[Adopted 10-25-2021]
The City Clerk shall be an at-will employee of the City hired
by a majority vote of City Council at a public meeting. Salary shall
be established at the time of hiring with adjustments in salary through
the annual budget process.
The City Clerk may be terminated from the employment of the
City at any time through a majority vote of City Council.
The City Council shall determine the necessary qualifications
of the City Clerk.
The City Clerk shall be responsible to City Council with direct
reporting to, and supervision by, City Council. Job responsibilities
shall be communicated to the City Clerk by Sunbury City Council.
The City Clerk shall have the powers and duties relating to
the general management of City business and shall have the responsibility
of performing the following nonexclusive list of specific powers and
duties:
A.
Be a "good will ambassador" of the City and respond to both public
and City employee complaints in an effort to resolve the same, and
advise the Mayor and Council members of noteworthy complaints and
resolution of such.
B.
Be responsible for the management of all human-resource-related activities,
and thereby initiate, maintain, and secure employee personnel files,
mediate disputes between City employees, decide upon and mete out
discipline, as necessary, as directed by City policy, and direct City
personnel as specifically delineated, decided, or advised by City
Council. This responsibility shall place the City Clerk in a position
above that of City department supervisors and immediately below the
designated City Council department head.
C.
Liaison between different government entities, SEDA-COG and the City.
D.
Act in coordination with the City Administrator and serve in a position
lateral to the same.
E.
Review and provide updated policies and procedures and keep all manuals
updated.
F.
Except as otherwise provided by the Third Class City Code[1] and any other applicable laws, and in direct coordination
with department supervisors and Council department heads, shall appoint
City employees on the basis of merit system principles and suspending,
removing or otherwise disciplining employees, in accordance with the
following:
(1)
The City Clerk may make recommendations to Council concerning appointment,
disciplinary action(s) or removal at the supervisor level.
(2)
Before taking any action with regard to appointments, disciplinary
actions, or removals at the supervisor level, the City Clerk shall
confer with City Council and specifically with the Council department
head.
(3)
City Council shall confirm appointments or removals at the supervisory
level.
(4)
However, the City Clerk shall recommend to City Council the appointment,
suspension, removal, promotion, demotion and transfer of all nonuniform,
noncivil employees to accomplish efficiency in accordance with laws
and policies pertaining thereto.
[1]
Editor's Note: See 11 Pa.C.S.A. § 10101 et
seq.
G.
In conjunction with the City Administrator, the Mayor, and City Council,
develop a human resources policy which promotes positive working conditions
in the City. These policies shall include, but not be limited to,
preventive measures which prohibit discriminatory conduct so that
the City is in full compliance with federal, state and local laws.
H.
In coordination with the City Administrator and the City's IT
provider, create a City-Hall-wide online calendar system for all employees
based in City Hall which shall be accessible by City Council, both
the City Clerk and City Administrator, and the supervisors of each
City-Hall-based department. This calendar system shall be such that
the City Clerk and City Administrator have their own individual calendar,
along with an individual calendar for each City-Hall-based department
supervisor and their employees (i.e., the City Clerk, City Administrator,
and each department based in City Hall shall have separate daily calendars
online). The aforesaid calendars shall be available to access by the
City Clerk, City Administrator, City Council, and the various department
supervisors at all times for the purposes of increasing coordination
and communication.
I.
Create meeting agendas, attend City Council meetings, special meetings
and prepare minutes as required. May participate in discussions with
Council. Serve as Clerk to the City Council. Prepare minutes and records
of proceedings and complete all business resulting from the meetings.
Compile the ordinances and resolutions of City Council, and perform
all other such functions as required by law. Nothing in this subsection
shall be construed to permit the City Clerk to vote with Council.
J.
Ensure all insurances are handled properly, paying close attention
to HIPAA 10. Complete all accident reports and coordinate reporting
to insurance companies and the City Solicitor.
K.
Initiate and maintain human-resource-related, health, and life insurance
records, and negotiate contracts regarding the same subjects to the
approval of City Council.
L.
Participate in the planning of the annual City budget for review
and approval by City Council. The recommended budget and an enabling
ordinance shall be submitted by the City Clerk to City Council for
its review not later than the last stated meeting in November of each
year. The City Clerk may include an explanatory comment or statement
of the recommended budget. The recommended budget shall be in a form
as required by law for city budgets and shall contain information
explaining the various items of expenditure and revenue as may be
required by City Council.
M.
Recommend the adoption of measures to City Council as said City Clerk
may deem necessary or expedient, and make reports to City Council
as directed thereby.
N.
Handle general and confidential matters with appropriate courtesy,
tact and emphasis.
O.
Have the power of a notary public to administer oaths in any matter
pertaining to the business of the City or in a legal proceeding in
which the City is interested.
P.
Maintain a records management system in accordance with the PA Municipal
Records Manual.
R.
Open, sort, and distribute mail for all City departments. Coordinate
replies and all correspondence from the Mayor's Office and other
departments as needed.
S.
Support the administrative needs of the Mayor and City Council members.
Organize schedules, handle correspondence, perform other support activities
as requested.
T.
Finalize ordinances in conjunction with the City Solicitor, file
the same in the City Administration Office, and send copies thereof
to General Code Publisher's Corp. for codification in the Code
of the City of Sunbury.
U.
Act as the City Open Records Officer and transmit decisions and answers
where direction and judgment are required in the release of information.
V.
Prepare reports to local, state, or federal governments or agencies.
W.
Process bills for the City of Sunbury. Disburse payment and file
in the Administration Office.
X.
Collect payments and fees for City programs, services, and recreation
facility rental agreements. Maintain relevant records and transfer
monies to the City Treasurer's Office.
Y.
Assist with community event planning, preparation, and execution.
Maintain event continuity and financial records.
Z.
Attend training as required and/or directed.
AA.
Maintain an excellent personal attendance record.
BB.
In coordination with the City Administrator, inform and/or update
City Council concerning new or ongoing issues of relevant concern.
This article shall revoke and replace any prior ordinance(s)
relative to the subject hereof adopted by the City of Sunbury.
