Mission Statement
The mission of the Office of the City Clerk is to provide quality customer service to internal and external customers.
Services, Functions and Activities
The City Clerk is one of four Charter Official positions that are appointed by the City Council. The City Clerk serves as the secretary to the City Council and is responsible for giving notices of all meetings, including Council, Special Call, Committee of the Whole, Workshops and Community Redevelopment Agency (CRA) for the council members, along with the public. The City Clerk also keeps accurate recordings of the proceedings in the form of written minutes and/or audio recording. In addition, the City Clerk serves as the Financial Disclosure Coordinator with the Florida Commission on Ethics; serves as the Records Management Liaison with the Florida Department of State, along with coordinating primary, general and special elections as the Municipal Supervisor of Elections. The City Clerk maintains custody of City records including agreements, contracts, ordinances, resolutions, final orders, proclamations and facilitates the recordation of land use items with Miami-Dade County. The City Clerk processes all vehicle title and registrations, codification of all ordinances, resolutions and legal documents that are adopted by the City Council.
GOALS AND MEASUREMENTS
Organizational Performance
Ensure City Records are properly collected, organized and recorded in a timely fashion.
- 100% of records are executed, published and filed within 10 days of adoption (Resolutions, Ordinances, Final Orders and Minutes).
- An internal time log will be kept from adoption to full execution of each Resolution, Ordinance, Final Order and set of Minutes.
Ensure timeliness in disseminating agenda packets for City Council and Committee Meetings.
- 95% time increase in agenda packet preparation that are ready by 12:00 p.m. the Friday prior to the Meeting (Council, Committee of the Whole and CRA).
- Our department will work with staff and applicants to ensure items are submitted by close of business Monday prior to the agenda.
- Agenda packets will be scanned and distributed, thereby reducing the amount of hard copy packets created.
Community Emphasis
Encourage increased voter turnout.
- Host 1 Voter Registration Drive per month year round.
- The City Clerk's Office will coordinate with the Miami-Dade Elections Outreach Unit to schedule voter registration drives.
Innovation
Estoppel Letters will be maintained and processed in an expeditious manner.
- 95% of Estoppel Letters (lien searches) will be executed within 4 business days for regular service and within 24 hours for rush service.
- Estoppel Letters are now electronically scanned for archival and email purposes, which has drastically reduced turn-around time and storage space.
Board Committee Form
Board Committee Opening
2010 Board and Committee Meeting Schedule
2011 Board and Committee Meeting Schedule |
