About the Clerk's Office
The Office of the City Clerk
The City of Charlotte maintains a Council-Manager form of government; the City Clerk is one of three City employees who is directly appointed by the Mayor and City Council. The City Clerk maintains a recorded history of government actions and provides assistance to the Mayor and Council. The Clerk's Office delivers services that connect the public to local government; some of these services include: assisting the public to address Council, managing the boards and commissions process, fulfilling public records requests, performing research and records management, promoting transparency and providing access to records.
City Council Support
The City Clerk's Office serves as Clerk to the City Council, records, transcribes, distributes and archives minutes for all budget workshops, retreats, business meetings, dinner briefings, citizens' forums, closed sessions, special sessions, workshops and zoning meetings; assists citizens to address City Council by coordinating and disseminating the speakers' list; certifies and posts all official actions by City Council, i.e., all requests for actions, resolutions and ordinances; administers oaths and affirmations; and, maintains the Statement of Economic Interest filed by City elected and appointed officials and members of designated boards and commissions.
Records Management and Maintenance
The City Clerk's Office serves as custodian of the corporate seal of the City of Charlotte and all permanent records pertaining to the City and City Seal; maintains the City Charter and City Code of Ordinances; provides access, information and research of records to the public, staff and City Council; publishes notices of public hearings and other legal advertisements; receives voluntary annexation petitions and issues certificates of sufficiency; provides attestations, certifications and/or notarizations for contracts, deeds and agreements; serves as the repository for many State required files; receives applications for designation of public monuments; accepts claims and service of other legal documents; and, archives and preserves historical records.
Administration of Boards & Commissions
The City Clerk's Office administers Council approved processes for board appointments and maintains records for City Council's thirty-three (33) Advisory Boards and Commissions; tracks and coordinates all nominations and appointments; and, serves as staff support and Clerk to the Citizens' Review Board and Civil Service Board and acts as custodian of all their papers and records.
Citywide Records Program Management
The City Clerk's Office oversees the continued development, administration, and implementation of the citywide public records request program and citywide records management program. This includes managing the citywide public records request process, tracking and recording requests, working directly with requestors, and coordinating with departmental liaisons, city management and communications staff to ensure timely fulfillment of public records requests. The citywide records management program includes ensuring the preservation, storage, retention, and disposition of city records as specified by federal, state and municipal regulations; providing training and guidance; and, ensuring a standard of consistency across all departments in records management practices.