2230 Appointed Officials

2000: Board Governance Operations

(This policy replaces previously approved Board of Education Policies #9340 and #9340.1)

At the annual reorganization meeting, the Board of Education may appoint officers of the Board, i.e. District Clerk and District Treasurer, to administer the District’s affairs. These individuals, like Board of Education members, are required to take and file an oath of office. The fact that the oath has been administered shall be noted in the Board’s minutes.

The term for both positions, the District Clerk and District Treasurer, shall be for one (1) year.

Requirements of the District Clerk

The Board of Education shall annually appoint a District Clerk. Such appointment shall continue until the next reorganization meeting. The District Clerk performs duties prescribed by law and regulations as well as those imposed by the Board. This person must be able to read and write and be bonded.

The salary of the District Clerk shall be fixed annually at the reorganization meeting.

Duties of the District Clerk

The District Clerk shall:

Have working knowledge of the State Education Law concerning the office of the District Clerk, such as the laws governing procedures for annual District meetings and elections, candidates’ petitions and qualifications, etc.;
Verify and sign official documents;
Maintain the voter registration list and oversee the maintenance of the voter registration books;
Conduct the annual District election, budget votes and special District referendums, including the library budget vote;
Notify the Town Clerk of the results of all elections and school district votes;
Give official notice to persons duly elected of appointment to office;
Take the oath of office of new trustees of the Board;
Call the annual District meeting to order, call for nominations of a Chairman of the meeting, and if nominated, serve as Clerk of the meeting;
Maintain all official records and papers related to the business of the Board of Education, including those that pertain to the annual District meetings and elections;
Be the custodian of the records of the school district for Freedom of Information Law purposes, and public access to records;
File all correspondence and records relating to matters of the school district involving the Board;
Act as the secretarial liaison between the Board and District administration, the town and village governments, the library and residents of the school district;
Attend all public meetings of the Board as well as public hearings of the Board when requested;
Make full and accurate minutes of all public meetings of the Board as well as public hearings of the Board;
Receive, copy, distribute, and file all incoming correspondence and communications of Board members;
Handle all correspondence of the Board President as well as the other members of the Board;
Receive and answer telephone requests from Board members; the school attorney and the community whenever necessary;
Process registrations for Board members attending various seminars and workshops, make travel arrangements for Board members on Board-related trips, and process expense accounts;
Process all purchase orders for supplies and services relating to the Board;
Have a working relationship with the school district attorney;
Receive subpoena and claims against the school district and distribute them to the appropriate school district personnel;
Perform any other work or duties requested of him/her by the Board;
Hand over all paperwork, files and computer files if/when a new District Clerk is appointed;
Have the duty of adding items to the Board Public Meeting agenda and addenda upon the request of Board members;
Serve as the liaison between the Board trustees and the Superintendent and the Central Administration team.
Complete and submit all reports required by law; and
Prepare and arrange publication of legal notices pertaining to the school district’s and public library’s annual budget and trustee votes.

Requirements of the District Treasurer

The District Treasurer is appointed by the Board of Education at the annual reorganization meeting and will be covered by a blanket bond. The salary of the District Treasurer shall be fixed annually at the reorganization meeting.

Duties of the District Treasurer

The District Treasurer shall perform such duties imposed upon the office by statute or law: i.e., shall report, at least monthly, to the Board the state of all accounts; give detailed accounts on monies received and disbursed; pay out District monies on written order of the Board; shall sign all checks, including those for which facsimile signatures have been approved; and, shall perform such other duties as may be assigned to the office by the Board.

In addition to the routine duties of accounting, filing, posting and preparing reports and statements concerning District finances, the District Treasurer shall perform other specific tasks as follows:

Act as custodian of all monies belonging to the Brentwood Union Free School District and lawfully deposit these moneys, within 48 hours of receipt, in the depositories designated by the Board;
Pay all authorized obligations of the District as directed;
Maintain proper records and files of all checks and approved payment of bills and salaries;
Make all such entries and post all such financial ledgers, record and report as may be properly required to afford the District an acceptable and comprehensive financial accounting of the use of its moneys and financial transactions;
Sign all checks drawn on District fund accounts;
Assume other duties customary to the office of District Treasurer;
Have good knowledge of fundamental account-keeping procedures;
Have familiarity with District business administration procedures and governmental budgetary procedures, regulations and practices of the Department of Education;
Have tact and courtesy;
Have thoroughness and dependability;
Have three (3) years of accounting/bookkeeping experience;
Have a minimum of a high school diploma, but a college degree in accounting is preferred; and
Have knowledge and proficiency in computers and associated software.

Ref: Education Law §§2121; 2122; 2130

Approved by the Board of Education: 5/20/08
Revised and approved by the Board of Education: 8/20/09

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