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City Clerk reports passport volume, licensing revenue and records-retention update
Summary
City Clerk Shar Tim told council the clerk’s office continues to generate revenue from passports and licenses, is updating the records retention policy for the first time since 2015, and is not requesting additional personnel for FY26 despite one vacancy.
At the internal services workshop, Shar Tim, city clerk, presented workload, revenue and records-preservation work in the clerk’s office and outlined FY26 goals.
Tim noted that Idaho statute requires cities to have a clerk, treasurer and attorney and described the clerk’s statutory duties as the official record keeper and custodian of ordinances, resolutions, contracts, cemetery records and licensing responsibilities. She said the clerk’s office is also a passport acceptance facility and is classified as a high-volume processing location.
Revenue and workload: Tim reported the clerk’s office had generated just over $200,000 in FY25 to date from passports, licenses and permits; she said FY24 receipts were “almost $300,000” and FY23 had exceeded $200,000. For passports, she reported the office processed a little over 3,200 passports in FY25 with more than 1,000 walk-ins; FY24 had just over 1,200 walk-ins and FY23 saw about 5,500 passports processed with nearly 1,800 walk-ins. She noted the U.S. Secretary of State sets the passport acceptance fee at $35 and the clerk may not charge for renewals; alcohol-related fees are set by the Idaho State Liquor Division.
Records and compliance: Tim said the clerk’s office is updating the city’s records retention policy, last revised in 2015, and has an archivist who has identified departmental records coordinators and is conducting on-site reviews and inventories. The office handles open-meeting-law compliance for roughly 20 boards and commissions and confirmed compliance for 44 agendas as of April 30 of the current year.
Operations and staffing: Tim said the office is not requesting additional personnel in FY26 but is adjusting supervisory reporting after a recent vacancy in the deputy city clerk role, elevating that position from lead to supervisor to improve workflow. She said the office aims to better manage appointments versus walk-ins for passport services and to deploy licensing and permitting software before year-end.
Council questions included whether the clerk’s office could process passport renewals for elected officials; Tim said the office performs courtesy reviews for renewals and can provide postal envelopes, but that the office does not accept renewals for processing and staff cannot process documents for direct supervisors (the mayor example was given).
Discussion versus decision: presentation was informational. Tim confirmed no new personnel requested for FY26 and outlined operational efficiency steps. No motions were taken.
Ending: Tim closed by noting a current deputy city clerk vacancy and by summarizing near-term goals: records policy update, licensing/permitting software deployment, and appointment-management changes.
