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HomeMy WebLinkAbout4th quarter performance 2013City Clerks’ Office Performance Fourth Quarter Fiscal Year 2012/2013 July, August and September 2013 Submitted by: Sally Maio, MMC, City Clerk and Jeanette Williams, MMC, Deputy City Clerk, Date: October 4, 2013 Legislative Support Matters • Scanned and prepared agenda packets for email to Council, press, etc. and delivery by volunteers • Attended/recorded six Regular City Council meetings; one workshop; one special meeting – attended meetings for a total of 13 hours • Completed follow-up of approved Council matters – letters, emails, scanning to LF, indexing • 17 resolutions; one CRA resolution adopted • six ordinances adopted; one passed on first reading; one failed • Recorded two ordinances and one resolution with Clerk of Court • Seven proclamations prepared and presented • Placed two legal and/or display 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 members • Coordinated attendance of clergy for Council meeting invocations • Distributed or scanned and forwarded daily Council incoming mail • Organized daily Council emails for retention • Prepared travel reimbursement for four Council Members who attended FLC Annual Conference Records Management Program • Responded to 24 public records requests • 43 banker box of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred-It Recycling – 20 trees saved • Scanned into Laserfiche – 15 approved minutes, 18 agenda packets,17 Resolutions, 6 Ordinances, 4 Contracts/Agreements, 4 City Property Deeds, Finance (Budgets) 1 Election Matters • Qualifying completed for five Council candidates for November election • Quarterly reports filed by one PAC and one candidate in July – forwarded to Press • Mailed election assessment check for five candidates to Election Commission Trust • G1 reports filed by PAC and five candidates in September • Two election ads placed City Board Matters • Filled two board vacancies • Advertised five press releases for board vacancies • Posted ten City board agenda packets to website via MIS and emailed to press, Council, etc. • Prepared two certificates of appreciation for outgoing board member • Prepared agenda packets, scanned, attended/recorded two Natural Resources Board meetings • Prepared agenda packets, scanned, attended/recorded one Veterans Advisory Board meeting • Distributed agenda packets, scanned, attended/recorded two Budget Review Advisory Board meeting • Distributed agenda packet, scanned, attended/recorded one CRA (Council) meeting Cemetery Matters • Sold and Prepared Certificates of Interment Rights for 11 locations for a total of $10,000 • Scanned all Cemetery records as sold or amended for permanent retention Community/Staff Matters • Responded to 56 Cityseb/Webmaster e-mails and/or forwarded to appropriate departments for response • Weekly update of City Hall marquee Personnel/Educational Matters • Clerk and Deputy Clerk participated in Legislative Update W ebinar on July 9th and Advanced Election Law Webinar on July 25th