City of Haines City Florida

City Clerk’s Office
The City Clerk’s Office provides a wide range of professional services to support the City Commission,
City Administration, City Departments, and the public. The City Clerk is responsible for many
administrative duties. One of the most important statutory duties of the City Clerk is to prepare the
minutes of the City Commission’s workshops, regular meetings, and special meetings. Minutes are
considered the road maps to the past, must be accurate, and kept on file in perpetuity.
The City Clerk’s office also conducts the municipal election. As the “Chief Election Officer”, the City
Clerk is responsible for all ministerial duties including qualification and certification of the candidates,
hiring poll workers, and serving on the Canvassing Board. Each election brings new challenges and
opportunities to the City Clerk.
In addition, the City Clerk has other responsibilities prescribed by law such as providing proper
advertising notices for meetings, public hearings, bid solicitations, tax deeds, and other legal matters.
Furthermore, Government in the Sunshine requires governmental transparency, and the associated public
records requests are coordinated through the City Clerk’s office. As the information hub of the City, the
City Clerk’s Office is here to serve the public in the utmost professional manner.
Departmental Initiatives for FY 2016 Budget Year
Organizational Goal: Cultivate an environment that will attract, retain and recognize city employees as
the organization’s most valuable resource.
Objective 1: Absorb responsibilities to centralize and manage all City Advisory Boards.
Objective 2: Provide teammates opportunities for professional career development.
Organizational Goal: Utilize technology to enhance public services.
Objective 1: Continue to research and compile information for the digitization of the cemetery
records.
Objective 2: Organize and rename the digital records within the online public access portal for
the enhancement of user efficiency.
Objective 3: Scan all permanent records into Laserfiche.
Organizational Goal: Encourage public and private partnerships.
Objective 1: Research options for potential maintenance and security of the south parcel of
Oakland Cemetery and 5 th Street Cemetery.
Objective 2: Reconstruct burial records of both cemeteries.
Objective 3: Digitize cemetery records for preservation and public access.
Organizational Goal: Protect our natural amenities by encouraging proactive environmental initiatives
intended to safeguard our natural resources.
Objective 1: Maintain recycling program for all City records eligible for disposition.
Organizational Goal: Create an environment which enhances the quality of life and benefits the
community culturally, recreationally, and economically.
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