2.14.050 City Clerk duties.

The duties of the City Clerk shall be as follows:

A. Give notice of the time and place of meetings to the Council and the public. This is usually accomplished by notifying Councilmembers, in writing or by e-mail with verbal confirmation, at least 24 hours before a meeting. The public is notified by the process described in HMC 2.44.020.

B. The City Clerk shall:

1. Meet with the Mayor to coordinate placement of agenda items and finalizing the agenda items prior to posting;

2. Maintain a record of agenda items that are pending, including those items that have been previously considered by the City Council and are awaiting final action;

3. Receive requests from the public, a City department and/or a Councilmember for items to be considered by the City Council.

C. Be Responsible for Council Meeting Preparation.

1. Preparing and assembling the meeting packet with all supporting documents;

2. Distribution to Council through in-house mailboxes;

3. Prepare packets for the public;

4. Create sign-in sheets for audience participation.

D. Attendance at the scheduled meetings as per HMC 2.04.060(A) and 2.44.040 and other special meetings as scheduled. Keep an accurate record of Council meeting proceedings. The record is called the meeting minutes. Minutes shall be taken at all regular and special Council meetings. The minutes shall record all the important actions of the City Council. Minutes shall include:

1. The kind of meeting, regular or special;

2. Who presided at the meeting, who took the minutes, and the names of the Councilmembers present;

3. The date and time the meeting was held;

4. Whether the minutes of the previous meeting were approved;

5. A brief synopsis of the discussion pertaining to the agenda item;

6. All votes on motions, resolutions or ordinances, whether they passed or failed; and

7. The time the meeting adjourned.

E. Arrange publications and posting consistent with HMC 2.44.020 on at least three bulletin boards of general public availability within the City of Houston; to include posting on the City website, and publication in at least one newspaper of general circulation serving the City of Houston.

In the event of a special meeting, consistent with the criteria of HMC 2.04.070, when newspaper publication cannot be met, the minimum notice shall be posted on no less than three bulletin boards of general public availability within the City of Houston and on the City website.

The State of Alaska Open Meetings Act shall be complied with in posting of:

1. Publication of public hearings;

2. Postings of agendas, meeting notices and work sessions.

F. Serve as Election Supervisor for the City of Houston and administer all City elections in accordance with HMC 3.05.025, and AS 29.26.

G. Be responsible for records management as per HMC 2.44.050, 2.44.060, 2.44.080, 2.44.100 and 2.44.110.

H. Attest official papers.

I. Carry out other duties as set by AS 29.20.380(a), the Mayor and City Council, and any other duties as required by law.

J. Act as office manager, including maintaining interaction with heads of City departments, and day to day supervision of the Deputy City Clerk.

K. Be responsible for filling out necessary applications and forms, including required reports, for the state, federal government and borough.

L. Take care of all City correspondence and mail, i.e., stamp date on the day of receipt and distribute to the appropriate department.

M. Coordinate with the Treasurer in the solicitation of bids and/or requests for proposals. All departments shall submit projects requiring competitive bids or proposals to the City Clerk for action under the specification of HMC 4.12.120 through 4.12.140.

N. Process special assessments as per Chapter 4.18 HMC. (Ord. 08-01 § 4, 2008)