(a) Consolidated Offices. Pursuant to Sections 61.195, 61.197 and 66.0101, Wis. Stats., the Village of Edgar hereby elects not to be governed by those portions of Sections 61.19, 61.25 and 61.26, Wis. Stats., which relate to the selection and tenure of the Clerk and Treasurer, and which are in conflict with this Section. The offices of Village Clerk and Village Treasurer are hereby consolidated and the duties of both offices shall be performed by the person appointed as Village Administrator-Clerk-Treasurer by the Village President subject to confirmation by the Village Board (Charter Ordinance).
(b) Appointment; Term. Pursuant to Section 2-3-2, the Village Administrator-Clerk-Treasurer shall be appointed by the Village President, subject to majority confirmation vote of the members elect of the Village Board, on the basis of merit, appropriate education and appropriate experience. The Village Administrator-Clerk-Treasurer shall hold office for an indefinite term or as prescribed by employment contract, whichever is more restrictive, subject to removal as provided in Sec. 17.13, Wis. Stats., and Village personnel policies. The Village Administrator-Clerk-Treasurer is an at-will employee of the Village of Edgar. For purposes of this Code of Ordinances, the Village Administrator-Clerk-Treasurer may also be referred to as the "Village Administrator" or "Village Clerk-Treasurer."
(c) Responsibilities. The responsibilities of the Village Administrator shall be, but not limited to, the following:
(1) Chief Administrative Official.
The Village Administrator shall:
a. Subject to the parameters defined in the Wisconsin Statutes and Village ordinances and resolutions, serve as the chief administrative official of the Village of Edgar, responsible to and under the general direction of the Village President and Village Board.
b. Be responsible for implementing directives and policies set fo1th by the Village President and Village Board, reporting promptly any difficulties encountered.
c. Be responsible for Village compliance with federal and state laws and Village ordinances and adopted policies.
d. Attend all meetings of the Village Board, unless excused by the Village Presidnt or a majority vote of the Village Board, and at such meetings assist the Village President and the Village Board as necessary with the performances of their duties.
e. Attend all meetings of the standing and special committees of the Village Board if requested by the Village President or committee chairperson, assisting committee members as necessary in the performance of their duties.
f. Serve as ex-officio non-voting member of all boards, commissions and committees of the Village, except as specified by the Village Board or Wisconsin Statutes.
g. In coordination with the Village President, ensure that appropriate agendas are prepared to all meetings of the Village Board, all Board committees, and all other appropriate committees and commissions of the Village, together with such supporting material as may be required; with nothing herein being construed as to give the Village Administrator authority to limit or in any way prevent matters from being considered by the Village Board, or any of its committees and commissions.
h. Assist in the preparation of ordinances and resolutions as requested by the Village President or Village Board, or as needed.
i. Keep the Village President and Village Board regularly informed about the activities of the Village Administrator's Office by oral or written report at regular and special meetings of the Village Board.
j. In the event that action normally requiring Village Board approval is necessary at a time when the Board cannot meet, the Village Administrator may receive directives from the Village President.
k. Assist Village officials with compliance with the Wisconsin Open Meetings Law and Wisconsin Open Records Law.
I. Assist the Village President and Village Board in establishing procedures regarding evaluations of Village programs and services, including conducting planning sessions with the Village Board and other Village bodies.
m. Provide recommendations to the Village President and Village Board regarding Village programs and services, and any organizational modifications deemed necessary.
n. Confer with the Village President, Village Board, department supervisors, and other Village governmental bodies about projects, services, and possible issues.
o. Perform such other responsibilities as shall be assigned by the Village President and/or Village Board.
(2) S
upervision of Municipal Operations.
The Village Administrator shall:
a. Be responsible for the proper supervision and administration of all aspects of day- to-day operations, functions and programs of the Village, its departments and staff.
b. Have supervisory and administrative authority and responsibility for all Village departments, department heads and employees, except where such authority is vested by the Wisconsin Statutes in certain boards and commissions. General direction shall be provided to the Police Department, with emphasis relative to the fiscal, budgetary, and administrative matters of the Police Department.
c. Provide management and program leadership for Village departments and operations.
(3) Personnel Management.
The Village Administrator shall direct the effective and efficient performance of all Village employees, including the following duties:
a. Be responsible for the administrative direction and coordination of all employees of the Village according to the established organization procedures.
b. Assist the Village President and Village Board in filling employee vacancies, negotiating employee contracts, and making revisions to the Village Personnel Manual.
c. Conduct annual performance evaluations of department heads and ensure the same evaluations are performed by department heads of employees under their superv1s10n. The Village Administrator may make recommendations to the Village President and Village Board regarding the performance and continued employment status of employees.
d. Recommend to the Village Board the appointment, promotion, and when necessary for the good of the Village, the suspension or termination of department heads.
e. In consultation with the appropriate department head, be responsible for the appointment, promotion and when necessary for the good of the Village, the suspension or termination of employees below the department head level.
f. Assist in the appointment and/or hiring of all non-elected officers and employees. When a vacancy occurs, the Village Administrator shall take such steps as are necessary to solicit or advertise for applications according to established hiring procedures, and upon completion of an administrative review, shall submit to the Village Board a ranked list of applicants with an evaluation of each applicant. The list shall consist of five (5) candidates unless there are fewer than five (5) applicants for the position and then the list shall consist of all the applicants. A selection shall be made by the Village Board.
g. Serve as Personnel Officer for the Village with responsibilities to see that complete and current personnel records, including specific job descriptions, for all Village employees are kept; evaluate in conjunction with department heads the performance of all employees on a regular basis; recommend salary and wage scales for Village employees not covered by collective bargaining agreements; develop and enforce high standards of performance by Village employees; assure that Village employees have proper working conditions; work closely with department heads to promptly resolve personnel problems or grievances; assure compliance with all local, state and federal laws and regulations applicable to hiring and employment practices.
h. Work closely with department heads to assure that employees receive adequate opportunities for training to maintain and improve their job-related knowledge and skills and act as the approving authority for requests by department heads and Village employees to attend conferences, meetings, training schools, etc.; provided that funds have been budgeted for these activities.
i. Maintain personnel files.
j. Make interim personnel appointments when necessary.
k. Implement an internal system by which employees are accountable to the Village Administrator regarding their responsibilities and performance of duties.
I. Participate in the employee grievance process as defined in the Village Personnel Manual and various contracts.
m. Be responsible for such other personnel practices and matters as shall be assigned or delegated by the Village President and Village Board.
(4) Implementation of Village Board Directives; Legislative Management.
The Village Administrator shall:
a. Effectuate all actions and directives approved by the Village Board which require administrative implementation through the active direction and coordination of the various Village departments.
b. Seek compliance with federal and state laws and administrative rules and Village ordinances and resolutions impacting Village government and its administration.
c. Establish and implement administrative procedures to increase the effectiveness and efficiency of Village government which are fully consistent with approved directives and policies established by the Village Board.
d. Disseminate information concerning proposed and current federal, state and county legislation and administrative rules affecting the Village and submit appropriate reports and recommendations thereon to the Village Board.
e. Provide recommendations to the Village President and Village Board regarding modifications to the Village of Edgar Code of Ordinances.
f. Assist legal, engineering and planning professionals in maintaining the Code of Ordinances, Village Personnel Manual, and various municipal policies and procedures.
g. Represent the Village in matters involving legislative and intergovernmental affairs as required, submitting appropriate recommendations to the Village President and Village Board.
(5) Establishment of Village Goals and Objectives; Communications.
The Village Administrator shall:
a. Submit, as deemed necessary, recommendations or suggestions for improving the health, safety or welfare of the citizens of the Village, institute and direct a system whereby Village departments, as well as persons having business with the Village President and/or Village Board or any Village department, may properly and efficiently conduct such business.
b. Act as public information officer for the Village with the responsibility of assuring that the news media are kept informed about the operations of the Village and that all open meeting rules and regulations are followed.
c. Establish and maintain procedures to facilitate communication between citizens and Village government to ensure that complaints, grievances, recommendations, and other matters receive prompt attention and that all such matters are expeditiously resolved.
d. Maintain effective communications with the public through press releases and providing an effective Village government website.
(6) General Budget and Fiscal Management Responsibilities.
In assisting the Village President and Village Board, the Village Administrator shall:
a. Be responsible for the preparation of the annual Village budget, in accordance with guidelines as may be provided by the Village Board and in coordination with department heads, and pursuant to state statutes, for review and approval by the Village Board.
b. Administer the budget as adopted by the Village Board; with the authority to approve expenditures budgeted by the Board in amounts not to exceed Nine Thousand, Nine Hundred, Ninety-nine Dollars and ninety-nine cents ($9,999.99).
c. Administer special financial programs including debt management, investment of surplus funds, property tax stabilization, and grants management.
d. Report regularly to the Village Board on the current fiscal position of the Village.
e. Supervise the accounting system of the Village and ensure that the system employs methods in accordance with current professional accounting practices.
f. Assure that the Village's financial operations are subject to adequate internal controls.
g. Coordinate the activities associated with the Village's financial audits.
h. Assist the Village President and Village Board in the establishment of financial performance goals and the development of Village financial and budgeting policies and procedures.
i. Recommend financial benchmarks for debt management, property taxation rates, and user rates and fees.
j. Review and recommend appropriate user fees and license fees for Village utilities, recreation user fees, special use fees, and Village-issued licenses.
k. Maintain all contracts to which the Village is a party to, including such representative contracts as:
1. Emergency medical and fire services with surrounding local governments.
2. Any other contracts.
I. Administer billings and collections for Village utilities, special assessments, ambulance services, etc.
m. Prepare specifications for and manage insurance coverage and bonds.
n. Maintain fixed asset records of the Village of Edgar, including, but not limited to:
1. Major Village equipment (cost, service life, depreciation, insurance value).
2. Infrastructure (streets, storm sewers, curb and gutter).
3. Water utility assets (meters, mains, service wells, pumps, etc.).
4. Sewer utility assets (mains, laterals, treatment plant, etc.).
5. Emergency services (vehicles, support equipment, etc.).
o. Keep informed concerning the availability of federal, state and county funds for local programs. Assist department heads and the Village Board in obtaining these funds under the direction of the Village President and the Village Board.
p. Be responsible for such additional budgeting and purchasing matters as shall be assigned or delegated by the Village President or Village Board.
(7) Capital Projects Management.
The Village Administrator shall:
a. Assist the Village President and Village Board in the establishment and updating of current and long-range objectives, plans and policies.
b. Identify financial resources and options for community growth.
c. Manage implementation of Five-Year Capital Improvement Programs and other plans authorized in annual budgets.
(8) Economic Development
. The Village Administrator shall:
a. Assist the Village and Village Board in implementing economic development strategies and plans.
b. Recommend potential development incentives and opportunites to the Village President and Village Board.
c. Evaluate and make recommendations regarding new residential and commercial development proposals.
d. Prepare special development plans and contracts as directed by the Village President and Village Board, including for Tax Incremental Financing (TIF) district projects, Business Improvement District (BID) plans, and developer agreements.
e. Be responsible for all aspects of the management of the Tax Incremental Districts.
f. Seek alternative funding sources and grants for Village projects and programs.
g. Promote the economic well-being and growth of the Village through public and private sector cooperation, and coordinate economic development efforts of the Village.
(9) Purchasing.
The Village Administrator shall:
a. Direct and oversee the Village's purchasing policy as approved by the Village Board; obtain bids and quotations; identify possible suppliers and service providers.
b. Serve as the purchasing agent for the Village, supervising all purchasing and contracting for supplies and services subject to the purchasing procedures established by the Village Board and any limitations provided by the Wisconsin Statutes.
c. Inform the Village President or Village Board concerning any proposed change in service rendered Village residents or Village-located business which shall appreciably affect either the extent, quality, or cost of such service and purchases.
(10) Zoning and Land Use Planning.
The Village Administrator shall:
a. Assist the Zoning Administrator and Building Inspector administer all Village zoning, land division, extraterritorial zoning, property maintenance, floodplain, shoreland-wetland, stormwater management, and building code ordinances, and recommend amendments to the same as necessary.
b. Implement and revise, as necessary, the Village of Edgar Comprehensive Plan.
(11) Constituent and Community Relations.
The Village Administrator shall:
a. Establish procedures and programs to facilitate communication between Village government and the public.
b. Investigate and/or respond promptly to citizen inquiries, complaints, grievances and recommendations.
c. Establish procedures for monitoring and assessing public satisfaction with Village services and programs, which may include the use of surveys and informational meetings.
d. Provide informational presentations to community organizations as requested and when directed by the Village President and Village Board.
e. Participate in membership and community organizations as requested by the Village President and Village Board.
f. Establish positive relationships with state, county and agency officials and with area governmental units and organizations.
(d) Cooperation By and With Village Administrator. All officials and employees of the Village shall cooperate with and assist the Village Administrator, and the Village Administrator shall similarly cooperate with and assist all officials and employees of the Village so that the Village government shall function effectively and efficiently.
(e) Duties Prescribed by Law. The Village Administrator shall perform such other duties as are prescribed by the Wisconsin Statutes and Village of Edgar Code of Ordinances, and as directed by the Village President or Village Board. The Village Administrator shall be responsible for all the official acts of assistants. This Section is not intended to limit in any way the power and authority of the Village President or Village Board.
(f) Audits. Annual audits may be made of the records of the Administrator-Clerk-Treasurer with the audit to be made by a certified public accountant.
(g) Duties as Clerk. In his/her capacity as Village Clerk, the Village Administrator-Clerk- Treasurer shall be responsible for performing those duties required by the Wisconsin Statutes and for the following additional duties:
(1) Perform all election duties as required by Wisconsin Statute and keep and maintain all election records and all property used in conjunction with holding of elections;
(2) Publish all legal notices unless otherwise provided; file and preserve all contracts, bonds, oaths of office and other documents not required to be filed elsewhere;
(3) Issue all licenses required by ordinance or statute except as otherwise provided;
(4) Attend meetings, take minutes and maintain files for the Village Board, and such other official boards and commissions as may be directed;
(5) Maintain a file on all Village records, ordinances, resolutions and vouchers;
(6) Type and distribute reports for the Village Board and for federal and state agencies;
(7) Audit and obtain approval on claims charged against the Village;
(8) Assist the Assessor in maintaining property assessment records;
(9) Administer oaths and affirmations;
(10) Issue licenses to various vendors in the Village;
(11) Develop and implement improved internal control and financial reporting procedures as necessary or as requested;
(12) File financial and other reports with various state agencies;
(13) File insurance claims on behalf of the Village;
(14) Locate suppliers of goods or services and obtain quotes;
(15) Advertise for bids, receive them and summarize the results;
(16) Identify and evaluate ideas to achieve more efficient and effective operation;
(17) Coordinate, supervise and conduct elections;
(18) Confer with Village President, department heads and Village Board committees about projects and problems;
(19) Maintain personnel files under the direction of the Village Board.
(h) Duties as Treasurer. In his/her capacity as Village Treasurer, the Village Administrator- Clerk-Treasurer shall be responsible for performing those duties required by the Wisconsin Statutes and for the following additional duties:
(1) Prepare the tax roll and tax notices required by the State of Wisconsin;
(2) Prepare financial and bank statement;
(3) Maintain fiscal records for the Village;
(4) Make reports to the State on assessments;
(5) Prepare and send invoices for services provided by municipal utilities.
(6) Perform record keeping, billing, collections, banking, investments, accounting and financial reporting of all Village operations, including utilities;
(7) Collect all taxes for the Village and other taxing bodies;
(8) Invest idle funds for maximum interest earnings;
(9) Prepare monthly financial report;
(10) Maintain payroll records and prepare payroll checks from approved employee time sheets;
(11) Prepare check vouchers for payment of approved claims for signature;
(i) Bond. The Village Administrator-Clerk-Treasurer shall execute to the Village a surety company fidelity bond in an amount determined by the Village Board.