Loading...
HomeMy WebLinkAbout3rd quarter performance 2018City Clerk’s Office Performance 3rd Quarter Fiscal Year 2018 Performance Report April, May, June Legislative Support Matters • City Clerk prepared agenda, attended/recorded five Regular City Council meetings, one workshop, one special meeting and one public hearing for stormwater • Completed follow up of approved Council matters – contracts, letters, emails, scanned to LF and indexed • Three resolutions adopted by Council • Four ordinances passed on first reading; one adopted by Council • Twelve proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, City staff and press • Four advertisements placed with TCPalm • Coordinated attendance of clergy for Council meeting invocations • Arrange travel reimbursements for two mem bers attending Advanced IEMO class • Arranged retirement gift for City Manager from Council • Prepared draft Council and City Clerk FY18/19 budgets • Swore in one new Police Officer • Assisted with City Manager interview process Records Management Program • Responded to 30 public records requests • 213 cubic feet of paper records met retention along with duplicate and OSA records were destroyed by shredding vendor • Seven Stormwater Department boxes, one box of Community Development, two boxes of Environmental Cleanup, two boxes of Capital Improvements, one box of Annexation and Purchase Orders were imported into Laserfiche for permanent retention • Transferred and documented three bid records and 20 Finance boxes for storage • Documented and destroyed three months of customer complaint electronic records Election Matters • Prequalified one candidate for November 6, 2018 Election City Board Matters • Noticed vacancies, prepared four board appointments, notified and provided info to appointees, updated board handbook and distributed pages • City Clerk prepared agenda, attended/recorded one CRA meetings within a Council Meeting • 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 • Coordinated the taking and transcription of board minutes with technical writer Cemetery Matters • Certificates of Interment Rights issued for 14 locations for a total of $25,900. • Scanned all cemetery records as sold or amended for permanent retention Personnel/Educational Matters • Records Clerk attended four project management meetings • Records Clerk attended two events committee meetings. • City Clerk attended one day of FACC 2018 Summer Conference – June 12 • Records Clerk attended Florida League of Cities Social Media for Municipal Use Conference – June 19 • Records Clerk attended 2018 Growth Management Planning Officials Training Conference - June 7 • City Clerk and Records Clerk renewed CJIS certification • City Clerk and Records Clerk attended S.A.F.E. Women Basic Awareness & Defense Class Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments • Records Clerk had an article published in the Pelican News • City Clerk and Records Clerk assisted with planning and serving lunch for City Manager’s retirement • City Clerk assisted with Earth Day Event and Memorial Field Ceremony • City Clerk and Records Clerk attended one hurricane preparation meeting