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HomeMy WebLinkAbout2nd quarter performance 2014 City Clerks’ Office Performance Second Quarter Fiscal Year 2013/2014 January, February and March 2014 Submitted by: Sally A. Maio, MMC, City Clerk and Jeanette W illiams, MMC, Deputy City Clerk Date: April 10, 2014 Legislative Support Matters • Clerk prepared agenda packets, attended and recorded minutes for six Regular City Council meetings, one Council W orkshop and one Special Council meeting • Seven resolutions adopted by Council • Two ordinances adopted by Council • 13 proclamations prepared for presentation by Mayor • Placed three 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 • Coordinated attendance of clergy for Council meeting invocations • Managed Council emails for retention and scanned and forwarded incoming mail to Council • Distributed one Code supplement • Purchased and had installed with assistance of PW , Building Maintenance and MIS staff two 60” TV monitors for meeting and training use in Council Chambers Records Management Program • Responded to 32 public records requests • 21 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred-It Recycling • Scanned into Laserfiche – 16 sets of minutes, 22 agenda packets, seven Resolutions, two Ordinances, 124 Cemetery files – 29 other documents • Cemetery Records Imaging to Laserfiche completed (Building Contractor Files and Permit Folders with Plans scanned by the Building Dept) • City Clerk updated Records Management Policies and Procedures and new forms for adoption by Council and posted all policies, schedule and forms on City O:Drive for access by staff • Conducted Records Management Committee meeting with department liaisons Election Matters • Posted 2014 Election Candidate Handbook on City website and prepared 10 packets for distribution • Received M12, M1 and M2 Treasurer’s Reports from PAC • Received TR Treasurer’s Reports from two 2013 Candidates by deadline City Board Matters • Prepared four board vacancy transmittals, positions appointed by Council, notified and provided info to appointees, updated Board Handbook and distributed pages • Prepared two certificates of appreciation for presentation by Mayor to outgoing board member • Deputy Clerk prepared agenda, attended and recorded three Natural Resources Board meetings • Deputy Clerk attended and recorded two Citizens Budget Review Advisory Board meetings • Clerk attended and recorded one Board of Adjustment meeting • Clerk prepared agenda, attended and recorded and one CRA meeting • Posted all scanned City board packets to City website and provided to email group (press) Cemetery Matters • Certificates of Interment Rights issued for 15 locations for a total of $17,500.00 Community/Staff Matters • Placed two courtesy ads in Press Journal • Responded to 56 public inquiry e-mails to the General City of Sebastian e-mail address and/or forwarded to appropriate departments for response • Deputy Clerk updated City Hall marquee weekly • Backup for CM office for front desk phones – incoming calls to City Hall • Coordinated Use of Chambers Personnel/Educational Matters • Deputy Clerk participated in Laserfiche training webinars – February 18/Track Records Requests • Deputy Clerk attended Supervisor y training – March 11