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The City Clerk, Donna Grider, reports directly to the City Council as a Council Appointed Officer and serves as the liaison between the public and City Council. The specific duties of the City Clerk are outlined in the City Charter. The City Clerk provides information and services to help the community fully participate in its government and make informed decisions. The City Clerk ensures, before and after the City Council takes action, that those actions are in compliance with all Federal, State and Local statutes and regulations and that all actions are properly executed, recorded and archived such as adopted Resolutions and Ordinances.
The City Clerk is responsible for the City Council Agenda; including the posting or publishing of legal notices and scheduling public hearings, the ePacket, and Video Streaming of the meetings, maintains and updates the City Procedures and Protocols, the City Roster, and ensures the annual Council Priorities are available to the public.
ELECTIONS
The City Clerk is the Elections Official for the City. The role of the City Clerk in legislative and elective processes requires neutrality and independence as key qualities in conducting the business of the Office. Elections include: 1) General Municipal Elections, 2) various Ballot Measures, 3) the nomination process for Council Candidates, 4) the Processing of Initiatives and Petitions, 5) Referendums, 6) Recalls, 7) Charter Amendments, and 8) Special Elections. All elections are conducted in accordance with the City Charter and State Law for Mayor, Council Members and Ballot Measures.
CAMPAIGN AND CONFLICT LAWS
The City Clerk is the local Filing Officer for the State of California. All local campaign Committees are required to to file Campaign Statements with the City Clerk. The City Clerk maintains regulations and forms under the State's Political Reform Act.
FREQUENTLY ASKED QUESTIONS
1. VOTING
Voter registration and voting is coordinated with Santa Clara County.
2. VITAL RECORDS
The City Clerk Department is the office within the City of Palo Alto upon which the City Council, all City departments, and the general public rely on for information regarding the legislative operations; such as Public Records Requests, the Municipal Code, Campaign Disclosures, Domestic Partnership, and the filing of Claim Forms.
LEGISLATIVE ADMINISTRATION
The City Clerk facilitates the execution of official and legislative processes. This includes administering provisions of the Political Reform Act of 2010, attesting to the passing of Resolutions and Ordinances, managing the Recruitment process for positions on Boards and Commissions, participating in all City Council and Committee meetings, and ensuring the completion and availability of the meeting Minutes for the City Council, Policy & Services, Finance, and the Rail Committee.
Records Management
The City Clerk is the Records Manager for the City and is responsible for maintaining the City's Records Retention Schedule and for providing departments with guidance on policies and best practices of records management. The City Clerk's Office records official actions and legislation of the municipal government and retains other legal and historical records. The City Clerk manages the proper maintenance and disposition of City records and information according to statute, and helps to preserve City history. Citizens are welcome to come to the City Clerk Department to research and review legislative, Candidate and various Ballot Measure information, Campaign Statements, Conflict of Interest filings, Claims Against the City filings and other public information.
IF YOU REQUIRE ANY FURTHER ASSISTANCE:
We are happy to assist you. Please contact us via e-mail at city.clerk@cityofpaloalto.org or by phone at (650) 329-2571.
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