(a) The Clerk of Council shall have the custody of the records of the City, shall keep an accurate and complete journal of all the proceedings of Council and shall perform such other duties as Council may require from time to time.
(Ord. 1964-14. Passed 1-2-64.)
(b) The duties and responsibilities of the office of Clerk of Council are as hereinafter enumerated, except that Council reserves the right to add additional duties and responsibilities from time to time as it deems necessary.
(1) Meetings. Attend caucus, special and regular meetings of Council;
(2) Agenda. Prepare meeting agendas with the Administrative Assistant to the Clerk of Council;
(3) Minutes. Prepare minutes of all meetings when in attendance;
(4) Legislation. Make copies of and distribute legislation;
Review legislation prior to distribution;
Assign numbers to legislation at special or regular meetings;
Have legislation properly executed by the Mayor, the President of Council and the Clerk of Council after the same has been passed;
Certify, as true, copies of legislation and the date of posting of the same on the bulletin board, for required distribution, and post such legislation, for a permanent record, in books filed in his or her office;
(5) Public hearings. Prepare legal notices, advertise for public hearings and mail out such notices to all persons, as required;
(6) Bids. Prepare legal notices, advertise for bidding and mail out such notices to all companies as an invitation for them to bid;
Receive such bids and be present at the opening of such bids;
Prepare a tally on such bids;
Prepare follow up letters for non-bidders;
(7) Communications. Prepare and mail out all necessary official communications as instructed;
Prepare official letters and memoranda for Councilmen;
Investigate items requested by Council;
(8) Easements. Insure that easement files are properly maintained;
(9) Deeds. Insure that deed files are properly maintained;
(10) Research. Research minutes, files and old legislation for Council members, as necessary to the performance of their offices;
(11) Liquor permits. Report applications from the Ohio Department of Liquor Control to Council for permits in the City; have the applicant investigated by the Police Division; submit an inquiry to the secretary of State as to the names of officers of the corporation; submit an inquiry to the State Tax Department as to the name of the statutory agent and follow up action of Council to the Department of Liquor Control;
(12) Court. Appear in court with papers when subpoenaed;
(13) Election Board. Appear at the Election Board when necessary to certify petitions, etc.;
(14) Transcripts. Assist the Law Director in preparing transcripts;
(15) Provide for purchase. Provide copies of the Codified Ordinances of the City, the Zoning Code and the Zoning Map for purchase;
Sell copies of legislation and Zoning Codes and reproduce individual copies of legislation on the copy machine;
(16) Distribution of materials. Distribute copies of the Codified Ordinances, supplemental Zoning Codes and updated sections of the Codified Ordinances to the Mayor, Council, department heads, the Police Division and members of boards and commissions;
(17) Improvement notifications. Notify residents relative to estimated and final assessments in connection with improvements; and
(18) Custodian of records. Be the sole custodian of all records in his or her office. (Ord. 1982-137. Passed 10-26-82.)
(Ord. 2024-41. Passed 5-14-24.)