Departments
Citizen Service
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Role and Responsibilities of the City Clerk
The Office of the City Clerk provides services that connect citizens to their government and maintains a recorded history of government actions. These services include Mayor and Council assistance, records management and research, boards and commissions, and excellent customer service to both internal and external customers. The City of Charlotte maintains a Council-Manager form of government and as such, the City Clerk is one of three City employees who is directly appointed by the Mayor and City Council.

Summary

  • Records, transcribes and distributes City Council meeting minutes for workshops, business meetings, zoning meetings, retreats, budget workshops and special meetings
  • Coordinates citizen speakers who wish to address the governing body at Council meetings
  • Receives protest petitions for rezonings and issues going-out-of-business licenses upon request
  • Maintains the City Charter, City Code and all other permanent Council records
  • Provides information and research of official City records to City Council, City staff and citizens
  • Provides staff support to both the Citizens' Review Board and the Civil Service Board
  • Administers oaths of office
  • Manages the appointment process and attendance records for 38 volunteer advisory boards and commissions

Records Management
Our vision is to connect Charlotte citizens with their government by professionally and accurately preserving Council actions and providing easy access to all records of the City of Charlotte. The City Clerk creates, dispenses and archives verbatim minutes of all City Council meetings. Legislative actions (resolutions and ordinances) approved by the City Council and a variety of other public documents are archived  and available for public inspection in the City Clerk's Office. The vault of City records resides in the City Clerk's Office, where minutes, resolutions and ordinances dating back to the 1800s can be found.

Some examples of responsibilities relating to records management are shown below:

  • Record and archive minutes, ordinances, resolutions, oaths and all official records; official custodian of City records in accordance with the NC Records Retention and Disposition Schedule
  • Publish legal advertisements
  • Update City charter and Code of Ordinances
  • Research for City Council, staff and the public
  • Annexations and recording of deeds
  • Transfer of data to electronic format for easier access and research purposes
  • Administration and maintenance of the Digital Contracts Archive system

Boards and Commissions
The City of Charlotte has 38 advisory boards and commissions that serve the City's diverse needs. Citizens of Mecklenburg County who are registered to vote can volunteer and apply through the City Clerk's Office. City Council selects applicants in a two-step process that is administered by the City Clerk's Office. The City Clerk's Office also facilitates appointments made by the Mayor and the City Manager and works closely with the Mecklenburg County Clerk for those boards that have both City and County appointments. The City' Clerk's Office also provides staff support for two quasi-judicial boards: The Citizens' Review Board and the Civil Service Board. The Boards and Commissions Clerk works with each board or commission to ensure that vacancies are filled in a timely manner so that work on each board is not interrupted when terms of service end or when attendance is not met.

Serving our diverse customers
The list below highlights some of the way we serve our customers: Council, staff and the public:

  • Create, maintain and distribute the Citizen Speakers' List for all public Council meetings
  • Complete notarizations and attestations for all departments
  • Issue going-out-of-business licenses
  • Accept and process applications for public monuments
  • Complete requests for research and information
  • Publish records and documents on CharlotteNC.gov and CNet (employee intranet)
  • Record verbatim minutes of all Council meetings and workshops
  • Process Requests for Council Action (RCAs) and other official documents
  • Receive subpoenas and court summons served on the City for matters regarding City business or individual employees
  • Provide consultation on procedural matters, Council actions and other records
  • Generate the Council meeting schedule on an annual basis for Council approval
  • Publish legal notices for public hearings as well as other matters as prescribed by the North Carolina General Statutes
  • Receive protest petitions pertaining to rezoning matters in according to the City Code
  • Maintain Council member information to include the official Council member list, contact information and ethics disclosure forms

Our mission is to provide high-quality information and service to the public, City Council and City staff so that effective and responsible decisions can be made to govern the City of Charlotte. The City Clerk's Office preserves the integrity of the City's official records while striving for the highest degree of excellence and professionalism.

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