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HomeMy WebLinkAbout4th quarter performanceCity Clerk's Office Performance 4th Quarter Fiscal Year 2021/2022 Performance Report July, August, September Legislative Support Matters • City Clerk prepared agenda, attended/recorded four Regular City Council meetings, one special meeting • Completed follow up of approved Council matters — contracts, letters, e-mails, scanned to LF and indexed • Ten resolutions adopted by Council • Eight proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, City staff and press • Two documents recorded with Clerk of Court • Prepared travel for two legislative conference attendees Records Management Program • Responded to 37 public records requests • 94 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor • Continued scanning and organizing maps & surveys into Laserfiche for permanent or long term record storage • Purchased plastic storage bins to store information in the vault for permanent storage • Continued to re -organize permanent file boxes and update the list of location in Laserfiche and vault Election Matters • Qualified seven candidates for 2022 Election • Prepared 2022 election ballot • Processed relevant campaign treasurer's reports • Notified candidates of logic & accuracy testing of the voting equipment • Coordinated Early Voting in Council Chambers for Primary Election Citv Board Matters • City Clerk attended four Centennial Celebration Task Force meetings • Records Specialist prepared agenda, attended and recorded three Centennial Celebration Task Force meetings • Noticed vacancies, prepared six board appointments, notified and provided info to appointees, updated board handbook and distributed pages • Records Specialist published all scanned City board agenda packets to City website, Facebook, Laserfiche and also provided to press and Council • Published one newspaper notice of FY22/23 CRA meetings • Coordinated board/committee meeting minutes between staff and technical writer Cemetery Matters • Certificates of Interment Rights issued for 28 locations for a total of $53,500.00 • Scanned all cemetery records as sold or amended for permanent retention Records Specialist updated the Rules and Regulations to comply with 0-22-01 regulation changes & adjusted the Rate Sheet to comply with R-22-19 rate increase Personnel/Educational Matters • Records Specialist attended three project management meetings • City Clerk and Records Specialist attended active shooter training • City Clerk and Records Specialist attended an election webinar • Records Specialist enrolled to be a member of the Florida Association of City Clerks Communitv Matters • Responded to or forwarded CITYSEB emails to appropriate departments • Coordinated with FDOT staff the meeting location for the Resurfacing of US 1 project