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A clerk of the board must be elected or appointed at the annual meeting and his or her compensation fixed. The board also may elect a deputy clerk who shall be empowered to act in all matters in case of the absence, or inability to act, of the clerk or otherwise as provided by resolution of the board. These officers can be appointed only on recommendation of the division superintendent of schools. In some counties and cities, the division superintendent serves as clerk of the board. The law permits this, but there is considerable division of opinion about whether or not this is a desirable practice. In some instances, in which routine duties can be delegated to other employees, the arrangement has been satisfactory. In others, the superintendent's time has been divided uneconomically between the positions.
The duties of the clerk of the board are specified by law. In general, the clerk must keep a record of the meetings and proceedings of the board, a record of all receipts and disbursements, a record of all his or her official acts, a file of vouchers, contracts, and other official papers, and, under the general direction of the superintendent, perform such other duties in connection with the school business of the county or city as may be required by the school board, or the Board of Education.
The clerk is not a member of the board. He or she attends board meetings to record the proceedings and to supply the records and other information which the board may need. It is not his or her function to give advice and counsel to the board, to participate in discussion, or to make the decisions. Unless especially authorized, he or she should not give out information about the meetings or discuss outside of a meeting anything which transpired in it. He or she is an officer of the board whose function is to discharge certain specified duties under the direction of the division superintendent and the board.
Virginia School Boards, p20, Virginia School Boards,
The Virginia School Boards Association
Charlottesville, Virginia 1993
I do solemnly swear (or affirm) that I will support the Constitution of the United States, and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge all the duties incumbent upon me as school board clerk according to the best of my ability, (so help me God).
Certification of Closed Meeting
Whereas, the (name of the school division) School Board has convened an closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and
Whereas, Section 2.2-3712.D of the Code of Virginia requires a certification by this School Board that such closed meeting was conducted in conformity with Virginia law;
Now, therefore, be it resolved that the (name of school division) School Board hereby certifies that, to the best of each member's knowledge, (i) only public business matters lawfully exempted by Virginia law were discussed in the closed meeting to which this certification applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered.
VOTE (Note: Total number only in each category, names not required)
A - Yes:
Nays:
(Note: for each nay vote, the reason for the departure from the requirements of the Act should be described by the member or members voting nay.)
_________________________________________________
Clerk/Secretary of (Name of School Division) School Board
________________________________
(Meeting Date)
Responsibilities
of the Clerk of the Board