City Clerk
As a resource to our community, it is the goal of our office to provide the highest level of customer service to the City Council, city staff and the general public. We strive to ensure that our legislative process is transparent and accessible and, as the city's custodian of records, maintain accurate documentation and information. Our team is also responsible for administering the election process, managing the Fair Political Practice Commission's campaign finance disclosure filings and Statements of Economic Interests, coordinating public records requests, and acting as the primary liaison to the city-appointed commissions and committees.
If you have any suggestions on how we can better assist you, or if you have questions about our webpage or services, please do not hesitate to contact us. We would be happy to hear from you.
Agenda and meeting management
In compliance with the Brown Act, the City Clerk team compiles and distributes the City Council agenda materials before each meeting. It is also the duty of our office to accurately record the actions taken by our legislative body and to ensure access to and preservation of the official record. Other key responsibilities include:
- Publishes public meeting notices
- Produces official minutes
- Executes and archives resolutions and ordinances
- Attests and coordinates execution of City contracts and agreements
- Issues proclamations and certificates
Commissions
As primary liaison to the City Council-appointed commissions and committees, our office facilitates the commission recruitment and appointment process. Other key responsibilities include:
- Administers the oath of office to new commissioners
- Facilitates new commissioners onboarding and orientation
- Coordinates the annual Brown Act and ethics training for all commissioners
- Hosts the annual commissioners’ appreciation event
- Reviews all commissions’ agendas and minutes
Elections
The City Clerk serves as the local elections official and, with the San Mateo County Elections Office, coordinates and supervises the conduct of all municipal elections. Other key responsibilities include:
- Develops and produces city council candidate packets
- Facilitates city council candidate orientation
- Monitors and ensures candidate campaign contribution filings
- Acts as a resource for election information and regulations
- Administers the oath of office to new City Councilmembers
Records management
The City Clerk is the custodian of a wide range of official city documents and receives, logs and archives a variety of records including: minutes, ordinances, resolutions, recorded documents, legal documents, contracts and agreements and filings with the Fair Political Practices Commission. Other key responsibilities include:
- Processes requests for information under the California Public Records Act
- Oversees the city records retention schedule
- Coordinates annual records destruction
- Updates and maintains the Menlo Park municipal code
Other services
Our dedicated staff also provides a range of internal and external services as part of the daily operations of the City Manager’s Office. Other key responsibilities include:
- Provides general information and assistance to the public
- Receives claims against the city and service of subpoenas
- Administers the oath of office to new city staff
- Mail and print shop operations