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HomeMy WebLinkAbout3rd quarter performance 2012 City Clerks’ Office Performance Third Quarter Fiscal Year 2011/2012 April, May and June 2012 Submitted by: Sally A. Maio, MMC City Clerk and Deputy City Clerk, Jeanette Williams; Records Program Manager, Donna Cyr Date: July 18, 2012 Legislative Support Matters • Prepared agenda packets and minutes for six Regular City Council meetings, and one Council workshop – Clerk and Deputy attended meetings for total of 12.75 hrs. • Five ordinances adopted • Six resolutions adopted • Staff coordinated with recipients for preparation and presentation of 11 proclamations • Deputy Clerk placed three legal notices in Press Journal • Clerk provided monthly City calendars and revisions to Council, city staff and press • Deputy Clerk provided monthly regional and county board meeting calendars to Council • Deputy Clerk prepared travel for four Council members to attend FLC Annual Conference • Deputy Clerk coordinated attendance of clergy for Council meeting invocations • Clerk participated in bank note closing • Clerk arranged and recorded Indian River County Mayors’ Meeting in Sebastian on May 7 • Clerk prepared and submitted draft Clerk and Legislative budgets for FY 13 • Clerk received and coordinated all incoming Council emails for forwarding and retention Records Management Program • RPM responded to 50 public records requests • 52 boxes of records that reached retention or were scanned & 16 bags of duplicate and OSA records destroyed by Shred-It Recycling - 19 trees saved • Scanned into Laserfiche - 23 sets of minutes, 13 agenda packets, 6 Resolutions, 5 Ordinance, 4 agreements and 145 Cemetery files – 38 other files/documents • 516 Building Contractor Files and Permit Folders with Plans scanned by the Building Dept. Election Matters • Clerk coordinated with SOE to arrange upcoming early voting in Council Chambers rather than schoolhouse based on anticipated turnout • Q1 Quarterly report filed by PAC in April Board Matters • City Clerk prepared agendas/notices, and provided secretarial services for TCCLG meetings and outreach to FL and US legislators representing the Treasure Coast counties • Deputy Clerk attended and recorded three TCCLG meetings and prepared minutes • Deputy Clerk filled seven board vacancies • Deputy Clerk prepared one certificate of appreciation for presentation to board member by Mayor • RPM attended and recorded four Natural Resources Board meetings • RPM attended and recorded three Budget Review Advisory Board meeting Cemetery Matters • Certificates of Interment Rights issued for 23 locations for a total of $25,000 Community Matters • Clerk responded to 68 e-mails to the General City of Sebastian e-mail address (Cityseb and Webmaster) and/or forwarded to appropriate departments for response • All notices and legal ads provided on lobby board and meetings noticed on City Hall marquee • Staff assisted with City Hall incoming calls whenever necessary • RPM assisted in coordinating & participated in Earth Day on April 21st • RPM assisted in coordinating & participated in Spoil Island Cleanup on April 28th and recorded minutes • Clerk participated in USPS Food Drive in May Personnel/Educational Matters • Deputy Clerk attended City Sponsored Supervisory Training – April 25th • Clerk and Deputy attended FLC 2012 Legislative Update Webinar – May 24th