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Board formalizes authorized signatories, names clerk and backup trustee
Summary
Trustees moved to formalize a policy allowing designated village officials to execute documents when the president is unavailable, naming Clerk Karen Stewart as an authorized stamp and proposing the longest-serving trustee as a backup; the board asked staff to draft a statute‑compliant resolution and approved the notes of designation.
Hampshire — The Village Board voted to approve notes of designation that authorize certain village officials to execute documents on behalf of the president when the president is unavailable, with staff assigned to prepare a formal, statute‑compliant resolution.
A trustee proposed naming Karen Stewart (the village clerk) as an authorized person to apply the village seal and sign certain documents, and suggested the longest‑serving trustee act as a backup signatory when the president is not available. Trustees discussed legal and notary constraints — including that a clerk cannot notarize her own signature in certain circumstances — and asked staff and counsel to draft language that conforms to state statute while preserving operational continuity.
Board members indicated they wanted a clear policy in place to avoid administrative gaps if an elected president is temporarily absent. After discussion the board moved, seconded and adopted the notes of designation; staff will return with formal resolution language that names the authorized signer(s) and details notarization and attestation procedures.
The transcript records the discussion and the motion; a detailed roll-call tally was not recorded in the available transcript text.
