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HomeMy WebLinkAbout4th quarter performance 2014 City Clerk’s Office Performance Fourth Quarter Fiscal Year 2013/2014 Performance Report July, August, September 2014 Legislative Support Matters • City Clerk prepared, scanned agenda packets, attended and recorded minutes for six Regular City Council meetings and two Special City Council meetings • Completed follow up of approved Council matters – letters, emails, scanning to LF, indexing, certifying • 14 resolutions adopted by Council • No ordinances adopted by Council • Recorded one resolution with Clerk of Court • 8 proclamations prepared for presentation by Mayor • Placed on legal notice and one display 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 Records Management Program • Responded to 15 public records requests • 27 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred-It Recycling • Scanned into Laserfiche 19 sets of minutes, 24 agenda packets, 16 Resolutions, no Ordinances, 7 contracts, 41 Cemetery files, 2 budget documents and 100 Capital Project documents • Laserfiche Program upgraded to version 9.1.1 with assistance of MIS and MCCi Election Matters • Two election legal ads placed - July and August • 2nd candidate pre-qualified and withdrew • Five Candidates completed qualification by Sept 5 deadline • Received M6, M7 and M8 Treasurer’s Reports from PAC • Received M8 Reports from candidates in September • Mailed election assessment checks to State Election Commission Trust City Board Matters • Noticed vacancies, prepared one board appointment transmittal for Council, notified and provided info to appointee, updated Board Handbook and distributed pages and posted on O:drive • Prepared two certificates of appreciation for outgoing members • City Clerk attended and recorded 1 Board of Adjustment meeting • City Clerk attended and recorded 2 CRA meetings • Deputy City Clerk prepared agenda, attended and recorded 2 Veterans Advisory Board meetings • Deputy Clerk prepared agenda, attended and recorded 3 Natural Resources Board meeting • Deputy Clerk attended and recorded 2 Citizens Budget Review Advisory Board meetings • 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 • Filled Audio Visual Specialist PT position – Matt Sinno • ERIM conducted complete review of City website for errors, corrections, removal and updates • Work orders submitted for AV and website updates/additions closed : Electronic Records – 10; Hardware – 19; Network – 11; Order – 6; Other –8; Photography – 2; Publication – 40; Security – 6; Telecom (cell phones) – 9; Software – 38; Training – 13; Website/COS- TV/PP Presentations – 229; No Subtype -1 • ERIM continued assistance to MIS with after hours on call responsibility • ERIM supervised or attended for live broadcast or recording of 18 night and 5 day meetings • ERIM created WiFi program for City Council Chambers and legislative office and user contract • ERIM and Clerk – Recruitment and review of AV Technicians – interviewed and submitted selection of two applicants • ERIM assisted PD in Night Out materials • ERIM and AVSpec filmed GC commercials, Chief Police updates and SRHS Sharks Parade for CH 25 • ERIM updated computers in AV Division Cemetery Matters • Certificates of Interment Rights issued for 26 locations for a total of $31,700.00 • Scanned all cemetery records as sold or amended for permanent retention • Entered into Pontem database all burials and lots/niches sold Community/Staff Matters • Responded to 90 public inquiry e-mails to the General City of Sebastian e-mail address and/or forwarded to appropriate departments for response • ERIM volunteered for after school Computer training for Sebastian River Middle School Personnel/Educational Matters • Clerk and Deputy Clerk attended Microsoft 7 Training • Deputy Clerk participated in Political Committees & Electioneering Communications Webinar on 7/31/14 and 8/29/14