(A) The city hereby established the office of the City Clerk/Treasurer.
(B) The duties and responsibilities of the City Clerk/Treasurer shall include, but are not limited to the following:
(1) Maintenance and safekeeping of the permanent records of the city;
(2) Performance of the duties required of the “official custodian” or “custodian” pursuant to KRS 61.830 through 61.882;
(3) Possession of the seal of the city if used;
(4) Act as tax collector pursuant to § 37.12.
(5) No later than January 31 of each year, mail to the Department of Local Government, a list containing current city information including, but not limited to, the following:
(a) The correct name of the Mayor, legislative body members, and the following appointed officials who are serving as of January 1 of each year:
1. City Clerk;
2. City Treasurer;
3. City Manager;
4. City Attorney;
5. Finance Director;
6. Police Chief;
7. Fire Chief; and
8. Public Works Director
(b) The correct name of the city, mailing address for City Hall, and telephone number of City Hall; and
(c) The name and telephone number of either an elected or appointed official to serve as a contact person that may be reached during normal business hours of 8:00 a.m. to 4:30 p.m.
(6) Performance of any other duties and responsibilities required of the City Clerk/Treasurer by statute or ordinance.
(7) Performance of the duties and responsibilities of the City Tax Collector.
(C) Compensation shall be in the amount as established in the compensation plan and adopted by the City Council.
(D) No person shall be appointed or act as the City Clerk/Treasurer unless such person has taken the oath required § 228 of the Constitution of the Commonwealth of Kentucky and has provided bond, in the amount of $100,000, with corporate surety authorized to transact business in Kentucky and conditioned upon the performance of the duties specified herein.
(E) The City Clerk/Treasurer is responsible for the purchase of all goods and services required by the city. The City Clerk/Treasurer is also responsible for the disposal of all surplus property, the bidding of all contracts, and the bidding of all construction projects.
(1) Purchases for the city in excess of $2,500 must be bid, although the limit for small purchases is $2,500.
(2) A purchase requisition must be signed by the City Clerk/Treasurer and then approved, as to the availability of funds, by the Mayor.
(3) Purchases in excess of $2,500 are let by competitive bidding. An invitation to bid is published in the local newspaper not less than seven nor more than 21 days prior to bid opening date. A notice of the invitation to bid is also posted on the bulletin board, located in the City Building. All bids must be sealed and stamped in by 7:30 p.m. on the date of opening. All bids are public, and anyone is welcome to attend.
(4) Each department has the authority to purchase items under $500. Other purchases under $2,500 are processed at the discretion of the City Clerk/Treasurer. These purchases are handled in the following manner:
(a) Amounts of $500 to $1,000 are purchased by one or more telephone quotations; and
(b) Amounts of $1,000 to $2,500 are purchased by telephone after at least three inquiries have been made. Notations of vendors' price, terms, and delivery are made on the requisition.
(Ord. 80-0304, passed 3-17-80)
Cross Reference:
Occupational license fees, duties in relation to Chapter 110.
Statutory reference:
Small purchase procedures, see KRS 45A.385