City Clerk

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City ClerksInternational Best Practices Session

• Marc Lemoine, Deputy City Clerk
• City of Winnipeg
• City Clerk's Department
• Winnipeg, Manitoba, Canada

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City Clerks - International Best Practices
Session

• OVERVIEW
• Winnipeg
• Local Government Organization
• Political Organization
• City Clerks Role
• Best Practice

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City Clerks - International Best Practices
Session

• Winnipeg
• City of 700,000
• Located in Province of Manitoba at the centre of
  North America
• Area first settled in 1738 Winnipeg Government
  organized in 1874
• Diverse economy
• Main industries include Aerospace, Agri-Business,
  Bio-technology, Energy, Manufacturing,
  Transportation

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City Clerks - International Best Practices
Session

• Local Government Organization
• Creature of the Province
• City of Winnipeg Charter
• 8,500 employees 1.1 billion budget
• Responsible for Infrastructure, Protection,
  Water, Property Development, Community Services
• Provincial and Federal Governments
• School Boards

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City Clerks - International Best Practices
Session

• Political Organization
• 1 Mayor elected at large
• 15 wards with a City Councillor elected by
  residents of the ward
• Term of Office - 4 years

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City Clerks - International Best Practices
Session

• Political Organization
• Standing Committee Model
• Issues go to appropriate Standing Committee then
  Executive Policy Committee and Council
• Local Issues go to Community Committees
• Also have Boards and Commissions
• Councillors play dual role of sitting on
  Community Committees as well as Standing
  Committees

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City Clerks - International Best Practices
Session

• Political Organization
• Standing Committee Model
• Issues go to appropriate Standing Committee then
  Executive Policy Committee and Council
• Local Issues go to Community Committees
• Also have Boards and Commissions
• Councillors play dual role of sitting on
  Community Committees as well as Standing
  Committees

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City Clerks - International Best Practices
Session

• City Clerks Role
• Manage the Decision Making Process
• Coordinate reports from Departments / Record
  Decisions / Communicate Back to Admin / Public
• Convene 30 meetings of Council / Committees per
  month
• Boards and Commissions 6,000 hearings / year
• Public Archives / Historical Records
• Corporate Records Management Program
• Corporate Communications

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City Clerks - International Best Practices
Session

• City Clerks Role
• Policy Analysis / Procedural Advice / Research
• Head of Corporate Freedom of Information /
  Protection of Privacy Act
• Management of Public Grants
• Elections / By-Elections for Mayor / Council /
  School Trustees
• Day to Day support of Elected Officials
• Operation of Council Building including Events,
  Protocol, Security
• Bilingual Service

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City Clerks - International Best Practices
Session

• Best Practice
• Decision Making Information System
• In-house Oracle information system
• Allows access to all documents based on
  individual security levels
• Used for both internal and external access
• Multiple formats including print, audio, video
• Print documents all PDF based
• Contains all documents including Agendas,
  Minutes, Dispositions, Hansard, Audio Recordings,
  By-laws, Council Policies, etc.

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City Clerks - International Best Practices
Session

• Best Practice
• All documents in one place for access
• All indexed for keyword searching / search
  multiple types of files in one place
• Information back to 1992
• Paperless, use electronic versions live in
  meetings
• Green saves over 100K per year in printing
  print only what you require
• Instant 24/ 7 access from any computer
• Public Access at www.winnipeg.ca