City Clerk's Office

The City Clerk performs various professional, managerial duties as indicated in the Kentucky Revised Statues and the Newport Municipal Code.

Mission

The mission of the City Clerk is to provide public information, to provide support to the Board of Commissioners, and to preserve the legislative history of the City.

Legislative and Administrative Responsibilities

The City Clerk facilitates the execution of official and legislative processes. This includes publishication of meeting schedules, agendas and public hearing notices for the Board of Commissioners as required by law, attesting to the passing of all orders and ordinances, managing the recruitment process for positions on Boards and Commissions, updating the codified ordinances, providing legislative certifications as needed, maintaining the roster of City Boards and Commissions, and attending all City Commission meetings.

Records Management

The City Clerk records official actions and legislation of the municipal government, documenting the proceedings of meetings in the official minutes and retaining other legal and historical records. Records are maintained and preserved while providing appropriate public access. The City Clerk inventories, transfers, stores, retrieves, destroys, and properly maintains City records and information according to state statute, and helps to preserve City history. The City Clerk is responsible for training City departments concerning records management systems, policies, standards and guidelines.

Primary functions in the area of records management include research, records management, and archiving. These functions include managing the receipt, preservation, and distribution of a number of City documents including, but not limited to: ordinances, orders, resolutions, approved minutes, and contracts. The City Clerk is called upon to assist City employees in maintaining and finding records efficiently and cost-effectively. Skilled management of records is essential so that the City identifies records with permanent value, retains records it is required to keep, and disposes of those with no further value in a secure and timely manner.

The City of Newport has utilized advances in technology where allowable and appropriate to improve these services. One thing that will not change, however, is the personal touch the City Clerk gives to the citizens. It is the City Clerk’s ability to balance this good public rapport with high professional and ethical standards which helps to maintain our City's reputation for excellent service.

Open Records Requests

The City Clerk is the official custodian of records for the City. If you would like to make an open records request, it should be submitted to the City Clerk via regular mail, via hand delivery to the city building, or via facsimile to 859.292.3669.

Passport Application Acceptance Agency

• The most accurate and current passport information is avilable on the official passport website travel.state.gov.
• Newport Passport Acceptance Hours: Monday - Friday, 9:00 AM - 2:00 PM; Walkins Only (do NOT take scheduled appointments) 
• Information & Documentation needed for all first time passport applicants age 16 and older:

1. Form DS-11
1. Electronic Form (Print Single Sided)
2. Paper Form (Black Ink Only & Print Single Sided)
2. Two Seperate Checks (only form of payment accepted)
3. Drivers License or State Issued ID
4. Passport Photo (we do not take photos on site)
5. Evidence of Citizenship (must be orignal document NOT copies): U.S. Birth Certificate, Certificate of Naturalization, Certificate of Citizenship, Consular Report of Birth Abroad or Certification of Birth
6. Passport Cost Information CLICK HERE

• Information & Documentation needed for ALL passport applicants age 0 - 15 CLICK HERE
• Passport Renewal Information & Documentation CLICK HERE