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					e Office of the City Clerk’s
                        Shining Star!                                                                                                                                            CITY OF MIAMI
                The City Clerk’s Office congratulates Mrs. Pamela     managers who are members of the association,
                Latimore C.M.C., Records System Coordinator,          formulating ideas for professional education,
                on her recent unopposed win to the seat of            developing and executing association education
                Director of Programs for the Florida Records          goals, reporting yearly reports to board Directors, and
                Managers Association. With the Florida Records        a host of other duties and responsibilities.
                Managers Association, an organization which
                provides quality education opportunities for          Being a member of the City Clerk’s Team for over a
                records management professionals as a means of        year, Mrs. Latimore’s extensive background and                                                         Summer/Fall 2007                                      Volume 2 Issue 2
                keeping abreast of the ever expanding technology,     experience as a Certified Municipal Clerk will also
                Mrs. Latimore will serve a 2-year term.               provide` a wealth of knowledge, experience and
                                                                      creativity to her new post. We are extremely proud of
                                                                      her accomplishments and welcome yet another
                As the Director of Programs, Mrs. Latimore will be
                responsible for planning the annual and mid-year      achievement to the Office of the City Clerk Team’s                                               The Information Station Self-Service Kiosk
                conference for the Association, providing publicity   growing list of accolades!                                                                       The City of Miami City Clerk’s Office is proud to
                for existing and continuing education for records                                                                                                      announce the installation of the INFORMATION
                                                                                                                                                                       STATION SELF-SERVICE KIOSK at the City of
                                                                                                                                                                       Miami’s Historic City Hall.         This long-awaited
                                                                                                                                                                       initiative of the City Clerk’s Office will allow internal
                                                                                                                                                                       and external customers to research and secure
                                                                                                                                                                       valuable information, at their convenience, while
                                                                                                                                                                       visiting at City Hall. Deliverance of accessibility,
                                                                                                                                                                       expediency, and efficiency are all key components
                                                                                                                                                                       which led to the successful execution of the
 CITY OFFICIALS                                                                                                                                                        Self-Service Kiosk’s arrival.
                                                                                                                                Priscilla A.      ompson, CMC
                                                                                                                                                                       The features of the Information Station Self-Service
                                                                                                                                City Clerk’s Office Mission Satement     Kiosk include access to:
 Mayor Manuel A. Diaz, Mayor                                                                                                    “To capture and archive the public
                                                                                                                                record accurately, making it              • City of Miami’s Website

                                                                                                                                available as quickly and as broadly       • Miami-Dade County’s Website
 City Commissioners' Office                                                                                                                                                 • City Clerk’s Office Website
                                                                                                                                as possible, and to safeguard the
                                                                                                                                                                          • Miami Dade County Ethics’ Website
 Angel González, District 1                                                                                                     integrity of the election process by
                                                                                                                                applying technology and improved          • Legistar
 Marc D. Sarnoff, District 2                                                                                                     business processes.”                      • Municode
                                                                                                                                                                          • Records Retrieval
 Joe Sánchez, District 3                                                                                                                                                  • Florida Statues
                                                                                                                                City Clerk’s Office:
                                                                                                                                Main Phone: 305 -250-5360
                                                                                                                                                                          • And more…
 Tomás Regalado, District 4                                                                                                     Office Hours: 8am-5pm
                                                                                                                                Passports: 9am-4pm                     Future plans include the placement of the
 Michelle Spence-Jones, District 5                                                                                                 Information Station throughout the City of Miami’s
                                                                                                                                                                       business centers and offices.
 Jorge L. Fernández, City Attorney
 Priscilla A.   ompson, City Clerk
                                                                                                                                                                        Congratulations to City Clerk Team Members
                                                                                                                                                                        on their recent promotions:
 Pedro G.Hernández, P.E., City Manager                                                                                                                                  • Todd Hannon
                                                                                                                                                                           Legislative Services Representative I
                                                                                                                                                                           to Legislative Services Supervisor

                                                                                                                                                                        • Miriam Arcia
                                                                                                                                                                          Legislative Services Representative I
                                                                                                                                                                          to Legislative Services Rep II
                                                                             Bridging the Gap for Tomorrow                                         the

                          Did                                                Kudos to the students of Northwestern Senior High School!                                                                                                                             Around
                           you                                               City Clerk Priscilla A. Thompson and Records System
                                                                             Coordinator Pamela Latimore spent the day with graduating
                                                                                                                                                 Managing the Records Challenge

                     KNOW                                                    seniors and junior-class students sharing their knowledge on
                                                                             Career Day. They were met with enthusiasm and a variety of
                                                                             questions concerning being a City Clerk and government
                                                                                                                                                 In today’s challenging marketplace, being good isn’t enough.
                                                                                                                                                 We have to be better, faster, and more informed than ever
                                                                             employee. It was a rewarding experience which provided              before. Better business demands better records and informa-
                                                                             students the opportunity to dialogue candidly about                 tion management. The Association of Records Managers and
                                                                             employment options and working in the “real world”.                 Administrators (ARMA) describes records management as
                                                                                                                                                 being “bombarded with new and changing regulations,
                                                                                                                                                 escalating litigation costs associated with e-discovery, threats
                                                                                                                                                 to data security and clients’ privacy, and a challenge to train
                                                                                                                                                 employees enterprise-wide” (, 2007). These
                                                                                                                                                 are the realities of information management.
Spend First Fridays with the City Clerk’s Office!                                                                                                  The City of Miami’s Office of the City Clerk’s Records Section
                                                                                                                                                 is committed to ensuring that each City department is staying
On Friday, March 2, 2007, the City Clerk’s Office began processing
passports at the Miami Riverside Center (MRC) on the first Friday of every
                                                                                                                                                 abreast of the changes and challenges that face our City’s
                                                                                                                                                 records sections each day. By offering quarterly records
                                                                                                                                                                                                                        Elections Update
month. This fantastic opportunity to take care of your passport needs,                                                                           liaison training, such topics as records collection, storage,          The City Clerk of the City of Miami is empowered and directed to
either at the Historic City Hall or MRC, makes preparing for international                                                                       retrieval and disposition, and backup services will be                 conduct and supervise all municipal elections. This also includes
travel as easy as 1-2-3!                                                                                                                         addressed.                                                             establishing, promulgating and enforcing rules and regulations
                                                                                                                                                                                                                        relating to elections and establishing maintaining, filing and
So, don’t forget First Fridays with the City Clerk’s Office. A City Clerk                                                                        The main objectives of the City Clerk’s Records Section are to:        preserving election records.
representative will be located in the lobby of MRC from 10am to 3pm. Just
remember      to     also   be     sure    to   visit  our   website   at                                                                           • Set and follow City policies and best practices                   Our City Charter calls for a general municipal election for city for more information about what                                                                                                                                                              commissioners in odd-numbered years, to be held on the first
                                                                                                                                                    • Identify who is responsible and accountable for managing          Tuesday after the first Monday in November. An election is to be
documents to bring to process your passport application.
                                                                                                                                                       records                                                          scheduled for city commissioners in districts numbered 3 and 5
Happy travels!                                                                                                                                      • Create, communicate, and execute procedures consistently          every four years starting in the year 2001 (2005, 2006 and so
                                                                                                                                                                                                                        on). City commissioners in districts numbered 1, 2, and 4 shall
                                                                                                                                                    • Integrate best practices and process flows with other             be elected starting in the year 2003, then, every four years after
                                                                                                                                                      departments throughout the City                                   that (2007, 2011, and so on).
                                                                                                                                                    • Deliver goods and services consistently and with integrity
                                                                                                                                                                                                                        This year a municipal election is scheduled for Districts 1, 2, and
                                                                                                                                                    • Identify vital records and establish guidelines and resources
                                                                                                                                                                                                                        4 on November 6, 2007, and if required, a November 20, 2007
                                                                             Financial Disclosure                                                     to maintain business continuity after a disruption or disaster    runoff election is also scheduled.
                                                                                                                                                    • Comply with legislative and regulatory requirements
                                                                                                                                                    • Manage risk                                                       A candidate who receives a majority of votes (greater than 50%)
                                                                             You may not be aware, but in addition to its other duties, the                                                                             for a district seat in the general election shall serve as
                                                                             City Clerk’s Office is also a resource as it relates to financial      • Protect the interests of all internal and external stakeholders   commissioner for that district for a period of four years. If no
                                                                             disclosure requirements.                                               • Provide documentation of research for the development of          candidate receives a majority of the votes for that office, the two
                                                                                                                                                      products and services                                             candidates for the respective office who received the greatest
                                                                             The Clerk’s Office notifies elected officials and state, county                                                                            number of votes in the                           general municipal
                                                                             and city members of the City’s 40+ boards, agencies,                   • Preserve the City’s identity and history                          election shall be placed on the ballot at the runoff election. Then
                                                                             committees and trusts annually of their responsibility to file                                                                             the candidate receiving the greatest number of votes in the runoff
                                                                             required financial disclosure forms. Depending upon the             Stay tuned for more information and/or opportunities where             election shall be considered elected.
                                                                             board, members file with the City Clerk’s Office, in                you may join the Records Section’s training classes to learn of
                                                                             accordance with Miami-Dade County’s Conflict of Interest            developments and improvements that are on the horizon!                 All qualified electors from Districts 1, 2, and 4 can vote in the
                                                                             and Ethics Ordinance, or with the Miami-Dade County                                                                                        upcoming municipal election. Those who have not registered or
                                                                                                                                                                                                                        who have transferred their legal residence from one voting
                                                                             Elections Department, pursuant to state statute. This year,
                                                                                                                                                                                                                        precinct to another voting precinct in the City of Miami have until
                                                                             financial disclosure forms were due July 2, 2007, with a grace                                                                             October 8, 2007 to register. Voter registration forms can be
                                                                             period for filing the state required Form 1 Financial                                                                                      picked up at the Office of the City Clerk, filled out and mailed to:
                                                                             Disclosure form by no later than September 1, 2007. This                                                                                   Miami Dade County
                                                                             Office is also the depository for disclosure forms required to                                                                             Supervisor of Elections
                                                                             be filed by certain City employees. For select board members                                                                               P.O. Box 521550
                                                                             and City employees not in compliance, the State of Florida                                                                                 Miami, Florida, 33152.
                                                                             can issue a fine, up to a maximum fine of $1,500, for failing to
                                                                             file by Sept. 1st.                                                                                                                         For more information regarding City of Miami elections and
                                                                                                                                                                                                                        voter registration please visit our website at
                                                                             So, if you ever receive notification to file an annual financial                                                                  then click on Elections.
                                                                             disclosure, don’t throw that letter away. Read it carefully,
                                                                             follow the instructions provided, and mail to the filing officer
                                                                             listed. Contact the City Clerk’s Office if you have questions.

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