CITY CLERK MISSION STATEMENT STRUCTURE AND SERVICES

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1 MISSION STATEMENT CITY CLERK The City Clerk s Office is a primary access point for citizens to interact with local government decisionmakers. The goal of the Office is to provide transparency for what we do and enhance understanding of why and how we do it by being efficient, professional, responsive and creative in the delivery of services. To achieve this, the Clerk s Office is committed to: Designing and maintaining responsive systems and processes that inform the public of the City Council s legislative actions; Taking all steps necessary to ensure transparency in the official roles of the Office; Preserving and managing the City s official records for efficient access and retrieval; Conducting elections, council and commission appointments with integrity and with broad community outreach; Leveraging technology to improve accessibility to local government internally and externally; and Providing support services to the City Council and staff to assist them in providing excellent service to the community. STRUCTURE AND SERVICES The staff consists of the City Clerk, and two Assistants to the City Clerk. The primary responsibilities of the City Clerk's Office are: City Council Support Services, Records Management, and Election Services. City Council Support Services: The City Clerk s Office is responsible for preparing agendas per the Brown Act and producing the legislative history for City Council meetings; distributing agenda packets; tracking Council events and commitments; publishing all legally-required notices; maintaining a list of upcoming agenda items for Council consideration; providing administrative support to the Mayor and the City Council including preparation and administration of the City Council budget, reservations, and expenses; producing proclamations and certificates; managing correspondence; coordinating recruitment for the City s Boards and Commissions; and arranging the annual City Council reorganization and Boards and Commissions dinner. Records Management Services: The City Clerk s Office is responsible for maintaining the City s official records; providing research and retrieval of records for the public, per the Public Records Act; processing deeds; maintaining the City Charter; codifying the Municipal Code; managing the approval of agreements and contracts for insurance expiration; coordinating the citywide records archive; and leading the city s records management goals. Election Services: The City Clerk s Office is responsible for coordinating and conducting municipal elections; acting as the compliance filing officer per the Political Reform Act for Fair Political Practices Commission actions; for Campaign Statements for candidates, office holders, and committees; and for Statements of Economic Interests for designated office holders; processing initiatives and referendums; monitoring mandated ethics training; and emphasizing voter registration in the community. KEY DEPARTMENT INITIATIVES City of San Mateo Implement technology in the delivery of services to Council, Staff and Citizens Reengineer City Clerk system and procedures for greater efficiency Build the records management program citywide to meet policy goals Broaden Clerk outreach to the community to increase understanding and transparency Successfully partner with the Sister Cities organization in recognizing the 50 th Anniversary of the City s relationship with Toyonaka, Japan in August

2 Two Year Business Plan CITY CLERK PERFORMANCE MEASURES CITY COUNCIL SUPPORT Percentage of City Council minutes that are presented for Council approval no later than two meetings after the meeting date. Accuracy rate of City Council Agendas/Minutes based on corrections of fact Percentage of time the legislative record is made available on the website within 48 hours of the meeting. Percentage of good or excellent ratings on City Council annual survey on administrative support, system design, and process improvements. RECORDS MANAGEMENT Percentage of time that target release dates are met on updates to electronic document management system technology according to adopted work plan. ELECTION SERVICES Percentage of campaign statement notifications distributed 30 days prior to deadline. Percentage of time that FPPC compliance notification is distributed 30 days prior to deadline. Percentage of good or excellent ratings on Candidate or New Council Member orientation survey on responsiveness, professionalism, materials, and support Actual Target Estimate Target Target % 90% % 90% % 90% % 90% % 85% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% * * 80% * No election or survey conducted in

3 City of San Mateo Office of the City Clerk Performance Measurement Results Meeting Agendas Meeting Minutes CITY COUNCIL SUPPORT Volume of Documents Processed Assessment One of the City Clerk's primary functions is to support the activity of the City Council, including processing various documents before and after Council Meetings. This chart shows the number of key Council documents that were prepared or processed by City Clerk staff over the past three fiscal years. Agreements Resolutions Ordinances FY FY FY Next Steps The volume of documents processed is driven by the number of agenda items the City Council hears. An anlysis of these volume statistics will be used to balance staff resources and identify areas for streamlining staff workloads by utilizing technology or re-engineering processes for greater efficiency especially where high volume processing is indicated. 6-3

4 Two Year Business Plan

5 City of San Mateo CITY CLERK DEPARTMENT SUMMARY Actual Budget Estimate Adopted Projected FTE's (As amended) EXPENDITURES By Program COUNCIL SUPPORT 332, , , , , RECORDS MANAGEMENT 73,575 91,501 61, , , ELECTIONS ,836 88, , Total $406,912 $441,226 $471,616 1 $395,778 $530, By Category Salaries and Benefits 365, , , , ,224 Operating Expenses 34,647 78, ,441 25, ,242 Capital Outlay 6,627 6,627 6,627 7,332 7,332 Total $406,912 $441,226 $471,616 $395,778 $530,798 REVENUE General Fund 471, , ,798 Total $471,616 $395,778 $530, Year End Estimates exceeds budget due to election expense. 2 The budget reflects no election costs, except annual election seminar; reflects expenses for the Nov general election. Merit 3.00 Part Time 0.00 Over Time 0.06 Total

6 Two Year Business Plan PROGRAM: CITY COUNCIL SUPPORT Program Manager: Patrice Olds, Overview To assist the City Council Members in the conduct of their business from legally required processes to administrative support functions. Ongoing Responsibilities Manage agenda packet process and ensure legal noticing requirements are met Work with the Mayor to ensure the smooth running of council meetings Document Council s decisions and formal actions as appropriate Provide administrative support to the Mayor and City Council Members, including correspondence, event reservations, proclamations, certificates and other recognitions Manage the Board and Commission recruitment and New Board and Commissioner Orientation. Coordination of special events and other special projects as assigned Program Initiatives Modernize the administrative report format and process Migrate the agenda approval process to an automated work flow process using SIRE Agenda Plus Introduce efficiencies and leverage technology in the delivery of agenda packets to Council Members and the public Redesign and update the office environment to increase efficiency and activate underutilized spaces Participate in planning the 50 th Anniversary in 2013 of the City s Sister City relationship with Toyonaka, Japan. 6-6

7 City of San Mateo COUNCIL SUPPORT PROGRAM SUMMARY Actual Budget Estimate Adopted Projected FTE's (As amended) EXPENDITURES By Sub Program MEETING FUNCTIONS 332, , , , , Total $332,897 $294,889 $320,855 $239,375 $246, By Category Salaries and Benefits 293, , , , ,846 Operating Expenses 32,760 16,700 18,728 16,500 16,500 Capital Outlay 6,627 6,627 6,627 7,332 7,332 Total $332,897 $294,889 $320,855 $239,375 * $246,678 * REVENUE General Fund 320, , ,678 Total $320,855 $239,375 $246,678 * Beginning FY , Salary and Benefits appear reduced due to labor reallocation of staff between programs. Merit 1.75 Part Time 0.00 Over Time 0.03 Total

8 Two Year Business Plan PROGRAM: RECORDS MANAGEMENT Program Manager: Patrice M. Olds, Overview The objective of this program is to provide and maintain a centralized location for permanent City records in a manner permitting fast and accurate retrieval. Ongoing Responsibilities Manage a Records Management program which includes: Development of a city-wide records management policy Streamlined central filing system for the City s records Effective use of Electronic Document Management System tools in tandem with the storage of hard copy files Oversight of the offsite archival storage of City records Implementation and management of the annual citywide records clean-up Regular updates of the records retention schedule Efficient codification and delivery of the San Mateo Municipal code Tracking and processing recorded documents with the County Tracking of contract/agreement approval process including tracking insurance for Councilapproved agreements and notifying departments of insurance expiration Program Initiatives Complete migration to the SIRE Electronic Document Management System (EDMS) for the Clerk s legislative history Transfer the municipal code fully over to a vendor hosted site Implement a redesign of the Clerk s central filing system and ensure consistency with EDMS Begin a process to update the records retention schedule citywide by implementing a records management committee to look at updating the retention schedule and writing a records management policy Conduct annual citywide records clean-up 6-8

9 City of San Mateo RECORDS MANAGEMENT PROGRAM SUMMARY Actual Budget Estimate Adopted Projected FTE's (As amended) EXPENDITURES By Sub Program RECORDS MGMT 73,575 91,501 61, , , Total $73,575 $91,501 $61,955 $155,851 $160, By Category Salaries and Benefits 72,128 84,601 59, , ,378 Operating Expenses 1,447 6,900 2,907 8,100 8,100 Total $73,575 $91,501 $61,955 $155,851 * $160,478 * REVENUE General Fund 61, , ,478 Total $61,955 $155,851 $160,478 * Beginning FY , Salary and Benefits appear to increase due to labor reallocation of staff between programs. Merit 1.25 Part Time 0.00 Over Time 0.03 Total

10 Two Year Business Plan PROGRAM: ELECTIONS Program Manager: Patrice M. Olds, Overview This program is responsible for conducting City elections in consolidation with the County of San Mateo and handling all legal requirements in connection therewith, as well as handling compliance officer filing obligations per the Fair Political Practices Commission. Regular elections are held in November in odd numbered years. Ongoing Responsibilities In connection with elections, perform the following duties: Coordinate with the County of San Mateo to consolidate citywide election per legal deadlines Meet with potential candidates to orient them to the requirements and processes, provide a candidate packet and act as filing official for the election Handle processing of any initiatives or referendums filed by citizens, including signature verification Perform all duties in connection with the annual reorganization of the City Council Act as compliance filing officer for campaign statements and statement of economic interests Work to increase voter registration in the City Design and coordinate new Council Member orientation Program Initiatives Plan and execute election service for the November 2013 election including voter outreach, candidate orientation and new council member orientation services 6-10

11 City of San Mateo ELECTION SERVICES PROGRAM SUMMARY Actual Budget Estimate Adopted Projected FTE's (As amended) EXPENDITURES By Sub Program ELECTION SERVICES ,836 88, * 123,642 * 0.00 Total $440 $54,836 $88,806 $552 $123, By Category Operating Expenses ,836 88, ,642 Total $440 $54,836 $88,806 $552 $123,642 REVENUE General Fund 88, ,642 Total $88,806 $552 $123,642 * The budget reflects no election costs, except annual election seminar; reflects exp. for the 11/13 election. Merit 0.00 Part Time 0.00 Over Time 0.00 Total

12 Two Year Business Plan