AWARDED THE 2020 EXCELLENCE AWARD
The Municipal Clerk’s Office Achievement of Excellence Award is awarded by the Texas Municipal Clerks Association, Inc. (TMCA), to recognize excellence in the effective and efficient management of resources in a Municipal Clerk’s Office including:
• High level of engagement with its citizens, elected officials, and staff.
• Demonstrated compliance with local, state, and federal standards.
Description of Operations
The City Secretary is an officer of the City, appointed by the City Manager, who works closely with the Mayor and City Council, and is charged with attending and accurately recording the minutes of all regular and special meetings of the City Council.
The City Secretary is also custodian of all official records of the City and is the records management officer. As such, the City Secretary administers the City's records management program with procedures developed for creating and filing active records, storing inactive records, and imaging, purging, and preserving records. The City Secretary also has custodial authority for all City records and provides support to all departments and divisions in records management procedures. Additionally, when the City Secretary receives requests for public information, appropriate records are provided to requesting agencies and individuals. The City Secretary holds and maintains the City seal, affixing it to all instruments requiring such a seal.
The City Secretary’s Office serves as a resource for citizens and as a link between citizens and the City organization.
Duties & Responsibilities
- Posting legal notices and meeting agendas
- Publishing legal advertisements and notices for the City
- Oversees Citywide Elections
- Filing deeds and easements
- Serving as custodian of the City corporate seal
- Serving on the City's executive management team
- Recruiting and coordinating board and commission members
- Signing all TABC applications
- Attesting the Mayor's signature on all official documents
- Coordinating the codification of City Ordinances into the City Code of Ordinances
- Maintaining board and committee meeting minutes
FREEDOM OF INFORMATION ACT REQUESTS:
Update: Calculation of Business Days and COVID-19
As part of the unprecedented response to coronavirus in Texas, and in light of the Governor’s recent disaster declaration, our office has received inquiries regarding the calculation of business days under the Public Information Act (the “Act”) and related use of the new temporary suspension process under section 552.233 of the Government Code.
Section 552.233 of the Government Code permits a governmental body impacted by a catastrophe or disaster to suspend the applicability of the Act for up 14 calendar days. Use of the section 552.233 suspension process is appropriate where a governmental is open for business but determines that a catastrophe has interfered with its ability to comply with the Act. A section 552.233 suspension is not necessary if the governmental body is not open for business or if the applicable suspension period does not otherwise encompass a business day, as described below.
For more information on the Texas Public Information Act, please visit the Texas Attorney General web site.