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HomeMy WebLinkAbout4th quarter performance 2011 City Clerks’ Office Performance Fourth Quarter Fiscal Year 2010/2011 July, August and September 2011 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: October 7, 2011 Legislative Support Matters  Prepared agenda packets and minutes for six Regular City Council meetings, two Special Council meetings, and one CRA meeting – attended seven meetings for 19.25 hrs.  12 resolutions were adopted  11 ordinances adopted  12 proclamations prepared and presented  Certificates of appreciation presented to fifteen member Charter Review Committee  Placed three legal ads in Press Journal per FS  Placed display ad for CRA hearing in Press Journal per FS  Provided monthly City calendars and revisions to Council, city staff and press  Provided monthly regional and county board meeting calendars to Council  Coordinated attendance of clergy for Council meeting invocations  Coordinated travel reimbursements for Council travel to FLC Annual Conference in Orlando, FL  Distributed four code book supplements  Clerk prepared for and recorded three Treasure Coast Regional League of Cities meetings Records Management Program  RPM responded to 240 public records requests  0 boxes of records that reached retention or were scanned & 9 bags of duplicate and OSA records destroyed by Shred-It Recycling – 4 trees saved  Scanned into Laserfiche – 13 sets of minutes, 24 agenda packets, 13 Resolutions, 11 Ordinances, 8 agreements and 66 Cemetery files - 15 other documents  53 Building Contractor Files and Permit Folders with Plans scanned by the Building Dept.  152 Vehicle Titles and Related Vehicle Records scanned into Laserfiche by RPM Election Matters  Six candidates completed qualification for November election by September 9th deadline  Prepared documents to call election by resolution and advertised in accordance with 100.021 FS  Submitted election assessment check to State of Florida  Set up election station in lobby for citizens with City candidate and SOE voter information  All Candidate and PAC G1 reports timely submitted  Assisted City Attorney with preparation of ballot ordinances  Clerk and City Attorney signed off on final ballot for Supervisor of Elections City Board Matters  Filled one board vacancy  RPM attended and recorded four Natural Resources Board meetings  Recorded four Citizen Budget Review Advisory Board Meetings (Clerk and Staff)  Deputy attended and recorded final Charter Review Committee Meeting in August Cemetery Matters  Certificates of Interment Rights issued for five locations for a total of $5,100.00 Community/Staff Matters  Clerk Responded to 43 e-mails to the General City of Sebastian e-mail address or forwarded to appropriate departments for response  Clerk staff hosted and prepared Annual Treasure Coast Regional League of Cities Luncheon at Working Waterfront facility for 13 members municipal governments  RPM participated in Spoil Island IR1 Clean Up on 7/23 & 9/17 with NRB  Maintained City Hall marquee weekly  Provided coffee service for IRC Commission meeting in September Personnel/Educational Matters