Page 165 - FY 2023-24 ADOPTED BUDGET

DIVISION SUMMARY FY 2023-24 BUDGET

Function Department Division Account
GENERAL GOVERNMENT CITY SECRETARY CITY SECRETARY 01-13-01

DIVISION DESCRIPTION:
The City Secretary is responsible for recording and maintaining the City Council minutes, agendas, ordinances, and other official City records. The office is
responsible for all municipal elections and administrative or clerical duties as prescribed b the City Council and/or the City Manager. The City Secretary is also
responsible for registering all births and deaths with in the City with the Bureau of Vital Statistics. The City Secretary also services as the Director of Civil Service
and administers all duties and responsibilities associated with the City's Civil Service program. The City Secretary supervises the personnel and operation of

Personnel Services and the Municipal Court. The City Secretary also services as the Human Resources Director and maintains all employee files and information.

DIVISION GOALS:
• To record and maintain the official records of the City.
• To oversee and administer City elections in accordance with all applicable federal, state, and local laws.

• To inventory all records in accordance with the City's retention schedule.
• To file all certificates of birth and death with the Texas Department of Health in a timely manner.
• T administer the City's Civil Service Program according to state laws and ordinances.
DIVISION OBJECTIVES:
• To monitor expenditures and remain within + or - 5% of the Activity's budget allocation.

• To monitor expenditures of all activities supervised and remain within + or - 5% of the Activities' budget allocations.
• To prepare agendas and council packets for delivery by noon Friday prior to Council meetings.
• To have all minutes completed by the fourth day after the meeting.
• To publish all ordinances and other documents as prescribed by stare law and the City Charter.
• To administer City elections in accordance with applicable federal, state, and local laws.

• To maintain all records of the City as prescribed by state law.
DIVISION MEASUREMENTS: ACTUAL ACTUAL ESTIMATED PROJECTED
2020-21 2021-22 2022-23 2023-24
Percent of Budget Expended - City Secretary 96.8% 94.7% 88.1% 100.0%
Percent of Budget Expended - Total for Activities Supervised 98.2% 97.0% 89.0% 100.0%
Number of Agendas Prepared and Posted 25 25 24 27

Number of Minutes Prepared by Fourth Working Day 24 25 24 25
Number of Ordinances and Other Documents Published 9 10 10 20
Percent of Open Records Requests Completed as Prescribed 100.0% 100.0% 100.0% 100.0%
Number of Elections Administered 127 1 1 1 2