City Clerk

Sylvia Hicks, City Clerk

CITY-CLERKWelcome to the City Clerk’s Office

I’m Sylvia Hicks, the City Clerk for the City of Quincy. I am the contact between the citizens and the government. I attend all City Commission meetings of the City Commission and keep records of its proceedings.

I am the custodian of the seal of the City and all records and papers of general character pertaining to the Address: 404 West Jefferson Street.

The City Clerk’s Office is the statutory custodian entrusted with diverse duties, wherein many are performed directly by the City Clerk’s Office and other staff. The City Clerk serves as clerk to the Mayor and Commissioners, and clerk to the municipal corporation with the authority to execute and emboss documents with the City’s seal to make them official.

As the City Clerk, my duties are to attend all meetings of the City Commission and keep a journal of the proceedings, the correctness of which shall be authenticated within a reasonable time after each meeting by the Clerk and by the signature of the presiding officer of the City Commission. The Clerk shall be the custodian of the seal of the City and all records and documents of a general character pertaining to the affairs of the City. In addition to the duties specifically imposed under the Charter, the City Clerk shall perform such duties as may be required by him/her by ordinance or resolution of the City Commission.

Present and past agendas can be viewed on line at myquincy.net. To view the City of Quincy’s Codes log on to www.municode.com.

 

Goal: To maintain all official records of the City (including property deeds; grants, agreements and contracts); codification of Ordinances; recording and transcribing minutes of all City Commission meetings. In addition, the collection of City occupational licenses and directing the operation of the municipal cemetery.

 

Other duties include:

Prepares for and attends all regular and special workshops and joint meetings of the City Commission; records and transcribes the official minutes of the proceedings.

Serves as the official depository to coordinate and maintain agreements, contracts, leases, unity of titles, deeds, municipal bonds, annexations, minutes of City Commission meetings, advisory boards and municipal laws adopted by the City Commission.

Executes all proclamations, resolutions, ordinances, City Commission minutes, and bonds issued or adopted by the City Commission.

Attests agreements, contracts, leases and other legal instruments to which the City is party and assumes liability.

Administers oath of office to personnel required by State statute and City ordinance.

Provides public information services. Coordinates with Supervisor of Elections for municipal elections.