09-14-16 Personnel and Finance - Laserfiche WebLink

Home Browse Search

now present upcoming agendas and meeting notices. A "Clerk's Column" was added to the water bill to inform the residents on upcoming issues and legislation affecting them. The issue every month is different and pertains to the specific time of year. Staff and Clerk biographies were added online to increase citizen engagement and transparency. The office contracted with an attorney to ensure compliance with the law. Collaboration took place between Clerk, Council and the Mayor's Office to display local student art in public spaces designated throughout City offices. The office also collaborated with Area Plan and all other entities on Fast Tracking legislative processes. We digitized all old record and minute books this year. That process is complete and they will be uploaded online after indexing of the documents takes place. Everyone in the office is trained to aid the councilmembers if they have technology issues. We created a community distribution list so everyone in the community receives important information the Council wishes to disperse, Councilmember Jo M. Broden aided in the creation of the list. We are assisting the Council to aid their presence at community events such as Mayor's Night Out. We always have a table at Mayor's Night Out but we also make sure the Council has their resources available at the meeting and if a Councilmember cannot be there we staff their table. We are also helping the Council with their social media presence and the community is updated on the positive developments in the City. Clerk Fowler presented to the Committee the Clerk Office's 2017 goals and challenges. The Office plans on implementing a shared digital program throughout the City for City boards, commissions and Council committees. It is currently hard to coordinate between all the various entities that appoint to these boards and this new technology will help keep the entire City on the same page. We have found a vendor we want to go with and they have a great amount of useful tools such as a demographic information broken down. It also has the capability to have historically information dumped into it as well. We want to return to electronically bookmarking the Council agenda and revamp the Clerk and Council websites. The Office is planning on creating a research center in the Clerk's Office as a good balance between streamlining of city information and a face to face experience. The art contest will be expanded as well and we plan on providing internships. The Council meetings are currently streamed live through WNIT and then uploaded on YouTube, in 2017 we plan on trying to stream live on YouTube. There are also some standard operating procedures that need to be completed and we are still working on the mission statement. The Office and the Legal Department will work together on Open Door Law training as well. Finally, the Office is going to continue to move to a completely paperless office. Clerk Fowler presented the Key Performance Indicators. We are no longer just simply planning on doing more meetings and the- Council passing more legislation because an increase in quantity of meetings does not mean increase in good governance. She highlighted that the 2017 projection for percentage of petitioners that file successfully is ninety -one percent (91 %) and already for 2016 we are averaging ninety -five percent (95 %). One - hundred percent (100 %) of Council meetings have been aired on WNIT in 2016 as well. Clerk Fowler presented the key programs and costs slide which is a complete breakdown of what we do and how many hours individual projects take and what is the breakdown cost of those projects. The Clerk's Office broke down their programs into: Council and Committee Meetings — C