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HomeMy WebLinkAbout3rd quarter performance 2016City Clerk’s Office Performance 3rd Quarter Fiscal Year 2016 Performance Report April, May, June 2016 Legislative Support Matters • City Clerk prepared agenda, attended/recorded five regular city Council meetings and one workshop for city Council. • Completed follow up of approved Council matters – contracts, letters, emails, scanned to Laserfiche and indexed • Eight resolutions adopted by Council • Two ordinances passed on first reading • Fourteen proclamations prepared for presentation by Mayor • Placed two legal ads in Press Journal • Met two developers at Court House to record final plats • Provided monthly city calendars and revisions to Council, city staff and press • Coordinated attendance of clergy for Council meeting invocations • Prepared travel arrangements for five Council members for FLC Annual Conference Records Management Program • Responded to 34 public records requests • 18 consoles, 49 boxes and 1 - 96 gallon container of duplicate and OSA records destroyed by shredding vendor • Personnel records were scanned utilizing Laserfiche for long term retention. • Transferred and documented Finance Dept. boxes for storage • Records Clerk prepared a records/email retention presentation for city-wide training Election Matters • Sebastian PAC monthly campaign reports submitted and provided to press as requested • Prepared candidate handbooks for distribution • Prequalified three 2016 candidates • Collected M3, M4, M5 treasurer reports from four candidates and provided to press as requested • Worked with City Attorney on November’s ballot City Board Matters • Noticed vacancies, prepared transmittal for four board appointments by 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 Sebastian representative • City Clerk prepared agenda, attended/recorded one CRA meeting within Council Meeting • City Clerk prepared agenda, attended/recorded two Charter Review meetings and two public hearings • City Clerk prepared agenda for one Veterans Advisory Committee however there was no quorum • City Clerk prepared agenda, attended/recorded one Veterans Advisory Committee meeting • City Clerk prepared agenda, attended/recorded one Youth Advisory Council meeting • One legal ad placed for CRA meeting • One display ad placed for Charter Committee’s public hearings • Published all scanned City board packets to City website and Laserfiche and provided to Council, press and standing requestors • Records Clerk attended/recorded one Indian River Lagoon Coalition meeting Cemetery Matters • Certificates of Interment Rights issued for 13 locations for a total of $14,500. • Scanned all cemetery records as sold or amended for permanent retention • Entered into Pontem database all burials and lots/niches sold Personnel/Educational Matters • Records Clerk attended MCCI Laserfiche Webinar April 27, Electronic Records Management for Government • Records Clerk attended FRMA Annual Conference, May 24-27 and received 18 Florida Certified Records Manager Credit Hours. • City Clerk, Records Clerk and Clerical Assistant received Level 1 Criminal Justice Information System Security & Awareness Certificate in June Community Matters • Responded to or forwarded cityseb emails to appropriate departments • Clerk organized one Storm Grove Middle School mock student government council meeting and tour of city departments • Records Clerk assisted as tour guide for Storm Grove Middle School tour