Administrative Procedure 453

ROLE OF SECRETARY-TREASURER

Background

Guided by the Charter Board’s vision, mission, guiding philosophy and guiding principles, the Secretary-Treasurer will assist the Superintendent in fulfilling the general and specific aspects of the role description for the Superintendent as defined in the Education Act and Charter Board policy.

Procedures

The Secretary-Treasurer will have specific responsibilities for:
1. Corporate Secretary
1.1 Arranges and provides public notice of all Charter Board meetings and other proceedings as required in the operation of the School.
1.2 Attends all Charter Board meetings; ensures accuracy of recording of Charter Board proceedings in minutes.
1.3 Ensures the maintenance, access and protection of records in accordance with the FOIP Act and Regulations.
1.4 Provides for the interpretation of legislation affecting the operation of the School, as directed by the Superintendent.
2. Corporate Treasurer
2.1 Ensures the accuracy of funding received by the Charter Board.
2.2 Ensures the fiscal management of the Charter Board is in accordance with the terms or conditions of any funding received.
2.3 Ensures the operation of the Charter Board is fiscally responsible.
2.4 Produces financial accountability and other reports in compliance with all legal and Ministerial mandates and timelines, and Superintendent directives.
2.5 Designs budget cycles that meet provincial requirements and provide for stakeholder input.
2.6 Prepares the draft Charter Board budget, aligned with the proposed three-year education plan, for the Superintendent’s consideration.
2.7 Refines the draft Three Year Capital Plan (or recommendations for facility Improvements in leased space) and brings it forward for the Superintendent’s consideration.
2.8 Manages the purchasing function for the Charter Board.                   2.9 Provides oversight to accounts payable and ensures timely payment of approved invoices.
2.10 Maintains appropriate inventory and appraisal records.
2.11 Provides oversight to the payroll program and ensures the program is consistent with Charter Board values.
2.12 Ensures proper completion of contracts, agreements and partnerships with outside corporations and
agencies.
2.13 Assists the Principal with preparation of the school-site budget and the management of financial affairs.
2.14 Ensures appropriate insurance policies are in place.
3. Facility Services
3.1 Provides leadership in the application for lease funding.
3.2 Ensures that the building is maintained in an appropriate manner.
3.3 Ensures School compliance with the requirements of Occupational Health and Safety legislation.
4. Student Transportation Services
4.1 Ensures the safety and welfare of students while being transported to and from school programs in
transportation provided by the school.
4.2 Assists the Transportation Services Director in the financial affairs of the transportation services.
5. Fiscal Responsibility
5.1 Makes recommendations to the Superintendent regarding the Charter Board budget.
5.2 In collaboration with the Superintendent, develops an administrative budget within the parameters and
constraints of the Charter Board budget.
5.3 In collaboration with the Superintendent, ensures the proper fiscal management of all aspects of the
budget.
5.4 Makes recommendations to the Superintendent regarding possible actions to increase the effective
and efficient operation of programs within the School.
5.5 Operates in a fiscally prudent and responsible manner.
6. Policy/Administrative Procedures
6.1 Assists the Superintendent in the planning, development, implementation and evaluation of Charter Board
policy within areas of responsibility.
6.2 Provides leadership and quality assurance in the planning, development, implementation and evaluation of
administrative procedures, within areas of responsibility.
6.3 Ensures the application of Charter Board policies and administrative procedures as required in the
performance of duties.
7. Organizational Management
7.1 Within areas of responsibility, demonstrates effective organizational skills resulting in compliance with all legal,
Ministerial and Charter Board mandates and timelines, and adherence to Superintendent directives.                                                                              7.2 Contributes to a School culture which facilitates positive results, effectively handles emergencies, and
supports crisis management efforts in a team-oriented, collaborative and cohesive fashion.
8. Communications and Community Relations
8.1 Takes appropriate actions to ensure open, transparent internal and external communications are
developed and maintained within areas of responsibility.
8.2 Ensures students, staff and parents have a high level of satisfaction with the services provided.
8.3 Ensures Freedom of Information and Protection of Privacy Act processes are effectively
implemented.
8.4 Arranges meetings for the Charter Board with locally elected politicians.
9. Superintendent Relations
9.1 Establishes and maintains positive, professional working relations with the Superintendent.
9.2 Honours and facilitates the implementation of the Charter Board’s roles and responsibilities as defined in
Charter Board policy and encourages staff to do the same.
9.3 Provides information which the Superintendent requires to perform his/her role in an exemplary fashion.
10. Leadership Practices
10.1 Practices leadership in a manner that is viewed positively and has the support of those with whom they
work in carrying out the Superintendent’s expectations.
10.2 Assists the Charter Board in meeting the reporting requirements under the Societies Act on behalf of
the Valhalla School Foundation.
10.3 Exhibits a high level of personal, professional and organizational integrity.

References: Section 11, 25, 26, 33, 52, 53, 68, 196, 197, 222, 225 Education
Act Employment Standards Code
Freedom of Information and Protection of Privacy Act
Labour Relations Code
Occupational Health and Safety Act Funding
Manual for School Authorities