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HomeMy WebLinkAbout3rd quarter performance 2014City Clerks’ Office Performance Third Quarter Fiscal Year 2013/2014 April, May and June 2014 Submitted by: Sally A. Maio, MMC, City Clerk; Jeanette Williams, MMC, Deputy City Clerk; and E-Records & Information Manager, Barbara Brooke-Reese Date: July 10, 2014 Legislative Support Matters • City Clerk prepared agenda packets, attended and recorded minutes for six Regular City Council meetings • 5 resolutions adopted by Council • 1 ordinance adopted by Council • 15 proclamations prepared for presentation by Mayor • Placed one legal notices 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 • Distributed one Code supplement • Arranged FLC Conference travel and accommodations for five Council Members Records Management Program • Responded to 30 public records requests • 14 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred-It Recycling • Scanned into Laserfiche 15 sets of minutes, 20 agenda packets, 5 Resolutions, 1 Ordinance, 52 Cemetery files, 169 Capital Project documents • Began new scanning project in LF - Capital Projects (Building Contractor Files and Permit Folders with Plans scanned by the Building Dept) Election Matters • One candidate pre-qualified and then withdrew • Received M3, M4 and M5 Treasurer’s Reports from PAC City Board Matters • Noticed vacancies, prepared seven board appointment transmittals for Council, notified and provided info to appointees, updated Board Handbook and distributed pages and posted on O:drive • City Clerk prepared agenda, attended and recorded 2 Natural Resources Board meetings • City Clerk attended and recorded 2 Board of Adjustment meetings • City Clerk prepared agenda, attended and recorded 1 Veterans Advisory Board meetings • Deputy Clerk prepared agenda, attended and recorded 1 Natural Resources Board meeting • Deputy City Clerk prepared agenda, attended and recorded 1 Veterans Advisory Board meeting • Deputy Clerk attended and recorded 1 Citizens Budget Review Advisory Board meeting • Deputy Clerk attended and recorded 1 Parks and Recreation Committee meeting • Posted all scanned City board packets to City website and Laserfiche and provided to press Audio-Visual, Website and Other E Records Matters • Added staff member in April transferred from MIS to supervise Audio-Visual programming and City website and assist departments with Electronic records software • Created new position title - Electronic Records & Information Manager (ERIM) • Assisted with creation of new job description for Audio Visual Specialist and advertised – not yet filled • ERIM purchased computer equipment to separate AV from City network for security • Work orders submitted for AV and website updates/additions closed – Electronic Records-1, Hardware-25, Network-6, Order-6, Other-18, Photography-3, Security-34, Telecom (cell phones)-9, Training-2, W ebsite-66, Presentations-5, COS-TV-53, No Subtype-1 (some of these occur in early April prior to transfer to City Clerks office) • ERIM and AV volunteer trained AV Techs in CH 25 programming • ERIM worked with DCo – AV Media Play vendor to upgrade software and alleviate software glitches • ERIM assisted MIS with after hours on call responsibility • ERIM assisted Building Department with purchase of replacement scanner • ERIM set up ICMA Range Riders Teleconference session in April • ERIM supervised or attended for live broadcast or recording 18 night meetings and 5 day meetings Cemetery Matters • Certificates of Interment Rights issued for 12 locations for a total of $15,700.00 Community/Staff Matters • Responded to 58 public inquiry e-mails to the General City of Sebastian e-mail address and/or forwarded to appropriate departments for response • Coordinated Use of Chambers for three governmental organizations • Swore in one new police officer Personnel/Educational Matters • City Clerk participated in CM search committee and recorded ICMA Range Riders Teleconference • Deputy City Clerk and ERIM participated on Emergency Management Staff Committee for creation of manual • Deputy City Clerk attended 2014 Legislative W rap Up Webinar – May 29, 2014