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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!!
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