Hawk Cove:Ord 2018-002

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Codification Notes:

Ord. No. Adopted Codified Status
2018-002 Nov 10, 2020 TITLE 2 ACTIVE

ORDINANCE NO. 2018-002

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HAWK COVE, TEXAS, PRESCRIBING THE DUTIES AND RESPONSIBILITIES OF THE CITY SECRETARY AS CREATED BY ORDINANCE 99-0 (CREATING THE OFFICE OF CITY SECRETARY), PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE.

WHEREAS, the City of Hawk Cove, Texas is a Type-A General Law Municipality located in Hunt County, created in accordance with the provisions of Chapter 6 of the Local Government Code and operating pursuant to the enabling legislation of The State of Texas.

NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF HAWK COVE TEXAS

SECTION 1 POWERS AND DUTIES OF SECRETARY STATUTORY:

The secretary of the municipality shall attend each meeting of the governing body of the municipality and shall keep, in a record provided for that purpose, accurate minutes of the governing body's proceedings. The secretary shall:

1. engross and enroll all laws, resolutions, and ordinances of the governing body;
2. keep the corporate seal;
3. take charge of, arrange, and maintain the records of the governing body;
4. countersign all commissions issued to municipal officers and all licenses issued by the City Administrator and keep a record of those commissions and licenses; and
5. prepare all notices required under any regulation or ordinance of the municipality.
6. The secretary shall draw all the warrants on the treasurer, countersign the warrants, and keep, in a record provided for that purpose, an accurate account of the warrants.
7. The secretary serves as the general accountant of the municipality and shall keep regular accounts of the municipal receipts and disbursements. The secretary shall keep each cause of receipt and disbursement separately and under proper headings. The secretary shall also keep separate accounts with each person, including each officer, who has monetary transactions with the municipality. The secretary shall credit accounts allowed by proper authority and shall specify the particular transaction to which each entry applies. The secretary shall keep records of the accounts and other information covered by this subsection.
8. The secretary shall keep a register of bonds and bills issued by the municipality and all evidence of debt due and payable to the municipality, noting the relevant and particular facts as they occur.
9. The secretary shall carefully keep all contracts made by the governing body.

SECTION 2

Legislative Duties

1. To assist in expediting business of the Council by ensuring that the discussion of the Council is limited to items posted on the agenda or on items that should be posted on future agendas.
2. To enforce the rules of procedure, order and decorum adopted by the Council.
3. To sign, when necessary, all documents reflecting actions taken by the Council.
4. Serve as Administrator for all City elections, including posting and publishing of notices as required by law. Handling all early voting procedures and being available in the City Secretary's office on Election Day.
5. Receives petitions, initiatives, and referendums and applications for office and verifies applications and petitions on behalf of the City.
6. Certifies acknowledgement of all applications for permits or licenses to serve alcoholic beverages within City limits.
7. Provides backup for the utility billing clerk, as needed.
8. Serves as records Management Officer and oversees the City's record retention program.
9. Responsible for releasing public information in accordance with The Texas Open Records Act.
10. In accordance with The Texas Open Records Act, prepares and posts agendas and public notices for all City Council, planning and zoning commission and board of appeals meetings, and other board or commission meetings, as necessary.
11. Administers oaths and attests contracts, assessment certificate certificates and other legal instruments when executed by the authorized officers of the city.
12. Assists in preparation and notification of official actions.
13. Prepares correspondence for the City Secretary's office, and the City Administrator and the Mayor and City Council as required.
14. Assist the City Administrator wherever needed.

SECTION 3

ADMINISTRATIVE DUTIES

1. Supervision and oversight of day-to-day operations of all city departments and staff through department heads;
2. Attends meetings of the City Council, preparing and providing supporting documents and information pertinent to agenda items; accomplishes minutes of the meeting. Present at council meetings with the right to take part in the discussion but having no vote.
3. Serves as the liaison between the City Council and personnel. Acts as Personnel Director for the City; hires, in conjunction with City Administrator (with City Council approval), evaluates and directs the City's staff.
4. Monitors the budget and all financial affairs of the City; works closely with Council, Budget Committee, and department heads to develop a comprehensive budget and work program and coordinate annual budget preparation, approve expenditures and implement budgetary adjustments as appropriate and necessary.
5. Administers the yearly operating budget and capital improvements budgets with the City Administrator and Mayor, reports to the Council on the status of the City's budget.
6. Responsible for implementing all City Council's policy decisions and providing staff in all departments with the clear and efficient operating procedures necessary to carry out Council policy mandates.
7. Serves as the approval agent for Council purchasing.
8. Attends meetings and conventions on behalf of the City when necessary.
9. Acts as Human Resources Administrator.

SECTION 4

Repeal of conflicting Ordinances, Policies and Procedures,

This Ordinance shall be and is hereby declared to be cumulative of all other related ordinances, policies, sections, subsections, articles, paragraphs, sentences, clauses, phrases or words and procedures pertaining to the duties or responsibilities of the City Secretary of the City of Hawk Cove. This ordinance shall not operate to repeal or affect any such other Ordinances, Policies and Procedures, except insofar as the provisions thereof might be inconsistent or in conflict with the provisions of this ordinance, in which event such conflicting provisions, if any, in such other ordinances, policies and procedures are hereby repealed.

SECTION 5

Severability Clause.

If any provision, section, subsection, article, paragraph, sentence, clause, phrase or word of this ordinance, or the application of same to any person or set of circumstances is for any reason held to be unconstitutional, void, or invalid (for any reason unenforceable), the validity of the remaining portions of this ordinance or the application to such other persons or sets of circumstances shall not be affected thereby, it being the intent of the City Council of the City of Hawk Cove Texas in adopting this ordinance, that no portion thereof or provision contained herein shall become inoperative or fail by any reason of unconstitutionality or invalidity of any other portion or provision.

SECTION 6

Providing an Effective Date

The Ordinance shall become effective immediately upon its passage.

CONCLUSION

PASSED, APPROVED, AND ADOPTED THIS 10th DAY OF NOVEMBER 2020.

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