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HomeMy WebLinkAbout4th quarter performance 2016City Clerk’s Office Performance 4th Quarter Fiscal Year 2016 Performance Report July, August, September 2016 Legislative Support Matters • City Clerk prepared agenda, attended/recorded five regular City Council meetings and two budget hearings for City Council. • Completed follow up of approved Council matters – contracts, letters, emails, scanned to Laserfiche and indexed • Fifteen resolutions adopted by Council • Five ordinances adopted by Council • Five proclamations prepared for presentation by Mayor • Six legal ads placed in Press Journal • One courtesy ad placed in Press Journal • Provided monthly city calendars and revisions to Council, city staff and press • Coordinated attendance of clergy for Council meeting invocations • Prepared travel reimbursement for four Council members who attended FLC Annual Conference • Distributed two code supplements Records Management Program • Responded to 36 public records requests • 17 consoles, 61 boxes and 1 - 96 gallon container of duplicate and OSA records destroyed by shredding vendor • Personnel records and were scanned utilizing Laserfiche for long term retention (five boxes completed by police officer assigned to light duty) • Transferred and documented Finance Dept. boxes for storage • Records Clerk scanned purchase orders into Laserfiche Election Matters • Sebastian PAC monthly campaign reports submitted and provided to press as requested • Qualified seven 2016 candidates • Collected treasurer’s reports from candidates and provided to press as requested • Submitted ballot to Supervisor of Elections • Mailed election assessment checks to State Election Commission Trust • Prepared Council transmittal for Chamber of Commerce Candidates’ forum City Board Matters • Noticed vacancies, prepared transmittal for four board appointments by Council, notified and provided info to appointee, updated Board Handbook and distributed pages and posted on O:drive • Prepared one certificate of appreciation for outgoing Sebastian representative • City Clerk prepared agenda, attended/recorded one CRA meeting within Council Meetings • City Clerk prepared agenda, attended/recorded two Board of Adjustment meetings within Council Meetings • City Clerk prepared agenda for one Veterans Advisory Committee • Records Clerk recorded and transcribed one Veterans Advisory Committee meeting • One legal ad placed for CRA meeting • Published all scanned City board packets to City website and Laserfiche and provided to Council, press and standing requestors • Records Clerk attended/recorded one Indian River Lagoon Coalition meeting • Organized the hiring of a recording consultant for certain City boards/committees Cemetery Matters • Certificates of Interment Rights issued for 19 locations for a total of $28,200 • Scanned all cemetery records as sold or amended for permanent retention • Entered into Pontem database all burials and lots/niches sold Personnel/Educational Matters • City Clerk and Records Clerk attended MCCI Laserfiche Webinar July 14th, Organizing Email, Practical Strategies for Records Management • City Clerk and Records Clerk attended Neel-Schaffer Hurricane Debris Readiness Workshop, July 14th • City Clerk and Records Clerk attended MCCI Laserfiche Webinar July 27th, What’s New in Laserfiche 10 • City Clerk and Records Clerk held a records management webinar and training for the City Hall and Police Department staff on September 12th • Records Clerk became a member of the Events Committee and attended 2 meetings. Community Matters • Responded to or forwarded cityseb emails to appropriate departments • Prepared two articles for Pelican News newsletter