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City Clerk
Overview
RESPONSIBILITIES
The City Clerk is required to authenticate, authorize the use of, and be the Custodian to the Corporate Seal of the City. The duties of the City Clerk are set forth in the City Charter and the Code of the City of Roanoke, which includes the following: provides staff support for the Mayor and Members of City Council; monitors day to day responsibilities of office subordinates; maintains official records of all City Council proceedings; attends all City Council meetings, public hearings, work sessions, special meetings; records and transcribes official actions taken by the Council; provides actions of Council to persons presenting communications or petitions to City Council; publishes all notices of public hearings, reports, ordinances, and other documents required to be published by Charter or as instructed by the Council; maintains all Conflict of Interest, Financial Statements and Real Estate Disclosure forms for City Council, members of authorities, City Planning Commission, Board of Zoning Appeals, City Manager, Real Estate Valuation assessors and constitutional officers for public inspection; maintains operation of an on-line document imaging database to provide public access to official City Council minutes, City Council agendas, ordinances and resolutions and other documents adopted by City Council for research purposes; performs other duties as required by the City Charter, as well as such acts and duties as may be prescribed by the Council; coordinates special events/functions hosted by the Council; interviews and hires employees for vacant positions and encourages staff development; demonstrates tact and diplomacy with regard to disciplinary actions; monitors the annual budgets of the City Clerk's Office and City Council; conveys information, in written and verbal form, to the Council, public and interdepartmental employees.
GOALS AND OBJECTIVES:
STRATEGIC GOALS
Council Services - Prepare agendas for and attend all City Council meetings and record actions; prepare minutes of meetings and record on official journal books, and index for reference purposes; prepare, distribute and maintain approximately 561 official correspondence files; date, assign numbers and record transactions on official Ordinance and Resolution journal books; publish notices of public hearings, Citizen of the Year publicity nominations, applications for appointments to various Council-appointed authorities, boards, commissions and committees through advertisements in local newspapers, on the Internet, and RVTV-Channel 3.
City Code – Interact with Municipal Code Corporation to ensure receipt of all necessary documents to update the City Code on a quarterly basis.
Council-Appointed Committees - Maintain records of approximately 69 authorities, boards, commissions and committees appointed by Council, including membership, terms of office, expiration dates, purpose thereof, and application for appointments; and provide staff assistance to certain Council-appointed boards and committees, including notification of meetings and preparation of minutes.
Human Development - Operate an on-line document imaging program to provide the general with public access to official City Council minutes, City Council agendas, ordinances and resolutions and other documents adopted by City Council for research purposes; and address citizen complaints/inquiries in a timely manner.
Administrative Staff – Retain a highly skilled and motivated staff by encouraging continued professional education and networking opportunities, either through City-sponsored workshops, and courses, and/or seminars and conferences sponsored by the Clerks and Records Administrators organizations.
Technology – Coordinate with the Department of Technology to implement databases on the Internet for City Council agendas, official minutes and ordinances and resolutions adopted by City Council; promote use of the Internet for viewing and research of the City Code, City Council agendas and minutes, application for appointment to committees appointed by Council, and guidelines for citizen participation at City Council meetings; and continue to update and maintain databases and department website.
Records Retention/Storage – Maintain a records management program for the retention and destruction of official records.
PERFORMANCE MEASURES - FY 2005-06 BUDGET
Number of communications prepared and responses Addressed - 5,000
Percent of correspondence distributed within five days of regular sessions of Council - New Measure
Number of official documents filed - 75
Percent of correspondence, official minutes and measures scanned within five days - New Measure
Percent of requests for information processed within five days - 100%
Number of City Council/Council appointed committee meetings attended - 105
Number of training classes attended by staff - 8
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