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HomeMy WebLinkAbout2nd quarter performance 2017City Clerk’s Office Performance 2nd Quarter Fiscal Year 2017 Performance Report January, February, March Legislative Support Matters • City Clerk prepared agenda, attended/recorded six Regular City Council meetings to include three CRA meetings and one Board of Adjustment meeting • Completed follow up of approved Council matters – contracts, letters, emails, scanned to LF and indexed • Thirteen resolutions adopted by Council • Eight proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, city staff and press • Coordinated attendance of clergy for Council meeting invocations • Advertised for two conditional land use public hearings and Council passed ordinance on first reading • Five documents recorded with Clerk of Court • Placed advertisement for SJRWMD permit and availability of CRA annual report • Placed three CRA advertisements • Prepared travel reimbursement for two Members Records Management Program • Responded to 28 public records requests • 19 bags and 43 boxes of duplicate and OSA records destroyed by shredding vendor • 150 employee records were scanned utilizing Laserfiche for permanent and long term records • 3 boxes of W ater and Sewer Utility transfer files were scanned into Laserfiche for permanent and long term records • Records Clerk prepared a procedure for email retention Election Matters • Received three Sebastian Citizens Speak Out PAC Waiver of Reports City Board Matters • Noticed vacancies, prepared six board appointments, notified and provided info to appointee, updated Board Handbook and distributed pages and posted on O:drive • City Clerk prepared agenda, attended/recorded three CRA meetings within Council Meetings • Records Clerk prepared agenda, attended/recorded one Veterans Advisory Committee Meeting • Records Clerk prepared agenda, attended/recorded one Parks and Recreation Board Meeting • Records Clerk prepared agenda, attended/recorded one Disabilities Advisory Board Meeting • Records Clerk published all scanned City Board Packets to City website, Laserfiche and provided them to the press and Council • Added two alternate members to Citizens Budget Review Advisory Board at Council’s request Cemetery Matters • Certificates of Interment Rights issued for 6 locations for a total of $12,600 • Scanned all cemetery records as sold or amended for permanent retention • City Clerk composed letter for cemetery violations • Records Clerk complied address list and mailed letters to violators • City Clerk met with one family to discuss site decorations Personnel/Educational Matters • City Clerk swore in three police officers • Records Clerk attended 3 project management meetings • Records Clerk attended 4 meetings for the Events Committee • City Clerk and Records Clerk attended MIS training on mail merge • City Clerk and Records Clerk attended two webinars on how to manage personnel files • Records Clerk acquired Notary Public Commission • Hired one temporary part-time employee to scan permanent records Community Matters • Records Clerk authored article for Pelican News