The City Clerk maintains all official records of the City and provides a wide range of administrative tasks to support the City Manager’s office and the City Commission including:
General Duties and Responsibilities
- Coordinating City elections
- Update City Clerk’s department and elections section and other departments (as needed)
- Prepare City Commission meeting agendas and minutes through Granicus IQM2 Legislative Agenda Management
- Provides for public notice of all meetings subject to the Sunshine Law and provides for legal advertising – publication and posting of notices as necessary according to State Law; send public notices to local newspaper and/or media outlets
- Receive ITB's, RFP’s, RFQ’s for various city projects
- Record official City documents (as needed) to the Clerk of the Circuit Court
- Maintains custody of all municipal records, including Ordinances, Resolutions, contracts, agreements, leases; and circulates/transmits procedures for the orderly management, maintenance, retention and destruction of said records in accordance with State Law and General Records Schedule GS1-SL for Local Government, Law Enforcement (HHPD), Fire Department (HHFD) and Public Works
- Serves as the State Records Management Liaison officer for the City of Holly Hill
- Oversees the publication, maintenance and distribution of the City Code of Ordinances and Supplements through Municode annually
- Serves as the local Supervisor of Elections for the City of Holly Hill in conjunction and coordination with the Volusia County Supervisor of Elections and staff
- Provides candidates with information and election materials to run for office; receives candidate nomination papers and financial disclosure statements and provides confirmation of election results
- Provides for response to public records and informational requests received from staff, other agencies, and the public according to the Public Records Law, Florida Statute Chapter 119 (There is no official form to submit in order to request public records. Anyone can send an email, call the City Clerk’s office send a fax or appear in person)
- Provides notice for public meetings for the City, as well as, notices for events, etc.
Additional Duties and Responsibilities
- Provides support to the Mayor and City Commission, including correspondence, mail, telephone calls, e-mails, conference registration, hotel and travel arrangements, place appointments on elected officials and City Manager's calendars
- Prepares proclamations and certificates as needed
- Helps with information to be posted to city's Facebook page
- Planning and coordinator for annual special events (Christmas parade, Christmas tree lighting ceremony, Easter Egg event)