BOARD POLICY 9240
The Treasurer
The Treasurer is normally elected at an organizational meeting of the Board for a two-year probationary term. If he/she is reappointed, each succeeding contract shall be for four (4) years. (ORC 3313.22)
If the Ironton City Board does not intend to reappoint its Treasurer, either after the Treasurer’s probationary term or after a four-year term, the Board shall give such Treasurer written notice of its intention not later than the first regularly scheduled meeting in October. If no notice is given, the Treasurer is considered re-employed for a four-year term at a salary determined by the Board at its first organizational meeting in January. (ORC 3313,22)
At the time of employment the Board will establish the compensation for the Treasurer. The Treasurer must present evidence that all reports required by law have been filed by him/her or pay may be withheld until such reports are filed. No order for payment shall be drawn until the Treasurer presents evidence that he/she holds a valid Treasurer’s License. (ORC 3313.24)
The Treasure provides two (2) general types of services for the Ironton Board of Education: 1. Secretary and 2. Treasurer. As Secretary, the Treasurer is required to record and keep minutes of the Board of Education meetings and provide such secretarial services as the Board may require. The Treasurer has the responsibility as Chief Fiscal Officer of this school district. This responsibility encompasses the receipt, accounting for, and disbursement of all types of public funds as required by applicable laws and in accordance with Board Policies and Regulations.
Sections 3313.22 through 3313.32, Ohio Revised Code, prescribe the duties of the Treasurer, who is appointed by the Board of Education at an organizational meeting and, as such, is controlled by and is directly responsible to the Board of Education. Having been designated as an officer, the Treasurer is not subject to the standard workweek, but must devote whatever time is required to properly accomplish the requirements of the office, and likewise, he/she is not subject to payment for time worked in excess of the standard workweek.
The Treasurer, as the Chief Fiscal Officer of the Ironton City School District, is like a sixth member, without portfolio, of the Ironton Board of Education, an essential member of the team with an appreciation of problems in the school district and an ability to relate them to the total financial operation of this district.
Unless there is a mid-term resignation, a Treasurer will be employed at an organizational meeting. When a new Treasurer is elected, he/she must receive a majority of the votes of the entire Board after proper nomination. The Board will not elect a person, for Treasurer, who does not hold a valid License issued by the State Board of Education. After election, a resolution should be presented which would specify when the Treasurer is to take office, which date would be after the termination date of his/her predecessor, the length of the term, the bond which must be furnished, and, if the Board requires a surety company licensed to do business in Ohio to furnish such bond, the fact that the premium therefore is to be paid put of the general fund of the school district and an appropriation authorizing the payment of the premium be made. The bond should be for the term for which the Treasurer is elected. When the Treasurer is re-elected for another term, he/she must furnish an entirely new bond and may not furnish an extension of the existing bond.
If the Board of Education does not intend to reappoint the Treasurer, either after the probationary or the four-year term, it must give the Treasurer written notification of its intent not later than the first regularly scheduled Board meeting in October. If the Board does not give such notice by the specified date, the Treasurer is considered re-employed for a four-year term at a salary determined by the Board at its first organizational meeting in January. (ORC 3313.22)
The newly elected Treasurer must do the following things in order to officially take office:
1. Take the oath of office.
2. Furnish the bond in the amount set by the Board for the term for such he/she is elected,
and which bond must be approved by the Board, again by a motion duly made and
seconded with a majority favorable vote on the approval.
3. He/she must file this bond with the President of this Board and also must file a certified
copy with the County Auditor of Lawrence County.
4. Such a bond is payable to the State of Ohio and not to the school district.
At the expiration of the term of the Treasurer, or before the Board approves the Surety of the Treasurer, the Board shall require the Treasurer, whose term expires or ends, to produce all money, bonds, or other securities in his/her hands, and these then must be counted by the Board or a committee thereof or by a representative of the Bureau of Inspection and Supervision of Public Offices. A certificate setting forth the exact amount of monies, bonds, or other securities and signed by the records of the Board and shall be prima facie evidence that the amount stated therein was actually in the treasury at that date. (ORC 3313.28)
Likewise, the Treasurer, whose term expires, must deliver all books and papers, in his/her hands together which belong to the school district to the successor, which would include the certificates and copies thereof and the reports of school statistics files by teachers. A receipt should be given to the retiring Treasurer of all such properties, books, etc. The receipt, together with the certificate for the securities, bonds and monies, should be incorporated into the minutes of the district. (ORC 3313.28)
If the Treasurer resigns during the term, the Board may appoint a successor to serve only until the next organizational meeting of the Board.
The same person may be Treasurer at one and the same time of more than one district. Residence in the district is not a requirement for appointment. The same person may not be a member of the Board or otherwise regularly employed by the Board. The Treasurer of the Board of Education is not a public official and his/her salary may be increased or decreased at any time.
With the approval of the Board, the Treasurer may be allowed reimbursement for travel incurred in the performance of official duties, may be paid from the service fund for any travel outside the district as an official representative of the Board, and if attending a professional meeting, the expenses for such attendance including a registration fee, may be paid from an appropriation for such purpose from the general revenue fund, or from the service fund if the travel is outside the district.
The position of Treasurer in our school system is a key post. A capable, adequately trained, and suitably dedicated individual is essential to a well-organized and efficiently operated Board of Education. The successful Treasurer must have the ability to deal cooperatively with the total staff in facilitating educational functions while simultaneously exercising prudent control of fiscal operations. This must be particularly emphasized in the relationships between the Treasurer and the Superintendent and other members of the administrative team. Awareness of the foregoing is essential in order that at no time will the mission of the school district be lost – that of educating children with public dollars.
A. The qualifications for a Treasurer of a Board of Education are deemed to have been met if the person
was employed as Treasurer of a Board of Education in Ohio, between the dates of June 30, 1979 and June 30, 1980, inclusive.
B. Any person not included above who is to be employed as a Treasurer of a Board of Education on or
after July, 1980, shall meet qualifications described in one of the four (4) minimum requirements listed below:
1. A Bachelor’s Degree in Accounting or Business Administration. The Bachelor’s Degree shall
include academic training in government accounting, state and federal laws relating to school district budgeting and accounting financing, financial report preparation, and budgeting and accounting management.
2. An Associate Degree in Accounting, public administration or finance with evidence of 300 hours of
field experience continuing education credit. The Associate Degree shall include academic training
government accounting, state and federal laws relating to school district budgeting and accounting
financing, financial report preparation, and budgeting and accounting management.
3. A Bachelor’s Degree in a field other than Accounting or Business Administration, provided at least
six (6) quarter hours have been completed in Accounting and three (3) quarter hours in Data Processing. Additionally, eighteen (18) quarter hours of other academic training shall be required relating to government accounting, state and federal laws relating to school district budgeting and financing, financial report preparation, and budget and accounting management.
Additionally, the Treasurer should have the good ability to research applicable laws, read, understand, and interpret those laws, and provide, quasi-legal counsel to the Board of Education and the school system in areas where fully qualified legal counsel is not mandatory.
He/she should be able to recognize new and contemporary needs and to innovate, develop, and follow through to provide these requirements, within the framework, of local, state and federal statures. On both a day-to-day and long-range basis, he/she should be able to provide reliable and effective resource material for the Board and management team to use enhancement of various educational goals of the system.
As the Secretary of the Board of Education, the Treasurer attends all regular and special meetings, records accurately the minutes of those meetings, attests to the accuracy of the minutes and the approving signature thereon and insures the security of these very important public records. He/she prepares resolutions for Board approval for placement in the recorded minutes of board meetings and attends all executive or work sessions of the Board unless specifically excluded.
He/she receives, opens, reads publicly, reports to the Board of Education tabulation, and enters into the minutes information on all bids received. He/she also provides administrative assistance in the operation of all School Activity Fund Accounts.
As the Chief Fiscal Officer, the Treasurer must receive and classify all monies, maintain proper accounting records and disburses these public funds, all in accordance with budgets and appropriations as prescribed by the Board of Education and applicable statures governing the authority of the office. He/she deposits public funds as received, usually not less than daily, in an eligible depository with whom a depository contract has been approved by the Board of Education as prescribed by the Uniform Depository Act of the Ohio Revised Code. He/she develops and establishes accounting systems and procedures within the framework of the ORC and implements instructions of the State Auditor’s Schools and Libraries Division.
He/she requests advances of monies due from the County Auditor in order to insure availability of funds and proper cash flows. He/she obtains authority from the Board of Education, by appropriate entry in the minutes of the organizational meeting, to request these advances of monies. This would include both personal and real property taxes.
He/she meets as appropriate with bank officials regarding any question or proposal in the interest of improving management of school business banking activities. He/she must maintain a good working relationship at all times, being fair in the distribution of liquid assets, consistent with the highest possible earnings capacity of available funds. He/she remains constantly cognizant of the fiscal position of the district so that interim monies may be properly invested and maximum interest earnings be generated for the various funds.
The Treasurer receives requisitions and/or purchase orders for supplies and services, which are required for operation of the school system. He/she endorses all approved purchase orders as required by law and takes action to encumber the proper funds.
Upon receipt of a properly documented statement from a vendor, backed up by a receiving report and any other pertinent documents, arranges for a voucher to be issued in payment of the account.
He/she receives, accounts for and disburses federal and state project funds in accordance with instructions and requirements pertaining to the projects and the ORC. He/she works closely with the directors of these special projects to help insure operations in accordance with the goals of the project and maintains the official files and fiscal records of all special projects.
The Treasurer is required to file a financial disclosure statement with the Ohio Ethics Commission within ninety (90) days of initial appointment and annually by the 15th of April.
The Treasurer must work closely with the Board of Education and the Superintendent in determining needs for operating levies and bond issues. Once the need is determined he/she oversees all necessary details in placing the issue before the voters in the manner specifically prescribed by law. In the case of a bond issue, he/she supervises the sale of bonds and/or the issuance of notes as appropriate. He/she plans properly to insure that funds are available to pay coupons and bonds as they reach maturity. A large responsibility in this area includes the advertisement of the bond sale, preparation, and distribution of bond prospectus, receiving and opening of bids and the signing and proper delivery of the bonds. Prompt, accurate replies to Moody and Standard and Poor are essential in order to keep the school district rating at its best level for advantageous sale of bonds.
He/she establishes and maintains suitable, accurate records which reflect bond and coupon, redemption activity, including bonds, and coupons outstanding. This would include the reconciliation of the bond and coupon account with the various bank accounts, which have been established to redeem these items from the owners. He/she assists in developing the annual budget in cooperation with the Superintendent and other interested personnel and properly presents it to the Board of Education for adoption; then it is filed on a timely basis with the County Budget Commission. He/she is likewise responsible for a Temporary Annual Appropriation Measure, if one is used in the system.
The Treasurer prepares and presents monthly, calendar year, fiscal year, and such special financial reports as are required for federal, state, and local requirements. This would, of course, include Forms to the State Auditor, and the legal advertising of the Annual Financial Report.
With the Superintendent, the Treasurer represents the Board of Education to the school community in the area of finance. He/she cooperates with the Superintendent and other officers as designated in the development of the Board, and Administrative Procedures for operation of the School System.
Treasurer’s Contract
The appointment of the Treasurer is secured through a written agreement stating the terms of the contract. The contract meets all State requirements and protects the rights of both the Board and the Treasurer.
The Treasurer’s is appointed for a term not to exceed five years. The initial contract can be for not less than one year or more than five years. The term commences on August 1 and continues through July 31 of the year in which the contract expires.
Salary and benefits are determined by the Board at the time of the appointment and are reviewed by the Board each year. The Treasurer’s salary may be increased or decreased during his/her term of office. However, any decrease must be a part of “a uniform plan” affecting salaries of all District employees.
The termination procedures that currently apply to teachers and other administrators, requiring a due process hearing, now apply to the Treasurer.
If the Board intends to nonrenew the Treasurer’s contract, notice in writing of the intended nonrenewal must be given to the Treasurer on or before March 1 of the year in which the contract expires.
The Board may permit an individual who does not hold a valid Treasurer’s license to serve as District Treasurer as long as the individual meets the qualifications for licensure and has applied for a license but has not yet received the State Board of Education’s decision.
Nothing in this policy shall prevent the Board from making the final determination regarding the renewal or nonrenewal of the Treasurer’s contract.
The Treasurer is responsible for the efficient operation of the payroll function to insure proper personnel records and timely disbursement of the payroll. He/she maintains official records of sick leave and of other types of employee absence records.
In cooperation with the Personnel Department, he/she coordinates the employee fringe benefits program and payments. He/she assists the Administrative Personnel Departments in the counseling of employees on such benefits as retirement, sick leave, hospitalization, taxes and related subjects.
He/she insures proper, accurate, timely reporting to pertinent state agencies for Workmen’s Compensation and Unemployment Compensation so as to protect the rights of the employee while at the same time he/she prevents jeopardy of tax funds from improper claims.
Together with the President of the Board of Education, he/she signs all contracts issued during the year to non-certified, certified, and administrative staff.
The Treasurer assists the Superintendent and Personnel Department in establishing, evaluating and maintaining salary schedules and employee benefits.
Evaluation of the Treasurer
The Board evaluates the performance of the Treasurer in order to assist both the Board and the Treasurer in the proper discharge of their responsibilities and to enable the Board to provide the District with the best possible leadership.
The objectives of the Board’s evaluation are to:
1. promote professional excellence to improve the skills of the Treasurer;
2. improve the quality of District business practices and
3. provide a basis for the review of the Treasurer’s performance.
Criteria for the evaluation of the Treasurer are based upon the Treasurer’s job description and relate directly to each of the tasks described. The job description and any revisions thereto are developed in consultation with the Treasurer and adopted by the Board.
The evaluation of the Treasurer’s abilities and performance is written and made available to and discussed with the Treasurer in conference. The Board may consider the evaluation of the Treasurer in acting to renew or nonrenew his/her contract.
Evaluation criteria are reviewed as necessary or as requested by the Treasurer, but not less frequently than annually. Any proposed revision of the evaluation criteria is provided to the Treasurer for his/her comments before its adoption.
The Treasurer develops data and determines tuition rates for non-resident students and for residents attending various types of institutional activities, in accordance with the pertinent statures.
With the President of the Board of Education (where required), he/she enters contractual relationships for bonds, conveyances of real and personal property, supplies and equipment, and other legal documents as required by the ORC and Board Regulations of Policies.
He/she is responsible for advertisements of a legal nature and insures their proper publication for reports, construction, purchase or sale of property, or any other requirements as provided in applicable statutes.
He/she attends meetings, conclaves and conferences which are designed to enhance professional qualifications or update position performance information to come into line with the continually changing requirements of legislation, state examiner requirements, or good business management procedures. The person who attends these gatherings must be prepared to contribute talent toward success of the gathering and to take away pertinent information to disseminate and/or use on the job.
The Treasurer must be able to work cooperatively with legal counsel or other special talent in the pursuit of proper settlement of tax abatement activity. This would involve acquiring data necessary to make a determination as to what properties might be undertaxed in order that action may be taken to attempt to get the taxes more in line with value, or information needed to refute a claim that a property was valued too high for tax purposes. He/she attends hearings with the County Board of Tax Appeals on tax abatement.
The Treasurer shall perform all related duties as required by the Ohio Revised Code and such other related duties assigned by the Board of Education as provided by the ORC and Policies and Regulations of the Board of Education.
A. A Treasurer pro tempore shall be appointed by a majority of the members of the Board of Education
upon determining the Treasurer is incapacitated in such a manner that he or she is unable to perform the duties of that office. Such incapacity shall be determined in one of the following ways:
1. At the request of the Treasurer if the Treasurer is absent with pay by reasons of personal illness,
injury, or exposure to contagious disease which could be communicated to others.
2. Upon certification of the attending physician that the Treasurer is unable to perform the duties of
the office of the Treasurer and such Treasurer is absent with pay by reason of personal illness, injury or exposure to contagious disease which could be communicated to others.
3. Upon the determination of a referee pursuant to Section 3319.16, Revised Code, that the Treasurer
is unable to perform the duties of the office of Treasurer and such Treasurer is absent with pay by reason of personal illness, injury, or exposure to contagious disease which could be communicated to others.
4. Upon granting of a leave of absence, without pay, requested by the Treasurer by reason by illness,
injury or other disability of the Treasurer.
5. Upon placing of the Treasurer upon an unrequested leave by the Treasurer for a leave of absence without pay by reason of illness or other disability of the Treasurer pursuant to Sections
3313.23 and 3319.16, Revised Code.
B. 1. During the period of incapacity, the Treasurer shall:
a. at his or her request, be placed on sick leave, with pay, not to exceed the amount of his or her
accumulated but unused sick leave and may advancement of such sick leave, which may be authorized by Board Policy;
b. at his or her request, or without such request, pursuant to Section 3319.13, Revised Code, be placed upon a leave of absence.
2. The leave provided in subsection B.1 (a) and (b) above shall not extend beyond the contract or
term of office of the Treasurer.
C. The Treasurer shall, upon the request of the Board of Education, be returned to active duty status,
unless the Board denies the request within ten (10) days of receipt of the request. The Board may require the Treasurer to establish to its satisfaction that the Treasurer is capable of resuming such duties and further, that the duties be resumed on a full-tine basis.
D. The Board may demand that the Treasurer return to active service, and upon the determination that the
Treasurer is able to resume his or her duties, the Treasurer shall return to active service.
E. The Treasurer may request a hearing before the Board of Education on any action taken under this
Policy and shall have the same rights in such hearing as are granted under Section 3319.16 ORC.
F. 1. The Treasurer pro tempore shall perform all the duties and functions of the Treasurer, and may be
removed at any time by a two-thirds majority vote of the members of the Board.
2. The Board shall fix the compensation of the Treasurer pro tempore in accordance with
Section 3313.24, ORC and shall serve until the Treasurer’s incapacity is removed or until the
expiration of the Treasurer’s contract or term of office, whichever is sooner.
Work Year
The Treasurer shall work 260 days calendar year, including earned paid vacations and authorized legal holidays.
Sick Leave And Personal Leave
The Treasurer shall be entitled to sick leave and other leave as granted in Board Policy 4151.1-2
and 4151.7.
Vacations
The Treasurer shall be entitled to paid vacations as granted in Board Policy 4243.
Board-Treasurer Relationship
The development of financial policies, consistent with long-term goals, is one of the most important functions of a board. The implementation of financial policies is the function of the Treasurer and his/her staff.
Delegation by the Board of its financial powers to the Treasurer provides freedom for the Treasurer to manage the District’s finances and frees the Board to devote its time to policy-making and appraisal functions.
The Board holds the Treasurer responsible for the administration of its financial policies, the execution of Board decisions and keeping the Board informed about District financial issues and concerns.
The Board strives to procure the best financial leadership available. The Board, as a whole and as individual members:
1. gives the Treasurer full authority for properly discharging his/her professional duties, holding him/her responsible for acceptable results;
2. refers all complaints of the Treasurer’s staff to the Treasurer for appropriate investigation and action and
3. strives to provide adequate safeguards for the Treasurer and other staff members so that they can discharge their duties on a thoroughly professional basis.
11-10-80
Rev. 07-01-96
Rev. 10-23-07