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HomeMy WebLinkAbout2nd quarter performance City Clerk’s Office Performance 2nd Quarter Fiscal Year 2023/2024 Performance Report January, February, March Legislative Support Matters City Clerk prepared agenda, attended/recorded five Regular City Council meetings and one work session Completed follow up of approved Council matters – contracts, letters, e-mails, scanned to LF and indexed Seven ordinances passed on first reading; three adopted by Council Fifteen resolutions adopted by Council Six proclamations prepared for presentation by Council Members Eight certificates prepared for presentation by Council Members Three documents recorded in public record at the Courthouse Provided monthly City calendars and revisions to Council, City staff and press Three advertisements placed with TCPalm Arranged reimbursement for Legislative Action Days travel Sent out two paper supplements for the Code and LDC books Arranged meeting invocations Records Management Program Responded to 26 public records requests 129 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor Airport documents, maps, surveys, were imported into Laserfiche for permanent and long term record Historical documents and Board Minutes were put into secure containers for permanent retention. Election Matters Coordinated Early Voting for Presidential Preference Primary with SOE office City Board Matters Noticed vacancies, prepared seven board appointments, notified and provided info to appointees, updated Board Handbook and distributed pages City Clerk prepared agenda, attended/recorded one CRA and two BOA meetings within Council Meetings Records Specialist published all scanned City board packets to City website and Laserfiche and provided to press and Council Coordinated board/committee meeting minutes between staff and technical writer City Clerk recorded/transcribed one Planning and Zoning Commission meeting Cemetery Matters Certificates of Interment Rights issued for 17 locations for a total of $45,900. Scanned all cemetery records as sold or amended for permanent retention Personnel/Educational Matters Interviewed six candidates for Deputy City Clerk position Clerk attended three Granicus training sessions City Clerk attended Candidate Workshop at SOE office City Clerk attended one Performance Evaluation Committee meeting Community Matters Attended an organizational Zoom meeting with Express Clydesdales for the Birthday Celebration Responded to or forwarded CITYSEB emails to appropriate departments City Clerk and Records Specialist attended three Centennial Celebration meetings City Clerk and Records Clerk planned, organized and worked the Centennial tent for three festivals Records Specialist attended 6 Events Committee meetings.