HomeMy WebLinkAbout3rd quarter performance 2004
City Clerks' Office Performance
3rd Quarter Fiscal Year 2003/2004
April, May and June 2004
Submitted by: Sally A. Maio, CMC
City Clerk
and
Deputy City Clerk, Jeanette Williams; Administrative Secretary, Ann Rousseau and
Records Management Specialist, Donna Cyr
Date: July 1,2004
LeQislative Support Matters
. Coordinated with Indian River County Executive Assistant to Board of Commissioners on
schedule for joint meeting 4/20/04 at Richardson Center
. Coordinated travel for Councilmember Heptinstall to IEMO and all members to FLC Annual
Conference
. Prepared agenda packets and minutes for 6 Regular City Council meetings, 2 Special City
Council Meetings, 1 Board of Adjustment meeting, and 0 CRA meetings - attended meetings for
a total of 33 hrs.
. 11 Ordinances Adopted
. 12 Resolutions Adopted
. 11 Proclamations prepared
. Distributed 0 Code of Ordinances supplements to Council, staff and parties on mailing list
. 2 Final plats recorded
. 3 Easement vacations recorded
. 0 Deeds of easement recorded
Records ManaQement ProQram
. New E-Mail and Internet Use Policy, Electronic Records Policy and Procedures added to City
Records Management Policies and Procedures Manual and training provided to all City
Employees with E-Mail Access with assistance of Human Resources, MIS and City Attorney on
5/17/04 and 5/18/04
. All imaged documents downloaded to DVD and stored off-site for additional security
. 3 boxes of records that reached retention & 19 bags of duplicate and OSA records destroyed by
Shred-It - 16 trees saved
. Scanned into Laserfiche - 18 sets of minutes, 9 agenda packets, 31 City Manager newsletters &
"The Pelican Brief", 12 resolutions, 13 ordinances, 57 cemetery lot certificates and supporting
documents
Election Matters
. Invoice for 2004 election paid - notified of 2005 billing at $2 per registered voter
City Board Matters
. Administered appointments and conducted orientations for 14 new board members
. Presented 5 certificates to outgoing members
Cemetery Matters
. 17 deeds issued for a total of $11 ,375.00
Community Matters
. Participated in Relay for Life 2004 Event - May 7 & 8, 2004
. 206 Garage Sale Permits issued
. Created 3 certificates of appreciation for citizens
Personnel/Educational Matters
. City Clerk completed last two of four supervisory skills courses at UCF Florida Institute of
Government in Orlando - 4/5/04 and 4/12/04
. Records Management Specialist attended FRMA Annual Conference 5/5/04 - 5/7/04
. City Clerk and Deputy City Clerk attended FACC Annual Conference 6/13/04 - 6/16/04