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HomeMy WebLinkAbout2nd quarter performance 2016City Clerk’s Office Performance 2nd Quarter Fiscal Year 2016 Performance Report January, February, March Legislative Support Matters • City Clerk prepared agenda, attended/recorded five Regular City Council meetings, one Workshop for City Council and one Special Meeting for City Council • Completed follow up of approved Council matters – contracts, letters, emails, scanned to LF and indexed • Six resolutions adopted by Council • One failed ordinance considered by Council • Eight 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 Prepared and cancelled travel arrangement for one Council Member for FLC Advanced IEMO Records Management Program • Responded to 35 public records requests • 15 bags and 13 boxes of duplicate and OSA records destroyed by shredding vendors • Supervised the switch out of shredding vendors/equipment • 82 employee records were scanned utilizing Laserfiche for permanent and long term records Election Matters • Sebastian PAC monthly campaign reports submitted and provided to press as requested • Prepared candidate handbooks for distribution • Prequalified one 2016 candidate • Three 2015 candidates submitted TR reports and we provided to press as requested 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 four CRA meeting within Council Meetings • City Clerk prepared agenda, attended/recorded two IRL Coalition meetings • City Clerk prepared agenda, attended/recorded two Board of Adjustment meetings within Council Meetings • Deputy City Clerk prepared agenda, attended/recorded two Youth Advisory Council meetings • Four legal ads 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 Cemetery Matters • Certificates of Interment Rights issued for 17 locations for a total of $22,200 • Scanned all cemetery records as sold or amended for permanent retention • Entered into Pontem database all burials and lots/niches sold Personnel/Educational Matters • Deputy Clerk and Records Clerk attended FACC February 25, Local Government Home Rule and Charters in Florida Webinar • Deputy Clerk and Records Clerk attended MCCI Laserfiche March 17, Using Laserfiche Security to your Advantage Webinar • Interviewed and hired FT Records Clerk • City Clerk retired • Deputy City Clerk appointed with evaluation period • Reclassified AV tech to clerical assistant to scan personnel files Community Matters • Responded to or forwarded cityseb emails to appropriate departments