(A) Establishment. The City hereby establishes the office of the City Clerk. The City Clerk shall be appointed by the Mayor with approval of City Council, and may be removed by the Mayor at will, except as otherwise provided by statute or ordinance.
(B) Duties. In addition to the duties imposed by other sections of this code and by laws of the state, the City Clerk shall perform the following duties:
(1) The Clerk shall be present at each meeting of City Council, and have the journal of proceedings present at all regular meetings, or at other times when so ordered by the Council. He or she shall read the proceedings of each meeting at the first regular meeting thereafter if requested by a member of Council, and when the record shall be approved by the Council, he or she shall attest the same and present it to the Mayor for his or her signature. The record shall at all times be open to the inspection of the members of the Council, or any person interested in the proceedings thereof.
(2) The Clerk shall keep a regular journal of the proceedings and minutes of the Council. He or she shall record therein all the acts, resolutions, ordinances, and orders of the Council, all official or other bonds, with the names of the signers and the dates thereof all official reports of committees, all contracts entered into by the Council, the substance in brief of all petitions received and acted upon, and all claims and allowances made by the Council, and he or she shall keep a full and correct index of all matters contained in the journal of proceedings.
(3) The Clerk shall preserve all the books, papers, and records of his or her office, and file properly endorsed all reports of officials and committees, contracts, bonds, and all other papers, received and acted on by the Council, and he or she shall deliver to his or her successor in office, or the Council, when so required by it, all books and papers in his or her hands belonging to his or her office.
(4) The Clerk shall keep a list of all property owned by the city, from whom bought, for what use, date of purchase and amount paid therefor; also, a list of all property sold or transferred by the Council, to whom sold, date of sale, and the amount received therefor.
(5) The Clerk shall keep in a separate book a record of the number and date of passage of each ordinance passed by the Council and published as required by law, and also all resolutions passed by the Council and which are required by law to be published, such record to show in what papers the ordinances or resolutions were published. A copy of each ordinance or resolution so passed and published will be securely pasted in the book and an index shall be made showing the number of each ordinance and subject it relates to and the subject matter of each resolution and page where found, and at the bottom of each page or at end of each ordinance or resolution the Clerk shall write the particulars as to each as above set forth and sign his or her name as Clerk hereto.
(6) Maintenance and safekeeping of the permanent records of the city.
(7) Performance of the duties required of the "official custodian" or "custodian" pursuant to KRS 61.870 to 61.882;
(8) Possession of the seal of the city;
(9) No later than January 31 of each year, mail to the Kentucky Department for Local Government, a list containing current city information including, but not limited to, the following:
(a) The correct name, telephone number, and electronic mail address of the Mayor, City Council members, and the correct name, telephone number, and electronic mail address for the city’s appointed officials or employees who are serving in the following roles or substantially similar roles as of January 1 of each year:
1. City Clerk;
2. City Administrator;
3. City Attorney;
4. Police Chief;
5. Fire Chief;
6. Public Works Director;
7. Finance Officer/Treasurer;
8. Human Resources Director;
9. Information Technology Manager;
10. Public Relations or Communications Officer; and
11. Planning and Zoning Administrator.
(b) The correct name of the city, mailing address for the city hall, and telephone number of city hall; and
(c) The name and telephone number of either an elected or appointed official to serve as a contact person that may be reached during normal business hours.
(10) Shall have and exercise all powers and duties assigned by statute, and such other municipal responsibilities delegated from time to time by the Mayor or City Administrator.
(11) Performance of all other duties and responsibilities required of the City Clerk by statute or ordinance or by the position description applicable to the City Clerk position.
(C) Compensation. Compensation shall be in the amount as established by the City Council from time to time as set forth in § 31.03, based upon a forty (40)-hour work week.
(D) Oath and bond. No person shall be appointed or act as City Clerk unless such person has taken the oath required by Section 228 of the Constitution of the Commonwealth of Kentucky and has provided a bond with corporate surety authorized to transact business in Kentucky and conditioned upon the performance of the duties specified herein.
(Ord. 1573-2007, passed 10-23-07; Am. Ord. 1656-2013, passed 3-26-13)
Statutory reference:
City Clerk, see KRS 83A.085