2 9 12 City Clerk's Office FY 2013 Budget PresentationCITY CLERK'S OFFICE
a
Kevin S. Firnstahl
City Clerk
Trish L. Gleason
Assistant City Clerk
Vacant
Permit Clerk
PRIMARY ACTIVITIES
1. Administration
2. City Council
3. Civil Service & Sister City Commissions
4. Boards and Commissions
5. Special Events
6. Permits and Licenses
7. Staff Development
8. Community Activities /Partnerships /Outreach
•City Clerk's Office •
PRIMARY ACTIVITIES
• Administration
— Records management
— Attendance at various meetings
— Elections
— Public Information (City and community -wide information)
• City Council Meetings
— Prepare and publish agendas, public notices, and minutes,
for all regular and special sessions; and process all records
— Adopted 56 Ordinances and 439 Resolutions in calendar year
2011
— Average 45 agenda items per Council meeting
• ity Clerk's Office •
PRIMARY ACTIVITIES
• Civil Service Commission
— Facilitate Civil Service Commission meetings, examinations
and hearings as required
• Boards and Commissions
— Processed 72 membership applications
— Facilitate applications, appointments, Oaths of Office,
member orientation, and annual picnic
— Advertisement of vacancies on City Channel 8, website, and
periodic media releases
•City Clerk's Office •
PRIMARY ACTIVITIES
• Special Event Permits
— Issue 106 special event permits for use of City property and
public right -of -way
• Permits and Licenses
— Processed 215 beer, wine and liquor licenses and forwarded
to the State for issuance
— Processed and issued 68 new and renewed tobacco licenses
• Business Licenses
— Processed 81 business licenses for pawn dealers /salvage
sales, second -hand dealers, taxicab companies /drivers and
peddlers /transient merchants
•City Clerk's Office •
PRIMARY ACTIVITIES
• Staff Development
The City Clerk earned certification as an Iowa Municipal
Clerk from the Iowa Municipal Finance Officers Association
and is completing the national Certified Municipal Clerk
certification
• Community Activities /Partnerships /Outreach
— Presentations to Kiwanis and Masonic Temple
— Prescott/ City Hall Partnership
— Multicultural Family Center
— Operation: New View Community Action Agency
•City clerk's Office •
OTHER DUTIES AND
RESPONSIBILITIES
• Records Retention & Management
— Archive all City Council records pursuant to State and local
codes
— Agenda documents and Official Proceedings are searchable
via the website
• Agenda documents (2000 to present)
• Official Proceedings (1907 to present)
• Conversion of microfiched records to Laserfiche from 1880's
— Retain and retrieve all original documents (i.e. Resolutions,
Ordinances, Development Agreements, 28E Agreements, and Lease
Agreements)
• ity Clerk's Office •
OTHER DUTIES AND
RESPONSIBILITIES
• City Clerk Web Page
— Live video and archived video of City Council meetings
• Select meeting date and specific agenda item
— Post the City Council agendas /minutes, Civil Service
agendas /minutes, Boards and Commissions lists and
special event applications
— On -Line Forms
• (claims, board applications, bicycles, business licenses)
— Election Affidavit of Candidacy and Nomination Petition
• (link to the Secretary of State and Iowa League of Cities' web pages)
— Frequently Asked Questions and Service Requests
•City Clerk's Office •
SIGNIFICANT LINE ITEMS
• Election expense
— Every- other -year expense
— No primary in 2011
• Civil Service Commission
— Additional expense related to changes in police
recruitment
• Staff Development & Certification
— Annual Municipal Professionals Academy (Clerk's
Academy) for City Clerk and Assistant City Clerk
•City Clerk's Office
ACCOMPLISHMENTS
• NovuSolutions Agenda Manager
— Training and installation of NovuSolutions Agenda
Management software in November 2011.
• Hiring Assistant City Clerk
• Document processing associated with:
— Annexations, Assessments, Bond Sales, Development
Agreements, 28E Agreements, Plats
•City Clerk's Office •
CITY CLERK'S OFFICE
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•City Clerk's Office