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CITY CLERK
Programs & Services
Shari Thornes, City Clerk
311 Third Avenue/PO Box 270
Brookings, SD 57006
605-692-6281 Phone
605-692-6907 Fax
sthornes@cityofbrookings.org
Programs and Services
City Council Agendas
(Paperless and Paper Formats)
City Council agendas packets are prepared, assembled and distributed
to members of the City Council, city staff, public and the media
in electronic and paper formats. The Clerk's Office is committed
to providing information to the public, Council and staff via the
most modern methods available. To that end, in addition to traditional
paper packets, an internet-based "paperless agenda" has been created
that provides faster assess, search capabilities, and increased
public access to agenda support information. Long-term benefits
of the program are increased public participation in local government,
reduced dependency on environmental resources and reduced staff
time in the process.
Official City Council Records
In compliance with local and state statute, the City Clerk accurately
records and maintains the official record of all City Council meetings,
briefings and study sessions in a retrievable format. Minutes are
compiled and made available in print and electronic format within
one week of meetings to the public and staff. Records are later
imaged or downloaded in the city electronic archival files for records
retention and backup documentation.
Ordinances and Resolutions
In addition to the maintenance of official Council documents, the
Clerk is responsible to draft ordinances and resolutions for submission
to the Council. Adopted Ordinances and Resolutions are maintained
and made available to city staff through a shared computer drive.
Adopted Ordinances are provided to the codification company to update
the City Code in all appropriate formats. The Code will be available
on CD Rom, print and in a searchable format on the city website.
As with all public records, these documents are made available to
the public.
Information Source
Quality customer service is a primary focus of this department because
the Clerk's Office is often the first point of contact for members
of the public, City Council and city staff who are seeking information.
Files and records on various issues are developed and maintained
in anticipation of inquiries. Staff is committed to provide world-class
service through timely, accurate and friendly response and referral
to inquiries about City services. Benefits include a positive community
image, increased internal efficiency and a fun place to work!
Administrative Services for Council/Manager
Administrative services are provided to the Mayor, City Council
and City Manager in the areas of research, coordination and management
of various ongoing and special projects and events. This department
strives to anticipate and provide needed information/research to
best serve the Council and Manager.
Records Management
The City Clerk's Department is responsible for the development and
implementation of a Records Management Program that will integrate
procedures, retention schedules and best practices for the management
of records in accordance with the requirements of state statute
and City Charter. A collection of original City documents is maintained
and made available to City staff, City Council and the public. Original
documents are being imaged and electronically stored on the computer
mainframe for disaster preparedness. An immediate benefit of this
program is improved access to city records. The long-term benefits
include an inventory of archival documents for research purposes
and minimized down time in the event of a disaster.
Licenses and Permits
This department provides assistance to applicants and oversees the
issuance, maintenance and administration of various licenses and
permits as required by the city ordinance and state statute. Licenses
and permits include the following areas: all alcohol-related, video
lottery, temporary merchants, street closures, plumbers, taxi service,
circus, carnival, pawnbrokers, house movers, going-out-of business,
raffle and transient merchants. In order to provide improved customer
service and streamline city services, measures have been taken to
administratively handle most of the licenses and permits.
Board of Equalization
The Local Board of Equalization, comprised of City Council and School
members, meets every March to determine if all taxable properties
have been placed on the assessment roll and a reasonable degree
of equalization exists among properties, and to hear local property
owners' complaints. This department oversees all aspects of the
Local Board to include legal public notice, scheduling appellants,
attending hearings, recording minutes, notification to the appellants
and filing of final records with the County Assessor. Friendly customer
service, organized presentation of information and accurate and
timely final records benefit the city through positive public perception.
Countersigns all warrants for the City of Brookings in compliance
with the City Charter.
Elections
In compliance with Federal, state and city requirements, the Clerk
conducts well-organized and accurate elections which facilitate
the maximum participation of all Brookings residents eligible to
vote. Partnership opportunities are continually nurtured with the
Brookings School District, Brookings County and SDSU in areas of
polling locations, worker training, cost sharing and election night
activities. Long-term benefits include increased confidence in local
government and the democratic process, cost savings to the taxpayers
and more efficient use of city financial and personnel resources.
Certification
The Clerk performs certification and recording for the City as required
on legal documents and other records requiring certification.
Public Notice
Timely and accurate printed notice in the official newspaper and
city website is provided to the citizens of Brookings regarding
all official Council activities to include meeting agendas, bid
lettings and other advertisements, public hearings, and regular
and special meetings. In addition to compliance with state and local
requirements, the benefits of public notice include increased and/or
improved public participation in the decision-making process and
an increased probability in partnership opportunities.
Volunteer Recruitment, Appointments, Directory, Training, Recognition
and Reporting
The Clerk's Office coordinates volunteer recruitment, the appointment
process, maintenance of the City Directory, volunteer orientation
activities, and volunteer recognition events for the 120 volunteers
that serve on city boards, committees and commissions.
- Recruitment: The City Council wants to give as many citizens
as possible the opportunity to participate in local government
and provide their viewpoint on topics of concern to the Council.
Volunteers are recruited for positions, in accordance with Council
policy, through the use of press releases to local media advertising
all vacancies of a volunteer or compensated position on a board,
commission or committee of the City. Notice is also given on the
City website.
- Appointment: Applicants are provided with an Application for Appointment
and packets of information specific to their board of choice.
Applicants are required to review the orientation packet prior
to submission of their application. All applications for appointment
are provided to the Mayor for consideration. The Clerk coordinates
any personal interviews and/or board input. Formal City Council
action is required to approve all appointments. Formal notification
from the Mayor regarding the status of appointment is provided
to applicants.
- City Volunteer Directory. The City Clerk's Office maintains a comprehensive
City Directory of all city committees, boards and commissions
and their volunteers that is available to the general public,
city staff and elected officials in book format and on the city
website.
- Training: Formal orientation and training sessions are provided for
all volunteers twice annually. All board members, long term and
newly appointed, are strongly encouraged to attend this training
session. Information is provided on the City Council/Manager Form
of Government, the City Council Governance Policies, the Role
of Citizen Advisory Boards, Legal Issues Facing Boards and the
Role of the Chairman.
- Recognition: The Volunteer Appreciation Luncheon was created in 1993.
The purpose of the event is to publicly recognize and thank all
the people who volunteer their time to serve on city boards, committees
and commissions. It is usually held in late April or early May,
usually during Volunteer Appreciation Week. In addition to the
120 volunteers, city staff that assist the boards, city management
and the Mayor and City Council also attend the event. A guest
speaker is invited to give a motivational speech during the one-hour
luncheon. Gathering at the luncheon provides an opportunity for
the City Council to meet and personally thank the volunteers.
- Annual Reporting. A new program proposed by the City Clerk is the creation
of an annual meeting of all commissions, boards and committees.
An annual event (dinner) would provide volunteers the opportunity
to socialize, exchange ideas, seek partnering opportunities and
provide a report to each other and the City Council regarding
their activities. The annual meeting could be incorporated in
the Council's annual evaluation of each board's mission and continued
need.
A goal of the City Clerk's Office is to actively encourage, stimulate and reward
citizen participation in local government. The contributions of
time and expertise made by volunteers to develop, improve and coordinate
city programs is inherent in the democratic process.
E-Government
Local government, like business, must remain competitive in areas
of service delivery, enhancement of infrastructure and its ability
to deliver a life a high quality of life to its citizens. The City
of Brookings has identified the creation of a website as a means
to enhance economic development, facilitate democratic decision-making,
and enhance customer service. The City Clerk's Office will continue
the maintenance and development of the City website as the Administrator.
Benefits include increased public access to information, providing
another means of communicating with government officials, and streamlining
city services with on-line applications.
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