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Missoula County staff: community councils must file oaths, complete training and submit agendas and minutes
Summary
Kyla Leonard of Missoula County Lands & Communities told community council representatives that new terms begin June 1, oaths of office must be filed with the clerk and recorder, and councils must complete and document required training and public records timelines.
Kyla Leonard, a staff member with Missoula County Lands & Communities, told representatives from multiple community councils during an All Community Councils meeting that several administrative requirements and deadlines are coming up, including oaths of office, mandatory training and timely submission of agendas and minutes.
Leonard said terms for newly elected council members will begin June 1 and that the county can assist with notary services and a fillable oath template. "Every new member beginning a new term needs to do an oath of office," she said, and requested that completed oaths be sent to the clerk and recorder's office and that the commissioner's office be notified for tracking.
The remarks matter because they concern legal and recordkeeping duties for council members that affect public transparency and the county's ability to track membership. Leonard emphasized documentation requirements for training and meeting records to ensure councils remain in compliance with county procedures.
Leonard outlined several specific requests and deadlines: the county canceled some special district and community council elections on March 11 and noted some members were elected by acclamation; council terms start June 1. She urged councils to notify the Lands & Communities office of changes in leadership (chair, vice chair, treasurer and secretary) so county staff can route inquiries appropriately. She also asked councils to provide updated bank information and EINs for the county's records.
On training, Leonard said there is an in-person board training scheduled for Tuesday, April 8 at 4 p.m. and that recorded versions are available. "Please, please, please spread this far and wide to your community and to any of your council members," she said, adding that attendees must sign in or submit a certificate of completion so the commissioner's office can track who has completed the training. Maddie Scott of the commissioner's office confirmed the training is available online and via Teams and that a save-the-date link was already circulated.
Leonard also reviewed requirements for agendas and minutes: the Lands & Communities office prefers to receive agendas one week (7 days) before meetings and approved minutes within 7 days of approval so the office can forward records to the clerk and recorder, which is required for official minutes.
She said the office is updating a community council handbook, is available to help councils with recordkeeping and notary needs, and asked councils to put Lands & Communities on their distribution lists for agendas and minutes. Leonard closed by thanking the councils for their role in connecting the county with rural communities and inviting questions.
Kyla Leonard, Lands & Communities staff, made the presentation; Commissioner Vero briefly opened the round-robin portion of the meeting; Maddie Scott confirmed online/Teams availability for training.
Looking ahead, Leonard said Lands & Communities will follow up in June to confirm which council members have completed training and to continue updating internal records.
