A board secretary may be appointed from employees, other than a position requiring a teaching certificate, or from the public. To finalize the appointment, the board secretary will take the oath of office during the meeting at which the individual was appointed or no later than ten days thereafter. It is the responsibility of the board to evaluate the board secretary annually.
It is the responsibility of the board secretary, as custodian of school district records, to preserve and maintain the records and documents pertaining to the business of the board; to keep complete minutes of special and regular board meetings, including closed sessions; to keep a record of the results of regular and special elections; to keep an accurate account of school funds; to sign warrants drawn on the school funds after board approval; and collect data on truant students. The board secretary will also be responsible for filing the required reports with the Iowa Department of Education.
It shall be the responsibility of the board secretary with the help of the treasurer to oversee the investment portfolio, to receive funds of the school district, to pay out the funds for expenses approved by the board, to maintain accurate accounting records for each fund, to report monthly regarding the investment portfolio and the status of each fund and to file required reports with the appropriate state agencies and other entities. It shall also be the responsibility of the board secretary with the help of the treasurer to coordinate the financial records, the financial reports, the cash flow needs and the investment portfolio of the school district.
In the event the board secretary is unable to fulfill the responsibilities set out by the board and the law, the Superintendent of Schools will assume those duties until the board secretary is able to resume the responsibility or a new board secretary is appointed. The board secretary will give bond in an amount set by the board. The cost of the bond will be paid by the school district.
Legal Reference: Iowa Code §§ 64; 279.3, .5, .7, .32, .33, .35; 291.2-.4, .6-.8, .10-.11; 299.10, (2013).
281 I.A.C. 12.3(1).
Cross Reference: 202.2 - Oath of Office
206.4 - Treasurer
210.1 - Annual Meeting
215 - Board of Directors' Records
501.10 - Truancy - Unexcused Absences
707.1 - Secretary's Reports
708 - Care, Maintenance and Disposal of School District Records
Approved: May 12, 2004
Reviewed: May 11, 2015; February 12, 2020
Board Policy East Buchanan Community Schools