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Electronic ProcessesColleen Damon
Retired City ClerkHudson, Iowa
July 2014
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Colleen Damon
• 48 years– From a convent to city clerk
• Four years City of Waterloo Recreation and Arts Center• 25 years in mortgage banking
– 20 years as a Coordinator of Investor Services in Waterloo– Five years as a Director of Loan Administration in DC
• Over five years for City of Hudson– Part-time semi-retired– Deputy City Clerk– City Clerk– Deputy City Clerk (on-call)
Certified Municipal City Clerk
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The importance of documentation…
• Taking great minutes-history• Writing clear and informative ordinances-rules• Using resolutions– For various functions• Appointments• Expenditures, etc.
• Legal aspectsRoxanne
Previous presenter
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Do you...?
• Rely on paper exclusively for– Council packets– Committee meeting packets– Memos– Internal communication– Reports– Community announcements– News releases
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Did you know that…?
Every 15 cases of paper destroys one pine tree
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Do you …?
• Do most everything on paper because– “That’s the way we have always done it”– “If it ain’t broke – don’t fix it”
• Resist needed change
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Do you…?
• Take advantage of available technology that– Contributes to essential administrative goals of• Responsibility• Efficiency• Responsiveness• Effectiveness• Accountability
Working smarter – not harder
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Do you …?
• Electronically record, video or broadcast– Council meetings• Public hearings
– Committee meetings– Other open meetings
• Provide documentation – Reliable– Believable– Credible
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Do you …?
• Practice comprehensive secure permanent records retention– Personnel records– Other reports and documents– Written and email communication– On site• Readily available and organized for easy finding
– Off-site storage for “back up”• Disasters and losses happen
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Do you …?
• Electronically communicate in-house and off-site with city staff– Mayors– Council members– Administrators– Department heads– Attorneys– Other employees– Citizen committees
BE AWARE: OPEN MEETINGS LAW – TWO WAY-MAYOR/COUNCIL COMMUNICATIONS
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Do you …?• Electronically communicate and provide
information to – Citizens• Encourages understanding and input
– Media• Meeting agendas • Significant results• Minutes• Changes in policy
• Have a website • Have offsite records storage
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Computers
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Do you …?
• Use computers effectively– In the office and/or at home– Have sufficient computer skills
– Microsoft Office» Word processing» Excel» Adobe Acrobat» PDF» Powerpoint» Publisher
– Scanning and copying capability
SET RULES: for OFFICE and HOME USE
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WHY use electronic delivery?
• To deliver information to– Mayor– Council• Committees
– Boards and commissions– Constituents– Media
Same format - Same time
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Personal devices
Ipad Smartphones
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Minimize printing by…• Investing in needed and usable technology– Smart choices
• Tablets• Laptops• Ipads• Smartphones
– limited capacity for extensive documents
• Issue contracts and/or specific user guidelines– Monitoring– Content
• Personal information and non-city business
– Security and access to others
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Utilization examples
• Distributing information by email– Agendas– Minutes– Scheduling– Reports– Opportunities– Problems
Scan and convert to a PDF file before sending
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PDF files and documents
• Retained – Permanently
• Limited access• Alteration protection– Prevented unless• Specific software available
– Password protection• Limited issue
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Authorization for council meetings
• Mayor’s approval– Agendas • Attachments
• Attorney’s approval– If necessary • Legal opinion• Possible legal impact
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Other Agenda approvals
• City clerk– Department heads – Board chairperson– Committee chairs
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Electronic reporting is required by
• 28E Agreements• Iowa Department of Management– Annual Financial Reporting (AFR)– Budget amendments– Budget filing
• Iowa Department of Transportation (IDOT)– Street Finance Report
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• Iowa Department of Revenue – Department of Accounting Services(DAS)• Validation of revenue from the state
• Alcohol and Beverage Division (ABD)– Liquor license approvals
• Clerk Net
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Remember
• Do not send out any information from closed sessions
• Posting non-confidential electronic information exclusively– Does not replace posting at• City Hall• Library• Other authorized public locations• Print media
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Always keep in mind that –
• Using technology –should not change, circumvent or
violate rules, laws regulations–is more efficient, responsive,
effective and accountable
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Recommended resources
• Chapter 16 of Iowa Code Section 621– “Electronic Document Management System”
• Iowa League of Cities• International City Management Association
(ICMA)• Governing.com• International Institute of Municipal Clerks• Iowa Public Employment Relations Board (PERB)