City Clerk's Office_FY 2017 Budget PresentationCity Clerk
-139-
This page intentionally left blank.
-140-
CITY CLERK
Budget Highlights
FY 2014/15
Actual
FY 2015/16
Adopted
FY 2015/16
Amended
FY 2016/17
Recomm'd
%Change
from Adopted
FY 2015/16
Employee Expense 290,356 286,677 286,677 301,143 5.0%
Supplies and Services 65,099 134,504 134,504 86,882 -35.4%
Machinery and Equipment 437 1,537 1,537 -0.0%
Total 355,892 422,718 422,718 388,025 -8.2%
Administrative Overhead
Charges to Enterprise Funds 100,473 76,716 76,716 89,675 16.9%
Operating Revenue 152,073 137,900 137,900 148,900 8.0%
Total 252,546 214,616 214,616 238,575 11.2%
Property Tax Support 103,346 208,102 208,102 149,450 (58,652)
Percent Increase (Decrease)--w/o election exp & Code of Ordinance Update -8.5%
Percent Increase (Decrease)--w/ election exp & Code of Ordinance Update -28.2%
Personnel- Authorized FTE 3.00 3.00 3.00 3.00
Improvement Package Summary
1 of 1
This improvement package would provide funding for the permit clerk in the City Clerk’s Office to
achieve certification and future re-certification as a Certified Municipal Professional/Clerk. Certification
is granted after attending Municipal Professionals Institute (MPI) one week per year for three
consecutive years. Subsequent re-certifications are granted after attending the Municipal Professionals
Academy (MPA) annually for one week per year for four years. Additional re-certification requires
attendance at one Iowa Municipal Finance Officer’s (IMFOA) conference during the four-year
certification. The MPI/MPA are conducted by ISU Extension and accredited by the IMFOA. Approved
continuing education credits and work experience can also be counted toward both certifications.
Department succession planning contributes to the City Council goal of a financially responsible and
high-performance organization. Within the context of a three-person office, this improvement package
will prepare and qualify the permit clerk for potential application to the position of Assistant City Clerk or
appointment to the position of City Clerk. Additionally, the designation of Iowa Certified Municipal Clerk
will provide the Permit Clerk with a broader knowledge of the requirements, responsibilities and
legalities of the City Clerk’s Office. This would increase the level of customer service which also speaks
to this City Council goal.
Related Cost: $1,320– Tax Funds – Recurring Recommend - Yes
Property Tax Impact: +$.0006/+.01%
Activity: City Clerk
-141-
Significant Line Items at Maintenance Level
(Without Recommended Improvement Packages)
Employee Expense
1. FY 2017 employee expense reflects a 2.5% wage package increase.
2. The Iowa Public Employee Retirement System (IPERS) City contribution increased from 8.93%
to 9.02% and the employee contribution increased from 6.18% to 6.24% in FY 2017, resulting in
an increase of $191 (1%).
3. The City portion of health insurance expense increased from $1,040 in FY 2016 to $1,325 in FY
2017 per month per contract, resulting is an increase of $10,260 (27.40%).
4. FY 2017 is the fifth year that eligible retirees with at least twenty years of continuous service in a
full-time position or retired as a result of a disability and are eligible for pension payments from
the pension system can receive payment of their sick leave balance with a maximum payment
of one-hundred twenty sick days payable bi-weekly over a five year period. Sick leave payout
expense of $4,975 is budgeted in City Clerk’s Office (for two employees) in FY 2017.
Supplies & Services
5. Copying and Reproduction decreased from $1,492 in FY 2016 to $678 in FY 2017 based on
Fiscal Year 2015 actual of $677.
6. Code Supplements decreased from $10,000 in FY 2016 to $9,000 in FY 2017 based on Fiscal
Year 2015 actual of $8,151.
7. Legal Notices and Ads decreased from $25,000 in FY 2016 to $21,500 in FY 2017 based on FY
2015 actual of $21,134.
8. Court Costs and Record Fees decreased from $3,899 in FY 2016 to $2,750 in FY 2017 based
on FY 2015 actual of $2,645 plus 4%.
9. Software License expense decreased from $2,143 in FY 2016 to $0 in FY 2017 due to the use
of Permits Plus not feasible for special events permits.
10. Election expense decreased from $40,000 in FY 2016 to $0 in FY 2017 and is typically an every
other year expense.
Revenue
11. Beer/Liquor Combination Licenses increased from $109,500 in FY 2016 to $120,000 in FY 2017
based on FY 2015 actual of $123,202.
12. Revenue received from Enterprise Funds for administrative overhead charges has increased
from $76,716 in FY 2016 to $86,938 in FY 2017 due to an increase in the capacity of the
sanitary sewer fund.
-142-
City of Dubuque
CITY CLERK’S OFFICE
Organizational Chart
Mayor & City Council
City Clerk
Permit Clerk Assistant City
Clerk
-143-
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 Clerk’s 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
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 City Council members and City staff the necessary
documents for fulfillment of their 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.
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.
City Council
City Clerk’s Office
City Clerk,
Assistant City Clerk and Permit Clerk
-144-
CITY CLERK’S OFFICE
Resources and Property Tax Support
The City Clerks Department is supported by 3 full-time equivalent employees, which accounts
for 78% of the department expense as seen below. Overall, the departments’ expenses are
expected to decrease by 8% in FY 2017 compared to FY 2017.
Expenditures by Category by Fiscal Year
0
50000
100000
150000
200000
250000
Administrative Overhead Operating Revenue Property Tax Support
Resources and Property Tax Support
FY2015 FY2016 FY2017
$0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000 $350,000
Employee Expense
Supplies and Services
Machinery and Equipment
$290,356
$65,099
$437
$286,677
$134,504
$1,537
$301,143
$86,882
$0
FY2017 FY2016 FY2015
-145-
CITY CLERK’S OFFICE
Overview
The City Clerk’s Office serves as a general information center for citizens and is directly
responsible to the City Council for preparation of agendas and maintaining minutes and
official records for the City.
Administration:Responsible for records management for all
documents related to City Council meetings 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:
1. Alcoholic beverage sales and service licenses
2. Bicycle
3. Second-hand merchandise dealers
4. Solicitors licenses
5. Taxi company and operator licenses
6. Tobacco sales
Special Events:Processes requests for special events, festivals, and block parties through
an on line permit process and with the review and approval by the Special Events
Committee and the Iowa Alcohol Beverage Division.
“N O O T HER O FFI CEI N M U N I CI P AL S ER VI CEHAS S O M AN Y CO N T R ACT S .IT S ER VES T HEM AYO R ,
T HECI T YCO U N CI L ,T HECI T Y M AN AGER ,AN D ALL ADM I N I ST R AT I VEDEP AR T M EN T S W I T HO U T
EX CEP T I O N .A LL O FT HEM CALL U P O N I T ,ALM O ST DAI LY,FO R SO M ES ER VI CEO R I N FO R M AT I O N .
IT S W O R KI S N O T S P ECT ACU LAR ,BU T I T DEM AN DS VER S AT I LI T Y,ALER T N ES S ,ACCU R ACY,AN D
N O EN D O FP AT I EN CE.T HEP U BLI C DO ES N O T R EALI ZEHO W M AN YLO O S EEN DS O FCI T Y
ADM I N I S T R AT I O N T HI S O FFI CEP U LLS T O GET HER . "
~Professor William Bennett Munro (1934)
-146-
CITY CLERK’S OFFICE
Highlights of the Past Year
Special Events applications stream lined and offered as an on line fillable form.
Sister City Relationship Advisory Commission received a Humanities Iowa Grant
to mounted 102 photos of Handan, China; and create a traveling exhibit of
photos.
Sister City Relationship Advisory Commission sent a delegation to Handan
China.
Future Initiatives
Establish a combined vendor application process
Engage citizens in the City Life program
Aid in facilitating cultural and economic development exchanges through the
Sister City Relationships Advisory Commission
Sister Cities;
o Dornbirn, Austria
o Handan, China
o Pyatigorsk, Russia
Establish and execute a records organization plan
Performance Measures
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.
-147-
CITY CLERK’S OFFICE
Goal: Financially Responsible & High Performance Organization
Outcome #1:Provide the Mayor and City Council information as they work to
serve the residents of Dubuque.
The Office of the City Clerk strives to provide accurate, effective and efficient
documents allowing the Mayor and City Council to make educated and informed
decisions about community needs.
The Department will accomplish this objective by focusing on the following:
Prepare and distribute agenda materials in a timely, efficient, and streamlined
manner.
Emphasize electronic access initiatives that increase information availability
while reducing cost.
Promote the “Notify Me” feature on the City of Dubuque’s website
www.cityofdubuque.org enhancing citizen’s accessibility to City Council agenda
documents, related supporting documents, video feeds of meetings, and past
and current minutes.
What’s in it for me… (WIFM)?
Citizens can access a video explaining how the City of Dubuque City
Council meetings function and learn the procedures set by code governing
such things as public participation and council actionable items at
www.cityofdubuque.org
IITEMS FY 12 FY 13 FY 14 FY 15
Agenda Items 1148 1039 1023 1063
Resolutions 352 320 352 291
Ordinances 56 51 66 54
IITEMS FY 12 FY 13 FY 14 FY 15
“Notify Me” Subscribers 334 388 439 479
-148-
CITY CLERK’S OFFICE
Goal: Planned and Managed Growth
Outcome #2: Enhance the accessibility for citizen to pertinent City documents.
The Office of the City Clerk aims to ensure that pertinent documents are readily
available and accessible to the public so they can access pertinent documents in a
timely and more efficient manner.
The Department will accomplish this objective by focusing on the following:
Sorting, scanning and archiving documents effectively allowing increased and
improved access to maintain and preserve materials online.
Working toward succession planning to provide appropriate cross training among
staff, as well as, provide opportunities to encourage certification and higher
education for staff; saving tax dollars through efficiencies and sharing of office
duties.
Maintaining exceptional customer service through a high level of integrity to
encourage citizen collaboration.
What’s in it for me?
Citizens can access pertinent documents in a timely and more efficient
manner as well as increasing staff’s ability to respond quickly and accurately
to customer requests thus bolstering a more transparent government.
Example of such documents are:
Resolution Lists - 1981 to present
Ordinance Lists – 1981 to present
City Council Official Proceedings - 1907 to present
City Council on line agendas - 2011 to present
City Council electronic agenda packets – 2000 to present
Other Historic documents
-149-
CITY CLERK’S OFFICE
Goal: Partnering for a Better Dubuque
Objective: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 to ensure that pertinent documents are readily
available and accessible to the public in a timely and efficient manner.
The Department will accomplish this objective by focusing on the following:
Provide citizens with relevant and consistent information pertaining to services,
programs, events, and regulations allowing them to engage city services in a
knowledgeable and convenient manner.
Working directly with the Civil Service Commission to ensure fair practices in the
appointment and promotion to a Civil Service position. In doing so, the City Clerk
staff oversees entry-level and promotional written tests; ensuring the integrity,
unbiased and impartial nature of the testing process.
Recruit and retain a diverse, inclusive, and qualified pool of boards and
commission applicants by:
o Using multiple forms of advertising, announcements and search strategies
designed to find qualified applicants
o Including wording that emphasizes the city’s commitment to diversity
o Identifying new and creative avenues to publicize the position
o Engage in inclusive recruitment activities and proactive outreach
-150-
CITY CLERK’S OFFICE
What’s in it for me…(WIFM)?
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
communications as well as providing an extensive amount of information
and fillable applications from the City’s website at www.cityofdubuque.org.
Allowing citizens to do business based on their time availability rather than
strictly the traditional 8-5.
ITEMS FY 12 FY 13 FY 14 FY 15
Special Event permits issued 126 139 123 132
Liquor license applications processed 258 276 279 260
Tobacco permit applications processed 68 75 80 86
Other Licenses issued
(Bike, Peddler’s, Transient Merchants, Taxi Company/Drivers)108 123 128 127
Boards & Commission applications processed 84 122 88 101
Civil Service tests administered 22 17 20 16
Civil Service applicants tested 1013 1038 708 682
-151-
Recommended Operating Revenue Budget - Department Total
73 - CITY CLERK'S OFFICE
Fund Account Account Title FY14 Actual
Revenue
FY15 Actual
Revenue
FY16 Adopted
Budget
FY17 Recomm'd
Budget
100 42105 BUSINESS LICENSES 7,160 6,835 7,100 7,100
100 42110 CIGARETTE LICENSES 7,600 8,425 8,000 8,000
100 42115 BEER/LIQUOR COMB-LICENSE 109,429 123,202 109,500 120,000
100 42130 BICYCLE LICENSES 520 560 500 500
42 - LICENSES AND PERMITS 124,709 139,022 125,100 135,600
100 51965 EVENTS REVENUE 4,850 4,900 4,500 5,000
51 - CHARGES FOR SERVICES 4,850 4,900 4,500 5,000
100 53208 SPECIAL EVENT DEPOSIT 4,900 7,622 8,000 8,000
100 53620 REIMBURSEMENTS-GENERAL 264 529 300 300
53 - MISCELLANEOUS 5,164 8,151 8,300 8,300
100 59610 FR WPC OPERATING 19,494 23,908 13,037 27,767
100 59620 FR STORMWATER OPERATING 751 4,740 9,099 8,846
100 59630 FR PARKING OPERATING 3,452 4,244 4,694 4,564
100 59640 FR WATER UTILITY 18,816 23,214 0 0
100 59670 FR REFUSE COLLECTION 26,376 30,948 35,360 34,376
100 59940 FR DMASWA 11,179 13,419 14,526 14,122
59 - TRANSFER IN AND INTERNAL 80,068 100,473 76,716 89,675
73 - CITY CLERK'S OFFICE TOTAL 214,791 252,546 214,616 238,575
-152-
Recommended Operating Expenditure Budget - Department Total
73 - CITY CLERK'S OFFICE
Fund Account Account Title FY14 Actual
Expense
FY15 Actual
Expense
FY16 Adopted
Budget
FY 17 Recomm'd
Budget
100 61010 FULL-TIME EMPLOYEES 184,805 192,557 195,970 205,221
100 61050 OVERTIME PAY 2,646 5,860 3,000 3,000
100 61091 SICK LEAVE PAYOFF 10,900 10,900 10,900 4,621
100 61310 IPERS 16,739 17,718 18,109 18,944
100 61320 SOCIAL SECURITY 15,027 15,778 16,348 16,581
100 61410 HEALTH INSURANCE 43,322 42,840 37,440 47,700
100 61415 WORKMENS' COMPENSATION 691 689 701 753
100 61416 LIFE INSURANCE 184 184 392 411
100 61655 CAR ALLOWANCE 3,774 3,830 3,817 3,912
61 - WAGES AND BENEFITS 278,087 290,356 286,677 301,143
100 62010 OFFICE SUPPLIES 1,167 2,087 1,190 1,891
100 62030 POSTAGE AND SHIPPING 1,358 1,071 1,427 1,125
100 62031 PROCESSING MATERIALS 322 333 350 357
100 62050 OFFICE EQUIPMENT MAINT 0 206 215 210
100 62061 DP EQUIP. MAINT CONTRACTS 983 1,154 1,605 1,605
100 62090 PRINTING & BINDING 668 39 1,012 1,012
100 62110 COPYING/REPRODUCTION 2,131 677 1,492 678
100 62120 CODE SUPPLEMENTS 6,989 8,151 10,000 9,000
100 62130 LEGAL NOTICES & ADS 17,863 21,134 25,000 21,500
100 62170 SUBSCRIPTIONS-BOOKS-MAPS 556 636 570 687
100 62190 DUES & MEMBERSHIPS 2,120 2,225 2,200 2,305
100 62204 REFUNDS 7,239 9,041 10,000 10,000
100 62208 GENERAL LIABILITY INSURAN 1,607 1,605 1,602 1,681
100 62230 COURT COSTS & RECORD FEES 2,179 2,645 3,899 2,750
100 62310 TRAVEL-CONFERENCES 37 616 3,100 2,425
100 62320 TRAVEL-CITY BUSINESS 35 0 495 543
100 62340 MILEAGE/LOCAL TRANSP 133 99 145 145
100 62360 EDUCATION & TRAINING 4,883 2,794 5,902 6,455
100 62421 TELEPHONE 2,035 3,089 2,036 2,344
100 62424 RADIO/PAGER FEE 296 280 299 287
100 62436 RENTAL OF SPACE 444 444 444 504
100 62645 SPECIAL EVENTS 1,221 773 3,000 3,000
100 62663 SOFTWARE LICENSE EXP 0 45 2,143 0
100 62684 CIVIL SERVICE EXPENSE 22,379 4,293 16,378 16,378
100 62698 ELECTION EXPENSES 22,041 0 40,000 0
100 62716 CONSULTANT SERVICES 0 1,662 0 0
62 - SUPPLIES AND SERVICES 98,688 65,099 134,504 86,882
100 71211 DESKS/CHAIRS 0 0 1,100 0
100 72418 TELEPHONE RELATED 0 437 437 0
71 - EQUIPMENT 0 437 1,537 0
73 - CITY CLERK'S OFFICE TOTAL 376,775 355,893 422,718 388,025
-153-
Recommended Expenditure Budget Report by Activity & Funding Sounce
73 - CITY CLERK'S OFFICE
CITY CLERK - 73100
FUNDING SOURCE: GENERAL
Account FY14 Actual Expense FY15 Actual Expense FY16 Adopted Budget FY17 Recomm'd Budget
EQUIPMENT 0 437 1,537 0
SUPPLIES AND SERVICES 98,688 65,099 134,504 86,882
WAGES AND BENEFITS 278,087 290,356 286,677 301,143
CITY CLERK 376,775 355,893 422,718 388,025
CITY CLERK'S OFFICE TOTAL $376,774.88 $355,892.53 $422,718.00 $388,025.00
-154-
C I T Y O F D U B U Q U E , I O W A
DEPARTMENT DETAIL - PERSONNEL COMPLEMENT
73 CITY CLERK
FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET
61010 Full Time Employee Expense
100 9350 Contract CITY CLERK 1.00 94,012 1.00 97,553 1.00 100,007
100 8925 GE-29 ASSISTANT CITY CLERK 1.00 49,829 1.00 52,720 1.00 56,752
100 8875 GE-26 PERMIT CLERK 1.00 43,187 1.00 45,697 1.00 48,462
TOTAL FULL TIME EMPLOYEES 3.00 187,028 3.00 195,970 3.00 205,221
TOTAL CITY CLERK'S OFFICE 3.00 187,028 3.00 195,970 3.00 205,221
FY 2017FY 2016FY 2015
-155-
Run Date: 01/22/16
ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET
CITY OF DUBUQUE, IOWA
ACTIVITY PERSONNEL COMPLEMENT SUMMARY
FY 2015 FY 2017FY 2016
City Clerks Office
10073100 61010 100 9350 GE-38 CITY CLERK 1.00 94,012 1.00 97,553 1.00 100,007
10073100 61010 100 8875 GE-26 PERMIT CLERK 1.00 43,187 1.00 45,697 1.00 48,462
10073100 61010 100 8925 GE-29 ASSISTANT CITY CLERK 1.00 49,829 1.00 52,720 1.00 56,752
Total 3.00 187,028 3.00 195,970 3.00 205,221
TOTAL CITY CLERK'S OFFICE 3.00 187,028 3.00 195,970 3.00 205,221
-156-
Copyright 2014
City of Dubuque Public Hearings # 6.
IT EM T IT LE:Cable TV Division FY 2017 Budget Presentation
SUM MARY:
SUGGEST ED DISPOSIT ION:
ATTACHMENTS:
Description Type
Cable TV Division FY17 Recommended Budget Supporting Documentation
City Clerk
8 Years Clerk Experience
Iowa Certified Municipal Clerk
International Certified Municipal Clerk
Permit Clerk
4 Years Clerk Experience
Mayor & City Council
City of Dubuque
City Clerk FY17
Assistant City Clerk
12 Years Clerk Experience
Iowa Certified Municipal Clerk
Iowa Certified Municipal Finance Officer
International Certified Municipal Clerk
“No other office in municipal service has so many
contracts.It serves the mayor,the city council,the city
manager,and all administrative departments without
exception.All of them call upon it,almost daily,for
some service or information.Its work is not
spectacular,but it demands versatility,alertness,
accuracy,and no end of patience.The public does not
realize how many loose ends of city administration
this office pulls together.“
~Professor William Bennett Munro (1934)
City Clerk FY17
Civil Service Commission
•Meetings
•Exams
•Hearings
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
•Taxi
o Business
o Fleet Vehicle
o Drivers
o Tobacco/Vapor Permit
City Council Support
•Archival of documents, official proceedings,
ordinances, and resolutions
•City Council election materials
•Prepare, distribute and post council meeting
agendas and minutes
•Ensure legal compliance of official posting and
publication of public notices
•Processing and recording of official documents
Customer service to citizens and staff
•City Hall general information center
•Animal impound intakes
•Notary Public services
Sister City Relationships Advisory Commission
activities
Boards and Commissions
•Track membership
•Oaths of Office
•Orientation
City Clerk FY17
City Clerk FY17
City Clerk
City Council
and Staff Web QA
Electronic requesting and reporting device
“Notify Me”
Subscribers
FY 13 -388
FY 14 -439
FY 15 -479
City Life
Presented to
94 Citizens
Laser Fiche
Web Link
Access to archived city documents and proceedings
Novus Agenda
Manager
Access to current
and archived City
Council agendas
and minutes
30 Boards &
Commissions
Business and
Institutions
Granicus
Meeting
Manager
Access to live
streaming council
meetings and archived
meetings
57,000+
Citizens
The City Clerk’s Office
fielded phone calls in FY 15
for a total of 427 hours of citizen contact.
1
2
3
4
5
6
7
8
9
10
11
12
City Clerk Asst. City Clerk Permit Clerk Information Line
3,249
6,808 6,834 7,150
3,129
8,998
11,386 11,456
Th
o
u
s
a
n
d
s
Calls Per Line
FY 15FY 15FY 15FY 15FY14 FY14 FY14 FY14
•Special Events applications stream lined and offered as
an on-line, fillable form.
•Sister City Relationships Advisory Commission received a
Humanities Iowa Grant to mount 102 photos of Handan,
China; and create a traveling photo exhibit.
•Sister City Relationships Advisory Commission delegation
to Handan China.
City Clerk FY17
•Establish a combined vendor application process
•Engage citizens in the City Life program
•Aid in facilitating cultural and economic development
exchanges through the Sister City Relationships
Advisory Commission
o Sister Cities;
Dornbirn, Austria
Handan, China
Pyatigorsk, Russia
•Establish and execute a records organization plan
City Clerk FY17
Licenses and Permits FY 13 FY 14 FY 15
Special Event Permits issued 139 123 132
Liquor Licenses processed 276 279 260
Tobacco Permits processed 75 80 86
Other Licenses issued 123 128 128
Bike Licenses issued 97 103 111
Agenda FY 13 FY 14 FY 15
Resolutions 362 391 291
Ordinances 56 72 54
City Clerk FY17
Civil Service FY 13 FY 14 FY 15
Tests administered 17 20 16
Applicants tested 1038 708 682
Commission meetings 11 14 15
City Clerk FY17
Boards and Commissions FY 13 FY 14 FY 15
Applications processed 122 88 101
Appointments made 78 57 71
City Clerk FY17
Iowa Municipal Professionals Academy
Iowa Municipal Finance Officer’s Association
International Institute of Municipal Clerks
Iowa League of Cities Conference
Northeast Iowa Regional League
Growing Sustainable Communities Conference
East Central Iowa Clerks Association
Dubuque County Clerks
Diversity Conferences / Summits
•Bike Licenses $5.00
•Business License
o Second Hand Dealers $75.00
o Pawn Broker $75.00
o Junk and Salvage Sales $75.00
•Notary Service No Charge
•Recording $100.00
•Special Events $50.00
•Solicitor License
o 60 days $100.00
o 120 days $200.00
o 180 days $300.00
•Taxi
o Business License $15.00
o Fleet Vehicle $30.00
o Driver Permit $10.00
City Clerk FY17
City Clerk FY17
$0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000 $350,000
Equipment
Supplies/Services
Employee Expense
$0
$86,882
$301,143
$1,537
$134,504
$286,677
$437
$65,099
$290,356
$0
$98,688
$278,087
Expenditures by Category by Fiscal Year
FY 17 Request FY 16 FY 15 FY 14
$1,320 for each of the first 3 years
$800 for each year thereafter
This improvement package would provide funding for the permit
clerk in the City Clerk’s Office to achieve certification and future
re-certification as a Certified Municipal Professional/Clerk.
City Clerk FY17
City Clerk FY17