(A) The Village Clerk shall attend all meetings of the Board of Trustees and keep a correct journal of the proceedings of the Board. He or she shall keep a record of all outstanding bonds against the village and when any bonds are sold, purchased, paid or canceled, said record shall show the fact. He or she shall make at the end of the fiscal year a report of the business of the village transacted through his or her office for the year. That record shall describe particularly the bonds issued and sold during the year, and the terms of the sales with each and every item and expense thereof. He or she shall file all official bonds after the same shall have been properly executed and approved. He or she shall make the proper certificate of passage which shall be attached to original copies of all bond ordinances hereafter enacted by the Board of Trustees.
(B) The Village Clerk shall issue and sign all licenses, permits and occupation tax receipts authorized by law and required by the village ordinances. He or she shall collect all occupation taxes and license money, except where some other village officer is specifically charged with that duty. He or she shall keep a register of all licenses granted in the village and the purpose for which they have been issued. The Village Clerk shall permit no records, public papers or other documents of the village kept and preserved in his or her office to be taken therefrom, except by such officers of the village as may be entitled to the use of the same, but only upon their leaving a receipt therefor. He or she shall keep all the records of his or her office, including a record of all licenses issued in a record book with a proper index. He or she shall include as part of the records all petitions under which the Board of Trustees shall order public work to be done at the expense of the property fronting thereon, together with references to all resolutions and ordinances relating to the same. He or she shall endorse the date and hour of filing upon every paper or document so filed in his or her office. All such filings shall be properly docketed. Included in his or her records shall be all standard codes, amendments thereto and other documents incorporated by reference.
(C) The Village Clerk shall maintain a list of the news media requesting notification of meetings and shall make reasonable efforts to provide advance notice to them of time and place of each meeting and the subjects to be discussed at that meeting.
(D) (1) The Village Clerk shall keep and preserve the proceedings of the Board of Trustees in two separate and distinct record books. The minute records shall contain a record of all the miscellaneous and informal doings of the Board of Trustees. The minute record shall not include the passage and approval of ordinances, except resolutions incorporating by reference the ordinance record into the minute record. The ordinance record shall contain the formal proceedings of the Board of Trustees in the matter of passing, approving, publishing, posting and certifying of ordinances. After the formalities for the legal enactment of an ordinance have been completed, the Village Clerk shall record and spread at large in the ordinance record his or her ordinance minutes of printed forms.
(2) In all cases hereafter where single ordinances are introduced for the consideration of the Board of Trustees, the Village Clerk shall cause to be introduced an appropriate resolution incorporating by reference the ordinance record into the minute record.
(3) Minutes shall be written and available for inspection within ten working days or prior to the next convened meeting, whichever occurs earlier.
(E) The Village Clerk shall keep an accurate and complete account of the appropriation of the several funds, draw, sign and attest all warrants ordered for the payment of money on the particular fund from which the same is payable. At the end of each month, he or she shall then make a report of the amounts appropriated to the various funds and the amounts of the warrants drawn thereon. Nothing herein shall be construed to prevent any citizen, official or other person from examining any public records at all reasonable times.
(F) The Village Clerk shall deliver all warrants, ordinances and resolutions under his or her charge to the Chair of the Board of Trustees for his or her signature. He or she shall also deliver to officers, employees and committees all resolutions and communications which are directed at said officers, employees or committees. With the seal of the village, he or she shall duly attest the Chair’s signature to all ordinances, deeds and papers required to be attested to when ordered to do so by the Board of Trustees.
(G) Within 30 days after any meeting of the Board of Trustees, the Village Clerk shall prepare and publish the official proceedings of the Village Board, including the amount of each claim allowed, the purpose of the claim and the name of the claimant; except that, the aggregate amount of all payroll claims may be included as one item, in a legal newspaper of general circulation in the village and which was duly designated as such by the Board of Trustees; provided, the charge for such publication shall not exceed the rates provided by the statutes of the State of Nebraska. Said publication shall be charged against the General Fund.
(H) (1) Between July 15 and August 15 each year, the names of all employees and their current annual, monthly or hourly salaries shall be published. Any changes in salaries or the hiring of new employees during the calendar quarter preceding the months of October, January and April shall be published during the months of November, April and May. The Village Clerk shall then keep in a book with a proper index copies of all notices required to be published or posted by him/her by order of the Board of Trustees or under the ordinances of the village.
(2) To each of the file copies of said notices shall be attached the printer’s affidavit of publication, if the said notices are required to be published or the Village Clerk’s certificate under seal where the same are required to be posted only.
(I) (1) The Village Clerk may charge a reasonable fee for certified copies of any record in his or her office as set by resolution of the Board of Trustees.
(2) He or she shall care for the village records under the direction of the State Records Administrator, pursuant to the Records Management Act; provided, the Board of Trustees shall not have the authority to destroy the minutes of the Village Clerk, the permanent ordinances and resolution books or any other records classified as permanent by the State Records Administrator.
(J) The Village Treasurer is also required to publish or cause to be published in a legal weekly newspaper published in or of general circulation in said village within 60 days following the end of the fiscal year a report of the activities of his or her office, which said report shall show in detail all receipts, disbursements, warrants outstanding and the debit or credit balance of the village.
(Prior Code, § 1-204) (Ord. 2004-02, passed 4-6-2004)
Statutory reference:
Related provisions, see Neb. RS. 17-605, 17-606, 17-609, 19-1101, 19-1102, 19-1104, 84-712, 84-1201, 84-1220, 84-1411 and 84-1413