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City of South Bend,Indiana 2016 Budget City Clerk - 101-0201 Fund Summary-Description.Accomplishments.Goals.KPI's Fund Description&Purpose Responsible for preserving all City Ordinances and City Council meeting minutes for the future,and providing fair and consistent administration of the Ordinance Violation Bureau.Maintaining Municipal Code Ir ∎ online and keeper of the City Seal.Provides supportive clerical assistance to the City Council. 2015 Accomplishments&Outcomes - Successfully completed audio and video system over-haul,which included integration with County for City Council meetings. - Continuing to enhance quality of live streaming through\C•NiT - Continuing to implement upgrades and evolution in technology communication for efficiency,cost savings and citizen engagement.Includes Apple TV,new cameras,new software etc. - Continued implementation of streamlining processes for our Ordinance Violations Bureau between all departments,enforcement and collections agencies within the City.Including standardized forms - Continuing to improve support to Council for the citizens. - Began an intensive processes of reorganizing all clerk files,city historical files and documents - Safety and risk analysis was completed for security purposes(small re-construction to entry way) - Increased efforts to scan city documents in archives - Working to increase the promptness of Council proceedings on the City website. 2016 Department Goals&Objectives&linkage to City Goals Basics are Easy(BE) Continue efforts to assure transparency of Council and clerk official business - Continue to meet all open-door law requirements in a more inclusive nature thou technology and multi-media outlets - Additional training/cross-training of City/Clerk software,equipment,functions and programs on all levels • Create standard SOP's for Clerk's office and Ordinance Violations Bureau - Continue to be a courteous,efficient conduit of information requested by Councilmembers and the public. - Analytical assessment of tools,software and equipment used in Clerk/Council offices for streamlining of processes between city departments - Clerk's employee handbook consistent with city,using best practices. Good Government(GG1 • Improve document/form efficiencies with current city resources available - Digitizing of historical records - Working with city IT revamping/implementing digital program for city boards,commissions and Council committee - All TDD requirements met - Clerks column in the City's monthly newsletter that goes out in water bill. - Interactive electronic calendars for Clerks,Council and Administration Economic Development(ED) Continuing efforts to move to a more"paperless"office. R.fforts to increase revenue from collections-Access to Bum information Continue working with IT to develop more complete reports allowing analytical review Key Performance Indicators(KPI's) 2017 City Long Term 2014 2015 2016 Measure Goal Type Goal Actual Estimated Target - Number of transactions preserved GG output 160 154 160 160 - Numbers of laws passed by Council GG output 20 15 15 15 - Number of meting minutes recorded GG output 160 157 160 150 - Percentage of petitioners that file successfully. BE effectiveness 91% 95% 94% 96% - Live Council meeting aired on WHIT BE effectiveness 82% 90% 90% 95% -types:output,efficiency,effectiveness,quality,outcome,technology 2016 Significant Changes/Challenges/Opportunities(with a focus on solutions) . Working on project to digitize all historical records with link to the historic preservation,Continue to upgrade technology finding innovative cost efficient solution thru streamlining,integration,and cost between departments and other governmental entities. SOPs and cross-training employees - More inclusive transparency to increase community awareness Clerk's column in the monthly City newsletter 10