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FY 15 Budget Presentation_City Clerk's OfficeCITY COUNCIL r CITY CL hRK'S OFFIC City Clerk Assistant City Clerk, Permit Clerk l The City Clerk's Office is committed to accurately recording and preserving the actions of the City Counci[; 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 goverrtmeni. The City Clerk's Office provides vital information and records management to all city operations and the entire community. City Council 57; 000+ Citizens 28 City Departments City Clerk Partners: Business Institutions State & Federal Agencies 28 Boards & Commissions UTIJES SERV1IC • Archival of City Council documents, official proceedings, ordinances, and resolutions • Animal Impounds • City Council meetings • City Council election materials • City Hall general information center • Board and commission applications and appointments Civil Service Commission Testing and hearings Notary Public services Oaths of Office for City Council and Commission members • Publication of legal notices • Recording of official documents • Issuance of License and Permits • Beer, wine, and liquor licenses • Bicycle licenses • Business licenses • Cigarette licenses • Peddler's license • Transient Merchant License • Special event, festival, and parade permits • Taxi company licensing • Taxi driver permits r.0,0.._ aweawm V Agreement and Permit Application DUB�IQtJE Mrbp =n UnAtine %IV FY2013 HIGH 1 I GI-1r I 1S City Council meetings Agenda items processed Resolutions adopted Ordinances adopted Public hearings held 46 53 1088 1148 439 352 56 65 63 49 1039 320 1 1 i NNW Special Event permits issued 108 126 Liquor license applications processed 228 258 Tobacco permit applications processed 70 68 Other licenses issued (Bike, Peddler's, Transient Merchants, Taxi and Taxi Drivers) 120 108 Boards and Commissions applications processed 72 84 Civil Service tests administered 14 22 Civil Service applicants tested 923 1013 FY13 139 276 75 123 103 Merterpiew ori :he .411 .; (pp Cihj Relationships Advicory Commission 6 epo club I Participant comments: "I know a lot more about the police department after this presentation; I did not know about some of the citizen opportunities that are available within the police department before this presentation." �r vas v,t e for bit ;421,,2ger .o Lwa;rN. As wait Vie 21,..) nLs teak o.o. i Was kcippy aw { pteasee. to see :the busLwess Srow€k Lw Dubf.�ue." "BOTH SPEAKERS WERE PERSONABLE AND FU\'NY. ALSO THEY LOVE THEIR JOBS:" "'I am glad that I joined City Life." f thought the City Manager did a great job of explaining the foundation of the :Dubucrie form of government" "Kevin was professional and made the complex documents and parts of the department easy to understand." "Great to get the background information on the changes in Dubuque." `t(las edaeafad a dot on tag economic deveeopment department and add of tkel, p elects and connections as weee as some insigkt into *Mat Me &Ideating department deaes witk; "I was pleasantly surp'ised to learn about the total savings I get prom the library vs. how mucr I pay in taxes. Thank you!" "Yet another set of departments that I really enjoyed learning about and was encouraged by the very competent leaders that spoke. " "Ar first I thought the time length was too long. However, since starting the program the time may not be long enough. " "Presenters seemed to real., respect and care about those persons whom they serve in their program." kI }ISCOVER I INTERACT I SNORE Attention: A catalyst of possibility is hard at work Participated in the April and September 2013 Sessions "...was professional and made the complex documents and parts of the department easy to understand." OT I I LRGFF I CE ENGAGEMENTS • City Expo Committee • Employee Recognition Committee • Intercultural Competency Tip Subcommittee • Prescott School / City Hall Partnership Committee 2013 Employee Luncheon Municipal Clerks OIlIER OFFICE • International Institute of Municipal Clerks • Iowa Municipal Finance Officer's Association (Clerk's Academy) • Northeast Iowa Regional League • Dubuque County Clerks • Diversity Conference • Growing Sustainable Communities Conference • Iowa League of Cities Conference International Institute o Professionalism in Local Government C I T Y RE LA AD vICSO Y COMMISSION TONSHIPS • Handan City, China • Delegation visit in August 2013 • Delegation visit in October 2013 in conjunction with the Iowa Sister States 30th Anniversary relationship with Hebei Province, China • Collaboration with Greater Dubuque Development Corporation and educational institutions • Tours of local businesses, economic development opportunities, flood mitigation, and educational exchanges • Scenes of Handan photo exhibit at the Roshek Building • Rotating display of gifts and artifacts at the Carnegie -Stout Public Library S STER C TY E ADVISORY COMMISSION 1 NSH PS • Dornbirn, Austria • Visit by Dornbirn City Manager Werner Summer in May 2013 • Delegation visit to Dubuque in May 2014 • Second year of pen pal /e -pal exchange with Bryant Elementary School Exploring additional pen pal exchanges Rotating display of gifts and artifacts at the Carnegie -Stout Public Library • Pyatigorsk, Russia • Correspondence from Pyatigorsk Municipal Duma, Ludmila Pokhilko • Possible educational exchange with Senior High School World History class FE()PL]E% ]P]LANNING AND PARTNE '< NG ENGAGED . ^r i izIEa,x Y "Just as actively engaged employees are more productive and Committed to the success of their organizations, highly attached Residents are more likely to contribute to a community's growth." Soul of the Community Report Environmental/ Ecological Integrity Viable Livable Economic Social /Cultural Prosperity Equitable Vibrancy OFFICE GOALS Enhance citizen accessibility to pertinent city documents. • Enhance computerized records management system to provide a more accessible and searchable system; • Provide access to the City's official records in as many different media as possible in order to reach the broadest possible customer base: Apply technology effectively allowing increased and improved access to maintain and preserve materials online, increasing staff's ability to respond quickly and accurately to customer requests. This office goal connects to the City Council 2013-2015 Policy Agenda: Organizational Goal of a High Performing Organization Social/Cultural Vibrancy Goal: Objective: Increased Residential Interaction Means to Resident Equal treatment for all by city staff OFF ICE GOALS Provide support to the Mayor and City Council as they work to serve the residents of Dubuque. • Prepare and distribute agenda materials in a timely, efficient, and streamlined manner, with an emphasis on electronic access initiatives that increase information availability while reducing cost. This office goal connects to the City Council 2013 -2015 Organizational Goal of a High Performing Organization and to the Sustainability Principle of Community Knowledge. Means to Citizens: City Council members have up to date information to respond to citizen questions regarding agenda items. Citizens are provided access to the same materials through a variety of venues residential mailings, email or online. �]F FICE GOA Ls Enhance partnerships with business owners, special events coordinators, boards and commission members, and community organizations to ensure effective and compliant relationships. • The Office of the City Clerk works directly with multiple entities through the application, licensing and permitting process. Promoting an environment that leads to compliance with all State laws and local ordinances; • Provide citizens with relevant and consistent information pertaining to services, programs, events, and regulations; Enhancing the opportunities for citizen engagement by recruit a diverse and experienced pool of boards and commission applicants. This office goal connects to the City Council 2013 -2015 City Goal of Partnering for a Better Dubuque and to the Sustainability Principle of Community Knowledge. Objective: Increased Residential Engagement in the city's governance process diiiMeans to Resident: More ownership of end products: People involved in the process, and support of outcomes cIly C POSED UDGET Expenditures Resources Significant Line Items Capital Improvements FY 2012/13 Actual $330,143 $185,391 FY 2013/14 Adopted $385,210 $208,768 FY 2014/15 Recommended $375,411 $238,573 None recommended None recommended 1110W CAN WE I IELP YOU?