Chapter 2.20
TOWN CLERK-TREASURER
Sections:
2.20.020 Town clerk-treasurer – Appointment.
2.20.050 Finance officer duties – Records open to inspection.
2.20.070 Warrants – Execution – Registration.
2.20.010 Title.
This chapter may be cited as the “town clerk-treasurer ordinance.” [Prior code § 2-5-1]
2.20.020 Town clerk-treasurer – Appointment.
The mayor, with the consent of the board of trustees, shall appoint the town clerk-treasurer. [Prior code § 2-5-2]
2.20.030 Clerk duties.
The town clerk-treasurer as the clerk of the municipality shall:
A. Keep in custody all minutes, ordinances, and resolutions approved by the board of trustees;
B. Attend all meetings of the board of trustees;
C. Record all proceedings, ordinances, and resolutions of the board of trustees;
D. Serve as secretary to the board of trustees in its capacity as the board of finance;
E. Keep a record of the proceedings of the board of trustees, in its capacity as the board of finance, which shall be a public record; and
F. Convene a meeting of the board of trustees as the board of finance whenever necessary or whenever requested to do so by any member of the board of finance. [Prior code § 2-5-3]
2.20.040 Treasurer duties.
The town clerk-treasurer as the municipal treasurer shall:
A. Supervise the depositing and safekeeping of all money belonging to the municipality; and
B. With the advice and consent of the board of trustees as the municipal board of finance, designate banks qualified to receive on deposit money entrusted to her/his care. [Prior code § 2-5-4]
2.20.050 Finance officer duties – Records open to inspection.
A. The town clerk-treasurer shall be the finance officer of the municipality. The finance officer shall:
1. Receive all money belonging to the municipality;
2. Keep her/his accounts and records in the manner prescribed by the board of trustees;
3. Keep the money of the municipality separate from other money in her/his possession;
4. Expend the money only as directed by the board of trustees;
5. Submit monthly, or more often if required by the board of trustees, a report of the receipts and expenditures of the municipality; and
6. Prepare annually, at the close of the fiscal year, a financial report showing the receipts, expenditures and balances for each fund. A copy of the financial report shall be filed in the office of the town clerk-treasurer as a public document.
B. The records of the finance officer shall be open to inspection by any citizen during the regular business hours of the municipality. [Prior code § 2-5-5]
2.20.060 Finance receipts.
A. The town clerk-treasurer, or the person designated by the town clerk-treasurer in her/his absence, shall make a receipt in not less than duplicate form which shall show the:
1. Amount received;
2. Date of payment; and
3. Account for which payment is made. One copy shall be made available to the person paying money to the municipality.
B. In lieu of a receipt, the town clerk-treasurer may mark “paid” and the date paid on the portion of a municipal utility bill or statement to be retained by the payer and on the portion retained by the municipality. [Prior code § 2-5-6]
2.20.070 Warrants – Execution – Registration.
A. No payment of funds shall be made except upon a warrant of the municipality. A warrant shall be signed by the mayor or her/his authorized representative, and countersigned by the town clerk-treasurer or as prescribed by the New Mexico Uniform Facsimile Signature of Public Officials Act (Sections 6-9-1 through 6-9-6 NMSA 1978). A warrant shall state the:
1. Account or account number to which the warrant is chargeable; and
2. Name of the person to whom the warrant is payable.
B. The town clerk-treasurer shall keep a record of all warrants issued. The record shall show the:
1. Number of the warrant;
2. Date it was issued;
3. Amount of the warrant;
4. Account to which the warrant is chargeable; and
5. Name of the person to whom the warrant was issued. [Prior code § 2-5-7]
2.20.080 Other duties.
In addition to any other duties imposed upon her/him by provisions of state law and this code, the town clerk-treasurer shall:
A. Publish all proceedings, legal notices, ordinances, and resolutions that are required to be published by state law and this code;
B. Be custodian of the official seal of the municipality;
C. Be administratively responsible for any staff under her/him; and
D. Perform other duties as may from time to time be delegated to the town clerk-treasurer pursuant to the town of Mesilla personnel rules. [Prior code § 2-5-8]