Page 104 - FY 19 Budget Forecast 91218.xlsx

ADMINISTRATION DEPARTMENT
CITY SECRETARY DIVISION (100-100-03)

DEPARTMENT DESCRIPTION:
The Administration Department’s City Secretary Division consists of the City Secretary and an Assistant City
Secretary/Records Management Coordinator. The purpose of the City Secretary Division is to support the City Council,
boards, commissions, committees and City Manager by safeguarding the records management process, enhancing
access to municipal records, overseeing the election process, and providing daily assistance to internal and external
stakeholders.

DEPARTMENT/DIVISION GOALS:
1. Maintain and digitize the City’s official records, which include agendas, minutes, resolutions and ordinances.
2. Process public information requests in accordance with State law.
3. Work with the City Council, boards and commission members to complete the Texas Open Meetings Act and Texas
Public Information Act training.
4. Maintain and update the Code of Ordinances.
5. Hold City Council general, special, and run-off elections in accordance with City Charter and State law.
6. Assist the City Council with board and commission appointments.

DEPARTMENT/DIVISION OBJECTIVES:
1. Update the City Secretary portion of the City website.
2. Utilize Legistar to allow citizens to apply for boards and commissions and to track members' terms and information
before the 2018 boards and commissions appointment process.
3. Create a new boards and commissions handbook before the 2019 appointments.
4. Expedite and streamline the request for public information procedure by implementing Laserfiche Forms.

SERVICE LEVEL ANALYSIS:
FY 2018-19
FY 2016-17 FY 2017-18 FY 2017-18 Adopted
Actual Budget YE Proj.
SERVICES PROVIDED Budget
City Council Agendas/Minutes created 48 new measure 64 56
Ordinances and Resolutions completed 198 new measure 218 220
Process and respond to open records
requests 395 369 492 516

PERFORMANCE INDICATORS
Percent of meeting minutes presented by
next meeting for approval 96% 100% 93% 98%
Open records requests processed through
the Office of the Attorney General 13 new measure 8 5
City Council general, special, and run-off 3 2 3 3
elections held

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