17 Staff Report - Establishing Duties of Town Clerk
DATE: TO: FROM: COUNCIL AGENDA REPORT OCTOBER 28, 2004 MAYOR AND TOWN COUNCIL DEBRA 1. FIGONE, TOWN MANAGER MEETING DATE: 11/01104 ITEM: 17 SUBJECT: ADOPT RESOLUTION ESTABLISHING THE
DUTIES OF THE ELECTED TOWN CLERK RECOMMENDATION: Adopt resolution establishing the duties ofthe elected Town Clerk. BACKGROUND: In June, 2004, the Town Council adopted an ordinance regarding
the responsibilities ofthe elected Town Clerk, a resolution establishing the compensation ofthe elected Town Clerk, and a resolution establishing the management position of the Clerk
Administrator. These actions were taken to clarify the roles ofthe elected Town Clerk and the Clerk Administrator, to ensure that candidates interested in running for elected Town Clerk
on November 2nd understood the responsibilities and compensation associated with the elected Town Clerk position. The actions also further addressed the evolution of the Town Clerk function
initiated in 2001 when Council established an appointed Clerk Administrator position to perform the non-statutory duties previously assigned to the elected Town Clerk. DISCUSSION: The
ordinance adopted in June clarified the statutory and non-statutory duties related to the Town Clerk function, to be performed by the elected Town Clerk and the Clerk Administrator,
respectively. The staffreport presented an overview ofthe statutory responsibilities ofthe elected Town Clerk and the recommended practices associated with the responsibilities. Because
the recommended practices were general in terms of the duties and the schedule for executing those duties, the Town Council requested that the specific duties and schedule for executing
them be clarified. Exhibit A of the attached resolution provides this clarification. PREPARED BY: PAMELA S. JACOBS ASSISTANT TOWN MANAGER Reviewed by: __Assistant
Town Manager Attorney __Clerk Finance __Community Development Revised: 10/28/04 11 :29 am Reformatted: 5/30/02
PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: ADOPT RESOLUTION ESTABLISHING THE DUTIES OF THE ELECTED TOWN CLERK (October 28, 2004) CONCLUSION: It is recommended that the Town Council adopt
the attached resolution establishing the specific duties of the elected Town Clerk. ENVIRONMENTAL ASSESSMENT: Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT: None Attachments: 1. Resolution ofthe Town Council ofthe Town ofLos Gatos Establishing the Duties ofthe Elected Town Clerk.
RESOLUTION 2004 -RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS ESTABLISHING THE DUTIES OF THE ELECTEDTOWN CLERK WHEREAS, on June 7, 2004 the Town Council adopted Resolution
2004-083 establishing the compensation of the elected Town Clerk; and, WHEREAS, on June 21, 2004 the Town COlmcil adopted Ordinance 2133 amending the duties of the Town Clerk; and, WHEREAS,
the Town Council now wishes to establish the specific duties relating to the elected Town Clerk; NOW THEREFORE, BE IT RESOLVED that the Town Council of the Town of Los Gatos does hereby
establish the specific duties of the elected Town Clerk (attached as Exhibit A) effective November 3, 2004. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 1st day ofNovember, 2004 by the following vote: COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: SIGNEDMAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
ATTEST: CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTACHMENT 1
.L ELECTED TOWN CLERK DUTIES Once Per Year: Audit the log for FPPC Form 700 for those designated to be forwarded to the FPPC. (July) Review an annual print out from Clerk's Index of
all Town Agreements and Recordings and confirm that an audit has been performed by staff. (January) Check that all Ordinances have been codified by reviewing the log file of confirmations
received from Municipal Code Company. (July) Audit log of all Oath of Office proceedings. (July) Audit log for posting of Agenda's (January) Once Each Six Months: (January & July) Audit
the official Town Minute Book to be certain that Town Council minutes are current and have been adopted by the Town Council, signed and sealed by the Clerk Administrator. Provide certification
of same to the Town Manager. Audit the Town's official Ordinance Book to be certain that it is current. Provide certification of same to the Town Manager. Audit the log for publications,
proof of publications, and payment. Once per quarter: Certify Clerk Administrator's quarterly report for permanent filing When required: Administer oath of Office to elected officials
Exhibit A