Ontario Municipal Code Art. 12 Records Management Department

The Records Management Department of the City of Ontario is hereby established. All duties or tasks of the City Clerk not otherwise performed by the City Clerk as described in §§ 2-3.1101 and 2-3.1102 of this chapter shall be performed by the Records Management Department. The Records Management Department shall be administered by a manager and staff personnel, one or more of whom may be appointed deputies by the City Clerk as provided in § 2-3.1102. The manager shall receive all administrative direction from and shall report directly to the City Manager.

(§ 2, Ord. 2720, eff. August 17, 2000)

The Records Management Department manager shall be responsible for and perform all functions necessary for the efficient operations and maintenance of the Records Management Department and those of the City Clerk, except for those mandatory duties performed by the City Clerk as stated in §§ 2-3.1101 and 2-3.1102. In addition, the manager of the Department of Records Management shall have the following functions:

(a) Develop, plan, and implement the goals and objectives of the City Clerk, and to recommend and administer policies and procedures affecting the activities of the City Clerk.

(b) Supervise and coordinate City elections, aid the public with county and school elections, train election staff, and order and maintain election supplies and equipment.

(c) Coordinate activities of the City Clerk with those of other departments and outside agencies and organizations, provide staff assistance to the City Council and City Manager, and prepare and present staff reports and other necessary correspondence.

(d) Direct, oversee and participate in the development of the work plan of the City Clerk; assign work activities, projects and programs; monitor work flow; prepare and maintain a procedures manual for the City Clerk; and review and evaluate work products, methods and procedures.

(e) Supervise and participate in the development and administration of the elected officials, boards and commissions, and of the departmental budgets; direct the forecast for additional funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; and implement mid-year adjustments.

(f) Select, train, motivate and evaluate personnel; provide and coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.

(g) Serve as Filing Officer for city appeals as designated by various sections of the Ontario Municipal Code.

(h) Prepare and update the City's conflict of interest code, and serve as Filing Officer for the Fair Political Practices Commission.

(i) Receive and open all sealed bids and formally release bid bonds.

(j) Receive, process and maintain claims, summonses and complaints; and notify claimants of any action on claims received.

(k) Plan and direct the maintenance, updating and filing of official municipal documents and records, including maintaining an active continuing program for the economical and efficient management of these documents and records; direct the publication, filing, indexing and safekeeping of all proceedings of the city council; supervise codification of ordinances; and supervise the preparation of city council and commission minutes and other documents.

(l) Supervise the publication of all legal advertising.

(m) Assist the public and City staff by providing information and research assistance.

(n) Certify documents and record affidavits with the county recorder.

(o) Provide information and organize material in compliance with federal, state and local laws, regulations and policies.

(p) Direct the retention and destruction of official records in accordance with applicable laws and regulations.

(q) Communicate clearly and concisely, both orally and in writing.

(r) Perform any other tasks or functions deemed necessary by the City Manager or the City Council to support the daily operations of the City.

(§ 2, Ord. 2720, eff. August 17, 2000)

The Records Management Department manager shall establish and maintain an active continuing program for the economical and efficient management of the records of the City. Compliance with the regulations, standards and procedures issued by the Records Management Department shall be required of all City departments. A copy of the citywide records management manual shall be maintained in the Records Management Department.

(§ 2, Ord. 2720, eff. August 17, 2000)