City Clerk's Office FY2020 Budget PresentationCopyrighted
February 7, 2019
City of Dubuque Public Hearings # 3.
ITEM TITLE:
SUMMARY:
SUGGESTED DISPOSITION:
City Clerk's Office FY20 Budget Presentation
ATTACHMENTS:
Description Type
City Clerk's Office FY2020 Budget Outline Supporting Documentation
Travel Dubuque Sister City Funding Request Supporting Documentation
City Clerk
-47-
This page intentionally left blank.
-48-
CITY CLERK
FY 2018
Budget Highlights Actual
Expenses
Employee Expense
Supplies and Services
Election Expense
Code of Ordinances Updates
Machinery and Equipment
Total
Resources
Administrative Overhead Recharges
Operating Revenue
Total
Property Tax Support
FY 2019 FY 2020
Budget Requested
% Change
From FY 2019
Budget
299,960 310,243 321,711 3.7%
55,570 86,613 88,271 1.9%
27,406 40,000 0.0%
5,939 9,407 9,400 -0.1%
405 5,950 1,369.1%
388,875 406,668 465,332 14.4%
120,296
151,367
115,677 157,273
151,254 151,399
36.0%
0.1%
271,663 266,931
308,672 15.6%
117,212 139,737 156,660 16,923
-17.7%
12.1%
Percent Increase (Decrease) --w/o election exp & Code of Ordinance Update
Percent Increase (Decrease) --w/ election exp & Code of Ordinance Update
Personnel -Authorized FTE 3.00
3.31 3.81
Improvement Package Summary
1 of 6
This improvement package request is for the completion of the FY19 Improvement Package for
conversion of the remaining historic City Council records from microfilm to Laserfiche. Conversion
vendor OnQ Solutions discovered that many of the rolls of microfilm contained 3x the number of images
than the sample rolls used to estimate cost of $12,595 for the FY19 project. These records, from
approximately 1842 to 1980, contain many records that are unavailable in hard copy and have become
essential for project and legal history research. Digital records would also be available online for the
public to conduct their own historic searches. This improvement package relates to City Council goal of
"Financially Responsible, High Performance City Organization: Sustainable, Equitable and Effective
Service Delivery" with stated outcome of "provide easy access to City information and services for all."
Related Cost: $ 10,000 Tax Funds Non -Recurring Recommend -Yes
Related Revenue: $ 5,042 Administrative Overhead Non -Recurring
Net Property Tax Cost: $ 4,958
Property Tax Impact: $ 0.002 0.02%
Activity: City Clerk
-49-
2 of 6
This improvement package request is for a limited term (12 months) Clerical Assistant position under
the direct supervision of the City Clerk. The focus of the Clerical Assistant would be completion of the
microfilm/Laserfiche conversion project (begun in FY2019) and other archival projects associated with
necessary record retention practices. This will allow for more effective and time -saving digital searching
of important historical records by both City staff and community stakeholders.
The City Council has identified High -Performance City Organization: Sustainable, Equitable, and
Effective Service Delivery as a City of Dubuque Goal 2018-2022. 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. It
also will provide online access to historical documents for personal research to citizens in the
community.
Related Cost: $ 13,465 Tax Funds Non -Recurring Recommend -Yes
Related Revenue: $ 6,886 Administrative Overhead Non -Recurring
Net Property Tax Cost: $ 6,579
Property Tax Impact: $ 0.0026 0.03%
Activity: City Clerk
3 of 6
This improvement package request is for a minimal $2,000 increase in overtime for hourly staff in the
City Clerk's Office. This will enable participation in ongoing and required professional development
opportunities and after-hours, work-related meetings. Over the past several years, and related to
succession planning, staff is partaking in many committee/board membership, professional
development events, and conferences required for certification. Scheduling around these creates
absences causing the office to be occasionally staffed with only one person. While mitigation of
overtime is always considered, scheduling a three-person office can often present challenges with
providing quality service delivery and obtaining professional development. The organization and
community benefit from staff in a point -of -service department that is staffed adequately during daytime
office hours are educated with current, relevant information and meeting proceedings. This request is
related to the City Council goal of "Financially Responsible, High Performance City Organization:
Sustainable, Equitable, and Effective Service Delivery."
Related Cost: $ 2,342 Tax Funds Recurring Recommend -Yes
Related Revenue: $ 1,181 Administrative Overhead Recurring
Net Property Tax Cost: $ 1,161
Property Tax Impact: $ 0.0005 —%
Activity: City Clerk
4 of 6
This improvement level decision package request is for three standing desks for the City Clerk's Office
staff. The primary work of the office staff involves long periods of sitting. Installation of desks that raise
and lower would mitigate the physical fatigue of staff by allowing them to occasionally stand while
working. This request would improve staff health and wellness, attitude, alertness, and ultimately
overall service delivery to customers. This request reflects the stated outcomes in City Council Goal 2:
"Vibrant Community: Healthy and Safe" by encouraging overall health among City employees which is
sought to be promoted among citizens of the community as well.
-50-
Related Cost: $ 5,000 Tax Funds Non -Recurring Recommend - Yes
Related Revenue: $ 2,521 Administrative Overhead Non -Recurring
Net Property Tax Cost: $ 2,479
Property Tax Impact: $ 0.001 0.01%
Activity: City Clerk
5 of 6
This improvement package request is for a tablet for the City Clerk's Office. As staff work on
professional development and certifications related to succession planning; and as most meetings and
conferences are going paperless, the use of a shared tablet would help staff connect to the information
before, during and after attending the professional development event. It would also be used for internal
work with other departments using the same technology as well as allowing for off-site connection to
online city resources, thereby keeping our department up on current information for inquiries. This
request relates to City Council goal of "Sustainable Environment: Preserving and Enhancing Natural
Resources" by going paperless in accordance with the stated outcome of "City government using
sustainable practices in daily operations." It also relates to City Council goal of "Financially
Responsible, High Performance City Organization: Sustainable, Equitable, and Effective Service
Delivery" by allowing City Clerk staff to adhere to best practices in the industry and operate more
privately than paper documents.
Related Cost: $ 950 Tax Funds Non -Recurring Recommend - Yes
Related Revenue: $ 479 Administrative Overhead Non -Recurring
Related Cost: $ 120 Tax Funds Recurring
Related Revenue: $ 61 Administrative Overhead Recurring
Net Property Tax Cost: $ 530
Property Tax Impact: $ 0.0002 —%
Activity: City Clerk
6 of 6
The improvement level decision package request is for additional $3,500 for the Sister City Committee
and program under the City Clerk's Office and facilitated by Travel Dubuque / Dubuque Area
Convention and Visitors Bureau. Historically, this budget has been for $5,000 plus the cost of
membership dues to Sister Cities International. Per the annual agreement with Travel Dubuque, the
City retains $1,000 plus the dues expense with the balance being paid to Travel Dubuque to cover
program costs. The Travel Dubuque staff and Committee members are putting forth a strategic
marketing effort that will allow for growth with community and corporate partners to provide a better
understanding of the Sister City Committee and the benefits of having Sister Cities. By allocating
additional funds to this marketing strategy, more dollars can be leveraged to help grow the overall
mission and vision of the Committee and implement identified strategies.
Related Cost: $ 3,500 Tax Funds Recurring Recommend - No
Net Property Tax Cost: $ 3,500
Property Tax Impact: $ 0.0014 0.01%
Activity: City Clerk
-51-
Significant Line Items
Employee Expense
1. FY 2020 employee expense reflects a 1.5% wage package increase.
2. The Iowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged
from FY 2019 The employee contribution of 6.29% is unchanged from FY 2019.
3. The City portion of health insurance expense decreased from $1,193 in FY 2019 to $921 in FY
2020 per month per contract which results in annual cost savings of $10,422 or 22.77%.
4. Overtime is increased from $3,000 in FY 2019 to $5,000 in FY 2020. FY 2018 Actual was
$2,946.
Machinery & Equipment
5. Equipment replacements includes ($5,950):
Supplies & Services
City Clerk
Recommended Improvement Packages 5,950
Total Equipment 5,950
6. Code Supplements decreased from $9,407 in FY 2019 to $9,400 in FY 2020 based on FY 2019
budget. FY 2018 Actual was $5,939. There are more ordinances being amended that tie directly
to other ordinances. Anticipated ordinance amendments include the Electrical Code Board;
Mechanical and Plumbing Code Board; Building Code; and Advisory Appeals Board.
7. Civil Service increased from $12,488 in FY 2019 to $15,000 in FY 2020 based on FY 2019
budget and FY 2018 actual of $9,652. Many civil service lists will expire in FY 2020, which will
create an increase in civil service tests.
8. Legal Notices and Ads decreased from $15,734 in FY 2019 to $15,000 in FY 2020 based on FY
2019 budget. FY 2018 Actual was $10,929. The City Clerk's Office began recharging
departments for notices in FY 2016.
9. Election increased from $0 in FY 2019 to $40,000 in FY 2020 and is typically an every other
year expense.
-52-
10. Refunds increased from $10,926 in FY 2019 to $11,500 in FY 2020 . This line item represents
special event deposit refunds and the liquor license refunds. This expense is offset by the
events revenue line item.
Revenue
11. Beer/Liquor Combination Licenses increased from $111,793 in FY 2019 to $117,718 in FY 2020
based on FY 2018 actual of $117,718.
12. Revenue received from Enterprise Funds for administrative overhead charges increased from
$115,677 in FY 2019 to $157,273 in FY 2020. Election expense is typically an every other year
expense and there is an election budgeted in FY 2020.
-53-
This page intentionally left blank.
-54-
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 the necessary documents for fulfillment of City Council and City staff's respective
legislative and administrative responsibilities. The City Clerk's Office administers programs
covered by the State Civil Service law and issues licenses and permits for categorical businesses
and activities as set out by ordinance and state law.
City Clerk's Office
City Clerk.
Assistant City Clerk and Permit Clerk
City Council
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
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 Clerks 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. media
outlets. non-profit special events organizers.
community service agencies. and Dubuque
County offices.
OUTCOME
ti
-55-
250,000
200,000
150,000
100,000
50.000
0
CITY CLERK'S OFFICE
FY 2018 FY 2019 FY 2020
Full -Time Equivalent 3.00 3.31 3.81
Resources and Property Tax Support
Administrative Overhead
II FY 2018
Operating Revenue Property Tax Support
FY 2019 FY 2020
The City Clerks Department is supported by 3.81 full-time equivalent employees, which accounts for
69.14% of the department expense as seen below. Overall, the departments' expenses are expected to
increase by 14.43% in FY 2020 compared to FY 2019.
Expenditures by Category by Fiscal Year
Employee Expense
Supplies and Services
$299,960
$310,243
$55,570
$86,613
$88,271
$27.406
Election Expense $—
$40,000
7 $5,939
Code of Ordinance Update $9,407
■ $9,400
$—
Machinery and Equipment $405
1 $5,950
$0 $100,000 $200,000 $300,000 $400,000
FY 2018 FY 2019 • FY 2020
-56-
CITY CLERK'S OFFICE
Overview
The City Clerk's Office servesasa general information centerforcitizensand is directly responsible
for prearranging, maintaining and distributing records of all City Council proceedings and actions,
providing City Council members and City staff with necessary documents and materials for
fulfillment of their respective legislative and administrative responsibilities, administering
programs covered by the Civil Service law, and to issuing licenses and permits for certain
businesses and activities as set out by local and state law.
Position Summary
FY 2020
City Clerk
1.00
Assistant City Clerk
1.00
Permit Clerk
1.00
Intern -Seasonal
0.31
Total FT Equivalent
3.31
tmpioyees
Administration: Responsible for records management for all documents
related to City Council meetings while 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
• Bicycles
• Second-hand merchandise dealers
• Solicitor's licenses
• Taxi company and operator licenses
• Cigarette/Tobacco/Nicotine/Vapor product sales
Special Events: Processes requests for special events and festivals through an on-line permit
process and with the review and approval by the Special Events Committee and the Iowa Alcohol
Beverage Division. Rallies, demonstrations and block parties are also processed through a
Courtesy Notification Permit application.
Sister City Relationships Committee, City Liaison: Promote Dubuque's global presence
and diversity in accordance with the Committee's mission statement and that of the Sister Cities
International organization in partnership with The Travel Dubuque Organization.
-57-
CITY CLERK'S OFFICE
Highlights of the Past Year
• 197 safe and community -focused Special Events were permitted.
• Permit Clerk completed the Iowa Municipal Professionals Institute implementing
department succession planning.
• Amended Boards and Commissions Application to include demographics information in
order to further the City's commitment to diverse representation of the community in
appointed positions.
• Implement an electronic process for event organizer to utilize previous event information
in submitting future event applications.
• Established the Sister City Relationships Advisory Commission as a 50103 non-profit
organization to expand its mission and installed Sister City signage to raise awareness of
and promote Dubuque's international partnerships.
• Established Livestock Grazing ordinance and permit process.
• Clerical Intern completing digital conversion of paper files within the City Clerk's Office
implementing a more sustainable filing and searchable office system.
• Brought Clerical Intern on board to begin Microfilm digital conversion of historic City Council
records allowing for digital access and searching of documents dating back to the 1800's.
Future Initiatives
• Continue digital conversion of historic City Council records allowing for digital access and
searching.
• Establish a new Mobile Vendor application by combining current and similar applications
to streamline the application process.
• Establishing a new liquor license approval process allowing for the collection of outstanding
debt as pursuant to Iowa Code 123.
• Advancing the Equity Plan as it pertains to the City boards and commissions.
• Utilizing Novus Agenda software to create a consistent appearance of boards and
commissions agendas as well as electronic access similar to City Council Agendas.
• Continue execution of records reorganization, retention and management.
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.
-58-
CITY CLERK'S OFFICE
Performance Measures
Goal:
Financially Responsible, High Performance City Organization
[-!$: Outcome #1: Maintain and enhance transparent City government and
decision making using available technology
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 accessible manner.
1500
1000
S00
0
Total Council Actionable Items Per FiscaLYear
1052
1138
1141
1063
FY 18 FY 17
FY 16 FY 15
Agenda Items
Resolutions
Ordinances
■Ordinances a Resolutions •Agenda Items
• Promoting the "Notify Me" e-mail notification feature on the City of Dubuque's
website w w.citvofdubuaue.ora to enhance citizen accessibility to City Council
agenda documents, related supporting documents, video feeds of meetings, and
past and current minutes.
ck'City Council Agenda and Minutes Subscribers rose 4.95% from 525 in FY 17 to 551 in FY
18.
City Boards and Commission Vacancies Subscribers rose 538.46% from 13 in FY 17 to 83 in
FY 18.
-59-
CITY CLERK'S OFFICE
Goal:
Financially Responsible, High Performance City Organization
C•c-Outcome #2: Provide easy access to City information and services responsive
to the community and for all
The City Clerk's Office strives to ensure that pertinent documents, applications, licenses and
permits are readily available and accessible to the public and multiple entities in a timely and
efficient manner that promotes transparency and is compliant with state and local laws.
This objective is accomplished by focusing on the following:
• Provide citizens with relevant and consistent information pertaining to State and
local regulations.
• Emphasize electronic access initiatives that increases information availability to all.
• Sorting, scanning and archiving documents to allow convenient access to
searchable, electronically archived materials.
• Maintaining exceptional customer service through high-level professional training,
knowledge and integrity.
Value to Residence
• Customer -focused City service delivery
• Financially sound and responsible City government
• Easy, convenient access to City information and services
• Service value for taxes and fees
• Opportunities to become involved in City governance and planning
• Secure City information, including personal information
cb Citizens can access a video explaining howthe City of Dubuque City Council meetings function
and learn the procedures set by code governing such things as public participation and council
actionable items by visiting wwnr.citvofdubuaue.ora
-60-
CITY CLERK'S OFFICE
Goal:
Financially Responsible, High Performance City Organization
LS'
:-Outcome #3: 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:
• Institute sustainable practices to reduce expenses and waste of resources.
• Emphasize electronic access initiatives that increase information availability to
all.
• Provide citizens with relevant and consistent information pertaining to State and
local regulations.
Licenses Processed
in FY 17
• Liquor Licenses
• Bike Licenses
Licenses Processed
in FY18
• Cigarette/Tobacco/Nicotine/Vapor Permits
• Other Licenses issued
(Solicitor, Secondhand, Taxi Company/Drivers, etc.)
Value to you as a citizen:
• Customer -focused City service delivery
• Financially sound and responsible City government
• Easy, convenient access to City information and services
• Service value for taxes and fees
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 communication as well as providing an extensive
amount of information and fillable applications from the City's website at vvnw.citvofdubuaue.ora.
Enabling citizens to conduct business 24/7.
-61-
CITY CLERK'S OFFICE
Goal:
Robust Local Economy: Diverse Businesses and Jobs with Economic
Prosperity
Outcome #1: Embrace diverse populations to support a diverse multicultural
workforce with equitable job opportunities
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.
There were 22 tests administrated in Fiscal Year 2018.
There were 429 total applicants tested
Of those 429 applicants tested, 293 were certified for potential employments
Value to resident:
Variety of educational opportunities and internships leading to employment
Young professionals want to live here and college graduates want to stay
▪ Children and grandchildren want to stay or return to raise their families
• Living wages for residents
• Variety of job opportunities for residents
-62-
CITY CLERK'S OFFICE
Goal:
Diverse Arts, Culture, Parks and Recreation: Experiences and Activities
Outcome #1: Have welcoming 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:
• Work closely with event organizers and provide information for creating safe
sustainable and accessible events.
• Connect event organizers with appropriate City departments and available
resources.
• Conduct one-on-one meetings with event organizers to review complex event
planning.
• Conduct an annual review of the special event season with City departments and
event organizers.
Number of Special Event Permits
Issued by Fiscal Year
250
200
150
100
50
0
FY14 FY15 FY16 FY17 FY18
Value to residents:
• Opportunities for all to experience diverse arts and culture
• Choice for residents' leisure time
• Family-oriented activities for all generations
• Accessible, equitable and diverse recreational and enrichment programs, facilities and
activities
• Enriches quality of life
-63-
CITY CLERK'S OFFICE
Goal:
Partnering for a Better Dubuque
iiiKrZoutcome#1: Increase resident engagement in the City governance processes
and empowerment across all demographics
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:
• Collection of demographic information insuring for tracking equity and diversity
efforts and successes.
• Using multiple forms of inclusive advertisements, announcements 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
Applications Processed
175
150
125
100
75
50
25
0
Boards and Commission
Number of Applicants Appointed
eg
FY 18
6$
FY 17 FY 16
Applicants Appointed
FY 15
Applicants Appointed • Total Applications Processed
Value to resident:
• Sense of community pride and commitment to the Dubuque community
• More ownership of "end" products - residents engaged in the process and support
outcomes
-64-
Recommended Operating Revenue Budget - Department Total
73 - CITY CLERK'S OFFICE
Fund
Account
Account Title
FY17 Actual
Revenue
FY18 Actual
Revenue
FY19 Adopted
Budget
FY20 Recomm'd
Budget
100 42105 BUSINESS LICENSES
100 42110 CIGARETTE LICENSES
100 42115 BEER/LIQUOR COMB -LICENSE
100 42130 BICYCLE LICENSES
6,375
8,225
111,793
310
7,260
7,800
117,718
245
6,375
8,225
111,793
310
7,260
7,675
117,718
245
42 LICENSES AND PERMITS - Total
126,703
133,023
126,703
132,898
100
51965
EVENTS REVENUE
8,350
7,500
8,350
8,350
51 CHARGES FOR SERVICES - Total
8,350
7,500
8,350
8,350
100 53102 PRIVATE PARTICIPANT
100 53208 SPECIAL EVENT DEPOSIT
100 53620 REIMBURSEMENTS -GENERAL
432
10,000
154
0
10,250
595
0
10,000
6,201
0
10,000
151
53 MISCELLANEOUS - Total
10,586 10,845
16,201
10,151
100 59610 FR WPC OPERATING
100 59620 FR STORMWATER OPERATING
100 59630 FR PARKING OPERATING
100 59640 FR WATER UTILITY
100 59670 FR REFUSE COLLECTION
100 59940 FRDMASWA
27,767
8,846
4,564
0
34,376
14,122
44,176
10,178
5,082
2,702
36,070
22,088
40,557
9,499
4,643
7,300
33,399
20,279
51,981
14,373
6,751
11,264
46,913
25,991
59 TRANSFER IN AND INTERNAL - Total
89,675 120,296 115,677 157,273
CITY CLERK'S OFFICE - Total
235,314 271,663 266,931 308,672
-65-
Recommended Operating Expenditure Budget - Department Total
73 - CITY CLERK'S OFFICE
Fund
Account
Account Title
FY17 Actual
Expense
FY18 Actual
Expense
FY 19 Adopted
Budget
FY 20 Recomm'd
Budget
100 61010 FULL-TIME EMPLOYEES
100 61030 SEASONAL EMPLOYEES
100 61050 OVERTIME PAY
100 61071 HOLIDAY PAY -OVERTIME
100 61091 SICK LEAVE PAYOFF
100 61310 IPERS
100 61320 SOCIAL SECURITY
100 61410 HEALTH INSURANCE
100 61415 WORKMENS' COMPENSATION
100 61416 LIFE INSURANCE
100 61655 CAR ALLOWANCE
209,207
0
4,107
71
4,621
19,055
16,151
47,700
753
184
4,003
209,687
0
2,946
0
0
19,030
15,624
47,700
797
184
3,992
213,451
7,680
3,000
0
0
20,815
17,457
42,930
678
183
4,049
218,322
19,403
5,000
0
0
22,769
18,878
32,508
599
183
4,049
61- WAGES AND BENEFITS
305,852 299,960
310,243 321,711
100 62010 OFFICE SUPPLIES 1,836 1,041 1,700 1,400
100 62030 POSTAGE AND SHIPPING 937 1,223 937 1,260
100 62031 PROCESSING MATERIALS 352 288 352 352
100 62050 OFFICE EQUIPMENT MAINT 225 226 233 226
100 62061 DP EQUIP. MAINT CONTRACTS 1,604 1,395 1,489 1,574
100 62090 PRINTING & BINDING 1,509 1,202 1,509 1,742
100 62110 COPYING/REPRODUCTION 794 616 794 794
100 62120 CODE SUPPLEMENTS 9,407 5,939 9,407 9,400
100 62130 LEGAL NOTICES & ADS 15,734 10,929 15,734 15,000
100 62170 SUBSCRIPTIONS -BOOKS -MAPS 649 535 649 681
100 62190 DUES & MEMBERSHIPS 2,175 2,435 2,225 2,535
100 62204 REFUNDS 10,926 10,548 10,926 11,500
100 62208 GENERAL LIABILITY INSURAN 1,665 1,375 1,467 1,597
100 62230 COURT COSTS & RECORD FEES 2,984 27 2,984 50
100 62310 TRAVEL -CONFERENCES 9 3,985 5,600 5,350
100 62320 TRAVEL -CITY BUSINESS 292 280 430 2,585
100 62340 MILEAGE/LOCAL TRANSP 174 112 174 160
100 62360 EDUCATION & TRAINING 3,294 5,660 4,615 4,445
100 62421 TELEPHONE 1,308 921 1,308 1,308
100 62424 RADIO/PAGER FEE 293 301 309 313
100 62436 RENTAL OF SPACE 504 504 504 504
100 62645 SPECIAL EVENTS 1,273 2,094 1,775 3,000
100 62662 SISTER CITY PROGRAM 0 4 5,765 5,800
100 62663 SOFTWARE LICENSE EXP 51 47 51 975
100 62667 DATA SERVICES 0 0 0 120
100 62671 MISC. OPERATING SUPPLIES 0 170 0 0
100 62684 CIVIL SERVICE EXPENSE 12,488 9,652 12,488 15,000
100 62698 ELECTION EXPENSES 0 27,406 0 40,000
100 62716 CONSULTANT SERVICES 0 0 12,595 10,000
I 62- SUPPLIES AND SERVICES 70,483 88,915 96,020 137,671
100 71120 PERIPHERALS, COMPUTER 0 0 0 950
100 71211 DESKS/CHAIRS 0 0 0 5,000
100 72418 TELEPHONE RELATED 351 0 405 0
71 - EQUIPMENT 351 0 405 5,950
73 - CITY CLERK'S OFFICE TOTAL
376,686 388,875
406,668 465,332 I
-66-
Recommended Expenditure Budget Report by Activity & Funding Source
73 - CITY CLERK'S OFFICE
FUNDING SOURCE: GENERAL
Account
FY18 Actual Expense
FY19 Adopted Budget
FY20 Recomm'd Budget
EQUIPMENT —
SUPPLIES AND SERVICES 88,744
PCARD SUPPLIES AND SERVICES 170
WAGES AND BENEFITS 299,960
CITY CLERK 388,874.35
CLERK'S OFFICE TOTAL $ 388,874.35 $
-67-
405
96,020
310,243
5,950
137,671
321,711
406,668
406,668.00
CITY OF DUBUQUE, IOWA
DEPARTMENT DETAIL - PERSONNEL COMPLEMENT
73 CITY CLERK
FY 2018
FY 2019 FY 2020
FD JC WP -GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET
61010 Full Time Employee Expense
100 9350 Contract CITY CLERK 1.00 $ 100,201 1.00 $ 103,748 1.00 $ 106,123
100 8925 GE -29 ASSISTANT CITY CLERK 1.00 $ 58,033 1.00 $ 59,221 1.00 $ 60,567
100 8875 GE -26 PERMIT CLERK 1.00 $ 49,391 1.00 $ 50,482 1.00 $ 51,632
TOTAL FULL TIME EMPLOYEES 3.00 $ 207,625 3.00 $ 213,451 3.00 $ 218,322
61030 Seasonal Employee Expense
100 2840 NA -38 INTERN -SEASONAL
TOTAL SEASONAL EMPLOYEES
0.00 $ — 0.31 $ 7,680 0.31 $ 7,739
0.00 $ — 0.31 $ 7,680 0.81 $ 19,403
TOTAL CITY CLERK'S OFFICE 3.00 $ 207,625 3.31 $ 221,131 3.81 $ 237,725
-68-
CITY OF DUBUQUE, IOWA
ACTIVITY PERSONNEL COMPLEMENT SUMMARY
FY 2018 FY 2019 FY 2020
ACCT FD JC WP -GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET
City Clerks Office - FT General Fund
10073100 61010 100 9350 CONT
10073100 61010 100 8875 GE -26
10073100 61010 100 8925 GE -29
CITY CLERK
PERMIT CLERK
ASSISTANT CITY
CLERK
Total
1.00 $100,201 1.00 $103,748 1.00 $ 106,123
1.00 $ 49,391 1.00 $ 50,482 1.00 $ 51,632
1.00 $ 58,033 1.00 $ 59,221 1.00 $ 60,567
3.00 $207,625 3.00 $ 213,451 3.00 $ 218,322
City Clerks Office -Seasonal General Fund
10073100 61030 100 2840 NA -38 INTERN - SEASONAL 0.00 $ — 0.31 $ 7,680 0.31 $ 7,739
0.00 $ — 0.31 $ 7,680 0.81 $ 19,403
TOTAL CITY CLERK'S OFFICE 3.00 $207,625 3.31 $221,131 3.81 $ 237,725
-69-
This page intentionally left blank.
-70-
SRAVEL,
Vabgiggi4
November 8, 2018
Mike Van Milligen
City of Dubuque, City Manager
50 W. 13th Street
Dubuque, IA 52001
Dear Mike,
As a recipient of the purchase of service agreement from the City of Dubuque for the Sister City initiative, I
am writing to request a budget increase for FY2020.
Travel Dubuque would like to request a funding increase from $5,795 to $9,295; where the city will
continue to retain $1,000 plus $795 for Sister City International Dues. Currently in FY2019, Travel
Dubuque has expended over $6,500 on hosting our sister city from Handan China, 2 ICMA Fellows visits
and sending one of our Sister City committee members to Handan China with Sister City State.
The Sister City Committee along with Travel Dubuque believes that putting forth a strategic marketing effort
will allow for growth with community and corporate partners as well as provide a better understanding of
the Sister City committee and the benefits of having Sister Cities. By allocating additional funds to this
marketing strategy, we believe we will leverage more dollars to help grow the overall mission and vision of
the committee. Some of the strategies we've identified include:
• Creating collateral to secure community and corporate partnerships that translate into funding
opportunities.
• Identify community engagement opportunities such as special events and educational opportunities.
• Develop an overall marketing plan that leverages existing opportunities within Travel Dubuque and
the community to further the mission of the Sister Cities committee.
Thank you for your consideration. If you have any questions, please let me know.
Keith Rahe
President + CEO
TRAVELDUBUQUE.COM
300 Main Street, Suite 120 1 Dubuque, Iowa 1 52001
WHERE
STARTED
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
City Clerk's Office FY2020 Budget 1
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
City Council documentation
Records retention & management
Public/legal notices
Special events applications
Code of Ordinances
Boards & Commissions membership
Civil Service Commission
Mobile vendor applications
Alcohol & cigarette licensing
Solicitor licensing
Taxi company & driver permits
Bicycle licenses
Pet impound releases
Oaths of Office
Notary Public services
Sister City Relationships, etc. . .
City Clerk's Office FY2020 Budget 2
▪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
City Clerk's Office FY2020 Budget 3
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
City Clerk's Office FY2020 Budget 4
Highlights of the Year
▪Partial conversion of City Council Records
(1837-1925) from microfilm to Laserfiche
completed. Templating/Keyword entry yet to
be done by Intern.
▪Digitized special event and alcohol files.
City Clerk's Office FY2020 Budget 5
Highlights of the Year
▪Permit Clerk completed the Iowa Municipal Professionals
Institute implementing department succession planning.
▪Implemented electronic process for event organizers to
access their previous-year’s applications to ease
submission of new events.
▪197 safe and community-focused Special Events were
permitted.
▪Implemented ongoing collection of demographic data to
measure equity and inclusion on City boards and
commissions.
▪Successfully transitioned the Sister City Committee to
Travel Dubuque.
City Clerk's Office FY2020 Budget 6
Boards & Commissions Demographics
7City Clerk's Office FY2020 Budget
Residency
Boards & Commissions Demographics
Male
95
52%
Female
65
36%
Openings
22
12%
Gender
21 years to 30 years
4
4%31 years to 40 years
19
19%
41 years to 50 years
15
15%
51 years to 60 years
14
14%
61 years and Over
25
26%
Non-reporting
22
22%
Age Category
City Clerk's Office FY2020 Budget 8
Boards & Commissions Demographics
City Clerk's Office FY2020 Budget 9
0
19
55
1
24
0
10
20
30
40
50
60
Less than
$9,999
$10,000 to
$49,999
$50,000 to
$149, 999
$150,000 or
more
Non reporting
Household Income
10
41
1
20
8
19
0
5
10
15
20
25
30
35
40
45
High School
graduate
College
graduate
Juris Doctor
Attorney
M.A. degree
or equivalent
level graduate
degree
M.D., Ph.D.
degree or
equivalent
level graduate
degree
Non reporting
Education
Boards & Commissions Demographics
City Clerk's Office FY2020 Budget 10
Asian
1
1%
Black/African American
4
4%
Hispanic / Latino
1
1%
Multi-racial
1
1%Non reporting
18
18%
White
74
75%
Race and/or Ethnicity
City of Dubuque Demographics
City Clerk's Office FY2020 Budget 11
American Indian
.08%
Asian
1.5%Black/African American
4.4%
Hispanic/Latino
2.2%
Multi-Racial
2.3%
White
90.6%
ASC Data 2013-2017
ACS Data 2013-2017
Demographics Comparison
City Clerk's Office FY2020 Budget 12
Race City %B&C %
American Indian 0.08%n/a
Asian 1.5%1.0%
Black/African American 4.4%4.00%
Hispanic/Latino 2.2%1.00%
Multi-Racial 2.3%1.00%
White 90.06%75.00%
The City Clerk’s Office Stakeholder Contact
•31,214 phone calls in FY17
•555 Notify-Me Subscribers
(Council Agendas & Minutes)
•94 Council Events Calendar
•49 City Clerk’s Events Calendar
•81 Subscribers B&C Openings List
City Clerk's Office FY2020 Budget 13
Future Initiatives
▪Continue execution of records re-organization, retention and management.
▪Establish a new Mobile Vendor application by combining current and
similar applications into one, streamlined application process.
▪Implementation of a new, internal liquor license approval process allowing
for the collection of outstanding fines.
▪Advancing the Equity Plan as it pertains to the Boards and Commissions
program informed by demographic data collection.
▪NovusAGENDA migrated to the Cloud and allowing for the implementation
of Boards and Commission agendas to be posted in the same electronic
manner as City Council agendas.
City Clerk's Office FY2020 Budget 14
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
$0
$74,526
$40,000
$9,641
$298,852
$405
$86,613
$0
$9,407
$310,243
$0
$74,201
$40,000
$9,400
$307,641
Expenditures by Category by Fiscal Year
FY 2020 FY 2019 FY 2018
City Clerk's Office FY2020 Budget 15
Improvement Packages
1 of 6. Part 2 of the conversion of City Council
records (1837-1980) from microfilm to
Laserfiche –Cost: $10,000
2 of 6. Funding for a limited-term, clerical
assistant to assist with organization of
archived, hardcopy records and the microfilm
post-conversion process –Cost: $13,465
City Clerk's Office FY2020 Budget 16
Improvement Packages
•3 or 6. Increase in overtime to accommodate ongoing and additional
staff development opportunities; professional board memberships;
daytime and after-hours work-related meetings; and a projected
increase in Civil Service testing. Impact on a three-person office staff.
•4 of 6. Standing desks for City Clerk’s Office staff to alleviate long
periods of sitting and thereby improve health and wellness among
staff.
17City Clerk's Office FY2020 Budget
Improvement Packages
•5 of 6. Tablet for City Clerk’s Office staff to use during professional
development outings and to coincide with the trend within the
organization to go paperless and transfer information through shared
programs.
•6 of 6. Additional funding for the Sister City Committee through Travel
Dubuque for enhancing marketing, creating local programming and
delegation exchanges
18City Clerk's Office FY2020 Budget
Questions?
Thank you.
City Clerk's Office FY2020 Budget 19