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. The
term shall be coterminous with the Mayor's term.
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 and with the advice and consent of the Board of Trustees.
(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 of general circulation
in the Village.
[Amended at time of adoption of Code (see Ch. 1, Administration,
Art. I, General Code Provisions, Div. I)]
(B)
Minutes; Records. The Village Clerk shall attend all meetings of
the Village Board and shall keep in a suitable book, to be titled
the "Journal of the Village Board," a full and faithful record of
its proceedings. 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.
(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.
(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.
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 require
to be approved or otherwise acted upon by the Mayor.
The Clerk shall prepare all commissions, licenses, permits and
other official documents required to be issued by him or her under
this Code, 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 oftener 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 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.
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.
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 moneys received and warrants drawn during the
preceding month, showing therein from what sources and on what account
moneys were received, and for what purposes and on what account the
warrants were drawn or paid.
The Village Clerk shall carefully preserve all books, records,
papers, maps and effects of every detail and description belonging
to the Village or pertaining to the office, and not in actual use
and possession of other Village officers; and upon the expiration
of his or her official term, the Clerk shall deliver all such books,
records, papers and effects to the successor in office.
The Clerk shall prepare daily an itemized list of all moneys
received and shall deliver a copy of the same to the Village Treasurer
and shall also pay over to the Treasurer all moneys received in the
office and take a receipt therefor.
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.
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 with the word "by" and the Deputy Clerk's name and
the words "Deputy Clerk." 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.
The Clerk shall on or before the 10th day of April in each year,
and before the annual appropriations to be made by the Village Board,
submit to the Village Board a report of the estimates as nearly as
may be of moneys necessary to defray the expenses of the corporation
during the current fiscal year. The Clerk shall, in said report, classify
the different objects and branches of expenditures, giving as nearly
as may be the amount required for each; and for the purpose of making
such a report, the Clerk is hereby authorized to require of all officers
their statement of the condition and expenses of their respective
offices or departments with any proposed improvements, and the probable
expense thereof, all contracts made and unfinished and the amount
of any and all unexpended appropriations of the preceding year. The
Clerk shall, in such report, show the aggregate income of the preceding
fiscal year from all sources, the amount of liabilities outstanding
upon which interest is to be paid, the bonds and debts payable during
the year, when due and when payable; and in such report shall give
such other information to the Village Board as he or she may deem
necessary to the end that the Village Board may fully understand the
money exigencies and demands upon the corporation for the current
year.
