(A) (1) The offices of City Clerk and City Treasurer for the City of Tontitown, Arkansas are hereby established as a combined position, herein after known as the City Clerk-Treasurer.
(2) The duties of the City Clerk-Treasurer shall be those as set forth by the laws of the State of Arkansas and such other duties as provided by or which may be prescribed by ordinance.
(B) The City Clerk-Treasurer shall:
(1) Have custody, but not exclusive custody or control, of all the laws, ordinances, resolutions and official documents of the city and its actions. Only the City Clerk-Treasurer will have the ability to modify or adjust the data in the financial documents or records of the city;
(A.C. § 14-44-109)
(2) Keep a regular and correct written journal of the proceedings of the City Council; prepare and distribute copies of the Council meeting agenda to the Council, Mayor and press/media; train the designated deputy, as appointed by the City Council, who is empowered to act in the absence or incapacity of the Clerk-Treasurer (unless the Council shall have declared a vacancy in the office of the Recorder) (no Deputy Treasurer may be designated);
(A.C. § 14-44-109)
(3) Submit a written monthly, full report and detailed statements of the financial condition of the city, showing receipts, disbursements and the balance on hand, together with all liabilities of the city; this report shall be submitted to the City Council in open session;
(A.C. § 14-59-115)
(4) Be authorized and empowered to perform the functions of a magistrate during the disability or absence of the Mayor, as outlined and set forth in A.C. § 14-44-106;
(5) Maintain the official seal of the city;
(A.C. § 14-44-109)
(6) Ensure that all checks and drafts, on the city municipal bank account (in addition to others prescribed by ordinance or resolution of the Council), including but not limited to the general and street accounts, are countersigned by two duly authorized personnel;
(7) The Clerk-Treasurer shall establish an electronic payment method that is approved by the current auditor and provides for internal accounting controls and documentation for audit and accounting purposes;
(8) Sign all bonds and debentures of the city that have been approved by City Council;
(A.C. § 14-164-212)
(9) Receive, file and retain (as required by law) the statements of financial interests from elected (appointed) city officials, including the Mayor, Councilpersons, City Clerk-Treasurer and City Attorney;
(A.C. § 21-8-703)
(10) Such other different or additional duties as may be enacted by an amendment to the Constitution or legislative acts;
(11) Record all ordinances or documents as required by the Washington County Courthouse, Fayetteville, Arkansas;
(A.C. § 14-44-109)
(12) Invest monetary reserves of the city at the direction of the City Council;
(13) Prepare and arrange for publication of all official reports;
(14) Comply with any federal or state law, but not limited to any F.O.I. request, made upon the city, which may pertain to the records in the custody of the City Recorder/Treasurer. The City Clerk-Treasurer shall not designate a deputy for this task unless such deputy has been approved by the City Council; and
(15) Such duties as from time to time be directed by the Council in ordinances and resolutions.
(A.C. § 14-44-109)
(16) The duties set forth in divisions (2) through (14) above shall not be delegated.
(A.C. § 14-44-109)
(C) As Clerk-Treasurer of the city, the elected official shall receive an annual salary as set by the city, and such salary may be hereafter amended, as allowed by law, by ordinance or budget adoption.
(D) The Clerk-Treasurer shall have the authority to make reasonable provisions for the safekeeping of city records after normal business hours, on weekends, and other times when City Hall is not open to the public. This authority shall include, but is not limited to, providing security of the records and Clerk-Treasurer’s office where records are kept and controlling access to the Clerk-Treasurer’s office where records are kept. This section does not authorize the Clerk-Treasurer to spend city funds, and the expenditure of city funds to carry out the safekeeping of city records must be approved by the City Council and/or the Mayor as otherwise provided by city ordinances and Arkansas law. The City Clerk-Treasurer shall be available as needed and appointments may be scheduled by email or calling the City Clerk- Treasurer directly.
(Ord. 2005-3-210, passed 3-15-05; Am. Ord. 2005-3-211, passed 3-15-05; Am. Ord. 2007-05-289, passed 5-1-07; Am. Ord. 2008-08-320, passed 8-5-08; Am. Ord. 2009-02-330, passed 2-3-09; Am. Ord. 2009-04- 336, passed 4-7-09; Am. Ord. 2009-04-337, passed 4-7-09; Am. Ord. 2010-01-350, passed 1-5-10; Am. Ord. 2011-01-370, passed 1-5-11; Am. Ord. 2013-02-410, passed 2-5-13; Am. Ord. 2013-04-416, passed 4-2-13; Am. Ord. 2015-08-539, passed 8-11-15; Am. Ord. 2020-05-885, passed 5-5-20; Am. Ord. 2021-02- 917, passed 2-2-21)
Statutory reference:
For similar state provisions, see A.C. § 14-44-109