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HomeMy WebLinkAbout1st quarter performance 2013City Clerks’ Office Performance First Quarter Fiscal Year 2012/2013 October, November and December 2012 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: January 10, 2013 Legislative Support Matters • Prepared agenda packets and minutes for five Regular City Council meetings, one joint workshop with City of Fellsmere – attended six meetings for 10 hrs • Six resolutions adopted, two failed • Three ordinances adopted • One official document recorded with Clerk of Court • Five proclamations 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 • Prepared travel reimbursement for one Council Member for Advanced Institute for Elected Municipal Officials • Prepared travel for one Council member to attend Institute for Elected Municipal Officials Records Management Program • Responded to 50 public records requests • 11 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred-It Recycling – 17 trees saved • Scanned into Laserfiche – 20 sets of minutes, 28 agenda packets, 6 Resolutions, 3 Ordinances, 7 agreements and 55 Cemetery files - 60other documents • 591 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 • Advertised two general election ads • Coordinated use of city facility and AV staff for two candidate forums • Clerk assisted with setup and opened/closed for SOE staff for eight day early voting in City Council Chambers • Swore in two newly elected Council members at 11/14/12 regular meeting • Orientation documents prepared and conducted for one new Council member with CM and CA • One plaque prepared for presentation for departing Council member City Board Matters • Filled eight board vacancies • Prepared eight certificates of appreciation for outgoing board members • RPM attended and recorded three Natural Resources Board meetings • Deputy City Clerk attended and recorded Treasure Coast Council of Local Government meeting in October and November; Clerk coordinated and attended Treasure Coast Council Local Government Luncheon in Ft. Pierce in November • Arranged four gifts for Treasure Coast Council of Local Government leadership change • Deputy City Clerk attended and recorded three Veterans Advisory Committee meetings Cemetery Matters • Certificates of Interment Rights issued for 14 locations for a total of $17,200 Community/Staff Matters • Placed three courtesy ads in Press Journal • Responded to e-mails to the General City of Sebastian e-mail address and/or forwarded to appropriate departments for response (unable to count – no access to outlook at this time) • Deputy Clerk & Records Program Manager volunteered at Sebastian Clambake • Clerk volunteered for Salvation Army • Clerk coordinated Mayor Hill’s greeting of Justin Riney who visited Sebastian in 167 mile IR Lagoon paddle to promote lagoon awareness • Clerk obtained IRC permit, Council approval and assisted with coordination of Christmas parade and prepared ads and certificates of appreciation to sponsoring organizations and PD volunteers • RPM weekly update of City Hall marquee • Deputy Clerk swore in two police officers Personnel/Educational Matters • RPM attended the Annual FACC Fall Academy in October and obtained CMC Certification in December.