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®CITY OF SOUTH BEND I OFFICE OF THE CLERK <br /> and may be hard to see on the display, but you all have this PowerPoint printed. It will be online <br /> as well. In 2018 we had many accomplishments. We completed upgrades in the Clerk and Council <br /> offices. We completed a phase two (2) of video upgrades which included a new DVR which is <br /> here in the Council Chambers along with three(3)new cameras for broadcasting. We installed the <br /> new touch screen monitors in this room and also in the Council Informal Meeting Room along <br /> with the Interlocal Agreement with the County. There were new charging stations installed up on <br /> the podium for the Council Members. <br /> She continued, We held yearly Boards and Commissions Training for all of the Council Members <br /> and the citizen members that serve on all City Boards and Commissions. We assisted the Council <br /> with public engagement and the use of technology. We are also in the process of developing the <br /> QR codes for ticket payments, notices, and other information pertinent to our taxpayers and <br /> citizens. We developed Active Shooter protocols for the fourth floor. We also held a training for <br /> Council and the Clerk's Office staff. We developed the Art in Public Spaces Program. We will <br /> continue having art in our office and the Mayor's Office as well. We on boarded two (2) new <br /> Council Members and one(1)new staff member this year. We completely developed an internship <br /> program and on boarded three (3) full-time interns for the Council and one (1)part-time intern for <br /> the Clerk's Office. We are glad to have them and they are doing a great job. <br /> She went on, We acquired access needed for the Clerk's Office and worked with the <br /> Administration on education for programs such as Adobe Reader and Acrobat. We have been able <br /> to assist with a lot of the branding in-house. We worked on the KBAs for the new websites and <br /> the adjustments. We are now airing all the Council Meetings live on Facebook and YouTube as <br /> we have been. We successfully hosted a Clerks/Treasurers Conference this year. We also had the <br /> State Board of Accounts School here.We continue to remain in compliance with all the Open Door <br /> Law deadlines.We haven't had any citations. We also assisted in the transition for the new Council <br /> Attorney who has now been here for almost one (1) year, I think. We also assist with Council <br /> initiatives,most notably Not In Our Community. <br /> She continued, We have many goals and continued efforts for 2019. We will continue to work on <br /> the fast track initiative between the Council, all the City Administration, and the County Offices <br /> as well. We will use online access for our logbooks and Code. We will continue working with the <br /> residents and try to streamline the education on using the Municipal Code. Hopefully we introduce <br /> an application to make it more user-friendly. We are also still working on the inter-departmental <br /> electronic filing and document management system. We have been working with IT on that since <br /> the end of last•year. It is a bit of a process but is going well. We want to also make sure that with <br /> that we are able to take legal electronic signatures online with a payment option. We have been <br /> making some good headway on that. We will continue to work with the interns on branding for <br /> the Council with a public relations focus. We will work with Historic Preservation to link all of <br /> our historical artifacts, documents, and digital records together. We will also develop a <br /> Clerk/Council Matrix that will help us determine inefficiencies and gaps and give projections for <br /> hitting targets. Phase two (2) of this particular room for broadcasting includes two (2) more <br /> cameras as well as switching the speakers out in the hallway. We are working on that now. That <br /> is the final phase. We will continue working with IT on a complete document management system. <br /> She went on, These (referencing a slide of the presentation) are just the number for how many <br /> meetings we had, education and training, budget hearings and other things we do in the Clerk's <br /> Office for the City Administration and to assist the Council. The Ordinance Violations Bureau is <br /> EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT <br /> 455 County-City Building 1 227 W.Jefferson Bvld I South Bend,Indiana 46601 p 574.235.9221 l f574.235.9173 TTD 574.235.5567 1 www.southbendin.gov <br /> 6 <br />