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HomeMy WebLinkAbout4th quarter performance City Clerk’s Office Performance 4th Quarter Fiscal Year 2023/2024 Performance Report July, August, September Legislative Support Matters • City Clerk prepared agenda, attended/recorded six Regular City Council meetings, one budget workshop, one special meeting • Completed follow up of approved Council matters – contracts, letters, e-mails, scanned to LF and indexed • Twenty-seven resolutions adopted by Council • Six 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 two CRA 101 conference attendees • Attended two Strategic Plan Workshops • Prepared travel reimbursement for four FLC conference attendees Records Management Program • Responded to 48 public records requests • 141 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 • Continued re-organizing permanent file boxes and updating the list of location in Laserfiche and vault Election Matters • Qualified three candidates for 2024 Election • Notified Supervisor of boundary changes • Prepared 2024 election ballot • Processed relevant campaign treasurer’s reports • Notified candidates of logic & accuracy testing of the voting equipment City Board Matters • Attended three Board of Adjustment Hearings • Attended one CRA meeting • Records Specialist prepared agenda/attended and recorded two events committee 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 • One CRA resolution adopted • Coordinated board/committee meeting minutes between staff and technical writer Cemetery Matters • Certificates of Interment Rights issued for 12 locations for a total of $49,500.00 • Scanned all cemetery records as sold or amended for permanent retention • Administrative Assistant is learning paperwork to assist with purchasing cemetery spaces Personnel/Educational Matters • Records Specialist attended three project management meetings • City Clerk attended one FACC webinar • City Clerk swore in one police officer • Interviewed two Administrative Assistant candidates • Attended active shooter training class • Attended heat exhaustion training • Attended blood pathogen training • Attended hurricane preparation training • Records Specialist attended one records management webinar Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments • Attended three Centennial Planning meeting with other departments • Attended Centennial Merchandise Tent and Touch and Tour Event • Attended Centennial Merchandise Tent Chamber of Commerce Grill out Night Event • Attended Centennial Merchandise Tent Freedom Festival at Riverview Park • Attended two Centennial meeting with the Marketing Branch