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HomeMy WebLinkAbout1st quarter performance City Clerk’s Office Performance 1st Quarter Fiscal Year 2023/2024 Performance Report October, November December Legislative Support Matters City Clerk prepared agenda, attended/recorded three Regular City Council meetings Completed follow up of approved Council matters – contracts, letters, e-mails, scanned to LF and indexed One ordinance was adopted by Council Eight resolutions were adopted by Council Two proclamations were prepared Three certificates of achievement were prepared Provided monthly Cit y calendars and revisions to Council, city staff and press Placed one special assessment newspaper ad (4x) 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 Received and filed campaign treasurer’s reports Conducted ____ Canvassing Board meetings Administered oath to three Council Members Updated and distributed regional committee member information to respective committee staff City Board Matters Noticed vacancies, prepared one board appointment, updated Board Handbook and distributed pages City Clerk prepared agenda, attended/recorded one CRA meeting within Council Meeting City Clerk prepared agenda, attended/recorded one BOA meeting within Council Meeting Records Specialist published all scanned City board packets to City website and Laserfiche and provided to press and Council Coordinated board/committee meeting minutes between staff and technical writer City Clerk placed one CRA advertisement Dissolved Centennial Task Force to start planning activities for the event City Clerk and Records Specialist assisted with the Centennial magazine articles and photo layout Cemetery Matters Certificates of Interment Rights issued for 14 locations for a total of $32,700. 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 City Clerk and Records Specialist attended Historical Park Family Sign Unveiling Personnel/Educational Matters Records Specialist attended three Project Management meetings City Clerk and Records Specialist reviewed 30 applications for the Deputy City Clerk position, interviews to be scheduled for January Community Matters Responded to or forwarded CITYSEB emails to appropriate departments Records Specialist volunteered for the Halloween Costume Contest Event City Clerk attended Indian River County City Clerks’ Networking Luncheon