The Mission of the City Clerk’s Office:
Efficiently meet all statutory obligations with respect to elections, records and legislation of the City of St. Marys.
Goal of the City Clerk's Office:
To provide the highest quality of customer service to the City of St. Marys Mayor, Council, City Manager, City Staff and administration in the most timely and convenient manner possible. To maintain and produce documents that enables the public to participate in local government.
What is the City Clerk?
The City Clerk is the person responsible for legislative operations of the City and is accountable to the City of St. Marys Mayor, Council, City Manager, and the citizens.
The City Clerk has signature authority, which is required on all ordinances and resolutions and other official documents of the City. The City Clerk's Office is a City-wide information and document resource center. Every municipality has a City Clerk or someone who functions as one.
The City Clerk and Deputy City Clerk are members of two professional organizations. The International Institute of Municipal Clerks comprised of 10,000 members and Georgia Municipal Clerks and Finance Officers Association with 500 members. Both missions of these organizations is to prepare its membership to meet the changes of the diverse rolls of the Municipal Clerk by providing services, promote integrity and excellence through education and professional development and to strengthen and support its membership, and to enhance its image.
The current City Clerk, Darlene M. Roellig was appointed by City Council in November 2004. She achieved Certified Municipal Clerk status in 2007 and International Institute Municipal Clerks Certification in 2009.
The Office of the City Clerk:
The Office of the City Clerk serves as an information center whose services impact a diverse clientele, including the general public, the media, and other government entities. Although the City Clerk's Office is traditionally associated with municipal elections and recording the minutes of the City of St. Marys Council meeting, its scope of business includes the following:
The Clerk is the historian of the City's recorded history, and therefore manages the official records of the City of St. Marys. No other office in municipal service has so many contacts. The office serves the Mayor, the City Council, the City Manager, and all City Departments without exception. This office is called upon almost daily for some service or information, and the work demands versatility, alertness, accuracy and patience.
- The City Clerk's Office coordinates city elections, coordinates, prepares and develops agendas and content for the City of St. Marys regularly scheduled council and special council meetings, signs and countersigns ordinances, resolutions and other official documents.
- Responds to citizen's requests or complaints, serving as a liaison between the citizens and city departments
- Assists and coordinates with other Departments in the drafting of city legislation
- Researches City, State and Federal codes and statutes
- Responsible for codification of laws for the City of St. Marys Code of Ordinance
- Maintains and preserves the city seal
- Maintains the ordinance and resolution files
- Attends all meetings of the City of St Marys Council, records and transcribes minutes of each meeting
- Records and publishes ordinances and resolutions of each council meeting as required by statute or ordinance; ensuring compliance with those and other laws
- Assigns numbers to ordinances and resolutions passed or adopted by the council with distributions of ordinances and resolutions processed for department directors and others, as designated
- Maintains a list of all city boards and authorities; prepares appointment letters, arranges meetings and annual reports to council as required
- Prepares and publishes legal notices, advertisements and notices of public hearings, regular meetings and special called meetings
- Certifies the accuracy of copies of official city records, such as motions, resolutions, ordinances, code and minutes for use in connection with legal proceedings
- Accepts and certifies petitions of candidates for St. Marys municipal offices, referendum and initiative petitions; verifies petitions and signatures on petitions
- The City Clerk administers Oaths and Affirmations as necessary
- Maintains the Oak Grove Cemetery record books; issues deeds and maintains deed books
- Files and maintains city lobbyist Registration Forms
- Files and maintains statements of financial and candidate files for city officials
- Files and maintains record requests for all city departments
- Files and maintains sr. homestead and veteran tax exemptions
- Files and maintains requests/petitions for annexation or deannexation of property
- Files and maintains property tax liens, dilapidated structure demolition liens and water/sewer assessment liens