FY 2425 2526 Recommended Operating Budget

Council Services & Records Management

010.2410

Division Description The City Clerk ’ s Office, also referred to as Council Services and Records Management, stands as the cornerstone of administrative support and governmental transparency within the City. Responsible for safeguarding official records, it meticulously preserves crucial documents such as meeting minutes and legal ordinances, facilitating public access to uphold transparency and accountability in governmental actions. Additionally, the office manages the logistics of municipal elections, overseeing candidate filings and the nomination process to maintain the democratic integrity of the electoral system. Serving as a vital link between the Community and its elected representatives, the office serves as the primary point of contact for citizen inquiries, information requests, and public engagement efforts, embodying principles of accountability, accessibility, and civic participation. Moreover, the City Clerk ’ s office prepares meeting agendas and packets for various city bodies, including the City Council, Successor Agency, and other authorities and committees. Collaborating with external entities like the Santa Clara Valley Habitat Agency and the Santa Clara County Waste Reduction and Recycling Commission, the City Clerk ’ s Office ensures efficient coordination of agendas and packets for their respective boards and committees. Furthermore, it administers the city - wide records management program, oversees compliance with legal requirements such as the Political Reform Act and AB1234, and upholds the Brown Act while providing essential cross - departmental support and assistance to the Mayor and Council Members. FY 2022 - 23 and 2023 - 24 Accomplishments • Completed the public facing Laserfiche link, providing public access to City records on the website. • Provided City Clerk training to clerks around the State as a trainer at the Master Municipal Clerk Academy. • Restructured the City Clerk team to allow for teammate development, succession planning, employee retention, and cost - savings. • Implemented hybrid meetings for the City Council and Planning Commission. • Began a partnership with the Santa Clara County Waste Reduction and Recycling Commission to provide Agency Board Services, including agendas and minutes.

ADMINISTRATIVE SERVICES 151