City of ModestoCity of ModestoFY 12-13 Proposed Budget

City ClerkProposed Budget

Fiscal Year 2012-13

FY 12-13 Proposed Budget

City of ModestoCity of ModestoFY 12-13 Proposed Budget

CITY CLERKDEPARTMENT/MAIL

SERVICESFund Overview

The City Clerk Department provides the following services to the community:• City Council and Modesto City School Board Elections • Public Records Act Requests• Records Management and Preservation• Access to Records on City of Modesto Website

Mail Services provides the following services to the staff and community:• Sorting, metering and delivering mail throughout City Departments (monthly average 12,000

pieces of metered mail)

The funding source for the City Clerk Department and Mail Services is the General Fund

Strategic Commitments

The City Clerk Department supports the Council’s Strategic Commitments to:• Provide an innovative and accountable city government that embraces a standard of excellence

through adaptive leadership and responsive public service.

Key Performance Measures• Update the Biennial Conflict of Interest Code for FPPC 700 Filers (end of 2012)

City of ModestoCity of ModestoFY 12-13 Proposed Budget

Key Performance Measures (cont.)• Update Records Retention Schedule for all City of Modesto Departments (schedule has not been updated since

1995); two year process to date• Annual FPPC filings for elected officials and designated City employees• Working with Information Technology on upgrading and training staff on updated SIRE Agenda process

Achievements in 2011-2012• Elections for 2011 – Mayor, Council (Districts 1, 3, 5 and 6); Modesto City School Board (3 open seats); total of

24 candidates qualified to run• Measures N, P, Q, R and S • Supporting weekly Council and Committee meetings; Citizens’ Salary Setting Commission and Citizens’

Districting Commission completed • Election Budget for Mayor/Council, School Board, Measures and Mayoral Run-Off - $450,000 (over $200,000

returned to General Fund)• Election information and Campaign Statements made available on City website for public access• Public Records Act responses processed on time pursuant to Government Code Section 6250 (TOTAL – 223

external requests / 726 internal requests)• Scanning of Council Resolutions and Ordinances for public access on City website (TOTAL – 200,000 pages)• Filing Official for the Annual FPPC Statement of Economic Interests forms for 275 City Designated Filers• Council Agenda Packets on IPads for Council and Department Heads (Total Printing Savings July 2011 -

Present = $7,662)• Saved 184,208 pages of paper / 368 reams of paper (equates to 22 trees)

• Received and processed a total of 240 claims• Weekly bid openings averaging 2-3 every Tuesday

CITY CLERKDEPARTMENT/MAIL

SERVICES

City of ModestoCity of ModestoFY 12-13 Proposed Budget

CITY CLERKDEPARTMENT/MAIL

SERVICESProposed FY 2012/13 Savings

General Fund Savings estimate of $12,000 consisting of reduction in training, office supplies, printing costs, advertising costs, and professional services. To date, General Fund savings of $12,000.

Fiscal Health Discussion Funding sources are not expected to change in FY 2012-13

Challenges and Opportunities• Ongoing changes in FPPC requirements, Elections Code, and Government Code • Increased workload for 3 staff in City Clerk Department and 2 staff in Mail Services; Deputy City

Clerk position vacant since 2008• Increase in Public Records Act requests and the update of the City of Modesto Records Retention

Schedules and Polices• Flexibility of Mail Services staff with closure of downtown post office; increase rates and ongoing

changes/requirements by U.S. Postal Service• Auditing of Payroll, Accounts Payable, Expense Claims, and Employee Wage Garnishments in

COSMO• No document imaging system exists for City records which are vulnerable with no back-up

system in place; access to records on website would alleviate many internal and external Public Records Act requests

• City Clerk Department has no Internal Service Fund revenues

City of ModestoCity of ModestoFY 12-13 Proposed Budget

• Questions?

FY 12-13 Proposed Budget

CITY CLERKDEPARTMENT/MAIL

SERVICES