City of Brentwood, MO
St. Louis County
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Table of Contents
Table of Contents
[1]
State Law References — City clerk/administrator, §§77.042 et seq., RSMo.
[R.O. 2009 §2-116; Code 1969 §2-108-2; Ord. No. 3224 §1, 6-29-1992; Ord. No. 3225 §1, 7-6-1992; Ord. No. 3232 §1, 7-20-1992]
A. 
The City Clerk/Administrator must be at least twenty-five (25) years old. The City Clerk must be a graduate of an accredited university or college with a major in public or municipal administration or with equivalent qualifications and experience in financial, business, administration and/or public relations. He/she shall also possess, but not be limited to, the following:
1. 
Knowledge of accounting principles and procedures;
2. 
Knowledge of modern office procedures, practices and standard techniques;
3. 
Knowledge of modern data processing equipment and procedures;
4. 
Knowledge of governmental accounting, purchasing and related systems and procedures;
5. 
Ability to apply accounting principles to the maintenance of fiscal and accounting records;
6. 
Ability to present ideas effectively, orally and in writing, so others will understand; and
7. 
Ability to establish and maintain effective working relationships with all elected officials, subordinates, department heads and the general public.
[1]
State Law Reference — Qualifications of administrator, §77.044, RSMo.
[R.O. 2009 §2-117; Code 1969 §2-108-1; Ord. No. 3225 §2, 7-6-1992; Ord. No. 3232 §2, 7-20-1992]
The Mayor shall appoint a qualified person to the position of City Clerk/Administrator with the approval of a majority of the members of the Board of Aldermen. The City Clerk/Administrator shall serve at the pleasure of the appointing authority.
[1]
State Law References — Authority to employ administrator, §77.042, RSMo.; term of administrator, §77.044, RSMo.
[R.O. 2009 §2-118; Code 1969 §2-108-3; Ord. No. 3159 §2, 8-19-1991]
The City Clerk/Administrator, before entering upon the duties of office, shall furnish to the City a certificate of insurance issued by some surety company authorized to issue surety and fidelity bonds in the State, to be approved by the Board of Aldermen, indicating coverages in the following minimum amounts:
Public employee dishonesty coverage
$1,000,000.00
 
Deductible
$10,000.00
Forgery or alteration coverage
$25,000.00
 
Deductible
$500.00
The cost of such bond shall be paid for by the City.
[R.O. 2009 §2-119; Code 1969 §§2-55, 2-108-6; Ord. No. 3049 §1, 2-5-1990; Ord. No. 3225 §3, 7-6-1992; Ord. No. 3232 §3, 7-20-1992; Ord. No. 3728 §1, 10-16-2000; Ord. No. 4023 §2, 5-1-2006; Ord. No. 4201 §2, 8-17-2009]
A. 
Function. To serve as Chief Administrative Officer of the City, reporting to the Mayor and Board of Aldermen. He/she shall administer established policies. He/she shall serve as custodian of records, sign documents, maintain records of Board of Aldermen proceedings and serve as general accountant of the City.
1. 
General. The City Clerk/Administrator shall serve as chief fiscal and administrative officer of the City with responsibility for the City's finances, including the collection and disbursement of all funds and signing documents. Any and all funds invested must be one hundred percent (100%) protected and insured against any possible loss of the funds.
2. 
Clerk. The City Clerk/Administrator shall also serve as the City Clerk and shall have all the authority, rights and duties thereof and perform those duties.
3. 
Finance Department. The City Clerk/Administrator shall have supervisory control over the finance office and is responsible for the operation of that office and is hereby designated as Finance Director.
4. 
Assistant to Mayor. The City Clerk/Administrator shall be the Chief Administrative Assistant to the Mayor. He/she shall direct, organize and supervise all administrative employees of the City. He/she can administer official oaths.
5. 
Appointments. The City Administrator/Clerk shall make all appointments and when deemed necessary for the good of the City, suspend or remove the department heads, except the following: Chief of Police and the Fire Chief.
6. 
Purchasing. The City Clerk/Administrator shall be the purchasing agent for the City. All purchases, contractual services and insurance required by any department with the exception of acquisition of real estate or professional services shall be under the direct supervision and responsibility of the City Clerk/Administrator. All purchases shall be made in accordance with the Purchasing Code, Sections 135.010 to 135.210. Purchases amounting to less than ten thousand dollars ($10,000.00) within the budget shall be made under the direction and/or supervision of the City Clerk/Administrator.
7. 
Budget. The City Clerk/Administrator shall be the budget officer of the City and shall assemble estimates of financial needs and resources of the City for each ensuing year and shall prepare a program of activities in cooperation with standing committees and department heads, embodying in it a budget document with proper supporting schedules and an analysis to be submitted to the Mayor, Ways and Means Committee and Board of Aldermen for their final approval. This information shall be presented to the Mayor, the Ways and Means Committee and Board of Aldermen, no later than November first (1st), annually. The City Clerk/Administrator shall also maintain a physical inventory of all City property in cooperation with the department heads.
8. 
Financial reports. The City Clerk/Administrator shall make monthly reports to the Mayor, Board of Aldermen and department heads relative to the financial condition of the City. Such reports shall show expenditures on a monthly and year-to-date basis as well as the amount budgeted on a monthly and year-to-date basis. He/she shall cause such reports to be published as required by State law.
9. 
Annual report. The City Clerk/Administrator shall prepare and present to the Mayor and Board of Aldermen an annual report of the City's affairs, including in such report a summary of reports of department heads and such other reports as the Mayor and Board of Aldermen may require. The audited financial statements shall be presented to the Board of Aldermen on or before the sixtieth (60th) day after the close of the fiscal year.
10. 
Policy formation and administration. The City Clerk/Administrator shall recommend to the Mayor, appropriate committees and Board of Aldermen adoption of such measures as he/she may deem necessary or expedient for health, safety or welfare of the City or for the improvement of administrative services for the City and shall administer said policies.
11. 
Board of Aldermen agenda. The City Clerk/Administrator shall submit to the Mayor and Board of Aldermen a proposed agenda for each Board of Aldermen meeting at least two (2) working days before the time of the regular Board meeting.
12. 
Boards and committees. The City Clerk/Administrator shall work with City boards and committees as directed by the Mayor, the committees and Board of Aldermen to help coordinate the work of each.
13. 
Attend Board of Aldermen meetings. The City Clerk/Administrator shall attend all meetings of the Board of Aldermen, call the roll, keep the records and perform any and all other duties or functions prescribed by the Mayor and Board of Aldermen.
14. 
Conference attendance. The City Clerk/Administrator may attend State and regional conferences and programs applicable to his/her office and the business of the City. Attendance shall be requested by the City Clerk/Administrator and approved by the Mayor, appropriate committee and Board of Aldermen. Funds supplied by the City to reimburse the City Clerk/Administrator for his/her expense will be decided on an individual basis.
15. 
Bid specifications. The City Clerk/Administrator shall collect all appropriate specifications for service and equipment and solicit and receive sealed bids for presentation to the Board of Aldermen.
16. 
State and Federal aid programs. The City Clerk/Administrator shall coordinate Federal and State programs which have application to the City.
17. 
Press releases. The City Clerk/Administrator shall be responsible, with approval of the Mayor, for keeping the public informed in the purpose and methods of the City Government through all available news media and all City press releases.
18. 
Record keeping. The City Clerk/Administrator shall be the custodian of all records made by him/her or under his/her direction and supervision that are deemed public records by the Statutes of the State. Additionally, all official personnel records shall be maintained by the City Clerk/Administrator.
19. 
City property. The City Clerk/Administrator shall have responsibility for maintaining inventory records including values, with the cooperation of department heads, for all City property. The City Clerk/Administrator shall make or cause to be made an inventory of all personal property over five thousand dollars ($5,000.00) annually before December thirty-first (31st) and develop values for property. Personal property may be sold by the City Clerk/Administrator only with the approval of the Board of Aldermen. Real property may be sold with the approval of the Board of Aldermen by ordinance.
20. 
Recommendations and representations. The City Clerk/Administrator shall make recommendations on City capital improvements and equipment expenditures, recommend projects, assist in the selection of consultants and direct and participate in negotiating easements. He/she shall also represent the City's interests with contractors and utilities, before the media and with other public jurisdictions and shall lobby on the City's behalf.
21. 
Complaints. The City Clerk/Administrator shall either handle or direct to the proper department head or other authority all complaints received by the City. The City Clerk/Administrator shall demonstrate the ability to establish and maintain effective working relationships with City Officials, department heads, employees, community and business representatives, the media and the general public.
22. 
Notice of special meetings. The City Clerk/Administrator shall prepare written notice of special meetings and file copies of the return of service from the Police Chief in the Board journal.
23. 
Bill and ordinance preparation. The City Attorney may prepare and/or review bills and ordinances at the direction of the Mayor or Board of Aldermen. The City Clerk/Administrator shall prepare appropriate copies thereof.
24. 
Ordinance binding. The City Clerk/Administrator shall periodically bind or cause to be bound, the original copies of all ordinances in numerical order.
25. 
Ordinance file. The City Clerk/Administrator shall make a topical file of all ordinances not being a general ordinance of the City, in addition to binding per Section 110.410.
26. 
Physical examination scheduling. The City Clerk/Administrator shall determine the time for exams for all City employees.
27. 
Exam authorization collection. The City Clerk/Administrator shall collect and file all reports of exams on employees as official records of the City.
28. 
Indemnification seekers. The City Clerk/Administrator shall be available to receive notification from those seeking City indemnification.
29. 
Warrant processing. The City Clerk/Administrator shall sign checks with the Mayor that are presented to the finance officer for payment.
30. 
Roster of professionals. The City Clerk/Administrator shall keep a roster of qualified professionals the City may hire on a limited basis.
31. 
Election declaration collection. The City Clerk/Administrator shall collect written declarations from candidates as prescribed by City Code Section 105.040.
32. 
Time requirement and salary. The City Clerk/Administrator shall devote full time to his/her duties. His/her salary shall be set by ordinance.
33. 
Draft attestation. When the Mayor signs a check drawn on the City Treasury, the City Clerk/Administrator may attest the same and affix his/her signature and keep an accurate record thereof.
34. 
Insurance. The City Clerk/Administrator shall handle insurance matters as directed by the Mayor and/or the Board of Aldermen.
35. 
Personnel Code. The City Clerk/Administrator shall meet with the appropriate committees to coordinate personnel codes. He/she shall administer the City Personnel Code, recommend adoption and implementation of new personnel policies, review reclassification and pay requests and performance evaluations, ensuring consistent application of personnel and payroll issues for City employees.
36. 
Other. The City Clerk/Administrator shall perform any and all other duties or functions prescribed by the Mayor, appropriate committees and the Board of Aldermen.
[R.O. 2009 §2-120; Code 1969 §2-110; Ord. No. 3225 §4, 7-6-1992; Ord. No. 3232 §4, 7-20-1992]
The City Clerk/Administrator shall, in the case of accident, disaster or other circumstances creating a public emergency, have the power to award contracts and make purchases for the purpose of alleviating the emergency. He/she shall immediately notify the Mayor or acting Mayor of the emergency and shall file a report with the Board of Aldermen covering such emergency action, the necessity for same, together with an itemized accounting of all expenditures incurred.
[R.O. 2009 §2-121; Code 1969 §2-110; Ord. No. 3225 §5, 7-6-1992; Ord. No. 3232 §5, 7-20-1992]
The City Clerk/Administrator shall have the power to prescribe rules and regulations as he/she shall deem necessary or expedient for the conduct of those people subject to his/her authority, with approval of the appropriate committee and the Board of Aldermen.
[R.O. 2009 §2-124; Ord. No. 2905 §2, 1-4-1988; Ord. No. 3159 §3, 8-19-1991]
A. 
Duties. The duties of the Deputy City Clerk shall be as follows:
1. 
The Deputy City Clerk shall act as the City Clerk in the absence of the City Clerk pursuant to the provisions of Section 115.110(2).
2. 
The Deputy City Clerk shall keep a journal of the proceedings of the Board of Aldermen.
3. 
The Deputy City Clerk shall safely and properly keep all the records and papers belonging to the City of Brentwood which may be entrusted to the Deputy City Clerk's care.
4. 
The Deputy City Clerk shall be empowered to administer official oaths and oaths to persons certifying the demands or claims against the City of Brentwood pursuant to Section 79.320, RSMo.
5. 
The Deputy City Clerk shall engage in the preparation of ordinances and resolutions.
6. 
The Deputy City Clerk shall arrange for the publishing of requests for bids, notices of hearing, ordinances and other official notices.
7. 
The Deputy City Clerk shall have all duties in administering City of Brentwood elections.
8. 
The Deputy City Clerk shall perform all of the duties required by ordinance or orders of the Board of Aldermen.
B. 
Bond. The Deputy City Clerk, before entering upon the duties of office, shall file with the City a certificate of insurance issued by some surety company authorized to issue surety and fidelity bonds in the State, to be approved by the Board of Aldermen, indicating coverages in the following minimum amounts:
Public employee dishonesty coverage
$1,000,000.00
 
Deductible
$10,000.00
Forgery or alteration coverage
$25,000.00
 
Deductible
$500.00
The cost of such bond shall be paid for by the City.
[R.O. 2009 §2-125; Ord. No. 3129 §1, 3-22-1991]
A. 
Appointment And Tenure. In the absence of a City Clerk/Administrator, the Mayor may appoint a qualified person to act as interim City Clerk/Administrator to fulfill the duties of the City Clerk/Administrator. Such appointment shall be approved by a majority of the elected members of the Board of Aldermen. The person so appointed shall serve only until such time as the City Clerk/Administrator is appointed or until terminated pursuant to Section 79.240, RSMo.
B. 
Duties And Powers. The interim City Clerk/Administrator shall have the obligations, duties and powers enumerated in Sections 115.110 through 115.130 of the City Code.