City Clerk

Statutory Duties and Responsibilities

The Municipal Clerk’s statutory duties are relatively fixed and regardless of the form of government, the Clerk is charged with the following statutory duties: secretary to the council (governing body); secretary to the municipal corporation; election official with judicial authority; and administrative official on the municipal level. As municipal secretary, the City Clerk:

• Record and Index official meeting minutes of Board of Commissioners.
• Process, record, file and advertise ordinances, resolutions, and legal notices.
• Perform liaison work between the public and the council as may be directed.
• Administer and record Oaths of Office.
• Custodian of all public records and ensure their safety.
• Maintain custody of the municipal seal.
• Sign and attests to official documents.
• Maintain and Manage codification of City Charter, Code of Ordinances, Comprehensive Plan, and Land Development Regulations

City Charter & Constitutional Duties & Responsibilities

Administers Federal, State, and Local procedures in assisting candidates in meeting their legal responsibilities before, during and after an election. From Election pre-planning to certification of election results and filing of final campaign disclosure documents. Other duties include:

• Election Official/Supervisor of Elections to Municipality
• Qualifying Officer
• Qualify candidates for local office
• Legal Advertising
• Certify vacancies existing on the local level.
• Maintain receipt of any and all petitions, initiative or otherwise.
• Furnish material for local elections
• Maintain receipt of election results
• Manage Municipal, General, and Special Elections

City Charter, General Duties and Responsibilities

Under state law, city charter, and local ordinances, the Municipal Clerk is entrusted with numerous and diverse duties. In addition to the required duties performed, the clerk has many other responsibilities resulting from long-practiced local rules and customs. The administrative duties are as follows:

• Provide notary services in relation to official business of the city clerk's office.
• Prepare Proclamations, an official important announcement, special occasions and events.
• Furnish data to public information media.
• Prepare and maintain the records index system, oversee records management, archiving, retention, and destruction in accordance with state regulations.
• Attest official contracts and documents.
• Serves as the Supervisor of Elections to the Municipality, Election Official, and Qualifying Officer. Conducts the Municipal Elections.
• Board and Committee liaison.
• Executes and emboss documents to authenticate the validity of City records: ordinances, resolutions, and contracts, easements, deeds, bonds or other documents requiring City Certification.
• Records Manager responsible for the City’s records management program, records retention, archiving, storage, distribution, and destruction of documents in accordance with the Florida Statutes, and coordinates record management efforts and training in each department.
• Custodian of Public Records - Processes public records requests and ensures compliance throughout the organization in compliance with Florida Public Records Law (F.S. Ch. 119).
• Assist in the preparation of agendas and meeting packets of the Board of Commissioners and Civil Service Commission
• Publishes Agendas and Meeting Packets of the Board of Commissioners and Civil Service Commission
• 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
• Transcribe Meeting minutes of the Board of Commissioners & Civil Service Commission
• Maintains records indexing system to include action taken by the Board of Commissioners
• Assists in the preparation of agenda and meeting packets of the Board of Commissioners and Civil Service Commission
• Publishes agenda and meeting packets of the Board of Commissioners and Civil Service Commission
• Writes and prepare ordinances and resolutions for the City Clerk’s Office and reviewed and approved by City Attorney
• Authenticate by signature and record in full in a book kept for the purpose, all ordinances and resolutions
• Manages the City’s Code of Ordinances, codification of ordnances, and distribution of supplemental updates to the City Charter, and Code of Ordinances.
• 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.
• Prepares and advertises public hearing legal notices for ordinances, resolutions, elections, and board vacancies.
• Assists other departments with advertising prepared public hearing notices
• Schedules speakers to conduct trainings on Sunshine Law, Ethics Law, Public Records Law, and other type of training related to the City Clerk’s Office and Board of Commissioners and Civil Service Commission
• Manage Barracuda cloud email archiving and Email Gateway Defense Security Software
• Manage JustFOIA, public records tracking system software
• Manage City Clerk and Board of Commissioners Annual Budget and Expenditures