2023-05-02 VI. B. Status Report - Clerk's Office • 0 MINUTE FILE:
51-- -J3 cc Meetay
.d-Lun_VI 8
f `'` MEMORANDUM
T. ,
TO: Mayor & Council DATE: 5/1/2023
FROM: City Clerk Gamiotek9 SUBJECT: Status/Activity Information
Reporting period:
1/1/2023 —4/30/2023
Records Management: i7 )et'e Uen6.,;;%1.10h (LIUQ f4., -ra �cc
• Received and responded to 118 public records requests. _TA 3ca . -Fu+k,_k_ 3tP,
• Completed a purge of the Active Files to be transferred to retention.
• Received and processing records from General Services, Finance, and Pension that have
multiple retention dates,
Both above produced 65 letter-size banker boxes to process.
• Monitor and track down official documents approved at the Pension Board of Trustee meetings,
including the minutes and agenda files; then process the documents.
Personnel:
• Monthly Accrued Leave Benefit Reports on all full-time employees were completed and
distributed to all departments, including notifying employees who are over the maximum
accumulation amount and cautioning those who are approaching the maximum.
• Monitor sick leave used to ensure FMLA paperwork was provided, and documentation filed.
• Provide FMLA responses when applied for by employees.
• Processed out 2 employees and 1 elected official (conducted exit interviews, personnel and
medical files transferred out and scanned after all final paperwork was verified for benefits
payouts, gathering, and collecting all records on Workers Comp, their Dept, updating the
birthday and anniversary card lists, and the longevity spreadsheet).
• Onboarding, personnel files/paperwork, and medical files/drug screens and physicals for 3 new
hires, 1 new elected official, and 3 returning elected officials.
• Researched and presented amendments for Council approval to the Personnel Policies and
Procedures handbook.
Advertisements/Notices:
• Created 29 advertisements that were published in the newspaper, plus 40 notices created and
posted to the physical bulletin boards and social media platforms, and forward to Finance to post
to the website.
Ordinances/Resolutions:
• Processed 2 Ordinances adopted by the City Council, with another 6 drafts currently being
processed for final adoption in June and July.
• Processed 1 Resolution adopted by the City Council.
• Working with the City Attorney on proposed ordinances that amend the Code as well as other
areas that need updating.
Page 1 of 3
• •
Citizen Boards:
• An advertising campaign continues without receiving applications for consideration to the OUA
Board of Directors. One current Member was considered and reappointed as a Regular Member.
However, the Alternate Member remains vacant.
• An advertisement campaign began in March after the Fifth Trustee to the General Employees
Fund resigned. One application was received and forwarded to the Plan Administrator for
consideration at their May 1st Meeting.
• An advertisement campaign was completed without receiving new applicants for consideration to
the Planning Board, the Board of Adjustment, and the Design Review Committee.
• Collected and submitted the necessary content for Council to reappoint 3 current Members to
the Planning Board, the Board of Adjustment, and the Design Review Committee.
• Processed out 3 Citizen Board Members.
• Created and coordinated presenting a Certificate of Appreciation to one at their Retirement
Luncheon.
• Completed the onboarding of 1 new Board Member, and 4 renewals, including Board
Membership Lists being revised and distributed.
• Created the Ballot for the Police Pension Fund Members to elect a replacement for Pickering;
coordinated the election and return of materials to document the election and newly elected
Trustee.
Council Meetings/Minutes:
• Completed 9 sets of Minutes for Council Meetings.
• Attended 9 Council Meetings, of which one was a joint workshop with the County and OUA
Boards, the other was the Town Hall Meeting.
• Created the certificates/awards and scheduled for presentation at Council meetings: 1
Longevity Service Award, 1 Retirement Plaque, 2 Certificates of Outstanding Achievement
Awards to Citizens, and 1 Certificate of Appreciation to an outgoing Citizen Board Member.
Budget:
• Training my staff to complete a monthly comparison report on our department expenses
against the report from Finance.
• Training my staff in procurement procedures, obtaining quotes, submitting proper documents
to Finance for payment, and what expenditures are charged to which line items.
• Training my staff in how to prepare for the future Fiscal Year budget.
• Monitor department spending to ensure we're on target for the Fiscal Year.
Cards/Public Relations:
• Created and mailed 41 birthday or anniversary cards to employees and citizen board
members.
• Created and mailed 4 sympathy/get-well cards on behalf of the City when information is
provided timely.
• Post updates to the City social media sites.
Page 2 of 3
• •
Misc/Other Topics:
• Completed various required State reports: minority reporting on membership of citizen boards;
lists of citizen boards and staff positions that are required to file a Form 1; names of citizen
board members and staff and their addresses for filing a Form 1; several regarding staff
position titles and pay; and reports to other Departments on staffing changes from the previous
year and specific policies that are adopted.
• Provide reminders to City-wide staff regarding Agreements/Contract, or Certificates of
Insurance that are expiring; and process new COI's as they are received.
• Reviewing the current Maps with our vendor to get revisions to the maps consistent and
updated as Rezoning and Land Use Changes are adopted.
• Updated the City Informational flyer with newly elected Council, adding Vice Mayor, and other
staffing changes.
What's Pending/Projects in the Works:
• Ordinances to clean up the Code.
• Records disposal project.
• Scanning records submitted for retention.
• Finalize the corrections to the Zoning Map and Future Land Use Map with mapper,
post/distribute newly revised copies.
• Training for employees with the State on records retention.
• Salary study and job description project in coordination with Administrator and consultant.
• OCEDC summer camps mock Council meetings.
• Purchase software to have the campaign treasurer reports completed electronically before the
2024 election.
• Software and costs changes to Laser Fiche system and MuniCode Corporation, both have
been bought out by CivicsPlus, bringing in additional options.
Page 3 of 3