City Clerk : Walter Foeman
Deputy City Clerk : Billy Urquia
Operational Service Coordinator : Yolande Davis
Senior Administrative Analyst : Grethel Salas
Agenda Coordinator : Imelys Sansores
Administrative Assistant : Susan DaCosta
About Our Office
The City Clerk is one of three constitutional officers appointed by the City Commission and serves as the Corporate Secretary to the Municipal Corporation, the official Secretary to the City Commission, Official Records Custodian, as well as Supervisor of Elections for the City of Coral Gables.
As Corporate Secretary, the City Clerk's Office is the keeper of all original contracts and agreements between the City and third parties, bid openings, request for proposals, recorded restricted covenants, reports, information, letters, memos, etc., and also attends bond validation proceedings on an as-needed basis. As a Secretary to the City Commission, the City Clerk's Office is the keeper of all City Commission minutes, public notices along with support documentation, legislation (i.e. resolutions and ordinances), the subsequent codification of ordinances via the Municipal Code Corporation, board meeting schedules, board minutes along with attendance records, agendas, meeting notices for all City Advisory Boards and Committees. The Election function entails the administration, supervision and certification of Municipal, Retirement Board, Trial Board, and BID Elections, as well as any Charter Amendment, Special Referenda (inducing Bond Elections), and Straw Ballot issues. In furtherance of our Records Management Program, this office sets guidelines and standards for all City Records, incorporates management technologies, and establishes a repository for inactive, archival and vital records. Special projects include collaborative projects and cost sharing approaches for digital archival preservation (i.e. 'Talking Book' and Digital Photographic Collection). Direct services include: notarization of City and non-City related documents, customer service regarding public information requests via letters, phone, over the counter and the Internet, (excluding records production pursuant to subpoena decus tecum). The City Clerk's Office has been designated as a Passport Acceptance Facility.
Passport Office Moves to 4520 Ponce de Leon
The City's Passport Acceptance Facility is now providing its services at a new location. No longer located at City Hall, passport applications are received at 4520 Ponce de Leon Boulevard. The passport office is open Monday through Friday from 8:30 a.m. until 4 p.m. and on Saturdays from 8 a.m. until 2 p.m.
This new location offers convenient parking and provides full passport processing services, including photographs. No appointments are necessary. For more information, call 305-460-5351.