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Home My WebLink AboutSession VII - City Clerk2018 Budget Presentation City Clerk October 4, 2017 TABLE OF CONTENTS FUND 101‐0201 CITY CLERK ............................................................................................. 2‐9 POWERPOINT PRESENTATION ................................................................................... 10‐24 City of South Bend, Indiana 2018 Budget Fund 101 - General Fund Department 0201 - City Clerk 2017 2018 Budget 2015 2016 Amended 06/30/17 Proposed Forecast Variance % Actual Actual Budget Actual Budget 2019 2020 2021 2022 2017-2018 Change Expenditures by Type Personnel Salaries & Wages 226,698 216,104 235,774 113,935 251,044 256,065 261,186 266,410 271,738 15,270 6% Fringe Benefits 87,074 82,139 113,460 47,380 117,310 120,943 124,701 128,591 132,616 3,850 3% Total Personnel 313,772 298,243 349,234 161,315 368,354 377,007 385,888 395,001 404,354 19,120 5% Supplies 9,907 6,702 7,800 1,912 7,800 7,800 7,800 7,800 7,800 - 0% Services & Charges Professional Services 9,518 30,069 48,990 15,358 37,487 37,500 37,500 37,500 37,500 (11,503) -23% Printing & Advertising 19,897 22,163 30,531 7,355 19,550 18,050 17,550 17,050 16,550 (10,981) -36% Utilities - - - - - - - - - - - Education & Training 2,444 3,449 4,000 1,915 3,000 3,000 3,000 3,000 3,000 (1,000) -25% Travel 4,019 1,946 4,950 107 6,950 6,950 6,950 6,950 6,950 2,000 40% Repairs & Maintenance 1,940 5,937 25,371 11,488 5,000 5,000 5,000 5,000 5,000 (20,371) -80% Other Interfund Allocations 2,569 2,940 59,972 29,988 89,863 91,660 93,493 95,363 97,271 29,891 50% Debt Service Principal - - - - - - - - - - - Interest & Fees - - - - - - - - - - - Grants & Subsidies - - - - - - - - - - - Insurance 1,260 1,392 1,029 516 1,043 1,043 1,043 1,043 1,043 14 1% Transfers Out - - - - - - - - - - - Other Services & Charges 2,598 2,170 5,839 1,209 5,100 5,100 5,100 5,100 5,100 (739) -13% Total Services & Charges 44,245 70,066 180,682 67,936 167,993 168,303 169,636 171,006 172,414 (12,689) -7% Capital - - - - - - - - - - - Total Expenditures 367,924 375,011 537,716 231,163 544,147 553,111 563,324 573,807 584,568 6,431 1% Revenue Charges for Services - - - - - - - - - - - Interest Earnings - - - - - - - - - - - Donations - - - - - - - - - - - Other Income - - - - - - - - - - - Total Revenue - - - - - - - - - - - Department Purpose: Explain Significant Revenue, Expenditure and Staffing Changes/Variances Below: We ensure the integrity and accuracy of City records, and liaise between the Common Council, City Administration and South Bend residents fostering relationships and common ground. We accomplish our mission by: - Serving as a responsible steward of information and historical artifacts - Empowering the community to engage - Supporting open and transparent government - Striving for the highest degree of excellence in customer service Increase in inter-fund allocations from 2015 to 2016 due mainly to the increase in Interfund Allocations for IT which allow for all departments to see the full cost of IT and other administration functions that they would not have seen in the past. 2 City of South Bend, Indiana 2018 Budget Department 101-0201 - City Clerk Accomplishments, Goals, KPI's 2017 Accomplishments & Outcomes - - - - - - - Verbatim transcription of legal minutes - Completion of new policy and compliance process mapping by all staff members 2018 Department Goals & Objectives and Linkage to City Results - - -- Work with Historic Preservation to link our historical digital records - - - - - - - - - - Key Performance Indicators (KPI's) Measure 2018 Long Term Goal 2015 Actual 2016 Estimated 2017 Target -N/A 160 160 178 -N/A 191 156 152 -N/A 160 160 187 -98.0% 94.0% 95.0% 94.4% -100.0% 90.0% 90.0% 95.0% -N/A N/A N/A 80 -N/A N/A N/A 16 -N/A N/A N/A 90 -N/A N/A N/A 85 -N/A N/A N/A 290 -N/A N/A N/A N/A -N/A N/A N/A 7,369 -N/A N/A N/A 2,008 -N/A N/A N/A 401 Types: output, efficiency, effectiveness, quality, outcome, technology 2018 Significant Changes/Challenges/Opportunities - - - - - - IT Allocation: $28,000 increase; Deputy Clerk Salary: $5,000 increase; Granicus software: $3,000; Transcribing of Historical Records: $6,000 Significant Changes Continue to upgrade technology finding innovative cost efficient solution through streamlining, integration, and cost between departments and other governmental entities, QR Codes, Electronic Law Books, etc. - Continual development of the Clerk's office SOPs and cross-training employees; education on media, retention, open-door laws, and incorporate active shooter protocols - Continue inclusive transparency efforts to increase community awareness and engagement, ensuring the ADA compliance of all offsite meetings of the Council, providing government tours, developing a comprehensive internship program, developing a comprehensive community artwork program Interdepartmental/public electronic filings and document management with legal electronic signatures and an online payment option Expand Amnesty Day to cover Ordinance Violation citations Continue to increase collections revenue (second year of BMV access) New parking enforcement equipment and software in real time - Develop online fillable PDF's for various OVB licenses and applications - Hosted an ACYPL Fellow from Myanmar, facilitating meetings around South Bend to provide insight as to how local government works in the United States - Launched Artwork Program with local schools - Launched official Clerk's Internship Program - Granicus software - Launched City Boards and Commissions software with cost-sharing Good Government - Launched City Branding initiative for Clerk's Office and began branding for the Council, began working on Knowledge Based Articles for the City website Basics are Easy Amnesty Day - Assisted with legislation giving the Clerk the authority to declare a Parking Ticket Amnesty Day, successfully marketed Amnesty Day 2017, brought in payments for over 500 unpaid parking tickets. Complete Roll Out of New Downtown Parking Program Fast Track Initiative- Completed Phase 2 Completed indexing for historical digitization of City records, including using optical character recognition to make all historical records searchable. Began live streaming of Council Meetings using YouTube and Facebook - Launched Interactive Parking Maps for Lawn Parking, Collections Process, Assisting Council to update current legislation Complete standardization of City-wide SOPs and procedures relating to filings and other Clerk legal processes - Continuing to assist in the transition of the Council Attorney and Council Internship Program - Assisting the Council with coming up with innovative solutions for efficiency and public engagement including use of technology and ensuring ADA Compliance of off-site meetings Historical Tours and Government Education Complete branding for Clerk/Council with a PR focus Complete office upgrades for Clerk/Council Created an Opt-in Option for our Email Distribution List, allowing the public to sign up to receive emails sent by the Clerk's Office Completely develop Clerks/Council Community Artwork Program Economic Development Create Interactive maps for Council districts with a focus on priorities and Council-driven initiatives in their particular districts Develop QR Scan Codes to use on tickets for payment, meeting notices for more information, etc. - Develop Active Shooter protocols for the 4th floor and train Council and Clerk Staff - Yearly Boards and Commissions Training for all Council, Department Heads, and Citizen Members - Continuing to remain in compliance by meeting all open-door law requirements (deadlines), etc. - Develop a Clerk-OVB/Council matrix that helps us to determine inefficiency, gaps, and help give us projections for hitting targets Create Legislative Digital Application for the South Bend City Code Complete Legislative Research Center and open to the public Complete Fast Track Program Completely develop Internship Program - Interdepartmental electronic filings and document management with legal electronic signatures and an online payment optionContinual efforts to increase revenues from collections (2nd year of BMV Access) Possible expansion of Amnesty Day to include Ordinance Violation Citations - Continue the Clerk's Office mission to go paperless: Lexis Nexis, Polk City Directory, etc. - Contract with a New Parking Ticket System that records tickets in real time for OVB All Ordinance Violation Citations Referred (including Parking and Code Enforce) Parking Tickets Processed Ordinance Violations Processed Press Releases and Community Recognition Efforts Swearing Ins (Oaths, Appointments, and all City Boards and Commissions) Outside Meetings and Events Staffed Orientation and Training Sessions Attended and Facilitated Licensing ND and Scrap Metal Number of Transactions Preserved Number of laws passed by Council Number of Meetings Staffed and Processed Percentage of petitioners that file successfully Live Council Meetings aired on WNIT Appeals Processed (per Legal Dept) Type Output Technology Quality Output Output Output 3 City of South Bend, Indiana 2018 Budget Department 101-0201 - City Clerk Staffing (Full-Time Employees only) 2017 2018 2016 Amended 06/30/17 Proposed Forecast Position (* New title or additional position)Actual Budget Actual Budget 2019 2020 2021 2022 Non-Bargaining City Clerk 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Chief Deputy City Clerk 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Deputy City Clerk 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Ordinance Violations Bureau Clerk 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 City Clerk Secretary 1.0 1.0 1.0 - - - - - Administrative Assistant I - - - 1.0 1.0 1.0 1.0 1.0 Total Non-Bargaining 5.0 5.0 5.0 5.0 5.0 5.0 5.0 5.0 Bargaining Total Bargaining - - - - - - - - Total Full-Time Employees 5.0 5.0 5.0 5.0 5.0 5.0 5.0 5.0 Explain Significant Staffing Changes Below: 4 201720172017 6/30/17 201820152016 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual ExpendituresGENERAL FUND101-0201-411.10-01 REGULAR WAGES226,698 216,104 237,174 235,774 158,334 113,935 251,044LEVEL TEXTTEXT AMT02 1 CITY CLERK70,9001 CHIEF DEPUTY CITY CLERK51,7091 DEPUTY CITY CLERK *2018 INCREASE 10%50,0001 ORDINANCE VIOLATIONS BUREAU CLERK42,9101 ADMINISTRATIVE ASSISTANT I40,525LESS ADJUSTMENT FOR ACTUAL SALARY PAID5,000-251,044101-0201-411.11-01 FICA - REGULAR17,004 16,355 18,144 18,144 12,065 8,679 19,205LEVEL TEXTTEXT AMT02 REGULAR SALARIES $251,044 X 7.65%19,20519,205101-0201-411.11-04 PERF - REGULAR18,615 24,204 26,563 26,563 17,733 12,761 28,117LEVEL TEXTTEXT AMT02 REGULAR SALARIES $251,044 X 11.20%28,11728,117101-0201-411.11-07 UNEMPLOYMENT COMP579297593593000101-0201-411.11-08 HEALTH INSURANCE48,452 38,929 64,240 64,240 35,367 24,898 66,840LEVEL TEXTTEXT AMT02 LONG-TERM DISABILITY:5EMPX$96480HEALTH INSURANCE:4 EMP X $16,20064,800HEALTH INSURANCE REBATE:1 EMP X $1,5601,56066,840101-0201-411.11-09 LIFE INSURANCE600530600600415290600LEVEL TEXTTEXT AMT02 5 EMP X $120600600101-0201-411.11-22 PARKING ALLOWANCE1,824 1,824 1,920 1,920 1,112752 1,920LEVEL TEXTTEXT AMT02 PARKING FEES - $40 PER MONTH X 12 MONTHS X 4 EE1,9201,920101-0201 City ClerkCity of South BendExpenditures10/09/17, 10:28am5 201720172017 6/30/17 201820152016 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual Expenditures101-0201-411.11-24 CELL PHONE ALLOWANCE000 1,40011000101-0201-411.11-29 PARENTAL LEAVE000000628LEVEL TEXTTEXT AMT02 WAGES $251,044 X 0.25%628628------------ ------------ ------------ ------------ ------------ ------------ ------------* PERSONNEL SERVICES313,772 298,243 349,234 349,234 225,136 161,315 368,354101-0201-411.21-01 OFFICIAL RECORDS119 1,356 1,500 1,50000 1,500LEVEL TEXTTEXT AMT02 OFFICIAL RECORDS1,5001,500101-0201-411.21-02 STATIONERY & PRINTING321000000101-0201-411.21-03 C.S. OFFICE SUPPLIES899600 1,300 1,3008161 1,300LEVEL TEXTTEXT AMT02 CENTRAL STORES OFFICE SUPPLIES1,3001,300101-0201-411.21-04 OTHER OFFICE SUPPLIES870 2,746 3,000 3,000 1,392 1,357 3,000LEVEL TEXTTEXT AMT02 OTHER OFFICE SUPPLIES3,0003,000101-0201-411.21-05 LAW BOOKS1,500 2,000 2,000 2,000923494 2,000LEVEL TEXTTEXT AMT02 LAW BOOKS2,0002,000101-0201-411.22-60 SMALL OFFICE EQUIPMENT6,198000000------------ ------------ ------------ ------------ ------------ ------------ ------------* SUPPLIES9,907 6,702 7,800 7,800 2,396 1,912 7,800101-0201-411.31-01 LEGAL SERVICES0 2,968 10,000 10,583 1,088700 7,500LEVEL TEXTTEXT AMT02 CONTRACTED LEGAL SERVICES7,5007,500101-0201-411.31-06 OTHER PROFESSIONAL SVCS9,012 27,101 30,300 36,907 17,208 14,623 29,987LEVEL TEXTTEXT AMT101-0201 City ClerkCity of South BendExpenditures10/09/17, 10:28am6 201720172017 6/30/17 201820152016 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual Expenditures02 OTHER PROFESSIONAL SERVICES:CITY OF SOUTH BEND MUNICIPAL CODE UPDATES13,800BMV SEARCHES2,500DIRECT PAY CHARGES FROM COLLECTION AGENCY1,000TRANSLATOR4,000DIGITIZATION OF HISTORICAL RECORDS2,000COPIER MAINTENANCE4,000OTHER SERVICES2,68729,987101-0201-411.31-39 COLLECTION COSTS50600035350101-0201-411.31-71 CENTRAL STORES ALLOCATION604576790790528396 1,459LEVEL TEXTTEXT AMT02 2018 FIXED COST ALLOCATION #31,459CENTRAL STORES1,459101-0201-411.31-73 PRINT SHOP ALLOCATION027617217211284756LEVEL TEXTTEXT AMT02 2018 ALLOCATION756756101-0201-411.31-76 IT ALLOCATION000000 87,648LEVEL TEXTTEXT AMT02 2018 FIXED COST ALLOCATION #787,648INFORMATION TECHNOLOGY87,648101-0201-411.32-02 POSTAGE339305 2,000 1,739453324 1,500LEVEL TEXTTEXT AMT02 POSTAGE1,5001,500101-0201-411.32-21 TRAVEL - MILEAGE1,290361 2,000 2,0004440 2,000LEVEL TEXTTEXT AMT02 2017 TRAVEL/MILEAGE2,0002,000101-0201-411.32-22 TRAVEL - AIRFARE00 1,00030000 1,000LEVEL TEXTTEXT AMT02 TRAVEL/AIRFARE:1,0002017 INTERNATIONAL CLERK CONFERENCE101-0201 City ClerkCity of South BendExpenditures10/09/17, 10:28am7 201720172017 6/30/17 201820152016 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual Expenditures1,000101-0201-411.32-23 TRAVEL - HOTEL2,619 1,485 3,500 2,200107107 3,500LEVEL TEXTTEXT AMT02 2017 TRAVEL/HOTEL3,5003,500101-0201-411.32-24 TRAVEL - MEALS010025025000250LEVEL TEXTTEXT AMT02 2017 TRAVEL/MEALS250250101-0201-411.32-25 TRAVEL - OTHER110020020000200LEVEL TEXTTEXT AMT02 2017 TRAVEL/OTHER (PARKING, TOLLS, ETC.)200200101-0201-411.33-02 PUBLICATION LEGAL NOTICE 19,617 20,625 23,750 25,622 8,320 6,514 17,500LEVEL TEXTTEXT AMT02 PUBLICATION LEGAL NOTICE17,50017,500101-0201-411.33-03 PROMOTIONAL280 1,538 1,050 4,909 3,465841 2,050LEVEL TEXTTEXT AMT02 PROMOTIONAL2,0502,050101-0201-411.34-02 LIABILITY INSURANCE1,260 1,392 1,029 1,029688516 1,043LEVEL TEXTTEXT AMT02 2018 FIXED COST ALLOCATION #51,043LIABILITY INSURANCE1,043101-0201-411.36-02 OFFICE EQUIP R&M1,940 5,937 6,000 25,371 12,373 11,488 5,000LEVEL TEXTTEXT AMT02 OFFICE EQUIPMENT2,500PA SYSTEM REPAIR2,5005,000101-0201-411.36-04 COMPUTER EQUIP R&M1,965 2,088 59,010 59,010 39,344 29,5080101-0201-411.39-11 DUES & MEMBERSHIPS1,019485 1,500 1,500697296 1,000101-0201 City ClerkCity of South BendExpenditures10/09/17, 10:28am8 201720172017 6/30/17 201820152016 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual ExpendituresLEVEL TEXTTEXT AMT02 DUES1,0001,000101-0201-411.39-39 BANK CREDIT CARD CHARGES1,209 1,302 1,500 1,500827589 1,500LEVEL TEXTTEXT AMT02 BANK CREDIT CARD CHARGES1,5001,500101-0201-411.39-70 EDUCATION & TRAINING2,444 3,449 4,000 4,000 2,035 1,915 3,000LEVEL TEXTTEXT AMT02 EDUCATION & TRAINING3,0003,000101-0201-411.39-89 MISC CHARGES & SVCS3178 1,100 1,10000 1,100LEVEL TEXTTEXT AMT02 MISC CHARGES & SERVICES1,1001,100------------ ------------ ------------ ------------ ------------ ------------ ------------* OTHER SERVICES & CHARGES44,245 70,066 149,151 179,182 87,724 67,936 167,993------------ ------------ ------------ ------------ ------------ ------------ ------------** CITY CLERK367,924 375,011 506,185 536,216 315,256 231,163 544,147------------ ------------ ------------ ------------ ------------ ------------ ------------*** GENERAL FUND367,924 375,011 506,185 536,216 315,256 231,163 544,147367,924 375,011 506,185 536,216 315,256 231,163 544,147101-0201 City ClerkCity of South BendExpenditures10/09/17, 10:28am9 October 4, 2017 2018 2018 Proposed Percent of Expenditures by Department Budget Total Police $ 30,770,691 20.02% Fire/EMS 29,135,542 18.96% Parks 14,023,196 9.12% Street 12,474,412 8.12% Wastewater 12,250,315 7.97% Water Works 11,137,259 7.25% Sewer 8,139,138 5.30% IT/Innovation/311 Call Center 6,629,794 4.31% Admin & Finance/Safety & Risk 4,321,149 2.81% Century Center 3,949,939 2.57% Central Services 3,900,518 2.54% Solid Waste 3,803,210 2.47% Code Enforce 3,189,950 2.08% DCI 2,518,305 1.64% Morris & Palais 1,585,214 1.03% Building Dept 1,236,323 0.80% Engineering 1,230,636 0.80% Legal 1,076,800 0.70% Mayor 765,969 0.50% Council 554,712 0.36% Human Rights 543,033 0.35% Clerk 454,284 0.30% Total Expenditures by Type $ 153,690,389 100.00% Police Fire/EMS Parks StreetWastewater Water Works Sewer IT/Innovation/311 Call Center Admin & Finance/Safety & Risk Century Center Central Services Solid Waste Code Enforce DCI Morris & Palais Building Dept Engineering Legal Mayor Council Human Rights Clerk City of South Bend 2018 Proposed Budget Expenditure Summary Personnel, Supplies, & Services by Department 10 Clerk’s OfficeToday’s Agenda •Introduction of Team •Mission Statement •Overall Staffing Changes •2017 Accomplishments •2017 Goals and Challenges •2018 Goals and Challenges •Key Performance Indicators •Key Programs and Costs •Breakdown of Special Projects •Ordinance Violation Bureau •Significant Budget Changes Clerk’s OfficeIntroduction of Team •Kareemah Fowler, City Clerk •Jennifer Coffman, Chief Deputy Clerk •Alkeyna Aldridge, Deputy Clerk •Joe Molnar, Ordinance Violation Bureau Clerk •Graham Sparks, City Clerk Executive Assistant 11 Clerk’s OfficeMission Statement We ensure the integrity and accuracy of City records, and liaise between the Common Council, City Administration and South Bend residents fostering relationships and common ground. We accomplish our mission by: 1. Serving as a responsible steward of information and historical artifacts 2. Empowering the community to engage 3. Supporting open and transparent government 4. Striving for the highest degree of excellence in customer service Clerk’s OfficeOverall Staffing Changes •All positions are currently filled •Graham Sparks was hired as Council Secretary/Clerk’s Executive Assistant at the beginning of 2017 12 Clerk Chief Deputy Clerk/Director of Operations Clerk's Office -Direct report in absence of City Clerk -Fiscal Officer (Pays Invoices/Bookkeeper/Completes Blue Sheets) -Manages Payroll -Manages Procurement -Provides Internal HR Support -Manages Processes and Projects -Manages Boards and Commissions lists -Manages Clerk's Office Schedule -Manages Intern Program -Reviews All Agendas and Minutes -Reviews all Outgoing Clerk Communications -Writes, Reviews and Manages KBAs -Processes APRA Requests Council -Fiscal Officer (Pays Invoices/Bookkeeper/Completes Blue Sheets) -Manages Council Schedule -Manages Off Council Day Meetings -Assists Council with Special Projects -Reviews all Outgoing Council Communications Deputy Clerk/Director of Policy Clerk's Office -Maintains Municipal Code -Prepares Council Agendas and Meeting Packets -Publication of Legal Notices and Legal Advertising -Ensures Legislative Compliance with State Law and the Municipal Code -Processes Legal Certifications -Manages Legislative Processes and Timelines -All City Department Reporting -Archives Reports and Data -Performs Legislative Research -Press Releases, Promotional Materials -Social Media Management -SOPs-Clerk’s Office Policy -Manages Open Data Portal Updates -Clerk’s Office Communications/Community Distribution List, Artwork Initiative Council -Writes and Reviews Resolutions, Proclamations -Writes and Reviews Press Releases -Social Media Management -Continue Fast Track and Electronic Filing Efforts -Correspondence with all petitioners on behalf of Council related to filings -Attend meetings on behalf of the Council such as BZA -Special Projects Ordinance Violations Bureau Clerk Clerk's Office -Handle all Citizen Violation Concerns -Enters and Processes All Municipal Code Violations -Compiles Payments, Balances Accounts, Audits and Prepares Deposits -Manages Internal Downtown Parking Process -Processes and Records Parking Ticket Appeals, OVB Ticket Collections, Scrap Metal Licenses, Special Events Parking Permits -Manages Annual Amnesty Day Process from beginning to end -Provides Technical Support/ Manages Website Council -Provides Technical Support -Provides OVB District-Level Information to Individual Council Members -Presents Scrap Metal Ordinance Annually -Attend Council Meetings when Necessary Council Secretary Clerk's Office -Attend all meetings of the Council on and off-site -Greets and Assists the Public (over the counter and phone) and Processes Citizen Concerns -Transcribes Minutes -Updates Agenda PowerPoint -Digitally scans all Ordinances and Resolutions and Historical Data -Provides Technical Support for all Meetings of the Council including Prep and Breakdown -City Clerk's Calendar -Staff the City Clerk Council -Provides Technical Support -Answers Council Phone -Prep for Council Meetings, Including Correspondence with Presenters -Community Outreach -Special Projects Mayor Council Clerk’s Office2017 Accomplishments •Granicus- Launched City Boards and Commissions software with cost-sharing •Fast Track Initiative- Completed Phase 2 •Digitized all historical City records, and made them searchable online •Began live streaming of Council Meetings using YouTube and Facebook •Created an Opt-in Option for our Email Distribution List, allowing the public to sign up to receive emails sent by the Clerk’s Office •Launched official Clerk’s Office Internship Program •Hosted an ACYPL Fellow from Myanmar, facilitating meetings around South Bend to provide insight as to how local government works in the United States •Launched Artwork Program with local schools •Launched City Branding initiative for Clerk’s Office and began branding for the Council •Began working on Knowledge Based Articles for the City website •Ability to complete verbatim transcription of legal minutes •First Annual Training for Boards and Commissions appointees with presentation from Indiana Public Access Counselor •Completion of new policy and compliance process mapping by all staff members 13 Clerk’s Office2017 Goals & Challenges What We Have Accomplished So Far 2017 Goals & Challenges How We Are Proceeding to Meet Goals Continuing efforts to move toward a paperless office Completed Phase 2 of Fast Track Initiative, Continuing work to complete Initiative; Completed indexing of historical Council Records including OCR’ing 1865-1929 to make the records searchable; Providing electronic agendas; accepting electronic filings Continue to upgrade technology, finding innovative, cost-efficient and energy-saving sustainable solutions through streamlining, integration, and cost between departments and other governmental entities Implemented a shared digital program for City boards, commissions and Council committees; Working with City IT to revamp Clerk and Council Websites, including Knowledge Based Articles; Launched City Clerk branding and will work on branding efforts for the Council upon approval of PR Internship Program; Electronically bookmarking Council meeting agendas; Working directly with the Council Legal Team in Sharepoint for City reporting and Municipal Code Deadlines; Working to implement a mobile app in Municode; Began streaming Council Meetings live on YouTube and sharing them on Facebook; Accepting online applications, maintaining electronic calendars for Council and Clerk’s Office; Improved document form efficiencies; technical training across all operating systems and devices (Apple, PC); Explored Microsoft Surfaces to increase openness and transparency to the community, and to assist Council and their constituency base; Purchase of mobile recording equipment that can be shared between departments; Working with the Offices of Innovation and Sustainability; Hosted an ACYPL Fellow from Myanmar, facilitating meetings around South Bend to provide insight as to how local government works in the United States Clerk’s Office2017 Goals & Challenges What We Have Accomplished So Far (cont.) 2017 Goals & Challenges How We Are Proceeding to Meet Goals SOPs, Policy, Open Door Training, HR and Cross- training employees Standard Operating Procedures and policies (Municipal Code, Advertising, HR), Continuing internal cross training efforts and personal development education; Continue to Update SOP’s relating to minutes and other legislative processes handled by the City Clerk’s Office, and Council Department Heads and Citizens, including training on City Boards and Commissions with the Indiana Public Access Counselor, Completion of policy and compliance process mapping by all staff members More inclusive transparency to increase community awareness Created Opt-in for our Email Distribution List, allowing the public to sign up to receive emails sent by Clerk’s Office; Continuing to prepare the Legislative Resource Center in the Clerk’s Office as a good balance between streamlining of City information and a face to face experience; Expanded the Clerk and Council’s artwork Program with local schools; Providing Internships; Working to become part of the downtown tours; Began verbatim transcription of legal minutes; Making sure all ADA equipment is available and functioning properly for in-house and off-site meetings; Installation of Security devices connected directly to law enforcement in the Clerk’s Office, Informal Room, and the County Council Chambers; Training and education on Active Shooter procedures for Clerk and Council; Working on other risk and security procedures 14 Clerk’s Office2018 Goals & Challenges Continuing efforts to move toward a paperless office •Complete Fast Track Initiative •Using online access to Lexis Nexis and Polk City Directory, driving people to the Municode website to decrease the need for paper code book supplements, etc. •Interdepartmental electronic filings and document management with legal electronic signatures and an online payment option Continue to upgrade technology, finding innovative, cost-efficient and energy-saving sustainable solutions through streamlining, integration, and cost between departments and other governmental entities •Complete office upgrades for Clerk/Council •Complete branding for Clerk/Council with a PR focus •Work with Historic Preservation to link our historical digital records •Create Legislative Digital Application for the South Bend City Code •Develop a Clerk-OVB/Council matrix that helps us to determine inefficiencies, gaps, and help give us projections for hitting targets Clerk’s Office2018 Goals & Challenges (cont.) SOPs, Policy, Open Door Training, HR and Cross-training employees •Complete standardization of City-wide SOPs and procedures relating to filings and other Clerk legal processes •Yearly Boards and Commissions Training for all Council, Department Heads, and Citizen Members •Continuing to remain in compliance by meeting all open-door law requirements (deadlines), etc. 15 Clerk’s Office2018 Goals & Challenges (cont.) More inclusive transparency to increase community awareness •Continuing to assist in the transition of the Council Attorney and Council Internship Program •Historical Tours and Government Education •Assisting the Council with coming up with innovative solutions for efficiency and public engagement including use of technology and ensuring ADA Compliance of off-site meetings •Complete Legislative Research Center and open to the public •Create Interactive maps for Council districts with a focus on priorities and Council-driven initiatives in their particular districts •Develop QR Scan Codes to use on tickets for payment, meeting notices for more information, etc. •Develop Active Shooter Protocols for the 4th floor and train Council and Clerk Staff •Completely develop Clerks/Council Community Artwork Program •Completely develop Internship Program Clerk’s OfficeKey Performance Indicators Measure Goal Type 2018 Long Term Goal 2015 Actual 2016 Estimated (if available) 2017 Target Number of transactions preserved GG N/A 160 160 178 Number of laws passed by Council GG N/A 191 156 152 Number of meetings recorded GG N/A 160 160 187 Percentage of petitioners that file successfully BE 98%94%95%94.4% Live Council meeting aired on WNIT BE 100%90%90%95% Swearing Ins (Oaths, Appointments, and all City Boards and Commissions)BE N/A N/A N/A 80 Press Releases and Community Recognition Efforts GG N/A N/A N/A 16 Outside Meetings and Events Staffed GG N/A N/A N/A 90 Orientation and Training Sessions Attended and Facilitated GG N/A N/A N/A 85 16 Clerk’s OfficeKey Programs and Costs Program Name Program Description Estimated FTE Program Cost Council and Committee Meetings Attend all meetings and perform duties of Clerk as designated by City Ordinance; Includes but not limited to reading each proposed bill or ordinance title in full, transcribing meeting minutes, etc. (Time-driven deadlines). Council meetings are held every 2nd and 4th Monday of the month 49,419.75 Constituent Queries and Response Assist constituents with various questions via phone, email, and in person visits; Direct constituents to relevant departments, Council Members, and organizations; Conduct research, inquire on their behalf, process complaints and APRA requests, use various other methods to satisfy constituent queries through processing of documents filed with the Clerk's Office whether required legally or not 28,183.83 Community Events/ Outreach Publish monthly newsletter in water bill informing citizens of new legislation and various requirements involved; Attend outreach/ community events such as Mayor's Night Out and various others; Inform citizens of new and ongoing programs using social media, host special and informational meetings for the Council and Clerk’s Office, on and off site, projects, online surveys on particular issues for legislation and Internship program 23,477.84 Records Distribution and Retention Scan all signed ordinances and resolutions, update voting and attendance records, and upload all upcoming bills and videos of meetings to YouTube to be viewed online; Email meeting notices and agendas to interested parties; Digitally organize meeting packets for ease of navigation; Scan and digitize historical documents 21,743.78 Clerk’s OfficeKey Programs and Costs Program Name Program Description Estimated FTE Program Cost Municipal Code Administration/ Compliance Assign final legislation numbers to passed bills; Manage timely signing of legislation by the Common Council, Mayor, and City Clerk; Tax Abatements and Annexations; Prepare and file SB1s and file with Auditor; Certify and seal legislation; Report executed ordinances to Municode for codification; Update code books with newest supplements; Invoice recipients; Maintain knowledge of laws related to Indiana Open Door laws, compliance of legal filings or certifications presented including bonds, budgets, conflict of interest forms, legal advertising and parliamentary procedures 21,358.44 Council and Committee Meetings Collect and prepare presentations, manage presentations throughout meetings; Responsible for notifying petitioners that they are on the agenda and arranging room equipment; Provide agendas and sign in sheets; Record meetings and work with WNIT to ensure quality broadcast and Councilmember follow-up 16,624.81 Special Meeting, Study Committee, Ad Hoc Advisory Responsible for reservation of space, attending the meetings, set-up and break down of equipment needed for meetings, ensuring that all legal requirements are met, taking minutes etc. (Note: these meetings are usually after regular work hours) 16,504.20 Records Distribution and Retention Scan all signed ordinances and resolutions, update voting and attendance records, and upload all upcoming bills and videos of meetings to YouTube to be viewed online; Email meeting notices and agendas to interested parties; Digitally organize meeting packets for ease of navigation; Scan and digitize historical documents 13,574.10 17 Clerk’s OfficeKey Programs and Costs Program Name Program Description Estimated FTE Program Cost Legal Professional legal services; Consultation regarding legal advertising, notices, Open door Law, APRA, HR, retention, complaints, compliance, SOP's and any other legal matters pertaining to the City Clerk's Office 12,434.91 Boards and Commissions Request and collect member applications; Arrange interviews; Prepare and send notification of appointments, prepare and send correspondence letters to all others involved; Swear in all appointees; Maintain records of sworn in members, file legally with County and all other entities required and create distribution lists to all others 11,707.81 Technological Support Manage webpages and Open Data Portal of City Clerk and Common Council (maintenance/updates), computers, iPads, printers, meeting room equipment, WNIT (all monitors & projectors) for City Clerk and Common Council; Provide TDD requirements and technological support to Council as needed 7,432.46 Misc. Meetings/Events Task Fast Track Initiative (Meeting and Researching)Diversity Inclusion Staff Workshop Executive Sessions (Council Attorney Replacement Interviews/Tapes)Kronos Implementation Meetings CCAC Meetings (Process from Scheduling/Meeting Notice-Finalizing Minutes) Naviline Replacement Meetings SBACC Meetings (Scheduling/Meeting Notices)Knowledge Based Articles (Writing/Implementation) Parades (St. Patrick’s Day, Memorial Day)Active Shooter Training NNN Cleanup Staffed Councilmembers for Steel Warehouse event Sugar N Spice Presentation (Prep and Event)United Way Hot Dog Sale Fundraiser Mayor's Night Out Synthetic Marijuana Initiative Utilities Meetings (CSO)Landlord Registration Launch Youth Art Installation Smoke Free Launch Engaging Women Conference EPA/Becks Lake Monthly Community Relations Housing and Neighborhood Development Meetings Diversity Inclusion Staff Workshop Pending: - City Cemetery -South Shore Project -Assist Council with hire of PR Intern 18 Commerce Center/Regional City (BZA Zoning Amendments) Task Hours Commerce Center Meetings 10 Maintenance of Dropbox 5 Correspondence with Council/developer/public 30 Ironwood/Rosemary Ln. Rezoning Correspondence with Council/developer/public 10 Meetings 4 Friendly Confines Maintenance of Dropbox 1 Correspondence with Council/developer/public 8 Meetings 4 Total 72 Standard Operating Procedures for Council and Citizen Members Task Hours Meetings to build Standard Operating Procedures 30 Meetings with Council, Legal and Indiana Public Access Counselor5 Creation of new SOP’s and forms 4 Preparation of Example Materials 2 Preparation of Presentation for Boards and Commissions Training 9 Ensuring Attendance at Boards and Commissions Training 3 Boards and Commissions Training for Council Board and Commission Citizen Members 2 Total 55 19 Budget Hearings Task Hours During Work Day After Work Hours Minute Length Staff Member Budget Overview 2 Graham Budget Overview Minutes 7.5 5 Pages Graham Budget Overview Room Prep .5 Graham Budget Overview Document Prep (Meeting Notice, Presentations) .25 Graham/Jen Budget Hearing #1 2 Graham Budget Hearing #1 Minutes 10 9 Pages Graham Budget Hearing #1 Room Prep .25 Graham Budget Hearing #1 Document Prep (Meeting Notice, Presentations).25 Graham/Jen Budget Hearing #2 2 Graham Budget Hearing #2 Minutes 13 14 Pages Graham Budget Hearing #2 Room Prep .25 GrahamBudget Hearing #2 Document Prep (Meeting Notice, Presentations).25 Graham/Jen Budget Hearing #3 2 Graham Budget Hearing #3 Minutes 11 9 Pages Graham Budget Hearing #3 Room Prep .25 Graham Budget Hearing #3 Document Prep (Meeting Notice, Presentations).25 Graham Budget Hearing #4 2 Graham Budget Hearing #4 Minutes 9 8 Pages Graham Budget Hearing #4 Room Prep .25 GrahamBudget Hearing #4 Document Prep (Meeting Notice, Presentations).25 Graham/Jen Budget Hearing #5 2 Graham Budget Hearing #5 Minutes 8 7 Pages Graham Budget Hearing #5 Room Prep .25 Graham Budget Hearing #5 Document Prep (Meeting Notice, Presentations).25 Graham/Jen Budget Hearing #6 Jen/Joe Budget Hearing #6 Minutes 12 2 11 Pages Graham Budget Hearing #6 Room Prep .25 Graham Budget Hearing #6 Document Prep (Meeting Notice, Presentations).25 Graham/Jen Budget Hearing #7 Graham Budget Hearing #7 Minutes Pages Graham Budget Hearing #7 Room Prep Graham Budget Hearing #7 Document Prep (Meeting Notice, Presentations)Graham/Jen Budget Hearing #8 (if needed)Graham Budget Hearing #8 Minutes (if needed)Graham Budget Hearing #8 Document Prep (Offsite Meeting Notice, Presentation)Graham/Jen City Clerk's Conversations and Other Prep Total 53.75 12 45 Pages Ordinance Violation Bureau October 4, 2017 20 Ordinance Violation Bureau2017 Accomplishments •Amnesty Day-Assisted with legislation giving the Clerk authority to declare a Parking Ticket Amnesty Day, successfully marketed Amnesty Day 2017, brought in payments for over 500 unpaid tickets •Complete rollout of new parking program (including warning ticket) •Launched Interactive Parking Maps for Residential Lawn Parking •Collections Process •Assisting Council in updating current legislation •OVB began collecting on parking tickets after gaining access to BMV in 2016 •Processed 7,369 parking tickets •Referred over 2,008 tickets to collections this year •Processed 11 Scrap Metal Licenses •Processed 279 Lawn Parking Permits, ($10,434.60) •Processed 401 appeals OVB2017 Goals & Challenges What We Have Accomplished So Far 2017 Goals & Challenges How We Are Proceeding to Meet Goals SOPs and cross-training employees Standard Operating Procedures; Continuing to cross train employees Analytical Assessment of tools, software and equipment used in Clerk/Council offices for streamlining of processes between City departments Working with Venues, Parks and Arts to obtain and launch new parking ticket machines and cloud-based software to increase efficiency, preserve data in a more cost-effective manner; Launched Interactive Maps for Residential Lawn Parking; Assisting Council in updating current legislation Efforts to increase revenue from collections/Access to BMV information Gained access to BMV, enabling OVB to Collect on Parking Tickets; Processed 7,369 Parking Tickets; Referred over 2008 tickets to collections this year; Processed 11 Scrap Metal Licenses; Processed 279 Lawn Parking Permits, ($10,434.60); Processed 401 Appeals Work with the Council to implement Parking Ticket Amnesty Program and a kinder, gentler, parking system for the City of South Bend Over 500 parking tickets paid on Amnesty Day, Launched Parking program, including warning ticket program 21 Amnesty Day Task Hours Creation of Advertising Poster and Radio Commercial 3 Marketing (Purchasing Commercials, Scheduling interviews, hanging posters, social media posts) 8 City Clerk Interviews 10 City Clerk Commercial Recording 5 Office Prep for Amnesty Day 4 Responding to Amnesty Day Inquiries from the public/press 8 Adjusting all late fees off 500+ tickets 3 Updating website with online amnesty day instructions and information 2 Large deposit to Administration and Finance 6 Handled increased foot traffic and calls on Amnesty Day/Process tickets at counter 8 Total OVB2018 Goals & Challenges Analytical Assessment of tools, software and equipment used in Clerk/Council offices for streamlining of processes between City departments •Parking: Purchase new parking equipment stored in the cloud for real time access by citizens, DTSB and the Clerk’s Office •Work more diligently with Code Enforcement to streamline all processing of Code Citations in one system •Continue to work with Code Enforcement and the Legal Department to streamline the collections process •Continue working with IT to develop more complete reports allowing analytical review Efforts to increase revenue from regular payments and collections •Continual efforts to increase revenues from collections (this is the second year the Clerk’s Office has had BMV access) •Expand Amnesty Day to cover Ordinance Violation citations •Create a mobile app for parking to see where spots are available and pay parking tickets online 22 OVBKey Performance Indicators Measure Goal Type 2018 Long Term Goal 2015 Actual 2016 Estimated (if available) 2017 Target Tickets referred by OVB N/A output N/A N/A 264 ($27,515.00) 2,008 ($155,570.00) Parking Tickets Processed N/A output N/A N/A 1,536 ($34,645.00) 7,369 Lawn Parking Permits issued N/A output N/A 265 $6,912.00 $8,807.60 279 ($10,434.60) Scrap Metal Permits issued N/A output N/A $4,845.00 $4,250.00 11 ($2,750) Appeals Processed N/A output N/A N/A N/A 401 (per Legal Department) OVBKey Programs and Costs Program Name Program Description Estimated FTE Program Cost Ordinance Violation Bureau Administer the collection of all parking, snow and grass ticket fines and penalties over the counter, through mail and online; Create various reports for Council and City departments for analytical review; Maintain database of collections records; Process ticket appeals to send to the Legal Department; Prepare affidavits and utilize BMV database to obtain vital records for collection of unpaid fines and penalties; Administer licensing for Lawn Parking and Scrap Metal Dealers 70,101.39 23 Significant Budget Changes •IT Allocation •$59,010 $87,648 •$28,638 Increase in 2018 IT Allocation •Asking to increase salary for Deputy Clerk position to reflect work load and responsibility from $44,993 to a cap of $50,000 •Clerk Secretary Administrative Assistant I 24