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CHAPTER $ <br /> <br />See Handbook, Chapter 27. <br /> <br />See League research memo <br />Guideli~mx for Preparing Ci.ty <br />Budget, (215b. 1) for more <br />information. <br /> <br />Minn. Stat. § 412.151, subd. 2. <br /> <br />· Handle all correspondence on behalf of the council. <br /> <br />· Draw up agendas and prepare or supervise the PreParation of other <br /> working papers the council uses at meetings. <br /> <br />· Execute any duties the council assigns to the clerk. In many cities, the <br /> clerk also does this for administrative boards, such as the utilities <br /> commission. <br /> <br />d. Financial responsibilities <br /> <br />Except for those records the treasurer must keep, the clerk maintains all <br />financial records. Where the city has combined the office of clerk and <br />treasurer, the clerk generally performs all financial duties. In addition, the <br />clerk mu~t annually prepare three different financial reports. <br /> <br />If the council makes appropriations or allotments under a budget, the clerk <br />usually has the duty of administer/ng the budget. <br /> <br />The city must make monthly payroll deductions for Public [imployees <br />Retirement Association (PERA) contributions and Social Security <br />contributions from each. employee, and remit the deductions and the city's <br />contributions to the appropriate state officer. A statement of the amount of <br />these deductions, the amount of salaries from which they came, and the <br />names of the employees for whom the city is making the payment must <br />accompany the payments. The preparation of this statement is the duty of <br />each city department head, but in many cities this responsibility is <br />centralized in the office of the clerk or finance officer. If the city does not <br />have separate department heads or if some city employees are not directly <br />accountable to any particular department head, the clerk should make the <br />deductions and file the necessary returns. <br /> <br />Asthe general city administrative officer in charge of Payroll,. the clerk <br />must also withhold state and federal income taxes from the paychecks of all <br />employees. <br /> <br />By ordinance, the city council may delegate all or part of the clerk's <br />bookkeeping duties to another officer or employee. The person responsible <br />for these duties must furnish a fidelity bond. If the city makes the treasurer <br />responsible for all bookkeeping functions, the city must audit its financial <br />records annually. Copies of the ordinance delegating the bookkeeping <br />functions must be sent to the state auditor. <br /> <br />e. Filing official documents <br /> <br />It is the duty of the clerk to accept and keep on file the following official <br />documents: <br /> <br />8-6 <br /> <br />Tiffs chapter last revised 12/14/2004 <br /> <br />HANDBOOK FOR MINNESOTA CITIES <br /> <br />-66- <br /> <br /> <br />