ACTION REQUESTED:
Title
Communication from the Town Supervisor and Town Clerk with a Request to APPROVE an INTERGOVERNMENTAL AGREEMENT with the CITY OF PEORIA for the SHARING OF SERVICES AND STAFF.
Body
BACKGROUND: The Town Clerk’s Office is composed of the Town Clerk and a Bookkeeper/Administrative Assistant. The Town Clerk’s Office is the Official Keeper of the Record for the Town of the City of Peoria as well and provides a checks and balances for Town bookkeeping. Many of the duties include, but are not limited to the following:
• Prepare agendas and minutes for the Annual Town Meeting
• Prepare agendas and minutes for the Annual Board Meeting
• Process Ordinances, Resolutions and Agreements as approved by the Town Board
• Reconcile anticipated expenditures and actual expenditures as approved by the Town Board
• Prepare agendas and minutes for the Budget Committee
• Prepare the proper Notices and newspaper publications for public hearings and meetings as needed.
• End of year duties - Organize the Town Clerk files to prepare for the new year
• Scan/Organize documents into an electronic system for records retention purposes
• Other clerical/bookkeeping duties as assigned
• Work with the State Archives to ensure the Town Clerk’s documents are on the appropriate retention schedule
• Prepare certifications of documents as needed and file with the County Clerk
• Prepare Annual Town Meeting agenda packets
• Prepare Annual Board Meeting agenda packets
• Balance monthly bank statements
• Bookkeeping duties for the Town Clerk
• Serve as backup for the Town Bookkeeper as needed.
The current Town position is not a full-time position. In order to utilize this position and to attract qualified employees, it is recommended to cost-share the position with the City of Peoria in order to provide a full-time salaried position with benefits. The budget for the Town Clerk will remain unchanged.
The approval of the agreement will provide for a cost sharing of services between the City and the Township and will not impact the Town Clerk’s budget. No budget amendment is necessary.
Respectfully submitted,
Stefanie Tarr
Town Clerk
Town of the City of Peoria