City Clerk

The responsibilities of the City Clerk’s Office are widely varied. According to our Charter, “the City Clerk shall serve under the supervision of the City Council and shall give notice of council meetings to its members and to the public, shall be responsible for the keeping of the minutes of its proceedings, and perform such other duties as are assigned to him/her by this charter or by the Council.”

In reality, it’s those other duties that fill the majority of our days and while there are but a few “typical” days, the following is a glimpse into the Clerk’s responsibilities:
  • Prepare, photocopy, scan, upload and distribute both electronic and paper copies of the Council’s agenda packet materials
  • Prepare minutes of the Council and Local Planning Agency meetings
  • Serve as the official records custodian for the city, addressing all public records requests, maintaining all ordinances, resolutions, minutes, agreements, contracts, and correspondence; and complying with the State guidelines for retention and destruction.
  • Coordinate with the City’s codifier for supplementation of the Code of Ordinances, Land Development Code and Comprehensive Plan
  • Tracks committee appointments and provides notification for those meetings
  • Provides public notices for legal advertising and special events
  • Coordinate with the Ethics Commission for financial disclosure reporting and filings
  • Coordinate with the Okaloosa County Supervisor of Elections for any referendums and serve on the Canvassing Board for municipal elections
  • Prepare and administer program budgets for the City Council, City Clerk and General Government
  • At times, provide counter signature for payroll and payables
  • Coordinate the Okaloosa or NW Florida League of Cities’ quarterly dinners on behalf of the City as well as strategic planning sessions and other special events
  • Provide notary services
  • Maintain City Clerk webpage and marquee sign messages