HomeMy WebLinkAboutJ3. 2015 Budget Hearing Session 7: Clerk Presentation 09-15-14Budget Session III
Today's Agenda
City Clerk's Office — John Voorde — 4 pm
City Council— Oliver Davis— 4:30 pm
Transpo— David Cangany— 5 pm
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City Clerk's Office
Budget Summary &Staffing Changes
No staff changes
Revenue Expenditure Changes-
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• Purchase of new copier /lease
• Upgrade cameras for recording equipment in conjunction with County
and City for meeting purposes.
• There is an 60% increase in professional services to cover the updates to
the City of South Bend Municipal Code due to increase activity.
• An 2% increase for printing and advertising publications of legal notices
due to increase activity.
City Clerk's Office
2014 Accomplishments
• Began live streaming of City Council meetings WNIT
• Began using Apple TV informal Council Meeting room & Chamber
• Streamlining of processes in Ordinance Violations in conjunction with Code
Enforcement and Legal department collections outsource to agency for efficiency
• Have began the process of using electronic agendas
• Accepting electronic filings of bills and payments on online
• Continuing efforts to improve interactive support to Councilmembers and Council
Attorney in their official duties
• Continuing to improve interface efforts between data systems and recording
equipment within the City and County
• Currently working on efforts to improve security and risks within Clerk and Council
areas
• Continuing efforts to organize electronically scan and preserve documents in the
City Clerk's Vault to date year's 1952 - Current.
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2015 �� GoaI s & •1865
• Moving to a more paperless environment (training and troubleshooting of software
and equipment)
• Updating the Municipal Code online and getting all older documents scanned &
archived for proper storage to be preserved
• Continuing to work with IT to develop trouble shooting strategies for all
Clerk /Council equipment and data interfacing with cross - training (including live
feed WNIT)
• Continuing efforts to interface recording system of all City and County meeting
• Use of interactive electronic calendars within offices
• Risk management properly securing Clerk and Council office areas /meeting rooms
• Continuing efforts to increase efficiencies in Ordinance Violations in relation to
proper reporting /record of collection between City departments
• Work with IT to develop more complete reports allowing analytical review
• Continue to meet state requirements of "open door" laws, efficient conduit of
information requested by Councilmembers and the public
City Clerk's Office
Key Performance Indicators
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2016 2013 2014
Mayoral Long Term Actual Estimated 2015
Measure Goal Type Goal (if available) (if available) Target
Number of transactions
preserved.
GG
Output
150
156
160
160
Number of laws passed by
council
BE
Output
15
14
15
16
Number of meeting minutes
recorded
ED
Output
150
146
150
155
Percentage of petitioners that
file successfully.
GG
Effectiveness
95%
95%
96%
97%
Ordinance Violations
,processed.
Output
400
309
185
350