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HomeMy WebLinkAbout2007 04 23 Consent 205 Resolution 2007-21 Recognition of Municipal Clerks Week COMMISSION AGENDA ITEM 205 Informational Consent X Public Hearings Regular April 23. 2007 Regular Meeting ~~ Mgr. / . ept. Authorization REQUEST: The City Clerk requesting the City Commission to approve Resolution 2007-21 in recognition of Municipal Clerks Week, April 29 through May 5, 2007, and the valuable contribution Municipal Clerk's and their Staffs provide to Municipal Officials in the performance of their duties in Winter Springs and other cities throughout the State of Florida. PURPOSE: This agenda item is needed for the City Commission to approve Resolution Number 2007-21 in recognition of Municipal Clerks Week, April 29 through May 5, 2007, and to recognize the valuable contribution the Clerk's and their Staffs provide to Municipal Officials in the performance of their duties in Winter Springs and other cities throughout the State of Florida. CONSIDERA TIONS: Annually, many municipalities across the world support their City Clerk with a Proclamation in honor of their Municipal Clerk. For the first time, I am asking that the attached Resolution be approved in support of what the Office of the City Clerk does for the City. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - APRIL 23, 2007 CONSENT AGENDA ITEM 205 PAGE20F2 I have also included as back-up documentation a list of some of the duties and responsibilities that I and my staff handle for this City. RECOMMENDATION: It is recommended that the City Commission to approve Resolution Number 2007-21 as provided herein. ATTACHMENTS: A. City of Winter Springs' Resolution 2007-21. B. Duties and Responsibilities. COMMISSION ACTION: ATTACHMENT "A" RESOLUTION NUMBER 2007-21 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA RECOGNIZING APRIL 29 THROUGH MAY 5, 2007 AS MUNICIPAL CLERKS WEEK. WHEREAS, the Office of the Municipal Clerk, a time honored and vital part of local government exists throughout the world; and WHEREAS, the Office of the Municipal Clerk IS the oldest among public servants; and WHEREAS, the Office of the Municipal Clerk provides the professional link between the citizens, the local governing bodies and agencies of government at other levels; and WHEREAS, Municipal Clerks have pledged to be ever mindful of their neutrality and impartiality, rendering equal service to all; and WHEREAS, the Municipal Clerk serves as the information center on functions of local government and community; and WHEREAS, Municipal Clerks continually strive to improve the administration of the affairs of the Office of the Municipal Clerk through participation in education programs, seminars, workshops and the annual meetings of their State, Province, County and International Professional organizations; and WHEREAS, it is most appropriate that we recognize the accomplishments of the Office of the Municipal Clerk. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA, AS FOLLOWS: SECTION I - That we recognize the week of April 29 through May 5, 2007, as Municipal Clerks Week; AND SECTION II - And that we further extend our sincere appreciation to our Municipal Clerk, Andrea Lorenzo-Luaces, CMC, and her staff, Joan Brown, Deputy City Clerk; Danielle Harker, Assistant to the City Clerk; and Carol Lallathin, Assistant to the City Clerk; and to all Municipal Clerks for the vital services they perform, and their exemplary dedication to the communities they represent. ~ ~ re-cI =cI C) t;3 '==' ADOPTED by the City Commission of the City of Winter Springs, Florida, in a Regular Meeting assembled on the _ day of April, 2007. ATTEST: ~~~~II,~aYor ANDREA LORENZO-LUACES, City Clerk Approved as to legal form and sufficiency for The City of Winter Springs, Florida only: ANTHONY A. GARGANESE, City Attorney City of Winter Springs, Florida Resolution Number 2007-21 Page 2 of2 ATTACHMENT "B " CITY OF WINTER SPRINGS, FLORIDA OFFICE OF THE CITY CLERK DUTIES AND RESPONSIBILITIES The Following Is A Listing Of Duties And Responsibilities That The City Clerk And/Or Staff Is Responsible For On A Day- To-Day Basis: Public Records: 1. Coordinate And Complete Public Records Requests, According To Florida Statutes And The City's Public Records Policy. This Involves Working With Other Departments And Often Includes Numerous Follow-Up Contacts, Verbal And Written Correspondence; And Locating Requested Documents 2. Upon Request, Duplicate City Documents Held By The City Clerk Which Include: · Portions Of The Code Book (Including Complete Code Books) · Contracts · Agendas · Agenda Packets · Minutes · Audio Tapes Of Meetings 3. Provide For Individuals To Come In And Review And/Or Research City Records. (This Often Involves Hours Out Of Our Offices, As Our Public Records Policy Stipulates That Such Consultations Must Be Done In A City Conference Room) 4. Provide City Information Upon Request To: · Other Department Staff Members · Individuals · Attorneys · Other Agencies 5. Provide Certified Copies Of Documents Upon Request To: · City Commission · City Attorney · Other Department Staff Members · Individuals · Attorneys · Other Agencies · Code Enforcement Bureau 6. Record Documents With Seminole County 7. Maintain Records Of City Vehicle Titles 8. Maintain Performance Bonds And Similar Documents Until Needed CITY OF WINTER SPRINGS, FLORIDA OFFICE OF THE CITY CLERK DUTIES AND RESPONSIBILITIES PAGE 2 OF 8 9. Maintain Security For Documents For Many City Departments In Our Vault. (When A Staff Member Needs That Document, We Must Assist Them With Access To The Vault And Their Secured Documents) Recordation Of City Documents: 1. Record Applicable Documents With Such Agencies As: · Seminole County · Clerk Of The Court · Secretary Of State · Other Agencies, As Applicable OrdinancesIResolutions: 1. Keep Accurate Log Of Previous And Present Ordinances 2. Keep Accurate Log Of Previous And Present Resolutions 3. Issue "Log" Numbers When Applicable 4. Record Ordinances And Resolutions, As Applicable 5. Forward Copies To Other Individuals/Departments As Approved, For Their Files Code Of Ordinances: 1. Distribute Copies Of Particular Sections Of The Code Book, When Other Departments Advise Citizens To Contact Us For This Information 2. Keep Updated Supplements On The Dais Of The Code Of Ordinances For The City Commission And Advisory Board And Committee Members 3. Update The Code Of Ordinances With All Pertinent Documents Annually Or Semi-Annually 4. Work With Other Departments For Related Information City Commission Meetings: The Office Of The City Clerk Is Responsible For The Compilation Of Each Meeting Or Workshop Agenda, And All Subsequent Amendments Or Revisions. CITY OF WINTER SPRINGS, FLORIDA OFFICE OF THE CITY CLERK DUTIES AND RESPONSIBILITIES PAGE30F8 The Office Of The City Clerk Is Responsible For All Administrative Functions, Including The Following: 1. Preparation For All City Commission Regular Meetings; Special Meetings; Attorney-Client Sessions; And Workshops 2. Set Up For Each City Commission Regular Meeting; Special Meeting; Attorney-Client Session; And Workshop 3. Attendance At Such Meetings And Workshops 4. Teardown After City Commission Regular Meetings; Special Meetings; Attorney-Client Sessions; And Workshops 5. Drafts, Proofs, And Completes Official Minutes For The Above Meetings And Workshops 6. Completes And Executes Documents Approved At City Commission Regular And Special Meetings, Including The Verification Of Related Dates, And Forwards Copies To All Necessary Parties 7. Contacts City Commission Members Regarding Quorum Status, Reminders Of Meetings, Changed Or Cancelled Meetings, Attendance Questions, And Agenda Packets Assist City Commission: 1. Research City Records 2. Notarize Documents 3. Attest/Seal Documents 4. Write Proclamations, Upon Request 5. Make Copies Of Contracts, Documents, Meeting Tapes, Etc. 6. Contact Other Parties 7. Write Agenda Items 8. Make Travel Arrangements 9. Do Necessary Purchasing Actions 10. Provide Information To Members Of The Commission Which May Be Of Interest To Them Advisory Boards And Committees: The City Clerk's Office Is Currently Responsible For The Following Advisory Boards And Committees: · As Hoc Winter Springs Citizen Property Tax Reform Mitigation Study Committee · Beatification Of Winter Springs Board · Board Of Adjustment · Board Of Trustees · Code Enforcement Board · Districting Commission CITY OF WINTER SPRINGS, FLORIDA OFFICE OF THE CITY CLERK DUTIES AND RESPONSIBILITIES PAGE40F8 · Oak Forest Wall And Beautification District Advisory Committee · Planning And Zoning Board/Local Planning Agency · Tuscawilla Lighting And Beautification District Advisory Committee · Winter Springs Ad Hoc Opens Space Advisory Study Committee The Office Of The City Clerk Has Been Responsible For All Administrative Functions For The Above Referenced Advisory Boards And Committees, Including The Following: 1. Preparation Of All Advisory Boards And Committees Regular Meetings; Special Meetings; And Workshops 2. Set Up For Each Advisory Board And Committee Regular Meeting; Special Meeting; And Workshop 3. Attendance At Such Meetings And Workshops 4. Teardown After Each Advisory Board And Committee Regular Meeting; Special Meeting; And Workshop 5. Correspondence With New Board Members 6. Write And Provide New Board Members With Orientation Handbooks 7. Drafts, Proofs, And Completes Official Minutes For The Above Meetings And Workshops 8. Contact Advisory Board And Committee Members Regarding Quorum Status, Reminders Of Meetings, Changed Or Cancelled Meetings, Attendance Questions, And Agenda Packets 9. Assists With Any Project Affiliated With Any Of The City's Advisory Boards And Committees 10. Tracks Attendance Of Advisory Board And Committee Members Assist City Manager: 1. Provide City Documents Upon Request 2. Notarize Documents 3. Attest/Seal Documents 4. Research City Records For Needed Documents Or Specific Subject Matter 5. Write Agenda Items As Requested 6. Coordinate Complete Agenda Packets For Each Regular Meeting; Special Meeting; Attorney-Client Session; And Workshop. (This Would Include All Amended Agendas For Each Applicable Meeting) CITY OF WINTER SPRINGS, FLORIDA OFFICE OF THE CITY CLERK DUTIES AND RESPONSIBILITIES PAGE 5 OF 8 7. Sometimes Assists With Staffing When Administrative Secretary Is On Vacation, Sick, Etc. Assist City Attorney: 1. Provide City Documents Upon Request 2. Provide Certified Copies Of Documents 3. Research City Records For Requested Documents Or Specific Subject Matter 4. Type Correspondence Upon Request 5. Assist With The Writing Of Agenda Items Records Management: 1. Act As Records Management Liaison Office (RMLO) For Our City 2. Learn All Policies And Procedures, As Stipulated By Law 3. Either Train Other City Departments, Or Provide Training For All Departments 4. Serves As Liaison With State Of Florida When Required 5. Complete Related Correspondence 6. Complete City-Wide Approved Dispositions 7. Meet With Requestors For Review Of Documents Records Management Imaging Program: 1. Attend Weekly "CORE" Meetings With Other Key Staff Of The Records Management Imaging Program 2. Consult With Information Services Director On Key Issues/Problems 3. Review Policies 4. Meet With Other Departments As Needed Advertisements: Complete Advertising For Most Legal And Display Type Advertisements, For Elections Or To Assist The Office Of The City Attorney Elections: Research: Finance/Purchasing: CITY OF WINTER SPRINGS, FLORIDA OFFICE OF THE CITY CLERK DUTIES AND RESPONSIBILITIES PAGE60F8 1. Comply With The Florida Statutes And The City's Charter 2. For City/County Elections, The Office Of The City Clerk Is Responsible For Ensuring The Integrity Of Election: · Put Together Election Packets For Candidates · Handle Election Related Advertisements · Review Submitted Campaign Reports · Work With Seminole County Supervisor Of Elections 3. Handle Numerous Preparations For A City "Stand-Alone" Election (When Applicable) 4. Assist Other City Departments When "Straw Ballots" Are Done: 1. Research Various Information For: · Members Of The City Commission · City Manager · City Attorney · City Staff · Other Municipalities · Other Agencies · General Public 1. Review And Preparation For Annual Budget For Three (3) Departments: · City Commission · Various Boards · Office Of The City Clerk 2. Purchase Items For Meetings; Sending Flowers; And Completing All Related Purchase Orders Or Restricted Purchase Orders 3. Complete Purchase Orders And Restricted Purchase Orders, And Related Record Keeping For Three (3) Departmental Budgets: · City Commission [Which Includes Six (6) Individuals] · Various Boards · City Clerk CITY OF WINTER SPRINGS, FLORIDA OFFICE OF THE CITY CLERK DUTIES AND RESPONSIBILITIES PAGE70F8 BidsIRFP's: Bids: 1. City Clerk Or Designee Keeps Original Documentation For All Bids 2. City Clerk Or Designee Assists With Individuals Who Wish To Review Submitted Bid Packages RFP's: 1. City Clerk Or Designee Keeps Original Documentation For All RFP's 2. City Clerk Or Designee Assists With Individuals Who Wish To Review Submitted RFP Packages Special Events: The Office Of The City Clerk Is Responsible For All Related Responsibilities For Any Special Events Such As: · Advisory Board/Committee Appreciation Dinners · Inauguration Ceremonies · Farewell Events · State Of The City Address · Mayors And Managers Meetings · Tri-County League of Cities Meetings Some Of The Related Tasks Involve: · Design/Mail Invitations · Design/Print Programs · Plan Menus · Research, Design And Order Of Awards · Plan Seating Arrangements · Make Changes In Plans Based On Changes In Schedules Or Dates, Etc. · Pricing And Working With Caterers For Special Events · Coordinate Event · Write Thank You Notes Other Departmental Tasks: 1. Training Of Staff 2. Write Agenda Items 3. Update City Records Such As Board Member Lists; Meeting Calendars; Checklists; Board Member Packets; Etc. Professional Skills: Revised 04112/07 CITY OF WINTER SPRINGS, FLORIDA OFFICE OF THE CITY CLERK DUTIES AND RESPONSIBILITIES PAGE 8 OF 8 4. Correspondence 5. Attendance At Staff Meetings 6. Distribution Of Mail To All Departments When Required - As Back-Up 7. Metering Of Mail When Required - As Back-Up 8. Duplication Of Mail Sent To One Member of the City Commission, That Needs To Be "Copied" To Other Parties 9. City Related Notary Services 10. Assist With "Special Projects" In Addition To All Of The Above Responsibilities And Duties, The Office Of The City Clerk Should: · Keep Up To Date Through The Review Of Changes In The Law · Keep Up To Date Through The Review Of Trade Journals · Continue Professional Certifications . Attend Institutes/Conferences For (Continued) Certification · Attend Seminars To Upgrade Expertise, And To Learn New Skills RESOLUTION NUMBER 2007-21 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA RECOGNIZING APRIL 29 THROUGH MAY 5, 2007 AS MUNICIPAL CLERKS WEEK. WHEREAS, the Office of the Municipal Clerk, a time honored and vital part of local government exists throughout the world; and WHEREAS, the Office of the Municipal Clerk IS the oldest among public servants; and WHEREAS, the Office of the Municipal Clerk provides the professional link between the citizens, the local governing bodies and agencies of government at other levels; and WHEREAS, Municipal Clerks have pledged to be ever mindful of their neutrality and impartiality, rendering equal service to all; and WHEREAS, the Municipal Clerk serves as the information center on functions of local government and community; and WHEREAS, Municipal Clerks continually strive to improve the administration of the affairs of the Office of the Municipal Clerk through participation in education programs, seminars, workshops and the annual meetings of their State, Province, County and International Professional organizations; and WHEREAS, it is most appropriate that we recognize the accomplishments of the Office of the Municipal Clerk. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA, AS FOLLOWS: SECTION I - That we recognize the week of April 29 through May 5, 2007, as Municipal Clerks Week; AND SECTION II - And that we further extend our sincere appreciation to our Municipal Clerk, Andrea Lorenzo-Luaces, CMC, and her staff, Joan Brown, Deputy City Clerk; Danielle Harker, Assistant to the City Clerk; and Carol Lallathin, Assistant to the City Clerk; and to all Municipal Clerks for the vital services they perform, and their exemplary dedication to the communities they represent. ADOPTED by the City Commission of the City of Winter Springs, Florida, in a Regular Meeting assembled on the 23rd day of April, 2007. ?lk?c ~ J N F. BUSH, Mayor ATTEST: \ f LORENZO-LUACES, City Clerk Approved as to legal form and sufficiency for The CitY. inter Springs, Florida only: ANTHONY A. GARGANESE, City Attorney City of Winter Springs, Florida Resolution Number 2007-21 Page 2 of2