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HomeMy WebLinkAbout3rd quarter performance 2009 City Clerks’ Office Performance Third Quarter Fiscal Year 2008/2009 April, May and June 2009 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: July 10, 2009 Legislative Support Matters  Prepared agenda packets and minutes for six regular City Council meetings, one Board of Adjustment meeting, and one Special Meeting – attended meetings for 16.25 hrs.  Three ordinances adopted  Ten resolutions adopted  Recorded four official documents w/Clerk of Court  Coordinated with recipients for preparation and presentation of six proclamations  Placed two Council agendas in the Press Journal  Placed three courtesy ads regarding the agenda in the Press Journal  Placed two legal notices in Press Journal  Provided monthly calendars and revisions for Council and city staff  Provided three monthly regional and county board meeting calendars to Council  Prepared travel and reimbursement for four members of Council attending FLC  Coordinated the attendance of six clergy to give the invocation at meetings Records Management Program  Responded to 86 public records requests  26 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred-It - 10 trees saved  Scanned into Laserfiche 14 sets of minutes, 16 agenda packets, 10 Resolutions, 3 Ordinances, 8 agreements and 97 Cemetery files – 12 other documents  150 Building Permit Folders with Plans scanned by the Building Dept. Election Matters  Pre-qualified two candidates for November election City Board Matters  Filled 12 Board vacancies  Prepared four certificates of appreciation for board members  RPM recorded 3 Natural Resources Board meetings  Placed bi-annual ad for boards/committees in accordance with code Cemetery Matters  Certificates of Interment Rights for 23 locations issued for a total of $34,700. Community Matters  Swore in one police officer  Clerk recorded and transcribed one ISBA staff meeting minutes  Responded to and/or forwarded 54 City of Sebastian (addressed to cityseb) website e-mail requests/questions Personnel/Educational Matters