The Secretary-Treasurer, as the Chief Financial Officer, is accountable to the Superintendent for the Financial, legal, and general business activities of the Board at all levels of the system. The Secretary-Treasurer, through sound financial planning and management, ensures there is fiscal responsibility and accountability in all levels of the school system.
1.0 Financial Planning
- Is a member of the District Leadership Team.
- Ensures that the process and preparation of the operating budget and other financial planning activities are consistent with Board goals/directions and law.
- Ensures that the Board has an accounting and financial control system that is in compliance with Ministry directions.
- Directs/approves capital funding requests to the Ministry.
2.0 Legal Operations
- Ensures compliance with legal requirements imposed by the School Act and other legislation regarding financial, Trustee and Board related matters.
- Ensures that the Board acts in a manner that complies with the law.
- Provides legal assistance to other departments upon request; intervenes when there is a possible contravention of the law.
- Approves legal contracts, except those delegated to others (i.e. purchase orders).
- Prepares contracts on various matters (except where delegated to other persons or departments), seeks regulatory approvals and acts otherwise in a legal capacity, employing legal counsel as required.
- Ensures that legal actions against the Board are defended.
- Ensures that legal actions on behalf of the Board are effectively undertaken.
- Participates in labour negotiations.
- Conducts Stage 3 grievance hearings with respect to CUPE unions; ensures that the Board is properly represented at arbitration hearings and negotiates settlements (where applicable).
3.0 Relationships with Board
- Generally responsible for assisting the Board in conducting its affairs effectively and efficiently.
- Anticipates financial and legal problems and advises the Board on action that may be required to deal with these matters.
- Coordinates/prepares information required by Trustees.
- Maintains minutes of meetings.
- Takes action necessary to implement Board directions.
- Plans, with the Executive Assistant to the Secretary-Treasurer, Superintendent and Chairperson, the agenda and conduct of Board meetings.
- Identifies and recommends matters requiring Board action.
- Responsible for Trustee elections and referenda (if they are required).
- Provides all possible support to Board and Administration regarding department responsibilities or where individual skills/experience are of use.
4.0 Business Operations
- Gives general direction to the business functions.
- Maintains a cash management and investment programme.
- Directs District insurance programme.
- Negotiates major leases, land and other financial transactions.
- Reports to:
- Superintendent of Schools
- Directly Manages:
- Associate Secretary-Treasurer
- Key Relationships:
- Board of Education
- Board and Committee Chairpersons
- District Leadership Team
- Principals and Vice-Principals
- Ministry of Education
- Other School Districts
- Returning Officer
- General Public
Greater Victoria School District
- Approved: October 28, 1991
- Revised: October 21, 2013