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MAGNUSON & ASSOCIATES, LLC ATTACHMENT #1 CITY OF GEM LAKE PROPOSED JOB DESCRIPTION CITY CLERK 01 January 2006 through 31 December 2007 The functional job of Gem Lake City Clerk as originally defined in 1990 and revised between 01 January 1991 and the date written above shall be as follows: A. To establish an agenda for each meeting of the City Council based upon items that need to be addressed by the City Council. B. To act as recording secretary at each official meeting of the City Council, creating the permanent record of the proceedings in the form of minutes of meeting and presenting same for approval by the City Council. C. To maintain the official corporate record of the City of Gem Lake in the form of a minute book with appropriately executed copies of all documents relevant to the ongoing operation of the City and the decisions of its elected officials. D. To maintain such files as are necessary for the ongoing operation of the City. E. To act as liaison with the public regarding official matters pertaining to the City. F. To act as liaison with both private and public entities providing contract services to the City. G. To execute any documents requiring one or more signatures as necessary and as directed by the City Council from time to time. H. To distribute and disburse public information pertaining to the City in accordance with all Federal, State, Regional, and local laws, ordinances, and policies. I. To appropriately post and/or publish such public notices as may be necessary to inform the residents of Gem Lake of any pending actions. i. To review all claims for payment by the City of obligations on a monthly basis and present same for payment approval by the City Council and payment by the Treasurer. K. To disseminate all mail, correspondence, and other communications received or prepared to the appropriate elected or appointed officials of the City in a timely manner. L. To administer and execute, as necessary and as directed by the City Council, all (sub)contracts for municipal services including public works (plowing, sanding, sweeping, road repair, etc), public safety (police, fire, emergency medical, etc.), and municipal management. M. Act as "Data Practices Compliance Official" per City Council Resolution No. 2002-06. The job of City Clerk for a statutory city as defined by MN Statutes, Section 412.151 is as follows: 412.151 Duties of clerk. Subdivision 1. Listed; fees; deputy; absence. The clerk shall give the required notice of each regular and special election, record the proceedings thereof, notify officials of their election or appointment to office, certify to the county auditor all appointments and the results of all city elections. The clerk shall keep (1) a minute book, noting therein all proceedings of the council; (2) an ordinance book to record at length all ordinances passed by the council; and (3) an account book to enter all money transactions of the city including the dates and amounts of all receipts and the person from whom the money was received and all orders drawn upon the treasurer with their payee and object. Ordinances, resolutions, and claims considered by the council need not be given in full in the minute book if they appear in other permanent records of the clerk and can be accurately identified from the description given in the minutes. The clerk shall act as the clerk and bookkeeper of the city, shall be the custodian of its seal and records, shall sign its official papers, shall post and publish such notices, ordinances and resolutions as may be required and shall perform such other appropriate duties as may be imposed by the council. For certified copies, and for fling and entering, when required, papers not relating to city business, the clerk shall receive the fees allowed by law to town clerks; but the council may require the clerk to pay such fees into the city treasury. With the consent of the council, the clerk may appoint a deputy for whose acts the clerk shall be responsible and whom the clerk may remove at pleasure. In case of the clerk's absence from the city or disability, the council may appoint a deputy clerk, if there is none, to serve during such absence or disability. The deputy may discharge any of the duties of the clerk, except that deputy shall not be a member of the council. Subdivision 2. Delegation; audit. The council by ordinance may delegate all or part of the clerk's bookkeeping duties to another officer or employee. The officer or employee who by ordinance is made responsible for the clerk's bookkeeping duties shall furnish a fidelity bond conditioned for the faithful exercise of duties. The council may provide for the payment from city funds of the premium on the official bond. If the bookkeeping functions of the clerk are delegated to the city treasurer, the council shall provide for an annual audit of the city's financial affairs in accordance with the minimum procedures prescribed by the state auditor. A copy of the ordinance slial I be provided to the state auditor.