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GENERAL FUND CLERK OF THE COUNCILPROGRAM Clerk Administration and Elections01107031 Statement of Purpose 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. Accomplishments in FY 2015-16 * Implemented workflow to improve council meeting agenda reports process. * Continued to improve Public Record Request process. * Assisted City Attorney and City Manager's Office on development of Council Policy on Brown Act Violations and Sanctions. *Updated Boards & Commissions Handbook. *Assisted with the update of the City Council Handbook. *Streamlined agreement and insurance processes; developed database for contracts process involving the City Attorney, Finance, and City Clerk departments; and conducted citywide training. * Reviewed the City's Records Retention Schedule and determined if records retention schedules guidelines and maintenance are appropriate; examine alternative storage solutions for departmental records. *Provided training to Recording Secretaries on motions, and standardizes agendas and minutes. * disclosure categories and employee designations as required on a biennial basis. Action Plan for FY 2016-2017 * Will coordinate training in conjunction with the City Attorney's Office on email archive search requests. * Manage 2016 General Municipal Election. * participation during 2018 election year. * * Improve video and audio casting of official City Meetings. Assist with improvements in Room 147 Conference Room, including teleconferencing. * Implement Voter Outreach Program. * 2-11