HomeMy WebLinkAbout2nd quarter performance 2003
City Clerk's Office Performance
Second Quarter Fiscal Year 2002/2003
January, February and March 2003
Submitted by: Sally A. Maio, CMC
City Clerk
and
Deputy City Clerk, Jeanette Williams; Administrative Secretary, Ann Rousseau and
Records Management Specialist, Jennifer Maxwell
Date: April 3, 2003
Personnel/Educational Matters
. City Clerk - Florida Institute of Government Management Class - Palm Beach Community College -
January
. Staff completed and distributed new Clerks Office Procedures Manual to City Council and Charter
Officers in March
Cemetery Files
. Cemetery records moved to new fire resistant cabinet in vault and record cleanup on-going - old
cemetery index cards replaced with new triplicate index cards
Records Management Program
. Records Specialist set up new vault filing system and index - color coding for bids, grants, agreements
. 89.35 cubic feet of documents reaching retention destroyed by Shred-It Recycling - received
certification that 23 trees have been saved this year by recycling program
. 95% of files exported from Shell imaging system to Laserfiche imaging system and Laserfiche viewer
software installed on computers in all departments by MIS for viewing scanned documents
Election Matters
. No election of candidates due to three unopposed candidates - successful certification of solid waste
assessment issue results and swearing in of three new City Council members on 3/17/03
Channel 25 Powerpoint Presentation/Meeting Broadcasts and City Website
. Submitted all new Clerk information and City Council info/photos/bios for new website to MIS - this
category now under MIS
Administrative Matters
. Deputy City Clerk assisted with administration of successful Louisiana Ave. Community Development
Block Grant
. Paperless agenda packet process began with 3/26/03 agenda packet - master scanned for distribution
to all department heads via the city's network - packets will be copied to CD for Press Journal and
Today paper
. Deputy City Clerk updated financial disclosure list on Commission on Ethics website for first time
Community Matters
. Three City Clerk staff members involved in ACS Relay for Life fund raisers - volunteered their time to
work the weekend of March 28th and 29th for Spring Fling dance and skateboard competition
. Provided articles for City Manager's Pelican Brief