(A) (1) The City Clerk shall:
(a) Issue notices of meetings of Council and prepare agendas thereof;
(b) Issue notices to the members of Council of all scheduled committee meetings and the cancellation of previously scheduled committee meetings;
(c) Issue notices to members of committees or other persons whose presence is required or requested before a committee when directed to do so by the Chairperson of the committee; and
(d) Issue other notices as and when directed to do so by Council.
(2) All notices required to be made by the Clerk under this division shall be in writing, if practical, and if time permits. If time is of the essence and written notice is impossible, notice by telephone is permitted. However, the notice should be memorialized by a subsequent written notice.
(B) The Clerk shall deliver to the officers of the city and the committees of Council all resolutions and communications referred to the officers or committees by Council.
(C) The Clerk shall have duly delivered to the Mayor all ordinances and resolutions in his or her charge which may be required to be approved or otherwise acted upon by the Mayor, together with all papers on which the same are founded.
(D) The Clerk shall keep the corporate seal of the city and all papers belonging to the city.
(E) The Clerk shall attend all meetings of Council and keep a full record of all its proceedings in the journal.
(F) The Clerk shall record in a book to be kept for that purpose all ordinances passed by Council and at the foot of the record of each ordinance so recorded make a memorandum of the dates of passage and of publication or posting of an ordinance.
(G) The Clerk shall make all required preparations for the holding of the city elections in accordance with the ordinances of the city and the statutes of the state.
(H) The Clerk shall receive all petitions, remonstrances, bids, bills or other communications addressed to Council or to the Mayor and Council and shall read them at the meeting of Council next succeeding his or her receipt of the communications, unless otherwise ordered by Council.
(I) The Clerk shall, within five days after any election is declared or appointment made, notify a person elected or appointed to a city office of his or her election or appointment, and execute with the Mayor and deliver commissions to each person elected to a city office as prescribed by law.
(J) The Clerk shall, within one month after they are passed, cause all ordinances imposing any fine, penalty, imprisonment or forfeiture or making any appropriation to be published in a newspaper as Council shall designate or, in the absence of a designation, a newspaper published in the city.
(K) The Clerk shall file, with the County Clerk, the annual tax levy ordinance, immediately after its passage.
(L) The Clerk shall perform other additional duties as now are or hereafter may be prescribed by the statutes of the state and ordinances of the city.
(M) The City Clerk shall be hereby designated to respond to requests under the Freedom of Information Act for the city. It shall be the duty of the City Clerk, and his or her office, to process and comply with all Freedom of Information requests pursuant to state law as set forth in ILCS Ch. 5, Act 140. Further, the City Clerk shall be responsible for setting the rules and regulations necessary to comply with state law, upon majority approval of Council.
(Ord. passed 7-10-1978; Ord. 07-58, passed 11-13-2007)