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HomeMy WebLinkAbout2nd quarter performance 2018City Clerk’s Office Performance 2nd Quarter Fiscal Year 2018 Performance Report January, February, March Legislative Support Matters • City Clerk prepared agenda, attended/recorded five Regular City Council meetings • Completed follow up of approved Council matters – contracts, letters, emails, scanned to LF and indexed • Eight resolutions adopted by Council • Two ordinances adopted by Council • Five proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, City staff and press • Four public hearing advertisements placed with TCPalm • Met developer at courthouse to record final plat • Coordinated attendance of clergy for Council meeting invocations • Participated with new City Manager process (meetings, proofreading, candidate info disbursement) • Arranged notification of stormwater public hearing for 16,000 property owners • Made travel arrangements for two members to attend Advanced IEMO class • Assisted with City Attorney round robin interviews • Requested county tax relief for 1215 Indian River Drive purchase • Notified 11 government entities of Spirit of Sebastian annexation Records Management Program • Responded to 32 public records requests • 18 bags, 41 boxes and 1 – 96 gallon bin of paper records met retention along with duplicate and OSA records were destroyed by shredding vendor • Nine boxes of capital projects, two boxes of finance and one personnel box were imported into Laserfiche for permanent and long term records • Transferred and documented two bid records and five Finance boxes for storage • Documented and destroyed three months of customer complaint electronic records • Prepared one payment and performance bond for release Election Matters • Four candidates and one PAC submitted TR treasurers reports; provided to press as requested • Prepared 2018 election candidate handbooks and posted to website • Arranged early voting site and schedule with Supervisor Swan for primary and general election City Board Matters • Noticed vacancies, prepared three board appointments, notified and provided info to appointees, updated board handbook and distributed pages • City Clerk prepared agenda, attended/recorded three CRA meetings within Council Meetings • City Clerk prepared agenda, attended/recorded one BOA meeting within Council Meetings. • Records Clerk prepared agenda, attended/recorded one Veterans Advisory Committee meeting • Records Clerk published all scanned City board packets to City website and Laserfiche and provided to press and Council • Four CRA advertisements placed with TCPalm Cemetery Matters • Certificates of Interment Rights issued for 20 locations for a total of $23,000. • Scanned all cemetery records as sold or amended for permanent retention Personnel/Educational Matters • Records Clerk attended two project management meetings • Records Clerk listened to MCCI video training for the Laserfiche update • City Clerk and Records Clerk attended Laserfiche training March 28 Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments • Records Clerk wrote an article for the Pelican News.