CITY BUDGET BINDER FY 2018-2019_75A-1

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GENERAL FUND CLERK OF THE COUNCIL Cleric Administration and Elections PROGRAM 01107031 To facilitate the Legislative policymaking process, to accurately record and validate the proceedings of the City Council, to provide for timely and thorough access to the public record, to conduct the City's elections as required by the Charter and the Elections Code of the State of California and to carry out responsibilities mandated by the Fair Political Practices Act. This program administers the activities related to Council legislation, processes Council -approved agenda items, manages the public record, and disseminates information concerning Council actions both to City staff and the public. The Clerk's administrative functions are largely mandated by law (Brown Act, Maddy Act, Public Records Act, City Charter, City Code among others) and include preparation and management of legal notices, Agendas, Minutes, deeds, contracts, ordinances, resolutions, and other documents; maintenance of the City Charter, City Code, and Electronic Legislative files (Laserfiche); and coordination of the Citywide records retention schedule. The Clerk of the Council administers City elections and City election notices, communicates election results, administers the candidacy and nomination process and generally oversees the conduct of elections. Voting services are provided by the Orange County Register of Voters by contract with the City. Additionally, the Clerk of the Council is the local filing officer for the Fair Political Practices Commission (FPPC) and maintains FPPC records. Provided outreach presentations to neighborhood associations regarding City Chafer, election process and initiatives. * Successfully implemented the automated Public Records Requests process and staff training. * Collaborated with various departments on "Open Data and Information" initiative. Process improvements as they relate to council agenda report workflow. Assisted City Attorney and City Manager's Office with development of Council Policy on Brown Act Violations and Sanctions. * Updated Boards & Commissions Handbook. * Developed email archive search approval form aid conducted staff training. Improved web content of the Clerk of the Council and Open Government pages. * Processed over 800 contracts in 2017. * Logged, tracked and coordinated with departments on the over 900 Public Records Requests received in 2017. * Expanded transparency efforts by utilizing existing software to post audio recordings of all council committee and board/commrvission meetings to the City's website. * Partner with the Orange County Voter Registrar's Office implemented creative and innovative methods to increase voter participation during 2018 election year. * Managed 2018 Election including nomination process for council candidates (three open seats and mayor positions), City Measure, Voter Initiative Measure on Rent Control, and Charter Amendment(s). * Assist the City Manager with revisions needed on the 2018 City Council Handbook. * Develop training material for new incoming elected officials. Process appointment of approximately 30 board/conanission members post election. " Automated contract insurance processes in coordination with Finance and City Attorney's Office. * Implement the Agenda Management System citywide; train approximately 150 employees throughout the City. Biennial review of City's Conflict of Interest Code disclosure categories and employee designations. 2-11