23 E. Buffalo St.
Churchville, NY 14428
The clerk is responsible for the following:
- Custody of books and records. The clerk is responsible for maintaining custody of the village's books, records, papers, and the village seal, as well as all of the board of trustees' official reports and communications. The clerk is the village's records management officer. In addition, the clerk is the village's records access officer for purposes of the Freedom of Information Law (FOIL).
- Minutes. The clerk serves as the clerk of the board of trustees and of all other boards, (e.g., planning board, zoning board of appeals, etc.), unless another employee or officer has been designated. Even if a village uses separate clerks for each of the boards, the village clerk is still responsible for ensuring that the minutes of those meetings are correctly prepared within the established time limits.
- Local Legislation. The clerk is responsible for maintaining a record of all village resolutions and local laws.
- Order to Pay Claims. The clerk must prepare, sign, and transmit to the treasurer an order directing the payment all claims which the board of trustees has ordered paid.
- Tax Collector. The clerk is the collector of taxes for the village.
- Production of Books and Records. The clerk is also responsible for producing books, records, and papers for inspection.
- Notice of Defect. The clerk must keep an indexed record of all written notices of defect which are reported pursuant to Village Law § 6-628.
- Oath of Office. The clerk may administer the oath of office to village officers.
The clerk is also responsible for coordinating various village functions and performing administrative tasks that are not assigned to other village officials, including but not limited to:
- Filing, publishing, and posting notices relating to resolutions, local laws, public hearings, open meetings, and referenda;
- Complying with the notice and filing requirements for all village boards;
- Maintaining postings which are required to be permanently displayed;
- Serving as the point of contact for citizens with questions about the village; and
- Acting as the liaison between the citizens and the village board of trustees.
The treasurer is the chief fiscal officer of the village. the treasurer is responsible for:
- Accounting. The treasurer must maintain custody of all village funds and keep the accounts of all village receipts and expenditures. The accounting must comply with the Office of the State Comptroller's uniform system of accounts.
- Bank Deposits. The treasurer must deposit, in a commercial bank or trust company as designated by the board of trustees, all village funds within 10 days of receipt.
- Signing Checks. The treasurer is the authorized signatory of village checks.
- Payments. The treasurer must pay out village funds pursuant to Village Law §§ 5-524 and 5-526.
- Annual Financial Statement. The treasurer is responsible for filing an annual financial statement of the village's revenues, expenditures, and outstanding indebtedness in the village clerk's office within 60 days of the end of the fiscal year. The treasurer must file the annual financial report, which must be filed with the State Comptroller pursuant to General Municipal Law § 30. Within 10 days of the filing of the annual financial statement, a notice must be published in the village's official newspaper stating that the annual financial statement has been filed and is available for inspection in the clerk's office.
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