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HomeMy WebLinkAbout1st quarter performance 2019City Clerk’s Office Performance 1st Quarter Fiscal Year 2019 Performance Report October, November December Legislative Support Matters • City Clerk prepared agenda, attended/recorded three Regular City Council meetings • Records Clerk attended one Regular City Council meeting • Completed follow up of approved Council matters – contracts, letters, e-mails, scanned to LF and indexed • Three resolutions adopted by Council • One ordinance passed on first reading • Three proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, city staff and press • Three advertisements placed with TCPalm • Coordinated attendance of clergy for Council meeting invocations • Notified regional boards of Council membership Records Management Program • Responded to 25 public records requests • 118 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor • Eight boxes of Personnel Files and two boxes of Capital Improvement Projects were imported into Laserfiche for permanent and long term records • Transferred and documented three bid records and five Finance boxes for storage • Documented and destroyed three months of customer complaint electronic records • Prepared four payment and performance bonds for release Election Matters • Three candidates submitted M9, G1, G2, G3 treasurers reports; provided to press as requested • Administered oath for two Council Members • Coordinated Early Voting with Supervisor of Elections City Board Matters • Noticed vacancies, prepared seven 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 • Prepared one certificate of appreciation for outgoing board member Cemetery Matters • Certificates of Interment Rights issued for 18 locations for a total of $27,600. • Scanned all cemetery records as sold or amended for permanent retention Personnel/Educational Matters • Records Clerk attended three project management meetings • Records Clerk attended four meetings for the Events Committee • Administered oath to four Police Officers • City Clerk attended three Strategic Planning Sessions Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments • City Clerk volunteered for the Pack a Thon at the TC Food Bank