City Clerk

City Clerk - Charter Officer

The City Clerk is a Charter Officer appointed by the Board of Commissioners and serves at its pleasure. The City Clerk is a constitutional officer by charter serving as the Supervisor of Elections for the City of Madeira Beach Municipal Elections, and serves as the Secretary Ex-Officio to the Civil Service Commission.

By Charter, the City Clerk must be appointed on the basis of executive, professional, and administrative qualifications with special reference to actual experience and knowledge in respect to the duties of the City Clerk's Office. The City Clerk must be a member, and maintain membership in good standing, of the International Institute of Municipal Clerks (IIMC) and the Florida Association of City Clerks (FACC), and be a certified municipal clerk through IIMC, and maintain certification in good standing.

By Charter, the City Clerk serves as the municipal secretary and is the custodian of all public records and keeps their safety, and custodian of the corporate seal; serves as the Secretary Ex-Officio Secretary to the Civil Service Commission; gives notice of Board of Commissioner's and Civil Service Commission meetings and keeps a journal of its proceedings; and authenticate by signature and record in full in a book kept for the purpose, all ordinances and resolutions, and performs other duties required by the City Charter and ordinance.

By Charter, the City Clerk with the approval of the Board of Commissioners appoints Deputy Clerks who when appointed shall have such powers and authority as shall be conferred by the Board of Commissioners.

Primary Responsibilities of the City Clerk

• Serves as the Supervisor of Elections for the City's Municipal Elections and is the Qualifying Officer for candidates running for elected office in accordance with the Florida Election Laws and City Charter
• Maintain custody of the municipal seal
• Serves as Secretary Ex-Officio for the Civil Service Commission
• Attests to City ordinances, resolutions, contracts, leases, and other official documents
• Custodian of Public Records and keeps their safety
• Responsible for managing the City's public records, storage, access, and disposal in accordance with public records laws
• Transcribe meeting minutes and record official actions of the Board of Commissioners and Civil Service Commission
• Records and Index official meeting minutes, ordinances, and resolutions of Board of Commissioners
• Publishes agendas and agenda packets for the Board of Commissioners and Civil Service Commission using automated agenda management software
• Post meeting notices of the Board of Commissioners and Civil Service Commission on City Hall Bulletin Board
• Attends all meetings of the Board of Commissioners and Civil Service Commission
• Administer Oaths of Office to Board of Commissioners and Civil Service Commission members
• Prepares and advertises public notices and legal notices as required by law for adoption of ordinances and resolutions, elections, and board vacancies
• Assists other departments with advertising prepared public hearing notices
• Maintain and manages codification of City Charter, Code of Ordinances, Comprehensive Plan, and Land Development Regulations
• Perform research for the Board of Commissioners, Civil Service Commission, and City staff as may be directed
• Provide Notary public services for City business only
• Prepare Proclamations, Certificates of Appreciation, and Oath of Office
• Writes and prepare ordinances and resolutions for the City Clerk’s Office and reviewed and approved by City Attorney
• Improves the Office of the City Clerk through improved electronic software and web-based programs, and educational programs and certifications
• Manages appointments to city advisory boards and maintains membership Roster.
• Schedules speakers to conduct trainings on Sunshine Law, Ethics Law, Public Records Law, Parliamentary training, Cybersecurity, and other Trainings for the Board of Commissioners, City staff, and City Clerk's Office. Some trainings are by webinar.
• Manage Barracuda cloud email archiving and Email Gateway Defense Security Software
• Process and respond to public records requests in person, by email, or through JustFOIA, web-based public records management tracking system
• Manage JustFOIA, public records tracking system software
• Manage Laserfiche, a cloud-based software platform to archive and store the City's public records electronically in one centralized location for easy search and access to everyone through a public portal. Scan and upload the City's public records in the system.
• Manage City Clerk and Board of Commissioners Annual Budget and Expenditures