The City Clerk serves as the custodian of the City of Weed’s official records and supports the legislative and administrative functions of the City Council.
The City Clerk’s responsibilities include maintaining official City documents, preparing and posting City Council agendas, recording Council actions, administering municipal elections, processing public records requests, and preserving the City’s legislative history.
City Clerk Responsibilities
The City Clerk is responsible for:
Maintaining official City records and documents
Serving as secretary to the City Council
Preparing and posting City Council agendas
Attending City Council meetings
Preparing action minutes
Maintaining ordinances and resolutions
Numbering, indexing, publishing, and codifying legislative actions
Maintaining agreements, contracts, deeds, and other official records
Maintaining custody of the City seal
Administering oaths and affirmations
Receiving and processing public records requests
Supporting required public notices and legal publications
Providing access to commonly requested City records
Coordinating records retention and document preservation
City Council Records
The City Clerk maintains the official legislative record of the City Council.
The City will review the request to determine whether responsive records are maintained by the City and whether those records are subject to disclosure.
The City will provide an initial determination within the period required by California law. This determination is not necessarily the date when all responsive records will be produced.
Additional time may be required when a request involves:
Records maintained at another facility
A large or complex volume of documents
Multiple City departments
Consultation with another public agency
Records requiring legal review
Records containing confidential or exempt information
Records requiring redaction
The requester may be contacted for clarification or assistance in narrowing a request.
Inspection and Copies
Requesters may ask to inspect available records or receive copies.
When records are available for inspection, the City Clerk may schedule an appointment so the records can be reviewed at City Hall without disrupting City operations or compromising the integrity of the records.
The City may charge the direct cost of duplication or other costs permitted by law. Payment may be required before copies, electronic media, or other materials are released.
Confidential, Exempt, or Redacted Records
Certain records or portions of records may be confidential, privileged, exempt from disclosure, or restricted by law.
When appropriate, the City may:
Withhold an exempt record
Redact protected information
Provide only the disclosable portions of a record
Explain the legal basis for withholding requested information
Submitting a request does not guarantee that every requested record can be released.
Police Department Records
Requests for police reports, body-worn-camera recordings, dispatch records, investigative records, or other Police Department materials should be directed to the Weed Police Department.
A person seeking to present a claim against the City should complete and submit the City’s Claim Form to the City Clerk.
Submitting a claim does not guarantee payment, settlement, or acceptance of liability. Claims are reviewed and processed in accordance with applicable law and City procedures.
Claimants are responsible for ensuring that claims are complete and submitted within all applicable deadlines.
The City cannot provide legal advice regarding claim requirements, filing deadlines, or legal rights. Anyone needing legal advice should consult an attorney.
The City Clerk serves as the City’s elections official and coordinates municipal election responsibilities. Election procedures, deadlines, and filing requirements are established by state and local law.
Candidates are responsible for understanding and complying with all applicable filing, disclosure, and campaign requirements.
The City Clerk maintains the official record of ordinances and resolutions adopted by the City Council.
Ordinances establish local laws and regulations. Resolutions generally document formal City Council decisions, policies, approvals, and administrative actions.
The City’s codified ordinances are available through the Weed Municipal Code.
Planning a parade, festival, block party, race, celebration, or other event that may use or affect a City street, sidewalk, parking area, or public right-of-way? A City special event permit may be required.
Completed applications must generally be submitted to the City Clerk at least 45 days before the proposed event. Submitting an application does not authorize the event; the permit must be reviewed and approved before any public right-of-way may be used or obstructed.
Visit the "Special Event Permits" section under Community Resourcesfor application requirements, fees, insurance information, and the downloadable application.
