[Adopted as Ch. II, Art. 4]
[Amended 9-12-2022 by Ord. No. 22-289]
In accordance with Article VII, Section 2(a) of the City Charter, there is hereby established a Records Department. This Department shall consist of the City Clerk Department and the Treasury Division.
It shall be the function of this Department:
A. 
Council records. To be responsible for the recording, filing, indexing and safekeeping of all proceedings of the City Council.
B. 
Elections. To conduct, supervise and make arrangements for all elections and to keep and maintain all election records and have custody of all property used in connection with elections.
C. 
Ordinance records. To record in full, uniformly and permanently, all ordinances.
D. 
Personal property. To keep and maintain all records involving mortgages, conditional sales agreements and all other types of agreements involving personal property.
E. 
Vital records. To file and maintain all birth, death and marriage records and such other vital records as may be prescribed by state statute. Each request or inquiry requiring a search of the vital records shall be accompanied by an administrative fee as prescribed in the Schedule of Fees adopted pursuant to Chapter 109, Fees, of this Code. Any record located as a result of such search shall be issued in certified form without additional cost to the requesting party.
[Amended 4-11-1977; 9-14-1998 by Ord. No. 98-339; at time of adoption of Code (see Ch. 1, General Provisions, Art. I)]
F. 
Issue licenses. To issue all licenses and permits and collect the fees required therefor as provided by state law or City ordinance.
G. 
Care of Council rooms. To have care of the rooms in the City Hall in which the City Council and committees thereof hold their sessions and provide all things necessary for their accommodation.
There is hereby authorized and established the position of City Clerk. The City Clerk shall supervise the entire operation of the Records Department. This position shall be included in the Personnel Classification and Compensation Plan for the City of Bangor. The City Clerk shall be appointed by the City Council, and the City Clerk shall:
A. 
Clerk of Council. Serve as Clerk of the Council and perform such other duties of a like nature as shall be required by that body.
B. 
Draft ordinances. Draft ordinances, resolves and orders when requested to do so by any member of the City Council.
C. 
Notify appointees. Within reasonable time, notify all persons appointed to office by the City Council or by the City Manager.
D. 
Report delinquent committees. At each regular meeting of the City Council, report to said body all committees which are delinquent in reporting matters to the Council.
E. 
Indexes. As they make up the records which they are by any law of the state or ordinance of the City obliged to keep, make and keep in a proper book or books complete alphabetical indexes of all matters finally disposed of which are referred to in said records.
F. 
Monthly report to City Manager. Make a report to the City Manager before the first Council meeting of each month as to the business of their office during the preceding month.
G. 
Other duties. Perform such other duties as may be prescribed by the City Council, the City Charter, the laws of the state or any other ordinance of the City.
[Added 9-12-2022 by Ord. No. 22-289]
There is hereby established a division of the Records Department to be known as the "Treasury Division" which shall perform all functions imposed by law on the municipal tax collectors as may be delegated by the City Clerk.
A. 
Tax Collector. There is hereby authorized and established the position the position of Tax Collector, also to be known as "Deputy Treasurer," to be appointed by the City Clerk subject to confirmation by the City Manager, in accordance with Article VII, Section 1(b), of the City Charter. The Tax Collector shall have control and supervision of the operations and employees of the Treasury Division, subject to the general supervision of the City Clerk.
B. 
Tax collection procedures. In addition to all other procedures and requirements provided by law or as may be established by the City Clerk or their duly authorized deputy, all initial bills for taxes, beginning with the year 1976, shall be accompanied by a breakdown of the percentages of the annual budget of the City, including but not limited to the following: Police Department, Fire Department, Parks and Recreation Department, Public Works Department, debt service, county taxes and education.
C. 
Other duties and responsibilities as may be required by the City Clerk or as imposed by law.
[Amended 3-26-1990 by Ord. No. 90-118; 9-14-1998 by Ord. No. 98-339; 12-28-2011 by Ord. No. 12-029]
All records of the City of Bangor shall be retained and disposed of in accordance with regulations issued by the Archives Advisory Board pursuant to 5 M.R.S.A. § 95-B, as detailed in Chapter 10 of the Rules for Disposition of Local Government Records, distributed by the Secretary of State's office. For purposes of this article, the term "record" shall mean all documentary material, regardless of media or characteristics, made or received and maintained by a municipality in accordance with the law or regulation or in the transaction of its official business.