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Monthly Duties

Please be aware that while this is a great list, it will probably need to be edited to align with your specific Conservation District.  For example, some CDs use the Calendar year as their fiscal year, which will necessitate the Annual Report for the Department of Administration to be completed by June 30th, not December 31st.

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

Kate Arpin

Kate is the Communications and Technology Manager for Soil & Water Conservation Districts of Montana. She manages the website, puts out The Montana Conservationist every other week, and assists conservation districts with technology, websites, and communications.

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