P0400 Clerk and Assistant Clerk

P0400 CLERK AND ASSISTANT CLERK

BOARD POLICY:

The Board shall appoint a Clerk and Assistant Clerk who shall report directly to the Board and who shall serve at the pleasure of the Board. The Clerk shall perform the duties as prescribed by Kansas Statutes and other duties assigned by the Board of Education. The Clerk and Assistant Clerk shall not be members of the Board and shall not be the same person as the Superintendent or Treasurer. The Assistant Clerk shall perform the duties of the Clerk in the absence of the Clerk.

Implemental Procedures:

1. On or before August 25 of each year, the Clerk shall certify to the State Board of Education a copy of the budget adopted by the district. (KSA 72-7053) The Clerk shall also certify to the county clerk the annual budget and tax levy (KSA 72-8204a, 79-1801, 79-2930) and certify the adopted budget to the state director of accounts and reports. (KSA 79-2930)

2. The Clerk shall open and keep an account of each fund showing the total amount appropriated for each fund and shall charge such appropriation with the amount of any indebtedness created at the time such indebtedness is incurred. No money in any fund shall be used to pay for any indebtedness created in excess of the total amount of the adopted budget of expenditures for such fund. The Clerk shall not cause or allow the money in any fund to be diverted to another fund. (KSA 79-2934)

3. The Clerk shall keep a record of the amount of money in the treasury and each particular fund and shall keep a record of all indebtedness and contracts creating a liability against the school district. In such records then shall be shown the date of the making of the contract or the creation of the debt, the amount of the contract or the debt, the time payable, and the particular fund from which payment is to be made. (KSA 10-1117)

4. It shall be unlawful for the Clerk to knowingly issue, attest, sign, or countersign any order, warrant, check, or other evidence of indebtedness that would have the effect of diverting a part of any fund to another fund. (KSA 79-2935)

5. The Clerk shall keep a record of all warrants and warrant checks issued, showing the number, date, and amount thereof, on what funds drawn, and the name of the person or party to whom the same are made payable.

6. The Clerk shall have the care and custody of the records, books, and documents of the Board. (KSA 72-8202c)

7. The Clerk shall be responsible for the preparation and furnishing of various reports to county, state, and federal agencies, departments, and offices as specified by statute and regulation.

8. The Clerk shall be bonded for an amount of $500,000 under the school district’s blanket employee bond.

9. The Clerk shall give notice of all meetings of the Board and shall be responsible for the preparation of Board of Education agendas.

10. The Clerk shall be responsible for preparing an accurate journal of the proceedings of the Board.

Latest Revision Date: November 1994

Previous Revision Date: June 1991 P0400