CITY CLERK'S OFFICE
MISSION STATEMENT: To ensure the preservation and integrity of all official City records including accurate recordings of City Council proceedings, maintain an effective records management system, and to provide professional, responsive customer service to the citizens and community of West Covina.
The City Clerk's Office consists of three areas: administration, records management and passport application services as outlined below.
ADMINISTRATION
The City Clerk's Office is responsible for the preparation and distribution of the City Council agenda and agenda packet; records and maintains minutes for the City Council and the Community Development Commission (CDC); indexes, files and maintains all City Council/CDC approved contracts, ordinances and resolutions; maintains an updated Municipal Code; publishes public notices; records deeds and certain documents with the Los Angeles County Registrar Recorders Office; administers Oaths of Office to elected and appointed City officials; conducts bid openings for Capital Improvement Program (CIP) projects; processes and retains City exempt vehicle registrations; handles the statutory filing requirements of the Fair Political Practices Commission regarding campaign statements and Statements of Economic Interest; and performs certain duties in relation to elections consolidated with Los Angeles County. The contract with Los Angeles County Department of Animal Care and Control also falls under the purview of the City Clerk's Office. In addition, the department provides information to the public maintaining the integrity of an open government.
RECORDS MANAGEMENT
The City Clerk's Office is the custodian of all official records. The Records Management Program provides safekeeping and storage of the City's records and archives. The program provides for the destruction of documents as authorized by the adopted citywide records retention schedule in accordance with the law and City needs.
PASSPORT APPLICATION SERVICES
The City Clerk's Office has been designated a Passport Application Acceptance Facility since July 2003. Staff reviews applications and screens documents for accuracy from individuals wishing to apply for a U.S. passport from the U.S. Department of State, Bureau of Consular Affairs. Customer service assistance and information is also provided. Each passport application accepted generates general fund revenue for the City.
CITY CLERK'S OFFICE ORGANIZATIONAL CHART
FY 2004/2005 ACCOMPLISHMENTS
- Maintained ongoing responsibilities of preparing City Council agendas and agenda packets; preparing City Council and Community Development Commission minutes; executing and publishing of ordinances, resolutions and contracts; accepting public records act requests, claims against the City, subpoenas and summons; answered City Hall main phone lines providing direction and referrals; publishing and posting of legal notices for City Council public hearings; and implemented the posting of public notices on the website.
- Administered the provisions of the Political Reform Act, notifying, receiving and logging Campaign Statements and Conflict of Interest filings.
- Adopted new Records Management Manual and Retention Schedule, destroying records as authorized by the schedule and as permitted by law.
- Processed over 1200 Passport applications.
- Reviewed all West Covina Municipal Code books for accuracy and completeness. Maintained municipal code with biannual updates.
- Entered into an agreement with the Urban Wildlife Management Association.
- Provided postcard notification of the change of the March 2005 West Covina Municipal Election to over 46,000 registered voters.
- Recorded 130 documents with the Los Angeles Registrar Recorder/County Clerks office.
- Restructured the filing system of CDC agreements that are held in the City Clerk's Office.
- Assisted with the Community Notification program through the City's website. This program serves as an avenue in disseminating the City Council agenda and information to the community and interested parties.
- Provided prompt and courteous service to all citizens' requests for assistance and information.
FY 2005-2006 GOALS AND OBJECTIVES
Initiate a Document Imaging/Management System to provide access and expedite retrieval of information to all City departments and residents.
- Investigate and implement document imaging system and software.
- Commence scanning of current official City records including minutes, resolutions, ordinances and contracts and work back to date of incorporation.
Increase the number of passports applications accepted.
- Increase the community's awareness of City Hall being a Passport Application Acceptance Facility.
- Develop marketing strategies.
- Train additional staff to become a Passport Acceptance Agent.
Oversee the General Municipal Election in November 2005.
- Issue and receive candidate nomination packets and related material.
- Assist the County of Los Angeles as required in planning and performing tasks for the November 2005 consolidated election.
Continue staff development and training.
- Provide staff educational opportunities to attend training and workshops relative to the functions of a City Clerk's Office.
- Seek grant opportunities through the City Clerk's Association and IIMC for education.
- Cross train staff on all office duties to provide an effective department operation.
Fill vacant Deputy City Clerk position.
- Request recruitment through Human Resources.
PERFORMANCE MEASURES
AUTHORIZED POSITIONS
ACTIVITY TREE
BUDGET SUMMARY
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