Loading...
City Clerk's Office Fiscal Year 2018 Budget Presentation Copyright 2014 City of Dubuque Public Hearings # 5. ITEM TITLE: City Clerk's Office Fiscal Year 2018 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Recommended FY18 City Clerk OP Supporting Documentation City Clerk -141- This page intentionally left blank. -142- CITY CLERK % Chane FY 2016 FY 2017 FY 2018 From FY 2017 Budget Highlights Actual Budget Requested Budget Expenses Employee Expense 302,471 301,143 298,966 -0.7% Supplies and Services 95,638 86,882 124,167 42.9% Machinery and Equipment 1,100 0.0% Total 399,209 388,025 423,133 9.0% Resources Administrative Overhead Recharges 76,716 89,675 120,296 34.1% Operating Revenue 153,084 148,900 158,078 6.2% Total 229,800 238,575 278,374 16.7% Property Tax Support 169,409 149,450 144,759 (4,691) Percent Increase (Decrease)--w/o election exp&Code of Ordinance Update -42.4% Percent Increase (Decrease)--w/election exp &Code of Ordinance Update -3.1% Personnel-Authorized FTE 3.00 3.00 3.00 Significant Line Items Employee Expense 1. FY 2018 employee expense reflects a 2.0% wage package increase. 2. The Iowa Public Employee Retirement System (IPERS) City contribution is unchanged at 8.93% and the employee contribution is unchanged at 6.18% in FY 2018. 3. The City portion of health insurance expense is unchanged from $1,325 in FY 2017 to $1,325 in FY 2018 per month per contract. 4. Sick leave payout decreased from $4,621 in FY 2017 to $0 in FY 2018. 5. Overtime is unchanged from $3,000 in to $3,000 in. FY 2016 Actual was $3,775. Supplies & Services 6. Code Supplements increased from $9,000 in FY 2017 to $9,641 in FY 2018 based on FY 2016 Actual of $9,452 plus 2%. -143- 7. Civil Service decreased from $16,378 in FY 2017 to $13,250 in FY 2018 based on an average of FY 2016 actual of$9,921 and the FY 2017 Budget based on the number of retirements. 8. Legal Notices and Ads decreased from $21,500 in FY 2017 to $14,752 in FY 2018 based on FY 2016 Actual of $14,462. The City Clerk's Office began recharging departments for notices in FY 2016. 9. Election increased from $0 in FY 2017 to $40,000 in FY 2018 and is typically an every other yearexpense. 10. Refunds increased from $10,000 in FY 2017 to $12,000 in FY 2018 . This line item represents special event deposit refunds and the liquor license refunds and there has been an increase in the special event applications. This expense is offset by the events revenue line item. Revenue 11. Beer/Liquor Combination Licenses increased from $120,000 in FY 2017 to $120,086 in FY 2018 based on FY 2016 actual of$120,086. 12. Revenue received from Enterprise Funds for administrative overhead charges is increased from $89,675 in FY 2017 to $120,296 in FY 2018. -144- 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 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 GN Clerk, �istane Gry Clerk and Permit GeM1 SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE LEADING TO OUTCOMES PEOPLE The City Clerk's Office strives to provide courteous and professional service while offering access to official records and servlces through current web page PARTNERSHIPS information, initiation of boards and The City Clerk's Office partners with citizens, commissions memberships, City Life and staff, multiple local and state agencies and Speakers Bureau programs, and Sister businesses to aid in effectively conducting Citv relationships. buslness by utilizing and sharing knowledge to serve as a resource for general city information. These partnerships include: State Alcohol Beverages Division, Iowa League of PLANNING Cities, Dubuque Main Street, Greater Dubuque Development Corporation, media City Clerk staff participate in local, outlets, non-proflt special events organizers, regional and national efforts that community service agencies, and Dubuque advance the City's mission statement County offices. and City Council priorities as well as OUTCOME to help in educating the public on the duties and purpose of the City Clerk'sLDUtMT Ofice. -145- CITY CLERK'S OFFICE Resources and Property Tax Support Resources and Property Tax Support 250,000 200,000 150,000 100,000 50,000 0 Administrative Overhead Operating Revenue Property Tax Support 0 FY 2016 FY 2017 1 FY 2018 The City Clerks Department is supported by 3.00 full-time equivalent employees, which accounts for 70.66% of the department expense as seen below. Overall, the departments' expenses are expected to increase by 9.05% in FY 2018 compared to FY 2017. Expenditures by Category by Fiscal Year $302,471 Employee Expense $301,143 $95,638 Supplies and Services 986,882 $124,167 $1,100 Machinery and Equipment $— $0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000 $350,000 FY 2016 FY 2017 FY 2018 -146- 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. MMMMMMO 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 PULLSTOGETHER.11 -Professor William Bennefi Munro(1934) Administration: Responsible for records management for all documents related to City Council meetings maintaining compliance with state and local codes and City policies. 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 in partnership wth the Personnel Department. Permits and Licenses Administered: 1.Alcoholic beverage sales and service licenses 2. Bicycle 3. Second-hand merchandise dealers 4. Solicitors licenses 5. Taxi company and operator licenses 6. Tobacco sales Special Events: Processes requests for special events, festivals, and block parties through an on line permit process and vAth the review and approval by the Special Events Committee and the Iowa Alcohol Beverage Division. Sister City Relationships Advisory Commission: Promote Dubuque's global presence and diversity in accordance with the Commission's mission statement and that of the Sister Cities International organization. -147- CITY CLERK'S OFFICE ",Umignts of the vast Year • The establishment and distribution of new Boards and Commissions Brochure in conjunction with the Public Information Office • 167 safe and community focused Special Events were permitted • Ordinance Updates: • 30 Individual Boards and Commissions in conjunction with the Legal Department • Motorized Vehicles For Hire • Taxi Business and Driver Permits • TNC Transportation Network Companies • Paperless liquor license approval process established • A detailed online information page established for the Alliant Amphitheater usage in conjunction with the Leisure Services Department and Legal Department • Established a Dubuque presence on the Francophone/Francophile Cities Network webpage • Examination of Public Records Administrative Policy updated Future Initiatives • Establish a "Notify Me" email notification system for the Boards and Commissions vacancies • Establish the Sister City Relationships Advisory Commission as a 501 c3 non-profit organization to expand its mission • Establish a new Mobile Vender application by combining current, similar applications to streamline the process • Continued execution of records reorganization, retention and management Performance Measures City Clerk's Office -Activity State 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. -148- CITY CLERK'S OFFICE Goal: Financially Responsible & High Performance Organization Outcome #1: Provide the Mayor and City Council information 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. • Emphasize electronic access initiatives that increase information availability while reducing cost. • Promote the "Notify Me" feature on the City of Dubuque's website www.cityofdubugue.org enhancing citizen's accessibility to City Council agenda documents, related supporting documents, video feeds of meetings, and past and current minutes. • • Agenda Items 1148 1039 1023 1063 1141 Resolutions 352 320 352 291 481 Ordinances 56 51 66 54 67 CITIZEN SUBSCRIBERS "Notify Me" Subscribers 334 388 439 479 523 Council Events Calendar 83 City Clerk Events Calendar 51 What's in it for me...(WIFM)? Citizens can access a video explaining how the City of Dubuque City R Council meetings function and learn the procedures set by code governing such things as public participation and council actionable items at www.cityofdubugue.org -149- CITY CLERK'S OFFICE Outcome #2: 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 so they can access pertinent documents in a timely and more efficient manner. The Department will accomplish this objective by focusing on the following: • Sorting, scanning and archiving documents effectively allowing increased and improved access to maintain and preserve materials online. • Working toward succession planning to provide appropriate cross training among staff, as well as, provide opportunities to encourage certification and higher education for staff; saving tax dollars through efficiencies and sharing of office duties. • Maintaining exceptional customer service through a high level of integrity to encourage citizen collaboration. OFFlCIAE PROCEEDINGS CITY COUNCIL CITY OF DUBUQUE THE YEAR 1906. e What's in it for me? Citizens can access pertinent documents in a timely and more efficient manner as well as increasing staff's ability to respond quickly and accurately to customer requests thus bolstering a more transparent government. Example of accessible, searchable documents include: • Resolution Lists - 1981 to present • Ordinance Lists — 1981 to present • City Council Official Proceedings - 1907 to present • City Council on line agendas - 2011 to present • City Council electronic agenda packets — 2000 to present • Other Archived documents -150- CITY CLERK'S OFFICE A&- a. Goal: Partnering for a Better Dubuque Outcome #3: 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 ensure that pertinent documents are readily available and accessible to the public in a timely and efficient manner. 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 allowing them to engage city services in a knowledgeable and convenient manner. • Working 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. • Recruit and retain a diverse, inclusive, and qualified pool of boards and commission applicants by: Using multiple forms of advertising, announcements and search strategies designed to find qualified applicants Including wording that emphasizes the city's commitment to diversity Identifying new and creative avenues to publicize the position Engage in inclusive recruitment activities and proactive outreach . -151- CITY CLERK'S OFFICE PARTNER CONNECTIONS Special Event permits issued 126 139 123 132 167 Liquor license applications processed 258 276 279 260 240 Tobacco permit applications processed 68 75 80 86 82 Other Licenses issued (Bike, Peddler's,Transient Merchants,Taxi Company/Drivers) 189 220 231 238 220 Boards & Commission applications processed 1 84 1 122 1 88 1 101 1 87 Civil Service tests administered 22 17 20 16 91 Civil Service applicants tested 1013 1038 708 682 15 What's in it for me..(WIFM)? The City Clerk's Office is located on the first floor of City Hall and is open from 8.00 a.m. to 5.00 p.m. Monday through Friday for face to face communications as well as providing an extensive amount of information and fillable applications from the City's website at www.cityofdubugue.org. Allowing citizens to do business based on their availability rather than traditional City Hall hours. -152- Recommended Operating Revenue Budget - Department Total 73 -CITY CLERK'S OFFICE FY15Actual FY16Actual FY17 Adopted FYIS Recomm'd Fund Account Account Title Revenue Revenue Budget Budget 100 42105 BUSINESS LICENSES 6,835 6,275 7,100 6,275 100 42110 CIGARETTE LICENSES 8,425 7,785 8,000 7,785 100 42115 BEER/LIQUOR COMB-LICENSE 123,202 120,086 120,000 120,086 100 42130 BICYCLELICENSES 560 640 500 580 42-LICENSES AND PERMITS 139,022 134,786 135,600 134,726 100 51965 EVENTS REVENUE 4,900 7,650 5,000 7,650 100 51981 COPY SERVICE CHARGES 0 0 0 0 51-CHARGES FOR SERVICES 4,900 7,650 5,000 7,650 100 53208 SPECIAL EVENT DEPOSIT 7,622 10,050 8,000 10,000 100 53620 REIMBURSEMENTS-GENERAL 529 598 300 5,702 53-MISCELLANEOUS 8,151 10,648 8,300 15,702 100 59610 FR WPC OPERATING 23,908 13,037 27,767 44,176 100 59620 FR STORMWATER OPERATING 4,740 9,099 8,846 10,178 100 59630 FR PARKING OPERATING 4,244 4,694 4,564 5,082 100 59640 FR WATER UTILITY 23,214 0 0 2,702 100 59670 FR REFUSE COLLECTION 30,948 35,360 34,376 36,070 100 59940 FRDMASWA 13,419 14,526 14,122 22,088 59-TRANSFER IN AND INTERNAL 100,473 76,716 89,675 120,296 73-CITY CLERK'S OFFICE TOTAL 252,546 229,800 238,575 278,374 -153- Recommended Operating Expenditure Budget - Department Total 73 -CITY CLERK'S OFFICE FY15 Actual FY16 Actual FY17 Adopted FY IS Recomm'd Fund Account Account Title Expense Expense Budget Budget 100 61010 FULL-TIME EMPLOYEES 192,557 197,791 205,221 207,625 100 61020 PART-TIME EMPLOYEES 0 2,505 0 0 100 61050 OVERTIME PAY 5,860 3,775 3,000 3,000 100 61091 SICK LEAVE PAYOFF 10,900 10,900 4,621 0 100 61310 IPERS 17,718 18,224 18,944 19,158 100 61320 SOCIAL SECURITY 15,778 16,136 16,581 16,412 100 61410 HEALTH INSURANCE 42,840 48,411 47,700 47,700 100 61415 WORKMENS'COMPENSATION 689 701 753 797 100 61416 LIFE INSURANCE 184 184 411 362 100 61655 CAR ALLOWANCE 3,830 3,845 3,912 3,912 61-WAGES AND BENEFITS 290,356 302,472 301,143 298,966 100 62010 OFFICE SUPPLIES 2,087 1,177 1,891 1,200 100 62030 POSTAGE AND SHIPPING 1,071 1,147 1,125 1,147 100 62031 PROCESSING MATERIALS 333 318 357 324 100 62050 OFFICE EQUIPMENT MAINT 206 219 210 224 100 62061 DP EQUIP.MAINT CONTRACTS 1,154 1,604 1,605 1,395 100 62090 PRINTING&BINDING 39 1,146 1,012 1,699 100 62110 COPYING/REPRODUCTION 677 647 678 647 100 62120 CODE SUPPLEMENTS 8,151 9,452 9,000 9,641 100 62130 LEGAL NOTICES&ADS 21,134 14,462 21,500 14,752 100 62170 SUBSCRIPTIONS-BOOKS-MAPS 636 536 687 547 100 62190 DUES&MEMBERSHIPS 2,225 2,195 2,305 2,245 100 62204 REFUNDS 9,041 9,634 10,000 12,000 100 62208 GENERAL LIABILITY INSURAN 1,605 1,610 1,681 1,748 100 62230 COURT COSTS&RECORD FEES 2,645 3,011 2,750 3,071 100 62240 MISCELLANEOUS 0 300 0 0 100 62310 TRAVEL-CONFERENCES 616 108 2,425 3,930 100 62320 TRAVEL-CITY BUSINESS 0 310 543 135 100 62340 MILEAGE/LOCAL TRANSP 99 155 145 160 100 62360 EDUCATION&TRAINING 2,794 2,843 6,455 6,050 100 62421 TELEPHONE 3,089 2,481 2,344 948 100 62424 RADIO/PAGERFEE 280 287 287 295 100 62436 RENTAL OF SPACE 444 504 504 514 100 62645 SPECIAL EVENTS 773 1,148 3,000 2,500 100 62663 SOFTWARE LICENSE EXP 45 42 0 43 100 62684 CIVIL SERVICE EXPENSE 4,293 9,921 16,378 13,250 100 62698 ELECTION EXPENSES 0 24,791 0 40,000 100 62716 CONSULTANT SERVICES 1,662 0 0 0 100 62761 PAY TO OTHER AGENCY 0 5,590 0 5,702 62-SUPPLIES AND SERVICES 65,099 95,638 86,882 124,167 100 71211 DESKS/CHAIRS 0 1,100 0 0 100 72418 TELEPHONE RELATED 437 0 0 0 71-EQUIPMENT 437 1,100 0 0 73-CITY CLERK'S OFFICE TOTAL 355,892 399,210 388,025 423,133 -154- Recommended Expenditure Budget Report by Activity & Funding Source 73 -CITY CLERK'S OFFICE CITY CLERK FUNDING SOURCE:GENERAL Account FY16 Actual Expense FY17 Adopted Budget FYIS Recomm'd Budget EQUIPMENT 1,100 0 0 SUPPLIES AND SERVICES 95,638 86,882 124,167 WAGES AND BENEFITS 302,471 301,143 298,966 rTCITY CLERK 388,025 Y CLERK'S OFFICE TOTAL $388,025.00 -155- CITY OF DUBUQUE, IOWA DEPARTMENT DETAIL -PERSONNEL COMPLEMENT 73 CITY CLERK FY 2016 FY 2017 FY 2018 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 100 9350 Contract CITY CLERK 1.00 $ 97,553 1.00 $ 100,007 1.00 $ 100,201 100 8925 GE-29 ASSISTANT CITY CLERK 1.00 $ 52,720 1.00 $ 56,752 1.00 $ 58,033 100 8875 GE-26 PERMIT CLERK 1.00 $ 45,697 1.00 $ 48,462 1.00 $ 49,391 TOTAL FULL TIME EMPLOYEES 3.00 $ 195,970 3.00 $ 205,221 3.00 $ 207,625 TOTAL CITY CLERK'S OFFICE 3.00 $ 195,970 3.00 $ 205,221 3.00 $ 207,625 -156- CITY OF DUBUQUE,IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2016 FY 2017 FY 2018 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET City Clerks Office 10073100 61010 100 9350 CONT CITY CLERK 1.00 $ 97,553 1.00 $ 100,007 1.00 $100,201 10073100 61010 100 8875 GE-26 PERMIT CLERK 1.00 $ 45,697 1.00 $ 48,462 1.00 $ 49,391 10073100 61010 100 8925 GE-29 ASSISTANT CITY CLERK 1.00 $ 52,720 1.00 $ 56,752 1.00 $ 58,033 Total 3.00 $ 195,970 3.00 $ 205,221 3.00 $207,625 TOTAL CITY CLERK'S OFFICE 3.00 $ 195,970 3.00 $ 205,221 3.00 $207,625 -157- This page intentionally left blank. -158- ITY CLERK' S FFI • L. -016 � ' RESENTS . 5 Aar n Fiscal Year 2018 Recommended Budget City Clerk's Office FY18 Budget Presentation 0 c1:5 CL 4-4N t1.0 CO 00 U- N U 4- C U a U 0 � L V s- CD Q.� V (...)• V o • • CCI Ca co C7 CD In J a co '- s • • W U +� I441,. 411.44,, ,,� 4 CE: 77HC A UH 0 NS A : 1 (A TNNG Iowa Municipal Professionals Academy WAptXlA ,ys, : 'm International Institute of Municipal Clerks '2ypAL ��+= Professionalism in Local Government Iowa Municipal Finance Officer's Association pal P O International Institute of Municipal Clerks c,f; Iowa League of Cities Conference 111111Mr ' Ef; 1 2 Northeast Iowa Regional League ArnEmY1 Growing Sustainable Communities Conference East Central Iowa Clerks Association Q Dubuque County Clerks IOWA .� SUSTAINABLE LEAGUE vJ DUBUQUE OfCITIES Diversity Conferences / Summits City Clerk's Office FY18 Budget Presentation C 0 MMHTTEE MEM : E ° SHIL S • Intercultural Competency Communications Team • Employee Wellness Committee • Prescott Elementary School Partnership Committee • Employee Recognition Committee City Clerk's Office FY18 Budget Presentation TiWA DUTESASEVIES City Council Support • Produce and finalize accurate records of the legislative actions of the City Council and provide accessibility to the public. • Permanently protect and preserve the vital legislative records adopted by the City Council as the statutory custodian of records • City Council election materials • Posting , publication and processing of public notices and official documents in compliance with state and local law City Clerk's Office FY18 Budget Presentation AGEN n 38,,,,, 0 CEss 1 [Items Subteo City Clerk mitFor Citydt Council Meeting J City Clerk compiles Archive all and structures all documents: agenda items: Thousands of pages Resolutions, permanently Contracts, archived Agreements, Correspondence 1 t Agenda is posted online, sent to media, Publication citizens and prepped for Cable TV —‘-1 il--1 Document Execution: Official Record Signatures, recording, keeper for City distribution Council meeting City Clerk's Office FY18 Budget Presentation .„ ., _•... ... ..,... ..:* . . •:.7 , .:11 '!"../ • :..t." ' .. . . . , . .' L. . . r... ... .s. , . .....,.. _______ . .. „.., . . ,_ -----------.4,_. ,.. ,---------- ____ , , ,... . .. x.,:, „,,. . 7.,:_.„:„.,.....,„ ....,,,, , ,.,„ ,.L. 5 y i• - , , ,, . \''.i• •\ i'fr , •• -er,-..,c,, _,,..tr_.., - .' ,. ,4, '- , ' '. --,;,...• , . ' ! -- e i ,, _ . . .. .. . t • , I i I 1 wrnip.._ amp-- 7 - - — ,,. ! apl ..,_, • , • — . a A -.1-•I - - . •—a...-1'wania- Li„... , ____. . '..--.- - . ._,..---,..-..:-- , . .:•2"-.--ifit.,t-7 ' •-:---1' -. • • . . 1111VIN0011 WIILIIIIIIIIII., 1 1 MN MI di ligar' 11 - - . • ________ ' 's• . - . - • 21 4 ,C1T 1r.• • - --1".111116--"---A. , i 1 . i Vi 1. ________ ER [1,,,, _I/ 1 • . - 1 . I - : .---- --.'" ; ,mi• •----„,.;-•• ••.‘40 ••,:" _ --- semi !C -- - '''''''''.:".:-.-7: --,:-;;•e7S4.k.,•.., •-••-rti ..--d,If 17. ----- ••••-'" J _ M - . • •'.,'''::!r..tc.i'c,;.*7*.;'.•c.',.'''.'N,•••..--A'.•V, -. . .:'-...--•,-----• =-•.- __--------------'-'----------------' .;:••••!••••49ftii....1.:J.--,..:'•'-',--:, '''',.,,,,;,;„'., ... ' • ••• -- ' •Witligirt•,.41'''' ' ''.14,•,' k- .... .. .------ ,. .•.- ii..IIII1iuIIlIlIl .44_•WIL____ City Clerk's Office FY18 Budget Presentation • All original resolutions and ordinances ler— • City Council Official Proceedings - 1907 to present OFFICIAL PROCEEDINGS w nis CITY • City Council online agendas — 2011 to present C COUNCIL of flu QTY OF DUBUQUE • City Council electronic agenda packets — 2000 to present ma THE YEAR 1906, CITY OFFICERS FOR YEAR 1906 :." ,� nxrrvt°�+anx -- tNotx_e.>i f^tir_p:..... 4 664:4.N I. r -..l.__.b.t �bw_MYItwWm = f..IA T i •.61r...v.. WO•..v.nx ...o r.-_^"gATlgvgQ A\ r_.....87.•1. r4•m ed ........ S .....�Izr.- � KIL-.._t.tz, bM� . www. cityofdubuque . org .W r.. .Msrw.n{..ArW Nw.` 1 n'.�Mm A n f�Ct A., ,_µfl r.4, .. «4:4'42'4V W My !4+r..T•.-Wi ct. �•I OF t9 _ d Mr aM t.r?,Isis/A...mow". 6My.• "Iavx Woman • •-.....47.:6C. "..44.:''''.p�moto w".:.n,MO.,.. ' YTANDINC CO .. ti4....LT:iy +wnw...,m .. '..J.. 4 u•v..,.i6.6.rad, HHtrl'164. T� .-A4 747.14174...Z x... u.... n.14 1'v. - a-4... .4 ' .�....... 4S .�•,.ry YOA.. .....iiia...".,",- Iv1 ,l .a..w...s M .... 07.1-4 i..¢ d T,.„,. tz ae.... a Y�`Y'T 4r .-.0 .ALL �..nw..,,, "—A�'iMa.iks�`, ...,•c4.... .,v. vy tev'a>N,.4 .-.7......7....0.....j'Y..Jw...j,evM. d • . ...... ...-.w4 ab ... iN rCa....... 0.1 F4... .0. . ww.. lyY.wOl.b .. t•..M .....•4.._ �_. .... V.M +M. .66rx �___ b�v.vya.a„ ....aiA.m.vv.. 1`y17..111.....S.14..IO7.. — We*. ,..1.,.,7,:7.7. C.r...4....1�'a M.v aa..-a.co...I.1. ' omar.N..,.,Ism City Clerk's Office FY18 Budget Presentation �9 97Y A D D UTIIES . Issuance of License and Permits Boards and Commissions • Beer, wine, and liquor licenses - 243 • Track membership • Bicycle licenses - 87 • Oaths of Office • Business licenses - 43 • Orientation o Secondhand Dealers o Pawn Brokers Civil• Junk and Salvage Sales Service Commission • Food vender license - 3 • Meetings • Special event, festival, and parade permits - • Test Administration 210 • Applicants tested • Solicitors license - 6 • Hearings • Tobacco / vapor permit - 82 • Taxi - 78 Sister City Relationships Advisory o Business Commission o Drivers ■ Dornbirn Austria Customer service to citizens and staff • City Hall general information center • Handan, China • Animal impound intakes • Notary Public services ■ Pyatigorsk, Russia City Clerk's Office FY18 Budget Presentation The City Clerk's Office fielded 3 E phone calls in FY 16 for a total of 663 hours of stakeholder contact. Total Calls J FY 16 39, 115 i FY 15 35,4 FY 14 24, 4 0 5,000 10,000 15,000 20,000 25,000 30,000 35,000 40,000 City Clerk's Office FY18 Budget Presentation S1 ?--'ECI A L Ev. VENUS ,... , , 1 . .. . .,.... f„. 11 414 I "IAA• , 4 flq lr ;i lir Li II . - ,lpi 1 44 . illtil ~ to 4.F I .- -- :��'' ik, ■` * 14_RFj►� ji, 7 • It; ; 16 sip i 4 It . ' 41 .1. Y• I� *c ,Jcr 111611 F . !` lilti + baa + �`••y . . I if.' - - e .•..... . ..-_ I', 7 ' e' .fin-' ..±_.. .:74:z.'414/.. ' -,..- ' ' -1 air -„tia . , , i.v, . r T 44 7..x(..„,iii, ... . . ie. .t r. rit.:Aill.. a ' ..- r;jippl „et ) r_. . r f1 ,.4 g�9 11 12 IL 4 •5 `V6r 1T t8 t9'2t?• , City Clerk's Office FY18 Budget Presentation : 0 ,i.\,_, ,_7,_ID S A D_D C 0 MMHSSH 0 NS _�_ , ,_,_ "_7-- ri IIIIICT—p -mos:" ' ' 1.'"--411 . _ 1‘..'* .• .-.:-' Ir- I . lapimimr _ .,_ . .... . IL F 4 ,� r 1 � y �_ 1'l Ate* _ , �-s�� � -I 1!�1 ' I. Armilmi % 471 !'- . ! ' lir Mit _ c Membership Applications --B.t. , 4*_ .• ., 4 . Vacancy notifications • Oaths of Office - �fI • Annual orientation *, • Annual Recognition Picnic { I. City Clerk's Office FY18 Budget Presentation ` THECrrYOF Du�bu�qu Commission Members Addresses - \.__. _ DUBi E Ira Masterpiece on the Mississippi .,.,1,2.,„- n, I I ,-......„..r ) tin • •! s-, ,/ f ) • r hti,#% i � . r ma y! s It c--/J7--, i ) : �r r— • • ••.- 1 _ • r • • • l• --q. 1 ••• •• , -TT • •• Nis. f / , , •• • • • 3 rte' �J • S . )')-- --- 4 \4c j... ...:.., ,,,_, , J il r' w n Legend DISCLAIMER This ink/cream ian as act,1 d mouths 1 1 iX , W buQua Moa CoopapMo th the City SrAam Lean 8),wln� J includes tlwa creaaa a7 banIha City of OlI.tie ity I ft W ouqua Cauary.It is undefatoad that and the Ciy of W buQua end particles/boo Kenos,uehed the mod anent • Commissioners Addresses �_ S dU0.CCadte internebn wettable DA 15ana lls sut;dics do .L,t \ not warren the aenraci or easels.,of the ilaonnalirnn data „,� Ste,_ —1. comemoa nude III Ciy a no pashapetiro emotes shah no: /City limits { ~� C' �Mhatdwltmes arvy araa.mdhecl ircldsrustconseaueohm \ \ 9penai en,ueas wnemar toreseaataea --_-- wroleseeahle inning aLL of the authorized or uroudpn[ed City Clerk's Office FY18 Budget Presentation LI 0 ,i,\7 _JD)S A '3 C 0 MMHSSH 0 NS . _______________ ..___ .. __ __:...........________ _.._ P I ab. i r... • _ r It-..gaillim . .... figninir - .• giladi-- la vat ,liiii I . . .... . IL F 4 ,� r 1 � •� y �_ 1'l Ate*ir__,11 _ , �-s�� 14 � ��l 1L : 1. .... . r !�1 ' I. .....mr 1 jg 1 -km ., _4 .^ = - - 4- .,..,... _ _ ,. __ _ . , .-,- ,,,, -. ,-,,,. . .., .. ., •-ii. , , - . , ' J ' A. . pi Civil Service Commission ,., . „ti - Meetings ill t-- '1 . . ,% Test administration — 15 titt iviivr .:, .—� tt ' . - *, Applicants tested - 420 a� 1 Hearings City Clerk's Office FY18 Budget Presentation CHTYo UNECIEL 0 LCY AGEN D Goal : Goal : Fiscally Responsible 1 High-Performing Partnering for a Better Dubuque: Organization People, Planning and Partnerships Outcomes : Outcome: - Easy, convenient access to City - Increase resident engagement in the information and services by residents. City's governance process - Transparent City government Value to Residents : - Residents enjoy more ownership in the Value to Residents : end product; more residents involved - Professional , customer-oriented service in the process and support the outcome. City Clerk's Office FY18 Budget Presentation CHTY UNCHI IIICY IGEN D A Goal : Social/Cultural Vibrancy Outcome, - Continue to become an inclusive community in which all feel welcome and included , and leaving no one behind - Become a regional hug for arts and culture - Have citizens feeling they are part of the solution - Maintain Transparency and increase trust in City Government Value to Residents: - Equal treatment for all by City staff - City services are available for all and delivered in an equitable and fair manner - Opportunities to experience arts and culture City Clerk's Office FY18 Budget Presentation ACC PIHSHMENTS 1VI : f.. • �pNux+ mr' The establishment and distribution of new Boards andu % *44 Commissions Brochure in conjunction with the Public Information Office BOARDS and COMMISS • Permitting of 200+ safe and community focused Special Events affecting thousands of participants • A more detailed online information page established for the e Alliant Amphitheater in conjunction with the Leisure Services EVENTS Department and the City Attorney's OfficeAgreefnent and Permit Application DUB S 4bsvneF n w�Wk • Paperless Liquor license approval process established in conjunction with the Iowa Alcohol Beverage Division rnari.'**ybwinR 9Nu i'dckH P^*'A<il Rn'uatihk.4rnvvncd t:mr �4+IurS a1C^I+nik:Fx wrn4's:n • Established a Dubuque presence on the it J•a R�X51 t viW2 ref.Yak's eNlinfu.+;.qtr+ fm Arr..Nu Francophone/Francophile Cities Network webpage • Organization of archived records stored off-site i6n Nf Lrwna Lie hcs tr• ..Ji..i City Clerk's Office FY18 Budget Presentation UTU2 � HNT1JlL1VES • Establish a "Notify Me" automated notification system for the Boards and Commissions vacancies • Establish a new Mobile Vender application by combining current, similar applications to streamline the process • Establish the Sister City Relationships Advisory Commission partnership and Memorandum of Understanding with the Convention and Visitors Bureau • Ongoing records organization plan • Explore digitizing records currently on microfilm City Clerk's Office FY18 Budget Presentation ❑ D GEU Expenditures by Category by Fiscal Year $0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000 $350,000 I $1 , 100 Equipment $0 $0 $124 167 Supplies/Services $86,882 $95,638 +,298,966 Employee $301 , 143 Expense $302,471 ■ FY 18 Request ❑ FY 17 FY 16 City Clerk's Office FY18 Budget Presentation h . ou • rf n • For more information and access to on line recourses , please visit www. cityofdubuque . org.