Article VII — DEPARTMENTS

The department of the city clerk is created in and for the city.

(Ord. No. 1238, § 1, 2-17-98)

The elected city clerk shall have only those responsibilities specified in this article. The elected city clerk shall attend all meetings of the city council, keep accurate records of city council proceedings, retain custody of the city seal, keep an ordinance and resolution book, and record all ordinances and resolutions in it with certifications attached. At the request of a member of the city council, the elected city clerk shall enter the ayes and noes into the book.

(Ord. No. 1238, § 2, 2-17-98)

The elected city clerk may appoint deputies, for whose acts the elected city clerk and his or her bondsperson are responsible. The deputies shall hold office at the pleasure of the elected city clerk and receive such compensation as is provided by the city council. The elected city clerk and his or her deputies may

administer oaths or affirmations and take and certify affidavits and depositions pertaining to city affairs and business which may be used in any court or proceedings in the state. The acknowledgment of an instrument may be made before the elected city clerk or his or her deputies only within the city.

(Ord. No. 1238, § 3, 2-17-98)

The elected city clerk shall receive as compensation for the performance of the duties described in sections 2-292 and 2-293 of this division the amount of $1,000.00 per month. The elected city clerk shall also be entitled to all benefits accorded other city elected officials.

(Ord. No. 1238, § 4, 2-17-98; Ord. No. 1786, § 4, 12-11-18)

Any duties or tasks of the department of the city clerk not performed by the elected city clerk as described in sections 2-292 and 2-293 shall be performed by the department of the city clerk. The department of the city clerk shall be administered by a deputy city clerk and staff personnel. The deputy city clerk shall receive administrative direction and report to the deputy city manager of administrative services.

(Ord. No. 1238, § 5, 2-17-98; Ord. No. 1590, § 1, 2-10-09)

Editor's note— Ord. No. 1590, § 1, adopted February 10, 2009, changed the title of § 2-295 from "Bureau of records and elections created; functions; organization" to "Department of the city clerk functions; organization." The historical notation has been preserved for reference purposes.

The deputy city clerk shall be responsible for and perform all functions necessary for the efficient operations and maintenance of the department of the city clerk, except for those mandatory duties performed by the elected city clerk as stated in sections 2-292 and 2-293. In addition, the deputy city clerk shall have other duties as set forth by resolution.

(Ord. No. 1238, § 6, 2-17-98; Ord. No. 1590, § 2, 2-10-09)

Editor's note— Ord. No. 1590, § 2, adopted February 10, 2009, changed the title of § 2-296 from "Functions of the bureau of records and elections manager" to "Functions of the deputy city clerk." The historical notation has been preserved for reference purposes.

The deputy city clerk shall establish and maintain an active continuing program for the economical and efficient management of records of the agency. Compliance with the regulations, standards and procedures issued by the department of the city clerk is required. A copy of the citywide records management manual is on file in the department of the city clerk. Any amendments to this manual shall be executed by resolution.

(Ord. No. 1238, § 7, 2-17-98; Ord. No. 1590, § 3, 2-10-09)

(a)

No record shall be destroyed or otherwise disposed of by any department unless it is determined by the deputy city clerk that the record has no further administrative, legal or fiscal value, and that destruction of the record conforms with the provisions of Government Code § 34090, et seq. The disposal of such record shall meet the requirements set forth by the citywide records management retention schedule, and the schedule found in Government Code § 34090, et seq. Any amendments to this schedule shall be executed by resolution.

(b)

The public records of the city shall be computer imaged if stated in the citywide records management retention schedule. No page of any record, paper or document shall be destroyed if any page cannot be reproduced by computer imaging with full legibility. Every page that is not reproducible shall be permanently preserved in a manner that will afford easy reference.

(Ord. No. 1238, § 8, 2-17-98; Ord. No. 1544, § 3, 3-27-07; Ord. No. 1590, § 4, 2-10-09)

Editor's note— Ord. No. 1671, § 1, adopted Nov. 13, 2012, repealed § 2-299, which pertained to correspondence to be kept as permanent record and derived from Ord. No. 1238, § 9, adopted Feb. 17, 1998; Ord. No. 1950, § 5, adopted Feb. 10, 2009.

Secs. 2-300—2-310. - Reserved.