[R.O. 2011 §110.260; Code 1967 §1-17; CC 1975 §2-53]
There is hereby created the office of City Clerk. The Mayor
shall, at the first (1st) meeting of the City Council after the general
election, or as soon thereafter as practicable, with the consent and
approval of a majority of the members elected to the City Council,
appoint some suitable and competent person to the office of City Clerk,
who shall discharge such duties as are prescribed by law, together
with such duties as are prescribed by this Article. The person appointed
shall hold office for a period of four (4) years and until his/her
successor is appointed and qualified.
[R.O. 2011 §110.270; Code 1967 §8; CC 1975 §2-54]
Within fifteen (15) days after appointment and before entering
upon the discharge of the duties of the office, the City Clerk shall
execute to the City a bond in a sum consistent with City policy, conditioned
upon the faithful discharge of all the duties of such office, as required
by State law, this Code and other ordinances of the City and that
the City Clerk will promptly pay over all monies coming into his/her
possession that belong to the City, at the time and in the manner
provided by law.
[R.O. 2011 §110.280; Code 1967 §1-19; CC 1975 §2-55]
A.
Keeper Of Accounts, Etc. The City Clerk shall be the general
accountant of the City and the keeper of all public account books,
accounts, vouchers, documents, bonds and coupons paid or redeemed,
and all papers relating to accounts and contracts of the City and
its revenue, debt and fiscal affairs, not required by law or ordinance
to be placed in some other office or kept by some other Officer or
person. The City Clerk shall keep a set of books, provided for that
purpose, showing accurate accounts between the City and all Officers
charged with the collection, custody, or disbursement of public money,
and shall enter thereupon all receipts and payments, from what sources
derived, and on what account paid. He/she shall keep a complete record
of all branches of the City revenue, opening an account with every
appropriation or fund which, by law or by ordinance, is made a separate
fund, crediting the same with all money paid into the City Treasury
on account thereof, charging the appropriation with all warrants drawn
upon the City Treasurer, specifying the number, date, to whom payable,
on what fund or appropriation drawn and the amount of each warrant.
B.
Record Of Bonds And Obligations. The City Clerk shall keep
a record of all bonds and obligations of the City, date of issue,
for what purpose issued, rate of interest, time when principal and
interest become due, amount of principal, to whom payable and the
registered number of each bond and count.
C.
Drawing Of Warrants. The City Clerk shall draw all warrants
upon Treasurer and shall express in the body of every warrant which
he/she may draw on the Treasurer the particular fund out of which
the same is to be paid.
D.
Reports To Mayor And Council. The City Clerk shall give
information in writing to the Mayor and City Council whenever required,
upon any subject relating to the fiscal affairs of the City or touching
any of the duties of his/her office and shall perform all such other
duties as may be required by State law, this Code or other ordinances
of the City.
E.
Custody Of City Seal, Documents, Etc. The City Clerk shall
have custody of and safely keep the common Seal of the City, the public
records, original rolls of the ordinances and resolutions of the City
Council and such other records, documents, and papers of a public
nature as may be delivered into the custody of the City Clerk.
F.
Affixing City Seal — Furnishing Records, Documents, Etc. The City Clerk shall affix the common Seal of the City to all public
instruments and official acts of the Mayor which, by law or ordinance,
are required to be attested, and countersign the same, and affix the
common Seal to and certify any record, document, copies of papers
or ordinances that may be required for evidence in any court of the
State or of the United States, by any individuals, or that may be
required for the use of any Officer of the City, and shall furnish
to the City Attorney any record or document in the office of the City
Clerk necessary to be used in any proceedings in court to which the
City is a party.
G.
Attendance At Council Meetings — Journal Of Council Proceedings. Unless excused by the Council the City Clerk shall attend all meetings
of the City Council and keep a correct journal of its proceedings.
H.
Certificates Of Election, Commissions, Appointments, Etc. The City Clerk shall prepare all certificates of election, commissions,
appointments and other official documents required by this Code or
other ordinance to be issued or which the Mayor, in the discharge
of his/her duties, is required to issue and shall countersign and
affix the common Seal thereto and keep a record of all such certificates
of election, commissions, appointments and documents.
I.
Licenses. The City Clerk shall prepare blank licenses for
all purposes for which they may be demanded and cause the same to
be issued, the name of the City Clerk to be signed and the Seal of
the City to be affixed, and deliver them to the City Collector and
keep an account of the license tax thereon.
J.
Bonds Of Officers, Etc. The City Clerk shall record the
official bonds of all City Officers and the bonds of all other persons
executed to the City and placed in the custody of the City Clerk.
K.
Records Of Ordinances, Resolutions, Etc. The City Clerk
shall record all City ordinances passed by the Council including a
record of the ayes and nays voted thereon and approved by the Mayor
and shall neatly label and file for safekeeping the original roll
of all ordinances passed and resolutions of the City Council, and
such other vouchers, papers, records and documents as may be delivered
into his/her custody.
L.
Compliance With State Law And City Ordinances. The City
Clerk shall carefully and promptly execute every official duty that
may be required by virtue of the laws of the State and this Code and
other ordinances of the City.
[R.O. 2011 §110.290; Code 1967 §1-20; CC 1975 §2-56]
When required by the Mayor or Council, the City Clerk shall
prepare a detailed statement of the City's finances and, at the regular
meeting of the City Council held on the first (1st) Tuesday in April
of each year or, if no meeting on that day is held, at the next meeting
held thereafter, the City Clerk shall prepare and report to the Mayor
and City Council a full and detailed statement of the City finances
and of the public debts, showing in a connected view the amount of
all money which has been paid into the Treasury during the preceding
year, from whom received and from what source derived, the amount
disbursed, to whom paid and for what purpose and the balance remaining
in the Treasury to the credit of each fund on the first (1st) day
of April.
[R.O. 2011 §110.300; Code 1967 §1-28; CC 1975 §2-57]
All fees received by the City Clerk under and by virtue of the
provisions of any provision of this Code or other ordinance of the
City shall be paid by the City Clerk to the City Treasurer. The Clerk
shall make settlement with the Treasurer for all of such fees and
turn the same over to the Treasurer at the end of each month.
[R.O. 2011 §110.310; Code 1967 §1-23; CC 1975 §2-60]
No warrant shall be drawn on the City Treasurer in favor of
any Officer who is in arrears to the City or in favor of any person
indebted to the City, except for the amount due such Officer or person
in excess of such arrears or indebtedness.
[R.O. 2011 §110.320; Code 1967 §1-24; CC 1975 §2-61]
In case of death, resignation or absence from the City, or when
for any other cause a vacancy shall occur in the office of City Clerk,
the Mayor, by and with the consent of the Council, shall fill the
vacancy by appointment, and for that purpose it shall be the duty
of the Mayor to convene the Council in special session. The appointment
to fill such vacancy shall be only for the unexpired term of the City
Clerk so appointed by the Mayor and confirmed by the City Council.
[R.O. 2011 §110.330; Code 1967 §1-25; CC 1975 §2-62]
Whenever, for any reason, the City Clerk is unable to perform
the duties of the office, the City Council may by resolution, appoint
a Temporary Clerk, who shall have all the powers and perform all the
duties of the regular Clerk and shall receive the same salary for
the time the Temporary Clerk shall act, but in no event shall both
the Temporary Clerk and the regular Clerk receive pay at the same
time, nor shall the regular Clerk receive any pay for the time the
Clerk fails to perform the duties of the office as provided in this
Article.
[R.O. 2011 §110.340; CC 1975 §2-63]
The compensation of the City Clerk shall be fixed from time
to time by the City Council.
