The Fiscal Branch shall be divided into the following divisions and supervisors thereof:
(A) Division of the Treasury. This division shall be supervised by the Clerk-Treasurer, who shall perform all duties set forth in I.C. 36-4-10-5 and who shall:
(1) Accounts of receipts and expenditures. Keep in proper books, a full and accurate account of all the moneys received and disbursed by him or her on behalf of the city, specifying the time of receipt and disbursement, from whom received and to whom disbursed, on what account received and disbursed, and how paid.
(2) Cancellation of evidences of debt. Cancel all warrants and other evidences of debt against the city, whenever paid by him or her, by writing or stamping across the face thereof the words, "paid by the Clerk-Treasurer," with the date of payment written or stamped thereon.
(3) Receive and disburse moneys. Receive and have custody of all moneys paid to the city and disburse city moneys upon warrant.
(4) Pay city employees. Pay city employees upon presentation of the properly certified payroll.
(5) Collect moneys and fees due city. Demand and receive all moneys and fees owing to the city whenever any person is indebted to the city in any manner and the means of collection of such debt is not otherwise provided for by law. When any claim shall not be collectible by other methods, he or she shall report the same to the City Attorney for prosecution.
(6) Daily settlement. Make a daily settlement of the amounts received and paid out during the day for which settlement is being made, and once each month he or she shall balance accounts, which monthly settlement shall show the balance to the credit of the several funds for which the Clerk-Treasurer is responsible.
(7) Permits and licenses. Issue all permits and licenses except those which are required by ordinance to be issued by a particular department or office.
(8) Monthly report to Director of Finance. Make a detailed report to the Common Council on the first day of each month, as to the business of his or her office during the month preceding, showing the balance on hand to the credit of the different funds at the time of his or her last report, the amounts received during the month, and on what account, together with such other items and facts as the Council may require.
(B) Division of Accounts. This division shall be headed by the Clerk-Treasurer, who shall:
(1) Audit accounts. Examine and audit the accounts of all officers and departments subject to the approval of the Common Council.
(2) Prescribe form. Prescribe the form of accounts and reports to be rendered to him or her.
(3) Certify contracts. Certify according to law all contracts, agreements, or other obligations for the expenditure of public funds entered into by any official of the city government, and no such contract, agreement or other obligation shall be valid until so certified by him or her.
(4) Budget duties. Prepare estimates of revenue, and shall give such other assistance in the preparation of the budget as may be required by him or her by the Common Council.
(5) Financial statements. Transmit to the Common Council at least monthly statements of cash on hand and of classified unencumbered appropriation balances of the city as a whole and such other financial statements as the Common Council may from time to time to require. He or she shall keep all departments, boards, commission, or institutions currently informed of its classified unencumbered appropriation balances.
(6) Keep accounts. Keep all general accounts of the city government and of the respective departments, offices, boards, commissions and institutions thereof.
(7) Custodian of bonds, contracts and the like. Be charged with the custody of the official bonds of city employees and with the custody of all deeds, mortgages, contracts, judgments, notes, debts, and choses in action. He or she shall keep and administer all securities, bonds, or their forms of negotiable instruments owned by or belonging to the city.
(C) Division of records. This division shall be headed by the Clerk-Treasurer, who shall:
(1) Serve as Clerk. Serve as Clerk of the Council and perform such other duties of a like nature as shall be required by that body.
(2) Keep records of Council. Be responsible for the recording, filing, indexing and safekeeping of all proceedings of the Council.
(3) Record ordinances. Record in full, uniformly and permanently, all ordinances and shall authenticate the same.
(4) Publish Council action. Publish daily all adopted ordinances and resolutions of the Council and all legal notices required by law or ordinance.
(5) Serve notice of expiration of term. Notify the appointing authority of the impending expiration of the term of office of a member of any board or commission, the notice to be given at least 30 days before such expiration.
(6) Keep official seal. Be the custodian of the official seal of the city.
(`94 Code, § 30.46) (Ord. 5-1992, passed 6-15-92)