City Clerk’s International Best Practices Session

1. City Clerk’sInternational Best Practices Session Marc Lemoine, Deputy City Clerk City of Winnipeg City Clerk's Department Winnipeg, Manitoba, Canada

2. City Clerk’s - International Best Practices Session • OVERVIEW: • Winnipeg • Local Government Organization • Political Organization • City Clerk’s Role • Best Practice

3. City Clerk’s - 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

4. City Clerk’s - 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

5. City Clerk’s - 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

6. City Clerk’s - 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

8. City Clerk’s - 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

9. City Clerk’s - International Best Practices Session City Clerk’s 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

10. City Clerk’s - International Best Practices Session City Clerk’s 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

11. City Clerk’s - 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.

16. City Clerk’s - 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