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HomeMy WebLinkAbout1st quarter performance City Clerk’s Office Performance 1st Quarter Fiscal Year 2022/2023 Performance Report October, November December Legislative Support Matters City Clerk prepared agenda, attended/recorded three Regular City Council meetings two Special Council meetings Records Specialist attended one Regular City Council meeting Completed follow up of approved Council matters – contracts, letters, e-mails, scanned to LF and indexed Two ordinances were passed on first reading; four were adopted by Council Five resolutions were adopted by Council Two proclamations prepared for presentation by Council Members Provided monthly City calendars and revisions to Council, city staff and press Recorded one document with Clerk of Court Arranged travel for two members to attend the FLC Legislative Conference Arranged travel for one member to attend FLC IEMO Distributed ManCaves annexation notification to relevant parties Placed two newspaper ads in Press Journal Records Management Program Responded to 28 public records requests 104 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor Documents, Maps & Surveys of Airport, Cemetery, Facility Buildings, Golf Course, Land Use, Stormwater, Streets and Working Waterfront and Water & Sewer Franchise Documents were imported into Laserfiche for permanent and long term record Continued to add Maps & Survey to index with its location in the vault as well as in Laserfiche Transferred and documented eight bid records for storage Updated inventory log for two new vehicles Election Matters Coordinated use of City Hall for Early Voting Qualified seven candidates for November 8, 2023 Municipal Election Received and filed campaign treasurer’s reports Prepared and submitted a draft ballot to Supervisor of Elections Leslie Swan Administered oath to two Council Members Updated and distributed regional committee member information to respective committee staff City Board Matters Noticed vacancies, prepared five board appointments, notified and provided info to appointees, updated Board Handbook and distributed pages City Clerk prepared agenda, attended/recorded one CRA meetings within Council Meetings Records Specialist published all scanned City board packets to City website and Laserf iche and provided to press and Council Coordinated board/committee meeting minutes between staff and technical writer City Clerk and Records Specialist attended three Centennial Celebration Task Force meetings Cemetery Matters Certificates of Interment Rights issued for 14 locations for a total of $32,400. Scanned all cemetery records as sold or amended for permanent retention Records Specialist updated cemetery rate sheets in accordance to the rate and ordinance changes Records Specialist met with Funeral Directors to review cemetery rules and regulations Personnel/Educational Matters Records Specialist attended three Project Management meetings City Clerk swore in two new police officers Community Matters Responded to or forwarded CITYSEB emails to appropriate departments Records Specialist volunteered for the Halloween Costume Contest Event City Clerk and Records Specialist attend a ribbon cutting ceremony for the new Public Works Compound.