Every City official shall keep an account of
all money which may, by virtue of his/her office, come into his/her
hands from whatever source, stating from whom received and on what
account the same was paid. He/she shall pay such moneys to the City
Treasurer at such periods as the City Treasurer may require.
Each department head shall be held responsible
for the preservation of all public records under his/her jurisdiction
and shall provide a system of filing and indexing the same. No public
records, reports, correspondence or public data relating to the business
of any department shall be destroyed or removed permanently from the
files without the knowledge and approval of the City Administrator
and under due process of law. Each department head shall retain a
copy of all communications issued by him/her or his/her department.
Each City official who has public property responsibility
shall forthwith make, keep up and maintain a list of all such property
and deposit this list and amendments thereto over his/her signature
with the Treasurer. When any official terminates his/her duties, he/she
shall check his/her property list with his/her successor in office
or with the City Administrator, if the latter so elects, and obtain
a release from property liability prior to receiving his/her final
salary payment due. Each official shall promptly reimburse the City
for the fair and reasonable value of any property for which he/she
is responsible and for which he/she is unable to account, if such
loss is due to his/her carelessness or negligence. The amount of such
reimbursement shall be determined by the City Council.
A.
Every City officer having knowledge of any fact concerning
any claim or suit for or against the City shall report such fact forthwith
to the City Solicitor.
B.
It shall be the duty of every employee of the City
to report at once, to his/her department head, facts which may come
to his/her notice concerning any accident for which the City may be
liable; and the heads of the several departments, agencies and officers
of the City shall instruct all their employees to report such facts
and information as aforesaid. The department head shall report these
facts to the City Administrator.
C.
No member of the City Council shall act as attorney,
agent or representative of any person or corporation in making, prosecuting
or presenting before the City Council or any City department or agency
or office any claim or demand against the City.
The heads of departments shall:
A.
Perform all duties required by their office by the
City Charter, by ordinance or by any other laws, and it shall be the
duty of the department head to perform such duties not in conflict
therewith as may be assigned by the City Administrator.
B.
Be held immediately responsible to the City Administrator
for effective administration of their departments and duties, unless
otherwise stipulated in the City Charter.
C.
Keep abreast with the latest practices and developments
in their particular field and inaugurate, with the approval of the
City Administrator, any new practice that appears to be of benefit
to the service and to the public.
D.
Submit reports of the activities of their departments
annually and when requested by the City Administrator.
E.
Establish and maintain a system of records and reports
in sufficient detail to furnish all information necessary for proper
control of departmental activities and to form a basis for the reports
required by the City Administrator.
F.
Have the power to delegate to members of the departments
or divisions coming under their jurisdiction any duties and responsibilities
as seem advisable, together with proportionate authority for their
fulfillment, but in no case may they delegate their overall responsibility
or any of their accountability.
H.
Be responsible for the proper custody and maintenance
of all City property used in their departments.
I.
Be appointed by the City Administrator and confirmed
by the City Council and serve for an indefinite term at the pleasure
of the City Administrator.
J.
Establish and maintain a system of performance evaluation
for all of the personnel within the department.
