City Clerk’s International Best Practices Session

City Clerk’sCity Clerk’sInternational Best Practices SessionInternational Best Practices Session

Marc Lemoine, Deputy City ClerkMarc Lemoine, Deputy City ClerkCity of WinnipegCity of Winnipeg

City Clerk's DepartmentCity Clerk's DepartmentWinnipeg, Manitoba, CanadaWinnipeg, Manitoba, Canada

City Clerk’s - International Best Practices City Clerk’s - International Best Practices SessionSession

OVERVIEW:WinnipegLocal Government OrganizationPolitical OrganizationCity Clerk’s RoleBest Practice

City Clerk’s - International Best Practices City Clerk’s - International Best Practices SessionSession

Winnipeg:

City of 700,000+Located in Province of Manitoba at the centre of North AmericaArea first settled in 1738; Winnipeg Government organized in 1874Diverse economyMain industries include Aerospace, Agri-Business, Bio-technology, Energy, Manufacturing, Transportation

City Clerk’s - International Best Practices City Clerk’s - International Best Practices SessionSession

Local Government Organization:Creature of the ProvinceCity of Winnipeg Charter8,500 employees; $1.1 billion budgetResponsible for Infrastructure, Protection, Water, Property Development, Community ServicesProvincial and Federal GovernmentsSchool Boards

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Political Organization:1 Mayor elected at large15 wards with a City Councillor elected by residents of the wardTerm of Office - 4 years

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Political Organization:Standing Committee ModelIssues go to appropriate Standing Committee then Executive Policy Committee and CouncilLocal Issues go to Community CommitteesAlso have Boards and CommissionsCouncillors play dual role of sitting on Community Committees as well as Standing Committees

City Clerk’s - International Best Practices City Clerk’s - International Best Practices SessionSession

Political Organization:Standing Committee ModelIssues go to appropriate Standing Committee then Executive Policy Committee and CouncilLocal Issues go to Community CommitteesAlso have Boards and CommissionsCouncillors play dual role of sitting on Community Committees as well as Standing Committees

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City Clerk’s Role:Manage the Decision Making ProcessCoordinate reports from Departments / Record Decisions / Communicate Back to Admin / PublicConvene 30+ meetings of Council / Committees per monthBoards and Commissions – 6,000+ hearings / yearPublic Archives / Historical RecordsCorporate Records Management ProgramCorporate Communications

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City Clerk’s Role:Policy Analysis / Procedural Advice / ResearchHead of Corporate Freedom of Information / Protection of Privacy ActManagement of Public Grants Elections / By-Elections for Mayor / Council / School TrusteesDay to Day support of Elected OfficialsOperation of Council Building including Events, Protocol, SecurityBilingual Service

City Clerk’s - International Best Practices City Clerk’s - International Best Practices SessionSession

Best Practice:Decision Making Information SystemIn-house Oracle information systemAllows access to all documents based on individual security levelsUsed for both internal and external accessMultiple formats including print, audio, videoPrint documents all PDF basedContains all documents including Agendas, Minutes, Dispositions, Hansard, Audio Recordings, By-laws, Council Policies, etc.

City Clerk’s - International Best Practices City Clerk’s - International Best Practices SessionSession

Best Practice:All documents in one place for accessAll indexed for keyword searching / search multiple types of files in one placeInformation back to 1992Paperless, use electronic versions live in meetingsGreen; saves over $100K per year in printing ; print only what you requireInstant 24/ 7 access from any computerPublic Access at: www.winnipeg.ca