The start of a new fiscal year might not come with a big celebration or champagne (Sidebar: Honestly - it should come with champagne, right? Business managers should be able to celebrate all those fund transfers and finalizations of annual reports!), but it does come with an important meeting. As your board prepares for its annual reorganization meeting, here’s a handy checklist to help make sure you're covering all the essentials.
Designate Your Bank(s) & Custodian Of Funds (AKA Business MGR)
1. Required by SDCL 13-8-10
2. Adopt a resolution at your July meeting naming your district’s bank or banks to be the depository.
3. Pro-Tip: Check the Department of Legislative Audit’s list for under-collateralized banks, if applicable
Elect Your Board Officers
1. Required by SDCL 13-8-10
2. Elect a President and Vice President from among the current board members.
3. Officers serve until the next annual meeting.
4. Reminder: Review your board policy to confirm your election procedures.
Prepare for Tie Votes
1. No statutory tie-breaker exists for officer elections.
2. Check if your board policies include a method for resolving election ties.
3. Boards using KSB Policy 2002 likely already have a tie-breaking process in place.
Administer Oaths of Office
1. Discussed in SDCL 13-8-14 and 13-8-15
2. Newly elected board members must take and sign an oath to uphold the U.S. and South Dakota Constitutions and perform their duties.
3. Oaths are filed with the business manager, except for the business manager’s oath, which goes to the county auditor.
4. Oaths only need to be completed once per person during their term.
5. Both the business manager and board president can administer oaths.
Designate Your Legal Newspaper
1. Required annually required by SDCL 13-8-10
2. Designate the newspaper where all official notices and proceedings will be published.
(Optional, But Recommended) Review Committee Assignments
1. Many boards will use the reorganization meeting to assign committees with new members now seated.
2. The Board President has sole authority to appoint all committees, so take this step after officers are elected (SDCL 13-8-26).
(Optional, But Recommended) Designate Legal Counsel
1. Many boards use the July meeting to name the law firm(s) they’ll work with in the coming year.
2. There is no legal limit on how many firms you can authorize.
3. Need sample language? A sample agenda item and motion is available.
The July meeting sets the tone for the year. Use this checklist to ensure your board is organized, compliant, and ready to lead. Additionally, as you prepare for the coming year, consider booking your staff inservices or explore the on-demand portal content for staff professional development offered by KSB, including a 45 minute staff-inservice video available at the end of July. Questions? We’re here to help. Reach out anytime at ksb@ksbschoollaw.com or (402) 804-8000.