Page 136 - City of Bedford FY20 Approved Budget

City of Bedford
Program Summary
FY 2019-2020

Fund: General
Department: General Government Division: City Secretary

PROGRAM DESCRIPTION

The City Secretary Division is responsible for accurately recording, publishing, indexing, and maintaining City Council records to include
minutes, ordinances, resolutions, contracts, agreements, and other legal documents of the City of Bedford. Serving as the City's Records
Management Officer, this office oversees a records management policy and records destruction policy to provide efficient, economical,
and effective controls over the creation, distribution, organization, maintenance, and space allocation for all City records. It also handles
requests made for City documents under the provisions of the Public Information Act. The City Secretary coordinates the election
process for all City elections. This office coordinates daily communication and operations with the Mayor/Council, prepares and
executes Council packets, processes alcohol and beverage registrations and reports, issues release of liens, and works with the City
Manager's Office to respond to customer service complaints and issues.

FY 2018-2019 HIGHLIGHTS

∗ Processed 411 public information requests with an average response time of 2.06 days.
∗ Destroyed approximately 125 boxes of records that had reached their retention threshold in compliance with State law and the
City's Records Management Policy.
∗ Successfully coordinated the May General Election.
∗ Processed 15 Community Powered Revitalization applications.
∗ Processed 3 liens and lien releases.
∗ Scanned City Ordinances from 2007 - 2015 into the Laserfiche Document Management System.
∗ Scanned City Resolutions from 2008 - 2010 into the Laserfiche Document Management System.
∗ Scanned 130 Deed and Title files and 118 Easement files into the Laserfiche Document Management System.

FY 2019-2020 DIVISIONAL GOALS
(AS RELATED TO COUNCIL STRATEGIC FOCUS AREAS)

Revitalization
∗ Process liens in a timely and efficient manner.
∗ Coordinate the Community Powered Revitalization Program with 6Stones.
Organizational Excellence
∗ Update the City's Records Management Policy based on changes to State law and technology, and with input from other City
departments
∗ Process alcohol beverage registrations in a timely and efficient manner.

Communicate & Engage with Citizens
∗ Prepare Council agenda packets without error and in a timely fashion, as well as making them available on the City's website.
∗ Respond to requests for public information in a timely and efficient manner, and in accordance with State law.
∗ Coordinate City elections in accordance with State law and the City's Charter, and make important information regarding the
election easily accessible to the voters.
∗ Coordinate the appointment process for the City's Boards and Commissions and maintain accurate records for these Boards and
Commissions both in the City's files and the City's website.

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