The responsibilities and goals of the Clerk of Council are hereby established as those set forth in the “Clerk of Council Description of Work”, which is set forth below. While the list is not all inclusive, should there be a departure from such list, it must be approved by the President of Council. If the Clerk of Council is away for more than 24 hours, the President of Council shall be informed.
CLERK OF COUNCIL DESCRIPTION OF WORK
GENERAL DESCRIPTION OF WORK: Keeps official records of all City Council proceedings and coordinates the activities of City Council. * Council meeting preparation. * Prepares Council meeting agenda and distributes. (Council’s packet, the Administration and all department heads.) (Implemented by the Clerk of Council.) * Prepares, updates and distributes matters referred. * Prepares Council calendar and delivers to six locations throughout the city. (This calendar can change two to three times in a week). * Works with the Law Director’s Secretary regarding legislation called for at the Committee of the Whole meetings. * Attends all City Council meetings. * Records minutes of Council and keeps an index of tapes in the vault. * Prepares minutes of all Council meetings and records them in the Minute Book and indexes in the vault. (Transcribes, proofreads, photocopies, collates and distributes minutes.) * Adds the minutes to Folio Views (indexing system). Copies Folio Views and distributes to two Council members. (Implemented by the Clerk of Council.) * Indexes the minutes of the Board of Control. Copies and distributes to two Council members. * Assists Council President and eight Council members as requested. * Certifies plat. * Maintains Council files. * Certifies notes to County Auditor. * Certifies approved legislation. * Responsible for compliance with the Open Meetings Act. Notifies Barberton Herald and Akron Beacon Journal in compliance with Ohio Revised Code. * Administers office operation working independently and as directed by the Council President and Council members. * Composes official correspondence and other related documents signed by the “Clerk of Council”. * Responsible for proper distribution and necessary action relative to office mail. * Responsible for assessments. Prepares assessment letters and sends to residents by certified mail. Maintains file and follow-up procedure for same. (When residents did not sign for assessment letter, the Clerk of Council hand delivers the letter.) * Responsible for handling correspondence from residents regarding the assessment program. * Special Council meeting preparation and information. Delivers notice of special meeting to each Council member’s home and notifies the press. * Certifies proposed Charter amendments and ballot issues to the Summit County Board of Elections prior to filing deadline. Provide the Board of Elections with 32 certified copies of the ordinance dealing with the Charter change or ballot issue. Have the wording for the Charter change approved by the Attorney General. Once the Attorney General has approved the wording, have the Law Director approve the wording and return to the Board of Elections. * Responsible for administration of the liquor license permits. Checks with the Police Chief for information regarding applicant. Maintains file and follow-up. * Publishes legal notices (in newspaper and Council calendar) for meeting dates for public hearings. * Assists residents with complaints, inquiries and requests, such as certifying documents, copies of minutes, etc. * Responsible for purchasing and maintaining adequate office supplies for Clerk of Council, Council members and maintenance of office equipment. * Responsible for purchase orders. (This was handled by the Finance Department previously.) * Certifies resolutions to officials, individual groups, organizations, etc., as directed by Council via legislation. * Prepares address and telephone list for Council, administration and department heads. * Prepares Chaplain List. * Prepares committee assignment list. * Responsible for notifying the Ohio Ethics Commission of any changes in the status of Council members (resignations, etc.). Responsible for distributing Ohio Ethics Commission’s financial disclosure statement forms to all Council members, past and present. SPECIAL ASSIGNMENTS: Annexation: -Responsible for compiling information regarding annexation and mailing information to the Secretary of State, Summit County Council and Summit County Auditor and Attorney General. -Responsible for obtaining check from the Finance Department for annexation filing fee and submitting check to Summit County Auditor. Sine Die - Make dinner reservations, send out invitations and receive RSVPs. Redistricting. Work with the Law Director on this upcoming project on notification, etc. GOALS: (1) Reorganize the vault and bring file of ordinances up to date. (2) Work with the Records Retention Commission regarding all Council records in the top floor of the City Building. Transfer legislation to microfilm for better access and purchase a microfilm reader for the city. (3) Have five years of minutes (1986-1990) added to Folio Views. (4) Attend Career Development Program and work towards becoming a Certified Municipal Clerk. |
(Prior Code, § 220.02) (Res. 202-1997, passed 12-8-1997)