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HomeMy WebLinkAbout3rd quarter performance City Clerk’s Office Performance 3rd Quarter Fiscal Year 2023/2024 Performance Report April, May, June Legislative Support Matters • City Clerk prepared agenda, attended/recorded six Regular City Council meetings, and two workshops • Completed follow up of approved Council matters – contracts, letters, e-mails, scanned to LF and indexed • Eleven resolutions adopted by Council • Five ordinances adopted by Council; six ordinances passed on first reading • One document recorded in public record at Court House • Thirteen proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, City staff and press • Arranged FLC Annual Conference attendance for five Council Members • Distributed two Code supplements Records Management Program • Responded to 44 public records requests • 120 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor. • Transferred, documented and stored three bid files for Finance Department Election Matters • Pre-qualified one candidate for 2024 Election • Presented referendum question to Supervisor of Elections for 2024 ballot layout • Confirmed the City’s boundary for Supervisor of Elections for 2024 Election City Board Matters • City Clerk and Records Specialist attended three Centennial planning meetings with the Marketing Branch • Records Specialist prepared agenda, attended/recorded four Events Committee meetings • 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 meeting within Council Meetings • City Clerk prepared agenda, attended/recorded one BOA meeting within Council Meetings • Records Specialist published all scanned City board packets to City website, Facebook, Laserfiche and also provided to press and Council • Contacted late Form 1 board member filers Cemetery Matters • Certificates of Interment Rights issued for 25 locations for a total of $70,950. • Scanned all cemetery records as sold or amended for permanent retention. Personnel/Educational Matters • City Clerk Administered oath to five Police Officers • Records Specialist attended two project meetings • Records Specialist attended a Webinar for Records for the Digital Age • City Clerk and Records Specialist attended Pathogen Training • City Clerk and Records Specialist attended Hurricane Preparation Training • City Clerk and Records Specialist attended the Riverview Park Master Plan Workshop • City Clerk and Records Specialist attended the Public Works Master Plan Workshop • City Clerk attended two Strategic Planning Workshops • City Clerk attended six Department Head meetings • Records Specialist attended one Strategic Planning Workshop • City Clerk attended one Indian River County Clerks/Supervisor Swan Networking Luncheon Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments. • City Clerk and Records Specialist attended the Map Room ribbon cutting at the Sebastian Area Historical Museum • City Clerk and Records Specialist coordinated three Centennial Events at Riverview Park • Records Specialist coordinated the Employee & Family BBQ in the Park