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HomeMy WebLinkAbout3rd quarter performance 2010City Clerks' Office Performance Third Quarter Fiscal Year2009:2010 April, May and June 2010 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams: Records Program Manager, Donna Cyr Date: July 10, 2010 Legislative Support Matters Prepared agenda packets and minutes forfive Regular City Council meetings, two Special Council meetings, two Council workshops, one CRA workshop, four CRA meetings, and two Board of Adjustment meetings attended 16 meetingsfor 22.25 hrs. City Clerk attended and recorded Mayors' Meeting in Chambers April 6 City Clerk submitted 2011 Legislative Budget Coordinated paperless agenda workshop for Council direction Ten resolutions were adopted Two ordinances were adopted Recorded two official documents w /Clerk of Court Coordinated with recipients for preparation and presentation of 11 proclamations Placed four courtesy meeting ads in the Press Journal Placed one legal notice in Press Journal Provided monthly City calendars and revisions to Corncil, city staff and press Provided three monthly regional and county board meeting calendars to Council Coordinated attendance of clergyfor six Council meeting invocations Records Management Program Responded to 80 public records requests 14 boxes of records that reached retention or were scanned 14 bags of duplicate and OSA records destroyed by Shred -It Recycling 13 trees saved Scanned into Laserfiche 23 sets of minutes, 35 agenda packets, 10 Resolutions, 2 Ordinances, 7 agreements and 109 Cemetery files —41 other documents Building Contractor Files and Permit Folders with Plans scanned by the Building Dept. Setup and started the process of securely scanning personnel files into Laserfiche Election Matters Pre- Qualified one candidate for November election One PAC report submitted City Board Matters Filled three board vacancies Prepared two Certificates of Appreciation for presentation to board members by Mayor RPM attended and recorded four Natural Resources Board meetings Placed bi- annual board recruitment ad per Code City Clerk attended and recorded June 14 Citizens Budget Review Advisory Board Cemetery Matters Certificates of Interment Rights issued for 14 locations for a total of $18,100.00 Community Matters Responded to 65 e-mails to the General City of Sebastian e-mail address or forwarded to appropriate departments for response RPM participated in preparation for Earth Day celebration in April RPM participated in Spoil Island IR1 Clean Up on May 8th with NRB Deputy City Clerk attended and recorded Engineering Department's street improvement pre -bid meeting PersonnellEducational Matters Staff participated in MCCI Webinar LaserficheArchives —April 16 Deputy Clerk received IIMC Master Municipal Clerk certification Deputy Clerk attended FACC Mini Academy April 31? Staff participated in E -Mails as Public Records Seminar May 2t