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HomeMy WebLinkAbout1st quarter performance 2018City Clerk’s Office Performance 1st Quarter Fiscal Year 2018 Performance Report October, November December Legislative Support Matters • City Clerk prepared agenda, attended/recorded four Regular City Council meetings • Completed follow up of approved Council matters – contracts, letters, emails, scanned to LF and indexed • Three resolutions adopted by Council • Four proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, city staff and press • One hearing advertisement and two CRA advertisements placed with TCPalm • Met developer at Court to record Final Plat • Coordinated attendance of clergy for Council meeting invocations • Notified regional boards of Council membership • Distributed one supplement to the Code of Ordinances Records Management Program • Responded to 42 public records requests • 18 bags, 46 boxes and 1 – 96 gallon bin of paper records met retention along with duplicate and OSA records destroyed by shredding vendor • Five boxes of capital projects were imported into Laserfiche for permanent and long term records • Transferred and documented three bid records and 15 Finance boxes for storage • Documented and destroyed three months of customer complaint electronic records • Prepared six payment and performance bonds for release • City Clerk revised the public records policy Election Matters • Four candidates and one PAC submitted M9, G1, G2, G3 treasurers reports; provided to press as requested • Prepared outgoing plaque for one Council Member • Administered oath for three Council Members • City Clerk and Records Clerk witnessed logic and accuracy of new voting machines • City Clerk and Records Clerk canvassed the 2017 Sebastian Election • Provided orientation material and registered new Council Member for FLC IEMO City Board Matters • Noticed vacancies, prepared three board appointment, notified and provided info to appointee, updated Board Handbook and distributed pages and posted on O:drive • City Clerk prepared agenda, attended/recorded two CRA meetings within Council Meetings • Records Clerk prepared agenda, attended/recorded two Veterans Advisory Committee meeting • Records Clerk published all scanned City board packets to City website and Laserfiche and provided to press and Council • Interviewed four applicants for Technical W riter position to transcribe board minutes Cemetery Matters • Certificates of Interment Rights issued for 17 locations for a total of $19,000. • Scanned all cemetery records as sold or amended for permanent retention • Met one family at cemetery to resolve problem Personnel/Educational Matters • Records Clerk attended three project management meetings • Records Clerk attended five meetings for the Events Committee • Records Clerk listened to MCCI video training for the Laserfiche update • Administered oath to one Police Officer Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments