Loading...
HomeMy WebLinkAbout4th quarter performance 2004 City Clerks' Office Performance 4th Quarter Fiscal Year 2003/2004 July, August and September 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: October 1, 2004 LeQislative Support Matters . Prepared agenda packets and minutes for 6 Regular City Council meetings, 4 Special City Council Meetings, 1 Council workshop, and 1 CRA workshop and 1 CRA meeting, 1 Board of Adjustment - attended meetings for a total of 22 hrs. . 6 Ordinances Adopted . 14 Resolutions Adopted . 1 Proclamation presented . Distributed 1 Code of Ordinances supplement to Council, staff and parties on mailing list . 2 Final plats recorded . 1 Easement vacation recorded . 0 Deeds of easement recorded (Louisiana Avenue deeds recorded by City Manager's office) . Placed 8 Council agendas in the Press Journal Records ManaQement ProQram . Provided access to all e-mail public records in accordance with Press Journal public records request - MIS worked with all departments to establish procedures to move e-mail public records to public folders for access in City Clerks office computer . Records Management Specialist met with departments to determine record types for the establishment of a comprehensive records schedule for the City . City Clerk attended Laserfiche Imaging seminar sponsored by Municipal Code Corporation for presentation of new software and user training with MIS staff - August 5, 2004 . 4 boxes of records that reached retention & 17 bags of duplicate and OSA records destroyed by Shred-It - 7 trees saved . Scanned into Laserfiche - 16 sets of minutes, 13 agenda packets, 10 City Manager newsletters & "The Pelican Brief", 14 resolutions, 6 ordinances, 53 cemetery lot certificates and supporting documents . Wrapped and boxed all vital City records for Hurricanes Frances and Jeanne Election Matters . Provided space to Supervisor of Elections in City Clerks office for fifteen day early voting state law requirement prior to the August primary . Prepared ordinance for City Attorney review for code amendment to repeal requirement for board members to resign ten days prior to beginning of qualifying - Council adopted ordinance 0-04-16 on 9/15/04 City Board Matters . Filled 6 vacancies and conducted orientation for 1 new board members Cemetery Matters · 20 Deeds issued for a total of $22,175.00 Community Matters . Administrative Secretary created new resident brochure . 119 Garage Sale permits issued . Created 1 certificate of appreciation for citizen and plaque for Lions Club (4th of July) . Assisted FEMA in the distribution of tarps for citizens' roofs and fielded citizens' hurricane related phone calls Personnel/Educational Matters . City Clerk and Deputy City Clerk attended in-house training for ADA/FMLA laws