[1]
Editor's Note — Ord. no. 08-109-3(15) §1, adopted
October 9, 2008, repealed section 115.093 "clerk pro tem" of this
Article in its entirety. Former section 115.093 derived from CC 1975
§2-62.
[CC 1975 §§2-60 — 2-61; Ord.
No. 09-18 §§1 — 2, 2-12-2009]
A.
The
Board of Aldermen shall elect a Clerk for such Board, to be known
as "the City Clerk", whose duties and term of office shall be fixed
by ordinance. Among other things, the City Clerk shall keep a journal
of the proceedings of the Board of Aldermen. He/she shall safely and
properly keep all the records and papers belonging to the City which
may be entrusted to his/her care; he/she shall be the general accountant
of the City; he/she is hereby empowered to administer official oaths
and oaths to persons certifying to demands or claims against the City.
B.
The
City Clerk shall be elected by the Board of Aldermen at the meeting
of said Board in the month of January of each year.
C.
The
term of office of the City Clerk shall be for one (1) year.
[CC 1975 §2-63; Ord. No. 08-109-3(15) §1, 10-9-2008]
A.
It
shall be the duty of the City Clerk, in addition to the duties imposed
upon him/hr by the laws of this State governing Cities of the Fourth
Class, to perform the following duties:
1.
To affix the Seal of the City to all documents requiring the same.
2.
To sign all resolutions adopted by the Board of Aldermen.
3.
To attest all ordinances, resolutions and all signatures of the Mayor,
when necessary.
4.
To prepare all commissions of officers, which the Mayor is required
to sign, and countersign and affix the Seal of the City to the same.
5.
To keep a record of all commissions, official oaths and bonds of
officers.
6.
To provide and keep an "ordinance book" in which he/she shall record
all ordinances passed by the Board of Aldermen and approved by the
Mayor. Each ordinance recorded shall be certified by him/her under
the Seal of the City to be a full, true and complete copy of said
ordinance as passed by the Board of Aldermen and approved by the Mayor,
together with the number of the bill and the date of its passage and
approval.
7.
To cause all ordinances and resolutions to be published when required
by ordinance or order of the Board of Aldermen and examine and correct
the proof thereof.
8.
To keep a regular journal in which he/she shall faithfully and correctly
record the proceedings of each meeting of the Board of Aldermen.
9.
To carefully keep and preserve all books and papers belonging to
his/her office, filed, indexed and arranged in convenient form.
10.
To safely and securely keep and preserve all deeds, securities, official
bonds, contracts and other papers belonging to the City.
11.
To keep a complete set of books in which he/she shall clearly show
all business transactions of the City and keep a correct account with
each officer and employee thereof.
12.
To keep in his/her office a book to be known as the license register
in which he/she shall keep a record of all licenses issued by him/her
showing the date of the commencement of said license, the date of
its expiration, to whom issued, for what purpose and the amount paid
therefor.
[1]
State Law Reference — Authority of city to prescribe
duties of clerk, §79.320, RSMo.
[Ord. No. 1071 §3, 4-12-2007; Ord. No. 08-109-3(15) §1, 10-9-2008]
In addition to those duties of the City Clerk contained in the
Code of Ordinances, the City Clerk shall also operate and keep his/her
office open between the hours of 8:00 A.M. to 12:00 P.M. and 1:00
P.M. to 5:00 P.M. Monday through Friday of each week, holidays excepted.
Hours of operation may be varied with the consent and approval of
the Board of Aldermen.
[CC 1975 §2-65; Ord. No. 08-109-3(15) §1, 10-9-2008]
The City Clerk shall not permit any record, public paper or
other document of the City, kept and preserved in his/her office,
to be taken therefrom, except by such officers of the City as may
be entitled to the use thereof, and then only upon their leaving a
receipt thereof.
[Ord. No. 08-109-3(15) §§2
— 3, 10-9-2008; Ord. No. 09-18 §3, 2-12-2009; Ord. No. 14-03 §1, 1-9-2014; Ord. No. 22-04, 2-17-2022]
A.
The Mayor with the advice and consent of the Board of Aldermen shall
appoint a suitable person as Deputy City Clerk who shall hold office
for a term of one year and until his successor is appointed and qualified.
B.
In the absence of the City Clerk, the Deputy City Clerk shall assume
the duties of the City Clerk until the appointed City Clerk returns
to job duties or is replaced.
[Ord. No. 22-04, 2-17-2022]
A.
The
Deputy City Clerk shall perform routine and complex clerical work
in keeping official records, providing administrative support to the
City Clerk and assisting in the administration of the standard operating
policies and procedures of the office and the City.
1.
In the event the City Clerk is unavailable, the Deputy City Clerk
shall prepare the agenda and informational packets for the Board of
Aldermen meetings. The Deputy City Clerk shall attend all meetings
of the Board of Aldermen and shall compile the record of minutes in
the absence of the City Clerk.
2.
In the event the City Clerk is unavailable, the Deputy City Clerk
shall prepare agendas, supporting materials, prepare records as such
notices, minutes and resolutions for the Planning and Zoning Commission
of the City of Billings.
3.
In conjunction with the City Clerk, the Deputy City Clerk shall assist
in administering objectives as needed in City construction projects,
administrative government grants, and managing City records.
4.
The Deputy City Clerk shall assist in preparing and maintaining records
of City licenses
5.
The Deputy City Clerk shall assist in determining office materials
and supplies.
6.
The Deputy City Clerk shall assist in determining records to be kept
for archives or destroying after a period of years and the format
that is best for those records.
7.
The Deputy City Clerk shall perform regular updates for the City
of Billings to the public through the City's website, use of flyers,
brochures, newsletters, media releases about programs and services.
8.
In conjunction with the City Clerk, the Deputy City Clerk shall provide
technical support and/or supervision on upgrades to computer systems
and software and, as requested, present recommendations on future
upgrades to the City.
9.
The Deputy City Clerk shall act as a prosecutor clerk for the Municipal
Court, entering information sheets, tickets, ordinance violations
on behalf of the City Prosecutor and shall maintain court records
for the City Prosecutor.
