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HomeMy WebLinkAbout4th quarter performance 2018City Clerk’s Office Performance 4th Quarter Fiscal Year 2018 Performance Report July, August, September Legislative Support Matters • City Clerk prepared agenda, attended/recorded four Regular City Council meetings, one workshop, one special and two budget meetings • Completed follow up of approved Council matters – contracts, letters, emails, scanned to LF and indexed • Twenty resolutions adopted by Council and one adopted by the CRA • Six ordinances adopted by Council • Six proclamations prepared for presentation by the Mayor • Provided monthly City calendars and revisions to Council, City staff and press • Six advertisements placed with TCPalm • Coordinated attendance of clergy for Council meeting invocations • Prepared travel reimbursements for FLC attendees • Swore in one new Police Officer Records Management Program • Responded to 40 public records requests • 231 cubic feet of paper records met retention along with duplicate and OSA records were destroyed by shredding vendor • Four boxes of Personnel files, five boxes of Capital Improvements and Purchase Orders were imported into Laserfiche for permanent retention • Transferred and documented four bid records for storage • Documented and destroyed three months of customer complaint electronic records Election Matters • Qualified three candidates for November 6, 2018 Election • Posted Supervisor Swan’s elections slides on Channel 25 • Coordinated Early Voting in Chambers 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 two CRA and two BOA meetings within Council Meetings • 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 • Revised Code to allow retired contractors to serve on Construction Board Cemetery Matters • Certificates of Interment Rights issued for seven locations for a total of $13,000. • Scanned all cemetery records as sold or amended for permanent retention Personnel/Educational Matters • Records Clerk attended three project management meetings • Records Clerk attended three events committee meetings. • Records Clerk completed FEMA Courses 100 200 700 & 800 • City Clerk completed FEMA Courses 100 200 & 700 Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments • City Clerk volunteered at First Responders Cook-Off • City Clerk attended the 911 ceremony • City Clerk & Records Clerk assisted with the remodel of the Council Chambers • Assisted by advertising and setting up for the Opioid Summit