HomeMy WebLinkAbout2007 06 25 Regular 602 City Clerk Temporary Staff Member
COMMISSION AGENDA
ITEM 602
Informational
Consent
Public Hearings
Regular X
June 25. 2007
Regular Meeting
/1/ \
Mgr. ! \Jvtept.
Authorization
REQUEST:
The City Clerk wishes to inform the City Commission about the status of the
temporary staff member that was approved in November of 2005 and ask for their
direction.
PURPOSE:
The City Commission is requested to review this Agenda Item and decide which
course of action they wish to proceed regarding the temporary position that was
approved by the City Commission in November 2005.
CONSIDERATIONS:
In 2005, the City Commission was provided with an Agenda Item from myself,
the City Clerk which documented the need for an additional staff member, for a
two year period and the City Commission kindly approved this request.
After the approval of this at the November 28, 2007 City Commission Meeting,
the position was officially posted.
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING - JUNE 25, 2007
REGULAR AGENDA ITEM 602
PAGE20F3
Going through the normal posting procedure with consideration of my normal
workload responsibilities, the holidays, interviews, then second Interviews
scheduled for the finalists, and the normal time required to do background checks
to get someone on board, I selected Danielle Harker as my new temporary staff
person. Ms. Harker began her temporary employment with the City of Winter
Springs at the end of March 2006.
Due to the workload over this past year, Ms. Harker provided a lot of assistance,
but mostly her work product was related to the normal busy day-to-day operations
in this Department, thus very little of any extra projects were completed in this
first year of the two (2) year period.
With a replacement opening in the Office of the City Clerk earlier this year
(2007), Ms. Harker was my selection to fill the open position and on April 5,2007
Danielle Harker was officially hired to take full-time regular position in this
Department.
I then posted the temporary position (for the remaining year) and have received
quite a few Applications. I have reviewed some of them for a suitable Applicant
but due to my workload over the past couple of months, I have not been able to
put much time into this task.
With the normal amount of time required to review Applications, contact
Applicants, set up interviews, hold interviews, do employment background
checks, and then do final drug tests and complete background checks - and with
consideration of my normal workload and the Property Tax Reform issue and also
next year's possible Budget constraints, in discussing this matter with the City
Manager, we both agree that at this time, it would not be prudent to go ahead with
the remaining year for this temporary position and to hold off until after the
Property Tax Reform issue has been decided along with Budget discussions.
RECOMMENDATION:
The City Commission is requested to decide if they agree that the remaining year
of this two (2) year temporary position should not be funded, or if this position
should be funded for one (1) more year, or to request any recommendations they
may suggest.
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING - JUNE 25, 2007
REGULAR AGENDA ITEM 602
PAGE30F3
ATTACHMENTS:
A. Copy of Regular Agenda Item "509" from the November 28, 2005 City
Commission Meeting.
B. Copy of an excerpt from the Minutes of the November 28, 2005 City
Commission Meeting which approved Regular Agenda Item "509".
COMMISSION ACTION:
ATTACHMENT
"A"
COMMISSION AGENDA
ITEM 509
Consent
Informational
Public Hearing
Regular X
November 28. 2005
Regular Meeting
~CJ
Mgr. I '\l/Dept.
Authorization
REQUEST:
Office of the City Clerk requests that the City Commission consider staffing
issues related to the Records Management Imaging Program (Laserfiche).
PURPOSE:
This Agenda Item is being put forth so that the City Commission could discuss
staffing issues related to the next two (2) years of the City's Records Management
Imaging Program (Laserfiche).
CONSIDERATIONS:
Over the past year, the Assistant to the City Clerk has been working on the
implementation of the City's new Records Management Imaging Program
(Laserfiche) with assistance from members of the Information Services
Department.
Currently, the Assistant to the City Clerk spends approximately 25% of her time
on City Clerk business, other than Records Management; and the other 75% of her
time on Laserfiche/Records Management work. At this rate, neither job is really
getting done.
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - NOVEMBER 28, 2005
REGULAR AGENDA ITEM S09
PAGE 2 OF4
The Assistant to the City Clerk basically was hired to assist the City Clerk, but to
also take care of the implementation of the City's new Records Management
Imaging Program (Laserfiche). As this is a new program, there is an incredible
amount of work that still needs to be done, and actually there is more work than
was originally considered. Thus, the Assistant to the City Clerk cannot get
everything done; so both the City Clerk's workload and the Records Management
Imaging Program (Laserfiche) are being adversely affected.
AB much as can be determined at this point in time, Staff estimates that in order to
complete the implementation of the City's Records Management Imaging
Program (Laserfiche), and what still has to be done, an individual is needed on a
100% basis, for approximately the next two years. The City Clerk also needs her
Assistant to be able to spend time on other City Clerk work, although this Records
Management Imaging Program (Laserfiche) is part of the Department's
responsibility, and some time will of course have to be spent on such related tasks.
Over the past year, I have willingly let. my Assistant primarily works on the City's
new Records Management Imaging project, but due to the excess work that is I
am left with, I have to ask for additional assistance.
Staff hopes that with additional staffing assistance, that over the next two years,
that many of the outstanding projects in the Office of the City Clerk can be
completed, allowing this staff to continue maintenance on normal day-to-day
tasks, including Records Management.
In an effort to illustrate the average day for those that work in the Office of the
City Clerk, the City Clerk and her Staff, recently, kept track of just about
everything they did for five (5) business days. Attachments "A" through "D" are
a sampling of what a typical day in the Office of the City Clerk is like.
Attachment "E" is a document from the Assistant to the City Clerk that lists a
number of the projects that have been in the works and that must be done for this
program, sooner than later; along with other tasks that will need to be done at
some point over the next two years.
Many of the items noted in this Attachment have been discussed for quite a while,
but due to time constraints and the numerous demands on the entire staff of the
Office of the City Clerk, such tasks still have not been completed, much less
started.
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - NOVIlMBER 28, 2005
REGULAR AGENDA ITEM 509
PAGE 3 OF 4
Beyond the numerous day-to-day duties such as putting out Agendas and Minutes
and nonnal correspondence, and not including Records Management, some of
these outstanding projects that have to be done include:
>> Train and Manage Staff on City Clerk functions
>> Complete research on going from Audiotape Recordings to Digital
Recordings of City Commission and Advisory Board and Committee
Meetings
>> Update Advisory Board and Committee Procedures Manual
>> Proof new Advisory Board and Committee Members Orientation Book (I
have had a copy of this to proof since January of 2005 and have only
proofed 4 of the approximate 100 pages)
>> Improve Contract! Agreement intake/outake procedures
>> Detennine what documents in the Vault need to be kept (which will free
up much needed space)
>> Review final Street List/Districts for loading onto the City's Web site
>> Prepare for the City's next Election
>> Write Records Management/Disposition Policy (not specifically related to
Laserfiche)
)0> Put together an Office of the City Clerk Procedures Manual for easy
reference by all staff meetings
)0> Update MasterList of Commission Directives with input from Staff
)0> Update Outstanding Original Docu.ments List for the past three years with
input from Staff
)0> Improve Vehicle Titles Inventory
)0> Etc.
FUNDING:
The Office of the City Clerk does not have funds available to pay for an additional
staff person for approximately two years, thus if funding was approved, such
funds would need to be a Supplemental Appropriation from the General Fund.
ATTACHMENTS:
A. Daily Workload Sampling from Andrea Lorenzo-Luaces, City Clerk.
E. Daily Workload Sampling from Joan Brown, Deputy City Clerk.
C. Daily Workload Sampling from Debbie Franklin, Deputy City Clerk.
D. Daily Workload Sampling from Carol Lallathin, Assistant to the City Clerk.
E. Proposed tasks needed to be done for the Records Management Imaging
Program (Laserfiche).
F. Assistant to the City Clerk Job Description which outlines some of the duties
my Assistant should be helping me with.
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - NOVEMBER 28, 2005
REGULAR AGENDA ITEM 509
PAGE 4 OF 4
RECOMMENDATION:
The City Commission is being requested to review the information in this Agenda
Item and make a detennination as to whether the City Commission would
consider funding a position for approximately two years, to complete the Records
Management Imaging Program (Laserfiche) work that is currently being done by
the Assistant to the City Clerk.
COMMISSION ACTION:
A TT ACHMENT
"A"
7:25 AM.
7:30 AM.
7:34 AM.
7:40 AM.
7:45 AM.
7:46 AM.
7:48 AM.
7:50 AM.
7:52 AM.
7:53 A.M.
7:56 AM.
7:59 AM.
8:05 A.M.
8:09 A.M.
8:11 AM.
8:18 A.M.
8:19 AM.
8:27 << A.M.
8:29 AM.
8:31 AM.
8:33 AM.
8:35 A.M.
8:36 AM.
8:38 AM.
8:45 A.M.
8:50 AM.
8:53 A.M.
8:59 A.M.
9:05 A.M.
9:15 AM.
9:22 AM.
9:23 A.M.
9:27 AM.
9:29 AM.
CITY OF WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
THURSDAY, NOVEMBER 10, 2005
Page 1 of 3
In office/expter/did emails
Debbie Franklin came in
Did Mayor Bush's email response (1)
Spoke with Joan Brown on City Commission Agenda
Spoke with Carol Lallathin Re: tonight's Oak Forest Meeting/received phone call
Spoke with Joan Brown on City Commission Agenda. when she left yesterday
Finished Mayor Bush's em ail response (1)
Discussed BOWS with Joan Brown in office discussed City Commission Agenda
Log sheet and her email
Forwarded Mayor Bush's em ail (2)/spoke with Joan Brown and Debbie Fanklin on problem with
recorder
Finished Mayor Bush's email (2), fowarding to CCO
Discussed Mayor/Managers Agenda and Office Depot order with Joan Brown/discussed ebetterplace
with Joan Brown/discussed BOWS with Debbie Franklin
Discussed with Joan Brown Dispositions and Bea Meeks' Public Records Request
Did Purcha and Munis
Handled emails
Took phone call (FACC)
Old em ails to FACC Clerks/spoke with Debbie Franklin on extra tapes needed for Mayor
Bush (2) email
Anjie came in for trash
Chuck Pula called/fowarded Mayor's email to Help desk
Worked on em ail (3) on Pic Records Requehad question on
AN/discuhen Presentation folders would be in from being ordered
Completed email (3)
Old F ACC email/spoke with Joan Brown on Election folders
Proofed final 11/1/05 Minutes
Personal/on way back to my office/I was asked by other Department Staffer how
the City Commission can bback in office, was asked about a Public Records RequesVgot City Commission
Memberlist and gave it to staffer up fronVcompleted email started 1/2 hour ago
Resumed proofing 11/01/05 Minutes
Jan Palladino came in and asked if someone could answer her phone/earpiece this
afternoon from 2:30 ~ 5 p.m.
Joan Brown asked about Jan Palladino's need and ERAPOC calls to be made/forwarded
an email to Mayor Bush re: Website requested change
Resumed proofing 11/01/05 Minutes
Discussed Minutes with Debbie Franklin/printed documents/fixed printer which jammed
Fixed printer again/resumed proofing of 11/01/05 City Commission Minutes
Fixed printer again/resumed proofing of 11/01/05 City Commission Minutes
Reviewed BOWS and Minutes with Debbie Franklin/discussed recorder problem/
discussed requisitions
Barbara Kountz from Finance came in and told us she needed to get into the
storage room/Debbie Franklin let her in and then we continued discussing
Disposition
Fixed printer again/spoke with Debbie Franklin on Printer invoice/looked over mail/
discussed with Debbie Franklin about BOWS at tonight's Oak Meeting/approved new
BOWS Agenda
9:32 AM.
9:45 A.M.
9:46 AM.
9:49 AM.
9:50 A.M.
9:51 A.M.
9:53 AM.
9:55 AM.
9:58 AM.
9:59 A.M.
10:01 AM.
10:05 A.M.
10:07 A.M.
10:08 AM.
10:09 AM.
10:10 A.M.
10:11 A.M.
10:16 AM.
10:18 AM.
10:22 AM.
10:23 A.M.
10:40 AM.
10:46 A.M.
10:58 A.M.
2:00 P.M.
2:20 P.M.
2:25 P.M.
2:32 P.M.
2:40 P.M.
2:50 P.M.
2:51 P.M.
3:01 P.M.
3:07 P.M.
3:13 P.M.
3:15 P.M.
3:36 P.M.
3:43 P.M.
3:46 P.M.
l,;11 Y Uf WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
THURSDAY, NOVEMBER 10, 2005
Page 2 of 3
Mayor Bush stopped by and spoke about an email/resumed proofing of 11/01/05
City Commission Minutes
Debbie Franklin came in and told me she could not locate Bill Thompson (IS)
Resumed proofing 11/01/05 Minutes
Responded to an emall
Resumed proofing 11/01105 Minutes
Returned FACC phone call
Resumed proofing 11/01/05 Minutes
emailed Jacqui greaves about meeting with comments from yesterday/Mayor Bush came in with
Travel Reimbursemen forms to turn in/completed email to Jacqui Greaves
Resumed proofing 11/01/05 Minutes
Spoke to mayor Bush in his office on Ribbon Cutting and Consent 214
Resumed proofing 11/01105 Minutes
Received SCPS emaiVread it/forwarded it to the Mayor and City Commission
Resumed proofing 11/01/05 Minutes
Mayor Bush came in with mail to be sent out
Resumed proofing 11/01/05 Minutes
Received SCPS email/read it/forwarded it to the Mayor and City Commission
Resumed proofing 11/01/05 Minutes
Received telephone call (FACC)
Carol lallathin came in to ask about this log process
Mayor Bush came in and asked about SCPS Red Ribbon em ail
Resumed talking to Carol Lallathin
Mayor Bush came in with article for City Commission
Resumed talking with Carol lallathin on Oak/Bows/Parliamentary Procedures
Left for F ACC Clerk's Meeting in A1tamonte Springs
Back in office from FACC meeting/checked emails/resumed proofing Minutes' changes
Helped Joan Brown find an Invoice and telephone number for Commissioner McGinnis
Completed Minutes
Printed Minutes and called Carol Lallathin to sign them
Carol Lallathln came in to sign Minutes/spoke to her on Parliamentary Proocedures
issues and emalls for tonight's meeting/send email to Mayor and City Commission
Went to make copies - copier in use
Back In office/made PDF and sent to IS for Website and placed on City's Server/
emailed back and forth with Jacqui Greaves on Laserfictle issues
Old email to Kate Latorre for tonight's meeting on Parliamentary Procedures
Joan Brown In my office asking about Public Records Request
Reviewed notes for Meeting with Jacqui Greaves in 2 minutes
Jacqui Greaves in my office to discuss Monday's Laserfiche demo
Meeting over/I went to copier/made copies/distributed to Mayor and City Commission
Did e.mail from Commissioner - made change
Answered call on business license for orlando, and caller asked further questions
on is it need for Orange County and for Orlando and why don't they answer their phones
3:47 P.M.
3:48 P.M.
3:51 P.M.
3:56 P.M.
4:01 P.M.
P.M.
4:31 P.M.
4:35 P.M.
4:40 P.M.
At Home:
CITY OF WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
THURSDAY, NOVEMBER 10, 2005
Page 3 of 3
Completed changes for Commissioner
Took phone call from WSHS student for Commissioner McGinnis
Sent PDF to Website/Joan Brown asked question then left/finished em ail on
PDF/sent Minutes to Mayor Bush
Went to copier/made copies/distributed to City Commission
Back in office/printed and proofed letter for Mayor/sent Mayor Bush an email that the letters were
ready for him to sign
Made set of tapes for Oviedo/verified that tapes worked/did mailing labels for
Oviedo packets
Spoke with Joan Brown on City Commission Agenda/printed labels for Oviedo packets
Left office to take packets to Oviedo
Worked 3 hours at home
Total Hours for Day:
9.5 Hours
6:00 AM.
6:30 AM.
6:45 AM.
7:01 AM.
7:50 AM.
7:57 AM.
8:20 AM.
8:22 AM.
8:53 AM.
8:57 A.M.
9:25 AM.
9:26 A.M.
10:00 A.M.
10:17 A.M.
10:31 A.M.
10:34 A.M.
10:40 A.M.
11:05 A.M.
11:08 A.M.
11 :11 A.M.
11:19 A.M.
11:20 A.M.
11:28 AM.
11:37 A.M.
11 :40 A.M.
11:44 A.M.
CITY OF WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
FRIDAY, NOVEMBER 11,2005 (VETERANS DAY)
Page 1 of 3
Signed on/answered Ms. Mize's "2nd tape request"/went to make tapes, but found Joan Brown did them
but had not quite finished doing them/followed up on requesVtyped Invoice for tapes/verified sound
on tapes/printed Invoice/Copied InvoicefTook tapes and Invoice to front desk
Typed label for Mayor-Managers Agenda folder/completed folderlleft aside before filing to ask a staff
member a question .
Went to copier to make copies of Annexation Ordinances
Back in office/started typng a letter to Clerk of the Court to include copied Ordinances/
went back to copier to make additional copies/typed email to Debbie Franklin for her to do mailing label
and certifled cards/proofed letter/printed letter/put paCket together
Joan Brown came in to talk about Public Records issue with Mize's/discussed City Commission
Agenda to be revised
Carol Lallathin and Debbie Franklin joined Joan Brown and I - in staff meeting, we discussed last
night's Oak Forest Meeting, Parliamentary Procedures, others that attended; Ron's recent staff
meeting
Received telephone call on if City Hall was open and how to get a Garage Sale Permit
Resumed Staff Meeting - discussed scheduling for next two weeks, 11/23/05 City Commission
Agenda to go out, Public Records Requests
Commissioner Krebs called me
Continued with Staff Meeting - discussed Laserfiche Presentation for Monday
Mayor Bush came in with letters I had sent him an emailon
Continued with Staff Meeting - problems with staff being all over building
With Meeting over, I made copies of Mayor's letters/made copy of letter to the Clerk of the
CourVsealed up packet to go to the Clerk of the Court/responded to another email from the
Mize's/forwarded the Mize's emall to Joan Brown
Joan Brown came in with Revised Agenda, we noticed a discrepancy in other wording/checked
previous Agendas, gave direction/Joan Brown left/finally sent email on certified to Debbie
Franklin
Called Supervisor of Elections' office - no answer/went to their Website
Joan Brown came back in with final Revised Agenda to verify/Debbie Franklin came in and all
three of us discussed problems with the Recorder in the Commission Chambers
Reviewed emalls/and worked on sorting folders to be filed
Coverting Minutes to PDF's, then to Agenda Items on Server
Debbie Franklin came in to ask about spelling on a marble gift, to be mailed out!
I checked the Tuscawilla Directory for address for Debbie Franklin
Resumed putting Agenda Items on Server
Debbie Franklin came In to tell me she was going to lunch
Resumed putting Agenda Items on Server
S~nt emeil to Commissioner/sent reply email to FACC Clerks
Personal
Back in office/ going through mail for last couple of days
Joan Brown in office to ask question about Mayor-Manager's Agenda
\.ill Y U" WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
FRIDAY, NOVEMBER 11, 2005 (VETERANS DAY)
Page 2 of 3
11 :45 AM. Ms. Sahlstrom in office to ask for information on History and
Incoporation/llet her borrow a book on the two Incorporations/told her Debbie
Franklin would get her packet on History/Joan Brown filled me in on next ERAPOC
pending Meeting status
11 :48 AM. Ms. Sahlstrom back with Incorporation documents
11 :49 AM. I completed Mayor-Manager's Agenda folder and filed it
11 :52 AM. Made copies of Clerk of Court letter attachments for Attorney Garganese/Continuing
through mall
12:28 P.M. Typed Memorandum to City Commission from Mayor Bush/typed envelopes for
Mayor Bush to be sent out/proofed Memorandum/copied Memorandum and
distributed Memorandum/picked up mail in our mail box/distributed mail for City Manager
that was left in our mail box
Organized other City Commission Meeting folders that Minutes were just finished
and printed out explanation of document sheets and file folders
Received call for name of Public Works Director and telephone number
Typed labels for a City Commission Meeting folder/Continued with Meeting
folder documents
Debbie Franklin asked about Assets request I had previously forwarded to her/I asked
her to check on History folder for Ms. Sahlstrom
Finished filing City Commission Meeting folders
Checked em ails/Looked over Calendar To-Do's
Checked Minutes from 03/96 for Commissioner/Debbie Franklin came in about History
information/resumed checkng Minutes for Commissioner
Jan Palladino came in and asked me about our recent ebetter place to the City Commission
Resumed Minutes search
Personal
Resumed Minutes search
Worked on email to Commission on results of research/called Attorney Garganese's
office - he is not in
Ms. Sahlstrom came in to ask a question on history of City Commissions and City Councils
emailed Attorney Garganese
Attorney Garganese called on email question
Resumed emall to Commissioner on search and sent it
Updated City Commission Calendar
Jan Palladino came in and said Ron wanted to know who the City uses for flowers and got
that number
Debbie Franklin came in asking who was taking the mail to the Post Office and about her
Code Minutes
Went back to proofing Calendar changes
Ms. Sahlstrom came in and asked if there were any History files on Town Center
Went back to proofing Calendar changes/printed Calendar for Debbie Franklin to proof and
gave it to her
Proofed Code Minutes
Went back to proofing Calendar changes
Ms. Sahlstrom came in and asked for History files on Town Center
Went back to proofing Calendar changes/printed Calendar for Debbie Franklin to proof and
gave it to her
12:41 P.M.
1:05 P.M.
1:06 P.M.
1:16 P.M.
1:18 P.M.
1:23 P.M.
1:30 P.M.
1:40 P.M.
1:44 P.M.
1:49 P.M.
1:52 P.M.
2:06 P.M.
2:08 P.M.
2:10 P.M.
2:15 P.M.
2:20 P.M.
2:24 P.M.
2:29 P.M.
2:31 P.M.
2:34 P.M.
2:36 P.M.
2:37 P.M.
2:44 P.M.
2:34 P.M.
2:36 P.M.
2:37 P.M.
GITY OF WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
FRIDAY, NOVEMBER 11, 2005 (VETERANS DAY)
Page 3 of 3
2:44 P.M. Proofed Code Minutes
2:54 P.M. Asked Joan Brown to check on ebetter place entries; discussed with Joan Brown and
Debbie Franklin about the changes on the Calendar; CALNO; taking today's mail to the
Post Office; dropping off a Marble Award at Ted Zeiher's home; and ordering the cake for
Monday's Meeting
Debbie Franklin brought in proofed Calendar
Resumed proofing of Code Enforcement Board Minutes/discussed some of it with
Debbie Franklin/proofed Beautification of Winter Springs Board Minutes/gave back to
Debbie Franklin
Typed em ail to Attorney Garganese/emailed latest Calendar to IS for Website
Typed email response to Ms. Mize/forwarded to my staff
Continued going through mail/did final proof of Code Enforcement Board Minutes
Continued going through mail
Due to reading some of the mail, found something I needed to ask the City Commission, and
sent an email to that effect
Debbie Franklin came in with changes to the Code Enforcement Board Agenda, and I
did the final proof of it
Filed mailed I reviewed
Answered question Debbie Franklin had on Beautification of Winter Springs Board Minutes I proofed
Handled emails/sent email to Staff regarding date stamping of a document!
em ailed response to a Commissioner/Debbie Franklin came in for final proofing of
Beautification of Winter Springs Board Minutes and next Agenda/changed date on my work
Planner/completed email to the Commissioner/gave copies of reimbursements for the Mayor and
a Commissioner to Debbie Franklin
4:48 Went back to emails
4:50 Checked planner and realized we still had not received the Invoice for the 110105 Dinner
Meeting/again emailed Lisa Friday with Tuscawilla Country Club for a copy
4:55 Made Planner entries/Typed label for new City Commission event folder (Fall Networking...)1
made copies of various documents, some to be forwarded to the Mayor and a Commissioner/made
copies for Commissioners of Florida League of Cities Itinerary packet!updated Calendar again/printed
tax exempt form and travel reimbursement form for Florida League of Cities packet/typed emall
reminder to City Commission for next few days
5:33 Left office
3:00 P.M.
3:01 P.M.
3:26 P.M.
3:38 P.M.
3:45 P.M.
3:55 P.M.
4:00 P.M.
4:04 P.M.
4:08 P.M.
4:22 P.M.
4:26 P.M.
At Home:
Worked 2.5 hours on 11/08/05 Minutes
Total Hours for Day:
14 Hours
6:15 AM.
8:57 AM.
8:30 A.M.
9:25 AM.
9:32 AM.
At Home:
'-'.. , VI" VY IN II:~ ;)t'~IN\';;)
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
SUNDAY, NOVEMBER 13, 2005
Page 1 of 1
Signed on/turned on copier/noticed wet carpet and sent email on the wet carpeU
checked calendar/printed Calendar for tomorrow night's City Commission Meeting
worked on boxes to be disposed of/typed dispostion sheets
Sent another email on wet floors
Typed email to Oviedo re: Tapes per Mayor Bush/continued with Dispositions
Tried Mr. Lockcuff again/tried Mr. Lockcuff at home - no answer
Left work
Worked 1 hour on Planner/11
Total Hours for Day:
4.25 Hours
10:30 A.M.
11:00 A.M.
12:23 P.M.
12:46 P.M.
1:00 P.M.
1:04 P.M.
1:20 P.M.
"'II , ur YVIN I t:1'< l)t"I'<INl:il)
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
MONDAY, NOVEMBER 14, 2005
Page 1 of 2
Working at home on 11/08/05 City Commission Minutes
To JoAnn etc.'s getting Ceremonial Scissors/Ribbon and snacks for tonight
Sighed in at work/Attached ribbon to scissors/began reviewing Agenda
packet for tonight
Debbie Franklin came in with Certified/printing out Resolution for
signature at tonight's Meeting/continued reviewing Agenda Packet
Called Attorney Langley's office Re: Backus Agenda Item on tonight's Agenda
and also em ailed Attorney Langley the Agenda Item - this came from information
I have to constantly monitor in my Planner - or remember
Resumed review of Agenda Packet
Debbie Franklin came in to ask for the afternoon off, and to confirm the
Florida League of Cities Dinner/and helped me proof wording the Mayor
was asking about for an email/amail confirmation on the Mayor's Code
question/asked Debbie to pick up the Cake for this evening and some
snacks to go with what I picked up this morning
Resumed review of Agenda Packet
Read emails and forwarded some with notes
Resumed review of Agenda Packet
Joan Brown came in Re: Public Records requests for Tapes/Called Carol Lallathin
on other Tape RequesVJoan Brown is to make more tapes/gave Debbie Franklin and
Joan Brown "prize" from last week; discussed dress for Florida League of Cities Banquet
Personal
Resumed review of Agenda Packet
Received telephone call from City of Casselberry
Resumed review of Agenda Packet
Debbie Franklin came in to go over items for pick-up at Publix
Replied to Mr. Lockcuffs email
Resumed review of Agenda Packet - especially reviewing 403
Received telephone call from Mr. Langley Re: Item on AgendalTyped up Fax CoversheeV
Faxed over Agenda Item to Mr. Langley
Back in office from Fax machinelTook call from caller wanting the number to clear up his
Driving Record
Joe Alcala (IS) came in asking me about a PC Tablet
Worked on 110805 Workshop Minutes
Debbie Franklin came in to speak with me about the items she bought
from Publixlwent to the Commission Chambers with Debbie Franklinllistened to
CORE Team presentation and spoke of new idea to be added to Ribbon
Cutting Ceremony/spoke to Mr.lockcuff about carpet problem in hall yesterday
3:47 P.M. Back in office reviewing Agenda Packet
4:01 P.M. Left to take items to Chambers/helped set-up refreshments/set up Ribbon for Ribbon Cutting/
saw Mayor Bush in lobby and he spoke about Denise Ryser and City souvenirs/
Mayor Bush asked me to contact Ruth Rushinng about having a Tri-County League luncheon
here and possible sponsors
1:04 P.M.
1:35 P.M.
1:40 P.M.
1:42 P.M.
1:50 P.M.
1:53 P.M.
2:08 P.M.
2:13 P.M.
2:35 P.M.
2:46 P.M.
2:48 P.M.
2:52 P.M.
3:06 P.M.
3:08 P.M.
3:09 P.M.
3:11 P.M.
4:37 P.M.
5:09 P.M.
5:15 P.M.
5:27 P.M.
5:30 P.M.
5:40 P.M.
5:45 P.M.
5:55 P.M.
6:00 P.M.
6:10 P.M.
6:21 P.M.
1:08 AM.
1:19 AM.
1:30 AM.
\;ITY Of WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
MONDAY, NOVEMBER 14, 2005
Page 2 of 2
Back in office/reviewed em ails/listened to Voice Mail messages/Put information together for
Mayor Bush for Ribbon-Cutting ceremony
Drafted emall to Ruth Rushing and sent it and copied Mayor Bush/put
packet together for tonight
Received call from Kate Latorre and we discussed Board of Trustees Ordinance on tonight's Agenda!
spoke of Attorney Garganese's new baby
emailed City Commission on status of Attorney Garganese's new baby
Joan Brown came in about resident's email for tonight and Laserfiche demo/
Got em ail for tonight/discussed it with Joan Brown
Discussed Records Management issues with Carol Lallathin
Went to speak to Mayor Bush on laserfiche Demo
Back in office/got documents and emalls to make copies of and did the copying
Back in office/got documents together for tonight/took them to Commission Chambers/signed on
computer/handed out papers to the City Commission
Back in office/got seal and Notary stamp and rest of papers/Personal/went back to Commission
Chambers with emails
In Commission Chambers ready for City Commission Meeting
Commission meeting ended/packed up papers/took back to office~ocked up building
Back in Commission Chambers/spoke with Ron/turned off lights
left building
Total Hours for Day:
15 Hours
"'" , "'" .....,. &...'"\. "-'r .'IJ.U~
OFFICE OF THE CITY CLERK
ANDREA LORENZO.LUACES, CITY CLERK
LOG OF WORK
TUESDAY,NOVEMBER 15, 2005
7:30 AM. Signed on computer at home/worked on 111405 City Commission Minutes
8:08 A.M. Made telephone call for Commissioner/sent that Commissioner an email
8:32 AM. Read emails/resumed 111405 City Commission Minutes
9:35 AM. Read emails/called Commissioner Miller at home re: an email
9:40 AM. Resumed 111405 City Commission Minutes
11 :00 A.M. Took phone call from Joan Brown
11:15 AM. TookLunchbreak
12:15 P.M. Back from lunch break/resumed .111405 City Commission Minutes
1 :20 P.M. Handfed emalls/resumed 111405 City Commission Minutes
1:42 P.M. Took phone call from Debbie Franklin
2:20 P.M. Read emalls/resumed 111405 City Commission Minutes
3:00 P.M. Handled emails/resumed 111405 City Commission Minutes
7:25 P.M. Stopped working for the day
Total Hours for Day:
11 Hours
Page 1 of 1
7:20 AM.
7:50 AM.
8:00 A.M.
8:03 AM.
8:41 A.M.
8:45 AM.
8:47 A.M.
8:57 AM.
9:45 AM.
9:48 AM.
10:01 AM.
10:20 AM.
10:27 A.M.
10:34 AM.
10:45 AM.
10:52 A.M.
11:15 A.M.
11:17 A.M.
11:20 AM.
11:29 A.M.
12:20 P.M.
12:48 P.M.
1:00 P.M.
2:35 P.M.
2:45 P.M.
2:50 P.M.
3:10 P.M.
3:20 P.M.
3:40 P.M.
".. . vr ...." 11;" .;;Jr"II"~.;;J
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
WEDNESDAY, NOVEMBER 16, 2005
Page 1 of 2
In office/discussed Code Enforcement Board from last night with Debbie Franklin
and how some Code Enforcement Board members want Code Books
Signed on/checked em ail/responded to one email/sent an email of thanks to CORE
members for their Demo Monday evening
Spoke with Carol Lallathin and Joan Brown on audiotapes from Monday
Typed and Printed 7 Agendas for City Commission for the rest of week
Debbie Franklin came in for me to review an emergency Agenda
Gave Joan Brown Agendas to complete Posting Process
Listened to audiotapes
Gave Debbie Franklin Agendas to complete Posting ProcesslW ent to
9 a.m. CORE meeting
Personal/Back in office/then went to give Joan tapes for copying - not there
Back in office/reviewing tapes
Called Joan BrownlWorked on last part of 111405 City Commission Minutes/
Debbie Franklin came in with completed folderslwent back to 111405
Minutes
Called Ellen Simpson, Police Department/back to Minutes
Joe Alcala came in with question about 111405 Meeting
Back tn Brown came in with tapes/Mayor Bush came in
Working on finishing Mini Minutes/Checking tapes for order - as due to technical problems,
some of the tapes from 111405 were jammed/gave to Joan Brown for copying
Mayor Bush came in about Laserfiche problem and needed a Resolution/I located
Resolution and made Mayor Bush a copy
Finished up Mok request from Cioner McGinnis
Explained a copying job for Debbie Franklin/Personal errands (Lunch)
Back in office/spoke with Debbie Franklin/read emails/worked on response to Mayor Bush's
inquiry
Typed up Agenda for Ron's Staff Meeting/went to copier to make copies/noticed
typo/went back to office/fixed Agenda/went back to copier/made copies/distributed
Manager McLemore's Agenda
Went to Ron's Staff Meeting
Back in office/reviewed emails/read newspaper article/sent email on Holiday events to person for
sheets from Staff Meeting/Personal Phone Call- brother-in-Law had Heart
Attack and in hospital
Handling emails/Updating Agenda Item Log sheets from Staff Meeting
Personal Re: Brother-In-Law/Sent emailso Department Heads on Agenda Item Log question
Joan Brown came in vices Director will be going in her office Monday/Joe Alcala came in to
discuss the same issue and moving of equipment/went over with Joan Brown what kind of furniture we
might be able to get for her/looked for storage options for rest of our Department office supplies which
are currently iest/took call for Community Development Department and
transferred it
4:14 P.M.
4:16 P.M.
4:25 P.M.
4:35 P.M.
4:45 P.M.
4:59 P.M.
5:08 P.M.
5:11 P.M.
5:26 P.M.
5:45 P.M.
At Home:
'-'II I vr ."..., c" ~"''''I'4U~
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
WEDNESDAY, NOVEMBER 16, 2005
Page 2 of 2
Typed label/sealed Resolution and put together packet to send Resolution/worked on Agenda Items Log/
received email request for an Agenda Item/sent out Department email on Agenda Item request
Joan Brown came in regarding Public Records RequesVsent emaiJ to IS for move of Joan
Brown's computer
. Working on Agenda Item Logs
Joan Brown and Carol Lallathln in on Joan Brown's move across City Hall and the logistics/called Mr.
Lockcuft on the boxes we need him to pick up
Mr. Lockcuft here and with Joan Brown we went over the move for Joan Brown
Sent em ail to Department Heads on Agenda Items
Typed reminder emaiJ to Mayor and City Commission/Called Attorney Garganese's
office on Orlando Sentinel ad for Ordinance, and spoke with his Secretary
Received em ail from PW /U regarding an Agenda Item and now need to change the Agenda Logs for
their requesVchanged Agenda Logs and sent another emaiJ with explanation
Went through mail/Made copy of Check request and distributed to Finance
Left work
Worked 1.5 hours on 11/08/05 Minutes
Total Hours for Day:
10.75 Hours
A TT ACHMENT
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A TT ACHMENT
"C"
Thursday, November 10, 2005
7:00 Turn on computer - Log in
7:07 Check email
7: 1 0 Respond to em ails from Parks and Recreation, Finance
7: 15 Update emails into current folders
7:22 Update timesheet and the computer timesheet for Department
7:25 Discussion with Andrea
7:30 Look for writing pamphlet and more discussion with Andrea
7:35 Write down events of morning
7:40 Go thru BOWS Meeting file and tape labels
7:45 Went over BOWS Meeting with Andrea
7:48 Discussion on daily write up with Andrea and Joan
7:52 Back to labeling BOWS tapes
7:56 Discussion with Andrea onwriting
7:57 Discussion with Andrea regarding tape recording/Recorder
8:00 Finish labels and check tapes from BOWS meeting
8:02 Call came in to me from Dawna Ferguson regarding purchasing Christmas Decorations
8:05 Went over call with Andrea
8:09 Looked up Fergusons phone number to get exact day to post Agenda on City Hall Decorating
8: 11 Went over Agenda for City Hall Decorating
8: 14 Went over receipts to pay thru Munis with Andrea
8: 16 Went over Maintenance Request of Storage room with Joan
8: 17 Back to labeling BOWS tapes
8: 19 Went over tape request from Joint Meeting and Cost with Andrea
8:20 Make two more tapes of Joint Meeting and label
8:30 While tapes were running - Personal
8:31 Gave last tape copied to Andrea after testing it.
8:33 Clean up Chambers from BOWS Meeting
8: 50 Checked Recorder in Chambers per Andrea
Page 1 of 10
-: 9:00
9:03
9:05
9:10
9:11
9:12
9:15
9:17
9:20
9:21
9:25
9:27
9:35
9:36
9:40
9:45
9:47
9:48
10:00
10:07
10:14
10:21
10:28
10:36
10:39
10:42
10:53
10:58
10:59
11:00
Figured out problem with Recorder
Review my markups of Joint Meeting Minutes with Andrea
Packaged up Owner's Manual etc to Return to office
Put Owner's Manual away and opened Munis
Checked recent email
Back to Munis
Closed out of Munis after Printing Purchase Req.
Prepared Publix receipt for Finance
Redid Disposition Box #7
Discussed with Andrea BOWS Agenda/Recorder/Chambers and Finance/Budget, Minutes, Dis
Deleted Agenda Items for Boxes 1 thru 7 from Server
Discussion with Andrea regarding new printer; mail
Emailed Agenda to Steve FYI for December 7th BOWS Meeting
Andrea asked me to email City Clerk's regarding BOWS members attending Oak Forest Meetir
Back to Deleting Agenda Items
Barbara Kountz needed to get into vault
Talked to Bill Thompson on phone regarding PO for printer
Went to see Bill Thompson - not there spoke to Michelle Greco re: finance
Wrote down time
Started Finishing Markups from Andrea on Code Enforcement Minutes
Spoke to Joan regarding P&Z Minutes with markups
Saved Research info on Server
Jack Taylor called re: seminole county clerk of court
Back to Research file
Gave Research docs to Andrea
Stamped all City mail for Post Office (Nancy out)
Personal
Andrea left for City Clerk's Meeting and asked that I go over BOWS Members with Carol for the
Carol discussed boxes in storage room and BOWS Members
Back to Code Enforcement Mi.nutes
Page 2 of 10
:11 :04
11:06
11:07
11:08
11:09
11:10
11 :11
11:13
11:14
11:15
11 :16
11 :17
11 :17
11:20
11:21
11:23
11:24
11:34
11:35
11:36
11:37
11:47
11:53
11 :54
11:55
11:58
11:58
12:00
12:02
12:05
Gave Andrea Disposition Sheets
Discussed storage boxes with Carol
Answered Andrea's phone
Back to Code Enforcement Minutes
Responded to new email from Steve Richart regarding change of BOWS Meeting
Back to Code Enforcement Minutes
Printed BOWS Member List
Received another em ail from Steve Richart regarding BOWS Meeting
Back to Code Enforcement Minutes
Responded to Joans new email regarding the Telephone conference I am setting up with FTR (
Back to Code Enforcement Minutes
Answered Andrea's phone
Back to Code Enforcement Minutes
Worked on Agenda for Code Enforcement
Completed envelopes for Code Enforcement Meeting documents
Rechecked Code Minutes and printed out for Andrea
Commissioner Gilmore came in and asked for Office Depot location - Printed out list of stores
Back to rechecking Code Minutes
Carol discussed afternoon mail because Nancy is not in to do it
Gave Carol BOWS List
Carol discussed Code Minutes/Agenda/Recorder
Back to Agenda for Code Enforcement
Gave Code Agenda to Joan for proofing
Packed up Minutes (emailed house) equipment
Responded to Workflow email for Purchase Req and forwarded to Andrea
Called Michelle Greco - No Answer
Joan brought over Agenda for Code and we discussed disposition boxes
emailed Andrea re: Code Minutes and Agenda
emailed BOWS Draft Minutes to House
. Took Mail to Post Office and went home to Minutes, Agendas, etc.llunch
Page 3 of 10
~ 1:05
7:30
Began BOWS Meeting Minutes/tlbd agenda and Minutes/ERAPOC Minutes/proof
end
Friday, November 11,2005
7:45 Turn on computer and check email, voice mail
8:00 Meeting with Andrea
10: 15 Check voice mail and email
10:20
10:27
10:28
10:30
10:37
10:51
10:59
11:05
11 :15
12:15
12:33
12:40
1:09
1 :15
1 :17
1:21
1:30
1:35
1:37
1:44
1:45
1:45
1:50
Review BOWS Minutes
Give BOWS Minutes to Joan to proof
Unpack equipment (Recorder)
Go over Recorder in Chambers with Joan
Certified Mail to Seminole County for Andrea
Found a box to mail plaque to Mr. Avitabile/Checked addresss, name, with Andrea
Package to mailroom and stamped, plus did City Mail because Nancy is out
Check invoices, email
lunch
BOWS Minutes from Joan
Personal
Print out BOWS December Agenda - Review finalized Minutes
Sent Andrea email regarding BOWS Minutes and put on desk
Timesheets - updated onto Server (Carol's not in)
Research Asset and history files for Andrea
Boxed up disposition plans
Research Asset and history files for Andrea Continued
Discuss History File with Andrea
Personal
Called Eloise to come look at History Files
Back to timesheets
Eloise comes over to look at History Files
Rewind backup tapes and erase
Page 4 of 10
1 :56 Update Board/Committee chart for FY05/06
2:07 Call from Pat Best regarding invoice for Chuck Pula
2: 15 Back to Chart 2006
2:23 Randy Stevenson Stopped in
2:30 Asked Andrea about delivery of mail tonight because Nancy is out
2:32 Back to Chart 2006
2:36 Joan/Eloise mail/history discussion/Office Depot
2:46 Proofed calendars for Andrea
2:50 Discussed with Andrea and Joan errands/mail/publix/zeiher plaque
2:55 Back to Calendar
2:58 Gave calendar back to Andrea
2:59 Back to 2006 Chart for all Boards
3: 10 Andrea went over Carols Code Minutes - I did mailout and final corrections
3:30 Go over office depot purchases with Joan
3:50 Finish Code Minutes final review with Andrea
4:00 Copy "unapproved" Minutes for Code Enforcement
4:05 City Mail because Nancy is out
4: 15 Update BOWS Minutes changes/go over with Andrea
4:35 Copy BOWS Agenda and Minutes
4:45 Received more invoices to process thru Munis from Andrea
4:50 Handed out copies of Code Agenda/Minutes to Commissioners
4:54 Called Sherry at Winter Springs Golf Club
4:56 Start Checklist for Code Enforcement
5:00 Home
1onday, November 14, 2005
7:50 Review email and voice mail
8:00 Create list of things to do, go thru paperwork from Friday
8:05 Create this list
8: 1 0 Go over Calendar for week
Page 5 of 10
: 8:15
8:17
8:20
8:22
8:32
8:35
8:40
8:45
8:57
9:00
9:10
9:15
9:18
9:20
9:27
9:40
9:45
10:11
10:12
10:13
10:16
10:17
10:20
10:25
10:30
10:45
11:00
11 :15
11 :40
12:40
Personal
Answered Andreas Phone
Answered Andreas Phone
Alisa Kaufman, Code Enforcement called me
Answered Andreas Phone - Mayor Bush called regarding Tri-County
Called Ruth Rushing @ UCF for Mayor Bush
Called Mayor back
Emailed Kaufman Code Agenda
Code Checklist
Review /Discussed Oak Forest Minutes with Carol
Back to Code Checklist
Answered Andreas Phone
Back to Code Checklist
Answered Andreas Phone
Check on Supplements to Code of Ordinances for Community Development Dept. in Storage ro
Supplements to David Almina, Coordinate Rug Cleaning day with Angie
Answered Andreas Phone - Mr. Pellerin from Code - walked him thru Municode.com
Answered Andreas Phone
Called Joan regarding Distribution list on Server for Supplements
Answered Andreas phone
Joan asked me for Oak Forest Tapes to copy for Terry Patten
Back to Code Checklist
Answered Andrea's phone
Back to Code Checklist
Update Code Agenda Book
Scott from Community Development
Back to update books - BOWS Code and BOT
Jim Wentz called from CODE
Personal
Review em ails and voice mail
Page 6 of 10
1 :00 Begin review of Oak Forest Minutes
1 : 15 Andrea/Discussion regarding Florida League of Cities
1 :30 Back to Oak Forest Minutes
1 :33 Sherry called from Winter Springs Golf Club
1 :35 Back to Oak Forest Minutes
1 :45 Meeting with Andrea
2:00 Publix for Commission Meeting
3:30 f;I~!:"/~Wr, Code Enforcement Meeting Time
$Jro ~V-d-e~
.uesday, November 15
6:30 Check' voice mail and email
6:45 Clean up Chambers from Commission Meeting
7:30 Carry over leftover food to Kitchen
7:45 Check em ails
8:00 Personal
8:05 Draft responses to Andreas emails ,and instructions
8:30 Call Bill Thompson regarding PO
8:35 Go thru Budget Line Book and Folders
8:50 Discuss with Carol and Joan emails from Andrea
9:00 Discuss and review disposition boxes with Carol
9:20 Call Bill Thompson regarding printer
9:30 Answer Andreas phone
9: 33 Send responses to Andreas emails
9:34 Call Seminole County Historical Museum 407.665.2489
9:43. Email the cost for books to Andrea
9:45 Write up list for morning
9:50 Munis for Printer
9:53 Discuss boxes for Storage with Carol/Joan
10:05 Answer Andreas phone
10:07 Back to Munis
Page 7 of 10
:1 0: 1 0
10:15
10:20
10:30
11:00
11:30
12:30
12:45
1:00
1:10
1 :15
1:25
1:45
2:00
2:15
2:30
2:45
3:00
3:10
3:45
4:00
4:45
5:00
5:15
5:30
6:00
6:15
6:30
6:35
6:40
Answer Andreas phone
Back to Munis
Log into Munis Book
Back to Oak Forest Minutes
Personal
Check emails and voice mails
Discuss Disposition Boxes with Carol
Discuss August 15 Workshop tape with Ron McLemore
Type email to Andrea regarding Historical Books
Call Andrea regarding Books
Call Seminole County Historical Museum 407.665.2489
Back to Oak Forest Minutes
Call from Sherry at Winter Springs Golf Club
Back to Munis
JoellS regarding Agenda Item at Meeting
Carol discussed Code Agenda gone from Lobby and copies made
Back to Oak Forest Minutes
Michell Greco needed certified mail documents
Back to review of Oak Forest Minutes
Set up for Code Enforcement Meeting
Email setting up the hahdicap walkway - Continue setting up
Print and copy scripts for Code Meeting and put in Chambers
Back to Oak Forest Minutes
Take Oak Forest Minutes Corrections to Carol
Check Chambers - Handicap etc and put out water
Check email, voice mail, update this list
Alan Greene and Kip Lockcuff
Unlock City Hall for Meeting
Talk to Captain Tolleson regarding Code Classes for Board Members
Talk to Board Members Roero and Pellerin regarding classes for Board Members
Page 8 of 10
: 7:00
8:15
Begin Code Meeting
Left City Hall
Nednesday, November 16,2006
6:15
6:23
6:24
6:25
6:40
7:00
7:15
7:30
7:36
7:40
7:55
8:00
8:01
8:05
8:15
8:27
8:30
8:35
8:50
9:30
9:32
9:34
10:30
10:50
11:25
11:30
Finish/Start Journal
Check em ail and voice mail
Personal
Update Timesheet and put on computer
Clean up Chambers from Code Meeting
Update Munis Book with blanket PR's
Create labels for files
Discuss Code Meeting with Andrea
Review, copy, and turn in Finance Expenses reports
Deliver Copies
Update Department Timesheet with Carol's
Munis
Update Department Timesheet with Joan's
Discuss Weekend events for City and put on wall calendar
Print labels for Budget Files
Post Agenda for BOWS Decoration of City Hall
Distribute copies of Agenda
Post and do four Agenda Checkl.ists for Andrea
Sign off on Department Timesheet and take to Finance
Answer Andreas phone
Answer Andreas phone
Update List and continue with typing six days of input
Dawna Ferguson dropped off receipt/called Steve Richart for Dawna
Continue typing
Answer Andreas phone
Cut off bottom of Mini Minutes
Page 9 of 10
-!11 :45
12:00
12:02
12:08
12:10
12:24
12:40
1:40
2:00
4:45
5:00
CopyDraft Mini Minutes (11) for Andrea
Print Log Sheets for Andrea
Answered Andreas phone - Mayor Bush
Finish Typing List.
Pack and email for Code Minutes
Type check request for Books
Drive home to do Minutes/Lunch
Set up computer/recorder, go through Code file
Type Code Enforcement Minutes from em ailed draft Minutes
Review Minutes
end
Page 10 of 10
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Carol Lallathin
Assistant to the City Clerk
LaserfichelRecords Management Clerk
Duties for co-ordinatirtg the Records Management portion and Implementation of
Laserfiche
The following list identifies items that will be done throughout the project on a
continuing basis:
1. Identify within the Department for which Implementation is to be done, the
documents which will need to be scanned into the system. Create a table (this will
become a working docwnent) identifying these docwnents With the following
data: Identify the retention period of these docwnents, the state item number and
state description, the location of these docwnents, the approximate quantity of
these documents. Set up a Meeting with the department, inquire of the
department manager who the key people for the department will be and who will
need to be present at this Meeting (those who represent the different areas within
a department) Initial set up time: 4 hours
2. Before meeting to discuss the Docwnent List - make appointment to spend a day
in the department to see what is done there and how the documents identified are
utilized on a daily basis. Time: 8 hours
3. Utilizing the table created and utilizing the information gathered from the initial
meeting within the department, review the table and make any corrections to the
list to prepare for a meeting with the Department personnel to discuss these items.
Time: 4 hours
4. Set up a time to meet with the Department personnel and review the list of
documents. Discuss each area on the 'table' and identify if there is a need for a
different retention period. Identify if there are more documents which are not on
the list. Identify the department docwnent names and where the documents will
be placed on the 'table'. Determine how these documents are stored currently and
how they are filed. Obtain this information to update the 'table' and create a list
which will identify the docwnents one by one. Prepare a revised list of the
documents for review at another Meeting with the department. Initial time to set
up: 4 hours to Meet and discuss Time to redo the table: 3 - 4 hours.
5. Once the form has been set up, determine a Meeting time for the department to
review the list again. Meet with the department to review list and discuss each
document individually to identify the fields which would be of value for creating
a template, this will help begin the process of also identifying the folder structure
for these documents. Explain the template and its use. Give a demo of the overall
Laserfiche scanning system. Explain what is involved with the preparation of
documents for scanning. Time: 3 - 4 hours
6. Prepare any changes to the list which were a result of the Meeting noted above
and set up another Meeting to review the final list with the department. Discuss
the list and annotate any corrections or changes. List prep time: 2 hours Meeting
Time: 2 hours
7. Set up another Meeting with the department to review the list once more after the
corrections, if any have been made. Discuss the fields which may be used for the
template for their department utilizing the prepared list of documents. Meeting
time: 3 hours
8. Prepare and create a template for the department into laserfiche based on the
discussion from the Meeting. Set up a new Meeting with the department and
review the template - ask the department to be prepared to bring documents to the
Meeting which have been identified for scanning. Give a demo on laserfiche of
the created template so that the department can see what this will look like.
Discuss at this Meeting the Folder Structure - where will be scanning the
documents - into what folder. Prep time for the template: 2 hours Meeting
time: 2 hours
9. Make changes to the template if any. Create a folder structure for laserfiche and
input as discussed at previous Meeting. Set up a new Meeting. Time: 3 hours
10. At this Meeting, review with the department the template - give a demo and the
Folder Structure. ask the department to be prepared to bring documents to the
Meeting which have been identified for scanning. Give a demo of scanning their
documents into the newly created folders. Review any changes which may be
needed. Identify who within the department will be scanners and who will be
viewers. Time: 3 hours
11. Make any necessary changes to the system. Set up the personnel into laserfiche
for scanners and viewers with in the department. Time: 1 - 2 hours
12. New Meeting with department: Review the template, folder structure and give
some hands on training of scanning documents. Discuss with the department the
naming convention for their documents which will be scanned. Update the list
with this information so that the person scanning will know the appropriate
guidelines to follow when scanning. Inform department that at the next Meeting
we will be looking at their business process. Time: 2 hours for Meeting Time:
to update the list with naming convention of documents - 3-4 hours.
13. Make any necessary changes to the system. Time: I hour
14. Meet with department for a final review of template and folder structure. Give
demo again and let anyone who wants to work on screen do so. Discuss at this
point, the business process and review the naming convention. Time: 3 hours
15. Prepare the business process by noting on the table for each document type listed.
Time: 2 hours
16. Meet with the department to review the updated table and the business process.
Discuss the document preparation and who will be doing the preparation. Discuss
when the department will be ready for the "training" of scanning. Time: 2 hours
17. Continue to monitor on an on going basis the department status for scanning and
document preparation. Time: 1 hour per week
18. When documents are all scanned into the system, monitor the progress and the
retention of these documents in laserfiche. Check for accuracy of fields and other
areas in the system. Time: 1 hour per week per department.
19. Work with the RMS team, to identify and prepare the schedule of events for the
Laserfiche Implementation for each department. Initial Time: 1 hour Time on a
continuing basis: 12 hour per week
20. Coordinate the set up of the information being scanned into the system.
21. Coordinate the preparation of the documents to be outsourced for scanning.
Prepare procedure for prepping documents. Give instructions to those prepping
the documents. Prepare the 'slip sheet' for the documents being prepped. Prepare
the 'inventory sheet' for the same documents.
22. Monitor those doing the prepping of these documents and make sure all is being
done properly.
23. Set up Security for all users - do on on-going basis. Time: Y2 h<?ur per person
24. Prepare a list of Frequently ask questions as the implementation process goes
forward. On going basis: Time: Y2 hour per week
25. When documents are returned from being scanned (from the outsource place),
check all boxes in; check in documents and review laserfiche to see if scanned in
properly. Note any descrepanies. Do maintenance as necessary. Check
inventory. Time - check in: 1 hour. Time - review: 1-2 hours Time - do
maintenance: 2 hours
The following list identifies items that will be done as a one time project but may require
maintenance on an on-going basis:
26. Documents Preparation instructions per department - Time: 1 hour
27. Set up training material to use for each department. Time: 1 hour
28. Prepare procedures in writing of the various tasks done in the implementation
process. Time for each procedure: 1 hour
29. Set up procedures and policies regarding the Laserfiche scanning system. Set up
procedures for scanning. Set up procedures for searching.
30. Create the Records Management Policy pertaining to Laserfiche. Time: 8 _ 12
hours
31. Create the Scanning/Searching Policy pertaining to Laserfiche. Time 8-12 hours.
32. Create the Return of Documents from Outsourcing Policy and Procedures to be
used when documents are returned to City Hall. Time: 8-12 hours.
33. Create procedures for completing the forms utilized within the laserfiche system.
Time: 8 hours (Forms: Slip Sheet, Jp.ventory Sheet)
34. Create Policy for using WehLink. Time: 8 hours
35. Write up instructions to be used on WebLink for the Web Link users. Time: 8
hours
ATTACHMENT
"F"
~TY O~R SP.RIMGS
JOB DESCRIPTION
JOB TITLE:
PAY GRADE
DEPARTMENT:
ADMINISTRATIVE ASSISTANT TO THE CITY CLERK
22
CITY CLERK
GENERAL DESCRIPTION:
This position involves serving as an assistant to the City Cieri< in coordinating various
administrative activities for the Office of The City Clerk. Work is performed under the general
supervision of the City Clerk.
ESSENTIAL JOB FUNCTIONS:
1. Assists with the upkeep, recordation and maintenance of all official records on file in the
City Clerk's office.
2. Coordinates requisite legal advertisements.
3. Drafts/prepares ordinances/resolutions/proclamations, when necessary.
4. Coordinates and prepares Commission and Advisory Board and Committee agendas and
minutes.
5. Maintains various files and records.
6. Provides necessary proofreads of wori< products.
7. Assists with departmental purchasing/requisitioning.
8. Assists with the duplication of documents.
9. Researches/retrieves information in response to staff/Commission/public requests.
10. Assists with Records Management procedures.
(These essential job functions are not to be construed as a complete statement of all duties performed.
Employees will be required to perform other job related margInal duties as required.)
MINIMUM QUALIFICATIONS:
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of public administration with particular reference to office practices and
procedures.
Knowledge of research techniques and sources of information.
Knowledge of agenda preparation and development.
Knowledge of modem office practices and equipment Including computers.
Knowledge of City departments and offices.
DEPUTY CITY CLERK
PAGE 2
PAY GRADE
22
KNOWLEDGE, SKILLS AND ABILITIES: (Continued)
Knowledge of the CIty's code of ordinances, Florida Statutes and City's policies.
Knowledge of the English language and proper usage, spelling, etc.
Ability to analyze a variety of administrative problems and make sound
recommendations for solutions.
Ability to make decisions in accordance with laws and regulations.
Ability to set up and maintain a complex filing system.
Ability to establish and maintain effective working relations.
Ability to deal with public.
Skill at interpersonal relationships.
EDUCATION AND EXPERIENCE:
High school graduate or possession of an acceptable equivalency diploma. Five (5)
years experience in complex clerical records and experience in local government or
secretarial skills.
(A comparable amount of training, education or experience can be substituted for the minimum
qualifications.)
LICENSES, CERTIFICATIONS OR REGISTRATIONS:
None
ESSENTIAL PHYSICAL SKILLS:
Acceptable eyesight (with or without correction)
Acceptable hearing (with or without hearing aid)
Ability to communicate both orally and in writing.
Ability to access file cabinets for filing and retrieval of data.
Ability to sit at a desk and view a display screen for extended periods of time.
Ability to enter data at a prescribed rate of speed.
ENVIRONMENTAL CONDITIONS:
Works inside in an office environment.
(Reasonable accommodations will be made for otherwise qualified Individuals with a disability.)
NAME
TITLE
DATE
ATTACHMENT
"B "
CITY OF WINTER SPRINGS, FLORIDA
MINUTES
CITY COMMISSION
REGULAR MEETING - NOVEMBER 28, 2005
PAGE 22 OF 35
MANAGER McLEMORE STATED, "IT IS ONL Y A THIRTY (30) DAY
PROJECT."
COMMISSIONER MILLER SAID, "JOAN [BROWN] WORKS FOR THE CITY
CLERK. THE CITY CLERK'S FUNCTION IS RESPONSIBILE TO ME,
EQUALLY WITH YOU AND THE OTHER - FOUR (4) OF US, AND I WAS NOT
AWARE OF THIS UNTIL TONIGHT, AS A PART OF THIS - THAT PEOPLE
ARE BEING MOVED AROUND THAT SUPPORT US, AND WE WEREN'T
INFORMED ABOUT IT; AND I HAVE SOME DIFFICULTY WITH THAT. I
THINK IT IS A COORDINATION ISSUE AND I THINK THESE THINGS
SHOULD BE COORDINATED WITH US, AT LEAST IN ADVANCE OF THE
ACTUAL MOVE, AND NOT FIND OUT THAT OUR PEOPLE HAVE MOVED
AROUND."
COMMISSIONER MILLER ADDED, "THE CLERK FUNCTIONS HAVE ALL
BEEN IN ONE (1) AREA, NOW THEY ARE GETTING SPREAD OUT ALL
AROUND CITY HALL, AND IF THAT DOESN'T BOTHER YOU, THAT YOU
HAVE BEEN ADVISED IN ADVANCE, OR THAT THEY JUST GET MOVED
AROUND - AND THAT WE START TO SUFFER AS A FUNCTION - IT IS A
CONCERN TO ME."
VOTE:
COMMISSIONER KREBS: AYE
COMMISSIONER GILMORE: AYE
DEPUTY MAYOR BLAKE: AYE
COMMISSIONER MILLER: NAY
COMMISSIONER McGINNIS: AYE
MOTION CARRIED.
REGULAR
509. Office Of The City Clerk
Requests That The City Commission Consider Staffing Issues Related To The
Records Management Imaging Program (Laserfiche).
Ms. Andrea Lorenzo-Luaces, City Clerk presented this Agenda Item.
With discussion, Commissioner Miller stated, "Based on the information that has been
provided here - the minute by minute, if this is what goes on - week in, week out, I think
there is a very strong argument for a person."
CITY OF WINTER SPRINGS, FLORIDA
MINUTES
CITY COMMISSION
REGULAR MEETING - NOVEMBER 28, 2005
PAGE 23 OF 35
Discussion.
"MOTION TO EXTEND." MOTION BY COMMISSIONER McGINNIS.
SECONDED BY COMMISSIONER GILMORE. DISCUSSION.
VOTE:
COMMISSIONER GILMORE: AYE
COMMISSIONER MILLER: AYE
COMMISSIONER McGINNIS: AYE
COMMISSIONER KREBS: AYE
DEPUTY MAYOR BLAKE: AYE
MOTION CARRIED.
Further discussion.
Discussion.
Commissioner Krebs suggested, "Take what we have scheduled for the Fall festival, put a
twenty thousand dollars ($20,000.00) festival on and take thirty thousand dollars
($30,000.00) and use that money. There is money there, you can get it." Commissioner
McGinnis added, "I would certainly support doing away with that fifty thousand dollars
($50,000.00) concert."
Next, Commissioner Gilmore said to Manager McLemore, "I suggest next year when we
do Budgets, this Commission look at what the Departments are requesting and what the
Manager is recommending so that we can see the differences in this up front."
Commissioner Gilmore added, "I don't think we have a choice but to put this person on."
Furthermore, Commissioner Gilmore noted, "I would suggest that we add this position
and Ron [McLemore], come back and tell us where the money is, and if we have to
eliminate a Fall concert, eliminate the Fall concert."
"MY MOTION IS TO APPROVE '509'." MOTION BY COMMISSIONER
KREBS. SECONDED BY COMMISSIONER McGINNIS. DISCUSSION.
DEPUTY MAYOR BLAKE SUGGESTED, "HAVE WE CONSIDERED A
CONTRACT POSITION, SO THAT IT IS NOT AN EMPLOYEE POSITION; SO
THAT IN TWO (2) YEARS WHEN THE PROJECT IS OVER, THAT WE WON'T
BE SADDLED WITH AN EXTRA PERSON?" MANAGER McLEMORE SAID,
"WE CAN DO THAT THROUGH A LETTER AGREEMENT, ABSOLUTELY."
CITY OF WINTER SPRINGS, FLORIDA
MINUTES
CITY COMMISSION
REGULAR MEETING - NOVEMBER 28, 2005
PAGE 24 OF 35
MANAGER McLEMORE ADDED, "MY SUGGESTION TO YOU IS THAT YOU
HAVE TIME - AGAIN, BECAUSE OF THE AUDIT PROCESS AND ALL THAT
IS BEING COMPLETED IN MARCH, APRIL - TO SEE WHERE YOU STAND
FINANCIALLY. THEN YOU CAN MAKE THE DECISION AT THAT POINT IN
TIME, WHETHER YOU WANT TO CONTINUE ON WITH THAT - FALL
EVENT OR NOT."
VOTE:
COMMISSIONER GILMORE: AYE
DEPUTY MAYOR BLAKE: AYE
COMMISSIONER MILLER: AYE
COMMISSIONER McGINNIS: AYE
COMMISSIONER KREBS: AYE
MOTION CARRIED.
REPORTS
REPORTS
600. Office Of The City Attorney - Anthony A. Garganese, Esquire
Attorney Garganese spoke of vicious dogs and stated that "There is a Florida law that
does not permit a Municipality or any local government to distinguish between different
breeds - of dogs." Attorney Garganese added, "The City currently has an Ordinance in
Chapter 4, whereby the City of Winter Springs adopted Seminole County's Animal
Control Ordinance and that Ordinance does have procedures and criteria for dangerous
dogs."
With discussion, Commissioner McGinnis added, "Keep your eyes open if you see
anything that might help us."
Secondly, Attorney Garganese remarked about the Wyman Fields Foundation and stated,
"We ended up getting a Deficiency Judgment on the remaining balance that is due on the
City's second Mortgage, plus Attorney's Fees and costs that we have incurred." Attorney
Garganese added, "Weare actually proceeding with a Sheriff s sale on one of the units -
the last remaining unit - 154 Lori Anne Lane."
.:..:. AGENDA NOTE: THE FOLLOWING AGENDA ITEM WAS
DISCUSSED NEXT, FOLLOWED BY THE REST OF "REPORTS", AS
DOCUMENTED. .:. .:.