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City of Tiffin Ordinance 2012-308
AN ORDINANCE REPEALING CHAPTER 18 OF THE TIFFIN CODE OF
ORDINANCES AND ADOPTING A NEW CHAPTER 18 TO ESTABLISH THE
POSITION OF CITY CLERK/ADMINISTRATOR.
BE IT ENACTED BY THE CITY COUNCIL OF TIFFIN, IOWA:
Section 1. Purpose. The purpose of this ordinance is to repeal existing Code of Ordinances
Chapter 18 Establishing and Defining the Position of City Clerk/Administrator.
Section 2. Revised Provisions. Establish the following in place of the repealed Chapter 18:
Section 18.01 APPOINTMENT AND COMPENSATION. At the first meeting of the City
Council in January of each year the_council will appoint a City Clerk/Administrator to serve for a
term of one year. Compensation for the position will be set by resolution of the council.
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Section 18.02 POWERS AND DUTIES: GENERAL. The'Clerk/Administrator must fulfill all
the requirements of the Code of Iowa for Clerks and direct and administer such assistance as may
prove necessary to conduct those affairs. In addition, the Clerk/Administrator willhave the
following duties and responsibilities:
(1) Implement, coordinate, administer the policies of the city council, provide for the
enforcement and regulation of all ordinances, and ensure the effective provision of
services in an efficient and professional manner.
(2) Develop the annual budget, prepare financial reports and records, and keep the
council advised of the financial condition of the city. Prepare all financial and other
reports as required by state, federal and local laws. Conduct business affairs of the
city using standard practices and accounting methods for public finance.
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(3) Coordinate the activities of all city departments and supervise the department heads.
Evaluate job performance of all employees, oversee staff development and training,
and make recommendations to the mayor about hiring, termination,promotion,
demotion, compensation, and disciplinary actions. Investigate harassment and
discrimination claims and claims of misconduct related to all city
employees. Implement and coordinate a drug abuse prevention program in
accordance with'state and federal guidelines.
(4) Plan, formulate, and fecommend short and long-range maintenance and capital
improvement projects that will improve departmental effectiveness, efficiency, and
environment.
(5) Solicit quotes and bids for goods and services and develop requests for proposals
(RFP) as needed. Serve as the city's purchasing agent and supervise the purchase and
receipt of materials and supplies.
(6) Supervise the construction, improvement, repair, and maintenance of all city
properties and facilities and oversee all capital improvement projects, except as
provided by the council in a separate agreement.
(7) Participate in the economic development of the city, serve as a zoning officer, and
assist the council and the planning and zoning commission in implementing the
comprehensive plan.
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(8) Serve as the city's primary liaison in working with public and private agencies.
(9) Receive all inquiries, concerns and complaints voiced through residents of the city,
elected officials, or other parties; and addresses, delegates or refers the issue to the
council as required.
(10) Keep the mayor and council informed on all matters related to the'city, including
activities and progress toward council goals and policy objectives. Provide,
recommendations for consideration on all matters within the Clerk/Administrator's
parameters.
(11) Perform all duties of the city clerk, as specified in the state code and city
ordinance.
(12) 'Designate one or more employees to carry out the duties and responsibilities of
the city administration office when the Clerk/Administrator is absent.
(13) Exercise such other powers and perform such other duties as directed by a majority vote
of the City Council or as established by ordinance or statute.
The City Council will hire one or more assistant clerks to assist the Clerk/Administrator as the
council deems necessary. Compensation and hours will be set by resolution of the Council.
Assistant clerks will be hired as employees at will and will not be subject to annual appointment.
18.03 PUBLICATION OF MINUTES. Within 15 days after a regular or special City Council
meeting, the Clerk must provide for the publication of the proceedings of the meeting. The
publication must include a list of all claims allowed and a summary of all receipts, and the
publication must show the gross amount of the claims.
18.04 RECORDING MEASURES. The Clerk must promptly record each measure considered
by the Council and record a statement with the measure, where applicable, indicating
whether the Mayor signed, vetoed, or took no action on the measure, and whether the measure
was later passed over the Mayor's veto.'
18.05 PUBLICATION. The Clerk must publish all ordinances, enactments, proceedings and
official notices requiring publication as follows:
1. Time. If notice of an election, hearing, or other official action is
required by the Tiffin Code of Ordinances or by State Code,the notice
must be published at least once, and not less than four or more than 20
days before the date of the election, hearing, or other action, unless
otherwise provided by law.
2. Manner of Publication. A publication required by this Code of
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Ordinances or State Code must be in a newspaper published at least once
weekly and having general circulation in the City, except that ordinances
and amendments may be published by posting in the following places:
The Depot
Casey's
Solon State Bank
Morgan's Station
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The Clerk is hereby directed to post promptly such ordinances and amendments, and to 4
leave them so posted for not less than 10 days after the first date of posting.
Unauthorized removal of the posted ordinance or amendment before the completion of
the 10 days will not affect the validity of the ordinance or amendment. The Clerk will
' note the first date of such posting on the official copy of the ordinance and in the official
• ordinance book immediately following the ordinance.
18.06 AUTHENTICATION. The Clerk must authenticate all measures except motions
with the Clerk's signature, certifying the time and manner of publication when required.
18.07 CERTIFY MEASURES. The Clerk must certify all measures establishing any
zoning district,building lines, or fire limits and a plat showing the district, lines, or limits
to the recorder of the County containing the affected parts of the City.
18.08 RECORDS. The Clerk must maintain the specified City records in the
following manner: j
1. Ordinances and Codes. Maintain copies of all effective City
ordinances and codes for public use.
2. Custody. Have custody and be responsible for the safekeeping of all
writings or documents in which the City is a party in interest unless
otherwise specifically directed by law or ordinance.
3. Maintenance. Maintain all City records and documents, or accurate
reproductions, for at least 5 years except that ordinances, resolutions,
Council proceedings,-records and documents, or accurate
reproductions, relating to the issuance, cancellation, transfer, redemption
or replacement of public bonds or obligations must be kept for at least 11 •
years following the final maturity of the bonds or obligations.
Ordinances, resolutions, Council proceedings,records and documents, or
accurate reproductions, relating to real property transactions must be
maintained permanently.
4. Provide Copy. Furnish upon request to any municipal officer a
copy of any record, paper or public document under the Clerk's control
when it may be necessary to the officer in the discharge of such officer's
duty; furnish a copy to any citizen when requested upon payment of the
fee set by Council resolution; under the direction of the Mayor or other'
w authorized officer, affix the seal of the City to those public documents or
instruments which by ordinance and Code of Ordinances are required to
be attested by the affixing of the seal.
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5. Filing of Communications. Keep and file all communications and
petitions directed to the Council or to the City generally. The Clerk shall
endorse thereon the action of the Council taken' upon matters
considered in such communications and petitions.
• 18.09 ATTENDANCE AT MEETINGS. The Clerk must attend all regular and
special Council meetings and, at the direction of the Council, the Clerk must attend
meetings of committees,boards, and commissions. The Clerk must record and preserve a
correct record of the proceedings of such meetings.
18.10 ISSUE LICENSES AND PERMITS. The Clerk will issue or revoke licenses
and permits when authorized by this Code of Ordinances, and keep a record of licenses
and permits issued which will show the date of issuance, license or'permit number,
official receipt number, name of person to whom issued; term of license or permit and
purpose for which issued.
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18.11 NOTIFY APPOINTEES. The Clerk will inform all persons appointed by the
Mayor or Council to offices in the City government of their positions and the time at
which they will assume the duties of their offices.
'18.12 ELECTIONS. The Clerk will perform the duties relating to elections and
nominations in accordance with Chapter 376 of the Code of Iowa.
18.13 CITY SEAL. The City seal is in the custody of the Clerk and will be attached by
the Clerk to all transcripts, orders, and certificates which it may be necessary or
proper to authenticate. The City seal is circular in form, in the center of which are the
words "TIFFIN, IOWA" and around the margin of which are the words "TOWN SEAL."
Section 3. Repealer. All ordinances or parts of ordinances in conflict with the provisions of
this Ordinance are hereby repealed.
Section 4. Severability. If any section, provision,'or part of this ordinance shall be adjudged to
be invalid or unconstitutional, such adjudication shall not affect The validity of the ordinance as a
whole, or any section,provision, or part thereof not adjudged invalid or unconstitutional.
Section 5. Effective Date. This ordinance shall be in effect after its final passage, approval, and
posting as provided by law.
On the 22nd day Of February, 2012, at a special meeting of the Tiffin City Council,
Tiffin, Iowa, Councilperson Ryan introduced Ordinance No. 2012-308, and moved that it be
given its first reading. The motion was seconded by Councilperson Bartels.
Ayes: Ryan, Weipert, Upton, Bartels. Abstain: Ball. Nays: none. Four members of the Council
being present and having voted "aye", Mayor Steve Berner declared the motion carried, and
Ordinance No. 2012-308, was read the first time, discussed, and placed on record.
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On the 7th day of March, 2012, at a special meeting of the Tiffin City Council, Tiffin,
Iowa, Councilperson Ryan introduced Ordinance No. 2012-308, and moved that it be given its
second reading. The motion was seconded by,Councilperson Bartels. Ayes: Ryan, Ball, Bartels,
Ball; Weipert. Nays: none. Five members of the Council being present and having voted "aye",
Mayor Steve.Berner declared the motion carried, and Ordinance No. 2012-308, was read the
second time and discussed and placed on record.
On the 7th day of March, 2012, at a special meeting of the Tiffin City Council, Tiffin,
Iowa, Councilperson Bartels introduced Ordinance No. 2012-308, and moved that the
requirement for readings at three consecutive meetings be waived and that it be given its third
and last reading. The motion was seconded by Councilperson Weipert. Ayes: Ryan, Ball,
Bartels, Upton, Weipert. Nays: none. Five members of the Council being present and having
voted "aye", Mayor Steve Berner declared the motion carried,and the ordinance was passed and
adopted.
Whereupon the Mayor declared that Ordinance No. 2012-308 be adopted and signified
his approval of same by fixing his signature thereto. Passed by the Council on the 7th day of
March, 2012 and approved by the Mayor on the 12th day of March, 2012.
CITY OF TIFFIN, IOWA:
By: .�
STEVEN L. BERNER, Mayor
ATTEST:
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ADELIA . ADDEN, Interim City Clerk
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I, Adelia C. Madden, Interim'Clerk of the City of Tiffin, Iowa, state that an ordinance entitled
AN ORDINANCE REPEALING CHAPTER 18 OF THE TIFFIN CODE OF
ORDINANCES AND ADOPTING A NEW CHAPTER 18 TO ESTABLISH THE
POSITION OF CITY CLERK/ADMINISTRATOR and known as No. 2012 -308 was duly
passed by the Council on the 7th day of March, 2012, and signed by the Mayor on the 13th day
of March 2012, and published on the 12th day of March, 2012,by posting copies thereof in four t
public places within the limits of the City of Tiffin, Iowa. That I posted copies of Ordinance No.
2012 -308 in the`following places:
The Depot, Tiffin, Iowa -
Casey's, Tiffin, Iowa
Solon State Bank, Tiffin, Iowa
Morgan's Station
Adelia C. Madden, Interim City Clerk
CORPORATE SEAL
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STATE OF IOWA)
COUNTY OF JOHNSON) ss
On the I(0jday of March, 2012,before me;a Notary Public in and for the State of Iowa,
personally appeared Adelia C. Madden , to me personally known, and who,being by me duly
sworn, did say that she is the Interim City Clerk of the City of Tiffin, Iowa, and that the
document was signed on behalf of the City,by authority of the City Council, as contained in the
Ordinance No. 2012-308 adopted by the City Council of the City of Tiffin, Iowa, and that Adelia
C. Madden acknowledged the execution of the document to be her voluntary act and deed and
the voluntary act and deed for the City,by it voluntarily executed.
ew,
otary Public in and for the State of Iowa
1. CAROLINE KOON
It Commission Number 730751
• My Cgm•r ission Expires
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