Page 105 - Keller Budget FY21

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
2020 boards and commissions appointment process.
3. Create a new boards and commissions handbook before the 2020 appointments.
4. Expedite and streamline the request for public information procedure by implementing Laserfiche Forms.

SERVICE LEVEL ANALYSIS:
FY 2020-21
FY 2018-19 FY 2019-20 FY 2019-20 Adopted
SERVICES PROVIDED Actual Budget YE Proj. Budget

City Council Agendas/Minutes created 64 56 56 56
Ordinances and Resolutions completed 167 160 165 165
Process and respond to open records
requests 669 738 375* 250
*this number is projected to decrease significantly now that requests for reports have been shifted to individual departments as a customer service function

PERFORMANCE INDICATORS
Percent of meeting minutes presented by
next meeting for approval 99% 100% 99% 100%
Open records requests processed through
the Office of the Attorney General 0 5 5 5
City Council general, special, and run-off 2 4 1 4
elections held

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