Chapter 2.12
TOWN CLERK
Sections:
2.12.030 Public inspection of records.
2.12.040 Recording, transcribing, posting minutes of Town Council meetings.
2.12.050 Preparation of agendas and packets.
2.12.060 Maintenance of the Town website.
2.12.070 Ordinances, resolutions, budgets and notices.
2.12.080 Updating the Town Code.
2.12.090 Retain custody of the Town seal.
2.12.130 Additional administrative duties.
2.12.010 Creation of office.
The office of Town Clerk is created and established in accordance with Arizona Revised Statutes including A.R.S. §§ 9-237, 9-238, and 9-239. The Town Clerk shall be appointed by and shall serve at the pleasure of the Town Council under the supervision of the Town Manager. The Town Clerk shall be an "at will" employee of the Town. (Ord. 16-399: Ord. 13-378 § 1 (Exh. A)(part))
2.12.020 Records management.
The Town Clerk will keep a true and correct record of all business transacted by the Council and any other records that either pertain to the business of the Town or that the Council directs. The Town Clerk will be the custodian of all Town documents and is responsible for maintenance and destruction of all official Town records pursuant to the Arizona State Records Retention Schedule. The Town Clerk will keep and maintain a proper index to all documents and records kept on file so that ready access thereto and use thereof may be had. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.030 Public inspection of records.
The Town Clerk will keep convenient for public inspection all public records and public documents under his or her control, as provided by state statute. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.040 Recording, transcribing, posting minutes of Town Council meetings.
It will be the duty of the Town Clerk, or his or her deputy or designee, to attend all meetings of the Town Council, unless by request he or she is excused therefrom by the Mayor individually or by the Town Council. The Town Clerk will prepare or cause to be prepared all minutes of Town Council proceedings and ensure their correctness and accuracy. The Town Clerk’s Department may also be responsible for recording minutes of any other committees that may be established from time to time by the Town Council, and that meet the requirements of the Open Meeting Law. The Town Clerk will prepare legal action of the Town Council meetings and post same to the Town’s website in compliance with state statutes. The Town Clerk will post the minutes of the Town Council meetings to the Town’s website after approval by the Town Council. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.050 Preparation of agendas and packets.
The Town Clerk will prepare agendas for Town Council meetings for review by the Town Manager and Mayor normally seven (7) days prior to the Council meeting. The Town Clerk will be responsible for the preparation of the agenda packets for Town Council meetings and will deliver them to Town Council members normally six (6) days prior to the Town Council meeting. The Town Clerk is also responsible for or will oversee the preparation of all agendas and packets for all boards, commissions, committees and other "public bodies" of the Town that are subject to the Open Meeting Laws of this state. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.060 Maintenance of the Town website.
The Town Clerk’s Department is responsible for keeping the minutes, agendas, ordinances, and resolutions current and overseeing their posting to the Town’s website, or such other website as may be required or allowed by state statute. In addition, the Town Clerk’s Department will maintain the Town’s website, as well as the Town Council information section and employment opportunities. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.070 Ordinances, resolutions, budgets and notices.
The Town Clerk will process, record, file, post, and if required by state statute, publish all ordinances, resolutions, budgets and notices that may be passed by the Town Council in accordance with the Town Code, or approved policies, or as required by state statute. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.080 Updating the Town Code.
The Town Clerk is responsible for updating the Town Code from time to time due to the adoption of ordinances by the Town Council, and is authorized to correct obvious errors, omissions, and inconsistencies. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.090 Retain custody of the Town seal.
The Town seal is maintained by the Town Clerk and is used on and/or affixed to official Town documents. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.100 Treasurer.
The Town Clerk shall be Treasurer of the Town (as currently provided in A.R.S. § 9-238), but these duties of Treasurer of the Town are delegated to the Town Manager and Finance Director, who shall have the responsibility, care, control, and custody of the revenue of the Town. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.110 Administer oaths.
The Town Clerk may administer an oath of office to the newly elected Town Council members at a date and time in accordance with state statute. The Town Clerk, or his or her designee, may also administer an oath of office to any new and reinstated employees, members to boards, committees, or commissions. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.120 Election Official.
The Town Clerk will be the Town Election Official and perform all duties required by state statute for Town elections. (Ord. 13-378 § 1 (Exh. A)(part))
2.12.130 Additional administrative duties.
In addition to those specified in this code, the Town Clerk will perform those administrative responsibilities and duties that are conferred upon him or her by the Town Council or Town Manager, and such other duties and functions as may be required by statute or ordinance. (Ord. 13-378 § 1 (Exh. A)(part))