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HomeMy WebLinkAbout4th quarter performance 2015City Clerk’s Office Performance Fourth Quarter Fiscal Year 2014/2015 Performance Report July, August and September 2015 Legislative Support Matters • City Clerk prepared, scanned agenda packets, attended and recorded minutes for six Regular City Council meetings and one Special Council Meeting • Completed follow up of approved Council matters – letters, emails, scanning to LF, indexing, certifying • 14 resolutions adopted by Council • No ordinances adopted by Council • Six proclamations prepared for presentation by Mayor • Placed one legal ad 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 • Prepared travel reimbursements for five Council Members for FLC Annual Conference • Submitted, proofed, distributed one code supplement • Recorded documents at Indian River County Clerk of Court recording office Records Management Program • Responded to 29 public records requests • 11 boxes of records that reached retention or were scanned, 15 bags of duplicate and OSA records & one box of media were destroyed by Shred-It Recycling • For future scanning reports we will utilize a count directly from Laserfiche not available for this report – we are utilizing Laserfiche for scanning multitudes of permanent and long term records on a daily basis Election Matters • PAC monthly campaign reports submitted M6, M7 and M8 reports and provided to press as requested • Four candidates qualified for City Council and submitted M7 and M8 reports and provided to press as requested • Two election legal ads placed - July and August • Mailed election assessment checks to State Election Commission Trust • Provided ballot to SOE following close of qualifying City Board Matters • Noticed vacancies, prepared nine 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 prepared agenda, attended and recorded one Youth Advisory Committee meeting • City Clerk attended and recorded two CRA meetings • City Clerk prepared agenda, attended and recorded one IRL Coalition meeting in September • Two legal ads placed for CRA meetings • Deputy Clerk attended and recorded three Budget Review Advisory Board meetings • Deputy Clerk prepared agenda, attended and recorded one Natural Resources Board meeting • Published all scanned City board packets to City website and Laserfiche and provided to press and Council Audio-Visual, Website and Other E Records Matters • 249 Work orders were closed for AV and website updates/additions : Electronic Records - 3; Hardware - 1;Other - 2; Publications – 1; Publications->Print - 1; Publications->Video - 28; Software - 8; Telecom - 1;Website/COS-TV/PP Total – 202; • ERIM supervised or attended with AV Spec/Techs for live broadcast or recording 22 City meetings • ERIM redesigned the website for the Community Center (http://commctr.cityofsebastian.org) • ERIM resolved address issues with Golf Advisor for the Golf Course • Added COStv 24hr Broadcast to ATT U-Verse Cemetery Matters • Certificates of Interment Rights issued for 25 locations for a total of $37,200 • Scanned all cemetery records as sold or amended for permanent retention (see Records Management) • Entered into Pontem database all burials and lots/niches sold Personnel/Educational Matters • Deputy Clerk attended FLC Seminar in Orlando July 20 • Deputy Clerk became certified with the Florida Records Management Association • ERIM attended IT Conference in Texas – self pay and during vacation time • ERIM received MCCi scholarship for registration costs ($1,000) to attend January National Laserfiche Conference in CA