City Clerk's Office FY19 Budget PresentationCopyrighted
February 7, 2018
City of Dubuque Public Hearings # 4.
IT EM T IT LE:City Clerk's Of f ice FY2019 Budget Presentation
SUM MARY:
SUGGEST ED DISPOSIT ION:
ATTACHMENTS:
Description Type
FY19 City Clerk's Office Budget Rec ommendation Supporting Documentation
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City Clerk
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CITY CLERK
Budget Highlights
FY 2017
Actual
FY 2018
Budget
FY 2019
Requested
% Change
From FY 2018
Budget
Expenses
Employee Expense 305,852 298,966 310,243 3.8%
Supplies and Services 61,076 74,526 86,613 16.2%
Election Expense —40,000 —0.0%
Code of Ordinances Updates 9,407 9,641 9,407 -2.4%
Machinery and Equipment 351 —405 0.0%
Total 376,686 423,133 406,668 -3.9%
Resources
Administrative Overhead Recharges 89,675 120,296 115,677 -3.8%
Operating Revenue 145,639 158,078 151,254 -4.3%
Total 235,314 278,374 266,931 -4.1%
Property Tax Support 141,372 144,759 139,737 (5,022)
Percent Increase (Decrease)--w/o election exp & Code of Ordinance Update 37.0%
Percent Increase (Decrease)--w/ election exp & Code of Ordinance Update -3.5%
Personnel- Authorized FTE 3.00 3.00 3.31
Improvement Package Summary
1 of 2
This decision package would provide funding for the conversion of City Council records (1837-1980)
from microfilm to laserfiche. There is an increasing need for access to these records by staff for
researching the history on Council proceedings, property records, ordinances, street information, and of
late, agreements with railroads. While microfilm is searchable, it is immensely time consuming, and the
only reader resides at the library. Over time this medium may become obsolete. Hard copy versions
reside at the Center for Dubuque History at Loras College.
This decision package could be phased over 2 or 3 fiscal years. The $650 pickup/delivery cost could be
eliminated if the City delivers and picks up the rolls and hard drives. It is assumed a hard drive would
be provided for each phase. Postal shipping is not advised due to the rare nature and delicacy of the
records.
Related Cost:$12,595 Tax Funds Non-Recurring Recommend - Yes
Related Revenue:$5,988 Administrative Overhead Non-Recurring
Net Property Tax Cost:$6,607
Property Tax Impact:$0.0026 0.02%
Activity: City Clerk
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2 of 2
This decision package would provide funding for a clerical intern through Loras College. The focus of
the clerical intern would be on preparing a variety of records, files and logs; sort, classify for scanning
and creating a repository in Laserfiche according to established guidelines. This allows for the effective
and time saving searching of important records currently filed by hard copy.
The importance of incorporating these electronically archived materials into the City’s existing
searchable repository allows convenient access by all departments to electronic documents for making
informed, educated, and effective decisions.
Funding for 75% of this position is paid for by a grant through Loras College Great Lakes Program.
Grant funds my cease at any time. If grant funding for this position ends, the position ends. This intern
program through Loras College requires the City of Dubuque to pay the upfront the interns wages and
social security costs, then request reimbursement from Loras College in the amount of 75% of each
total semester cost.
Related Cost:$8,268 Tax Funds Recurring Recommend - Yes
Related Revenue:$6,201 Loras College Grant Non-Recurring
Net Property Tax Cost:$2,067
Property Tax Impact:$0.0008 0.01%
Activity: City Clerk
Significant Line Items
Employee Expense
1. FY 2019 employee expense reflects a 1.5% wage package increase.
2. The Iowa Public Employee Retirement System (IPERS) City contribution increased from 8.93%
in FY 2018 to 9.44% in FY 2019. This resulted in an increase of City IPERS expense of $1,080
in the City Clerks Office.The employee contribution increased from 5.95% in FY 2018 to 6.29%
in FY 2019.
3. The City portion of health insurance expense decreased from $1,325 in FY 2018 to $1,193 in FY
2019 per month per contract which results in annual cost savings of -$4,770 or -10.00%.
4. Overtime is unchanged from $3,000 in FY 2018 to $3,000 in FY 2019. FY 2017 Actual was
$4,107.
Supplies & Services
5. Code Supplements decreased from $9,641 in FY 2018 to $9,407 in FY 2019 based on FY 2017
Actual of $9,407 plus 0%.
6. Civil Service decreased from $13,250 in FY 2018 to $12,488 in FY 2019 based on FY 2017
actual of $12,488.
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7. Legal Notices and Ads increased from $14,752 in FY 2018 to $15,734 in FY 2019 based on FY
2017 Actual of $15,734. The City Clerk's Office began recharging departments for notices in
FY 2016.
8. Election decreased from $40,000 in FY 2018 to $0 in FY 2019 and is typically an every other
year expense.
9. Refunds decreased from $12,000 in FY 2018 to $10,926 in FY 2019 . This line item represents
special event deposit refunds and the liquor license refunds. This expense is offset by the
events revenue line item.
10. Sister City increased from $0 in FY 2018 to $5,765 in FY 2019 due to being moved to the City
Clerk budget from the City Council budget in Fiscal Year 2019. The City Clerk oversees the
Sister City program in conjunction with the Convention and Visitors Bureau.
Revenue
11. Beer/Liquor Combination Licenses decreased from $120,086 in FY 2018 to $111,793 in FY
2019 based on FY 2017 actual of $111,793.
12. Revenue received from Enterprise Funds for administrative overhead charges decreased from
$120,296 in FY 2018 to $115,677 in FY 2019. Election expense is typically an every other year
expense and there are no elections budgeted in FY 2019.
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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.
SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE
LEADING TO OUTCOMES
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CITY CLERK’S OFFICE
Resources and Property Tax Support
The City Clerks Department is supported by 3.31 full-time equivalent employees, which accounts for
76.29% of the department expense as seen below. Overall, the departments’ expenses are expected to
decrease by -3.89% in FY 2019 compared to FY 2018.
Expenditures by Category by Fiscal Year
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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.
Position Summary
FY 2019
City Clerk 1.00
Assistant City Clerk 1.00
Permit Clerk 1.00
Intern-Seasonal 0.31
Total FT Equivalent
Employees
3.31
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 with the Personnel Department.
Permits and Licenses Administered:
• Alcoholic beverage sales and service licenses
• Bicycle
• Second-hand merchandise dealers
• Solicitors licenses
• Taxi company and operator licenses
• Tobacco sales
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CITY CLERK’S OFFICE
Special Events: Processes requests for special events, festivals, and block parties through an on
line permit process and with 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.
Highlights of the Past Year
• Files from 1920 through 1980 stored at the Historic Federal Building sorted and original
documents categorized enabling a better searching process. - records reorganization,
retention and management.
• 213 safe and community-focused Special Events were permitted.
• Permit Clerk began attending Iowa Municipal Professionals Institute implementing
department succession planning.
• Established a “Notify Me” email notification system for the Boards and Commissions
vacancies.
• Establishment of the Resilient Community Advisory Commission in conjunction with the
Sustainability Coordinator.
Future Initiatives
• Amend Boards and Commissions application to include demographics information in
order to support the City’s commitment to diverse representation of the community in
appointed positions.
• Establish a new Mobile Vender application by combining current and similar applications
to streamline the application process.
• Continue execution of records reorganization, retention and management.
• Implement an electronic process for event organizer to utilize previous event information
in submitting future event applications.
• Establish the Sister City Relationships Advisory Commission as a 501c3 non-profit
organization to expand its mission.
• Install Sister City signage to raise awareness of and promote Dubuque’s international
partnerships.
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CITY CLERK’S OFFICE
Performance Measures
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 government.
Goal: Financially Responsible, High Performance City Organization
Outcome #1: Transparent City government and access to decision-making processes,
including availability of user-friendly technology options.
The Office of the City Clerk strives to provide documents efficiently and accurately that allow
the Mayor and City Council to make educated, effective and informed decisions while providing
residents access to the same information.
This objective is accomplished by:
• Preparing, distributing and posting agenda materials, minutes and public
hearing documents in a timely, efficient, and streamlined manner.
• Promoting the “Notify Me” e-mail notification feature on the City of Dubuque’s
website www.cityofdubuque.org to enhance citizen accessibility to City Council
agenda documents, related supporting documents, video feeds of meetings,
and past and current minutes.
COUNCIL ACTIONABLE ITEMS
IITEMS FY 12 FY 13 FY 14 FY 15 FY 16 FY 17
Agenda Items 1148 1039 1023 1063 1141 1138
Resolutions 352 320 352 291 481 412
Ordinances 56 51 66 54 67 58
CITIZEN SUBSCRIBERS
IITEMS FY 12 FY 13 FY 14 FY 15 FY 16 FY 17
“Notify Me” Subscribers 334 388 439 479 523 525
Boards and Commission Vacancies List 13
Council Events Calendar 83 92
City Clerk Events Calendar 51 52
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CITY CLERK’S OFFICE
What’s in it for me… (WIFM)?
Citizens can access a video explaining how the City of Dubuque City
Council meetings function and learn the procedures set by code
governing such things as public participation and council actionable items
at www.cityofdubuque.org
• Financially sound and responsible City government
• Easy, convenient access to City information and services
• Service value for taxes and fees
Outcome #2: All users have access to a variety of user-friendly services that provide an
efficient connection to secure City information and data.
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.
This objective is accomplished by focusing on the following:
• Sorting, scanning and archiving documents to allow convenient access to
searchable, electronically archived materials.
• Working toward succession planning by providing appropriate cross training,
continuing education and certification opportunities for staff; saving tax dollars
through efficiencies and sharing of office duties.
• Maintaining exceptional customer service through high-level professional
knowledge and integrity.
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CITY CLERK’S OFFICE
What’s in it for me?
Citizens, City staff, candidates, voters and media can access pertinent
documents in a timely and efficient manner as well as increasing staff’s
ability to respond quickly and accurately to customer requests thus
bolstering a more transparent government.
• Easy, convenient access to City information and services
• Secure City information, including personal information
• Leveraging community resources - bigger “bang” for tax dollars
Goal: Experiences and Activities
Outcome #3: Safe community events and festivals that bring the Dubuque community
together - residents meeting residents.
The Office of the City Clerk works directly with multiple entities through the Special Events
application/permitting process to ensure that residents and visitors enjoy many quality and safe
fairs, festivals, parades and other special events that occur each year within the City.
This objective is accomplished by focusing on the following:
• Provide citizens, agencies and departments with relevant and consistent
information pertaining to services, programs, and regulations to help insure
robust family oriented activities for all generations.
Community Events
ITEMS FY 12 FY 13 FY 14 FY 15 FY 16 FY 17
Special Event Permits Issued 126 139 123 132 167 213
Value to residents:
• Diverse and abundant choices for residents’ leisure time
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CITY CLERK’S OFFICE
Goal: Partnering for a Better Dubuque
Outcome #4 - Increased, meaningful resident engagement in City governance
processes.
The Office of the City Clerk works to recruit and retain a diverse and qualified pool of boards
and commission applicants.
This objective is accomplished by focusing on the following:
• Using multiple forms of inclusive advertisement, announcement and search
strategies designed to find diverse and qualified applicants.
• Include wording that emphasizes the city’s commitment to diversity and inclusion.
• Engage in inclusive recruitment activities and proactive outreach
• Keep current members informed and engaged through relay of City information
and educational opportunities.
PARTNER CONNECTIONS
ITEMS FY 12 FY 13 FY 14 FY 15 FY 16 FY 17
Members Appointed 86 72 48 76 66 68
Boards & Commission applications processed 91 122 88 101 91 80
Value to resident:
• More ownership of “end” products - residents involved in the process and
support outcomes
• Opportunities to become involved in City governance and planning
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CITY CLERK’S OFFICE
Outcome #5 - Partnering for equity among all residents
The Office of the City Clerk works directly with the Civil Service Commission and the Personnel
Department to ensure fair practices in the promotion of Civil Service positions which lead to a
diverse pool of qualified candidates.
This objective is accomplished by focusing on the following:
• Overseeing entry-level and promotional written tests to ensure the integrity,
unbiased and impartial testing process.
PARTNER CONNECTIONS
ITEMS FY 12 FY 13 FY 14 FY 15 FY 16 FY17
Civil Service tests administered 22 17 20 16 15 23
Civil Service applicants tested 1013 1038 708 682 420 667
Civil Service applicants certified for
potential employment 383 354 450 396 349 307
Value to resident:
• Opportunities to become involved in City governance and planning
• More ownership of “end” products - residents involved in the process and
support outcomes
Outcome #6 - Provide City services responsive to the community
The Office of the City Clerk works directly with multiple entities through the application,
licensing/permitting process to promote an environment that leads to compliance with all State
laws and local ordinances.
This objective is accomplished by focusing on the following:
• Provide citizens with relevant and consistent information pertaining to State and
local regulations.
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CITY CLERK’S OFFICE
• Emphasize electronic access initiatives that increase information availability to
all.
PARTNER CONNECTIONS
ITEMS FY 12 FY 13 FY 14 FY 15 FY 16 FY17
Liquor license applications processed 258 276 279 260 243 279
Tobacco permit applications processed 68 75 80 86 82 82
Other Licenses issued
(Solicitor, Secondhand, Taxi Company/Drivers, etc.)108 123 128 127 133 130
Bike Licenses 81 97 103 111 87 62
Value to resident:
• Financially sound and responsible City government
• Service value for taxes and fees
• Customer-focused City service delivery
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.cityofdubuque.org. Allowing citizens enabling citizens to conduct business 24/7.
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Recommended Operating Revenue Budget - Department Total
73 - CITY CLERK'S OFFICE
Fund Account Account Title
FY16 Actual
Revenue
FY17 Actual
Revenue
FY18 Adopted
Budget
FY19 Recomm'd
Budget
100 42105 BUSINESS LICENSES 6,275 6,375 6,275 6,375
100 42110 CIGARETTE LICENSES 7,785 8,225 7,785 8,225
100 42115 BEER/LIQUOR COMB-LICENSE 120,086 111,793 120,086 111,793
100 42130 BICYCLE LICENSES 640 310 580 310
42 - LICENSES AND PERMITS 134,786 126,703 134,726 126,703
100 51965 EVENTS REVENUE 7,650 8,350 7,650 8,350
100 51981 COPY SERVICE CHARGES 0 0 0 0
51 - CHARGES FOR SERVICES 7,650 8,350 7,650 8,350
100 53102 PRIVATE PARTICIPANT 0 432 0 0
100 53208 SPECIAL EVENT DEPOSIT 10,050 10,000 10,000 10,000
100 53620 REIMBURSEMENTS-GENERAL 598 154 5,702 6,201
53 - MISCELLANEOUS 10,648 10,154 15,702 16,201
100 59610 FR WPC OPERATING 13,037 27,767 44,176 40,557
100 59620 FR STORMWATER OPERATING 9,099 8,846 10,178 9,499
100 59630 FR PARKING OPERATING 4,694 4,564 5,082 4,643
100 59640 FR WATER UTILITY 0 0 2,702 7,300
100 59670 FR REFUSE COLLECTION 35,360 34,376 36,070 33,399
100 59940 FR DMASWA 14,526 14,122 22,088 20,279
59 - TRANSFER IN AND INTERNAL 76,716 89,675 120,296 115,677
73 - CITY CLERK'S OFFICE TOTAL 229,800 234,882 278,374 266,931
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Recommended Operating Expenditure Budget - Department Total
73 - CITY CLERK'S OFFICE
Fund Account Account Title
FY16 Actual
Expense
FY17 Actual
Expense
FY18 Adopted
Budget
FY 19 Recomm'd
Budget
100 61010 FULL-TIME EMPLOYEES 197,791 209,207 207,625 213,451
100 61020 PART-TIME EMPLOYEES 2,505 0 0 0
100 61030 SEASONAL EMPLOYEES 0 0 0 7,680
100 61050 OVERTIME PAY 3,775 4,107 3,000 3,000
100 61071 HOLIDAY PAY-OVERTIME 0 71 0 0
100 61091 SICK LEAVE PAYOFF 10,900 4,621 0 0
100 61310 IPERS 18,224 19,055 19,158 20,815
100 61320 SOCIAL SECURITY 16,136 16,151 16,412 17,457
100 61410 HEALTH INSURANCE 48,411 47,700 47,700 42,930
100 61415 WORKMENS' COMPENSATION 701 753 797 678
100 61416 LIFE INSURANCE 184 184 362 183
100 61655 CAR ALLOWANCE 3,845 4,003 3,912 4,049
61 - WAGES AND BENEFITS 302,472 305,852 298,966 310,243
100 62010 OFFICE SUPPLIES 1,177 1,836 1,200 1,700
100 62030 POSTAGE AND SHIPPING 1,147 937 1,147 937
100 62031 PROCESSING MATERIALS 318 352 324 352
100 62050 OFFICE EQUIPMENT MAINT 219 225 224 233
100 62061 DP EQUIP. MAINT CONTRACTS 1,604 1,604 1,395 1,489
100 62090 PRINTING & BINDING 1,146 1,509 1,699 1,509
100 62110 COPYING/REPRODUCTION 647 794 647 794
100 62120 CODE SUPPLEMENTS 9,452 9,407 9,641 9,407
100 62130 LEGAL NOTICES & ADS 14,462 15,734 14,752 15,734
100 62170 SUBSCRIPTIONS-BOOKS-MAPS 536 649 547 649
100 62190 DUES & MEMBERSHIPS 2,195 2,175 2,245 2,225
100 62204 REFUNDS 9,634 10,926 12,000 10,926
100 62208 GENERAL LIABILITY INSURAN 1,610 1,665 1,748 1,467
100 62230 COURT COSTS & RECORD FEES 3,011 2,984 3,071 2,984
100 62240 MISCELLANEOUS 300 0 0 0
100 62310 TRAVEL-CONFERENCES 108 9 3,930 5,600
100 62320 TRAVEL-CITY BUSINESS 310 292 135 430
100 62340 MILEAGE/LOCAL TRANSP 155 174 160 174
100 62360 EDUCATION & TRAINING 2,843 3,294 6,050 4,615
100 62421 TELEPHONE 2,481 1,308 948 1,308
100 62424 RADIO/PAGER FEE 287 293 295 309
100 62436 RENTAL OF SPACE 504 504 514 504
100 62645 SPECIAL EVENTS 1,148 1,273 2,500 1,775
100 62662 SISTER CITY PROGRAM 0 0 0 5,765
100 62663 SOFTWARE LICENSE EXP 42 51 43 51
100 62684 CIVIL SERVICE EXPENSE 9,921 12,488 13,250 12,488
100 62698 ELECTION EXPENSES 24,791 0 40,000 0
100 62716 CONSULTANT SERVICES 0 0 0 12,595
100 62761 PAY TO OTHER AGENCY 5,590 0 5,702 0
62 - SUPPLIES AND SERVICES 95,638 70,483 124,167 96,020
100 71211 DESKS/CHAIRS 1,100 0 0 0
100 72418 TELEPHONE RELATED 0 351 0 405
71 - EQUIPMENT 1,100 351 0 405
73 - CITY CLERK'S OFFICE TOTAL 399,210 376,686 423,133 406,668
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Recommended Expenditure Budget Report by Activity & Funding Source
73 - CITY CLERK'S OFFICE
CITY CLERK - 73100
FUNDING SOURCE: GENERAL
Account FY17 Actual Expense FY18 Adopted Budget FY19 Recomm'd Budget
EQUIPMENT 351 —405
SUPPLIES AND SERVICES 70,483 124,167 96,020
WAGES AND BENEFITS 305,852 298,966 310,243
CITY CLERK 376,686 423,133 406,668
CITY CLERK'S OFFICE TOTAL $376,685.56 $423,133.00 $406,668.00
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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 2017 FY 2018 FY 2019
FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET
61010 Full Time Employee Expense
100 9350 Contract CITY CLERK 1.00 $100,007 1.00 $100,201 1.00 $103,748
100 8925 GE-29 ASSISTANT CITY CLERK 1.00 $56,752 1.00 $58,033 1.00 $59,221
100 8875 GE-26 PERMIT CLERK 1.00 $48,462 1.00 $49,391 1.00 $50,482
TOTAL FULL TIME EMPLOYEES 3.00 $205,221 3.00 $207,625 3.00 $213,451
61030 Seasonal Employee Expense
100 2840 NA-38 INTERN-SEASONAL 0.00 $—0.00 $—0.31 $7,680
TOTAL SEASONAL EMPLOYEES 0.00 $—0.00 $—0.31 $7,680
TOTAL CITY CLERK'S OFFICE 3.00 $205,221 3.00 $207,625 3.31 $221,131
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CITY OF DUBUQUE, IOWA
ACTIVITY PERSONNEL COMPLEMENT SUMMARY
FY 2017 FY 2018 FY 2019
ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET
City Clerks Office - FT General Fund
10073100 61010 100 9350 CONT CITY CLERK 1.00 $100,007 1.00 $100,201 1.00 $103,748
10073100 61010 100 8875 GE-26 PERMIT CLERK 1.00 $48,462 1.00 $49,391 1.00 $50,482
10073100 61010 100 8925 GE-29 ASSISTANT CITY
CLERK 1.00 $56,752 1.00 $58,033 1.00 $59,221
Total 3.00 $205,221 3.00 $207,625 3.00 $213,451
City Clerks Office-Seasonal General Fund
10073100 61030 100 2840 NA-38 INTERN - SEASONAL 0.00 $—0.00 $—0.31 $7,680
0.00 $—0.00 $—0.31 $7,680
TOTAL CITY CLERK'S OFFICE 3.00 $205,221 3.00 $207,625 3.31 $221,131
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City Clerk’s Office
Fiscal Year 2019 Budget Presentation
City Clerk
Kevin S. Firnstahl
Assistant City Clerk
Trish L. Gleason
Permit Clerk
Pamela J. McCarron
Relationship to City Council Goals & Priorities
•Financially Responsible, High Performance City Organization:
Sustainable, Equitable and Effective Service Delivery
•Diverse Arts, Culture, Parks and Recreation:
Experiences and Activities
•Partnership for a Better Dubuque:
Building our Community that is Viable, Livable and Equitable
Records retention & management
Special events applications
Boards & Commissions membership
City Council documentation
Budget planning
Public notices
Code of Ordinances
Civil Service Commission
Alcohol & cigarette licensing
Solicitor licensing
Taxi company & driver permits
Bicycle licenses
Pet impound releases
Oaths of Office
Notary Public services
Sister City Relationships, etc. . .
Value
To
Citizens
Posting, publication and processing of public notices
and official documents in compliance with state and
local law.
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
Primary Duties and Services
Value to Citizens
Transparent, compliant
and consistent
accessibility to Council
records and
information.
Value to Citizens
Tracking vendor permits
ensures public safety,
creates diverse board
representation and
employee base.
Primary Duties and Services
Issuance of License and Permits
•Beer, wine, and liquor licenses
•Bicycle licenses
•Business licenses
o Secondhand dealers
o Pawn brokers
o Junk and Salvage sales
•Food vender license
•Special event, festival, and
parade permits
•Solicitors license
•Tobacco / vapor permit
•Taxi
o Business
o Drivers
Boards and Commissions
•Track membership
•Oaths of Office
•Orientation
•Annual Recognition Picnic
Civil Service Commission
•Meetings
•Test administration
•Applicants tested
•Hearings
Customer service to citizens & staff
•City Hall general information
center
•Animal impound intakes
•Notary Public services
Highlights of the Year
Files from 1920 through 1980 stored at the
Historic Federal Building sorted and original
documents categorized enabling a better
searching process –records reorganization,
retention and management.Value to Citizens
Convenient access to
archived city information
for citizens and/or staff
researching on their
behalf.
Highlights of the Year
213 safe and community-focused Special Events were
permitted.
Permit Clerk began attending Iowa Municipal
Professionals Institute implementing department
succession planning.
Established a “Notify Me” email notification system for
marketing Boards and Commissions vacancies.
Establishment of the Resilient Community Advisory
Commission in conjunction with the Sustainability
Coordinator.
Value to Citizens
Abundant, diverse and
save choices for
residents’ leisure time
The City Clerk’s Office fielded 31,214 phone calls in FY 17.
This totals 431 hours of stakeholder contact.
Value to Citizens
Direct and quick access
to City services
and information.
Boards & Commissions Residency Map
Value to Citizens
City-wide
representation on
boards & commission
supports equity
and inclusion.
Future Initiatives Value to Citizens
•Diverse and inclusive B&C
member representation
•Global presence of
Dubuque community
•Confidence in records
management
Amend Boards and Commissions application to include
demographics information in order to support the City’s
commitment to diverse representation of the community in
appointed positions.
Establish a new Mobile Vender application by combining
current and similar applications into one streamlined
application process.
Implement an electronic process for event organizers to
utilize previous event information in submitting future
event applications.
Dornbirn, Austria, October 2012
Transition the Sister City Relationships Advisory Commission
to a non-profit organization for expanding its mission.
Install Sister City signage to raise awareness of and promote
Dubuque’s international partnerships.
Continue execution of records re-organization, retention and
management.
Budget Request
$0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000 $350,000
Machinery and Equipment
Supplies and Services
Election Expense
Code of Ordinances
Employee Expense
$351
$61,076
$0
$9,407
$305,852
$0
$74,526
$40,000
$9,641
$298,852
$405
$86,613
$0
$9,407
$310,243
Expenditures by Category by Fiscal Year
FY 2019 FY 2018 FY 2017
Improvement Packages
1 of 2. Conversion of City Council records
(1837-1980) from microfilm to Laserfiche -
Cost of $12,595
2 of 2. Funding for a clerical intern through
Loras College to assist with organization of
archived, hardcopy records and the microfilm
post-conversion process –Cost of $8,268
Value to Citizens
Incorporating these electronically
archived materials into the City’s
existing searchable repository allows
convenient access by all departments
to electronic documents for making
informed, educated, and effective
decisions.
Questions?
Thank you!