2013â2014 BIENNIAL BUDGET - the City of Tukwila

12.07.2015 Views
2013–2014 Biennial Budget City of Tukwila, WashingtonCity ClerkCITY CLERKDEPUTY CITYCLERKRECORDS MANAGEMENTCENTRAL SERVICESADMINISTRATIVESUPPORTCOORDINATOR(.75)ADMINISTRATIVESUPPORTCOORDINATORADMINISTRATIVESUPPORTTECHNICIANPage 97

2013–2014 Biennial Budget City of Tukwila, WashingtonGoals & AccomplishmentsDEPARTMENT: Mayor’s Office (03) – City Clerk DIVISION: 514.300FUND: General FUND NUMBER: 000RESPONSIBLE MANAGER: Christy O’FlahertyPOSITION: City ClerkDescriptionThe purpose of the City Clerk’s Office is to provide to the public a point of access for specific municipalservice functions as the official records depository and archivist for the City. This office manages theretention and retrieval of all official City records, oversees administration of City Council meetings,including agenda coordination and development and preparation of the official minutes. Otherresponsibilities include oversight of the imaging system, automating legislative history, public recordsrequests, providing reception and telephone answering services for the City, recording contracts andagreements, issuing pet licenses, and providing notary services. City Clerk staff also participate in local,state and international associations relative to their positions.2011-2012 Accomplishments♦ Opened Digital Records Center to the public providing access to City documents.♦ Commenced extensive project to digitize high-retrieval Community Development records frommicrofilm.♦ Inclusion of City recorded documents into Digital Records Center.♦ Researched automated Agenda Management systems.♦ Implemented process for items requiring follow-up to the City Council for inclusion in CityAdministrator’s Report.♦ Instituted Records Management Orientation and Training program.♦ Addition of Public Records Request forms on City website.♦ Development of comprehensive Public Records Request Policy.♦ Integration of responsibilities to support the Metropolitan Park District.♦ Provided professional development training for staff: City Clerk achieved Master Municipal Clerkcertification; Deputy Clerk achieved Certified Municipal Clerk certification; Records Coordinatorearned Local Government Archives and Records Administration certificate from the NationalAssociation of Government Archives and Records Administrators (NAGARA).2013-2014 Program Goals♦ Increase pet licensing by staffing booths at City events and through community outreach.♦ Implement employee training specific to Public Records Requests.♦ Continue records management training, including monitoring of electronic records destruction,and adherence to retention schedule changes.♦ Review digitized recorded documents prior to public access.♦ Continuation of project to digitize high-retrieval Community Development records from microfilm.♦ Implement automated Agenda Management process to allow web based agenda creation andapprovals.♦ Provide professional development training for all staff.♦ Addition of newly digitized Community Development records from annual microfilming of paperdocuments.♦ Begin development of draft Records Emergency Action Plan (REAP).♦ Research and investigate use of Digital Records Center by other City departments to increasetransparency.Page 98

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2013â2014 BIENNIAL BUDGET - the City of Tukwila

2013â2014 BIENNIAL BUDGET - the City of Tukwila 2013â2014 BIENNIAL BUDGET - the City of Tukwila