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HomeMy WebLinkAbout4th quarter performance 2017City Clerk’s Office Performance 4th Quarter Fiscal Year 2017 Performance Report July, August, September Legislative Support Matters • City Clerk prepared agenda, attended/recorded seven Regular City Council meetings to include four CRA meetings • Completed follow up of approved Council matters – contracts, letters, emails, scanned to LF and indexed • Three resolutions adopted by Council • Six 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 • Two documents recorded with the Clerk of Court • Four CRA advertisements placed with TCPalm • Prepared FLC conference travel reimbursement for five Members Records Management Program • Responded to 47 public records requests • 18 bags, 26 boxes and 1 - 96 gallon bin of paper records that met retention along with duplicate and OSA records were destroyed by shredding vendor • Five subdivision records were scanned utilizing Laserfiche for permanent and long term records • Seven boxes of capital project transfer files were scanned into Laserfiche for permanent and long term records • Transferred and documented seven bid records, 12 Finance boxes and 88 contracts for storage • Documented and destroyed two months of customer complaint electronic records and three years of electronic CITYSEB records that met retention • Prepared two payment and performance bonds for release • Part-time employee scanned purchase orders into Laserfiche • Updated emergency manual and attended hurricane management meetings • Prepared and protected records prior to Hurricane Irma Election Matters • Received three Sebastian Citizens Speak Out PAC Waiver of Reports • Qualified four candidates for the November 7, 2017 Election • Submitted draft ballot to Supervisor Swan • Processed withdrawal of one candidate City Board Matters • Noticed vacancies, prepared three board appointments, notified and provided info to appointees, updated Board Handbook and distributed pages and posted on O:drive • Records Clerk prepared agenda, attended/recorded two Veterans Advisory Committee Meetings • Records Clerk published all scanned City board packets to City website, Laserfiche and provided them to the press and Council Cemetery Matters • Certificates of Interment Rights issued for 6 locations for a total of $7,500 • Scanned all cemetery records as sold or amended for permanent retention • Records Clerk created a template for finding a loved one to be displayed at the cemetery • Records Clerk set up files for the new columbarium Personnel/Educational Matters • Records Clerk attended two project management meetings • City Clerk and Records Clerk attended four emergency hurricane preparation meetings Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments. • Records Clerk entered Indian River Lagoon Calendar Photo Contest and won honorable mention • City Clerk and Records Clerk published articles for the Pelican News • Records Clerk photographed all the City buildings and parks prior to Hurricane Irma