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.