HomeMy WebLinkAbout1996 04 22 Informational Item D
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COMMISSION AGENDA
ADD-ON
REGULAR
CONSENT
INFORMATIONAL X
ITEM D
April 22. 1996
Meeting
MGR i? wrl IDEPT "A.;J..
Authorization
REQUEST: City Clerk updating City Commission on City Clerk's Strategic Planning
Workshop which was held on April 19, 1996.
PURPOSE: To inform the City Commission of the City Clerk's Strategic Planning Workshop
which was held on April 19, 1996, to help the City Clerk in developing strategies
for increasing the efficiency and effectiveness of the operations of the City Clerk's
office.
CONSIDERA TIONS:
The City Manager has challenged the City Clerk to develop the best and most
technologically advanced Clerk's office and Records Management System in the
State within five years and encouraged the Clerk to reach out to other Clerks in
the State for assistance in developing a plan for accomplishing this goal.
On March 25, 1996, staff provided the Commission with an informational item
advising the Commission of a Strategic Palnning Workshop for the Clerk's Office
scheduled for April 19, 1996.
In attendance at the Workshop were: Grace Chewing, City Clerk for the City of
Orlando; Gerri Zambri, City Clerk for the City of Long wood; Cindy Bonham, City
Clerk for the City of Oviedo; Marsha Stiller, Clerk of Court for Martin County
who is a member of the Florida Supreme Court Records Retention and Access
Sub-Committees; Steve Lewis, Consultant, from the Florida Data Bank, Inc., and
Mr. Lewis' guest, Jim Dowling.
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The workshop was a great success. Everyone reported they learned a great deal.
ISSUE ANALYSIS:
The issue is to help the City Clerk find the best and most effective way of planning
the records management for the City of Winter Springs and the best technical
system that is available in order for the City of Winter Springs to have the most
technologically advanced Clerk's office and records management system in the
State.
From the Information gained at this meeting, we have been able to establish a clear
direction involving the following steps:
Management Support
Strategic Plan
Inventory
Implementation/Training
Disposal of Retention
Schedule Process and Disposal
Off-Site Storage
Microfilm and Imaging
Establish an Agency Wide Filing System
Institute a Vital Records Retention Program
Develop and Implement Document Standards
Data Process Recovery Plan
At the next Commission Meeting staffwill be providing the Commission with a
three year plan to bring the City Clerk's Office into compliance with current law
and modern practice of records management with the assistance of a consultant.
RECOMMENDA nON: None at this time
IMPLEMENT A TION SCHEDULE:
ATTACHMENTS:
1) Prior Commission item
2) Meeting outline
COMMISSION ACTION:
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COMMISSION AGENDA
ADD ON
ITEM I
REGULAR
CONSENT
INFORMATIONAL X
March 25. 1996
Meeting
MGRIf tV."">>/. fDEPT~.;tI.'
Authorization
REQUEST: City Clerk advising the Commission of the City Clerk's Strategic Plann_ing
Workshop being organized for the Clerk's office.
PURPOSE: The purpose of this informational item is to make the Commission aware of the
City Clerk's Strategic Planning Workshop planned for April 19, 1996.
CONSIDERA nONS:
The City Manager has challenged my office to become the best and most
technologically advanced municipal records management organization in the State
within 5 years.
The purpose of the meeting is to share ideas with Clerks who have developed
good records management systems that can be used to develop a plan of action for
reaching this goal.
This workshop will be very much like the very successful workshop we had on
Information Systems last month that resulted in us developing a clear direction and
consensus for development of an information management system in the City.
As with the Information System Workshop, there is no cost for this workshop
other than the reimbursement of millage for the participants and lunch.
FUNDING: The cost for this workshop should be less than $500.00 and will be charged to the
City Clerk's budget, line code 1210-54800 - Promotional Expense.
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IMPLEMENTATION SCHEDULE:
Following the workshop I will compile a 5 year plan. The plan will be submitted
to the Commission as an informational item after approval by the City Manager.
RECOMMENDATION:
The Commission accept this informational item and provide any comments the
Commission deems appropriate.
ATTACHMENTS:
1. Letter to be sent out to the workshop participants.
2. Copy of the Workshop Agenda.
COMMISSION ACTION: -
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DRAFT
March 22, 1996
Dear
Thank you for agreeing to participate in the City of Winter Springs City Clerk Strategic Planning
Workshop scheduled for April 19, 1996.
A Copy of the agenda is attached for your review.
As discussed the purpose of this workshop is to assist me in developing strategies for increasing
the efficiency and effectiveness of the operations of the City Clerk's office in Winter Springs.
I was recently appointed to the position of City Clerk in January of 1995 upon the retirement of
the pervious Clerk. I had served in the position of Deputy Clerk for approximately two years
prior to the appointment. The Clerk's functions in Winter Springs encompasses the management
and disposition of all municipal records.
On January 22, 1996 Winter Springs appointed a new City Manager to fill the vacancy of the
City's retiring City Manager. The new Manager has challenged me to develop the best and most
technologically advanced Clerk's office and Records Management System in the State within five
years, and encouraged me to reach out to other Clerks in the State for assistance in developing my
plan for accomplishing this goal.
I am excited about this challenge, and I intend to accomplish this goal for the City and my own
sense of professional excellence.
I am looking forward to the opportunity of sharing with you about our profession on April 19,
1996. ~
If I can provide you with any additional information, please contact me at your convenience.
Sincerely,
Margo M. Hopkins,
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III.
IV.
v.
VII.
VIII.
IX.
City Clerk's Strategy Workshop
April 19, 1996
10:00 a.m.
I.
Opening
A. Introduction
B. Purpose
II.
Overview of Office
A. Responsibilities
B. Resources
C. Challenges
Tour of City Hall
*
LUNCH BREAK (11 :30 - J :00)
Discussion on Records Management
A. Retention
B. Setting up a Management Program
C. Retrieval
D. Off Site Storage
E. Security
Discussion on Professional Development and Technical Assistance
A. Professional Associations
B. Training Programs
C. Consultants
D. Awards of Excellence
Discussion on new and Emerging Technologies
Relationship with City Manager/Commission
Recommendations