HomeMy WebLinkAbout2008 Annual Report – Office of the City Clerk - A Year in Re Office of the
City Clerk
A Year In Review m 2008
City Council
• Produced agendas, action agendas, and prepared minutes for
24 regular and 4 special City Council meetings
• Notarized approximately 105 documents required by City
Council action
• Processed 146 Council-approved contracts
• Performance Measure: Draft, presented for approval, and
published 85%of City Council meeting minutes to be available
by the next regular meeting—Actual: 25 of 28 resulting in
89%
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Community Outreach "N
Attended:
• Community Services Easter Hunt
• Senior Saturday
• Customer Service Day/Night— Downtown
• Surf City Nights—Downtown (attended on 6 separate occasions)
• Performance Measure: Attend 6 community outreach events;
Actual: Attended 9
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Senior Saturday
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Surf City Nights
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Codification
• Codified 26 ordinances adopted by the City Council
• Made modifications to 20 chapters of the HBMC
• Modified 1 chapter of the HBZSO
• Updated City website by ordinance effective date
• Distributed code updates to 190 subscribers
• Performance Measure: 95% codified within 14 business days of
effective date; Actual: 100%codified by effective date
Passport Acceptance
• Processed 4,386 applications, generating
$143,865 in General Fund revenue
4 J . $31,140 represents application revenue
collected for 3,114 passport photographs
• Performance Measure: Increase passport revenue by 10%;
Actual: 35% decrease from last year.
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Records Management
• Coordinated a City-wide Records Retention Schedule Update
• Responded to nearly 450 requests for
public records "¢
• Hand-typed City Ordinance Nos. 1-110
for conversion into electronic images
• Researched and compiled microfiche records !
for conversion into electronic images
• Performance Measure: Convert 85%of
existing records into electronic images.Actual: 75%
®®cement Imaging
• Allowed public access to the SIRE record cabinets that house
electronic copies of City Council ordinances, resolutions and
minutes
• Implemented redaction of personal information for privacy
concerns
• Created a photo cabinet for electronic storage of historical
photos, identified index fields and implemented scanning
• Imaging Team resolved 85% of internal clean-up items
• Added 4,117 folders into SIRE FileCenter; added 236,117
images into SIRE FileCenter
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Elections
• Held early voting in May 2008 for the Statewide Direct Primary
Election on June 3, 2008
• Held early voting in October 2008 for the General Municipal
Election on November 4, 2008
• Met with 9 prospective candidates for the offices of City Council
and City Treasurer
• Published candidate information books and posted updated
election information to the City's election website page
• Maintained a public information table with voter registration/
election material
Elections a
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Campaign Disclosure/ QLConflict of Interest
® Entered into contract with NetFile to host a website that manages
and stores Campaign Recipient Committee— Fair Political
Practice Commission (FPPC) Form 460s
• Monitored the activity of 20 active candidate, general or political
action committees
• Submitted FPPC forms into SIRE FileCenter, and redacted
personal information
• Kept in close contact with the FPPC
• Sent reminders and supplied forms to over 250 Statement of
Economic Interest—Form 700 code filers and performed full
review on 20% of forms received.
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Oaths of Office/Certificates of
Appointment
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• Co-hosted FPPC Campaign Disclosure Workshop with the City
of Fountain Valley
• Hosted regional passport acceptance training workshop
• SCCCA General and Business Regional Meeting
• OC ARMA International Meeting
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FPPC Candidate Training
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SCCCA
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Professional Affiliations
• ARMA International
• International Institute of Municipal Clerks
• City Clerks Association of California
• Southern California City Clerks Association
• National Notary Association - a
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Education Accreditation "
• Technical Track for Clerks(TTC)— Robin Lugar and Rebecca
Ross graduated March `08
• Robert Mayer Huntington Beach Leadership Academy—
Robin Lugar graduated June `08
• Certified Municipal Clerk
Robin Lugar certified August 08 °
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TTC/C C
Community Involvement
Decorating the City Float
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Personal Milestones
• 2nd VP of the SCCCA "$ .
• 16t VP of SCCCA
• CCAC Legislative Committee
• LOCC Environmental Policy � .�,
Committee
• California Ethics Project—
Pilot City Clerk
• Clerk Representative for the OC Leadership
Tomorrow Panel
• Masters Degree In Public Administration
Thank You for Allowing Us f®
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