§ 2-24. Clerk of the council—Duties.

The duties and responsibilities of the clerk are as directed by the council president or vice-president, including, but not limited to, those outlined in detail below:

(1)

Types the city council's agenda. Reproduces the agenda and distributes to council members, the administration, press, public, etc.

(2)

Takes minutes of all meetings of the city council and maintains a journal of the minutes of the proceedings of the council.

(3)

States motions offered at the discretion of the presiding officer of the council and reads motions presented in writing.

(4)

Retains and maintains an extensive filing system of all ordinances, resolutions, papers and records of the council.

(5)

Numbers every ordinance and resolution in its regular order upon its first reading and keeps a list of all adopted ordinances and resolutions.

(6)

Reproduces all ordinances and resolutions in typewritten form and distributes to each council member prior to consideration.

(7)

Numbers, indexes and records all enacted ordinances, resolutions, and pertinent information.

(8)

Provides for update of the codification of all ordinances every other month.

(9)

Records each resolution approved by the council to be recorded in the journal of the minutes of the council meeting at which the resolution was approved.

(10)

Sets publication dates for all legislation and prepares publication and publication notices.

(11)

Prepares routine letters, ordinances, resolutions and motions.

(12)

Performs routine legislative research activities.

(13)

Maintains a use log of council chambers.

(14)

Notifies council members, the administration, the public, and the media of all council meetings.

(15)

Accepts, prepares and distributes work requests by council members and maintains and updates work request records.

(16)

Performs the secretarial-receptionist duties for the council office.

(17)

Makes minor purchases of office supplies of the council office subject to the approval of the president or vice-president.

(18)

Maintains confidentiality individually and/or collectively in all matters pertaining to the city council as directed until authorized to make public said information by council/council member.

(19)

Responsible for journal of minutes with authorization to make corrections in the journal whenever necessary and to record members present and those absent in the journal.

(20)

Deliver each ordinance enacted by the council to the mayor. Accepts each ordinance returned to the council by the mayor.

(21)

The publishing of the mayor's veto statement in full in the official journal in timely manner consistent with the charter and ordinances regulating same.

(22)

Provides that ordinances vetoed by the mayor are submitted to the council at the next regular or special meeting held at least seven (7) days after publication of the mayor's veto statement. Notify council members immediately of any ordinances that are vetoed.

(23)

Provide that any emergency ordinance adopted by the council shall be signed by the presiding officer of the council and presented to the mayor within six (6) hours after adoption.

(24)

Maintains appropriate files on "financial disclosure" documents in accordance with applicable laws.

(25)

Advises the presiding officer of the council on parliamentary procedures, using Robert's Rules of Order as appropriate, when called upon to do so.

(26)

Prepares ordinances, motions and resolutions for the council and submits ordinances to the city attorney or his designee as may be requested by the council individually or collectively.

(27)

Prepares summaries of pending legislation, ordinances and other matters that appear before the council for a public hearing or a public discussion.

(28)

Analyzes and evaluates municipal programs, projects, budgets and financial reports, and provides comments/recommendations to the council as appropriate.

(29)

Monitors monthly the revenues and expenditures of the city as they relate to the approved fiscal year budget and keeps the council informed of any major changes.

(30)

Conducts research into administrative or executive departments or other city affairs as the council may direct.

(31)

Responds to the individual requirements of council members in areas of legislation, budgets, projects, administrative, etc.

(32)

Serves as liaison officer between the council and local, state and federal agencies as the council may direct.

(33)

Represents the council or council members at council related activities as the council may direct.

(34)

Serves on such committees or their staff as the council may direct.

(35)

Continuously reviews the Code of Ordinances and recommends changes/up-dates to the council.

(36)

Interfaces with the council's auditing firm on yearly audit preparations and advises the council of any significant problems/actions required.

(37)

Serves as a general information/reference office for the council and public, and provides for the necessary information and research on council matters as needed.

(38)

Provides the administrative services in support of all council activities.

(39)

Keeps the council members aware of development activities in their respective council districts.

(40)

Notifies president or vice-president and administration of clerk's intended absence from office (vacation/sick/leave/seminars/meetings.)

(41)

Provides that office is maintained on a full-time basis.

(42)

Performs such other duties as may be required by the laws of this state, the charter of the city and as directed by the city council and performs other duties as may be required by the president or vice-president that are essential to the orderly operation of this office consistent with general office practices.

(Ord. No. 2821, C.S, 10-2-01)