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Handbook for Clerks to Council in South Carolina

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Handbook for Clerks to Council in South Carolina A Handbook for COUNTY CLERKS TO COUNCIL In South Carolina Published by the SOUTH CAROLINA ASSOCIATION OF COUNTIES Third Edition August 2013 Revised December 2018 A Handbook for County Clerks to Council in South Carolina Third Edition Revised – December 2018 © 2018 by the South Carolina Association of Counties All rights reserved. No part of this publication may be used or reproduced in any manner whatsoever without written permission from the publisher. Acknowledgements Handbook Committee Members – Third Edition South Carolina Clerks to Council Association Chairperson − Karen T. Whittle, CCC, Saluda County Carolyn Clayton, CCC, Chester County Merri M. Seigler, Kershaw County Institute for Public Service and Policy Research University of South Carolina William E. Tomes, Director, Governmental Research and Service Adrienne Moody, Research Associate South Carolina Association of Counties Staff Contributing Local Government Officials Several local government officials have provided technical assistance in completing this handbook. The handbook committee would like to express its gratitude for their assistance. Table of Contents Chapter 1 Home Rule and the Clerk to Council The Home Rule Act ..................................................................................................................................................... 1 Changing the Form of Government ............................................................................................................................. 4 Appointment of the Clerk to Council ........................................................................................................................... 4 Relationship with Council ............................................................................................................................................ 5 General Duties and Responsibilities ............................................................................................................................ 5 Qualifications ............................................................................................................................................................... 7 Additional Resources ................................................................................................................................................... 7 Chapter 2 Meetings Types of Meetings ........................................................................................................................................................ 8 Notice ........................................................................................................................................................................... 9 Agendas........................................................................................................................................................................ 9 Special Agendas ......................................................................................................................................................... 10 Amending Agendas .................................................................................................................................................... 10 Ordinances and Resolutions ....................................................................................................................................... 10 Other Important Details ............................................................................................................................................. 11 Executive Sessions ..................................................................................................................................................... 11 Public Hearings .......................................................................................................................................................... 12 Americans with Disabilities Act ................................................................................................................................ 12 Participation via Technology ..................................................................................................................................... 13 Audio/Video Recording ............................................................................................................................................. 13 Rules of Procedure ..................................................................................................................................................... 13 Guidelines for Motions .............................................................................................................................................. 13 Additional Resources ................................................................................................................................................. 15 Chapter 3 Minutes and Other Follow-Up Items Minutes ...................................................................................................................................................................... 16 Content ....................................................................................................................................................................... 16 Implementing Council Action .................................................................................................................................... 18 Codification ................................................................................................................................................................ 18 Additional Resources ................................................................................................................................................. 19 Chapter 4 Public Records Records Retention ...................................................................................................................................................... 21 Additional Resource ................................................................................................................................................... 21 A Handbook for County Clerks to Council in South Carolina ● December 2018 Update i Chapter 5 Ethics Conflict of Interest ..................................................................................................................................................... 22 Statement of Economic Interests ................................................................................................................................ 23 Penalties ..................................................................................................................................................................... 24 Making Ethical Decisions .......................................................................................................................................... 25 Additional Resource ................................................................................................................................................... 25 South Carolina Clerks to Council Code of Ethics ...................................................................................................... 26 Chapter 6 Assisting Newly-Elected Council Members SCAC’s Orientation Program .................................................................................................................................... 27 County-Specific Orientation ...................................................................................................................................... 27 The Oath of Office ..................................................................................................................................................... 29 The Institute of Government for County Officials ..................................................................................................... 29 Course Credit and Graduation .................................................................................................................................... 30 Registration and Recordkeeping ................................................................................................................................ 30 Oath Form for County and State Officers .................................................................................................................. 31 Chapter 7 Other Duties Bond Coverage for Public Officials and Employees ................................................................................................. 32 Council Member Records .......................................................................................................................................... 32 County Boards and Commissions .............................................................................................................................. 33 Recruitment and Appointment ................................................................................................................................... 33 Orientation ................................................................................................................................................................. 34 Board and Commission Meeting Minutes .................................................................................................................. 35 Financial Management ..............................................................................................................................................
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