(A) The City Clerk shall be subject to the orders of the governing body by resolution and shall be under the immediate supervision of the City Administrator.
(B) The person serving as City Clerk shall have the following duties and powers.
(1) He or she shall attend every meeting of the City Council and keep a record of the proceedings thereof.
(2) Whenever required by the Mayor or requested by four members of the City Council, he or she shall issue to the Chief of Police a notice to be delivered to the members of the City Council of any special meeting thereof and shall notify any city officers and committees of the Council of the business entrusted to them.
(3) He or she shall keep and carefully preserve all papers and books which may come into his or her possession as Clerk, filing and arranging them in a manner convenient for reference.
(4) He or she shall keep a record of all bonds outstanding against the city, showing the number and amount of each, and to whom such bonds were issued, and when any bonds are purchased, paid or canceled, such records shall show the fact. In his or her annual report, he or she shall describe particularly the bonds issued and sold during the past year and the terms of the sale with each item of expense thereof.
(5) He or she shall make, at the end of each month, a report showing the amount appropriated to each fund and the whole amount of warrants drawn thereon.
(6) He or she shall keep the seal of the city and shall duly attest thereby the Mayor’s signature to all ordinances and all deeds and papers required to be attested, when ordered by the Mayor and City Council, and all orders for money or warrants for the payment of money and shall enter the same in numerical order in a book to be kept for that purpose.
(7) He or she shall keep a register of all licenses granted in the city for the purpose for which they were issued, and report to the City Council at every meeting and, at the beginning of each month, shall, if required by the Police Department, furnish them a true copy of the register of all licenses then in force.
(8) Within 30 days after any meeting of the City Council, he or she shall prepare and publish the proceedings of the City Council in a legal newspaper published and of general circulation in the county; provided that, the charge for such publication shall not exceed one-third of the legal rate. Such publication charge shall be paid and allowed as other claims against the General Fund.
(9) He or she shall, in January of each year, and at such other times when request shall be made, receive applications for licenses to sell cigars, tobacco, cigarettes and cigarette materials.
(10) He or she shall keep and preserve the proceedings for the Mayor and City Council in four separate and distinct record books as follows:
(a) “Minute Record”, wherein shall be recorded the miscellaneous and informal doings of the Mayor and City Council;
(b) “Ordinance Record”, wherein shall be recorded the formal proceedings of the Mayor and City Council in the matter of passing, approving, publishing or posting and certifying to ordinances. Such ordinance minutes shall be recorded and spread at large in the “Ordinance Record” book or printed forms. In all cases where single ordinances are introduced for the consideration for the Mayor and City Council, the City Clerk shall cause to be introduced by the introducer of such ordinance an appropriate resolution incorporating by reference and “Ordinance Record” into the “Minute Record”. The “Minute Record” shall hereafter contain no proceeding relative to the passage and approval of ordinances, save and except such resolution aforesaid;
(c) “Resolution Record”, containing all resolutions passed by the Mayor and City Council; and
(d) “Policy Record” of policies adopted by the Mayor and City Council.
(2005 Code, § 1-313)