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HomeMy WebLinkAbout1st quarter performance 2016 City Clerk’s Office Performance First Quarter Fiscal Year 2015/2016 Performance Report October, November, December 2016 Legislative Support Matters • City Clerk prepared agenda, attended/recorded four Regular City Council meetings • Completed follow up of approved Council matters – letters, emails, scanning to LF, indexing, certifying • 11 resolutions adopted by Council • Four ordinances adopted by Council • Five proclamations prepared for presentation by Mayor • Placed four legal 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 Records Management Program • Responded to 30 public records requests • 12 boxes of records that reached retention or scanned, 15 bags of duplicate and OSA records 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 • Sebastian PAC monthly campaign reports submitted and provided to press as requested • All candidates for submitted G1, G2, G3, M9 campaign reports and provided to press as requested • Three candidates submitted TR reports and we provided to press as requested • Canvassing Board (City Clerk, City Attorney, Deputy City Clerk) orientation and public test 10/28; absentee ballots canvassed 10/30 & 11/3, Final Results Canvassing 11/3, manual audit 11/9 City Board Matters • Noticed vacancies, prepared five 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/recorded one CRA meeting within Council Meeting in October • Deputy City Clerk prepared agenda, attended/recorded one Disabilities Advisory Council meeting in October • Deputy City Clerk prepared agenda, attended/recorded one IRL Coalition meeting in October • City Clerk prepared agenda, attended/recorded one IRL Coalition meeting in November • City Clerk prepared agenda, attended/recorded one Board of Adjustment meeting in November • Deputy City Clerk prepared agenda, attended/recorded two Youth Advisory Council meetings in November • One legal ad placed for CRA 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 • Work orders were closed for AV and website updates/additions : Electronic Records – 8; Hardware – 2; Network – 1; Order – 3; Photography – 4; Publication – 21; Software - 13; Web/Broadcast - 189 • ERIM supervised or attended with AV Spec/Techs for live broadcast or recording of 16 City meetings • One Candidate Forum Broadcast October 20, 2016 • Barbara Brooke-Reese and AV Tech Gary Vicars started AV room project –removed everything from AV room to Chambers – eliminated unnecessary wiring and equipment for complete rebuild – last two weeks in December – ongoing into January Cemetery Matters • Certificates of Interment Rights issued for 10 locations for a total of $16,200 • 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 FACC Master Clerk Academy in Tampa, • Deputy Clerk attended Planning & Zoning Class November 13 in Viera • Interviewed and hired PT AV Technical Assistant • Interviewed seven of 28 applicants and hired FT Records Clerk Community Matters • Deputy Clerk volunteered at Sebastian Clambake November 8 • City Clerk obtained Christmas Parade Council approval and permit • Deputy Clerk placed Christmas Parade Announcement and Participation Thank You in Press Journal • Responded to or forwarded cityseb emails to appropriate departments