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Home My WebLink About2007 Annual Report - Office of the City Clerk – 2007 - A Yea Office of the City Clerk A Year In Review Internal Service Light a Light 0f Love, 2007 Thews n � H r 'ill ii PE YnrAn � � y Ax; Senior Saturday, 2007 z 4 10 Surf City Fights, 2007 Performance Measure: To be represented at five community/service organization events a � k in the city to engage in voter outreach, i registration and information activities. Actual Performance: Attended 17 events `n' a #,V y s-" z �Mork s{7t�c'z f fl City Historian/Archivist i Jerry Person IA On August 20,2007 the City Council formally appointed a Jerry Person as City Joel Watkins Historian,and Joel Watkins as City Archivist,each to serve a 4-year term. The City Clerk's Office will administer funds to annually support their research efforts. 11 Continuing Projects 2nd Floor Remodel Final Phase _n C g. 12 Education Accreditation, Appointments and Awards Continuing Education and Accreditation C n M APPLICATION r i CERTIFICATION " I k 4 ; 13 Promotional Opportunities r v Notary Public 14 R, Campaign Statement Filing Recipient Committee Campaign Statement—Form 460 Twenty-three(23)active committees are responsible for filing Recipient Committee Campaign Statement—Form 460's for the semi-annual filing periods of 01-01-07 to 06-30-07,and 07-01-07 to 12-31-07 respectively. To ensure the process proceeds in a complete and comprehensive manner,City Clerk staff provides the following services: • Distributes a friendly reminder of approaching deadlines,accompanied by the respective form due • Alerts committees of applicable changes in law • Reviews statements for errors and omissions • Contacts committees if amended form is required • Maintains a state-mandated log,along with a hard-copy file of statements received for public review purposes • Keeps in contact with the Fair Political Practices Commission(FPPC) Codification of Ordinances Codification: "The Systematic Arrangement of Laws." In 2007,the City Council adopted 34 ordinances that created changes to: • 33 Chapters within the Huntington Beach Municipal Code(HBMC) • 13 Chapters within Huntington Beach Zoning and Subdivision Ordinance (HBZSO) • Code updates were distributed to 176 subscribers(staff and public)by ordinance effective date • The city website was updated by ordinance effective date Performance Measure: Codify 95%of municipal and zoning and subdivision ordinances adopted by the City Council/Redevelopment Agency within fourteen business days of the date they become effective. Actual Performance: 100%(codified and distributed by effective date) 2 Conflict of Interest Statement of Economic Interest—Form 700 87200 Filers(Mayor,City Council,City Administrator,City Attorney,City Treasurer and Planning Commissioners)are required to fully disclose the personal assets and income as described in Form 700. As Filing Official,the City Clerk's Office: • Forwards original statements to the FPPC(Filing Officer) • Notifies filer of deadline and supplies form • Retains a copy of each statement filed • Notifies Filing Officer of new filers and vacancies in office • Maintains a log of statements forwarded to the Filing Officer • Makes statements available for public inspection QL Conflict of Interest Statement of Economic Interest—Form 700 Designated Employees-Code filers consisting of local officials and employees designated within the city's conflict of interest(COI)code are required to disclose information pursuant to the specific disclosure category assigned to them within the COI code. As Filing Official and Filing Officer,the City Clerk's Office: • Notifies filer of deadline and supplies form • Retains original statements • Performs a facial review on all statements and a full review of 20 percent of statements filed timely,as well as a full review on all late statements • Maintains a log of statements filed • Follows up with non-filers via phone call,email or letter as necessary • Refers non-filer to enforcement agency(FPPC) • May access or waive fines,according to agency policy 3 City Council Meetings Agenda Packet Production- In 2007,the City Clerk's Office produced agenda packet material for 24 regular City Council Meetings and 2 adjourned regular City Council meetings. Packet material is provided to the City Council and administrative staff. Extra copies are made available to interested members of the public. In addition,the City Clerk's Office electronically distributes the City Council agenda to 88 external customers,and approximately 200 internal staff. Scanned images of agenda material are also made available on the City website at: http://www.surfci_ -hb.org/Government/a eg ndas City Council Meetings Granicus Media Mana eg_rTM-A proprietary web-based software tool designed to efficiently organize and manage the City's audio/video streaming content and allow public access,keyword search capability,archive ability,and can index and integrate rich-media such as documents and slides into web casts. Minute Production—In 2007,the City Clerk's Office prepared 24 sets of Minutes for regular City Council Meetings,and 2 sets of Minutes for adjourned regular City Council meetings. In addition,The City Clerk's Office prepared 24 sets of Minutes (Audio versions)utilizing the Granicus Mobile Encoder for City Council Study Sessions. Performance Measure: Draft,present for approval,and publish 85%of City Council meeting minutes to be available by the next regular Council meeting. Actual Performance: 93% 4 , Contract Administration In 2007,the City Clerk's Office received and processed 130 contracts of different types. Contract administration involves great responsibility and follow-up. Typical action provided by staff includes: • Obtaining signatures from Mayor and City Clerk • Forwarding executed contracts to each vendor and applicable department head/RCA author • State and County agreements must be executed by City officials,submitted and held in a pending status until all signatories have executed the document • Most State,County and Redevelopment Agency agreements(Owner Participation,Affordable Housing,Regulatory,Subordination)must have all signatures notarized and be submitted to the Orange County Recorder for official recordation • Certain city agreements(Lease,Conditions,Covenants and Restrictions [CC&Rs],Special Utility Easements,License and Maintenance,Settlement) must be notarized and recorded with the Orange County Recorder '_- Document Imaging The following information represents document imaging activity,including go- forward and back-scanning of new and existing records,indexing and quality control in 2007: File folders/images created,including go-forward scan of new records and back- scan of existing records: • 2,879 file folders • 332,074 images File folders/images created from back-scanned records: • 1,789 file folders • 216,732 images Performance Measure: Increase production of back-scanning existing records to ensure 60%completion by the end of the year. Actual Performance: 65% 5 Research The California Public Records Act mandates: "each agency, upon a request for a copy of records,shall, within 10 days from receipt of the request, determine whether the request, in whole or in part,seeks copies of disclosable public records in the possession of the agency and shall promptly notify the person making the request of the determination and the reasons therefor." In 2007,the City Clerk's Office successfully complied with Public Records Act guidelines by responding to 467 requests for public records as follows: • 46%(218)research results provided for external inquiries • 54%(249)research results provided internal inquiries • 2%(14)requests were forwarded to other City departments Passport Acceptance } Y, In 2007,City Clerk Passport Agents served 5,985 citizens,generating a gross revenue estimate of$220,413(an extreme increase from$110,673 reported in 2006). Performance Measure: Increase passport revenue by 5%by implementation of a one- stop processing facility that includes passport acceptance and photograph services. Actual Performance: 100% 6 Passport Photos a : s3 In 2007,Passport Photo Services A� generated$40,745 in General Fund revenue. wr.. External Service and Community Outreach 7 Early Voting JVAA ;p. i >w 47 Customer Service Day, 2007 R t Halloween, 4 ''. •e • ','., Easter Egg Hunt, 2007 p �� ✓ f �P�' •Ata. i � r�9� � � '.+tom.,._ ��w 1�• "'�A n � .. Sw:.. � w Environmental Bard Award it 9� 4 i•,its v On October 15,2007,the City Clerk's Office was recognized by the Environmental Board for outstanding efforts to preserve, conserve and protect our environment. Mere T® Serve Y®n ® . .�"� "� � P .a+.-.• -�.,,-Via^ *ft .••�� ` � ., ,.,,. ,� E yy sit a£. 4�� >' 11 • •b13. h 15