Office Of The Village Clerk

1. Office Of The Village Clerk

2. Mission of the Village Clerk’s Office To support, facilitate and strengthen the Village of Vinton’s governmental process as the professional link between the citizens, the local governing bodies and agencies of the government at all levels in a neutral and impartial manner, rendering equal service to all.

3. What is a Village Clerk? • The Village Clerk/City Secretary (with the tax collector) is the oldest public servant role in local government. The role existed before Biblical times as “Keeper of the Archives” and before writing came into use, as “Remembrancer” because their memory served as the public record. During the Middle Ages, only municipal clerks and the clergy could read or write. • In ancient Greece, each meeting of the governing body began with the City Secretary reading aloud the documents to be considered, and pronouncing a curse on any who would seek to deceive the people. • Acts 19-:22-41 gives an accounting of a Town Clerk, who dispersed a riotous crowd to insure the safety of St. Paul and his followers. • Although we no longer read documents aloud (except for ordinance captions) we remain the “Keepers of the Archives” as we record, maintain and safeguard the history of our City government.

4. Office of the Village of Clerk The Texas Local Government Code establishes the position of City Secretary to be appointed by the City Council. (22.073 , 22.074, 22.075)

5. Texas Local Gov’t. Code • Attend each meeting and keep an accurate record of that meeting. • Engross and laws, resolutions and ordinances • Keep the corporate seal • Maintain all records of the governing body • Countersign all commissions and licenses • Prepare all notices • Notify the Texas Judicial Council of each person elected or appointed • Prepare and countersign all checks • Serve as the General Accountant of the city • Serve as City Treasurer • Maintain all contracts made by the governing body • ALL other duties required by law, ordinance resolution or order of the governing body.

6. ALL Other Duties • Texas Election Code requires the City Secretary to serve as Elections Administrator • Administrative Duties Include: Office Manager, Budget Manager and Asset and Records manager. • Special Projects and Special Programs • Enterprise Activities • Municipal Court Clerk- VoV Ordinance 97-620 • Records Management Officer- VoV Ordinance 88-113 • Chief Librarian of Public Archives- VoV Ordinace 88-130 • Fair Housing Officer- VoV Ordinance 98-625 • Human Resource Manager- VoV Ordinance 2010-4-20-3 • Keep Vinton Beautiful Director- VoV Ordinance 2007-2-20-05

7. Knowledge Requirements for a Village Clerk • Common-Law- from the judgments and decrees of courts • Statutory Laws- acts of the federal or state law commanding or prohibiting some action. • Constitutional Law- from federal or state constitutions • Attorney General Opinions- interpretation of statutory and constitutional laws • Secretary of State Election Law Opinions- interpretation of federal and state election laws • Local Ordinances or Resolutions Every new law, amended law, opinion or ordinance on the federal, state and local level is a call for action by the City Secretary.

8. Current Staff Includes: Village Clerk– Jessica Garza Adm. Asst. – Andrea Carrilllo Acct. Specialist- Court Clerk- Rachel Alvarez Receptionist/Sanitation Clerk- April Olivar

9. Jessica Garza, Village Clerk • Bachelor of Arts, Political Science, University of Texas at El Paso, Cum Laude • Associate of Arts, General Business, El Paso Community College, 4.0 GPA • Served as Clerk/Secretary since 2001 • Specialized Training in • Public Funds Investment • Grant Writing/Administration/Project Management • Municipal Court • Record Keeping • Emergency Management • Volunteer Organization

10. Organizational Chart

11. Customer Service #1 Priority • The citizens are our number one priority in providing great Customer Service • The City Secretary’s office acts as the initial contact for most callers and visitors to our City. • We answer inquiries from the public and city officials regarding ordinances and status of City Council communications. • We handle complaints regarding City Services; provide information on the City services we provide, projects we’re working on, and activities going on in the City.

12. Your Link • The City Secretary’s office serves as the link between citizens and the governing body • We’re here to serve you, whether you are a public official, staff member or an interested citizen. • Utilizing traditional paper files, as well as computerized files, we locate data, provide copies or printouts, and answer your questions. We take pride in our ability to provide you with the most up-to-date, accurate information concerning our local legislative process and we encourage you to make use of our resources.

13. The Village Clerk • Prepare and provide City Council information, including agenda packets, Minutes, Ordinances, Resolutions, Agreements and Contracts • Posts all Meeting Notices in accordance with State Law • Attends all public meetings of the City Council • Keeps the Minutes of all meetings of the City Council along with other Boards/Commission meetings.

14. Records Management • Receive and process requests for open records. Steps involved in this process are: • Receipt of request (date and time stamped). • Process in a timely and accurate manner. State requires responses within 10 days – or - (notification for clarification of request for information and/or request for additional time to process voluminous requests and cost associated). • Ensure that submittal of material is within state guidelines. • Document, document, document!

15. Records Management Officer • Administer indexing, maintenance, and retrieval of the official records of the City, including minutes, ordinances and resolutions, contracts, deeds, title and abstracts of City property, and other related official documents. • Maintains record retention schedules in compliance with Record Scheduling Requirements of Local Government Records Act. • Establish and maintain the Records Management Program for the City • Archive and preserve official city records in accordance with the Records Management Program

16. Municipal Elections Officer ●Administer all city elections • Responsible for election orders, Department of Justice preclearance, canvass and all legal notices. ●Coordinate all campaign reporting requirements. • Local Filing Authority for Campaign Financial Statements • Serves as Early Voting Clerk • Coordinates with the El Paso County Elections Administrator while conducting the elections.

17. Boards/Commissions/Committees • Administer the City’s Boards and Commissions appointment process • Maintains a current list of boards/commission members, and advertises for new members when a vacancy occurs • Serves as the Affiliate Coordinator for Keep Vinton Beautiful • Prepares and posts agendas, keeps minutes

18. Keep Vinton Beautiful • The MISSION of Keep Vinton Beautiful (KVB) is to educate and engage the citizens of Vinton to take responsibility for improving their community and environment through programming and education addressing KVB’S three focus areas: Environmental, Wellness, and Beautification. • Bulk Waste Clean-Ups, Adopt-a-Highway, Park building and beautifying, Recycling etc. • Other community events include Environmental Fair and Health Walk, Dia De Los Muertos, and Christmas in the village just to name a few…

19. Village Clerk KVB Role • The Village Clerk serves as the Executive Director or Affiliate Coordinator for Keep Vinton Beautiful (Ord. 2007-22005) and is responsible for coordinating community events, training volunteers, prepares and submits annual and semi-annual reports, serves as Treasurer (non-voting), maintains and preserves records, prepares agendas and minutes of meetings, assists the Board of Directors to develop a Strategic Plan and monitors the progress of programs and activities.

20. The Village Clerk’s Office • For more information please call (915)-886-5104