(a) Records and Minutes.
(1) The Village Clerk shall attend all meetings of the Board of Trustees, keep the minutes of all its proceedings and record the same in books provided by the Board and kept in his or her office. Generally, he or she shall perform other duties as may from time to time be enjoined upon him or her by ordinance or resolution of the Village. At the close of each fiscal year, the Clerk shall present to the Board a full and explicit statement of the receipts, expenditures and fiscal affairs of the Village during the year, and cause the same to be published in a newspaper in the Village.
(2) The Clerk shall record, in a book to be kept for that purpose, all ordinances which may be passed from time to time by the Board, and at the foot of the record of each ordinance, make a memorandum of the date of passage and of the publishing or posting of such ordinance.
(3) The Clerk shall have the custody of and safely keep all public records, documents, ordinances, resolutions and orders of the Board and other papers and documents which may be delivered into his or her custody. All such papers and documents so received shall be maintained by the Clerk upon the premises of the Village Hall and shall not be removed from such premises without the prior written approval of the Village President or the Village Manager.
(4) The Village Clerk shall keep the minutes of all Board meetings and shall cause all such minutes to be taped and typed and presented to the corporate authorities as soon after the meeting as the corporate authorities reasonably direct.
(5) Because of typing expenses which the Village Clerk may incur, an expense account shall be set aside and appropriated to the office of the Village Clerk, which account shall be based on eighteen dollars ($18.00) for each meeting of the Board. Such amount shall not be paid more than once per meeting date and shall not apply to minutes for special or other meetings, set on the same night as a regular meeting, or for work sessions of the Board. However, the Clerk shall be entitled to fourteen dollars ($14.00) for typing and preparation of separate minutes for a closed or executive session only even though it takes place on the same night as a regular meeting or work session of the Board.
(6) The Clerk shall present to the Board for its consideration, correction and approval, proposed minutes of each regular meeting not later than the next regular meeting. The Clerk shall present to the Board for its consideration, correction and approval, proposed minutes of each work session, special or emergency meeting or other meeting not later than the second regular meeting thereafter.
(b) Use of Village Seal.
(1) The Clerk shall be the keeper of the Village seal and shall affix it to all instruments and papers which by law or ordinance are required to be so attested by such seal.
(2) The Village Clerk is hereby authorized to demand and receive the following fees for the use of the Village seal:
A. One dollar ($1.00) for each deed pertaining to real estate;
B. Twenty-five cents ($.25) for the use of the seal on any attestation, acknowledgment or other certificate not under the Village seal, except to Village officers; and
C. For a certified copy of any record, twenty-five cents (25¢) per 100 words or fraction thereof of such record.
The Clerk shall account for such fees in his or her annual report.
(Ord. 4. Passed 11-14-27; 1976 Code §§ 2-37, 2-39; Res. R-41-84. Passed 9-24-84; Res. R-15-86. Passed 5-12-86; Ord. 680. Passed 12-19-86.)