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HomeMy WebLinkAbout2nd quarter performance 2013City Clerks’ Office Performance Second Quarter Fiscal Year 2012/2013 January, February and March 2013 Submitted by: Sally A. Maio, MMC, City Clerk and Deputy City Clerk, Jeanette W illiams, MMC Date: April 10, 2013 Legislative Support Matters • Prepared agenda packets and minutes for six Regular City Council meetings, three CRA meetings, one Board of Adjustment meeting – attended meetings for a total of 15.5 hours • Three resolutions adopted • One ordinance adopted, one ordinance passed on first reading • Five proclamations prepared and presented • Placed six legal notices in Press Journal • Provided monthly City calendars and revisions to Council, city staff and press • Provided monthly regional and county board meeting calendars to Council • Provided notice to regional boards and committees of Council appointees • Coordinated attendance of clergy for Council meeting invocations • Prepared travel reimbursement for one Council Member for attendance to IEMO • Proofed and distributed two code book supplements Records Management Program • Responded to 31 public records requests • 37 banker boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred-It Recycling – 24 trees saved • Scanned into Laserfiche – 20 sets of minutes, 22 agenda packets, 3 Agendas Only, 4 Resolutions, 1 Ordinance, 2 agreements, 6 Election Documents, 1 Vehicle Document, 10 Cemetery files, and other documents Election Matters • Pre-qualified one candidate for City Council in January • Prepared and posted Candidate Handbook for November 5, 2013 general election to website • Coordinated use of city facility by SOE for special Hospital District Election in January City Board Matters • Filled two board vacancies • Prepared one certificates of appreciation for outgoing board members • City Clerk and Deputy recorded Jan and Feb CRA meetings • City Clerk and Deputy recorded Feb Board of Adjustment meeting • City Clerk recorded March CRA Meeting • RPM recorded Jan and Feb Natural Resources Board meetings • Deputy City Clerk recorded March Natural Resources Board meeting • RPM recorded Feb Budget Review Advisory Board meeting • Deputy recorded March Budget Review Advisory Board meeting • Deputy recorded Feb Veterans Advisory Board meeting • Deputy assisted with preparation for NRB Earth Day Cemetery Matters • Certificates of Interment Rights issued for 11 locations for a total of $17,000 Community/Staff Matters • Responded to 60 e-mails to the General City of Sebastian e-mail address and/or forwarded to appropriate departments for response • Deputy City Clerk weekly update of City Hall marquee • Clerk swore in one police officer • Deputy Clerk swore in two reserve police officers • Clerk and RPM volunteered at Fellsmere Frog Leg Festival Personnel/Educational Matters • Deputy Clerk attended Laserfiche Version 9 Seminar in W inter Springs, FL – March 7 • Deputy Clerk attended on site leadership training – Conflict Resolution – March 20 • Reduced to two staff end of February for interim – new hire planned for summer