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HomeMy WebLinkAbout4th quarter performance 2019 - 2020City Clerk's Office Performance 4th Quarter Fiscal Year 2019/2020 Performance Report July, August, September Legislative Support Matters • City Clerk prepared agenda, attended/recorded five Regular City Council meetings, seven special meetings • Completed follow up of approved Council matters — contracts, letters, e-mails, scanned to LF and indexed • Fourteen resolutions adopted by Council • Four proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, City staff and press • One document recorded with Clerk of Court • Coordinated attendance of clergy for Council meeting invocations • Distributed one Code and one LDC supplement Records Management Proqram • Responded to 66 public records requests • 99 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor. • Transferred and documented one bid records • Scanned and organized maps & surveys into Laserfiche for permanent or long term record storage • Protected records in vault for Hurricane Isaias Election Matters • Coordinated use of Council Chambers for Presidential Preference Primary Early Voting • Pre -qualified ten candidates for 2020 Recall Election • Qualified eight candidates for 2020 Recall Election • Prepared 2020 Recall Election ballot • Two Recall Election advertisements placed with TCPalm • Processed relevant campaign treasurer's reports • Charter Officers witnessed logic and accuracy of voting machines for Recall Election • Charter Officers canvassed the 2020 Recall Election • Administered oath for three Council Members after Recall Election • Provided orientation material for two new Council Members • Updated regional board appointment list and notified agencies of new members • Qualified four candidates for the 2020 General Election • Prepared 2020 General Election ballot Citv Board Matters • Noticed vacancies, prepared five board appointments, notified and provided info to appointees, updated board handbook and distributed pages • City Clerk prepared agenda, attended/recorded one CRA, one BOA within Council meetings • Records Clerk published all scanned City board agenda packets to City website, Facebook, Laserfiche and also provided to press and Council • Published one newspaper notice of FY21 CRA meetings Cemetery Matters • Certificates of Interment Rights issued for 28 locations for a total of $47,600.00 • Scanned all cemetery records as sold or amended for permanent retention Personnel/Educational Matters • Records Clerk attended three project management meetings • City Clerk and Records Clerk attended CivicPlus Training for new agenda transmission • Administered oath to two Police Officers • Protected office and computers for Hurricane Isaias Communitv Matters 0 Responded to or forwarded CITYSEB emails to appropriate departments