09-14-16 Personnel and Finance - Laserfiche WebLink

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Legal, Constituent Queries and Response, Community Events /Outreach, Records Distribution and Retention — Legal, Municipal Code Administration/Compliance, Council and Committee Meetings — Optional, Special Meeting /Study Committee /Ad Hoc Advisory, Records Distribution and Retention — Optional, Legal, Boards and Commissions, and Technological Support. Clerk Fowler also gave an example breakdown of the hours spent by the office on the Special Advisory Committee, Street Renaming Committee, and Miscellaneous Meetings /Events. It was in using those breakdown of various projects that the office came to the conclusions on the key programs and costs. This is a good breakdown of not just what the Clerks have done but also what the Council has done and what we have supported them at. It speaks to what the Clerks and the Council do. Clerk Fowler continued the presentation, highlighting the Ordinance Violations Bureau. She stated it is a work in progress but we did have some accomplishments this year. We gained access to the BMV, which we have not had for a very long time, this enabled us to collect on parking tickets. The office worked through over 8,000 parking tickets from 2014 and 2015. From that batch, over 1,800 tickets have been sent to collections this year. The OVB processed seventeen (17) Scrap Metal Licenses and over fifty (50) Lawn Parking Permits in 2016. The lawn parking tickets so far have brought in $8,807.60 and that will increase as the season goes on. Going forward in 2017, the office has a goal to work more diligently with Code Enforcement to streamline all processing of Code citations in one (1) system. Right now we are working out of three (3) systems which is very time consuming. We will continue to work with Code Enforcement and the Legal Department to streamline the Collections process. The office also wants to purchase new parking equipment so that the tickets can be stored in the cloud for real - time access by citizens, DTSB and the Clerk's Office. We are working on that with Aaron Perri. Clerk Fowler also expressed the desire to implement an amnesty program for the City. There is money out there and no one would want to write it off but it can be still collected. With the amnesty program, we could waive the late fees and people could come and clear the slate only paying for their tickets and not the late fees. This would generate revenue and allow the City to start fresh and move forward. It would give downtown businesses opportunities to pay their workers' tickets. We would advertise that heavily and hopefully it would bring in a nice revenue boost for the City. So far in 2016, OVB has referred two- hundred and sixty -four (264) tickets to the Legal Department, those are not parking tickets. The revenue, if it was all collected, would be a potential revenue of $27,515. There have been 1,536 parking tickets referred by OVB so far this year. That is pretty great because previous to this year we did not have BMV access to refer those tickets at all. That could potentially bring in $34,645. Lawn Parking Permits issued this year are already up $2,000 this year from 2015 and again the season is not even over. Scrap metal permits are down slightly because there was one (1) less permit issued this year. The program cost for everything related to the OVB including salary and everything else is approximately $70,000. VA