HomeMy WebLinkAbout2nd quarter performance 2002
City Clerk's Office Performance
Second Quarter Fiscal Year 2001/2002
January, February and March 2002
Submitted by: Sally A. Maio, CMC
City Clerk
and
Deputy City Clerk, Jeanette Williams; Information Specialist, Ann Rousseau; Administrative
Secretary, Joanne Sandberg; and Records Management Specialist, Jennifer Maxwell
Date: April 1, 2002
Cemetery Files
On-going input of data into Pontem cemetery software and creation of new index cards for cross
reference
Proposed new survey of entire cemetery to General Services Administrator and City Manager for
mapping which can be used with the cemetery database - City Manager concurs with idea and it will
be included in 2003 budget request - met with City Engineer and Cemetery Sexton to begin the
process
Education
City Clerk, Deputy City Clerk and Records Management Specialist visited Kissimmee City Hall to see
their records system and generally toured City Hall complex, commission chambers, MIS Dept.
Records Management Specialist visited Vero Beach City Hall to meet with their records clerk and visit
their records center
Records Management Program
Training for Imaging System Report Extender completed by Records Management Specialist will now
allow scanning of other department records onto disk for them to use within their own departments for
searching
Met with representatives of Shell Office Systems and MIS Division, Thomas Coleman to review our
needs and the possibility of an upgrade to hardware and imaging software to a five user network
system to allow better access by other departments - received proposals for software - will include in
2003 budget request
Installation of four Shred-It recycling bins in City Hall complex to provide for monthly pickup and
shredding/recycling of all wastepaper at a cost of approximately $50 per month - will coordinate with
Shred-It for bulk destruction of approved records
Destruction of 35 boxes of records which had reached state required retention
Records Management Specialist cleanup of board minutes and placement into new binders
3/12/02 Election
Successful 3/12/02 general election qualifying and canvassing process completed
Channel 25 Powerpoint Presentation/Meeting Broadcasts
Coordination between Thomas Coleman on purchase of new audio/visual equipment including DVD
for Channel 25 broadcasts
On-going upgrades to Powerpoint program by Information Specialist - Concurrence of management
team to form oversight committee to review broadcast content
Contracted with SRHS students to rewire sound system in Council Chambers and enable outside
speakers - completed on 3/27/02
Website
Reviewing website software packages provided by GovOffice Web creator and Florida League of
Cities with an eye to taking over our website hosting and creation of new site within this fiscal year