City to consider duties for elected, administrative clerk positions

Following Dixon voters’ approval of an initiative to change the position of city clerk from an appointed one to an elected one, the council will vote on an ordinance designating the duties of an elected clerk as well as a new administrative city clerk position at tonight’s meeting. After 70 years of an apppointed city clerk position, voters approved Measure T to change it to an elected position in the Nov. 3 general election.

According to a staff report by City Attorney Doug White, the city had previously allocated numerous duties to the clerk, including keeping accurate city records, ensuring the city’s compliance with the Brown Act, the state Elections Code, the Political Reform Act of 1974 and Public Records Act of 1968, as well as acting as the secretary to the City Council and city commissions.

However, White wrote that only certain duties of the city clerk are required by state law. Therefore, the city is proposing to have those duties — in addition to those established by the municipal code as well as ordinances and resolutions — performed solely by the elected city clerk while also creating a new administrative clerk position to perform the day-to- day duties of the job.

The elected city clerk would be tasked with attending all council meetings, keeping an accurate record of the council’s proceedings, maintaining custody of the city seal, keeping an ordinance and resolution book, and entering the council’s yes and no votes into the book.

The administrative city clerk would ensure compliance with state laws such as the Brown Act or Public Records Act, keep accurate city records, assist in conducting meetings and perform other duties outlined in the City Officials’ Handbook.

The elected clerk will be chosen by city voters as early as a 2021 special election and then elected on a four-year basis thereafter. The administrative clerk will be appointed by the city manager, who will also conduct performance reviews of the clerk, set their salary and dismiss them due to poor job performance. The appointment and salary of the clerk will be subject to the council’s ratification.

The ordinance would also address how to fill vacancies in both positions. If an elected clerk position is vacated, the mayor would appoint a city clerk pro tempore in keeping with the California Government Code, or the council would appoint a qualified person to fill the vacancy.

Should an administrative clerk position become vacant, the city manager would make an interim appointment and authorize city staff to complete legal documents on behalf of the administrative clerk.

Staff is recommending the council approve the first reading of the ordinance. Alternatively, it may continue the item to a later meeting or reject the ordinance outright.

Two other matters related to the city clerk positions are on the council’s agenda for tonight. One will consider the creation of the administrative clerk position, and the other would seek to establish compensation for the elected clerk position as well as increasing compensation for the city treasurer and commission member positions.

In other business, the council will consider a resolution to advertise bids for the second phase of the Pardi Market Plaza project and amend the city handbook to ensure public comment and items from the council only occur at the start of the meetings. Currently, both items occur at the beginning and end of meetings.

The council will meet at 7 p.m. tonight. The meeting can be accessed via Zoom at Us02web.zoom.us/j/9886211137?pwd=R2dxZ3RkbU9SQXdlUVllRkc0QlQwZz09 and by teleconference at 669-900-9128. The meeting ID is 988 621 1137, and the passcode is 604754. Members of the public may comment by using the “Raise Hand” feature on Zoom or by pressing *9 when teleconferencing.

Comments may also be emailed to publiccomment@cityofdixon.us.