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HomeMy WebLinkAbout4th quarter performance City Clerk’s Office Performance 4th Quarter Fiscal Year 2022/2023 Performance Report July, August, September Legislative Support Matters  City Clerk prepared agenda, attended/recorded six Regular City Council meetings, one special meeting  Completed follow up of approved Council matters – contracts, letters, e-mails, scanned to LF and indexed  Nine resolutions adopted by Council  Three ordinances adopted by Council  Five proclamations prepared for presentation by Mayor  Provided monthly City calendars and revisions to Council, City staff and press  Prepared travel arrangements and reimbursement for five FLC Annual conference attendees Records Management Program  Responded to 67 public records requests  144 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor  Continued scanning and organizing records into Laserfiche for permanent or long term record storage  Purchased plastic storage bins to store information in the vault for permanent storage  Continued to re-organize permanent file boxes and update the list of location in Laserfiche and vault Election Matters  Qualified six candidates for 2023 Election  Prepared 2023 election ballot  Processed relevant campaign treasurer’s reports  Notified candidates of logic & accuracy testing of the voting equipment City Board Matters  City Clerk attended four Centennial Celebration Task Force meetings  Records Specialist prepared agenda, attended and recorded three Centennial Celebration Task Force meetings Noticed vacancies, prepared one board appointment, 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 FY22/23 CRA meetings  One CRA resolution adopted  Coordinated board/committee meeting minutes between staff and technical writer  City Clerk recorded and transcribed one NRB meeting and one P & Z meeting  Records Specialist recorded and transcribed one magistrate hearing and one budget advisory meeting Cemetery Matters  Certificates of Interment Rights issued for 22 locations for a total of $64,650.00  Scanned all cemetery records as sold or amended for permanent retention Records Specialist updated the Rules and Regulations to comply with O-22-01 regulation changes & adjusted the Rate Sheet to comply with R-22-19 rate increase Personnel/Educational Matters  Records Specialist attended three project management meetings  City Clerk attended one FLC University webinar  City Clerk swore in one police officer  Records Specialist attended two events committee meeting Community Matters  Responded to or forwarded CITYSEB emails to appropriate departments