FY 2012_City Clerk's Budget PresentationCC'O
ITYLERKSFFICE
Jeanne F. Schneider
City Clerk
Kevin S. Firnstahl
Assistant City Clerk
Susan M. Winter
Permit Clerk
PA
RIMARYCTIVITIES
Administration
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City Council
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Civil Service
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Boards and Commissions
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Special Events
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Permits and Licenses
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Staff Development
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Community Activities/Partnerships/Outreach
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PA
RIMARYCTIVITIES
Administration
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Attendance at various meetings
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Records retention
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Elections
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Customer service (phone, mail, in-person, etc.)
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City Council Meetings
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Prepare and publish agendas, public notices, and minutes,
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for all regular and special sessions
Process all documents acted upon by the City Council
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PA
RIMARYCTIVITIES
Civil Service Commission
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Conduct Civil Service meetings, examinations, and hearings as
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required
Boards and Commissions
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Facilitate applications, appointments, Oaths of Office,
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member orientation, and annual picnic
Advertisement of vacancies on City Channel 8, website, and
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bi-monthly media release
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PA
RIMARYCTIVITIES
Special Event Permits
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Issue all special event permits for use of City property and
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right-of-way
Permits and Licenses
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Processed 252 beer, wine and liquor licenses and forwarded
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to the State for issuance
Processed and issued 66 new and renewal cigarette licenses
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in accordance with State law
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PA
RIMARYCTIVITIES
Business Licenses
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Processed 85 business licenses for pawn dealers/salvage
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sales, second-hand dealers, taxicab companies/drivers and
peddlers/transient merchants
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PA
RIMARYCTIVITIES
Staff Development
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The City Clerk attended the four week Dale Carnegie
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Leadership Training course
The Assistant City Clerk completed training and has been
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certified by the Iowa Municipal Finance Officers Association
Community Activities/Partnerships/Outreach
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Prescott / City Hall Partnership
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Multicultural Family Center
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O
THERDUTIESAND
RESPONSIBILITIES
Records Retention
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Archive all City Council records pursuant to State code
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Agenda documents and Official Proceedings are searchable
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via the website
Agenda documents (2000 to present)
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Official Proceedings (1907 to present)
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Retain all original documents (i.e. Development Agreements,
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28E Agreements, Lease Agreements)
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O
THERDUTIESAND
RESPONSIBILITIES
City Clerk Web Page
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Live video and archived video of City Council meetings
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Post the City Council agendas/minutes, Civil Service
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agendas/minutes, Boards and Commissions list and
special event applications
On-Line Forms (claims, board applications, bicycles,
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business licenses)
Election Affidavit of Candidacy and Nomination Petition
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(link to the Secretary of State’s web page)
Frequently Asked Questions and Service Requests
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SLI
IGNIFICANTINETEMS
Election expense
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Budgeted at $63,000 to cover a primary and regular
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election in the fall of 2011
Code Supplements
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Code Supplements to the updated Code of Ordinances
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will be provided on a quarterly basis
Software License Expense
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Covers agenda management software annual
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maintenance and Permits Plus
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A
CCOMPLISHMENTS
Document processing associated with:
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Annexations
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Assessments
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Bond sales
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Development Agreements
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28E Agreements
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Plats
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NovuSolutions Agenda Manager
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Are currently working with the vendor to transition over to
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the new agenda software in March
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City Clerk’s Office
Thank youThank you
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