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HomeMy WebLinkAbout4th quarter performance 2005 City Clerks' Office Performance Fourth Quarter Fiscal Year 2004/2005 July, August and September 2005 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr; and Administrative Secretary, Ann Rousseau Date: October 7,2005 LeQislative Support Matters . Prepared agenda packets and minutes for 6 Regular City Council meetings, 4 Special City Council Meetings, 2 Board of Adjustment Meetings, 1 CRA meeting and 1 City Council Workshop - attended meetings for a total of 30 hrs . 5 Ordinances Adopted, 1 passed on first reading . 12 Resolutions Adopted . Coordinated with recipients for preparation and presentation of 5 proclamations . Distributed 1 Code of Ordinances supplement to Council, staff and parties on mailing list . 3 Final plats recorded . 1 annexation recorded . Placed 8 Council agendas display ads in the Press Journal . Placed 3 legal notices in Press Journal . Coordinated Council Travel to FLC Conference in August & submitted 5 travel reimbursement requests . Coordinated Council Travel to IEMO in August & submitted t2wo travel reimbursement requests Records ManaQement ProQram . 42 public records requests . 4 boxes of records that reached retention & 20 bags of duplicate and OSA records destroyed by Shred-It 12 trees saved . Scanned into Laserfiche 45 sets of minutes, 11 agenda packets, 15 Resolutions, 3 Ordinances, 19 Agreements. (368 Incident Reports were scanned by the PD that were reviewed & verified) . New records filing system completed by Records Program Manager . Input of old cemetery records into cemetery database completed by Administrative Secretary . Volunteers working with staff to review indexed records - resolutions, ordinances, and cemetery files Election Matters . Completed 2006 Candidate Handbook for March 14, 2006 general election for distribution . Pre-qualified 2 Council Candidates . City Council approved early voting in City Hall for March election to be provided by IRC Supervisor of Elections City Board Matters . Deputy City Clerk prepared brochure for placement in public places requesting board members . Filled 8 vacancies and conducted 3 orientations . Deputy City Clerk recorded 3 Environmental Advisory Committee meetings . Records Program Manager recorded 4 Tree Advisory Board meetings . Prepared 5 Certificates of Appreciation for Mayor presentation Cemetery Matters . 22 Certificates of Interment Rights for 31 locations issued for a total of $25,350.00. Community Matters . Administrative Secretary responded to 11 public e-mail inquiries . Deputy City Clerk swore in 2 police officers . City Clerk coordinated multi-member committee for City Holiday parade and received Council approval for event Personnel/Educational Matters . City Clerk appointed FACC Mentoring Committee Chairperson . Deputy City Clerk appointed to FACC Legislative Committee . City Clerk attended FACC Board Meeting and Seminar on August 18 at Florida League of Cities Conference . City Clerk nominated FLC City Clerk of Year Award by City Council