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HomeMy WebLinkAbout2nd quarter performance 2012 City Clerks’ Office Performance Second Quarter Fiscal Year 2011/2012 January, February and March 2012 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: April 17, 2012 Legislative Support Matters  Prepared agenda packets and minutes for six Regular City Council meetings, one Council Workshop, two CRA meetings, and two Board of Adjustment meetings – attended meetings for total of 15.25 hrs.  One ordinance adopted, four passed on first reading  Twelve resolutions adopted  Two official documents recorded w/Clerk of Court  Coordinated with recipients for preparation and presentation of five 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 travel for one Council member to attend FLC Institute for Elected Municipal Officials  Coordinated attendance of clergy for Council meeting invocations Records Management Program  Responded to 80 public records requests  12 bags of duplicate and OSA records destroyed by Shred-It Recycling - 7.5 trees saved  Scanned into Laserfiche - 26 sets of minutes, 33 agenda packets, 10 Resolutions, 1 Ordinance, 4 agreements and 207 Cemetery files – 30 other documents  144 Building Contractor Files and Permit Folders with Plans scanned by the Building Dept. Election Matters  Coordinated with SOE for Early Voting in old schoolhouse offices for Presidential Primary  All termination reports for 2011 election filed by 2/6/12 deadline 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 five certificates of appreciation for presentation to board members by Mayor  RPM attended and recorded four Natural Resources Board meetings  City Clerk attended and recorded one Natural Resources Board meeting  RPM attended and recorded one Budget Review Advisory Board meeting  City Clerk received plaque of appreciation for serving as secretary to TCRLC for one year Cemetery Matters  Certificates of Interment Rights issued for 19 locations for a total of $20,500. 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 Personnel/Educational Matters  All staff participated in Laserfiche Avante webinar – 1/18/12  Deputy Clerk participated in FACC Webinar on the Florida Administrative Code – 2/22/12  Deputy Clerk attended FACC Advanced Records Management Workshop in Clermont, FL – 3/30/12