[Ord. No. 115 § 1, 9-28-2015[1]]
The Board of Aldermen shall elect a City Clerk who shall be hired pursuant to Chapter 117 of the Municipal Code of the City of Pevely and shall be an employee of the City. The City Clerk shall be the Chief Administrative Assistant to the City Administrator and shall report directly to the City Administrator or to the Mayor in the City Administrator's absence. The City Clerk is a supervisory position and is second only to the City Administrator. In the City Administrator absence, the City Clerk shall assume the duties of the City Administrator with the same authority as prescribed by ordinance.
[1]
Editor's Note: Section 1 also changed the title of this
Section from "City Clerk — Election — Duties" to "City
Clerk — Hiring."
[R.O. 2004 §110.040; CC 1990 §110.040; Ord. No. 260 §2, 12-28-1976; Ord. No. 381 §§1 — 3, 5-28-1980; Ord. No. 521 §1, 8-15-1983; Ord. No. 115 §1, 9-28-2015[1]]
A.
The City Clerk shall have such ministerial duties as are imposed
by Statute or by ordinance, and shall specifically have, but not be
limited to, the following duties:
1.
Board of Aldermen meetings. The City Clerk
shall attend all meetings of the Board of Aldermen and shall be responsible
for the taking of handwritten and recorded notes of the proceedings,
shall prepare typewritten minutes of meetings for approval, and record
all minutes in the minute book, and shall maintain a computer back
up thereof. The City Clerk shall have a working knowledge of Roberts
Rules of Order.
2.
Agenda packet preparation. The City Clerk shall
be responsible for the preparation of packets of materials for the
agenda for each meeting of the Board of Aldermen, as directed by the
City Administrator. This includes putting copies of all relevant materials
in each participant's packet including Mayor, Board of Aldermen,
treasurer, and administrator; sending the City Attorney information
that pertains to legal issues; faxing the agenda to the news media;
preparation of information for department heads; and ensuring delivery
of packets.
3.
Ordinances. The City Clerk shall manage and
maintain all records, ordinances, and the municipal seal; provide
certified copies of required legal papers to courts; provide information
to the Board of Aldermen and citizens as requested; sign all checks
issued by the City which are counter signed by the authorized signatories
pursuant to ordinance.
4.
City licenses. The City Clerk shall provide
applications for each license; check for conformance with applicable
ordinances and statutes; receive payment for each license; issue licenses;
record transactions in the appropriate location; issue reports to
the Board of Aldermen as part of monthly financial statements.
5.
Election administration. The City Clerk shall
oversee elections in the City, as follows: Coordinate voter registration,
keeping a copy of the record and sending a copy thereof to the County;
Ensure that the City follows correct election procedures; prepare
sample ballots to be forwarded to the County; Certify the election
to the County Clerk.
6.
Grants administration. The City Clerk shall
be responsible for assisting the City Administrator with preparation
of applications, filing reporting paperwork, and maintenance of case
files.
7.
Safety/loss prevention coordinator. The City
Clerk shall act as the Safety/Loss Prevention Coordinator for the
City, by ensuring that the City operates under standards set by Missouri's
Intergovernmental Risk Management Association (MIRMA); ensuring compliance
with current MIRMA standards; setting the agenda for quarterly safety
meetings with safety commission; assisting the City Administrator
in hosting an annual safety evaluations by MIRMA; ensuring City compliance
with MIRMA recommendations regarding spot inspections and annual evaluations;
attending safety meetings and trainings; and completing appropriate
paperwork regarding safety related issues.
8.
Bids for City departments. The City Clerk shall
coordinate with the City Administrator on the bidding process for
City departments, and shall contact all vendors maintained on the
vendor list; advertise for bids when directed; forward recommendations
to the appropriate department head; serve as bid opening witness;
prepare bid tabulation for circulation; prepare ordinance for contract;
and notify both successful and unsuccessful vendors.
9.
Insurance claims. The City Clerk shall handle
all insurance claims for the City, by obtaining reports from the appropriate
department and citizens; contacting MIRMA regarding incidents; submitting
claims to MIRMA; creating and maintaining case files and maintaining
contact with citizens until claim is finalized.
10.
Supervision. The Clerk shall supervise the
work of office employees.
11.
Statutory and ordinance compliance. The City
Clerk shall perform all duties required by State Statute and local
ordinances.
12.
Other duties. The Clerk shall perform all other
duties as directed by the City Administrator.
[1]
Editor’s Note: Section 1 also changed the title of this
section from “City Clerk – Additional Duties” to
“City Clerk – Duties.”
[R.O. 2004 §110.050; Ord. No. 260 §2, 12-28-1976; Ord. No. 610 §§1
— 4, 1-5-1987; Ord.
No. 115 §1, 9-28-2015[1]]
A.
The Deputy City Clerk shall be an employee of the City and shall be hired pursuant to Chapter 117 of the Municipal Code of the City of Pevely.
B.
The Deputy City Clerk shall assist the City Clerk in the performance
of the Clerk's duties and in all matters the City Clerk deems
necessary to the efficient execution of City business. The Deputy
City Clerk shall assume the duties of the City Clerk in the absence
of the City Clerk, but shall not audit any of the City's books.
C.
The Deputy City Clerk shall be covered by the Fringe Benefit Plan adopted by the Board of Aldermen (See Section 117.110).
D.
The Deputy City Clerk shall work a five (5) day, forty (40) hour
week and receive a rate of pay as set by the Board of Aldermen and
increases in pay shall be at the discretion of said Board of Aldermen.
[1]
Editor’s Note: Section 1 also changed the title of this
section from “Deputy City Clerk” to “Deputy City
Clerk – Hiring – Duties.”
