[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; Ord. No. 5031, 8-15-2022]
A.
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.
B.
In
addition to such powers and procedures as may be provided under the
City's emergency response plans and procedures, and subject to annual
appropriation or Board of Aldermen approval as hereinafter provided,
in response to a qualifying weather or disaster event as hereinafter
defined, the Mayor may declare the need for emergency response in
areas of the City affected by the event and specifically defined in
such declaration and, within such areas, the City Administrator may:
1.
Suspend the normal rules and restrictions for collection of demolition
debris, damaged fixtures and appliances, debris, yard waste and tree
debris by the City's trash haulers and temporarily implement different
rules and restrictions allowing greater flexibility in the collection
of such materials; and/or
2.
Waive fees for collection of excess debris, yard waste and tree debris
and permitting and other City fees associated with reconstruction
of damaged structures and replacement of damaged equipment; and/or
3.
In accordance with the City's applicable purchasing procedures, provide
for, coordinate and engage contractors or equipment to perform special
collection, transportation and disposal, at the City's cost, of damaged
fixtures and appliances and demolition debris, waste and natural debris
(including trees, shrubs, limbs and similar vegetative debris) resulting
from the qualifying weather event.
C.
Internal
and third-party costs associated with special collection, transportation
and disposal of storm or disaster debris shall be limited to that
amount appropriated by the Board of Aldermen as part of the budget
or to that amount approved by the Board in other action.
D.
For
purposes of this Section, a "qualifying weather or disaster event"
shall mean an event which:
1.
Results in a declaration of disaster or emergency encompassing a
part of the City of Brentwood by either the President of the United
States or the Governor of the State of Missouri; or
2.
Results in widespread damage and destruction of property of such
severity as to affect the public generally and pose an unreasonable
risk to the public health, safety and welfare.
[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; Ord. No. 4924, 4-6-2020]
A.
Acting
City Clerk/Administrator. During any disability or temporary absence
from St. Louis County of more than twenty-four (24) hours the City
Clerk/Administrator shall designate a qualified administrative officer
of the City as acting City Clerk/Administrator to exercise the powers
and perform the duties of that office and shall notify the Mayor in
writing of such designation and the duration thereof.
B.
Interim
City Clerk/Administrator. In the event of a vacancy in the office
of City Clerk/Administrator or if the City Clerk/Administrator is
suspended from duty, 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 resumes
his or her duties or a new City Clerk/Administrator is appointed and
qualified.
