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City Clerk's Office FY2016 Budget PresentationCity of Dubuque Public Hearings # 5. ITEM TITLE: SUMMARY: SUGGESTED DISPOSITION: Copyright 2014 City Clerk's Office Fiscal Year 2016 Budget Presentation ATTACHMENTS : Description Type ❑ City Clerk's Office FY 2016 Recommended Budget Supporting Documentation City Clerk -166- CITY CLERK % Change FY 2013/14 FY 2014/15 FY 2014/15 FY 2015/16 from Adopted Budget Highlights Actual Adopted Amended Recomm'd FY 2014/15 Employee Expense 278,086 285,695 281,619 286,677 0.3% Supplies and Services 98,688 89,133 98,103 134,504 50.9% Machinery and Equipment 583 583 1,537 163.6% Total 376,774 375,411 380,305 422,718 12.6% Administrative Overhead Charges to Enterprise Funds Operating Revenue Total 80,068 100,473 100,473 76,716 -23.6% 134,723 138,100 141,100 137,900 -0.1% 214,791 238,573 241,573 214,616 -10.0% Property Tax Support 161,983 136,838 138,732 208,102 71,264 Percent Increase (Decrease) --w/o election exp & Code of Ordinance Update 26.5% Percent Increase (Decrease) --w/ election exp & Code of Ordinance Update 52.1% Personnel- Authorized FTE 3.00 3.00 3.00 3.00 Significant Line Items at Maintenance Level (Without Recommended Improvement Packages) Employee Expense 1. The City wage plan for non -bargaining unit employees will not increase and bargaining unit employees will receive a 2.25% wage increase in FY 2016. 2. The Iowa Public Employee Retirement System (IPERS) City contribution remains at 8.93% and the employee contribution remains at 6.18% in FY 2016. 3. The City portion of health insurance expense decreased from $1,190 in FY 2015 to $1,040 in FY 2016 per month per contract, resulting is a savings of $5,400. 4. The Assistant City Clerk moved from GE29-D to GE29-E at a cost of $3,140 and the Permit Clerk moved from GE26-E to GE26-F at a cost of $836 in FY 2016. 5. FY 2016 is the fourth year that eligible retirees with at least twenty years of continuous service in a full-time position or retired as a result of a disability and are eligible for pension payments from the pension system can receive payment of their sick leave balance with a maximum payment of one -hundred twenty sick days payable bi-weekly over a five year period. Sick leave payout expense of $11,734 is budgeted in the City Clerk's Office (for two employees) in FY 2016. -167- Supplies & Services 6. Printing and Binding decreased from $1,854 in FY 2015 to $1,012 in FY 2016 based on estimated cost of envelopes and letterhead and five hard bound City Council proceedings books ($675). 7. Refunds increased from $5,500 in FY 2015 to $10,000 in FY 2016 based on the refundable deposits for special events deposited as revenue instead of offsetting to this expense line item in FY 2016. 8. City Business Travel increased from $120 in FY 2015 to $495 in FY 2016 based on adding $240 for the Growing Sustainable Communities conference. 9. Mileage increased from $0 in FY 2015 to $145 in FY 2016 based on FY 2014 actual of $133. The increase is due to staff attending more local trainings and proctoring civil service tests where registration and mileage is a reimbursable allowance. 10. Software License expense increased from $0 in FY 2015 to $2,143 in FY 2016 due to the City Clerk's Office being recharged a percentage of the cost for Permits Plus by the Building Services Department to use for special events permits. 11. Civil Service increased from $15,000 in FY 2015 to $16,378 in FY 2016 based on FY 2014 actual of $22,379 which was decreased for Fire Chief exam materials. 12. Election expense increased from $0 in FY 2015 to $40,000 in FY 2016 and is typically an every other year expense. This represents costs for a primary election. Machinery & Equipment 13. Purchase of equipment for FY 2016 includes $437 for the replacement of a smartphone and $1,100 for the replacement of four office chairs. Revenue 14. Business Licenses decreased from $8,000 in FY 2015 to $7,100 in FY 2016 based on FY 2014 actual of $7,160. 15. Cigarette Licenses increased from $7,000 in FY 2015 to $8,000 in FY 2016 based on FY 2014 actual of $7,600. 16. Beer/Liquor Combination Licenses decreased from $113,000 in FY 2015 to $109,500 in FY 2016 based on FY 2014 actual of $109,429. 17. Events increased from $3,500 in FY 2015 to $4,500 in FY 2016 based on FY 2014 actual of $4,850. 18. Special Event Deposit increased from $5,500 in FY 2015 to $8,000 in FY 2016 and represents the refundable deposit for special events. 19. Revenue received from Enterprise Funds for administrative overhead charges has decreased from $100,473 in FY 2015 to $76,716 in FY 2016. -168- City of Dubuque CITY CLERK'S OFFICE Organizational Chart Mayor & City Council City Clerk Permit Clerk Assistant City Clerk CITY CLERK'S OFFICE The City Clerk is the official record keeper for the City Council. The City Clerk prepares, administers, maintains and distributes records of all City Council actions as well as provides City Council members and City staff the necessary documents for fulfillment of their 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 Office City Clerk, Assistant City Clerk and Permit Clerk Expenditures and Resources by Department and Category Budget Highlights % Change FY 2013114 FY 2014/15 FY 2014/15 FY 2015116 from Adopted Actual Adopted Amended Recomm'd FY 2014115 Employee Expense Supplies and Services Machinery and Equipment Total Administrative Overhead Charges to Enterprise Funds Operating Revenue Total 278,086 98,688 285,695 281,619 286,677 0.3% 89,133 98,103 134,504 50.9% 583 583 1,537 163.6% 376,774 375,411 380,305 422,718 12.6% 80,068 134,723 100,473 138,100 214,791 238,573 100,473 76,716 -23.6% 141,100 137,900 -0.1% 241,573 214,616 -10.0% Property Tax Support 161,983 136,838 138,732 208,102 71,264 Percent Increase (Decrease) --w/o election exp & Code of Ordinance Update 26.5% Percent Increase (Decrease) --w/ election exp & Code of Ordinance Update 52.1% Personnel -Authorized FTE 3.00 3.00 3.00 3.00 -170- CITY CLERK'S OFFICE SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE LEADING TO OUTCOMES PEOPLE The City Clerk's Office strives to provide courteous and professional service while providing access to official records and services through current web page information, initiation of boards and commissions memberships, City Life and Speaker's Bureau programs, and Sister City relationships. PLANNING City Clerk staff participate in local, regional and national efforts that advance the City's mission statement and City Council priorities as well as to help in educating the public on the duties and purpose of the City Clerk's Office. PARTNERSHIPS The City Clerk's Office partners with citizens, staff, multiple local and state agencies and businesses to aid in effectively conducting business by utilizing and sharing knowledge to serve as a resource for general city information. These partnerships include: State Alcohol Beverages Division, Iowa League of Cities, Dubuque Main Street, Greater Dubuque Development Corporation, Sister Cities, media outlets, city departments, non-profit special events organizers, community service agencies, and Dubuque County offices. OUTCOME DUBUQUE, IOWA Mcs tekwiece -171- CITY CLERK'S OFFICE Overview The City Clerk's Office serves as a general information center for citizens and is directly responsible to the City Council for preparation of agendas and maintaining minutes and official records for the City. In the words of Professor William Bennett Munro (1934) "No other office in municipal service has so many contracts. It serves the mayor, the city council, the city manager, and all administrative departments without exception. All of them call upon it, almost daily, for some service or information. Its work is not spectacular, but it demands versatility, alertness, accuracy, and no end of patience. The public does not realize how many loose ends of city administration this office pulls together." Duties of the City Clerk's office includes • Administration: Responsible for records management for all documents related to City Council meetings and the City Clerk's Office in compliance with state and local codes and City policies. This includes document processing, archival and retrieval as well as the proper publishing, posting, and recording of meeting notices and legal documents. • Boards and Commissions: Facilitates the advertisement of vacancies, receipt of applications, and processing of Oaths of Office for the City's boards and commissions including orientation and Intercultural Communication training in partnership with the Human Rights Department. • Civil Service: Provides administrative duties for the Civil Service Commission as provided by Chapter 400 of the Iowa State Code including scheduling and facilitation of Commission agendas, meetings, hearings and examinations. • Permits and Licenses: Processes requests for new and renewal of licenses for second- hand merchandise dealers, solicitors licenses, taxi company licenses and taxi operator permits Coordination with the State of Iowa Alcoholic Beverages Division and local authorities as required for new and renewal alcoholic beverage sales and service licenses as well as tobacco sales. Enforcement is achieved through partnership with the Police Department, City Attorney's Office and license holder. • Special Events: Processes requests for special events, festivals, and block parties through a permit process and with the review and approval by the Special Events Committee. Funding Summary FY 2013/14 Actual FY 2014/15 Adopted FY 2015/16 Recommended Expenditures $376,774 $375,411 $422,718 Resources $214,791 $238,573 $214,616 Position Summary FY 2015/16 FTE's City Clerk 1.00 Assistant City Clerk 1.00 Permit Clerk 1.00 Total FTE's 3.00 -172- CITY CLERK'S OFFICE Supporting City, Organization and Community Goals Partnering for a Better Dubuque C. Forge meaningful and lasting business relationships among the private and public sectors by providing quality customer service and relevant information. Partnerships include but are not limited to: • Citizens • City Council • City departments • Iowa League of Cities • Iowa Alcohol Beverage Division • Media • Prescott School / City Hall Committee • Sister Cities; o Dornbirn, Austria o Handan, China o Pyatigorsk, Russia Financially Responsible City Government and High Performance Organization C. Utilize current technology for more cost-effective, quicker, and transparent access to City records. C. Receives and opens all formal bids and some informal bids for Public Improvement Projects, thus acting as an impartial entity ensuring compliance with City and State bid processes. This enables the City to obtain the best prices on the materials, equipment and services utilized for projects and services. Economic Prosperity C. Provide contact information and resources for small business inquiries. Social/Cultural Vibrancy C. Assists public/private event organizers in planning a successful, safe, accessible and sustainable event. C. Provides direct access to related City services and community -related resources. C. Engage citizens in the City Life program C. Aid in facilitating cultural and economic development exchanges through the Sister City Relationships Advisory Commission Environmental Integrity C. Practice sustainability purchasing policies and procedures -173- City Clerk's Office —Activity Statement 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 govemment. Goals: ■ Maintain exceptional customer service through a high level of integrity to encourage citizen collaboration. • Insure that public records are easily accessible and compliant with open records laws in the spirit of a transparent municipal govemment. • Cultivate a Dynamic Organizational, the Office will work toward succession planning to provide appropriate cross training among staff, as well as, provide opportunities to encourage certification and higher education for staff; empower employees to .....) openly contribute their ideas to enhance customer service and processes. CITY CLERK'S OFFICE Performance Measures Objective 1: Enhance the accessibility for citizen to pertinent City documents. The Office of the City Clerk aims to ensure that pertinent documents are readily available and accessible to the public. The Department will accomplish this objective by focusing on the following: ■ Sorting, scanning and Laserfiching archived documents housed in the basement of the Historic Federal Building effectively allowing increased and improved access to maintain and preserve materials online. What's in it for me....(WIFM)? Allowing citizens to access pertinent documents in a timely and more efficient manner as well as increase staff's ability to respond quickly and accurately to customer requests. -174- CITY CLERK'S OFFICE Objective 2: Enhance partnerships with business owners, special events coordinators, boards and commission members and community organizations to ensure effective and compliant relationships. The Office of the City Clerk works directly with multiple entities through the application, licensing and permitting process to promote an environment that leads to compliance with all State laws and local ordinances. The Department will accomplish this objective by focusing on the following: • Provide citizens with relevant and consistent information pertaining to services, programs, events, and regulations; • Recruit to obtain a diverse, inclusive, and qualified pool of boards and commission applicants by: o Use multiple forms of advertising, announcements and search strategies designed to find qualified applicants o Include wording that emphasizes the city's commitment to diversity o Include all available avenues to publicize the position o Engage in inclusive recruitment activities and in proactive informational outreach ITEMS FY12 FY13 FY14 Special Event permits issued Liquor license applications processed Tobacco permit applications processed Other Licenses issued Boards and Commission applications processed Civil Service tests administered Civil Service applicants tested 126 258 68 108 84 22 1013 139 276 75 123 122 17 1038 123 279 80 128 88 20 708 What's in it for me...(WIFM)? .4$'' Applications and license information can be obtained and submitted from v the City Clerk's web page on the City's website at 'iwvw.citvofdubuque.orq. Allowingcitizens to do business based on their time parameters rather than only the traditional 9-5. What's in it for me...(WIFM)? The Office of the City Clerk works directly with the Civil Service Commission to ensure fair practices in the appointment and promotion to a Civil Service position. In doing so, the City Clerk staff oversees entry-level and promotional written tests; ensuring the integrity, unbiased and impartial nature of the testing process. CITY CLERK'S OFFICE Objective 3: Provide support to the Mayor and City Council as they work to serve the residents of Dubuque. The Office of the City Clerk strives to provide accurate, effective and efficient documents allowing the Mayor and City Council to make educated and informed decisions. The Department will accomplish this objective by focusing on the following: • Prepare and distribute agenda materials in a timely, efficient, and streamlined manner, with an emphasis on electronic access initiatives that increase information availability while reducing cost. IITEMS FY 12 FY 13 FY 14 1 Meetings Agenda Items Resolutions Ordinances 53 1148 352 56 47 1039 320 51 58 1023 352 66 What's in it for me... (WIFM)? Through an electronic agenda management process, citizens can view all City Council agendas, related supporting documents, and minutes on line at www.citvofdubudue.ora. Mcct the Mayor & City Council Wards & Precincts Goals & Priorities Council -Manager Form of Government State of the City Address City Council Meetings + Connect Aft with Us You Are Hero: Homo o GovernmentMayor & City Council r A9ondas & Minutes Agendas & Minutes City Council Meeting Agendas Agendas are available prior to all meetings. Agendas from Nov. 21, 2011 to present Agendas prior to Nov. 21, 2011 'This link will allow you to access abbreviated summaries of the City Council agendas. For the full agenda packet (including all attachments for each agenda item) for City Council meetings prior to Nov. 21. 2011, use the City Council Proceedings tool to search City Council agenda documents (2000 - present) and official proceedings (1908 - present) by date or keyword. These documents area maintained by the City Clerk. City Council Meeting Minutes Minutes are available following approval. Most Recent Minutes !View All -176- Recommended Operating Revenue Budget - Department Total 73 - CITY CLERK'S OFFICE Fund Account Account Title FY13 Actual FY14 Actual FY15 Adopted FY16 Recomm'd Revenue Revenue Budget Budget 100 42105 100 42110 100 42115 100 42130 100 42250 BUSINESS LICENSES CIGARETTE LICENSES BEER/LIQUOR COMB -LICENSE BICYCLE LICENSES BEER LICENSE 8,305 7,550 105,573 545 7,998 7,160 7,600 109,429 520 0 8,000 7,000 113,000 400 0 7,100 8,000 109,500 500 0 42 - LICENSES AND PERMITS 129,971 124,709 128,400 125,100 I 100 51965 EVENTS REVENUE 100 51981 COPY SERVICE CHARGES 3,350 4,850 3,500 4,500 200 0 200 0 I 51 - CHARGES FOR SERVICES 3,550 4,850 3,700 4,500 I 100 53208 SPECIAL EVENT DEPOSIT 2,250 4,900 5,500 8,000 100 53605 MISCELLANEOUS REVENUE 100 0 0 0 100 53620 REIMBURSEMENTS -GENERAL 268 264 500 300 I 53 - MISCELLANEOUS 2,618 5,164 6,000 8,300 I 100 59610 FR WPC OPERATING 16,455 19,494 23,908 13,037 100 59620 FR STORMWATER OPERATING 687 751 4,740 9,099 100 59630 FR PARKING OPERATING 5,032 3,452 4,244 4,694 100 59640 FR WATER UTILITY 0 18,816 23,214 0 100 59670 FR REFUSE COLLECTION 16,854 26,376 30,948 35,360 100 59940 FR DMASWA 10,224 11,179 13,419 14,526 59- TRANSFER IN AND INTERNAL 49,252 80,068 100,473 76,716 73 - CITY CLERK'S OFFICE TOTAL 185,391 214,791 238,573 214,616 -177- Recommended Operating Expenditure Budget - Department Total 73 - CITY CLERK'S OFFICE Fund Account Account Title FY13 Actual FY14 Actual FY15 Adopted FY 16 Recomm'd Expense Expense Budget Budget 100 100 100 100 100 100 100 100 100 100 100 61010 61050 61091 61099 61310 61320 61410 61415 61416 61655 61660 FULL-TIME EMPLOYEES OVERTIME PAY SICK LEAVE PAYOFF WAGE ADJUSTMENT IPERS SOCIAL SECURITY HEALTH INSURANCE WORKMENS' COMPENSATION LIFE INSURANCE CAR ALLOWANCE EMPLOYEE PHYSICALS 174,283 646 10,900 0 15,166 14,070 33,123 705 184 3,667 25 184,805 2,646 10,900 0 16,739 15,027 43,322 691 184 3,774 0 189,001 3,000 10,900 1,956 17,347 15,810 42,840 689 393 3,759 0 195,970 3,000 10,900 0 18,109 16,348 37,440 701 392 3,817 0 61 - WAGES AND BENEFITS 252,770 278,087 285,695 286,677 100 62010 OFFICE SUPPLIES 1,649 1,167 2,100 1,190 100 62030 POSTAGE AND SHIPPING 1,223 1,358 1,284 1,427 100 62031 PROCESSING MATERIALS 312 322 316 350 100 62050 OFFICE EQUIPMENT MAINT 188 0 215 215 100 62061 DP EQUIP. MAINT CONTRACTS 1,053 983 1,154 1,605 100 62090 PRINTING & BINDING 1,597 668 1,854 1,012 100 62110 COPYING/REPRODUCTION 1,688 2,131 1,688 1,492 100 62120 CODE SUPPLEMENTS 6,808 6,989 11,000 10,000 100 62130 LEGAL NOTICES &ADS 22,000 17,863 25,710 25,000 100 62170 SUBSCRIPTIONS -BOOKS -MAPS 548 556 550 570 100 62190 DUES & MEMBERSHIPS 2,100 2,120 2,200 2,200 100 62204 REFUNDS 5,424 7,239 5,500 10,000 100 62208 GENERAL LIABILITY INSURAN 1,596 1,607 1,656 1,602 100 62230 COURT COSTS & RECORD FEES 3,080 2,179 3,300 3,899 100 62310 TRAVEL -CONFERENCES 2,022 37 3,300 3,100 100 62320 TRAVEL -CITY BUSINESS 0 35 120 495 100 62340 MILEAGE/LOCALTRANSP 0 133 0 145 100 62360 EDUCATION &TRAINING 3,883 4,883 5,550 5,902 100 62421 TELEPHONE 3,139 2,035 2,182 2,036 100 62424 RADIO/PAGER FEE 224 296 410 299 100 62436 RENTAL OF SPACE 444 444 444 444 100 62645 SPECIAL EVENTS 0 1,221 3,600 3,000 100 62663 SOFTWARE LICENSE EXP 4,371 0 0 2,143 100 62684 CIVIL SERVICE EXPENSE 6,719 22,379 15,000 16,378 100 62698 ELECTION EXPENSES 0 22,041 0 40,000 100 62716 CONSULTANT SERVICES 9,350 0 0 0 62 - SUPPLIES AND SERVICES 79,418 98,688 89,133 134,504 100 71211 DESKS/CHAIRS 0 0 0 1,100 100 72410 PAGER/RADIO EQUIPMENT 4,532 0 0 0 100 72418 TELEPHONE RELATED 0 0 583 437 71 - EQUIPMENT 4,532 0 583 1,537 -178- Recommended Operating Expenditure Budget - Department Total 73 - CITY CLERK'S OFFICE Fund Account Account Title FY13 Actual Expense FY14 Actual Expense FY15 Adopted Budget FY 16 Recomm'd Budget 73 - CITY CLERK'S OFFICE TOTAL 336,720 376,775 375,411 422,718 -179- Recommended Expenditure Budget Report by Activity & Funding Sounce 73 - CITY CLERK'S OFFICE CITY CLERK - 73100 FUNDING SOURCE: GENERAL Account FY13 Actual Expense FY14 Actual Expense FY15 Adopted Budget FY16 Recomm'd Budget EQUIPMENT 4,532 0 583 1,537 SUPPLIES AND SERVICES 79,418 98,688 89,133 134,504 WAGES AND BENEFITS 252,770 278,087 285,695 286,677 CITY CLERK 336,720 376,775 375,411 422,718 CITY CLERK'S OFFICE TOTAL $336,719.99 $376,774.88 $375,411.00 $422,718.00 -180- CITY OF DUBUQUE, IOWA DEPARTMENT DETAIL - PERSONNEL COMPLEMENT 73 CITY CLERK FD JC WP -GR JOB CLASS 61010 Full Time Employee Expense 100 9350 Contract CITY CLERK 100 8925 GE -29 ASSISTANT CITY CLERK 100 8875 GE -26 PERMIT CLERK TOTAL FULL TIME EMPLOYEES TOTAL CITY CLERK'S OFFICE FY 2014 FY 2015 FY 2016 FTE BUDGET FTE BUDGET FTE BUDGET 1.00 1.00 1.00 3.00 93,516 46,483 40,303 180,302 1.00 1.00 1.00 3.00 94,012 49,829 43,187 187,028 1.00 1.00 1.00 3.00 97,553 52,720 45,697 195,970 3.00 180,302 3.00 187,028 3.00 195,970 -181- CITY OF DUBUQUE, IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY Run Date: 01/15/15 FY 2014 FY 2015 FY 2016 ACCT FD JC WP -GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET City Clerks Office 10073100 61010 100 9350 GE -38 CITY CLERK 1.00 93,516 1.00 94,012 1.00 97,553 10073100 61010 100 8875 GE -26 PERMIT CLERK 1.00 46,483 1.00 43,187 1.00 45,697 10073100 61010 100 8925 GE -29 ASSISTANT CITY CLERK 1.00 40,303 1.00 49,829 1.00 52,720 Total 3.00 180,302 3.00 187,028 3.00 195,970 TOTAL CITY CLERK'S OFFICE 3.00 180,302 3.00 187,028 3.00 195,970 -182- City of Dubuque Public Hearings # 6. ITEM TITLE: SUMMARY: SUGGESTED DISPOSITION: Copyright 2014 Cable Television Division Fiscal Year 2016 Budget Presentation ATTACHMENTS : Description ❑ Cable Television Division FY 2016 Recommended Budget Type Supporting Documentation 9TAd @DU}}O S,AIJ01D Alp >laalp IedplunhN pal4l}.raJ Ieuol}euaalui'.'', aaD!}4O @DueuH iedp!uniAi paid .JaJ enrols )IaaIJ ledpuniAi pal4l}aaJ enrol apua!Jadx] )Iaa1J saeaA TT )laalD lue4s!SSV 4111. *flap IedplunhN pal4l}.raJ Ieuol}euaa}uI )IaaIJ Iedplun j pal4p..raJ enrol aDuaiaadx3 >Iaap see smaik L yelp Ap iPunoD'2ao/tew vpaiD anbngnd }o AID @Duaiaadx] )Iaa1J saeaA E ValD 1!WJad P i, 1 iTt a ry F ullnaut.) • Customer Service to Citizens and Staff • Prepare, distribute and post council meeting agendas and minutes • Ensure legal compliance of official posting and publication of public notices and timely access to records under the control of the Clerk's Office • Tracking of boards and commissions membership • Process licenses and permits • Prepare and administer Civil Service Commission meetings and exams • Sister City Relationships Advisory Commission activities City Clerk's Office FY16 Additional Tadao RK • Archival of City Council documents, official proceedings, ordinances, and resolutions • Clerical support to Council • Animal impound intakes • City Council election materials • City Hall general information center • Civil Service Commission testing and hearings • Notary Public services • Oaths of Office for City Council and commission members Services • Processing and recording of official documents • Issuance of License and Permits • beer, wine, and liquor licenses • bicycle licenses • business licenses • cigarette licenses • peddler's license • transient merchant license • special event, festival, and parade permits • taxi company licensing • taxi driver permits City Clerk's Office FY16 TilommoTaar Granicus Media Management Access to live streaming council meetings and archived meetings Laserfische Weblink Access to archived city documents and proceedings Novus Agenda Access to current and archived City Council agendas and minutes City Clerk's Office FY16 Offic UKellaclune cato The City Clerk's Office fielded 24,041 phone calls in FY 14 for a total of 362 hours of citizen contact. Information Line .07 sec. average call time 31% of total calls Permit Clerk Line 7,150 total calls 1.16 min. average call time 28% of total calls } 6,834 total calls City Clerk Line 1.54 min. average call time 13% of total calls 3,249 total calls 6,808 total calls Asst. City Clerk Line 1.10 min. average call time 28% of total calls City Clerk's Office FY16 Community Information and Referrals Lost and Found Claims Processing Processing Assessments Recording Documents Bid Openings Publication and Postings Goals and Priorities Document Archiving in Laserfiche Engagement • City Life • Employee Luncheon • Prescott School Account • Employee Orientation • Boards Picnic Sort and Distribute Mail , UPS and FedEx Packages City Clerk's Office FY16 AMMEMM FY 14 Resolutions approved Ordinances adopted 352 320 391 Special Event Permits issued Liquor Licenses processed Tobacco Permits processed Other Licenses issued Bike Licenses issued 126 258 68 108 81 139 276 75 123 97 123 279 80 128 103 City Clerk's Office FY16 Encl. Commi).od. FY 12 FY 13 FY 14 Board and Commission Applications processed Appointments made 84 60 122 88 78 57 Civil Seiwi Civil Service Tests administered 22 17 20 Civil Service Applicants tested 1013 1038 708 Civil Service Commission meetings 14 11 14 City Clerk's Office FY16 Sister UV Q3a,aafolonao ADiy C©I@llll hips on • Dornbirn Delegation • Handan City Delegations • NICC/UD • Photo Exhibit • Pen pals/Artifact Exchanges • Goal Setting Dornbirn Delegation — May 2014 City Clerk's Office FY16 City Clerk's Office FY16 r _ -- ---_� V 11111111111111111 , P111111111111111!. 1111M11111111111 owa Grant Humanities hange Inaugural Art Festival Indonesian Buffet City Clerk's Office FY16 Budget CITY CLERK Budget Highlights Employee Expense Supplies and Services Machinery and Equipment Total Administrative Overhead Charges to Enterprise Funds Operating Revenue Total Property Tax Support FY 2013114 Actual 278,086 98,688 376,774 80,068 134,723 214,791 161,983 FY 2014115 Adopted 285,695 89,133 583 375,411 100,473 138,100 238,573 136,838 FY 2014/15 Amended 281,619 98,103 583 380,305 100,473 141,100 241,573 138,732 Percent Increase (Decrease)—w/o election exp & Cods of Ordinance Update Percent Increase (Decrease) --w/ election exp & Code of Ordinance Update Personnel- Authorized FTE 3.00 3.00 3.00 % Change FY 2015/16 from Adopted Recomm'd FY 2014115 286,677 134,504 1,537 422,718 76,716 137,900 214,616 208,102 3.00 0.3% 50.9% 163.6% 12.6% -23.6% -0.1% -10.0% 71,264 26.5% 52.1% City Clerk's Office FY16 Online eocopunnoicaeo • City Clerk Staff: https://ia-dubuque2.civicplus.com/61/City-Clerk • Agendas and Minutes: http://publicagenda.cityofdubuque.org/ • Video Recordings of Council Meetings: https://ia-dubuque2.civicplus.com/446/Video • City Code: http://www.sterlingcodifiers.com/codebook/index.php?book id=803 • Boards and Commissions: https://ia-dubuque2.civicplus.com/78/Applying-For-Membership • Election Information: https://ia-dubuque2.civicplus.com/69/Elections City Clerk's Office FY16