Chapter 2.14
CITY CLERK AND TREASURER
Sections:
2.14.050 City Clerk’s mission and duties.
2.14.060 Supervision – Deputy City Clerk.
2.14.080 Supervision – Treasurer.
2.14.010 Established.
A. There is established, in accordance with AS 29.20.380, a Municipal Clerk, known hereinafter as the City Clerk.
B. There is established, in accordance with AS 29.20.390, a Municipal Treasurer, known hereinafter as the Treasurer. (Ord. 08-01 § 4, 2008; Ord. 09-22 § 4(1), 2009)
2.14.020 Offices divided.
Repealed by Ord. 09-22. (Ord. 08-01 § 4, 2008)
2.14.030 Term.
The City Clerk and Treasurer shall be appointed by the Mayor, confirmed by the City Council and serve at the pleasure of the Council. (Ord. 08-01 § 4, 2008; Ord. 09-22 § 4(1), 2009)
2.14.040 Supervision – City Clerk.
Repealed by Ord. 09-22. (Ord. 08-01 § 4, 2008)
2.14.050 City Clerk’s mission and duties.
The mission of the Clerk’s office is to serve as liaison between the public and the Council. The City Clerk shall:
A. Assure that notice and other requirements for public meetings are complied with and assure that public records are available for public inspection as required by law;
B. Attend meetings of the governing body as required and keep the minutes;
C. Prepare agendas and agenda packets as required by the governing body;
D. Maintain an indexed file of all permanent City records, provide for codification of ordinances, and authenticate or certify records as necessary;
E. Have major responsibility for the records management program of the City. The City Clerk is designated as the records manager with City-wide responsibility for the overall program as outlined in Chapter 2.50 HMC, City Records;
F. Administer all City elections;
G. Assure that the City complies with 42 U.S.C. 1971 through 1974 (Voting Rights Act of 1965, as amended);
H. Take oaths, affirmations as necessary;
I. Be custodian of the City Seal and the official records of the City;
J. Act as the parliamentary advisor to the governing body;
K. Maintain the necessary qualifications to be a notary;
L. Process business licenses and sales tax documents, including monthly reports and billing;
M. Receive payments for permits and licenses, issue receipts and make deposits;
N. Seek grant opportunities in coordination with the Council;
O. Give to the proper officials ample notice of the expiration or termination of any term of office and, when necessary, the conditions or requirements of all contracts and agreements;
P. Process the permanent fund levy;
Q. Perform other duties as set by AS 29.20.380(a), the Mayor and City Council, and other duties as required by law;
R. Serve as Office Manager;
S. Coordinate with the Treasurer in the solicitation of bids and/or requests for proposals. All departments shall submit projects requiring competitive bids or proposals to the City Clerk for action. (Ord. 08-01 § 4, 2008; Ord. 09-22 § 4(1), 2009; Ord. 12-10 § 4, 2012; Ord. 16-04 § 5, 2016)
2.14.060 Supervision – Deputy City Clerk.
The Deputy City Clerk is supervised by the City Clerk. (Ord. 08-01 § 4, 2008; Ord. 09-22 § 4(1), 2009)
2.14.070 Deputy City Clerk.
A. In the temporary absence of the City Clerk, the Deputy City Clerk is authorized to act on behalf of the City Clerk, with all the powers and obligations of the City Clerk. The Deputy City Clerk shall be duly qualified.
B. The Deputy Clerk shall have duties specific to this position including but not limited to:
1. Receptionist duties, phone messages, mail processing, filing, making copies;
2. Business licenses and sales tax document processing, including monthly reports and billing;
3. Receiving payments for permits and licenses, issuing receipts and making deposits;
4. Grant research including seeking grant opportunities in coordination with the council;
5. Attend meetings as necessary in the absence of the City Clerk;
6. Process the permanent fund levy; and
7. Other duties as assigned by the City Clerk.
C. The Deputy City Clerk shall be empowered to sign all documents in the name of the City Clerk, subscribing his or her personal signature as Deputy City Clerk. (Ord. 08-01 § 4, 2008; Ord. 09-22 § 4(1), 2009; Ord. 12-10 § 4, 2012)
2.14.080 Supervision – Treasurer.
The Treasurer serves at the pleasure of the Council. (Ord. 08-01 § 4, 2008; Ord. 09-22 § 4(1), 2009)
2.14.090 Treasurer duties.
The duties of the Treasurer shall be as follows:
A. The Treasurer shall maintain interaction with heads of City departments, in order to maintain and assess the value of inventory of assets, and coordination of purchase requests;
B. The Treasurer shall have primary responsibility for the implementation of HMC Title 4, Revenue and Finance, and all activities pertaining to the position shall be in accordance with that title;
C. Carry out other duties as set by AS 29.20.390, the Mayor and City Council, and any other duties as required by law;
D. Be custodian of all City funds. The Treasurer must keep a complete account of money received and spent by the City. It is the Treasurer’s duty to see that City bills are paid and inform the City Council of the financial condition of the City. The Treasurer is responsible for making sure that only authorized funds are spent and is in charge of all financial records (ledger books, check registers, checkbooks and other financial records);
E. Be responsible for filling out necessary applications and forms, including required reports, for the state, federal and borough funds;
F. Provide support to the Mayor in developing the annual budget by April 30th of each year (see HMC 4.05.020);
G. Provide the Mayor and Council with monthly financial reports, including fund balances, current budget status, and verify the accuracy of reports relating to the City’s financial condition;
H. Payroll administration;
I. Prescribe and control procedures necessary for the administration and inventory of real and personal property of the City;
J. Prescribe and control such procedures as are necessary to protect city funds and property;
K. Purchasing and accounts payable processing;
L. Automated data processing for the City and coordination of automated data processing for all departments;
M. When deemed necessary, prepare assessment roll by the Treasurer’s office in conjunction with the Borough Assessor (see HMC 4.18.080(C));
N. The Treasurer shall be bonded or insured under the umbrella of all employees under crime coverage at the expense of the City; and
O. Other duties as assigned by the Mayor. (Ord. 08-01 § 4, 2008; Ord. 09-22 § 4(1), 2009; Ord. 19-21 § 5, 2019)