(A) Generally. The Clerk shall, in addition to the duties now imposed by statute, perform the following duties:
(1) Keep his or her office in the Village Hall open for the transaction of village business during usual daily business hours;
(2) Issue notices of meetings to the Mayor and members of the Board and, when directed by that body, to the members of the different committees of that body and to all persons whose attendance will be required before that body or any committee when so directed; he or she shall also issue and cause to be served notices of the meetings;
(3) Attest all the licenses granted by the Mayor or Board under the provisions of this code;
(4) Without delay, deliver to the officers of the village and to the various committees all bills, resolutions, communications and other documents referring to the officers and committees;
(5) Without delay, deliver to the Mayor all ordinances or resolutions under his or her charge which may require approval or other action by the Mayor with all papers and information on which the same were founded; and
(6) Perform other duties as may be required of him or her by the Mayor and Board and the provisions of this code.
(B) Keeper of seal and records. The Clerk shall keep the corporate seal and affix the same to all papers which require it. He or she shall keep all records and papers belonging to the village and attend all meetings of the Mayor and Board and keep a full record of its proceedings in the Journal. He or she shall prepare all warrants for the payment of money, countersign and deliver same when called for, after they have been signed by the Mayor, taking a proper receipt therefor. He or she shall make proper copies of all papers duly filed in his or her office and make transcripts from the Journal and other records filed of his or her office, certified by him or her under the village corporate seal.
(C) Record ordinances.
(1) All ordinances passed by the Mayor and Board shall be recorded by the Clerk in a book kept for that purpose before the next regular meeting after they go into effect.
(2) If the ordinance requires publication, he or she shall cause the same to be duly published as provided by law. The Clerk shall note at the foot of the record of each ordinance a memorandum of the date of its passage and approval or otherwise becoming effective and if published, the date of the publication of the ordinances. The original shall be filed in the office of the Clerk with a certificate of publication or posting attached to ordinances requiring publication.
(D) Notify persons elected. It shall be the duty of the Clerk, within five days after the result of an election is declared or an appointment made, to notify, in writing, all persons elected or appointed to office. Unless the persons shall respectively qualify in ten days after the notice, the office shall become and be vacant.
(E) File tax levy. It shall be the duty of the Clerk, on or before the second Tuesday in September in each year, to file with the County Clerk a certified copy of the ordinance in which the total amount of appropriations for all corporate purposes of the village legally are levied and assessed for the current fiscal year.
(F) Records of warrants. The Clerk shall make a full record of the dates, amounts and parties of each warrant issued and on what fund issued; he or she shall also keep a record book showing, under separate headings as to each fund, the same facts as to all warrants issued for any purpose on the fund and also showing the same as paid and cancelled by the Treasurer and the exact amounts of principle and interest actually paid thereof.
(G) Report of expenses. The Clerk shall, on or before June 1 in each year, submit to the Mayor and Board a report of his or her estimates as nearly as may be of moneys necessary to defray the expenses of the Village Clerk’s office during the current fiscal year.
(H) Receive petitions and communications. All petitions, remonstrances, bids, bills or other communications addressed to the village or Board shall be received by the Clerk.
(Prior Code, § 1-7A-2)