City Clerk's Office Fiscal Year 2027 Budget Presentation Copyrighted
April 16, 2026
City of Dubuque BUDGET PRESENTATIONS # 3.
City Council
ITEM TITLE: City Clerk's Office Fiscal Year 2027 Budget Presentation
SUMMARY:
SUGGUESTED
DISPOSITION:
ATTACHMENTS:
1. 27 Policy Book Volume V - City Clerk Updated
2. City Clerk FY27 Budget Presentation_2027 Final
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City Clerk
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CITY CLERK
FY 2025 FY 2026 FY 2027
Budget Highlights Actual Budget Requested % change
Expenses
Employee Expense $ 418,794 $ 433,028 $ 446,990 3.2%
Supplies and Services $ 82,998 $ 125,209 $ 101,000 -19.3%
Election Expense $ — $ 55,000 $ — 0.0%
Code of Ordinances Updates $ 6,052 $ 7,321 $ 7,560 3.3%
Machinery and Equipment $ 379 $ 250 $ 1,109 343.6%
Total $ 508,223 $ 620,808 $ 556,659 -10.3%
Resources
Administrative Overhead Recharges $ 314,411 $ 318,995 $ 303,859 -4.7%
Operating Revenue $ 164,763 $ 138,488 $ 169,719 22.6%
Greater powntown TIF Loan Repayment $ — $ — $ 65 0.0%
Total $ 479,174 $ 457,483 $ 473,643 3.5%
Property Tax Support $ 29,049 $ 163,325 $ 83,016 $ (80,309)
Percent Increase (Decrease)--w/o election exp
& Code of Ordinance Update -25.3% -23.4%
Percent Increase (Decrease)--w/ election exp &
Code of Ordinance Update -49.2%
Personnel-Authorized FTE 4.00 4.00 4.00
Improvement Package SummarX
1 of 2
This improvement package request is to upgrade the scheduled FY27 replacement of the City Clerk's
Office Administrative Support Professional's computer from a desktop to a laptop. The anticipated
increase in the operating budget is approximately $300 every five years. This upgrade is critical for
maintaining continuity of operations during inclement weather events or other situations requiring
remote work. During such events, the office typically receives a high volume of phone calls. A laptop
allows staff to securely connect to the City phone system and other necessary applications remotely,
ensuring they can respond promptly to questions even when City Hall is closed. This improvement
package supports the City Council goal of Financially Responsible, High-PerFormance City
Organization: Sustainable and Effective Service Delivery.
Related Cost: $ 300 GDTIF Loan Repay Non-Recurring Recommend -Yes
Related Revenue: $ 235 Admin Overhead Non-Recurring
Net Cost: $ 65
Activity:Administration
37 Page 1246 of 1309
2of2
This improvement package request proposes adjustments to several business licenses and permits
administered through the City Clerk's Office. These updates are intended to better reflect the
administrative time and compliance oversight required to manage these licenses and permits. The fees
affected by this proposal have not been updated in at least a decade, with the exception of the mobile
food vendor license, which was established in 2019 and has remained unchanged since.
Proposed Fee Adjustments:
• Taxi Driver Permit Fee: Increase from $10.00 to $15.05
• Nonmotorized Driver (Operator) Permit Fee: Increase from $10.00 to $15.05
• Taxicab Business License Fee: Increase from $15.00 to $25.00
• Nonmotorized Vehicle Business License Fee: Increase from $15.00 to $25.00
• Mobile Food Vendor License Fee:
• Annual license: Increase from $100.00 to $250.00
� Six-month license: Increase from $60.00 to $125.00
Beginning in 2025, the City began using a more comprehensive third-party background check service
for applicants of all the above-mentioned license and permit types except for mobile food vendor
licenses. The background check carries a separate cost of$9.95 per individual. This fee is in addition to
the license or permit.
Estimated Revenue Increases from Proposed Fee Adjustments (Based on FY25 Actuals):
• Taxi Driver Permit—95 permits - $479.95
• Nonmotorized Driver (Operator) Permit— 1 permit - $5.05
• Taxicab Business License Fee —4 licenses - $40
• Nonmotorized Vehicle Business License — 1 license - $10
• Mobile Food Vendor License -9 annual licenses and 4 six-month licenses - $1,610
Total: $2,145
This request is related to the City Council goal of Financially Responsible, High-Performance City
Organization: Sustainable, Equitable, and Effective Service Delivery, by ensuring that the cost of
administering the permit fee is more accurately aligned with the resources required to manage it.
Related Revenue: $ 2,145 Tax Funds Recurring Recommend -Yes
Net Cost: $ (2,145)
Property Tax Impact: $ (0.0007) (0.01)%
Activity:Administration
38 Page 1247 of 1309
Significant Line Items
Employee Expense
1. FY 2027 employee expense reflects a 3% wage package increase for non-bargaining employees.
2. The lowa Public Employee Retirement System (IPERS) City contribution of 9.44°/o is unchanged
from the FY 2026 City contribution of 9.44%. The employee contribution of 6.29% is unchanged
from FY 2026.
3. The City portion of health insurance expense is increased $1,119 in FY 2026 to $1,175 in FY 2027
per month, per contract, which results in annual cost increased by 2,684 or 5.00%. The increase per
contract is due to the city contribution increasing 5.00% because of increasing health costs.
4. Overtime is unchanged from $1,500 in FY 2026 to $1,500 in FY 2027. FY 2025 actual was $682.
Supplies & Services
5. Code Supplements increased from $7,321 in FY 2026 to $7,560 in FY 2027. FY 2025 actual was
$6,052. This line item includes hosting of American Legal Publication on the City's website ($500)
and publishing the City ordinances quarterly ($7,060). The expected ordinance publishing cost is
expected to increase based on previous fiscal year actuals.
6. Civil Service is decreased from $22,500 in FY 2026 to $0 in FY 2027. FY 2025 actual was $2,301.
This decrease is due to Police and Fire departments including their respective exam costs in their
own budgets as part of the transition to managing their departments' entry level examinations
outside of the Civil Service Commission's scope.
7. Advertising increased from $14,987 in FY 2026 to $19,808 in FY 2027 based on FY 2025 actual of
$15,307. This line item is for legal notices and publications that are required to be published in the
local newspaper per lowa Code. The City Clerk's Office covers the cost of publishing minutes,
public hearing notices, and ordinances. The increase is due to the City Clerk's Office taking over
the publication of expenditure, claim and receipt information previously published by the Finance
Department.
8. Meetings & Conferences is unchanged from $16,120 in FY 2026 to $16,120 in FY 2027.
Conferences budgeted in FY 2027 include: International Institute of Municipal Clerks ($4,000); lowa
Municipal Professionals Institute ($2,700); lowa Municipal Finance Officers Association spring & fall
conferences ($1,670); lowa Municipal Finance Officers Board Meetings ($3,080); and other
miscellaneous conferences ($4,670). The specific conferences attended each year varies
depending on what conference opportunities are available.
9. Election decreased from $55,000 in FY 2026 to $0 in FY 2027 due to no election falling in FY 2027.
FY 2025 actual was $0 due to no general election occurring. 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 lowa Code. The next election is set for the fall of
2027, which occurs in FY 2028. Three City Council seats are up for election in calendar year 2027.
39 Page 1248 of 1309
Four seats were up for election in calendar year 2025, which cost the City $58,316.41. This included
both a primary and a general election.
10. Refunds unchanged from $18,938 in FY 2026 to $18,938 in FY 2027. FY 2025 actual was $11,400.
This line item represents special event deposit refunds and the liquor license refunds. This expense
is offset by the events revenue line item.
11. Sister City Program is unchanged from $9,300 in FY 2026 to $9,300 in FY 2027. FY 2025 actual
was $8,310. $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 decreased from $23,095 in FY 2026 to $16,180 in FY 2027. This line item
includes permitting software ($6,000) and maintenance of the agenda management software
($10,180).
Revenue
13. Beer/Liquor Combination Licenses unchanged from $100,200 in FY 2026 to $100,200 in FY 2027.
FY 2025 actual was 106,382.
14. Cigarette Licenses increased from $7,500 in FY 2026 to $27,000 in FY 2027. The State mandated a
new subset permit in FY 2026 called a Retail Device permit. Businesses who sell tobacco devices
must also obtain this permit along with the original tobacco permit. The City receives $1,500 per
Retail Device permit issued.
15. Events increased from $5,050 in FY 2026 to $9,900 in FY 2027. This increase is due to an
expected increase in special event applications ($50/application) and special events requiring street
closures (additional $50 fee).
16. Deposits revenue unchanged from $16,500 in FY 2026 to $16,500 in FY 2027. The FY 2025 actual
was $15,150. 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.
17. Revenue received from Enterprise Funds for administrative overhead charges decreased from
$318,995 in FY 2026 to $303,859 in FY 2027.
40 Page 1249 of 1309
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.
Mayor and City Council
City Clerk
Assistant City Clerk
Permit Clerk
Administrative Support Professional
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 departments through assembling and
City Clerk's Office strives to provide classifying all department items of
courteous and professional service while business that come before the City
offering access to official records and Council.
referring inquiries to the appropriate
departments.
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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, lowa League
of Cities, Dubuque Main Street, Travel Dubuque, Greater Dubuque Development Corporation, non-
profit special event organizers, community service agencies, and Dubuque County offices.
41 Page 1250 of 1309
CITY CLERK'S OFFICE
FY 2025 FY 2026 FY 2027
Full-Time Equivalent 4.00 4.00 4.00
Resources and Property Tax Support
400,000
200,000
�
0 �
Administrative Overhead Operating Revenue Property Tax Support
� FY 2025 Actual FY 2026 Budget FY 2027 Recomm'd
The City Clerks Department is supported by 4.00 full-time equivalent employees, which accounts for
80.30% of the department expense as seen below. Overall, the department's expenses are expected to
decrease by 10.33% in FY 2027 compared to FY 2026.
Expenditures by Category by Fiscal Year
$418,794
Employee Expense $433,028
$446,990
$82,998
Supplies and Services $125,209
$101,000
$—
Election Expense $55,000
$—
$6,052
Code of Ordinance Update $7,321
$7,560
$379
Machinery and Equipment $250
$1,109
$0 $75,000 $150,000 $225,000 $300,000 $375,000 $450,000
� FY 2025 Actual FY 2026 Budget FY 2027 Recomm'd
42 Page 1251 of 1309
CITY CLERK'S OFFICE
Mission & Services
The City Clerk's Office performs administrative and clerical duties in support of the activities of the City
Council, Civil Service Commission, and residents requiring certain business licenses and permits.
Responsibilities include record management, processing of 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 2027
City Clerk 1.00
Assistant City Clerk 1.00
Permit Clerk 1.00
Administrative Support Professional 1.00
Total FT Equivalent Employees 4.00
PerFormance Measures
City Council Goal: Financially Responsible, High Performance City Organization:
Sustainable and Effective Service Delivery
1 Department Objective: Foster community engagement with city government.
Performance Measure (KPI) Target CY23 CY24 CY25 Performance
Actual Actual Actual Indicator
Number of Proclamations Issued N/A 45 54 49 N/A
Average °/o of Board and �10% 12°/o 20% 16.25% Goal Not Met
Commission Openings
City Council Goal: Diverse Arts, Culture, Parks and Recreation: Experiences and Activities
Department Objective: Manage special event permits to enhance community engagement
2 while prioritizing safety.
Number of Issued Event Permits N/A 151 143 165 N/A
43 Page 1252 of 1309
Recommended Operating Revenue Budget - Department Total
73 - CITY CLERK
FY 2024 FY 2025 FY 2026 FY 2027
Fund/Account/Account Title Actual Actual Budget Recomm'd
100 - General
4A - Charges for Services
41000 -Alcohol Control Licenses (134,748) (106,382) (100,200) (100,200)
41050 - Cigarette Permits (7,500) (17,500) (7,500) (27,000)
41700 - Business License (8,690) (17,344) (8,690) (12,925)
41850 - Bike License (270) (190) (270) (200)
45000 - Charges/Fees for Service - - - (1,784)
45440 - Events (5,050) (5,500) (5,050) (9,900)
47100 - Reimbursements (898) (2,697) (278) (1,210)
47300 - Deposits (13,900) (15,150) (16,500) (16,500)
4A - Charges for Services Total (171,056) (164,763) (138,488) (169,719)
4N -Transfers
49600 -Transfer in Water Op (56,660) (66,266) (67,232) (64,743)
49610 -Transfer In Sanitary Op (84,476) (67,999) (68,991) (64,743)
49620 -Transfer in Storm Op (47,810) (65,403) (66,357) (64,743)
49650 -Transfer in Parking Op (12,186) (13,145) (13,337) (12,516)
49670 -Transfer in Refuse Op (84,476) (67,598) (68,583) (64,743)
49950 -Transfer in DMASWA Gen (42,238) (34,000) (34,495) (32,371)
4N -Transfers Total (327,846) (314,411) (318,995) (303,859)
CITY CLERK -TOTAL (498,902) (479,174) (457,483) (473,578)
44 Page 1253 of 1309
Recommended Operating Expenditure Budget - Department Total
73 - CITY CLERK
FY 2024 FY 2025 FY 2026 FY 2027
Fund/Account/Account Title Actual Actual Budget Recomm'd
6A - Salaries & Wages
100 - General
60100 - Salaries-Regular Full Time 263,051 300,335 313,559 325,786
60200 - Salaries - Regular Part Time 27 - - -
60400 - Overtime 5,501 682 1,500 1,500
60630 - Special Pay Sick Lv Payout
Ret 5,549 5,465 3,290 -
60635 - Special Pay Sick Lv Payout
50% 1,208 1,258 1,218 1,296
60640 - Special Pay - Vacation Payout 1,827 1,000 - -
60710 - Special Pay - Parental Leave 22,166 - - -
6A - Salaries &Wages Total 299,330 308,740 319,567 328,582
6B - Employee Benefits
100 - General
61100 - FICA- City Contribution 21,784 22,779 24,449 25,528
61300 - IPERS - City Contribution 27,041 27,930 29,742 30,811
61510 - Health Insurance 55,085 53,754 53,692 56,376
61540 - Life Insurance 192 192 184 184
61600 - Workers' Compensation 491 562 576 399
61820 -Vehicle Allowance 4,593 4,837 4,818 5,110
6B - Employee Benefits Total 109,187 110,054 113,461 118,408
6C - Staff Development
100 - General
62100 -Association Dues 635 645 715 605
62200 - Subscriptions 438 413 375 415
62325 - Mileage 83 3 163 85
62400 - Meetings & Conferences 9,923 11,031 16,120 16,120
62500 - Education Reimbursement 1,596 799 1,735 1,405
6C - Staff Development Total 12,674 12,892 19,108 18,630
6D - Repair/Maint/Util
100 - General
63400 - Equipment Maint/Repair 210 217 217 222
63730 -Telecommunications 1,707 1,974 1,988 1,464
6D - Repair/Maint/Util Total 1,917 2,191 2,205 1,686
6E - Contractual Svcs
100 - General
64020 -Advertising 14,987 15,307 14,987 19,808
45 Page 1254 of 1309
Recommended Operating Expenditure Budget - Department Total
73 - CITY CLERK
FY 2024 FY 2025 FY 2026 FY 2027
Fund/Account/Account Title Actual Actual Budget Recomm'd
64050 - Recording Fees 164 67 164 67
64062 - Refunds 16,253 11,400 18,938 18,938
64081 - Insurance - Liability 2,678 2,816 3,185 3,068
64115 - Special Events 1,535 2,489 3,100 3,200
64140 - Printing 3,920 1,596 4,037 2,055
64145 - Copying 176 416 175 417
64160 - Rental - Land/Bldgs/Parking 504 882 1,008 1,008
64190 -Technology Services 3,990 18,106 23,095 16,180
64191 - IT Recharges 1,370 1,497 1,443 3,221
64890 - Background Check - - - 1,730
64900 - Other Professional Service - 150 - -
64950 - Election 13,925 - 55,000 -
64955 - Civil Service 10,503 2,301 22,500 -
64960 - Sister City Program 7,500 8,310 9,300 9,300
6E - Contractual Svcs Total 77,505 65,338 156,932 78,992
6F - Commodities
100 - General
65045 -Technology Equipment 5,508 379 250 1,109
65060 - Office Supplies 1,263 2,156 1,263 1,250
65070 - Operating Supplies 144 - 192 -
65080 - Postage/Shipping 485 421 509 442
65920 - Code Supplements 2,991 6,052 7,321 7,560
65925 - Uniform Purchase 295 - - -
65940 - Gift Cards 25 - - -
6F - Commodities Total 10,710 9,008 9,535 10,361
CITY CLERK -TOTAL 511,323 508,224 620,808 556,659
46 Page 1255 of 1309
Recommended Expenditure Budget Report by Activity & Funding Source
73 - CITY CLERK
FY 2025 FY 2026 FY 2027
Fund/Activity Actual Budget Recomm'd
7301 - Administration
100 - General
6A- Salaries & Wages 308,740 319,567 328,582
6B - Employee Benefits 110,054 113,461 118,408
6C - Staff Development 12,892 19,108 18,630
6D - Repair/Maint/Util 2,191 2,205 1,686
6E - Contractual Svcs 65,338 101,932 78,992
6F - Commodities 9,008 9,535 10,361
7301 - Administration Total 508,223 565,808 556,659
7302 - Elections
100 - General
6E - Contractual Svcs — 55,000 —
7302 - Elections Total — 55,000 —
CITY CLERK -TOTAL 508,223 620,808 556,659
47 Page 1256 of 1309
CITYOFDUBUQUE , IOWA
DEPARTMENT DETAIL - PERSONNEL COMPLEMENT
73 CITY CLERK
FY 2025 FY 2026 FY 2027
FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET
60100 Full Time Employee Expense
100 5015 NB-07 ADMIN SUPPORT PROF 1.00 $ 58,329 1.00 $ 63,056 1.00 $ 68,543
100 5265 NB-10 ASSISTANT CITY CLERK 1.00 $ 71,448 1.00 $ 76,876 1.00 $ 77,619
100 1055 CONT CITY CLERK 1.00 $ 99,140 1.00 $ 110,298 1.00 $ 119,498
100 5070 NB-07 PERMIT CLERK 1.00 $ 60,915 1.00 $ 63,329 1.00 $ 65,236
TOTAL FULL TIME EMPLOYEES 4.00 $ 289,832 4.00 $ 313,559 4.00 $ 330,896
TOTAL CITY CLERK'S OFFICE 4.00 $289,832 4.00 $313,559 4.00 $330,896
48 Page 1257 of 1309
CITY OF DUBUQUE, IOWA
ACTIVITY PERSONNEL COMPLEMENT SUMMARY
FY 2025 FY 2026 FY 2027
POSITION
ACCT FD JC WP-GR CLASS FTE BUDGET FTE BUDGET FTE BUDGET
City Clerk's Office
ADMIN SUPPORT
7301 60100 100 5015 NB-07 PROF 1.00 $ 58,329 1.00 $ 63,056 1.00 $ 68,543
ASSISTANT CITY
7301 60100 100 5265 NB-10 CLERK 1.00 71,448 1.00 76,876 1.00 $ 77,619
7301 60100 100 1055 CONT CITY CLERK 1.00 99,140 1.00 110,298 1.00 $ 119,498
7301 60100 100 5070 NB-07 PERMIT CLERK 1.00 60,915 1.00 63,329 1.00 $ 65,236
Total 4.00 289,832 4.00 313,559 4.00 $ 330,896
TOTAL CITY CLERK'S OFFICE 4.00 $ 289,832 4.00 $ 313,559 4.00 $ 330,896
49 Page 1258 of 1309
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50 Page 1259 of 1309
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Page 1260 of 1309
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. 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 1261 of 1309
City Clerk's Office (4.00 Full-Time Equivalents)
Adrienne Breitfelder
City Clerk
. Tusdee Blus
Trish Gleason Pamela . . .
. . Adm�n�strat�ve
Ass�stant C�ty McCarron
. Support
Clerk Perm�t Clerk .
Profess�onal
Page 1262 of 1309
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Page 1263 of 1309
FISCAL YEAR 2026
HIGHLIGHTS
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• Mobile Food Vendor License Added to
City Code
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Permits Online
Page 1264 of 1309
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Page 1265 of 1309
Civil Service Commission
Carla
Heathcote,
Chair
Miquel Julie Randall
Otto Krueger .
Jackson Bockenstedt Ludowitz
Page 1266 of 1309
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Page 1267 of 1309
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83 O8 � Cit Council election
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Net Pro ert Average homeowner's* expenses are biennial.
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Tax Su ort property tax cost for the
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C�ty Clerk s Off�ce
(*Avg. home value of �196,508)
Page 1268 of 1309
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1 . Fee Increases to Specific Business Licenses and Permits
Recurring I $2, 145 in Additional Revenue
2. Laptop Upgrade for Administrative Support Professional
Non-Recurring I $300 Expense
Page 1269 of 1309
Estimated
License/Permit Number of Revenue
Type Current Fee Proposed Fee Permits Increase
Taxi Driver Permit $10.00 $15.05 95 $479.95
Nonmotorized
Driver (Operator)
Permit $10.00 $15.05 1 $5.05
Taxicab Business
License $15.00 $25.00 3 $30.00
Mobile Food
Vendor License:
Annual License $100.00 $250.00 12
Mobile Food
Vendor License:
Six-Month
License $60.00 $125.00 3 $1 ,995.00
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Proposed License and Permit Fee Adjustments
Page 1270 of 1309
� � • � 1 1 �
Number of Special Events Per Calendar Year
d
2023 15 151
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� 2024 25 143
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2025 38 165
� One-Time Events Recurring Events � Market Hosts
Page 1271 of 1309
� � • � 1 1 �
Number of Proclamations Issued
54
49
45
2023 2024 2025
Year
Page 1272 of 1309
� � • � 1 1 �
Target: City Board & Commission Openings at 10% or less
Board & Commission Openings
2023 12.0%
N N N N N N N N N N
2024 20.0%
2025 16.25%
0% 1 % 2% 3% 4% 5% 6% 7% 8% 9% 10% 11% 12% 13% 14% 15% 16% 17% 18% 19% 20% 21°/
C;nal � 1 (1�/
Page 1273 of 1309
www.cityofdubuque.org/cityclerk
Page 1274 of 1309