(A) The Clerk-Treasurer shall maintain all records required by I.C. 36-4-10-4, including but not limited to, the ayes and nays on other votes when requested by at least two members and the ordinances and resolutions themselves (I.C. 36-4-6-9). Toward this end, the Clerk-Treasurer shall:
(1) Retrieve, collect and preserve the records of the City Council, including enactments, minutes and financial records, at the City Building only, pursuant to I.C. 36-4-6-9(1) and shall promptly make those records available to the public upon request. The Mayor shall have access to all records hereunder at all times, and the Clerk-Treasurer must enable the Mayor to obtain the records as and when he or she desires including, but not limited to, his or her own keys to existing locks.
(2) Gather and deliver to the Mayor, within 30 days of the enactment of this subchapter, all previous records pertaining to ordinances of the city for the purpose of implementing a mandatory codification of those ordinances and the loss or destruction of any of those records shall be reported immediately to the same.
(3) Distribute to each Council member and the Mayor at each regularly scheduled Council meeting a record of each account for which the Clerk- Treasurer is responsible, including, for each account, a previous balance from the preceding Council meeting, income for the intervening period and a current balance of the date of that meeting.
(4) Distribute to each Council member and the Mayor the applicable budget annually, on or before January 15, and the Clerk-Treasurer shall bring the budget, with current totals, to each Council meeting for the use and benefit of Council.
(5) Provide for a budget committee to the Council or any member thereof and records deemed by the committee or member to benefit the evaluation and adoption of a budget for the city.
(6) Deliver to his or her successor all records and property of the office before the successor assumes office, pursuant to I.C. 36-4-10-4(4) and, until each successor has been selected and sworn, the Clerk-Treasurer shall continue to perform all duties hereunder.
(7) Record each ordinance in a book kept for that purpose, which must include:
(a) The signature of the presiding officer;
(b) The attestation of the Clerk- Treasurer;
(c) The Mayor's approval or veto of the ordinance;
(d) A memorandum of passage over a veto, if applicable; and,
(e) The date of each recorded item (I.C. 36-4-6-17).
(The signature of the Mayor, as presiding officer, is sufficient as evidence that the Mayor approved the ordinance.)
(8) Complete all surveys and questionnaires in a timely fashion as submitted by insurance companies, government agencies and associations to which the city belongs.
(B) The Clerk-Treasurer shall keep an accurate record of the Council's proceedings as required by law (I.C. 36-4-6-9). Toward this end, the Clerk- Treasurer shall:
(1) Distribute to each Council member and the Mayor, within seven days of any Council meeting, a typed draft of the minutes to the meeting, which shall become the official minutes of the Council only upon their adoption in the prescribed manner at the following Council meeting.
(2) Deliver to the Mayor, on or before December 15 of each year, a copy of the official minutes and a statement of finances for the entire calendar year, in order for him or her to comply with I.C. 36-4-10-4(2).
(Ord. 1990- , passed - -90)