HomeMy WebLinkAboutCity Clerk Budget Hearing PresentationCITY CLERKBUDGET HEARING
Bianca Tirado, City Clerk
September 25, 2024
Office of the City Clerk
CITY CLERK’S OFFICE MISSION 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 fulfill our mission through the following actions:
Acting as responsible custodians of information and historical artifacts
Empowering community engagement
Advocating for open and transparent governance
Committing to the highest standards of excellence in serving our residents
ORGANIZATIONAL CHART
COMMON COUNCIL CITY CLERKMAYOR
DEPUTY CITY CLERK/DIRECTOR
OF POLICY
CHIEF DEPUTY
CLERK/CHIEF OF STAFF
EXECUTIVE
ASSISTANT/DIRECTOR OF
SPECIAL PROJECTS
PUBLIC RELATIONS INTERN
Office of the City Clerk
CLERK’S OFFICE OPERATIONS TEAM
CITY CLERK
The Clerk is responsible for maintaining custody
and controlling the filing and storage of all
legislative documents, minutes, and other written or
recorded materials relevant to the operation of the
City government. This role also involves the timely
distribution of notices and the administration of
oaths for Police Officers, Fire Officials, and any
appointed members.
CHIEF DEPUTY
CLERK/CHIEF OF STAFF
Direct report in absence of City Clerk. Serving as
Fiscal officer for Council & Clerk departments.
Reviews Minutes and agendas. Manages
Internship program and assists with Youth
Council Initiatives
EXECUTIVE
ASSISTANT/DIRECTOR OF
SPECIAL PROJECTS
This role involves preparing minutes for all council and
committee meetings, drafting oaths for swearing-in
processes, initiating special projects, and overseeing
the technology required for hybrid meetings.
DEPUTY CLERK DIRECTOR
OF POLICY
Responsible for the composition of all council
meeting agendas and packets, ensuring
adherence to legislative requirements.
Additionally, prepares resolutions, special
proclamations, and maintains official records
of filings.
Office of the City Clerk
2025 GOALS & CONTINUING EFFORTS
Continuing to update training manuals, Policies, Open Door Training, Cross-training, and
education
Yearly Boards and Commissions Training for all Council, Department Heads, and Citizen
Members
Continue to remain in compliance by meeting all open-door law requirements (deadlines), etc.
Continue inclusive transparency efforts to increase community awareness and engagement,
providing government tours, continuing to build upon a comprehensive internship program
Fireside chats with City Clerk’s office staff featuring community members to connect and
establish partnerships
Office of the City Clerk
2024 CITY CLERK’S OFFICE
ACCOMPLISHMENTS
Office of the City Clerk
MINUTES PROJECT
2024
Minute Solutions helped draft 211
of the 2022 and 2023 committee
minutes.
Minute Solutions was not used for
the completion of any 2022 and
2023 Full Council Minutes.
Office of the City Clerk
2024 FILINGS TO DATE
3 59
Special Resolutions Ordinances
10
Special Proclamations Resolutions
29
A total of 19 Common Council Meetings held to date
On-site and off-site Committee Meetings, including Budget Hearings
Office of the City Clerk
2025 ROLL OUT OF NEW LOGO
The logo represents how the
Clerk’s Office serves and
represents the residents
through the services we offer.
Office of the City Clerk
2025 BUDGET SUMMARY
Office of the City Clerk
2025 PROPOSED BUDGET
Office of the City Clerk
THANK YOU
QUESTIONS?