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HomeMy WebLinkAbout4th quarter performanceCity Clerk's Office Performance 4th Quarter Fiscal Year 2020/2021 Performance Report July, August, September Legislative Support Matters • City Clerk prepared agenda, attended/recorded six Regular City Council meetings, two special meetings • Completed follow up of approved Council matters — contracts, letters, e-mails, scanned to LF and indexed • Eleven resolutions adopted by Council • Five 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 • Prepared travel for one IEMO conference; one LID conference Records Management Proqram • Responded to 41 public records requests • 108 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor • Transferred and documented three bid records • Continue scanning and organized maps & surveys into Laserfiche for permanent or long term record storage • Built shelves in the vault for the map and survey permanent storage • Re -organized permanent file boxes with list of location in Laserfiche and vault Election Matters • Qualified six candidates for 2021 Election • Prepared 2021 election and referendum ballot (English and Spanish) • Two election advertisements placed with TCPalm (English and Spanish) • Processed relevant campaign treasurer's reports Citv Board Matters • Noticed vacancies, prepared three board appointments, notified and provided info to appointees, updated board handbook and distributed pages • Records Specialist published all scanned City board agenda packets to City website, Facebook, Laserfiche and also provided to press and Council • Published one newspaper notice of FY21/22 CRA meetings Cemetery Matters • Certificates of Interment Rights issued for 36 locations for a total of $56,200.00 • Scanned all cemetery records as sold or amended for permanent retention Personnel/Educational Matters • Records Specialist attended three project management meetings • Records Specialist attended four events committee meetings Communitv Matters • Responded to or forwarded CITYSEB emails to appropriate departments • City Clerk and Records Specialist attended the Veteran's Parking Sign unveiling ceremony • Attended Public Facilities Groundbreaking Ceremony