STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of October 28, 2025
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Eibleis Melendez, City Clerk
SUBJECT: Hercules City Clerk Department Update
RECOMMENDED ACTION:
Receive an update on the City of Hercules City Clerk Department BACKGROUND:
The City Clerk Department serves as a link between the public and the City Council. The City Clerk makes sure that the City’s democratic and legislative processes are correctly carried out, recorded, stored, and managed following federal, state, and local laws and regulations.
The City Clerk serves as the Clerk of the City Council and ensures that meetings of the City Council follow the Brown Act (open meeting laws). The Office of the City Clerk prepares and distributes the legislative agenda, records all legislative actions of the Council, performs attestations, administers Oaths of Office, verifies that legal notices have been posted or published, and administers the boards and commissions appointment process.
As the City’s Elections Official and Political Reform Act compliance officer, the City Clerk administers municipal elections from election pre-planning to the declaration of election results; and ensures compliance and the timely filing of matters pertaining to the Political Reform Act.
The City Clerk is also the Custodian of Records and is responsible for compliance with the Public Records Act. The Office of the City Clerk administers the City’s Records Management Program for the preservation, protection, retention, and legal disposition of the City’s Records, which includes receiving and responding to public records requests in adherence to all the provisions of the Public Records Act.
City Clerk staff greet and assist the public at City Hall and provide administrative support for business license application processing and the filing of claims presented to the City.
ANALYSIS:
The City Clerk’s Department has three full-time staff members: the City Clerk and two Senior Clerks. Senior Clerk staff manage the front desk of City Hall, providing professional customer service and assisting with the administration of Business License and sewer lateral applications. They also support the City Clerk in carrying out departmental administrative duties and assist in preparing and supporting all City meetings.
Some of the core responsibilities of the City Clerk’s Office include collaborating with both City Staff and City Council to prepare the agenda and ensuring that all legal notices are posted and that necessary arrangements are made for an effective meeting. As the custodian of records, the City Clerk partners with designated Department Records Coordinators to maintain all city official documents in accordance with our records management program. Proper management of City records is essential for responding to Public Records Requests and for organizing and indexing official city documents such as minutes, resolutions, and ordinances in compliance with federal, state, and local laws.
During an election, the City Clerk is the Election Official for the city. In collaboration with the county Elections Departments, the objective is to provide open access to Municipal election information and ensure a fair and impartial election by following the functions and duties described and explained by both the Government Code and Election Code.
The responsibilities outlined above directly support the City’s third strategic goal of enhancing community transparency and communication. Although many duties and responsibilities of the City Clerk Department are internally focused, what we do directly affects the daily operations of the city and the community we serve.
FISCAL IMPACT:
There is no fiscal impact associated with receiving this report.
ATTACHMENTS:
Presentation