[Adopted as Ch. 1, Art. II, Div. VII, of the 2015 Code]
The Village Clerk shall be appointed by the Mayor with the advice
and consent of the Village Board for a four-year term and shall serve
until a successor is appointed and has qualified. (65 ILCS 5/3.1-25-90
and 5/3.1-30-5)
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
Whenever a vacancy in the office of Village Clerk appointed
under the statutes occurs during the term, the vacancy shall be filled
for the remainder of the term by the appointment of a Clerk by the
Mayor with the advice and consent of the Board of Trustees. (65 ILCS
5/3.1-25-90)
A.
Ordinances. The Village Clerk shall cause all ordinances passed by
the Village Board and approved by the Mayor, imposing any fine, penalty,
imprisonment or forfeiture, or making any appropriation, to be published
or printed in book or pamphlet form, published by authority of the
corporate authorities, or to be published at least once within 30
days after passage in one or more newspapers with a general circulation
within the Village. (65 ILCS 5/1-2-4)
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
B.
Minutes; records.
(1)
Open meetings. The Village Clerk shall attend all meetings of the
Village Board, including executive sessions, and shall keep in a suitable
book, to be styled "The Journal of the Village Board," a full and
faithful record of its proceedings, except if the Clerk is the subject
matter of the meeting and the Clerk's presence creates a conflict
of interest. The Village Clerk shall record and properly index, in
a book kept for that purpose, all ordinances passed by the Village
Board, and at the foot of the record of each ordinance so recorded,
the Clerk shall make a memorandum of the date of the passage, when
published, and a memorandum of the publication of such ordinance.
(65 ILCS 5/3.1-35-90)
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
(2)
Closed meetings.[1] The Clerk shall prepare and preserve the minutes of closed
meetings according to the provisions of the Closed Meetings Act. At
least twice a year, corporate authorities shall meet to review minutes
of all closed sessions and make a public statement as to whether there
is still a need to maintain such matters in confidence or whether
minutes or portions of minutes from closed meetings no longer require
confidential treatment and are available for public inspection. [5
ILCS 120/2.06(c)]
C.
Bonds. The Clerk shall also record, in proper books for the purpose,
all official bonds and note upon each bond so recorded when the same
was entered of record and the book and pages where recorded. (65 ILCS
5/3.1-35-110)
D.
Issue notices. The Clerk shall issue and cause to be served upon
all Trustees notices of all special meetings of the Village Board;
also notices to the members of the different committees of that body
and all persons whose attendance may be required before any such committee,
when so directed by the Chairman thereof. (65 ILCS 5/1-2-4, 5/1-2-5
and 5/3.1-35-90)
The Clerk shall deliver to the several committees of the Village
Board and to the officers of this Village all petitions, communications,
reports and resolutions, orders, claims and other papers referred
to those committees or officers by the Board on demand therefor. The
Clerk shall also, without delay, deliver to the Mayor all ordinances
or resolutions, orders and claims in his or her charge which may be
required to be approved or otherwise acted upon by the Mayor. (65
ILCS 5/3.1-35-90)
The Clerk shall prepare all commissions, licenses, permits and
other official documents required to be issued by him or her under
this article and shall attest the same with the Corporate Seal, and
the Clerk shall, in like manner, attest all deeds for the sale of
real estate owned and conveyed by this Village.
The Clerk shall report to the Village Board at its regular meeting
each month, and more often if the Board so requires, the data contained
in the license register with respect to licenses issued during the
previous month.
In all cases where the Village requires a license to be obtained
for the purpose of engaging in or carrying on any business or occupation,
and the licensee is required to obtain plates, tags or stickers from
the Clerk, it shall be the duty of the Clerk, or other person so designated
by the Clerk or Mayor, to deliver such plates, tags, or stickers to
the person paying the license fee.
The Clerk shall have the power to administer oaths or affirmations
for all lawful purposes. (65 ILCS 5/3.1-15-20)
The Clerk shall keep in his office, in a book or books kept
expressly for that purpose, a correct list of all the outstanding
bonds of the Village, showing the number and amount of each, for and
to whom the bonds are issued; and when the Village bonds are issued,
or purchased, or paid, or cancelled, the book or books shall show
that fact; and in the annual report, the Clerk shall describe particularly
the bonds sold during the year and the terms of sale with each and
every item of expense thereof. (65 ILCS 5/3.1-35-110)
The Clerk shall, on or before the regular meeting in each month,
make out and submit to the Village Board a statement or report in
writing of all the monies received and warrants drawn during the preceding
month, showing therein from or what sources and on what account monies
were received, and for what purposes and on what account the warrants
were drawn or paid.[1]
Within five days after an appointment is made, the Clerk shall
notify all persons appointed to office of their appointment. The office
becomes vacant unless the person appointed qualifies within 10 days
after such notice.
In addition to the foregoing duties, the Clerk shall perform
all such other duties pertaining to the office as are or may be imposed
upon the office by law or resolution or ordinance of the Village Board.
(65 ILCS 5/3.1-10-40)
A.
The Village Clerk, when authorized by the Village Board, may appoint
the Deputy Clerk, who shall have the power and duty to execute all
documents required by any law to be executed by the Clerk and affix
the Seal of the Village thereto whenever required. In signing any
documents, the Deputy Clerk shall sign the name of the Village Clerk
followed by the word "By" and the Deputy Clerk's name and the words
"Deputy Clerk."
B.
The powers and duties herein described shall be executed by such
Deputy Clerk only in the absence of the Village Clerk from the Village
Clerk's office in the Village Hall, and only when either written direction
has been given by the Village Clerk to such Deputy Clerk to exercise
such power or the Village Board has determined by resolution that
the Village Clerk is temporarily or permanently incapacitated to perform
such functions.
(65 ILCS 5/3.1-30-10 and 5/3.1-10-45 and 5/3.1-35-95)
