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HomeMy WebLinkAbout1st quarter performance 2014 City Clerks’ Office Performance First Quarter Fiscal Year 2013/2014 October, November and December 2013 Submitted by: Sally A. Maio, MMC, City Clerk and Jeanette W illiams, MMC, Deputy City Clerk Date: January 10, 2014 Legislative Support Matters • Prepared agenda packets, attended and recorded minutes for four Regular City Council meetings • 12 resolutions adopted by Council • Two ordinances adopted by Council • One official document recorded with Clerk of Court • Three proclamations prepared for presentation by Mayor • Placed two 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 new Council appointees • Coordinated attendance of clergy for Council meeting invocations • Managed Council emails for retention and scanned and forwarded incoming mail to Council Records Management Program • Responded to 32 public records requests • 5 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred-It Recycling – 27 trees saved • Scanned into Laserfiche – 11 sets of minutes, 17 agenda packets, 11 Resolutions, 2 Ordinances, 9 agreements and 858 Cemetery files - 14 other documents (Building Contractor Files and Permit Folders with Plans scanned by the Building Dept) • Submitted annual Florida Records Management Compliance Statement for 2013 Election Matters • All Candidate and PAC G2, G3, and G4 reports timely submitted as well as three of five TR reports • Advertised two general election ads in accordance with FS • Coordinated use of city facility and AV staff for candidate forum • Chaired City Canvassing Board and attended four CB meetings at SOE office – 10/30/13, 10/31/13, 11/5/13 and 11/12/13 • Swore in three newly elected Council members at 11/13/13 regular meeting • New Council photos and bios, nameplates, business cards, provided Codes, phone lists, roll call lists, post results in lobby, on website, Ch 25 • Invoice from SOE paid • Provided all candidate documents to Press as requested • Updated regional board appointments and notified agencies of new members City Board Matters • Prepared six board vacancy transmittals, positions appointed by Council, notified and provided info to appointees, updated Board Handbook and distributed pages • Prepared one certificate of appreciation for presentation by Mayor to outgoing board member • Deputy Clerk prepared agenda, attended and recorded three Natural Resources Board meetings • Clerk attended and recorded three Board of Adjustment meetings Cemetery Matters • Certificates of Interment Rights issued for 11 locations for a total of $ 13,200.00 Community/Staff Matters • Placed three courtesy ads in Press Journal • Responded to 107 public inquiry e-mails to the General City of Sebastian e-mail address and/or forwarded to appropriate departments for response • Deputy Clerk volunteered at Sebastian Clambake • Clerk obtained IRC permit, Council approval and assisted with coordination of Christmas parade and prepared ads • Deputy Clerk updated City Hall marquee weekly • Backup for CM office for front desk phones – incoming calls to City Hall Personnel/Educational Matters • Deputy Clerk attended City mandatory sexual harassment training • Deputy Clerk participated in Laserfiche training webinars