(A) Records.
(1) The Clerk shall keep a true and correct record of all business transacted by the Council and any other records that either pertain to the business of the town or that the Council directs.
(2) The Clerk shall number, plainly label and file separately in a suitable cabinet all resolutions, ordinances, notices, deeds, surveys, leases, paid and unpaid vouchers, inventories, letters, orders and other documents of whatever nature.
(B) Public inspection of records. The Clerk shall keep convenient for public inspection all public records and public documents under his or her control, as provided by state statute.
(C) Monthly reports. The Clerk shall prepare and collect from town officers and employees such monthly reports prepared in such manner and to include such information as may be directed by the Council.
(D) Minutes. The Clerk shall prepare or cause to be prepared all minutes of Council proceedings and ensure their correctness and accuracy.
(E) Ordinances, resolutions, budgets and notices. The Clerk shall process, record, file, publish and, if required by state statute, post all ordinances, resolutions, budgets and notices that may be passed by the Council.
(F) Duties as Treasurer.
(1) The Clerk shall hold the office of Town Treasurer and receive and safely keep all monies that shall come to the town and pay out the same when authorized by the Council. He or she shall keep a separate record and account of each different fund provided by the Council, apportion the monies received among the different funds as prescribed by the Council, and keep a complete set of books showing: every money transaction of the town, the state of each fund, from what source the money in each fund was derived and for what purpose expended, and he or she shall make monthly reports to the Council of all receipts and disbursements and the balance in each fund.
(2) At the end of the fiscal year, he or she shall make a full and detailed statement of the receipts and expenditures of the town during the year, specifying the different sources of revenue and the amount received from each, all appropriations made by the Mayor and Council, and the object for which they were made, and the amount of money expended under each, the evidences of indebtedness issued, and what portion remains thereof outstanding, with the rate and amount of interest due thereon, and the amount of cash on hand.
(G) Term expirations. The Clerk shall notify the appointing authority of the impending expiration of the term of office of a member of any board or commission at least 30 days before the expiration of the term.
(H) Election official. The Clerk shall be the town election official and perform those duties required by state statute.
(I) Business licenses. The Clerk shall issue or cause to be issued all business licenses that may be prescribed by state statute or this code.
(J) Warrants. The Clerk shall countersign all warrants and keep a “Warrant Register and Abstract of Expenditures” showing the number and amount of warrants issued and the person to whom issued, the date redeemed, the interest paid and the several funds against which each of said warrants is drawn.
(K) Claims. All claims against the town must be filed in writing with the Clerk. Claims must present a full account of the items and must contain a verification under oath by the claimant to the effect that the claim is correct, reasonable and just and that no part of said claim has been paid. All such claims must be approved by the Council before payment can be made.
(L) Damages. All claims for damages against the town must be filed with the Town Clerk pursuant to A.R.S. § 12-821.
(M) Administrative duties. The Clerk shall perform those administrative responsibilities and duties that are conferred upon him or her by the Council in addition to those specified in this code.
(1990 Code, § 3-2-2)