HomeMy WebLinkAbout1st quarter performance 2019 - 2020City Clerk's Office Performance
1st Quarter Fiscal Year 2019/2020
Performance Report
October, November December
Legislative Support Matters
City Clerk prepared agenda, attended/recorded four Regular City Council meetings and one Executive
Session
Records Clerk attended one Regular City Council meeting
Completed follow up of approved Council matters — contracts, letters, e-mails, scanned to LF and indexed
Four resolutions adopted by Council
One proclamation prepared for presentation by Mayor
Provided monthly City calendars and revisions to Council, city staff and press
One advertisement placed with TCPalm
Coordinated attendance of clergy for Council meeting invocations
Notified regional boards of Council membership
Travel arrangements for one Council Member to IEMO
Recorded two documents with the Clerk of Court
Records Management Proqram
Responded to 59 public records requests
120 cubic feet of paper records met retention along with duplicate and OSA records destroyed by
shredding vendor
Ten boxes of Personnel Files and two boxes of Airport Capital Improvement Projects were imported into
Laserfiche for permanent and long term record.
Transferred and documented seven bid records for storage
Prepared three payment and performance bonds for release
Election Matters
Six candidates submitted M9, G1, G2, G3 treasurer's reports; provided to press as requested
Administered oath to three Council Members
City Clerk and Records Clerk witnessed logic and accuracy of voting machines
City Clerk and Records Clerk canvassed the Sebastian Election (two meetings)
City Clerk and Records Clerk witnessed manual recount
Provided orientation materials to three Council Members
Updated and distributed regional committee member information to respective committee staff
Citv 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 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
Sent holiday appreciation gift to all board members
Coordinated board/committee meeting minutes between staff and technical writer
Cemetery Matters
Certificates of Interment Rights issued for 18 locations for a total of $22,200.
Scanned all cemetery records as sold or amended for permanent retention
Personnel/Educational Matters
City Clerk and Records Clerk attended three project management meetings
City Clerk and Records Clerk attended one meeting for the Strategic Planning Project
Administered oath to two Police Officers
Communitv Matters
Responded to or forwarded CITYSEB emails to appropriate departments
Records Clerk volunteered for the Halloween Costume Contest Event