[Ord. No. 8, §1]
It shall be the duty of the city clerk to attend the meetings
of the board of aldermen; to keep regular minutes of their proceedings
and to record the same and all ordinances which may become laws and
all resolutions passed by the board in the journal. He shall have
the custody of the city seal, the original rolls or ordinances and
resolutions passed by the board of aldermen, the public records of
the city and all such other papers, records and documents as may be
entrusted to his care, and the same shall be safely and properly kept.
He shall record the official bonds of all city officers, and all other
bonds executed to the city and filed in his office, in a book kept
for that purpose. He shall affix the city seal to and countersign
all such public instruments, documents and papers as are required
by law or ordinance to be attested with the seal of the city. He shall
certify under his hand and the seal of the city all such documents,
copies or papers in his office as may be required for the use of any
city officer or private citizen. He shall furnish to the city attorney
or board of aldermen any record, document or paper in his office,
which either may be called for or be used in any court; but for the
same he shall take and file a receipt. He shall, whenever required,
furnish the mayor, board of aldermen or any committee of the board,
copies or abstracts of any books, accounts, records, vouchers or documents
in his office, or any information relating to the business of the
city or of his office, and he shall at all times permit the mayor,
any member of the board of aldermen or any interested city officer
or other person, to examine any books, papers or documents in his
office.
[Ord. No. 8, §2]
The city clerk shall prepare, seal with the city seal and countersign
all commissions and other official documents which the mayor is required
to issue and keep a register thereof, in which the substance thereof
shall be noted.
[Ord. No. 8, §3]
The city clerk shall be general accountant of the city. He shall
examine, audit and adjust all accounts, claims and demands in favor
of or against the city, and shall after such examination certify the
amount or balance due from the city on each account with invoice and
voucher therefor to the board of aldermen or authorized committee
thereof. He shall keep the account of the city in proper books therefor,
in which the city shall be represented by the term "city revenue"
in which shall be charged all money coming into the city treasury
from whatever source derived, which shall be specified. He shall also
keep in proper books the accounts between the city and city treasurer,
charging the latter with all money received into the treasury and
crediting him with all money paid out according to law, in each case
specifying the source from which such money was received and on what
account paid out. He shall keep in proper books therefor the accounts
between the city and all officers or persons who may have entrusted
to them the collection for any money for the city, charging each with
the amount which may be in his hands for collection, and crediting
him with all payments into the city treasury. He shall keep in proper
books therefor a statement of the condition of the city revenue in
which every fund, which by law or ordinance is made a separate fund,
shall be credited with all receipts into the treasury on account thereof,
and shall be charged with all appropriation thereof and warrants drawn
thereon.
[Ord. No. 8, §4]
The city clerk shall keep a register of all vouchers of approved
bills and of warrants drawn on the treasury wherein shall be stated
the date, number and amount thereof, and to whom and out of what fund
payable. He shall also keep an account of all debts due to or by the
city.
[Ord. No. 8, §5]
The city clerk shall procure all stationery, books and other
articles necessary for his own office and that of the mayor and other
city officers, and for the board of aldermen, and shall furnish all
city officers with such books as are required to be used or kept by
them, of all which he shall keep an accurate account, taking receipts
from all officers to whom he shall deliver such supplies. He shall
also pay the postage on, or other necessary expenses of any official
documents received or sent by him, or any other city officer, and
for all expenses incurred under the provisions of this section he
shall draw a warrant on the city treasurer, payable out of the appropriation
for such purposes.
[Ord. No. 8, §6 & 7]
The city clerk shall draw and countersign warrants on the city
treasurer for any money found to be due and owing by the city, and
for which there is an appropriation specifying therein the fund or
appropriation out of which such warrants shall be paid, but no such
warrant shall be issued unless there be actually in the treasury money
sufficient to pay the same.
The city clerk shall not draw or issue warrants for the payment
of any accounts mentioned in or arising under the provisions of Section
2-39 or this section until such accounts have been approved by the
board of aldermen, as evidenced by its resolution to that effect,
and no warrant for the payment of money drawn by the city clerk shall
be paid by the treasurer unless the same is signed by the mayor.
[Ord. No. 8, §8]
When the board of aldermen shall have fixed the rate of taxation
for any given year, and the tax books are made out and delivered to
the city collector, the city clerk shall charge the collector with
the full amount of taxes levied and to be collected, and also with
all other licenses and other duties of all kinds to be collected.
[Ord. No. 8, §9]
The city clerk shall at the first regular meeting of the board
of aldermen in April of each year render his account with the proper
vouchers, to the board of aldermen, who shall settle and adjust the
same.
[Ord. No. 8, §10]
The city clerk shall have the power to administer oaths or affirmations
to parties or witnesses in any case in which he may deem it necessary
in the course of any examination of accounts or claims presented to
him to be audited, and all oaths required by law, including oaths
of office, may be administered by the city clerk, except oaths in
the municipal court, which shall be administered by the mayor or municipal
judge.
[Ord. No. 8, §11]
The city clerk shall in all city elections perform all duties
specified in the general election law of the state to be performed
by the county clerk, and he shall also perform all such duties as
may be from time to time required of him by law or ordinance.
[Ord. No. 8, §12]
The city clerk shall issue special tax bills as directed by
this Code or other ordinance. The city clerk shall keep a record of
all special tax bills issued in a special book provided for that purpose,
which record shall show the date and amount of each tax bill, the
rate of interest it bears and a description of the land against which
it was issued, the name of the party to whom it was issued and the
improvement or other purpose for which the cost was incurred. The
city clerk shall record the satisfaction of any tax bill on the special
book with the date of satisfaction, on presentation of the tax bill
to him marked paid, or on filing by the city collector of one duplicate
copy of his payment report of a special tax bill. A tax bill when
satisfied, shall be considered cancelled.
