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City Clerk
 

 

 

 

 

City Council Agendas
City Charter
City Council Meeting Schedule
Elections
Initiative, Referendum or Recall
City Code and Local Laws

Boards and Commissions Information
Public Records Requests
Liquor Licenses
Off-Track Betting Licenses and Bingo Licenses
Campaign Finance Forms
Domestic Partnership Registry

 

 

 

Welcome!  My name is Elizabeth A. Burke. It’s my privilege to serve as Flagstaff City Clerk. Our office is located at City Hall, 211 W. Aspen, Flagstaff, Arizona, and we’re open from 8:00 a.m. to 5:00 p.m., Monday through Friday.

The Flagstaff City Clerk’s Office is staffed by two additional fulltime employees:  Stacy Saltzburg (Deputy City Clerk), and Susan Alden (City Records Coordinator). You can contact any one of us for general information.  We’ll help in any way that we can with your needs. We’re here to provide guidance and information on government processes and decisions.

 

 

Elizabeth A. Burke, M.M.C.
City Clerk
(928) 213-2076

Meetings – Agendas/Minutes
Elections
Boards and Commissions
City Code
City Charter

 

Stacy Saltzburg
Deputy City Clerk
(928) 213-2077


              
Meetings - Minutes
Boards and Commissions
Research
Liquor Licenses
Public Records
Domestic Partnership Registry

 

Susan Alden
City Records Coordinator
(928) 213-2066
 

Records Management
Public Records Requests

 

 

 

 

The position of municipal clerk is specifically called out by the Arizona Revised Statutes and the City Charter.  The statutes and charter entrust municipal clerks with a multitude of activities:

           

 

As Secretary to the City Council, the office

 

 

 

Prepares and posts meeting agendas and notices for the City Council

 

 

 

Provides guidance on the conduct of public meetings

 

 

 

Attends the meetings of the City Council and prepares minutes

 

 

 

Keeps an official record of the proceedings of every meeting and keeps custody of original minutes, ordinances and resolutions

 

 

 

Certifies official records of the City

 

 

 

Processes, records, files, and, when necessary, advertises ordinances, resolutions, or other documents

 

 

 

Maintains conflict of interest files, citizen petitions, legal opinions, and other similar records the City

 

 

 

Administers oaths of office

 

As Secretary to the Municipal Corporation, the Clerk is

 

 

 

Custodian of the municipal seal

 

 

 

Custodian of permanent records

 

 

and also

 

 

 

Attests signatures of municipal officers and elected officials

 

 

 

Accepts service of legal documents and maintains receipt of same

 

 

 

Maintains receipts of service of legal documents

 

As the Elections Official for the City, the Clerk

 

 

 

Ensures the democratic process is fair and legal and protects the rights of voters

 

 

 

Prepares and receives candidate nominating packets

 

 

 

Prepares and receives referendum, initiative, and recall petition packets

 

 

 

Receives candidate and political committee campaign finance reports

 

 

 

Prepares and furnishes election publicity and advertisements

 

 

 

Receives pro and con arguments

 

 

 

Prepares publicity pamphlet

 

 

 

Receives formal complaints re election process

 

 

 

Certifies election results

 

 

 

Obtains Justice Department election preclearance

 

 

 

Prepares the ballot

 

 

 

Provides assistance to candidates and voters

 

 

 

Assures legal compliance with election laws

 

 

  

Files necessary notices and reports

 

As the Records Management arm of City Government, the Clerk

 

 

 

Manages the records center/local archives

 

 

 

Oversees retention schedules

 

 

 

Trains staff in appropriate records management techniques

 

 

 

Preserves and restores old record books

 

 

 

Establishes records management policies

 

 

 

 

 

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Agendas

The City Clerk’s Office prepares the agendas for City Council meetings.  Agendas are typically available the Thursday prior to a meeting.  Full Council meeting agenda packets are posted to our website at this location. This means that you can view the supporting documentation behind an item that is presented to the City Council for consideration.  To sign up to receive notification and links to agendas as they are posted to the website, click here.  Paper copies of full agenda packets can be viewed in the main lobby of City Hall.  Agendas (without supporting documentation) are available in the City Clerk’s Office during office hours.  Any member of the Clerk’s Office can assist you with this.

 

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Boards and Commissions

Information for boards and commissions is available on these webpages.  The City Clerk’s Office collects applications from citizens who wish to serve on boards and commissions.  We provide support on appropriate meeting protocol and formal training to board and commission members as well as the staff liaisons and technical staff who support boards and commissions.  We also work with members of our boards and commissions answering general and technical questions and providing guidance on Arizona’s Open Meeting Law and Conflict of Interest Law.  Contact Elizabeth Burke or  Stacy Saltzburg for more information.

 

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Campaign Finance Forms

During an active election cycle, candidates and political committees are required to routinely file campaign finance report forms.  According to state law, their completed reports must be posted on-line.  During the next active election cycle, you will be able to find these reports on line by clicking here.  Blank campaign finance forms are also available on this page.  Your contact is for more information.

 

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City Charter

The City Charter is the City of Flagstaff’s founding document.  First passed approved by the voters in 1958, the Charter has been amended six times.  The Charter provides for a Council-Manager form of government and establishes how the City does its business.  To view a fully linked copy of the Flagstaff City Charter, simply click here.  If you’d like to find out more information about the Charter, contact the City Clerk.

 

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City Code

City Code is the body of local laws that governs Flagstaff.  It is maintained by the City Clerk’s Office.  Only the City Council can amend, delete, or add sections of Code.  When changes are made to City Code, they must be made by ordinance.  If the changes are substantial, the changes are usually assembled in one large document and declared to be a public record by resolution.  When this happens, three copies of the proposed amendments are kept on file in the City Clerk’s office and are available during business hours for viewing by the public.  Unless declared by emergency, code amendments become effective thirty days after adoption.  City Code in its entirety is available online and you can access it here.  Contact the City Clerk if you would like to know more.

 

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Domestic Partnership Registry

The City of Flagstaff has established a Domestic Partnership registry.  Domestic partners may apply for placement on this registry for a nominal fee.  Domestic partners are issue a Certificate of Domestic Partnership and an identification card.  When the card is presented to any city facility, the partner receives the same benefits that married couples do.  The registry has a reciprocity provision that recognizes members other communities’ domestic partnership registries.

 

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Elections

The City’s Clerk’s Office is responsible for the City’s elections.  During active election cycles, elections pages are posted on this website, with complete information as it becomes available.  This is a link to the elections webpage.  It will keep you up to date as the page is updated through the year and the election cycle.  If you’d like to know more, get in touch with Elizabeth Burke.

 

 

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Initiative, Referendum and Recall

Initiative actions are typically a proactive activity.  In other words, citizens initiate the legislative act rather the governmental body and citizens then vote on whether or not they want the new law.

Referendum actions are typically a reactive activity.  They are undertaken in response to a governmental action and they refer that governmental action to the voters for their consideration.

A recall action is an action that is taken against a member of the governing body.  The member of the governing body must be in office at least six months before a recall action can be taken out.

 Initiative, referendum, and recall are provided for under Title 19 of the Arizona Revised Statutes. The Clerk’s Office prepares packets containing the law and the forms needed in order to file for an initiative, referendum, or recall action.  It is important that you make an appointment with a member of the Clerk’s office so that we can go over the forms with you and provide you with important information on the timelines that are required by state law.

 

 

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Liquor Licenses

The City’s processing fee of $560 is due at the time of receipt of the a liquor license.  The City Clerk’s Office works in conjunction with the State Department of Liquor Licenses and Control on permanent liquor licenses for establishments selling liquor.  While the City of Flagstaff has no direct control over whether or not a liquor license is issued by the State, the City Council does issue a recommendation on every license.  The City Clerk’s Office assists the state in posting liquor license notices and applications on the premises where a liquor license will be used.  These notices must be posted for 20 days before the City Council can issue a recommendation to the State.  Once an application is sent to the City from the Department of Liquor Licenses and Control, it takes approximately 45 days for the City Council to issue a recommendation.  Stacy Saltzburg is your contact person.

If you are interested in obtaining a special event liquor license, this is a link to the application on the State's website.
 

 

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Meeting Schedule for the City Council

The City Council meets once a week on every Tuesday at 5:30 p.m.  The first and third Tuesdays of the month are devoted to formal Council meetings where official action is taken.  The second, fourth, and fifth (if any) Tuesdays of the month are devoted to agenda review for the following week’s Council meeting and to make informational presentations to the City Council.  To view agendas for upcoming meetings and previous meetings, just go to the City’s archive center on this website.  Any member of the Clerk’s Office can help you with additional information.

 

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Off-Track Betting and Bingo Licenses

Off-track betting license applications and bingo license applications are available in the Clerk’s Office.  The fee for an initial application for off-track betting is $480.  Thereafter, the renewal fee is $380.  Licenses are good for one year and either must be renewed or are discontinued.  The City Clerk processes all off-track betting and bingo licenses. For more information.

 

 

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Public Records Requests

The City Clerk’s Office is responsible for handling formal public records requests.  While the Freedom of Information Act does not apply to non-federal public agencies like the City of Flagstaff, the Arizona Public Records Law does.  A.R.S. § 39-121.03 states that any person may request to examine or be furnished copies and that the custodian of such records shall promptly furnish such copies.  As such, requests for records are treated with priority.  Requests for public records must be submitted in writing or via e-mail and contain your contact information.  In most cases, payment in advance is required before copies will be made.  You can get in touch the City’s Record Coordinator, Susan Alden to learn how you can obtain the records you need.

 

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