HomeMy WebLinkAboutR-02-0209J-02-123
1/30/02
RESOLUTION NO.
A RESOLUTION OF THE MIAMI CITY COMMISSION
ELECTING AND APPOINTING
PRISCILLA A.THOMPSON AS CITY CLERK OF THE
CITY OF MIAMI, FLORIDA, TO HOLD OFFICE AS
PROVIDED FOR IN THE CITY CHARTER.
WHEREAS, Walter J. Foeman, who competently performed his
duties as City Clerk retired on February 1, 2002; and
WHEREAS, pursuant to Section
4 of
the Charter of the City
of
Miami, Florida, as amended, the
City
Commission is obligated
to
elect and appoint a City Clerk;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are adopted by reference and
incorporated as if fully set forth in this Section.
';CATV COPMMION
MAIM
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Section 2. PRISCILLA A THOPS Nis elected and appointed
as City Clerk of the City of Miami, Florida, to serve until the
first City Commission meeting following the next general.
election.
PASSED AND ADOPTED this 7th day of March , 2002.
THIS ADMINISTRATIVE ACT SHALL
BECOME EFFECTIVE IMMEDIATELY.
r
SYL IA SCHEIDER, ACTING CITY CLERK
NESS : tl
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TO: Honoraby Chairman and
M;.qibeof the City Commis
Walter J. I
City Clerk
CITY OF MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM
DATE
6Z::� EJECT
REFERENCES:
ENCLOSURES:
January 30, 2002 FILEE
Advertising Vacant City Clerk
Position
Pursuant to directive by the Commission at its meeting of January 24, 2002, it was requested that
the City Clerk place notice regarding a national search in professional journals for a City Clerk.
Enclosed herein, please find copy of a prepared advertisement, which has been forwarded to the
following professional journal sources: The International institute of Municipal Clerks (MVC);
Florida League of Cities (Quality Cities Magazine); and the International City Manager's
Associations Publication. We are also posting said advertisement in the Daily Business Review, as
well as on our local City of Miami website.
Also, pursuant to your request, I have attached an itemization of certain suggested skill sets, which
I feel are quite essential in your deliberation regarding the aforementioned appointment.
If you have any additional concerns regarding this matter, please do not hesitate to call me at (305)
250-5370. After February 2nd, I can be reached in Broward County at (954) 357-7061.
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Advertising Vacancy For
City Clerk Position
SUGGESTED SKILL SETS
❑ Election Administration - administration and coordination of all municipal (pursuant to
state law), employee, certain neighborhood and advisory board elections.
❑ Municipal Advertising Requirements - knowledge of certain authoritative sources,
including, but not limited to our City Code and State Statutes.
❑ Records Management Administration - inactive storage; archival administration;
inventory scheduling; disposition of public records; knowledge of emerging technologies
regarding same; as well as knowledge of disaster recovery, record restoration, and
protection is also suggested.
❑ Technical Writing - preparation of cost -benefit analysis; proposals for grant requests,
and updating of the Clerk's Office strategic operational plan.
❑ Project Management — managing and administrating certain projects which have a
citywide process management focus, i.e. Legistar; Digital Library; Automated File Code
Indexing System; knowledge ofjlow charting; program evaluation review techniques; work
breakdown structure, and time management is suggested.
❑ Boards and Committees Administration — monitoring attendance; public notice
requirements; vacancies existing on all City advisory boards, as well as the dissemination
of financial disclosure requirements. Drafting of correspondence to the Commission and
Preparation of legislation (since board appointments are legislative acts) is necessary.
Also, basic knowledge regarding note taking, shorthand is helpful; some knowledge of
meeting coverage (including equipment operation) is suggested (i.e. digital recording
technology)
❑ Knowledge of Florida's "Governmental and Sunshine Law" — notice of public
meetings; legislative drafting of legislation, which are administrative acts, since they have
been deemed by our City Attorney not require mayoral approval and, therefore, are
permissible to be drafted by the City Clerk or his designee.
❑ Financial Disclosure — knowledge ofstatutory Dade County Code and City of Miami Code
Provisions regardingpublic disclosure offtnances.
❑ Budget Administration — monitoring expenses; managing revenue regeneration;
Preparation of the Office of the City Clerk's general operating budget, the budgets of its
special revenue funds, as well as budget preparation and appropriations forecasting of our
special revenue fund.
❑ Administration of Passport Acceptance Facility — knowledge of procedural and policy
changes regarding passport services, as well as procedures for passport application
execution, customer service, expedite fee procedures, as well as fraud detection. Also,
basic knowledge on how to prepare a comprehensive advertising and marketing campaign
in promoting passport acceptance facilities is suggested.
v Minimum Knowledge of Certain Areas of Law - some knowledge of municipal,
administrative, and conflicts of laws is suggested.
❑ Parliamentary Procedure — basic knowledge of rules and regulations, which govern the
public decision-making of our governing body.
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W0102
Page 3
Advertising Vacancy For
City Clerk Position
❑ Information Technology — basic knowledge of certain emerging technologies as it
pertains to legislative workflow and document management. Knowledge in using certain
wordprocessing and database management programs is suggested
❑ Performance Base Management - results -oriented government; what is accomplished,
gets measured.
❑ Ethics in Government — basic understanding of ethical considerations involved with
public management is suggested.
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t��111 ` • �,
CITY CLERK
The Honorable Mayor and Commission of the City of Miami are in search of an organized,
detailed, responsible executive, to serve as the City Clerk. The City Clerk directs and
coordinates the taking of minutes, and transcriptions of all City Commission meetings;
ensures the processing of all official documents emanating from City Commission actions;
places all public notices and legal advertising pursuant to City Commission directive,
supervises the conduct of all City elections as the Official Supervisor of Elections; directs
the handling, classifying and filing of all documents as the repository of records; develops
the establishment of a microfilm program with the responsibility of microfilming all
permanent records, both past and present; oversees development of the annual budget;
responsible for the administration of all advisory boards and committees; manages certain
Special Revenue funds (i.e. lobbyist registration and passport services); administers
Passport services; pursues grant initiatives; coordinates certain special projects that have a
citywide process management import (i.e. Digital Library; legislative workflow and
document management system); maintains extensive public contact as the Official
Secretary of the City Commission; administers all oaths of office; and performs related
duties as required.
Qualifications: Five (5) years of responsible experience in records management,
including a minimum of four (4) years in a high level supervisory or management position. A
Bachelor's degree in Public or Business Administration, or a related field is preferred.
Certification in Records Management and experience utilizing computers (especially word
processing and database management programs) are highly desired.
Interested parties must submit a resume and credentials to:
City Clerk Position
CITY OF MIAMI CITY CLERK'S OFFICE
P.O. BOX 330708
Miami, FL 33233-0708
DEADLINE: February 15, 2002
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8013
CITY CLERK
8013
This position directs and coordinates the taking of minutes, and transcriptions of all City Commission
meetings. Ensures the processing of all official documents emanating from the City Commission
actions. Places all public notices and legal advertising pursuant to City Commission directive.
Supervises the conduct of all City elections as the Official Supervisor of Elections. Directs the
handling, classifying and filing of all documents as the repository of records. Develops the
establishment of a microfilm program with the responsibility of microfilming all permanent records,
both past and present. Oversees development of the annual budget. Responsible for the administration
of all advisory boards and committees; Manages certain Special Revenue funds (i.e. lobbyist
registration and passport services); Administers passport services. Pursues grant initiatives.
Coordinates certain special projects that have a citywide process management import (i.e. Digital
Library; legislative workflow and document management system). Maintains extensive public contact
as the Official Secretary of the City Commission. Administers all oaths of office and performs related
duties as required. Reports to the City Commissioners.
REQUIREMENTS_
Five years responsible experience in records management, including a minimum of four years in a high
level supervisory or management position. A degree or certification in Records Management, Public
or Business Administration, or a related field, and experience utilizing computers (especially word
processing and database management programs).
NECESSARY SPECIAL REQUIREMENT:
Excellent shorthand and typing proficiency.
New 7188
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TO
F;c Y
Honorable Mayor, Chairman and
Members of the City Commission
CITY OF MIAU, FLO,gIC A
li\ITER-OFFICE NIENIORAiIDUNI
L'I:, i-7 FILE
March 1, 2002
SUBJECT _
Appointment of City Clerk
Arthur E. Teele, Jr. 4�K�� R`- _
Commissioner
E?,ci_o�u�cs
Pursuant to the advertised "Notice for City Clerk" vacant position, which closed on February 15,
2002 the City received twelve (12) individual applications for the position. Following, a carcfal
review of each of the applicants, 1 am respectfully proffering the name and credentials of Priscilla
Thompson for consideration, review and action on March 7t , 2002 by the City Commission.
The justification for this recommendation is primarily attributable to her experience in the areas of
board and committee administration (serving both as Administrative Assistant and Executive
Secretary of the Civil Service Board, and acquiring a broad knowledge of parliamentary
procedure), educational and certification and teaching experience in the field of Business and
Information technology, experience in the area of election administration, and prior service as
senior staff Analyst for our City's second largest operating budget, namely the City's Fire
Department. It is because of her wide breadth of knowledge, experience and training that I am of
the belief that Ms. Thompson can continue the innovation begun by her predecessor, the outgoing
City Clerk, as so aptly demonstrated by him in the areas of managing results, managing money,
managing people, and managing technology. A more detailed justification of her qualifications is
as follows:
(a) Boards and Committees Administration
Having served as Executive Secretary of the Civil Service Board for the past 11
years, Ms. Thompson possess not only a unique knowledge of the Civil Service
Rules, but also an acute sensitivity for parliamentary procedure. As you well know,
in our legislative process, said rules of order are intended to help facilitate the
business of our governing body, while concomitantly protecting both the majority and
minority rights of my colleagues, as elected officials on the Miami City Commission.
Such sensitivity is very crucial in ensuring that these technical rules do not infringe
upon and, in no way, really harm the proper transaction of our legislative business.
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(b) Experience in the field of Information Technology
Ms. Thompson's experience in the area of Information Technology should be an asset
to the City Clerk's Office, an office which is evolving from a very labor-intensive, over-
the-counter operation to now include emerging technologies, such as the Digital Library
and our electronic legislative workflow and document management system, namely
Legistar. Ms. Thompson's professional certification and training experience should also
be utilized in building upon already -existing collaborations, such as seen in the
establishment of our digital library project. The newly appointed Clerk should address
creative options with our emerging technologies, such as whether or not the digital library
project can serve as a storage medium for our Legistar system, and pursue joint grant
initiatives with F.I.U. Green Library through the lihrary network for capital projects, and
an interlocal agreement between the collaborative partners on such issues as technical
support for a database server to house our legislative electronic records since they are
permanent and inure with the organization in perpetuity. The emphasis on more customer -
driven typologies (including the Clerk's Office acquisition of digital recording
technology), offered to our citizenry expands their option of choices as to how they can
access public documents. This may be a challenge to any Clerk in managing emerging
technologies. Said combination of prudent management and technological know-how will
benefit our residents in terms of whether they choose to access public documents
themselves or choose the Clerk's Office to conduct research activities for them, the latter
of which may be a revenue enhancement (i.e., Special Revenue Fund — Extensive Research
Fee, which we passed on second reading at the last Commission Meeting) to the Clerk's
Office.
(c) Election Administration
Having served 11 years as Executive Secretary, Ms. Thompson has been directly involved
in the planning, logistical set-up, technical assistance, and uniform applicability of election
rules and regulations as it pertains to our employee elections in the City of Miami. She has
worked side by side with the Clerk's Office for over 16 years in ensuring that that
application, qualification, and forms process is in compliance with our Administrative
Policy Manual for the conduct of said elections. It is anticipated that Ms, Thompson will
continue the same skills set in maintaining uniformity in the application, operation, and
interpretation of our Florida Election Code as it pertains to municipal elections. After a
review of her personnel file, I note that while she was serving as Administrative Assistant
to the Civil Service Board (1980-1986), she was credited with researching, suggesting, and
bringing forth the computerization of the employee elections process, a process I later
discovered that she has continued to upgrade while serving in the current capacity as the
Executive Director of the Civil Service Board.
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(d) Budgetary Experience
Having served as the Budget Analyst for our City's second largest departmental budget,
Ms. Thompson understands the importance of maintaining a strong and stable management
of the City's finances at the departmental level. It is anticipated that she can update and
move forward the strategic operational plan for the City Clerk's Office, in furtherance of
its vision and mission for said office, along with goals, strategies, performance measures,
and operational planning priorities. It is well understood that governments must record
their laws, policies, and business transactions if they wish to be viable and effective over
the long term. They must also safeguard their history and make it available to the public.
The Office of City Clerk provides this vital function to the City of Miami. The newly
appointed City Clerk must carry this functional respnnsibility forward.
Conclusion
Her personnel file is filled with letters of commendation from the Fire Chief,
acknowledging her creation of a computer program to track office supplies, as well as, her
assistance in the convergence of the department's payroll to the City's Moore
Payroll/Personnel System.
Additionally, I am keenly aware that the duty and responsibility of selecting the Clerk rests
solely with the City Commission; I have, however, taken the liberty of seeking input from
both the City Attorney and City Manager for the limited purpose of ensuring that this
recommendation will be consistent with a harmonious working relationship among the
three offices (Manager, Attorney, Clerk).
Finally, by copy of this memorandum, I am seeking the advice from our Mayor (Manny
Diaz) to ensure that this recommendation is received and considered in a timely manner
that allows for input, if desired, from our Mayor.
I thank, each of you, my colleagues for your consideration; and, in turn I Iook forward to
your recommendations and the Commission deliberation on this important decision.
Warmest personal regards.
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PRISCILLA A. THOMPSON
8700 Northwest 14 Avenue
Miami, Florida 33147
(305) 416-2020 (day)
(305) 691-6156 (evening)
February 4, 2002
1116 �_ .
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'The Honorable Mayor and Commission PRISCILLA A. THOMPSON
City of Miami EXECUTIVE OIRECTOR / SECRETARY
P. O. Box 330708 CITY OF MIAMI
Miami FL 33231%3-01707 elS FILE 72 BOARD
, (3657 41E, - Z.G2d 444 SW leo AVE.AyOFFICE 72q/p,O pax 3307a9
FAX; (3051 416 - 2025 M[AMI. FLOR16A 33233•
070&
Dear Sirs:
In response to your advertisement for the position of City Clerk, please consider my
resume and credentials in your search for a City Clerk. I believe you will find that my
qualifications and experience are an excellent match for the position.
The enclosed information shows that I possess over 21 years of service in municipal
government with the City of Miami. For the past 11 Yz years, I have served as the
Executive Secretary/Chief Executive Officer of the City of Miami's Civil Service Board,
which required expertise in records management, simultaneously coordinating multiple
projects, and utilization of excellent communication and interpersonal skills.
Additionally, I possess certification in Records Management from Florida International
University, have successfully completed coursework in numerous computer programs
including basic programming, and have a commitment to utilizing available technology
to assist in achieving organizational goals.
I possess strong management, computer, accounting/budgeting, personnel and
interpersonal skills that have enabled me to successfully manage the Civil Service
Board Office. I am highly organized and detailed -oriented, work well under pressure to
meet deadlines, enjoy working in diverse environments, and have a commitment to
adding value to the City of Miami.
It would be my pleasure to meet with you to discuss my abilities in depth. I can be
reached at either number listed above, and look forward to meeting with you at your
earliest convenience.
Yours truly,
/ C . A704-�
Priscilla A. Thompson
Enclosure
®2— M
PRISCILLA A. THOMPSON
8700 Northwest 14 Avenue
Miami, Florida 33147
(305) 416-2020 (day)
(305) 691-6156 (evening)
SKILLS SUMMARY
Diversified experience in Public Administration. Appointed administrator and civil
service staff/financial analyst in municipal government. Certified business educator on
Community College, adult education and high school levels. Vast computer knowledge.
Proficient in numerous budget and financial systems.
EXPERIENCE
1990 - Present
Executive Director/Secretary City of Miami Civil Service Board
The Civil Service Board is a quasi-judicial body responsible for adopting, amending, and enforcing a code
of rules and regulations governing City employment in the classified service. As Chief Executive Officer of
the Board, I manage and direct the operation of the Civil Service Office including determining operational
needs; establishing departmental goals and objectives; appointing qualified staff, and reviewing and
evaluating intra -departmental work programs to ascertain efficiency levels and compliance with Civil
Service Rules. Coordinate and supervise the administrative functions of the Board; prepare annual report
of Board activities for submission to City Commission. Advise Board on laws, rules, policies and
procedures affecting personnel related matters; conduct preliminary investigations of employee
complaints and grievances and make appropriate recommendations. Develop and recommend
amendments to Civil Service Rules and personnel policies prescribing the procedures for appointment
and employment in the classified service and for conducting routine Board business. Administer the office
budget and oversee the maintenance of all official records and actions of the Board. Coordinate with City
Manager and City Clerk the election, appointment and seating of Board Members in accordance with City
Charter.
1990-1994
Educator/Instructor Dade County Public Schools
Part-time adult education instructor in business education. Taught beginning and intermediate Word
Processing and beginning Lotus 1-2-3 at Coral Gables Adult Education Center.
1986-1990
Senior Staff Analyst City of Miami Fire Department
Analyst in budget section of Fire, Rescue and Inspection Services department. Duties included
supervision of Budget/Payroll/Personnel sections; assisting the Fire Chief, Deputy Chief of Administration
and seven Division Chiefs in budget development and budgetary policy interpretation relative to the
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department's $51 million budget. Coordinated and supervised the departmental payroll/personnel
function. Analyzed and controlled the departmental budget and coordinated purchasing activities;
researched and prepared special studies, reports, surveys, etc. relative to revenues and expenditures and
made appropriate recommendations. Played an active role in long-range planning regarding the
accomplishment of budgetary objectives and the improvement of managerial control systems, policies and
procedures. Planned, organized, reviewed, supervised, instructed and participated in the work of
subordinates engaged in maintaining budgetary control accounts for the department. Supervised the
maintenance of records and writing of reports for inclusion in the preliminary and final budget estimates;
analyzed daily, monthly and quarterly statements (i.e. posted transactions, F.A.M.I.S., allotments and
year-end reports); monitored all contracts for expenditure control, fiscal accountability, specific criteria and
other compliances with contract agreement. Acted as the department's liaison to the City of Miami
Departments of Computers, Finance and Management & Budget and functioned as departmental
computer financial systems trainer.
1980-1986
Administrative Assistant City of Miami Civil Service Board
Performed specialized administrative work pertaining to the functions of the Civil Service Office. Assisted
the Executive Director/Secretary in the performance of her duties and effectively acted for her in her
absence. Responsible for preparing minutes of all meetings and hearings for Board records and drafting
correspondence relative to Board matters, Provided information on Civil Service Rules, Regulations and
Policies to departments, employees and general public; prepared investigatory reports; scheduled and
conducted workshops and conferences for City Departments and other agencies and institutions.
Scheduled and coordinated with the City Manager and City Clerk's office the election, appointment and
seating of Board members in accordance with the City Charter. Prepared and administered departmental
fiscal year budget and procurement activities; researched and prepared reports concerning expenditures
and made recommendations on same; analyzed monthly statements (i.e. F.A.M.I.S,, quarterly allotments
and year-end reports). Monitored appropriations and completed transfer of funds as needed.
Represented the department at meetings, conferences, seminars, etc., as the Executive
Director/Secretary's designee; acted as the department's liaison to all City of Miami departments. Trained
employees on in-house computer systems and Burroughs software programs.
1978-1992 Dade County Public School
Educator/instructor Miami -Dade Community College
Full and part-time community college, adult education and senior high school instructor in business
education. Taught general office practice, accounting, bookkeeping, shorthand and typing. Employed at
Miami Coral Park Senior High School, American Senior High School, Miami Jackson Senior High School,
and Miami Dade Community College.
1975-1978
Administrative Assistant Miami Edison Community School
Assistant to the Community School Coordinator. Office consisted of four part-time college students and
seven to ten part-time adult instructors. Scheduled activities of staff personnel and analyzed enrollment,
budget and financial records. Responsible for analysis and control of budget provided by the Community
School Program of Dade County Public Schools; purchasing of equipment and supplies for same; and
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PRISCILLA A. THOMPSON 12/26/2001 PAGE 2
f�
collection of fees from student and adult participants. Completed various financial records on weekly,
monthly and quarterly basis as required by Dade County School Board.
EDUCATION
Barry University, Miami Shores, Florida
Bachelor of Science, 1978
Graduate work in Computer Science
1987-1988
Florida International University, North Miami, Florida
1980
Graduate course in Education
Specialized seminars at the
1980-2000
Institute of Government
Florida Atlantic University, Boca Raton, Florida
1978
Graduate classes in Education
Miami Dade Community College
1998
Computer classes in Microsoft Windows, Word
Perfect, Lotus 1-2-3, Publisher, Power Point, Excel, and the Internet
Personal Finance course
PROFESSIONAL MEMBERSHIPS
American Society Public Administrators
National Association for Female Executives, Incorporated
International Personnel Management Association
National Association for Civil Service Commissioners
Florida Public Personnel Association
National Forum for Black Public Administrators
References available upon request
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PRISCILLA A. THOMPSON 12/26/2001 PAGE 3
BARKY------
4 O4��A INTgRA,� fvyt-
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FLORIDA INSTITUTE OF GOVERNMENT
AT
FLORIDA INTERNATIONAL UNIVERSITY
This certifies that
Priscilla Thompson
has successfully comyleted the
RECORDS MANAGEMENT CERTIFICATION PROGRAM
December 15 & 16, 1994
Milan,/. Dluhy
Director
From the office ofc
COMMISSIONER ARTHUR E. TEELE, JR.
CITY OF MIAMI
FACSIMILE TRANSMITTAL SHEET
TO: FROM:
CITY CLERK COMMISSIONER ARTHUR E. TEELE, JR.
FAX NUMBER: DATE:
3/4/02
COMPANY: TOTAL NO. OF PAGES INCLUDING
COVER:
CITY OF MIAMI 10
PHONE NUMBER:
305-250-5350
RE: ATTACHMENT
URGENT ❑ FOR REVIEW ❑ PLEASE COMMENT ❑ PLEASE REPLY❑ PLEASE RECYCLE
NOTES/COMMENTS:
See the attached memorandum sent to the Mayor and
Commissioners, for your information and files.
*PLEASE CALL TO CONFIRM RECEIPT.
e
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THANK YOUI a 4
jo
c
3500 PAN AMERICAN DRIVE • MIAMI, FL 33133
PHONE: (305)250-5390 • FAX: (305)250-5399
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