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HomeMy WebLinkAbout09-28-2023 Office of the City Clerk Budget PresentationCity of South Bend City Clerk’s Office City of South Bend City Clerk’s Office Common Council 2024 Budget Hearings Clerk’s Office September 28, 2023 City of South Bend City Clerk’s Office ORGANIZATIONAL CHART Clerk – Process Chief Deputy Clerk/Director of Operations Deputy Clerk/Director of Policy PR Intern Mayor - Administration Council- Legislation City of South Bend City Clerk’s Office Office of the City ClerkIntegrity, Service, and Flexibility 2022 YTD •191 Meetings •Approximately 4,837 Pages of Transcriptions, 9,360 minutes •95 Ordinances & 56 Resolutions •20 Special Proclamations •Press Releases •Oaths Administered •1 Intern Hired •4,925 Tickets Processed. $96,300 •50 Lawn Parking Permits issued •6 Scrap Metal Permit Applications •263 Appeals Processed •How Much Sent to Collections 2023 YTD •153 Meetings •Approximately 3,825 Pages of Transcriptions, 140 hours, 8,400 minutes •69 Ordinances & 59 Resolutions •13 Special Proclamations •93 Press Releases •96 Oaths Administered •2 Interns Hired – One Currently in Office •Trained Two (2) Deputy Clerks •Created 26 Agendas City of South Bend City Clerk’s Office City of South Bend City Clerk’s Office Our Employees •3 Staff Members/1 Vacancy Chief Deputy Clerk Deputy Clerk/ Director of Policy Public Relations Intern Director of Special Projects/Executive Assistant City of South Bend City Clerk’s Office Meet the Team! Victoria Trujillo – Chief Deputy Clerk •B.S. in Business Advertising from Indiana University of South Bend •B.S. in Business Marketing Indiana University South Bend Shayla Kimbrough – Deputy Clerk/ Director of Policy •B.S. in Gen Studies from Indiana University of South Bend •Masters Healthcare Admin from Purdue University Adjia Sambe –Public Relations Intern •B.S. in Public Relations and Communications from Texas State University City of South Bend City Clerk’s Office CLERK’S OFFICE OPERATIONS COUNCIL OPERATIONS •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 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 •Oversees Minutes •Reviews All Outgoing Clerk Communications •Writes, Reviews and Manages KBAs •Processes APRA Requests City of South Bend City Clerk’s Office DEPUTY CLERK/ DIRECTOR OF POLICY CLERK’S OFFICE OPERATIONS 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 •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 City of South Bend City Clerk’s Office CLERK’S OFFICE OPERATIONS Assists with development and execution of communications and marketing pieces to the general public, media, neighborhoods, and internal staff with an emphasis in communication media as well as design and graphics. Develop and implement social media strategies/campaigns across all channels (Facebook, Twitter, Instagram, Pinterest and YouTube). Maintains and coordinates scheduling for production of individual council member messages as well as sub-sets to the entire council message. Collect, track, and measure social media analytics to generate reports and make informed decisions based on the results for engagement, campaign building, audience targeting, and future content choices. Will work on branding and specific campaigns Assists with media, events, and special projects coordination and others as needed. Will join City Communicator’s group to keep up-to-date with branding within the City PUBLIC RELATIONS INTERN Will attend all City Clerk’s on and off-site events in order of priorities Works in conjunction to the City Clerk and the Clerk’s staff. Manage day-to-day social media logistics, messaging and ongoing needs. Develop and implement strategies to minimize the impact of negative reviews/feedback on social media. Monitor social media accounts outside of standard work hours for negative comments and work with the City Clerk on appropriate responses. Organize initiatives and plan events or press conferences Liaise with media and handle requests for interviews, statements etc. Create and disseminate content for all online/print calendar listings. Perform other related duties as assigned. City of South Bend City Clerk’s Office 2023 Highlights 1. Streamlining the Agenda building process By training employees so that we can all work on the agenda simultaneously in real time 2. Professional Development of Staff Continued Membership of the National and International Municipal League of Clerks to enhance best practices 3. Continue to upgrade technology, finding innovative, cost-efficient and energy-saving solutions. By streamlining and integrating between departments and other governmental entities City of South Bend City Clerk’s Office Challenges Suggested Incentives •Retention •Recruiting •Burn out Common theme •To Address 9% Cola Which Include the Following: •Medical •Gas •Utilities •Mortgages •Rent etc. •Tuition Reimbursement •Professional Development •Quarterly Staff Retreats •To provide coping skills to balance life challenges of an intense work schedule City of South Bend City Clerk’s Office •Continue to increase social media presence for Council and Clerk - Transparency is used to improve public awareness and engagement by expanding access to modern interactive technology initiatives. •Cameras – The Meeting Owl •Sound - Microphones •Continue to upgrade technology, finding innovative, cost-efficient and energy-saving solutions through streamlining and integrating between departments and other governmental entities. •Attending clerk conferences •visiting nearby clerk offices •Increase in professional development and services and retention •Become certified clerks •Quarterly retreats •Tuition reimbursement •Expand the range of the internships you provide. •Americorps •Part-time $12, 530 •Full time $17,000 •Enfocus •$19, 500 for 10 hours weekly totaling 520 hours - annually 2024 Recommendations – Increase technical knowledge to continue to: City of South Bend City Clerk’s Office 2023 Budget Summary City of South Bend City Clerk’s Office Questions?