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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 -149- City Clerk -150- This page intentionally left blank. -151- 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 -152- 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. -153- 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. -154- This page intentionally left blank. -155- 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 -156- 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 -157- 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 -158- 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. -159- 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 -160- 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. -161- 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 -162- 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 -163- 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. -164- 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. -165- 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 -166- 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 -167- 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 -168- 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 -169- 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 -170- This page intentionally left blank. 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!