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Home My WebLink About06/27/2023 05. City Clerk Budget Presentation :**L4MOvi ?--1 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5. For Meeting of: June 27, 2023 ITEM TITLE: City Clerk Budget Presentation SUBMITTED BY: Rosalinda I barra, City Clerk SUMMARY EXPLANATION: A presentation regarding potential budget reductions for the City Clerk's Office will be made. ITEM BUDGETED: STRATEGIC PRIORITY: APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: ATTACHMENTS: Description Upload Date Type clerks budget presentation 6/22/2023 Presentation 1* * .c..,',:, '4* - — 4 I Vi‘,., •_ ''''%'. :01Lty,-% \ . A vl w . \ \ ,i -; , fir.- µ , x.a' -4.- l 1 �� i �$ t ',. N • *1' ems.% �� yy a. �' 1' . :,_ V i` :� ,t 4 4-. � .� S t. ! I 1 r - _�� _ } Cityer s 1ce A Division of the City Administration Department City Council Budget Study Session June 27, 2023 I MISSION STATEMENT The mission of the City Clerk's Office is to provide quality support and assistance to the City Council, City Administration and the citizens of Yakima in an efficient, professional and courteous manner. We are committed to open government, and we facilitate communication, information sharing and participation by citizens. 2 City 1 Staff Rosalinda Ibarra*, City Clerk/Division Manager (General Fund) Brandy Bradford, Records Administrator/Deputy City Clerk (General Fund) Silvia Corona*, Records Assistant (General Fund) Rodney Treece, Records Assistant (General Fund) Tammy Regimbal, Public Records Officer (General Fund/Risk Management) Vacant, Police/Fire Public Records Officer (Risk Management) *Bilingual (Spanish) City Clerk's Office Boards and Administrative Records Pension Public Records Council Meetings Elections Commissions Duties Management (LEOFF1) Processin - Required by - Minutes Contracts-Distribution Archival with Ballot Measures to - Police Relief& Statute &Management -Secretary of State County Auditor Pension Board Archives Tracking - Legislative Elected Official's - Firefighters (Next Reque - - (Ordinances and Bid Openings Identification Oath of Office to Pension Board Resolutions) Inventory County Auditor Production 7il i7,ii- I - Processing _ - Council Agenda Manage Vehicle Titles - Retention Petitions Medical Claims � I I- Packet Preparation Coordination wither (Novus Agenda) Legal/Other Voter Departments Claims&Lawsuits- Storage and Registration Legal Notices/ Acceptance and -- Retrieval Information - Advertising Public Distribution (Laserfiche) Staff Training Hearings r - Budget/Personnel - Destruction Room Prep, Management ` - Maintenance, Meeting Supplies Departmental Administer Oaths of Support/Training AudioNideo • Office 4 - Recording Management Municipal Code (General Code/ Publishing) - Agenda Training - F City-wide Customer Service Support- Phone&In-Person Policy Development& Management Office Supplies imu Management 4 City Clerk / Records Legislative Statistics ■2020 ■2021 2022 ■2023 (thru June 20) 323 305 284 171 177 149 115 93 46 48 44 41 33 36 28 ■ I II 24 ■ I_ Council Meetings Ordinances Enacted Resolutions Passed Contracts Processed 5 I ELECTION STATISTICS 2020 Elections Statistics: Presidential election and February special election on levy lid lift - $148,426 ($55,080 levy lid lift special election costs) 2021 Elections Statistics: 3 Council positions & 2 Judge positions; 3 Charter amendments - $233,343 2022 Elections Statistics: No ballot measures - $109,574 2023 Elections Statistics, through IVIayy 31: 4 Council positions, cost to be determined 6 Public Records Act Requests 4000 3500 - 3314 3382 3250 3000 - - 2888 - 2702 2500 2445 2000 18 1517 1500 1096 1000 788 564 500 303 0 , 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 YTD (6/22/23) This chart cannot adequately reflect the increased complexity of the requests received year after year, nor the volume of responsive records produced. 7 I 2022 ESTIMATED COSTS FOR PROCESSING RECORDS Estimated total cost for fulfilling records requests: $596,000 Average estimated cost per request: $176.44 Estimated cost of agency staff who manage/retain records: $707,000 Estimated cost of systems that manage/retain records: $195,170 Estimated costs of services purchased for managing/retaining: $110,627 Total estimated cost for managing and retaining records: $1,012,797 8 City Clerk / Records 2024 Projected Budget Records (Record Keeping, Pension, Customer Service) Legislative $450,202 (City Council) $281,052 Proceedings (Mandatory Advertising) $5,000 Total 2024 Projected Budget - $736,255 TASK: 10% REDUCTION IN GENERAL FUND BUDGET • State law requires a balanced budget. • The City Manager does not support reducing salaries or mandating furloughs. • Reductions will clearly impact the services the City currently provides. Total General Fund Budget 2024 10% of 2024 Budget 411111 $736,255 $73,625 Proposed Reduction Item Estimated Savings Total Records Assistant Position $75,091 (Filled) Total: S75,091 (10.2%) 10 I IMPACT ON CITY CLERK' S DIVISION SERVICES • Primary contact for the public and other City staff • No backup for the Public Records Officers • Impacts to response time • Creates project delays and lowers the overall efficiency of the division 11 I ADDITIONAL CONSIDERATION • Eliminate staff participation on some non-required boards, commissions, and committees will save staff time resources. • Suggested elimination of: Arts Commission, Bicycle and Pedestrian Advisory Committee, Community Integration Committee, Henry Beauchamp Jr. Community Center Advisory Committee and Sustainable Yakima Committee. Proposed Reduction Item Total Estimated Annual Savings Staff Participation on Non-Required Boards, $47,520 Commissions, and Committees 12 Staff Time Allocated to Boards and Commissions Breakdown of estimated staff time devoted to these committees. • Arts Commission: Public Safety Communications Manager 2-3 hours per month and YPAC coverage—approximate cost $230 • Bicycle and Pedestrian Advisory Committee: Engineering Manager 4 hours per month, Supervising Traffic Engineer 2 hours per month, Planning Manager 3 hours per month, and YPAC coverage—approximate cost $1,022 • Community Integration Committee: Community Relations Manager 5 hours per month, YPAC coverage 4 hours per month—approximate cost $5 08 • Henry Beauchamp Jr. Community Center Advisory Committee: Public Works Director 1 hour per month—approximate cost $115 • Sustainable Yakima Committee: Assistant City Manager 10 hours per month, Public Works Director & Solid Waste & Recycling Manager 3 hours per month each, Grant Writer 3 hours per month—approximate cost $2,085 • City Clerk: In 2022, the Council Nominating Committee met 7 times for a total of 15 V2 hours not including preparation time, which varies; however, this includes all boards, commissions and committees. Approximate cost for the Committees listed above $500. 13 QUESTIONS ?