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Office of the Village Clerk/Treasurer
243 Main St., Johnson City, NY 13790
Phone: 607-798-7861 Fax: 607-798-7865
Thomas A. Johnson -Village Clerk/Treasurer
Diane Salva – Deputy Village Clerk
Cindy Kennerup – Deputy Village Treasurer
Functions and Services
The Village Clerk-Treasurer is a full-time position appointed by the Mayor. This is an important administrative position in the Village of Johnson City government involving the supervision, direction, and the coordination of the activities of the Office of the Village Clerk/Treasurer. The Village Clerk-Treasurer works under the direction of the Mayor to carry out the day-to-day administrative tasks associated with municipal government.
Generally the Village Clerk/Treasurer position in any village encompasses two main responsibilities, the clerk’s area (records management) and the treasurer’s area (financial accountability and reporting).
Village Clerk Duties
The Village Clerk’s main responsibilities include maintaining and safeguarding the Village’s records, and collecting such moneys as are required by statute. Since a Village Clerk’s office can be a sizeable operation with many types of activities happening at the same time, many villages allow the Village Clerk-Treasurer or the Village Clerk to have one or more deputy clerks to handle the day-to-day transactions and activities of the Village Clerk’s office. The Village Clerk’s Office duties may include, but are not limited to the following:
- The collection of fees for and issuance of licenses and permits.
- The collection of moneys for real property taxes and utility services, such as water, sewer, refuse, etc.
- The deposit of all moneys collected in a village account, and the accounting for such moneys received to the Treasurer.
- The preparation of board meeting agendas, and attendance at meetings as directed, and the reporting of the results of those meetings (minutes).
- The filing of all village records and that they are safeguarded at all times.
- The administering and filing of oaths of office for all village government officials.
- The processing of village claims for payment.
Village Treasurer Duties
The treasurer’s main responsibilities include establishing the Village’s financial accounting and reporting systems. The treasurer is the custodian of all village moneys, and must account to the board and New York State for all moneys received, expended and remaining on hand. The Treasurer’s duties may include, but are not limited to the following:
- The Treasurer is the custodian of all Village moneys.
- The Treasurer is required to account for all moneys received and expended and to report periodically to the Board of Trustees on the status of such moneys/funds.
- The Treasurer must report on the status of the Village’s financial position to other outside agencies such as the NYS Comptroller’s Office at least annually.
- The Treasurer pays the bills and debts of the Village as directed by the Board of Trustees.
- The Treasurer also assists the Village Budget Officer (Mayor) by preparing periodic budget/actual reports of revenues and expenditures in order for the Mayor and the Board of Trustees to be able monitor budget performance.
- The Treasurer assists the Mayor in preparing schedules for the annual budget adoption process.
- The Treasurer performs such other duties as are prescribed by the Board of Trustees and/or the Mayor.
- Responsible for the supervision of the Billing Department, which represents the receivables for the three utilities; Water, Sewer and Refuse operations.
- Responsible for the supervision of the Village’s Payroll function including applicable Federal and State payroll taxes and State Retirement System reporting.
- Responsible for the tax collection of the Village’s tax levy and forwarding list of unpaid property taxes to Broome County for re-levy purposes.
- Works with auditors at year-end and assists with generating reports necessary for the audit.
The Village Clerk is the Village’s Record Management Officer (RMO)
Custodian of all Village records, responsible for active files, storage and retrieval of inactive records, and the careful maintenance of archival material.
The Village Clerk is the Filing Officer
Maintains files and records of adopted Village Ordinances and Local Laws, Village Oaths of Office, petitions, proof of publications, annual budgets, assessment rolls, fiscal reports, notices of lien, notices of highway defects and claims against the Village. Additionally, maintains public signboard, advertises and receives bids for purchase of materials and services.
Freedom of Information Requests (FOIL)
The Village Clerk is the Village’s Freedom of Information Officer/Records Access Officer and has the duty of coordinating the Village’s response to public requests for access to records pursuant to the NY State Freedom of Information Law (FOIL). FOIL requests can be submitted in paper form or by e-mail. Paper copies of records cost 25 cents a page. However, there is no charge if the records are available in an electronic format and are transmitted as such.
Notary Public Services
As a courtesy to our residents, we offer free notary public services during our regular business hours.
Licenses & Permits
As a Licensing Agent, The Village Clerk issues numerous State and Village licenses and permits.
Parking Permit for the Disabled
Peddler and Solicitor Licenses
Live Entertainment License
Second Hand Dealer License
Transient Merchant License
Village Office243 Main Street
Johnson City, NY 13790