Montana § 20-3-325 - Clerk Of District

§ 20-3-325. Clerk Of District

Clerk of district. (1) As provided in 20-3-321 , the trustees shall employ and appoint a clerk of the district. The clerk of the district shall attend all meetings of the trustees to keep an accurate and permanent record of all the proceedings of each meeting. If the clerk is not present at a meeting, the trustees must have one of their members or a district employee act as clerk for the meeting, and that person shall supply the clerk with a certified copy of the proceedings. The clerk of the district must be the custodian of all documents, records, and reports of the trustees. Unless the trustees provide otherwise, the clerk shall: (a) keep an accurate and detailed accounting record of all receipts and expenditures of the district in accordance with the financial administration provisions of this title; and (b) prepare the annual trustees' report required under the provisions of 20-9-213 . (2) The clerk of the district shall provide the county treasurer with a minimum of 30 hours' notice in advance of cash demands to meet payrolls, claims, and electronic transfers that are in excess of $50,000. If the clerk of the district fails to provide the required 30-hour notice, the district must be assessed a fee equal to any charges demanded by the state investment pool or other permissible investment manager for improperly noticed withdrawal of funds. (3) In order to qualify for the payment provided in 20-9-327 , a clerk of the district must have a job description that includes performance of the following functions for the district: (a) advise the trustees on financial and operational constraints as outlined by law; (b) serve as a member of the administrative team, working closely with the district superintendent and other administrative staff to align the educational goals and financial stability of the district; (c) assist the trustees in ensuring all district policies comply with local, state, and federal laws; (d) attend trustees' meetings and ensure that a permanent record is maintained as required by law and, if unable to attend, ensure a qualified designee maintains an accurate permanent record; (e) act as the custodian of all documents, records, and reports of the trustees, including the trustees' report required under 20-9-213 ; (f) maintain accurate and detailed accounting records of all financial transactions of the district, serving as a liaison during any financial and labor audits, as required; and (g) serve as the election administrator for the district unless the county administers an election at the request of the district.