Loomis Municipal Code Ch. 2.16 Town Clerk

The town clerk shall keep an accurate record of the proceedings of the town council in books bearing appropriate titles and devoted exclusively to such purposes. The books shall have a comprehensive general index.

A. Meeting Records.

1. Meetings of the council and planning commission that occur at any building will be documented using technology that records the audio (voice) portion of deliberations. Meetings of other bodies of the town may be recorded in the same manner or a written record of summary minutes made as circumstances warrant. Meetings at locations other than Loomis Depot may be recorded or may only have written summary minutes documenting meeting actions, if any.

2. Visual recording may augment audio recording of meetings at such time as the town council approves the use of such recordings.

3. All official documents representing actions or decisions of the council shall contain a record of the vote on the item and the signature of the mayor, mayor pro tem or in the case of the planning commission, or other town bodies, the chairperson or chairperson pro tem. These signatures shall be attested by the town clerk and/or their deputy.

B. Written Minutes.

1. The written minutes of a meeting of the council, planning commission and other bodies of the town are the official record of the particular meeting.

2. Council minutes shall be prepared by the town clerk, or their deputy, and shall be subject to approval of the council.

3. Minutes of other meetings of town appointed bodies shall be prepared by the body's minute taker, who can be a town staff person, and filed with the town clerk after approval of the body.

C. Meeting Record Retention.

1. The town clerk shall publish and preserve approved written minutes as required by California and federal law.

2. All resolutions and ordinances and other official documents representing actions and decisions of the Body shall be preserved and published as required by California state law.

3. Audio and visual recordings shall be retained by the town clerk as required by California and federal law but for no less than five years.

(Ord. 9 § 2-1(a), 1985; Ord. 73 § 1, 1988; Ord. 241 § 1, 2009)

The town clerk shall keep a book marked "Ordinances" and record in it all town ordinances with a certificate annexed to each, stating the following:

A. It is a true and correct copy of a town ordinance;

B. The ordinance number; and

C. It has been published or posted pursuant to law.

(Ord. 9 § 2-1(b), 1985; Ord. 73 § 1, 1988)

The town clerk shall be the custodian of the town seal. When the seal of this town is required in the execution of a public security or instrument of payment, as such terms are defined in Section 5500 of the State Government Code, the town clerk may cause the seal to be printed, engraved, stamped or otherwise placed in facsimile thereon.

(Ord. 9 § 2-1(c), 1985; Ord. 73 § 1, 1988)

The town clerk may administer oaths or affirmations and take and certify affidavits and depositions pertaining to town affairs and business which may be used in any court or proceedings in the state.

(Ord. 9 § 2-1(d), 1985; Ord. 73 § l, 1988)

The town clerk is also responsible for other designated functions as set forth in the job description for town clerk as approved from time to time by the town council.

(Ord. 9 § 2-1(e), 1985; Ord. 73 § 1, 1988)