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The City Clerk Division is one of the oldest offices in city government.
State of California law mandates that a City Clerk be designated for each city.
The City Clerk may be elected by the people, appointed by the City Manager or
appointed by City Council. In Vallejo the City Clerk is appointed by the
City Manager. The City Clerk Division is part of the City Manager's
Department and the City Clerk also administers the General Services Division.
The statutes of the State of California prescribe the basic functions
and duties of city clerks in general law cities (cities typically under
20,000 population). Clerks in charter cities customarily have the same
duties, but individual charter provisions may provide for variations or
additional duties. Vallejo is a charter city, therefore, the City Clerk's
duties are varied by laws spelled out in the City Vallejo Charter and the
Vallejo Municipal Code in addition to those prescribed by the State.
As an Elections Official, the City Clerk administers the election process
through which local government representatives (City Council) are selected.
The election process is governed by federal, state, and local laws and regulations. The City Clerk assists 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, the City Clerk manages the process which forms the foundation of our democratic system of government.
As a Legislative Administrator, the City Clerk plays a critical role in
the decision-making process of the City Council, the City's legislative body.
As the key staff for Council meetings, the City Clerk prepares the legislative
agenda, verifies legal notices that have been posted or published, and
completes the necessary arrangements to ensure an effective meeting of
the City Council. The City Clerk is entrusted with the responsibility of
recording the decisions of the City Council which constitute the building
blocks of our representative government.
As a Records Manager, the City Clerk oversees yet another legislative process,
the preservation and protection of the public Record. By statute, the City
Clerk is required to maintain and index the City Council minutes, ordinances,
and resolutions adopted by the City Council. The City Clerk also ensures that
other municipal records are readily accessible to the public.
As the administrator of the General Services Division, the City Clerk oversees
the daily provision of internal services to the city hall organization.
General Services Division provides mail and duplication services, handles
purchase and distribution of general office supplies and provides records
management services.
STATUTORY FUNCTIONS:
- Maintain custody of legislative records - certification of documents.
- Serve as Clerk to the City Council.
- Record and maintain proceedings of Council meetings, minutes, ordinances, resolutions, contracts, etc.
- Maintain custody of the City Seal.
- Recordation of contracts, agreements, deeds, easements, notices of completion, public improvements, etc.
- Administers and file Oaths of Office.
- Conduct and oversee elections of candidates for city council, ballot measures, charter amendments, initiatives and referendums, and recalls.
- Receive and process claims filed against the City of Vallejo.
- Publication of legal notices, hearings, ordinances, abandonment of streets.
- Provides Notice of Public Hearings before the city council.
- Countersigns Municipal Bonds.
- Provides clerical assistance to the city's various commissions and boards.
- Records Management - to assure accurate and timely information retrieval, as well as storage and destruction of records.
- The City Clerk acts as the official filing officer for administration of the Political Reform Act requirements:
- Economic Interest Statements for designated employees, candidates, council, and commissions. The Statement of Economic Interest is a document which discloses certain financial interest reported by individuals, including investments, interest in real property, income and gifts. These documents are available to the public for review.
- Campaign Statements for candidates, officeholders, and committees. Campaign Statements disclose funds collected and disbursed for a given election campaign.
CUSTOMARY AND COMMON DUTIES
- Public relations - news media.
- Provide information services for the general public and staff.
- Receive documents addressed to the City and City Council.
- Receive and open bids.
- Provides clerical support services to the Mayor and Council.
- Provide research services for the general public and city departments.
- Provide subsequent process of resolutions, ordinances, contracts and other items based upon council actions taken.
- Maintain computerized council legislative history.
- Maintain and codify Vallejo Municipal Codes.
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Aileen Weddell
Interim City Clerk
555 Santa Clara Street
Vallejo, California 94590
(707) 648-4527
FAX: (707)648-4535
email: aweddell@ci.vallejo.ca.us
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