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HomeMy WebLinkAbout~Master - Relating to City Auditor and City Clerk, Repealing Ordinance 562 ORDINANCE NO. 834 1 AN ORDINANCE DEFINING THE POWERS AND DUTIES OF THE CITY AUDITO y AND CLERK AND REPEALING ORDINANCE NO. 562. i BE IT ORDAINED BY THE CITY COUNCIL OF 7HE CITY OF AMES,, IOWA: Section 1. Record Proceedings. It shall be the duty of the City Auditor and � Clerk to attend all meetings of the City Council, make an accurate record of all proceedings had, rules and ordinances adopted by the City Council, and the same shall at all times be open to the public. Section 2. Custodian of Records. He shall make an accurate record of and have custody of all proceedings had, rules and ordinances adopted by the Council and all other papers delivered to him for safe keeping by any City Officer and the same shall at all times be open to the public. Section 3. Publish Statement of Proceedings and Accounts. He shall immediately following a regular or special meeting of the Council, prepare a condensed statement of the proceedings of the Council, including the total ex- penditure from each municipal fund, and cause the same to be published in a newspaper of general circulation in the City of Ames, said statement shall include a list of all claims allowed and a summary of all receipts. Section 4. Record All Ordinances. He shall record all ordinances in a book kept for that purpose as soon as may beafter their passage. When recorded I said ordinances shall be authenticated by the signatures of the presiding officer and the clerk. Immediately following the record of every ordinance he shall append a certificate, stating the time and manner of publication thereof. Section 5. Furnish Copy of Rec-brds. He shall furnish free to any city j officer a copy of any record, paper or public document made or filed in his ' office, when the same shall be necessary to said officer in the discharge of his duty; and he shall furnish a copy to any person, when requested, upon payment of ten (10) cents for every hundred words of the record, paper or document so transcribed, and of twenty-five (25) cents additional if a ¢4prtificate be required thereto. i Section 6. Record of Funds Received and Expended. He shall keep a true I and detailed statement of all public funds collected, received, and expended on account of the City for any purpose whatever, by any and all public officers, employees or other persons. Such accounts shall show the receipt, use, and dispoation of all public property, and the income, if any, derived therefrom, an4 of all sources of public income and the amount due and received from each source. He shall keep and preserve in his office all receipts, vouchers, and other documents, which are necessary to prove the validity of every transaction and f the identity of every person having any beneficial relation thereto. i Section 7. Appropriation Accounts. He shall keep separate accounts of every appropriation, the name and address of each person or corporation to whom paid, and for what purpose paid. Section 8. Departmental-Special Assessment and Construction Accounts. H shall keep separate accounts for each department, specially assessed public improvements, improvements covered by contracts, and such major construction projects as may be requested by the City Manager. Section 9. Utility Accounts. He shall keep a separate acdount for each public utility owned or operated by the municipality, which account shall show the true and entire cost of said utility and the operation thereof. 1 Section 10. Collections From Taxes and Private Individuals. He shall keep a separate account o th e he amount collected annually by general or special taxation for the services rendered to the public, and the amount and character of the services rendered therefor, and amount collected annually from private I I I i stirs, if any, for the services rendered to them, and the amount and character of services rendered therefor. Section 11 Warrants Signed and Recorded. He shall, upon the approval by the Finance Committee and by order of the City Council, draw and sign all warrants on the City Treasurer, stating in said warrant on what fund it is drawn. He shall keep a book containing a record of all warrants issued by him, which said book shall show the date, number, amount and to whom payable and on what fund, and also a distribution account of all items. Section 12. Statement of Warrants to Treasurer. He shall supply the City Treasurer with a statement of all warrants issued after each meeting, and shall furnish the City Council a complete list of such warrants on or before the tenth day of every month. Such statements shall showuthe numbers, amuunt and purpose for which each of such warrants were drawn. Section 13. Record of Licenses Issued. He shall keep an accurate record of x all licenses issued by him, which record shall show the name of the individual, ued, and the fee collecte partnership or corporation to whom such license was issd by him therefor in each instance. Section 14. Annual Report. He shall make an annual public report which shall c contain an accurate statement in summarized form of all collections and receipts of the municipal corporation from all sources, all accounts due the public but not collected and all expenditure for every purpose, a statement in detail of the operation and income of each public utility. The statement shall show in detail the entire public debt which under the law it may contract for the year in which the report is made. He shall cause the- annual report to be published in a newspaper of general circulation in the City. Section 15. Annual Report to State Auditor. He shall on or before the first secular day of Fly Y February of each year file with the Auditor of State a certified copy of the annual report. I Section 16. Receives All Moneys. He shall receive all moneys due the city mers of municipal from every source, including payments made by consu utility services, and shall credit the same to the proper fund upon his records, and deposit the money received with the City Treasurer on or before the 15th day of each month. Section 17. Utility Collections. He shall render a statement to each consume of municipal utility service showing the amount due the City for such service, which amount shall be computed upon the rates and under, the rules as adopted by the City Council. Section 18. Recording of Records. He shall, immediately after the passage of an ordinan-ce or resolution establishing any restricted district, building lines, fire limits or change in the name of a platted street, certify such ordinance or resolution and plat, if any, of said district or street to the I i County Recorder. Section 19. Certify Assessments to County Auditor. He shall on or before the 15th day of August of each year certify to the County .Auditor all assessments and taxes of every kind and nature caused to be levied by the Council, except taxes for the payment of bonds and the interest thereon, and as otherwise provided by law. Section 20. Special Tax Book. He shall keep a book to be called "Special Tax Book" in which he shall enter a memorandum showing all amounts assessed and liens against all lots and parts of lots, or parcels of ground, on account of i labor done and material furnished in the building of sidewalks, sewers or any other public improvement made by the authority of the City Council, the abatement of nuisances, or any other legal charge, the cost of which has been assessed against such lot or parcel of ground or the owners thereof, and such book shall at all times be subject to the inspection of any person. Such book shall contain a description of the property, the date and the amount of the assessment, the owner' s name, if known, and such other memoranda as may be proper. Section 21. Issuance of Special Assessment Bonds. He shall have charge of the issuance of special assessment bonds and upon order of the City Council, I after completion and acceptance of the work deliver said bonds or sufficient funds realized from the sale of such bonds to the contractor and take his receipt therefor. Section 22. Record of Official Bonds. He shall keep a book to be known as the "Record of Official Bonds", and shall record therein the official bond of all municipal officers, elective or appointive. He shall index such record under) the title of each office and shall show the name of each principal, his sureties, and the date of the filing of the bond. Section 23. Commissioner of Registration. He shall act as Commissioner of Registration and perform the duties of such office as defined in Chapter 488 Code of Iowa, 1954, and the ordinances of the City of Ames. Section 24. Election Duties. He shall perform such duties in connection with the holding of City elections as are prescribed by the laws of Iowa. Section 25. Notices to Persons Elected. He shall, within five days after the results of the regular municipal election have been declared, send notice by mail to each person who has been elected, which notice shall specify the office to which such person has been elected and require him to appear and qualify as provided by law. Section26 . Permanent Cemetery Records. He shall keep all permanent I cemetery records of the Ames Municipal Cemetery, as provided by the Cemetery Ordinance relating thereto. Sectinn 27. Secretary of Hospital Board. He shall be the Secretary of the Mary Greeley Memorial Hospital and keep a record of all money received and deposit the same with the City Treasurer and he shall draw all warrants to be paid by the Hospital, when properly audited and approved by the Finance Commutes of said Hospital, and make an annual report thereof. { Section 28. Clerk of Board of Health. He shall be the Clerk of the local Board of Health, keep its records, and perform such other duties as shall be prescribed by the local Board of Health. Section 29. Clerk of Civil Service Commission. He shall be the Clerk of the Civil Service Commission, keep its records, and perform such other duties as shall be prescribed by said commission. Section 30. Member Board of Trustees Utility Retirement System. He i shall be a member of the Board of Trustees of the Ames Municipal Utility Employees Retirement System and shall act as Secretary of said board. Section 31. Secretary Zoning Board of Adjustment. He shall act as Secretary of the Zoning Board of Adjustment and keep the records thereof. Section 32. Secretary Police and Fire Retirement Boards. He shall act as Secretary of the Police Retirement Board and the Firemen's Retirement Board. Section_ 33. Assistants. He shall have power to suspend or to discharge summarily any employee that he has power to employ subject, however, to the provisions of Chapters 70 and 365, Code of Iowa, 1954, or regulations of the Civil Service Commission. Section 34, Destroying Records. He shall on order of the Council, destroy 11 records and papers, other than proceedings, ordinances and instruments aving to do with real estate and bond issues, which are more than ten years old, r offer such of same as may be of historical interest to a historical society or i. ublic library. Section 35. Other Duties. He shall perform such other duties as may from me to time be required of him by any of the ordinances of the City or the laws f the State of ,Iowa. Sectim36. Repeal. All ordinances, particularly Ordinance No. 562, or parts f ordinances in conflict or inconsistent herewith are hereby repealed. Section 37. This ordinance shall be of full force and effect from and after its passage and publication as provided by law. Passed this 31st day of January, 1956. J. W. Prather, City Clerk J. P. Lawlor, Mayor Moved by Bolton and seconded by Smith that Ordinance No. 834 be passed on its I first reading. Voting Aye: Armstrong, Judge, Smith, De Hart, Bolton and Schilletter Voting Nay: None Absent: None Moved by Smith and seconded by SchilItter that the rules governing the passage of lordinances be suspended, the second and third readings be omitted and Ordinance �No. 834 be placed on its final passage. Voting Aye: Armstrong, Judge, Smith, De Hart, Bolton and Schilletter Voting Nay: Nne Absent: None IMoved by Bolton and seconded by Schilletter that Ordinance No. 834 do now pass. Voting Aye: Armstrong, Judge, Smith, De Hart, Bolton and Schilletter Voting Nay: None Absent: None Mayor Pro Tern De Hart declared Ordinance No. 834 duly adopted. I, J. W. Prather, being the duly appointed, qualified, and acting City Clerk of the City of Ames, ,Iowa, do hereby certify that the above and foregoing Ordinance No. 834 is a true and exact copy of said ordinance and that said ordinance was passed and adopted by the City Council of the City of Ames, Iowa, at an adjourned meeting thereof on the 31st day of January, 1956 and published by codifying on the 30 day of �,^ , 19 i J. W. Prather, City Clerk City of Ames, Story County, ,Iowa SEAL Dated this ,� day of , 1956. I