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Electronic Processes

Electronic Processes. Colleen Damon Retired City Clerk Hudson, Iowa July 2014. 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

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Electronic Processes

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  1. Electronic Processes Colleen Damon Retired City Clerk Hudson, Iowa July 2014

  2. 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

  3. The importance of documentation… • Taking great minutes-history • Writing clear and informative ordinances-rules • Using resolutions • For various functions • Appointments • Expenditures, etc. • Legal aspects Roxanne Previous presenter

  4. Do you...? • Rely on paper exclusively for • Council packets • Committee meeting packets • Memos • Internal communication • Reports • Community announcements • News releases

  5. Did you know that…? Every 15 cases of paper destroys one pine tree

  6. 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

  7. Do you…? • Take advantage of available technology that • Contributes to essential administrative goals of • Responsibility • Efficiency • Responsiveness • Effectiveness • Accountability Working smarter – not harder

  8. Do you …? • Electronically record, video or broadcast • Council meetings • Public hearings • Committee meetings • Other open meetings • Provide documentation • Reliable • Believable • Credible

  9. 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

  10. 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

  11. 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

  12. Computers

  13. 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: forOFFICE and HOME USE

  14. WHY use electronic delivery? • To deliver information to • Mayor • Council • Committees • Boards and commissions • Constituents • Media Same format - Same time

  15. Personal devices Ipad Smartphones

  16. 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

  17. Utilization examples • Distributing information by email • Agendas • Minutes • Scheduling • Reports • Opportunities • Problems Scan and convert to a PDF file before sending

  18. PDF files and documents • Retained • Permanently • Limited access • Alteration protection • Prevented unless • Specific software available • Password protection • Limited issue

  19. Authorization for council meetings • Mayor’s approval • Agendas • Attachments • Attorney’s approval • If necessary • Legal opinion • Possible legal impact

  20. Other Agenda approvals • City clerk • Department heads • Board chairperson • Committee chairs

  21. 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

  22. 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

  23. 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

  24. Always keep in mind that – • Using technology • should not change, circumvent or violate rules, laws regulations • is more efficient, responsive, effective and accountable

  25. 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)

  26. Any questions? Colleen Damon 319-988-3600 319-296-1584 cdamon@cityofhudsonia.com Colleen.Damon@dybb.com Thank you so much!

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