HomeMy Public PortalAbout2019 Clerk Annual Report (2)City of McCall
City Clerk
2018
�pima Public Risk
IcI?tu4F1I1WjIP Assocatiornnt
What We Do
The City Clerk is the custodian of the City Seal and City Records. As the
secretary of the City of McCall, the City Clerk's Office is responsible for
the preparation, reproduction, distribution, and archiving of the City
Council Agenda, Council Minutes, public hearing schedule, agenda packet
material, and other related documents. The City Clerk attends regular and
special meetings of the City Council and is responsible for keeping a true
and accurate record of the proceedings
As custodian of the City's Records, the City Clerk's Office is the official
record center for all City Ordinances and Resolutions, Document
Recordings, Legal Notices and Publications, Contracts, Council Minutes
and other documents adopted by the City Council. The City Clerk's Office
is responsible for receiving public records requests and ensuring compliance
with the provisions of the Idaho Public Records Act.
As the City's licensing official, the City Clerk's Office oversees the
regulation of specific types of Business Activities as provided in City Code.
The City Clerk's office also processes all City liability insurance claims,
organizes the City's surplus auctions, manages records destruction,
administers the Local Option Tax, ADA coordinator, maintains the McCall
Avenue Homes Land Leases, and provides prompt and courteous service to
City residents and visitors, and performs such other duties as may be
required by State and City Code.
Table of Contents
Strategic Objectives 1
A Performance Report 2
Our Finances 3
Looking Forward 4
Mission
III The mission of the
City Clerk's Office
is to provide
effective, efficient
service to internal
and external
O "customers" with
in integrity, trust and
respect, and to
maintain official City
records, issue
111 public notices, and
assist with elections
per Idaho Code.
pi
1
2019
Accomplishments
A Performance Report
Selected Programs & Services
• Deputy Clerk completed Risk
Management Certification
• Deputy Clerk completed Leader-
ship Academy
• Receptionist participated in CPE
program
• LOT Administrator received
Laserfiche Forms Training
• City Clerk received Certified
Municipal Clerk's Designation
from the International Institute of
Municipal Clerks
RLJLES 1 I
How We Have Progressed
The Clerk's Department is primarily service oriented, therefor, we do
not have many "projects" to list. With our efforts to go paperless, the
City continues to create a lot of paper. We are seeing a steady
increase in the number of contracts, due in part to the Streets LOT.
With each contract comes retention.
With the participation in the CPE program and the additional forms
training with Laserfiche, we have been able to automate some of our
processes. As a part of this process we have been updating all of our
forms so when we are ready to take payment online we can convert
our forms to Laserfiche Forms enabling a total electronic process.
The Deputy Clerk was able to educate many of the businesses on the
what is required when events involve alcohol. There was much
confusion around when a licensed alcohol provider is required and
the difference between a private versus public event as it relates to
serving alcohol.
Selected Statistics
ICRMP Claims Processed
11
12
Written Records Requests
129
153
Businesses that Paid LOT
535
574
Agenda Bills processed
331
287
Licenses/Permits Issued
769
691
Council Meetings Prepped for
41
39
Boxes of Records Destroyed
19
30
Transactions Cash Receipted
50,000
50,000
2
Our Finances
Fiscal Year 2019
Revenue by S
McCall Avenue Vendor's License
Homes \ r� 2 %
1%
Alcohol License
7%
1
Business
License
11%
Property Tax
79%
FY19
roperty Tax
i
', • •,091
$18,715
Alcohol License
Business License
$26,400
McCall Avenue Homes
$3,300
Vendor's License
$4,100
Total
$251,606
Expense by Category
FY19
Personnel
a apes & Wages
$151,408
Benefits & Insurance
$70,704
Operations
'Codifiers
$3,434
Professional Development
$5,677
Legal Publications
$1,659
Records Retention
$15,378
Records Destruction
$2,126
Supplies and other
$1,220
Total
$251,606
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We want to
hear from you!
BessieJo Wagner
City Clerk
(208) 634-4874
(208) 634-3038 (fax)
bwagner@mccall.id.us
www.mccall.id.us
City of McCall
216 East Park St
McCall, ID 83638
Shay Tyler
Deputy Clerk/Admin Assistant
(208) 634-8908
styler@mccall.id.us
Sarah Edson
Receptionist
(208) 634-7142
sedson@mccall.id.us
Amanda Payne
Local Option Tax Administr
(208) 634-8929
apayne@mccall.id.us
Anette Spickard
City Manager
(208) 634-1003
aspickard@mccall.id.us
OMPLIANC'
G DELIHE o, �=�, REVIEW
LAWS
NoES
Looking Forward
What's Next: Projects & Challenges
Overview
The Clerk's office is primarily service driven and does not generate much
revenue. It is an ongoing challenge to justify having 3 full time
employees (FTE) and an additional FTE for the Local Option Tax
Administration. For 2020 we will work toward automating all of our li-
cense and permit applications through Laserfiche. The Clerk's office
plans to complete the update of the Records Retention Schedule which
will enable a process to destroy the hard copy of scanned documents in a
much more timely manner than what is currently mandated.
As we look toward the future, we will continue to focus on inventory and
destruction of files. We will also continue our efforts with locating
businesses within the City limits that are out of compliance with the
licensing requirements. As the ADA Coordinator, the City Clerk will
look for some additional training as it relates to Title VI of the Civil
Rights Act of 1964 and Title II (State and Local Government Services)
of the Americans with Disabilities Act. The Clerk's office continues to
work with all departments in the City to ensure positive working relation-
ships and continues to be a resource for people within the organization.
The Clerk's office will continue to invest in the continued education of
its staff as we take on the challenge of getting the most out of the
programs and software the City currently owns and utilizes.
Goals for the Clerk's Office for 2020:
Continue enforcing licensing requirements
Update the Records Retention Schedule
Maintain current programs and level of service
Continue to inventory archived records
Continue the destruction of records
Continue to scan records into the Laserfiche software system
Continue the inventory of the vault filing system
Convert all forms to Laserfiche forms for automation
Keep the City current with the federal Title VI requirements
AUDB ,.00EDURE
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