001-130 City Clerk

General Fund

Department Information

As a manager of public information, the City Clerk oversees the legislative history created by the City Commission, maintains, and preserves all official records and documents of the City, researches and disseminates information for staff and the public, and administers a City-wide Records Management program. The City Clerk ensures the legislative process is “open and public” by publishing and posting notices and ordinances as required by law and coordinates the audio/video taping of all public meetings, workshops etc. The City Clerk transcribes the City Commission minutes and follows up on all decisions made by the City Commission including arranging for signatures on all official documents, certifying the adoption of ordinances and resolutions, and attesting to Commission action. As the City's Elections Official, the City Clerk oversees the conduct of all general and special municipal elections.

The City Clerk’s Department is a courteous, service-oriented team of professionals working in partnership with the community, commission, and employees. We are committed to providing efficient service in a responsive and expeditious manner, maintaining the integrity of all commission actions through the Municipal Code, policy manual, minutes, and resolutions, and dedicated to continuing the preservation of the City’s history.

Department Accomplishments

  • Efficiently prepare all public meeting agendas, minutes, calendars, and advertising.
  • Preparation and administration of the departmental budget.
  • Management of Just FOIA Public Records Request software/system.
  • Ensure legal compliance in response to 689 City-wide public records requests.
  • Coordinate/document/attend 40+ Commission meetings, workshops, and special meetings.
  • Provide public noticing and other legislative follow-up services.
  • Coordinate Advisory Board Members and orientations; manage and prepare all public board meeting agendas, minutes, calendars, and advertising for three additional boards.
  • Preparation, recording and summary of Magistrate Dockets and Hearings.
  • Tracking and management of vehicle fleet license, registration, titles, and sales.
  • Invoiced 50+ entities for reimbursement of recording, advertising, and public records costs.
  • Cemetery plot sales, deeds, and record keeping; current and historical.
  • Document scanning into Laserfiche Digital Imaging Software.
  • Organize and scan archived records; reduction of 31+ cubic feet of archived storage.
  • Conducted 2022 City Municipal Election.
  • Training of Assistant to the City Clerk.
  • Update and maintain CivicPlus website.
  • On-going management of CivicClerk Agenda software.
  • Implemented City Clerk page on Intranet.

Department Goals and Objectives

  • Efficiently prepare all public meeting agendas, minutes, calendars, and advertising.
  • Preparation and administration of the departmental budget.
  • Provide public noticing and other legislative follow-up services.
  • Management of Public Records Requests and Just FOIA public records program.
  • Coordinate all Advisory Board Members, agendas, meetings, and minutes.
  • Tracking and management of vehicle fleet license, registration, and titles.
  • Organize Laserfiche records and online Laserfiche training for staff.
  • Continue working towards implementing a paperless filing system, and to ensure efficient access, preservation, and protection of all records.
  • Remain compliant with the City’s adopted retention schedule through the destruction of records that have reached the end of their legally approved life cycle.
  • Provide training/staff development for City staff to ensure compliance with state and federal laws; Just FOIA, Public Records, CivicClerk.
  • Improve and Maintain CivicPlus Clerk’s webpage with required notices and public documents.
  • Continue Assistant to the City Clerk training.
  • Continue creation of helpful “How To” communications from the City Clerk’s Office.
  • Offer helpful information to Commissioners, staff, and HR for the newsletter.
  • Improve the process to sell and search cemetery records while continuing to manage, sell, and maintain plots and the historical cemetery records.
  • Improve City Clerk website communications via CivicPlus.
  • Coordinate and host annual Advisory Board Appreciation Luncheon/Event.
  • Continue achievement goals towards Master Municipal Clerk Certification.

Department Appropriations

Department Staffing