§ 31.26  VILLAGE CLERK.
   (A)   Appointed.  The Village Clerk shall be appointed by the Mayor with the advice and consent of the Village Board for a one-year term and shall serve until his or her successor is appointed and  qualified.
(`92 Code, § 1-2-61)
   (B)   Publication of ordinances; board minutes; records.
      (1)   Ordinances.  The Village Clerk shall cause all ordinances passed by the Village Board 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 village.
      (2)   Minutes; records.  The Village Clerk shall attend all meetings of the Village Board and shall keep in a suitable book to be styled “The Journal of the Village Board,” a full and faithful record of its proceedings.  The Village Clerk shall record and properly index, in a book kept for that purpose, all ordinances passed by the Village Board, and at the foot of the record of each ordinance so recorded, he or she shall make a memorandum of the date of the passage, when published and a memorandum of the publication of the ordinance.  He or she 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. The record of all proceedings shall be made available for public inspection within seven days after being approved or accepted by the Village Board as the official minutes of their proceedings.
      (3)   Issue notices.  He or she shall issue and cause to be served upon all Trustees, notices of all special meetings of the Village Board; 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.
(`92 Code, § 1-2-62)
   (C)   Delivery of papers to officers.  The Clerk shall deliver to the several committees of the Village Board and to the officers of the village, all petitions, communications, reports and resolutions, orders, claims and other papers referred to those committees or officers by the Village Board on demand therefor.  He or she 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.
(`92 Code, § 1-2-63)
   (D)   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 he or she shall, in like manner, attest all deeds for the sale of real estate owned and conveyed by the village.
(`92 Code, § 1-2-64)
   (E)   Report of licenses.  The Clerk shall report to the Village Board at its regular meeting each month, and more often if the Board so requires, the data contained in his or her license register with respect to licenses issued during the previous month.
(`92 Code, § 1-2-65)
   (F)   License plates, tags or stickers.  In all cases where the village 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 deliver the plates, tags or stickers to the person paying the license fee.
(`92 Code, § 1-2-66)
   (G)   Administration of oaths.  The Clerk shall have the power to administer oaths or affirmations for all lawful purposes.
(`92 Code, § 1-2-67)
   (H)   Successor.  The Village Clerk shall carefully preserve, in his or her office, all books, records, papers, maps and effects of every detail and description belonging to the village or pertaining to his or her office and not in actual use and possession of other village officers.  Upon the expiration of his or her official term, he or she shall deliver all books, records, papers and effects to his or her successor in office.
(`92 Code, § 1-2-68)
   (I)   Notification to persons appointed to office.
      (1)   Within five days after an appointment is made, the Clerk shall notify all persons appointed to an office of their appointment.
      (2)   The office becomes vacant unless the person appointed qualifies within ten days after receipt of the notice from the Clerk.
(`92 Code, § 1-2-69)
   (J)   Deputy Clerk.
      (1)   The Village Clerk, when authorized by the Village Board, may appoint the Deputy Clerk who shall have the power and duty to execute all documents required by any law to be executed by the Clerk and affix the seal of the village thereto whenever required.  In signing any documents, the Deputy Clerk shall sign the name of the Village Clerk followed with the word “by” and the Deputy Clerk’s name and the words, “Deputy Clerk.”
      (2)   The powers and duties herein described shall be executed by the Deputy Clerk only in the absence of the Village Clerk from the Village Clerk’s office in the Village Hall, and only when either written direction has been given by the Village Clerk to the Deputy Clerk to exercise the power or the Village Board has determined by resolution that the Village Clerk is temporarily or permanently incapacitated to perform the functions.
(`92 Code, § 1-2-70)
   (K)   Freedom of Information Act. The Village Clerk shall serve as the Freedom of Information Officer.
   (L)   Administrative Assistant. The Village Clerk shall serve as an Administrative Assistant of the village and be responsible for performing various administrative duties, including, but not limited to the following:
      (1)   Filing and/or recording with the Recorder of Deeds’ Office all property liens of the village including liens related to property maintenance issues and unpaid water/sewer bills;
      (2)   Enter bills for payment into the village’s accounting system, print checks when necessary and mail or distribute checks when necessary;
      (3)   File all paid bills in the appropriate village file;
      (4)   Fill in for the Water Clerk on a temporary basis when the Water Clerk is absent or otherwise not available;
      (5)   Serve as the Building and Zoning Clerk.
   (M)   Other duties.  In addition to the foregoing duties, the Clerk shall perform all such other duties pertaining to his or her office as are or may be necessary to the village, imposed by law or directed by the Village Board by resolution or ordinance.
(`92 Code, § 1-2-71) (Am. Ord. 2010-09, passed 5-5-10)
Cross-reference:
   Village Treasurer as Deputy Freedom of Information Officer, see § 31.27
Statutory reference:
   Village Clerk, see ILCS Chapter 65, Act 5, §§ 1-2-1 et seq. and §§ 3.1-35-90 et seq.