[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
The City Clerk shall attend all meetings of the City Council,
including executive sessions, act as Clerk at said meetings, and shall
keep in a suitable record book, to be styled "The Journal of the City
Council," a full and faithful record of all its proceedings, except
if the Clerk is the subject of the meeting and his or her presence
creates a conflict of interest. The record of those proceedings shall
be made available for public inspection within seven days after being
approved or accepted by the City Council as the official minutes of
its proceedings.
The City Clerk shall issue notices to the members of the City
Council when directed to do so by that body, also to the members of
the different committees and all persons whose attendance is required
before any committee, when requested or directed to do so by the Chairman
of said committee. He shall also issue notices of special meetings
of the City Council.
The City Clerk shall countersign and issue all licenses, when
granted, and shall enter in a suitable book, to be provided by the
City for the purpose, the name of each person licensed, the date and
number of the license, the purpose for which issued, the period of
the license, the amount paid for the same and the time of the expiration
thereof.
The City Clerk shall, without delay, deliver to the officers
of the City, and to all committees of the City Council, all resolutions
and communications referred to such officers or committees of that
body.
The City Clerk shall, without delay, deliver to the Mayor all
ordinances or resolutions in his charge which may be required to be
approved by the Mayor, or otherwise acted upon by the Mayor, together
with all papers upon which the same are founded.
A.
The City
Clerk shall have and exercise a general supervision over all the officers
of the City charged in any manner with the receipt, collection or
disbursement of the corporate revenue and the collection and return
of such revenue into the City treasury.
B.
He shall
have charge of and shall carefully preserve in his office all books,
records, papers, reports, files, leases, warrants, vouchers, maps,
plats, ordinances and instruments of every description belonging to
the City, except such as by law or ordinance are directed to be kept
or deposited elsewhere; and upon the expiration of his official term,
he shall deliver all such books, records, papers, reports, files,
leases, warrants, vouchers, maps, plats, ordinances and instruments
to his successor in office and take his receipt therefor.
The City Clerk may, when necessary and upon being authorized
by the City Council, appoint a deputy who, during the temporary absence
or disability of the City Clerk, shall have all the powers and perform
all of the duties of the City Clerk. The City Clerk shall be held
responsible for the fidelity of every person so appointed by him.
The City Clerk shall, under the direction of the Finance Committee,
open and keep in a neat and methodical manner a complete set of books
in which, among other things, shall be set forth the appropriations
of the fiscal year for each distinct object and branch of expenditure,
and also the receipts from each and every source of revenue of the
City insofar as he can ascertain the same.
The City Clerk shall, on or before the first day of May in each
year, and before the annual appropriations to be made by the City
Council, submit to the City Council a report of his estimate, as nearly
as may be, of moneys necessary to defray the expenses of the corporation
during the next fiscal year. He shall, in said report, classify the
different objects and branches of expenditure, giving, as nearly as
may be, the amount required for each, and, for the purpose of making
such a report, he is hereby authorized to require of all officers
their statement of the condition and expenses of their respective
offices or departments, with any proposed improvements, and the probable
expense thereof, all contracts made and unfinished and the amount
of any and all unexpended appropriations of the preceding year. He
shall, in such report, show the aggregate income of the preceding
fiscal year from all sources, the amount of liabilities outstanding
upon which interest is to be paid, the bonds and debts payable during
the year, and when due and payable; and in such report he shall give
such other information to the City Council as he may deem necessary,
to the end that the City Council may fully understand the money exigencies
and demands upon the corporation for the current year.
The City Clerk shall keep in his office, in a book or books
kept expressly for that purpose, a correct list of all the outstanding
bonds of the City showing the number and amount of each, for and to
whom the bonds are issued, and when any City bonds are issued or purchased
or paid or cancelled, said book or books shall show the fact. In his
annual report, the City Clerk shall describe, particularly, the bonds
sold during the year and terms of sale, with each and every item of
expense thereof.
The City Clerk shall keep in a suitable book an accurate list
of all warrants drawn upon the City treasury, showing the date, number
and amount of each, and the name of the person in whose favor drawn,
and he shall take the receipt of every person for the warrant upon
delivery thereof.
The City Clerk shall countersign all warrants drawn upon the
City treasury. Said warrants shall be signed by the Mayor, and shall
specify upon their face the particular fund or appropriation to which
they are chargeable and the person to whom payable. No money shall
be paid otherwise than upon such warrant so drawn.
The City Clerk shall, without delay, notify the City Council
whenever any appropriation or fund is exhausted, and he shall not,
thereafter, draw any warrant against such fund or appropriation until
the same shall be renewed.
The City Clerk shall require all officers charged in any manner
with the receipt, collection or disbursement of the City revenues
to submit monthly reports in writing, showing in detail all such receipts,
collections and disbursements, and to file the same in his office.
The City Clerk shall, on or before the first Monday in each
month, make out and submit to the City Council a statement or report
in writing of all the moneys received and warrants drawn by him during
the preceding month, showing therein from what sources and on what
account said warrants were drawn or paid.
The City Clerk shall record in a book or books to be kept for
that purpose all ordinances passed by the City Council; and at the
foot of the record of each ordinance so recorded, he shall make a
memorandum of the date of the passage and of the publication, if any,
of such ordinance.
In addition to the duties provided in this article, the City
Clerk shall perform such other duties and functions as may be required
by statute or ordinance.
