City Clerk Contingency Preparedness Guide
There may be occasions when a community finds itself temporarily without a city clerk due to illness, an emergency, retirement, resignation, or an unexpected vacancy. To assist cities during these situations, the following checklist has been developed to identify critical information and procedures necessary for maintaining municipal operations.
To prepare for a potential vacancy, cities should complete and review this document annually, preferably as part of the city clerk’s performance evaluation process. A current copy should also be maintained at an off-site location to ensure accessibility during emergencies that may prevent access to City Hall.
This document is intended as a starting point and should be modified to meet the specific needs of your community. Questions may also be directed to the Iowa League of Cities at mbrsvcs@iowaleague.org.
OFFICE PROCEDURES
- Are regular office hours required? If so, what are they?
- What software programs are used by the city?
- If multiple software programs are used, list each program, its purpose (e.g., utility billing, financial accounting, payroll, word processing), where login credentials are stored, and contact information for technical support.
COUNCIL MEETINGS
Agendas
- Who prepares the council agenda?
- What is the process for preparing and distributing the agenda?
- Agendas must be posted in compliance with Iowa’s Open Meetings Law at least 24 hours prior to the meeting.
Meeting Attendance and Minutes
- The City Clerk is expected to attend all council meetings.
- Minutes must be prepared and submitted for publication (if required) within 15 days of the meeting date.
- If publication is not required, minutes must be posted within 15 days at the locations designated by ordinance.
- Who records meeting notes if the clerk is absent? (Deputy Clerk, council member, or other designated individual)
- Ensure all resolutions and ordinances are properly identified by title within the minutes.
Publications
The following information must be published, when required:
- A list of disbursements including:
- Vendor name
- Description of goods or services
- Gross amount paid
- A summary of receipts by fund.
- Copies or summaries of ordinances adopted by the council, as required by law.
Cities are encouraged to work with their city attorney to determine whether publication of an ordinance summary is permissible, as this may reduce publication costs.
FINANCIAL OPERATIONS
Banking
- Who is authorized to sign checks?
- A council resolution may be required to modify bank signature authorizations during a vacancy.
- Identify all bank accounts and banking contacts.
Payroll
The City Clerk typically oversees payroll processing. Who is going to do this and how? Is it done by computer program? Is there an emergency policy in place to write manual checks? Security and confidentiality should be emphasized if an interim clerk needs to access personnel files as much of the information is confidential. Multiple payroll and other state and federal reports must be filed on a regular basis.
Document:
- Who will process payroll in the clerk’s absence?
- What software or procedures are used?
- Is there a process for issuing manual checks in an emergency?
- What payroll reports must be submitted and when?
Personnel records contain confidential information. Access should be restricted to authorized individuals and handled in accordance with applicable laws and city policies.
Utility Billing
If the clerk manages utility billing, document:
- How bills are generated and distributed.
- How payments are collected and processed.
- Which bank account receives deposits.
- How frequently deposits and payment postings are completed.
- Procedures for delinquent notices and collections.
- Procedures for establishing new utility accounts and closing accounts when residents move.
Reconciliations
- The City Clerk should reconcile all city funds, bank accounts, and financial records at least monthly.
- Document the reconciliation process and location of supporting records.
LICENSES AND PERMITS
Alcohol Licenses
- Liquor and beer licenses must be approved by the council and processed through the State of Iowa licensing system.
- Renewal dates vary by establishment.
Cigarette Permits
- Cigarette permits expire annually on June 30.
- The application process is completed online.
- Identify who has access to the licensing system.
- Following council approval, the permit must be submitted to the State.
Other City Permits
List all permits issued by the city and document the applicable procedures, including:
- Building permits
- Pet licenses
- Golf cart permits
- Peddler or solicitor permits
- Any other locally issued licenses or permits
(Refer to Chapter 6 of the Clerk’s Manual)
DEPARTMENTAL COORDINATION
Identify departments and organizations with which the clerk regularly works and document related procedures, including:
- Library
- Parks and Recreation
- Public Works
- Police Department
- Utility operations
Grants and Special Projects
Document all active:
- Grants
- Tax Increment Financing (TIF) projects
- Economic development agreements
- Other special projects
Include the status, deadlines, and reporting requirements for each.
PUBLIC RECORDS
Most city records are public records under Iowa law. However, certain records may be confidential and accessible only to authorized personnel.
Standard City Records
Identify the location of:
- Minutes, resolutions, and ordinance books
- Check registers and accounting ledgers
- Property tax and Road Use Tax deposit records
- Utility account records and billing histories
- Payroll records for individual employees
- Health insurance records (maintained separately from payroll records when possible)
Consult the city attorney before granting access to confidential records.
KEY CONTACTS
Maintain current contact information for:
- Mayor
- Council members
- City staff
- City Attorney
- Bond Attorney (if applicable)
- Primary bank representative
- Insurance agent(s)
- Software vendors and support providers
- Website administrator
- Newspaper representative
- County Treasurer
- County Auditor
Also document where passwords are securely stored for:
- Financial software
- Utility billing systems
- Banking platforms
- State reporting portals
- City websites and social media accounts
COMMUNITY-SPECIFIC DEADLINES
Document important recurring deadlines, including:
- Payroll processing dates
- Vendor payment schedules
- Utility billing cycles
- Publication submission deadlines
- Annual reports
- Budget and audit deadlines
- State and federal filing requirements
LOCATIONS OF CRITICAL ITEMS
Document the location of:
- City keys and access cards
- Password records
- Computer backup systems
- City-owned equipment
- Safe combinations
- Bank account and lockbox information
- City clerk position ordinance and job description
- Resolution and ordinance files
- Other essential records
LEAGUE AND EXTERNAL RESOURCES
The following organizations provide valuable resources and assistance for new or interim clerks:
- Iowa League of Cities
- Iowa Association of Municipal Utilities (IAMU)
- Iowa Rural Water Association (IRWA)
- Local Council of Governments (COGs)
- Iowa Municipal Finance Officers Association (IMFOA), including ClerkNet email resources
Maintaining this information and updating it regularly will help ensure continuity of operations and minimize disruption during a city clerk vacancy
