HomeMy WebLinkAbout2nd quarter performance 2010City Clerks' Office Performance
Second Quarter Fiscal Year 2009/2010
January, February and March 2010
Submitted by: Sally A. Maio, MMC
City Clerk
and
Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr
Date: April 10, 2010
Legislative Support Matters
Prepared agenda packets and minutes for six Regular City Council meetings, one Council workshop,
and four CRA meetings attended meetings for total of 19.75 hrs.
Two ordinances adopted
Seven Council resolutions adopted
One official document recorded w /Clerk of Court
Coordinated with recipients for preparation and presentation of four proclamations
Placed three courtesy meeting ads in the Press Journal
Placed two legal notices in Press Journal
Provided monthly City calendars and revisions to Council, city staff and press
Provided monthly regional and county board meeting calendars to Council
Prepared reimbursementfor one Council member to attend FLC Institute for Elected Municipal
Officials
Coordinated attendance of clergyfor Council meeting invocations
Participated in bond closing February 16
Records Management Program
Responded to 62 public records requests
57 boxes of records that reached retention or were scanned 17 bags of duplicate and OSA records
destroyed by Shred -It Recycling 6 trees saved
Scanned into Laserfiche 22 sets of minutes, 21 agenda packets, 7 Resolutions, 2 Ordinances, 25
agreements and 106 Cemetery files —8 other documents
884 Building Contractor Files and Permit Folders with Plans scanned bythe Building Dept.
Submitted annual Public Records Compliance from to State of Florida
Election Matters
Assisted Supervisor of Elections in determining early voting site for November at City Hall campus
City Board Matters
Filled five board vacancies
Prepared three Certificates of Appreciation for presentation to board members by Mayor
RPM attended and recorded four Natural Resources Board meetings
Cemetery Matters
Certificates of Interment Rights issued for seven locations for a total of $8,800.00
Community Matters
Assisted Census 2010 rep in setting up display in lobby
Assisted IRC Commission and staff with Economic Summit in Council Chambers in February
Responded to 45 e- mails to the general City of Sebastian e-mail address or forwarded to appropriate
departments
RPM participated in Pepper Busting Project atStonecrop Park w /NRB
Personnel /Educational Matters
Deputy City Clerk Records Program Manager attended staff training in January
Deputy Clerk attended International Institute of Municipal Clerk's Regional Conference January 13 -15
in Orlando
Clerk and Deputy Clerk participated in FIOG Elections Webinar March 18
Staff participated in MCCi Laserfiche E -Forms Webinar March 23
Records Program Manager participated in MCCi Laserfiche Archives Webinar March 24