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The City Clerk retains and administers the corporate seal, keeps all records, attends all meetings of the City Council and maintains a full record of its proceedings as specified in the City Code and the State Statute. The City Clerk is also responsible for coordinating the preparation of agendas for the City Council meetings, and compiling and distributing the bi-monthly City Council agenda packets. The State Statute also specifies that the City Clerk serve on the Board of Local Improvements, which meets when necessary.
Various requests directed to the City Clerk’s Office from the public and City Departments remain consistent throughout the year, with voter registrations and inquiries peaking in major election years. In 2006 the Department registered 141 voters; processed 358 Freedom of Information requests; updated and distributed two City Code supplements; and published 36 legal notices. In addition, the Office maintains a mailing list of approximately 1,500 vendors divided into specific categories for bidding purposes and a list of some 125 individuals and businesses that receive information regarding City meetings a minimum of twice a month. In a public relations capacity, the City Clerk’s Office prepares informative publications such as the annual Community Clubs and Service Organizations booklet; A Guide to Des Plaines Government; the Des Plaines Dialer; the Directory of Officials and Offices of the City of Des Plaines; the Welcome to a Meeting of the Des Plaines City Council brochure; the quarterly City-wide newsletter, the Des Plaines Digest; the quarterly employee newsletter, Civic Happenings; and the new compact informational City of Des Plaines street map with historic and demographic data. These publications, as well as other government related information, are compiled by the City Clerk’s Office into a "Welcome Packet" and are available to new residents. In addition, City news releases (often with accompanying photographs) are developed, composed and distributed from this office to the Chicagoland media, the City’s web site, the City’s email subscriber network, local organizations, agencies, and other groups as needed such as churches, schools, senior citizen organizations, businesses, Neighborhood Watch Block Captains, and, when appropriate, specific publications such as Oakley’s Guide, Illinois Municipal Review, Crain’s Chicago Business, Chicago Industrial Properties, Illinois Real Estate Journal, Midwest Real Estate News, etc. Approximately 500 news items are distributed each year. Several databases of media contacts, as well as other pertinent contacts, are maintained and continuously updated. Other functions of the City Clerk’s Office include the development of other community related fliers and brochures, composing proposals and bid specifications related to public relations projects; composing and taping radio public service announcements; the scheduling of displays in the lobby; the organization of press conferences and ceremonial events such as ribbon cuttings and ground breakings; the maintenance of newspaper clipping, photos, negatives and digital photograph files; and overseeing and developing the messages for the City’s Community Events sign on a weekly basis. The City Clerk’s Office also provides a liaison, the public relations officer, to the Special Events Commission responsible for the planning, development and promotion of local events such as the Taste of Des Plaines, July 4th activities, New Year’s on the Plaza, the Pooch, Pet and Pedal Parade, the Super Star Volunteer Awards Dinner, the Friday Night Live On The Plaza series, the Mitten Tree Project, and the Wine Tasting evening. The office is also active in the planning and promotion of other community events such as the Mayor’s Prayer Breakfast, the Holiday Lighting Ceremony, Healthy Community Partnership programs, various veteran events, and the Mayor’s Family Health Committee activities, such as Cancer Awareness Day, the First Ladies Tea and the American Cancer Society’s Relay for Life. For over 30 years, the City Clerk’s Office has been involved with the development, coordination, implementation and promotion of the Clinical Government program with Maine West High School. In addition, public relations staff represent the office on a variety of committees such as the Maine West High School Community Relations Committee, consisting of representatives of various agencies from the community; the Northwest Municipal Conference Local Government Communicators Committee, representing local municipal public relations staff; and the Public Relations Society of America (PRSA), an accredited internationally recognized group of public/private public relations professionals.
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All information © 2008 Des Plaines, Illinois
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