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HomeMy WebLinkAbout1st quarter performance 2017City Clerk’s Office Performance 1st Quarter Fiscal Year 2017 Performance Report October, November December Legislative Support Matters • City Clerk prepared agenda, attended/recorded three Regular City Council meetings • Completed follow up of approved Council matters – contracts, letters, emails, scanned to LF and indexed • Four resolutions adopted by Council • One Executive Order was issued by the Mayor • Five proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, city staff and press • Coordinated attendance of clergy for Council meeting invocations • Notified regional boards of Council membership • Placed one courtesy ad for public regarding rescheduled Council meeting Records Management Program • Responded to 30 public records requests • 19 bags and 21 boxes of duplicate and OSA records destroyed by shredding vendor • 143 employee records were scanned utilizing Laserfiche for permanent and long term records • Created retention folders in Outlook for employee email retention • Records Clerk instructed employees how to drop retention emails Election Matters • Placed one legal ad regarding referendum in Press Journal • Seven candidates and one PAC submitted M9, G1, G2, G3 treasurers reports; provided to press as requested • Assisted Supervisor of Elections with Early Voting in Chambers • Prepared outgoing plaques for two Council Members • Administered oath for three Council Members City Board Matters • Noticed vacancies, prepared three board appointment, notified and provided info to appointee, updated Board Handbook and distributed pages and posted on O:drive • City Clerk prepared agenda, attended/recorded one Board of Adjustment meetings within Council Meetings • City Clerk prepared agenda, attended/recorded one Veterans Advisory Committee meeting • Records Clerk prepared agenda, attended/recorded one Veterans Advisory Committee meeting • Records Clerk published all scanned City board packets to City website and Laserfiche and provided to press and Council • City Clerk attended/recorded one Indian River Lagoon Coalition meeting Cemetery Matters • Certificates of Interment Rights issued for 2 locations for a total of $3000. • Scanned all cemetery records as sold or amended for permanent retention • Created a map of all lots available in Units 2 & 4 Personnel/Educational Matters • City Clerk and Records Clerk joined MCCI Laserfiche online Training Center • Records Clerk attended 3 project management meetings • Records Clerk attended 5 meetings for the Events Committee • Administered oath to two Police Officers Community Matters • City Clerk volunteered at the Clam Bake November 5th 2016 • Records Clerk volunteered at the Clam Bake November 5th 2016