Page 68 - Colleyville FY19 Budget

The CSO maintains custody, control, filing and storage of all legislation, books, documents,
minutes, and other written and recorded materials pertaining to the operation of the City
government. These City documents are made available through the City’s website in an
understandable manner for the public.
The Office is responsible for compliance with the Texas Open Meetings Act and the Public
Information Act. As such, the office oversees the postings of every public meeting of the
City Council, appointed boards, commissions, and committees. In addition to agendas,
packets are made available to the public immediately through the recent addition of a web
portal feature of the agenda management software, Civic Clerk. Minutes are also available
immediately upon receipt from the board, commission, or committee.
The City’s proactive approach to enhance governmental excellence and transparency is a
collaboration of all City departments. As such, all meeting agenda packets are created and
sent electronically for all City Council, board, commission, and committee meetings. The
City further utilizes all resources, whether it be the website or social media, to keep the
public abreast of City business, events, and projects.

4. Deliver Exceptional Administrative Support to the Governing Body

1.4 – Communicate thoroughly and strategically
6.4 – Foster our shared values

The City Secretary supports the City Council in both
an administrative and technical capacity to facilitate
the legislative process and City business. This CSO
must remain engaged with our elected officials and
the public to understand expectations and
preferences, and look for opportunities to develop
solutions and services which deliver value.

This includes, but is not limited to:
• Organization of City Council agendas;

• Preparation of the City Council agenda packets;

• Preparation of City Council meeting minutes;

• Coordination and scheduling of City Council meetings and public hearings, and
recording of each for permanent record;

• Accepting petitions filed by citizens; overseeing, guiding, and tracking the entire
legislation process, from induction of proposed legislation to final approval and
publication; and

• Advertising and processing applications and interviews for board, commission, or
committee appointments.

5. Coordinate Convenient, Efficient, and Sound Municipal Elections
2.1 – Provide responsive, efficient city services
5.4 – Actively seek public-private partnerships

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