Annual Report 2001
INTRODUCTION
PURPOSE:
The main purpose of the City Clerk's office is to serve the public by keeping the permanent records of the City filed and properly indexed as required by charter, general law, or by City ordinance.
The following is a list of other duties of the office of the City Clerk:
In 2001 there were, 24 Regular Meetings, 5 Special Meetings, 2 Conference Meetings and 11 Committee of the Whole Meetings. Council Meetings are now videotaped and viewed on the City's Government Station Channel 15 the week of the meeting.
In 2001, Council has made 34 appointments/reappointments to Boards and Commissions
In 2001, Council held 41 Public Hearings.
In 2001, the City Clerk administered 29 Oaths of Office..
The Fire Civil Service Commission had one meeting in 2001: February 13, 2001, to discuss amendments in Rules and Regulations and set date for testing. The amended Rules and Regulations were approved by Council by 7-0 vote on March 20, and the testing date was set for April 14, 2001.
Police Civil Service Commission had three meetings in 2001: March 1, 2001, the Commission approved Chief Lucci’s request to extend the 10 air mile radius to 15 air miles on Residency Requirements. Council approved amendment to Residency Requirements by 7-0 vote on March 21, 2001. The Commission also met on July 12, and October 9, to approve backgrounds on new hires and certify names for new hires.
Testing of applicants
The Police Civil Service Commission tested for entry-level candidates March 26,2001, at the B&E Building on the WVU campus.
The Police Civil Service Commission hired the following policemen in 2001: Phil Scott, Chris Wolfe, Michael Bloniarz, Daniel Trejo, Jason Ammons and Robert Balderson Due to movement in the Police Department, the Police Civil Service Commission will be testing on January 10th, 2002.
The Firefighter Testing was held on May 14, 2001, at the B&E Building on the WVU campus.
The Fire Civil Service Commission hired the following firefighters in 2001: Mark Thalman, Jason Quinn and Keith Summers.
Promotion Testing
On August 29, 2001, the Police Civil Service Commission gave a promotion testing for Sergeant & Corporal. Effective September 15, 2001, Philip Scott was promoted to Sergeant. George Cress & Kevin Clark were promoted to Corporal.
The Commission held two meetings on October 3, 2000, and on August 28, 2000. There are three new Commissioner's Chilton Wise, Daniel Bonner and Rock Gianola. All three Commissioners were sworn in and then went through a training session with Chief Fetty and me on what their duties and issues are and to establish the promotion tests.
On January 18th, 2001, the Fire Civil Service Commission gave a promotion test for Captain. Dave Dzurnak was officially promoted to Captain on January 26th, 2001.
Hearings
The following hearings were held in 2001:
The primary goal of the City Clerk's office is to serve the City and the Citizens of Morgantown as Record Keeper. In the next year the Clerk will continue to work on Records Management Program, which is an ongoing project. The City does have all of the Council Journals, Deed Books and Ordinances microfilmed and will keep current books as needed. The Library is willing to let citizens use the reader printer to review the microfilm. Harold Goff at WVU Library is making copies of the microfilm which will be kept on file there for archival and historical purposes. All of the City Council Meetings are converted to CD and are stored at the Library for viewing and for archival purposes. The City Clerks’ office is now connected to the Internet and before the meetings, the City Clerk’s office updates the Web-page with the current agendas and minutes for the public to view.
ResourcesThe City Clerk's office consists of the City Clerk and one part-time Secretary. The primary pieces of equipment being used are; 1 HP computer, and 2 IBM Computers, Laser Jet III printer, Epson Ink-jet printer, and Smith Corona Typewriter. The Clerk’s office also has a few volunteers that help [Liz Miranov, from the Senior Center volunteers on Thursday from 10-1 but will come in anytime we need her, and Sharon Polentes volunteers on Wednesday from 8-12]. The office has become more resourceful with file management programs, scanners, the Internet, the City’s WEB Page, and E-mail.
Past Year's ActivitiesJanuary 2001, started with agendas, packets, minutes, the daily office routine, and putting notices in the paper for pollworkers for the April 24, 2001, General Municipal Election. Informed candidates of the filing period, appointed ballot commissioners, contacted polling places, candidate filing period, and scheduled training for pollworkers. The Newsletter was produced by a City employee and a Wellness Seminar was set on January 24th, 2001, on Emergency Medicine in the Home. Fire Civil Service Promotional Testing was January 18, 2001. January 25th, the City held a Multi phasic Blood Analysis for employees.
February 2001, had the drawing for ballot position on February 20, 2001, and continued calling pollworkers to work April 24, 2001. Left for the West Virginia Municipal League Meeting on February 17th and had the Election Seminar on the 20th, with the Secretary of State Office. Reminded candidates that campaign form F3-F4 was due on February 28th. A Wellness Seminar was given on Snoring by Dr. Hurst in Council Chambers at noon on February 21, 2001.
March 2001, ballot commissioners certified the ballot. Absentee ballots delivered and voting by mail. March 8th, had Pollworkers Training at South Junior High from 6-8 p.m. March 23rd, was the last day to register to vote. Campaign Finance forms due. March 26, 2001, the Police Civil Service Commission tested for entry-level candidates. Wellness Seminars were: March 7th, Lazer Eye Surgery, Dr. Clark Springs and on March 21st, Emergency Medicine In the Home, Sherri Rockwell, WVU. At Work Weight Watchers Program started on April 10th , in Council Chambers. WVU Mountainlair joined the City employees in order to have enough for the program.
April 2001, advertised polling places, ballots delivered, absentee voting in office April 9-April 21, 2001, write-in candidate filed by April 10, 2001. Ballot Commissioners placed ballots in ballot boxes. Class II Election ad published on April 11, 2001. Makeup Training Council Chambers April 20, 2001. Head commissioners received supplies on April 23, 2001. Class II Ad appeared again. Election April 24, 2001, and this year the Election was televised live from City Hall so that all the citizens could see the results from their homes. April 30, 2001, the canvassing was held in Council Chambers and Canvassing Board signed the Certificate of Votes Cast for April 24, 2001, election. (See attached graph Exhibit A).
May 2001, May 1, 2001, Registration Books were returned to the County. Results were posted on the Web. May 3rd Poll slips were sent to Voter Registration and did mailing for United Way Fundraiser selling Colasessano Pepperoni Rolls. May 14, 2001, the Fire Civil Service Commission tested for entry-level candidates. May 24th, Campaign Finance Reports were due from all candidates. Worked with WVU Student Kas Kasten on Handbook for WV Municipal Clerks. Made reminder calls to all of those that had purchased Pepperoni Rolls last year.
June 2001, City Clerk’s office started preparing and organizing the ordinances for Codification. The Relay for Life Team/City Strollers walked on June 22nd, for the American Cancer Society. Colasessano Pepperoni Rolls were delivered on June 8th, 2001, and the City’s United Way fund made $2,890. Also, as a member of the Program Committee for the West Virginia Municipal League, helped plan and organize the Summer Conference at Canaan Valley.
July 2001, the Mayor and Deputy Mayor were selected by Council and all oaths of office for the new council were administered at the first regular meeting in July. Worked on United Way Hot Dog Sale and donations. Also worked on League Awards for WV Municipal League Meeting. July 31, got ordinances ready to send for codification.
August 2001, a letter went to all employees in reference to United Way Contributions. Municipal League Summer Conference was held at Canaan Valley August 9, 10, and 11. The City of Morgantown received the 2001 League All-Star Community Award for Enrichment for the development of Channel 15-Government Access Channel. Also, Jeff Mikorski and I worked together on keeping the WV Municipal Clerks Web Page updated. The web site can be found under wvclerks.org. Weight Watchers program finished the 10 week program and total pounds lost were 50.5lbs. Contacted those receiving supplements to code book and ordered them.
September 2001, the City Clerk’s office prepared for “Doggone Its Tuesday Hot Dog Sale.” On September 18th, people bought hot dogs and the City’s United Way Campaign made $2,646 thanks to everyone for all their help. The Supplements for the City Code were distributed to City employees, Council, and Attorneys. At-Work Weight Watchers started once again with Mountainlair and Magistrate Court employees joining the City for another 10 week session.
October 2001, started the Terrific Kid of the Month certificates for Woodburn Elementary Students. Various employees and Council Members were involved in the Read Aloud Program, and Council help fund School Folders for students. Denise White and Linda Little participated in the American Heart Association walk at WVU Coliseum and with the City’s employees’ donations, the City gave $295.00 to the Heart Association. Press releases were sent that Municipal Government week would be the week of October 22nd, and on October 25th, a Town Meeting was held at Hazel Ruby McQuain Park. A Wellness Seminar was scheduled for October 31st on Exercise and Breast Cancer Awareness and Halloween Safety tips were distributed to all Departments. Flu Shots were offered to employees through Mon General by calling Mon General.
November 2001, started with counting the contributions for the United Way campaign. Last count was $10,250.60. November 15th,, City Hall and Public Safety employees had a Thanksgiving Luncheon together. A Wellness Seminar was on November 28th, on Alternative Medicine. United Way reminder letter was sent to finish the campaign. Worked with League Office on Election Seminar and seminar ideas for Winter League Meeting.
December 2001, along with finishing the annual report and starting the budget, the deadline for Police Entry Level Testing will be on December 10th. A Wellness Seminar will be presented on Stress Management by Dr. Judy Sedgman from WVU for City employees, and on December 18th, 2001, Woodburn Elementary Choir will sing Christmas Songs to City Employees. Weight Watchers will finish another 10 week program.
Along with the above activities, this office also did the packets for Council meetings; minutes and other daily correspondence; Partners in Education; Mayors calendar; finished the microfilming of the Council Journals, Deeds, and Ordinances; updated Web Page and Quarterly Employee Newsletter; Health & Wellness Seminars from October to March; and Wellness Bulletin Boards. Janie Ives and I worked on a pamphlet and various other projects to make City Hall a friendlier place to visit for citizens & visitors. The City Clerk’s office is busy moving into the new year and the new challenges of the new millennium.
Forcast For Coming Year
The projection for next year’s workload is to focus on Records Management, Microfilming, File-Magic Program, making sure our archival records are safe from fire, and the Special Election we will be having. I will also be working at the Local, State, and National level to obtain grant monies. The possibility of working with a WVU Student from the Public Administration Department to help with this project is also promising(not only for us but for all WV municipalities to help with Archival Records and Records Management). Along with daily work, meetings, minutes, and keeping up with the activities and functions of WV Municipal League Clerks Association, I am hoping to return in October, 2002, to the Ohio Municipal Clerks Certification Program to continue my education in the Advanced Academy and become even more helpful to the City and its Citizens.
Summary
The City Clerk's office will continue to sharpen our skills in order to serve the citizens and the needs of the community.