Electronic ProcessesColleen Damon

Retired City ClerkHudson, 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– 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

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

Do you...?

• Rely on paper exclusively for– Council packets– Committee meeting packets– Memos– Internal communication– Reports– Community announcements– News releases

Did you know that…?

Every 15 cases of paper destroys one pine tree

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

Do you…?

• Take advantage of available technology that– Contributes to essential administrative goals of• Responsibility• Efficiency• Responsiveness• Effectiveness• Accountability

Working smarter – not harder

Do you …?

• Electronically record, video or broadcast– Council meetings• Public hearings

– Committee meetings– Other open meetings

• Provide documentation – Reliable– Believable– Credible

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

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

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

Computers

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

WHY use electronic delivery?

• To deliver information to– Mayor– Council• Committees

– Boards and commissions– Constituents– Media

Same format - Same time

Personal devices

Ipad Smartphones

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

Utilization examples

• Distributing information by email– Agendas– Minutes– Scheduling– Reports– Opportunities– Problems

Scan and convert to a PDF file before sending

PDF files and documents

• Retained – Permanently

• Limited access• Alteration protection– Prevented unless• Specific software available

– Password protection• Limited issue

Authorization for council meetings

• Mayor’s approval– Agendas • Attachments

• Attorney’s approval– If necessary • Legal opinion• Possible legal impact

Other Agenda approvals

• City clerk– Department heads – Board chairperson– Committee chairs

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

• 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

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

Always keep in mind that –

• Using technology –should not change, circumvent or

violate rules, laws regulations–is more efficient, responsive,

effective and accountable

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)

Any questions?

Colleen Damon319-988-3600319-296-1584

cdamon@cityofhudsonia.comColleen.Damon@dybb.com

Thank you so much!