HomeMy WebLinkAbout2001 03 26 Regular A City Clerk's Annual Salary Review
March 12, 2001
Regular Agenda "A "
COMMISSION AGENDA
ITEM A
CONSENT
INFORMA TIONAL
PUBLIC HEARING
REGULAR X
dJ..e
03/WOl
,
Meeting
MGR. ~DEPT
Authorization
REQUEST: City Manager requesting the City Commission to review information
relative to the City Clerk's annual salary review and to take whatever action it deems
appropriate.
CONSIDERATION:
The Commission asked the City Manager to provide a performance review of the City Clerk
and examine compensation relative to the marketplace.
1. Current Salary: The current clerk's salary is $40,000.
2. An analysis of the marketplace based upon an incremental application of experience to
market data suggests a salary of$40,433.
3. Utilizing the city's merit system, which traditionally has been applied to full time
employees other than the City Manager, I would recommend an exceptional rating
resulting in a 6% increase. Utilizing this approach, the clerk's new salary would be
$42,400.
RECOMMENDATION:
, I would suggest the Commission strongly consider applying the merit plan in the same way
applied to all other city employees.
Anything over and beyond that is going to be very difficult for me to explain to my staff.
Anything less that that would be very difficult for me to explain to the clerk.
A TT ACHMENTS:
1. February 22, 2001 memo from Gene DeMarie.
2. Page from Merit Plan.
3. Evaluation.
COMMISSION ACTION:
MEMORANDUM
DATE: February 22, 2001
TO: Ron McLemore, City Manager
FROM: Gene DeMarie, Director of General Services
(fj)
SUBJECT: 2001 City Clerk Salary Survey
As you requested, I have compiled current information regarding salary
ranges and current compensation of City Clerks in nine (9) cities around
Orlando that are similar in size and makeup to Winter Springs. The
position is currently vacant in Apopka, so averages of incumbent salaries
and years in the position are based on only eight (8) cities. The City Clerk
in Oviedo was only recently hired, so that further skews the averages, but
was included. Eliminating Oviedo from the equation would mean that the
averages of incumbent salaries and years in the position would be
significantly higher.
Using the incremental methodology that you favor, I calculated the
following:
1. The difference between the average salary range minimum (which
you previously called the market value minimum) and the average of
incumbent salaries (which you previously called the market value
average salary) is $12,486.
2. Based on the 10.5 average years of service in other cities, I calculated
that $1,189.14 would be the average annual increment.
3. To determine Andrea's experience, I used her date of appointment as
"Acting" City Clerk, giving her two (2) years of experience.
4. Applying the average annual increment for each year of service to the
market value minimum brings us to a total of $40,433.28. Andrea's
current salary is $40,000.
If we only consider Andrea's service of 16 months as the permanent City
Clerk, she is compensated right in line with other City Clerks with similar
experience. None of this takes into account performance or other factors
that have an impact on an individual's pay and benefits.
I hope this is what you were looking for, but if not, let me know and I will
provide additional data as necessary.
CITY CLERK SALARY SURVEY
GREATER ORLANDO AREA
Compiled February 21, 2001
SALARY OF YEARS IN
CITY SALARY RANGE INCUMBENT POSITION
Alt. Springs $ 42,000 - 63,000 $ 51,573 17
Apopka 35,251 - 64,664 (Vacant)
Casselberry 35,833 - 51,215 51,215 9
Kissimmee 35,674 - 53,511 53,518 11
Lake Mary 40,664 - 60,986 58,032 16
Longwood 37,000 - 54,000 48,621 8
Oviedo 36,693 - 55,039 37,005 <1
Sanford 35,579 - 53,816 51,077 12
Winter Park 43,798 - 67,402 53,286 10
AVERAGES 38,055 - 58.181 50,541 10.5
Winter Springs 38,028 - 55,141 40,000 <1.5
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INTRODUCTION
Effective October 0 I, 1996, the revised Meril Plan will take effect. The City
Commission allocated a 3.5% increase for merit increases in Fiscal Year 1996. The City
Corrunission also revised the previous merit plan to allow for 2%, 4%, and 6% increases,
based upon the level of merit. Th.is plan does not apply to the Fire Union.
IlVlPLEMENT A TION
In order to implement the Fiscal Year 1996 Merit Plan, each department will be
responsible for controlling the 3.5% over Fiscal Year 1996 payroll allocated for merit pay
increases. This means that each department will have a lump sum amount representing
3.5% increase over the total Fiscal Year 1996 Department Payroll, for pay raises during
Fiscal Year 1997, (3.5% cap unless increased by approval of the City Manager). The
same evaluation procedures will be utilized as previously. Now, however, the
employee's relative "scores", from the Performance Evaluation Forms in Exhibit "A",
will be linked to a percent increase over their base pay according to the following table:
Relative "Score" Percent Increase
Unsatisfactory 0 - 1.0 0%
Meets Standards 1.1 - 2.94 2%
Exceeds Standards 2.95 - 3.54 40/0
Exceptional 3.55 - 4.0 6%
The total Fiscal Year 1997 aggregate increase for each department cannot exceed 3.5% of
the Fiscal Year 1996 payroll. Departments will have to monitor pay increases very
closely to assure that this amount is not exceeded.
- I -
Second Revision December 03, 1996
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CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708,2799
Telephone (407) 327,1800
PERSONNEL ACTION FORM
MEMO TO: CITY MANAGER
DATE:
12/12/2000
REQUEST THE FOllOWING PERSONNEL INFORMATION BE CHANGED FROM:
a. PRESENT PERSONNEL INFORMATION:
1. EMPLOYEE NAME: ANDREA LORENZO-LUACES EMPLOYEE NO: 051884
2. DEPARTMENT: CITY CLERK
3. PRESENT PAY GRADE: 31 ANNUAL SALARY: $40,000.00 HOURLY RATE: $19.2308
4. PRESENT JOB TITLE: CITY CLERK
5. EMPLOYMENT DATE: 01/30/1995 INCENTIVE: N/A
b. CHANGE PERSONNEL INFORMATION TO:
1. DEPARTMENT:
CITY CLERK
INCENTIVE:
N/A
2. NEW PAY GRADE:
31
SALARY INCREASE: $2,400.00 PERCENT INCREASE: 6.00%
LUMP SUM PAYMENT: N/A PERCENT LUMP SUM: N/A
ADJUSTED ANNUAL SALARY: $42,400.00 HOURLY RATE: $20.3846
EFFECTIVE DATE:
09/27/2000
3, NEW POSITION:
4. JUSTIFICATION:
CITY CLERK
ANNUAL PERFORMANCE EVALUATION
5. SALARY SPREAD:
$38,028 - $55,141
TO: PERSONNEL AND PAYROLL
1. APPROVED/DISAPPROVED
2. COMMENTS:
FROM:
CITY MANAGER
DATE
PAFIBMAY99.xLS
..
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CITY OF WINTER SPRINGS, FLORIDA
EMPLOYEE PERFORMANCE EVALUATION
DEPARTMENT DIRECTOR - GROUP F
EMPLOYEE ANDREA LORENZP-LUACES
POSITION
CITY CLERK
DEPARTMENT
CITY CLERK
DIVISION
EMPLOYEE #
051884
TYPE OF EVALUATION:
1KI ANNUAL 0 PROBATION
o
PERIOD OF REPORT: FROM: SEPTEMBER 27, 1999
TO:
SEPTEMBER 27, 2000
PERFORMANCE
SCALE
EXCEPTIONAL EXCEEDS MEETS BELOW
PERFORMANCE STANDARD STANDARD STANDARD
4 3 2 1
ELEMENT 1 - PLANNING AND MANAGEMENT
STANDARD: Develops annual work program, staffing and budget needs; maintains desired service levels and anticipates financial
needs; plans for and provides resources necessary for accomplishment of program objectives; anticipates emergency situations
and provides contingency procedures.
SUPERVISOR COMMENT:
.20 3.8 76
ELEMENT 2 - ORGANIZATION I COORDINATION
STANDARD: Develops and maintains an efficient and functional process for the accomplishment of departmental work program;
recommends revision of the organization as work load and service needs demand; responds expeditiously to requests for
information or recommendations; staff meetings and briefings are routinely held to identify goals of the organization and how
departmental activities contribute to accomplishment.
SUPERVISOR COMMENT: .20 I~ ~
I'J. I 7(((
~ .>~
ELEMENT 3 - PUBLIC RELATIONS AND COMMUNICATION
STANDARD: Maintains effective communications with and between various dMsions within the department and with other
departments; communicates to supervisors Information necessary for them to accomplish assigned tasks and to understand the
overall activity of the organization; presents a positive image of the organization and department; works cooperatively with public
and associates; responds accurately and quickly to inquiries; written reports are clear and coherent; clarifies misunderstandings;
tactfully avoids confrontations; displays patience and understanding; listens attentively.
SUPERVISOR COMMENT: .15 3.9 58
ELEMENT 4 - HUMAN RESOURCE MANAGEMENT
STANDARD: Evaluates and monitors performance measures; documents that they accurately reflect tasks and output; staff
development training needs are identified and addressed; deals with subordinates firmly, fairly and impartially; observes, follows
and Impartially enforces personnel rules and policies; uses performance appraisal system effectively.
SUPERVISOR COMMENT: .15 3.7
55
ELEMENT 5 - EQUAL EMPLOYMENT OPPORTUNITY
STANDARD: Follows Equal Employment Opportunity regulations, guidelines and laws and insists that subordinate employees do
the same; all employment practices strictly meet EEOC guidelines; ensures that employee performance and evaluations reflect
adherence to EEO principles.
SUPERVISOR COMMENT:
.05 4.0 20
Weight X Score = Total
10/95
EXHIBIT A
GROUP F
.
Weight X Score = Total
ELi:MENT 6 - ATTENDANCE AND PUNCTUALITY
STANDARD: Arrives at work assignment regularly and at appointed time; uses sick and other leave in accordance with
established policy; seldom leaves work early.
SUPERVISOR COMMENT: .05 4.0 20
ELEMENT 7 - LEADERSHIP
STANDARD: Effectively applies professional and administrative knowledge and experience In the performance of duties; sets and
enforces high, yet attainable, work standards; motivates self and others to maximum performance and the pursuit of excellence;
work efforts lead toward successful accomplishment of goals; participates as a team member or a team leader as the situation
dictates.
SUPERVISOR COMMENT:
.20 3.8 .76
SEE ATTACHED
TOTAL
SCORE
E3
~.~(
OBJECTIVES FOR NEXT YEAR:
p----
EMPLOYEE'S STRENGTHS:
SEE ATTACHED
EMPLOYEE'S WEAKNESSES:
SEE ATTACHED
SUPERVISOR
DATE
EMPLOYEE'S COMMENT:
EMPLOY
Employee's signa ure does not necessarily i
evaluation and has had an interview with .
DATE
agreement with the performance evaluation. It indic tes onl that the employee has seen the
er supervisor concerning the evaluation and objectives for he next year.
CITY MANAGER'S COMMENT:
CITY MANAGER
I?~
v
DATE
J,-'2d~~ )
,
10/95
EXHIBIT A
ANDREA LORENZO-LUACEES
12/12/2000
Emplovee Strengths
Andrea is very conscientious, hard working, a team player, sets very high standards for
herself and is driven to accomplish her standards. She has very good anticipatory skills
and problem solving skills. She follows through on commitments on time with a high
level of accuracy and neatness. She is equally concerned about the needs of her people and
represents their interests vigorously.
Emplovee Weakness
Andrea is a perfectionist, and tends to have unrealistic expectations of what she could
possibly accomplish within given resources which tends to manifest itself in exhaustion
and frustration.
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MEMORANDUM
TO:
Mr. Ronald W. McLemore, City Manager
Andrea Lorenzo-LU~ty Clerk
Performance Evaluation
FROM:
SUBJECT:
DATE:
January 22, 2001
The attached information relates to my Performance Evaluation for the period from
September 28, 1999 through September 27, 2000. As a reminder, I was appointed as
Interim City Clerk on February 22, 1999. At the Regular City Commission Meeting of
September 27, 1999, I was appointed City Clerk. During those time periods, my salary
was at the base salary, for the position of City Clerk. At the December 13, 999 Regular
City Commission Meeting, you provided the Commission with information on area City
Clerk salary ranges, and the Commission unanimously voted to increase my salary to
$40,000. (Please see attachment for an excerpt from the December 13, 1999 Meeting
minutes).
In mid November of 2000, I asked you about a merit increase (for this past year) and
whether the Commission or you would need a performance evaluation completed - you
provided me with the attached questionnaire. As much as I know that I have continued to
serve this Commission, the City, and you in a professional and excellent manner, and as
much as I believe that this past year's performance warrants a salary increase, please do
not feel that because I did not immediately return this to you, that something was amiss.
The truth is that I usually take care of City business, before my own; and in order to
provide you with a thorough presentation, I have been working, in my "spare" time over
the past two months on this.
In addition to the attached documents that I am submitting to you, I have recently
forwarded a couple of Memorandums to you, which also pertain to some matters
involving this department; and based on recent discussions about this department's
MEMORANDUM TO MR. RONALD W. McLEMORE, CITY MANAGER
PERFORMANCE EV ALUA TION/SEPTEMBER 28, 1999 - SEPTEMBER 27, 2000
JANUARY 22, 2001
PAGE 2 OF 2
workload, it is my sincerest hope that we can agree on some modifications to our current
responsibilities, to help minimize excess work and unnecessary stress.
Again, please know that I have the best interests of the City in mind. I am not interested
in myself or my staff doing less work - I am just interested in being able to accomplish
more of the things that absolutely must be done, in a more accurate (which is imperative
for this office) and less "rushed" mode, which for the most part seems to mostly affect the
City Clerk's Office.
I respectfully submit the following questionnaire (with additional documentation to
remind you of some of the matters that I have accomplished) for your review. I trust that
this matter can be concluded in the very near future. Thank you for your consideration.
Copy: Mayor and Commission
Attachments
CITY OF WINTER SPRINGS
MINUTES
CITY COMMISSION
REGULAR MEETING - DECEMBER 13, 1999
Page 140fl7
B. City Commission
Requested To Make Appointments To The Board Of Trustees, For Seat I, Seat II,
Seat III, Seat IV, And Seat V. Each Seat Is Scheduled To Expire In January Of The
Year 2000.
There was discussion on staggering the terms, by Ordinance, for two (2) and three (3)
year terms (for one time only). An Ordinance should be prepared for the first meeting in
January.
Discussion ensued on the Ordinance; staggered terms; and if this was done, along with
how the terms will be split.
COMMISSIONER MILLER SAID, "I'D LIKE TO MAKE A MOTION THAT
THE ATTORNEY INCLUDE IN THE VERBIAGE THAT HE IS GOING TO
DRAW UP FOR THE FIRST READING, THAT SEATS ONE (1), THREE (3),
AND FIVE (5) WOULD BE A THREE (3) YEAR TERM; TWO (2) AND FOUR (4)
WOULD BE A TWO YEAR TERM". MOTION BY COMMISSIONER MILLER.
SECONDED BY CINDY GENNELL.
COMMISSIONER MILLER ADDED, "YES, AND ALL TERMS AFTER THE
CHANGE WOULD BE THREE (3) YEAR TERMS, A ONE TIME CHANGE".
SECONDED BY CINDY GENNELL. DISCUSSION. VOTE: COMMISSIONER
MILLER: AYE; COMMISSIONER McLEOD: AYE; COMMISSIONER
MARTINEZ: AYE; COMMISSIONER BLAKE: AYE; DEPUTY MAYOR
GENNELL: AYE. MOTION CARRIED.
VII. REPORTS
A. City Attorney - Anthony A. Garganese, Esquire
Attorney Garganese advised the Commission that regarding the Bond Validation
Hearing, a "Motion To Intervene" has been filed. Attorney Garganese added that the
Attorney is Michael Jones, and he is "Representing some individual seeking to intervene
in the Bond Validation hearing - is also seeking a continuance for the Bond Validation
Hearing, which is scheduled in January, for purposes of deposing numerous individuals".
B. City Manager - Ronald W. McLemore
Manager McLemore spoke about discussions relative to the Schrimsher organization; that
a lot of money was at risk; and stated that it was the direction of the Commission to get
this matter to the Commission tonight. Manager McLemore also said that he would try to
meet with Attorney Micky Grindstaff later this week.
CITY OF WINTER SPRINGS
MINUTES
CITY COMMISSION
REGULAR MEETING - DECEMBER 13. 1999
Page 15 of 17
Manager McLemore said that he had provided the Commission with an analysis, and
asked if the Commission wanted to discuss the City Clerk's salary issue this evening.
Tape 3/Side A
Manager McLemore then explained to the Commission about the data pertaining to a
salary survey of area City Clerk's; their functions; and criteria such as length of service;
credentials; and performance. Discussion.
"I'D MAKE A MOTION THAT WE INCREASE THE CLERK'S SALARY TO
FORTY THOUSAND DOLLARS ($40,000) RETROACTIVE TO HER DATE OF
BEING APPOINTED". MOTION BY COMMISSIONER BLAKE. SECONDED.
DISCUSSION. VOTE: COMMISSIONER MARTINEZ: AYE; DEPUTY
MAYOR GENNELL: AYE; COMMISSIONER MILLER: AYE;
COMMISSIONER BLAKE: AYE; COM.MISSIONER McLEOD: AYE. MOTION
CARRIED.
There was brief discussion that "minimum requirements" should include "Certified
Municipal Clerk" certification. Discussion.
"MOTION TO EXTEND". MOTION BY COMMISSIONER MARTINEZ.
SECONDED. DISCUSSION. VOTE: DEPUTY MAYOR GENNELL: AYE;
COMMISSIONER MILLER: AYE; COMMISSIONER MARTINEZ: AYE;
COMMISSIONER BLAKE: NAY; COMMISSIONER McLEOD: AYE. MOTION
CARRIED.
C. City Clerk - Andrea Lorenzo-Luaces
City Clerk Andrea Lorenzo-Luaces thanked the Commission for the salary increase.
The City Clerk then mentioned that at the last meeting (of December 6, 1999), a
Workshop between the City Commission and the City's Advisory Boards had been
scheduled for Monday, January 17, 2000, which may conflict with the City's recently
approved January 17,2000 holiday. The City Clerk asked if the Commission might wish
to consider a schedule change.
The consensus of the Commission was to reschedule this Joint Workshop for Monday,
January 31,2000, at 6:30 P.M.
D. Commission Seat I - Robert S. Miller
No Report.
.l.-
Give me a brief assessment of your accomplishments for the past year.
The following list of accomplishments covers the period from September 28, 1999
through September 27,2000:
Please refer to Attachment "A" for a list of the numerous basic tasks required of myself,
and/or this Department. In addition to completing or directing Staff to assist with these
responsibilities, as listed below, I have completed several major projects, all with barely
any guidance, and no previous experience:
ACCOMPLISHMENTS:
Election/Inauguration Ceremonies
Organized my first effort as Supervisor of Elections for the City's "stand-alone" Election
on November 2, 1999. This effort included hiring poll workers; following Florida
Statutes; running numerous newspaper advertisements for legal compliance; handled the
issuance of absentee ballots; in addition to a great many more tasks. Shortly thereafter, I
coordinated the City's "gala" Inauguration Ceremonies.
Code of Ordinances
The City's Code of Ordinances had not been codified for approximately three (3) years.
I corresponded with the Municipal Code Corporation numerous times; spent numerous
days reviewing documents, and getting the appropriate documents signed and/or
recorded, as many were incomplete; provided the Municipal Code Corporation with
further documentation on several occasions; and forwarded a final draft to each
Department, for their review.
Records Management Program
Revived an "on-hold" Records Management Program. The last disposition had not been
done for approximately three (3) years. On a couple of occasions, I met with a Records
Management Consultant. I also organized a meeting with more than twenty (20) staff
members attending, (along with a Commissioner), and tried to find out what their needs
and concerns were. I was advised by the majority of the attendees that they felt
uncomfortable with the previous Records Management "education" that they had
received, and were interested in seeing if the State of Florida could offer better training.
Some Staff members agreed to attend similar training seminars, and with your approval,
I arranged for the State of Florida's Records Management Bureau to travel to our City
and hold a City-wide training session. This was successfully carried out in April of
2000. After that and also with your approval, "Project RID" (which I created) was put
into action. Documents have since been sent to the State of Florida for disposition
approval.
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ANDREA LORENZO,LUACES
"GIVE ME A BRIEF ASSESSMENT.....
SEPTEMBER 28, 1999 - SEPTEMBER 27, 2000
PAGE20F2
Employee Recognition Program
After consulting with you about strengthening the City's employee recognition program,
and with positive comments from Department Directors, I reviewed the background of
several vendors in this field, and suggested the O.C. Tanner Company. All Department
Directors then met with our "preferred" vendor, and were offered a choice of a number of
different gold finishes for the "employee recognition pins." A "thank you" letter to be
signed by you for the complimentary brochure is in the works. We hope to get this to all
Department Directors for implementation, early next year. This "improved" program
should help fulfill the Department Directors desire to offer their employees the City's
sincerest appreciation and thanks.
Board Appreciation Dinner
Held a successful Board Appreciation Dinner in June of 2000, at the Tuscawilla County
Club.
PROFESSIONAL TRAINING:
· Attended the Florida Association Of City Clerks (FACC) "1999 Career
Development Institute" (Second Year) - November 1999
· Attended the International Institute Of Municipal Clerks (IIMC) "Region III
Annual Meeting" - January 2000
· Attended the National Notary Association Educational Training Program "Florida
Notary Law Review" - February 2000
· Attended the FGOA/F ACC "Annual Conference" - May 2000
· Attended the F ACC "Central East District Meeting" - September 2000
PROFESSIONAL ASSOCIATIONS:
· International Institute Of Municipal Clerks (IIMC)
· Florida Association Of City Clerks (F ACC)
· American Records Management Association (ARMA)
· Florida Records Management Association (FRMA)
What dissatisfaction do you have about your personal performance or the
performance of your organization that you would like to improve?
The following information covers the period from September 28, 1999 through September
27,2000:
1. Not being able to accomplish as much I would have hoped to. However, please note
that it certainly is not for a lack of trying. :
2. Being unable to do one task from beginning-to-end, due to so many interruptions. I
want to be more hard-nosed about our deadlines, but feel obliged to assist others with
the information that we have access to.
3. I would be thrilled to be able to think a task through, and quietly make sure that each
step that needs to be completed, has been finished properly.
4. I would like to spend some time on planning during a normal business day, but due to
so many demands on my time, and requests for our records, this always seems to end
up on the back-burner. (Most of the planning that I have done, has been done on my
time, and usually away from the office).
What are your priorities for the current year?
The following information covers the period from September 28, 1999 through September
27, 2000:
The subsequent "priorities" are my intended plans for this Department; however, what is
actually accomplished will depend on what the members of this Department are
otherwise required to do. (Please note that I have accomplished a great many changes to
this Department since February 23, 1999, along with a number of important projects,
which have and are of great significance to the City).
In the current year, if at all possible I would like to:
1. Continue making improvements to the City Clerk's Department. Every single effort
that is put forth, brings the City closer to a more ideal environment in the City Clerk's
Office.
~ 2. Have you (Manager McLemore) and the City Commission approve a Resolution
standardizing the style of all official City minutes, which will greatly assist in a time
savings for this Department.
t 3. Immediately start a new codification process with all of the 2000 year documents,
being codified into our Code of Ordinances. I would like to plan for a April 2001
date, when all respective documents from the City of Winter Springs will be in the
hands of the Municipal Code Corporation.
il 4. Continue with our venture into the Records Management process. "Project RID" was
a successful effort this past year, and I wish to further the City's advancement in this
area, complete with further approved dispositions. By the summer of 2001, I would
like to have a portion of the City's documents in an approved outside storage facility.
Also by this date, I would like to be working with our Information Services
Department in a ''joint venture" to have applicable documents being microfiched,
along with other optical imaging type efforts, (in coordination with budget
appropriations ).
fP 5. Develop a Departmental Policies and Procedures Manual. This should greatly assist
in consistency and should provide accessible information to all staff members.
(During the election of November 2000, the Seminole County Supervisor of Elections
came under fire for not having such a manual. This particular situation greatly
reinforced my interest in the necessity for this type of a document).
6. Continue with the enhancement of my professional skills, so that I can better serve
the City Commission, the City, and our citizens
r
What do you need from me to improve your job performance, the
performance of your organization, your professional development, to
overcome job frustrations or to accomplish your priorities for the year?
The following information covers the period from September 28, 1999 through September
27, 2000:
1. Support: The most important request I have of you is that you support me. I have and
am trying to accomplish a great number of things in the City Clerk's Office, and I need
your support to accomplish all the plans that we both have for this Department. I would
like to know that you recognize my endeavors and accomplishments thus far, and that I
have your support, along with your help, when needed.
Additionally, I would greatly appreciate a few minutes of your time, perhaps twice a
week. I am totally aware of your numerous responsibilities, but, in order to assist you
and the City in the best possible way, in the accomplishment of the tasks that I am
responsible for - per Florida Statutes and the City's Charter - I really need to be able to
consult with you, when necessary. I believe that I am and should be treated with as much
respect as any business representative, attorney, vendor, or other party that you may have
business dealings with. I am truly just trying to protect the City, and help make your job
easier, by you not having to worry about the tasks that I am responsible for. Please note
that when I do meet with you, I_do try to have several matters to discuss with you, so that
I am not repeatedly taking up your time, or mine, unnecessarily.
2. Recognition Of The Myriad Responsibilities Of The Staff Of The City Clerk's
Department: I need you to understand the numerous responsibilities placed upon the
City Clerk's Office. Due to the nature of this office, and to the records that we are
responsible for, our services are very important to a lot of people. Of course, there are
only so many hours in a day to accomplish what needs to be done, and to complete the
business that absolutely must be done requires time, effort, and planning. There is no
problem there - I have and do put in extraordinary hours to try to accomplish what could
and should be done; in addition to correcting what was not done over the previous three
(3) years, prior to my appointment. An example - over the past year, one major effort on
my part, the recodification of the City's Code of Ordinances was done, for the most part,
on my own time.
The attachment entitled "Duties and Responsibilities" ("A") is a brief outline, which
identifies a great many of this department's current responsibilities. With the present
workload of this office, most of the basics are getting done, but there are a great number
of tasks that need to be enhanced, and some that need to at least be started. The projects
that have been completed will be of great use to you, City Staff, and numerous other
individuals. Please note, that even with the addition of a new Staff member, our present
responsibilities, together with the growth of the City, the many "interested" citizens, and
more and more official City meetings, we are unable to find the time to accomplish much
more than the basics.
ANDREA LORENZO,LUACES
"WHA T DO YOU NEED FROM ME..."
SEPTEMBER 28, 1999 - SEPTEMBER 27,2000
PAGE20F3
In reviewing the numerous responsibilities placed upon the staff of the City Clerk's
Department (again please refer to Attachment "A"), I do believe that there are some
responsibilities currently performed by this Department, which could be shifted to other
Departments, with minimum consequences. Such actions would free up some valuable
time for my staff and I to work on additional responsibilities. Additionally, let me say
that I truly cannot realistically see many more of our duties assigned to other already
designated departments, as they really are very specific to our role in the City - therefore,
we will continue to do the best job possible with the rest of our responsibilities. With
that, please see the attached document for the few changes that I would like to suggest be
"redirected" to other departments. (See Attachment "B").
3. Adhere To A Strict Policy For The Completion Of Every Agenda: Something that
would be of great help to the staffs morale of this Department, and which would also
assist greatly with our workload, is that we remind everyone of the deadlines associated
with the completion of an Agenda, and that we stick to it! For instance, if we strictly
adhered to the following schedule, and this was sent out in writing by you, with the
agreement that not following your guidelines will result in it affecting evaluations and
respective pay raises, I think we might both be relieved of excess stress. From the
perspective of the City Clerk's Office, (and once Agenda Items leave your office, we do
everything else to deliver each and every Agenda Packet to the City Commission) many
of the delays or problems associated with this effort could be improved simply by better
"planning." In addition, because of the numerous last minute efforts made, myself and/or
my Department is usually "left" to stay late, and fix the problems.
I would like to respectfully suggest a few modifications to your previously set schedule,
in regards to producing each "Regular" Agenda (modifications to this schedule would be
necessary for additional Special Meetings and Workshops):
A. All Agenda Items must be turned into your office, on or before the Thursday
preceding the next Regular City Commission Meeting. If an Agenda Item does not
make it to you by the end of business on that Thursday, then it will have to wait until
the next meeting. (I personally have missed a couple of the "Friday" deadlines due to
other more imperative responsibilities, and waited until the next meeting, out of
respect for the rules, and your other responsibilities). The bottom line is that we all
need to plan ahead; it is very difficult to put out good Agenda Items on "Agenda
Day." In addition, every time that the Agenda is amended, additional (and repetitive)
work is imposed upon this Department, as there are a number of things that we are
required to do (please see Attachment "C").
B. After the Thursday in this model, no new Agenda Items would be permitted.
C. With this deadline, that would give you the next day (Friday) and the following
business day (Monday) to review the Agenda Items, and either ask for corrections
and/or give the signed-off copy to the Department that wrote the Agenda Item, so that
they could then make the appropriate copies. (Additionally, this plan gives you a
little more time to do other projects that you may need to, in addition to reviewing
ANDREA LORENZO,LUACES
"WHAT DO YOU NEED FROM ME..."
SEPTEMBER 28, 1999 - SEPTEMBER 27. 2000
PAGE 3 OF 3
Agenda Item(s), and it does not require you to review the Agenda Items over the
weekend, unless this is your preference).
D. Each Department would then have up until the end of business on Tuesday to get the
appropriate copies to the City Clerk's Office. (Depending on when an Agenda Item
was forwarded to you for your review, and when it was reviewed, a Department could
in fact have several days to accomplish this task, which allows them time to take care
of other necessary business also). The City Clerk's Office would then have until the
end of business on Wednesday to put out the Agenda, and forward packets to the City
Commission, as they have requested. (I personally have spent too many Wednesday
evenings rushing to get the Agenda out, when various Departments "dropped" their
Agenda Items offlate in the day, and at 5:00 P.M., City Hall is a tomb. This is not
fair to me or my staff, especially with consideration of the many hours that we put in).
OFFICE OF THE CITY CLERK
DUTIES AND RESPONSIBILITIES
ATTACHMENT "A"
PUBLIC RECORDS:
1. Coordinate and complete public records requests, according to
Florida Statutes and the City's Public Records Policy. This
involves working with other Departments and often includes
numerous follow-up contacts; verbal and written
correspondence; and locating requested documents
2. Upon request, duplicate City documents held by the City Clerk
which include:
· Portions of the Code Book (including complete Code
Books)
· Contracts
· Agendas
· Agenda Packets
· Minutes
· Audio Tapes of meetings
3. Provide for individuals to come in and review and/or research
City records. This often involves hours away from our offices
- as our Public Records Policy stipulates that such
consultations must be done in a City conference room
4. Give out information upon request:
· To individuals
· To other Department staffmembers
· To other agencies (for example, the Seminole County
School Board called one day for a copy of our Cable
Franchise Agreement, and their deadline was the same day)
· For litigation
5. Provide certified copies of documents upon request to:
· To individuals
· To other agencies
· For litigation
· To the Code Enforcement Department
6. Record documents with Seminole County
7. Maintain records of City vehicle titles
8. Maintain Performance Bonds and similar documents until
needed
9. Maintain security for documents for many City Departments in
our vault. (When a Staff Member needs that document, we
must assist them with access to the vault and their documents)
ANDREA LORENZO,LUACES
DUTIES AND RESPONSIBILITIES
A IT ACHMENT "A"
PAGE20F8
RECORDATION OF CITY DOCUMENTS:
1. Record applicable documents with such Agencies as:
· Seminole County
· Clerk of the Court
· Secretary of State
· Other Agencies, as applicable
RESEARCH:
1. Research various information for:
· Members of the Commission
· City Manager
· City Attorney
· City Staff
· Other Municipalities
· Other Agencies
· General public
ORDINANCES/RESOLUTIONS:
1. Keep accurate log of previous and present Ordinances
2. Keep accurate log of previous and present Resolutions
3. Issue "log" numbers when applicable
4. Record Ordinances and Resolutions, as applicable
5. Forward copies to other individualslDepartments as needed
CODE OF ORDINANCES:
1. Distribute copies of particular Sections of the Code Book,
when other Departments advise citizens to contact us for this
information
2. Update the Code of Ordinances with all pertinent documents,
(via a very involved process)
3. Work with other Departments for related information
ASSIST CITY COMMISSION:
1. Research City records
2. Make copies of contracts, documents, meeting tapes, etc.
3. Contact other parties
4. Assist with the writing of Agenda Items
5. Make travel arrangements
6. Do necessary purchasing actions
7. Provide information to members of the Commission which
may be of interest to them
8. Write Proclamations, upon request
ANDREA LORENZO,LUACES
DUTIES AND RESPONSIBILITIES
A TT ACHMENT "A"
PAGE 3 OF 8
ASSIST CITY MANAGER:
1. Provide City documents upon request
2. Research City records for needed documents or specific subject
matter
3. Write Agenda Items as required
4. Coordinate complete Agenda Packets for each Regular
Meeting; Special Meeting; Attorney-Client Session; and
Workshops (this would also include all Amended Agendas for
each applicable meeting)
5. Assist with staffing when Administrative Secretary is on
vacation, sick, etc.
ASSIST CITY ATTORNEY:
1. Provide City documents upon request
2. Research City records for needed documents or specific subject
matter
3. Type correspondence
RECORDS MANAGEMENT:
1. Act as Records Management Liaison Office (RMLO) for our
City
2. Learn all correct policies and procedures, as stipulated by law
3. Either train other City Departments, or provide training for all
Departments
4. Complete related correspondence
5. Complete City-wide approved Dispositions
6. Coordinate recycling efforts, after Disposition approval has
been granted
ADVERTISEMENTS:
Complete advertising for most legal and display type
advertisements.
The following steps are the normal working procedure currently
done by the City Clerk's Department to place one (1)
advertisement (not including any changes or revisions) with the
Orlando Sentinel:
1. The City Clerk's Department receives the advertisement.
2. The City Clerk's Department types up cover sheet to
accompany the advertisement.
3. The City Clerk signs the advertisement (if necessary).
4. The City Clerk's Department faxes (or emails) the cover sheet
and advertisement to the Orlando Sentinel.
ANDREA LORENZO,LUACES
DUTIES AND RESPONSIBILITIES
ATTACHMENT "An
PAGE4 OF 8
5. The City Clerk's Department calls the Orlando Sentinel (within
five to ten minutes) to make sure that the advertisement was
received.
6. Then, the City Clerk's Department notes contact information
on our "original" copy.
7. (With time permitting), when the "proof' has been faxed back
to the City Clerk's Department, we take the "proof' to the
individual that submitted the advertisement and have them
check for accuracy, note any corrections that need to be made,
and then sign their approval.
8. The reviewed advertisement is then brought back to the City
Clerk's Department to again contact the Orlando Sentinel and
forward the appfCIved (or revised) advertisement proof to the
Orlando Sentinel.
9. The City Clerk's Department then calls the Orlando Sentinel to
make sure the reviewed advertisement has been received.
10. The City Clerk's Department again notes contact information
on our copy.
11. On the day the advertisement is to be printed, the City Clerk's
Department tries to pull the advertisement from the paper, and
it is filed with the previous information submitted to the
Orlando Sentinel.
12. When received from the Orlando Sentinel, a copy of the
advertisement is forwarded to the Department that originally
submitted the advertisement.
13. Often the office of the City Clerk must contact the Orlando
Sentinel to find out where a certified copy of an advertisement
IS.
14. When billing and proof of printing is received, we then forward
that information to:
a) The Department that submitted the advertisement so that
the bill can be paid.
b) The Finance Department, so they know who is paying for
each advertisement.
c) The Office of the City Clerk keeps the original for record
keeping purposes. If the advertisement relates to an
Ordinance/Resolution, the original is kept with the
respective Ordinance/Reso1ution. If the advertisement
relates to a Bid or RFP, the original is kept with those
original documents.
Notes:
· Most of the above steps would have to be repeated, if any
corrections were to be made by the submitting Department
(and this often happens).
ANDREA LORENZO,LUACES
DUTIES AND RESPONSIBILITIES
A TT ACHMENT "An
PAGE 5 OF 8
· All of the above steps need to be done for each and every
advertisement submitted. If any Department submitted five
(5) or seven (7) advertisements in one (1) day, one could
just imagine how much time would be required to "do" that
many advertisements.
· This is a ~ lengthy procedure, and the many steps are
required based on past experiences with the Orlando
Sentinel, and our need to comply with Florida Statutes.
BIDSIRFPS:
Bids:
1. City Clerk or designee attends Bid Openings and writes down
"Bidder" information
2. City Clerk or designee types document of all bidders (and
related information) and submits to purchasing Department
3. City Clerk or designee duplicates Bid Document Packages for
a minimum of three Departments (original documents stay with
the City Clerk; another package is made for the Purchasing
Department, and at least one (1) other package (sometimes
more are requested) is made for the City Department which is
involved with the Bid)
4. City Clerk or designee assists with individuals who wish to
review submitted Bid packages
RFPS:
1. City Clerk or designee assists with RFP (acceptance) meetings
2. City Clerk or designee types document listing all proposals and
submits to Purchasing Department
3. City Clerk or designee duplicates RFP Document Packages (if
enough packages have not been submitted) for a minimum of
three Departments (original documents stay with the City
Clerk; another package is made for the Purchasing Department,
and at least one (1) other package (sometimes more are
requested) is made for the City Department which is involved
with the RFP)
4. City Clerk or designee assists with individuals who wish to
review submitted RFP packages
CITY COMMISSION MEETINGS:
1. Preparation for City Commission Regular Meetings; Special
Meetings; Attorney-Client Sessions; and Workshops (See
Attachment "C" of this package, for an example of what is
done to notice on.s; (1) meeting, not including any AmendeddAgendas)
ANDREA LORENZO,LUACES
DUTIES AND RESPONSIBILITIES
ATTACHMENT "A"
PAGE60F8
2. Set up for each City Commission Regular Meeting; Special
Meeting; Attorney-Client Session; and Workshop (See
Attachment "D" of this package, for an example of what is
required to be done to set up for just one (1) meeting)
3. Attendance at such Meetings and Workshops
4. Teardown after City Commission Regular Meetings; Special
Meetings; Attorney-Client Sessions; and Workshops
5. Drafts, proofs, and completes official minutes for the above
Meetings and Workshops
6. Completes and executes documents approved at City
Commission Regular and Special Meetings, including the
verification of related dates, and forwards copies to all
necessary parties
7. Contacts Commission Members regarding quorum status,
reminders of meetings, changed or cancelled meetings,
attendance questions, and Agenda Packets
ADVISORY BOARDS AND COMMITTEES:
The City currently has the following Advisory Boards and
Committees:
· Beautification Of Winter Springs Board
· Board Of Adjustments
· Board Of Trustees
· Charter Review Committee
· Code Enforcement Board
· Council Of Local Governments In Seminole County
(CALNO)*
*The City Clerk's Office currently assists with all
administrative functions for this Board, since the Chairperson
is a member of our Commission
· Oak Forest Wall And Beautification District Advisory
Committee
· Planning And Zoning Board/Local Planning Agency
· Tuscawilla Lighting And Beautification District Advisory
Committee
· Districting Commission (when applicable)
The City Clerk's Office is responsible for all administrative
functions for the above Boards and Committees, as follows:
1. Preparation for ALL Advisory Boards and Committee Regular
Meetings; Special Meetings; and Workshops (See Attachment
"E" of this package, for an example of what is done to notice
one (1) meeting, not including any Amended Agendas)
ANDREA LORENZO,LUACES
DUTIES AND RESPONSIBILITIES
ATTACHMENT "A"
PAGE 7 OF 8
2. Set up for each Advisory Boards and Committee Regular
Meeting; Special Meeting; and Workshop (See Attachment "F"
of this package, for an example of what is required to be done
to set up for just one (1) meeting)
3. Attendance at such Meetings and Workshops
4. Teardown after each Advisory Boards and Committee Regular
Meetings; Special Meetings; and Workshops
5. Drafts, proofs, and completes official minutes for the above
Meetings and Workshops
6. Contacts Members regarding quorum status, reminders of
meetings, changed or cancelled meetings, and attendance
questions
SPECIAL EVENTS:
1. All related responsibilities for any special events such as:
a) Board Appreciation Dinners
b) Inauguration Ceremonies
Some of the related tasks involved in a) and b) of the above item
include:
· Planning menus
· Researching information and dates pertaining to awards
· Designing and ordering awards
· Make changes in plans based on changes in schedules or
dates, etc.
· Pricing and working with caterers for special events
· Coordinating the entire event
· Writing thank you notes
ELECTIONS:
1. Compliance with Florida Statutes and the City's Charter
2. Numerous preparations for a City "stand-alone" Election
3. If there is a County Election, the City Clerk's Office is still
responsible for some tasks
FINANCE/PURCHASING:
1. Review and preparation for annual budget for three (3)
departments:
· City Commission
· Various Boards
· Office of the City Clerk
ANDREA LORENZO,LUACES
DUTIES AND RESPONSIBILITIES
ATTACHMENT "A"
PAGE80F8
2. Purchasing items for meetings; sending flowers; and
completing all related Purchase Orders or Restricted Purchase
Orders
3. Completion of Purchase Orders and Restricted Purchase
Orders, and related record keeping for three (3) departments:
· City Commission (which includes six (6) individuals)
· Various Boards
· Office of the City Clerk
OTHER DEPARTMENTAL TASKS:
1. Training of Staff
2. Write Agenda Items
3. Update City records, such as Board Member Lists; meeting
calendars; checklists; Board Member Packets; etc.
4. Correspondence
5. Participation at Staff Meetings
6. Distribution of mail to all Departments on a daily basis
7. Metering of mail (when required)
8. Duplication of mail sent to one party, that needs to be "copied"
to other parties
9. Notary services
PROFESSIONAL SKILLS:
In addition to all of the above responsibilities, the City Clerk
should:
· Keep up to date through the review of trade journals
· Attend Conferences for (continued) certification
· Attend seminars to upgrade expertise, and to learn new skills
· Be responsible for the further training of Staff Members
· Assist with "Special Projects"
OFFICE OF THE CITY CLERK
REDIRECTING OF RESPONSIBILITIES
ATTACHMENT "B"
I would like to suggest that the following responsibilities be "redirected" as
recommended:
CODE OF ORDINANCES:
Distribute copies of particular Sections of the Code Book - to be
completed by the Department personnel that would otherwise
forward them to the City Clerk's Office
ASSIST CITY MANAGER:
Assist with staffing when Administrative Secretary is on vacation,
sick, etc. - for a period of a full day or more, have another
department provide staffing services
ADVERTISEMENTS:
Advertising for legal and display types of advertisements - to be
completed by the department needing the advertisement printed
BIDS/RFPS:
Bids - General Services/Purchasing Division designee attends Bid
Openings and writes down "Bidder" information. Types document
of all bidders (and related information). Duplicates Bid Document
Packages for a minimum of three Departments (original
documents forwarded to the City Clerk; another package is made
for the Purchasing Department, and at least one (1) other package
(sometimes more are requested) is made for the City Department
which is involved with the Bid).
RFPS - General Services/Purchasing Division designee assists
with RFP (acceptance) meetings. Types document, which lists all
proposals. Duplicates RFP Document Packages (if enough
packages have not been submitted) for a minimum of three
Departments (original documents forwarded to the City Clerk;
another package is made for the Purchasing Department, and at
least one (1) other package (sometimes more are requested) is
made for the City Department which is involved with the RFP)
ANDREA LORENZO-LUACES
REDIRECTING OF RESPONSIBILITIES
A IT ACHMENT "8"
PAGE20F2
ADVISORY BOARDS AND COMMITTEES:
Please refer to my Memorandum dated January 20, 2001 for
recommendations for the following:
· Beautification Of Winter Springs Board
· Board Of Adjustments
· Board Of Trustees
· Charter Review Committee
· Code Enforcement Board
· Council Of Local Governments In Seminole County
(CALNO)*
· Oak Forest Wall And Beautification District Advisory
Committee
· Planning And Zoning Board/Local Planning Agency
· Tuscawilla Lighting And Beautification District Advisory
Committee
· Districting Commission
ASSESSMENT RECORDS:
· This is not mentioned elsewhere, however, we have and do
have some records on certain Assessments; and with that, we
do receive some questions on these matters - as this seems to
be primarily a financial function, let the Finance Department
handle these records, which may actually be of significant use
to them
OTHER DEPARTMENTAL TASKS:
· Distribution of Mail - General Services/Purchasing Division
distributes mail to all Departments on a daily basis
CITY COMMISSION
CHECKLIST
A IT ACHMENT 'C.
ATTO'RNEY-CLffiNT I REGULAR I SPECIAL I WORKSHOP MEETING: DATE:
"AGENDA"
"MINUTES"
"INFORMATION
PACKET(S)"
" n A T 1< NOT I FIE D /D ELI V ERE D TOT H E F 0 L LOW I N G:
~. ~
(BINDER)
(BINDER)
(BINDER)
(BINDER)
''-.R! ",N/v,.. !,_o
(HOLE PUNCHED)
~oJoJ fJ .....VJ~', ~L.I L" :iLi:!J};
T I_L~.K.A ~"KH.!_f1I(.~I'):
P
o S TIN G:
T~ ~/V/< f') CC'F'!ESO!'lHEAGENDA DELIVERED TO THE POLICE
.~I(I_MI'__N! j(} HI',}" JSl!!.D: N/A N/A
,I<. PI..A{ -1.-/ J IN !~J.!"" H!.^!/li'R L^! T.'-!Ji' LOBBY:
'!'!.. Ar;PNnA to;; P,-J.\:TI-'Il O.^! T.1-ft: I OBEY Bl..lLLETfll.! BOARD: N/A N/A
I ~ Ar.I"NnA r" pn"Tf;'f) n.^! T_1-!C' nUTS!DE BULLET!.^! BOARD: N/A N/A
iF FXTlIA r'{Jp!"" nF AGENDA PLACED IN THE LOBBY: N/A N/A
IA
Jr.Y
IA
JA
JA
JA
u;:,
ATE MAILE D TO THE FO LL OWIN G: (SC C 0 PIE S)
-- -- _:~'::'.-' :-:- ;;'it,'ii:.;i\ ~'riiiJ-,i\i5 DUAAU (D.Vow:.),) N/A
~
.~~ _..:;:;.;~;.-.'i::-;'i;--:-,:'"i: N/A
n ~ i i. VoJ-~ 4-L-<J.- N/A
_!(!~!( ~,.'V!''-W CUJ!1..'!!!ITEE: N/A
J~ "-_N,.nJ?r''''_~''-.^!T RnApn: N/A
--.--;- ~ ANn BEA.UT!F!CAT!O,^lCO.~I~fITTEE: N/A
_!"I'Uy" A' /U!V!lV(i lJUAFI)jLPA: N/A
LA WILLA LlCiH1JNfi AND BEAUTIFICATION DISTRICT: N/A
"-ADDBF.c:.c:pn F.1^1VPLOPES: N/A N/A
."tI /J1l"_H":~T.. N/A
"Yi:,-:~_'n ~!~~.' N/A N/A
u _ ------- _.__.~#............. N/A N/A
-
,D
!t_A
1<1
DATE AGENDA FAXED TO THE
"O--~' ~~, 0 0 o,,~~ ,:;:;",- ii...;:;:;",i.;:
~-----------
-------- -----~
FOLLOWING:
(FAX: 407/772-8031)
(FAX: 4071321-7435)
(FAX: 407/323-9408)
(FAX: 407/977-6009)
(FAX: 407/415,1941)
(FAX: 407/648,9130)
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
D
A TE N 0 T [ C E G I V E N TH AT AG EN D A AND MI N UTES ARE 0 N TH E S E RV E R:
u~' N/A
-- ...,........... ....... ""~.. ("lI"Y l'r1.4/"iA(iER: N/A
u -. - ---."- ..-- ....
-- ."- .... N/A
-~
~ N/A
N/A
_u_ N/A
--
~-
_u .---.. - - ~ -. N/A
-- n -- -......
. nr.ronr ......"rt.., N/A
~ ......n..~...".
-----------..
....-.c N/A
WIJIlK\./ur!' fTY: N/A
K 'S/C'nmm1c:c:i/rn;~.t:"/~~~,:,k!i~u"~!~ ~_~v!~~d 0!!02.'0!
ATTACHMENT "D"
CITY OF WINTER SPRINGS
CITY COMMISSION MEETINGS/WORKSHOPS
SET UP PROCEDURES
BEHIND DAIS:
TURN ON ADDITIONAL SWITCH FOR TIMER
TURN ON "PA" SYSTEM
MAKE THREE (3) POTS OF COFFEE FOR DAIS
AT DAIS:
TURN ON TIMER AT THE MA YOR'S SEAT
TURN ON COMMISSION CHAMBER LIGHTS
LOWER PROJECTION SCREENS
TURN ONrrEST MICROPHONES
MAIL FOR MA YOR/COMMISSION/A TTORNEY
"DAIS" CODE BOOKS AT ALL SEATS, EXCEPT THE MA YOR
FLORIDA STATUTES #1 FOR CITY ATTORNEY
ORDINANCESffiESOLU110NSLOGS
PROCLAMATIONS
A WARDS
CAMERA
SET UP AUDIO TAPE RECORDING SYSTEM
EXTRA AUDIO TAPES
EXTRA BATTERIES
AGENDA PACKETS FOR PRESS
ORIGINAL AGENDA PACKET FOR MEETING/WORKSHOP
WATER CARAFES
CUPS
COFFEE CARAFES
COFFEE CONDIMENTS
FOR STAFF TABLE IN FRONT OF DAIS:
MICROPHONES
CALENDAR
FOR PODIUM IN FRONT OF DAIS:
MICROPHONE
AT AUDIO-VISUAL CABINET:
UNLOCK CABINET
TURN ON SYSTEM
IN LOBBY:
CHECK QUANTITY OF AGENDAS (150 MINIMUM REQUIRED)
CHECK QUANTITY OF "PUBLIC INPUT" FORMS
SET UP LARGE COFFEEMAKER
SET UP COFFEE CUPS AND CONDIMENTS
SET OUT COOKIES
PLACE SIGN ON TABLE
Revised 110600
CODE ENFORCEMENT BOARD
CHECKLIST
ATTACHMENT "E"
REGULAR / SPECIAL / WORKSHOP MEETING
DATE:
"INFORMATION
"AGENDA" "MINUTES" PACKET(S)"
It) DA TE NOTIFIED/DELIVERED TO THE FO LLOWING:
MAYOR PARTYKA:
DEPUTY MA YOR McLEOD:
COMMISSIONER MILLER:
COMMISSIONER BLAKE:
COMMISSIONER MARTINEZ:
COMMISSIONER GENNELL:
CITY MANAGER:
CITY ATTORNEY:
CITY CLERK (ORIGINALS):
12) P 0 S TIN G:
DATE PLACED IN THE BINDER IN THE LOBBY:
DATE AGENDA IS POSTED ON THE LOBBY BULLETIN BOARD: N/A N/A
DATE EXTRA COPIES OF AGENDA PLACED IN THE LOBBY: N/A N/A
b) DA TE MAILED/DELIVERED TO THE FOLLOWING:
CHAIRPERSON JOANNE KREBS:
VICE CHAIRPERSON LURENE LYZEN:
PAUL FINNEGAN:
KEN FURTH:
MEL GLICKMAN:
CHUCK HOLZMAN:
JAMES B. PITTS:
CODE ENFORCEMENT (3 SETS):
14) D ATE NOT ICE G I V E NTH A TAG END A AND MINUTES ARE ON THE S E R V E R:
"SERVER" N/A
ASSIST ANT/ASSIST ANT TO THE CITY MANAGER: N/A
COMMUNITY DEVELOPMENT: N/A
FINANCE: N/A
FIRE: N/A
GENERAL SERVICES: N/A
INFORMATION SERVICES/WEBSITE: N/A
PARKS & RECREATION: N/A
POLICE: N/A
PUBLIC WORKS/UTILlTY: N/A
DOCSlboards/codenfor/alll/misc/checklist.xls Revised 01/11/01
. i ~
CITY OF WINTER SPRINGS
ADVISORY BOARDS AND COMMITTEES
ATTACHMENT "F"
SET UP PROCEDURES FOR COMMISSION CHAMBERS
BEIDND DAIS:
TURN ON ADDITIONAL SWITCH FOR TIMER
TURN ON "PA" SYSTEM
AT DAIS:
TURN ON TIMER AT THE MA YOR'S SEAT
TURN ON COMMISSION CHAMBER LIGHTS
LOWER PROJECTION SCREENS
"DAIS" CODE BOOKS AT ALL SEATS
TURN ONrrEST MICROPHONES
SET UP AUDIO TAPE RECORDING SYSTEM
EXTRA AUDIO TAPES
EXTRA BA TIERlES
ORIGINAL AGENDA PACKET FOR MEETING/WORKSHOP
WATER CARAFES
CUPS
FOR STAFF TABLE IN FRONT OF DAIS:
MICROPHONES
CALENDAR
FOR PODIUM IN FRONT OF DAIS:
MICROPHONE
AT AUDIO-VISUAL CABINET:
UNLOCK CABINET
TURN ON SYSTEM
IN LOBBY:
CHECK QUANTITY OF AGENDAS
CHECK QUANTITY OF "PUBLIC INPUT" FORMS
SET UP PROCEDURES FOR CONFERENCE/TRAINING ROOM
ON MAIN TABLE:
SET UP PORTABLE AUDIO TAPE RECORDING SYSTEM
TURN ONrrEST WITH MICROPHONES
EXTRA AUDIO TAPES
EXTRA BA TIERIES
ORIGINAL AGENDA PACKET FOR MEETING/WORKSHOP
WATER CARAFES
CUPS
IN LOBBY:
CHECK QUANTITY OF AGENDAS
CHECK QUANTITY OF "PUBLIC INPUT" FORMS
Revised 110600