Rules for Missouri Ambulance Districts
V. Secretary Powers and Duties
Options for selection
The AD board elects a secretary and a treasurer, or one person to serve as both, who may or may not be board members (190.055.1). Electing a non-member as secretary has advantages. For example, board members have agreed to represent the residents of the AD when making policy decisions, but the secretary may have difficulty participating fully in such discussions while trying to compile accurate minutes. The tasks required of the secretary, outlined below, are similar to office manager duties and may be more than an AD board should expect of a board member.
A director who is also the secretary maintains all director rights and responsibilities, for example, a director/secretary may introduce motions, discuss them, and vote on all measures.
Duties
The secretary’s job is important and detailed; therefore, it is important the secretary become familiar with and carry out each part of the job. A record lost, a list unmade or a report not filed can mean legal, financial or public relations trouble for an AD. Details fall into place much better if the secretary is organized. This means doing jobs when they need to be done, having records when they are needed and knowing where things are.
The secretary’s job is actually the chair’s assistant; therefore, a secretary should always be prepared to explain what business is pending during a meeting.
The secretary’s tasks include posting notices of meetings, certifying adopted property tax levy rates to the county clerk, notifying the election authority of upcoming elections, making agendas publicly available, taking care of all AD notifications and attesting to the accuracy of the AD’s records.
The secretary should be the caretaker and applier of the AD seal.
When the board needs to report on matters of AD concern, the secretary will likely be asked to prepare the report. Although the board may wish to prepare its own agendas, the secretary is the one who ensures that they are publicly posted in a timely manner as required by law (see Chapter IX. Meetings, Records and Votes).
The secretary typically also is designated as custodian of AD records (see more detail in Custodian of records, below, and in Chapter IX. Meetings, Records and Votes).
Secretary pro tem
Because the secretary is required to keep board minutes, attendance at all board sessions is part of the job; so if the secretary is unable to attend, the secretary should make sure the chair has access to the approved or unapproved minutes of the previous meetings. Provision should be made in AD rules of procedure to designate a secretary pro tem, which means a temporary secretary, to temporarily fulfill the secretary’s duties when the secretary cannot attend a meeting or perform other required duties.
Custodian of records
State open meetings and records laws require each political subdivision to formally appoint a custodian of records (610.023.1). The name and contact procedures must be publicly posted. In fact, AD law (190.075) requires the AD board provide for proper and safe keeping of its permanent records.
Custodian of records duties
The custodian of records maintains AD records, approves removal of original public records, and acts upon requests for access to public records. AD law (190.075) also says that financial books and records must be available for inspection by any member of the AD board upon request by the AD board member. The deadline to respond to requests for records is no later than the end of the third business day following the request and sooner if possible. Keep in mind that sometimes a lawful response, especially to a large request, may be that the request is being acted upon, and the expected timeframe to compile the requested records. If access is denied, however, the custodian must give a detailed explanation in writing within three days (see Chapter IX. Meetings, Records and Votes). Any official who refuses to permit inspection of public records can be removed from office, fined $100, and/or go to jail for up to 90 days (109.180).
Record keeping
Missouri governments’ collective memory is housed in its permanent and historical records. Citizens have an ongoing need to access and obtain copies of these records. The Records Services Department of the Office of the Secretary of State is responsible for managing both current and historical records of the state to ensure those records are accessible to Missouri citizens. It is also responsible for assisting local governments in records preservation and management.
As authorized by Missouri’s Business and Public Records Law (109.200-310), the Local Records Board serves as the coordinating board to establish proper record retention schedules for all local governments.
An AD custodian of records should become familiar with these rules and follow them. (The secretary of state calls these rules “guidelines,” which implies they are not binding. However, most lawyers consider these guidelines to be the minimum required retention period. AD boards should consider adopting an ordinance or policy that mirrors this schedule or includes longer retention periods.)
When records are destroyed, a report of the destruction should be recorded In the AD board minutes.