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 servi...
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