REGULATION 2110

SECRETARY-TREASURER

General

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.

Specific Responsibilities

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.

Reporting Relationships

• 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
  • Municipalities
  • Other School Districts
  • Returning Officer
  • General Public

 

Greater Victoria School District

• Approved:  October 28, 1991
• Revised:      October 21, 2013