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HomeMy WebLinkAbout1st quarter performance 2012 City Clerks’ Office Performance First Quarter Fiscal Year 2011/2012 October, November and December 2011 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: January 10, 2012 Legislative Support Matters  Prepared four agenda packets and minutes for four Regular City Council meetings – attended meetings for 11.25 hrs.  Six resolutions were adopted  Two ordinances were adopted  One ordinance was passed on first reading  One proclamation prepared and presented  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  Provided notice to regional boards and committees of new Council appointees  Coordinated attendance of clergy for Council meeting invocations  Coordinated travel reimbursement for Gillmor/FLC meeting Records Management Program  Responded to 115 public records requests  8 boxes of records that reached retention or were scanned & 10 bags of duplicate and OSA records destroyed by Shred-It Recycling – 8 trees saved  Scanned into Laserfiche – 20 sets of minutes, 12 agenda packets, 6 Resolutions, 2 Ordinances, 11 agreements and 132 Cemetery files - 21 other documents  228 Building Contractor Files and Permit Folders with Plans scanned by the Building Dept. Election Matters  All Candidate and PAC G2, G3, and G4 reports timely submitted as well as some termination reports  Chaired, prepared minutes and attended four City Canvassing Board Meetings at Supervisor of Elections Office with City Attorney and City Manager  Advertised two referendum ads  Coordinated use of city facility and staff for two candidate forums  New process initiated due to approval of referendum on swearing at first meeting following certification of results – swore in three elected members at 11/16/11 regular meeting  Orientation for one new Council member conducted  One outgoing plaque prepared for departing Council member  Six of Eight Charter amendments that passed were provided to Department of State and MCC for codification City Board Matters  Filled five board vacancies  Prepared two certificates of appreciation  RPM attended and recorded three Natural Resources Board meetings  City Clerk attended and recorded Treasure Coast Regional League of Cities meeting in November in Fellsmere  City Clerk took over secretarial responsibilities for TCCLG and recorded November meeting in Jensen Beach Cemetery Matters  Certificates of Interment Rights issued for eight locations for a total of $10,000 Community/Staff Matters  Responded to 61 e-mails to the General City of Sebastian e-mail address and/or forwarded to appropriate departments for response  Clerk, Deputy Clerk & Records Program Manager volunteered at Sebastian Clambake  RPM participated in the Friends of St. Sebastian River "Family Fun Under the Sun" with the NRB 10/22/2011  City Clerk obtained IRC permit, Council approval and assisted with coordination of Christmas parade  RPM weekly update of City Hall marquee  City Clerk and Deputy Clerk made “Sebastian” promotion basket that was raffled at Institute Personnel/Educational Matters  Deputy City Clerk and Records Program Manager attended IIMC/FACC Certification Institute