City Clerk's Office Service Trends

1. City Clerk’s Office Service
Trends
Hon. Rodney Greene

2. AnnualVoter Registration

3. Total Annual FOIA Requests

4. FOIA Requests from Jan. 1 to Mar. 22

5. Repeat FOIA Requesters 2011Total and
2012YTD

6. Annual Notarizations

7. RETTs Processed from Jan 1. to Mar. 22

8. Additional InternalTasks
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

9. AdditionalTasks (continued)
 Material and book sales for exams
 Landlord/Tenant Lease sales
 Tenant Ordinance sales
 ProvidingTemporary 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 schedules
3. stock / replenish display
 make Xerox copies as needed
 Filing of documents

10. AdditionalTasks (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

11. 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.).

12. TheTake HomeThought
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.

13. ComparisonsWith 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

14. For Better Customer Service
WE NEEDTHE APPROVAL ANDYOUR SUPPORT!!