Chapter 2-12
CITY CLERK
Sections:
2-12-010 Custodian of records.
2-12-020 General powers and duties.
2-12-030 Deputy clerk—Appointment and duties.
2-12-040 Filing of ordinances.
2-12-060 Journal of proceedings of the city council—Minutes of meetings.
2-12-070 Publication of ordinances in pamphlet form.
2-12-080 City code and amendments.
2-12-090 Notification of claims.
2-12-100 Records of city council committee meetings.
2-12-120 Office hours of the city clerk.
2-12-130 Filing of annual appropriation ordinance and tax levy.
2-12-010 Custodian of records.
The city clerk dull be the custodian and keeper of the corporate seal and of all the books, records, ordinances, documents and papers of the city, except as otherwise provided by law or the provisions of this code. (Ord. 2910 § 1 (part), 1995)
2-12-020 General powers and, duties.
The city clerk shall, in addition to other duties imposed upon her by law, perform the following:
A. Report to the city council (such report to be made a part of the official record) all acceptances of ordinances, and bonds connected therewith which have been filed in her office since the preceding meeting;
B. Issue notices to the members of the city council when directed so to do by that body, also to the members of the different committees and to all persons whose attendance is required before any committee, when directed or requested so to do by the chairman of such committee;
C. Upon the filing of a call for any special meeting, prepare notices of such meeting and cause them to be served on the members of the city council in accordance with the provisions of the code and the rules of the city council, which notice shall include the objects or purposes for which the meeting has been called;
D. Deliver without delay to the officers of the city, and to all committees of the city council, all resolutions and communications referred to such officers or committees by that body;
E. Deliver without delay to the mayor all ordinances or resolutions in her charge which may require to be approved or otherwise acted upon by the mayor, together with all papers on which the same are founded;
F. Attest to all licenses granted under the provisions of this code and keep a record of the issuance and revocation thereof;
G. Issue all permits authorized to be issued not otherwise provided for by the provisions of this code;
H. Keep the corporate seal and affix the same to all documents and papers that are required to bear the official seal of the city. (Ord. 2910 § 1 (part), 1995)
2-12-030 Deputy clerk—Appointment and duties.
A. There is created the office of deputy clerk. The deputy clerk shall be appointed by the city clerk by and with the advice and consent of the city council. The deputy clerk shall have the power and duty to execute all documents required by any law to be executed by the city clerk and affix the seal of the clerk followed with the word “By” and the deputy clerk’s own name and the words “Deputy Clerk.”
B. The powers and duties herein described shall be exercised only in the absence of the clerk from the place where the clerk’s office is maintained, and only when either written direction has been given by the clerk to such deputy to exercise such power, or the corporate authorities have determined by resolution that the city clerk is temporarily or permanently incapacitated to perform such function. When duly authorized as herein provided, the signature affixed by any such deputy in the manner herein prescribed on any document, including but not limited to contracts, bonds or other obligations of the municipality, such document shall have the same effect as if the documents so executed had been signed by the city clerk in person. (Ord. 2910 § 1 (part), 1995)
2-12-040 Filing of ordinances.
The originals of all ordinances and resolutions passed by the city council shall be flied in the city clerk’s office. (Ord. 2910 § 1 (part), 1995)
2-12-050 Contracts.
The city clerk shall maintain an original, executed copy of all contracts approved by the city council as a public document. (Ord. 2910 § 1 (part), 1995)
2-12-060 Journal of proceedings of the city council—Minutes of meetings.
A. The city clerk shall keep the journal of the proceedings of the city council in which she shall maintain a record of all proceedings occurring before the body. The city clerk shall cause to be prepared sufficient copies of the minutes of city council meetings, to be furnished to the mayor and aldermen at least twenty-four (24) hours prior to the 1 next regular council meeting. In accordance with the requirements of the Open Meetings Act, the city cleft shall maintain minutes of closed sessions of the city council which shall only be available to the public at such time as there has been a finding by the city council that the need no longer exists to keep such matters as a dosed record.
B. Approval of the minutes of any preceding council meetings, whether regular or special, shall be by motion duly made and carried. Upon such motion, the minutes shall be approved as written. If any corrections or omissions appear necessary to be made thereto, the same shall be noted, corrected and included therein by the city clerk. Upon a motion to approve, duly made and carried, such minutes shall be approved as written, subject to such corrections noted of record. Executive meeting minutes shall be approved in accordance with the requirements of the Open Meetings Act. (Ord. 2910 § 1 (part), 1995)
2-12-070 Publication of ordinances in pamphlet form.
When so ordered by the city council, the city clerk may publish ordinances in pamphlet form. It shall be deemed sufficient compliance with the terms of this section for the city clerk to photocopy the entire text of the ordinance approved for publication by the city council, with a title or cover page indicating the ordinance number and date of passage, which shall include a notation as to the date of publication. (Ord. 2910 § 1 (part), 1995)
2-12-080 City code and amendments.
The city clerk shall maintain correct copies of this code as amended in accordance with Title 1 of this code. (Ord. 2910 § 1 (part), 1995)
2-12-090 Notification of claims.
The city clerk shall notify the mayor and the corporation counsel promptly of any claims or suits received by her from the public at large. (Ord. 2910 § 1 (part), 1995)
2-12-100 Records of city council committee meetings.
The city clerk shall maintain records of the meeting dates and times of all committees of the city council and shall maintain records pertaining to the business transacted at such committee meetings, along with a record as to any vote taken with respect to matters coming before the committee. It shall be the responsibility of each committee chairman to furnish the necessary information to the city clerk with respect to the transaction of business by the committee. (Ord. 2910 § 1 (part), 1995)
2-12-110 Additional duties.
The clerk shall keep such additional books, records and accounts as the council may from time to time direct; she shall execute such orders as she may receive from the council and she shall perform such other duties as are now, or may hereafter be imposed upon her by law or resolution of the city council. (Ord. 2910 § 1 (part), 1995)
2-12-120 Office hours of the city clerk.
The office of the city clerk shall be open for the transaction of the public business at city hall between the hours of nine a.m. to five p.m. daily, except Saturdays, Sundays and official city holidays. (Ord. 2910 § 1 (part), 1995)
2-12-130 Filing of annual appropriation ordinance and tax levy.
It shall be the duty of the city clerk to insure that a duly certified copy of the annual appropriation ordinance is filed with the county clerk as may be required by law and published in accordance with law. It shall be the duty of the city clerk to insure that a duly certified tax levy, together with any tax abatements, is filed with the county clerk as may be required by law and published in accordance with law. (Ord. 2910 § 1 (part), 1995)