailed by the first week in December.

December:

  • Board Meeting/type up minutes after-send approved minutes to L. Zeller & Kathy Newell/start agenda at end of month for January, do payroll.
  • Newsletter: mail out.
  • Christmas Party: if you want to do one
  • AgLearn Test: needs to be done by Dec. 31st.
  • Taxes: start picking up W2s or 1099s to get ready to do taxes in January
  • Range Workshop: start thinking of a Date for the Range Workshop if you want to have one again.
  • Pay MT Withholdings: Look in back of book, info is there
  • Quarterly Unemployment Insurance: look in back of book ( April 1-June 30)
  • Pay 941 taxes by the 15th of next month
  • Quarterly Employee Federal taxes (941) needs to be done
  • Start working on taxes: Info is in the back of the book