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Home My WebLink About06-City Clerk ... CITY CLERK CUSTODIAN OF ALL CITY PUBLIC DOCUMENTS ISSUES CITY BUSINESS REGISTRATIONS CONDUCTS SPECIAL OR GENERAL ELECTIONS . - .- ADMINISTRATOR OF THE CITY'S PASSPORT PROGRAM o ~ o 1ft :a ~ CITY CLERK City Clerk Rachel Clark Administration Business Records Elections Registration Management (5) Employees (10) Employees (1) Employee CITY CLERK ACCOUNT NUMBER: 001-030 FUND: GENERAL FUND I ABOUT THE DEPARTMENT I The City Clerk is elected at large to a four-year term. The City Clerk is custodian of all public documents for the City of San Bernardino. In addition to this, the City Clerk's Office is responsible for the City's Business Registration Division, the Record and Information Management Program (RIM), all City elections, and the City's Passport Acceptance Facility. The City Clerk serves as the filing officer for all Campaign Statements and Statements of Economic Interest and is responsible for the preparation and distribution of City Council agendas and minutes. EXPENDITURFS BY DIVISION 2005-06 2006-07 2007~8 2008-09 DMSION ACfUAL ACfUAL PROJECfED ADOPTED ADMINISTRATION 579,517 626,79 I 666,761 629,900 ELECTIrnS 5,574 84,881 541,717 146,300 BUSINESS REGlSIRATIrn 63 I ,603 718,477 807,766 848,400 RECORDS MANAGEMENf 87,645 107,420 99,384 103,600 TOTAL 1 ,304,338 1,537,569 2,115,628 1,728,200 EXPENDITURES BY CATEGORY 2005-06 2006-07 2007 ~8 2008~9 CATEGORY AClUAL ACTUAL PROJECTED AOOPTED PERSONNEL 1,067,890 1,169,865 1,330,435 1,309,100 MAINTENANCE & OPERATION 79,933 87,573 95,103 85,600 CONTRACTUAL SERVICES 45,179 126,607 583,193 206,100 INTERNAL SERVICE CHARGES 107,287 150,213 105,009 122,800 CAPITALOurLAY 4,050 3,311 1,888 4,600 DEBT SERVICE 0 0 0 0 TOTAL 1,304,338 1,537,569 2,115,628 1,728,200 64 CITY CLERK'S OFFICE 2007-08 KEY ACCOMPLISHMENTS ,/ Completion of the November 2008 Election for officers of City Attorney, City Clerk, City Treasurer and Council Seats for the Third, Fifth, Sixth and Seventh Wards. ,/ Completion of the February 2008 Election relative to Measure L (UUT Measure). ,/ Implementing software program to allow business registration renewals to be done electronically. 2008-09 KEY GOALS ~ Extended hours of service for passports, thereby generating additional revenue and enhancing service to the public. ~ Utilize intern to assist in identifying unregistered businesses. ~ Resume business registration audits. DID YOU KNOW? ~ That the City Clerk's Passport Acceptance Facility has processed 24,912 applications and realized over $700,000, plus $150,000 in revenue from photos since its inception. Passport application forms may be down loaded from the City Clerk's web page. ~ Information on City Council agendas, City Charter, the Municipal Code Book and city elections can be obtained from the City's website. ~ The Business Registration Division registers over 17,000 businesses and collects over $8 million in revenue each year. Business Registration information can be obtained on the City of San Bernardino's website at www.ci.san-bernardino.ca.lIs and then click on Business Development. 65 FUND 001 GENERAL FUND ACCOUNT OBJECT & TITLE EXPENDITURE BUDGET LINE ITEM DETAIL FISCAL YEAR 2008-2009 5011 SALARIES PERM/FULLTIME 5013 AUTOMOBILE ALLOWANCE 5026 PERS RETIREMENT 5027 HEALTH & LIFE INSURANCE 5028 UNEMPLOYMENT INSURANCE 5029 MEDICARE TOTAL PERSONNEL SERVICES 5111 MATERIALS & SUPPLIES 5112 SMALL TOOLS & EQUI PMENT 5121 ADVERTI SING 5122 DUES & SUBSCRIPTIONS 5132 MEETINGS & CONFERENCES 5133 EDUCATION & TRAINING 5171 RENTALS 5172 EQUIPMENT MAINTENANCE 5174 PRINTING CHARGES 5175 POSTAGE 5176 COPY MACHINE CHARGES 5183 MANAGEMENT ALLOWANCE TOTAL MAINTENANCE & OPERATION 5604 M.I.S. CHARGES - IN-HOUSE 5605 TELEPHONE SUPPORT TOTAL INTERNAL SERVICE CHARGES 5704 MISCELLANEOUS EQUIPMENT TOTAL CAPITAL OUTLAY TOTAL DIVISION 031 CITY CLERK-ADMINISTRATION ACTUAL 2005-06 380,121 3,600 54,920 54,607 959 5,589 499,796 4,650 66 1,449 1,111 3,458 334 o o 18,297 3,798 2,329 299 35,79:01 39,900 3,473 43,373 579,517 66 ACTUAL 2006-07 PROJECTED 2007-08 ADOPTED 2008-09 392,097 4,500 62,644 57,414 991 5,294 522,941 5,876 57 1,773 706 728 o o 115 19,867 5,102 2,515 339 37,078 61,208 4,451 65,659 556 1,113 556 1,113 626,791 427,578 5,700 84,309 62,995 1,083 5,565 587,230 4,880 o 1,997 1,742 648 125 12 o 16,320 4,196 6,568 437 36,924 38,800 ],807 42,607 666,761 386,800 6,000 8],700 61,100 900 5,900 544,400 4,900 o 300 o o o o 2,500 15,500 4,600 6,800 300 34,900 47,600 1,800 49,400 o 1,200 o 1,200 629,900 BUDGET - JUSTIFICATION 031 CITY CLERK-ADMINISTRATION 001 GENERAL FUND OBJ JUSTIFICATION 5111 MISCELLANEOUS OFFICE SUPPLIES. 5121 ADVERTISING OF ORDINANCE. RESOLUTIONS. PUBLIC HEARINGS AND OTHER LEGAL ADVERTISING 5172 EQUIPMENT MAINTENANCE COSTS FOR COpy MACHINE. LASER PRINTER AND TYPEWRITERS 5174 PRINTING CHARGF.8 FOR COUNCIL AGENDA BACKUP MATERIALS AND MISCELLANEOUS OFFICE FORMS AND LETTERHEAD 5175 POSTAGE MAILING COSTS 5176 COPY MACIIlNE CHARGES WHlCIIINCLUDES TONER, DEVELOPER, PAPER AND COSTS FOR EXCEEDING METER USAGE ALI.OWANCE; AND LEASE PAYMENTS FOR THE PURCHASE OF THE COPY l\tACIIlNE 5183 MANAGEMENT ALWWANCE 5604 THE PORTION OF TIlE CITY'S TOTAL INFORMATION TECHNOLOGY SERVICES COSTS (INCLUDING STAFF TIME) RELATED TO THIS DEPARTMENT. CHARGES ARE BASED ON TYPE OF EQUlPMNT, SOFTWARE AND SUPPORT lITlLlZED BY DEPARTI\1ENT. 5605 CHARGES FROM THE CITY'S TELECOMMUNICATIONS DIVISION (INCLUDING STAFF TIME AND OVERHEAD) RELATED TO THIS DIVISION'S TELECOJ\.IJ\.IUNICATIONS COSTS (CHARGE-BACKS BASED ON ACTUAL COSTS INCURRED). 5704 CHAIRS FOR PASSPORT WAITING AREA 67 EXPENDITURE BUDGET LINE ITEM DETAIL FISCAL YEAR 2008-2009 1"UND 001 GZNERAL FUND DIVISION 032 CLERX ELECTIONS ACCOUNT OBJECT & TITLE ACTUAL 2005-06 ACTUAL 2006-07 PROJECTED 2007-08 ADOPTED 2008-09 5111 MATERIALS & SUPPLIES 5121 ADVERTISING 5122 DUES & SUBSCRIPTIONS 5132 MEETINGS & CONFERENCES 0 697 0 200 749 253 173 300 166 761 154 400 2,340 1,311 2,102 1,300 3,255 3,022 3,029 2,200 2,319 81,859 538,688 144,100 2,319 81,859 538,688 144,100 5,574 84,881 541,717 146,300 TOTAL MAINTENANCZ & OPERATION 5502 PROFESSIONAL/CONTRACTUAL SVCS TOTAL CONTRACTUAL SERVICES TOTAL 68 BUDGET - JUSTIFICATION 032 CLERK ELECTIONS 001 GENERAL FUND OBJ JUSTIFICATION 5111 PURCHASE OF OFFICE SlJPPLlF..5 FOR PREPARATION OF AN ELECTION 512 1 ADVERTISING OF ELECTION NOTICES 5122 SUBSCRIPTION TO THE CA EI.RCTIONS CODE AND THE ELECTION AD!\UNISTRATlQN REPORT 5132 NEW LAW & ELECTION CONFERENCE. 5502 Esn!\tATEO CONTRACT SERVICES WITH COUNTY REGISTRAR OF VOTERS FOR POTENTIAL NOVEMBER 2008 ELECTION COSTS FOR CITY BALLOT MEASURES. 69 FUND 001 GENERAL PUND ACCOUNT OBJECT & TITLE EXPENDITURE BUDGET LINE ITEM DETAIL PISCAL YEAR 2008-2009 5011 SALARIES PERM/FULLTIME 5014 SALARIES TEMP/PARTTIME 5015 OVERTIME 5026 PERS RETIREMENT 5027 HEALTH & LIFE INSURANCE 5028 UNEMPLOYMENT INSURANCE 5029 MEDI CARE TOTAL PBRSONNEL SERVICES 5111 MATERIALS & SUPPLIES 5122 DUES & SUBSCRIPTIONS 5132 MEETINGS & CONFERENCES 5133 EDUCATION & TRAINING 5171 RENTALS 5172 EQUIPMENT MAINTENANCE 5174 PRINTING CHARGES 5175 POSTAGE 5176 COPY MACHINE CHARGES 5181 OTHER OPERATING EXPENSES TOTAL MAINTENANCB & OPERATION 5505 OTHER PROFESSIONAL SERVICES TOTAL CONTRACTUAL SBRVICBS 5601 GARAGE CHARGES 5604 M.I.S. CHARGES - IN-HOUSE 5605 TELEPHONE SUPPORT 5612 FLEET CHGS - FUEL TOTAL INTERNAL SERVICE CHARGES 5702 COMPUTER EQUIPMENT TOTAL CAPITAL OU'I'LAY TOTAL DIVISION 033 BUSINESS RBGISTRATION ACTUAL 2005-06 316,548 46,030 o 49,562 83,649 907 3,722 500,419 3,160 109 953 151 o o 6,357 29,751 26 308 40,815 42,860 42,860 274 39,900 3,200 640 44,014 3,494 3,494 631,603 70 ACTUAL 2006-07 PROJECTED 2007-08 ADOPTBD 2008-09 417,533 4,466 148 56,595 90,767 1,056 4,902 575,467 3,983 109 493 468 o 77 9,000 32,247 o 505 46,883 40,073 40,073 194 51,792 3,350 718 56,054 718,477 455,638 461,300 4,050 4,600 0 500 89,576 98,700 107,647 111,900 1,149 1,200 5,533 7,000 663,594 685,200 2,557 3,400 109 300 1,743 1,000 90 100 0 800 0 200 8,624 11,000 40,187 30,000 0 0 1,467 1,500 54,777 48,300 44,505 62,000 44,505 62,000 525 700 38,800 46,600 2,766 1,800 911 400 43,002 49,500 1,888 3,400 1,888 3,400 807,766 848,400 o o BUDGET - JUSTIFICATION 033 BUSINESS REGISTRATION 001 GENERAL FUND OBJ JUSTIFICATION 5111 GF.NERAL OnqcJo: SUPPLIES 5122 ANNUAL MEMBERSHIP TO CALIFORNIA MUNICIPAL BUSINESS ASSOCIATION AND SUBSCRIPTION TO BUSINESS PRESS 5132 ATTENDANCE TO CALIFORNIA MUNICIPAL BUSINESS TAX ASSOCIATION ANNUAL & QUARTERLY MEETINGS 5133 STAFF TRAINING 5171 FUND FOR RENTAL OF CAR POOL VEHICLES 5172 PROVIDES FOR MAINTENANCE OF TYPEWRITERS AND CALCULATORS 5174 PROVIDES FOR PRINTING OF BUSINESS REGISTRATION FORMS, ENVELOPES, LETIERHEAD, LIEN NOTICES,BUSINESS CARDS AND FOLDING OF FORMS. 5175 POSTAGR FOR BUSINESS REGISTRATION. GENERAL MAILING, AND P.O. BOX RENTAL FEE 5181 RELEASE OF LIEN FEES TO COUNTY OF SAN BERNARDINO 5505 CONSULTANT/CONTRACTOR COSTS RELATED TO TOT & BUSINESS REGISTRATION AUDITS AND A863 DATA; ANNUAL SOFTWARE/HARDWARE l\.1AINTENANCE FEES 5601 CHARGES FROM Cln"S FLEET DlVISION (lNCLUDlNG STAFF TIME AND OVERHEAD) RELATED THE f\.tAINTENANCE AND OPERATION OF MOTOR VEHICLES ASSIGNED TO THIS DEPARTJ\IENT. (CIIARGE.BACKS BASED ON ACTUAL COSTS INCURRED.) 5604 TilE PORTION OF THE ClTY'S TOTAL INFORMATION TECHNOLOGY SERVICES COSTS (lNCLUDlNG STAFF TIME) Rl<:LATED TO TillS DEPARTMENT. CHARGES ARE BASED ON 1YPE OF EQUIPMNT, SOFTWARE AND SUPPORT UTILIZED BY DEPARThIENT. 5605 CIIARGES FROl\.1 THE CI1Y'S TELECOMMUNICATIONS DIVISION (lNClUDlNG STAFF TIME AND OVERHEAD) RELATED TO TillS DIVISION'S TELECOMMUNICATIONS COSTS (CIIARGE.BACKS BASED ON ACTUAL COSTS lNCURRED). 5612 CHARGES FROM THE CITY'S FLEET DlVISION (INCLUDING STAFF TIl\IE AND OVERHEAD) FOR FUEL COSTS RELATED TO MOTOR VEHICLES IN TillS DIVISION (CHARGE.BACKS RASED ON ACTUAL COSTS INCURRED). 5702 COMPUTER EQUIPMENT/SOFTWARE AND LICENSES FOR CITY CLERK'S PUBLIC COUNTER. 71 FUND 001 GENERAL FUND ACCOUNT OBJECT M TITLE EXPENDITURE BUDGET LINE ITEM DETAIL FISCAL YEAR 2008-2009 5011 SALARIES PERM/FULLTIME 5026 PERS RETIREMENT 5027 HEALTH & LIFE INSURANCE 5028 UNEMPLOYMENT INSURANCE 5029 MEDICARE TOTAL PERSONNEL SERVICES 5111 MATERIALS & SUPPLIES 5132 MEETINGS & CONFERENCES 5135 TRANSPORTATION~GRANTS TOTAL MAINTENANCE M OPERATION 5502 PROFESSIONAL/CONTRACTUAL SVCS TOTAL CONTRACTUAL SERVICES 5604 M.I.S. CHARGES - IN-HOUSE TOTAL INTERNAL SERVICE CHARGES 5704 MISCELLANEOUS EQUIPMENT TOTAL CAPITAL OUTLAY TOTAL DIVISION 0)5 RECORDS MANAGEMENT (RIM) ACTUAL 2005-06 48,670 7,084 11,094 122 706 67,675 19,900 19,900 87,645 72 ACTUAL 2006-07 PROJECTED 2007-08 ADOPTED 2008-09 51,173 8,161 11,254 128 742 71,457 o 70 o 70 o 4,675 o 4,615 28,500 28,500 o 2,198 o 2,198 107,420 56,141 55,500 11,060 11,900 11,454 11,200 140 100 B15 BOO 79,611 79,500 373 200 0 0 0 0 373 200 0 0 0 0 19,400 23,900 19.400 23.900 0 0 0 0 465 o 125 590 99,384 103,600 BUDGET - JUSTIFICATION 035 RECORDS MANAGEMENT (RIM) 001 GENERAL FUND OBJ JUSTIFICATION 5111 MISCELlANEOUS OFFICE SUPPLIES FOR THE RIM PROGRAM 5122 MEMBERSHIP DUES FOR THE RECORDS I\1ANAGEl\tENT COORDINATOR TO THE ASSOCIATION OF RECORDS MANAGERS AND ADMINISTRATORS (ARhIA) INTERNATIONAL. 5604 THE PORTION OF mE CITY'S TOTAL INFORMATION TECHNOLOGY SERVICES COSTS (INCLUDING STAFF TIME) RELATED TO THIS DEPARThfENT. CHARGr...5 ARE BASED ON TYPE OF EQUIPMNT. SOFTWARE AND SUPPORT UrILlZED BY DEPARTMENT. 7~3