RECORDS

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RECORDS
City Clerks Office
A division of the City Management Dept.
Manager City Clerk Karen
Roberts
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RECORDS - City Clerk
2005 Budget
Records (Record Keeping, Pension,
Customer Service)
Legislative (City Council)
114,116
172,176
286,292
Total 2005 Budget -
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RECORDS - City Clerk
Duties
- Maintain official Records
- Take Council meeting minutes
- Legal notices
- Resolutions, Ordinances, etc.
- Register voters
- Provide public information
- Fire Police pension management
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RECORDS - City Clerk
Staff
- Karen Roberts - City Clerk/Manager
- Linda Watkins - Pension/Records Clerk
- Michelle Wiltsey - Dept. Asst. III
Temporary office help - 0.186
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RECORDS - City Clerk
Legislative Unit
- 2004 - Minutes for 62 Council meetings
- Council Packets - 60 hrs. per regular
meeting ( 53 Packets ) - 20
hrs. per adjourned meeting ( 38
Packets )
171 hrs. of overtime in 2004 for Council
packet preparation
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RECORDS - City Clerk
Legislative Unit
- Publication of legal notices
- Public hearing notices
- Ordinances
- Meeting agendas
As required by state law, proper notice is
critical - Notice requirements vary
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RECORDS - City Clerk
Legislative Unit
- Contract processing
- 125 contracts processed in 2004
- Record certain ordinances with Yakima County
Auditor
- Codify ordinances and distribute
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RECORDS - City Clerk
Record Services Unit
- Filing
- Approximately 4,900 active files
- Approximately 7,000 archived files
- 40 notebooks of Council minutes
- Over 8,000 resolutions
- Over 4,200 ordinances
- Vehicle titles, cemetery property deeds
- Outside Utility Agreements
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RECORDS - City Clerk
Record Services Unit
- Customer Service
- 90 phone calls each day (average) - 2 minutes
per call (average)
- 125 public records disclosure requests in
2004
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RECORDS - City Clerk
Record Services Unit
- Pension Management
- Monthly Fire and Police board meetings
- 210 pension members (plus reserves)
- Medical claims processing
- Recalculating pensions 3 times per year
- Answering medical benefits questions
- Medical retirement application processing
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RECORDS - City Clerk
Other Duties
- Attend bid openings
- Accept and log damage claims
- Provide notary services
- Accept lawsuits against City
- Distribute City mail
- Administer oaths of office
- Backup City Manager clerical staff
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RECORDS - City Clerk
2004 Budget Highlights
- Fixed Costs
189,275
- Wages Benefits -
- Advertising -
13,000
- Printing -
7,000
- Election Expenses -
148,195
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RECORDS - City Clerk
2004 Budget Highlights
- Flex Costs
- Office supplies -
3600
- Professional Services -
3,500
- Overtime -
2,400
- Small Tools Equipment -
1,200
- Transportation -
840
500
- Repair Maintenance -
- Miscellaneous -
1,900
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RECORDS - City Clerk
Contingency Budget Reduction Plan
No contingency budget reductions were
proposed for the Records/City Clerk
Division in 2004
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RECORDS - City Clerk
Issues/Concerns
- Office Coverage
- Only 2 staff 30 of the time
- Temporary staff budget 18
- Code requires office to be open from 900 am
- 500 pm
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RECORDS - City Clerk
Issues/Concerns
- Filing Data Entry
- Unable to remain current
- Backed up to year 2000 records
- Public Records Disclosure law requires
records to be current
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RECORDS - City Clerk
Issues/Concerns
- Uncompleted Tasks
- Update Police pension policy
- Update office procedures
- Update Administrative Code
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RECORDS - City Clerk
Issues/Concerns
- Storage
- Need for microfilm or scanning equipment for
maintaining records
- Need for 4th staff member reinstatement to
handle workload
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RECORDS - City Clerk
Issues/Concerns
- General Concerns
- Staff burnout
- Retirement of current clerk in near future -
Need for training of replacement
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RECORDS
City Clerks Office
A division of the City Management Dept.
Manager City Clerk Karen
Roberts