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Office of the City Clerk
Presented by:Leticia M. Vacek, City ClerkTRMC/CMC/MMC
City Council Budget WorksessionSeptember 3, 2019
City of San Antonio
FY 2020 Proposed Annual Operating &
Capital Budget
FY 2020 Proposed Budget $4.4 Million
Funds FY 2019 FY 2020 Change
General Fund $4.1 $4.4 $0.3
Positions 34 34 0
Office of the City Clerk
$1.7 39%
Municipal Archives and
Records$0.9 20%
Vital Records$1.1 25%
Elections and Ethics$0.2 5%
Passports$0.5 11%
2
No Added Cost for the Proposed
elimination of Assistant to the Director for 2
positions:
• 1 Sp. Projects Mgr. - Boards/Commissions
• 1 Sr. Admin. Assistant - Vital Records
Embedding Equity in Office of the City Clerk
FY 2019 Progress: FY 2020 Enhancements:• Education & awareness
• Equity Program – 1 Trainer• Targeted investments• Program recruitment – Boards/Commissions
Applications• Equity Assessment for Boards Application
completed (equity recommendations implemented)
• Establish equity goals• Use data to impact communities
of color• Engage target populations
3
Passport Revenue From May 2010 to Present
$0
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
$140,000
October November December January February March April May June July August September
Do
lla
rs (
tho
usa
nd
s)
FY 2010
FY 2011
FY 2012
FY 2013
FY 2014
FY 2015
FY 2016
FY 2017
FY 2018
FY 2019
4
$70,000
$80,000
$90,000
$100,000
$110,000
$120,000
$130,000
$140,000
$150,000
$160,000
$170,000
$180,000
$190,000
$200,000
$210,000
$220,000
$230,000
$240,000
October November December January February March April May June July August September
Do
lla
rs (
Th
ou
san
ds)
FY 2013
FY 2014
FY 2015
FY 2016
FY 2017
FY 2018
FY 2019
Vital Records Revenue from October 2012 to Present
5
-
2,000
4,000
6,000
8,000
10,000
12,000
14,000
October November December January February March April May June July August September
FY 2013
FY 2014
FY 2015
FY 2016
FY 2017
FY 2018
FY 2019
Vital Records Customers Served October 2012 to Present
6
Birth/Deaths Recorded October 2012 to Present
7
0
20,000
40,000
60,000
80,000
100,000
120,000
FY 2013
FY 2014
FY 2015
FY 2016
FY 2017
FY 2018
FY 2019
FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 FY 2019
49,160 51,294 52,536 51,571 54,747 54,388 48,315
Vital Records Increase
• New School Year
• DMV Requirement/Federal Real ID Act – In Effect Now • TDL/ID Cards are valid until their expiration • In Compliance If Gold Star denoted on card
• Without Gold Star your TDL/ID cannot be accepted as Identification for Federal Purposes (Domestic Flights or Passport Application)
8
Library Partnership for Sale of Birth Certificates
9
MonthBirth Certificates Sold
Great NW Las Palmas Mission Thousand Oaks Monthly Total Grand Total
October 2018 190 177 176 370 913 20,999
November 2018 194 121 138 355 808 18,584
December 2018 150 121 107 227 605 13,915
January 319 176 228 462 1,185 27,255
February 205 177 198 289 869 19,987
March 226 200 233 272 931 21,413
April 108 216 228 320 872 20,056
May 142 164 152 266 724 16,652
June 140 109 120 183 552 12,696
July 140 156 193 282 771 17,733
August 255 252 240 403 1,150 26,450
September
FY2019 Total 2,069 1,869 2,013 3,429 9,380 215,740
FY2018 Total 2,789 2,348 2,194 4,735 12,066 277,518
FY2017 Total 5,275 3,584 3,008 7,067 18,934 435,482
FY2016 Total 4,826 3,063 2,842 6,608 17,339 398,797
FY2015 Total 4,414 3,526 2,782 5,972 16,694 383,962
FY2014 Total 3,149 2,739 2,291 4,745 12,924 297,252
FY2013 Total 181 0 234 240 655 15,065
Recipient of Texas Department of State Health Services Vital Statistics Unit Award
10
Preservation Initiative with Kofile
• TXMAS Cooperative Contract approved by City Council on June 20th to preserve, manage and digitize official historic records of the City of San Antonio
• Total contract $626,061; First year $93,025 with 4 – 1 yr. renewal options
• Preservation fee collected; funds the preservation contract
11
Before
Preservation
After Preservation
12
Municipal Elections
Presented by:Leticia M. Vacek, City ClerkTRMC/CMC/MMC
City Council Budget WorksessionSeptember 3, 2019
City of San Antonio
FY 2020 Proposed Annual Operating &
Capital Budget
Funds FY 2019 FY 2020 Change
General Fund $2.4 $1.0 $(1.4)
Positions 0 0 0Municipal Elections
$1.0 100%
FY 2020 Proposed Budget $1.0 Million
14
October 2019 Election – Employee Management
Election if necessary.
November 2020 Election – Reauthorization of the
Linear Creekway Sales Tax in conjunction with
Connect SA.
City of San Antonio Petitions and Elections
• Verified Petitions:• 3 City Charter Petitions • 1 Paid Sick Leave Petition • 1 TPID Petition
• Oversaw conduct of the City Charter Amendment Election, General City Election, and Run-Off City Election (completed)
15
New Bexar County Voting System
16
Bexar County
Commissioners
approved a
contract with
ES&S in the
approximate
amount of $11.5
million for a new
Election System
replacing
existing voting
machines used
for the past 17
years
An additional
$537,067 will be
allocated to
purchase
machine tables
and transport
carts
New Bexar County Voting System & Vote Centers
• Starting with the Nov. 5 Election, Bexar County will switch to new electronic voting machines that generates a paper record for security purposes
• The county will introduce Vote Centers which are places where registered voters can cast a ballot on Election Day.
• The new Voting System will be utilized at 286 Polling Places
• VIA Metropolitan Transit provides free bus service on Election Day as a community service
17
Outreach Presentations, Trainings, and Events Attended for Boards, Passports, Vital Records, Archives Volunteered at Migrant Resource Center (several OCC staff)
Board/Commission Swearing-In Ceremony Event
Passport/Vital Records Saturday Event
Campaign Finance E-File System Training
District 6 Women’s Forum (Part 2) Presentation
2019-2021 Mayor and Council Swearing-In Ceremony Event
SA Women’s Chamber Presentation
Boards/Commissions Liaison Training with the Office of Equity (2 separate Trainings)
Masters Leadership Program Presentation
Texas Women’s Forum Presentation
District 6 Women’s Forum (Part 3) Presentation
Municipal Leadership Institute at Carver Library Presentation
Tour provided of Municipal Archives & Records to HEB Education Foundation
Latina Leadership Institute Presentation
SA Leadership Women Alumni Presentation
Recording of Municipal Leadership Institute for Online Training Pilot Program
SA Speak Up Budget Community Event on Boards/Passports/Vital Records Event
Founders Day at the Alamo Grounds
Homeowners Fair Hosted by OHP 18
OCC Projects/Partnership with ITSD • Implementation of VoteCast Component to Replace Crestron System in Council Chambers
• Board and Commissions Application Process (replacement is recommended)
• Replacement of outdated Bar Code System for Municipal Records
• Replacement of TER System with TxEver for Birth/Death
• Replacement of Legacy Mainframe (BIRX/LINKS) for Birth/Death
• Printer and PC Replacement Program for Birth/Death
• Implement POS to Replace Legacy Mainframe at Main Office/Libraries
• Migration of Hummingbird Platform to FileNet System• OCC Records Management Division Lead with 24 Departments moving to City Tower
• Partnered with TCI and Finance for implementation of DocuSign System for Contracts to be expanded to other departments
• Digitization of Birth/Death into FileNet System (1964-2004 completed)
• Web-based Citizens to be Heard Registration System (completed)
• Renovation of Vital Records/Passport Lobby area (completed)
• HVAC Replacement at Municipal Archives & Records Building (completed)
• Moved from City Hall to Municipal Plaza Building (completed) 19
OCC Systems Utilized• Lobbyist System
• Campaign Finance System
• Financial Disclosure Reporting System (FDR)
• Board/Commission Application System
• Digital Collection Web-Based Search and Retrieval System
• Hummingbird Records Management System Decommissioned and Replaced by FileNet
• FileNet Records Management System
• Bar Tender - Bar Code System to be Replaced
• TxEver Electronic Registration of Birth/Death
• TERS Decommissioned and Replaced by TxEver
• State Remote System to Print Birth Records for those born outside SA
• Mainframe (BIRX/LINKS) System to be Replaced with new POS
• Crestron Voting System (City Council Votes) to be Replaced with Granicus
• Vote Interface to capture all City Council Action (Vote Slips) to be Replaced by Granicus
• FOIA System for OCC records requested
• Citizens to be Heard web-based system to register 27
