City Clerk's Office Fiscal Year 2023 Budget Presentation Copyrighted
March 2, 2022
City of Dubuque Public Hearings # 2.
Special Meeting
ITEM TITLE: City Clerk's Office Fiscal Year 2023 Budget Presentation
SUMMARY:
SUGGESTED
DISPOSITION:
ATTACHMENTS:
Description Type
City Clerk's Office Policy Budget Book Supporting Documentation
Presentation_Uploaded 3.2.22 Supporting Documentation
City Clerk
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CITY CLERK
% Change
From FY
FY 2021 FY 2022 FY 2023 2022
Budget Highlights Actual Budget Requested Budget
Expenses
Employee Expense 316,000 291,140 354,948 21.9 %
Supplies and Services 54,114 81,710 105,825 29.5 %
Election Expense 19,058 35,000 35,000 0.0 %
Code of Ordinances Updates 7,606 9,400 9,356 -0.5 %
Machinery and Equipment 20 250 5,295 2,018.0 %
Total 396,798 417,500 510,424 22.3 %
Resources
Administrative Overhead Recharges 127,630 135,898 186,037 36.9 %
Operating Revenue 48,345 147,505 134,370 -8.9 %
Total 175,975 283,403 320,407 13.1 %
Property Tax Support 220,823 134,097 190,017 55,920
Percent Increase (Decrease)--w/o election exp & Code of Ordinance Update 56.4 %
Percent Increase (Decrease)--w/election exp & Code of Ordinance Update 41.7 %
Personnel-Authorized FTE 3.00 3.00 4.00
Improvement Package SummarX
1 of 3
This improvement request is to provide accommodations for board and commission members to
eliminate potential barriers to effective participation in board and commission meetings.
Accommodations that would be offered are language interpretation during meetings, childcare during
meetings, and transportation to and from meetings, and would be offered to board and commission
members who express a need for these services. Offering accommodation opportunities may expand
the applicant pool and advances Resolution No. 390-14, which affirms the City Council's commitment to
diversity and inclusion through board recruitment and appointments to city boards and commissions so
that residents of varied backgrounds are represented and have the opportunity to provide input.
Including accommodation options when marketing boards and commissions will illustrate the city's
commitment to inclusion in civic engagement. City of Dubuque's City Life program and Civic Leaders
program offer accommodations or stipends for accommodations for program participants. Therefore,
offering accommodations to boards and commissions maintains consistency among resident
engagement opportunities.
17
Related Cost: $ 5,283 Tax Funds Non-Recurring Recommend - No
Net Property Tax Cost: $ 5,283
Property Tax Impact: $ 0.0021 0.02%
Activity: City Clerk
2 of 3
This improvement package request is for the installation of a door with keypad entry and plexiglass
windows for the City Clerk's Office. The City Clerk's Office addresses most public inquiries in City Hall,
therefore the addition of a keypad entry and plexiglass windows are important actions to increase staff
safety. These additions will also increase the security of the City Council documents maintained in the
City Clerk's Office. The Finance and Utility Billing Departments currently have keypad doors and
plexiglass windows. Therefore, the City Clerk's Office addition of these features would lead to
consistency with other first floor offices. This request supports the City Council Goal of Vibrant
Community: Healthy and Safe.
Related Cost: $ 8,000 Tax Funds Non-Recurring Recommend - No
Related Revenue: $ 4,026 Administrative Overhead
Net Property Tax Cost: $ 3,974
Property Tax Impact: $ 0.0016 0.02%
Activity: City Clerk
3 of 3
This improvement package request is for the addition of 1.00 FTE secretary in the City Clerk's Office.
This employee will serve as the main point of contact for all public inquiries. While all city departments
have their own phone number, the City of Dubuque promotes a primary phone number of
563-589-4100, which calls the City Clerk's Office. Residents will call this phone number when they are
unsure which department they must speak with, and the City Clerk's Office will connect them to the
correct department. The City Clerk's Office also serves as the front-facing office in City Hall, which
serves as the city's main building. Visitors who are unsure which department they must speak with will
come to the City Clerk's Office for assistance.Additionally, the City Clerk's Office receives all mail
addressed to City Hall, and often must spend time identifying the appropriate department of deliveries.
City Clerk's Office staff must reprioritize their work to assist customers at any time. Having a secretary
dedicated to public inquiries ensures that the public continues receiving efficient responses, while
allowing staff to efficiently complete assignments. The primary assignments of the Assistant City Clerk
and Permit Clerk are public facing, including liquor and tobacco licenses and special event permits, and
applicants' requirements are often complex. This results in staff spending significant amounts of time
assisting applicants with questions and working with other departments, state agencies, and other
entities to resolve issues. The addition of a secretary would free up time for the Assistant City Clerk and
Permit Clerk to better engage with applicants to confirm compliance with city and state code. The
secretary would also help the City Clerk's Office complete records retention and archival projects, which
includes updating the City Council microfilm records from the 1800s to maintain detailed accounts of
City Council actions. This position would also complete a variety of administrative tasks, which include
sorting and delivering all city mail, scanning and filing documents, and processing claims and certain
licenses.Additionally, a small staff within the City Clerk's Office leads to challenges in adequately
covering staff duties and addressing public inquiries when staff are in meetings or out of the office. The
addition of a secretary to assist with public inquiries and other duties will decrease staff burdens in
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coverage and contribute to customer satisfaction. The City Clerk's Office currently has one available
desk for this position. This request supports the City Council Goal of Financially Responsible, High-
Performance City Organization: Sustainable, Equitable, and Effective Service Delivery by increasing the
City's effectiveness of engaging with the community.
Related Cost: $ 64,185 Tax Funds Recurring Recommend -Yes
Related Revenue: $ 32,304 Administrative Overhead
Net Property Tax Cost: $ 31,881
Property Tax Impact: $ 0.0125 0.13%
Activity: City Clerk
Significant Line Items
Employee Expense
1. FY 2023 employee expense reflects a 3.25% wage package increase.
2. The lowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged
—°/a from FY 2022 City contribution of 9.44%. The employee contribution of 6.29% is
unchanged from FY 2022.
3. The City portion of health insurance expense increased from $1,086 in FY 2022 to $1,119 in FY
2023 per month per contract which results in annual cost increase of$14,205 or 3.04°/o.
4. Overtime is unchanged from $3,000 in FY 2022 to $3,000 in FY 2023. FY 2021 Actual was
$1,340. Budget is based on 72 hours of overtime for covering office hours during staff absences
due to continuing education requirements, civil service tests, and lowa Municipal Finance
Officers Association board meetings.
Supplies 8� Services
5. Code Supplements is decreased from $9,400 in FY 2022 to $9,356 in FY 2023 based on FY
2022 budget. FY 2021 Actual was $7,606. However, additional funding is needed due to more
ordinances being amended that tie directly to other ordinances. Therefore, an ordinance
amendment may cause multiple updates throughout the codebook and we are charged per
update.Anticipated ordinance amendments include the Electrical Code Board; Mechanical and
Plumbing Code Board;Advisory Appeals Board; and the building code.
6. Civil Service increased from $6,500 in FY 2022 to $18,400 in FY 2023 based on FY 2021
actual of$22,038. Increase due to higher volume of testing for Fire promotional and Police entry
tests. Promotional exams are required when staff turnovers occur from retirements and internal
promotions. Police has received a low number of applicants for multiple entry exams. Low
turnout requires additional testing for adequate staffing of the department. The Fire department
has an agreement with McCann Testing Services to provide specialized testing materials for Fire
promotional tests every two years. These testing materials will occur again in FY 2023, which
will cause the Civil Service amount to increase in that budget year.
7. Legal Notices and Ads decreased from $13,295 in FY 2022 to $13,089 in FY 2023 based on FY
2021 Actual of $13,089. The City Clerk's Office began recharging departments for notices in
19
FY 2016 except for minutes, public notices, ordinances, PUD ordinances, assessments and
Rezoning.
8. Conferences decreased from $13,495 in FY 2022 to $11,755 in FY 2023. Conferences budgeted
include: International Institute of Municipal Clerks ($2,900), Laserfiche ($2,350), Transforming
Local Government-Alliance for Innovation ($2,450), GovernmentAlliance on Race and Equity
($2,450), and Big Ideas Conference ($1,605).
9. Election unchanged from $35,000 in FY 2022 to $35,000 in FY 2023. Election expense is
typically an every other year expense. FY 2021 actual was $19,058 due to the Ward 1 Primary
and Special Election. The City anticipates a potential referendum on Five Flags in September
2022 for FY 2023. This increase is based on the October 2021 primary, which cost $34,133.
10. Refunds decreased from $13,500 in FY 2022 to $12,850 in FY 2023 . This line item represents
special event deposit refunds and the liquor license refunds. This expense is offset by the
events revenue line item. The decrease is due to an expected number of special events not
returning as a result of the impact of the pandemic on businesses.
11. Sister City Program is unchanged from $9,300 in FY 2022 to $9,300 in FY 2023. The Sister
City program is a committee that undertakes activities that promote the vision and mission of the
City Council concerning diversity and global awareness, engage the mission of Sister Cities
International, and engage and foster current and future Sister City relationships through
communications and delegations while preserving an official relationship with the City and its
officials. $7,500 of the budgeted amount is allocated to Travel Dubuque. The remaining funds
are for attending or hosting events for dignitaries.
Machinery & Equipment
12. Equipment replacements includes ($5,295):
City Clerk
Desk Phones (3) $ 1,035
Smartphones (1) $ 450
Recommended Improvement Packages $ 3,810
Total Equipment $ 5,295
Revenue
13. Beer/Liquor Combination Licenses decreased from $113,615 in FY 2022 to $101,500 in FY
2023. FY 2021 actual was $21,536. This decrease is due to the anticipated decline in the
number of licenses requested as a result of the impact of the pandemic on businesses projected
from FY 2021 actual.
14. Revenue received from Enterprise Funds for administrative overhead charges increased from
$135,898 in FY 2022 to $186,037 in FY 2023. Election expense is typically an every other year
expense and there is an election budgeted in FY 2023 due to an anticipated referendum.
20
CITY CLERK'S OFFICE
The City Clerk's Office is the official record keeper for the City Council. The City Clerk's Office prepares,
administers, maintains and distributes records of all City Council actions as well as provides the necessary
documents for fulfillment of City Council and City staff's respective legislative and administrative
responsibilities. The City Clerk's Office administers programs covered by the State Civil Service law and
issues licenses and permits for categorical businesses and activities as set out by ordinance and state law.
City Council
City Clerk's Dffice
C�ty Gierk,
As s i sta nt C ity C I erk a n d Perm it C3erk
SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE
LEADING TO OUTCOMES
People Planning
The City Clerk's Office serves as a main The City Clerk's Office supports all
resource for general city information. The City departments through assembling and
Clerk's Office strives to provide courteous and classifying all department items of
professional service while offering access to business that come before the City
official records and referring inquiries to the Council.
appropriate departments.
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Partnerships
The City Clerk's Office partners with residents, staff, local and state agencies and businesses to aid in effectively
conducting business. These partnerships include: State Alcohol Beverages Division, lowa League of Cities,
Dubuque Main Street, Greater Dubuque Development Corporation, media outlets, non-profit special event
organizers, community service agencies, and Dubuque County offices.
21
CITY CLERK'S OFFICE
FY 2021 FY 2022 FY 2023
Full-Time Equivalent 3.00 3.00 4.00
Resources and Property Tax Support
200,000
100,000
0
Administrative Overhead Operating Revenue Property Tax Support
� FY 2021 FY 2022 FY 2023
The City Clerks Department is supported by 4.00 full-time equivalent employees, which accounts for 69.54%
of the department expense as seen below. Overall, the departments' expenses are expected to increase by
22.26°/o in FY 2023 compared to FY 2022.
Expenditures by Category by Fiscal Year
$316,000
Employee Expense $291,140
� $35
$54,114
Supplies and Services $81,710
$105,825
$19,058
Election Expense $35,000
$35,000
$7,606
Code of Ordinance Update $9,400
$9,356
$20
Machinery and Equipment $250
$5,295
$0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000 $350,000
� FY 2021 FY 2022 FY 2023
22
CITY CLERK'S OFFICE
Mission & Services
The City Clerk's Office is committed to accurately recording and preserving the actions of the City Council;
providing information and support to the Mayor, City Council, City staff, and the public in a timely, courteous,
and fiscally responsible manner encouraging a transparent city government. Responsibilities include, but are
not limited to, record management, boards and commissions member enrollment, administration of the Civil
Service Commission, administering various licenses and permits, processing special event a�plications, and
acts as the City Liaison for global presence in the Sister City Committee.
Position Summary
FY 2023
City Clerk 1.00
Assistant City Clerk 1.00
Permit Clerk 1.00
Secretary 1.00
Total FT Equivalent Employees 4.00
Performance Measures
City Council Goal: Financially Responsible, High-Performance City Organization
1 Department Objective: Provide City services responsive to the community.
FY19 FY20 FY21 FY22 Performance
Performance Measure (KPI) Target Actual Actual Actual Estimated Indicator
Number of City Council Agenda & Increase by �
Minutes subscribers (via NotifyMe) 20�0 491 501 503 523 �
Number City Board & Commission I
Opening Subscribers (via lncr6a�oe by 7$ g3 154 153 �y�
NotifyMe)
2 Department Objective: Promote resident engagement in municipal government by recruiting and
retaining a diverse pool boards and commissions applicants.
Percentage of Board and >11% 12°/o 12% 18% 16% �
Commission Openings
Percentage of Female Boards and 50% 36% 40% 35% 40% ���
Commissions Volunteers
Percentage of Boards and ���
Commission Volunteers 10% 7% 5% 4% 4%
representing communities of color
23
Recommended Operating Revenue Budget - Department Total
73-CITY CLERK'S OFFICE
FY20 Actual FY21 Actual FY22 Adopted FY23 Recomm'd
Fund Account Account Title Revenue Revenue Budget Budget
100 42105 BUSINESS LICENSES 6,290 5,780 7,100 7,100
100 42110 CIGARETTE LICENSES 7,550 7,875 7,550 7,500
100 42115 BEER/LIQUOR COMB-LICENSE 113,615 21,536 113,615 101,500
]00 42L30 BICYCLELICENSES 440 355 440 400
42 LICENSES AND PERMITS -Total � 127,895 35,546 � 128,705 � 116,500
100 51965 EVENTS REVENUE 4,150 4,050 8,350 7,500
51 CHARGES FOR SERVICES -Total � 4,150 4,050 * 8,350 � 7,500
100 53201 R6FUNDS 2
100 53208 SPECIAL EVENT DEPOSIT 3,450 8,750 10,000 10,000
]00 53620 REIMBURSEMENTS-GENERAL 501 (1) 450 370
53 MISCELLANEOUS -Total 3,953 8,749 10,450 10,370
]00 59610 FR WPC OPERATING 51,981 42,262 44,999 61,602
100 59620 FR STORMWATER OPERATING 14,373 12,678 13,500 18,480
100 59630 FR PARKING OPERATING 6,751 5,494 5,850 8,008
100 59640 FR WATER UTILITY 11,264 6,762 7,200 9,856
100 59670 FR REFUSE COLLECTION 46,913 39,303 41,849 57,290
100 59940 FRDMASWA 25,991 21,131 22,500 30,801
59 TRANSFER IN AND INTERNAL -Total 157,273 127,630 � 135,898 � 186,037
CITY CLERK'S OFFICE -Total � 293,271 175,975 283,403 320,407
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Recommended Operating Expenditure Budget - Department Total
73-CITY CLERK'S OFFICE
FY20 Actual FY21 Actual FY22 Adopted FY 23 Recomm'd
Fund Account Account Title Expense Expense Budget Budget
100 61010 FULL-TIME EMPLOYEES 2L7,457 206,551 203,011 249,996
100 61020 PART-TIME EMPLOYEES - 1,001 - -
100 61030 SEASONAL EMPLOYEES 12,064 76
100 61050 OVERTIME PAY 1,865 1,340 3,000 3,000
100 61083 COVIDI9 EMP NON-WORK 537
100 61091 SICK LEAVE PAYOFF - 3,350 5,432 -
100 61092 VACATION PAYOFF - 11,457 - -
100 61310 IPERS 21,283 19,727 19,836 24,272
100 61320 SOCIAL SECURITY 17,754 17,573 16,074 19,669
100 61410 HEALTH INSURANCE 32,508 49,184 39,096 53,301
100 61415 WORKMENS'COMPENSATION 599 660 416 407
100 61416 LIFE INSURANCE 183 184 165 193
100 61640 SAFETY EQUIPMENT - 612 - -
100 61655 CARALLOWANCE 4,141 4,285 4,110 4,110
61-WAGES AND BENEFTTS 308,390 316,000 291,140 354,948
100 62010 OFFICE SUPPLIES 1,050 1,139 1,400 1,400
100 62030 POSTAGE AND SHIPPING 903 656 1,000 669
100 62031 PROCESSING MATERIALS 176 63 359 359
100 62050 OFFICE EQUIPMENT MAINT 237 245 242 250
100 62061 DP EQUIP.MAINT CONTRACTS 1,574 2,101 2,101 1,190
100 62090 PRINTING&BINDING 2,019 33 3,099 3,099
100 62110 COPYING/REPRODUCTION 838 422 838 794
100 62120 CODE SUPPLEMENTS 4,319 7,606 9,400 9,356
100 62130 LEGAL NOTICES&ADS 14,145 13,089 13,295 13,089
100 62170 SUBSCRIPTIONS-BOOKS-MAPS 557 315 720 447
100 62190 DUES&MEMBERSHIPS 560 705 775 705
100 62204 REFiTNDS 8,223 5,423 13,500 12,850
100 62208 GENERAL LIABILITY INSURAN 1,479 1,445 1,531 2,023
100 62230 COURT COSTS&RECORD FEES 32 12 50 50
100 62310 TRAVEL-CONFERENCES 2,379 913 13,495 11,755
100 62320 TRAVEL-CITY BUSINESS 825 581 2,830 3,885
100 62340 MILEAGE/LOCAL TRANSP 130 160 160
100 62360 EDUCATION&TRAINING 3,299 1,560 4,725 5,015
100 62421 TELEPHONE 1,153 2,267 1,153 690
100 62424 RADIO/PAGER FEE 316 323 335 343
100 62436 RENTAL OF SPACE 378 441 504 504
100 62645 SPECIAL EVENTS 931 3,100 3,100
100 62662 SISTER CITY PROGRAM 8,521 9,300 9,300
100 62663 SOFTWARE LICENSE EXP 1,630 12 50 545
100 62667 DATA SERVICES 302 333 648 1,920
100 62684 CIVIL SERVICE EXPENSE 6,636 22,038 6,500 18,400
100 62698 ELECTION EXPENSES 24,168 19,058 35,000 35,000
100 62710 CONTRACTOR SERVICES 8,000
100 62716 CONSULTANT SERVICES 8,955
100 62734 SPEAKERS/PROGRAMS 5,283
62-SUPPLIES AND SERVICES 95,736 80,778 126,110 150,181
100 71120 PERIPHERALS,COMPUTER 707
100 71123 SOFTWARE 1,175
100 71124 COMPUTER 2,275
25
Recommended Operating Expenditure Budget - Department Total
73-CITY CLERK'S OFFICE
FY20 Actual FY21 Actual FY22 Adopted FY 23 Recomm'd
Fund Account Account Title Expense Expense Budget Budget
100 71418 SALT SPREADERS I50
100 72418 TELEPHONE RELATED 13 20 250 1,695
71-EQUIPMENT 720 20 250 5,295
73-CITY CLERK'S OFFICE TOTAL 404,846 396,799 417,500 510,424
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Recommended Expenditure Budget Report by Activity & Funding Source
73-CiTY CLERK'S OFFICE
CITY CLERK -73100
FUNDING SOURCE:GENERAL
Account FY21 Actual Expense FY22 Adopted Budget FY23 Recomm'd Budget
EQUIPMENT 20 250 5,295
SUPPLIES AND SERVICES 80,778 126,110 150,181
WAGES AND BENEFITS 316,000 291,140 354,948
CITY CLERK 396,799 417,500 510,424
CITY CLERK'S OFFICE TOTAL 396,798.68 417,500 510,424
2�
CITY OF DUBUQUE, IOWA
DEPARTMENT DETAIL-PERSONNEL COMPLEMENT
73 CITY CLERK
FY 2021 FY 2022 FY 2023
FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET
61010 Full Time Employee Expense
100 9350 Contract CITY CLERK 1.00 $ 88,790 1.00 $ 87,887 1.00 $ 90,740
100 8925 GE-29 ASSISTANT CITY CLERK 1.00 $ 61,242 1.00 $ 62,148 1.00 $ 64,173
100 8875 GE-26 PERMIT CLERK 1.00 $ 52,216 1.00 $ 52,976 1.00 $ 54,705
100 GE-25 SECRETARY — $ — — $ — 1.00 $ 40,378
TOTAL FULL TIME EMPLOYEES 3.00 $ 202,248 3.00 $ 203,011 4.00 $ 249,996
TOTAL CITY CLERK'S OFFICE 3.00 $ 202,248 3.00 $ 203,011 4.00 $ 249,996
28
CITY OF DUBUQUE, IOWA
ACTIVITY PERSONNEL COMPLEMENT SUMMARY
FY 2021 FY 2022 FY 2023
ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET
City Clerks Office-FT General Fund
10073100 61010 100 9350 CONT CITY CLERK 1.00 $ 88,790 1.00 $ 87,887 1.00 $ 90,740
10073100 61010 100 8875 GE-26 PERMIT CLERK 1.00 $ 52,216 1.00 $ 52,976 1.00 $ 54,705
ASSISTANT CITY
10073100 61010 100 8925 GE-29 CLERK 1.00 $ 61,242 1.00 $ 62,148 1.00 $ 64,173
10073100 61010 100 GE-25 SECRETARY — $ — — $ — 1.00 $ 40,378
Total 3.00 $202,248 3.00 $203,011 4.00 $ 249,996
TOTAL CITY CLERK'S OFFICE 3.00 $202,248 3.00 $203,011 4.00 $ 249,996
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City Clerk's Office
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The City Clerk's Office is committed to accurately recording and
preserving the actions of the City Council ; providing information
and support to the Mayor and City Council, City staff, and the public
in a timely, courteous, and fiscally responsible manner to encourage
a transparent city government. Responsibilities include record
management, board and commission recruitment, administration of
the Civil Service Commission, administering licenses and permits,
processing requests and permits for special events, and acts as the
City Liaison for global presence in the Sister City Relationships
Committee.
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City Clerk's Office - Current Organization
(3.00 Full -Time Equivalents)
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= = Adrienne Breitfelder
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_ =�- � City Clerk
Trish Gleason Pamela McCarron
Assistant City Thomas Stritar Permit Clerk
Clerk Spring Intern
FISCAL YEAR 2022
HIGHLIGHTS
■ ■
• Liquor License Ordinance Amendment
• Boards and Commissions Recognition
• Dubuque Sister City Committee Photo
Exhibit Event
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' � • U dated boards and commissions
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• Online orientation for new board and
commission members
• 1800s City Council Proceedings
Searchable On I i ne
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190 017 City Council election
' Average homeowner's* ex enses are biennial.
Net Property p
Tax Su ort property tax cost for the
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City Clerk s Office
(*Avg. home value of $159,503)
Number of Special Events per Calendar Year
■ ■
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'I 82
157
64
2018 2019 2020 2021
Year
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Target: Reduce City Board & Commission Openings to 11 % or less
Baard & Commission Qpenings
FY19 12%
FY24 12%
FY21 18%
FY22 Estimate 16%
0% 1 % 2% 3% 4% 5% 6% 7% 8% 9% 10°/a 11% 12°/a 13% 14% 15% 1 S% 17% 1$% 19°/
Goal
Citv Clerk's Office
PERFORMANCE MEASURES
■ ■
Diverse Representation of Boards and Commissions Volunteers
Board and Commission Members by Gender Board and Commission Members by Race
Asian, 1°/a
16% Openings, 16%
44%
White, 49%
Unreported, 31%
40%
BlacklAfrican American, 3%
� Asian � White
BlacklAfrican American � Unreported
� Males � Females � Openings � Openings
City Clerk's Office — Proposed Organization in Fiscal Year 2023
(4.00 Full -Time Equivalents)
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- � : � _
Adrienne Breitfelder Trish Gleason Pamela McCarron Secretary Position
City Clerk Assistant City Permit Clerk 1 .0 FTE
Clerk
www.cityofdubuque.org/cityclerk