REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Robin Estanislau, CMC, City Clerk
VIA: Robin Estanislau, CMC, City Clerk
Subject:
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Department Operations Update - Office of the City Clerk
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Statement of Issue:
On Thursday, December 5, 2024, I will officially retire from public service after serving 31 years in local government, with 26 in the City of Huntington Beach. It has been both an honor and privilege to serve the citizens of Huntington Beach. With a newly elected City Clerk about to take office I feel obliged to share information on the status of operations in the City Clerk's Office, including progress made in developing a Centralized Records Management Program.
Financial Impact:
None.
Recommended Action:
recommendation
Receive and File.
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Alternative Action(s):
Do not receive and file.
Analysis:
Having worked in the City Clerk's Office since 2005, I have been involved in the modernization of many outdated or obsolete processes and procedures. When I assumed my role as Assistant City Clerk, the department was actively involved in transferring public records stored in a Legacy system into a sophisticated, electronic data management system (EDMS) designed by an industry leader. This project required months of meetings with stakeholders (both internal and external), to design and build a highly functional database. In 2008, we expanded our relationship with our EDMS vendor to implement use of an electronic agenda management system that would improve the sharing and distribution of meeting report material to City staff, the City Council, members of Boards, Commissions and Committees (BCCs), and the public.
In the years that followed, the City Clerk's Office partnered with Information Systems to transfer data from one EDMS system to another (Legistar by Granicus for agenda management, and Laserfiche for records management); purchased GovQA software to be shared by depa...
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