Key responsibilities of the City Clerk’s office include:
Meeting Support:
This includes scheduling city council meetings, preparing agendas with supporting documents, and taking and transcribing minutes, notes, and records of proceedings.
Local Elections:
The City Clerk serves as the Local Election Official and oversees all Zion municipal and township elections. Election administration includes Early Voting, and candidate filing. Election information can be viewed HERE
Voter Registration:
Voter registration and absentee voting can be done in-person at the Lake County Municipal Building in Waukegan IL. Visit the County’s page: https://maps.lakecountyil.gov/electiondaypollingplaces/ to find your election day polling place.
Public Information and Liaison:
The clerk serves as a key point of contact for the public, providing information on city laws, policies, and decisions, and acting as a liaison between city officials and the public.
Legal and Legislative Support:
They help with the preparation of ordinances and resolutions and ensure that official documents are properly filed and maintained.
City Seal:
The clerk is often responsible for attesting to official documents and serves as the custodian of the city’s official seal.
Government Transparency:
The clerk’s role in managing public records and making them accessible helps ensure governmental transparency for residents.
Checks and Balances:
The clerk’s independence and role in record-keeping contribute to the system of checks and balances within the municipality.
Central Administrative Point:
The position is a central hub for administrative functions, supporting various city departments and officials.
OMA Designee:
The City Clerk serves as the City’s OMA (Open Meetings Act) Designee. Every public body must designate a member to receive training on compliance with this Act. The City Clerk is responsible for ensuring that the City is in compliance with the Act with regard to public notices of open meetings, recording of meetings, minutes of meetings, the right to speak at open meetings, closed meeting minutes and recordings, and electronic meeting attendance by members.
Zion Municipal Code Custodian:
The City Clerk serves as custodian of the Zion Municipal Code. Ordinances passed by the City Council are forwarded to the codifier for incorporation into the municipal code quarterly. View the Zion Municipal Code HERE.
Special License/Permit Administrator:
The City Clerk issues liquor licenses, raffle licenses, parking permits for City-owned lots, and temporary resident vehicle licenses. Download other license/permit applications HERE.
Mosquito Control Program Coordinator:
The City Clerk coordinates the scheduling of citywide adult mosquito spraying. Download Mosquito Control Program information HERE.
Lake Mound Cemetery Overseer:
The City Clerk maintains the records of the Lake Mound Cemetery in Zion. View information regarding the cemetery HERE.
City Website Manager:
The City Clerk serves as the manager of the City’s website. Every effort is made to effectively maintain this website for the benefit of our residents and visitors to the site. Keeping the website current is always a challenge. If you find outdated information or have questions or comments regarding this website, please contact us at sheryls@zion.il.us.
Other duties of the City Clerk’s Office:
- Manages bid process and award of contracts
- Coordinates bid process and contract for Municipal Electrical Aggregation
- Provides administrative support for the Liquor Control Commission
- Maintains tax-exempt properties listing
- Receives and records petitions, lawsuits and official notices
- Collects hotel/motel tax
- Maintains all City-owned vehicle titles and license plates
- Maintains rosters of all City Boards and Commissions
- Prepares Public Affairs Department Budget