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HomeMy WebLinkAbout3rd quarter performance 2013City Clerks’ Office Performance Third Quarter Fiscal Year 2012/2013 April, May, June 2013 Submitted by: Sally Maio, MMC, City Clerk and Jeanette Williams, MMC, Deputy City Clerk, Date: July 10, 2013 Legislative Support Matters • Scanned and prepared agenda packets for email to Council, press, etc. and delivery by volunteers • Attended/recorded six Regular City Council meetings – attended meetings for a total of 11+ hours • Completed follow-up of approved Council matters – letters, emails, scanning to LF, indexing • 10 resolutions adopted • 2 ordinances adopted • 13 proclamations prepared and presented • Placed 2 legal and/or display 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 members • Coordinated attendance of clergy for Council meeting invocations • Distributed or scanned and forwarded daily Council incoming mail • Organized daily Council emails for retention • Prepared legislative proposed FY 14 budget • Prepared travel for 3 Council Members to attend FLC Annual Conference in Orlando Records Management Program • Responded to 16 public records requests • 1 banker box of records that reached retention or were scanned & 20 bags of duplicate and OSA records destroyed by Shred-It Recycling – 17.3 trees saved • Scanned into Laserfiche – 14 approved minutes, 21 agenda packets, 7 Resolutions, 2 Ordinances, 35 Contracts/Agreements, 200 City Property Deeds, Finance (Budgets) 3 • Began reorganization of vault and safe filing systems • Began update on new records retention forms, disposition forms, box labels, and records manual • Completed scanning of all City deeds into LF for permanent retention Election Matters • Q2 Reports filed by one PAC and one pre-qualified candidate • Provided November election update to City Council in June City Board Matters • Filled 5 board vacancies • Advertised 5 press releases in Press Journal and on City website • Posted 12 City board agenda packets to website via MIS and emailed to press, Council, etc. • Prepared 1 certificate of appreciation for outgoing board member • Prepared agenda packets, scanned, attended/recorded 3 Natural Resources Board meetings • Prepared agenda packets, scanned, attended/recorded 2 Veterans Advisory Board meetings • Distributed agenda packets, scanned, attended/recorded 1 Budget Review Advisory Board meeting • Distributed agenda packet, scanned, attended/recorded 1 Board of Adjustment (Council) meeting Cemetery Matters • Sold and Prepared Certificates of Interment Rights for 35 locations for a total of $ 45,700 • Scanned all Cemetery records as sold or amended for permanent retention • Attended cemetery property closing Community/Staff Matters • Responded to 126 Cityseb/Webmaster e-mails and/or forwarded to appropriate departments for response • Weekly update of City Hall marquee Personnel/Educational Matters • Staff reduced to two at end of February for remainder of fiscal year • Deputy Clerk attended Florida Records Management Annual Conference in Cocoa Beach in May • Deputy Clerk attended Webinar on Advanced Laserfiche Scanning Tips June 26