HomeMy WebLinkAbout3rd quarter performance 2005
City Clerks' Office Performance
Third Quarter Fiscal Year 2004/2005
April, May and June 2005
Submitted by: Sally A. Maio, MMC
City Clerk
and
Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr; and
Administrative Secretary, Ann Rousseau
Date: July 7,2005
LeQislative Support Matters
. Prepared agenda packets and minutes for 6 Regular City Council meetings, 5 Special City Council
Meetings and 1 City Council Workshop - attended meetings for a total of 29 hrs
. 1 Ordinance Adopted, 1 passed on first reading (Fischer Annexation)
. 13 Resolutions Adopted
. Coordinated with recipients for preparation and presentation of 7proclamations
. Distributed 1 Code of Ordinances supplement to Council, staff and parties on mailing list
. 3 Final plats recorded
. 0 Easement vacations recorded
. 0 Deeds of easement recorded
. Placed 11 Council agendas in the Press Journal
. Placed 2 display ads in Press Journal
. Placed 2 legal notices in Press Journal
. Coordinated Council liaison appointments with Indian River County and Regional Board Administration
. Made travel arrangements for four council members to attend August FLC conference and one
member to attend June IEMO
Records ManaQement ProQram
. 20 public records requests
. 37 boxes of records that reached retention & 16 bags of duplicate and OSA records destroyed by
Shred-It - 14 trees saved
. Scanned into Laserfiche - 19 sets of minutes, 11 agenda packets, "The Pelican Brief', 12 Resolutions,
2 Ordinances and supporting documents, 9 Agreements. (280 Incident reports were scanned by the
PD and reviewed & verified by Clerk's office)
Election Matters
. Received all termination reports, invoice for election administration by SOE paid, and election file
closed out
City Board Matters
. Filled 8 vacancies and conducted 3 orientations
. Deputy City Clerk recorded and transcribed 3 Environmental Advisory Committee meetings
. Records Program Manager recorded and transcribed 3 Tree Advisory Board meetings
. City Clerk attended CRAC joint meeting with City Council
. 14 Certificates of Appreciation prepared for Mayor presentation
Cemetery Matters
. 16 Certificates of Interment Rights for 23 locations issued for a total of $19,225.00.
Community Matters
. Administrative Secretary responded to 21 public e-mail inquiries
. Assisted Executive Assistant with Meet & Greet of New City Manager on 6/6
Personnel/Educational Matters
. Records Program Manager attended annual Florida Records Management Association Conference in
Boca Raton in May and one day Laserfiche user seminar in Orlando sponsored by Municipal Code
Corporation Imaging Division
. City Clerk and Deputy City Clerk attended annual Florida Association of City Clerks conference in
Orlando in June
. Deputy City Clerk Attended New Purchase Order Program Class 4/28