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The city clerk shall be appointed by the city council. Said appointment shall be in accordance with all city policies and procedures regarding recruitment, selection, and appointment of employees. The city clerk shall serve as an at-will employee, and unless the city clerk resigns or is terminated by the city council, shall continue to serve in the position. Within ten (10) days from such appointment, the city clerk shall qualify as provided by state law and city code. (Ord. 5641, 5-2-2022)
The city clerk may, with the approval of the city council, appoint a deputy city clerk who shall perform the duties of the city clerk during the absence or disability of the city clerk. Said appointment shall be in accordance with all city policies and procedures regarding recruitment, selection, and appointment of employees. The deputy city clerk shall serve as an at-will employee, and unless the deputy clerk resigns or is terminated by the city clerk, shall continue to serve in the position. (Ord. 5641, 5-2-2022)
The city clerk shall perform the following duties:
A. General Duties:
1. Coordinate the preparation of council meeting agendas, attend meetings of the city council, and take minutes of said meetings; and
2. Write resolutions, ordinances, and amendments and publish hearing notices; and
3. Issue notices of regular and special elections required to be given by law or in pursuance of any provision of this code, or other city ordinance or resolution of the city council, issue all notices of special meetings of the city council when called, as provided by law; and
4. Notify committees of business referred to them by the city council; and
5. Maintain and safeguard records of the city and keep records in the manner and duration required by law; and
6. Administer the city liability insurance program, procure liability insurance for the city, and set liability limits and requirements as may be advisable and necessary to prevent unnecessary risk to the city; and
7. Direct, coordinate, and oversee the work of the employees of the city clerk’s office; and
8. Perform such other duties as may be required by the laws of the state, this code, other city ordinances or resolutions, or as may be directed by the mayor and city council.
B. Certification of Assessments: Certify to the county auditor, as provided by law, all assessments and taxes of every kind and nature levied by the city council which are required to be so certified.
C. Records:
1. Deeds and Contracts: Keep copies of all deeds and contracts executed by or in favor of the city, and shall properly index them.
2. Licenses, Permits, Policies, and Petitions: Keep all licenses and permits granted by the city clerk’s office for a period in accordance with state law, this code, or city policy, noting the date when issued, the person to whom issued, and the date of expiration of the license or permit. Keep on file a copy of all policies adopted by the city council. File and preserve in the city clerk’s office all petitions, remonstrances, and other papers presented to the city council by the public at a public meeting.
D. Purchases: Procure materials for the city council to use during council meetings and materials, products, and supplies necessary to facilitate the operation of the city clerk’s office. (Ord. 5641, 5-2-2022)
The city clerk shall report upon any of the matters connected with the office of the city clerk whenever called upon by the city council to do so; keep all returns of assessments, and the election and appointment of city officers, and shall as soon as practicable after each meeting of the city council, prepare minutes of the business transacted and a correct copy of all resolutions and ordinances adopted, and deliver ordinances to the official newspaper for publication, and shall not allow any papers or documents to be taken from the office of the city clerk without the consent of the city council. (Ord. 5641, 5-2-2022)
For attested certificates and transcripts other than those ordered by the city council, the city clerk shall charge the same fees as are allowed to county officers for like services; and shall keep a record of such fees and turn the same into the general fund. (Ord. 5641, 5-2-2022)
For the term commencing January 1, 1956, and for all terms subsequent thereto, the mayor shall appoint the city treasurer, and the appointment shall be subject to approval by the city council. Before entering upon the discharge of his duties, the city treasurer shall qualify as provided by law and file in the office of the city clerk a bond in the sum of ten thousand dollars ($10,000.00), with sureties to be approved by the city council. The city council may, by resolution at any time it is deemed necessary, increase or decrease the amount of the city treasurer's bond in such sum as it may specify in the resolution. (Rev. Ord. 1207, Comp. 1941, p. T-9)
A. City Funds: The city treasurer shall:
1. Collection: Collect, receive and safely keep all money due or belonging to the city, and for any sum of money so received, he shall execute duplicate receipts, one of which shall be delivered to the person from whom the funds have been received, and the other transmitted to the city clerk. The city treasurer shall keep true and correct accounts with each fund of all receipts into, and disbursements from, the city treasury.
2. Deposits: Deposit city funds in approved depositories, in conformance with the statutes of the state.
3. Waterworks Funds: Keep all monies deposited with him by the board of waterworks trustees, and all tax money received by him from any source levied and collected for and on account of the waterworks, in a separate and distinct fund, and such monies shall be paid out by him only on written order of the board of waterworks trustees.
B. Orders And Warrants:
1. Record: Keep a record of all orders or warrants paid by him, received in payment of any funds due to the city or that may be presented for payment, stating the number and amount of the same, to whom payable, on what fund drawn, when presented and shall return all such orders paid to the city clerk to be cancelled.
2. Presentation And Payment: The city treasurer shall:
a. Pay money from the city treasury only upon orders drawn upon him by, and signed by the city clerk, and countersigned by the mayor, and attested by the seal of the city, and all orders so drawn and paid shall be vouchers for his disbursement.
b. If, on presentation for payment of any order or warrant drawn pursuant to subsection B2a of this section, there is no money in the treasury belonging to the fund out of which said order or warrant is made payable, the city treasurer shall endorse the unpaid warrant or order as follows: "Presented and not paid for want of funds", and thereafter such warrants shall bear interest at the rate of six percent (6%) per annum, except warrants issued by a resolution of the city council or contract with the city in which it is provided that the warrants or order shall not bear interest; the city treasurer shall, if required, endorse on such order or warrant the date of presentation, and keep a record of them.
c. Pay warrants not honored pursuant to subsection B2b of this section, in the order of their presentation, from the particular fund upon which they are drawn, and when there is an accumulation in the treasury of the sum of five hundred dollars ($500.00) in any fund, the city treasurer shall call in warrants to the amount of such fund for payment in the order of their presentation, or make such call at any time that the city council may direct. The city treasurer shall give notice of the number of the warrants which will be paid by posting a written notice thereof in the mayor's office and in the city treasurer's office, and by publishing notice of such call in one daily or weekly newspaper, which notices shall state that at the expiration of ten (10) days from the date of posting the notice, interest on the warrants named therein shall cease.
C. Additional Duties: The city treasurer shall perform such other duties as may be required by the laws of the state, or as may be required by this code or other city ordinance. (Rev. Ord. 1207, Comp. 1941, p. T-9; amd. 2001 Code)
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