Clayton Mayor and Town Council Overview

The Clayton Town Council is made up of six elected officials, each serving a four-year term. The Mayor and Council members are elected during the November elections in odd-numbered years.

Requirements to Serve as Mayor or Council Member:

• Must be a resident of the Town of Clayton
• At least 21 years of age
• Registered voter
• Not convicted of a felony

Mayor's Role:

• Serving as the official head of Town government
• Presiding over Council meetings
• Acting as the chief spokesperson for the Town
• Signing contracts and agreements
• Administering oaths of office
• Voting only to break tie votes

Council Responsibilities:

• Setting tax rates
• Approving the Town budget
• Establishing policies for Town services
• Passing ordinances
• Entering into contracts and agreements
• Making board and committee appointments
• Hiring the Town Manager, Town Clerk, and Town Attorney

When a Council member serves as the Mayor Pro Tem, it means the Council elected one of its members to perform the duties of the Mayor during the Mayor’s absence or disability. A council member serving as the Mayor Pro Tem votes on all matters before the Council and shall be considered a council member for all purposes, including the determination of a quorum.

Viewing the Council Agenda:

You can view the Council agenda online here the Friday before a scheduled meeting. If you need a copy and don’t have internet access, call 919-553-5002.

Can I Attend a Council Meeting?

Yes! All Town Council and advisory board meetings are open to the public. Check out the meeting schedule and agendas on our website.

Who Can I Talk to About What Happened at the Meeting?

Please reach out to Heidi Holland, Town Clerk by email - hholland@townofclaytonnc.org or by phone - 919-553-5002. She can help answer any questions you have about the meeting.

Are Meeting Minutes Available Online?

Yes, they are! Meeting minutes are the official record of what happened at each Council meeting and are posted online once they’re approved. Visit the Agendas & Minutes website to view them. Prefer a paper copy? Stop by the Town Clerk’s office to review them in person.

Can I Speak at the Council Meeting?

Yes, there are two ways you can speak:

• During a Public Hearing: If there’s an issue on the agenda for a public hearing, you’re welcome to share your thoughts. When the Mayor opens the floor for comments, come forward, state your name and address, and share your opinion.
• During the Public Comment Period: At every regular Council meeting, there’s a time set aside for citizens to speak on any topic related to the Town of Clayton. Just wait for the "Informal Discussion & Public Comment" part of the agenda, come forward, and provide your name, address, and comments.

We value your input and look forward to seeing you at an upcoming meeting!

For suggestions or questions Town Council meetings, please reach out to Heidi Holland, Town Clerk by email at hholland@townofclaytonnc.org or by phone at 919-553-5002.

Understanding Meeting Minutes

Minutes are the official record of Town Council actions and serve as a public record. They should be complete and accurate, including all actions taken by the Council, but they do not need to capture every word spoken or record full discussions. Instead, the minutes focus on documenting motions made, the outcomes of these motions, and how each member voted if requested, as allowed by NC General Statute 160A-72.

The Town Clerk is responsible for maintaining a journal of Council proceedings according to NC General Statute 160A-71. In Clayton, the Town Clerk prepares and keeps all minutes in official minute books. Before the minutes are officially entered into these books, the Town Council reviews them, makes any necessary revisions, and then formally adopts them through a motion. Once adopted, the minutes become the permanent and legal record of Council actions.

You can view the Council agenda online at www.townofclaytonnc.org the Friday before a scheduled meeting. If you don’t have internet access, call 919-553-5002 to request a copy.

Understanding Council Agendas

An agenda helps the Town Council conduct meetings in an organized manner and keeps citizens informed about what will be discussed. However, using an agenda wasn't always the norm. In 1975, during the swearing-in ceremony for Clayton officials, Mayor Herman Jones recognized the need for a structured agenda before council meetings. This led to the adoption of a new ordinance requiring the Town Manager to prepare an agenda for each regular meeting.

Today, the agenda is prepared collaboratively by the Town Manager, Town Clerk, and Department Heads. Two weeks before a council meeting, the Town Clerk creates an "agenda preparation file" for staff to add materials. A draft agenda is then reviewed at a preparation meeting attended by the Town Manager, Town Clerk, and relevant staff members. After final approval from the Town Manager, the agenda is finalized and made available.

The completed agenda is posted on the Town’s website (www.townofclaytonnc.org) by 4:00 p.m. on the Thursday before the meeting. You can also view a printed agenda at the Town Clerk’s office.

The Clayton Town Council meets twice a month, on the first and third Monday at 6:30 p.m. in the Council Chambers at Clayton Town Hall. The first meeting is a regular meeting, and the second is a work session. Regular meetings focus on voting and making decisions, while work sessions are for discussing reports, presentations, and gathering information.

A consent agenda, used during regular meetings, includes routine items or topics previously discussed. All consent agenda items are voted on as a group but can be removed for further discussion if requested by a Council member.