RECOMMENDED SERVICE REPORTING INDICATORS FOR CITY CLERKS

SOURCE: David N. Ammons, "Municipal Benchmarks: Assessing Local Performance and Establishing Community Standards," Sage Publications, 1997, pp. 35, 36-40.

"Duties of city clerks--often called "city secretary"--are varied. In some communities, the city clerk is the chief appointed official and serves as coordinator or manager of most municipal functions. In other communities, the chief executive or administrative director role is performed by another official--typically the mayor, city manager, city administrator, or executive assistant to the mayor--and primary duties of the city clerk are more narrowly defined. In most cases, basic responsibilities of the office include providing secretarial services to the mayor and city council, preparing minutes of city council meetings, serving as custodian of official records and ensuring access to those records, and serving as a principal contact for citizen and business inquires. In many municipalities the city clerk has a major role in coordinating the assembly and delivery of city council agenda packets that provide background information on items being considered at upcoming city council meetings." (Ammons, p. 35)

Measures with performance benchmarks from around the country:

• Advancing materials for upcoming meetings e.g., deliver agenda packets at least 4 days prior to the meeting (Sunnyvale, CA); 15 working days (Overland Parks, KS)
• Promptness of Minutes Preparation e.g., within 72 hours of meeting
• Prompt Indexing of Council Documents and Actions e.g., within 5 working days (Anaheim, CA)
• Prompt Processing of Official Documents e.g., execute/publish/file 90% of official documents within 10 days of adoption/receipt/authorization (Oak Ridge, TN, 1992)
• Retrieval of Records and Information e.g., 80% within 24 hours (Peoria, AZ)
• Prompt Issuance of Nonprofit Solicitation Permits e.g., 100% within 1 week (Reno, NV, 1990)
• Processing Time for Vital Statistics e.g., 17 minutes per record, such as birth/ marriage/death certificate (Boston, MA, 1992)

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