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. Passport Application Acceptance
Facilities has become a competitive business
with facilities opening within the proximity
of West Covina. With the upcoming
requirement of a passport for all U.S.
citizens to enter or re-enter the United
States, the number of passports processed is
expected to increase significantly.
CITY CLERK'S OFFICE ORGANIZATIONAL CHART
FY 2005/2006 ACCOMPLISHMENTS
- Maintained ongoing responsibilities of
the Office of the City Clerk: Prepared
and distributed City Council agenda and
agenda packets; maintained an accurate
record and legislative history of the City
Council and the CDC actions;
executed/maintained all City Council
adopted ordinances and resolutions;
responded to public inquires, Public
Records Act requests, claims against the
City, subpoenas and summons; answered
City Hall main phone lines providing
direction and referrals; published and
posted legal notices for City Council
public hearings.
- Facilitated the 2005 General Municipal
Election. Issued and received 10
candidate nomination packets. Served as
filing official for all Campaign
Disclosure Statements.
- Administered Oaths of Office to 13 new
City Commissioners.
- Served as the filing official for City
Council, City Commissioners and
Designated Employees for Statements of
Economic Interests, pursuant to the
Political Reform Act.
- Processed over 1300 Passport
applications. Extended passport hours
and expanded advertisement of the City
of West Covina as a Passport
Application Acceptance Facility.
- Maintained and codified all West Covina
Municipal Code books with biannual
updates.
- Hired and trained new Deputy City
Clerk.
Renewed the Animal Control Services
contract with the County of Los
Angeles.
- 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 2006-2008 GOALS AND OBJECTIVES
Initiate an Electronic 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
Oversee the General Municipal Election in November 2007
- 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 2007 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
the International Institute of
Municipal Clerks (IIMC) for
education
- Cross train staff on all office
duties to provide an effective
department operation
PERFORMANCE MEASURES
AUTHORIZED POSITIONS
ACTIVITY TREE
BUDGET SUMMARY
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