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ADMINISTRATION DEPARTMENT
CITY SECRETARY DIVISION (100-10-103)

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 City departments to ensure records retention compliance with the Texas State Library and Archieves Commission.
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 and ensure all apointees and elected officials complete the
Texas Open Meetins Act and Texas Public Information Act training.

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
2021 boards and commissions appointment process.
3. Create a new boards and commissions handbook before the 2021 appointments.
4. Continue to improve new records request portal to ensure ease of request submittal and record receipt.

SERVICE LEVEL ANALYSIS:
FY 2021-22
FY 2019-20 FY 2020-21 FY 2020-21 Adopted
SERVICES PROVIDED Actual Budget YE Proj. Budget

City Council Agendas/Minutes created 57 56 54 54
Ordinances and Resolutions completed 247 165 250 250
Process and respond to open records 333 250 300 325
requests

*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 100% 100% 100% 100%

Open records requests processed through
the Office of the Attorney General 6 5 5 5
City Council general, special, and run-off 1 4 3 3
elections held

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