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City Clerk 

Faith G. Miller, MMC
Acting City Manager/City Clerk
2345 Providence Blvd.
Deltona, FL 32725
Phone: (386) 878-8100
Fax: (386) 878-8501
Email: fmiller@deltonafl.gov

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Audio Broadcasting of City Commission Meetings

FUNCTIONAL DUTIES:

The Office of the City Clerk is responsible for:

• Administering all municipal legislative processes;
• Serving as custodian of all official City records and administering City-wide Records Management Program including optical imaging system for long-term storage;
• Providing open access to public records;
• Providing research support to the City Commission and staff;
• Coordinating municipal elections' administration;
• Coordinating the Commission and City Advisory Boards' agenda process;
• Maintaining an accurate record of the proceedings of City Commission and Advisory Board/Committee meetings;
• Preparing all legal advertisements and recording official City documents with the Clerk of the Circuit Court;
• Providing contract administration services of all City agreements/contracts;
• Maintaining City's official WebPage (www.deltonafl.gov;
• Overseeing codification of municipal ordinances;
• Processing insurance claims against and on behalf of the City as well as handling annual insurance renewal process;
• Managing City's switchboard, reception areas, and centralized mail processing; and
• Performing administrative functions as specified per the City Charter and Florida Statutes, along with other duties related to community relations, special projects/events, voter education and citizen needs.

Mission Statement - "To preserve the integrity of the City's official records and to provide for the highest degree of excellence and professional commitment to ensure that we provide exceptional quality customer service in a timely manner to the City Manager, Elected Officials, City Staff, other government agencies and the general public."

FY 2007/2008 GOALS & OBJECTIVES:

FY 2006/2007 DEPARTMENTAL PERSPECTIVE, TRENDS & HIGHLIGHTS:

• During FY 006/07, the City's WebPage has been completely re-designed and "refreshed" and includes the added capability to allow multiple City departments' access to content management software to update their own sections of the WebPage.  WebPage address has been changed to:  www.deltonafl.gov.

• The City Clerk’s Office continues to be responsible for the overall management of City records through use of on-site storage space and document imaging through the use of Laserfiche United optical imaging solution (software and scanners) providing long-term electronic storage of City documents thus reducing the amount of records stored in paper format. The Construction Services' Department has added its own equipment to directly scan permitting documents and plans as received.  The City Clerk’s Office continues to provide training to City staff to allow search and retrieval access and will continue rotational off-site storage of DVD’s containing imaged information as another means of securing vital City information.

• City Clerk's Office conducted a Government 101 class for new City employees to understand the basics of municipal government and the City's history.

• E-mail capture system to City’s WebPage continues to allow residents to register to receive periodic emails regarding City happenings, special events, press releases, etc. – over 1,600 citizens are currently registered on this system.
  
• Responsibility for the City's bi-annual newsletter to all residents transferred to the Human Resources Department (Public Information Officer) in spring 2006.
  
• Contract administration services added to the department for oversight of over 400+ current contracts/agreements throughout the City's departments.
  
• Continue to prepare and make available informational brochures and flyers regarding special events/happenings within the City throughout the year for distribution to the public.
  

• Continue to provide “first” customer service response via 1st and 2nd floor receptionists at City Hall as well as answering all calls to the City’s main numbers for multiple City departments; and continue to provide accurate information re: the City and other governmental operations in response to citizen/visitor inquiries received in-person, via the Internet, and by phone.

PERFORMANCE MEASUREMENTS: