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HomeMy WebLinkAbout3rd quarter performance 2015City Clerk’s Office Performance Third Quarter Fiscal Year 2014/2015 Performance Report - April, May and June 2015 Legislative Support Matters • City Clerk prepared, scanned agenda packets, attended and recorded minutes for 5 Regular City Council meetings and one Council/Boards workshop/seminar • Completed follow up of approved Council matters – letters, emails, scanning to LF, indexing, certifying • 10 resolutions adopted by Council • 1 ordinance adopted by Council • 13 proclamations prepared for presentation by Mayor • Placed two legal ads 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 and made travel arrangements for five Council Members for FLC annual conference • Submitted, proofed, distributed one land development code supplement • Submitted, proofed, distributed one code supplement Records Management Program • Responded to 23 public records requests • 34 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred-It Recycling • Scanned into Laserfiche 22 sets of minutes, 14 agenda packets, 10 Resolutions, 1 Ordinance, 14 contracts/ updates, 23cemetery documents, 1 budget/CAFR documents, 5 deeds, 4 election documents, 15 personnel files, 10 vehicle documents, one subdivision file and 64 Capital Project documents/files • PD officer light duty scanned 52 terminated personnel records for HR Election Matters • PAC monthly campaign reports timely submitted and provided to Press as requested City Board Matters • Noticed vacancies, prepared three board appointment transmittals for Council, notified and provided info to appointee, updated Board Handbook and distributed pages and posted on O:drive • Prepared six certificates of appreciation for outgoing members • City Clerk attended and recorded 0 Board of Adjustment meeting • City Clerk attended and recorded one Disabilities Advisory Committee meeting • City Clerk attended and recorded two CRA meetings • Deputy City Clerk prepared agenda, attended and recorded one Veterans Advisory Board meeting • Deputy Clerk prepared agenda, attended and recorded three Natural Resources Board meeting • Deputy Clerk attended and recorded two Budget Review Advisory Board meetings • Published all scanned City board packets to City website and Laserfiche and provided to press and council • Coordinated city board training in sunshine law and successful committees by Florida Institute of Government in Chambers Audio-Visual, Website and Other E Records Matters • 259 Work orders were closed for AV and website updates/additions : Electronic Records - 3; Hardware - 5; Meeting Request - 3; Order – 4; Other – 7; Publications->Print - 3; Publications->Video - 37; Security – 1; Software - 18; Telecom - 1; Training – 2; Website/COS-TV/PP Total – 175; • ERIM and AV Spec Sinno filmed Sebastian Historical Society Anniversary celebration, Memorial Day observance, Working Waterfront Historical Section Ribbon Cutting and Police Chief Interviews for broadcast on CH 25 • ERIM setup and started to use YouTube for Archive of the City of Sebastian Produced Videos • ERIM purchased and installed new Dell server for additional Storage, Backup and Domain related functions • ERIM purchased and installed 12 new monitors/speakers for Council dais • ERIM supervised or attended with AV Spec/Techs for live broadcast or recording 22 City meetings Cemetery Matters • Certificates of Interment Rights issued for 13 locations for a total of $20,000 • 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/or forwarded 95 public inquiry e-mails to the General City of Sebastian e-mail address CITYSEB and phone messages from front desk and forwarded to appropriate departments for response • ERIM volunteered for after school Computer training for Sebastian River Middle School – ended May • Provided information to IRC Sheriff’s citizen academy tour in clerk’s office re: records in June Personnel/Educational Matters • Deputy Clerk attended FRMA Annual Conference in May • Deputy Clerk attended Ethics Seminar in Vero Beach in April • ERIM passed the Route Portion of the CCNP Routing/Switching certification in June