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City Clerk`s Department
City Clerk’s Department September 19, 2016 What you already know: • Agenda preparation • Complete • Minimal number of errors • Timely • Passports • Over 50,000 passports processed • Almost $1.5 million in revenue to the city • Public Records Requests • Majority are routine • Liquor Licenses • Review by departments Linda Mendenhall, Records Administrator (Records Whisperer) • Records Management Manual and Policy • Records organization and life cycle • Paper and electronic documents • Essential records • Email management • Complex/sensitive/high profile records requests and media requests • E-discovery and the legal hold process • Preservation of Historic records • Building a culture regarding records management • Records Management Training is part of annual employee training • Technology and system improvements Amapola Arreola • Need something routed for signature, Amapola is your gal! Ordinances, Resolutions, contracts, etc. • Publishes notices in newspaper • Peddlers’ Licenses • Bilingual • Passport application acceptance agent • Recordation of documents • Notary public Sandra Tomsic • • • • • • • • • • Liquor and special event liquor licenses Accounts Payable Electronic council agenda packets Requests for Public Records Training and conference registration/travel Business cards City telephone directory update Passport and reception backup Bilingual Notary Public Kelvin Johnson • • • • • • • • First contact residents and visitors have with Avondale Exemplary customer service Passport application processing agent Conference room and pool vehicle reservation Notary services Mail services Posts agendas Prepares Council Chambers before Council Meeting Maria James • • • • • • • Room and pool vehicle reservations Tracks payment for conference room users Passport processing agent Early voter site worker Prepares quorum notices Bilingual Notary Services Boards Commissions and Committees • Approximately 60 residents serving in 15 Boards, Commissions and Committees • Meet and greet will be scheduled for early November • Council Members are best recruiters • Change to bylaws to allow Alternate Members to count towards meeting quorum and vote Primary Election 2016 • Goal to increase voter participation • Marketing campaign – Carmen Electa • Color Me Carmen • Billboard message • Geo-fencing • Fans – election deadline information • Twitter Primary Election 2016 • Voter Turnout Election Voter Registration Ballots cast Voter Participation 2014 Primary 33,991 5,478 16.12 2016 Primary 35,992 6,421 17.84 Increase + 1.72% Primary Election 2016 • Results – Proposition 486 (Home Rule) 2016 Yes No Total Votes % Approval Ballots Cast Under Votes % Under Voting 2012 2009 2005 2001 1997 1993 1989 4939 814 5753 85.85% 3834 780 4614 83.09% 2048 659 2707 75.66% 2,178 430 2,608 83.51% 934 154 1,088 85.85% 464 254 718 64.62% 522 198 720 72.50% 460 378 838 54.89% 6421 668 10% 5199 585 11% 2745 38 1% 2,659 51 2% 1,110 22 2% 755 37 5% 752 32 4% 904 66 7% 1985 548 168 716 76.54% 1981 275 109 384 71.61% Primary Election 2016 • Results – Mayor • General Election – November 8, 2016 • Mayor Weise • Vice Mayor Karlin • Council Candidates • Three candidates elected • Pat Dennis • Veronica Malone • Mike Pineda • New Council Member Installation – January 2, 2017 Morale Booster Advisory (MBA) Committee • A fun event for employees once per month/casual day • Quarterback Challenge • Holiday Tree Decorating Contest • Luau • Water Fun • Candy Grams • Halloween Contest Questions / Feedback
