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.
Residents may access available:
- City Council agendas
- Meeting packets
- Staff reports
- Approved minutes
- Ordinances
- Resolutions
- Public notices
- Meeting schedules
Public Records Requests
The City Clerk coordinates requests for public records maintained by the City of Weed.
Official City records may include:
- Ordinances and resolutions
- City Council minutes
- Agreements and contracts
- Deeds and property records
- Administrative policies
- Correspondence
- Financial and operational records
- Permits and applications
- Other records prepared, owned, used, or retained by the City
The documents available through the City website represent commonly requested materials and do not include every record maintained by the City.
How to Submit a Request
Public records requests may be submitted:
- In person at City Hall
- By completing and submitting the City’s Public Records Request Form
- By email to the City Clerk
Requests should describe the records as specifically as possible.
Helpful details may include:
- The subject of the request
- Relevant names
- Property addresses
- City departments
- Approximate dates or date ranges
- Document titles
- Permit or project numbers
- Other information that may help identify the requested records
Broad or unclear requests may require clarification before the City can identify responsive records.
Submit a Public Records Request
City Response
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.
City Clerk Forms
Public Records Request Form
Use this form to request public records maintained by City departments other than the Police Department.
Claim Form
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.
Elections
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.
Ordinances and Resolutions
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.
For copies of uncodified ordinances, resolutions, or other legislative records, submit a public records request or contact the City Clerk.
Public Notices
The City Clerk coordinates the posting and publication of certain legally required notices.
Current notices may include:
- Public hearing notices
- Ordinance summaries
- Election notices
- Vacancy announcements
- Requests for proposals or bids
- Notices of adoption
- Other legally required publications
Special Event Permits
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 Resources for application requirements, fees, insurance information, and the downloadable application.