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10-04-2010 Activity Report

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10-04-2010 Activity Report Interoffice Memorandum FROM THE OFFICE OF THE CITY MANAGER TO: The Honorable Mayor and Members of the City Commission FROM: David L. Recor, ICMA-CM, City Manager RE: Department Activity Report DATE: September 29, 2010 The information that follows is intended to keep the Commission abreast of the on-going activities, issues, programs and services within the City. City Manager’s Office City Manager City Manager and Comm. Perona met with Bill Thiess and representatives of the FMPA to discuss the FMPA and member cities. City Manager met with Planning staff to discuss the status of the deliverables of the LDR rewrite contract with Duncan Associates. The City Manager and Asst. Planning Director then met with Jim Duncan and Kirk Bishop of Duncan Associates to discuss their contractual requirements. City Manager met with the City Attorney and Police Chief to discuss personnel issues. City Manager met with the Asst. Planning Director and Marvin Jones to discuss issues with 2 COPs (Consume on Premise) for a new restaurant downtown. City Manager and Comm. Becht met with County Commission candidates Ken Waters and Frannie Hutchinson to discuss maintaining a good relationship between the City and County and items of mutual concern. City Manager met with the Mayor, Asst. Planning Director and Building Official to discuss property on Bell Avenue. City Manager participated in a conference call with the City Attorney, Police Chief, Purchasing Director, acting Administrative Services Director and Attorney Doug Noah to discuss the Justice Department’s letter regarding the revised policies and procedures manual. Communications & Marketing Manager Set up and attended Coffee With the Mayor/Gold Hammer Award. Taped “Arts Spotlight” segment for airing on WQCS-FM promotion of the Zora Sculpture Dedication on October 9. Program is set and confirmed for Zora Sculpture Dedication/coordinating special event items with Public Works. Department Activity Report October 4, 2010 City Commission Meeting Page 2 City Manager’s Office contd. Communications & Marketing Manager contd. Establishing new special event deposits and fees with Staff /setting up appointments with Director of Public Works, myself and City Commissioners on new special event policies overview. Attended Fort Pierce Utilities Meeting for City Manager Recor. Met with Bob Bounds – Northern Connector Project for City Manager Recor. Updated job description for Program Assistant / River Walk Center. Completed Independent Contractor Agreement Recreational Instruction for River Walk Center with Legal Department City Clerk’s Office Gave assistance and answered questions to the walk-in public on various aspects of Business Tax Receipts , which included but was not limited to – New Applications ...... 22 Renewals ....... 329 Transfers ...... 2 Gave assistance and answered questions to the walk-in contractors on various aspects of Contractor’s Licensing, which included but was not limited to – New Applications ...... 8 Renewals ....... 167 Gave assistance and answered questions from the public who have contacted office by telephone: 302 Gave assistance and answered questions received by the public via e-mail through the City’s web- page. On-going updating of contractors’ records for current Liability Insurance, Workers’ Compensation Insurance, and State License information. Attended and recorded the Board of Examiners of Contractors meeting on September 14, 2010. Inputted necessary information into computer system on contractors that were approved by the Board of Examiners of Contractors and issued City Competency Cards. Prepared paperwork and forwarded to Finance Department for quarterly payment of members of the Board of Examiners of Contractors. Assisted the public by doing research and providing copies of various public records: 3 Gave assistance and prepared necessary paperwork to assist the public in registration of pets: 4 Verified and signed off on Records Disposition Document for various departments. Department Activity Report October 4, 2010 City Commission Meeting Page 3 City Clerk’s Office contd. Preparation of legal advertisements, letters, resolutions, and ordinances for various departments for upcoming City Commission agenda items. Preparation of several Proclamations for the September 20, 2010 City Commission meeting. Attended, recorded and transcribed minutes of the September 20, 2010 City Commission meeting. Prepared agenda for Special City Commission meeting to be held September 27, 2010 at 5:05 PM. Revenue Recovery working with Code Enforcement on new businesses that have not applied for a Business Tax Receipt. Working with Code Enforcement on businesses that have not renewed Business Tax Receipts to year 2010. Daily balancing process of cash receipts and submittal to Finance Department for bank deposit. On-going implementation of computerization of annexation records. On-going implementation of scanning City Commission agenda packets onto DVD’s. On-going implementation of scanning City Commission meeting minutes, ordinances, resolutions, and the Fort Pierce Redevelopment meeting minutes into the Optiview system. Assisting MIS Department in correcting and adding unit numbers to existing address data base. Preparation and delivering to St. Lucie County Courthouse recording division various paperwork to be recorded. Assisting Code Enforcement Division by providing certified copies of code liens to be filed by the Code Enforcement Division with the St. Lucie County Clerk of Court. Assisting Finance Department by signing and affixing the City seal to necessary paperwork associated with release of liens. Assisting Planning Department by researching conditional uses and site plans. Assisting Planning Department with items concerning Business Tax Receipts. Working with HR Department to make sure all necessary paperwork was completed by Commissioner Perona for set-up in the computer system. Working with MIS Department for set-up of computer in Commissioner Perona’s office and activating his City cell phone. Taking of photos and preparing presentation of Mayor’s Gold Hammer Award. Attended Coffee with The Mayor and assisted with Gold Hammer Award. Department Activity Report October 4, 2010 City Commission Meeting Page 4 Human Resources Department Provided Civil Service Appeals Board Chairman, Steve DiPalma, with copies of revised rules and regulations, previous memorandums and Memorandum of Procedure per his request. Attended a Health Insurance meeting on 9/15/10. Attended meeting in reference to lay-offs with the Chief of Police and City Manager on 9/15/10. Advertised job opening for part-time Administrative Assistant position in the City Manager’s office. Researched and verified employment information. Coordinated physical and background check for Executive Assistant/Human Resources Candidate. Submitted Wellness/Fitness Bonus Payment request to Finance Department for one employee. Completed request for the US Bureau of Labor Statistics Current Employment Statistics Program (Report of the Number of Employees and Women Employees). Recruitment Activity – 1. Processed monthly Credit Card Statement Report for Purchasing Dept. 2. Distributed time sheets, accruals and payroll information to each department. 3. Completed employment verification. 4. Inputted data in Payroll system for new employee and annual evaluation. 5. Prepared ID/priority cards for employees. 6. Received and processed September annual and probation evaluation. 7. Reviewed all employee files for performance evaluations for October. Finance Department Met with insurance consultants. Met with Retirement Board’s attorney. Met with 185 Police Retirement Board. Met with General Employees Retirement Board. Met with Department of Urban Redevelopment Director. Prepared documents for the public hearings on budget. Prepared financials for month end closing. Preparing financials for year end closing. Department Activity Report October 4, 2010 City Commission Meeting Page 5 MIS Department Working on quotes for the leasing of a more cost effective copier for City Manager’s office. Upgrading “on hold” telephone message. Still working with Anne Satterlee on upgrading River Walk’s computer systems including adding a POS terminal to handle credit cards and completed the requisition for the leasing of a new copier by Ikon. Tightening computer controls while updating employees PCs with current applications including anti-virus software to help mitigate attacks (ongoing). Installation started for security devices for the City Manager’s office and Finance’s vault. Still waiting on quotes for Code and Planning doors. Working with SunGard HTE on the installation of Building Permits Click2Gov application (ongoing). Procurement Department Attended Insurance Committee meeting. Attended budget discussion with City Manager and Police Chief. Prepared agenda items for Commission meeting. Interviewed candidates for Executive Assistant. Researched and prepared information on the reassignment of duties for the Administrative Services Department Planning Department Meetings – 1. City Commission meeting 9-20-10. 2. Annual Florida Planning Conference, Tampa. 3. TCERDA meeting, discussion on design layout and process. 4. Technical Review Committee meeting 9-23-10. 5. Planning Board meeting 9-21-10. 6. Meeting with Duncan Associates-Land Development Code Contract issues. 7. Meeting with David Sowerby-1309 N 19th St. 8. St. Lucie TPO TAC meeting SLC Airport. Department Activity Report October 4, 2010 City Commission Meeting Page 6 Planning Department contd. Development
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