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HomeMy WebLinkAbout2nd quarter performance 2011 City Clerks’ Office Performance Second Quarter Fiscal Year 2010/2011 January, February and March 2011 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: April 11, 2011 Legislative Support Matters Prepared agenda packets and minutes for six Regular City Council meetings, one Joint Council/School Board meeting, two CRA meetings, and two Board of Adjustment meetings – attended meetings for total of 20½ hrs. One ordinance adopted, one passed on first reading Eight Council resolutions adopted One official document recorded w/Clerk of Court Coordinated with recipients for preparation and presentation of three proclamations Placed four 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 travel for one Council member to attend FLC Advanced Institute for Elected Municipal Officials Recorded and prepared minutes for Mayors’ Meeting in Sebastian on 1/10/11 Coordinated attendance of clergy for Council meeting invocations Records Management Program Responded to 40 public records requests 9 boxes of records that reached retention or were scanned & 16 bags of duplicate and OSA records destroyed by Shred-It Recycling - 6 trees saved Scanned into Laserfiche - 18 sets of minutes, 30 agenda packets, 8 Resolutions, 1 Ordinances, 9 agreements and 54 Cemetery files – 15 other documents 120 Building Contractor Files and Permit Folders with Plans scanned by the Building Dept. Submitted annual Public Records Compliance form to State of Florida Election Matters All TR (Termination Reports) from 2010 Election submitted by 1/31 deadline Set up lobby table to instruct residents about qualifying, early and absentee voting, and voter registration Prepared ten qualifying handbooks for interested residents Pre-qualified one candidate for November election on 3/18/11 Attended 3/7/11 meeting w/City Attorney at SOE - proposed Interlocal Agreement between SOE & City Board Matters Provided secretarial services, prepared agendas and minutes for Treasure Coast Regional League of Cities meetings in January/St. Lucie Village and March/Fellsmere City Clerk and Deputy Clerk attended and recorded three Charter Review Committee monthly meetings Filled six board vacancies Prepared four 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 14 locations for a total of $13,700.00 Community Matters Responded to 59 e-mails to the general City of Sebastian e-mail address or forwarded to appropriate departments Swore in three police officers Worked with Historical Society with cemetery, General Development and Elected Officials information in their preparation of Third Tales of Sebastian Personnel/Educational Matters All attended Granicus Webinar on 3/1/11, Essential Records Webinar on 3/14/11, and Social Media Webinar on 3/16/11