Office of the City Clerk Fiscal Year 2015 Operating Budget June 9, 2014.

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Presentation transcript:

Office of the City Clerk Fiscal Year 2015 Operating Budget June 9, 2014

2 Office of the City Clerk FY 2015 Sources - $2.842 million  General Fund - $2.374 million  Mail Fund - $0.468 million FY 2015 Uses - $2.842 million  Personnel - $1.412 million  Services/Supplies - $0.873 million  IS charges - $0.546 million  Other - $0.011 million FY 2015 Sources and Uses

3 Office of the City Clerk FY 2015 Uses By Division FY 2015 Uses - $2.842 million  Official Records - $1.104 million  Records Management - $0.506 million  Elections - $0.764 million  Mail Services - $0.468

2 Office of the City Clerk Budget History By Division or Major Budget Area Division FY 2013 Actual FY 2014 Revised FY 2015 Recommended Official Records$1.023 million$1.085 million$1.104 million Records Management$0.497 million$0.475 million$0.506 million Elections$0.475 million$0.194 million$0.764 million Mail Services$0.301 million$0.489 million$0.468 million Total$2.296 million$2.243 million$2.842 million FTEs13.00

5 Office of the City Clerk Fiscal Changes: Increase to Election from $184K to $764K  Citywide Mayoral Race  City Council Districts 1, 2, 4, and 6  PUSD Districts 2, 4, and 6 Personnel Changes: Reclassification of four positions:  Assistant City Clerk to Deputy City Clerk (succession planning)  Secretary to Staff Assistant III(c) (permanent)  Technical Specialist to Staff Assistant III(c) (permanent)  Staff Assistant III(c) to Staff Assistant II (permanent) Increased number of MASH employees (2) to assist in mail services and administrative/office duties Significant Changes From FY 2014 Budget

Office of the City Clerk Key Issues: Administer the 2015 Primary and General Municipal Elections for Mayor, City Council, and Pasadena Unified School District Board of Education Complete Upgrade to the Enterprise Content Management System  Agenda Management software purchase and implementation  Update to the Citywide Records Retention Policy including a new Policy Acquire an electronic filing system for Form 700 and Campaign Finance forms Strategies: Focus City Clerk work plan on election related duties and core functions, utilize services of City’s election vendor, and contract with former employees having experience in election administration City Clerk staff working with Department of Information and Technology and other departments to complete implementation prior to the start of the 2015 election cycle Utilize unspent funds from 2014 election budget for the purchase or development of an electronic filing system 6 FY 2015 Key Issues and Strategies