8/23/2023
1 PERFORMANCE
ASSESSMENT OF THE
CITY CLERK’S OFFICE
FOR THE
CITY OF RIVERSIDE
APPROACH
AND
METHODOLOGY
Gain a good understanding of the current services and
needs
Interviews of staff and stakeholders
In-Office observations
Data and document review
Smart practices and benchmarking of other cities’ City Clerk offices
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8/23/2023
2 ISSUES TO
CONSIDER
• Staffing and workload;
• Public participation process for
boards and commissions;
• Records management
controls; and
• Financial expenditure controls.
BENCHMARKING
OF CITY
CLERK’S
OFFICES
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8/23/2023
3 STAFFING AND
WORKLOAD
RECOMMENDATIONS
1. Adding an additional City Clerk Specialist could be
utilized to help manage the administrative services,
passport services, and records management of the
CCO.
2. The CCO should regularly monitor the agenda
queues to ensure that reports are not being held up by
one approver.
3. The City Clerk and the Assistant City Clerk should
regularly review software updates/features to the
agenda management system to improve the CCO’s
efficiency.
4. The City Clerk should consider the possibility of
adding a budget/concurrence process to the agenda
queue for increased effectiveness of the overall
agenda process.
PUBLIC
PARTICIPATION
RECOMMENDATIONS
5. The City Council should periodically review the standing committees to ensure their objectives align with the City’s strategic plan and goals.
6. The City should consider adding an additional Deputy City Clerk to provide professional clerking resources to the standing committees, boards, and commissions.
7. The City Council should regularly reevaluate the
effectiveness and use of City advisory commissions.
8. Board and commission training for new members and
continuing members should include expectations of members by the Mayor and City Council.
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8/23/2023
4 RECORDS
MANAGEMENT
RECOMMENDATIONS
9. Each department should establish a clear schedule for Category C retention records.
10. The CCO should retain a records management consultant.
11. There should be a designated Records Management
Coordinator.
12. The CCO should meet with the IT department at least annually to review public record requests.
13. Provide cross training opportunities for the City Clerk Specialists assigned to the Passport Acceptance Facility.
14. The document storage activity of the department should be recorded into a centralized record management system.
EXPENDITURE
CONTROL
RECOMMENDATIONS
15. For Purchase Card (P-card) transactions, evidence of the requests, and a detailed statement or receipt should be provided to the P-card cardholder, for inclusion in their monthly review, validation and documentation of their P-card transactions.
16. A manager in the CCO should annually review the list of authorized users and verify that all required training and usage agreements are on file.
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8/23/2023
5 QUESTIONS?
Firm Contact:
Arroyo Associates, Inc.
Dr. Grace Eng Nadel, President
[email protected]