The Role of the Village Clerk
In Illinois, a Municipal Clerk plays a crucial role in local government administration. Their responsibilities vary depending on the size and structure of the municipality but generally include the following:
1. Record-Keeping & Documentation
- Maintains official records, including minutes of city council or village board meetings.
- Keeps ordinances, resolutions, contracts, and other municipal documents.
- Manages public records requests in compliance with the Illinois Freedom of Information Act (FOIA).
2. Election Duties
- Administers local elections in coordination with county election authorities.
- Handles voter registration and election-related filings.
- Certifies election results for the municipality.
3. Licensing & Permits
- Issues business licenses, liquor licenses, and permits (e.g., building, event, or signage).
- Ensures compliance with municipal regulations.
4. Financial Responsibilities
- Collects and processes local taxes, fees, and fines.
- Prepares financial reports as required by law.
- Assists in budget preparation and auditing.
5. Meeting Administration
- Prepares agendas and posts public notices for meetings.
- Attends council or board meetings and records proceedings.
- Ensures compliance with the Illinois Open Meetings Act (OMA).
6. Public Relations & Communication
- Acts as a liaison between the public and elected officials.
- Responds to citizen inquiries and concerns.
- Publishes official notices and announcements.
7. Legal & Compliance Duties
- Ensures municipal compliance with state laws and local ordinances.
- Administers oaths of office for officials and employees.
- Maintains the municipal seal and official documents.
8. Administrative Support
- Supports the mayor, city council, or village board in administrative functions.
- Coordinates special projects, ceremonies, and local government programs.
Quick Links
Village Clerk
Casey Hartley
P: (618) 254-2086 ext. 1
About Casey Hartley
Casey Hartley serves as the Village Clerk for South Roxana, Illinois and she is dedicated to ensuring transparency, efficiency, and accuracy in local government operations. With a commitment to serving the community, Casey oversees official records, public meetings, and municipal communications. Passionate about civic engagement, she works closely with residents and local officials to uphold the integrity of village governance.
In addition to managing official records and ensuring compliance with legal requirements, Casey is instrumental in coordinating village elections, maintaining financial documentation, and assisting with policy implementation. She works closely with the Village President, Trustees, Administrator, and local businesses to enhance beneficial and key communications to all South Roxana residents. Casey is eager to see what the future holds for the Village of South Roxana.
