09-25-19 - Laserfiche WebLink

Home Browse Search

•CITY OF SOUTH BEND OFFICE OF THE CLERK Mr. Parker stated,Thank you very much. I also want to thank Eric Horvath and his team for coming back for round two (2). I appreciate that as well as Christina and her team for coming back for round two (2). Thank you. City Clerk Dawn Jones, City Clerk for the City of South Bend with offices located on the 4th floor of the County-City Building, stated, Good evening, Council Members. First (1st), I want to say that so far, it has been a great experience in this role. I've inherited an awesome staff who is both experienced and dedicated and it has made the transition smooth. I have a great appreciation for the Clerk's Office when I see the level of significance that we have. So, in participating in all the budget meetings, I can say that the members of the Administration as well as the Council work hard to keep our City running smooth. Both the accomplishments and the goals of the Administration and the Council are tremendous. With that being said, I would be remiss if I didn't mention that none of the work could be completed without the Clerk's Office. She continued, So,this (referencing a slide in a presentation which is available in the City Clerk's Office) is year-to-date, this is not for the whole year. So far, we've had one-hundred forty-seven (147)meetings,which included legal notices, staffing, and minutes recorded. And then in the next line you'll see that 7,014 minutes of meetings have been documented or are in the process of being documented, which equals to one-hundred seventeen (117) hours of meeting minutes. We've had ninety (90) ordinances and resolutions processed, recorded and preserved. Fifty-nine (59) oaths have been administered. There have been forty-one (41) resolutions, proclamations, and press releases. Eight (8) interns have been trained and coached. 1,135 parking tickets have been processed along with 1,097 tickets having been referred by OBV. Fifty-one (51) lawn parking permits have been issued and we still have six (6) games left. Eight (8) scrap metal permits were issued and three-hundred nineteen (319) appeals were processed. Two-hundred and fifty (250) Amnesty Day tickets were processed. So, this is just what we do on a regular basis. You should have a handout(which is available in the City Clerk's Office), and this is just the amount of work, how we work together, who's responsible, and how we work with the Council. She went on, Our 2020 department goals are more inclusive transparency to increase community awareness and participation. This means a new camera system to ensure citizens have access to our Council meetings and have the ability to understand fully what their representatives are doing on their behalf. That means that we want our camera system to be able to interact with the meeting. When I say interact with the meeting, I mean for example if Councilmember Broden is speaking, we want the camera to go to Councilmember Broden so people can see that she's speaking. You can see they understand what district she's from and what's the issue. She continued, We want to make sure that our cameras are able to do that for transparency. We want to continue efforts to move toward a paperless office,transitioning all the forms to SharePoint rather than filling out paper copies, scanning in our annual reports and making them available online. We want to continue promoting the online application process for boards and commissions and the Youth Advisory Council. We want to continue upgrading the technology, finding the innovative cost efficient and energy saving solutions through streamlining and integrating between departments and other governmental entities. We want to work with the County to upgrade cameras and implement an electronic filing and document management system. We want to ensure the Open Door Law and ADA compliance of all meetings of the Council. Continue to maintain an EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227W Jefferson Bvld South Bend,Indiana 46601 p 574.235.9221 f 574.235.9173 TTD574.235.5567 www.southbendin.gov 2