SAP 1211.24
 

WESTERN COVENTRY FIRE DISTRICT
Standard Administrative Procedure
 

#1211.24 Duties and Responsibilities of the District Clerk
 

Effective Date: 12/15/2011 Review Date: 12/2014
 

Number of pages: 3
 

1. Purpose
 

1.1 To set forth the duties and responsibilities of the District Clerk of the Western
Coventry Fire District.
 

2. Scope
 

2.1 The scope of this procedure is to set forth and define the duties of the District
Clerk in a manner that is consistent with like officers of towns in the State of
Rhode Island.
 

2.2 Further, the scope of this procedure is to be consistent with all descriptions of
the Clerks duties and responsibilities indicated within the District's Charter
and By-Laws but shall allow for greater detail of the descriptions as required
for fulfilling the needs of conducting the business of the District. .
 

2.3 The duties of the Clerk include but are not limited to the duties outlined in this
procedure.
 

3. Overview
 

3.1 The position of Clerk of the District is provided by the District Charter and is
an elected position with a term of two years. Election takes place at the
District's Annual Meeting.
 

3.2 The role of the Clerk of the District is one of great importance in supporting
the administrative functions of the District and maintaining compliance with
applicable State of Rhode Island laws and regulations.
 

3.3 The duties of the Clerk require a working knowledge of the RI Open
Meetings Act and RI Access to Public Records Act.
 

4. Duties
 

4.1 The Clerk shall cause notices of Annual and Special District meetings and
Board of Directors and Committee meetings stating the time and place of the
 

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meeting, shall post the notices in at least three conspicuous places within the
District. In the case of the Annual and any Special District meetings the Clerk
will cause notice of said meetings to be inserted in a newspaper published in
Kent County at least five days before the date of said meetings.
 

Note: Annual and Special District meetings are defined as those meetings at
which the qualified voters of the district may vote on the matters of the
meeting. In contrast, qualified District voters do not have the privilege of
voting on matters of District business conducted by the District's elected
officials such as meetings of the Board of Directors, and/or authorized
Committees.
 

4.2 The Clerk shall be the addressee of letters and/or emails from candidates
stating intent to run for elected District positions, shall notify the Board of
Directors immediately upon receipt of such correspondence and shall keep
such correspondence on file.
 

4.3 The Clerk shall be the RI Secretary of State's web site coordinator on behalf
of the District for the purpose of posting meeting notices and meeting agendas
for the Annual and Special District meetings and those meetings conducted by
the elected officials of the District or their assignees such as meetings held by
authorized Committees. Accepted minutes of such meetings may also be
posted on the Secretary of State's web site but is not a mandatory requirement
of the Secretary of State.
 

4.3.1 Meeting agendas must be posted on the Secretary of State's web site at
least 48 hours prior to the planned meeting.
 

4.3.2 The Clerk, where feasible, should be given at least a 48 hour lead time
to make such posting.
 

4.4 The Clerk shall assign Secretary of State's web site filing (posting) privileges
to the Chairperson of the Board of Directors.
 

4.5 The Clerk will cause all administrative District records, including files,
meeting notices, meeting agendas, meeting minutes and Standard
Administrative Procedures, whether in electronic form, hard copy form or in
any other form, to be kept in an orderly, categorized, secure fashion and easily
recallable at the Summit Fire Station.
 

4.6 The Clerk shall record minutes of all District and Committee meetings except
as described in Paragraph 4.7 below. The content and timing of the
preparation and availability of said minuets shall be in compliance with
Section 42-46-7 of Rhode Island public Law Chapter 46 "Open Meetings".
 

4.7 The Clerk shall be responsible for the timely preparation of all District Board
of Directors and Committee minutes unless the Chairperson of such meeting
 

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agrees to assign this task to himself/herself or another member of the meeting
body.
 

4.8 The Clerk shall give at least a forty-eight hour notice to the Chairperson of a
meeting body if the Clerk cannot be available for any District meeting.
 

4.9 The Clerk shall make available to the WCFD web site master an electronic
copy of accepted meeting minutes within twenty-four hours of their
acceptance.
 

4.10 The Clerk shall arrange for the placement of any required District
newspaper advertisements and be the recipient to the responses to such
advertisements.
 

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