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City Clerk's Office Fiscal Year 2026 Budget PresentationCity Clerk 57 Page 476 of 635 This page intentionally left blank. 58 Page 477 of 635 CITY CLERK Budget Highlights FY 2024 Actual FY 2025 Budget FY 2026 Requested % change Expenses Employee Expense $ 408,516 $ 407,551 $ 433,028 6.3 % Supplies and Services $ 80,357 $ 120,946 $ 125,209 3.5 % Election Expense $ 13,925 $ — $ 55,000 0.0 % Code of Ordinances Updates $ 2,991 $ 9,356 $ 7,321 -21.8 % Machinery and Equipment $ 5,508 $ 1,940 $ 250 -87.1 % Total $ 511,297 $ 539,793 $ 620,808 15.0 % Resources Administrative Overhead Recharges $ 327,846 $ 314,411 $ 318,995 1.5 % Operating Revenue $ 171,056 $ 131,797 $ 138,488 5.1 % Total $ 498,902 $ 446,208 $ 457,483 2.5 % Property Tax Support $ 12,395 $ 93,585 $ 163,325 $ 69,740 Percent Increase (Decrease)--w/o election exp & Code of Ordinance Update 19.9 % 15.8 % Percent Increase (Decrease)--w/ election exp & Code of Ordinance Update 74.5 % Personnel- Authorized FTE 4.00 4.00 4.00 Significant Line Items Employee Expense 1.FY 2026 employee expense reflects a 3.00% wage package increase. 2.The Iowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged from the FY 2025 City contribution of 9.44%. The employee contribution of 6.29% is unchanged from FY 2025. 3.The City portion of health insurance expense is unchanged $1,119 in FY 2025 to $1,119 in FY 2026 per month, per contract, which results in annual cost unchanged of $— or 0.00%. 4.Overtime is unchanged from $1,500 in FY 2025 to $1,500 in FY 2026. FY 2024 Actual was $5,501. Supplies & Services 5.Code Supplements decreased from $9,356 in FY 2025 to $7,321 in FY 2026. FY 2024 Actual was $2,991. FY 2024 costs were lower because billing occurred for only two quarters during the 59 Page 478 of 635 calendar year, instead of the usual quarterly billing schedule. This line item includes hosting of American Legal Publication on the City’s website ($500) and publishing the City ordinances quarterly ($6,821). The expected ordinance publishing cost is expected to decrease based on previous fiscal year actuals. 6.Civil Service is unchanged from $22,500 in FY 2025 to $22,500 in FY 2026 based on FY 2025 budget. FY 2024 actual was $10,503. This line item includes Fire entry, Fire promotional, and Police entry civil service exams. The Fire entry exam occurs annually, and promotional exams are required when staff turnover occurs from retirements and internal promotions. In the past two fiscal years, Police has received a low number of applicants for multiple entry exams which requires additional testing for adequate staffing of the department. 7.Advertising increased from $13,692 in FY 2025 to $14,987 in FY 2026 based on FY 2024 Actual of $14,987. This line item is for legal notices and publications that are required to be published in the local newspaper per Iowa Code. The City Clerk's Office covers the cost of publishing minutes, public hearing notices, and ordinances. 8.Meetings & Conferences increased from $15,640 in FY 2025 to $16,120 in FY 2026. Conferences budgeted in FY 2026 include: International Institute of Municipal Clerks ($4,650); Iowa Municipal Professionals Institute ($2,935); Iowa Municipal Finance Officers Association spring & fall conferences ($1,576); Iowa Municipal Finance Officers Board Meetings ($1,722); the Iowa Alcoholic Beverages Division yearly training ($450); and other miscellaneous conferences ($4,787). The specific conferences attended each year varies depending on what conference opportunities are available. 9.Election increased from $0 in FY 2025 to $55,000 in FY 2026 due to no election falling in FY 2025. FY 2024 actual was $13,925 and was lower due to no general election occurring. There is a budgeted increase to accommodate both a primary and general election. The City must always prepare for the possibility of a primary if more than two candidates file for a position. This line item represents the cost of implementing City elections and is typically an every-other-year expense. City elections are regularly scheduled in odd-numbered years per Iowa Code. The next election is set for the fall of 2025, which occurs in FY 2026. The Mayor position and three City Council seats are up for election in 2025. Four seats were up for election back in FY 2022, which cost the City $51,577. 10.Refunds increased from $17,525 in FY 2025 to $18,938 in FY 2026. FY 2024 Actual was $16,253. This line item represents special event deposit refunds and the liquor license refunds, which both continue to increase. This expense is offset by the events revenue line item. 11.Sister City Program is unchanged from $9,300 in FY 2025 to $9,300 in FY 2026. FY 2024 Actual was $7,500. $7,500 is allocated to Travel Dubuque for overseeing the Sister City Program per the City’s contracted services agreement. The remaining funding is for Sister City membership dues to Sister Cities International (SCI) and hosting events in support of Sister Cities. 12. Technology Services increased from $17,472 in FY 2025 to $23,095 in FY 2026. This line item includes GoToMyPC software ($600) and maintenance of Civic Plus agenda management software ($9,695). FY 2025 included implementation costs to transition from Novus Agenda to Civic Plus. 60 Page 479 of 635 Revenue 13.Beer/Liquor Combination Licenses increased from $93,869 in FY 2025 to $100,200 in FY 2026. FY 2024 actual was 134,748. The increase from FY 2025 budget is due to a delay in receiving renewal fees from the State of Iowa and an anticipated increase in the number of special events that require a retail alcohol license. The decrease from FY 2024 actuals is attributed to numerous businesses utilizing the alcohol Beverage Division's automatic renewal process, which redirects the fees to the State instead of the City. 14.Deposits revenue increased from $15,900 in FY 2025 to $16,500 in FY 2026. The FY 2024 Actual was $13,900. This line item represents deposits that are collected from special event application fees. This revenue is returned to the event organizer after the event, so long as there was no damage or issues with clean up. This line item offsets the Refunds expense line item. This line item varies each year due to the number and nature of events being held. The FY 2024 budget was based on FY 2022 actuals. The FY 2025 budget is based on FY 2023 actuals. There was an increase in the number of events in FY 2023 compared to FY 2022, thus leading to an increase in the FY 2025 budget compared to FY 2024. 15.Revenue received from Enterprise Funds for administrative overhead charges increased from $314,411 in FY 2025 to $318,995 in FY 2026. 61 Page 480 of 635 CITY CLERK’S OFFICE The City Clerk’s Office is committed to accurately recording and preserving the actions of the City Council. The City Clerk’s Office prepares, maintains, and distributes records of all City Council actions and 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 various businesses and activities as set out by city and state law. SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE LEADING TO OUTCOMES People The City Clerk's Office serves as a main resource for general city information. The City Clerk's Office strives to provide courteous and professional service while offering access to official records and referring inquiries to the appropriate departments. Planning The City Clerk's Office supports all departments through assembling and classifying all department items of business that come before the City Council. Partnerships The City Clerk's Office partners with residents, staff, local and state agencies, and businesses to effectively conduct business. These partnerships include: State Department of Revenue, Iowa League of Cities, Dubuque Main Street, Travel Dubuque, Greater Dubuque Development Corporation, non- profit special event organizers, community service agencies, and Dubuque County offices. 62 Page 481 of 635 CITY CLERK’S OFFICE FY 2024 FY 2025 FY 2026 Full-Time Equivalent 4.00 4.00 4.00 Resources and Property Tax Support FY 2024 FY 2025 FY 2026 Administrative Overhead Operating Revenue Property Tax Support 0 200,000 400,000 The City Clerks Department is supported by 4.00 full-time equivalent employees, which accounts for 69.75% of the department expense as seen below. Overall, the departments’ expenses are expected to increase by 15.01% in FY 2026 compared to FY 2025. Expenditures by Category by Fiscal Year $408,516 $80,357 $13,925 $2,991 $5,508 $407,551 $120,946 $— $9,356 $1,940 $433,028 $125,209 $55,000 $7,321 $250 FY 2024 FY 2025 FY 2026 $0 $50,000 $100,000 $150,000$200,000$250,000 $300,000$350,000$400,000 Employee Expense Supplies and Services Election Expense Code of Ordinance Update Machinery and Equipment 63 Page 482 of 635 CITY CLERK’S OFFICE Mission & Services The City Clerk’s Office performs administrative and clerical work in support of the activities of the City Council, Civil Service Commission, and residents requiring certain business licenses and permits. Responsibilities include record management, boards and commissions applications, administration of the Civil Service Commission, administering various licenses and permits, and serving as the city staff representative for the Sister City relationships. Position Summary FY 2026 City Clerk 1.00 Assistant City Clerk 1.00 Permit Clerk 1.00 Administrative Assistant 1.00 Total FT Equivalent Employees 4.00 Performance Measures City Council Goal: Partnership for a Better Dubuque 1 Department Objective: Foster community engagement with city government. Performance Measure (KPI)Target CY 2023 Actual CY 2024 Actual CY 2025 Actual Performance Indicator Number of Proclamations Issued N/A 55 45 54 N/A Average % of Board and Commission Openings <10%13%12%20%Goal Not Met City Council Goal: Diverse Arts, Culture, Parks, and Recreation Experiences and Activities 2 Department Objective: Manage special event permits to enhance community engagement while prioritizing safety. Number of Issued Event Permits N/A 166 151 143 N/A 64 Page 483 of 635 Recommended Operating Revenue Budget - Department Total 73 - CITY CLERK'S OFFICE Fund/Account/Account Title FY23 Actual Revenue FY24 Actual Revenue FY25 Adopted Budget FY26 Recomm'd Budget 100 - General 4A - Charges for Services 41000 - Alcohol Control Licenses $ (98,529) $ (134,748) $ (93,869) $ (100,200) 41050 - Cigarette Permits (7,175) (7,500) (7,600) (7,500) 41700 - Business License (8,385) (8,690) (7,100) (8,690) 41850 - Bike License (235) (270) (400) (270) 45000 - Charges/Fees for Service — — — — 45440 - Events (5,750) (5,050) (6,650) (5,050) 47100 - Reimbursements (597) (898) (278) (278) 47150 - Refunds — — — — 47300 - Deposits (13,350) (13,900) (15,900) (16,500) 4A - Charges for Services Total (134,021) (171,056) (131,797) (138,488) 4N - Transfers 49600 - Transfer in Water Op (9,856) (56,660) (66,266) (67,232) 49610 - Transfer In Sanitary Op (61,602) (84,476) (67,999) (68,991) 49620 - Transfer in Storm Op (18,480) (47,810) (65,403) (66,357) 49650 - Transfer in Parking Op (8,008) (12,186) (13,145) (13,337) 49670 - Transfer in Refuse Op (37,651) (84,476) (67,598) (68,583) 49950 - Transfer in DMASWA Gen (30,801) (42,238) (34,000) (34,495) 4N - Transfers Total (166,398) (327,846) (314,411) (318,995) Grand Total $ (300,419) $ (498,902) $ (446,208) $ (457,483) 65 Page 484 of 635 6A - Salaries & Wages 100 - General 60100 - Salaries-Regular Full Time $ 251,934 $ 263,051 $ 289,832 $ 313,559 60200 - Salaries - Regular Part Time — 27 — — 60300 - Hourly Wages - Temp/ Seasonal — — — — 60400 - Overtime 3,303 5,501 1,500 1,500 60630 - Special Pay Sick Lv Payout Ret 5,654 5,549 5,444 3,290 60635 - Special Pay Sick Lv Payout 50% 749 1,208 786 1,218 60640 - Special Pay - Vacation Payout — 1,827 — — 60710 - Special Pay - Parental Leave — 22,166 — — 60730 - Spec Pay - Safety Equipment — — — — 6A - Salaries & Wages Total 261,639 299,330 297,562 319,567 6B - Employee Benefits 100 - General 61100 - FICA - City Contribution 19,138 21,784 23,110 24,449 61300 - IPERS - City Contribution 23,958 27,041 27,929 29,742 61510 - Health Insurance 53,301 55,085 53,692 53,692 61540 - Life Insurance 180 192 184 184 61600 - Workers' Compensation 407 491 552 576 61820 - Vehicle Allowance 4,228 4,593 4,522 4,818 61992 - Physicals — — — — 6B - Employee Benefits Total 101,212 109,187 109,989 113,461 6C - Staff Development 100 - General 62100 - Association Dues 710 635 715 715 62200 - Subscriptions 327 438 458 375 62325 - Mileage — 83 163 163 Recommended Operating Expenditure Budget - Department Total 73 - CITY CLERK'S OFFICE Fund/Account/Account Title FY23 Actual Expense FY24 Actual Expense FY25 Adopted Budget FY26 Recomm'd Budget 66 Page 485 of 635 62400 - Meetings & Conferences 7,618 9,923 15,640 16,120 62500 - Education Reimbursement 3,317 1,596 1,545 1,735 6C - Staff Development Total 11,972 12,674 18,521 19,108 6D - Repair/Maint/Util 100 - General 63400 - Equipment Maint/ Repair 220 210 363 217 63730 - Telecommunications 1,636 1,707 2,264 1,988 6D - Repair/Maint/Util Total 1,857 1,917 2,627 2,205 6E - Contractual Svcs 100 - General 64020 - Advertising 12,926 14,987 13,692 14,987 64050 - Recording Fees 95 164 245 164 64062 - Refunds 14,968 16,253 17,525 18,938 64081 - Insurance - Liability 2,409 2,678 3,434 3,185 64115 - Special Events 2,871 1,535 3,100 3,100 64140 - Printing 1,282 3,920 4,879 4,037 64145 - Copying 408 176 794 175 64160 - Rental - Land/Bldgs/ Parking 462 504 1,008 1,008 64190 - Technology Services 124 3,990 17,472 23,095 64191 - IT Recharges 1,190 1,370 1,497 1,443 64860 - Speakers — — — — 64900 - Other Professional Service — — — — 64950 - Election — 13,925 — 55,000 64955 - Civil Service 17,996 10,503 22,500 22,500 64960 - Sister City Program 9,405 7,500 9,300 9,300 64980 - Technology Equip Maint Cont — — 2,112 — 64990 - Other Contractual Service — — — — 6E - Contractual Svcs Total 64,135 77,505 97,558 156,932 6F - Commodities 100 - General Recommended Operating Expenditure Budget - Department Total 73 - CITY CLERK'S OFFICE Fund/Account/Account Title FY23 Actual Expense FY24 Actual Expense FY25 Adopted Budget FY26 Recomm'd Budget 67 Page 486 of 635 65030 - Merchandise for Resale — — — — 65045 - Technology Equipment 4,126 5,508 1,940 250 65060 - Office Supplies 1,847 1,263 1,086 1,263 65070 - Operating Supplies 144 144 168 192 65080 - Postage/Shipping 907 485 986 509 65920 - Code Supplements 4,539 2,991 9,356 7,321 65925 - Uniform Purchase — 295 — — 65940 - Gift Cards — 25 — — 6F - Commodities Total 11,562 10,710 13,536 9,535 6G - Capital Outlay 100 - General 67210 - Furniture/Fixtures — — — — 67270 - Other Capital Equipment — — — — 6G - Capital Outlay Total — — — — Grand Total $ 452,376 $ 511,323 $ 539,793 $ 620,808 Recommended Operating Expenditure Budget - Department Total 73 - CITY CLERK'S OFFICE Fund/Account/Account Title FY23 Actual Expense FY24 Actual Expense FY25 Adopted Budget FY26 Recomm'd Budget 68 Page 487 of 635 Recommended Expenditure Budget Report by Activity & Funding Source 73 - CITY CLERK'S OFFICE Fund/Activity FY24 Actual Expense FY25 Adopted Budget FY26 Recomm'd Budget 7301 - Administration 100 - General 6A - Salaries & Wages $ 299,330 $ 297,562 $ 319,567 6B - Employee Benefits 109,187 109,989 113,461 6C - Staff Development 12,674 18,521 19,108 6D - Repair/Maint/Util 1,917 2,627 2,205 6E - Contractual Svcs 63,580 97,558 101,932 6F - Commodities 10,710 13,536 9,535 6G - Capital Outlay — — — 7301 - Administration Total 497,398 539,793 565,808 7302 - Elections 100 - General 6E - Contractual Svcs 13,925 — 55,000 7302 - Elections Total 13,925 — 55,000 7399 - Pcard Clearing 100 - General 6F - Commodities — — — 7399 - Pcard Clearing Total — — — Grand Total $ 511,323 $ 539,793 $ 620,808 69 Page 488 of 635 C I T Y O F D U B U Q U E , I O W A DEPARTMENT DETAIL - PERSONNEL COMPLEMENT 73 CITY CLERK FY 2026 FD JC WP-GR JOB CLASS FTE BUDGET 60100 Full Time Employee Expense 100 1055 CONT CITY CLERK 1.00 $ 110,298 100 5265 GE-10 ASSISTANT CITY CLERK 1.00 76,876 100 5070 GE-07 PERMIT CLERK 1.00 63,329 100 5015 GE-07 ADMIN SUPPORT PROF 1.00 63,056 TOTAL FULL TIME EMPLOYEES 4.00 313,559 TOTAL CITY CLERK'S OFFICE 4.00 $ 313,559 70 Page 489 of 635 CITY OF DUBUQUE, IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2026 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET City Clerks Office 7301 60100 100 1055 CONT CITY CLERK 1.00 $ 110,298 7301 60100 100 5070 GE-07 PERMIT CLERK 1.00 63,329 7301 60100 100 5265 GE-10 ASSISTANT CITY CLERK 1.00 76,876 7301 60100 100 5015 GE-07 ADMIN SUPPORT PROF 1.00 63,056 Total 4.00 313,559 TOTAL CITY CLERK'S OFFICE 4.00 $ 313,559 71 Page 490 of 635 This page intentionally left blank. 72 Page 491 of 635 CITY CLERK’S OFFICE FISCAL YEAR 2026 BUDGET PRESENTATION Page 492 of 635 MISSION STATEMENT City Clerk’s Office The City Clerk’s Office is committed to accurately recording and preserving the actions of the City Council. The City Clerk’s Office prepares, administers, maintains, and distributes records of all City Council actions and 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 license and permits for various businesses and activities as set out by city and state law. Page 493 of 635 City Clerk’s Office (4.00 Full-Time Equivalents) Adrienne Breitfelder City Clerk Pamela McCarron Permit Clerk Tusdee Blus Administrative Assistant Trish Gleason Assistant City Clerk Page 494 of 635 FISCAL YEAR 2025 HIGHLIGHTS •Transitioned City Council Agenda Software to CivicPlus •Transitioned Special Event Permit Application to Citizenserve •Boards and Commissions Ordinance Amendments •Reorganized Decades of City Council Legislation Page 495 of 635 FUTURE INITIATIVES •Transition Remaining Department Licenses and Permits to Citizenserve •Transition Boards and Commissions Agendas to CivicPlus •Track Open Records Requests through REPORT2DBQ Page 496 of 635 City Clerk’s Office FY 2026 REQUESTED PROPERTY TAX SUPPORT $163,325 $2.19 Net Property Tax Support Average homeowner’s* property tax cost for the City Clerk’s Office (*Avg. home value of $196,508) City Council election expenses are biennial. Page 497 of 635 City Clerk’s Office Public Safety Impacts •Civil Service Hiring •Background Checks on Business License Applicants •Special Event Permit Process Page 498 of 635 Civil Service Commission Scott Crabill Carla Heathcote Daniel White, Chair Page 499 of 635 PERFORMANCE MEASURES Number of Special Events Per Calendar Year Page 500 of 635 PERFORMANCE MEASURES Number of Proclamations Issued Page 501 of 635 PERFORMANCE MEASURES Target: City Board & Commission Openings at 10% or less Goal < 10% Page 502 of 635 THANK YOU www.cityofdubuque.org/cityclerk Page 503 of 635