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HomeMy WebLinkAbout3rd quarter performance 2011 City Clerks’ Office Performance Second Quarter Fiscal Year 2010/2011 April, May and June 2011 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: July 11, 2011 Legislative Support Matters Prepared agenda packets and minutes for six Regular City Council meetings for a total of 17.25 hrs. 10 ordinances passed on first reading, two defeated at first reading, one adopted Five Council resolutions adopted Two official documents recorded w/Clerk of Court Coordinated with recipients for preparation and presentation of five 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 three Council members to attend Annual FLC Conference Coordinated attendance of clergy for Council meeting invocations RPM created new electronic Council agenda format Records Management Program Responded to 55 public records requests 56 boxes of records that reached retention or were scanned & 10 bags of duplicate and OSA records destroyed by Shred-It Recycling - 40 trees saved Scanned into Laserfiche - 19 sets of minutes, 28 agenda packets, 5 Resolutions, 2 Ordinances, 16 agreements and 80 Cemetery files – 15 other documents 130 Building Contractor Files and Permit Folders with Plans scanned by the Building Dept. Election Matters Quarterly reports received from one candidate and one committee in April Entered into Interlocal Agreement between SOE & City Board Matters Provided secretarial services, prepared agendas and minutes for Treasure Coast Regional League of Cities meetings in May in Port St. Lucie City Clerk and Deputy Clerk attended and recorded four Charter Review Committee meetings Filled 16 board vacancies Prepared five Certificates of Appreciation for presentation to board members by Mayor RPM attended and recorded three Natural Resources Board meetings City Clerk attended and recorded one Budget Review Advisory Board meeting Deputy Clerk attended and recorded one Budget Review Advisory Board meeting RPM attended and recorded one Budget Review Advisory Board meeting Cemetery Matters Certificates of Interment Rights issued for 18 locations for a total of $23,500.00 Community Matters Responded to 48 e-mails to the general City of Sebastian e-mail address or forwarded to appropriate departments RPM coordinated and worked at Annual Earth Day April 23 All Participated in Community Shredding Day – May 21 Personnel/Educational Matters RPM attended FRMA Annual Conference to retain Records Management Certification All attended Records Webinar – April 11 Clerk – FLC 2011 Legislative Update Webinar – May 31