TO: Mayor Colvin and Members of City Council
THRU: Douglas J. Hewett, ICMA-CM, City Manager
Lachelle H. Pulliam, City Attorney
FROM: Chris Lowery, Strategic & Performance Analytics Manager
Laura Lopez, Senior Paralegal
DATE: October 12, 2026
RE:Title
Accept Staff Report Concerning Reporting Structure of the City Clerk Title
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COUNCIL DISTRICT(S):
Council District(s)
All
b
Relationship To Strategic Plan:
Goal 4: Financially Sound City Providing Exemplary Services
This review supports Goal 4 by evaluating organizational structure, accountability, role clarity, and administrative practices to promote effective and efficient municipal governance.
Executive Summary:
At the request of City Council, the City Manager’s Office and the City Attorney’s Office, reviewed the organizational and reporting structure of the City Clerk position. The review considered North Carolina law; professional local-government management principles; guidance from the UNC School of Government, including Coates’ Canons; guidance from the International City/County Management Association (ICMA); and organizational practices among selected North Carolina municipalities.
The review evaluated three organizational models: the City Clerk reporting directly to City Council, reporting directly to the City Manager, or reporting through an Assistant City Manager within the City Manager’s administrative structure. The analysis considered the potential advantages and challenges of each model and found that North Carolina municipalities use a variety of reporting structures.
Background:
During its April 6, 2026, Work Session, City Council requested the City Manager’s Office and the City Attorney’s Office to research best practices and evaluate the advantages and disadvantages of placing the City Clerk directly under City Council or within the City Manager’s administrative structure. Council also requested information on whether other municipalities have a City Clerk who reports through an Assistant City Manager.
Under Fayetteville’s current organizational structure, the City Clerk’s Office is located within the City Manager’s Office. The City Clerk is hired under the City Manager’s administrative authority and reports through an Assistant City Manager.
Issues/Analysis:
Staff’s review found that City Clerk reporting relationships vary across the North Carolina municipalities examined. The two primary structures are either appointment by and direct reporting to the governing body, or appointment within the City Manager’s administrative structure, with reporting to either the City Manager or an Assistant City Manager.
North Carolina law assigns the City Clerk specific responsibilities that directly support the governing body. It also gives the Council authority to organize city government, within statutory limits, and establishes the City Manager as the chief administrator, subject to the Council’s general direction and control and any exceptions provided by law. These responsibilities are addressed in N.C.G.S. §§ 160A-67, 160A-146, 160A-148, and 160A-171.
The research emphasizes clear roles, accountability, effective communication, organizational coordination, and appropriate access to the governing body, rather than prescribing a specific reporting relationship.
Budget Impact:
No direct budget impact is associated with the presentation of this report.
Options:
1. City Council moves to Accept the Report
2. City Council rejects report and provides other direction to staff.
Recommended Action::Recommended Action
For information only, no action required unless Council directs
staff to include an upcoming City Council Work Session.
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Attachments:
Memo on City Clerk Organizational and Reporting Structure
Peer City Data