HomeMy WebLinkAbout2008 09 08 Regular 603 City Clerk Performance ReviewCOMMISSION AGENDA
ITEM 603
September 8, 2008
Regular Meeting
REQUEST:
Informational
Consent
Public Hearings
Regular X
1~--./~
Mgr. / 'Dept.
Authorization
The City Clerk requests the City Commission consider requested
information regarding the current Performance Review for the City Clerk
due September 27, 2008.
PURPOSE:
The City Commission is requested to consider the information in this
Agenda Item relative to the 2008 Performance Review for the City Clerk.
CONSIDERATIONS:
On Monday, August 25, 2008, the City Clerk was asked to provide the
City Commission with information they requested. Please note the
following Motion from that Meeting:
"I WOULD LIKE TO MAKE A MOTION THAT WE ASK
ANDREA (LORENZO-LUACES) TO PRODUCE A ONE (1) PAGE
LIST OF HER ACCOMPLISHMENTS DURING THE YEAR AND
ALSO PROVIDE US WITH A LIST OF SALARIES OF
COMPARABLE POSITIONS IN ADJOINING COMMUNITIES
AND REPORT THAT BACK FOR ACTION AT THE NEXT
COMMISSION MEETING." MOTION BY DEPUTY MAYOR
GILMORE.
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING -SEPTEMBER 8, 2008
REGULAR AGENDA ITEM "603"
PAGES 2 OF 3
MAYOR BUSH ASKED ABOUT GOALS. DEPUTY MAYOR
GILMORE ADDED, "THAT WE INCLUDE HER GOALS FOR
NEXT YEAR." SECONDED BY COMMISSIONER BROWN.
DISCUSSION.
DEPUTY MAYOR GILMORE THEN REMARKED, "WE ARE
AFTER HER ACCOMPLISHMENTS FOR THE YEAR. WE ARE
NOT AFTER HOW MANY TIMES SHE WAS LATE OR EARLY
IN ARRIVAL OR HOW MANY NIGHTS SHE WORKED - I WANT
TO KNOW WHAT SHE DID -NOT JUST HER, IT IS WHAT THE
DEPARTMENT DID. THEY PRODUICED RECORDS, THEY
SATISIFIED STUFF, THEY PRODUCED MINUTES -ALL OF
THAT."
DEPUTY MAYOR GILMORE THEN SUGGESTED, "LET'S SAY
TWO (2) PAGES."
MAYOR BUSH ASKED, "ANDREA (LORENZO-LUACES), CAN
YOU DO THIS ON ONE (1) PAGE?" COMMISSIONER
McGINNIS ADDED, "NO MORE THAN FIVE (5)." CITY CLERK
LORENZO-LUACES REMARKED, "I CAN DO THAT ON A
COUPLE OF PAGES - BRIEF AND THEN IF YOU WANT
FURTHER EXPLANATION, I CAN ELABORATE." MAYOR
BUSH THEN SAID, "THAT WOULD BE FINE."
COMMISSIONER McGINNIS ADDED, "THAT IS FINE."
COMMISSIONER MILLER NOTED, "I THOUGHT I
UNDERSTOOD COMMISSIONER GILMORE TO KIND OF
INDICATE THAT THE FUTURE WOULD BE NOT ONLY - IT
WOULD BE -SHORT, MEDIUM, AND LONG TERM BECAUSE
SOME OF THESE THINGS LIKE RECORDS..."
COMMISSIONER McGINNIS ADDED, "...THEY ARE ON-
GOING..." COMMISSIONER MILLER CONTINUED, "...IT IS
GOING TO GO ON FOR FOUR (4) OR FIVE (5) YEARS OR
LONGER AND CATCHING UP ON SOME OF THESE AREAS
THAT SHE HAS BEEN TRYING TO CATCH UP ON." DEPUTY
MAYOR GILMORE NOTED, "THAT IS A GOOD POINT."
DEPUTY MAYOR GILMORE ADDED, "HER GOALS WOULD BE
SHORT TERM, LONG TERM, MEDIUM TERM."
MAYOR BUSH NOTED, "WE ONLY -BUDGET ONE (1) YEAR IN
ADVANCE."
COMMISSIONER KREBS THEN SUGGESTED, "WOULD THE
COMMISSION ACCEPT THE FACT THAT - IF SHE JUST
COPIED FROM THAT PREVIOUS -THAT THEY MET THOSE -
ATTACHMENT, WHATEVER THAT SHE HAD PROVIDED US."
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING -SEPTEMBER 8, 2008
REGULAR AGENDA ITEM "603"
PAGES 3 OF 3
MAYOR BUSH ASKED CITY CLERK LORENZO-LUACES, "IS IT
SOMETHING THAT YOU FEEL YOU CAN ACCOMPLISH, IN
WHAT THE COMMISSION IS ASKING FOR?" CITY CLERK
LORENZO-LUACES STATED, "I CAN DO THAT IN SAY TWO
(2) TO THREE (3) PAGES, IS THAT OKAY?"
COMMISSIONER KREBS REMARKED, "I DON'T NEED TO SEE
THE TWO (2) TO THREE (3) PAGES, I JUST NEED YOU TO SAY
THAT YOU ACCOMPLISHED THOSE GOALS - THOSE
OBJECTIVES THAT YOU HAD GIVEN TO US." CITY CLERK
LORENZO-LUACES ADDED, "AND I WILL BE GLAD TO BRING
THAT BACK."
DEPUTY MAYOR GILMORE NOTED, "WHAT I AM HUNTING
FOR ARE -BULLET ITEMS, NOT A FULL EXPLANATION OF
WHAT YOU DID. BULLETS." MAYOR BUSH STATED, "NEXT
MEETING." CITY CLERK LORENZO-LUACES COMMENTED,
"I WILL GET IT DONE THEN."
VOTE:
DEPUTY MAYOR GILMORE: AYE
COMMISSIONER KREBS: AYE
COMMISSIONER BROWN: AYE
COMMISSIONER MILLER: AYE
COMMISSIONER McGINNIS: AYE
MOTION CARRIED.
The anniversary date for City Clerk Andrea Lorenzo-Luaces is September
27cn
FUNDING:
To possibly be discussed.
ATTACHMENTS:
A. Performance Criteria from 2007-2008/Goals
B. Salary Survey
RECOMMENDATION:
The City Commission is requested to decide how they wish to consider the
information they have received from the City Clerk, relative to the City
Clerk's Annual Performance Review.
COMMISSION ACTION:
Attachment "A"
City Clerk Andrea Lorenzo-Luaces
Performance/Accomplishments For 2007-2008
September 8, 2008 -Regular Agenda Item °603"
The following information covers the period from September 15, 2007 through September 2, 2008:
Charter Officer/Manager:
^ 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 4 and am responsible for the supervision and
management of these 4 individuals
Notices/Coordination Of City Commission Meetings:
^ 94 Agendas (including Amended/Revised/Cancelled) were posted (in coordination with the City
Manager and Staffj [FS 286.011 & Charter 4.10.]
^ Minutes were taken and transcribed for 45 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]
^ 145 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 Quorum Status
Notices/Coordination Of Advisory Board And Committee Meetings:
^ 93 Agendas (including Amended/Revised/Cancelled) were posted [FS 286.011]
^ Minutes were taken and transcribed for 43 official sets of Minutes with many proofs and then submitted
for approval [FS 119]
^ 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 extensively regarding Quorum Status for 7 Boards/Committees
Administration:
^ Provided extensive amounts 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
^ Updated the Code of Ordinances which has been done 3 times during this time period and also updated
Code Supplement Books 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
Public Records Requests:
^ 190 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]
^ 185 miscellaneous Information Requests were reviewed for Exemptions, (a very time intensive task for
each request) [FS 119]
Attachment "A"
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 to work with the Information Services Department supporting the
LaserFiche Imaging System Project
^ Implemented 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) [FS 119]
Election/Qualifying:
^ 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
^ Studied all 10 Florida Statutes Elections Chapters along with our Charter and the City Code, for
compliance and developed applicable forms for the 2008 Qualifying Period [Code -Sec. 2-95.]
^ Consulted with the City Attorney's office on numerous occasions regarding legal aspects of Qualifying
Special Events:
^ Coordinated all details related to the Board and Committee Appreciation Brunch scheduled for
Saturday, September 6, 2008, including the submittal of a Certification of Appreciation for the City
Commission to approve
Completed* Special Proiects:
^ Log of Outstanding Agended Original Documents was brought fully up-to-date which involved
scanning original documents into LaserFiche; then electronically linking them to respective Agenda
Items; and then they were filed appropriately
^ *Original City Contracts were verified; research was completed; Contracts on file were scanned into
LaserFiche* (*This project has been partially completed)
^ A District Map Project which had been partially finished was completed. Using the latest logs of City
streets, each street was verified against the latest District Map by one staff member, and then re-verified
by another staff member. This will hopefully be added to our Website and placed in the lobby
^ City Proclamations were scanned and filed, bringing these records up to date
^ All paper copies of Ordinances (or historical references) from 1959 to the present (approximately
1100) were verified against what had already been scanned into LaserFiche; changes were made where
applicable; unrelated information was re-filed; and a spreadsheet was created for each Ordinance book
which included keywords related to identifying each Ordinance, dates of Readings, number of pages,
number of exhibits attached, and if a legal advertisement was attached. These spreadsheets can be used
as a key to better assist users looking for a specific Ordinance
^ All paper copies of Resolutions (or historical references) from 1959 to the present (approximately
1370) were verified against what had already been scanned into LaserFiche; changes were made where
applicable; unrelated information was re-filed; and a spreadsheet was created for each Resolution book
which included keywords related to identifying each Resolution, dates of Readings, number of pages,
number of exhibits attached, and if a legal advertisement was attached. These spreadsheets can be used
as a key to better assist users looking for a specific Resolution
^ An electronic Search, followed by a page-by-page Search of approximately 15 years worth of City
Commission Minutes was done to see if the City Commission ever directed that bid documents should
be attached to Minutes, as years of Minutes included Bid Documents and other miscellaneous papers**
(**This was needed before we could do the following projects)
^ All paper copies of the City Commission Agendas/Minutes from 1959 to the present were verified
against what had already been originally scanned into LaserFiche, changes were made where applicable,
numerous unrelated documents which had been originally scanned with the Minutes were removed and
were re-filed in more appropriate locations
^ All paper copies of all of the City's Boards/Committees Agendas/Minutes from inception to the
present were verified against what had already been originally scanned into LaserFiche, changes were
made where applicable, numerous unrelated documents which had been originally scanned with the
Minutes were removed and were re-filed in more appropriate locations, and the historical paper copies
were then housed in more user-friendly binders for safekeeping
Attachment "A"
Professional Development:
1 have been very proactive in upgrading my skill base and have spent a considerable amount of personal time on
this effort:
^ From last year through June of this year, I completed my second consecutive term as the Central East
District Director for the Florida Association of City Clerks (FACC)
^ From July 2"d of this year, I began serving 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-notch classes for all of our 550+ members.
Our Committee works closely with the Florida Institute of Government]
^ Currently hold the designation of "Certified Municipal Clerk". In June of this year, I submitted an
application and documentation for consideration to be designated a Master Municipal Clerk through the
International Institute of Municipal Clerks (IIMC) and the Florida Association of City Clerks (FACC).
^ In November 2007, I completed the Leadership Seminole program and graduated
^ Also in 2007, I greatly assisted with the 2007 Leadership Seminole Jingle Bell SK Run
^ Approved in 2008 by the City Commission to work on the 2008 Jingle Bell SK Run (similar to last year)
and I am Chairing this effort
City Clerk Andrea Lorenzo-Luaces
Goals
September 8, 2008 -Regular Agenda Item ~~603"
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 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 Records
13) Review old Election documents and file accordingly
14) Have Frank Kruppenbacher's 40 boxes of City documents reviewed and then filed/disposed
15) Update Log/Spreadsheet of Bids/RFP's and related information
Long-Term Goals:
16) Research history of City Commission Members and Boards/Committees Members
17) Preserve City history
CITY OF WINTER SPRINGS, FLORIDA
OFFICE OF THE CITY CLERK
2008 CITY CLERK SALARY SURVEY
GU
°~, Years Of Master
Seminole Experience Number Certified Municipal
County Charter As City College Of Municipal Clerk -
~ Cities Population Officer Works For... Clerk Degree Staff Clerk -CMC MMC Other Different Duties Salary
Altamonte
Springs 43,000 Yes City Commission 24 No
Casselberry 25,013 No City Manager 3 Months No
Lake Mary 14,288 Yes City Manager 23 No
Longwood 14,000 Yes City Commission 6 M.B.A.
Oviedo 32,855 Yes City Commission 8 No
Sanford 53,099 Yes* City Commission* 19* No*
Winter
Springs 34,000 Yes City Commission 9 B.A.
6 Yes No Business Taxes $70,500
1 Yes No $58,850
Business Taxes; Imaging
2 No No Program $78,562
5 Yes No Cemetery; Imaging Program $61,800
3 Yes No Tags/Licenses $59,078
3* Yes* No* * $78,221
Submitted
3/1 Yes Paperwork Imaging Program $76,862
*Several attempts to verify this information were made by this Office, but we received no response on the marked items
Revised 09/03/08