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• Handle all correspondence on behalf of the council. • Draw up agendas and prepare or supervise the preparation of other working papers the council uses at meetings. • Execute any duties the council assigns to the clerk. In many cities, the clerk also does this for administrative boards, such as the utilities commission. d. Financial responsibilities See Handbook, Chapter 28. Except for those records the treasurer must keep, the clerk maintains all financial records. Where the city has combined the office of clerk and treasurer, the clerk generally performs all financial duties. In addition, the clerk must annually prepare three different financial reports. If the council makes appropriations or allotments under a budget, the clerk usually has the duty of administering the budget. See League research memo The city must make monthly payroll deductions for Public Employees Guidelines for Preparing Cite Retirement Association (PERA) contributions and Social Security Budgets (215b.1) for more information. contributions from each employee, and remit the deductions and the city's contributions to the appropriate state officer. A statement of the amount of these deductions, the amount of salaries from which they came, and the names of the employees for whom the city is making the payment must accompany the payments. The preparation of this statement is the duty of each city department head, but in many cities this responsibility is centralized in the office of the clerk or finance officer. If the city does not have separate department heads or if some city employees are not directly accountable to any particular department head, the clerk should make the deductions and file the necessary returns. As the general city administrative officer in charge of payroll, the clerk must also withhold state and federal income taxes from the paychecks of all employees. Minn. Stat. § 412.151, subd. 2. By ordinance, the city council may delegate all or part of the clerk's bookkeeping duties to another officer or employee. The person responsible for these duties must furnish a fidelity bond. If the city makes the treasurer responsible for all bookkeeping functions, the city must audit its financial records annually. Copies of the ordinance delegating the bookkeeping functions must be sent to the state auditor. e. Filing official documents It is the duty of the clerk to accept and keep on file the following official documents: 8-6 This chapter last revised 9/28/2005 J HANDBOOK FOR MINNESOTA CITIES