Operating and CIP Budget Fiscal Year 2015-16

Council Services and Records Management (continued)

 CITY OF MORGAN HILL  FY 15-16  OPERATING AND CIP BUDGET  CITY OF MORGAN HILL  FY 15-16  OPERATING AND CIP BUDGET  CITY OF MORGAN HILL  FY 15-16  OPERATING AND CIP BUDGET  CITY OF MORGAN HILL  FY 15-16 OPERATING AND CIP CITY OF MORGAN HILL  FY 15-16  OPERATING AND CIP BUDGET  CITY OF MORGAN HILL  FY 15-16  OPERATING AND CIP BUDGET  CITY OF MORGAN HILL  FY15-16  OPERATING AND CIP BUDGET o A Property Use Agreement providing office space for the Santa Clara Valley Habitat Agency Office including working with the Information Services Division to renovate the office space for lease  Continued partnership with the United States Department of State, Passport Agency as a Passport Acceptance facility processing over 1,800 passport applications during the federal fiscal year and acknowledged by the United States Department of State, Passport Agency as a facility that is performing at an outstanding level and provides an excellent service to the community.  Enhanced user-friendly access of the City Council agenda packets on the City’s website by broadcasting all City Council meetings on the City website using Granicus thus allowing citizens quick and user-friendly access to meet- ings and agendas.  Implemented Legistar, an electronic agenda management system, which allows employees to easily manage the entire legislative process from end-to-end, from drafting files, through assignment to various departments, to final approval. This system maintains all legislative data and tracks each item’s path through the entire process and provides the ability for the City to publish more public documents on the City’s website and provides ease of use in navigating and searching those documents, thus increasing transparency and public engagement. FY 15-16 ACTIVITY GOALS  Continue to implement the VoteCast electronic voting product  Update the records management program and assist City departments with the indexing, transfer, storage, re- trieval, eventual destruction and monitoring of historical documents to the Records Center  Update and implement the City’s Retention Schedule in conjunction with the City Attorney’s office  Facilitate the recruitment, interviews and appointment process to fill various vacancies on the Council’s appointed board and commissions  Process and track Fair Political Practices Commission Statement of Economic Interest designated filers to assist in timely filings of their Statements (Form 700 filers) and the City’s Ethics Policy  Train staff to utilize document management software to access City Council and Commission agendas, minutes, resolutions, ordinances and staff reports FY 15-16 WORKPLAN  Review and update index of records, convert all files to the standard filing system, review and recommend for storage of records and identify and recommend for destruction of inactive and transitory records including elec- tronic files  Mentor and train employees in the processing of California Public Records Act requests, the Brown Act, website agenda posting, minutes production, City Council meeting follow-up, familiarity with Department’s policies and procedures, indexing of historical documents

152