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202 Policy: School Board Officers

  • 200: School Board
Adopted Review Frequency

Adopted: 07‐12‐2018


    School board officers are charged with the duty of carrying out the responsibilities entrusted to them for the care, management, and control of the public schools of the school district. The purpose of this policy is to delineate those responsibilities.
    1. The school board shall meet annually and organize by selecting a chair, a vice chair, a clerk, and a treasurer.
    2. The superintendent shall serve as an ex officio, nonvoting member of the school board.

    The school board shall meet annually on the first Monday in January, or as soon thereafter as practicable, and organize by selecting a chair, a vice chair, a clerk, and a treasurer, These officers shall hold office for one year and until their successors are elected and qualify.
    1. The responsibilities of clerk and treasurer may be delegated to District staff.
    2. The school board by resolution may combine the duties of the offices of clerk and treasurer in a single person.
    1. Chair
      1. The Chair has the following duties and responsibilities:
        1. Presides at all meetings of the school board, countersign all orders upon the treasurer for claims allowed by the school board, represent the school district in all actions, and perform all duties a chair usually performs.
        2. In case of absence, inability, or refusal of the clerk to draw orders for the payment of money authorized by a vote of the majority of the school board to be paid, the chair may draw the order.
        3. Exercises his/her duties under the state law, including but not limited to, the authorization for payment of claims as required by law.
        4. Represents the district in all actions and performs all the duties usually incumbent on such officer.
        5. Provides leadership to the Board and ensures the faithful execution of the Board’s processes, exercises interpretive responsibilities with integrity, reflects the spirit and intent of the Board’s policies.
        6. Monitors Board actions to assure that they are consistent with the Board’s own rules and policies and with other obligations imposed by agencies whose authority supersedes the board’s own authority;
        7. Conducts Board meetings using the authority normally vested in the Chair as described in Minnesota Statute and Robert’s Rules of Order;
        8. Ensures that deliberations are fair, open, productive, efficient and orderly and that only Board matters are discussed;
        9. Leads periodic Board self assessments to ensure continuous process improvement.
        10. Facilitates the annual transition of Board officers.
        11. Makes interpretive decisions of Board policies using reasonable judgment.
        12. Compiles and facilitates the Board’s annual evaluation of the Superintendent.
        13. Represents the Board as its official spokesperson about issues decided by the Board and other matters related to official board business.
        14. Delegates authority, when appropriate, to other Board members.
        15. Executes all documents authorized by the Board, except as otherwise provided by law or board action.
        16. Appoints Board members, annually, to Board working groups and liaison assignments.
        17. Taking into consideration agenda items proposed by Board members, works in concert with the Superintendent to develop proposed Board meeting agendas consistent with the Board’s annual calendar.
      2. The Chair is not authorized to:
        1. Exercise any authority as an individual to supervise or direct the Superintendent.
    2. Vice-Chair
      1. The Vice-Chair has the following authority and duties:
        1. Serves, with all the power and duties, in the absence of the Chair.
        2. Assists Chair as requested in the execution of Chair responsibilities.
    3. Treasurer
      1. The Treasurer has the following duties:
        1. The treasurer shall deposit the funds of the school district in the official depository.
        2. The treasurer shall make all reports which may be called for by the school board and perform all duties a treasurer usually performs.
        3. In the event there are insufficient funds on hand to pay valid orders presented to the treasurer, the treasurer shall receive, endorse, and process the orders in accordance with Minn. Stat. § 123B.12.
        4. Enters and maintains the records of itemized counts of all expenses of the district
        5. Annually reviews superintendent’s contract to ascertain status on compensation and benefits
        6. Reviews district expenses against the budget.
        7. Serves on the Finance Board working group.
    4. Clerk
      1. The Clerk has the following duties:
        1. The clerk shall keep a record of all meetings in the books provided.
      2. On or before September 15 of each year, the clerk shall:​​​​​​
        1. file with the school board a report of the revenues, expenditures, and balances in each fund for the preceding fiscal year.
        2. make and transmit to the commissioner certified reports, showing:
          1. revenues and expenditures in detail, and such other financial information required by law, rule, or as may be called for by the commissioner;
          2. length of school term and enrollment and attendance by grades; and
          3. other items of information as called for by the commissioner.
      3. The clerk shall furnish to the county auditor, on or before September 30 of each year, an attested copy of the clerk’s record, showing the amount of proposed property tax voted by the school district or the school board for school purposes.
      4. The clerk shall draw and sign all orders upon the treasurer for the payment of money for bills allowed by the school board for salaries of officers and for teachers’ wages and all claims, to be countersigned by the chair.
      5. The clerk shall perform such duties as required by the Minnesota Election Law or other applicable laws relating to the conduct of elections
      6. The clerk shall perform the duties of the chair in the event of the chair’s and the vice- chair’s temporary absences.
      7. Signs documents as required.
      8. The clerk shall perform any other record keeping and accounting as prescribed by state law.
      9. Serves on the Board’s Policy working group.
    5. Superintendent
      1. The superintendent shall be an ex officio, nonvoting member of the school board.
      2. The superintendent shall perform the following:
        1. visit and supervise the schools in the school district, report and make recommendations about their condition when advisable or on request by the school board;
        2. recommend to the school board employment and dismissal of teachers;
        3. annually evaluate each school principal assigned responsibility for supervising a school building within the district;
        4. superintend school grading practices and examinations for promotions;
        5. make reports required by the commissioner; and
        6. perform other duties prescribed by the school board.


Legal References:

Minn. Stat. § 123B.12 (Finance)
Minn. Stat. § 123B.14 (Officers)
Minn. Stat. § 123B.143 (Superintendent)
Minn. Stat. § 126C.17 (Referendum Revenue)
Minn. Stat. Ch. 205A (School District Elections) 



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