Functions and Duties of Treasurers and Secretaries

• Author: Raymond S. DiRaddo
• Pages: 181-208

Chapter 4

Functions and Duties of

Treasurers and Secretaries

New York Fire District Officers’ Guide

§4:10 4-2

§4:10 TERM OF OFFICE

Every fire district must have a secretary and a treasurer. The fire district may also have an appointed deputy

treasurer. Town Law §177-b. The secretary is appointed for a one-year term. The treasurer may either be an

elected official, serving for a three-year term, or an appointed official holding office for one year. Town Law

§176 (2-a); see Fire District Officers’ Guide, Chapter 1. The treasurer or deputy treasurer, before beginning the

work of his or her office, must be bonded. Town Law §176 (4); see Fire District Officers’ Guide, Chapter 1.

§4:20 FIRE DISTRICT SECRETARY

The office of fire district secretary is a very important role in the operation of a fire district. This role has

taken on more significance because of the additional disclosure and posting requirements placed upon the fire

district secretary. The fire district secretary is appointed each year at the organizational meeting of the fire

district. The fire district secretary should have good organizational skills. Town Law §176 (2); see Fire District

Officers’ Guide, Chapter 2.

§4:20.1 THE SECRETARY AS THE “CLERK” OF THE FIRE DISTRICT

The secretary of the fire district is the “clerk” of the fire district, responsible for attending all meetings of the

fire district and taking minutes of the proceedings of the board of fire commissioners. The fire district secretary

is to keep a complete and accurate record of the proceedings of each meeting of the board of fire commissioners.

In addition, the fire district secretary is responsible for keeping an accurate record of all the propositions, rules

and regulations adopted by the board of fire commissioners. Town Law §178; see Fire District Officers’ Guide,

Chapter 11.

§4:20.1.1 STATUTORY DU TIES

§4:20.2 RECORDS MANAGEMENT—CUSTODIAN OF THE PUBLIC RECORDS

Once appointed and having taken the oath of office, the fire district secretary automatically becomes the

Records Management Officer of the fire district. The Freedom of Information Law (Public Officers Law Article

6) requires that almost all of the records of the fire district be made available to the public. See Fire District

Officers’ Guide, Chapter 11.

All the records, books and papers of the fire district should be turned over to the secretary and should remain

in his or her custody, except for those books and records in the custody of the fire district treasurer. With certain

limited exceptions relating to records management, retention and disposition (Arts and Cultural Affairs Law

Article 57-A), the fire district secretary has the authority and responsibility to preserve documents, equipment,

apparatus and other items which have historical significance to the fire district, the fire department or both.

Opinion of State Comptroller 2000-20. This implied authority comes from the express powers to organize,

operate, maintain, and equip fire companies (Town Law §176 (14)) and the authorization of fire districts to

acquire real property and suitable buildings for the preservation, protection and storage of fire apparatus and

equipment. Opinion of State Comptroller 2000-20.

§4:20.2.1 FIRE DISTRICT SECRETARY’S POSTING RESPONSIBILITIES

In addition, the fire district secretary has the following responsibilities:

• Submit the annual budget to the town or towns where the district is located;

• Prepare the Notice of Election;

• Prepare the Notice of Public Hearing on the budget;