It shall be the duty of the administrative officer (Planning Board Secretary and Zoning Officer) to keep a record of all applications, all actions of the municipal agencies, all complaints, all violations noted and a record or any action taken thereon and all development permits issued, together with a notation of all special conditions involved. He/She shall file and safely keep all copies of all plans submitted, and the same shall form a part of the records of his office and shall be available for the use of the City Council and of other officials of the City.

The administrative officer (Planning Board Secretary and Zoning Officer) shall prepare a monthly report for the City, summarizing for a period since the last previous report all development permits issued and all complaints of violations and the action consequently taken thereon. A copy of each such report shall be filed with the City Clerk, Tax Assessor, Planning Board, Code Enforcement Officer, Construction Official and Engineer at the same time it is filed with the City Council.