Page 55 - Forest Hill FY21 Annual Budget

Fore�Hill

CITY SECRETARY

FUND/ DEPARTMENT/ PROGRAM: 01-02-00

I Program Description

The City Secretary is the clerk for the City Council and, as such, is responsible for documentation, publication, and
archiving of all official records,, including minutes, ordinances resolutions, contracts, deeds, and easements. The
City Secretary serves as chief election official for all municipal elections. The department has primary responsibility
for coordination a Records Management Program. The department provides clerical assistance to other departments
through the Central Secretary position. Also, the City Secretary office acts as a public infonnation center to visitors
and guests upon entering the City Hall.

Major Goals and Objectives Measured by Workload & Productivity Measures

Goal I: Provide City Council Agenda packets on a timely basis

Goal 2: Post all necessary and required public notices on a timely basis

Goal 3:
Accurately record City Council minutes and submit for approval at the next City Council meeting

Objective I: Prepare City Council minutes within seven (7) working clays
Objective 2: Index and file official documents within two (2) weeks of final action.

Goal 4: Administer City elections in full compliance of the City Charter and the Texas Election Code

Goad 5: Provide timely response (within 10 clays) to official public infonnation requests.

Actual Budget Estimate Adopted
2018-19 2019-20 2019-20 2020-21
(!)RK.LOAD MEASURE
Prepare and post City Council Agenda 34 27 25 24
Prepare Council Packets 34 27 25 24
Attend Council Meeting 34 27 25 24
Prepare Council Minutes 34 27 25 24
Administer Elections 2 2 2 2
Public Information Requests 129 272 205 250
R.ODUCTfVITY MEASURES
Approved Council Minutes 34 27 25 24
Percent of Public Infonnation Request Completed 100% 100% 100% 100%
Xl ENDITURE SUMMARY
?
Personnel 42,136 68,984 85,994 89,450
Materials and Supplies 3,640 5,500 1,278 3,400
Other Services 5,353 9,200 2,931 9,200
Travel & Training 2,209 1,000 496 2,000
Total 53,338 84,684 90,699 104,050

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