CITY CLERK’S DEPARTMENT

Fonction:

The City Clerk, by statutory authority, is responsbile for arranging and preparing for meetings of
Council and other official bodies, recording decisions of such meetings, end processing those
ecisions.

The Clerk prepares agendas and bylaws and any correspondence arising out of Council meetings.

The Clerk plays an integral role in property purchases and/or gales; and is also responsible for
the rental and maintenance of City buildings.

The City Clerk maintains and preserves official records, bylaws, documents, minutes of Council
and committee meetings, comepondence, resolutions, and all related material.

As the custodian for official documents and records, the City Clerk acts as liaison between
Council, committees, civic departments, the public and the media.

The Clerk prepares, arranges, attends and records the proceedings of all meetings of the Board of

Variance and disgeminates ali information arising from those meetings.

The City Clerk also acts as Returning Officer for civic elections and supervises the preparation
of voters’ lists, the hiring and supervising of polling station supervisors, and the conduct of
elections and all electoral matters.

The City Clerk is administratively responsible for the Bylaw Enforcement Department. From
January to September, 1992, 4,930 genezal inquiries were ynade, 731 formal complaints were
investigated and 1,822 business licences were issued. There were 483 traffic tickets issued,
principally for parking offenses. The Bylaw Enforcement Department consists of two full-time
and one six-week summer relief Bylaw Enforcement Officers, and one Clerk Typist.

Level of Service:

All aspects of the Clexk’s Department depend on effective public relations. The Clerk’s
Department rnust provide a wide variety of information on Council decisions, elections, official
records, public enquiries, bylaw enforcement, land purchase and/or sales information, processing
of complainis, and the like.

It is the responsibility of the City Clerk to ensure that all official announcements, including
tenders for land purchases and/or sales, rezonings, development variances, road
closures/exchanges, etc. be advertised.

To better serve Council, the Citv Clerk is a member of the Municipal Officers’ Association and
meets regularly with other Lower Mainland Municipal Clerks. These meetings offer an
opportunity to exchange ideas and methods on procedures suci: as the Municipal Ticketing
Program.

The Clerk follows the proceedings of the Union of British Columbia Municipalities and informs
Council of any initiatives taken.