HomeMy WebLinkAbout4th quarter performance 2008
City Clerks’ Office Performance
Fourth Quarter Fiscal Year 2007/2008
July, August, September 2008
Submitted by: Sally A. Maio, MMC
City Clerk
and
Deputy City Clerk, Jeanette Williams; Records Program Manager, and Donna Cyr
Date: October 2008
Legislative Support Matters
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Prepared agenda packets and minutes for six regular City Council meetings, one City Council
workshop, three special meetings, one Board of Adjustment meeting, three CRA meetings – attended
meetings for a total of 36.25 hrs.
st
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Two ordinance adopted, three passed on 1 reading
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12 resolutions adopted
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Coordinated with recipients for preparation and presentation of one proclamation
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Placed 11Council agendas in the Press Journal
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Placed two legal notices in Press Journal
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Provided monthly calendars and revisions for Council and city staff
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Distributed two code supplements
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Recorded two final plats
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Prepared travel reimbursements for three members to FLC Annual Conference
Records Management Program
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Responded to 94 public records requests
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11 boxes of records that reached retention or were scanned & 18 bags of duplicate and OSA records
destroyed by Shred-It - 11 trees saved
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30 boxes (1500 lbs) taken to the dump to be destroyed because of mold damage
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Scanned into Laserfiche 16 sets of minutes, 26 agenda packets, 11 Resolutions, 3 Ordinances, 6
agreements and 226 Cemetery files – 35 other documents
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147 Building Permit Folders with Plans scanned by the Building Dept. were imported, reviewed and
verified by RPM
Election Matters
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City Council called election by Resolution in July
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Two legal ads placed in accordance with FS in August
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Nine candidates fully qualified for November election – One committee filed
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Election assessment sent to State of Florida
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Ballot sent to Supervisor of Elections
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Candidate and committee files scanned into Laserfiche for City website
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Q1 and G1 reports filed by candidates and committee
City Board Matters
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Filled 9 board vacancies
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Conducted 8 board member orientations
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Records Program Manager recorded 3 Natural Resources Board meetings
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Prepared 2 Certificates of Appreciation for ex-board members for presentation
Interdepartmental Matters
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Deputy recorded Collier Creek bulkhead bid ranking meeting
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Clerk prepared and advertised twice for City auction
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Swore in one new Police Officer
Cemetery Matters
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11 Certificates of Interment Rights for 14 locations issued for a total of $ 23,200.00
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Upgraded Pontem Cemetery Software with assist of MIS and received training
Community Matters
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Records Program Manager conducted records training for police department
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Organized and provided refreshments for on-site ISBA meeting July 23
Personnel/Educational Matters
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Records Program Manager conducted records training for police department
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Deputy attended one day in house training with Indian River State Community College, Aug. 12