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City Clerk Department

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Electronic research of public records is a valuable resource. ... Provide electronic access to public records by scanning documents into the imaging program ... – PowerPoint PPT presentation

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Title: City Clerk Department


1
City Clerk Department
The City Clerk is governed by provisions of the
State, Election, and Municipal Codes and serves
to preserve and protect the legislative history
of the City.
2
City Service Agency
  • The City Clerks Department is a service agency.

  • It is our goal to promote openness in government

  • by responding promptly, efficiently and
    courteously to requests for information from

  • Citizens
  • Mayor and City Councilmembers
  • City staff
  • Other public agencies

3
Public Records On-Line
  • Electronic research of public records is a
    valuable resource.
  • Visit the City of Vistas website,
    www.ci.vista.ca.us, to locate public documents
    through the Laserfiche weblink.

4
City Clerk Services
  • Clerk staff is available at all times to assist
    you in your search
  • Telephone for assistance and a member of our
    staff will guide you through the steps to find
    what you are looking for, or
  • Come in to our office at City Hall for hands-on
    training
  • Some of the Public Records available on-line
    are

5
Services
  • Public Records On-Line
  • Current Past City Council Meeting Agendas,
  • Reports Minutes
  • City Council Policies
  • Municipal Code
  • Contracts Agreements
  • Reports / Studies / Surveys

6
Services
  • Public Records On-Line
  • Election Documents
  • Ballots 1963 to Present
  • Elected Public Officials Recap
  • Campaign Statements
  • Financial Documents
  • Audit Reports
  • Capital Improvement Programs
  • Operating Budgets
  • Annual Financial Reports

7
City Clerk
  • Records Management
  • Preserve protect all official City documents

  • Provide electronic access to public records by
    scanning documents into the imaging program
  • The City Clerk Department Administers the
  • ? Citywide Records Management Program
  • ? Inactive Record Storage Program
  • ? Records Retention and Destruction Program

8
Who we are…
9
City Clerk Department Organization
A small, but effective team dedicated
to the City Organization and committed to
provide the highest quality of service
to every citizen of Vista.
10
Mission Statement To promote public par
ticipation in municipal government, and Ser
ve the public, elected officials
and City organization by accurately processin
g, recording, and archiving municipal records
for ready retrieval.
11
City Clerk
  • Community Services
  • Prepare certifications of life for retired
    seniors
  • Provide notary services
  • Provide voter information registration forms
  • Accept claims, subpoenas and summons
  • Hold bid openings
  • Coordinate legal advertising

12
City Clerk
  • Elections
  • The City Clerk is the Municipal Election
    Official
  • Conducts Candidates Orientations
  • Assures the timely filing of Candidate
    Expenditure Statements in accordance with the
    Fair Political Practices Commission
  • Certifies the election results to the governing
    body
  • And…

13
  • Administers the Oath of Office

14
City Clerk
  • Legislative Support
  • Posts open meeting notices (agendas)
    publishes the
  • agenda packet
  • Assures the timely filings of Conflict of
    Economic Interest Statements 700 Forms
  • Publishes Ordinances, Public Hearing Notices,
    Bid Notices, etc. in accordance with the law
  • Administers oaths/affirmations provides
    various
  • certifications and…

15
  • Serves as the official record keeper of
    legislative proceedings maintains the Minutes
    of Meetings, Ordinances Resolutions

16
City Clerk
  • Commissions, Boards Committees
  • The City Clerk is responsible for the
    recruitment
  • process.
  • Each board has a different purpose and its
    members
  • serve in an advisory capacity to the City
    Council
  • Voluntary members provide an invaluable
    service to
  • the community by assisting the City Council
    to fulfill
  • its obligations to the citizens of Vista

17
City Clerk
  • Commissions, Boards Committees
  • Notices of vacancies are advertised in local
    newspapers, at the library and on our website.
  • Contact us to find out more about the various
    opportunities available to serve your
  • community.
  • Recruitment for unscheduled vacancies is
    continuous
  • Annual vacancy recruitment is between
    January and March of each year

18
City Clerk
  • Council Meeting Webcast
  • Video Streaming of City Council/Consolidated
    Meetings now available.
  • Allows anyone with a high-speed internet
  • connection to view current and archived City
    Council Meetings online.
  • Meeting agendas are indexed by item, so users

  • can easily find the item they wish to view.

19
City Council Meeting Webcast
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