HomeMy WebLinkAbout3rd quarter performance 2007
City Clerks’ Office Performance
Third Quarter Fiscal Year 2006/2007
April, May and June 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: July 16, 2007
Legislative Support Matters
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Prepared agenda packets and minutes for 6 Regular City Council meetings; 3 City Council workshops, 2 Special
meetings, and 2 CRA meetings – attended meetings for a total of 34.75 hrs.
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4 Ordinances Adopted
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17 Resolutions Adopted
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Coordinated with recipients for preparation and presentation of 11 proclamations and certificates
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Placed 7 Council agendas in the Press Journal
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Placed 3 legal notice in Press Journal
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Deputy City Clerk administered one code/charter supplement
Records Management Program
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Responded to 100 public records requests
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45 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed
by Shred-It -14 trees saved
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Scanned into Laserfiche 33 sets of minutes, 22 agenda packets, 13 Resolutions, 6 Ordinances, 24agreements
and 92 Cemetery files – 21other documents
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167 Building Permit Folders with Plans scanned by the Building Dept. were imported, reviewed and verified by
RPM
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City Clerk and Records Program Manager awarded $500 scholarship from MCCi for records related training
Election Matters
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Received all termination reports and posted 2007 election file on City website
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Prepared November 2008 election packet and posted it on City website
City Board Matters
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Filled 11 board vacancies
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Deputy City Clerk recorded 3 Environmental Advisory Committee meetings
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Records Program Manager recorded 5Tree Advisory Board meetings
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Prepared 2 Champion Tree Certificates
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Prepared 3 Certificates of Appreciation for Mayor presentation
Cemetery Matters
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16 Certificates of Interment Rights for 23 locations issued for a total of $16,825.00.
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Drafted cemetery rate increase resolution and ordinance amending cemetery code relative to rates for first
reading in June
Community Matters
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City Clerk swore in one police officer
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City Clerk participated on North County Relay for Life Committee and Event in April
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City Clerk and Records Program Manager participated with other City staff in conducting one hour class
“Leadership Indian River County” for IRC and Sebastian Chamber of Commerce in Council Chambers in June
Personnel/Educational Matters
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City Clerk and Deputy City Clerk hosted two FACC 2007 Hospitality Committee meetings in April and May
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Records Program Manager attended three day FRMA conference in May
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City Clerk and Deputy City Clerk hosted IIMC/FACC one-day seminar at City Hall in May (Deputy attended class)
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City Clerk and Deputy City Clerk attended FACC three day conference in Palm Beach Gardens in June
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City Clerk along with 3 other City Clerks gave class at FACC conference on various City policies and procedures
manuals
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Deputy City Clerk attending computer enrichment classes
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City Clerk appointed Chairman of FACC Resolutions Committee
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Deputy City Clerk appointed member of FACC Legislative Committee