Central Services Department

Central Services is the hub of City Hall and has a roll to play in every department, hence the name “Central Services.”

Central Services plays an important role in every department, including technology, website management, Council packets, Council, boards and commission support, staff back-up support, and department director support.

The Medina Central Services & City Clerk’s Office delivers reliable, timely, cost-effective technology capabilities and quality information & services to the City Council, city staff, and the general public.

Central Services Team:

Central Services is comprised of three (3) full-time employees: City Clerk, Deputy City Clerk, and Information Systems Coordinator.  This is the minimum necessary to provide services at the current level.

The City Clerk is a state mandated position and is a member of the City’s leadership team, responsible for overseeing the daily activities and functions of the City Clerk’s office, which includes supervision of staff, agenda management, records management and final disposition of city contracts. Maintains official City records, legal documents and holds the City’s seal. The City Clerk also develops, plans and administers the Central Services budget by monitoring and approving expenditures, forecasting of additional funds needed for staffing, projects, equipment and supplies and implementing mid-year adjustments.

The Deputy City Clerk works under general direction of the City Clerk, provides multiple technical duties and assists in the preparation and distribution of the City Council, Park Board, and Planning Commission agenda packets. Helps maintain official City records and legal documents and responds to general public inquiries on behalf of the Central Services Department. This position also serves as Civil Service Commission Secretary; schedules Civil Service Commission meetings; files application forms, test papers, records and maintains Civil Service files.

The Information Systems Coordinator works under general direction of the City Clerk. This position serves as webmaster by managing and maintaining the City’s website; overseeing the integrity, quality of content, design and overall functionality of the website. Additionally performs IT support, handles routine and complex administrative duties, customer service (internally and externally), general office and administrative tasks. This position also oversees cash management consisting of receipting, reporting and deposits.

Services We Provide:

• Customer service (internally and externally) – coordinate and direct public to proper department.
• IT Infrastructure and Services Management.
• Public records requests and support.
• Cashier/Receipting.
• Staff support and back up to other departments.
• Citizen helpdesk and support.
• New employee onboarding.
• Intake of almost all forms for house watch, public records, permits, park use, garage sale, estate sale, special use applications.
• Administration of City Council, Park Board, Planning Commission and Civil Service agenda packets.
• Support the production of the City quarterly newsletter.
• Provide easy access of City records and required postings of all City business.
• Passport services.
• Notary services.
• Pet Licensing.

Who We Support:

Development Services:

• Back up to the Development Services Coordinator.
• Produce Planning Commission agenda packets, post notices of their hearings, assemble mailers, update the website as needed, update their forms as needed, process payments for permits, help schedule intake meetings.
• Provide support for special projects.
• Provide permitting data updates to King County

Finance:

• Take in payments and process receipts for City Hall services.
• Process and deposit checks.
• Provide administrative support to the Finance Director as needed.

Public Works:

• Perform and officiate bid openings as a neutral party.
• Provide Park Board support.
• Produce Park Board agenda packets, post notices, attend some of the same trainings. (stormwater)
• Attend Park Board meetings and record Minutes.
• Public safety. Report hazards in the community on behalf of the citizen helpdesk
• Provide support for special projects.

Police:

• Civil Service.
• Provide support when their administrative staff is out of the office.
• Process payments for fingerprinting and CPL’s.
• Process special event permits.

City Manager

• Provide administrative support and support for special projects.

IT Infrastructure and Services Management:

• Planning – coordinate with contract IT consultants on annual needs, improvements, licensing, security, etc.
• Purchasing – execute all orders of hardware and software, managed services, SaaS, DCM purchases and/or renewals.
• Maintenance – coordinate maintenance of Windows with IT consultants, repairs, issues, blacklist/whitelist updates, etc.
• Troubleshooting – coordinate repairs/fixes for all user issues for all CH and PW hardware and software.
• Inventory – maintain IT asset inventory for CH users.
• Websites – maintenance and updates, domain, SSL cert. renewals for medina-wa.gov, maintainmedina.org.
• Annual Budget – research, plan and coordinate with our contract IT consultants for annual IT budget needs.
• Telecommunications System – maintenance, troubleshooting and updates.
• Audio/Visual System – coordinate semi-annual maintenance, repairs, updates.

Staff Experience and Certifications:

The City Clerk comes with over 10 years of experience in the City Clerk’s office and is a Certified Municipal Clerk (CMC) through the International Institute of Municipal Clerks (IIMC) and holds a High-Performance Leadership Master Certificate from the International City/County Management Association (ICMA). To earn the CMC designation, a clerk must complete three years of full attendance at a recognized institute and fulfill other educational and professional requirements.

The Deputy City Clerk comes with over 30 years of customer service, office and records management. Currently enrolled in IIMC’s training track to become a Certified Municipal Clerk and has attended public records training through Washington Association of Public Records Officers (WAPRO).

The Information Systems Coordinator comes with over 30 years of customer service with 27 years of experience in local government with a strong emphasis on IT Infrastructure and services management.

With our combined experience and training, we come with a wide range of skill sets and bring the following to the organization:

• Staff Competence – Professionalism and expertise.
• Timeliness – Speed and timeliness of service delivery.
• Information – Quality and completeness of information.
• Reliability – Performance of providing services and availability of staff.
• Fairness – Honesty and fairness of system/organization.
• Access – Availability of staff, services, and records.
• Look and Feel – Appearance, comfort of environment and staff.
• Safety and Security – Customer Safety and Confidentiality.
• Convenience – Ease of obtaining product or service.
• Value and Cost – Value of the product or service compared to cost.

Central Services 2023 Budget:

Central Services Personnel Costs: $447,818

This represents 9.94% of the City’s total budget for General Fund and Street Operations