City Clerk Department FY 2017 Recommended Budget Joint Finance Committee/City Council Meeting June 20, 2016

Mission Statement Mission Statement To ensure the City's legislative processes are open and public by providing a link between citizens and government through the dissemination of information, and to ensure the preservation, access and integrity of records required to be stored for legal and business purposes.

City Clerk Department Expenses History By Fund FY 2015 Actual FY 2016 Sources FY 2015 Actual FY 2016 Revised FY 2017 Recommended General Fund $2.283 million $1.817 million $3.036 million Mail Services Fund $0.586 million $0.503 million - Total $2.869 million $2.320 million

City Clerk Department Expense History By Division FY 2015 Actual Expenses FY 2015 Actual FY 2016 Revised FY 2017 Recommended Official Records $1.065 million $1.285 million $1.395 million Records Management $0.465 million $0.520 million $0.499 million Mail Services $0.585 million $0.503 million $0.560 million Elections $0.753 million $0.012 million $0.582 million Total $2.869 million $2.320 million $3.036 million FTEs 13.00

City Clerk Department Expense History By Division FY 2015 Actual Expenses FY 2015 Actual FY 2016 Revised FY 2017 Recommended Official Records $1.065 million $1.135 million $1.245 million Charter Review $0.000 million $0.150 million Records Management $0.465 million $0.520 million $0.499 million Mail Services $0.585 million $0.503 million $0.560 million Elections $0.753 million $0.012 million $0.582 million Total $2.869 million $2.320 million $3.036 million FTEs 13.00

City Clerk Department Expense History By Category FY 2015 Actual Expenses FY 2015 Actual FY 2016 Revised FY 2017 Recommended Personnel $1.317 million $1.316 million $1.566 million Servs & Supplies $1.014 million $0.393 million $0.856 million IS Charges $0.536 million $0.582 million $0.607 million Other $0.002 million $0.031 million $0.007 million Total $2.869 million $2.320 million $3.036 million

City Clerk Department Expense History By Category

City Clerk Department Expense History By Category

Office of the City Clerk Significant Changes From FY 2016 Budget Fiscal Changes: Increase to Election Budget from $12K to $582K (2017 Election Cycle) City Council Districts 3, 5, and 7 PUSD Districts 1, 3, 5, and 7 Carryover of $150K in Charter Reform Task Force funding Personnel Cost Increases of $160K due to Salary, Benefits, and Workers Compensation Mail Fund 509 eliminated and Mail Services directly funded through the General Fund 101; achieves administrative efficiencies Personnel Changes: Reclassification of Deputy City Clerk to Assistant City Clerk Funding two (2) MASH positions to assist in mail services and administrative/office duties

Office of the City Clerk FY 2017 Key Issues and Strategies Key Issues: Strategies: Administer the 2017 Primary and General Municipal Elections for City Council and PUSD Board of Education Provide support for a Charter Review Task Force or coordinate Ballot Measure (November 2016 or March 2017) Process a potential Initiative Petition Measure Relocate off-site records from Arroyo Storage to new location at 235 East Holly Street (YMCA building) Complete upgrade to the Enterprise Content Management System (ECMS) Update to the Citywide Records Retention Policy to incorporate a new Email Policy Continue development of in-house agenda management software solution working with DoIT Increased funding for additional part- time election staff to ensure continued office performance during election administration To be developed upon direction from City Council Following determination as to the sufficiency of any petitions submitted, proceed with processing successful petition effort Finalize lease terms, await completion of tenant improvements, and move records Leverage new platform to support modifications and improvements, including update to citywide records management policy