During the summer of 2009, the Indiana Township Association created a task force to analyze current practices of trustees in an effort to enhance township government. Dubbed “Best Practices for the 21st Century,” the goal of the task force was to provide better service to the citizens of Indiana through the efficient use of tax dollars.

The task force consisted of a broad coalition of service providers, including representatives from the fire service, community organizations, and other local government associations. The group also included a representative from each of the four legislative caucuses.

The group wrapped up their work in August of this year and agreed on a comprehensive list of recommendations to be implemented at the township level. Some of these recommendations consisted of “best practice” suggestions to be followed by townships through the state, while many others amounted to statutory recommendations.

The recommendations were “unveiled” during the 2010 ITA Educational Conference. Attendees had the oppor- tunity to hear a presentation, comment and discuss the items in regional meetings.

The ITA task force has completed its mission by issuing a comprehensive list of recommendations that will provide more efficient and effective services to Hoosiers. Some of these recommendations are in the form of “best practices” - guidelines that should be followed by trustees throughout the state. You will note that these best practices are preceded by the word “should”. Other recommendations would require statutory change in order for them to be implemented, and are clearly stated as such in the outline below.

The ITA Legislative Committee considered the recommended statutory changes (after the ITA board approved them) and determined to present them to members of the Indiana General Assembly for consideration. At this writing, the ITA has secured both a senate author and a house author - the first step in the long road to seeing these progressive changes made to Indiana statute.

Next, those sponsors will have language drafted with plans to file the bill and await its introduction and assign- ment to committee in the respective chambers.

I. Township boards

a.    Statutorily cap township board salaries at $5000, effective January 1, 2015
       i. Recommend that, in townships with a population over 10,000!no more than $5,000/year

       ii. With a population of 5,000 to 9,999!no more than $3,000/year

       iii. Under 5,000!no more than $2,000/year
b.    Statutorily require board meetings to be held in a public place if one is available in the township

c.    Recommend the following for boards:
       i.    The board should meet monthly

       ii.    The trustee should present to the board a summary of receipts, expenditures and fund balances for review by the board

       iii. The board should discuss any other issues of importance to the townships
II.  Banking of unused levies and cash balances

a.    Statutorily restore the ability of local units to bank unused levies

b.    Townships should maintain a reserve equal to one year of expenses to maintain sufficient cash balances in case of unexpected liabilities and to avoid costly borrowing costs.

c.    Townships should also develop a comprehensive financial plan when saving for large purchases so that the public is aware of the purpose for the reserves
III.  Nepotism

a.    Prohibit nepotism at all levels of government effective January 1, 2015

b.    Grandfather in employees in current positions as of July 1, 2011

c.    Exempt anyone receiving less than $10,000 per year in compensation

d.    Applicable only to immediate family
IV.  Accessibility

a.    Every township shall make public the office address & phone number in at least one local phone directory

b.    Each township shall have an after-hour answering service that includes an emergency contact number

c.    Trustees shall respond to messages within 24 hours excepts weekends and holidays

d.    If a trustee does not accept a completed application, it is deemed to be a denial and thus eligible for appeal
e.    If a trustee does not respond within the statutory time limit, it is deemed to be a denial and thus eligible for appeal
V.  Accountability
a.    For a trustee to receive rent payments, the space in the home must be utilized exclusively for the township office.

b.    Trustees must justify, on their annual report, that rent paid to themselves is no more than it would cost to rent comparable square footage in the township, including utilities (if no comparable commercial office space exists within the township, comparison must be made to office space in the county seat)

c.    Township assistance guidelines must be approved by the township board no later than the last day of March on an annual basis.
      i. Failure to approve the guidelines for 2 consecutive years will result in the township having their civil levy, budget, and township board salaries frozen
d.    Current law requires the trustee to file the township assistance guidelines with the county commission- ers. Provide that the failure to comply for 2 consecutive years will result in the township having their civil levy, budget and trustee salaries frozen.

e.    Trustee’s annual report shall be adopted by the township board and filed with the State Board of Accounts no later than March 1.
VI.   Other recommendations

a.    Recommend that local township guidelines will substantially conform to the ITA’s Sample Township Assistance Guidelines

b.    Recommend that all townships within a county develop the same procedural guidelines but allow each township to develop their own addenda for income guidelines, food allowances, non-food allowances, shelter allowances, etc.

c.    Recommend that all trustees practice advocacy on behalf of their applicants to ensure that their needs are being met by any and all government or community-based aid programs available to them