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HomeMy WebLinkAbout2012 10 08 Regular 600 City Clerk Review COMMISSION AGENDA Informational Consent ITEM 600 Public Hearings g Regular X October 08, 2012 KS ALLL Regular Meeting City Manager Department REQUEST: The City Clerk requests the City Commission consider the information in this Agenda Item as it pertains to City Clerk's Performance Review for the period from September 27, 2011 — September 27, 2012. (The actual Anniversary Date was September 27 for the City Clerk). SYNOPSIS: Based on previous City Commission discussions, the City Commission has asked to evaluate the City Clerk on or near annual Anniversary date. Additionally, during the discussion of the City Manager's Performance Review at the June 14, 2010 City Commission Regular Meeting, the City Commission asked that an Evaluation form be submitted by the other Charter Officers, similar to what the City Manager had provided; and that the City Manager work with the other Charter Officers on an Evaluation form to be submitted to the City Commission. This was completed and over the last two (2) years, this same procedure has been followed, and is the same during this performance year also. CONSIDERATIONS: With this Agenda Item being submitted to the Mayor and City Commission for their review and consideration, I would like to again acknowledge the help and assistance I have received from my Staff, as one person simply cannot do everything required in this Department, nor what has been achieved over this past year. The "Performance Evaluation Form" to be used to evaluate the City Clerk is basically the same document presented, approved, and utilized previously; with only date-related Regular 600 PAGE 1 OF 3-October 08,2012 changes to the attached version. As a friendly reminder of what is legally (at a minimum) tasked to the Office of the City Clerk, included with this Agenda Item is a document entitled "LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK" which lists many of the numerous day-to-day demands on this Office. Many of the responsibilities mandated upon the Office of the City Clerk includes complying with various Legal requirements, pursuant to Florida Statutes, the City's Charter, and the City's Code of Ordinances. In addition to what is included in this Agenda Item, I wanted to also note some of the Goals I set for myself(and Staff) for this performance year: • Continue to provide exceptional service to the Mayor and City Commission • Through the contributions of the Office of the City Clerk, continue to provide exceptional service to the City Manager, Advisory Boards/Committees, other City Departments, and the general public • Improve staff performance in meeting City and Department work objectives • Develop and enhance the knowledge base of my employees through in-depth specialized training • Strengthen our accountability within the organization • Continue to provide support to my staff • Continue to recognize staff accomplishments and contributions • Improve my skills and development with continued education FISCAL IMPACT: As no Merit Raises were approved during the 2011-2012 Fiscal Year, no funding is requested as part of this Agenda Item for the period being considered. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. As agreed to by the Mayor and City Commission, I provided an Informational Agenda Item one month prior to my Anniversary Date, as a reminder that my Performance Evaluation would be forthcoming. RECOMMENDATION: Regular 600 PAGE 2 OF 3-October 08,2012 The Mayor and City Commission are requested to review this Agenda Item including the submitted "Performance Evaluation Form" for the purpose of evaluating the City Clerk's performance for the review period which ended on September 27th, 2012, via the attached "Performance Evaluation Form" or any other method deemed appropriate. ATTACHMENTS: "A": "Legal Requirements/Duties And Responsibilities Of The City Clerk" (8 pages) "B": "Performance/Accomplishments For Fiscal Year 2011-2012" (4 pages) "C": "Performance Evaluation Form" (6 pages) Regular 600 PAGE 3 OF 3-October 08,2012 Attachment"A" CITY OF WINTER SPRINGS, FLORIDA OFFICE OF THE CITY CLERK LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK The following Statutory requirements show what the City Clerk is responsible for pursuant to the Charter and Code of Ordinances for the City of Winter Springs, and Florida Statutes: CITY OF WINTER SPRINGS, FLORIDA CHARTER Part I CHARTER Section 4.10. City clerk. (a) ...The city clerk shall give notice of commission meetings to its members and the public, keep the journal of its proceedings and perform such other duties as are provided by this Charter,by the commission or by law. Part I CHARTER Section 4.13.Procedure. (a) Meetings. The commission shall meet regularly at least once every month at such times and places as the commission may prescribe by rule. Special meetings shall be held on the call of the mayor or three (3) or more members and whenever practicable, upon no less than twelve (12) hours' notice to each member. All meetings shall be public. (b) Rules and journal. The commission shall determine its own rules and order of business and shall provide for keeping a journal of its proceedings.This journal shall be a public record. Part I CHARTER Section 4.16. Authentication and recording; codification. The mayor and the city clerk shall authenticate by their signatures all ordinances and resolutions adopted by the city commission and the city clerk shall record in full in a properly indexed book kept for that purpose all such ordinances and resolutions. CITY OF WINTER SPRINGS, FLORIDA CODE OF ORDINANCES Chapter 2 ADMINISTRATION Section 2-41.Appointments of boards and committees. (a) Purpose. The purpose of this section is to enhance the public's respect and confidence in the municipal services delegated to, and performed by, city boards and committees and to ensure that decisions of boards and committees are in the best interests of the city. The purpose of this section is also to establish uniform and consistent procedures and requirements for establishing and/or abolishing boards and committees, and appointing and removing members thereof, and for conducting board and committee business. CITY OF WINTER SPRINGS,FLORIDA LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK REVISED 09/27/2012 PAGE 2 OF 8 Chapter 2 ADMINISTRATION Section 2-81.Election supervisor. The city clerk is hereby designated the supervisor of elections for the city. Chapter 2 ADMINISTRATION Section 2-87. Qualification of candidates. Each candidate seeking the office of city commissioner or mayor or any other elective office of the city shall file a petition signed by fifteen (15) registered voters of the city with the city clerk. Each candidate seeking the office of city commissioner or mayor of any other elective office of the city shall have resided in the city one (1) year prior to the time of qualifying. Each candidate seeking the office of city commissioner shall be a resident of a designated commission district as established by ordinance and shall have resided in the designated commission district six (6) months prior to the time of qualifying. Notwithstanding the above requirement, city commissioners shall run at large as commission candidates under district designation. All candidates for offices in municipal elections shall be registered and qualified electors of the city at the time of their qualifying as a candidate with the city clerk and shall file qualifying papers in accordance with state statutes and pay the qualifying fee and election assessment provided for in section 2-88. Chapter 2 ADMINISTRATION Section 2-88. Qualifying fees. (a) All candidates for city commission and mayor, qualifying as provided in this Code, shall pay a qualifying fee of one hundred fifty dollars ($150.00). The qualifying fee and the election assessment shall be paid to the city clerk and be paid by the clerk into the general fund of the city. Within thirty (30) days after the close of qualifying,the city clerk shall forward the elections assessment to the Department of State. (b) Pursuant to F.S. § 99.093(2), candidates who are unable to pay the election assessment without imposing an undue burden on their personal resources or resources otherwise available to them shall upon written certification of such inability given under oath to the city clerk be exempted from paying the election assessment. Any candidate exempt from the election assessment shall also be exempt from the city's qualifying fee. Chapter 2 ADMINISTRATION Section 2-95.Additional duties of city clerk. The city clerk is authorized and directed to have prepared such forms and perform such ministerial duties as are required by this article by necessary implication in order to accomplish the objectives of this article,and the intent of the city commission in adopting it. FLORIDA STATUTES Chapters 97-107 ELECTORS AND ELECTIONS [Please see these Chapters for numerous responsibilities] Chapter 119 PUBLIC RECORDS 119.01 General state policy on public records. (1) It is the policy of this state that all state, county, and municipal records are open for personal inspection and copying by any person. Providing access to public records is a duty of each agency. CITY OF WINTER SPRINGS,FLORIDA LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK REVISED 09/27/2012 PAGE 3 OF 8 Chapter 119 PUBLIC RECORDS 119.07 Inspection and copying of records; photographing public records; fees; exemptions. (1)(a) Every person who has custody of a public record shall permit the record to be inspected and copied by any person desiring to do so, at any reasonable time, under reasonable conditions, and under supervision by the custodian of the public records. (b) A custodian of public records or a person having custody of public records may designate another officer or employee of the agency to permit the inspection and copying of public records, but must disclose the identity of the designee to the person requesting to inspect or copy public records. (c) A custodian of public records and his or her designee must acknowledge requests to inspect or copy records promptly and respond to such requests in good faith. A good faith response includes making reasonable efforts to determine from other officers or employees within the agency whether such a record exists and, if so,the location at which the record can be accessed. (d) A person who has custody of a public record who asserts that an exemption applies to a part of such record shall redact that portion of the record to which an exemption has been asserted and validly applies, and such person shall produce the remainder of such record for inspection and copying. Chapter 257 PUBLIC LANDS AND PROPERTY PUBLIC LIBRARIES AND STATE ARCHIVES 257.36 Records and information management. (1) (a) Establish and administer a records management program directed to the application of efficient and economical management methods relating to the creation, utilization, maintenance, retention, preservation, and disposal of records. (k) Establish and maintain a program in cooperation with each agency for the selection and preservation of records considered essential to the operation of government and to the protection of the rights and privileges of citizens. Chapter 286 PUBLIC BUSINESS: MISCELLANEOUS PROVISIONS 286.011 Public meetings and records; public inspection; criminal and civil penalties. (1) All meetings of any board or commission of any state agency or authority or of any agency or authority of any county, municipal corporation, or political subdivision, except as otherwise provided in the Constitution, including meetings with or attended by any person elected to such board or commission, but who has not yet taken office, at which official acts are to be taken are declared to be public meetings open to the public at all times, and no resolution,rule, or formal action shall be considered binding except as taken or made at such meeting. The board or commission must provide reasonable notice of all such meetings. (2) The minutes of a meeting of any such board or commission of any such state agency or authority shall be promptly recorded, and such records shall be open to public inspection. The circuit courts of this state shall have jurisdiction to issue injunctions to enforce the purposes of this section upon application by any citizen of this state. *The above Statutory requirements are "translated"below in more specific terms as to what I(and my Staff) complete on a daily/weekly/monthly/annual basis, as applicable. Many of the below Duties and Responsibilities are related to Florida Statutes, and/or City Charter and/or City Code of Ordinances mandated requirements: CITY OF WINTER SPRINGS,FLORIDA LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK REVISED 09/27/2012 PAGE 4 OF 8 City Commission Meetings: The City Clerk is responsible for assisting the City Manager with the compilation of each Meeting or Workshop Agenda, and any Amendments or Revisions (if applicable). Additionally, the Office of the City Clerk handles all of the specific administrative functions as follows: 1. Keeps log of all Agenda Item requests; tracks all incoming Agenda Items; checks Exemptions on every Agenda Item submitted; and puts final Agenda (electronic) Agenda Packets together for the City Manager which will then be distributed through the Office of the City Clerk to the City Commission 2. Preparation for all City Commission Regular Meetings, Special Meetings, Attorney-Client Sessions, and Workshops 3. Set up for each City Commission Regular Meeting, Special Meeting, Attorney-Client Session, and Workshop 4. Attends at all City Commission Regular Meetings, Special Meetings, Attorney-Client Sessions, and Workshops,etc. 5. Teardown after City Commission Regular Meetings, Special Meetings, Attorney-Client Sessions, and Workshops 6. Drafts, proofs, and completes Official Minutes for City Commission Regular Meetings, Special Meetings, and Workshops 7. Compiles all documents related to each Regular Meeting, Special Meeting, Attorney-Client Session, and Workshop 8. Completes and executes documents Approved at City Commission Regular and Special Meetings, including the verification of related dates, and forwards copies of executed documents to all necessary parties 9. Contacts City Commission Members regarding Quorum status; reminders of Meetings; changed or cancelled Meetings; attendance questions; and Agendas/Agenda Packets [Advisory] Boards And Committees including Ad Hoc Committees: The City Clerk is responsible for the administration of the following City of Winter Springs' [Advisory] Boards and Committees: • Beautification of Winter Springs Board(Just Sunsetted in early September 2012) • Bicycle and Pedestrian Advisory Committee • Board of Trustees • Code Enforcement Board • Districting Commission (Every 3 Years) • Oak Forest Wall and Beautification District Advisory Committee • Parks and Recreation Advisory Committee • Planning and Zoning Board/Local Planning Agency • Tuscawilla Lighting and Beautification District Advisory Committee • Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee The City Clerk is responsible for all administrative functions for the above referenced [Advisory] Boards and Committees, including the following: 1. Tracks all Agenda Items; and puts final Agenda and Agenda Packets together each of the [Advisory] Boards and Committees 2. Checks Exemptions on every Agenda Item submitted 3. Write Agenda Items 4. Preparation of all [Advisory] Boards and Committees Regular Meetings, Special Meetings, and Workshops 5. Set up for each [Advisory] Board and Committee Regular Meeting, Special Meeting, and Workshop 6. Attendance at such Meetings and Workshops 7. Teardown after each [Advisory] Boards and Committee Regular Meeting, Special Meeting, and Workshop 8. Corresponds with new [Advisory] Board/Committee Members CITY OF WINTER SPRINGS,FLORIDA LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK REVISED 09/27/2012 PAGE 5 OF 8 9. Writes and provides new [Advisory] Board/Committee Members with Orientation Handbooks 10. Coordinates Orientation Meetings for all new [Advisory] Board/Committee Members with applicable City Staff 11. Drafts,Proofs,and completes Official Minutes for any Meetings and Workshops 12. Compiles all documents related to each Regular Meeting, Special Meeting, and Workshop 13. Contacts [Advisory] Board and Committee Members regarding Quorum status; reminders of Meetings; changed or Cancelled Meetings; attendance questions; and Agendas/Agenda Packets 14. Assists with any project affiliated with any of the City's [Advisory] Boards and Committees 15. Tracks attendance of[Advisory] Board and Committee Members Assists City Commission: 1. Updates City Commission Dropbox folders periodically with the latest City Calendars 2. Researches City Records 3. Notarizes documents 4. Attests/Seals documents 5. Writes Agenda Items 6. Writes Resolutions/Proclamations/Certificates of Recognition, as requested 7. Produces copies of Agreements/Contracts, documents, Meeting Tapes/CD's, etc. 8. Contacts other parties 9. Makes Travel Arrangements 10. Provides information to Members of the Commission which may be of interest to them Public Records: 1. Coordinates and completes 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, checking Exemptions, verbal and written correspondence; and locating requested documents 2. Upon request, duplicates City documents held by the City Clerk which include: • Portions of the City's Code Book(including complete Code Books) • Contracts • Agendas • Agenda Items • Minutes • Audio Tapes/CD's of Meetings 3. Provides for individuals to come in and review and/or research City Records. (When applicable,this can 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. Provides City information upon request to: • Other City Staff • Individuals • Attorneys • Other Agencies 5. Provides Certified copies of documents upon request to: • City Commission • City Attorney • Other Department Staff Members • Individuals • Attorneys • Other Agencies • Code Enforcement Bureau, Police Department CITY OF WINTER SPRINGS,FLORIDA LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK REVISED 09/27/2012 PAGE 6 OF 8 6. Records documents with Seminole County 7. Maintains Records of City Vehicle Titles 8. Maintains Performance Bonds and similar documents until needed 9. Maintains security for documents for many City Departments in our Records Vault. (When a Staff Member needs a document, we must assist them with access to the Records Vault and their secured documents) Records Management: 1. Serves the City as Records Management Liaison Officer(RMLO) 2. Adheres to all Policies and Procedures, as stipulated by Law, including referring to our City's Confidentiality List 3. Provides Training for all City Departments 4. Assists with compliance by all Departments 5. Updates Confidentiality List 6. Serves as Liaison with State of Florida 7. Completes related correspondence 8. Completes City-Wide approved Dispositions 9. Meets with Requestors for review of documents Records Management Imaging Program: 1. Reviews Policies 2. Meets with other Departments as required 3. Assists with training of other City Staff when applicable 4. Updates documents/listings on LaserFiche when required 5. Assigns and completes new Vendor listings when requested Elections: 1. Reviews all Laws related to Elections 2. Complies with Florida Statutes and the City's Charter 3. For City/County Elections,the City Clerk is responsible for ensuring the integrity of every Election: • Coordinates Qualifying Packets for Candidates • Handles Election related Advertisements • Accepts submitted Campaign Finance Reports • Works with the Seminole County Supervisor of Elections • Scans and keeps documents archived as applicable 4. Handles numerous preparations for a City"Stand-Alone"Elections(when applicable) 5. Assists other City Departments when"Straw Ballots"are held Ordinances/Resolutions: 1. Keeps Log of previous and current Ordinances,and subsequent actions 2. Keeps Log of previous and current Resolutions, and subsequent actions 3. Issues applicable identification numbers when needed 4. Records Ordinances and Resolutions, as applicable 5. Forwards copies to other individuals/Departments as approved, for their files 6. Writes Resolutions and related Agenda Items Code Of Ordinances: 1. Updates the Code of Ordinances with all pertinent documents 2. Distributes copies of particular sections of the Code Book, when other Departments advise citizens to contact us for this information 3. Certifies Sections of the Code of Ordinances for Court proceedings CITY OF WINTER SPRINGS,FLORIDA LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK REVISED 09/27/2012 PAGE 7 OF 8 Agreements/Contracts: 1. Tracks Agreements/Contracts 2. Maintains all Agreements/Contracts 3. Records applicable documents with such Agencies as: • Seminole County • Clerk of the Court • Secretary of State • Other Agencies, as applicable Assists City Manager: 1. Assists with any general requests 2. Provides any documents upon request 3. Attests/Seals documents 4. Notarizes documents 5. Writes Agenda Items as applicable 6. Researches City records for requested documents or specific subject matter Assists City Attorney: 1. Provides City documents upon request 2. Provides Certified copies of documents 3. Researches City records for requested documents or specific subject matter Research: 1. Researches various information for: • Members of the City Commission • City Manager • City Attorney • City Departments • Other Municipalities • Other Agencies • Media Finance/Purchasing: 1. Reviews and prepares Annual Budget for the following: • City Commission • City Clerk 2. Purchases items for Meetings; buys greeting cards for the City Commission; sends flowers/cards as applicable 3. Completes Purchase Orders and related record keeping for two(2)Departmental Budgets: • City Commission(Which includes five(5) individuals along with the Mayor) • City Clerk Bids/RFP's(Requests For Proposals): Bids: 1. Keeps original documentation for all Bids 2. Scans related documents for safekeeping 3. Assists with individuals who wish to review submitted Bid Packages RFP's: (Requests for Proposals) 1. Keeps original documentation for all RFP's(Requests for Proposals) 2. Scans related documents for safekeeping 3. Assists with individuals who wish to review submitted RFP's(Requests for Proposals) CITY OF WINTER SPRINGS,FLORIDA LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK REVISED 09/27/2012 PAGE 8 OF 8 Special Events: The City Clerk is responsible for all related responsibilities for any City Commission authorized Special Events such as: • Board/Committee Appreciation Events • Inauguration Ceremonies • Farewell Events for Elected Officials • Mayors and Managers Meetings • Tri-County League of Cities Luncheon Meetings • Joint Meetings with other Municipalities and/or Seminole County Some Of The Related Tasks With Special Events Have Involved: • Designs/Mails Invitations • Designs/Prints Programs • Plans Menus • Researches, Designs and Orders Awards • Plans Seating Arrangements • Handles any changes as applicable • Works with Caterers for Special Events • Coordinates Events • Assists with writing of related correspondence for the Mayor and City Commission Other Departmental Tasks: 1. Writes Agenda Items 2. Updates City Records such as Board Member Lists; Checklists; Board Member Packets; etc. 3. Updates Homeowner's Association Master List 4. Handles required Advertisements 5. Writes Correspondence 6. Writes City Newsletter articles (usually at least one, on a monthly basis) 7. Trains/Cross-Trains Staff 8. Attends City Manager's Staff Meetings 9. Has Staff representation on the City's Safety Committee 10. Distributes mail to all Departments when applicable 11. Meters City mail when applicable 12. Copies mail sent to one Member of the City Commission,that need to be"Copied"to other parties 13. Maintains City Calendar 14. Holds Departmental Meetings 15. Assists with City related Notary Services 16. Assists with"Special Projects" Professional Skills: In addition to all of the above responsibilities and duties,the City Clerk should: • Keep up to date through the review of changes in Laws • Keep up to date through the review of Trade Journals/Publications • Maintain Professional Certifications • Attend Seminars/Conferences to upgrade expertise, and to learn new information Note: This document is applicable to much of what is completed in this Department, but is not a complete listing of all of the actual Legal Requirements/Duties and Responsibilities of the City Clerk. Revised 09/27/2012 Attachment`B" CITY OF WINTER SPRINGS,FLORIDA OFFICE OF THE CITY CLERK CITY CLERK ANDREA LORENZO-LUACES PERFORMANCE/ACCOMPLISHMENTS FOR FISCAL YEAR 2011-2012 OCTOBER 8,2012-REGULAR AGENDA ITEM "600" The following information covers the period from September 27, 2011 through September 27, 2012 and lists some of the major tasks which the Office of the City Clerk staff completed: Charter Officer/Mana2er: • Responsible for the day-to-day operations of the Office of the City Clerk [City Charter 4.10.] • Am a Department Manager with a current staff of 2 full-time and 1 part-time and am responsible for the supervision and management of these individuals Mayor/City Commission: • Have assisted with numerous research efforts whenever requested [City Charter 4.10.] • Provided administrative support for the Mayor and City Commission and travel arrangements whenever requested [City Charter 4.10.] • Since early 2011 and during this evaluation period, Office of the City Clerk administrative staff take turns to greet citizens at City Commission Meetings, by attending approximately the first hour of all City Commission Meetings, while also providing assistance with Public Input forms and being available to answer any questions the attending public may have • Coordinated with other departments, presentations from all of the City's current [Advisory] Boards and Committees to the Mayor and City Commission,related to their accomplishments,needs, etc. • Assisted with an enhanced Public Input form as requested by the City Commission • Attended many local Tri-County League of Cities Meetings with City Officials and Staff Special Circumstances: • Assisted with numerous tasks related to after an Elected Official left Office, including administrative documentation, providing appropriate documents to interested Applicants, corresponding with numerous interested Applicants and colleagues, and the Swearing In Ceremony [City Charter 4.01.] • Coordinated Orientations of new Elected Official with other City Departments • Researched and assembled helpful information for new Commissioner and held an Orientation with newly Appointed Commissioner Smith and my Office Agendas/Notices/Coordination Of City Commission A2endas/Meetin2s: • 30 City Commission Agendas (including any Amended/Revised/Cancelled, if applicable) were posted (in coordination with the City Manager and City Staff) [Florida Statutes 286.011 and City Charter 4.10.] • 309 Agenda Packets (including every page) for City Commission Meetings were reviewed for Exemptions (a very time intensive task for each Agenda Item) [Florida Statutes 119]; and applicable Agenda Packets were then coordinated for City Commission Meetings [City Charter 4.10.,4.13.] • Official Meeting Minutes were taken and transcribed providing 26 official sets of Final (After being Proofed and Cross-Reviewed) City Commission Minutes and then submitted to the City Commission for Approval [Florida Statutes 119 and City Charter 4.10.,4.13.] • 72 Notices for other events/meetings (that 2 or more Elected Officials were possibly attending) were posted [Florida Statutes 286.011 and City Charter 4.10.] • City Commission related Meetings were set-up; administrative support was provided; and meeting spaces were cleaned up PERFORMANCE/ACCOMPLISHMENTS FOR FISCAL YEAR 2011-2012 OCTOBER 8,2012-REGULAR AGENDA ITEM"600" ATTACHMENT`B" PAGE 2 OF 4 • Corresponded (verbally and/or in writing) with the Mayor and/or City Commissioners on numerous occasions regarding general administrative information and quorum status • Corresponded (verbally and/or in writing) with the City Manager and/or numerous Staff Members on the status of Agenda Items, related documents, and wording for Agendas Agendas/Notices/Coordination Of[Advisory'Board And Committee Meetings: • 54 [Advisory] Board And Committee Agendas (including Amended/Revised/Cancelled, if applicable) were posted(in coordination with the City Manager/City Staff) [Florida Statutes 286.011] • 413 Agenda Packets/Presentation Materials/Miscellaneous Documents (including every page) for applicable [Advisory] Boards and Committees were reviewed for Exemptions (a very time intensive task for each Agenda Item) [Florida Statutes 119]; and applicable Agenda Packets were then coordinated for applicable [Advisory] Boards and Committee meetings • Official Meeting Minutes were taken and transcribed providing 38 official sets of Final (After being Proofed and Cross-Reviewed) [Advisory] Board And Committee Minutes and then submitted to the applicable [Advisory] Board And Committee for Approval [Florida Statutes 119] • [Advisory] Board And Committee Meetings were set-up; administrative support was provided; and meeting spaces were cleaned up • Corresponded (verbally and/or in writing)with numerous Staff Members on the status of Agenda Items, related documents, and wording for Agendas • Corresponded (verbally and/or in writing) with the Chairpersons and Members of all of the City's nine (9) current [Advisory] Boards/Committees on numerous occasions regarding general administrative information and quorum status • Continued to hold Orientation Meetings and provided New Member Handbooks for any newly Appointed [Advisory] Board and Committee Members • Assisted with procedural changes to the Code Enforcement Board's Procedures with coordination and assistance from the Office of the City Attorney and the Police Department's Code Enforcement Division Public Records Requests: • 85 (approximately) Public Records Requests have been completed, (which involved working with other Departments and often included numerous follow-up contacts; verbal and written correspondence; and locating requested documents) in Compliance with requirements and guidelines set forth in the Florida Statutes, while also reviewing for Exemptions, (a very time intensive task for each request) [Florida Statutes 119] Records Management Program: • Responsible for all aspects of the City's Records Management Program including training, applications, maintenance, retention, preservation, and disposition of records [Florida Statutes 257.36] • Continued to implement the use of a "Confidentiality Form" with all Departments [Florida Statutes 119] • This Department continues to redact all related Exemptions on all applicable documents, (a very time intensive task for each request and is also noted above in the "Public Records Requests" category) [Florida Statutes 119] • Completed an official City-wide Records Disposition of more than 500 cubic feet of records [Florida Statutes 257] • Current Office of the City Clerk Staff has taken support and maintenance for the LaserFiche Imaging System Project PERFORMANCE/ACCOMPLISHMENTS FOR FISCAL YEAR 2011-2012 OCTOBER 8,2012-REGULAR AGENDA ITEM"600" ATTACHMENT`B" PAGE 3 OF 4 Elections: • The City Clerk is the designated Elections Official/Filing Officer for City Elections [Florida Statutes and City Code- Section 2-81.] • Kept up-to-date (thus far) on all related Florida Statutes Elections Chapters along with our City Charter and the City Code, for Compliance; and all Election Municipal Financial Reports due for the 2012 Election [Florida Statutes and City Code-Section 2-95.] • Performed all mandated functions (thus far) under Florida Statutes, and also the City's Charter related to the November 2012 Election [Florida Statutes and City Code-Section 2-81.] • Consulted with the Office of the City Attorney(thus far) on numerous occasions regarding legal aspects of the November 2012 Election • Corresponded/met with The Honorable Michael Ertel, Seminole County Supervisor of Elections on current Election information Special Projects: • A final review of previous City Commission Meeting Agenda Item files has partially been completed (this process requires my Staff to verify that all Agenda Items and any related documents have been correctly scanned [involving verifying that all paper files of original documents have accurately been scanned into LaserFiche; then electronically linking documents to respective Agenda Items/Contracts, if applicable]. At a later date, we then work on applicable Records Dispositions.) [Florida Statutes 257.36] • Have been assisting Mayor Lacey with (mostly) email correspondence related to the Mayors and Managers Group meetings during the latter part of 2012, as Mayor Lacey began serving as the Chair of this organization • Approximately 12 boxes of Bids/RFP's which had previously been reviewed, were double-checked for accuracy, with some records being scanned as they were not previously, and then the same amount of records have been boxed up for disposition [Florida Statutes 257.36] Administration: • Hired new staff • With a brand new and smaller staff close to mid-evaluation period, provided training, and attended more [Advisory] Boards and Committees meeting with new staff when applicable • Provided assistance and research to the City Manager whenever requested • Provided an in-depth Meeting Abstract (which is a Draft version summary of each City Commission Meeting) usually within approximately 1.5 days after City Commission Meetings for the City Manager's weekly "Staff Meeting"); and as quickly as possible when requested by the City Manager related to other City Commission Special Meetings • Issued,tracked, and executed Ordinances and Resolutions [City Charter 4.16.] • Tracked [Advisory] Board/Committee Appointments, attendance, related correspondence, and wrote applicable Agenda Items and Resolutions of Appreciation [City Code- Section 2-41.] • Updated the City's Code of Ordinances with 1 (large) Supplement returned during this time period [City Charter 4.16.] and a second(large) Supplement in process • Provided information for new resident Welcome packages • Assisted other Departments with requests for assistance • Provided a wide range of public information services as requested PERFORMANCE/ACCOMPLISHMENTS FOR FISCAL YEAR 2011-2012 OCTOBER 8,2012-REGULAR AGENDA ITEM"600" ATTACHMENT`B" PAGE 4 OF 4 Special Events: • Coordinated numerous details related to the Board and Committee Appreciation Dinner held Saturday, May 11, 2012 at Kee Wee Entertainment District, including Certificates of Appreciation for all [Advisory] Board and Committee Members to receive • Assisted with Tri-County League of Cities Luncheon Meeting hosted by Winter Springs in January 2012 which included Commissioner Joanne M. Krebs being sworn in as President Professional Development/Volunteer Efforts: • Attended the"Orlando Women's Conference",held in April 2012 in Orlando, Florida Attachment"C" .1d�NTER 4N.ts 1.111 City of Winter Springs u co City Clerk Performance Evaluation Form Incorporated 1959 This form provides twelve (12) rating categories for evaluating the City Clerk's performance for the review period with an associated rating scale to be tabulated utilizing a straight-line weighting approach. Andrea Lorenzo-Luaces City Clerk Mayor/Commissioner September 27 2011 —September 27, 2012 Evaluation Period Date EVALUATION SCALE 3 Exceeds Expectations Performance which exceeds the level normally expected. 2 Meets Expectations Generally meets expectations on performance criteria. 1 Below Expectations Performance falling short of that normally expected. 0 N/O No Opinion Rating Categories I. CITY COMMISSION SUPPORT Rating A. City Clerk understands the intentions and needs of the City Commission. City Clerk treats the Mayor and each City Commission Member in a fair and B. impartial manner. C. City Clerk promptly handles all requests made to him/her by the City Commission. D. City Clerk keeps the City Commission informed on a timely basis. City Clerk provides information to Members of the City Commission which may be E. of interest to them. Comments: City Clerk Performance Evaluation Form October 8,2012 Page 2 Of 6 II. COMMUNICATIONS Rating City Clerk works with the City Commission as a body and individually as A. applicable. B. City Clerk maintains effective working relationships with other Charter Officers. City Clerk maintains effective working relationships with other Department C. Directors. D. City Clerk maintains effective working relationships with City Staff. Comments: III.PUBLIC RECORDS Rating A. City Clerk ensures open access to City public records. B. City Clerk makes certain that Public Records Requests are handled appropriately. C. City Clerk understands and implements applicable Laws City-wide. D. City Clerk provides Training to City Staff when applicable. Comments: IV.RECORDS MANAGEMENT Rating City Clerk is familiar with Florida Statutes in terms of Records Management A. procedures. B. City Clerk provides City Staff with Training on Records Management as applicable. City Clerk works with Information Services on technological processes so that the C. City's Records Management Program proceeds accordingly. City Clerk makes sure that any available technology to access and retrieve City D. documents is available. Comments: City Clerk Performance Evaluation Form October 8,2012 Page 3 Of 6 V. ELECTIONS Rating A. City Clerk is a competent Municipal Elections Official. City Clerk has a working understanding of Florida Statutes and the City's Charter B. as it relates to Elections. City Clerk assists apppropriately from first contact with Candidates until the end of C. Election cycle. Comments: VI. CITY COMMISSION AGENDAS/MINUTES Rating City Clerk completes the City Manager's Agenda posting process in accordance with City Commission Policy (if other Department Staff have provided their work A. products in time to the Office of the City Clerk). B. City Clerk posts Notices for the City Commission as applicable. City Commission Minutes are provided to the City Commission for Approval C. within 2 City Commission Regular Meetings. D. City Clerk provides accurate Minutes to the City Commission. Comments: VII.FISCAL MANAGEMENT Rating A. City Clerk works within parameters of his/her approved Budget. B. City Clerk is effective in conserving budgetary resources. Comments: City Clerk Performance Evaluation Form October 8,2012 Page 4 Of 6 VIII.BOARDS/COMMITTEES Rating Boards/Committees are staffed appropriately and all related business is handled in a A. timely manner. Board and Committee Agendas are provided to the applicable Boards and Committees within 5 to 10 days of an applicable Meeting, (if other Departmental B. Liaisons have provided their work products in time to the Office of the City Clerk). Board and Committee Minutes are provided to the applicable Advisory Board and Committees for Approval within 2 applicable Board and Committee Regular C. Meetings. Accurate Board and Committee Minutes are provided by the Office of the City D. Clerk. Comments: IX.MANAGEMENT OF EMPLOYEES Rating A. City Clerk ensures that his/her Staff exhibits excellent customer service skills. City Clerk provides opportunities for professional training and development of B. skills. City Clerk gives Evaluations to Staff within 1 month of due date, unless special C. circumstances exist. D. City Clerk offers appreciation to Staff when warranted. Comments: City Clerk Performance Evaluation Form October 8,2012 Page 5 Of 6 X. COMMUNITY RELATIONS Rating City Clerk assists the public when applicable and listens to concerns and needs, A. responding in a positive manner. B. City Clerk provides excellent customer service to the general public. Comments: XI.PROFESSIONAL SKILLS Rating A. City Clerk exhibits professional demeanor. B. City Clerk represents his/her Department well. C. City Clerk maintains Certified Municipal Clerk Certification. D. City Clerk maintains Master Municipal Clerk Certification. City Clerk keeps up-to-date with professional/leadership skills and attends E. Seminars/Conferences as needed. Comments: City Clerk Performance Evaluation Form October 8,2012 Page 6 Of 6 XII.PERSONAL TRAITS Rating A. Fair and Impartial. B. Detail-Oriented. C. Strives for excellence. D. Responsive. E. Has a can-do attitude. F. Dedicated. Comments: Additional Comments: