Lindsay Municipal Code § 2.06 City Clerk

The office of city clerk is hereby created. The city manager shall recommend the person to be appointed and the council shall appoint and, if necessary, may remove the city clerk. The city clerk may be either full- or part-time.

(Ord. 480 § 2, 1996)

1. Duties. The duties of the city clerk shall be established by ordinance, which duties shall include but not be limited to the duties assigned by this chapter.
2. Charter Duties. The city clerk shall:
3. Act as clerk to the city council and all other agencies, authorities and corporations;
4. Maintain the minute book, book of ordinances, book of resolutions, and all other documents and records of the city council;
5. Conduct, supervise the conduct of, or oversee the contract conduct of all city elections;
6. Maintain the integrity of and provide for public access to, safety of, and inspection of all City public records;
7. Perform and fulfill all duties assigned to the city clerk by the Charter;
8. Cooperate with and coordinate the work of the city clerk with that of the city manager, all city department heads and the city attorney; and
9. Perform such other duties consistent with the Charter as may be required by the city council by ordinance, resolution or motion; and
10. Maybe designated as a department head, at the discretion of the city manager.
11. Statutory Duties. The city clerk shall carry out and be responsible for those duties set forth in the various statutes and codes of the state, which said duties and responsibilities are inclusively, but not exclusively, enumerated as follows:
12. Custody of Records. The city clerk shall take the care and custody of all official records of the city.
13. Certify Copies of Records. The city clerk shall make and certify copies of records and papers in his keeping upon demand therefor.
14. Bids, Contracts and Bonds. The city clerk shall index and file all bids, contracts and bonds of the city in the clerk's office.
15. Deeds, Easements and Rights-of-Way. The city clerk shall index and file all deeds, easements and rights-of-way of record of the city in the clerk's office.
16. Record Proceedings of Council Meetings and Board of Equalization Meetings. The city clerk shall keep an accurate record duly attested of the proceedings of the city council and board of equalization in books bearing appropriate titles and devoted exclusively to such purposes, and shall properly index the same. Attendance of the city clerk at meetings of the city council and board of equalization is required and attendance at meetings of properly designated committees thereof may be required at the direction of such committee or committees.
17. Attest, Publish, Index and File Ordinances. The city clerk shall attest to all ordinances adopted by the city council and keep a book marked "Ordinances" and record in it all ordinances with a certificate next to each ordinance stating as follows:
18. That it is a true and correct copy of the city ordinances;
19. The ordinance number;
20. That it has been published or posted pursuant to law and the city clerk shall publish or post all ordinances as required by law therefor.
21. Attest, Index and File Resolutions. The city clerk shall attest to all resolutions adopted by the city council and shall keep a separate book of all resolutions in numerical order and maintain a subject-matter index thereof.
22. Custody of the City Seal. The city clerk shall be the custodian of the city seal and shall attest and affix the seal on all documents as required by law or local usage.
23. Administer Oaths and Affirmations. The city clerk and his/her deputy, if any there shall be, shall administer oaths and affirmations and take and certify affidavits and depositions pertaining to city affairs and shall administer the prescribed oath required of city officers and employees before they enter upon the duties of their respective offices.
24. Conduct Elections. The city clerk shall be responsible for all arrangements for city elections, both general and special, in accordance with the provisions of the Elections Code of the state.
25. Conduct Annexation Proceedings. The city clerk shall transmit the record of the vote or a certified copy of the annexation ordinance, as the case may be, to the Secretary of State and shall file any city boundary or map changes occasioned by annexation to each assessor whose roll is used for the purposes of levy of city property taxes.
26. Execution of Bonds. The city clerk shall countersign all city bonds.
27. Attest to Subpoenas. The clerk shall attest to all subpoenas issued by the city council.
28. File Affidavits of Completion. The city clerk shall file with the county recorder of Tulare County affidavits of completion in all matters pertaining to incorporation, consolidations, change of name, disincorporation, annexation of territory, exclusion of territory, and all other matters, the validity of which depends upon filing the affidavit of completion.
29. File Name Change Instruments. The city clerk shall forward for filing to the board of supervisors a copy of any resolution or order of the city council wherein the name of any street, boulevard, park or place is adopted, established, changed or where the house numbers have been so changed on any street, boulevard, park or place.

(Ord. 480 § 3 (part), 1996)

In addition to those duties and responsibilities set out in Section 2.06.020. the city clerk shall have the duties and responsibilities which are not referred to with particularity in statutory form as follows:

1. Receive Documents Addressed to the City Council and to the City of Lindsay. The city clerk shall receive all documents addressed to the city council and present the same to the council at its meetings, shall maintain a file of the same, and shall reply thereto as directed, and the city clerk shall prepare and send out all correspondence required or directed by the city council or members thereof pertaining to the business of the council or committees thereof.
2. Agenda and Council Chamber Preparation. The city clerk, in conjunction with the city manager, shall prepare the agenda of items to be considered at meetings, both regular and special, and shall make available all necessary facilities for the conduct of meetings at the council chambers or elsewhere.
3. Answer Citizen Inquiries. The city clerk, by telephone, correspondence or in person, shall answer citizen inquiries concerning the city and its business, wherein appropriate, and shall endeavor to assist all citizens in their quest for information.
4. Internal Administration of the City Clerk's Office. The city clerk shall prepare the city clerk department budget, maintain sufficient stocks of supplies and materials for fulfillment of city procedures, shall establish proceedings involving department personnel regulations, and shall handle all matters involving office machines and equipment.
5. Maintenance of Municipal Code Book. The city clerk shall maintain the municipal code of the city in a current and up-to-date form reflecting any and all ordinance changes, amendments or adoptions.
6. Maintenance of Calendar File. The city clerk shall maintain a file system so that he/she may advise city agencies, departments and department heads and the city council of expiration dates on agreements, leases, bonds, insurance policies, special permits, due dates when special action is required, franchises, due dates on payments, and so forth.
7. Issuance of Permits and Collection of Fees. The city clerk shall have charge of and shall collect all fees in connection with city services furnished to taxpayers and property owners and shall have charge of and shall collect the fees for business licenses and building permits and other fee impositions and shall issue any and all permits required by various municipal ordinances or regulations.
8. Secretary to Boards and Commissions. The city clerk shall be and act as secretary to all city boards and commissions, including specifically the city planning commission, and shall attend all meetings thereof and keep accurate records of the proceedings thereof.
9. Bond of City Clerk. Before entering upon the duties of his/her office, the city clerk shall execute a bond to the city in the manner and form provided for by the Government Code of the state. The penal sum of such bond shall be in an amount which is set by resolution of the City Council.

(Ord. 604 2023, Ord. 480 § 3 (part), 1996)