Chapter 2.08
CITY CLERK
Sections:
2.08.015 Appointment of city clerk.
2.08.030 Records to be kept by clerk.
2.08.040 City clerk – City warrants or checks.
2.08.015 Appointment of city clerk.
The mayor shall appoint a city clerk who will hold office at the pleasure of the mayor and shall not be subject to confirmation by the city council. The city clerk’s salary shall be approved by the council. (Ord. 496 § 3, 1984)
2.08.020 City clerk – Duties.
A. The city clerk shall be custodian of the seal of the city. The clerk may appoint an assistant or deputy for whose acts the clerk and the clerk’s bondsmen shall be responsible. The clerk and the clerk’s assistant or deputy may administer oaths or affirmations and certify them, and may take affidavits and depositions to be used in any court or proceeding in the state.
B. The clerk shall make a quarterly statement in writing showing the receipts and expenditures of the city for the preceding quarter and the amount remaining in the treasury.
C. At the end of every fiscal year the clerk shall make a full and detailed statement of receipts and expenditures for the preceding year and a full statement of the financial condition of the city. This statement shall be published.
D. The clerk shall perform such other services as may be required by statute or by ordinances of the city council.
E. The clerk shall keep a full and true account of all the proceedings of the council. (Ord. 753 § 1, 1997; Ord. 496 § 4, 1984)
2.08.030 Records to be kept by clerk.
A. The city clerk shall keep a book marked “City Accounts,” in which shall be entered on the debit side all moneys received by the city including but not limited to proceeds from licenses, franchises and general taxes and in which shall be entered on the credit side all warrants drawn on the treasury or checks drawn on the city bank accounts.
B. The clerk shall also keep a book marked “Marshal’s Account” in which the clerk shall charge the marshal with all licenses delivered and credit the marshal with all money collected and paid in.
C. The clerk shall also keep a book marked “Treasurer’s Account” in which shall be kept a full account of the transactions of the city with the treasurer.
D. The clerk shall also keep a book marked “Licenses” in which licenses issued by the clerk shall be entered, including the date thereof, to whom issued, for what, the time they expire, and the amount paid.
E. Each of the foregoing books, except the records of the council, shall have a general index sufficiently comprehensive to enable a person readily to ascertain matters contained therein.
F. The clerk shall also keep a book marked “Demands and Warrants” or “Demands and Checks,” in which the clerk shall enter every demand against the city at the time of filing it. The clerk shall state therein the final disposition of each demand and if it is allowed and a warrant or check drawn, the clerk shall state the number of the warrant or check and its date. This book shall contain an index in which references shall be made to each demand. (Ord. 753 § 2, 1997; Ord. 496 § 5, 1984)
2.08.040 City clerk – City warrants or checks.
The city clerk shall countersign all warrants drawn by the mayor or upon the treasurer or checks drawn by the mayor upon the city bank accounts after the allowance of a demand for payment has been approved by the council. In the absence of the mayor or unavailability of the mayor for a period in excess of three business days, and only if specifically authorized by the mayor, the clerk may then present the warrant or check to the city treasurer or a designated member of the city council for signature in lieu of the mayor’s signature on the warrant or check. This procedure should only be exercised in the event of an emergency and the mayor’s permission to the treasurer shall only apply to the specific instance for which the permission is granted.
When such emergency occasion occurs, the clerk shall prepare and maintain a written record documenting the unavailability of the mayor, the mayor’s determination that an emergency existed, and a statement by the clerk specifically describing the mayor’s authorization given to the treasurer to sign the warrants or checks in the mayor’s absence. (Ord. 753 § 3, 1997; Ord. 496 § 6, 1984)