HomeMy WebLinkAbout2005 11 28 Regular 509
COMMISSION AGENDA
ITEM 509
Consent
Informational
Public Hearing
Regular X
November 28. 2005
Regular Meeting
~ r\/
Mgr. I ~ept.
Authorization
REQUEST:
Office of the City Clerk requests that the City Commission consider staffing
issues related to the Records Management Imaging Program (Laserfiche).
PURPOSE:
This Agenda Item is being put forth so that the City Commission could discuss
staffing issues related to the next two (2) years of the City's Records Management
Imaging Program (Laserfiche).
CONSIDERATIONS:
Over the past year, the Assistant to the City Clerk has been working on the
implementation of the City's new Records Management Imaging Program
(Laserfiche) with assistance from members of the Information Services
Department.
Currently, the Assistant to the City Clerk spends approximately 25% of her time
on City Clerk business, other than Records Management; and the other 75% of her
time on LaserfichelRecords Management work. At this rate, neither job is really
getting done.
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - NOVEMBER 28,2005
REGULAR AGENDA ITEM 509
PAGE20F4
The Assistant to the City Clerk basically was hired to assist the City Clerk, but to
also take care of the implementation of the City's new Records Management
Imaging Program (Laserfiche). As this is a new program, there is an incredible
amount of work that still needs to be done, and actually there is more work than
was originally considered. Thus, the Assistant to the City Clerk cannot get
everything done; so both the City Clerk's workload and the Records Management
Imaging Program (Laserfiche) are being adversely affected.
As much as can be determined at this point in time, Staff estimates that in order to
complete the implementation of the City's Records Management Imaging
Program (Laserfiche), and what still has to be done, an individual is needed on a
100% basis, for approximately the next two years. The City Clerk also needs her
Assistant to be able to spend time on other City Clerk work, although this Records
Management Imaging Program (Laserfiche) is part of the Department's
responsibility, and some time will of course have to be spent on such related tasks.
Over the past year, I have willingly let. my Assistant primarily works on the City's
new Records Management Imaging project, but due to the excess work that is I
am left with, I have to ask for additional assistance.
Staff hopes that with additional staffing assistance, that over the next two years,
that many of the outstanding projects in the Office of the City Clerk can be
completed, allowing this staff to continue maintenance on normal day-to-day
tasks, including Records Management.
In an effort to illustrate the average day for those that work in the Office of the
City Clerk, the City Clerk and her Staff, recently, kept track of just about
everything they did for five (5) business days. Attachments "A" through "D" are
a sampling of what a typical day in the Office of the City Clerk is like.
Attachment "E" is a document from the Assistant to the City Clerk that lists a
number of the projects that have been in the works and that must be done for this
program, sooner than later; along with other tasks that will need to be done at
some point over the next two years.
Many of the items noted in this Attachment have been discussed for quite a while,
but due to time constraints and the numerous demands on the entire staff of the
Office of the City Clerk, such tasks still have not been completed, much less
started.
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - NOVEMBER 28, 2005
REGULAR AGENDA ITEM 509
PAGE30F4
Beyond the numerous day-to-day duties such as putting out Agendas and Minutes
and normal correspondence, and not including Records Management, some of
these outstanding projects that have to be done include:
>> Train and Manage Staff on City Clerk functions
>> Complete research on going from Audiotape Recordings to Digital
Recordings of City Commission and Advisory Board and Committee
Meetings
>> Update Advisory Board and Committee Procedures Manual
>> Proof new Advisory Board and Committee Members Orientation Book (1
have had a copy of this to proof since January of 2005 and have only
proofed 4 of the approximate 100 pages)
>> Improve Contract! Agreement intake/outake procedures
>> Determine what documents in the Vault need to be kept (which will free
up much needed space)
>> Review final Street ListlDistricts for loading onto the City's Website
>> Prepare for the City's next Election
>> Write Records ManagementlDisposition Policy (not specifically related to
Laserfiche)
>> Put together an Office of the City Clerk Procedures Manual for easy
reference by all staff meetings
>> Update MasterList of Commission Directives with input from Staff
>> Update Outstanding Original Documents List for the past three years with
input from Staff
>> Improve Vehicle Titles Inventory
>> Etc.
FUNDING:
The Office of the City Clerk does not have funds available to pay for an additional
staff person for approximately two years, thus if funding was approved, such
funds would need to be a Supplemental Appropriation from the General Fund.
ATTACHMENTS:
A. Daily Workload Sampling from Andrea Lorenzo-Luaces, City Clerk.
E. Daily Workload Sampling from Joan Brown, Deputy City Clerk.
C. Daily Workload Sampling from Debbie Franklin, Deputy City Clerk.
D. Daily Workload Sampling from Carol Lallathin, Assistant to the City Clerk.
E. Proposed tasks needed to be done for the Records Management Imaging
Program (Laserfiche).
F. Assistant to the City Clerk Job Description which outlines some of the duties
my Assistant should be helping me with.
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - NOVEMBER 28, 2005
REGULAR AGENDA ITEM 509
PAGE 4 OF 4
RECOMMENDATION:
The City Commission is being requested to review the information in this Agenda
Item and make a determination as to whether the City Commission would
consider funding a position for approximately two years, to complete the Records
Management Imaging Program (Laserfiche) work that is currently being done by
the Assistant to the City Clerk.
COMMISSION ACTION:
ATTACHMENT
"A"
7:25 AM.
7:30 AM.
7:34 AM.
7:40 AM.
7:45 AM.
7:46 AM.
7:48 AM.
7:50 AM.
7:52 AM.
7:53 AM.
7:56 AM.
7:59 AM.
8:05 AM.
8:09 AM.
8:11 AM.
8:18 AM.
8:19 AM.
8:27 .. AM.
8:29 AM.
8:31 AM.
8:33 AM.
8:35 AM.
8:36 AM.
8:38 AM.
8:45 A.M.
8:50 AM.
8:53 AM.
8:59 A.M.
9:05 A.M.
9:15 AM.
9:22 AM.
9:23 AM.
9:27 AM.
9:29 AM.
CITY OF WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
THURSDAY, NOVEMBER 10, 2005
Page 1 of 3
In office/explained process to Debbie Franklin
Signed on computer/did emails
Debbie Franklin came in
Did Mayor Bush's email response (1)
Spoke with Joan Brown on City Commission Agenda
Spoke with Carol Lallathin Re: tonight's Oak Forest Meeting/received phone call
ith Joan Brown on City Commission Agenda, when she left yesterday
Finished Mayor Bush's email response (1)
Discussed BOWS with Debbie Franklin/Joan Brown in office discussed City Commission Agenda
Log sheet and her email
Forwarded Mayor Bush's email (2)/spoke with Joan Brown and Debbie Fanklin on problem with
recorder
Finished Mayor Bush's email (2), fowarding to CCO
Discussed Mayor/Managers Agenda and Office Depot order with Joan Brown/discussed ebetterplace
with Joan Brown/discussed BOWS with Debbie Franklin
Discussed with Joan Brown Dispositions and Bea Meeks' Public Records Request
Did Purchase Orders and Munis
Handled emails
Took phone call (FACC)
Did em ails to FACC Clerks/spoke with Debbie Franklin on extra tapes needed for Mayor
Bush (2) email
Anjie came in for trash
called/fowarded Mayor's email to Help desk
Worked on email (3) on Public Records Requehad question on
AN/discussed with when Presentation folders would be in from being ordered
Completed email (3)
Did F ACC email/spoke with Joan Brown on Election folders
Prooal 11/1/0s
Personal/on way back to my office/I was asked by other Department Staffer how
the City Commission can be contacted/went to get a City Commission memberlist for the
staffer/back in office, was asked about a Public Records RequesVgot City Commission
Memberlist and gave it to staffer up fronVcompleted email started 1/2 hour ago
Resumed proofing 11/01/05 Minutes
Jan Palladino came in and asked if someone could answer her phone/earpiece this
afternoon from 2:30 - 5 p.m.
Joan Brown asked about Jan Palladino's need and ERAPOC calls to be made/forwarded
an email to Mayor Bush re: Website requested change
Resumed proofing 11/01/05 Minutes
Discussed Minutes with Debbie Franklin/printed documents/fixed printer which jammed
Fixed printer again/resumed proofing of 11/01/05 City Commission Minutes
Fixed printer again/resumed proofing of 11/01/05 City Commission Minutes
Reviewed BOWS and Minutes with Debbie Franklin/discussed recorder problem/
discussed requisitions
Barbara Kountz from Finance came in and told us she needed to get into the
storage room/Debbie Franklin let her in and then we continued discussing
Disposition
Fixed printer again/spoke with Debbie Franklin on Printer invoice/looked over mail/
discussed with Debbie Franklin about BOWS at tonight's Oak Meeting/approved new
BOW S Agenda
9:32 AM.
9:45 AM.
9:46 AM.
9:49 AM.
9:50 A.M.
9:51 AM.
9:53 A.M.
9:55 AM.
9:58 A.M.
9:59 A.M.
10:01 A.M.
10:05 A.M.
10:07 A.M.
10:08 AM.
10:09 A.M.
10:10 AM.
10:11 AM.
10:16 A.M.
10:18 A.M.
10:22 AM.
10:23 AM.
10:40 A.M.
10:46 A.M.
10:58 A.M.
2:00 P.M.
2:20 P.M.
2:25 P.M.
2:32 P.M.
2:40 P.M.
2:50 P.M.
2:51 P.M.
3:01 P.M.
3:07 P.M.
3:13 P.M.
3:15 P.M.
3:36 P.M.
3:43 P.M.
3:46 P.M.
(;11 Y Uf WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
THURSDAY, NOVEMBER 10, 2005
Page 2 of 3
Mayor Bush stopped by and spoke about an emaillresumed proofing of 11/01/05
City Commission Minutes
Debbie Franklin came in and told me she could not locate Bill Thompson (IS)
Resumed proofing 11/01/05 Minutes
Responded to an email
Resumed proofing 11/01/05 Minutes
Returned FACC phone call
Resumed proofing 11/01/05 Minutes
emaited Jacqui greaves about meeting with comments from yesterday/Mayor Bush came in with
Travel Reimbursemen forms to turn in/completed em ail to Jacqui Greaves
Resumed proofing 11/01/05 Minutes
Spoke to mayor Bush in his office on Ribbon Cutting and Consent 214
Resumed proofing 11/01/05 Minutes
Received SCPS em all/read it/forwarded it to the Mayor and City Commission
Resumed proofing 11/01/05 Minutes
Mayor Bush came in with mail to be sent out
Resumed proofing 11/01/05 Minutes
Received SCPS emait/read it/forwarded it to the Mayor and City Commission
Resumed proofing 11/01/05 Minutes
Received telephone call (FACC)
Carol Lallathin came in to ask about this log process
Mayor Bush came in and asked about SCPS Red Ribbon email
Resumed talking to Carol Lallathin
Mayor Bush came in with article for City Commission
Resumed talking with Carol Lallathin on Oak/Bows/Parliamentary Procedures
Left for FACC Clerk's Meeting in A1tamonte Springs
Back in office from FACC meeting/checked emails/resumed proofing Minutes' changes
Helped Joan Brown find an Invoice and telephone number for Commissioner McGinnis
Completed Minutes
Printed Minutes and called Carol Lallathin to sign them
Carol Lallathin came in to sign Minutes/spoke to her on Parliamentary Proocedures
issues and em ails for tonight's meeting/send email to Mayor and City Commission
Went to make copies - copier in use
Back in office/made PDF and sent to IS for Website and placed on City's Server/
emaited back and forth with Jacqui Greaves on Laserfiche issues
Did emait to Kate Latorre for tonight's meeting on Parliamentary Procedures
Joan Brown in my office asking about Public Records Request
Reviewed notes for Meeting with Jacqui Greaves in 2 minutes
Jacqui Greaves in my office to discuss Monday's Laserfiche demo
Meeting over/I went to copier/made copies/distributed to Mayor and CityCommission
Did em ail from Commissioner - made change
Answered call on business license for orlando, and caller asked further questions
on is it need for Orange County and for Orlando and why don't they answer their phones
3:47 P.M.
3:48 P.M.
3:51 P.M.
3:56 P.M.
4:01 P.M.
P.M.
4:31 P.M.
4:35 P.M.
4:40 P.M.
At Home:
CITY OF WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
THURSDAY, NOVEMBER 10, 2005
Page 3 of 3
Completed changes for Commissioner
Took phone call from WSHS student for Commissioner McGinnis
Sent PDF to Website/Joan Brown asked question then left/finished email on
PDF/sent Minutes to Mayor Bush
Went to copier/made copies/distributed to City Commission
Back in office/printed and proofed letter for Mayor/sent Mayor Bush an email that the letters were
ready for him to sign
Made set of tapes for Oviedo/verified that tapes worked/did mailing labels for
Oviedo packets .
Spoke with Joan Brown on City Commission Agenda/printed labels for Oviedo packets
Left office to take packets to Oviedo
Worked 3 hours at home
Total Hours for Day:
9.5 Hours
6:00 AM.
6:30 AM.
6:45 AM.
7:01 AM.
7:50 AM.
7:57 AM.
8:20 AM.
8:22 A.M.
8:53 A.M.
8:57 A.M.
9:25 AM.
9:26 A.M.
10:00 A.M.
10:17 A.M.
10:31 AM.
10:34 A.M.
10:40 A.M.
11:05 A.M.
11:08 A.M.
11 :11 A.M.
11 :19 A.M.
11:20 AM.
11:28 AM.
11 :37 A.M.
11 :40 AM.
11 :44 A.M.
CITY OF WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
FRIDAY, NOVEMBER 11,2005 (VETERANS DAY)
Page 1 of 3
Signed on/answered Ms. Mize's "2nd tape request"/went to make tapes, but found Joan Brown did them
but had not quite finished doing them/followed up on request/typed Invoice for tapes/verified sound
on tapes/printed Invoice/Copied Involcerrook tapes and Invoice to front desk
Typed label for Mayor-Managers Agenda folder/completed folderlleft aside before filing to ask a staff
member a question
Went to copier to make copies of Annexation Ordinances
Back in office/started typng a letter to Clerk of the Court to include copied Ordinances/
went back to copier to make additional copies/typed email to Debbie Franklin for her to do mailing label
and certified cards/proofed letter/printed letter/put packet together
Joan Brown came in to talk about Public Records issue with Mize's/discussed City Commission
Agenda to be revised .
Carol Lallathin and Debbie Franklin joined Joan Brown and I - in staff meeting, we discussed last
night's Oak Forest Meeting, Parliamentary Procedures, others that attended; Ron's recent staff
meeting
Received telephone call on if City Hall was open and how to get a Garage Sale Permit
Resumed Staff Meeting - discussed scheduling for next two weeks, 11/23/05 City Commission
Agenda to go out, Public Records Requests
Commissioner Krebs called me
Continued with Staff Meeting - discussed Laserfiche Presentation for Monday
Mayor Bush came in with letters I had sent him an emailon
Continued with Staff Meeting - problems with staff being all over building
With Meeting over, I made copies of Mayor's letters/made copy of letter to the Clerk of the
Court/sealed up packet to go to the Clerk of the Court/responded to another em ail from the
Mize's/forwarded the Mize's email to Joan Brown
Joan Brown came in with Revised Agenda, we noticed a discrepancy in other wording/checked
previous Agendas, gave direction/Joan Brown left/finally sent email on certified to Debbie
Franklin
Called Supervisor of Elections' office - no answer/went to their Website
Joan Brown came back in with final Revised Agenda to verify/Debbie Franklin came in and all
three of us discussed problems with the Recorder in the Commission Chambers
Reviewed emalls/and worked on sorting folders to be filed
Coverting Minutes to PDF's, then to Agenda Items on Server
Debbie Franklin came in to ask about spelling on a marble gift, to be mailed out!
I checked the Tuscawllla Directory for address for Debbie Franklin
Resumed putting Agenda Items on Server
Debbie Franklin came in to tell me she was going to lunch
Resumed putting Agenda Items on Server
S~nt emall to Commissioner/sent reply emall to FACC Clerks
Personal
Back in office/ going through mail for last couple of days
Joan Brown In office to ask question about Mayor-Manager's Agenda
\.ill Y Uf WINTER 5PRING5
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
FRIDAY, NOVEMBER 11, 2005 (VETERANS DAY)
Page 2 of 3
11 :45 AM. Ms. Sahlstrom in office to ask for information on History and
Incoporationlllet her borrow a book on the two Incorporations/told her Debbie
Franklin would get her packet on History/Joan Brown filled me in on next ERAPOC
pending Meeting status
Ms. Sahlstrom back with Incorporation documents
I completed Mayor-Manager's Agenda folder and filed it
Made copies of Clerk of Court letter attachments for Attorney Garganese/Continuing
through mail
Typed Memorandum to City Commission from Mayor Bush/typed envelopes for
Mayor Bush to be sent out/proofed Memorandum/copied Memorandum and
distributed Memorandum/picked up mail in our mail box/distributed mail for City Manager
that was left in our mail box
Organized other City Commission Meeting folders that Minutes were just finished
and printed out explanation of document sheets and file folders
Received call for name of Public Works Director and telephone number
Typed labels for a City Commission Meeting folder/Continued with Meeting
folder documents
Debbie Franklin asked about Assets request I had previously forwarded to her/I asked
her to check on History folder for Ms. Sahlstrom
Finished filing City Commission Meeting folders
Checked em ails/Looked over Calendar To-Do's
Checked Minutes from 03/96 for Commissioner/Debbie Franklin came in about History
information/resumed checkng Minutes for Commissioner
Jan Palladino came in and asked me about our recent ebetter place to the City Commission
Resumed Minutes search
Personal
Resumed Minutes search
Worked on emeil to Commission on results of research/called Attorney Garganese's
office - he is not in
Ms. Sahlstrom came in to ask a question on history of City Commissions and City Councils
emailed Attorney Garganese
Attorney Garganese called on email question
Resumed email to Commissioner on search and sent it
Updated City Cornmission Calendar
Jan Palladino came in and said Ron wanted to know who the City uses for flowers and got
that number
Debbie Franklin came in asking who was taking the mail to the Post Office and about her
Code Minutes
Went back to proofing Calendar changes
Ms. Sahlstrom came in and asked if there were any History files on Town Center
Went back to proofing Calendar changes/printed Calendar for Debbie Franklin to proof and
gave it to her
Proofed Code Minutes
Went back to proofing Calendar changes
Ms. Sahlstrom came in and asked for History files on Town Center
Went back to proofing Calendar changes/printed Calendar for Debbie Franklin to proof and
gave it to her
11:48 AM.
11:49 AM.
11:52 AM.
12:28 P.M.
12:41 P.M.
1:05 P.M.
1:06 P.M.
1 :16 P.M.
1:18 P.M.
1:23 P.M.
1:30 P.M.
1:40 P.M.
1:44 P.M.
1:49 P.M.
1:52 P.M.
2:06 P.M.
2:08 P.M.
2:10 P.M.
2:15 P.M.
2:20 P.M.
2:24 P.M.
2:29 P.M.
2:31 P.M.
2:34 P.M.
2:36 P.M.
2:37 P.M.
2:44 P.M.
2:34 P.M.
2:36 P.M.
2:37 P.M.
GITY OF WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO.LUACES, CITY CLERK
LOG OF WORK
FRIDAY, NOVEMBER 11, 2005 (VETERANS DAY)
Page 3 of 3
2:44 P.M. Proofed Code Minutes
2:54 P.M. Asked Joan Brown to check on ebetter place entries; discussed with Joan Brown and
Debbie Franklin about the changes on the Calendar; CALNO; taking today's mail to the
Post Office; dropping off a Marble Award at Ted Zeiher's home; and ordering the cake for
Monday's Meeting
Debbie Franklin brought in proofed Calendar
Resumed proofing of Code Enforcement Board Minutes/discussed some of it with
Debbie Franklin/proofed Beautification of Winter Springs Board Minutes/gave back to
Debbie Franklin
Typed email to Attorney Garganese/emailed latest Calendar to IS for Website
Typed email response to Ms. Mize/forwarded to my staff
Continued going through mail/did final proof of Code Enforcement Board Minutes
Continued going through mail
Due to reading some of the mail, found something I needed to ask the City Commission, and
sent an email to that effect
Debbie Franklin came in with changes to the Code Enforcement Board Agenda, and I
did the final proof of it
Filed mailed I reviewed
Answered question Debbie Franklin had on Beautification of Winter Springs Board Minutes I proofed
Handled em ails/sent email to Staff regarding date stamping of a document/
em ailed response to a Commissioner/Debbie Franklin came in for final proofing of
Beautification of Winter Springs Board Minutes and next Agenda/changed date on my work
Planner/completed email to the Commissioner/gave copies of reimbursements for the Mayor and
a Commissioner to Debbie Franklin
4:48 Went back to emails
4:50 Checkeq planner and realized we still had not received the Invoice for the 110105 Dinner
Meeting/again em ailed Lisa Friday with Tuscawilla Country Club for a copy
4:55 Made Planner entrieslTyped label for new City Commission event folder (Fall Networking...)/
made copies of various documents, some to be forwarded to the Mayor and a Commissioner/made
copies for Commissioners of Florida League of Cities Itinerary packet/updated Calendar again/printed
tax exempt form and travel reimbursement form for Florida League of Cities packet/typed email
reminder to City Commission for next few days
5:33 Left office
3:00 P.M.
3:01 P.M.
3:26 P.M.
3:38 P.M.
3:45 P.M.
3:55 P.M.
4:00 P.M.
4:04 P.M.
4:08 P.M.
4:22 P.M.
4:26 P.M.
At Home:
Worked 2.5 hours on 11/08/05 Minutes
Total Hours for Day:
14 Hours
...." , VI" YV'N' C~ ;:,t'I'(IN\:;;)
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
SUNDAY, NOVEMBER 13, 2005
Page 1 of 1
6:15 A.M. Signed on/turned on copier/noticed wet carpet and sent email on the wet carpeU
checked calendar/printed Calendar for tomorrow night's City Commission Meeting
worked on boxes to be disposed of/typed dispostion sheets
8:57 AM. Sent another email on wet floors
8:30 AM. Typed email to Oviedo re: Tapes per Mayor Bush/continued with Dispositions
9:25 AM. Tried Mr. Lockcuff again/tried Mr. Lockcuff at home - no answer
9:32 A.M. Left work
At Home:
Worked 1 hour on Planner/11
Total Hours for Day:
4.25 Hours
10:30 A.M.
11:00 A.M.
12:23 P.M.
12:46 P.M.
1:00 P.M.
1:04 P.M.
1:20 P.M.
"'II , v.. YVIN I t:t< ~,..t<IN\j~
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
MONDAY, NOVEMBER 14, 2005
Page 1 of 2
Working at home on 11/08/05 City Commission Minutes
To JoAnn etc.'s getting Ceremonial Scissors/Ribbon and snacks for tonight
Signed in at work/Attached ribbon to scissors/began reviewing Agenda
packet for tonight
Debbie Franklin came in with Certified/printing out Resolution for
signature at tonight's Meeting/continued reviewing Agenda Packet
Called Attorney Langley's office Re: Backus Agenda Item on tonight's Agenda
and also emailed Attorney Langley the Agenda Item - this came from information
I have to constantly monitor in my Planner - or remember
Resumed review of Agenda Packet
Debbie Franklin came in to ask for the afternoon off, and to confirm the
Florida League of Cities Dinner/and helped me proof wording the Mayor
was asking about for an email/email confirmation on the Mayor's Code
question/asked Debbie to pick up the Cake for this evening and some
snacks to go with what I picked up this morning
Resumed review of Agenda Packet
Read emails and forwarded some with notes
Resumed review of Agenda Packet
Joan Brown came in Re: Public Records requests for Tapes/Called Carol Lallathin
on other Tape Request/Joan Brown is to make more tapes/gave Debbie Franklin and
Joan Brown "prize" from last week; discussed dress for Florida League of Cities Banquet
Personal
Resumed review of Agenda Packet
Received telephone call from City of Casselberry
Resumed review of Agenda Packet
Debbie Franklin came in to go over items for pick-up at Publix
Replied to Mr. Lockcutrs email
Resumed review of Agenda Packet - especially reviewing 403
Received telephone call from Mr. Langley Re: Item on AgendalTyped up Fax Coversheetl
Faxed over Agenda Item to Mr. Langley
Back in office from Fax machinelTook call from caller wanting the number to clear up his
Driving Record
Joe Alcala (IS) came in asking me about a PC Tablet
Worked on 110805 WorkShOp Minutes
Debbie Franklin came in to speak with me about the items she bought
from Publixlwent to the Commission Chambers with Debbie Franklin/listened to
CORE Team presentation and spoke of new idea to be added to Ribbon
Cutting Ceremony/spoke to Mr. Lockcuff about carpet problem in hall yesterday
3:47 P.M. Back in office reviewing Agenda Packet
4:01 P.M. Left to take items to Chambers/helped set-up refreshments/set up Ribbon for Ribbon Cutting!
saw Mayor Bush in Lobby and he spoke about Denise Ryser and City souvenirs!
Mayor Bush asked me to contact Ruth Rushinng about having a Tri-County League luncheon
here and possible sponsors
1:04 P.M.
1:35 P.M.
1:40 P.M.
1:42 P.M.
1:50 P.M.
1:53 P.M.
2:08 P.M.
2:13 P.M.
2:35 P.M.
2:46 P.M.
2:48 P.M.
2:52 P.M.
3:06 P.M.
3:08 P.M.
3:09 P.M.
3:11 P.M.
4:37 P.M.
5:09 P.M.
5:15 P.M.
5:27 P.M.
5:30 P.M.
5:40 P.M.
5:45 P.M.
5:55 P.M.
6:00 P.M.
6:10 P.M.
6:21 P.M.
1:08 AM.
1:19 AM.
1:30 AM.
(,iITY OF WINTER SPRINGS
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
MONDAY, NOVEMBER 14, 2005
Page 2 of 2
Back in office/reviewed emailsllistened to Voice Mail messages/Put information together for
Mayor Bu~h for Ribbon-Cutting ceremony
Drafted emall to Ruth Rushing and sent it and copied Mayor Bush/put
packet together for tonight
Received call from Kate Latorre and we discussed Board of Trustees Ordinance on tonight's Agenda/
spoke of Attorney Garganese's new baby
emailed City Commission on status of Attorney Garganese's new baby
Joan Brown came in about resident's email for tonight and Laserfiche demo/
Got email for tonight/discussed it with Joan Brown
Discussed Records Management issues with Carol Lallathin
Went to speak to Mayor Bush on Laserfiche Demo
Back in office/got documents and emails to make copies of and did the copying
Back in office/got documents together for tonight/took them to Commission Chambers/signed on
computer/handed out papers to the City Commission
Back in office/got seal and Notary stamp and rest of papers/Personal/went back to Commission
Chambers with emails
In Commission Chambers ready for City Commission Meeting
Commission meeting ended/packed up papers/took back to office/locked up building
Back in Commission Chambers/spoke with Ron/turned off lights
Left building
Total Hours for Day:
15 Hours
VI I I VI.."'" ...., ",r "IJ"\,il~
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
TUESDAY,NOVEMBER 15, 2005
7:30 AM. Signed on computer at home/worked on 111405 City Commission Minutes
8:08 A.M. Made telephone call for Commissioner/sent that Commissioner an em ail
8:32 AM. Read emails/resumed 111405 City Commission Minutes
9:35 AM. Read emails/called Commissioner Miller at home re: an email
9:40 AM. Resumed 111405 City Commission Minutes
11 :00 A.M. Took phone call from Joan Brown
11 :15 AM. Took Lunch break
12:15 P.M. Back from lunch break/resumed .111405 C!ty Commission Minutes
1 :20 P.M. Handled emalls/resumed 111405 City Commission Minutes
1:42 P.M. Took phone call from Debbie Franklin
2:20 P.M. Read emails/resumed 111405 City Commission Minutes
3:00 P.M. Handled emails/resumed 111405 City Commission Minutes
7:25 P.M. Stopped working for the day
Total Hours for Day:
11 Hours
Page 1 of 1
7:20 AM.
7:50 AM.
8:00 AM.
8:03 AM.
8:41 AM.
8:45 AM.
8:47 AM.
8:57 AM.
9:45 AM.
9:48 A.M.
10:01 AM.
10:20 AM.
10:27 A.M.
10:34 AM.
10:45 AM.
10:52 A.M.
11 :15 A.M.
11:17 AM.
11:20 AM.
11:29 AM.
12:20 P.M.
12:48 P.M.
1:00 P.M.
2:35 P.M.
2:45 P.M.
2:50 P.M.
3:10 P.M.
3:20 P.M.
3:40 P.M.
~II I vr .."'1 I ~n .;Jrnll'l~.;J
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
WEDNESDAY, NOVEMBER 16, 2005
Page 1 of 2
In office/discussed Code Enforcement Board from last night with Debbie Franklin
and how some Code Enforcement Board members want Code Books
Signed on/checked emaillresponded to one email/sent an email of thanks to CORE
members for their Demo Monday evening
Spoke with Carollallathin and Joan Brown on audiotapes from Monday
Typed and Printed 7 Agendas for City Commission for the rest of week
Debbie Franklin came in for me to review an emergency Agenda
Gave Joan Brown Agendas to complete Posting Process
listened to audiotapes
Gave Debbie Franklin Agendas to complete Posting Process/Went to
9 a.m. CORE meeting
Personal/Back in office/then went to give Joan tapes for copying - not there
Back in officelreviewing tapes
Called Joan Brown/W orked on last part of 111405 City Commission Minutes/
Debbie Franklin came in with completed folders/went back to 111405
Minutes
Called Ellen Simpson. Police Department/back to Minutes
Joe Alcala came in with question about 111405 Meeting
Back to Minutes
Joan Brown came in with tapes/Mayor Bush came in
Working on finishing Mini Minutes/Checking tapes for order - as due to technical problems,
some of the tapes from 111405 were jammed/gave to Joan Brown for copying
sh came in about laserfiche problem and needed a Resolution/I located
Resolution and made Mayor Bush a copy
Finished up Mini-Minutes/took request from Commissioner McGinnis
Explained a copying job for Debbie Franklin/Personal errands (lunch)
Back in office/spoke with Debbie Franklin/read emails/worked on response to Mayor Bush's
inquiryed Agenda/went back to copier/made copies/distributed
Manating
Back in office/reviewed em ails/read newspaper article/sent email on Holiday events to person for
Commissioner McGinnis
Updating Agenda Item log sheets from Staff Meeting/Personal
Updating Agenda Item log sheets from Staff Meeting/Personal Phone Call- brother-In-law had Heart
Attack and in hospital
Handling emails/Updating Agenda Item log sheets from Staff Meeting
Personal Re: Brother-In-law/Sent emails to Department Heads on Agenda Item log question
Joan Brown came in and I discussed with her that Ron needs her to move to the other side of
City Hall, as his General Services Director will be going in her office Monday/Joe Alcala came in to
discuss the same issue and moving of equipment/went over with Joan Brown what kind of furniture we
might be able to get for her/looked for storage options for rest of our Department office supplies which
4:14 P.M.
4:16 P.M.
4:25 P.M.
4:35 P.M.
4:45 P.M.
4:59 P.M.
5:08 P.M.
5:11 P.M.
5:26 P.M.
5:45 P.M.
At Home:
"'II I vr "".., C~ ;;)1"'~'I'4U;;)
OFFICE OF THE CITY CLERK
ANDREA LORENZO-LUACES, CITY CLERK
LOG OF WORK
WEDNESDAY, NOVEMBER 16, 2005
Page 2 of 2
Typed label/sealed Resolution and put together packet to send Resolution/worked on Agenda Items Log/
received email request for an Agenda Item/sent out Department email on Agenda Item request
Joan Brown came in regarding Public Records RequesVsent em ail to IS for move of Joan
Brown's computer
Working on Agenda Item Logs
Joan Brown and Carol Lallathin in on Joan Brown's move across City Hall and the logistics/called Mr.
Lockcuff on the boxes we need him to pick up
Mr. Lockcuff here and with Joan Brown we went over the move for Joan Brown
Sent em ail to Department Heads on Agenda Items
Typed reminder email to Mayor and City Commission/Called Attorney Garganese's
office on Orlando Sentinel ad for Ordinance, and spoke with his Secretary
Received email from PW /U regarding an Agenda Item and now need to change the Agenda Logs for
their requesVchanged Agenda Logs and sent another email with explanation
Went through mail/Made copy of Check request and distributed to Finance
Left work
Worked 1.5 hours on 11/08/05 Minutes
Total Hours for Day:
10.75 Hours
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Carol Lallathin
Assistant to the City Clerk
Laserfiche/Records Management Clerk
Duties for co-ordinatiIig the Records Management portion and Implementation of
Laserfiche
The following list identifies items that will be done throughout the project on a
continuing basis:
1. Identify within the Department for which Implementation is to be done, the
documents which will need to be scanned into the system. Create a table (this will
become a working document) identifying these documents With the following
data: Identify the retention period of these documents, the state item number and
state description, the location of these documents, the approximate quantity of
these documents. Set up a Meeting with the department, inquire of the
department manager who the key people for the departinent will be and who will
need to be present at this Meeting (those who represent the different areas within
a department) Initial set up time: 4 hours
2. Before meeting to discuss the Document List - make appointment to spend a day
in the department to see what is done there and how the documents identified are
utilized on a daily basis. Time: 8 hours
3. Utilizing the table created and utilizing the information gathered from the initial
meeting within the department, review the table and make any corrections to the
list to prepare for a meeting with the Department personnel to discuss these items.
Time: 4 hours
4. Set up a time to meet with the Department personnel and review the list of
documents. Discuss each area on the 'table' and identify if there is a need for a
different retention period. Identify if there are more documents which are not on
the list. Identify the department document names and where the documents will
be placed on the 'table'. Determine how these documents are stored currently and
how they are filed. Obtain this information to update the 'table' and create a list
which will identify the documents one by one. Prepare a revised list of the
documents for review at another Meeting with the department. Initial time to set
up: 4 hours to Meet and discuss Time to redo the table: 3 - 4 hours.
5. Once the form has been set up, determine a Meeting time for the department to
review the list again. Meet with the department to review list and discuss each
document individually to identify the fields which would be of value for creating
a template, this will help begin the process of also identifying the folder structure
for these documents. Explain the template and its use. Give a demo of the overall
Laserfiche scanning system. Explain what is involved with the preparation of
documents for scanning. Time: 3 - 4 hours
6. Prepare any changes to the list which were a result of the Meeting noted above
and set up another Meeting to review the final list with the department. Discuss
the list and annotate any corrections or changes. List prep time: 2 hours Meeting
Time: 2 hours
7. Set up another Meeting with the department to review the list once more after the
corrections, if any have been made. Discuss the fields which may be used for the
template for their department utilizing the prepared list of documents. Meeting
time: 3 hours
8. Prepare and create a template for the department into laserfiche based on the
discussion from the Meeting. Set up a new Meeting with the department and
review the template - ask the department to be prepared to bring documents to the
Meeting which have been identified for scanning. Give a demo on laserfiche of
the created template so that the department can see what this will look like.
Discuss at this. Meeting the Folder Structure - where will be scanning the
documents - into what folder. Prep time for the template: 2 hours Meeting
time: 2 hours
9. Make changes to the template if any. Create a folder structure for laserfiche and
input as discussed at previous Meeting. Set up a new Meeting. Time: 3 hours
10. At this Meeting, review with the department the template - give a demo and the
Folder Structure. ask the department to be prepared to bring documents to the
Meeting which have been identified for scanning. Give a demo of scanning their
documents into the newly created folders. Review any changes which may be
needed. Identify who within the department will be scanners and who will be
viewers. Time: 3 hours
11. Make any necessary changes to the system. Set up the personnel into laserfiche
for scanners and viewers with in the department. Time: 1 - 2 hours
12. New Meeting with department: Review the template, folder structure and give
some hands on training of scanning documents. Discuss with the department the
naming convention for their documents which will be scanned. Update the list
with this information so that the person scanning will know the appropriate
guidelines to follow when scanning. Inform department that at the next Meeting
we will be looking at their business process. Time: 2 hours for Meeting Time:
to update the list with naming convention of documents - 3-4 hours.
13. Make any necessary changes to the system. Time: 1 hour
14. Meet with department for a final review of template and folder structure. Give
demo again and let anyone who wants to work on screen do so. Discuss at this
point, the business process and review the naming convention. Time: 3 hours
IS. Prepare the business process by noting on the table for each document type listed.
Time: 2 hours
16. Meet with the department to review the updated table and the business process.
Discuss the document preparation and who will be doing the preparation. Discuss
when the department will be ready for the "training" of scanning. Time: 2 hours
17. Continue to monitor on an on going basis the department status for scanning and
document preparation. Time: 1 hour per week
18. When documents are all scanned into the system, monitor the progress and the
retention of these documents in laserfiche. Check for accuracy of fields and other
areas in the system. Time: I hour per week per department.
19. Work with the RMS team, to identify and prepare the schedule of events for the
Laserfiche Implementation for each department. Initial Time: 1 hour Time on a
continuing basis: Y2 hour per week .
20. Coordinate the set up of the information being scanned into the system.
21. Coordinate the preparation of the documents to be outsourced for scanning.
Prepare procedure for prepping documents. Give instructions to those prepping
the documents. Prepare the 'slip sheet' for the documents being prepped. Prepare
the 'inventory sheet' for the same documents.
22. Monitor those doing the prepping of these documents and make sure all is being
done properly.
23. Set up Security for all users - do on on-going basis. Time: ~ h<?ur per person
24. Prepare a list of Frequently ask questions as the implementation process goes
forward. On going basis: Time: Y2 hour per week
25. When documents are returned from being scanned (from the outsource place),
check all boxes in; check in documents and review laserfiche to see if scanned in
properly. Note any descrepanies. Do maintenance as necessary. Check
inventory. Time - check in: I hour. Time - review: 1-2 hours Time - do
maintenance: 2 hours
The following list identifies items that will be done as a one time project but may require
maintenance on an on-going basis:
26. Documents Preparation instructions per department - Time: 1 hour
27. Set up training material to use for each department. Time: 1 hour
28. Prepare procedures in writing of the various tasks done in the implementation
process. Time for each procedure: 1 hour
29. Set up procedures and policies regarding the Laserfiche scanning system. Set up
procedures for scanning. Set up procedures for searching.
30. Create the Records Management Policy pertaining to Laserfiche. Time: 8 - 12
hours
31. Create the Scanning/Searching Policy pertaining to Laserfiche. Time 8-12 hours.
32. Create the Return of Documents from Outsourcing Policy and Procedures to be
used when documents are returned to City Hall. Time: 8-12 hours.
33. Create procedures for completing the forms utilized within the laserfiche system.
Time: 8 hours (Forms: Slip Sheet, Ip.ventory Sheet)
34. Create Policy for usingWebLink. Time: 8 hours
35. Write up instructions to be used on Web Link for the Web Link users. Time: 8
hours
. ATTACHMENT
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JOB DESCRIPTION
JOB TITLE:
PAY GRADE
DEPARTMENT:
ADMINISTRATIVE ASSISTANT TO THE CITY CLERK
22
CITY CLERK
GENERAL DESCRIPTION:
This position involves serving as an assistant to the City Clerk in coordinating various
administrative activities for the Office of The City Clerk. Work is performed under the general
supervision of the City Clerk.
ESSENTIAL JOB FUNCTIONS:
1. Assists with the upkeep, recordation and maintenance of all official records on file in the
City Clerk's office.
2. Coordinates requisite legal advertisements.
3. Drafts/prepares ordinances/resolutions/proclamations, when necessary.
4. Coordinates and prepares Commission and Advisory Board and Committee agendas and
minutes.
5. Maintains various files and records.
6. Provides necessary proofreads of work products.
7. Assists with departmental purchasing/requisitioning.
8. Assists with the duplication of documents.
9. Researches/retrieves information in response to staff/Commission/public requests.
10. Assists with Records Management procedures.
(These essential job functions are not to be construed as a complete statement of all duties performed.
Employees will be required to perform other job related marginal duties as required.)
MINIMUM QUALIFICATIONS:
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of public administration with particular reference to office practices and
procedures.
Knowledge of research techniques and sources of infonnation.
Knowledge of agenda preparation and development.
Knowledge of modem office practices and equipment including computers.
Knowledge of City departments and offices.
DEPUTY CITY CLERK
PAGE 2
PAY GRADE
22
KNOWLEDGE, SKILLS AND ABILITIES: (Continued)
Knowledge of the City's code of ordinances, Florida Statutes and City's policies.
Knowledge of the English language and proper usage, spelling, etc.
Ability to analyze a variety of administrative problems and make sound
recommendations for solutions.
Ability to make decisions in accordance with laws and regulations.
Ability to set up and maintain a complex filing system.
Ability to establish and maintain effective working relations.
Ability to deal with public.
Skill at interpersonal relationships.
EDUCATION AND EXPERIENCE:
High school graduate or possession of an acceptable equivalency diploma. Five (5)
years experience in complex clerical records and experience in local government or
secretarial skills.
(A comparable amount of training, education or experience can be substituted for the minimum
qualifications.)
LICENSES, CERTIFICATIONS OR REGISTRATIONS:
None
ESSENTIAL PHYSICAL SKILLS:
Acceptable eyesight (with or without correction)
Acceptable hearing (with or without hearing aid)
Ability to communicate both orally and in writing.
Ability to access file cabinets for filing and retrieval of data.
Ability to sit at a desk and view a display screen for extended periods of time.
Ability to enter data at a prescribed rate of speed.
ENVIRONMENTAL CONDITIONS:
Works inside in an office environment.
(Reasonable accommodations will be made for otherwise qualified Individuals with a disability.)
DATE
NAME
TITLE