INTRODUCTION

PURPOSE:

The main purpose of the City Clerk's office is to serve the public by keeping the permanent records of the City filed and properly indexed as required by charter, general law, or by City ordinance.

The following is a list of other duties of the office of the City Clerk:

• Gives notice and attends all meetings of Council, prepares packets and agenda for Council and Media a week before meeting, keeps a journal of its proceedings.

In 2000 there were, 24 Regular Meetings, 3 Special Meetings, 1 Conference Session and 11 Committee of the Whole Meetings. Council Meetings are now live & videotaped and viewed on the City's Government Channel, Channel 15.

• Records minutes of meetings, and correspondence. Processes ordinances, resolutions, proclamations, contracts, etc. (Council presented 20 Proclamations & 15 Plaques).
• Keeps a record of all Boards and Commissions and make changes when new board members are appointed and distributes the same to Departments. Prepares letters of appointment (also available in the office is the Boards and Commissions handbook that was developed in 1994). In 2000, 13 handbooks were distributed to new members

In 2000, Council has made 33 appointments/reappointments to Boards and Commissions

• Prepares legal notices for publication (required by law), public hearing notices, public auction notices, election notices, and police and fire vacancy postings.

In 2000, Council held 48 Public Hearings.

• Attests to and affixes the City Seal to official documents and bond issues. Notarizes and affixes the notary seal to documents of the City and City employees.
• Administers oaths of office.
• Prepares yearly budget and an annual report.
• Prepares letters and correspondence for the Mayor and keeps his/her daily calendar.
• Submits information to the publisher for codification of City ordinances.
• Performs special projects for the City Manager, Mayor, and City Council.
• Prepares the payroll for Council members, City Clerk, and part-time clerk.
• Partners in Education certificates with Woodburn Elementary are distributed at the COW meetings (Council awarded 168 certificates for the year 2000).

CIVIL SERVICE

• Minutes of meetings
• Prepares agenda and posts.

Activity for Police & Fire Civil Service Commission for 2000:

Police Civil Service Commission along with the City Manager and Police Chief hired the following officers from the list of hires from the 1999 testing in 2000:

Steven C. Dowlin, Douglas Montague, and Christopher Dalton.

On June 10, 2000, Frank Fidazzo died of injuries sustained during bicycle training at White Park. The funeral offered a final farewell, of 125 vehicles, 55 police cruisers and more than 150 officers from surrounding departments, topped with a 21-gun salute. Hundreds of friends, family and employees were there to honor Frank for his dedication and care to his department and to the community.

Fire Civil Service Commission along with the City Manager and the Fire Chief hired the following firefighters in 2000:

Tim Trentini, Jeffrey Kennison, Paula Tucker, and Charles Campbell.

Also, a promotional testing was given on January 4^th, 2000, to fill vacancies in 1999, the following firefighters were promoted:

Dave Custer, Lieutenant - Kenneth Tennant, First Class

The Commission held two meetings on October 3, 2000, and on August 28, 2000. There are three new Commissioner's Chilton Wise, Daniel Bonner and Rock Gianola. All three Commissioners were sworn in and then went through a training session with Chief Fetty and me on what their duties and issues are and to establish the promotion tests.

The following firefighters retired in 2000: Larry Davis and Marshall Morgan, both in the rank of Captain.

The date for the Promotion Test was November 14, 2000, at 6:30 p.m.

The results of the test were:

For Captain: Max Humphreys and Bill Graham; For Lieutenant: William Rinehart and Jay Bolyard; and For Firefighter First Class: Brian Tulka, John Lemley, Ron Skidmore, Pat Pickenpaugh, Ashley Jenkins and Randy Hunter.

• Testing of applicants

• Promotion Testing

Post notices Order tests

Post scores Schedule medical & psychological exams

• Hearings

Arrange for Court Reporter
Notify grievant of hearing

Subpoena witnesses

Notify grievant of decision

GOALS

The primary goal of the City Clerk's office has been, and will continue to be, serving the City and the Citizens of Morgantown as Record Keeper. In the next year I will continue to work on Records Management, and I will also work at the State Level with Fred Armstrong, Director, West Virginia Division of Culture and History on Senate Bill 460 which should help supply money for counties and cities for preservation of records. Once again this is an ongoing project. The City does have all of the Council Journals, Deed Books, and Ordinances microfilmed and will keep current books as needed. The Library is willing to let citizens use the reader printer to view the microfilm. Harold Goff at WVU Library is making copies of the microfilm which will be kept on file there for archival and historical purposes. The City Clerk's office is now connected to the Internet. Before the meetings, the City Clerk's office updates the Web-page with the current agendas and minutes for the public to view.

RESOURCES

The City Clerk's office consists of the City Clerk and one part-time clerk.The primary pieces of equipment being used are: 2 IBM Computers, word processor, Laser Jet III printer, Fax machine, and Smith Corona Typewriter. The office has become more resourceful with file management programs, scanners, and the internet.

PAST YEAR ACTIVITIES

January, 2000, started with putting up a new millennium Wellness Bulletin Board; working on the West Virginia Municipal League Conference; and scheduling an agenda for the election seminar. The Senior Ambassador Program, and the Fire Civil Service Promotion Test on January 4^th. WVU Students were recruited to videotape. Thr Mon. General Multiphasic testing was on January 27^th, and meetings for the Census, started the new millennium as a busy one.

February, 2000, continued with promoting the Census by sending out flyers and placing a banner on the Public Safety Building. The City started an At Work Weight Watchers program on March 2 and had 21 participants. The Wellness Program for the spring & summer months was weight watchers and walking.

March, 2000, continued with Census, Weight Watchers, and putting the annual report and budget on the WEB. Thanks to Jeff Mikorski, the reports were placed on the web for citizens to view. Also, started making contacts for donations for the United Way Hot Dog Sale in September.

April, 2000, started with working on another United Way Fundraiser the Colasessanos Pepperoni Roll Sale, with mailings and calling people to get orders. Also, along with daily routine work continued to work on Census information, and Weight Watchers program.

May, 2000, the office was gearing for completion of Pepperoni Roll Sale orders, United Way Meetings, and City Council Meetings. On May 15^th, Westwood Middle School came to City Hall for a presentation on How City Government Works.

June, 2000, rolled into delivery of the Colasessano Pepperoni Rolls for the United Way. City Employees pulled together and help deliver 2,221 rolls, making $2,221 for the United Way. - - Team Together Anything is Possible. Also, along with the fund raiser kept up with daily work, packets, minutes, videotaping of meetings, and weight watchers.

July, 2000, started with the new Mayor appointment, and Frank Scafella was selected as Mayor and Deputy Mayor was once again Ron Justice. Along with codification of ordinances, weight watchers, packets, and getting ready for the West Virginia Municipal League Summer Conference, it was once again, a busy month.

August, 2000, started with working on the DOGGONE IT'S WEDNESDAY HOT DOG SALE, mailings, flyers, and donations. Along with daily work, we were buzzing as usual.

September, 2000, the office was sick of Hot Dogs, but moved forward and once again thanks too much cooperation and team work, the sale made $2,317.00 for the United Way. Along with, office work and hot dogs we still made time for the other duties in the office.

October, 2000, started by going to Kent State to continue growing by going to the Master Municipal Clerks School, meeting featuring Cornerstone a Records Management Company. All employees were informed of Breast Cancer Awareness month and City Employees walked in the American Heart Association walk on October 15^th. I was also locked up for Muscular Dystrophy. During the week of 22-28, the City celebrated Municipal Government Week by inviting Woodburn Elementary to Council Chambers for a question and answer session on government. It was fun and informative.

United Way Contributions

December, 2000, starts with a Council Meeting on the 5^th, and starting the Election Calendar for the 2001 Election. Woodburn Elementary Choir will be singing Christmas Songs for City Employees, and Santa will stopped by too, a great way to end out the year.

FORCAST FOR UPCOMING YEAR

The projection for next year's workload is to focus on the 2001 Election, Records Management, and Microfilming, I will also be working at the Local, State and National level in continuing research and support for Records Management, not only for us, but for all municipalities to help with Archival Records and Records Management. Along with the Municipal Election, United Way, daily work, meetings, wellness, minutes, and keeping up with the activities and functions of WV Municipal League & Clerks Association, I am hoping to return in October, 2001, to the West Virginia-Ohio Municipal Clerks Certification Program to continue my education to the Master Municipal Clerks Certification and become even more resourceful to the City and the Citizens.

SUMMARY

The City Clerk's office will continue to serve the citizens and the needs of the community.