About Us

"Clerk" is one of the longest-standing public service positions in the history of local government. The position of municipal clerk, in one form or another, took form before the advent of writing. Over the course of history, clerks have been known by such titles as scribes, reminders, remembrancers, clerks, "mayors of the palace," and "clarkes."

By nature, members of the Office of the City Clerk love to help and the office operates on that core premise. Clerks' offices are a communication link between our City Councils, City Manager, City departments, and you. The position of municipal clerk is specifically called out by the Arizona Revised Statutes and the Flagstaff City Charter. The statutes and charter entrust municipal clerks with a multitude of activities.

The position of municipal clerk is specifically called out by the Arizona Revised Statutes and the City Charter. The statutes and charter entrust municipal clerks with a multitude of activities. 

As Clerk to the City Council, the office 
- Prepares and posts meeting agendas and notices for the City Council
- Provides guidance on the conduct of public meetings 
- Attends the meetings of the City Council and prepares minutes 
- Keeps an official record of the proceedings of every meeting and keeps custody of original minutes, ordinances and resolutions 
- Certifies official records of the City 
- Processes, records, files, and, when necessary, advertises ordinances, resolutions, or other documents 
- Maintains conflict of interest files, citizen petitions, legal opinions, and other similar records the City 
- Administers Oaths of Office
- Processes Citizen Petitions 

As Clerk to the Municipal Corporation, the Clerk is
- Custodian of the municipal seal
- Custodian of permanent records 
and also
- Attests signatures of municipal officers and elected officials
- Accepts service of legal documents and maintains receipt of same 
- Maintains receipts of service of legal documents  

As the Elections Official for the City, the Clerk
- Ensures the democratic process is fair and legal and protects the rights of voters
- Prepares and receives candidate nominating packets 
- Prepares and receives referendum, initiative, and recall petition packets
- Receives candidate and political committee campaign finance reports 
- Prepares and furnishes election publicity and advertisements 
- Receives pro and con arguments 
- Prepares publicity pamphlet 
- Receives formal complaints re election process 
- Certifies election results 
- Prepares the ballot and information pamphlets
- Provides assistance to candidates and voters 
- Assures legal compliance with election laws 
- Files necessary notices and reports  

As the Records Management arm of City Government, the Clerk
- Manages the records center/local archives 
- Oversees retention schedules 
- Trains staff in appropriate records management techniques 
- Preserves and restores old record books 
- Establishes records management policies