Page 165 - FY 2024-25 ADOPTED BUDGET

DIVISION SUMMARY FY 2024-25 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 by the Homerule Charter, City Council and/or the City Manager; performing
duties required as records management officer; processing public information requests; governing the city corporate seal and attest authorized city official's
signature on documents; register all City owned vehicles and maintain vehicle registeration renewals; process and regulate door-to door solicitoring permits; and

process and validate Texas Alcoholic Beverage Commission applications.

DIVISION GOALS:

• Ensure transparency and access to city records and act as the recorder of local government history.
• Maintain the integrity of the election process in accordance with all applicable federal, state, and local laws.
• Develop, maintain and implement records retention schedules in coordination with Texas State Library. Keeps associated inventory logs.

• Act as the compliance officer for federal, state, and local statutes, including the Open Meetings Act and Public Information Act.
• Register and process registration renewals for all City vehicles according to all federal, state, and local laws in agreement with Tarrant County Tax Assessor-Collector.
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 state 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

2021-22 2022-23 2023-24 2024-25
Percent of Budget Expended - City Secretary 94.7% 89.9% 88.9% 100.0%
Percent of Budget Expended - Total for Activities Supervised 97.0% 86.4% 87.0% 100.0%

Number of Agendas Prepared and Posted 25 25 25 25
Number of Minutes Prepared by Fourth Working Day 25 24 24 25
Number of Ordinances and Other Documents Published 10 6 7 10
Percent of Open Records Requests Completed as Prescribed 100.0% 100.0% 100.0% 100.0%
127
Number of Elections Administered 1 0 1 1