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City Clerk

The City Clerk is appointed by the City Manager.  

Cindy Black, City Clerk

Office of the City Clerk, 1480 Main Street, St. Helena, CA 94574

Ph: 707-967-2792   Fax: 707-963-7748

cityclerk@cityofsthelena.org

As a resource to the community, it is the goal to provide the highest level of customer service to the City Council, City staff and the general public. The City Clerk strives to ensure that the legislative process is transparent and accessible and, as the custodian of records and Offical Seal for the City, accurate record documentation and information is maintained. The City Clerk is also responsible for administering the election process, managing the Fair Political Practice Commission's campaign finance disclosure filings and Statements of Economic Interests, coordinating public records requests, and acting as the primary liaison to the City-appointed Commissions and Committees.

Agenda and meeting management

In compliance with the Brown Act, the City Clerk compiles and distributes the City Council agenda materials before each meeting. It is also the duty of the office to accurately record the actions taken by our legislative body and to ensure access to and preservation of the official record. Other key responsibilities include:

  • Publish public meeting notices
  • Issues proclamations and certificates
  • Produces official minutes
  • Executes resolutions and ordinances
  • Attests and coordinates execution of City contracts and agreements

Commissions
As primary liaison to the City Council-appointed commissions and committees, our office facilitates the commission recruitment and appointment process. Other key responsibilities include:

  • Administers the oath of office to new commissioners
  • Coordinates the annual Brown Act and ethics training for all commissioners
  • Reviews agendas and minutes

Elections
The City Clerk serves as the local elections official and, with the Napa County Elections Office, coordinates and supervises the conduct of all municipal elections. Other key responsibilities include:

  • Develop City Council candidate packets
  • Facilitates City Council candidate orientation
  • Monitors and ensures candidate campaign contribution filings
  • Acts as a resource for election information and regulations
  • Administers the oath of office to new City Councilmembers

Records management

The City Clerk is the custodian of a wide range of official City documents and receives, logs and archives a variety of records including: minutes, ordinances, resolutions, recorded documents, legal documents, contracts and agreements and filings with the Fair Political Practices Commission. Other key responsibilities include:

  • Processes requests for information under the California Public Records Act
  • Oversees the City records retention schedule
  • Coordinates annual records destruction
  • Updates and maintains the St. Helena municipal code

Other services

The City Clerk also provides a range of internal and external services as part of the daily operations of the City Manager’s and City Clerk’s Office. Other key responsibilities include:

  • Provides general information and assistance to the public
  • Receives claims against the City and subpoenas
  • Administers the oath of office to new City staff

Senate Bill 272

Approved on October 11, 2015, SB 272 adds a section to the California Public Records Act requiring local agencies to create a catalog of Enterprise Systems by July 1, 2016 with annual updates.

Click Here to Download a PDF of the City's Catalog of Enterprise Systems

Enterprise System

A software application or computer system that collects, stores, exchanges and analyzes information that the agency uses that is both of the following:

  • A multi-departmental system or a system that contains information collected¬†about the public.
  • A system that serves as an original source of data within an agency.

An Enterprise System does not include any of the following:

  • Information Technology security systems, including firewalls and other¬†cybersecurity systems.
  • Physical access control systems, employee identification management systems,¬†video monitoring and other physical control systems.
  • Infrastructure and mechanical control systems, including those that control¬†or manage street lights, electrical, natural gas or water or sewer functions.
  • Systems related to 911 dispatch and operation or emergency services.
  • Systems that would be restricted from disclosure by Section 6254.19.
  • The specific records that the information technology system collects,¬†stores, exchanges or analyzes.

Requirements

1. Create a catalog of enterprise systems, containing:

  • Current system vendor
  • Current system product
  • System‚Äôs purpose
  • A description of categories or types of data
  • The department that is the prime custodian of the data
  • The frequency that system data is collected
  • The frequency that system data is updated

2. To make the catalog publicly available upon request

3. To post the catalog in a prominent location on the agency’s website

Exception

If the public interest served by not disclosing the information described clearly outweighs the public interest served by disclosure, the local agency may instead provide a system name, brief title or identifier of the system.