Unit Leadership SuggestionsUnit Leadership Meetings

Summer, 2017

WTA Unit Leader Roles and ResponsibilitiesWTA unit leaders include a Chairperson, Vice-Chairperson, Secretary, and Treasurer. The WTA

by-laws allow for the Secretary and Treasurer position to be combined. Thus, per the by-laws, each county unit shall have either three or four unit leaders. The principle duties of unit

leadership include:

Implement the WTA purpose in a manner consistent with our values and that moves us closer to achieving the vision of the Association (please see WTA Strategic Plan for more detail)

Increase/maintain WTA membership

Day-to-day unit management (e.g., budget, agendas, etc.)

Provide direction to the WTA, including having the Chairperson (or their designee) represent the unit members at the annual Council meeting

A. Implementing the WTA Purpose The WTA mission statement reads: “A statewide association providing education, legal information and grassroots legislative advocacy to empower and inspire our members to lead in their communities.” It recognizes that we provide three primary services: 1) education; 2) legal information; and, 3) lobbying. Servicing our members is intended to empower and inspire them to lead in their communities. This leadership, as our vision statement communicates, will help “[unlock] the potential of democracy”.

EducationA foundational step in educational leadership is to first become as knowledgeable as possible about town government. Unit leadership is encouraged to attend as many educational programs as practical. These at least include: District Meetings, New Officials Workshops (odd numbered years); Unit Leadership Meetings; Annual Council Meeting (one attendee from each unit); Budget and Finance Workshops; and the Annual Convention.

Unit leaders are also expected to promote these educational opportunities to unit members. If we want to maintain and enhance the decision making authority of local government, we must have competent town officials. Education is critical in achieving competency and preparing town officers to make thoughtful decisions. Poor or even illegal decisions arising from lack of education damage the reputation of local government and threaten a decentralized system of government.

In addition to promoting the many educational offerings provided by WTA, unit leaders are also in charge of developing a unit educational strategy implemented through the unit meeting. Unit meeting guidelines are provided below.

Legal InformationWTA provides a legal hotline staffed by three attorneys. Unit leaders are encouraged to help unit members (especially new officials) learn about and understand how to access this valuable service. The attorneys also write monthly articles that typically focus on legal topics. Unit leaders may reference one or more articles at a unit meeting as a way to provide education on the law and promote magazine readership. WTA is also happy to provide legal education programs at unit meetings (subject to attorney availability).

LobbyingCounty unit meetings are the heart and soul of WTA legislative advocacy success. When we lobby legislators, our task is much easier where we have strong county units. The most important lobbying role of unit leadership is to have robust, well attended, and successful county unit meetings. Unit meeting guidelines are provided below.

Occasionally, WTA will send out a legislative alert requesting you to contact your legislators. We only send this out when we are definitely in danger of losing or need your help to push an initiative over the finish line. If we ask for assistance, it means we really need it. Unit leaders are encouraged to be the first to respond. Furthermore, we’re hopeful that you will create and use a unit email system or telephone tree to prompt a successful response.

The Urban Towns Executive Committee (tentatively being renamed the Town Legislative Advocacy Council (TLAC)) provides significant legislative advocacy guidance and assistance. Without the 140+ towns providing additional support through their TLAC membership, the ability to lobby would be significantly handicapped. Unit leaders are encouraged to influence their town to become TLAC members and are encouraged to periodically promote this opportunity to the unit. Having a TLAC Executive Committee member provide a presentation on their efforts is a unit meeting educational program to consider.

Once every two years, the Town Legislative Advocacy Council sponsors a Capitol Day. Your WTA lobbying team is important and effective, but there is nothing quite like actual constituent communication, especially when it is in person. Unit leaders are encouraged to model the way by being the first to commit to attend Capitol Day. Promotion can be accomplished at unit meetings and via email.

The WTA legislative agenda is formed using multiple strategies. One strategy is to consider any unit resolutions requesting legislative changes. Unit leaders are encouraged to periodically have a discussion about desired legislative changes and create and act on any pertinent resolutions. A second strategy is to use information obtained during four Town Legislative Advocacy Council listening sessions held during the summer of even numbered years. Unit leaders are encouraged to attend and promote the sessions.

B. Increase / Maintain Membership The WTA is fortunate to enjoy a 99% general membership rate. As we financially structure ourselves for strategic plan implementation and overall success, dues and fees will be moderately increased consistent with the level of services provided. WTA has been very transparent about this plan and has received only two questions, but we must be vigilant and continuously communicate the value of membership.

Unit leaders are at the forefront of promoting the value of membership. Some things to consider: a) a few legal hotline calls and your membership is likely paid for; b) without the WTA, nobody is collectively fighting for town led decentralized government as envisioned by our founders; WTA kills a number of efforts to damage citizen led democracy every year; and, c) government is more and more complex and WTA provides the education necessary to help you be successful, nobody else puts that much attention into educating town officials.

The Town Legislative Advocacy Council membership rate is 11%, and we would like that to grow. Unit leaders are encouraged to influence their town to become TLAC members and are encouraged to periodically promote this opportunity to the unit (see more above).

C. Day-to-Day Unit Management Unit leadership shall be elected biennially, in odd numbered years, within two months of the Spring elections. It is the responsibility of the Unit Chairperson to call a unit meeting for said purpose. A complete report of the results of the election should be submitted to WTA within 10 days of the elections, including names, USPS addresses, phone numbers and emails of each officer.

Units shall run according to unit by-laws that are consistent with, and shall not in any way contravene WTA by-laws. For units that do not currently have by-laws or need to amend by-laws to be consistent with the WTA by-laws adopted at the July, 2016, a model unit by-laws document in appended (Appendix 1). Units are encouraged to have by-laws adopted by July, 2019. Please send a copy of the adopted by-laws to the WTA.

Unit leadership is responsible for developing an adequate revenue stream and properly

managing finances. Unit revenue generation amounts and techniques vary significantly. Some units have little cash on hand and raise minute amounts, while others have significant cash on hand and raise enough funding to employ several staff. Most units collect annual dues from each town, while some units collect only when cash on hand reaches a certain level.

One of the most important roles of unit leadership is to develop, call, and run successful unit meetings. Units shall meet at least twice annually; however, WTA recommends no less than four and several meet from six to eleven times a year. Please see more about unit meetings below.

D. Council Meeting The WTA is officially comprised of “Member Governments” that are represented by the unit chairperson (or another unit officer as designated). A meeting of the unit chairpersons (or their designee) constitutes the Council. The Council can: a) adopt and amend or restate By-laws and Articles of Incorporation; b) approve a merger; c) approve dissolution; d) adopt a budget and dues structure; and, e) elect the Board of Directors (per District).

I. Unit Meetings The Unit meeting is central to the success of the Wisconsin Towns Association. Without successful units fueled by powerful unit meetings, none of the three purposes of the Association (education, legal information, and legislative advocacy) can be fully realized. During the 2015 Unit Leadership Meetings, unit leaders were asked about what they have found to be the ingredients of a successful unit meeting. The answers were diverse, and what one unit has found to work might be different from what another has found to be productive. This is not surprising and emblematic of the magic of localized decision making. Please find below, some tips for successful unit meetings that unit leaders can consider.

April – June (odd numbered year)Within two months following Spring elections, a unit should meet to elect unit leadership. Timing is very important because the annual Council meeting notice and materials are sent to the unit chairperson in late June. The unit chairperson should send the new contact information for unit leadership to the WTA office by late June.

Unit Meeting DatesThe unit cycle is a two year period beginning with unit leadership elections. Many units have found it beneficial to set unit meeting dates annually at the beginning of a “unit year” (roughly June to May). Some even set the full two year schedule and others send a memo to all town officials and state legislators informing them of the one or two year schedule. Many units have also found it beneficial to hold meetings on the same day and week of a certain

month (e.g., 2nd Monday of March, June, September, and December). Setting the dates during the first meeting of the year allows for advance notice to individual unit members and legislators. To increase legislator attendance, Monday and Thursday meetings work best.

The WTA By-Laws require units to meet at least twice annually; however, the recommendation is a minimum of four. Most units meet four times annually, while some have six meetings, and several have more (up to 11).

Meeting NoticeThe WTA will provide meeting notice postcards to all town officers whose contact information each town has provided with their annual dues. It is very important to provide the WTA office with 3 weeks advance notice of a unit meeting. The WTA will also provide invitations to state elected officials and federal elected official staff. Sometimes changes to officials or staff occur without our knowledge. If unit leadership finds a need for a change, please contact the WTA office.

The postcards will contain the information unit chairs provide within the space constraints available. Some units send an additional paper notice with a full page agenda. Some unit leaders have found that a more robust and descriptive agenda (even if just on a postcard) provides potential attendees with a better idea of what will be covered, consequently, generating better attendance. Regardless of whether or not it is a post card or separate mailing, agenda information should be as specific and detailed as possible.

Some units have developed an email database that is used for meeting announcements, including reminders the day before a unit meeting. This technique has been found to be very successful. The database has also been found to be an effective tool for generating communication requested via a legislative alert and also for promoting educational programming. Several units have also found that phone calls to legislators two weeks in advance of a meeting significantly increase attendance.

In an attempt to increase intergovernmental collaboration, some units provide their detailed agenda to the county, city, and village clerks and ask them to distribute to the elected officials.

Unit MeetingUnit meetings start at a variety of times, most frequently ranging from 6:00pm – 7:30pm. Unit members are busy individuals and adults can only learn what their butts can bear, so it is important to keep maximum meeting length to no greater than 2 hours.

The Unit Meeting typically begins with administrative duties and reports, such as, Pledge of Allegiance, roll call, approval of the agenda and previous meeting minutes; Treasuer’s report;

and Chairperson’s report. Some units speed up the meeting by having roll call via a written inventory. The beginning of the meeting also provides the opportunity for introductions. This is especially important after Spring elections and when new members are present.

The heart of the meeting is the informational and educational program. Many units have standard informational speakers that provide updates, such as, the County Highway Commissioner, Sheriff, County Board Chair/Administrator/Executive, County Clerk, etc. The educational program should involve at least one, but no more than two main speakers. A record of the educational programs/speakers that units have featured in 2015 – July, 2017 is appended. Some units have started to use portions of the WTA Chair and Supervisor and Clerk and Treasurer DVDs as an occasional educational program.

The information and education portion of the meeting also involves providing time for federal and state legislative updates from legislators or their aids. If legislators are in attendance, it is customary to ask them when they would like to speak and adjust the agenda order accordingly.

Finally, the information and education portion of the meeting includes a WTA update from one or two of the WTA District Directors. Directors provide important legislative, educational, and associational updates and should be provided 12 – 15 minutes to speak.

The most typical order of the information and education portion of the meeting is: 1) educational program; 2) informational updates; 3) legislative updates; and, 4) WTA District Director update. Again, it is customary to allow for legislators to choose when they would like to speak.

The unit meeting can conclude in any number of ways. Some units quickly adjourn, while others allow for individual town updates, suggestions for future meetings agendas, etc.

FoodBreaking bread is a tremendous relationship building tool that also provides a chance for peer based education. There are a variety of techniques used by units to take advantage of this opportunity: 1) unit member provided drinks and snacks; 2) unit member provided dinner; 3) catered dinner; and, 4) unit meeting is held at a restaurant. There are also a variety of payment methods: 1) a rotating host town funds food; 2) the dues covers food; 3) individuals pay; and, 4) sponsorship by a local/regional business. Some units feature the food before the meeting, while others feature it after the meeting.

LocationUnits typically use one of two locational strategies. Some choose to utilize the same location in a central portion of the county for every unit meeting. Others choose to move the meeting

around from town to town.

II. AppendixA. Model Unit By-LawsB. Educational Programs

Appendix 1: Model Unit By-Laws

By-Laws___________________ County Unit of Wisconsin Towns Association

Adopted ________, 20__

Article IUnit Purpose

Section 1: Purposes

The purpose of the ____________ County Unit of the Wisconsin Towns Association shall at all times be to directed toward philosophies, principles, and actions intended to implement the mission and achieve the vision of the Wisconsin Towns Association. The function of the County Unit shall be consistent with the values and by-laws of the Wisconsin Towns Association, and shall include:

A. Provision of educational information and training opportunities to Unit members; and,

B. Promotion of municipal, county, state and federal legislation beneficial to town government and the general welfare of town government constituents; and,

C. Assisting Unit members in the self-development of skills that empower and inspire them to lead in their communities and perform their duties as required by law; and,

D. Fostering the leadership and entrepreneurialism inherent in decentralized local government and to aggressively resist further centralization of our republic and effort to diverge from the federalist system upon which our country was founded.

Article IIUnit Membership

Section 1: Unit Member Governments

All towns and villages in _____________ County of the State of Wisconsin are eligible for membership. They shall become members for the current year, defined as ________________, upon [insert something that defines their ability to be members, such as, payment of annual membership dues] [if you have a dues structure, identify who decides on the dues amount, etc. and when].

Section 2: Individual Unit Members

Individual Unit members include town chairpersons and supervisors and elected or appointed

clerks, treasurers, or clerk/treasurers combined (who are residents of a town or village in the county) of member governments.

Section 3: Ex Officio members

Ex Offico (non-voting) members are town or village officers and executive employees of member governments, other than individual members noted in Section 2, at least including:

1. Plan Commission members2. Sanitary District members3. Elected Assessor4. Elected Constable5. Administrator6. Planning and Zoning Director7. Fire Chief8. Police Chief9. Highway Superintendent

Section 4: Discharge

Member governments, Individual Unit members, and Ex Officio members may be discharged, without refund of any membership dues, from the County Unit, by a two-thirds vote of the member governments present at a duly called meeting.

Article IIIUnit Leadership

Section 1: County Unit Leadership

A. Biennially, in odd numbered years, the Individual Unit members of the County Unit shall elect County Unit Leadership consisting of a Chairperson, Vice-Chairperson, Secretary and Treasurer. The offices of secretary and treasurer may be combined. It shall be the duty of the County Unit Chairperson to call a County Unit meeting within two months after Spring general elections in odd numbered years for the purpose of electing County Unit officers. A complete report of the results of said election shall be submitted to the Executive Director of the Wisconsin Towns Association within ten days, including names, USPS addresses, phone numbers, and email addresses of each officer elected.

B. Unit Leadership shall conduct the business and affairs of the County Unit, shall exercise all powers necessary or convenient to affect any or all of the purposes for the Unit is organized, and carry on its operations as authorized by law, except that such business operations shall not be inconsistent with the by-laws.

C. Unit Leadership duties shall at least include:

1. Chairperson: The Chairperson shall preside over all Unit meetings. He or she shall be responsible for the integrity of the Association’s governance; see that all orders, motions, and resolutions of the Unit are carried into effect; and, perform such other duties as are necessarily incident to the office or may be prescribed at a duly called Unit meeting. The Chairperson (or their designee) shall attend the WTA Annual Council meeting.

2. Vice Chairperson: The Vice Chairperson shall perform the duties and responsibilities of the Chairperson during the absence or disability of the Chairperson.

3. Secretary: The Secretary shall attend all Unit meetings and preserve a record of correct minutes. He or she shall ensure the proper communication Unit meetings.

4. Treasurer: The Treasurer shall ensure that proper accounting and budgeting procedures for the handling of finances are established and followed. He or she shall present an annual financial report to the Unit and preside over an annual audit, if conducted.

D. The County Unit shall meet at least _____ times annually. [WTA By-Laws require 2 times per year, but 4 is the minimum recommendation]

E. A County Unit meeting can be called by the County Unit Chairperson, or any officer of the Wisconsin Towns Association, or by written petition signed by ten percent of the individual members of the County Unit and filed with the Executive Director of the Wisconsin Towns Association with 48 hours notice.

F. Unit Leadership may establish such committees and subcommittees as it deems advisable to advance the purpose of the County Unit and the Wisconsin Towns Association.

G. In the event a member of Unit Leadership is unable to carry out his/her duties, the member may resign in writing to the Chair or, if it is the Chair, to the Vice-Chair.

H. In the event a member of Unit Leadership fails to carry out the commonly accepted responsibilities, the Chair or Vice Chair if it is the Chair shall have the authority to communicate with them and request resignation. After such discussion, if the Chair or Vice Chair in the case of the Chair believes it necessary to remove the Unit Leader, the Chair or Vice Chair in the case of the Chair may seek removal by a two-thirds vote of Unit Leadership.

I. In the event of a vacant position, the Chairperson or Vice Chairperson shall recommend appointment of a Unit Leader to complete the term, with approval contingent upon a majority vote of Individual Unit Members present at a duly called Unit Meeting.

Article IVMeeting Quorum

Section 1: Quorum

A. A quorum for County Unit meetings shall be five members or one-tenth of the individual members, whichever is lowest. Only in person attendance is allowed.

Article VVoting Rights

Section 1: Attendance Requirement

Voting rights exist as noted below. Only in person voting is allowed.

Section 2: County Units

Each individual member shall be entitled to one vote at any meeting of the County Unit provided the town and village for which they are officials has paid the current dues of the Wisconsin Towns Association and the County Unit dues, if such dues have been established for that County Unit.

Article VIAdoption Amendment of By-Laws

Section 1: Adoption

A two-thirds vote of approval of the Individual members present at a County Unit meeting shall be required for adoption of By-Laws.

Section 2: Amendment

The County Unit by-laws may be amended through the following procedure:

A. Unit Leadership may recommend amendment to the by-laws at any time; or,

B. Individual members of the County Unit may submit in writing, by action of a majority of the individual members present at a County Unit meeting, a written proposal for amendment to the by-laws that Unit Leadership can choose to act on at the next County Unit meeting.

Section 3: Effective Date

Adoption or any amendment to the by-laws shall become effective immediately or at a later date as set forth.

Article VIIParliamentary Procedure

Section 1: Parliamentary Procedure

The rules contained in “Robert’s Rules of Order, Revised” shall govern the proceedings of the County Unit.

Section 2: Majority Rule

At all meetings, unless otherwise specified by law, or these by-laws, a majority vote cast shall determine the question.

Adopted at [insert date]

__________________________ ____________________________

Chairperson Secretary

Appendix 2: County Unit Meeting Educational Programs 2015-17

911 Emergency Operation PlansActive Shooter ResponseAmbulance ServiceAnimal ControlATV Routes on Public RoadsATV SignageATV's on RoadwaysBenefits of joining the Urban Towns CommitteeBicycle Paths and Pedestrian pathsBridge PreservationBroadband & High Speed InternetChallenges of the Criminal Justice SystemCooperation between the Sheriff's Department and Town ConstablesCost of EMT/Fire ServicesCounty Canine UnitCounty Drug IssuesCounty Government Role and Assistance to Town OfficialsCounty Updates Relative to TownsCulvert PermitsCyber SecurityDealing with Delapitated Dwellings and StructuresDeveloper AgreementsDrug TrafficingEconomic DevelopmentElection Duties and UpdatesEmergency Management and 911Emergency Management and Natural Disaster PreparednessEnforcement of Town OrdinancesErosion Control and Storm Water ManagementEthicsFailing Septic SystemsFarm Land PreservationFire ProtectionFlood RepairsFraud DetectionGarbage and RecyclingGranting temporary use permits for use by the publicGrants, where to look, How to Apply, What you need to know

Groundwater & WellsHeroin and Meth AddictionHistorical Records that can be stored in townsHistory of Natural Resources Board and it's DutiesHistory of the surrounding areaHoarding Nuisance OrdinancesHousehold Hazardous MaterialsHow to keep town road records readyImplements of HusbandryInsurance Coverage for TownsInternet SecurityInvasive PestsInvasive Plants and Noxious Weeds ControlIOH Issues and EnforcementIs your Township disaster prepared?Land Fill & RecyclingLaw enforcement assistance between Towns and the County Sheriffs OfficeLegal Issues for TownsLine Fence IssuesLiquor Law ChangesLivestock siting lawManagement practices for Volunteer Fire Departments and Emergency ServicesManure ManagementManure TubingMFL Lands open or closedMowing PolicyMunicipal Process for Alcohol LicensingNational Drug, Heroin, and Opiod EpedemicNCRS Development RightsOpen meetingsParking & Storage of RV's, Motor Homes and Camper Trailers ordinancePlanning and Land Conservation issuesPlanning Commission ServicesPrivate Burial SitesProper Cleanup of Deer Carcasses from highwayPublic Record RetentionRoad Construction ChangesRoad Limit EnforcementRoad Management ServicesRoads, Signs, Culverts and ways to maintain them

Roberts Rules of OrderRoles and Services of the Division of Public HealthRules and Regulations related to HusbandrySeasonal Weight LimitsSenate Bills affecting assessment processesServices available to towns for disaster responseServices for Non-profit/Public FundsShoreland ZoningSmart mowing and best management practices for right-of-way maintenanceSolid Waste OperationsState Trust Fund Loan ProgramStatewide Parcel MapsSuicide ProventionTown Official roles when storm events happenTown Rezoning ProceduresTown Rights in the Right of WayTrends in criminal casesUniform Dwelling Code Law/Smoke DetectorsWeight Limits for Trucks on County RoadsWhat can the SCEDC offer TownsWhat the DA's office does and how local ordinances get enforcedWisconsin Building CodesZika, West Nile virus, and Lyme DiseaseZoning standards for unincorporated hamlets