FY 15 Budget Presentation_City Clerk's OfficeCITY COUNCIL
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CITY CL
hRK'S OFFIC
City Clerk
Assistant City Clerk, Permit Clerk
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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
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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?