Legislative Department/Office of the City Clerk 2024 Year in Review

YEAR IN REVIEW LEGISLATIVE DEPARTMENT/ OFFICE OF THE CITY CLERK

2024

City Clerk’s Office Drives Innovation, Supports City Leadership, and Adapts to New Standards

The City’s Legislative Department, also known as the City Clerk’s Office, participated in important new initiatives in 2024, all the while maintaining the meaningful functions of providing administrative support for the City Council, collaborating with the City Manager’s Office and departments, and administering oaths. The Clerk’s Office continued to modernize its management of 26 City Boards and Commissions (B/C) by implementing the Board Manager system created by eScribe in January. Board Manager is an all-in-one, online platform that provides real-time information. In addition to learning about the board’s function, users can readily access a listing of board members, terms, vacancies, and meeting data. The system also aids Council members as they review vacancies and applications.

DID YOU KNOW? The City Clerk position is the only government position required by North Carolina State law. State statute § 160A-171 reads as follows: There shall be a city clerk who shall give notice of meetings of the council, keep a journal of the proceedings of the council, be the custodian of all city records, and shall perform any other duties that may be required by law or the council.

Office staff also oversaw the creation of a centralized B/C index on the City website, which debuted in July. The webpage contains links to the websites of the different boards and commissions that work closely with the City Clerk’s Office. Users can now access meeting agendas, minutes, and calendars with ease. Throughout 2024, the Clerk’s Office laid the groundwork for the City’s adoption of the North Carolina Department of Natural and Cultural Resources’ (NC DNCR) Electronic Records Imaging Policy and Procedures. City Council adopted the policy in January 2025, then it was approved by the NC DNCR to ensure the City adheres to state statutes and requirements for digitizing and destroying records. With guidance from the NC DNCR and support from the City’s Information Technology Department, the Clerk’s Office developed

procedures for staff to properly digitize City records. Once departments identify records for digitization and subsequent destruction, staff must complete a NC DNCR form, which requires signatures from the department and City Clerk. The completed form is then sent to the NC DNCR for final approval. In December, the entire City felt the grief and magnitude of the unexpected passing of Mayor Pro Tempore Yvonne Johnson. During this difficult time, the Clerk’s Office worked diligently with the Council to ensure the smooth transition of leadership.

Civil Service Board to Debut in 2025 Established and authorized in 2024, the Greensboro Civil Service Board (CSB) operates with certain powers outlined in Senate Bill 9, Session Law 2023-112. The

Board serves within the appeal process for members of the Police and Fire classified service, when that member is discharged, suspended, reduced in rank, transferred against his or her will, or is denied any promotion or raise in pay to which he or she would be entitled. The law also charges the City Clerk to serve as the board’s secretary. In 2024, the CSB Advisory Committee met on a bi-weekly basis to create the election process and draft procedures for the board’s implementation in January 2025.