Agendas and Minutes

The City Clerk serves as the Clerk of the City Council. This involves expertise in parliamentary procedure, meeting management, and the creation and distribution of all council agendas and the publishing of official minutes and all related official notices and documents.  The City Administrator exercises final approval over the content of all City Council agendas. 

Council Mailboxes/Packets

Every Council Member has a mailbox located in the mail/copy room at City Hall off the Clerk's Office area. Departments distribute mail throughout the week as well as any mail coming through to the City is put into the individual boxes.

Code of Ordinances/City Charter

Copies of the Rochester Code of Ordinances and City Home Rule Charter are distributed and retained in the office of the City Clerk. Updates of the Code and Charter are sent on a quarterly basis to a mailing list of individuals selected department, and court officials. Website changes are made through the City Attorney's Office. You can find the links to both the Code of Ordinances and Home Rule Charter in the Resources page of this Handbook.

Elections

The City Clerk's Office is responsible for hiring all election judges for all federal and state elections as well as securing polling places in the required precincts of the City.

Administration and coordination of all special City elections are run through the City Clerk's Office. In this instance, responsibilities include all publications, printings, judges, precincts, and supplies necessary for a successful election.

Records/Data Practices

The official records of the City are retained by the Office of the City Clerk. Retention schedules for the disposition of records are approved by adopting the State Clerks' Association Schedule for departmental and permanent storage.  Data request software is used to manage and track requests for public data. Records management policy is adopted at the municipal level and updated annual to comport with State requirements. 

Contracts

The Office of the City Clerk manages the execution of many contracts for City departments through the use of our microcontract process and through automated approval processes managed through our document repository software Laserfiche. 

Licensing

All annual regulatory licensing (including but not limited to on-sale and off-sale liquor, gambling, contractors, transportation, animals, mobile food units, and special event permitting, are obtained and renewed through the Office of the City Clerk. Two major licensing periods throughout the year occur in the first and fourth quarters. Various licenses require departmental approvals prior to final approval by the Council.

All applications for miscellaneous activities (including races, Rochesterfest, temporary liquor and beer, use of streets and sidewalks, etc.) are administered through the City Clerk in coordination with other departments.

Parking Violation Administration

In 1996, the Office of the City Clerk assumed responsibility for administration of all parking violations in the City and county. This includes the processing of all tickets, issuance of late summons notices, and assisting parking control personnel in towing of vehicles.

The Office of the City Clerk has the official records on all parking violations providing to the Police and Sheriff Offices and the District Court as needed. 

All supplies and equipment for parking violations are secured through the Office of the City Clerk. 

Miscellaneous

Various miscellaneous services are offered including the selling of bus passes, notary services, general phone line listing for for City, Update of Channel 19 public information channel, and general information on the City as needed.

Contact:

*For any and all other questions or inquires please go to the City Clerk's Department Homepage or call the City Clerk's Office at (507) 328-2900