§ 2-3-3. City Clerk and City Finance Director/Treasurer.

(a)

Appointment. The City Clerk and the City Finance Director/Treasurer shall be appointed by a majority vote of the Common Council. Prior to the Common Council's action, the Mayor shall make a recommendation.

(b)

Term. The City Clerk and the City Finance Director/Treasurer shall hold office for an indefinite term, subject to removal as provided by law.

(c)

Duties of the City Clerk. The City Clerk shall be responsible for performing those duties required by Sec. 62.09(11), Wis. Stats, and for the following additional duties:

(1)

Maintains all official papers and records of the City; serves as custodian of official City documents;

(2)

Attends City Council meetings and committee meetings (as necessary); takes minutes and maintains files for the proceedings of the Common Council, committees, boards and commissions;

(3)

Maintains the Code of Ordinances and assures that Code changes are updated and distributed regularly;

(4)

Issues City permits and licenses and records all bonds;

(5)

Administers oaths and affirmations;

(6)

Assists in the preparation of the annual budget;

(7)

Reviews state and federal legislation that may affect the City especially as it relates to the Clerk functions;

(8)

In coordination with the City Administrator and City Finance Director/Treasurer, develops and implements internal control and financial reporting procedures as necessary and/or as directed;

(9)

In coordination with the City Finance Director/Treasurer, files financial and other reports with various state agencies;

(10)

Maintains the City fixed assets program and works with Department Managers to assure compliance with the audit requirements;

(11)

Files insurance claims on behalf of the City;

(12)

Prepares special reports as requested by the City Administrator, Mayor and Common Council;

(13)

Attends professional meetings and keeps abreast of new development in municipal government;

(14)

Signs and publishes ordinances and other legal documents as directed;

(15)

Prepares the official agendas for Common Council and committee meetings (as necessary);

(16)

Conducts and administers all elections; arranges the polling locations, prepares the ballot format for the County Clerk, schedules poll workers, conducts "optech test" prior to elections, publishes election notices as required by law;

(17)

Prepares documentation as necessary for the annual Board of Review; serves as a member of the Board of Review; publishes notices as required by law; notifies property owners of Board's determination;

(18)

Prepares Statement of Assessments and Statement of Taxes as required by the Department of Revenue;

(19)

Assists in the preparation of documentation for creation of TIF districts and monitors statutory requirements from creation to defeasement;

(20)

Receives applications for annexation, plats, replats and certified surveys; assures filing requirements are met including distribution, publication, notification of affected individuals, and payment of fees, etc.;

(21)

Answers questions and provides information to the public upon request.

(d)

Duties of the City Finance Director/Treasurer. The City Finance Director/Treasurer shall be responsible for performing those duties required by Sec. 62.09(9), Wis. Stats., and for the following additional duties:

(1)

Assists the City Administrator, Mayor and Finance Committee in the preparation of the annual budget;

(2)

Reviews budget comparison and general ledger on a monthly basis;

(3)

Reviews state and federal legislation that may affect the City, especially as they relate to the financial management area;

(4)

Prepares special reports as requested by the City Administrator, Mayor and Common Council;

(5)

Attends professional meetings and keeps abreast of new development in municipal financial management;

(6)

Attends Common Council meetings, Finance Committee, Personnel Committee and other committee meetings (as necessary);

(7)

Responsible for the preparation and distribution of tax bills to citizens; collects tax payments from citizens and distributes tax payments to other taxing authorities;

(8)

Responsible for the preparation and payment of City bills;

(9)

Responsible for maintaining fiscal records for the City including accounts payable and receivable, banking, investments, accounting and financial reporting of all City operations;

(10)

Maintains City debt schedule and makes timely payments;

(11)

Prepares financial related documentation for creation of TIF districts and monitors statutory requirements from creation to defeasement;

(12)

Responsible for the repayment of loans made by the City/CDA to developers/businesses through the Economic Development Fund program;

(13)

Keeps the Personnel Committee informed about personnel matters and implements the directives of the Personnel Committee regarding personnel matters;

(14)

Ensures that regular performance evaluations of all employees are conducted by employee's supervisors;

(15)

Oversees the insurance and fringe benefit programs for the City and its employees;

(16)

Supervises employee payroll;

(17)

Collects motel room tax and disperses it appropriately;

(18)

Maintains special assessment files for public improvements;

(19)

Gathers information as necessary from department heads and prepares the annual property insurance report;

(20)

Answers questions and provides information to the public upon request.

(Ord. No. 11-812, 11-14-11)

State law reference

Sec. 62.09(9) and (11), Wis. Stats.