HomeMy WebLinkAbout2013 10 14 Regular 601 City Clerk Annual Review COMMISSION AGENDA
Informational
Consent
ITEM 601 11iearings
Regular X
October 14, 2013 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
28, 2012 — September 27, 2013. (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 three (3)
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 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 601 PAGE 1 OF 3-October 14,2013
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 requirements of 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(with my 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, 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 and cross-training in almost all areas
• Assist any/all City Departments with anything this Office can provide, which
has included in-depth official Records Management training and beginning to
offer one-on-one Records Management assistance with Departmental Staff
Liaisons
• 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 2012-2013 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
Regular 601 PAGE 2 OF 3-October 14,2013
approximately one month prior to my Anniversary Date, as a reminder that my Performance
Evaluation would be forthcoming.
RECOMMENDATION:
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 2013, via the
attached "Performance Evaluation Form" or any other method deemed appropriate.
ATTACHMENTS:
"A": "Legal Requirements/Duties And Responsibilities Of The City Clerk" (10 pages)
"B": "Performance/Accomplishments For Fiscal Year 2012-2013" (4 pages)
"C": "Performance Evaluation Form" (6 pages)
Regular 601 PAGE 3 OF 3-October 14,2013
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.
cb) 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 09/26/2013
PAGE 2 OF 10
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 ($1 50.00). 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.
CITY OF WINTER SPRINGS,FLORIDA
LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/26/2013
PAGE 3 OF 10
FLORIDA STATUTES
Chapters 97-107 ELECTORS AND ELECTIONS
[Please see these Chapters for numerous responsibilities required of this Office]
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.
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.
CITY OF WINTER SPRINGS,FLORIDA
LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09126!2013
PAGE 4 OF 10
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.
NOTE: 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 Commission Meetings:
The Office of the City Clerk is required to be 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 logs of all Agenda Item requests; tracks all incoming Agenda Items; checks
Exemptions on every Agenda Item submitted; and puts final (electronic) Agenda Packets
together for the City Manager which will then be distributed through the Office of the City
Clerk to the Mayor and 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 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, Attorney-Client Sessions, and Workshops
7. Compiles documents related to each Regular Meeting, Special Meeting, Attorney-Client
Session, and Workshops including Memberlists, checklists, etc.
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 applicable parties
9. Contacts City Commission Members regarding Quorum status; reminders of Meetings;
changed or cancelled Meetings; attendance questions; and Agendas/Agenda Packets
CITY OF WINTER SPRINGS,FLORIDA
LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/26/2013
PAGE 5 OF 10
[Advisory] Boards And Committees including Ad Hoc Committees:
The Office of the City Clerk is responsible for the administration of the following City of Winter
Springs' [Advisory] Boards and Committees:
• Bicycle and Pedestrian Advisory Committee
= Board of Trustees
• Code Enforcement Board
• Districting Commission (Met this year [Typically meets every three 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(met through Fall 2012)
The Office of 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, as applicable
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
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 and participates in such Orientation meetings
11. Drafts,proofs, and completes Official Minutes for any Meetings and Workshops
12. Compiles documents related to each Regular Meeting, Special Meeting, and Workshop
including Memberlists, checklists, Meeting summary forms, etc.
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 as required
Assists Mayor and City Commission:
1. Writes Agenda Items
2. Assists Mayor Lacey with ministerial and correspondence related tasks for the Mayors and
Managers Group and their meetings
3. Writes Resolutions/Proclamations/Certificates of Recognition, as requested
4. Updates City Commission with calendared information
5. Researches City Records
CITY OF WINTER SPRINGS,FLORIDA
LEGAL REQUIREMENTS/DEITIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/26/2013
PAGE 6 OF 10
6. Handles incoming correspondence
7. Notarizes documents
8. Attests/Seals documents
9. Produces copies of Agreements/Contracts, documents, Meeting Tapes/CD's, etc.
10. Contacts other parties as applicable (including keeping and updating a list of Homeowners
Associations for contact as applicable, etc.)
11. Assists with travel and meeting arrangements
12. Provides information to the Mayor and City Commission which may be of interest to them
Public Records:
1. Coordinates and completes Public Records Requests, pursuant to Florida Statutes and the
City's Public Records Policy. This involves working with other Departments and often
includes numerous follow-up contacts, checking for Exemptions, verbal and written
correspondence; and locating requested documents
2. Upon request, duplicate City documents held by the Office of the City Clerk which include:
• Portions of the City's Code Book(including complete Code Books)
= Contracts
• Agendas
= Agenda Items
• Minutes
• CD's/Audio Tapes 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:
• 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
• Outside Agencies
• Police Department-Code Enforcement Division
6. Records documents with Seminole County/other agencies
7. Assists with processing of City Liens (and over the past year, we have taken on all
Recordings of all Liens and have assisted with other related aspects)
8. Maintains security for documents for many City Depai tnlents in the main Storage Room and
Records Vault. (When a Staff Member needs a document, we often must assist them with
access to the main Storage Room and Records Vault and secured documents)
CITY OF WINTER SPRINGS,FLORIDA
LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/26/2013
PAGE 7 OF 10
Records Management:
I. City Clerk 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/Exempt List
3. Provides Training for all City Departments (and during this Fiscal Year, provided a complete
and in-depth newly designed training program w/ state of the art audio/visual components)
4. Assists with compliance by all Departments and holds one-on-one training
5. Updates Confidentiality List
6. Serves as Liaison with the State of Florida
7. Completes related correspondence
8. Completes City-Wide approved Dispositions, as needed
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 as applicable
4. Updates documents/listings on LaserFiche when required
5. Assigns and completes new Vendor listings when requested
Elections:
I. 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
CITY OF WINTER SPRINGS,FLORIDA
LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/26/2013
PAGE 8 OF 10
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
Agreements/Contracts:
1. Tracks Agreements/Contracts (which is an incredibly complex process)
2. Maintains any Agreements/Contracts that are provided to this Office
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. Provides early version of an Abstract from each City Commission Meeting/Workshop
(usually completed the day after such City Commission Meeting/Workshop) [and for all
Department Directors]
2. Assists with any general requests
3. Provides any documents upon request
4. Attests/Seals documents
5. Notarizes documents
6. Writes Agenda Items as applicable
7. 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:
• Mayor/Members of the City Commission{as noted above)
• City Manager(as noted above)
• City Attorney(as noted above)
• City Departments
• Other Municipalities
• Other Agencies
• Media
CITY OF WINTER SPRINGS,FLORIDA
LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/26/2013
PAGE 9 OF 10
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/assigned
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 [once provided]
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) [once provided]
2. Scans related documents for safekeeping
3. Assists with individuals who wish to review submitted RFP's (Requests for Proposals)
Special Events:
The City Clerk handles 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:
• Plan and Coordinate all aspects of any Special Events
• Design and (e)Mails Invitations
• Design and Prints Programs
• Plan Menus
• Researches, Designs, and Orders Awards
• Plans Seating Arrangements
• Handles changes as applicable
• Works with Caterers for Special Events
• Assists with writing of related correspondence for the Mayor and City Commission, as
applicable
CITY OF WINTER SPRINGS,FLORIDA
LEGAL REQUIREMENTS/DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/26/2013
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Other Departmental Tasks:
I. 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 Advertisements as applicable
5. Correspondence
6. Composes City Newsletter articles (usually at least two, on a monthly basis)
7. Trains/Cross-Trains Staff
S. Attends the City Managers' Staff Meetings
9. Provides Staff representation on the City's Safety Committee
10. Distributes mail to all Depai tments when applicable
11. Meters City mail when applicable
12. Copies/Scans 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
NOTE2: This document is applicable to much of what has been or is currently completed in this
Office/Department, but is not a complete listing of all of the actual Legal Requirements/Duties
and Responsibilities of the City Clerk
Revised 10/04/2013
Attachment"B"
CITY OF WINTER SPRINGS, FLORIDA
OFFICE OF THE CITY CLERK
CITY CLERK ANDREA LORENZO-LUACES
PERFORMANCE/ACCOMPLISHMENTS FOR FISCAL YEAR 2012-2013
OCTOBER 14, 2013 -REGULAR AGENDA ITEM "601"
The following information covers the period from September 28, 2012 through September 27, 2013
and lists some of the major tasks which the Office of the City Clerk staff completed:
Charter Officer/Department Director:
• Responsible for the day-to-day operations of the Office of the City Clerk [City Charter 4.10.]
• Am a Department Director 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.
• Attended some local Tri-County League of Cities Meetings with City Officials and Staff when
possible
Agendas/Notices/Coordination Of City Commission Agendas/Meetings:
• 28 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.]
• Since February 2013, the Office of the City Clerk was asked to handle new aspects of the
electronic Agenda process which involved using Dropbox to store all Agenda Items and to also
use this task to populate the Agenda; and additionally, to create a QR (Quick Response) Code
for each Agenda Item and the respective Agenda as part of the City Manager's revised
electronic process and implementation. (This basically involves a 15 multi-step process which
is time and detail intensive, and probably adds 11/2 hours more to the normal electronic Agenda
process, for each City Commission Agenda)
• 287 City Commission Agenda Items as part of 21 complete City Commission Agenda Packets
(including every page - approximately 5,108 individual pages) were reviewed for
Exemptions (a very time intensive task for each Agenda Item); and the applicable Agenda
Packets were then coordinated for City Commission Meetings then submitted to the City
Commission for Approval [Florida Statutes 119 and City Charter 4.10., 4.13.]
PERFORMANCE ACCOMPLISHMENTS FOR FISCAL YEAR 2012-2013
OCTOBER 14,2013-REGULAR AGENDA ITEM"601"
ATTACHMENT`B"
PAGE 2 OF 4
• Official Meeting Minutes were taken and transcribed providing 21 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.]
• 30 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.] (before going to a modified
approach by using the City Calendar for most notifications of what the Mayor and City
Commission might be attending)
• City Commission related Meetings were set-up; administrative support was provided; and
meeting spaces were cleaned up
• 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:
• 58 [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]
• 37 complete 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 37 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 1.4 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
PERFORMANCE/ACCOMPLISHMENTS FOR FISCAL YEAR 2012-2013
OCTOBER 14,2013-REGULAR AGENDA ITEM"601"
ATTACHMENT"B"
PAGE 3 OF 4
Public Records Requests:
• 75 (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]
• This Office with the assistance of staff from the Information Services Department created a
comprehensive state of the art Records Management Training complete with audio/visual
interactivity, and refreshments was offered to all Departments to attend
• Continued to implement the use of a "Confidentiality Form" with all Departments [Florida
Statutes 1191, and during this evaluation period, created an improved document which is now
sortable and easier to use
• This Office 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]; however during the last two months of this evaluation period,
we have been working with some of the City's Departments on how their Staff can take on this
task which will improve the efficiency for all involved, especially the requestor; and as of this
date, three Divisions/Departments have been trained
• Completed an official City-wide Records Disposition of more than 300 cubic feet of records
[Florida Statutes 257]
• Current Office of the City Clerk Staff has continued with handling the support and maintenance
for the LaserFiche Imaging System Project
Elections:
• The City Clerk is the designated Elections Official/Filing Officer for City Elections [Florida
Statutes and City Code- Section 2-81.]
Special Projects:
• Previous City Commission Meeting Agenda Item files have been further 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]; and as applicable, we then work on related Records
Dispositions. [Florida Statutes 257.36]
• Have been assisting Mayor Lacey with (mostly) email correspondence related to the Mayors
and Managers Group meetings, as Mayor Lacey has been serving as the Chair of this
organization
• Assisted with the processing of City Liens (and over this evaluation period, we have taken on
all Recordings of all Liens and have assisted with other related aspects)
PERFORMANCE/ACCOMPL1SHMENTS FOR FISCAL YEAR 2012-2013
OCTOBER 14,2013-REGULAR AGENDA ITEM"601"
ATTACHMENT"B"
PAGE 4 OF 4
Administration:
• Hired a new Deputy City Clerk
• My Staff attended and cross-trained to handle all [Advisory] Boards and Committees
• Provided assistance and research to the City Manager whenever requested
• Continued to provide 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 (due to approved budgeting)
during this time period [City Charter 4.16.]
• Assisted other Departments with requests for assistance
• Provided a wide range of public information services as requested
Special Events:
• Coordinated numerous details related to the Board and Committee Appreciation Dinner held
Friday, August 9, 2013 at the Tuscawilla Country Club, including Certificates of Appreciation
for all [Advisory] Board and Committee Members to receive
Revised 10/04/2013
(14/34-1- � Attachment"C"
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r vi City Clerk Performance Evaluation Form
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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 28,2012—September 27, 2013
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 14,2013
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 14,2013
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 14,2013
Page 4 Of 6
VIIII.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 14,2013
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 14,2013
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:
Revised 10/04/2013