View
216
Download
2
Category
Preview:
Citation preview
Clay 1Michelle Clay
Professor Bartels
English 123 / Intermediate Composition
21 April 2013
Discourse Community Project
City Clerk
Logo provided by: http://www.cityofperris.org/index.html
Clay 2
City Clerk of the City of Perris
Judy Haughney and City Clerk Discourse
City of Perris City Clerk Mission Statement provided by: http://cityofperris.org/city-hall/departments/city-clerk.html
City of Perris City Clerk’s Office Mission Statement:
“The Perris City Clerk’s Office is committed to accurately recording and preserving the actions of the City Council, safeguarding vital, historic and permanent records of the City, providing information and support to the City Council, City Staff and the Public in a timely, courteous and fiscally responsible manner and administering open and free elections.”
Clay 3
Judy Haughney and City Clerk Discourse
City Clerk Haughney said that “most City Clerks fall
into the City Clerk’s position by default.” In her case, she said
that “the elected official resigned and she was approached to
finish the remaining five months of the term.” City Clerk
Haughney stated that “she thought it was temporary, but her
mentor convinced her that she would be ‘good at the job,’ so
she decided to run [for City Clerk] in 2006.”
Clay 4
Judy Haughney and City Clerk Discourse
When elected in 2006, City Clerk Haughney had to
learn the duties of the City Clerk through mentoring. The
required training is a certification. There are two levels of
certification: the first is a Certified Municipal Clerk and the
second is a Master Municipal Clerk—both levels require a
combination of training and experience. It took City Clerk
Haughney three years to receiver her certification.
Clay 5
Judy Haughney and City Clerk Discourse
According to City Clerk Haughney, the City Clerk wears
many hats. She stated that her duties include serving as the
clerk for the City Clerk’s office and any boards or commissions
for the City. The City Clerk is the Records Manager, Election
Official, Filing Officer for The Fair Political Practices
Commission (FPPC). The City Clerk’s office processes public
records requests, public noticing, and the City Clerk is the bid
officer for the City.
Clay 6
Judy Haughney and City Clerk Discourse
City Clerk Haughney stated that “the City Clerk’s office
is also charged with codification of municipal code, recordation
of documents, processing City contracts, production,
distribution and preservation of the City Council, Public
Finance Authority, and Public Utility Authority minutes,
ordinances and resolutions.” She also said that the City Clerks
office “maintains the records management for the City,
including indexing, filing, and legislative history.”
Clay 7
Judy Haughney and City Clerk Discourse
She added that “the retention/destruction schedule and
the safe keeping of permanent documents…and the
department implemented a document imaging system to
assist in the preservation of records…and to date over 20,000
records have been scanned into the system.”
Clay 8
Judy Haughney and City Clerk Discourse
City Clerk Haughney said that there are many ways for
the City Clerk community to communicate with each other.
The main reasons for their communication is to network so
that they can receive help with problems, questions and
documents. They often conduct surveys of other cities to see
how they handle different issues and come up with a solution
that will work in their particular city.
Clay 9
Judy Haughney and City Clerk Discourse
City Clerk Haughney stated that the “City Clerk
community communicate throughout the year by various
conferences held by the League of California Cities, City Clerks
Association of California (CCAC), and the International Institute
for Municipal Clerks (IIMC), which all provide an educational
component.”
Clay 10
Judy Haughney and City Clerk Discourse
The City Clerk may also use a tool called ListServ,
which is a service provided by member of the League of
California Cities, which City Clerk Haughney describes as
“similar to a blog.” She stated that a City Clerk may read the
blogs for information, email members, submit questions,
receive help for problems or request documents.
Clay 11
Judy Haughney and City Clerk Discourse
The League of California Cities states their values and
mission statement as the following:
Vision: “To be recognized and respected as the
leading advocate for the common interests of
California's cities (League).”
Mission Statement: “To expand and protect local
control for cities through education and advocacy
to enhance the quality of life for all Californians
(League).”
Clay 12
Judy Haughney and City Clerk Discourse
The City Clerks Association of California states the following:
Mission Statement: “The CCAC was founded in 1977 with
the objective of promoting the city clerk profession
throughout the state of California. (CCAC)”
The Objectives of the CCAC are to:
• “Provide Leadership and Management Training
Opportunities in Concert with Our Diverse Society
(CCAC).”
• “Enhance Levels of Service Responsive to the Growing
Demands Within our Organizations (CCAC).”
• “Foster Pro-Active Programs to Promote Effective
Legislation (CCAC).”
• “Promote Networking System Among Members
(CCAC).”
Clay 13
Judy Haughney and City Clerk Discourse
She said that the “CCAC has three divisions, Northern,
Central and Southern, which holds meetings, provides
networking opportunities, has a mentoring program for new
City Clerks and provides training for mentors as well.” City
Clerk Haughney continued that “the IIMC provides opportunity
for U.S. City Clerk’s to travel to other countries to learn
International City Clerk’s processes and for ‘us’ to teach
international City Clerk’s ‘our’ processes.”
Clay 14
Judy Haughney and City Clerk Discourse
The International Institute of Municipal Clerks states the
following:
Mission Statement: “The International Institute of
Municipal Clerks (IIMC) is a professional, nonprofit
association that promotes continuing education and
certification through university and college-based
institutes and provides networking solutions, services and
benefits to its members worldwide (IIMC).”
Clay 15
Judy Haughney and City Clerk Discourse
When asked the question “What advice could you offer
someone newly joining the City Clerk community,” City Clerk
Haughney gave the following response:
“This profession is one of the most rewarding, and
challenging professions, the work is ever changing
and you never work on the same thing…there is a
variety.”
Clay 16
Judy Haughney and City Clerk Discourse
“You meet so many dedicated people. If you are lucky
enough [to become a City Clerk], you need to be able to
juggle [multiple things], be flexible, [and remember] nothing
is written in stone. You need to have a passion [for the job].
The City Clerk must remain unbiased, uphold honesty,
integrity, [you] do not have an opinion, must remain neutral
and stay out of [public and City] politics .”
Clay 17
The City Resolution Document
Writing AnalysisCity of Perris Resolution
Document provided by: City Clerk Haughney, City of Perris
Clay 18
The City Resolution Document
The resolution number. Summary paragraph. “Whereas” paragraphs. “Section” paragraphs. Signature page. City Council vote.
There are many important writing genres in the City Clerk community. The City resolution is an important document as it is the “Policy of the City”. The resolution document has the following features:
Clay 19
The Resolution Number
The resolution number is assigned by the City Clerk’s
Office after the City Council has approved the resolution at a
City Council meeting. The creation of the number is simply
assigned by using “next in order” number.
Clay 20
Summary Paragraph
The resolution summary paragraph provides a
description of the document and provides a “quick look” of the
contents of the resolution.
Clay 21
“Whereas” Paragraphs
The “whereas” paragraphs contain details resolution
(who, what, where and how) and may refer to local and state
codes and/or laws. These paragraphs may also refer to City
resolutions, ordinances and/or municipal codes and any
attachments and/or exhibits attached to the resolution.
Clay 22
“Section” Paragraphs
The “section” paragraphs contain the facts of the
resolution and what the City Council of the City of Perris
“resolve, declare, determine and order” or, in simple terms,
what the City Council is approving.
Clay 23
Signature Page
The signature page contains the date of adoption,
signed and approved ate of the Mayor and the City Clerk’s
signature attesting the document.
Clay 24
City Council Vote
The City Council votes contains the “Ayes” and “Noes”.
The vote records the Mayor and City Council members votes
by name under the appropriate voting area of the document.
Clay 25
Reflection
The City Clerk community is a specialized community
with lots of resources. Although City Clerk’s work individually
at their municipality, they are willing to help each other
through mentoring, providing assistance and advice to
members of the community. To join the community, you need
to be appointed or elected. The training is a combination of
formal training and on the job training. The interview was
informative, but there is a lot to learn about the community.
The best way to learn is to work in a City Clerk’s office.
Clay 26
Works Cited
City of Perris Logo.< http://www.cityofperris.org/index.html> Web 21 Apr. 2013
Haughney, Judy. Personal Interview. 13 Apr. 2013
League of California Cities. “Mission and History” <http://www.cacities.org/Top/About/Mission-History.aspx> Web 21 Apr. 2013
City Clerks Association of California (CCAC). “About CCAC” <http://www.californiacityclerks.org/About_CCAC.101.0.html> Web 21 Apr. 2013
International Institute of Municipal Clerks (IIMC). “About Us” <http://www.iimc.com/index.aspx?NID=268> Web 21 Apr. 2013
City of Perris Resolution Number 4051. Document Provided by Judy Haughney, City Clerk of the City of Perris
Recommended