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HomeMy WebLinkAbout1st quarter performance 2015City Clerk’s Office Performance First Quarter Fiscal Year 2014/2015 Performance Report October, November and December 2014 Legislative Support Matters • City Clerk prepared, scanned agenda packets, attended and recorded minutes for three Regular City Council meetings – Deputy attended December Council meeting on behalf of Clerk • Completed follow up of approved Council matters – letters, emails, scanning to LF, indexing, certifying • Four resolutions adopted by Council • Two ordinances adopted by Council • Recorded two documents with Clerk of Court • Three proclamations prepared for presentation by Mayor • Placed three display ad in Press Journal • Provided monthly City calendars and revisions to Council, city staff and press • Coordinated attendance of clergy for Council meeting invocations • Managed Council emails for retention and scanned and forwarded incoming mail to Council • Registered three Council Members for Ethics training Records Management Program • Responded to 57 public records requests • 44 boxes of records that reached retention or were scanned & 16 bags of duplicate and OSA records destroyed by Shred-It Recycling • Deputy Clerk scanned into Laserfiche 11 sets of minutes, 19 agenda packets, 4 Resolutions, 2 Ordinances, 42 contracts/updates, 187 Cemetery documents, 2 budget documents, 4 deeds, 34 election documents, 6 vehicle document, and 105 Capital Project documents/files • AV Tech Haun assisted with importing scanned Building Dept files into LF during office hours • Certified City’s records management compliance with FS to FL State Department - Division of Library and Information Services in December Election Matters • All Candidate and PAC M9, M10, G1, G2, G3, G4, M11 campaign reports timely submitted as well as three of five Termination Reports (TR) • Coordinated use of city facility and AV staff for candidate forum • Coordinated use of Chambers for SOE early voting – opened up 6:15 am for 12 days of early voting • Swore in two newly elected Council members at 11/19/14 regular meeting • New Council photo, business cards, new contact list, roll call lists, post results in lobby, website, Ch 25 • Invoice from SOE paid • Provided all candidate documents to Press as requested • Updated regional board appointments and notified agencies of new members City Board Matters • Noticed vacancies, prepared four board appointment transmittal for Council, notified and provided info to appointee, updated Board Handbook and distributed pages and posted on O:drive • Prepared four certificates of appreciation for outgoing members • City Clerk attended and recorded one Board of Adjustment meeting • Deputy City Clerk attended and recorded one CRA meeting • Deputy City Clerk prepared agenda, attended and recorded two Veterans Advisory Board meetings • Deputy Clerk prepared agenda, attended and recorded four Natural Resources Board meeting • Published all scanned City board packets to City website and Laserfiche and provided to press and council • Removed Façade, Sign & Landscape Grant Review Committee reference from Board Handbook Audio-Visual, Website and Other E Records Matters • Filled Two Audio Visual Technical Temp PT position – DeVaughn Songui and Gary Vicars • Work orders submitted for AV and website updates/additions closed : Electronic Records – 24; Hardware – 5; Order – 3; Other – 3; Publication – 48; Security – 1; Telecom – 1: Software – 18; Training – 1; Vendor Assistance – 1; Website/COS-TV/PP Presentations Total– 201; (Website Only - 73; COStv Only - 44; COStv & Website – 72; Presentations – 9) • Purchased and installed new MAC computer for video editing upon failure of four year old Rain Machine • Installed new AV room AC to keep systems functioning properly – overseen by Facilities Manager and PW staff • UStream upgraded to 24 hour programming on city website and advertisement free • ERIM and AV Spec filmed Veterans Day program, Clambake Excerpts, Police Night Out, Shop with a Cop, Golf Course Pro Tips for broadcast on Channel 25 • ERIM assisted MIS as needed • ERIM and AV Tech Vicars removed and rewired entire AV room system and connections and began remapping system • AV Tech Sinno filmed three Police Chief Interviews for broadcast on CH 25 • ERIM supervised or attended with AV Spec/Techs for live broadcast or recording 25 City meetings Cemetery Matters • Certificates of Interment Rights issued for 11 locations for a total of $17,000 • Scanned all cemetery records as sold or amended for permanent retention (see Records Management) • Entered into Pontem database all burials and lots/niches sold Community/Staff Matters • Responded to 70 public inquiry e-mails to the General City of Sebastian e-mail address CITYSEB and 8 phone messages from front desk and forwarded to appropriate departments for response • ERIM volunteered for after school Computer training for Sebastian River Middle School • Prepared letters for five Dan K. Richardson Award Recipients for Freddie Woolfork Personnel/Educational Matters • Deputy Clerk attended MunicodeNEXT webinar October 9, 2014