The City Clerk shall be appointed by the City Manager solely on the basis of his or her qualifications and ability and is not required to be a resident of the City of Artesia. The City Clerk shall be an employee of the City and be appointed to, and removed from, his or her position by the City Manager. No person elected to membership on the Council, subsequent to such election, shall be eligible for appointment as City Clerk until one year has elapsed after such person has ceased to be a member of the Council.
(Ord. 673, § 2; Ord. 15-821, § 2)
In the event of the absence or disability of the City Clerk, the City Manager may designate a duly qualified person to perform the duties of the City Clerk during the period of absence or disability of the City Clerk. In addition, the City Manager may employ and appoint Deputy City Clerks to assist the City Clerk or to perform the duties of the City Clerk in the absence of the City Clerk.
(Ord. 673, § 2; Ord. 15-821, § 2)
The City Clerk shall receive such compensation and benefit as an employee of the City. Such compensation shall be a proper charge against the funds of the City, and the Council shall designate such funds in the City's annual budget. The City Clerk shall be reimbursed for all sums necessarily incurred or paid by him or her in the performance of his or her duties or incurred while traveling on business pertaining to the City under the direction of the City Manager. Such reimbursement shall only be made, however, when a verified, itemized demand is presented as set forth in Section 2-3.02 of Chapter 3 of this title.
(Ord. 673, § 2; Ord. 15-821, § 2)
The City Clerk shall have the following powers and duties:
(a) 
Maintenance of Records. Manage the processing, indexing and maintenance of records of all municipal ordinances, resolutions and other legislative actions of the City Council;
(b) 
Notices of Meetings. Coordinate and direct the posting, mailing and publication of legally required notices of public hearings and meetings, including City Council, Planning Commission, other advisory commissions, successor agency to the Artesia Redevelopment Agency, Parking Authority, Housing Authority and other meetings of City bodies, in accordance with the Brown Act;
(c) 
Preparation of Agendas, Agenda Packets and Minutes. Direct and participate in the preparation and distribution of City Council agendas, agenda packets, minutes, actions and the records of proceedings;
(d) 
Records of Proceedings. Keep an accurate record of and index the proceedings of the City Council in books bearing appropriate titles and devoted exclusively to such purpose;
(e) 
Codification of Ordinances. Coordinate with the City's contract code codifier to ensure that ordinances amending the municipal code are regularly codified and placed into the Artesia Municipal Code and that updates of the code are regularly distributed to persons and entities maintaining a copy of the Code;
(f) 
Commission Appointment Process. Administer the recruitment and selection process, and administer the process for filling vacancies for members of City advisory boards, commissions, and committees, and the preparation of the annual appointments list as required by law;
(g) 
Attendance at City Council Meetings. Attend City Council meetings and other meetings of legislative bodies composed of City officials except for meetings of City advisory boards, commissions, and committees unless specifically requested by the City Manager;
(h) 
Administration of Oaths. Administer and file oaths and affirmations and take and certify affidavits and depositions pertaining to City business;
(i) 
City Seal. Maintain custody of City Seal;
(j) 
Claims and Litigation. Accept and process claims against the City, subpoenas and summons for City records, and lawsuits;
(k) 
Public Bidding Process. Coordinate the receipt and opening of bids on public works contracts and other contracts to be submitted under sealed bid;
(l) 
Political Reform Act. Administer the provisions of the Political Reform Act of 1974, including acting as the City's "filing officer" for required forms and filings;
(m) 
Records Retention. Direct the maintenance of City documents and records. Administer the City's computerized and manual records management programs; coordinate and supervise the records storage system in compliance with legal and policy requirements for records retention and disposition;
(n) 
Elections Official. Perform the duties as the City's Election Official as required by the Elections Code, including but not limited to, coordinating and conducting consolidated and stand-alone municipal elections, processing petitions relating to initiatives, recalls and referendums, and acting as filing officer for local campaigns;
(o) 
Management of Staff in Department. Appoint, subject to the prior approval of the City Manager, subordinate deputies and personnel, and then oversee, plan, direct and organize the activities of; participate in the training of personnel; evaluate and review the performance of the staff in the Office of City Clerk. Any deputies shall hold office at the pleasure of the City Manager and receive such compensation as is provided by the City Manager and as allocated in the City's annual budget; and
(p) 
Performance of Additional Duties. Perform such other duties and exercise such other powers as may be delegated to him or her from time to time by ordinance, resolution or minute order of the City Council.
(Ord. 673, § 2; Ord. 15-821, § 2; Ord. 23-946, 9/11/2023)
It is the duty of the City Manager, the City Attorney and all other officers and employees of the City to cooperate with and assist the City Clerk in the performance of his or her duties in an economic and harmonious manner, so far as may be consistent with their duties as prescribed by the laws of the City.
(Ord. 673, § 2; Ord. 15-821, § 2)
The Council and its members shall deal with the services of the City Clerk's office only through the City Manager, except for the purposes of inquiry, and neither the Council, nor any member thereof, shall give orders to the City Clerk or any subordinate of the City Clerk.
(Ord. 673, § 2; Ord. 15-821, § 2)