City Clerk’s Office Service Trends

Hon. Rodney Greene

Annual Voter Registration

Total Annual FOIA Requests

FOIA Requests from Jan. 1 to Mar. 22

Repeat FOIA Requesters 2011 Total and 2012 YTD

Annual Notarizations

RETTs Processed from Jan 1. to Mar. 22

Additional Internal Tasks

Interoffice duties: Ordering supplies and stocking Answering email requests Following up on departments FOIA responses Swearing in ceremonies for Police & Firemen Preparing and submitting minutes for Council Maintaining meeting calendar Redirecting citizens to correct departments Preparing copies of documents upon request Mailing requested forms/documents to citizens and or Lawyers Correlating and updating code books Processing and filing Blue Backs Final preparation of FOIA responses and mailings Preparing monthly reports Researching Ordinances and Resolutions for clarification Storage of video and audio tapes

Additional Tasks (continued)

Material and book sales for exams Landlord/Tenant Lease sales Tenant Ordinance sales Providing Temporary Disability Placards Receiving and sorting internal/external mail certify documents check inventory of all literature, various forms, RETT stamps

1. re-order / replace as needed 2. make copies of train & bus schedules3. stock / replenish display

make Xerox copies as needed Filing of documents

Additional Tasks (continued)

Process RETT declaration forms sent by Cook County Recorder of Deeds

Replace pink copy of RETT form with original recorded form

Do monthly RETT report

Send to CMO for aldermen and other staff

Enter all annual BCC meetings on calendar

Update calendar with cancellations / changes of BCC meetings

Send out e-mail with notifications of above

Past History (2008 – 2012)

There were 4 employees in the Clerk’s Office before the previous Clerk retired and they were:

Two full-time employees

City Clerk Mary Morris, and Deputy Clerk Mayre Press

1 full-time temp

Elaine Autwell (now Deputy Clerk)

A part-time employee Jeraldine McCormick ( who worked Mon., Wed., Fri.).

The Take Home Thought

Finally with the approval of this proposal the following will occur:

The efficiency of the Office will improve.

The Office will be open from 8:30 am-5 pm (M-F).

The customers both internal and external will be pleased.

Comparisons With Like Communities

Clerk’s Office Employees: # PT FT Floaters

Schaumberg (pop. 74,227) 3 1(CC) 2(DC) 0

Palatine (pop. 68,557) 3 2(DC) 1(CC) 0

Skokie (64,784) 2 1(DC) 1(VC) 0

Des Plaines (64,784) 5 1(VC) 1(DC) 3

Cicero (85,616) 4 0 4 0

Rich (67,623) 3 1(TC) 1(DC) 1

Evanston (74,239) 2 0 2 0

For Better Customer Service

WE NEED THE APPROVAL AND YOUR SUPPORT!!