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Home My WebLink About2022 Clerk's Office Presentation final versionCommon Council 2022 Budget Hearings Clerk’s Office 1 WHAT WE DO 2 Office of the city clerk Moving the city forward Year To Date: 158 Meetings (Legal notice, staffed, recorded) 5804 minutes (97 hours) of meeting minutes taken TYD 86 Ordinances & 63 Resolutions processed, recorded and preserved 30 Oaths Administered 11 Special Proclamations, 79 Press Releases 1 Intern hired, trained and coached 4,392 ($89,340) Parking tickets processed 40 ($8,953) Lawn Parking Permits Issued 6 Scrap Metal Permit Applications $1,500 + 200 Appeals Processed $1310 Amnesty Week Tickets – However, due to COVID-19 Amnesty was extended by all late fees being removed for a\ two-month duration Over $300,000 sent to Collections for City Departments (Parking, Animal Welfare, Code Enforcement, etc.) The office of the City Clerk is the engine that moves the city forward on their progressive journey Although many businesses and operations world-wide, were stopped in their tracks the office of the city clerk kept things moving with the purpose maintaining city business despite the complexities of the pandemic. 4,392 parking tickets compared to 1,604 previous year Generally, we generate $300 per week whereas Amnesty Day generated $1310 In due time, this generates approximately 2 to 3 checks per week from collection company 3 CHIEF DEPUTY CLERK -Direct report in absence of City Clerk -Fiscal Officer (Pays Invoices/Bookkeeper) -Manages Payroll -Manages Procurement -Provides Internal HR Support -Manages Processes and Projects -Manages Boards and Commissions lists and application process -Manages Clerk's Office Schedule -Manages Intern Program -Reviews All Agendas and Minutes -Transcribes minutes as back up -Reviews all Outgoing Clerk Communications -Writes, Reviews and Manages KBAs -Processes APRA Requests Fiscal Officer (Pays Invoices/Bookkeeper) -Manages Council Schedule -Manages Off Council Day Meetings -Assists Council with Special Projects -Liaison between Council and Interns -Manages Social Media -Reviews all Outgoing Council Communications -Special Projects CLERK’S OFFICE OPERATIONS COUNCIL OPERATIONS The chief deputy clerk is the air traffic controller, making sure everything gets done at the appointed time to insure that timing is just right. She also manages the day to day operations in the office as well as make sure everyone has what they need to get things done in order to get to the destination of completion. Although the process can be cyclical it is also putting out fires throughout the day, week, months, and year. 4 DEPUTY CLERK/DIRECTOR OF POLICY CLERK’S OFFICE OPERATIONS -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 OPERATIONS -Writes and Reviews Resolutions, Proclamations -Writes and Reviews Press Releases -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 – PrimeGov implementation, agenda set up This Photo by Unknown Author is licensed under CC BY-SA-NC You can compare the deputy clerk to the Navigator or pilot to ensure that the appropriate path is followed to effectively complete ordinances, resolutions, and proclamations. This includes not 5 ORDINANCE VIOLATION BUREAU CLERK -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 Handles phone inquiries, walk-in and correspondence inquiries not related to OVB Assist with the set up of council meetings Assist with administrative duties when needed such as minutes, recordings, meeting set up etc. Special projects Provides Technical Support -Provides OVB District-Level Information to Individual Council Members -Presents Scrap Metal Ordinance Annually -Attend Council Meetings when Necessary - Assist with the set up of council meetings both on site and off - Assist with the set up of outside events COUNCIL OPERATIONS CLERK’S OFFICE OPERATIONS Help you determine your destination, where in the building you need to go, ticket payments, appeals, arrangements – meetings, technical assistance, OVB offers additional staffing for the clerk’s office that we would not have should this position be taken from our office. Staff works consistently beyond the 8 hour work day as well as times during off site meetings and weekend meetings. I am asking that this position be maintained in our office. However, should council decide to place this position in administration, I am asking that our budget remain the same, in order to hire an engagement specialist to assist with us fulfilling our duties of maintaining records, engaging with the public, providing technical support to council as well as our goals within the office of the city clerk. 6 EXECUTIVE ASSISTANT/DIRECTOR OF SPECIAL PROJECTS 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 and scans Minutes -Updates Agenda PowerPoint Presentations -Provides Technical Support for all Meetings of the Council including Prep and Breakdown -City Clerk’s Schedular -Staff the City Clerk at events and meetings Proclamations Resolutions Purchasing Provides Technical Support -Answers Council Phone -Prep for Council Meetings, Including Correspondence with Presenters -Community Outreach -Special Projects CLERK’S OFFICE OPERATIONS COUNCIL OPERATIONS 7 Onboarding Training and getting them acclimated which leads to independency Council members Indivdual meetings Training technology 8 2021 GOALS Over all our goals for 2021 consisted of transparency, inclusivity, convenience, streamlining, and compliances. 9 Where we are currently. GOAL S 1. More inclusive transparency to increase community awareness and participation with new interacting technology programming (PrimeGov) 2. Continue efforts to move toward a paperless office 3. Continue to upgrade technology, finding innovative, cost-efficient and energy-saving solutions through streamlining and integrating between departments and other governmental entities. 4. Ensure the Open-Door Law and ADA compliance of all meetings of the Council (we are exploring close captioned options) 5. Build upon a comprehensive internship program 6. Ensure smooth transition through training and support for PrimeGov processing ACCOMPLISHMENTS 1. Built PrimeGov System Boards and commission (up and running) Council Agenda Public meetings 2. Electronic System OVB Citations and payments Tablets and cameras Public meetings 3. Processing System Launching PrimeGov 4. Close Caption Close caption is a part of teams and can be administered through the teams app. 5. Interns Staff is working with council to create 3 intern positions as well as intern organizer and space 6. . Meetings with PrimeGov Clerk (August 2020 first conversations) IT (January 2021) Council (October live test run) November test run information release to council and city departments Actually, the pandemic helped us complete this goal. Virtual meetings were not temporary but we along with other government and business operations offer hybrid meetings. Virtual and hybrid meetings have fostered community engagement level on an entirely different level than the traditional virtual meetings. Technology has allowed for legal to make more informed decisions due to the pictures and date stamps. 10 Operating Budget – Highlights, Additions, & Changes Navigated through virtual world created by Covid-19 Interdepartmental/public electronic filings and document management system. Hired and trained new executive assistant Promoted and trained new Deputy/Director of Policy Increased transparency and accessibility through new software system PrimeGov Meetings, B&C created, Agenda platform created, Minutes platform in progress, technology connection worked in progress for the council. This Photo by Unknown Author is licensed under CC BY-SA 11 Goals 2022 increase social media presence for Council and Clerk increase in professional development and services Digital government tours, educational videos, overview of clerk’s office and legislation for the public Restructuring processes and procedures, improving communication with city departments (regular meetings, ie monthly, quarterly) Specialized Community Engagement - a recorded inquiry system (administration services for constituent queries, including follow-up, statistics, inadequacies, and proficiencies). 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. 12 2022 Budget Summary There is a $57,000 difference from 2020 and a $50,000 difference from 2021. I would like to maintain the same budget. Administration included reassigning the OVB position to finance and admin in their presentation. If that were to move forward, we would need to have a more in-depth conversation that would include another position that reflects the duties as well as the goals of the clerk’s office. However, oversight is needed when working with finances to reduce the margin of error. 13 Questions? 14