Embed Size (px)
Citation preview
President
Handbook
Abstract
ThishandbookisanintroductoryguideforMAAOpresidents,vicepresidentand2ndvicepresident.Itcontainsanoverviewofthedutiesofthepresident,vicepresidentand2ndvicepresidentanddiscussionofcommonlyassignedresponsibilities.Itshouldbeusedasaguide
toseekoutadditionalinformationandresources.
AudiencePresidents,VicePresidentsand2ndVicePresident
2
TableofContents1. Welcome 42. StrategicPlan 4
2.1MissionStatement 42.2VisionStatement 4-5
3.PolicyonSuspectedMisconduct, 6Dishonesty,FraudandWhistle-blowerProtection4.EthicsPolicy 6-75.ConflictofInterestPolicy 7-9
6.AppointmentProcess 9 7.TermofOffice 10
8. DutiesofPresident 109. Dutiesof1stVicePresident 1010. Dutiesof2ndVicePresident 1011. Meetings 11
11.1VotingMembers 1112. RegionMap 1213. ListofCountybyRegion 1314. MembershipTypes 1415. Reports 1416. ExecutiveMeetingsHeld 1517. Committeebriefjobdesc 15-1818. Transition 19
Appendix 20-47
3
Appendix: TableofContent
SampleofSurveyforCommitteeChairs SampleofOversightStructure SampleofExecutiveBoardAgenda SampleofAnnualMAAOBusinessMeeting IAAOGuestGuidelines SampleofInvocation SampleoftheBudget SampleofPreparingforFallConference SampleofPresidentLetterhead SampleofInviteIAAOPresidentSampleofConferenceActivities EducationDocumentRetentionPolicyandProcedures GoToMeetingInstructions
4
1. WelcomeOnbehalfoftheMAAOmembership,thankyouforagreeingtoserveasMAAOpresident,vicepresidentand2ndvicepresident.ThishandbookisanintroductoryguideforMAAOpresidents,vicepresidentsand2ndvicepresidents.Itcontainsanoverviewofthedutiesofthepresident,vicepresidentand2ndvicepresidentanddiscussionofcommonlyassignedresponsibilities.
Becauseoftheoversightnatureofthepresident’sposition,thepresidentshouldbefamiliarwithnumerousresourcesandhandbooks.Thisparticularhandbookisnotintendedtobeacomprehensiveresource,butwillprovideanoutlineforpresidents,vicepresidentsand2ndvicepresidentsoftheinformationtheyneedtobeawareofandtheresourcesandinformationtheyshouldbefamiliarwith.
Again,thankyouforvolunteeringyourtimeandeffortonbehalfofMAAO.
2. StrategicPlan(AdoptedAugust26,2008)
2.1MAAOMissionStatementThemissionoftheMinnesotaAssociationofAssessingOfficers(MAAO)istoprovideeducationandinformationtopromoteexcellenceinpropertyappraisalandassessmentadministrationthroughprofessionaldevelopmentwiththehighestethicalstandards.2.2MAAOVisionStatementMAAOwillbethestatewiderecognizedleaderandsourceforeducationandinformationformassappraisalandpropertytaxadministrationandpromotehighethicalstandards.
Resourcesapresidentshouldbecomefamiliar
with:
• MAAOWebsite
• MAAOpositionStatementforLegislativeSession
• MAAOConstitution&Bylaws
• MotionLog
• MAAOCommitteeChairsandCommitteemembers
• RobertRulesoforderwww.rulesonline.com
• ObtainingaMNAssessor’sLicense
• PrivacyPolicy
5
2.3MAAOGoalsGoal#1Ensurethattheorganizationcontinuallyrecognizestheneedsofitsmembersandotherstakeholdersinpropertytaxadministration.Strategy#1-Establishfeedbackmechanismsfromthemembership.Strategy#2-Involvemembersfromthroughoutthestateatalllevelsoftheassociation.Strategy#3-Recognizetheaccomplishmentsandcontributionsofthemembership.Goal#2Tobethestatewideleaderofprovidingassessmenteducationandprofessionaldevelopmentprogramsforassessors.Strategy#1-Improveandexpandoureducationprogramsatalllevels.Strategy#2-Maintainreasonablecostsforprograms.Strategy#3-ContinueastrongconnectionwiththeInternationalAssociationofAssessingOfficers.Strategy#4-Promotetheprofessionaldevelopmentofallmembers.Goal#3Tobethestatewiderecognizedsourceforassessmentinformationtoassurethefairadministrationofthepropertytaxsystem.Strategy#1-MaintainworkingrelationshipswiththeDepartmentofRevenuestaff,theMinnesotaBoardofAssessors,theMinnesotaLegislatureanditsstaff,appraisalandtaxadministrationorganizations,governmentagenciesandotherstakeholders.Strategy#2-Developandmaintainamembershipresourcecenter.Strategy#3-Disseminateinformationvia“EqualEyes”andtheMAAOwebsite.Goal#4Promoteandinstillthehighestethicalandprofessionalstandardsinourmembers.Strategy#1-PromoteawarenessofethicalstandardsandpracticesadoptedbytheMinnesotaBoardofAssessorsandtheInternationalAssociationofAssessingOfficers.Strategy#2-Providecontinuingeducationandtrainingrelatedtoethicalstandardsandpractice.Goal#5Increaseassociationmembershipandinvolvementwhilemanaginganactiveassociation.Strategy#1-Increasemembershipandmemberretentionthroughincreasedbenefitsandactivelyrespondingtomember’sneeds.Strategy#2-Achievefiscalresponsibilitybymaintainingreasonablemembershipduesandfees,abalancedassociationbudgetandareasonablefundreserve.Strategy#3-Maintainanactiverecruitmentandmembershipretentionplanandseekinvolvementofallmembers.
6
3. PolicyonSuspectedMisconduct,Dishonesty,Fraud,andWhistle-blowerProtection
Ifanypersonknowsoforhasasuspicionaboutmisconduct,dishonestyorfraud,thePresidentshouldbecontacted.IftheallegedwrongdoingconcernsthePresident,thentheExecutiveBoardorotherofficersoftheorganizationshouldbenotifiedinstead.
IfthePresident,ExecutiveBoardmemberorotherofficersoftheorganizationreceiveinformationaboutmisconduct,dishonestyorfraud,theyshallinformtheExecutiveBoard(or,alternately,theExecutiveCommittee,ifsuchaCommitteeexists),whichshalldeterminetheprocedureforinvestigatingallcredibleallegations.
Atalltimes,theprivacyandreputationofindividualsinvolvedwillberespected.Therewillbenopunishmentorotherretaliationforthereportingofconductunderthispolicy.Ifthepersonprovidingtheinformationrequestsanonymity,thisrequestwillberespectedtotheextentthatdoingsodoesnotimpedeanyinvestigation.
4. EthicsPolicyItisthepolicyofMAAOthatitsemployeesandboardmembersupholdthehigheststandardsofethical,professionalbehavior.Tothatend,theseemployeesandboardmembersshalldedicatethemselvestocarryingoutthemissionoftheorganizationandshall:
1) Holdparamountthesafety,healthandwelfareofthepublicintheperformanceof
professionalduties.2) Actinsuchamannerastoupholdandenhancepersonalandprofessionalhonor,
integrityandthedignityoftheprofession.3) Treatwithrespectandconsiderationallpersons.4) EngageincarryingoutMAAO’smissioninaprofessionalmanner.5) CollaboratewithandsupportotherprofessionalsincarryingoutMAAO’smission.6) Buildprofessionalreputationsonthemeritofservicesandrefrainfromcompeting
unfairlywithothers.7) RecognizethatthechieffunctionofMAAOatalltimesistoservethebestinterestsof
itsconstituency.8) Acceptasapersonaldutytheresponsibilitytokeepuptodateonemergingissuesand
toconductthemselveswithprofessionalcompetence,fairness,impartiality,efficiency,andeffectiveness.
9) RespectthestructureandresponsibilitiesoftheExecutiveBoard,providethemwithfactsandadviceasabasisfortheirmakingpolicydecisions,andupholdandimplementpoliciesadoptedbytheExecutiveBoard.
7
10) Keepthecommunityinformedaboutissuesaffectingit.11) Conductorganizationalandoperationaldutieswithpositiveleadershipexemplifiedby
opencommunication,creativity,dedication,andcompassion.12) Exercisewhateverdiscretionaryauthoritymembershaveunderthelawtocarryoutthe
missionoftheorganization.13) Servewithrespect,concern,courtesy,andresponsivenessincarryingoutthe
organization’smission.14) Demonstratethehigheststandardsofpersonalintegrity,truthfulness,honesty,and
fortitudeinallactivitiesinordertoinspireconfidenceandtrustinsuchactivities.15) Avoidanyinterestoractivitythatisinconflictwiththeconductoftheirofficialduties.16) Respectandprotectprivilegedinformationtowhichtheyhaveaccessinthecourseof
theirofficialduties.17) Striveforpersonalandprofessionalexcellenceandencouragetheprofessional
developmentofothers.5. ConflictofInterestPolicySection1.Purpose:MAAOisanonprofit,tax-exemptorganization.Maintenanceofitstax-exemptstatusisimportantbothforitscontinuedfinancialstabilityandforpublicsupport.Therefore,theIRSaswellasstateregulatoryandtaxofficialsviewtheoperationsofMAAOasapublictrust,whichissubjecttoscrutinybyandaccountabletosuchgovernmentalauthoritiesaswellastomembersofthepublic.
Consequently,thereexistsbetweenMAAOanditsExecutiveBoard,officers,andemployeesandthepublicafiduciaryduty,whichcarrieswithitabroadandunbendingdutyofloyaltyandfidelity.TheExecutiveBoard,officers,andemployeeshavetheresponsibilityofadministeringtheaffairsofMAAOhonestlyandprudently,andofexercisingtheirbestcare,skill,andjudgmentforthesolebenefitofMAAO.Thosepersonsshallexercisetheutmostgoodfaithinalltransactionsinvolvedintheirduties,andtheyshallnotusetheirpositionswithMAAOorknowledgegainedtherefromfortheirpersonalbenefit.Theinterestsoftheorganizationmustbethefirstpriorityinalldecisionsandactions.
Section2.PersonsConcerned:Thisstatementisdirectednotonlytodirectorsandofficers,buttoallemployeeswhocaninfluencetheactionsofMAAO.Forexample,thiswouldincludeallwhomakepurchasingdecisions,allpersonswhomightbedescribedas“personnel,”andanyonewhohasproprietaryinformationconcerningMAAO.
8
Section3.AreasinwhichConflictMayArise:Conflictofinterestmayariseintherelationsofdirectors,officers,andemployeeswithanyofthefollowingthirdparties:
1. PersonsandfirmssupplyinggoodsandservicestoMAAO.2. PersonsandfirmsfromwhomMAAOleasespropertyandequipment.3. PersonsandfirmswithwhomMAAOisdealingorplanningtodealinconnectionwith
thegift,purchaseorsaleofrealestate,securities,orotherproperty.4. Competingoraffinityorganizations.5. DonorsandotherssupportingMAAO.6. Agencies,organizations,andassociationswhichaffecttheoperationsofMAAO.7. Familymembers,friends,andotheremployees.
Section4.NatureofConflictingInterest:Aconflictinginterestmaybedefinedasaninterest,directorindirect,withanypersonsorfirmsmentionedinSection3.Suchaninterestmightarisethrough:
1. OwningstockorholdingdebtorotherproprietaryinterestsinanythirdpartydealingwithMAAO.
2. Holdingoffice,servingontheboard,participatinginmanagement,orbeingotherwiseemployed(orformerlyemployed)withanythirdpartydealingwithMAAO.
3. ReceivingremunerationforserviceswithrespecttoindividualtransactionsinvolvingMAAO.
4. UsingMAAO’stime,personnel,equipment,supplies,orgoodwillforotherthanMAAO-approvedactivities,programs,andpurposes.
5. ReceivingpersonalgiftsorloansfromthirdpartiesdealingorcompetingwithMAAO.Receiptofanygiftisdisapprovedexceptgiftsofavaluelessthan$50,whichcouldnotberefusedwithoutdiscourtesy.Nopersonalgiftofmoneyshouldeverbeaccepted.
Section5.InterpretationofthisStatementofPolicy:TheareasofconflictinginterestlistedinSection3,andtherelationsinthoseareaswhichmaygiverisetoconflict,aslistedinSection4,arenotexhaustive.Conflictsmightariseinotherareasorthroughotherrelations.Itisassumedthatthedirectors,officers,andemployeeswillrecognizesuchareasandrelationbyanalogy.ThefactthatoneoftheinterestsdescribedinSection4existsdoesnotnecessarilymeanthataconflictexists,orthattheconflict,ifitexists,ismaterialenoughtobepracticalimportance,orifmaterial,thatuponfulldisclosureofallrelevantfactsandcircumstancesitisnecessarilyadversetotheinterestsofMAAO.However,itisthepolicyoftheboardthattheexistenceofanyoftheinterestsdescribedinSection4shallbedisclosedbeforeanytransactionisconsummated.Itshallbethe
9
continuingresponsibilityoftheboard,officers,andmanagementemployeestoscrutinizetheirtransactionsandoutsidebusinessinterestsandrelationshipsforpotentialconflictsandtoimmediatelymakesuchdisclosures.Section6.DisclosurePolicyandProcedure:Transactionswithpartieswithwhomaconflictinginterestexistsmaybeundertakenonlyifallthefollowingareobserved:
1. Theconflictinginterestisfullydisclosed;2. Thepersonwiththeconflictofinterestisexcludedfromthediscussionandapprovalof
suchtransaction;3. Acompetitivebidorcomparablevaluationexists;and4. The[ExecutiveBoardoradulyconstitutedcommitteethereof]hasdeterminedthatthe
transactionisinthebestinterestoftheorganization.
DisclosureintheorganizationshouldbemadetothePresident(orifheorsheistheonewiththeconflict,thentothe1stVP),whoshallbringthemattertotheattentionoftheExecutiveBoardordulyconstitutedcommitteethereof.DisclosureinvolvingdirectorsshouldbemadetothePresident,(orifheorsheistheonewiththeconflict,thentothe1stVicePresident)whoshallbringthesematterstotheExecutiveBoardordulyconstitutedcommitteethereof.TheExecutiveBoardordulyconstitutedcommitteethereofshalldeterminewhetheraconflictexistsandinthecaseofanexistingconflict,whetherthecontemplatedtransactionmaybeauthorizedasjust,fair,andreasonabletoMAAO.ThedecisionoftheExecutiveBoardordulyconstitutedcommitteethereofonthesematterswillrestintheirsolediscretion,andtheirconcernmustbeforthewelfareofMAAOandtheadvancementofitspurpose.
6. AppointmentProcessMembersplayanimportantroleintheappointmentprocess.Themembershavetheopportunitytonominatecandidatesfor2ndVicePresidentbycontactingthenominatingcommittee.Thenominatingcommitteeatthattimewillpresentthenominationtotheexecutiveboard.Ifthecandidateacceptsthenominationatthattime,theycancampaign.DuringtheAnnualMeeting(FallConference)thecandidatefor2ndVicePresident,1stVicePresidentandPresidentwillhavenominationspeakersrepresentthem.Afterthenominationspeakersarecompletethevotingprocesswillbegin.
10
7. TermofOfficeThetermofofficeforpresident,vicepresidentand2ndvicepresidentisoneyear.Newlyelectedofficersshalltakeofficeattheconclusionoftheannualmeeting.
8. DutiesofthePresidentThePresident,aschiefexecutiveofficeroftheAssociation,shallpresideatallmeetingsoftheAssociationandExecutiveBoardMeetings,shallsupervisetheAssociation'saffairsandactivities,andshallmakeanannualreportthereontothemembers.SaidreportshallbeappendedtotheminutesoftheAnnualMeeting.
Thepresidentmakesappointmenttocommitteeschairasneeded.Thepresidentdelegatesresponsibilityanddevelopscommitteechairsbyempoweringothersandacknowledgingtheirefforts.Heorsheshowshouldcommunicateregularlywithofficers,directorsandcommitteechairsandbeavailabletomembers.
ThepresidentshouldhaveapositiverelationshipwithMAAOmembersandencouragethedirectorsandcommitteechairstodothesame.
9. Dutiesofthe1stVicePresident(VotingMember)The1stVice-President,whoshallpresideatAnnual,SpecialandExecutiveBoardMeetingsoftheAssociationintheabsenceofthePresident,shallalsoworkwiththePresidentonmattersofinternalandexternalaffairsasmaybeassignedbythePresident.10.Dutiesofthe2ndVicePresident(VotingMember)The2ndVice-President,whoshallpresideatAnnual,SpecialandExecutiveBoardMeetingsoftheAssociationintheabsenceofthePresidentand1stVice-President,shallalsoworkwiththePresidentonmattersofinternalandexternalaffairsasmaybeassignedbythePresident.
11
11.MeetingsThepresidentisthepresidingofficerofmembershipandexecutiveboardmeetings.RunningaproductiveandefficientmeetingisaskillthatisappreciatedbyallwhoareinvolvedwithMAAO.Knowinghowtorunameetingproperlycanpreventconflict,keepsensitiveinformationprivate,andsavetheassociationtime.
Thepurposeofawell-runmeetingwithclearrulesofengagementistoensurethateveryonefeelsheorsheisheardandtreatedfairlyandthatnoindividualexertsundueinfluenceonthedecisionmakingprocess.“Robert’sRulesofOrder”shallbethegoverningrulesforMAAOassociations.
11.1VotingMembersVotingmembersinclude:ExecutiveOfficers(President,VicePresident,2ndVicePresident,ImmediatePastPresidentandFinanceOfficer)andyour9RegionalDirectors.
Commoncomplaintsandissuesthatinvolvemeetingsare:
• Theygoontoolong.• Theyarenotproductive• Discussionisrepetitiveorgoesonfortoolong.• Itemspreviouslydecidedresurfacerepeatedlyfordiscussion.
Somethingstoremember:
• Boardandmembershipmeetingsareheldinordertoconductbusiness.
• Allmeetingsshouldhaveathoughtful,writtenagenda.• Brainstorming,discussion,andworkingoutdetailsofproposals
shouldbedoneascommitteework,notinmeetings.
12
12.RegionMap
13
13.RegionsListedbelowaretheCountiesassignedMAAORegions(CitieswithintheCountyalsoarepartofRegion)
Region1:Dodge,Fillmore,Freeborn,Goodhue,Houston,Mower,Olmsted,Rice,Steele,Wabasha,Waseca,Winona
Region2:BlueEarth,Faribault,LeSueur,Martin,McLeod,Nicollet,Sibley,Watonwan
Region3:Benton,Chisago,Isanti,Kanabec,MilleLacs,Morrison,Pine,Sherburne,Stearns,Wright
Region4:Aitkin,Carlton,Cass,Cook,CrowWing,Itasca,Koochiching,Lake,SaintLouis
Region5:Brown,Cottonwood,Jackson,Lincoln,Lyon,Murray,Nobles,Pipestone,Redwood,Rock
Region6:BigStone,Chippewa,Kandiyohi,LacquiParle,Meeker,Pope,Renville,Stevens,Swift,YellowMedicine
Region7:Becker,Clay,Douglas,Grant,Hubbard,Ottertail,Todd,Traverse,Wadena,Wilkin
Region8:Beltrami,Clearwater,Kittson,LakeoftheWoods,Mahnomen,Marshall,Norman,Pennington,Polk,RedLake,Roseau
Region9:Anoka,Carver,Dakota,Hennepin,Ramsey,Scott,Washington
14
14.MembershipTypesRegularMemberAnypersonperformingthedutiesofAssessororDeputyorAppraiserwhoseresponsibilityisthevaluationofproperty,classification,orassessmentadministrationforadvaloremtaxpurposesandwhoisemployedbyorcontractedwithagovernmentalentitymaybecomeeligibleforRegularMembershipintheAssociationwithallrightsandprivilegesincludingtherighttovote,toholdoffice,toserveoncommitteesandreceivethepublicationoftheAssociationtogetherwithallitemsofgeneralmailingbymakingwrittenapplicationtotheSecretary-Treasurerandpaymentofprescribeddues.OnlyRegularMembers,ingoodstanding,shallbeeligibletoserveasanofficer,directorand/orcommitteechairperson.
AssociateMemberAnyformerAssessor,nowretired,orpart-timepersonperformingthedutiesofAssessorwhosedutyisthevaluationofpropertyforadvaloremtaxpurposesandwhoisemployedbyanypoliticalsubdivisionintheStateofMinnesota,shallbeeligibleforAssociateMembershipintheAssociation.TheAssociateMember'srightsandprivilegesshallbelimitedtoreceivingthepublicationoftheAssociationandacopyoftheminutesofeachAnnualorSpecialMeetingbymakingwrittenapplicationtotheSecretary-Treasurerandpaymentofprescribeddues.AffiliateMemberPersonsnoteligibleforRegularorAssociateMembershipbutwhoareinterestedinthescienceofassessmentandwhosubscribetotheObjectivesoftheAssociationareeligibletobecomeAffiliateMembers.TheAffiliateMember'srightsandprivilegesshallbelimitedtoreceivingthepublicationoftheAssociationandacopyoftheminutesoftheAnnualorSpecialMeetingbymakingwrittenapplicationtotheSecretary-Treasurerandpaymentofprescribeddues.
15.ReportsAsPresidentoftheAssociation,youwillbeaskedtosubmitaquarterlyarticleinMAAOEqualEyes.ThisisaneasywaytoinformtheMAAOmembershiponcurrentassociationbusiness.
15
16.ExecutiveMeetings(month)October-November—AnnualMeeting(FallConference)November—ExecutiveMeetingFebruary–ExecutiveMeetingMay—ExecutiveMeeting(DaybeforeSummerSeminar)August—ExecutiveMeetingjointwithLegislation17.BriefJobDescriptionsAgriculturalCommitteePurpose:Tobethe“eyesandears”oftheAssociationonagriculturaltopicalissuesastheycometotheforefrontintoday’sworkenvironment.Commercial/Industrial/ApartmentCommitteePurpose:Toprovideonastatewidebasis,thenecessarytoolstocommercialappraisersthrougheducationandsupporttoensureequitableanddefendablecommercial,industrialandapartmentassessments.ConferenceCoordinator(PaidPosition)Purpose:PromoteattendanceattheAnnualMeetingandConferences.ProvidecontinuitybetweensiteselectionandplanningcommitteesastofinancialarrangementsandAssociationneeds.Provideafinalinternalauditedaccountingandtransferofthebalancefromtheprecedingconference.Thisshallbeaccomplishedattheorganizationalmeetingoftheensuingadministration.EditorialCommittee(PaidPosition)Purpose:Administersthequarterlyassociation’spublication,EqualEyes.PreparetheAnnualbookletforthemembershipatourAnnualMeeting.EducationCoordinator(PaidPosition)Purpose:Responsibleforassessoreducationadministration,courseandcurriculumdevelopment,assessordevelopmentandstandardizedassessmentpractices.Inadditiontotheseresponsibilities,thepositionmayassistinotherassociationinitiativesasdirectedbyMAAOOfficers.
16
EducationCommittees:
AssessorStandardsandCourseCurriculumPurpose:SupportmissionofMAAOthroughstandardsofprofessionalpracticeandensurethestrategicdevelopmentandsuccessoftheeducationprogram/efforts
AssessorDevelopmentPurpose:Addresstheeducationalandprofessionalneedsofmembership’sdevelopment
CourseManagementPurpose:Administertheoperationalneedsoftheeducationprogram/efforts
ConferenceContentPurpose:CoordinateSummerSeminarandFallConferenceeducationalofferings
ScholarshipCommitteePurpose:Administertheassociation’sweeklongandDanFranklinscholarshipprograms
FinanceOfficer(VotingMember)TheFinanceOfficer,asthechieffinancialofficeroftheAssociation,shallpresideoverthefinancialmattersoftheAssociation.TheFinanceOfficershallsupervisethefinancialactivitiesoftheSecretaryandTreasurertoupholdstandardsofprofessionalfinancialpracticeandshallalsoworkwiththePresidentonmattersofinternalandexternalaffairsasmaybeassignedbythePresident.FinanceCommitteePurpose:Checkthefinancialaccounts;tocarryoutanauditofthefinancialaccountsofMAAOtoestablishaccurateand/orefficientaccountingpractices.ReporttotheExecutiveBoardthefindingsoftheCommittee.GISCommitteePurpose:Isdedicatedtoresearch,analyze,anddeliverthetools,technology,andeducationthatrelatestoGIS.Whileimprovingappraisalpracticesandproficiency,thiscommitteeiscommittedasateamofMAAOtohelpunifyourorganizationinthisever-changingworld.
17
InformationServices(IS)Committee(PaidPosition)Purpose:Thispositionisresponsibleforoverseeingthedesign,development,featuredeploymentandmaintenanceoftheMAAOwebsiteandunderlyingmemberdatabase(viaMemberclicks)LegislativePurpose:StudylegislativemattersandsuggestactiontobetakenregardinglegislationbeneficialtowardtheimprovementandcorrectionofassessmentstatutesandothermatterspertainingtothewelfareofAssociationMembers.MembershipCoordinator(PaidPosition)Purpose:IstoencouragemembershipandinvolvementwithMAAO.Keepanaccuraterollofthemembership.Issuenoticesofduesandsupervisethecollectionofthedues.Nominating/Research/ProceduresCommitteePurpose:TheNominatingCommitteeshallmakerecommendationstoMAAO’sAnnualMeetingthenamesofviablecandidatesforelection.ItisthemissionofthiscommitteetopresentcandidatesfortheExecutiveBoardwhowillgovernMAAObyfulfillingtheobjectivesandpurposeofthisorganization.AstheProceduresCommittee,wewillassistinanyresearchdutiesasspecifiedbytheMAAOPresident.ResidentialCommitteePurpose:TheResidentialCommitteeisdedicatedtoresearchandanalyzetopicsofimportanceaffectingResidentialassessments.WewillstrivetodevelopandeducatebestpracticestopromoteconsistencyandequalitythroughoutMinnesota.RulesandResolutionsPurpose:RulesandResolutionCommitteeshalldraftintoproperformallproposedamendmentstotheConstitution,By-LawsandPolicyoftheAssociationorresolutionsproposedforactionbythemembershipattheAnnualorSpecialMeeting.SalesRatioCommitteePurpose:CommittedtoimprovingthequalityandfairnessoftheMinnesotapropertytaxsystem.Thiswillbeaccomplishedthrougheducationandtrainingandbyassistinginthedevelopment,implementation,andrefinementofsalesratiosystemthataccuratelymeasuresthequalityoftheassessmentthatisequallyusefultobothassessorsandoversightagencies.
18
Secretary(paidposition)AttendallmeetingsoftheExecutiveBoard,bothquarterlyandtheannualbusinessmeeting,andothermeetingsasrequestedbytheExecutiveDirectors.PrepareagendaanddocumentsontheelectroniccommunicationMAAOwebsite.Reserve,arrangeandcoordinateExecutiveBoardMeetings.TakeMinutesforallExecutiveBoardmeetingsandtheannualbusinessmeeting.UpdatethemotionlogandassociationrecordsfollowingeachExecutiveBoardmeetings.SiteSelectionCommitteePurpose:Toprovideideasandoptionsforup-comingconferencestotheExecutiveBoardincludinglocationanddates.StrategicPlanningandResearchPurpose:Tosetthebudgetfortheupcomingyear.ThecommitteeconsistsoftheimmediatePastPresident,1stand2ndVicePresidentsandTreasurerofMAAO.TaxCourtCommitteePurpose:SupportsmembershipinmatterspertainingtoMinnesotaTaxCourt,addressingissuesandconcernsofassessorsstatewidethatrelatetoappeals.Treasurer(paidposition)MaintainrecordsofallofMAAO’sfundsandtransactions,performaccountsreceivableandaccountspayablefunctions,andassurecompliancewithallfiscalandregulatorypoliciesandlaws.
19
18.TransitionsOfficers,DirectorsandCommitteeChairsholdagreatdealoforganizationalknowledgeaboutMAAO,anditistheresponsibilityofthepresidenttoensurethatthisknowledgeispassedonappropriatelytonewleadership.Officers,DirectorsandCommitteeChairsshouldbeginsharingleadershipinformationandmaterialsassoonasnewofficers,directorsandcommitteechairsareelected.Tomakeasmoothtransitionitemstoremember:
• EncourageallcandidatestoattendExecutivemeetings.• ShareyourenthusiasmandpositiveattitudeaboutMAAOleadershipwithnew
officers,directorsandchairs.
20
APPENDIXSampleofSurveyforCommitteeChairsSampleofOversightStructureSampleofExecutiveBoardAgendaSampleofAnnualMAAOBusinessMeetingIAAOGuestGuidelinesSampleofInvocationSampleoftheBudgetSampleofPreparingforFallConferenceSampleofPresidentLetterheadSampleofInviteIAAOPresidentSampleofConferenceActivitiesEducationDocumentRetentionPolicyandProceduresGoToMeetingInstructionsSampleofPastPresident’sBreakfastinviteSampleofTopPenNominees(PastPresident)SampleofTopPenScoring(PastPresident)
21
Date:
FROM:
TO: MAAOCommitteeChairs
CC: MAAOOfficersandSecretaryTreasurer
COMMITTEEUPDATEANDMEMBERSURVEY
Toaideinmyattempttoevaluateourpresentcommitteestructureandensureallcommitteeshaveaproductivemixofmembers,andareprovidedproperresources,Iwouldlikeeachcommitteechairtocompleteabriefsurvey/questionnaireontheiractivities,goals,objectivesandfinancialneeds.Alsopleaseusethissurveyasanopportunityforyoutoprovidemesomeobjectiveevaluationofyourpresentcommitteemembers.Thisinformationwillbeheldinconfidenceandwillhelpguidemyappointmentofnewmemberswhereneeded.
Inconsideringyourbudgetaryprojectionsfornextyearpleaseconsiderifyourexpendituresthisyearhavesuccessfullyaccomplishedourgoals.Alsopleaseconsideranyareaswhereacutbackcouldbemadewithouthurtingtheeffectivenessofthecommitteeandalsoareasinwhichwemayneedtoexpandandwhy.
Pleaseremember,foryouasacommitteechairtobeabletoleadaneffectivecommitteeyoumusthaveengagedmemberswithaninterest,skillandpassioninyourbusinessarea.Ifyouneedmoremembers,fewermembers,membersfromotherregionsetc.pleaseincludethosethoughtsinyourcomments.Committeesneedtobelargeenoughtoaccomplishtheworkbutsmallenoughsotheydon’tbecomeunwieldy.
Weare(asapastpresidentsaid)anorganizationofcommitteesanditisourcommitteesthataccomplishmostoftherealworkofMAAO.
22
PleasereturndirectlytoVP**************byJuly15th
(Contactinformationattheendofthisletter.)
CommitteeName_____________________
CommitteeChair______________________
YouryearsonCommittee/YearsChair_________
#Meetingsheldin2015-2016FiscalYear_______________
DoyouuseGoToMeetingorConferenceCallMeetings?______
DoYouhaveaViceChair?___IfYesWho?_________________
PrimaryCommitteeObjective(s)______________________________
2016Milestones_________________________________________
DoyouwishtoserveasCommitteeChairagainin2016-2017?____________
2014/15Budget:
2015/16Budget:
2016/17BudgetRequest:
ReasonforChangeinBudgetRequest
Pleaseaddsuggestions,priorities,ideas,commentsorthoughtshereasyouwish.Anycommitteeadditionsorsubtractions,etc.
Allcommentswillbeheldinconfidence.PleasereturndirectlytoVP***********
Pleaseemailto:
ThankyouforyourserviceanddedicationtoMAAO,andtotheAssessmentprofession.Ithankyouforassistingustoplanforagreat2016/17forourassociation.Itisyourdedicationandcommitmentthatmakesusabletocontinuallymoveforward.
Pleasecallifyouhaveanyquestions218-999-9999
23
2016/17MAAOCommitteeOversightStructurePresident FirstVP 2ndVP PastPresEducation C/IValuatioins GIS SiteSelectionWeeklong Conf.Coordinators Rulesand SalesRatio ResolutionsDFScholarship InformationService AG EditorialNominating Legislative NCRAAOReps CAMAMembership Researchand ConferencesServices Strategic Planning
24
MAAO Executive Board Wednesday, November 2, 2016 1:00– 5:00 p.m. & 3rd 8:30am-3:30p.m
Kelly INN St. Cloud, Mn Room Reservations:
Proxies, Introductions, Personnel matters, etc.:
• New this year, President is asking that the Region Directors, and committee chairs please make every effort to attend the entire meeting. Special circumstances are understandable. Also, please begin your report with how long you have been a Region Director, or Committee Chair. For committee chairs please tell us your committee members and if you need to fill any spots.
• Wednesday Dinner, Thursday Lunch – The officers ask that you please make an effort to
attend the Wednesday night dinner if you are staying overnight with us in the hotel. Thursday will be a box working lunch to try to accommodate an early finish for those traveling long distances.
November agenda approval: September minutes review: Secretary Report: Tom May and ? Treasurer’s Report: Reed Heidelberger Regional Director Reports: Region 1 Joy Kanne, Mower County Region 2 Mike Sheplee, Martin County Region 3 Jean Sowada-Popp, Morrison County Region 4 Mike Dangers, Aitkin County Region 5 Jason McCaslin, Jackson County Region 6 Lori Schwendemann, Lac Qui Parle County Region 7 Doug Walvatne, Ottertail County Region 8 Joe Skerik, Beltrami County (Proxy) ?? Region 9 Kent Smith, City of Bloomington
25
Committee Reports: Conference Coordinator: Paul Knutson and Tami Paulson Finance Officer Report: Bill Effertz Membership Coordinator: Rebecca Malmquist Education Coordinator: Jackie Coulter Legislative Committee: Mark Peterson Education Committees: ASCC Jessi Glancey and Sherri Kitchenmaster Assessor Development Patrick Chapman and Amy Rausch Weeklong Course Committee Tina Von Eschen Conference Content Kim Jensen Scholarship Kelly Schroeder Strategic Planning: Marvin Anderson Editorial: Solomon Ankanki Information Systems: Matt Gersemehl GIS: Randy Lahr CAMA: Angie Johnson and Jane Grossinger Sales Ratio: Del Sanko Tax Court: Laura Fridgen CIA Valuation: Brian Kieser Agricultural: Nominating/Research/Planning: Michelle Snobl Rules & Resolutions: Marvin Anderson Site Selection: Lisa Thompson-Clarke 2018 IAAO Conference: Patrick Todd IAAO Rep.’s: Rebecca Malmquist, Tom May, Stephen Baker Dan Whitman NCRAAO Rep.’s: Bill Effertz Unfinished Business: MAAO Salary Survey Course compensation Sub-Committee Meeting NCRAAO affiliation New Business: State Board of Assessor update MAAP update Important Dates: February 9th and 10th (Tentatively) MAAO Executive Bd. Mtg. Kelly Inn-St. Cloud NCRAAO Conference Topeka, Kansas June 18-22, 2017 – Marriott IAAO annual Conference, Las Vegas, Nv. Sept. 24 – 27, 2017. Bally’s
26
71stAnnualMAAOFallConferenceSeptember10-13,20172016-2017AnnualMAAOBusinessMeetingMonday,September11,2017Conferenceopening KyleHolmes,MAAOPresidentWelcometoSt.LouisCounty DaveSipila,St.LouisCountyAssessorWelcometotheCityofDuluth EmilyLarson,CityofDuluthMayorWelcomeIAAOVicePresident DorothyJacks,IAAOVicePresidentAnnualBusinessMeetingCalledtoorder: KyleHolmes,MAAOPresidentEstablishQuorum: 10%ofregularmembersingoodstandingParliamentarian: TeresaMitchellSargent-at-arms: BenThomasInnvocation:2016ConferenceReport: PaulKnutson&TamiPaulsonLocalHostCommitteeReport: PatrickChapman,LouisRosario,LisaThompson-Clark,
andStephenBakerIAAOReport: TomMay&RebeccaMalmquistPresidentsReport: KyleHolmesSecretaryReport: TomMayTreasurerReport: ReedHeidelbergerOn-LineAdministrator: LoriSchwendemannEducationCoordinator: JackieCoulterWeeklongCoordinators: TinaDiedrichVon-Eschen RobertWilsonFinanceOfficer: WilliamEffertzRegionalDirectorReports: Region1: JoyKanne,MowerCounty Region2: MikeSheplee,MartinCounty
27
Region3: JeanSowada-Popp,ChisagoCounty Region4: MikeDangers,CassCounty
Region5: TomHouselog,RockCounty(ProxyforJasonMcCaslin)
Region6: LoriSchwendemann,LacQuiParleCountyRegion7: CherylWall,WilkinCounty(ProxyforDouglasWalvatne)Region8: JoeSkerik,BeltramiCounty(ProxyforMaryJoOtten)
Region9: KentSmith,CityofBloomingtonCommitteeReports:LegislativeCommittee: MarkPetersonEducationCommittees: SteeringCommittee MichaelStalberger AssessorDevelopment PatrickChapmanandAmyRausch CourseCurriculum JessiGlanceyandSherriKitchenmaster CourseManagement TinaVonEschen ConferenceContent KimJensen Scholarship KellySchroederStrategicPlanning: MarvinAndersonInformationSystems: MattGersemehlGIS: RandyLahrCAMA: AngieJohnsonandJaneGrossingerSalesRatio: DelSankoTaxCourt: LauraFridgenCIAValuation: BrianKieserAgricultural: DougBrunsNominating/Research/Planning MichelleSnoblRules&Resolutions: MarvinAndersonSiteSelection: LisaThompson-Clarke2018IAAOConference: PatrickToddIAAORep.’s: RebeccaMalmquist,TomMay,StephenBaker,andDan
WhitmanNCRAAORep.: WilliamEffertzUnfinishedBusiness:NewBusiness:MembershipCoordinator: RebeccaMalmquistMembershipAwards: RebeccaMalmquist
28
2016-2017Budget: 1stVPPatrickToddOtherBusiness: AmendmenttotheBy-Laws MarvinAndersonElectionsNominatingChair: MichelleSnobl RegionDirectors FinanceOfficer SecondVicePresident FirstVicePresident PresidentAnnouncements:Adjourn:
29
IAAOGuestGuidlelinesforMAAOAnnualConference
1. MAAOPresidentcontactsIAAObyletterandrequestsattendanceoftheIAAOPresidentoranIAAOrepresentative.
2. LettershouldprovidespecificsofourAnnualconference.Itemslikedates,times,locationsandconferenceagendashouldbeincluded.
3. Arrangefortransportationfromairportifnecessary.4. ConferencecommitteeshouldarrangeforroomupgradeforIAAOrepresentative
ifpossible.5. InvestigatepossibleoutsideactivitiesforIAAOrepresentative’scompanionifone
attends.6. InviteIAAOrepresentativeandguesttothePresidentsdinner.7. ArrangewithconferencecommitteeatimeforIAAOrepresentativetospeakto
thegroupandcommunicatetimeandlengthdesired.8. ArrangeforseatingforIAAOrepresentativeandguestattheheadtableforthe
closingbanquet.9. Arrangefortransportationbacktoairportifnecessary.10. Sendletterofthankyoupostconference.
30
INVOCATIONLord,wearemeetingthisweektoconductmattersofbusiness.Guideourheartsandourmindsinthespiritoffairness,rightthought,andspeech.Impartyoursupremewisdomuponouractivitiessothatouraffairsmayreachasuccessfulconclusion.Maywebechallengedtogiveourbestalways,andmaywebeassuredofyourpresencewithus.Amen.MemorialLetuspleasealsotakeamomenttorememberthosewithinourorganizationthathavepassedonthispastyear.Iwillreadthenamesfollowedbyabriefmomentofsilencethenashortprayer.DanaPowers(formerWilkinandClayCountyAssessor)EdPollard(ChiefDeputyforDouglasCounty)DennyMontague(CoonRapids/WashingtonCo.)VictorR.Berg(ChippewaCountyAssessor)TeresaLandherr(SteeleCounty)Eternalrestgrantuntothem,OLord,andletperpetuallightshineuponthem.Maythesoulsofthesefaithfuldeparted,throughthemercyofGod,restinpeace.Amen
31
32
33
SampleofPreparingforFallConferenceEndofJuly/BeginningofAugustFallConferencePrep:MetinthesummerwithConferenceCoordinatorsandLocalHoststosetupspecificdetailswiththeresort.-Wediscussedmealchoices,meetingroomrequirements,vendorarea,diningroomrequirements,opportunitiesforgatheringsoutdoors&otheractivitiesonthegrounds.Requestedearlycheck-inforourmembersontheSaturday&Sundaybeforetheconference.Letthemknowifthereareanyspecialequipmentneedsforthenightofthebanquet(screen/projector).Decidewhowillsitattheheadtablefortheannualmeetingandwhowillsitwithyouattheheadtablefortheeveningbanquet.MakesurethereislodgingsetasidefortheIAAOPresidentandtheCommissionerofRevenueattheresort.Imadethedecisiontonothavealcoholicbeveragesattheheadtableunlessfolksordereditontheirown.SetsomesortofbudgetontheprizestobegivenoutbytheLocalHostcommittee.PreparesomethingfortheFallConferenceregistrationbrochureConferenceCoordinatorwillbesendingtoallmembers.Anotetogeteveryonemotivatedtoattendandathemeifonehasbeenchosen.Alsoneedtoletmembersknowinregistrationbrochurewhattypeofdresscodewillapplyforthebanquetnight.RemindtheregionsinchargeofHospitalityRoomthisyeartobeginpreparations(ifyou’regoingtohaveone).VerifywithEditorialChairthathe/sheispreparedtodotheAnnualReportbookletformembersattheconference.YouwillalsohavetodeterminehowmanyAnnualReportsyouwanttoprint.Determineifwe’llwantthe“ProposedBudget”tomakeitinthebookletorofferitasaseparatehandoutformembersatthemeeting.PastPresidentcontactsEditorialChairandConferenceCoordinatortomakearrangementsforthePastPresident’sBreakfastandTopPenAward.LineupGuestSpeakers(localMayor?)andSpecialGuests(DOR&IAAO).ConferenceCoordinatorswillassistwiththisstep.SendinaspecialinvitetoIAAOtogetonthePresident’sschedulearoundJanuary(SeeAppendixforsampleofletter).PrepareInvitetobesentoutviaemailforMondayeveningPresident’sDinnerifyou’regoingtohostone.Wouldsomehowspecifyintheinvitethatdinneriscoveredbutalcoholicbeveragesarenot.CommunicatewithMembershipCoordinatorregardingmembershipawards-whichonesshe’ll/he’lldoattheannualmeetingversuswhichonesshe’ll/he’llsavefortheeveningbanquet.Preparetheannualreportforthefirstpageinthebooklettobehandedoutattheannualmeeting.SubmittoEditorialChair.PreparePresidentspeechtobegivenateveningbanquet.PrepareSundayafternoonExecutiveBoardagenda(SeeAppendixSampleofAgenda).AnnualBusinessMeetingAgendaPrep:MakesuretohavetheagendaforthebusinessmeetingreadytogettoEditorialChairforprinting.NeedtolineupaSargeantatArms&Parliamentarian.Sendanotetothe2ndVPtoletthemknowthey’llbehandlingtheInvocation&MemorialsattheAnnualMeeting.TheycancreatesomethingontheirownfortheInvocation.
34
FortheMemorials,theSecretarycanassistinsendinganotetoallRegionDirectorsinAugustaskingthemtostartturninginnamesofdeceasedtothe2ndVPasap.The2ndVPwillcollectthenamesandreadthematthemeetingimmediatelyfollowingtheInvocation.
CheckwiththeStateBoardofAssessorsChair-dotheywanttoprovideabriefreportattheannualbusinessmeeting?NotifyRegionDirectorsandConferenceCoordinatorstoletthemknowwhenandwhereintheannualmeetingagendathey’llbegivingtheirreports.CheckinwithNominatingChairregardingnominationsforRegionDirectorsandotherpositionssothisinformationisalsoreadyforEditorialChairandthebooklethe’ll/she’llbeprinting.RemindallregiondirectorsattheAugustExecutiveBoardmeetingortheSundayFallConferenceExecutiveBoardmeetingthattheirreportgivenattheAnnualmeetingshouldbelessthan2minuteseach.AnnualBusinessMeetingAgenda:TheAgendabeganwithwelcomingthemembers,then,introducetheCommissionerofRevenuesohe/shecouldgetbacktoStPaulthatday.Fromthere,weintroducedourGuestSpeaker(ChairforBoardofCommissioners)andhadmotivatingentertainment.Next,introducethosesittingnexttoyouattheheadtableforthemeeting:1stVP,2ndVP,PastPresident,SecretaryandTreasurerNext-CalltoOrderInvocation&MemorialsEstablishingaQuorum-askforallRegularMembersingoodstandingtostand.Parliamentarian-introducedhim/herSergeantatarms-introducedher/himConferenceReport-couldbegivenbyConferenceCoordinatorsorLocalHostsSecReport-needmotionTreasReport-needmotionIntroductionofIAAOPresidentPresident’sReport-StateBoardofAssessorsRegionDirectorReports-aftereachreportyoupresentthemwiththeircertificateCommitteeReports-eachneedtobekeptbrief-about2minutes YourChoice-gavethecommitteechairstheircertificatesaftertheirreportofatthebanquet*Ifallismovingalong,shouldbeabletogetthroughmostofthecommitteereports.*TuesamAnnualMeeting:MembershipCoordinator-gaveherreportthenpresentedYearsofServicecertificatesfor10-20yearsofservice.Thosewithmoreyearswillbegivenattheeveningbanquet.OldBusinessNewBusiness-FirstorderofNewBusinesswasElections
Asknominatingchairtocomeup-she/hebeginswithRegionDirectors.Aftershe’s/he’sreadthemall,askforamotiontoelectthesemembersasregiondirectors.Onemotionratherthanallindividually.
35
Next,she/hereadnominationsfor2ndVPandintroducedthosegivingthenominatingandsecondingspeeches.Oncespeechesarecompleted,askthreetimesifthereareanyothernominations.Hearingnone,Iwouldentertainamotiontocastaunanimousballotfor_____________as2ndVPofMAAO.Next,she/hereadsnominationsfor1stVPstatingwhowouldbegivingthenominatingandsecondingspeeches.Oncetheyweredone,askthreetimesifthereareanyothernominations.Hearingnone,Iwouldentertainamotiontocastaunanimousballotfor_______________as1stVPofMAAO.Lastly,she/hereadsnominationsforPresident.Afterspeeches,againaskthreetimesifthereareanyothernominations.Hearingnone,Iwouldentertainamotiontocastaunanimousballotfor__________asPresidentofMAAO.EndAgendawithAnnouncementsfromConferenceCoordinatororLocalHostsandaMotionforAdjournment.EveningBanquetProgram:*Don’tforgettohavetheGavelwithyouattheBanquetTheeveningwassetupasfollows:SocialHour6-7pmDinner7pm-PrayerbeforeDinnerifyouchooseFollowingdinner,introducethoseattheHeadTablewithyouandIAAOPresidentwithhis/herguest.next,wepresentedMembershipAwards.MembershipCoordinatorwillhavetheseallorganizedandreadytogo.NextwasSpecialRecognitions.Ifyouhaveanyspecialcommitteessetupmaybeforaspecialprojectintheyearthiswouldbeaplaceforthosecertificates.Atthispoint,ConferenceCoordinatorcandoprizegiveaways.Next,thePeterM.KooleTopPenAwardispresentedbythePastPresidentsotheycantouchonthePastPresident’sinvolvementinvotingforthisaward,etc.VendorThankyouifyouchooseto.Theymayhaveaprizetogiveawayalso.Next,wastheMinnesotaCuppresentation.Thiswillbegivenbythepreviousyear’srecipient.Next,isthePresident’sAddressPresidentreceivescertificateorgiftfromPastPresidentLastly,isthePassingoftheGavel.AnoathofofficeisreadandansweredbetweentheoutgoingandincomingPresident,theystandnexttoeachotheratthepodium.Thefollowingiswhatcouldbeusedasanexample:DoyousolemnlysweartoadministertheofficePresidenttothebestofyourability,upholdandsupporttheMAAOConstitutionandByLaws,andendeavortopromoteandsafeguardthebestinterestofourAssociationandtheinterestofitsmembership?Ifso,pleaseanswerbysaying“IDo”.Icongratulate______,andnowpassthegavelalongwiththedutiesandresponsibilitiesthatcomewithit.
36
www.mnmaao.org
MinnesotaAssociationofAssessingOfficersKyleHolmes,President
POBox1333Alexandria,MN56308
37
January22,2017RandyRipperger,CAEPresidentIAAOPolkCountyAssessor111CourtAvenue,Room195DesMoines,IA50309DearPresidentRipperger,OnbehalfoftheMinnesotaAffiliateMemberofIAAOandasPresidentofMAAO,Iwouldliketoextendourorganization’sinvitationforyoutobeourguestatourannualconferencein2017.WewillbemeetingSeptember10-13,2017,attheRadissonHotelinDuluth,MN.OuropeningreceptionwillbeheldSundayevening;ConferencebusinesswillbeginMondaymorningwithapresentationbyourMinnesotaCommissionerofRevenue.TraditionallywescheduletimeMondayafternoonforformalremarkstoourmembersfromtheIAAOPresident,butwecanaccommodatethisattheTuesdayeveningbanquetifthatismoreconvenientforyou.WecanarrangetohaveanMAAOmemberpickyouupattheDuluthairportshouldyouwishtoflydirectlytotheconferencelocation.Thehotelisabouta15minutedrivefromtheairport.Ourassociationwillarrangeforyourlodgingatthehotelonceweknowyouravailabilityandschedule.Ihopeyouareabletoattend,thiswillbeafunconference,inabeautifulnorthwoods,cityonhill,GreatLakessetting,andourmembers’valuehearingdirectlyfromourIAAOPresident.ShouldyoubeunavailableweextendthesameinvitationtoPresidentElectJacksorPastPresidentRodda.Pleasefeelfreetocontactmeforanyadditionaldetailsorquestions.Icanbereachedat218-384-9148.MyemailisKyle.Holmes@[email protected],KyleHolmes,SAMAPresidentMAAO
www.mnmaao.org
MinnesotaAssociationofAssessingOfficersKyleHolmes,President
POBox1333Alexandria,MN56308
38
CONFERENCEACTIVITIESSundayEveningOpeningReceptionTheSundayeveningreceptionwillopenat6:00p.m.intheMenomineeRoomEast.Therewillbeabuffetstylelightdinnerprovided.Duringdinnertherewillbemusicalentertainment.CommissionerofRevenueMeetingwithAssessorsCommissionerofRevenueWardEinessandDepartmentofRevenuestaffwillholdtheannualmeetingwithassessorsonMondaymorning.VendorsMAAOwelcomesthevendorsthatcontributetotheAnnualConference.ThevendorswillbelocatedintheChippewaroom.ThisisourbreakroomforMondayandTuesday.Pleasestopbyandvisitthem.TheIAAObooth,NCRAAObooth,andMAAOstorewillbelocatedintheChippewaroomaswell.SilentAuctionDuetolastyear’ssuccessattheAnnualConference,wewillonceagainbeholdingasilentauction.Theauctionwillcloseshortlyafter3:00p.m.Mondayafternoon.PleasedropoffyourauctionitemsattheregistrationdeskonMondaymorning.HospitalityRoomThehospitalityroomishostedbyRegions4and6thisyear.Theroomwillbeopenduringtimesthatdonotconflictwithconferenceeventsandwillremainopenuntil1:00a.m.ThehospitalityroomislocatedintheIroquois#215Suite.MondayEveningLightRailRideLocalguides,JimAtchisonandScottLindquist,willleadthegroupviatheMetroTransitLightRailfromtheMallofAmericatodowntownMinneapolis.Theroundtripcostforasixhoureventpassis$4.00.Alistoflocaldowntownvenueswillbeprovidedtoparticipants.TheeveningissuretoprovideentertainmentwiththeMinnesotaVikingshostingtheGreenBayPackersattheMetrodomethatevening.Attheveryleastthepeoplewatchingwillbesuperb.TuesdayEveningAnnualBanquetTheannualbanquetwillincludedinner,awards,andmoresocializingwithpeers.Eveningwearhast
raditionallybeenwornforthisevent.Businessattireisalsoappropriate.RamadaMallofAmericaAmenitiesTheconferencehoteloffersmanyamenities.Afitnesscenter,businesscenter,indoorpool,andoutdoorpool(keptatacomfortable88degrees),aswellasextremecloseproximitytotheMallofAmericaandIKEA.FreetransportationisofferedtotheMallofAmerica.MNStateBoardofAssessorsTheMinnesotaStateBoardofAssessorswillmeetTuesdayfrom1:00-5:00p.m.andWednesdayfrom9:00a.m.-12:00p.m.intheShoshoneRoom.
39
DOCUMENTRETENTIONANDDESTRUCTIONPOLICY
ARTICLEIPURPOSE
ThepurposesofthisdocumentretentionpolicyareforMinnesotaAssociationofAssessingOfficers(theOrganization)toenhancecomplianceandpromotethepropertreatmentofcorporaterecordsoftheOrganization.
ARTICLEIIPOLICY
Section1.GeneralGuidelines.Recordsshouldnotbekeptiftheyarenolongerneededfortheoperationofthebusinessorrequiredbylaw.Unnecessaryrecordsshouldbeeliminatedfromthefiles.Thecostofmaintainingrecordsisanexpensewhichcangrowunreasonablyifgoodhousekeepingisnotperformed.Amassofrecordsalsomakesitmoredifficulttofindpertinentrecords.
Fromtimetotime,theOrganizationmayestablishretentionordestructionpoliciesorschedulesforspecificcategoriesofrecordsinordertoensurelegalcompliance,andalsotoaccomplishotherobjectives,suchaspreservingtheintellectualpropertyandcostmanagement.Severalcategoriesofdocumentsthatwarrantspecialconsiderationareidentifiedbelow.Whileminimumretentionperiodsareestablished,theretentionofthedocumentsidentifiedbelowandofdocumentsnotincludedintheidentifiedcategoriesshouldbedeterminedprimarilybytheapplicationofthegeneralguidelinesaffectingdocumentretention,aswellastheexceptionforlitigationrelevantdocumentsandanyotherpertinentfactors.
Section2.ExceptionforLitigationRelevantDocuments.TheOrganizationexpectsallofficersandmemberstocomplyfullywithanypublishedrecordsretentionordestructionpoliciesandschedules,providedthatallofficersandmembersshouldnotethefollowinggeneralexceptiontoanystateddestructionschedule:Ifyoubelieve,ortheOrganizationinformsyou,thatOrganizationrecordsarerelevanttolitigation,orpotentiallitigation(i.e.,adisputethatcouldresultinlitigation),thenyoumustpreservethoserecordsuntilitisdeterminedthattherecordsarenolongerneeded.Theexceptionsupersedesanypreviouslyorsubsequentlyestablisheddestructionscheduleforthoserecords.
Section3.MinimumRetentionPeriodsforSpecificCategories.
(a) OrganizationDocuments.OrganizationalrecordsintheOrganization’sarticlesofincorporation,by-lawsandIRSForm1023,ApplicationforExemption.Organizationalrecordsshouldberetainedpermanently.IRSregulationsrequirethatForm1023beavailableforpublicinspectionuponrequest.
(b) TaxRecords.Taxrecordsinclude,butmaynotbelimitedto,documentsconcerningpayroll,expenses,proofofcontributionsmadebydonors,accountingprocedures,andotherdocumentsconcerningMAAO’srevenues.Taxrecordsshouldberetainedforatleasttenyearsfromthedateoffilingtheapplicablereturn.
(c) EmploymentRecords/PersonnelRecords.StateandfederalstatuesrequireMAAOtokeepcertainrecruitment,employmentandpersonnelinformation.MAAOshouldalsokeeppersonnelfilesthatreflectperformancereviewsandanycomplaintsbroughtagainstMAAOorindividualemployeesunderapplicablestateandfederalstatutes.MAAOshouldalsokeepintheemployee’spersonnelfileallfinalmemorandaandcorrespondence
40
reflectingperformancereviewsandactionstakenbyoragainstpersonnel.Employmentapplicationsshouldberetainedfortenyears.Retirementandpensionrecordsshouldbekeptpermanently.Otheremploymentandpersonnelrecordsshouldberetainedfortenyears.
(d) BoardandBoardCommitteeMaterials.MeetingminutesshouldberetainedinperpetuityintheMAAO’sminutebook.AcleancopyofallotherBoardandBoardCommitteematerialsshouldbekeptfornolessthantenyearsbyMAAO.
(e) PressReleases/PublicFilings.MAAOshouldretainpermanentcopiesofallpressreleasesandpubliclyfileddocumentsunderthetheorythatMAAOshouldhaveitsowncopytotesttheaccuracyofanydocumentamemberofthepubliccantheoreticallyproduceagainstMAAO.
(f) LegalFiles.Legalcounselshouldbeconsultedtodeterminetheretentionperiodofparticulardocuments,butlegaldocumentsshouldgenerallybemaintainedforaperiodoftenyears.
(g) ContributionandProgramandServiceRecords.MAAOshouldkeepfinalcopiesofcontributionandprogramandservicerecordsforthesameperiodoftimeitkeepstaxrecords,generallyatleasttenyearsfromthedateoffilingtheapplicablereturn.
(h) Contracts.Final,executioncopiesofallcontractsenteredintobyMAAOshouldberetained.MAAOshouldretaincopiesofthefinalcopiesforatleastthreeyearsbeyondthelifeoftheagreement,andlongerinthecaseofpubliclyfiledcontracts.
(i) Correspondence.Unlesscorrespondencefallsunderanothercategorylistedelsewhereinthispolicy,correspondenceshouldgenerallybesavedfortwoyears.
(j) BankingandAccounting.Accountingledgers,journalsandschedulesshouldbekeptfortenyears.Bankingdeposits,depositslips,checksandinvoicesshouldbekeptfortenyears.
(k) AuditRecords.Externalauditreportsshouldbekeptpermanently.
Insurance.Expiredinsurancepolicies,insurancerecords,accidentreports,claims,etc.shouldbekeptpermanently.
Section4.ElectronicMail.E-mailthatneedstobesavedshouldbeeither:
(i) printedinhardcopyandkeptintheappropriatefile;or
(ii) downloadedtoacomputerfileandkeptelectronicallyoronadiskasaseparatefile.
Theretentionperioddependsonthesubjectmatterofthee-mailascoveredinpolicy.
41
EducationDocumentRetentionPolicyandProcedureMAAOshouldretaincoursedocumentsandmaterialsrelatedtotheEducationProgramfortenyears.Thisincludescopiesofcoursematerialsdistributedduringeachcourse,originalcoursematerials,completedexams,compiledexamresults,correspondencesenttocourseparticipantsandattendancerostersforeachcourse.Thesedocumentswillbestoredinthe“EducationCloud”whichisafolderlabeledEducationonWebDocsthatisassessablebytheEducationCoordinatorandtheITchair.DocumentstobestoredintheEducationCloud:-Copiesofmaterialsdistributedduringeachcourse-Currentversionsoforiginalcoursematerialsinaneditableformat-Copiesofexamscompletedbyparticipants-Compiledexamresultsforeachcourse-Correspondencesenttoparticipantsregardingexamscores-Courseattendancerostersandsign-insheetsTheEducationfolderonWebDocsdoesnotallowfororganizationthroughfoldersandusesasearchfunctiontofinddocuments.Toallowdocumentstoeasilybefoundthroughthesearchfunctiondocumentsshouldbetitledwiththefollowingformat:CourseName_Year-Month-Day_DocumentDescriptionExamples:ALP_2013-Jan_CourseAttendanceRoster BasicIncome_2014-10-30_ManualSubmittingDocuments:DocumentsthatneedtobeuploadedtotheEducationCloudshouldbee-mailedtotheEducationCoordinatororgiventotheEducationCoordinatoronaremovablemediastoragedevice.Additionally,documentsthatarenotconfidentialcanbeaddedtotheMAAOCommonEducationFolderonDropbox.Confidentialdocumentsincludecourseexamsanddocumentsincludingexamresults.RequestingDocuments:DocumentscanberequestedfromtheEducationCloudbye-mailingtheEducationCoordinatorandwillbedeliveredbye-mail,removablemediastoragedeviceorthroughtheMAAOCommonEducationFolder(non-confidentialdocumentsonly).
42
GoToMeeting-webmeetinginstructionsGotowww.gotomeeting.comclickLoginintheupperleftnavigationbar.Login-Emailaddress:[email protected]:MAAO1949ScheduleaMeeting-Wecanonlyschedule/hostonemeetingatatimewithoursubscriptionClickHostaMeetingontheLeftNavigationarea.Ifyouhaveneverhostedameetingonyourcomputerbefore,thewebsitewillasktoRuntheapplication.ClickRunifprompted.ItwillshowStartingMeeting……..YouwillthenseealittleFlowericoninyourtaskbarbytheclock.AboxwillaskyouifyouwanttoMeetNoworScheduleaMeeting.Makeyourselection.EntertheSubjectofthemeeting–bespecific(i.e.ISCommitteeMeeting),DateandTime–therestoftheAudioandPasswordsetupcanbeleftasdefaulted.ClickSchedule.ThemeetingwillbeenteredontoyourOutlookCalendarandanemailwindowwillcomeupwithallthemeetingdetailsandthemeetinglinkincluded.Entertheemailaddressesthatyouareinvitingandsendtheinvitation.StartaScheduledMeetingScheduledmeetingsareanyGoToMeetingmeetingsthathavebeenpreviouslyscheduledbytheorganizerintheGoToMeetingapplication.ScheduledGoToMeetingmeetingscanbestartedfromtheGoToMeetingsystemtrayicon,theGoToMeetingWebsite,theGoToMeetingOutlookbar.Note:TostartameetingtheGoToMeetingapplicationmustbeinstalledonthePCbeingusedbythemeetingorganizer.Thiswasinstalledwhenyouscheduledthemeeting.TostartascheduledmeetingfromtheGoToMeetingsystemtrayicon1.Right-clicktheGoToMeetingsystemtrayiconandselectMyMeetings.2.OntheLogin–GoToMeetingdialogbox,enteryourEmailaddressandPasswordandclickLogIn.3.OntheMyMeetings–GoToMeetingdialogbox,selectthemeetingyouwanttostartbyclickingthenameofthemeetingintheSubjectcolumn,andclicktheStartbutton.YourmeetingwillstartandtheGoToMeetingOrganizerControlPanelwillappearintherightsideofyourdesktop.TostartascheduledmeetingfromtheGoToMeetingWebsite1.OpenanInternetbrowserandgotowww.gotomeeting.com.2.Intheleftnavigationbar,clickLogIn.3.IntheReturningUserssection,enteryourEmailaddressandPasswordandclicktheLogInbutton.4.OntheMyMeetingspage,locatethescheduledmeetingyouwishtostartandclicktheStartMeetingbutton.5.Ifprompted,clickYesorGranttoaccepttheGoToMeetingdownload.YourmeetingwillstartandtheGoToMeetingOrganizerControlPanelwillappearintherightsideofyourdesktop.TostartascheduledmeetingfromtheGoToMeetingOutlookbar1.FromtheGoToMeetingOutlookbar,clicktheGoToMeetingbuttonandselectMyMeetings.2.OntheLogin–GoToMeetingdialogbox,enteryourEmailaddressandPasswordandclickLogIn.3.OntheMyMeetings–GoToMeetingdialogbox,selectthemeetingyouwanttostartbyclickingthenameofthemeetingintheSubjectcolumn,andclicktheStartbutton.YourmeetingwillstartandtheGoToMeetingOrganizerControlPanelwillappearintherightsideofyourdesktop.Ifyouareusingthetelephonefortheaudiopartofthemeeting,callthenumberandenterthePasscodeprovidedintheemailandoutlookcalendaritemandmakesurethe‘UseTelephone’buttonisselected.Ifyouhaveaheadsetandmicrophonepluggedintoyourcomputer,makethatselectionandyouaregoodtogo.Toendyourmeeting,clickFileEndMeetingorclicktheCloseXintheupperrightofthistoolbar.
43
Get Started with GoToMeeting Quick Start Learn how to schedule your meetings, invite people and meet spontaneously. Watch Video (2:36) Engage your Audience Find out how to make your meetings more interactive by using Drawing Tools, sharing keyboard/mouse controls and switching presneters. Watch Video (2:42) Recording Basics See how easy it is to record meetings (include you and your attendees' audio) for later On-Demand viewing. Watch Video (2:39) View all our GoToMeeting training videos, including instructions for Mac users If you have any questions or comments about what you've learned, please contact us at: GoToMeeting Global Customer Support
For 24/7 Support, please visit: http://support.gotomeeting.com 1-800-263-6317 (U.S. and Canada, toll-free)
44
2017
MAAOAnnualPastPresident’sBreakfast
Tuesday,September12,7:30AM
RadissonDuluthHarborview
MissabeRoom
505W.SuperiorSt.
Duluth,MN55802
1-800-333-3333
YouarealsoinvitedtoattendtheannualeveningbanquetheldTuesdayeveningwiththereceptionstartingat6PMintheVikingRoomonthelowerlevel.Thebanquetwillbeheldat7PMintheGreatHall.
ReturnRSVPandNominationbyAugust25,2017,to:
NancyWojcik
CityofMinneapolis309SecondAveS.–Room100
Minneapolis,MN55415612-673-3303
45
RSVP:PleasecompleteandreturntoNancyWojcikbyAugust25,2017.
Name:
____________________________________
Address:
____________________________________
Phone:
____________________________________
Email:
____________________________________
YouarealsoinvitedtoattendtheannualeveningbanquetheldTuesdayeveningwiththereceptionstartingat6PMintheVikingRoominthelowerlevel.Thebanquetwillbeheldat7PMintheGreatHall.
Pleaseindicatetheeventsyouwillattendandnumberofticketsyouwillneed.
Breakfast: ____willattend No.Tickets__________
____willnotattend
Banquet: ____willattend No.Tickets__________
____willnotattend
NancyWojcikCityofMinneapolis
309SecondAveS.–Room100Minneapolis,MN55415
46
2017MAAO
PeterM.KooleTopPenAwardNomination
Threeawardsaregiven.Pleasevoteforfirst,second,andthirdplace.
Firstplacewillreceive$200andacommemorativeplaque.Secondplacewillreceive$100andacertificate.Thirdplacewillreceive$50andacertificate.
Thesearethesevenarticlesnominatedforconsiderationthisyear.Copiesofallarticlesareincludedinthispacket.
Vol Num Article Author Area Vote38 146 Beerview,AssessingtheLocalAle MikeVanderlinden WrightCounty ________
38 146 GlobalAssessment:Germany LoriThingvold WrightCounty ________
39 147 VikingsStadium,PartIII JasonJorgensen MeekerCounty________
39 148 MCAST DellSanko CityofMpls________
39
148
MyHouseUsedtoHaveOneofThose
JamieFreeman
ClearwaterCounty ________
39 149 Bewareofz`Dog! JasonJorgensen MeekerCounty
________
Pleasesubmitnominationformby___/____/____
To:NancyWojcik
309SecondAveS.,Room100Minneapolis,MN55401
Emailto:[email protected]
47
SAMPLETOPPENSCORING
ScoreARTILCENAME
ARTICLENAME
ARTICLENAME
ARTICLENAME
ARTICLENAME
ARTICLENAME
1=5pts
√ √√ √√√√√√√
√√√√ 2=4pts
√ √ √√√ √√√√ √√√√√
3=3pts √√ √√√
√√√√ √√√√ √ 4=2pts √
√
5=1pt √ √ 6=0pts √√
9 19 14 59 30 43
TopPen$200Award
Article—AuthorSecondPlace-$100Award
Article–Author ThirdPlace-$50Award
Article–Author
