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