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HomeMy WebLinkAbout4th quarter performance 2009 City Clerks’ Office Performance Fourth Quarter Fiscal Year 2008/2009 July, August and September 2009 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: October 1, 2009 Legislative Support Matters  Prepared agenda packets and minutes for six regular City Council meetings, two Special Meetings, two Council workshops, two CRA meetings, three Board of Adjustment meetings – attended meetings for 21½ hrs.  Four ordinances adopted  13 resolutions adopted  Recorded two official documents w/Clerk of Court  Coordinated with recipients for preparation and presentation of three proclamations  Placed four courtesy ads regarding meetings in the Press Journal  Placed two legal notices in Press Journal  Provided monthly calendars and revisions for Council and city staff  Provided monthly regional and county board meeting calendar to Council  Prepared travel and reimbursement for four members of Council attending FLC  Coordinated the attendance of clergy to give the invocation at meetings  Prepared and distributed one code supplement Records Management Program  Responded to 98 public records requests  30 boxes of records that reached retention or were scanned & 20 bags of duplicate and OSA records destroyed by Shred-It - 14 trees saved  Scanned into Laserfiche 12 sets of minutes, 23 agenda packets, 13 Resolutions, 4 Ordinances, 24 agreements and 70 Cemetery files – 12 other documents  160 Building Permit Folders with Plans scanned by the Building Dept. Election Matters  Completed qualification for eight candidates in September for November election  Prepared resolution and transmittal calling election  Advertised general election and special referendum legal ads  Prepared agenda items for Council re: tax abatement referendum and political sign posting waiver  Received all quarterly and G1 reports from candidates and committees and scanned to Laserfiche  Sent Election Assessment Fee to State from Qualifying Fees  Provided Ballot Language to Supervisor of Elections  Provided election and candidate information for Web, Channel 25 and front lobby City Board Matters  Filled seven Board vacancies  Prepared two certificates of appreciation for board members  RPM recorded three Natural Resources Board meetings Cemetery Matters  Certificates of Interment Rights issued for 23 locations for a total of $25,400. Community Matters st  Prepared Christmas Parade Transmittal and Hosted 1 Christmas Parade meeting for sponsors  Responded to and/or forwarded to appropriate departments 37 City of Sebastian website e-mail requests/questions Personnel/Educational Matters  Hosted State of Florida Records Management Class in Chambers – 7/9 9 am to 4 pm  Deputy City Clerk and Records Program Manager attended CPR/Defibrillator Certification Class on 8/25  Upgraded Laserfiche to Version 8 and conducted two Weblink Training Classes for staff and the public – 9/17 & 9/21