HomeMy WebLinkAbout2009 09 28 Regular 603 Performance Review For The City ClerkCOMMISSION AGENDA
ITEM 603
Informational
Consent
Public Hearings
Regular X
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Mgr. / t.
September 28, 2009
Regular Meeting
REQUEST:
Authorization
The City Clerk requests the City Commission consider requested information
regarding the Performance Review for the City Clerk which is due September 27, 2009
(for the performance period from September 28, 2008 -September 27, 2009).
PURPOSE:
The City Commission is requested to consider the information in this Agenda Item
relative to the 2009 Performance Review for the City Clerk due September 27, 2009
(for the period from September 28, 2008 -September 27, 2009).
CONSIDERATIONS:
The following is an excerpt from the August 24, 2009 City Commission Meeting
Minutes related to this topic:
REGULAR
605. Office Of The City Clerk
Requests The City Commission's Direction Regarding The Upcoming
Performance Review For The City Clerk For Fiscal Year 2008-2009, As
Requested By The City Commission At A Previous Meeting.
City Clerk Lorenzo-Luaces briefly introduced this Agenda Item for discussion.
Deputy Mayor Krebs noted for the Record, "This possible raise is for this past year,
not next year; and it already has been budgeted."
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING -SEPTEMBER 28, 2009
REGULAR AGENDA ITEM "603"
PAGES 2 OF 2
FUNDING:
ATTACHMENTS:
With further comments, Commissioner Bonner said to City Clerk Lorenzo-Luaces, "In
the one pager that you are preparing, if you could squeeze in there, these were the
Goals and these were the Outcomes, that would satisfy me."
Mayor Bush inquired, "What direction do you want to give Andrea (Lorenzo-Luaces)
here? Do you want to see the one (1) page?"
"I AGREE WITH MR. BONNER. I WOULD LIKE TO SEE -JUST THE
GOALS FROM LAST YEAR AND WHAT THE OUTCOMES WERE."
MOTION BY COMMISSIONER BROWN. SECONDED BY
COMMISSIONER BONNER. DISCUSSION.
VOTE:
COMMISSIONER McGINNIS: AYE
DEPUTY MAYOR KREBS: AYE
COMMISSIONER HOVEY: AYE
COMMISSIONER BROWN: AYE
COMMISSIONER BONNER: AYE
MOTION CARRIED.
Note: Although a one page document of Goals/Outcomes was requested, and is
provided under Attachment "A"; I would respectfully ask that you understand why I
am also submitting Attachment "B" (which is a similar document that was provided to
the City Commission last year) which briefly outlines for the most part what work my
Office does on a daily basis and which primarily is required by law to be completed;
and between the required workload and my (reduced) staffing this Fiscal Year,
Attachment "B" should help explain more about daily workload requirements and
what can realistically be completed.
The anniversary date for the City Clerk is September 27.
To possibly be discussed.
A: "Goals/Outcomes" (Outcomes shown in percentages after each Goal)
B: "Performance/Accomplishments For Fiscal Year 2008-2009"
RECOMMENDATION:
The City Commission is requested to review this Agenda Item, relative to the City
Clerk's Annual Performance Review for the period from September 28, 2008 -
September 27, 2009 and decide how they wish to proceed.
COMMISSION ACTION:
City Clerk Andrea Lorenzo-Luaces
Goals/Outcomes
September 28, 2009 -Regular Agenda Item "603"
Attachment "A"
The following numbered items are from last year's Performance Review:
Short-Term Goals:
1) Revise Advisory Board and Committee Orientation Book
2) Continue personal development program on Records Management
3) Coordinate further training of Department staff related to Records Management
4) Offer further training on Records Management to City Staff
5) Continue development of Departmental Policies and Procedures Manual related to
Office of the City Clerk duties
6) Update City Clerk's Department Reference Manual
7) Update City Commission Directives Master Log with input from City Staff
8) Continue development program for storage of historical records and coordinate
with City Staff
9) Review Department job descriptions
10) Continue cross-training of Department Staff
Medium-Term Goals:
11) Complete Performance Standards for Department staff
12) Continue development of Records Disaster Plan for City Records
13) Review old Election documents and file accordingly
14) Have Frank Kruppenbacller's 40 remaining boxes of City documents reviewed
and then filed/disposed as applicable
15) Update Log/Spreadsheet of Bids/RFP's and related information
0% Completed
20% Completed
20% Completed
20% Completed
20% Completed
100% Completed but needs to
be again updated
New log as of 1/12/2009 -
70% Completed
1 % Completed
0% Completed
Cannot accurately calculate a
percentage due to staffing
changes
30% Completed
0% Completed
0% Completed
I S% Completed
65% Completed
Long-Term Goals:
16) Research history of City Commission Members and Boards/Committees Members 0% Completed
17) I~'ese~e Re-situate City history 1% Completed
The following numbered items are new additional items for this list that I would also like to work towards completing
during the next Fiscal Year:
Short-Term Goals:
* Complete a timeline as to which tasks need to be completed based upon when they
are expected
* Revise City Commission Policies and Procedures Booklets for all seats on dais
Medium-Term Goals:
* Review all boxes of documents in the main Storage Room
* Review all boxes/file cabinets of documents in the Records Vault
City Clerk Andrea Lorenzo-Luaces
Performance/Accomplishments For Fiscal Year 2008-2009
September 28, 2009 -Regular Agenda Item "603"
Attachment "B"
The following information covers the period from September 28, 2008 through September 21, 2009:
Charter Officer/Mana~er:
^ Responsible for the day-to-day operations of the Office of the City Clerk [Charter 4.10.]
^ Am a Department Manager with a current staff of 2* (day-to-day) and am responsible for the
supervision and management of these 2* individuals.
*Please note that from September 28, 2008 until April 6, 2009 I had a staff of 2 full-time individuals
(not including another staff member who spends most of her time on Records Management work for the
City's Imaging Program) and 1 full-time temporary individual who primarily and specifically worked
on Special Projects. And, although this staff member was hired to work on Special Projects, due to
workload requirements, I had to have her assist with incoming telephone calls and spend some time
each day on some daily departmental tasks, including checking for Exemptions on the voluminous
quantities of records that needed reviewing.
Then from April 6, 2009 until mid-August of 2009, I had a staff of 1 full-time individual (not including
the staff member who spends most of her time on Records Management work for the City's Imaging
Program) so the individual hired to assist with Special Projects had to take on more daily tasks and did
approximately 45% of all of the checking for Exemptions; therefore, much less time from April 2009
until mid August was spent on Special Projects due to a reduced Staffing situation.
Notices/Coordination Of City Commission Meetings:
^ 54 Agendas (including Amended/Revised/Cancelled) were posted (in coordination with the City
Manager and Staff) [FS 286.011 & Charter 4.10.]
^ Minutes were taken and transcribed for 46 official sets of Minutes with many proofs and then submitted
for Approval (which included a Draft version for the City Manager's Staff Meeting) [FS 119]
^ 201 Agendas/Notices for other events/meetings (that 2 or more Members were attending) were posted
^ Meetings were set-up/Administrative support was provided/Applicable Agenda packets were
coordinated and reviewed for Exemptions (a very time intensive for each task) [FS 119]
^ Corresponded verbally or in writing with the Mayor and City Commission on numerous occasions
regarding general administrative information and Quorum Status
Notices/Coordination Of Advisory Board And Committee Meetings:
^ 81 Agendas (including Amended/Revised/Cancelled) were posted [FS 286.011]
^ Minutes were taken and transcribed for 50 official sets of Minutes with many proofs and then submitted
for approval [FS 119]
^ Meetings were set-up/Administrative support was provided/Agenda Packets were coordinated and
reviewed for Exemptions, (a very time intensive for each task) [FS 119]
^ Corresponded verbally or in writing extensively regarding Quorum Status for 7 Boards/Committees
Public Records Requests:
^ 145 (approximately) Public Records Requests have been completed, (which involved working with
other Departments and often included numerous follow-up contacts; verbal and written correspondence;
and locating requested documents) in compliance with requirements and guidelines set forth in the
Florida Statutes and reviewed for Exemptions, (a very time intensive task for each request) [FS 119]
^ 1200 (approximately) miscellaneous information/Agenda Items/Requests for information including
every page of every Agenda Item that went before the City Commission and any of the City's 7
Advisory Boards/Committees -were also reviewed for Exemptions, (a very time intensive task for each
task) [FS 119]
CITY CLERK ANDREA LORENZO-LUACES
PERFORMANCE/ACCOMPLISHMENTS FOR FISCAL YEAR 2008-2009
SEPTEMBER 28, 2009 -REGULAR AGENDA ITEM "603"
ATTACHMENT "B"
PAGE 2 OF 3
Administration:
^ Provided extensive a-nounts of administrative support for Mayor Bush and the City Commission
^ Issued, tracked, and executed Ordinances and Resolutions [Code -Sec. 2-81.]
^ Submitted documentation related to monthly salaries and expense reimbursements for the City
Commission and Advisory Board/Committee Members [Code -Sec. 2-41.]
^ Tracked all Advisory Board/Committee Appointments, Attendance, related correspondence, wrote
applicable Agenda Items and Resolutions of Appreciation [Code -Sec. 2-42.]
^ Tracked City Contracts (a very labor intensive task)
^ Updated the Code of Ordinances with 2 Supplements during this time period and also updated Code
Supplement Books including those kept on the dais
^ Homeowner's Association Log was updated via email/written correspondence with applicable
information logged onto the current master log
^ Provided research to the City Commission and City Manager as requested
^ Assisted the City Manager with requests for administrative assistance
^ Provided a wide range of public information services as requested
^ Trained Office of the City Clerk Staff on a as needed basis; and am providing intense training for new
employee who started on August 10, 2009
Records Management Program:
^ Responsible for all aspects of the City's Records Management Program including training, applications,
maintenance, retention, preservation, and disposal of records [FS 257.36]
• 1 staff Member is dedicated/funded to work with the Information Services Department supporting the
LaserFiche Imaging System Project
^ Continued to implement the use of a "Confidentiality Form" with all Departments and redacted all
related Exemptions on all applicable documents, (a very time intensive task for each request and is also
listed above in the previous second entry under "Public Records Requests") [FS 119]
Election:
^ The City Clerk is the designated Elections Official/Filing Officer for City Elections [Code -Sec. 2-81.]
^ Performed all mandated functions under Florida Statutes, and also the City's Charter related to the
November 2008 Election
^ Studied all related Florida Statutes Elections Chapters along with our Charter and the City Code, for
compliance and developed applicable forms for the 2008 Election [Code -Sec. 2-95.]
^ Consulted with the City Attorney's office on numerous occasions regarding legal aspects for the 2008
Election
Special Events:
^ Coordinated numerous details related to the 2008 Inauguration Ceremony
^ Coordinated numerous details for the City Manager's Welcome Reception held Tuesday, June 30, 2009
^ Coordinated numerous details related to the Board and Committee Appreciation Reception/Dinner held
Friday, September 11, 2009, including Certification of Appreciations for all Board and Committee
Members to receive
Special Projects:
^ Log of Outstanding Agended Original Documents was worked on which involved scanning original
documents into LaserFiche; then electronically linking them to respective Agenda Items if applicable;
and then filed appropriately
^ Original City Contracts are being verified; and some research has been completed; with Contracts on
file scanned into LaserFiche (this project is still being worked on)
^ Most City Proclamations were scanned and filed, bringing these records up to date
CITY CLERK ANDREA LORENZO-LUACES
PERFORMANCE/ACCOMPLISHMENTS FOR FISCAL YEAR 2008-2009
SEPTEMBER 28, 2009 -REGULAR AGENDA ITEM "603"
ATTACHMENT "B"
PAGE 3 OF 3
Special Projects: (continued)
^ All Ordinance Number entries and Resolution Number entries in LaserFiche had a brief description
added for easier reference (this involved weeks of work to complete)
^ 30 cubic feet of City Bids and RFP Documents on file in our storage area were scanned (second part of
this project still needs to be completed)
^ All City Commission and all Advisory Board and Committee audio tapes that we have on file were
inventoried for tracking and much easier access (this involved several weeks of work to complete)
Professional Development:
1 have continued to be very proactive in upgrading my skill base and have spent a considerable amount of
personal time on this effort:
^ Was awarded the designation of "Master Municipal Clerk" in October of 2008, through the International
Institute of Municipal Clerks (IIMC) and the Florida Association of City Clerks (FACC)
^ From last year through June of this year, I served as the Co-Chair of the Professional Education
Committee for the Florida Association of City Clerks (FACC). [This Committee is probably our
Association's most important Committee as we are responsible for providing top-quality classes for all
of our 550+ members. Our Committee also works closely with the Florida Institute of Government]
^ From early July of this year, I began serving as a Member of the Professional Education Committee for
the Florida Association of City Clerks (FACC).
^ Am assisting with the 3`d Annual 2009 Jingle Bell SK Run for BoysTown of Central Florida