(A) Elected. The Clerk shall be elected at the same election as the Mayor for a four-year term and shall serve until a successor is elected and has qualified.
(Prior Code, § 1-2-66)
(B) Vacancy. Whenever there is a vacancy in the office of City Clerk, the office shall be filled by the Mayor, with the advice and consent of the City Council, for the remainder of the term. (See §§ 31.07 and 31.08.)
(Prior Code, § 1-2-67)
(C) Publication of ordinances; Council minutes; records.
(1) Ordinances. The City Clerk shall cause all ordinances passed by the City Council 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 be published at least once within 30 days after passage in one or more newspapers published in the city.
(2) Minutes; records.
(a) Open meetings. The City Clerk shall attend all meetings of the City Council and shall keep in a suitable book to be styled “The Journal of the City Council,” a full and faithful record of its proceedings. The City Clerk shall record and properly index, in a book kept for that purpose, all ordinances passed by the City Council, 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.
(b) Closed meetings. 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.
(3) 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.
(4) Issue notices. The Clerk shall issue and cause to be served upon all Alderpersons notices of all special meetings of the City Council and 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 Chairperson thereof.
(Prior Code, § 1-2-68)
(D) Delivery of papers to officers. The Clerk shall deliver to the several committees of the City Council and to the officers of this city all petitions, communications, reports, and resolutions, orders, claims, and other papers referred to those committees or officers by the Council 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.
(Prior Code, § 1-2-69)
(E) Preparation of documents, commissions, and licenses. 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 city.
(Prior Code, § 1-2-70)
(F) City licenses. In all cases where the city 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 provide such plates, tags, or stickers to the person paying the license fee.
(Prior Code, § 1-2-71)
(G) Report of licenses. The Clerk shall report to the City Council at its regular meeting each month and more often, if the Council so requires, the data contained in the license register with respect to licenses issued during the previous month.
(Prior Code, § 1-2-72)
(H) Administration of oaths. The Clerk shall have the power to administer oaths or affirmations for all lawful purposes.
(Prior Code, § 1-2-73)
(I) Outstanding bonds. The Clerk shall keep in his or her office in a book or books kept expressly for that purpose a correct list of all the outstanding bonds of the city, showing the number and amount of each and for and to whom the bonds are issued, and when the city bonds are issued or purchased or paid or cancelled, the book or books shall show that fact; 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.
(Prior Code, § 1-2-74)
(J) Reports. The Clerk shall, on or before the regular meeting in each month, make out and submit to the City Council 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.
(Prior Code, § 1-2-75)
(K) Successor. The City Clerk shall carefully preserve all books, records, papers, maps, and effects of every detail and description belonging to the city or pertaining to the office and not in actual use and possession of other city officers; 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.
(Prior Code, § 1-2-76)
(L) Payments. The Clerk shall prepare monthly an itemized list of all monies received and shall deliver a copy of the same to the City Treasurer and shall also pay over to the Treasurer all monies received in the office and take a receipt therefor.
(Prior Code, § 1-2-77)
(M) Notification to persons appointed to office. 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 ten days after such notice.
(Prior Code, § 1-2-78)
(N) Other duties. 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 City Council.
(Prior Code, § 1-2-79)
Statutory reference:
Related provisions, see 5 ILCS 120/2.06(c), 65 ILCS 5/1-2-4, 65 ILCS 5/1-2-5, 65 ILCS 5/3.1-10-35, 65 ILCS 5/3.1-10-40, 65 ILCS 5/3.1-15-5, 65 ILCS 5/3.1-15-20, 65 ILCS 5/3.1-30-5, 65 ILCS 5/3.1-35-90, 65 ILCS 5/3.1-35-110, and 65 ILCS 5/12-5