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HomeMy WebLinkAbout2nd quarter performance 2004 CrTYQF HOME OF PELICAN ISLAND City Clerks' Office Performance Second Quarter Fiscal Year 2003/2004 January, February and March 2004 Submitted by: Sally A. Maio, CMC City Clerk on behalf of Deputy City Clerk, Jeanette Williams, CMC; Administrative Secretary, Ann Rousseau and Records Management Specialist, Donna Cyr Date: April 7, 2004 LeQislative Support Matters . Provided City Council with Florida League of Cities Initiative Resolution for Adoption 1/14/04- mailed to Governor and State Legislators . Received Council approval for upgrade to cost of duplication of public records as set out in FS - changed to $ .15 per one sided copy or $ .25 per two sided copy . Coordinated with Indian River County Health Dept. for Step Up Florida Program 2/13/04 . Coordinated with Vero Beach City Clerk to arrange for joint Vero Beach/Sebastian City Council workshop 2/23/04 in Vero Beach . Coordinated Council liaison appointments to Indian River County and regional boards . Created new City Council member orientation packet - orientations conducted with newly elected Councilmembers Heptinstall and Monier . Coordinated travel for Councilmembers Barczyk and Coniglio . Prepared agenda packets and minutes for 7 City Council meetings, 1 Board of Adjustment meeting, attended meetings for a total of 16.75 hrs. . 2 Ordinances Adopted . 12 Resolutions Adopted . 4 Proclamations prepared . Distributed two Municipal Code Corporation Code of Ordinances supplement packets to Council, staff and other parties . 4 Final plats recorded . 4 Easement vacations recorded Records ManaQement ProQram . Laserfiche Imaging upgrade (e-mail plug-in) and one-day training by Municipal Code Corporation - 1/27/04 - allows automatic e-mailing of imaged documents . Laserfiche Imaging upgrade (Plus plug-in software) and one-day training -3/8/04 - allows downloading of imaged documents to CD and DVD for additional security and to provide public with imaged documents and viewing software on CD . All imaged documents downloaded to DVD and stored off-site for additional security . Hosted Records Liaison meeting and requested comprehensive cross-reference records series lists from all departments for incorporation into Records Management Policies and Procedures Handbook . 46 boxes of records that reached retention & bags of duplicate and OSA records destroyed by Shred-It - 13 trees saved . Scanned into Laserfiche - 18 sets of minutes, 8 agenda packets, 13 City Manager newsletters, 12 resolutions, 4 ordinances, 61 cemetery lot certificates and supporting documents Election Matters . Successful completion of March 9, 2004 election - two of five candidates elected and sworn in on 3/15/04 . Coordinated and attended with Barbour Multimedia and MIS the Sebastian River Area Chamber of Commerce and Sebastian Property Owners Association candidate forums City Board Matters . New board application implemented as requested by Mr. Coniglio - board handbook updated and red istri buted . 8 new board members appointed by Council and new board member orientation program established by Deputy City Clerk Cemetery Matters . 17 burial certificates issued for 30 locations for a total of $13,500.00 . Scanning of all cemetery lot instruments and supporting documents has begun Communitv/Public Matters . Relay for Life 2004 Team organized in January and team fund raisers conducted . Participated in Pelican Island Festival - Relay for Life Booth . Garage Sales - 181 permits issued Personnel/Educational Matters . Deputy City Clerk and Records Management Specialist attended one day Disaster Recovery/Vital Records seminar in Tampa - January . City Clerk attended two of four supervisory skills/leadership courses at UCF Florida Institute of Government in Orlando - 3/15 and 3/22 2