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HomeMy WebLinkAbout1st quarter performance 2004 City Clerks’ Office Performance First Quarter Fiscal Year 2003/2004 October, November and December 2003 Submitted by: Sally A. Maio, CMC City Clerk and Deputy City Clerk, Jeanette Williams; Administrative Secretary, Ann Rousseau and Records Management Specialist, Donna Cyr Date: January 8, 2004 Legislative Support Matters Records Management Program  Laserfiche Imaging upgrade presentation to staff by Donny Barstow, Municipal Code Corporation– purchased e-mail plug-in software to allow automatic electronic e-mail of imaged documents Election Matters  Election Matters – December 10, 2003 agenda – Mayor’s proclamation calling 3/9/04 election – resolution adopted  Two individuals pre-qualified for 3/9/04 election City Board Matters  Deputy City Clerk coordinating with City Attorney on implementation of board orientation program – setting up individual interviews with City Attorney and appointees  Ran bi-annual advertisement for all board members as required by Code of Ordinances Cemetery Matters Community Matters  Registered City Team for American Cancer Society Relay for Life Scheduled for May 2004  City Clerk Serving as Vice-Chair North County Relay for Life Committee  Student Government Day - prepared goody bags for all students - prepared and mailed copies of half hour event tape to participating schools  Assisted with Santa Sail-In at Yacht Club Personnel/Educational Matters  City Clerk attended Florida Association of City Clerks Career Development Institute – Master Municipal Clerk Program in October  Jennifer Maxwell resigned her position as Records Management Specialist effective 11/7/03 and New Records Management Specialist Donna Cyr started 10/27/03  Records Management Specialist attended two-day Records Seminar in Safety Harbor – 11/19/03 and 11/20/03  Deputy City Clerk and Records Management Specialist attended one-day Laserfiche seminar - December QUARTERLY REPORT OCTOBER, NOVEMBER, DECEMBER 2003 CITY COUNCIL MEETINGS, ORDINANCES AND RESOLUTIONS Regular Meetings: 4 Special Meetings: 1 Workshops: 0 Board of Adjustment 0 CRA Meeting: 1 Forums: 0 Total Meetings: 6 Hours Met: 16.50 Ordinances Adopted: 3 Resolutions Adopted: 13 Council Meeting Packets: 5 Legal/Display Ads 4 Code Supplements Distributed 0 Board Appointments Administered 2 Certified Mail Notices 16 Records Management Specialist Quarterly Report October, November and December 2003 Number of Bags Shredded / Recycled = 12 bags Equaling Number of Trees Saved = 6 Number of Minutes Scanned = 18 Number of Agenda Packets Scanned = 5 City Manager Newsletters Scanned = 9 Resolutions Scanned = 13 Ordinances Scanned = 3 MONTH GARAGE SALE PERMITS OCTOBER 68 NOVEMBER 89 DECEMBER 55 TOTALS 212 QUARTERLY REPORT OCTOBER, NOVEMBER, DECEMBER 2003 SEE CEMETERY REPORT UNDER SEPARATE COVER AND IN PDF FORMAT Financial Report.pdf