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HomeMy WebLinkAbout4th quarter performance 2012 City Clerks’ Office Performance Fourth Quarter Fiscal Year 2011/2012 July, August, September 2012 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: October 11, 2012 Legislative Support Matters • Prepared agenda packets and minutes for five Regular City Council meetings, two Special Council Meetings, One CRA meeting – attended meetings for total of 13.75 hrs. • Three ordinances adopted, one passed on first reading • 14 resolutions adopted • One official document recorded w/Clerk of Court • Coordinated with recipients for preparation and presentation of ten proclamations • Placed two 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 FLC Annual Conference travel reimbursement for four Council members • Coordinated attendance of clergy for Council meeting invocations • Distributed one City code supplement • Prepared travel for one Council member to attend Advanced Institute for Elected Municipal Officials • Coordinated 3 day visit for FLC Legislative Advocate Amber Hughes – Shadow Program Records Management Program • Responded to 60 public records requests • 39 boxes of records destroyed that reached retention or were scanned & 16 bags of duplicate and OSA records destroyed by Shred-It Recycling - 17 trees saved • Scanned into Laserfiche - 19 sets of minutes, 25 agenda packets, 15 Resolutions, 3 Ordinance, 13 agreements and 103 Cemetery files – 10 other documents • 315 Building Contractor Files and Permit Folders with Plans scanned by the Building Dept. • Continued overhaul of vault and safe filing system Election Matters • Placed two legal ads in Press Journal as required by Florida Statutes • Coordinated Primary Election Early Voting Site in Chambers for Supervisor of Elections • Received Q2 (PAC) and G1 (PAC and Candidate) reports • Qualified four candidates and submitted ballot to SOE Board Matters • City Clerk prepared agendas/notices and provided secretarial services for TCCLG meetings • Deputy Clerk attended and recorded three TCCLG meetings and prepared minutes • Filled two board vacancies • Prepared two 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 Natural Resources Board meeting • RPM attended and recorded two Budget Review Advisory Board meetings • Deputy Clerk attended and recorded two Veterans Advisory Committee meetings • Deputy Clerk assisted Supervisor of Elections Office with five outstanding financial disclosure reports • City Clerk coordinated meeting site for North County Senior Needs Assessment Study Cemetery Matters • Certificates of Interment Rights issued for eight locations for a total of $10,000 Community Matters • Responded to 68 e-mails to the General City of Sebastian e-mail address (Cityseb) and/or forwarded to appropriate departments for response • Deputy Clerk monitored sound system during F.I.N.D. Board Meeting – August 18, 2012 • RPM assisted in coordinating & participated in Spoil Island Cleanup on July 21st and recorded minutes Personnel/Educational Matters • Deputy Clerk Two Hour E-Mail Management Webinar • Deputy Clerk Attended Records Management Seminar Sept. 18 in Ft. Pierce, FL • RPM Attended Two - Two Hour E-Mail Management Webinars