Secretary-Treasurer's Department




			Admin. Dept. Home \| WSD Home \| Site Map \| Search
		Secretary-Treasurer's Home \| Transportation/Permits \| Policies \| Tenders and Purchase Order - Terms and Conditions

Pension Plan Booklet
for Officers and Employees (other than Teachers), June 1998

External Related Links

The Secretary-Treasurer’s Department is responsible for the following functions:

Corporate Secretary function of the Division including the administrative management of the functions of the Board of Trustees, its committees and related matters:

	financial management of the School Division;
	financial and administrative management of the Pension Fund for Employees Other Than Teachers;
	financial management of the function of the Sinking Fund Trustees including investment responsibility for the Children’s Heritage Fund, Margaret Crawford Trust Fund, and the Reserve Fund for Buildings (Insurance); and
	administration of the Freedom of Information and Protection of Personal Privacy Act (FIPPA) and the Personal Health Information Act (PHIA).

The Corporate Secretarial function of the Division includes the administrative management of the functions of the Board of Trustees, its committees, and related matters; responsibility for legal matters and liaison with the Division’s solicitors; contract administration; records management; and the general administration of the business affairs of the Division.

Functions

Board of Trustees
Contact Person: Pat Drew 789-0469

Responsibilities related to the administrative management of the function of the Board of Trustees include the following:

	maintaining and preserving the official records of the Board including minutes, policies, by-laws and legal documents;
	preparation of all correspondence, legal documents, and briefs arising from Board meetings;
	recording the proceeding of all Board and Committee meetings, and preparation of minutes, summaries of discussion, and reports arising from these meetings;
	preparation, coordination and distribution of material for all Board and Committee meetings;
	scheduling of all Board and Committee meetings and providing notice to the trustees;
	receipt of, and preparation of listings of, official correspondence to the Board/Division;
	arranging for the appearance of delegations at Board meetings; and
	coordination of the FIPPA and PHIA.

Accounting
Contact Person: Lucy Randa 789-0427

The Accounting section is responsible for the financial records of the Division in relation to chart of accounts, recording of transactions, production of monthly financial statements and the annual financial statement for the Division’s Operating and Capital Funds. In addition, this section carries out similar responsibilities for funds administered by the Sinking Fund Trustees; namely the Pension Fund, Margaret Crawford Fund, Children’s Heritage Fund and the Reserve for Buildings Fund (Insurance) as well as miscellaneous Trustee Funds. Activities currently carried out by the accounting section include:

General Accounting

	establishment of chart of accounts
	maintenance of Computer Accounting System
	preparation of monthly financial statements
	development and maintenance of accounting procedures for schools regarding school funds
	multi-distribution of payroll to ensure accurate expenditure records
	monthly bank reconciliations
	preparation of various financial and statistical reports for federal cost sharing projects
	accounts receivable issue invoices and produce aged accounts receivable trial balance on a monthly basis. Follow-up outstanding accounts
	preparation of annual financial statements

Internal Audit
Contact Person: Kris Tallman

The internal audit section is responsible for conducting audits of systems and procedures to ensure that the assets of the Division are adequately protected. Activities currently carried out by the audit section include:

	pre-audit of all payrolls and manual cheques;
	procedural audit of school records and accounts in the areas of: school funds equipment inventory September 30 enrollment
	special audits as required;
	review of accounting systems and procedures; and
	review of June 30 financial statements as submitted by each school.

Payroll
Contact Person: Collette Stallard 789-0429

The payroll section is responsible for the payment for regular payrolls to all employees of the Division and for the deduction from salaries of amounts related to the various benefit plans in place.
Specific functions related to the payroll section are as follows:

	Establishing salaries, overtime allowances, etc. for all employees in accordance with the applicable collective agreements Providing administration services for the following statutory and non-statutory benefit plans and services
	Maintaining employee history information for all employees including start date, pay rate, increment date, source deduction, etc.
	Computing sick leave credits in accordance with collective agreements and recording usage.
	Recording all employee absences.
	Preparation of year-end T4 and T4A reports.
	Issuing Records of Employment.

Pension and Employee Benefits
Contact Person: Liz Farler 789-0448

This section is responsible for the administration of the pension and disability plans for all non-teaching employees of the Division.

The main functions of this section include:

	the administration of pension plan and long and short-term disability plans including liaison with the Division’s Actuary regarding compliance with Revenue Canada and Manitoba Pension Commission regulations.
	counseling of employees on options available for disability coverage and for retirement benefits.
	calculation of benefits under the pension and disability plan.
	preparation of pension information for statistical reports, evaluation reports and individual pension statements.
	maintenance of the necessary data base for the provision of salary and service information, etc. to be used in the calculation of benefits.

Purchasing
Contact Person: Len Barnsley 789-0402

The Purchasing Section is responsible for purchasing equipment, services and supplies for all schools and departments within the Division in accordance with Division policy and the Public Schools Act. Other functions which are performed by this section include:

	Disposal of surplus equipment, print materials and supplies.
	Maintaining the Division moveable equipment inventory.

Arrangements for the maintenance and repair of Division equipment.

Stores/Warehousing
Contact Person: Lorne Stock 786-0329

As a result of the move to the implementation of a Standing Offer Purchasing System, schools will now order most of their stock directly from the supplier. The main thrust of the Stores Warehouse is currently being changed to provide for more direct service to the Building Department in terms of the supply of materials to trades personnel for projects being carried out in schools (i.e., paint, lumber, electrical/plumbing supplies, etc.)

Accounts Payable
Contact Person: Joanne Robinson 789-0441

The Accounts Payable Section is responsible for processing for payment all supplier invoices for equipment, services and supplies payable by the Division (except for major Public Schools Finance Board funding projects). In addition, this section ensures that proper receipt documentation is received from schools and departments as part of the payment process and reviews all school reimbursement requests for local purchases.

Transportation and Permits
Contact Person: Pat Shuttleworth 789-0409

The Transportation Section is responsible for the maintenance and safe operation of 58 Division-owned and 2 leased school buses including routing and the training of all contractor-employed bus drivers in accordance with Division Policy and the Public Schools Act.

The Permits Section is responsible for the approval and issuing of permits and billing of fees for the use of school buildings and grounds.

Division Budget
Contact Person: Nicole Roslinsky 789-0417

The position of Budget Assistant is responsible for the coordination of data received from the schools and various departments and preparation of the Division’s overall budget expenditure and revenue estimate. Other responsibilities carried out by the Budget Assistant include:

	correlating school budgets, allocating expenditures, maintaining and reviewing expenditure reports to schools;
	preparing various reports related to budget expenditures (i.e., Manitoba Association of School Trustees annual salary report, employee count records, program cost estimates, etc.);
	monitoring expenditure and revenue estimates versus actual expenditure.