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Revised (Nov 20 2008)
The secretary treasurer
The secretary treasurer is the statutory corporate financial officer of the board of education, responsible to the board and the Ministry of Education for financial statements, corporate records, minutes and procedural documents of the district.
In most districts, the secretary treasurer is also the chief business official and heads the district’s business division, which is responsible for finance, facilities and support services.
In some districts, the secretary treasurer and the superintendent serve as a team of equal executive officers, both reporting to the board with a clear division of responsibilities. However, in most school districts, the secretary treasurer reports to the superintendent except on matters relating to the role as corporate financial officer. Regardless of the structure approved by the board, clarity of role and responsibility is essential.
The School Act requires the secretary treasurer to preside over the official records of the district, including board minutes, all legal documentation and the budget. As such, the secretary treasurer can be requested to report directly to the minister of education.
The secretary treasurer attends all board meetings and officially endorses all corporate minutes, documents and financial transactions.
In most districts, the secretary treasurer, superintendent and board chair work together closely to prepare agendas, schedule meetings and ensure that the board and its administrative staff execute their responsibilities effectively. For this team process to work well, trustees must ensure that clear, open communication prevails and that there is a cooperative working relationship.
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The superintendent
