The Clerk shall maintain the specified city records in the following manner.
(A) Ordinances and codes. The Clerk shall maintain copies of all effective city ordinances and codes for public use.
(B) Custody. The Clerk shall have custody and be responsible for the safekeeping of all writings or documents in which the city is a party in interest unless otherwise specifically directed by law or ordinance.
(C) Maintenance. The Clerk shall maintain all city records for at least five years; except that, ordinances, resolutions, Council proceedings and records and documents relating to real property transactions or bond issues must be maintained permanently. Bonds and coupons may be destroyed after two years and from the retirement of debt and a record of destruction shall be placed with the original bond record.
(D) Provide copy.
(1) The Clerk shall furnish upon request to any municipal officer a copy of any record, paper or public document under the Clerk’s control when it may be necessary to such officer in the discharge of the Clerk’s duty.
(2) The Clerk shall furnish a copy to any citizen when requested upon payment of the fee set by Council resolution.
(3) The Clerk shall, under the direction of the Mayor or other authorized officer, affix the seal of the corporation to those public documents or instruments which, by ordinance and this code of ordinances, are required to be attested by the affixing of the seal.
(E) Filing of communications. The Clerk shall keep and file all communications and petitions directed to the Council or to the city generally. The Clerk shall endorse thereon the action of the Council taken upon matters considered in such communications and petitions.
(2011 Code, § 4.0208)