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HomeMy WebLinkAbout2nd quarter performance 2015City Clerk’s Office Performance Second Quarter Fiscal Year 2014/2015 Performance Report January, February and March 2015 Legislative Support Matters • City Clerk prepared, scanned agenda packets, attended and recorded minutes for 6 Regular City Council meetings • Completed follow up of approved Council matters – letters, emails, scanning to LF, indexing, certifying • 5 resolutions adopted by Council • 5 ordinances adopted by Council • Recorded one document with Clerk of Court • 8 proclamations prepared for presentation by Mayor • Placed six display ads in Press Journal • Provided monthly City calendars and revisions to Council, city staff and press • Coordinated attendance of clergy for Council meeting invocations • Managed Council emails for retention and scanned and forwarded incoming mail to Council • Registered Mayor for Level III FLC EIMO • Set up council members for required Ethics Training • Prepared travel reimbursement for two council members Records Management Program • Responded to 45 public records requests • 21 boxes of records that reached retention or were scanned & 20 bags of duplicate and OSA records destroyed by Shred-It Recycling • Scanned into Laserfiche 11 sets of minutes, 18 agenda packets, 5 Resolutions, 5 Ordinances, 7 contracts/ updates,107 cemetery documents, 2 budget/CAFR documents, 0 deeds, 9 election documents, 2 personnel files, old SOP, CRA annual report, four vehicle documents, and 19 Capital Project documents/files • AV Tech Haun scanned three boxes of GDC and AV files into LF during office hours Election Matters • All PAC M12, M1, and M2 and one TR campaign reports timely submitted • Prepared and posted on City Website updated 2015 election information and candidate packet in PDF • Provided all candidate documents to Press as requested City Board Matters • Noticed vacancies, prepared three board appointment transmittals for Council, notified and provided info to appointee, updated Board Handbook and distributed pages and posted on O:drive • Prepared one certificate of appreciation for outgoing member • City Clerk attended and recorded 0 Board of Adjustment meeting • City Clerk attended and recorded one CRA meeting • Deputy City Clerk prepared agenda, attended and recorded one Veterans Advisory Board meeting • Deputy Clerk prepared agenda, attended and recorded three Natural Resources Board meeting • Deputy Clerk attended and recorded one Budget Review Advisory Board meeting • Published all scanned City board packets to City website and Laserfiche and provided to press and council • Removed Façade, Sign & Landscape Grant Review Committee reference from Board Handbook Audio-Visual, Website and Other E Records Matters • Work orders submitted for AV and website updates/additions closed : Electronic Records–7; Hardware–5; Meeting Request-1; Publication–27; Network-1; Order-1: Software–24; Training–2;; Website/COS-TV/PP Total – 187 • ERIM assisted MIS as needed • ERIM and AV Spec Sinno filmed Art and Music Festival, Pelican Island Wildlife Festival and Police Chief Interviews for broadcast on CH 25 • ERIM worked with Vero Home Audio and Acoustimac to receive quotes on Chambers acoustics solutions – on-going • ERIM supervised or attended with AV Spec/Techs for live broadcast or recording 21 City meetings Cemetery Matters • Certificates of Interment Rights issued for 13 locations for a total of $18,600 • Scanned all cemetery records as sold or amended for permanent retention (see Records Management) • Entered into Pontem database all burials and lots/niches sold Community/Staff Matters • Responded to/or forwarded 192 public inquiry e-mails to the General City of Sebastian e-mail address CITYSEB and 9 phone messages from front desk and forwarded to appropriate departments for response • ERIM volunteered for after school Computer training for Sebastian River Middle School • Coordinated Use of Chambers for Economic Development Positioning Analysis workshop • Swore in one new police officer • Provided presentation of Laserfiche System to IRC clerk of court staff in February • Provided information to IRC Sheriff’s citizen academy tour in clerk’s office re: records in February Personnel/Educational Matters • Deputy Clerk attended Advisory Board and Committee Effectiveness Webinar February 12th