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HomeMy WebLinkAbout4th quarter performance 2010 City Clerks’ Office Performance Fourth Quarter Fiscal Year 2009/2010 July, August and September 2010 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: October 11, 2010 Legislative Support Matters  Prepared agenda packets and minutes for six Regular City Council meetings, one Special Council meeting, one Council workshop, three CRA meetings, and one Board of Adjustment meeting – attended 12 meetings for 21.5 hrs.  Twenty resolutions were adopted  Two ordinances adopted, one passed on first reading and transmitted to DCA by Growth Mgmt. Dept.  Recorded four official documents w/Clerk of Court  Five proclamations prepared and presented  Placed five courtesy meeting ads in the Press Journal  Placed three legal notices in Press Journal  Provided monthly City calendars and revisions to Council, city staff and press  Provided monthly regional and county board meeting calendars to Council  Coordinated attendance of clergy for Council meeting invocations  Coordinated travel arrangements and reimbursements for FLC Annual Conference in Hollywood, FL  Distributed two code book supplements Records Management Program  Responded to 89 public records requests  25 boxes of records that reached retention or were scanned & 17bags of duplicate and OSA records destroyed by Shred-It Recycling – 13 trees saved  Scanned into Laserfiche – 22 sets of minutes, 38 agenda packets, 19 Resolutions, 3 Ordinances, 32 agreements and 97 Cemetery files - 30 other documents  120 Building Contractor Files and Permit Folders with Plans scanned by the Building Dept. Election Matters rd  Six candidates completed qualification for November election by September 3 deadline  Submitted election assessment check to State of Florida  All Candidate and PAC G1 reports timely submitted City Board Matters  Filled four board vacancies  RPM attended and recorded three Natural Resources Board meetings Cemetery Matters  Certificates of Interment Rights issued for 15 locations for a total of $15,400.00 Community/Staff Matters  Responded to 54 e-mails to the General City of Sebastian e-mail address or forwarded to appropriate departments for response  RPM prepared analysis of City Lessee insurance policy requirements for CM  RPM participated in Spoil Island IR1 Clean Up on 7/24 & 9/18 with NRB Personnel/Educational Matters  Deputy City Clerk named Employee of the Quarter on August 11– official presentation of MMC plaque by Mayor  Swore in two new Police Officers