(A) Appointment of City Clerk. There is hereby created the office of City Clerk, to be appointed by the City Council at the first meeting of January following a regular city election, for a two-year term, commencing on that date and continuing until a successor is appointed and qualified.
(B) Duties. The City Clerk shall have the following duties:
(1) Warrants. Draw all warrants for the city upon the vote of the Council;
(2) Information on warrant. Show on every warrant the fund on which it is drawn and the claim to be paid;
(3) Warrant book. Keep a warrant book, bound with a marginal back, on which margin he or she shall keep a record of the number, date, amount, payee’s name, upon what fund drawn and for what claim each warrant is issued. Whenever a warrant is delivered to the payee by mail, the Clerk shall note this fact on the margin of the warrant book with the date of mailing and initial the notation;
(4) Account officer. Be the chief account officer of the city;
(5) Separate accounts. Keep separate accounts for every appropriation, fund, public improvement or undertaking; each account will be kept in the manner provided by law;
(6) Monthly report to the Council. Report to the Council at its first meeting each month the state of each municipal account as of the end of the previous month;
(7) Balance accounts with Treasurer. Balance all accounts with the Treasurer at the end of each month;
(8) Annual public report. Prepare the annual public report, publish it and send a certified copy to the State Auditor as provided by law;
(9) Custody of records. Have custody and be responsible for the safekeeping of all writings or documents in which the municipality is a party in interest unless otherwise specifically directed by law or ordinance;
(10) Duty to file and preserve records. File and preserve all receipts, vouchers and other documents kept, or that may be required to be kept, necessary to prove the validity of every transaction and the identity of every person having any beneficial relation thereto;
(11) Duty to furnish copy of records. Furnish upon request to any municipal officer a copy of any record, paper or public documents under his or her control when it may be necessary to such officer in the discharge of his or her duty. He or she shall furnish a copy to any citizen when requested upon payment of $0.50, but if the copy contains more than 500 words, an additional $0.10 will be charged for every 100 words or fraction over 500 words;
(12) Corporate seal. Under the direction of the Mayor or authorized officer, affix the seal of the corporation to those public documents or instruments which by law or ordinance are required to be attested by the affixing of the seal;
(13) Proceedings at meetings. Attend all meetings of the City Council, committees, boards and commissioners of the city. He or she shall record and preserve a correct record of the proceedings of such meetings;
(14) Publication. Publish as directed and required by law all ordinances or resolutions of the municipality;
(15) Budget. Prepare the annual budget, under the supervision of the City Council;
(16) Communications and petitions. Keep and file by number and date all communications, and petitions directed to the city councilor to the city generally. He or she shall endorse thereon the action of the City Council taken upon matters considered in such communications and petitions;
(17) Issue licenses and permits. Issue all licenses and permits issued in a book which shall show date of issuance, license or permit number, number of Treasurer’s receipt, name of person to whom issued, term of license or permit and purpose for which issued;
(18) Ordinances, resolutions; publications. Keep a record, indexed properly, of all resolutions, ordinances and other measures passed by the City Council which are required by law to be recorded. Such record shall contain date of passage, date of approval and, if publication is required, the date of publication;
(19) Authentication of ordinances, resolutions and measures. Authenticate all resolutions, ordinances and measures passed by the City Council by signing the same;
(20) Notification of appointment. Inform all persons appointed by the Mayor or City Council offices in the municipal government of their position and the time at which they shall assume the duties of their office; and
(21) Record of elections. Compile and preserve a complete record of every city election, regular or special, and perform duties required by law or ordinance of the City Clerk in regard to elections.
(C) Compensation. Such compensation shall be paid as specified by Council resolution.
(Prior Code, Art. 3, Ch. 4) (Ord. passed 4-2-1985)