City Clerk’s Office
Contact
Duties & Responsibilities:The City Clerk is a charter officer appointed by the Board of Commissioners (BOC) and works directly for the BOC. The City Clerk is the secretary to the Board of Commissioners; secretary ex-officio to the Civil Service Commission; Chief Election Official; custodian of the City Seal with the authority to execute and emboss documents to authenticate the validity of City records; custodian of all City records within the boundaries established by Florida State Statues, City Charter, and the City’s Code of Ordinances, and ensures their safety; Records Manager and oversees the City’s records management program, and coordinates record management efforts and training for City departments; Records Management Liaison Officer with the State of Florida; and Financial Disclosure Coordinator with the State of Florida Commission on Ethics.
The City Clerk is a charter officer appointed by the Board of Commissioners (BOC) and works directly for the BOC. The City Clerk is the secretary to the Board of Commissioners; secretary ex-officio to the Civil Service Commission; Chief Election Official; custodian of the City Seal with the authority to execute and emboss documents to authenticate the validity of City records; custodian of all City records within the boundaries established by Florida State Statues, City Charter, and the City’s Code of Ordinances, and ensures their safety; Records Manager and oversees the City’s records management program, and coordinates record management efforts and training for City departments; Records Management Liaison Officer with the State of Florida; and Financial Disclosure Coordinator with the State of Florida Commission on Ethics.
Additional City Clerk's Office Responsibilities:- Coordinating meetings and conferences for the Mayor and Commissioners
- Writing and preparing ordinances and resolutions for the City Clerk’s Office with the assistance of the City Attorney, and authenticating by signature and recording in full in a book kept for the BOC
- Publish BOC meetings agenda packets, post agendas, attend the meetings, and transcribe the meeting minutes
- Keeping a journal of BOC proceedings
- Maintaining a records indexing system to include action taken by the BOC
- Managing the City’s Code of Ordinances, codification of ordinances, and distribution of supplemental updates to the City Charter and the Code of Ordinances
- Managing appointments to City Boards and membership roster
- Providing notary services in relation to official business of the City Clerk’s office
- Preparing and advertising public hearing legal notices for ordinances, resolutions, and elections with the assistance of the City Attorney. Assisting with the advertising of TRIM notices, Requests for Qualifications (RFQ), request for Proposals (RFP), and zoning change notices prepared by other departments
- Coordinating meetings and conferences for the Mayor and Commissioners
- Writing and preparing ordinances and resolutions for the City Clerk’s Office with the assistance of the City Attorney, and authenticating by signature and recording in full in a book kept for the BOC
- Publish BOC meetings agenda packets, post agendas, attend the meetings, and transcribe the meeting minutes
- Keeping a journal of BOC proceedings
- Maintaining a records indexing system to include action taken by the BOC
- Managing the City’s Code of Ordinances, codification of ordinances, and distribution of supplemental updates to the City Charter and the Code of Ordinances
- Managing appointments to City Boards and membership roster
- Providing notary services in relation to official business of the City Clerk’s office
- Preparing and advertising public hearing legal notices for ordinances, resolutions, and elections with the assistance of the City Attorney. Assisting with the advertising of TRIM notices, Requests for Qualifications (RFQ), request for Proposals (RFP), and zoning change notices prepared by other departments
Public Records RequestsTo reduce the burden on other taxpayers, and in accordance with the Florida Public Records Law, (link for Florida Statute Ch. 119.07 below) the City of Madeira Beach will charge requestor of public records reasonable and lawful fees for direct duplication costs and for extensive use of staff time associated with public records requests. Billable staff time is determined by the job class of the staff fulfilling the records request.
Public Records requests may be made to the City Clerk's Office anonymously, by phone (727-391-9951 x231), by email, in person or in writing at City Hall.
To reduce the burden on other taxpayers, and in accordance with the Florida Public Records Law, (link for Florida Statute Ch. 119.07 below) the City of Madeira Beach will charge requestor of public records reasonable and lawful fees for direct duplication costs and for extensive use of staff time associated with public records requests. Billable staff time is determined by the job class of the staff fulfilling the records request.
Public Records requests may be made to the City Clerk's Office anonymously, by phone (727-391-9951 x231), by email, in person or in writing at City Hall.