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Home My WebLink About09-City Clerk . CITY CLERK CUSTODIAN OF ALL CITY PUBLIC DOCUMENTS ISSUES CITY BUSINESS REGISTRATIONS CONDUCTS SPECIAL OR GENERAL ELECTIONS o ~ o r- m " :x ADMINISTRATOR OF THE CITY'S PASSPORT PROGRAM 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. EXPENDI'J.'lJRES BY DIVISION 2006-07 2007-08 2008-09 2009-10 DMSION ACfUAL ACfUAL PROJECfED ADOPl1ID ADMINIS1RATION 626,791 666,76 I 626,231 558,900 ELECTIONS 84,881 541,717 56,081 502,200 BUSINESS REGlSlRATION 718,477 807,766 830,282 829,500 RECORDS MANAGEMENT 107,420 99,384 104,928 92,600 TOfAL 1,537,5(f) 2,115,628 1,617,522 1,983,200 EXPENDITURES BY CATEGORY 200(H)7 2007-08 2008-09 2009-10 CATEOORY ACID AL ACfUAL PROJECfED AOOPfED PERSONNEL 1,169,865 1,330,435 1,297,420 1,219,000 MAINTENANCE & OPERATION 87,573 95,103 94,987 103,300 CON1RACTUAL SERVICES 126,607 583,193 102,387 562,000 INfERNAL SERVICE CHARGES 150,213 105,009 122,597 94,300 CAPITALOUfLAY 3,311 1,888 132 4,600 DEBT SERVICE 0 0 0 0 TOTAL 1,537,569 2,115,628 1,617,523 1,983,200 66 CITY CLERK'S OFFICE 2008-09 KEY ACCOMPLISHMENTS ,( Completion of the March 17, 2009 Special Election in the Fuorth Ward. It was the City's first mail ballot election. ,( Completed update ofthe Records Retention Schedule for the City Clerk's Office. ,( Utilized intern to help identify and register over 1,000 rental properties resulting in over $175,000 in new business registration revenue, ,( Provided 25 extended hours of service for passports, thereby generating additional revenue and enhancing service to the pub lice. 2009-10 KEY GOALS ~ Conduct the nomination process for the November 3, 2009 election. ~ Continue to identify unregistered businesses to increase the City's revenue stream, ~ Continue with business registration audits. ~ Complete destruction of records as approved in the updated Records Retention Schedule, ~ Submit semi-annual records destruction proposal. DID YOU KNOW? ~ That the City Clerk's Passport Acceptance Facility has processed 26,650 applications and realized over $750,000, plus $160,000 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.us and then click on Business Registration under "Featured Links," 67 l"tmD 001 GENERAL FtmD ACCOUNT OBJECT & T~TLE BXPBND~TURE BUDGET L~NE ~TBM DETA~L P~SCAL YEAR 2009-2010 D~V~S~ON 031 C~TY CLERK-AD~NISTRAT~ON ACTUAL 2006-07 ACTUAL 2007-08 PROJECTED 2008-09 ADOPTED 2009-10 5011 SALARIES PERM/FULLTIME 5013 AUTOMOBILE ALLOWANCE 5014 SALARIES TEMP/PARTTIME 5015 OVERTIME 5026 PERS RETIREMENT 5027 HEALTH & LIFE INSURANCE 5028 UNEMPLOYMENT INSURANCE 5029 MEDICARE TOTAL PERSONNEL SERV~CES 5111 MATERIALS & SUPPLIES 5112 SMALL TOOLS & EQUl PMENT 5121 ADVERTISING 5122 DUES & SUBSCRIPTIONS 5132 MEETINGS & CONFERENCES 5133 EDUCATION & TRAINING 5171 RENTALS 5172 EQUl PMENT MAINTENANCE 5174 PRINTING CHARGES 5175 POSTAGE 5176 COPY MACHINE CHARGES 5183 MANAGEMENT ALLOWANCE TOTAL MAINTENANCE & OPERAT~ON 5604 IT CHARGES IN-HOUSE 5605 TELEPHONE SUPPORT TOTAL INTERNAL SERVICE CHARGES 5704 MISCELLANEOUS EQUIPMENT TOTAL CAPITAL OUTLAY TOTAL 392,097 427,578 378,932 319,500 4,500 5,700 6,000 6,300 0 0 23,244 31,200 0 0 61 0 62,644 84,309 74,097 65,600 57,414 62,995 55,931 54,000 991 1,083 1,021 800 5,294 5,565 5,213 4,700 522,941 587,230 544,498 482,100 5,876 4,880 3,733 4,900 57 0 0 0 1,773 1,997 4,480 2,300 706 1,742 415 1,400 728 648 0 200 0 125 0 200 0 12 0 0 115 0 30 500 19,867 16,320 15,076 15,500 5,102 4,196 2,050 4,000 2,515 6,568 6,574 9,000 339 437 178 300 37,078 36,924 32,536 38,300 61,208 38,800 47,600 35,500 4,451 3,807 1,597 1,800 65,659 42,607 49,197 37,300 1,113 0 0 1,200 1,113 0 0 1,200 626,791 666,761 626,231 558,900 68 BUDGET - JUSTIFICATION 031 CITY CLERK-ADMINISTRATION 001 GENERAL FUND OBJ JUSTIFICATION 5111 MlSCELLANEOUS OFFICE SUPPLIES, 512 1 ADVERTISING OF ORDINANCE, RESOLUTIONS, PUBLIC HEARINGS AND OTHER LEGAL ADVERTISING 5122 SUBSCRIPTION TO NEWSPAPER, GOVERNMENT CODE, AND DUES FOR CA CITY CLERKS ASSOCIATION 5132 ATIENDANCE TO SOUTHERN CA CITY CLERK'S DIVISION MEETINGS, 513 3 EDUCATION AND TRAINING SESSIONS AS NEEDED. 5172 EQUIPMENT MAINTENANCE COSTS FOR COPY MACHINE, LASER PRINTER AND TYPEWRITERS 5174 PRINTING CHARGES FOR COUNCIL AGENDA BACKUP MATERIALS AND MISCELLANEOUS OFFICE FORMS AND LETTERHEAD 5175 POSTAGE MAILING COSTS 5176 COPY MACHINE CHARGES WHICH INCLUDES TONER, DEVEWPER, PAPER AND cosrs FOR EXCEEDING METER USAGE ALWWANCE; AND LEASE PAYMENTS FOR THE PURCHASE OF THE COPY MACHINE 5183 MANAGEMENT ALLOWANCE 5604 THE PORTION OF THE CITY'S TOTAL INFORMATION TECHNOLOGY SERVICES COSTS (INCLUDING STAFF TIME) RELATED TO THIS DEPARTMENT. CHARGES ARE BASED ON TYPE OF EQUlPMNT, SOFIWARE AND SUPPORT UTILIZED BY DEPARTMENT. 56 0 5 CHARGES FROM THE CITY'S TELECOMMUNICATIONS DIVISION (INCLUDING STAFF TIME AND OVERHEAD) RELATED TO THIS DIVISION'S TELECOMMUNICATIONS COSTS (CHARGE-BACKS BASED ON ACTUAL COSTS INCURRED). 69 FUND 001 GBNERAL FUND ACCOUNT OBJBCT & TITLB BXPBNDITURB BUDGET LINE ITBH DBTAIL PISCAL YEAR 2009-2010 DIVISION 032 CLBRK BLBCTIONS ACTUAL 2006~07 ACTUAL 2007-08 PROJECTED 2008-09 ADOPTBD 2009-10 5111 MATERIALS & SUPPLIES 5121 ADVERTISING 5122 DUES & SUBSCRIPTIONS 5132 MEETINGS & CONFERENCES TOTAL MAINTBNANCB & OPBRATION 5502 PROFESSIONAL/CONTRACTUAL SVCS TOTAL CONTRACTUAL SBRVICBS TOTAL 697 0 194 200 253 173 251 300 761 154 924 400 1,311 2,702 1,457 1,300 3,022 3,029 2,826 2,200 81,859 538,688 53,256 500,000 81,859 538,688 53,256 500,000 84,881 541,717 56,081 502,200 70 BUDGET - JUSTIFICATION 032 CLERK ELECTIONS 001 GENERAL FUND OBJ JUSTIFICATION 5111 PURCHASE OF OFFICE SUPPLIES FOR PREPARATION OF AN ELECTION 512 1 ADVERTISING OF ELECTION NOTICES 5122 SUBSCRIPTION TO THE CA ELECTIONS CODE AND THE ELECTION ADMINISTRATION REPORT 513 2 NEW LAW & ELECTION CONFERENCE, 5502 ESflMATED CONTRACT SERVICES WITII COUNTY REGISTRAR OF VOTERS FOR 2009 ELECTION cosrs, 71 FUND 001 GENERAL FUND ACCOUNT OBJECT << TITLB BXPENDITURB BUDGET LINE ITEM DETAIL FISCAL YEAR 2009-2010 DIVISION 033 BUSINESS RBGISTRATION ACTUAL 2006-07 ACTUAL 2007-08 PROJECTED 2008-09 ADOPTBD 2009-10 5011 SALARIES PERM/FULLTIME 5014 SALARIES TEMP/PARTTIME 5015 OVERTIME 5026 PERS RETIREMENT 5027 HEALTH & LIFE INSURANCE 5028 UNEMPLOYMENT INSURANCE 5029 MEDICARE TOTAL PERSONNEL SBRVICBS 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 MAINTENANCE << OPBRATION 5505 OTHER PROFESSIONAL SERVICES TOTAL CONTRACTUAL SBRVICBS 5601 GARAGE CHARGES 5604 IT CHARGES IN-HOUSE 5605 TELEPHONE SUPPORT 5612 FLEET CHGS FUEL TOTAL INTERNAL SERVICE CHARGES 5702 COMPUTER EQUIPMENT TOTAL CAPITAL OUTLAY TOTAL 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 72 o o 455,638 450,416 449,600 4,050 3,636 4,600 0 0 0 89,576 96,721 92,400 107,647 116,143 108,000 1,149 1,135 1,100 5,533 5,495 6,500 663,594 673,547 662,200 2,557 1,869 3,400 109 109 300 1,743 450 500 90 0 100 0 0 800 0 0 0 8,624 11,821 11,000 40,187 43,959 45,000 0 4 0 1,467 1,214 1,500 54,777 59,426 62,600 44,505 47,677 62,000 44,505 47,677 62,000 525 700 1,000 38,800 46,600 35,500 2,766 1,800 1,800 911 400 1,000 43,002 49,500 39,300 1,888 132 3,400 1,888 132 3,400 807,766 830,282 829,500 BUDGET - JUSTIFICATION 033 BUSINESS REGISTRATION 001 GENERAL FUND OBJ JUSTIFICATION 5111 GENERAL OFFICE SUPPLIES 512 2 ANNUAL MEMBERSHIP TO CALIFORNIA :MUNICIPAL BUSINESS ASSOCIATION AND SUBSCRIPTION TO BUSINESS PRESS 513 2 A TIENDANCE TO CALIFORNIA MUNICIPAL BUSINESS TAX ASSOCIATION ANNUAL & QUARTERLY MEETINGS 5133 STAFF TRAINING 5171 FUND FOR RENTAL OF CAR POOL VEHICLES 5174 PROVIDES FOR PRINTING OF BUSINESS REGISTRATION FORMS. ENVELOPES, LEITERHEAD. LIEN NOTICES,BUSINESS CARDS AND FOLDING OF FORMS. 5175 POSTAGE 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 AB63 DATA; ANNUAL SOFrW AREIHARDW ARE MAINTENANCE FEES; CREDIT CARD TERMINAL COSTS. 5601 CHARGES FROM CITY'S FLEET DIVISION (INCLUDING STAFF TIME AND OVERHEAD) RELATED THE MAINTENANCE AND OPERATION OF MOTOR VEHICLES ASSIGNED TO THIS DEPARTMENT. (CHARGE-BACKS BASED ON ACTUAL COSTS INCURRED.) 5604 TIIE PORTION OF THE CITY'S TOTAL INFORMATION TECHNOLOGY SERVICES COSTS (INCLUDING STAFF TIME) RELATED TO THIS DEPARTh1ENT. CHARGES ARE BASED ON TYPE OF EQUlPMNT, SOFfWARE AND SUPPORT UTILIZED BY DEPARTMENT. 5605 CHARGES FROM THE CITY'S TELECOMMUNICATIONS DIVISION (INCLUDING STAFF TIME AND OVERHEAD) RELATED TO THIS DIVISION'S TELECOMMUNICATIONS COSTS (CHARGE~BACKS BASED ON ACTUAL COSTS INCURRED). 5612 CHARGES FROM THE CITY'S FLEET DIVISION (INCLUDING STAFF TIME AND OVERHEAD) FOR FUEL COSTS RELATED TO MOTOR VEHICLES IN THIS DIVISION (CHARGE-BACKS BASED ON ACTUAL COSTS INCURRED). 5702 COMPUTER EQUIPMENT/SOFTWARE AND LICENSES FOR CITY CLERK'S PUBLIC COUNTER. 73 FUND 001 GENERAL YUND ACCOUNT OBJECT & TITLE EXPENDITURE BUDGET LINE ITEM DETAIL PISCAL YEAR 2009-2010 DIVISION 035 RECORDS ~AGEMENT (RIM) ACTUAL 2006-07 ACTUAL 2007-08 PROJECTED 2008-09 ADOPTED 2009-10 5011 SALARIES PERM/FULLTIME 5026 PERS RETIREMENT 5027 HEALTH & LIFE INSURANCE 5028 UNEMPLOYMENT INSURANCE 5029 MEDICARE TOTAL PERSONNEL SERVICES 5111 MATERIALS & SUPPLIES 5135 TRANSPORTATION-GRANTS TOTAL MAINTENANCE & OPERATION 5502 PROFESSIONAL/CONTRACTUAL SVCS 5505 OTHER PROFESSIONAL SERVICES TOTAL CONTRACTUAL SERVICES 5604 IT CHARGES IN-HOUSE TOTAL INTERNAL SERVICE CHARGES 5704 MISCELLANEOUS EQUIPMENT TOTAL CAPITAL OUTLAY TOTAL 51,173 8,161 11,254 128 742 71,457 4,675 o 4,675 28,500 28,500 2,198 2,198 107,420 74 465 125 590 56,141 54,685 52,300 11,060 11,717 10,700 11,454 12,040 10,800 140 137 100 815 796 800 79,611 79,375 74,700 373 199 200 0 0 0 373 '" 200 0 0 0 0 1,454 0 0 1,454 0 19,400 23,900 17,700 19,400 23,900 17,700 0 0 0 0 0 0 99,384 104,928 92,600 BUDGET - JUSTIFICATION 035 RECORDS MANAGEMENT (RIM) 001 GENERAL FUND OBJ JUSTIFICATION 5111 MISCELlANEOUS OFFICE SUPPLIES FOR THE RIM PROGRAM 56 0 4 mE PORTION OF THE CITY'S TOTAL INFORMATION TECHNOLOGY SERVICES COSTS (INCLUDING STAFF TIME) RELATED TO THIS DEPARTMENT. CHARGES ARE BASED ON TYPE OF EQUIPl'vINT, SOFfWARE AND SUPPORT UTILIZED BY DEPARTMENT. 75