City Clerk Duties & Ordinance Records - Saint Paul
The City of Saint Paul, Minnesota relies on the Office of the City Clerk to maintain official municipal records, ordinances, resolutions, and certified copies that are required for legal, administrative, and public uses. This guide explains the clerk's core duties, how to request certified records, enforcement pathways, and practical steps to obtain records or appeal administrative decisions in Saint Paul.
City Clerk Duties
The City Clerk serves as the official custodian of legislative records, prepares and preserves council minutes and ordinances, administers municipal elections, and manages records requests and certifications for the city. For operational details and contact information, consult the Office of the City Clerk official page City Clerk - City of Saint Paul[1].
- Maintain and certify ordinances, resolutions, and council minutes.
- Process public records requests and provide certified copies when required.
- Manage official meeting schedules, agendas, and preservation of minutes.
- Coordinate with the City Attorney, Elections office, and other departments for legal and administrative functions.
Certified Records & Public Requests
Certified records include authenticated copies of ordinances, resolutions, official signatures on minutes, and other municipal documents. To request certified copies or submit a public records request, use the City Clerk's Records Management guidance and request procedures City Clerk Records Management[2]. Fees, turnaround times, and delivery options are described on that official page or provided upon request.
- Submit a public records request as specified on the Records Management page.
- Pay any applicable copying, certification, or delivery fees listed by the city.
- Contact the City Clerk for status updates, certified signatures, or notarization requirements.
Penalties & Enforcement
Penalties or enforcement mechanisms specific to mishandling municipal records, falsification of records, or failure to comply with recordkeeping requirements are governed by city ordinances and applicable state law. The municipal code and ordinance provisions control penalties and enforcement procedures; consult the Saint Paul code for controlling language and enforcement authority Saint Paul Code of Ordinances[3].
- Fines: not specified on the cited page.
- Escalation (first/repeat/continuing offences): not specified on the cited page.
- Non-monetary sanctions may include official orders, injunctive relief, or court action as provided by ordinance or state law; specific measures are not specified on the cited page.
- Enforcer/Contact: City Clerk and City Attorney offices oversee records compliance; complaints and inspections are initiated through Records Management or Code Enforcement procedures (see Resources below).
- Appeals/Review: appeal paths and time limits are set in the applicable ordinance or administrative rule and must be confirmed on the cited municipal pages; if not listed, they are not specified on the cited page.
- Common violations: failure to produce certified copies, altering official records, failing to preserve council minutes; penalties vary and may be set in ordinance or state statute.
Applications & Forms
The city publishes procedures for public records requests and certified copy requests on the Records Management page; specific form names, numbers, and fee amounts are provided there when available. If a particular form or fee schedule is not posted, it is not specified on the cited page.
- Public Records Request: see Records Management page for the submission method and any available form.
- Fees: listed on the records page or provided upon request; when not listed, fees are not specified on the cited page.
FAQ
- How do I obtain a certified copy of an ordinance?
- You can request certified copies through the City Clerk Records Management procedures; follow the request instructions on the city's Records Management page and provide document details and payment as required.
- How long does it take to receive a certified record?
- Turnaround times vary by request volume and the type of certification; check the Records Management page or contact the City Clerk for an estimated timeline.
- Are there fees for certified copies?
- Fees may apply for copying and certification; specific fees are listed on the Records Management page or provided upon request if not published.
How-To
- Identify the exact document (ordinance number, resolution, or meeting date) you need certified.
- Submit a public records request via the City Clerk Records Management procedures, including contact information and delivery preference.
- Pay any published fees or provide payment arrangements as instructed by the City Clerk's office.
- Receive certified copies by mail or pickup and verify the attestation, seal, or signature for your legal purpose.
Key Takeaways
- The City Clerk is the official custodian of Saint Paul's ordinances, resolutions, and certified records.
- Certified records and public records requests are processed through Records Management; check the official city pages for procedures.
Help and Support / Resources
- City Clerk - Office and Contacts
- Records Management & Public Records Requests
- Code Inspections & Enforcement
- Saint Paul Code of Ordinances (Municode)