(A) Office. The office of City Clerk-Treasurer is hereby created. The City Clerk-Treasurer shall be elected by the qualified voters of the city, and shall serve a four-year term in accordance with the laws of the state.
(Prior Code, § 2.12.01)
(B) Compensation. The salary of the Clerk-Treasurer shall be the current salary of the City Recorder, as established by the City Council. The City Council may amend the salary of the City Clerk-Treasurer in the annual budget ordinance for the city, subject to the restrictions of governing law, regulations, and the State Constitution.
(Prior Code, § 2.12.02)
(C) Supervision of information technology issues. The Clerk-Treasurer shall manage, and supervise, all city-related IT issues, and is empowered to take such action consistent with state law and city ordinances as is necessary to carry out said responsibilities. The duties, and powers, conferred by this section shall be in addition to any other duties, or responsibilities, of the Clerk-Treasurer established by law or ordinance.
(D) Duties.
(1) General duties for “clerk” responsibilities. To perform duties prescribed in Subtitle Three of Title 14 of the state code, or as assigned, and prescribed, by city ordinance adopted by the City Council, A.C. § 14-44-109.
(2) General duties for “treasurer” responsibilities.
(a) Maintain the account records of the city, as prescribed in the State Municipal Accounting Law (A.C. §§ 14-59-101 et seq.). During any vacancy in the office of the City Clerk-Treasurer, the duties prescribed in the State Municipal Accounting Law at A.C. §§ 14-59-101 et seq. shall be performed by the Mayor, or his or her designee, until the City Council shall appoint a qualified person, or persons, to the office of Clerk-Treasurer, and such duties shall be prescribed to that person, or persons, by ordinance of the City Council.
(b) All other duties of the City Clerk-Treasurer, not specifically set forth by state law, or by ordinance of the City Council, are removed from the office of the City Clerk-Treasurer. Any such duties removed from the City Clerk-Treasurer shall be performed by the Mayor’s designee.
(c) The City Clerk-Treasurer shall be the collector of all taxes and fees due the city, including, without limitation, all occupation and privilege taxes, and taxes for the city. During any vacancy in the office of Clerk-Treasurer, the City Council assigns to the Mayor, or his or her designee, the authority to keep records on all taxes, fees, and money collected until such time as the City Council may appoint a person to the office of Clerk-Treasurer.
(3) Additional, specific “clerk” duties and responsibilities.
(a) Attend all meetings of the City Council and make a fair, accurate, and correct record of proceedings, laws, rules, and ordinances made, and passed, by the City Council.
(b) Maintain laws and ordinances of the city, and keep a correct journal of all proceedings of the City Council (minutes).
(c) Produce, or provide, copies of the minutes, ordinances, and policy manuals upon request.
(d) Attend City Council meetings, bid openings, public hearings, and other meetings which require an official city record, unless otherwise directed by the City Council.
(e) File all required documents, as designated by law.
(f) Arrange, and oversee, notice publications in newspapers, as required by law.
(g) Execute contracts and conveyances for sale, purchase, or lease of real, or personal, property, as required.
(h) Respond to the Freedom of Information Act requests for records of which the City Clerk-Treasurer is the custodian, and help coordinate responses to the Freedom of Information Act requests pursuant to A.C. § 25-19-101 et seq.
(i) Maintain the records of the city, as required by law or city ordinance.
(j) Sign all contracts, leases, bonds, and debentures of the city, as required.
(k) Assist with preparation, and distribution, of City Council agenda packets.
(l) Responsible for communication, and interface, with the city telecommunications and IT providers.
(4) Additional, specific “treasurer” duties and responsibilities.
(a) Maintain banks statements for each month for the City General Fund, Street Fund, Court Automated Fund, Administration of Justice Fund, Undercover Operation Fund, Rescue Emergency Management Fund, Fire Insurance Turnback Fund, and the Fire Association Fund accounts.
(b) Maintain cash receipt books and printers’ certificates.
(c) Maintain cash receipts and disbursement journals with monthly, and year-to-date, totals, transactions records, and a detailed general ledger.
(d) Retain check stubs.
(e) Maintain details of certificates of deposits, including interest rates and renewal dates.
(f) Maintain, and complete, bank reconciliations for each month, and deposit slips that indicate the range of receipts on each deposit ticket.
(g) Maintain filing of paid invoices.
(h) Maintain IRS 1099 forms for interest earned.
(i) Maintains individual payroll records.
(j) Prepare quarterly payroll reports.
(k) Maintains W-2s, W-3s, W-4s, 1099s, and the personal records for non-uniformed employees.
(l) Create six-month financial statements, and proofs of publication.
(m) Maintain copies of all insurance policies.
(n) Maintain copies of all personnel policies.
(o) Assist in creating budgets and amended budgets.
(p) Maintain copies of all city (not the Water and Sewer Departments) audit reports.
(q) Maintain general ledgers.
(r) Responsible for the receipt of revenues.
(s) Manages/approves disbursements for expenses incurred for the city (not the Water and Sewer Departments).
(t) Responsible for investment activities, including cash management banking and ensuring appropriate collateralization of funds.
(u) Establishes, maintains, and administers effective internal control practices and procedures.
(v) Maintains detailed records related to the city’s fixed assets.
(w) Assists with developing/implementing annual operating budget, financial statement audit, and other budgetary projects.
(x) Respond to request for financial information, and Freedom of Information Act requests pursuant to A.C. § 25-19-101 et seq. for which the City Clerk-Treasurer is the custodian.
(y) Attend all meetings of the City Council, special or called meetings, and work sessions upon request.
(z) Prepare a monthly treasurer’s report to be presented at each regular City Council meeting that shall include all electronic bank transfers, reconciled financials, deposits, and revenue sources.
(aa) Reconcile all City General Fund, Street Fund, Court Automated Fund, Administration of Justice Fund, Undercover Operation Fund, Rescue Emergency Management Fund, Fire Insurance Turnback Fund, and the Fire Association Fund accounts every month.
(E) Access to documentation maintained by the office of Clerk-Treasurer. The Clerk-Treasurer shall provide access to documentation maintained by the office of Clerk-Treasurer during normal business hours of the city, and shall provide documents maintained by the Clerk-Treasurer to city officials, department heads, or authorized employees upon request.
(F) Removal of other duties. All other duties of the City Clerk-Treasurer, not specifically set forth by state law, are hereby removed from the office of the City Clerk-Treasurer. Any such duties removed from the Office of the City Clerk-Treasurer by this section shall be performed by the Mayor’s designee. The City Clerk-Treasurer shall not be responsible for any duties, or requirements, contained in the State Municipal Water and Sewer Department Accounting Law (A.C. §§ 14-237-101 through 14-237-113).
(Ord. 2015-08, passed - -; Ord. 2017-15, passed 2-14-2017; Ord. 2018-3, passed 2-13-2018; Ord. 2022-10, passed 3-22-2022)