5-40 Mission To set a standard of excellence in providing a communications link between the citizens and the various departments and functions of the City. Goals The s Department, which serves as the information nucleus of the City and its departments, is dedicated to providing the highest level of professional service to the citizens of Pembroke Pines. Our goal is to provide these services expeditiously while ensuring compliance with all Florida Statutes and City Ordinances. Every effort is being made to keep our staff positioned to take full advantage of new technological developments so as to enhance our efficiency in the performance of our duties and responsibilities. Objectives Comply with all applicable Florida Statutes for legal advertisements, public record requests, and record retention requirements. Competently prepare and maintain the indexing, storage, and archival of official records. Efficiently process occupational licenses and renewals. Daily, accurate posting and receipting of building/utility fees and other revenues. Major Functions and Activities The is the Custodian of Records for the City of Pembroke Pines. As such, the Department is responsible for the records management of the City. The Department serves as the information nucleus for records requested throughout the City and its various departments. The Clerk is responsible for keeping a concise and accurate record of the official actions of the City Commission and the Commission-appointed Boards and Committees. The is also the Supervisor of Elections for the City of Pembroke Pines and, therefore, has the responsibility for the coordination and efficiency of the municipal election process for the Mayor and for the four City Commissioners. The s Department, through the central cashiering system, posts and receipts all funds received by the City. The primary function is to provide quick and efficient service to the public with respect to processing transactions, depositing City funds, maintaining accurate records, providing information, and directing phone calls. The Department is an acceptance agency for U.S. passports. Personnel have been trained at the Miami Passport Office. This is another opportunity for the City to serve the general public. The Occupational Licensing Division of the s Department is responsible for the issuance of occupational licenses to any entity maintaining and conducting a business, service, or profession within the City of Pembroke Pines. The Micrographic Division of the s Department is responsible for the preparation, scanning, filming, indexing, storing, and retrieval of municipal records. This function enables the City to house permanent documents for expedient retrieval of information requested by interdepartmental and outside agencies. Budget Highlights The and the Deputy s attend training seminars and workshops to earn continuing professional education credits towards new certification and recertification. Other staff members also attend various training seminars. Scheduled replacement of certain office equipment, and upgrade capabilities in order to accommodate use of equipment by other City departments. The Risograph duplicator is used by numerous City departments to create a variety of documents (including City letterhead stationery and envelopes, fliers, invitations, school bulletins, newsletters, brochures, etc.). The current machine has produced in excess of 6 million copies to date. Purchase attachments for existing cashiering equipment to reduce errors.
5-41 Purchase additional desktop scanner to facilitate processing of public records requests. Replace existing filing cabinets to meet State guidelines for storing and archiving records. Replace worn-out and malfunctioning microfilm reading equipment in order to comply with State Statutes regarding future public access to records. 2003-04 Accomplishments Conducted a March 2004 general election to elect a Mayor and Commissioners from Districts Two, Three, and Four. All staff members in the s Department are certified passport agents. Issued over 5,000 occupational licenses. Completed total renovation of the Occupational License Program to enhance and refine licensing procedures and monitoring. Modifications were made to the public information request system (Blue Frog) so that information may be used to monitor performance and response time. Staff is fully trained in archiving and records management. 's Department staff continues to become proficient in the use of the DocuTech 65, increasing the effective use of the equipment, resulting in more productivity and efficiency in processing higher quality documents. Documents processed are a result of public records requests, multi-page documents from other departments, i.e. union contracts, various manuals and reports, bid specifications, and other documents. These documents can also be scanned directly into the City's repository and sent to the Information Technology Department for inclusion on the Internet. Staff continued evaluating, archiving and scanning procedures in order to ensure compliance with State of Florida archive requirements. The 's Department web page was updated to provide and maintain current election information, including notice of general election, candidate list, qualifying documents, campaign treasurer's reports, absentee ballots, district and precinct specifics, and a link to the Broward County Supervisor of Elections website. Staff attended various seminars and conferences, including interdepartmental cross-training classes, to improve and enhance skills. Staff moved ahead with the purchase and implementation of legislative management software which streamlines the agenda process, from the draft stage to final disposition. Additions and revisions were made to the Department's Operating Procedure Manual, as necessary.
5-42 Performance Measures Indicator 2001-02 Actual Goal 2002-03 Actual Goal 2003-04 Goal 2004-05 Goal Outputs Commission agenda booklets prepared 330 330 375 330 336 330 Occupational licenses issued 4,900 5,145 5,925 5,250 5,300 5,975 Public records requests processed 2,155 2,200 2,350 2,800 3,086 2,800 Passport applications accepted 2,802 3,452 3,815 4,100 4,200 4,100 Documents imaged and microfilmed 775,000 813,750 225,000 221,000 221,000 221,000 Staff training hours * N/A 224 451 510 451 Garage sale permits issued 2,179 N/A 2,129 3,077 4,250 3,077 Occupational licenses monitored for compliance 5,975 Cashiering transactions (in dollars) $14,000,000 Cashiering transactions (number) 33,000 Preparation of Commission agenda items for bimonthly Commission meetings. 22 Effectiveness % of reasonable public records requests fulfilled within 48 hours of receipt % of passport applications processed within 24 hours of appointment 97% 97% 97% 99% % of documents accurately imaged 97% 97% 97% 97% 98% 98% Commission minutes transcribed and prepared for approval by next Commission meeting Commission meeting minutes made available on City's website within 2 days after approval by Commission Occupational licenses available for renewal and mailed by August 1st (as mandated by Florida State Statutes) Cashiering - daily transactions balanced without overage or shortage 22 * * * * 99.9% Efficiency Commission agendas prepared per year, per 2 FTE employees Average number of pages of Commission minutes transcribed per year, per 1 FTE employee Public records requests processed per year, per 8 FTE employees * * 188 * * 165 340 * * 293 * * 350 Passports processed per day per 10 FTE employees * * 15.5 * * 16.5 Cashiering transactions per year, per 2 FTE employees * New measure actual and/or goal unavailable 16,600
5-25 5-43 5-25 CITY CLERK ORGANIZATIONAL CHART Deputy /Occupational License Administrator Deputy Office Support Office Support Occupational License Inspector Boards Secretary Cashiers Deputy / Records Manager-E Micrographic Technicians City of Pembroke Pines, Florida FY 2005 Budget
- Expenditure Summary 5-44 Operating Expenses 16.51% Capital Outlay 6.47% Personnel Services 77.01% Expenditure Category FY 2002 Actual FY 2003 Actual FY 2004 Budget FY 2005 Budget Personnel Services Salaries 512,159 551,155 584,578 576,469 Benefits 184,315 216,614 276,571 246,942 Personnel Services Sub Total 696,474 767,769 861,149 823,411 Operating Expenses Professional Services 12,905 9,652 50,000 10,000 Other Contractual Services 4,710 7,693 16,063 10,000 Travel Per Diem 1,001 3,417 7,340 6,060 Rentals and Leases 40,494 42,422 43,535 45,110 Insurance 282 145 900 900 Repair and Maintenance Services 11,440 10,407 24,455 38,460 Printing and Binding 22,953 6,702 30,000 18,960 Other Current Charges and Obligatio 25,910 17,321 33,840 22,855 Office Supplies 9,405 9,605 16,140 16,624 Operating Supplies 1,548 1,897 8,205 6,422 Publications and Memberships 597 620 1,145 1,185 Operating Expenses Sub Total 131,245 109,882 231,623 176,576 Capital Outlay Machinery and Equipment 21,253 25,724 204,949 69,205 Capital Outlay Sub Total 21,253 25,724 204,949 69,205 Pension Lump Sum Retirement Contribution Lump Sum - - 390,166 - Pension Lump Sum Sub Total - - 390,166 - Total 848,972 903,375 1,687,887 1,069,192
- Personnel Summary 5-45 Position Title FY 2002 Actual FY 2003 Actual FY 2004 Budget FY 2005 Budget 12047 12284 12285 12524 12525 12526 12620 12684 12756 12775 12776 12782 12801 13494 1 1 1 1 Micrographic Technician I 1 1 1 1 Micrographic Technician II 1 1 1 1 Administrative Coordinator I 1 1 1 - Administrative Assistant I - - - 1 Administrative Coordinator II - - 1 1 Cashier II 1 1 1 1 Clerical Spec II 6 6 3 3 City Deputy Clerk 1 1 1 - Deputy 1 1 1 1 Deputy /Records Mgr. 1 1 1 - Deputy /Occ Lic Admin - - - 1 Deputy /Records Mgr-E - - - 1 P/T Occupational License Inspector 2 1 1 1 Total Full Time 14 14 12 12 Part Time 2 1 1 1