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HomeMy WebLinkAbout3rd quarter performance 2006 City Clerks’ Office Performance Third Quarter Fiscal Year 2005/2006 April, May and June 2006 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: July 3, 2006 Legislative Support Matters ?? Prepared six agenda packets, attended and recorded: Six Regular City Council meetings o Three Special City Council Meetings o Two City Council Workshops o One joint IRC/municipalities meeting in Vero Beach o (total 27 hrs) ?? One ordinance adopted, one passed on first reading, three tabled ?? Seven resolutions adopted ?? Created 6 proclamations for presentation by Mayor ?? Distributed two code of ordinances supplements to Council, staff and parties on mailing list ?? Recorded zero final plats, deeds, and annexations ?? Placed seven Council agenda display ads in the Press Journal ?? Placed one legal notice in Press Journal ?? Coordinated Council Member travel reimbursement to Advanced IEMO and IEMO ?? Coordinated Council travel for Florida League of Cities conference in August ?? Prepared Council budget for FY 2007 Records Management Program ?? 85 public records requests ?? 46 boxes of records that reached retention & 18 bags of duplicate and OSA records destroyed by Shred-It ?? 12 trees saved ?? Scanned into Laserfiche sets 45 of minutes, 14 agenda packets, 8 Resolutions, 1 Ordinances, 18 Agreements. ?? 139 Building Permit Folders & Plans scanned by the Building Dept. (that were reviewed & verified) ?? Training of Building Department staff with plans scanner & Building Permit files Election Matters ?? Received all candidate termination reports, closed out election files and scanned into Laserfiche ?? Submitted Election results article for Pelican Brief ?? Received Council approval to coordinate with Supervisor of Elections for all future early voting and work with City Manager to provide SOE space in renovated Old City Hall building City Board Matters ?? Filled 15 board vacancies ?? Coordinated appointment of 18 member Charter Review Committee in April ?? City Clerk attended and recorded four Charter Review Committee meetings (5.25 hrs) ?? City Clerk attended and recorded two Citizen Advisory Task Force meetings (1.5 hrs) ?? City Clerk and Deputy Clerk attended and recorded one Board of Adjustment meeting – (30 min) ?? City Clerk and Deputy Clerk attended and recorded four Community Redevelopment Agency meetings (2.25 hrs) ?? Deputy City Clerk attended and recorded three Environmental Advisory Committee meetings (7.5 hrs) ?? Deputy City Clerk attended and recorded one Tree Advisory Board meeting (30 min) ?? Records Program Manager attended and recorded two Tree Advisory Board meetings (2.25 hrs) ?? Prepared eleven certificates of appreciation for Mayor presentation ?? Deputy ran bi-annual display ad seeking board/committee members in accordance with code ?? Coordinated travel reimbursement for two board members to FLC Successful Citizen Advisory Board training ?? Records Program Manager participated in organization of Tree Board sponsored Arbor Day celebration Cemetery Matters ?? Certificates of Interment Rights for 17 locations issued for a total of $14,950.00. Community Matters ?? Administrative Secretary responded to 6 public e-mail inquiries. ?? City Clerk swore in two new police officers ?? Participation on North Indian River County Relay for Life City team ?? Ran two new landscape irrigation regulation display ads for residents and article for Pelican Brief Personnel/Educational Matters ?? Records Program Manager attended Florida Records Management Annual Conference in May and began FRMA certification process ?? Deputy City Clerk attended Florida Association of City Clerks Conference in June – working toward MMC certification ?? City Clerk named Chairperson and Deputy Clerk named member of 2007 FACC Conference Hospitality Committee ?? Deputy City Clerk appointed member of FACC Legislative Committee