City Council Annual Workshop Report

City Council Annual Workshop Report January 22-23, 2016

Administration Department - Office of City Clerk Prepared by: Kathy Seymour Johnson, City Clerk

In 2015 the City Clerk’s Division of the Administration Department consisted of two full-time employees (Kathy Johnson, City Clerk, and Lisa Acker, Deputy Clerk), and one casual employee (Lana Horn).

Summary of 2015 Top Accomplishments:

Cemetery Database Work Casual employee Lana Horn continued to diligently work on the cemetery records in Cartegraph making sure all relevant cemetery database information regarding burials, which had previously been recorded in the old Cartegraph system, were properly carried over into the new web-based Cartegraph system. She continued to add new burial records into the database and cemetery record books as the information was received from the Cemetery Director. She also began work on recorded deed information, starting with the last “written” deed record ledger in 2003 and working backward . . . currently at year 1983. This work involves making sure the correct number of graves are set up for each cemetery lot, correcting name misspellings and any other information incorrectly recorded, and attaching any available monument photographs.

Records Management/Destruction Early in 2015 the records storage area in the basement of the Ignite Building was organized by the Clerk’s office with the help of two seasonal employees. Organization of the area involved moving hundreds of boxes to fill empty spaces; boxes were removed from the floor and put on new shelving in numerical order. In addition, in August of 2015 a shredding company (Shred Right) was hired and 2,989 pounds of paper was shredded in 2.5 hours at a cost of $194.29. Plans are to complete another large shred prior to Election season. We estimate there are at least another 250 boxes that need to be shredded in order to get our paper records destruction back on schedule and current.

Ordinance and Code Updates In February 2015 City staff from the Fire and Police Departments, Planning/Zoning, and Public Works met with the Clerk’s Office to review the Sidewalk Café Ordinance as a result of the growing popularity of sidewalk cafés and outdoor eating at establishments with On-Sale Liquor Licenses. Changes were made to Section 6.16 of the City Code that included adding barriers and setting hours when liquor could be served outdoors. Those and other changes were approved when Ordinance No. 75, Fourth Series, was adopted by Council on May 26, 2015.

Additionally, staff from the Clerk’s Office, Planning/Zoning, and Public Works met and reviewed the City Code relating to the Farmers Market and the management agreement to generally update the language to reflect the current process, signage, and to address the issue of food wagons at the Saturday Farmers Market. These changes were approved when Ordinance No. 74, Fourth Series, and the Farmer’s Market Agreement were adopted by the Council on May 11, 2015.

Chapter 11 Zoning Recodification Significant work was done and progress made by staff on the recodification of the Zoning Code in 2015 along with review of same by the City Attorney and the Advisory Planning Commission. The required public hearing will be scheduled with plans for finalization of the Red Wing Zoning Ordinance/Zoning Code in the first quarter of 2016.

Charter Updates/Changes Statutorily, the Charter Commission must meet once each year. In 2015 the Red Wing Charter Commission met a total of four times throughout the year in coordinating their efforts to amend the City Charter relative to Harbor Commission membership as well as revisions to the City Charter in the form of amendments (housekeeping and clarification changes) to various sections of the Charter.

Other:  Deputy City Clerk Lisa Acker completed her third year of the three-year Minnesota Municipal Clerks Institute held for one week May 4 – 8, 2015, in Plymouth, Minnesota, and will receive her certification and plaque at the annual Minnesota Clerks and Finance Officers annual conference in March 2016.  Participation in Customer Experience Mapping Project.  Participation in Administration Reorganization and Succession Planning Effort.  Participation (Lisa) in Challenge Games Co-Chair, Safety and Wellness Committee Meetings, Goodhue County Statewide Health Improvement Program (SHIP) meetings, Christmas project, LMCIT Safety and Loss Workshop, Employee Banquet Committee.  Time spent on four new liquor license applications.  Continued litigation management of various lawsuits.  Assisted the Engineering and Finance Departments with four improvement projects and six assessment projects (i.e., presiding at bid openings, coordinating publication of notices, mailing correspondence, etc.).  Preparation of semimonthly council packet items.  Attendance at various weekly, semimonthly, and monthly meetings, i.e., Clerk staff, council agenda, department/division heads, city hall managers, project team, budget workshops.  Attendance at annual and regional clerks’ association conferences/meetings.  Provided staff support for City Hall front receptionist desk throughout the year when the clerk/receptionist was on vacation or otherwise out of the office.  Staffed the Charter Commission meetings as liaison.  Staffed the annual Board of Appeal and Equalization meeting.  Numerous and miscellaneous document searches made simpler by the city’s electronic document imaging system (Laserfiche) which currently consists of 64,705 documents and 557,496 actual page scans.  Processed numerous licenses and permits (new and renewal), as well as coordination of insurance claims, issuance of lot agreements and flower certificates for both cemeteries, and management of the City’s records (see below):

2 Licenses & Permits 2010 2011 2012 2013 2014 2015 Food Wagons 5 5 4 6 5 4 Exempt Gambling Permits 5 5 5 5 5 3 Junk Dealers 3 4 4 3 3 3 Liquor: Consumption & Display Permits (B&B) 2 2 2 2 2 2 Intoxicating, On-Sale (including Sunday 20 16 15 17 15 19 sale) Intoxicating, On-Sale (excluding Sunday 1 2 1 1 0 0 sale) Intoxicating, Off-Sale 6 6 6 6 6 5 Club, On-Sale (including Sunday sale) 3 3 3 3 3 3 Wine, On-Sale 5 4 4 4 2 3 3.2 Percent Malt Liquor (beer) on-sale 3 3 4 3 1 1 3.2 Percent Malt Liquor (beer) off-sale 9 9 9 9 9 9 Temporary, On-Sale 19 16 16 11 17 13 Brewpub 1 1 1 1 Brewpub Off-Sale 1 1 1 1 Pawnbroker 1 1 1 1 1 1 Peddler/Transient Merchant (individual) 3 4 6 4 4 3 Sidewalk Cafés 0 1 0 0 1 4 Solicitor (individual) Registrations 4 8 50 28 16 49 Solid Waste Haulers 16 14 14 12 12 12 Taxicab 2 2 2 1 1 1 Taxi vehicle tags issued 7 8 6 5 4 3 Tobacco 22 19 19 18 17 17 Total Licenses & Permits 136 132 173 141 126 157

Insurance Claims 2010 2011 2012 2013 2014 2015 Miscellaneous 3 0 6 5 3 0 Personal Injury 2 6 4 1 1 2 Property Damage 33 25 31 38 49 23 Vehicle Damage 21 15 7 8 20 18 Total Insurance Claims 59 46 48 52 73 43

Data Practices: 2010 2011 2012 2013 2014 2015 Information Disclosure Requests Ambulance 28 33 26 28 24 15 Fire 10 23 11 13 10 6 Others, not including the routine 14 9 11 4 11 14 Total Information Disclosure Requests 52 65 48 45 45 35 Cemetery Lot Agreements & Certificates 2010 2011 2012 2013 2014 2015 Burnside 10 6 7 7 3 3 Oakwood 18 24 18 12 14 18 Perpetual Flowers 30 25 21 19 7 22 Total Lot Agreements & Certificates 58 55 46 38 24 43

Other: 2010 2011 2012 2013 2014 2015 Ordinances adopted and published 13 20 15 10 18 17 Documents recorded with the county 16 13 14 13 23 16 Resolutions Processed 119 175 137 126 132 134 Total 148 208 166 149 173 167

Records Management 2010 2011 2012 2013 2014 2015 In Storage 1611 1667 1792 1813 1855 1811 Boxes Processed 42 56 125 87 80 73 Boxes Destroyed 0 0 0 66 38 117