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HomeMy WebLinkAbout3rd quarter performance 2017City Clerk’s Office Performance 3rd Quarter Fiscal Year 2017 Performance Report April, May, June Legislative Support Matters • City Clerk prepared agenda, attended/recorded five Regular City Council meetings to include one CRA meeting • Completed follow up of approved Council matters – contracts, letters, emails, scanned to LF and indexed • Seven resolutions adopted by Council • Five 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 • One document recorded with Clerk of Court • Placed one advertisement for SJRWMD permit • Placed one CRA advertisement • Prepared FLC conference registration and travel arrangements for four Members Records Management Program • Responded to 31 public records requests • 18 bags, 48 boxes and 1 - 96 gallon bin of records that met retention along with duplicate and OSA records destroyed by shredding vendor • 38 subdivision records were scanned utilizing Laserfiche for permanent and long term records • Four boxes of water and sewer utility transfer files were scanned into Laserfiche for permanent and long term records • Transferred and documented nine bid records, ten Finance boxes and 12 HR boxes for storage • Part-time employee scanned purchase orders into Laserfiche • Updated emergency manual and attended pre-season management meeting Election Matters • Received two Sebastian Citizens Speak Out PAC Waiver of Reports • Prequalified one candidate for November 7, 2017 Election City Board Matters • Noticed vacancies, prepared four board appointments, notified and provided info to appointees, updated Board Handbook and distributed pages and posted on O:drive • City Clerk prepared agenda, attended/recorded one CRA meeting within Council Meeting • Records Clerk prepared agenda, attended/recorded two Veterans Advisory Committee Meetings • Records Clerk prepared agenda, attended/transcribed one Special Magistrate Hearing • Records Clerk attended one Regular City Council Meeting for training purposes • Records Clerk published all scanned City board packets to City website, Laserfiche and provided them to the press and Council Cemetery Matters • Certificates of Interment Rights issued for 20 locations for a total of $28,500 • Scanned all cemetery records as sold or amended for permanent retention • City Clerk composed a 2nd letter for cemetery violations • Records Clerk complied address list and mailed 2nd letters to violators • City Clerk appeared for an decoration appeal with Special Magistrate Personnel/Educational Matters • Records Clerk attended three project management meetings • Records Clerk attended four meetings for the Events Committee • Records Clerk attended 2017 FRMA Conference and acquired FRMA Certification • City Clerk and Records Clerk attended Hurricane Preparation Seminar • City Clerk attended FACC advertising webinar April 26 • City Clerk attended Laserfiche User meeting May 22 • City Clerk attended FACC continuing education classes June 27 Community Matters • Responded to or forwarded cityseb emails to appropriate departments.