HomeMy WebLinkAbout2nd quarter performance 2007
City Clerks’ Office Performance
Second Quarter Fiscal Year 2006/2007
January, February and March 2007
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: April 10, 2007
Legislative Support Matters
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Prepared agenda packets and minutes for six Regular City Council meetings; three City Council workshops, two
Special meetings, and two CRA meetings – attended meetings for a total of 32.75 plus Vero meeting hrs.
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Four Ordinances Adopted
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Nine Resolutions Adopted
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Coordinated with recipients for preparation and presentation of four proclamations
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Placed six Council agendas in the Press Journal
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Placed one legal notice in Press Journal
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Placed one display ad in Press Journal
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Deputy City Clerk administered two code supplements with Municipal Code Corporation and distribution to staff
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Recorded two vacations of easement
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Recorded one final plat
Records Management Program
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Responded to 125 public records requests
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30 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed
by Shred-It - 13 trees saved
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Scanned into Laserfiche 32 sets of minutes, 11 agenda packets, 18 Resolutions, 4 Ordinances, 11 Agreements
and 33 Cemetery files – 30 other documents
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271 Building Permit Folders with Plans scanned by the Building Dept. were imported, reviewed and verified by
RPM
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Records Program Manager and Clerk conducted e-mail and retention follow-up training session for City staff in
January
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Clerk and Records Program Manager prepared total revision to Records Program Policies and Procedures and
had it adopted by Council by resolution in March
Election Matters
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Six candidates qualified for office in January
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Wrote election articles for Pelican Brief in January and March
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Published 2 election ad in January and two referendum ads in February
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Assisted Supervisor of Elections with early voting for 15 days February-March
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Assisted with two Candidate Forums in January and March
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Chaired and coordinated Canvassing Board meetings 2/21/07 and 3/13/07
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March 13, 2007 election conducted for three seats and ten charter questions – swearing in 3/19/07
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Conducted orientations for two newly elected officials with City Attorney and City Manager
City Board Matters
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Charter Review Committee formally disbanded and received certificates of appreciation
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Clerk and Deputy recorded two Board of Adjustment Meetings
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Filled two board vacancies and removed two board members for non-attendance
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Deputy City Clerk recorded five Environmental Advisory Committee meetings
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Records Program Manager recorded four Tree Advisory Board meetings
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Prepared 0 Champion Tree Certificates
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Prepared four Certificates of Appreciation for Mayor presentation
Cemetery Matters
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14 Certificates of Interment Rights for 22 locations issued for a total of $13,875.00
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Pelican Brief
Deputy City Clerk wrote article for
Community Matters
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Participated in Step Up Florida in February
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Deputy City Clerk swore in one police officer
Personnel/Educational Matters
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Records Program Manager named Employee of the Quarter
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City Clerk and Records Manager attended IRCC Sunshine Law Seminar in Ft. Pierce in January
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Deputy City Clerk attended FACC seminar in Palm Coast in January in furtherance of MMC certification
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City Clerk and Deputy City Clerk hosted two FACC 2007 Hospitality Committee meetings - January and March
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City Clerk and Records Manager attended IRC Records Seminar in Vero Beach in March
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Records Program Manager attended FACC Records Seminar in Deltona in March