Agenda - Charter Commission - 07/31/2000

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CHAPTER Keeps records of all council proceedings, including preparing minutes of council meetings and maintaining the ordinance book; · Handles all correspondence on behalf of the council; Draws up agendas and prepares or supervises the preparation of other working papers the council uses at meetings; and, Executes any duties the council assigns to the clerk. In many cities, the clerk also does this for administrative boards such as the utilities commission. Financial responsibilities Except for those records the treasurer must keep, the clerk maintains all financial records. Where the city has combined the office of clerk and treasurer, the clerk performs all duties. In addition, the clerk must annually prepare three different financial reports. (See Part VI.) If the council makes appropriations or allotments under a budget, the clerk usually has the duty of administering the budget. The city must make monthly payroll deductions for Public Employees' Retirement Association (PERA) and Social Security contributions from each employee, and remit the deductions and the city's contributions to the appropriate state officer. A statement of the amount of these deductions, the amount of salaries from which they came, and the names of the employees for whom the city is making the payment must accompany the payments. The preparation of this statement is the duty of each department head in the city. If the city does not have separate department heads or if some city employees are not directly accountable to any particular department head, the clerk should make the deductions and file the necessary returns. As the general city administrative officer in charge of payroll, the clerk must also withhold state and federal income taxes from the paychecks of all employees. 185