HomeMy WebLinkAbout2011 09 26 Regular 601 City Clerk ReviewCOMMISSION AGENDA
ITEM 601
September 26, 2011
Regular Meeting
REQUEST:
Informational
Consent
Public Hearings
Regular X
Mgr. /
Authorization
Dept.
The City Clerk requests the City Commission consider the information in this Agenda Item as it pertains to City
Clerk's Performance Review for the period from September 28, 2010 — September 26, 2011. (The actual Anniversary
Date is September 27 for the City Clerk).
SYNOPSIS:
Based on previous City Commission discussions, the City Commission has asked to evaluate the City Clerk on or near
her annual Anniversary date. Additionally, during the discussion of the City Manager's Performance at the June 14,
2010 City Commission Regular Meeting, the City Commission asked that an Evaluation form be submitted by the
other Charter Officers, similar to what the City Manager had provided; and that the City Manager work with the other
Charter Officers on an Evaluation form to be submitted to the City Commission. This was completed last year, and
the same procedure is being followed for this performance year also, as mentioned during the requested pre -
Evaluation Agenda Item presented to the City Commission at the August 22, 2011 City Commission Regular Meeting.
CONSIDERATIONS:
As I put forth this Agenda Item to the City Commission for their review and consideration, let me first extend my
thanks to my Staff for their endeavors and accomplishments, as one person simply cannot do everything required in
this Department (or most Departments), nor what has been achieved over this past year.
The "Performance Evaluation Form" to be used to evaluate the City Clerk is basically the same document presented,
approved, and utilized last year; with only date related changes to the attached present version.
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING - SEPTEMBER 26, 2011
REGULAR AGENDA ITEM "601"
PAGE 2 OF 3
As a friendly reminder of what is legally (at a minimum) tasked to the Office of the City Clerk, attached to this
Agenda Item is a document entitled "Legal REQUIREMENTS /DUTIES AND RESPONSIBILITIES OF THE CITY
CLERK" which lists many of the numerous day -to -day demands on this Office. Many of the tasks mandated on the
Office that the City Clerk include complying with various Legal requirements, pursuant to Florida Statutes, the City's
Charter, and the City's Code of Ordinances. Additionally, in writing this Agenda Item, I have included some
references to the February 14, 2011 City Commission Regular Meeting, in which the City Manager and the City Clerk
were asked to provide the City Commission with additional information related to some suggestions by the City
Commission. During this discussion, the City Manager and the City Clerk addressed some issues we were working on
and noted that we would come back to the City Commission and explain what changes have been implemented since
that February 14, 2011 City Commission Regular Meeting.
With conservative and modest budgetary policies in place in the City, and everyone being asked to do more with less,
with the assistance and guidance of the City Manager, I would like to outline practices in the Office of the City Clerk
that we feel are in keeping with current guidelines, and also address suggestions that the City Commission offered:
➢ As we have been doing, the Office of the City Clerk will continue to provide administrative support to all
nine (9) of the City's [Advisory] Boards and Committees
➢ Staff would like to suggest bringing an Agenda Item to the City Commission in January 2012, with a
representative of each City's [Advisory] Board and Committee being asked to address the City
Commission on their accomplishments and plans for the future, for the City Commission's consideration,
at a forthcoming City Commission Meeting
■ Then, in February 2012, Staff would provide a follow -up Agenda Item asking the City
Commission to review their [Advisory] Boards and Committees, with the idea to review each one,
and address various aspects of each of the current [Advisory] Boards and Committees
➢ The City Clerk started Phase I of a departmental reorganization with the major factors (at this time) being:
The transfer of more of the daily technical work and assignments along with management of other
staff has been taken on by the Deputy City Clerk, which includes greater supervisory
responsibility, and monitoring of compliance with performance standards and service delivery
guidelines
o This is allowing the City Clerk to begin focusing more on planning and transforming the
workload requirements in the Office of the City Clerk, and not being the primary technical
source
■ Beginning October 1, 2011, the Information Services Department transfers the daily maintenance
operation of the City's LaserFiche Imaging System program module to the Office of the City
Clerk. This responsibility will also relate to Phase II of this Department's reorganization plan
which will involve duties being reprioritized to manage and coordinate the entire Records
Management, Program, and will most likely involve a shift of duties to encompass additional
Records Management tasks and responsibilities while also furthering this Department assisting all
City Departments with the maintenance of City records and the LaserFiche Imaging System
program (With this shift in duties, the Office of the City Clerk will have back on our payroll, the
other Assistant to the City Clerk, who has been assisting full -time with this program)
➢ Improving customer service has been continuously stressed to Office of the City Clerk Staff
➢ Since early 2011, Office of the City Clerk Staff members take turns to greet and assist citizens attending a
portion of all City Commission Regular Meetings
➢ Streamlined the Department's Exemption Review Process
➢ With our participation in the new Paperless Agenda process, and with tasks that other Departments now
assist with, as requested by the City Manager, this has helped reduce some of the responsibilities that this
Department does as part of the new Paperless Agenda process
➢ Re- emphasized cross training of the City's [Advisory] Boards and Committees to ensure that all Staff has
adequate administrative support and back -up
➢ All other daily tasks and responsibilities have been handled, as required, with emphasis on the most
timely response possible
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING - SEPTEMBER 26, 2011
REGULAR AGENDA ITEM "601"
PAGE 3 OF 3
FISCAL IMPACT:
As no Merit Raises were approved during the 2010 -2011 Fiscal Year, no additional funding is requested as part of this
Agenda Item.
COMMUNICATION EFFORTS:
This Agenda Item Has Been Electronically Forwarded To The Mayor And City Commission, City Manager, City
Attorney /Staff, And Is Available On The City's Website, LaserFiche, And The City's Server. Additionally, Portions
Of This Agenda Item Are Typed Verbatim On The Respective Meeting Agenda Which Has Also Been Electronically
Forwarded To The Individuals Noted Above, And Which Is Also Available On The City's Website, LaserFiche, And
The City's Server; Has Been Sent To Applicable City Staff, eAlert /eCitizen Recipients, Media /Press Representatives
Who Have Requested Agendas /Agenda Item Information, Homeowner's Associations /Representatives On File With
The City, And All Individuals Who Have Requested Such Information.
This Information Has Also Been Posted Outside City Hall, Posted Inside City Hall With Additional Copies Available
For The General Public, And Posted At Five (5) Different Locations Around The City. Furthermore, This Information
Is Also Available To Any Individual Requestors. City Staff Is Always Willing To Discuss This Agenda Item Or Any
Agenda Item With Any Interested Individuals.
RECOMMENDATION:
The Mayor and City Commission are requested to review this Agenda Item including the submitted "Performance
Evaluation Form" and if acceptable to the Mayor and City Commission, to deem completing the "Performance
Evaluation Form" with consideration of any input or suggestions they may have.
ATTACHMENTS:
A: "Legal Requirements /Duties And Responsibilities Of The City Clerk"
B: "Performance /Accomplishments For Fiscal Year 2010 - 2011"
C: "Performance Evaluation Form"
CITY OF WINTER SPRINGS, FLORIDA
OFFICE OF THE CITY CLERK
LEGAL REQUIREMENTS /DUTIES AND RESPONSIBILITIES
OF THE CITY CLERK
The following Statutory requirements show what the City Clerk is responsible for pursuant to the
Charter and Code of Ordinances for the City of Winter Springs, and Florida Statutes:
CITY OF WINTER SPRINGS, FLORIDA
CHARTER
Part I CHARTER
Section 4.10. City clerk.
(a) ...The city clerk shall give notice of commission meetings to its members and the public, keep
the journal of its proceedings and perform such other duties as are provided by this Charter, by the
commission or by law.
Part I CHARTER
Section 4.13. Procedure.
(a) Meetings. The commission shall meet regularly at least once every month at such times and places
as the commission may prescribe by rule. Special meetings shall be held on the call of the mayor or three
(3) or more members and whenever practicable, upon no less than twelve (12) hours' notice to each
member. All meetings shall be public.
fib) Rules and journal. The commission shall determine its own rules and order of business and shall
provide for keeping a journal of its proceedings. This journal shall be a public record.
Part I CHARTER
Section 4.16. Authentication and recording; codification.
The mayor and the city clerk shall authenticate by their signatures all ordinances and resolutions
adopted by the city commission and the city clerk shall record in full in a properly indexed book
kept for that purpose all such ordinances and resolutions.
CITY OF WINTER SPRINGS, FLORIDA
CODE OF ORDINANCES
Chapter 2 ADMINISTRATION
Section 2 -42. Appointments of boards and committees.
(a) Purpose. The purpose of this section is to enhance the public's respect and confidence in the
municipal services delegated to, and performed by, city boards and committees and to ensure that
decisions of boards and committees are in the best interests of the city. The purpose of this section is also
to establish uniform and consistent procedures and requirements for establishing and /or abolishing boards
and committees, and appointing and removing members thereof, and for conducting board and
committee business.
CITY OF WINTER SPRINGS, FLORIDA
LEGAL REQUIREMENTS /DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/08/11
PAGE 2 OF 8
Chapter 2 ADMINISTRATION
Section 2 -81. Election supervisor.
The city clerk is hereby designated the supervisor of elections for the city.
Chapter 2 ADMINISTRATION
Section 2 -87. Qualification of candidates.
Each candidate seeking the office of city commissioner or mayor or any other elective office of the
city shall file a petition signed by fifteen (15) registered voters of the city with the city clerk. Each
candidate seeking the office of city commissioner or mayor of any other elective office of the city shall
have resided in the city one (1) year prior to the time of qualifying. Each candidate seeking the office of
city commissioner shall be a resident of a designated commission district as established by ordinance and
shall have resided in the designated commission district six (6) months prior to the time of qualifying.
Notwithstanding the above requirement, city commissioners shall run at large as commission candidates
under district designation. All candidates for offices in municipal elections shall be registered and
qualified electors of the city at the time of their qualifying as a candidate with the city clerk and shall
file qualifying papers in accordance with state statutes and pay the qualifying fee and election
assessment provided for in section 2 -88.
Chapter 2 ADMINISTRATION
Section 2 -88. Qualifying fees.
(a) All candidates for city commission and mayor, qualifying as provided in this Code, shall pay a
qualifying fee of one hundred fifty dollars ($150.00). The qualifying fee and the election assessment
shall be paid to the city clerk and be paid by the clerk into the general fund of the city. Within
thirty (30) days after the close of qualifying, the city clerk shall forward the elections assessment to
the Department of State.
(b) Pursuant to F.S. § 99.093(2), candidates who are unable to pay the election assessment without
imposing an undue burden on their personal resources or resources otherwise available to them
shall upon written certification of such inability given under oath to the city clerk be exempted
from paying the election assessment. Any candidate exempt from the election assessment shall also be
exempt from the city's qualifying fee.
Chapter 2 ADMINISTRATION
Section 2 -95. Additional duties of city clerk.
The city clerk is authorized and directed to have prepared such forms and perform such ministerial
duties as are required by this article by necessary implication in order to accomplish the objectives
of this article, and the intent of the city commission in adopting it.
CITY OF WINTER SPRINGS, FLORIDA
LEGAL REQUIREMENTS /DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/08/11
PAGE 3 OF 8
FLORIDA STATUTES
Chapters 97 -107 ELECTORS AND ELECTIONS
Chapter 119 PUBLIC RECORDS
119.01 General state policy on public records.
(1) It is the policy of this state that all state, county, and municipal records are open for personal
inspection and copying by any person. Providing access to public records is a duty of each agency.
Chapter 119 PUBLIC RECORDS
119.07 Inspection and copying of records; photographing public records; fees; exemptions.
(1)(a) Every person who has custody of a public record shall permit the record to be inspected and
copied by any person desiring to do so, at any reasonable time, under reasonable conditions, and under
supervision by the custodian of the public records.
(b) A custodian of public records or a person having custody of public records may designate another
officer or employee of the agency to permit the inspection and copying of public records, but must
disclose the identity of the designee to the person requesting to inspect or copy public records.
Chapter 257 PUBLIC LANDS AND PROPERTY PUBLIC LIBRARIES AND STATE
ARCHIVES
257.36 Records and information management.
(1) There is created within the Division of Library and Information Services of the Department of State a
records and information management program. It is the duty and responsibility of the division to:
(a) Establish and administer a records management program directed to the application of efficient and
economical management methods relating to the creation, utilization, maintenance, retention,
preservation, and disposal of records.
(lc) Establish and maintain a program in cooperation with each agency for the selection and preservation
of records considered essential to the operation of government and to the protection of the rights and
privileges of citizens.
Chapter 286 PUBLIC BUSINESS: MISCELLANEOUS PROVISIONS
286.011 Public meetings and records; public inspection; criminal and civil penalties.
(1) All meetings of any board or commission of any state agency or authority or of any agency or
authority of any county, municipal corporation, or political subdivision, except as otherwise provided in
the Constitution, at which official acts are to be taken are declared to be public meetings open to the
public at all times, and no resolution, rule, or formal action shall be considered binding except as taken or
made at such meeting. The board or commission must provide reasonable notice of all such meetings.
(2) The minutes of a meeting of any such board or commission of any such state agency or
authority shall be promptly recorded, and such records shall be open to public inspection. The circuit
courts of this state shall have jurisdiction to issue injunctions to enforce the purposes of this section upon
application by any citizen of this state.
*The above Statutory requirements are "translated" below in more specific terms as to what I (crud my
Staff) am responsible for completing on cr daily /weekly /monthly /annual basis, as applicable. Many of
the below Duties and Responsibilities are related to Florida Statutes, and/or City Charter and/or City
Code of Ordinances mandated requirements:
CITY OF WINTER SPRINGS, FLORIDA
LEGAL REQUIREMENTS /DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/08/11
PAGE 4 OF 8
City Commission Meetings:
The City Clerk is responsible for the compilation of each Meeting or Workshop Agenda, and all
subsequent Amendments or Revisions. Additionally, the City Clerk is responsible for all administrative
functions, including the following:
1. Keeps log of all Agenda Item requests; tracks all incoming Agenda Items; and puts final Agenda and
Agenda Packets together for the City Manager which will then be distributed to the City Commission
2. Preparation for all City Commission Regular Meetings, Special Meetings, Attorney- Client Sessions,
and Workshops
3. Set up for each City Commission Regular Meeting, Special Meeting, Attorney- Client Session, and
Workshop
4. Attends at all City Commission Regular Meetings, Special Meetings, Attorney- Client Sessions, and
Workshops, etc.
5. Teardown after City Commission Regular Meetings, Special Meetings, Attorney- Client Sessions, and
Workshops
6. Drafts, proofs, and completes Official Minutes for City Commission Regular Meetings, Special
Meetings, and Workshops
7. Compiles all documents related to each Regular Meeting, Special Meeting, Attorney- Client Session,
and Workshop
8. Completes and executes documents Approved at City Commission Regular and Special Meetings,
including the verification of related dates, and forwards copies of executed documents to all necessary
parties
9. Contacts City Commission Members regarding Quorum status; reminders of Meetings; changed or
cancelled Meetings; attendance questions; and Agendas /Agenda Packets
Assists City Commission:
1. Updates City Commission Dropbox folders periodically with the latest City Calendars
2. Researches City Records
3. Notarizes documents
4. Attests /Seals documents
5. Writes Agenda Items
6. Writes Proclamations /Certificates of Recognition, as requested
7. Produces copies of Agreements /Contracts, documents, Meeting Tapes /CD's, etc.
8. Contacts other parties
9. Makes Travel Arrangements
10. Provides information to Members of the Commission which may be of interest to them
[Advisory] Boards And Committees:
The City Clerk is responsible for the administration of the following City of Winter Springs' [Advisory]
Boards and Committees:
• Beautification of Winter Springs Board
• Bicycle and Pedestrian Advisory Committee
• Board of Trustees
• Code Enforcement Board
• Districting Commission (Every 3 Years)
• Oak Forest Wall and Beautification District Advisory Committee
• Parks and Recreation Advisory Committee
• Planning and Zoning Board /Local Planning Agency
• Tuscawilla Lighting and Beautification District Advisory Committee
CITY OF WINTER SPRINGS, FLORIDA
LEGAL REQUIREMENTS /DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/08/11
PAGE 5 OF 8
The City Clerk is responsible for all administrative functions for the above referenced [Advisory] Boards
and Committees, including the following:
1. Tracks all Agenda Items; and puts final Agenda and Agenda Packets together each of the [Advisory]
Boards and Committees
2. Preparation of all [Advisory] Boards and Committees Regular Meetings, Special Meetings, and
Workshops
3. Set up for each [Advisory] Board and Committee Regular Meeting, Special Meeting, and Workshop
4. Attendance at such Meetings and Workshops
5. Teardown after each [Advisory] Boards and Committee Regular Meeting, Special Meeting, and
Workshop
6. Corresponds with new [Advisory] Board /Committee Members
7. Writes and provides new [Advisory] Board /Committee Members with Orientation Handbooks
8. Coordinates Orientation Meetings for all new [Advisory] Board /Committee Members with the Office
of the City Clerk and applicable City Staff
9. Drafts, Proofs, and completes Official Minutes for any Meetings and Workshops
10. Compiles all documents related to each Regular Meeting, Special Meeting, and Workshop
11. Contacts [Advisory] Board and Committee Members regarding Quorum status; reminders of
Meetings; changed or Cancelled Meetings; attendance questions; and Agendas /Agenda Packets
12. Assists with any project affiliated with any of the City's [Advisory] Boards and Committees
13. Tracks attendance of [Advisory] Board and Committee Members
Public Records:
1. Coordinates and completes Public Records Requests, according to Florida Statutes and the City's
Public Records Policy. This involves working with other Departments and often includes numerous
follow -up contacts, verbal and written correspondence; and locating requested documents
2. Upon request, duplicates City documents held by the City Clerk which include:
• Portions of the City's Code Book (including complete Code Books)
• Contracts
• Agendas
• Agenda Items
• Minutes
• Audio Tapes /CD's of Meetings
3. Provides for individuals to come in and review and /or research City Records. (When applicable, this
can often involves hours out of our offices, as our Public Records Policy stipulates that such
Consultations must be done in a City Conference Room)
4. Provides City information upon request to:
• Other City Staff
• Individuals
• Attorneys
• Other Agencies
5. Provides Certified copies of documents upon request to:
• City Commission
• City Attorney
• Other Department Staff Members
• Individuals
• Attorneys
• Other Agencies
• Code Enforcement Bureau, Police Department
6. Records documents with Seminole County
7. Maintains Records of City Vehicle Titles
8. Maintains Performance Bonds and similar documents until needed
9. Maintains security for documents for many City Departments in our Records Vault. (When a Staff
Member needs a document, we must assist them with access to the Records Vault and their secured
documents)
CITY OF WINTER SPRINGS, FLORIDA
LEGAL REQUIREMENTS /DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/08/11
PAGE 6 OF 8
Records Management:
1. Serves the City as Records Management Liaison Officer (RMLO)
2. Adheres to all Policies and Procedures, as stipulated by Law, including referring to our City's
Confidentiality List
3. Provides Training for all City Departments, and /or trains other City Departments
4. Assists with compliance by all Departments
5. Updates Confidentiality List
6. Serves as Liaison with State of Florida when required
7. Completes related correspondence
8. Completes City -Wide approved Dispositions
9. Meets with Requestors for review of documents
Records Management Imaging Program:
1. Consults with Information Services Department Director on key issues /problems
2. Reviews Policies
3. Meets with other Departments as required
Elections:
1. Reviews all Laws related to Elections
2. Complies with Florida Statutes and the City's Charter
3. For City /County Elections, the City Clerk is responsible for ensuring the integrity of every Election:
• Coordinates Election Packets for Candidates
• Handles Election related Advertisements
• Reviews submitted Campaign Finance Reports
• Works with the Seminole County Supervisor of Elections
4. Handles numerous preparations for a City "Stand- Alone" Elections (when applicable)
5. Assists other City Departments when "Straw Ballots" are held
Ordinances/Resolutions:
1. Keeps Log of previous and current Ordinances, and subsequent actions
2. Keeps Log of previous and current Resolutions, and subsequent actions
3. Issues applicable identification numbers when applicable
4. Records Ordinances and Resolutions, as applicable
5. Forwards copies to other individuals /Departments as approved, for their files
Code Of Ordinances:
1. Updates the Code of Ordinances with all pertinent documents
2. Distributes copies of particular sections of the Code Book, when other Departments advise citizens to
contact us for this information
3. Certifies Sections of the Code of Ordinances for Court proceedings
Agreements /Contracts:
1. Tracks Agreements /Contracts
2. Maintains all Agreements /Contracts
3. Records applicable documents with such Agencies as:
• Seminole County
• Clerk of the Court
• Secretary of State
• Other Agencies, as applicable
CITY OF WINTER SPRINGS, FLORIDA
LEGAL REQUIREMENTS /DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/08/11
PAGE 7 OF 8
Assists City Manager:
1. Assists with any general requests
2. Provides any documents upon request
3. Attests /Seals documents
4. Notarizes documents
5. Writes Agenda Items as applicable
6. Coordinates the City Manager's Agenda for each Regular Meeting; Special Meeting; Attorney- Client
Session; and Workshop (This would include any Amended Agendas)
Assists City Attorney:
1. Provides City documents upon request
2. Provides Certified copies of documents
3. Researches City records for requested documents or specific subject matter
Research:
1. Researches various information for:
• Members of the City Commission
• City Manager
• City Attorney
• Other Municipalities
• Other Agencies
Finance/Purchasing:
1. Reviews and prepares Annual Budget for the following:
• City Commission
• Boards
• City Clerk
2. Purchases items for Meetings; sends flowers /cards as applicable; and completes all related Purchase
Orders
3. Completes Purchase Orders and related record keeping for three (3) Departmental Budgets:
• City Commission (Which includes six (6) individuals)
• Boards
• City Clerk
Bids/RFP's (Requests For Proposals):
Bids:
1. Keeps original documentation for all Bids
2. Assists with individuals who wish to review submitted Bid Packages
RFP's: (Requests for Proposals)
1. Keeps original documentation for all RFP's (Requests for Proposals)
2. Assists with individuals who wish to review submitted RFP's (Requests for Proposals)
CITY OF WINTER SPRINGS, FLORIDA
LEGAL REQUIREMENTS /DUTIES AND RESPONSIBILITIES OF THE CITY CLERK
REVISED 09/08/11
PAGE 8 OF 8
Special Events:
The City Clerk is responsible for all related responsibilities for any City Commission authorized Special
Events such as:
• Board /Committee Appreciation Events
• Inauguration Ceremonies
• Farewell Events for Elected Officials
• State of the City Addresses
• Mayors and Managers Meetings (If the Office of the City Manager is not handling the function)
• Tri -County League of Cities Luncheon Meetings
• Joint Meetings with other Municipalities and /or Seminole County
Some Of The Related Tasks Involve:
• Designs/Mails Invitations
• Designs /Prints Programs
• Plans Menus
• Researches, Designs and Orders Awards
• Plans Seating Arrangements
• Handles any changes as applicable
• Works with Caterers for Special Events
• Coordinates Events
• Assists with writing of related correspondence for the Mayor and City Commission
Other Departmental Tasks:
1. Writes Agenda Items
2. Updates City Records such as Board Member Lists; Meeting Calendars; Checklists; Board Member
Packets; etc.
3. Updates Homeowner's Association Master List
4. Handles any required Advertisements
5. Writes Correspondence
6. Writes City Newsletter articles, when applicable
7. Trains /Cross - Trains Staff
8. Attends City Manager's Staff Meetings
9. Has Staff representation on the City's Safety Committee
10. Distributes mail to all Departments when applicable
11. Meters City mail when applicable
12. Copies mail sent to one Member of the City Commission, that need to be "Copied" to other parties
13. Maintains City Calendar
14. Holds Departmental Meetings
15. Assists with City related Notary Services
16. Assists with "Special Projects"
Professional Skills:
In addition to all of the above responsibilities and duties, the City Clerk should:
• Keep up to date through the review of changes in Laws
• Keep up to date through the review of Trade Journals /Publications
• Maintain Professional Certifications
• Attend Seminars /Conferences to upgrade expertise, and to learn new information
*Please note that this document is not a fully complete list of all of the Legal Requirements /Duties and
Responsibilities of the City Clerk.
Revised 09/08/2011
CITY OF WINTER SPRINGS, FLORIDA
OFFICE OF THE CITY CLERK
CITY CLERK ANDREA LORENZO- LUACES
PERFORMANCE /ACCOMPLISHMENTS FOR FISCAL YEAR 2010 -2011
SEPTEMBER 26, 2011 - REGULAR AGENDA ITEM 44 601"
ATTACHMENT "B"
The following information covers the period from September 28, 2010 through September 16, 2011 and lists
some of the major tasks which the Office of the City Clerk staff completed:
Charter Officer/Manat!er:
• Responsible for the day -to -day operations of the Office of the City Clerk [City Charter 4.10.]
• Am a Department Manager with a current staff of 2* (day -to -day) and am responsible for the
supervision and management of these 2 individuals.
Agendas/Notices /Coordination Of City Commission Agendas/Meetings:
■ 36 City Commission Agendas (including any Amended /Revised /Cancelled, if applicable) were posted
(in coordination with the City Manager and City Staff) [Florida Statutes 286.011 and City Charter
4.10.]
■ 398 Agenda Packets (including every page) for City Commission Meetings were reviewed for
Exemptions (a very time intensive task for each Agenda Item) [Florida Statutes 119]; and applicable
Agenda Packets were then coordinated for City Commission Meetings
■ Official Meeting Minutes were taken and transcribed providing 33 official sets of Final (After being
Proofed and Cross - Reviewed) City Commission Minutes and then submitted to the City Commission
for Approval [Florida Statutes 119 and City Charter 4.10., 4.13.]
■ 88 Notices for other events /meetings (that 2 or more Elected Officials were possibly attending) were
posted [Florida Statutes 286.011 and City Charter 4.10.]
■ City Commission related Meetings were set -up; administrative support was provided; and meeting
spaces were cleaned up
■ Corresponded (verbally and /or in writing) with the City Manager and /or numerous Staff Members on
the status of Agenda Items, related documents, and wording for Agendas
■ Corresponded (verbally and /or in writing) with the Mayor and /or City Commissioners on numerous
occasions regarding general administrative information and Quorum Status
■ Assisted with implementing the new Paperless Agenda process, as requested by the Mayor and City
Commission
■ Revised the Posting Procedure for City Commission Notices to ensure better accuracy
PERFORMANCE /ACCOMPLISHMENTS FOR FISCAL YEAR 2010 -2011
SEPTEMBER 26, 2011 - REGULAR AGENDA ITEM "601"
ATTACHMENT "B"
PAGE 2 OF 4
Agendas/Notices /Coordination Of [Advisory] Board And Committee Meetings:
■ 51 [Advisory] Board And Committee Agendas (including Amended /Revised /Cancelled, if applicable)
were posted (in coordination with the City Manager /City Staff) [Florida Statutes 286.011]
■ 314 Agenda Packets /Presentation Materials /Miscellaneous Documents (including every page) for
applicable [Advisory] Boards and Committees were reviewed for Exemptions (a very time intensive
task for each Agenda Item) [Florida Statutes 119]; and applicable Agenda Packets were then
coordinated for applicable [Advisory] Boards and Committee meetings
■ Official Meeting Minutes were taken and transcribed providing 29 official sets of Final (After being
Proofed and Cross - Reviewed) [Advisory] Board And Committee Minutes and then submitted to the
applicable [Advisory] Board And Committee for Approval [Florida Statutes 119]
■ [Advisory] Board And Committee Meetings were set -up; administrative support was provided; and
meeting spaces were cleaned up
■ Corresponded (verbally and /or in writing) with numerous Staff Members on the status of Agenda Items,
related documents, and wording for Agendas
■ Corresponded (verbally and /or in writing) with the Chairpersons and Members of all of the City's nine
(9) [Advisory] Boards /Committees (including the Districting Commission which meets every three [3]
years) on numerous occasions regarding general administrative information and Quorum Status
■ Continued to hold Orientation Meetings and provided New Member Handbooks for any newly
Appointed Advisory Board and Committee Members
■ Assisted with the planning and numerous administrative details related to the City Commission
approved Joint Economic Development Task Force Committee, before it was later disbanded
■ Assisted with new revisions to the Code Enforcement Board's Policy and Procedures Manual with
coordination and assistance from the Offices of the City Attorney
Public Records Requests:
■ 99 (approximately) Public Records Requests have been completed, (which involved working with other
Departments and often included numerous follow -up contacts; verbal and written correspondence; and
locating requested documents) in Compliance with requirements and guidelines set forth in the Florida
Statutes and then reviewed for Exemptions, (a very time intensive task for each request) [Florida
Statutes 119]
Records Management Program:
• Responsible for all aspects of the City's Records Management Program including training, applications,
maintenance, retention, preservation, and disposition of records [Florida Statutes 257.36]
• Continued to implement the use of a "Confidentiality Form" with all Departments [Florida Statutes
119]
• This Department continues to redact all related Exemptions on all applicable documents, (a very time
intensive task for each request and is also noted above in the "Public Records Requests" category)
[Florida Statutes 119]
• Completed an official City -wide Records Disposition of more than 277 cubic feet of records [Florida
Statutes 257]
■ * 1 other Office of the City Clerk Staff Member is dedicated /funded to work with the Information
Services Department supporting the LaserFiche Imaging System Project
■ During the later couple of months of this Evaluation period, the Office of the City Clerk has been
working towards taking over the continued maintenance of the City's LaserFiche Imaging System
Proj ect
PERFORMANCE /ACCOMPLISHMENTS FOR FISCAL YEAR 2010 -2011
SEPTEMBER 26, 2011 - REGULAR AGENDA ITEM "601"
ATTACHMENT "B"
PAGE 3 OF 4
F,lectiam!
• The City Clerk is the designated Elections Official /Filing Officer for City Elections [City Code -
Section 2 -81.]
• Kept up -to -date on all related Florida Statutes Elections Chapters along with our City Charter and the
City Code, for Compliance and all Election Municipal Financial Reports due for the 2010 Election [City
Code - Section 2 -95.]
• Performed all mandated functions under Florida Statutes, and also the City's Charter related to the
November 2010 Election
• Consulted with the Office of the City Attorney on numerous occasions regarding legal aspects of the
November 2010 Election
• Corresponded /met with The Honorable Michael Ertel, Seminole County Supervisor of Elections on
Elections details for the previous Election; and afterwards, to keep current on Election information
• Assisted with City of Winter Springs' Department Orientations for newly Elected Officials and
providing an in- depth handbook and related educational materials for these individuals
• Coordinated numerous details (in approximately less than 6 business days) for a very successful
Inauguration Ceremony held on November 10, 2010, for 2 new Elected Officials and 1 Re- Elected
Official
Special Projects:
• The final review of City Commission Meeting Agenda Item files for the last 2 years has been
completed, and now we are working on the previous two (2) years; which requires my 2 Staff Members
to verify that all Agenda Items and any related documents have been correctly scanned (involving
verifying that all paper files of original documents have correctly been scanned into LaserFiche; then
electronically linking documents to respective Agenda Items /Contracts, if applicable. (At a later date,
we then work on applicable Records Dispositions)
• Updated information related to Ordinances and Resolutions noted on LaserFiche
Special Events:
• Coordinated many aspects of a Retirement Luncheon (held on September 30, 2010) for the City's
former Parks and Recreation Department Director
• Planned and handled numerous details related to a Joint (Dinner) Meeting with the City of Oviedo held
on November 10, 2010, hosted and held at the City of Winter Springs
• Carried out numerous details for a very successful Farewell Event for former Mayor John F. Bush and
former Commissioner Sally McGinnis held on Friday, February 4, 2011
• Coordinated numerous details related to the Board and Committee Appreciation Dinner held Saturday,
May 14, 2011, including Certificates of Appreciation for all [Advisory] Board and Committee Members
to receive
• Handled numerous details related to the Mayors and Managers Meeting held Tuesday, May 17, 2011,
hosted and held at the City of Winter Springs
PERFORMANCE /ACCOMPLISHMENTS FOR FISCAL YEAR 2010 -2011
SEPTEMBER 26, 2011 - REGULAR AGENDA ITEM "601"
ATTACHMENT "B"
PAGE 4 OF 4
Administration:
• Provided administrative support and research for the Mayor and City Commission whenever requested
• Provided assistance and research to the City Manager whenever requested
• Provided an in- depth Meeting Abstract usually within approximately 40 hours of City Commission
Regular Meetings (which is a Draft version summary of each City Commission Meeting) for the City
Manager's weekly "Staff Meeting "); and as quickly as possible when requested by the City Manager
related to other City Commission Special Meetings /Workshops
• Since early 2011, Office of the City Clerk staff members take turns to greet citizens attending
approximately the first hour of all City Commission Regular Meetings, while also providing assistance
with Public Input forms and being available to answer any questions the attending public may have
• Provided assistance to the City Attorney whenever requested
• Issued, tracked, and executed Ordinances and Resolutions [City Code - Section 2 -81.]
• Continue to track City Contracts (very labor and time intensive)
• Tracked all [Advisory] Board /Committee Appointments, Attendance, related correspondence, and wrote
applicable Agenda Items and Resolutions of Appreciation [City Code - Section 2 -42.]
• Updated the City's Code of Ordinances with I Supplement during this time period [City Charter 4.16.]
• Provided information for new resident Welcome packages
• Supplied information for the City booth at various events
• Assisted other Departments with requests for administrative assistance
• Provided a wide range of public information services as requested
• Trained Office of the City Clerk Staff as applicable
Professional Development:
On a personal note, as City Clerk, I have continued to be proactive in upgrading my skill base and have spent a
considerable amount of personal time on this effort:
• Have attended educational classes to work on keeping my "Master Municipal Clerk" designation current
and to keep informed about government and business practices
• Attended Florida Association of City Clerks (FACC) Fall Institute, held in October 2010 in Lake Mary,
Florida
• Attended "Effective Advisory Boards And Committees Workshop ", hosted by the Tri- County League of
Cities, and held on Saturday, April 2, 2011 in Orlando, Florida
• Attended the "Orlando Women's Conference ", held on Tuesday, April 5, 2011 in Orlando, Florida
• Have attended many local Tri - County League of Cities Meetings with City Officials and Staff
• Served as a member of the Professional Education Committee for the Florida Association of City Clerks
(FACC), for the third year of a three year Term of Office for the 2010 -2011 Fiscal Year and for this
Evaluation period, I served in this capacity and assisted as a Committee Member from September 28,
2010 through June 2011. [This Committee is probably our Association's most important Committee as
we are responsible for providing top - quality classes for all of our 550+ members. Our Committee also
works closely with the Florida Institute of Government related to educational opportunities]
• Was asked by the Florida Association of City Clerks' President to serve on the Florida Association of
City Clerks' Academy Committee for the 2010 -2011 Fiscal Year and for this Evaluation period, I served
in this capacity and assisted as a Committee Member from September 28, 2010 through June 2011
• Although I had planned and wanted to contribute more volunteer time during the 4 th year in planning for
the 4 th Annual 2010 Candy Cane 5K Run for BoysTown of Central Florida, due to my work demands, I
was only able to attend 1 or 2 planning meetings, but I did attend and assist with the actual 2010 Candy
Cane 5K Run for BoysTown of Central Florida
Cit Y p gof Winter S rin s
0 City Clerk Performance Evaluation Form
incorporated
1959
This form provides twelve (12) rating categories for evaluating the City Clerk's performance for the
review period with an associated rating scale to be tabulated utilizing a straight-line weighting approach.
Andrea Lorenzo - Luaces
City Clerk
Mayor /Commissioner
September 28, 2010 — September 26, 2011
Evaluation Period
Date
EVALUATION SCALE
3
Exceeds Expectations
Performance which exceeds the level normally expected.
2
Meets Expectations
Generally meets expectations on performance criteria.
1
Below Expectations
Performance falling short of that normally expected.
0
N/O
No Opinion
Rating Categories
I. CITY COMMISSION SUPPORT
Rating
A.
City Clerk understands the intentions and needs of the City Commission.
B.
City Clerk treats the Mayor and each City Commission Member in a fair and
I impartial manner.
C.
City Clerk promptly handles all requests made to him /her by the City Commission.
D.
City Clerk keeps the City Commission informed on a timely basis.
E.
City Clerk provides information to Members of the City Commission which may be
of interest to them.
Comments:
City Clerk Performance Evaluation Form
September 26, 2011
Page 2 Of 6
II. COMMUNICATIONS
Rating
A.
City Clerk works with the City Commission as a body and individually as
applicable.
B.
City Clerk maintains effective working relationships with other Charter Officers.
C.
City Clerk maintains effective working relationships with other Department
Directors.
D.
City Clerk maintains effective working relationships with City Staff.
Comments:
III. PUBLIC RECORDS
Rating
A.
City Clerk ensures open access to City public records.
B.
City Clerk makes certain that Public Records Requests are handled appropriately.
C.
City Clerk understands and implements applicable Laws City - wide.
D.
City Clerk provides Training to City Staff when applicable.
Comments:
IV. RECORDS MANAGEMENT
Rating
A.
City Clerk is familiar with Florida Statutes in terms of Records Management
procedures.
B.
City Clerk provides City Staff with Training on Records Management as applicable.
C.
City Clerk works with Information Services on technological processes so that the
City's Records Management Program proceeds accordingly.
D.
City Clerk makes sure that any available technology to access and retrieve City
documents is available.
Comments:
City Clerk Performance Evaluation Form
September 26, 2011
Page 3 Of 6
V. ELECTIONS
Rating
A.
City Clerk is a competent Municipal Elections Official.
B.
City Clerk has a working understanding of Florida Statutes and the City's Charter
as it relates to Elections.
C.
City Clerk assists apppropriately from first contact with Candidates until the end of
Election cycle.
Comments:
VI. CITY COMMISSION AGENDAS/MINUTES
Rating
A.
City Clerk completes the City Manager's Agenda posting process in accordance
with City Commission Policy (if other Department Staff have provided their work
products in time to the Office of the City Clerk).
B.
City Clerk posts Notices for the City Commission as applicable.
C.
City Commission Minutes are provided to the City Commission for Approval
within 2 City Commission Regular Meetings.
D.
City Clerk provides accurate Minutes to the City Commission.
Comments:
VII. FISCAL MANAGEMENT
Rating
A.
Clerk works within parameters of his /her approved Budget.
B.
- City
City Clerk is effective in conserving budgetary resources.
Comments:
City Clerk Performance Evaluation Form
September 26, 2011
Page 4 Of 6
VIII. BOARDS /COMMITTEES
Rating
A.
Boards /Committees are staffed appropriately and all related business is handled in a
A.
timely manner.
C .
Board and Committee Agendas are provided to the applicable Boards and
D.
Committees within 5 to 10 days of an applicable Meeting, (if other Departmental
B.
Liaisons have provided their work products in time to the Office of the City Clerk).
Board and Committee Minutes are provided to the applicable Advisory Board and
Committees for Approval within 2 applicable Board and Committee Regular
C.
I Meetings.
Accurate Board and Committee Minutes are provided by the Office of the City
D.
Clerk.
Comments:
IX. MANAGEMENT OF EMPLOYEES
Rating
A.
City Clerk ensures that his /her Staff exhibits excellent customer service skills.
B.
City Clerk provides opportunities for professional training and development of
skills.
C .
City Clerk gives Evaluations to Staff within 1 month of due date, unless special
circumstances exist.
D.
City Clerk offers appreciation to Staff when warranted.
Comments:
City Clerk Performance Evaluation Form
September 26, 2011
Page 5 Of 6
X. COMMUNITY RELATIONS
Rating
A.
City Clerk assists the public when applicable and listens to concerns and needs,
responding in a positive manner.
B.
City Clerk provides excellent customer service to the general public.
Comments:
XI. PROFESSIONAL SKILLS
Rating
A.
City Clerk exhibits professional demeanor.
B.
City Clerk represents his /her Department well.
C.
City Clerk maintains Certified Municipal Clerk Certification.
D.
City Clerk maintains Master Municipal Clerk Certification.
E.
City Clerk keeps up -to -date with professional /leadership skills and attends
Seminars /Conferences as needed.
Comments:
City Clerk Performance Evaluation Form
September 26, 2011
Page 6 Of 6
XII. PERSONAL TRAITS
Rating
A.
Fair and Impartial.
B.
Detail - Oriented.
C.
Strives for excellence.
D.
Responsive.
E.
Has a can -do attitude.
F.
Dedicated.
Comments:
Additional Comments: