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(a) The city clerk shall be the clerk or secretary of the council and shall certify to the correctness of the minutes and the journals and perform such other duties as may be required of him by the council. (b) The city clerk shall attend all meetings of the city council and keep a correct journal of its proceedings in a book provided for that purpose, and shall read all petitions, ordinances, resolutions, reports and other writings which shall come before the council for its action. ( 1991 Code, sec. 2-96 )

The city clerk shall keep a book provided for that purpose in which he shall record all ordinances adopted by the city council, and shall attest therein with his official signature the date of the passage and approval of the same, and when publication thereof is required by law, shall cause the same to be published in the official newspaper of the city for the length of time and in the manner which now is or may hereafter be required by the state law, and shall append thereto his official certificate showing such publication thereof. Such certificate shall be conclusive evidence of the legal and sufficient publication of any ordinance and no other proof of publication shall ever be required. ( 1991 Code, sec. 2-97 )

The city clerk shall have the custody of and shall keep all records, books, contracts, documents and the original drafts of all ordinances, resolutions and orders of the city council, and such other papers as may be filed in his office or delivered to him for safekeeping. ( 1991 Code, sec. 2-98 )

The city clerk shall furnish to any officer, free of charge, a copy of any record, paper or public document made or filed in his office when the same may be necessary to such officer in the discharge of his official duty, and he may make out all notices required under any resolution or ordinance of the city. ( 1991 Code, sec. 2-99 )

The annual audit of the city shall be made in conformity with applicable recommendations of The Municipal Finance Officers Association as they relate to auditing procedures. The scope of the audit shall be such that the auditor can express his opinion without qualifying it. Financial statements and various tables presented in the auditor’s report shall comply with The Municipal Finance Officers Association recommendations as to form. ( 1991 Code, sec. 2-136 )

(a) The charge for copies of birth or death certificates will be as established by ordinance. (b) For any search of the files for a birth or death record by an applicant, and the record is not found, the local registrar is entitled to a fee in the amount established by ordinance. (c) The local registrar shall, upon request of a parent or guardian, supply without a fee a certificate limited to a statement as to the date of birth of any child when the same shall be necessary for admission to school or for the purpose of securing employment. (d) The local registrar shall issue free of cost to any veteran, his widow, orphan or other dependents a certified copy of any record not otherwise prohibited by law when such record is to be used in the settlement of a ...

(a) The charge for certified copies of official documents shall be established by ordinance. (b) The charge for copies of documents where no certification is desired shall be as established by ordinance. ( 1991 Code, sec. 2-156 )

[1] Editor's note– Former division 2 pertaining to records management was amended and replaced in its entirety by Ordinance 6887 adopted 11/3/2025 . Prior to the replacement, this division derived from the following: 1991 Code, sec. 2-176 ; 1991 Code, sec. 2-177 ; 1991 Code, sec. 2-178 ; 1991 Code, sec. 2-179 ; 1991 Code, sec. 2-180 ; 1991 Code, sec. 2-181 ; 1991 Code, sec. 2-182 ; 1991 Code, sec. 2-183 ; and Ordinance adopting Code .

The following words, terms, and phrases, when used in this division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: ( Ordinance 6887 adopted 11/3/2025 )

Active records. Those records in current use which must be retained in offices because frequent reference is necessary in the conduct of day-to-day operations.

Department head. The officer who by ordinance, resolution, charter, or administrative policy oversees an office and/or department of the city that creates, sends, or receives records.

Essential record. Any record of the city that is necessary to the resumption or continuation of operations of the city in an emergency or disaster, to the recreation of the legal and financial status of the city, or to the protection and fulfillment of obligations to the people of the state.

Inactive records. Those records which are seldom referred to, but which must be retained, temporarily or permanently, because of legal, fiscal, administrative, or archival value.

Municipal records. All records, whether of public or private origin, housed and administered by the city.

Permanent record. Any record of the city for which the retention period on a records control schedule is given as permanent.