(A) The Clerk-Treasurer shall be elected for the town at-large and shall be chosen by vote of the entire town.
(Prior Code, § 2-74)
(B) The Clerk-Treasurer is elected for a four-year term.
(Prior Code, § 2-75)
(C) The duties of the Clerk-Treasurer are to:
(1) Maintain custody of the records, books, and papers of the Town Council;
(2) Issue and maintain records of licenses;
(3) Record the actions and proceedings of the Town Council;
(4) Maintain custody of the town seal;
(5) Administer oaths and take depositions;
(6) Maintain custody and record of the town funds, including but not limited to funds derived from the sale of cemetery lots and the like; and
(7) Maintain records of all permits.
(Prior Code, § 2-76)
(D) The Clerk-Treasurer is authorized and directed to make payments of claims in advance of Town Council approval of the following types of expenses provided that the Town Council confirm the disbursement at the next regular Town Council meeting at which confirming payments are considered. Any and all claims allowed to be paid pursuant to I.C. 36-5-4-12 are as follows:
(1) The legislative body of a town may adopt an ordinance allowing money to be disbursed under this section for lawful town purposes.
(2) Notwithstanding I.C. 5-11-10, with the prior written approval of the board having jurisdiction over allowance of the claim, a town fiscal officer may make claim payments in advance of a board allowance for the following types of expenses if the town legislative body has adopted an ordinance under division (D)(1) above:
(a) Property or services purchased or leased from:
1. The United States government; or
2. An agency or a political subdivision of the United States government.
(b) License fees or permit fees;
(c) Insurance premiums;
(d) Utility payments or utility connection charges;
(e) Federal grant programs if:
1. Advance funding is not prohibited; and
2. The contracting party provides sufficient security for the amount advanced.
(f) Grants of state funds authorized by statute;
(g) Maintenance agreements or service agreements;
(h) Lease agreements or rental agreements;
(i) Principal and interest payments on bonds;
(j) Payroll;
(k) State, federal, or county taxes;
(l) Expenses that must be paid because of emergency circumstances; or
(m) Expenses described in an ordinance.
(3) Each payment of expenses under this section must be supported by a fully itemized invoice or bill and certification by the Fiscal Officer.
(4) The town legislative body or the board having jurisdiction over the allowance of the claim shall review and allow the claim at the body’s or board’s next regular or special meeting following the preapproved payment of the expense.
(5) All payments shall be supported by a fully itemized invoice or bill with a certification by the Fiscal Officer (department manager) and will be presented in the docket at the upcoming Council meeting.
(6) Nothing herein is intended to relieve the Clerk-Treasurer or the Town Council of his, her, or their responsibilities and obligations generally required with respect to invoices, approval of invoices, or disbursement of funds by the laws of the state and the rules and regulations of the supervising agencies thereof.
(Ord. 2016-04, passed 3-21-2016)
Statutory references:
Clerk and fiscal officer, see I.C. 36-5-6-2
Duties of Clerk-Treasurer, see I.C. 36-5-2-8
Election of Clerk-Treasurer, see I.C. 36-5-6-4
Powers and duties, see I.C. 36-5-6-6
Residency, term of office, see I.C. 36-5-6-3