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HomeMy WebLinkAbout2nd quarter performance 2019 - 2020City Clerk's Office Performance 2nd Quarter Fiscal Year 2019/2020 Performance Report January, February, March Legislative Support Matters City Clerk prepared agenda, attended/recorded five Regular City Council meetings and two Integrated Pest Management Workshops Completed follow up of approved Council matters — contracts, letters, e-mails, scanned to LF and indexed One resolution adopted by Council and one resolution rejected by Council Six proclamations prepared for presentation by Mayor Provided monthly City calendars and revisions to Council, city staff and press Four advertisements placed with TCPalm Coordinated attendance of clergy for Council meeting invocations Travel arrangements for one Council Member to IEMO Recorded one document with the Clerk of Court Organized four City Attorney interviews with Council Records Management Proqram Responded to 86 public records requests 104 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor Six boxes of personnel files, two boxes of stormwater projects, three boxes of airport projects and survey maps for streets, subdivisions, parks, public facilities, airport and stormwater were imported into LF for permanent and long term record. Transferred and documented four bid records for storage Prepared four payment and performance bonds for release Election Matters Six candidates submitted TR treasurer's reports Received Statement of Organization from Political Action Committee Processed 2020 Election Agreement with IRC Supervisor of Elections Organized Early Voting at City Hall for March Presidential Preference Primary Citv Board Matters Noticed vacancies, prepared three board appointments, notified and provided info to appointees, Updated Board Handbook and distributed pages Additional Appointment will be requested when Safer -At -Home order is lifted City Clerk prepared agenda, attended/recorded two CRA and one BOA meetings within Council Meetings Records Clerk published all scanned City board packets to City website and LF and provided to press and Council Prepared one certificate of appreciation for outgoing board member Coordinated board/committee meeting minutes between staff and technical writer Cemetery Matters Certificates of Interment Rights issued for 18 locations for a total of $34,600. Scanned all cemetery records as sold or amended for permanent retention Personnel/Educational Matters City Clerk and Records Clerk attended three project management meetings City Clerk attended one meeting for the Strategic Planning Project Administered oath to one Police Officer Attended one vendor sales meeting with MIS staff to automate the agenda process Communitv Matters Responded to or forwarded CITYSEB emails to appropriate departments Updated the City Clerk's website Sent out 25 letters from the Mayor to Sebastian Churches urging them to promote the 2020 Census within their congregation