Page 88 - CityofGrapevineFY25AdoptedBudget

FY 2024-25 APPROVED OPERATING BUDGET
General Fund
City Secretary
100-103-001

FOCUS AREA(S)
High Service Levels/Quality of Life

Department Description
The City Secretary is responsible for providing exceptional customer service to citizens, government officials,
governmental agencies and fellow co-workers and to enhance transparency through proper records management and
proper handling of public information act requests. Other responsibilities include to ensure the integrity of the legislative
process with proper meeting management, posting of public meeting documents and management of municipal elections
and to issue birth and dead records in accordance with State law, while ensuring the security of vital statistics information.
Within the City Secretary Department is the City Secretary Administration Division.

Mission Statement
The City Secretary’s Office is committed to supporting and strengthening the government process in the City of
Grapevine by providing assistance to City Council and City staff to fulfill their duties and responsibilities by providing
assistance with public meetings; appointments of board and commission members; enhancing the accessibility of
government records and properly managing those records; encouraging public participation in City government by
overseeing a fair election process; and providing assistance and information in a timely and courteous manner to external
and internal customers alike.

FY24 Department Accomplishments
 Conducted a municipal election in May 2024 and provided support for two State/Federal elections.
 Supported City Council and the Planning and Zoning Commission by preparing 47 meeting agendas that
included more than 800 items and 61 public hearings.
 During FY2024, the City Secretary’s Office registered 2,173 births and 620 deaths. We issued 3,955 birth
certificates and 873 death certificates.
 Continued to strive to provide exceptional customer service and helped over 8,000 internal and external
customers.
 The City Secretary’s Office also provided records management assistance to other department; processed
legal documents related to actions taken by City Council: processed public information act requests in
accordance with State Law (703); and processed mobile home permits 6), alcohol permits (221) and solicitor
permits (58) in a timely manner.

FY25 Department Goals and Objectives
 Conduct city elections in compliance with the City Charter and State law.
 Process accurate City Council actions in a timely manner
 Maintain accurate birth and death records for City of Grapevine.
 Respond to customer requests/inquiries in a timely manner.
 Maintain accurate, easily accessible City records in compliance with adopted record retention schedules
and administrative policies; and to continue to provide guidance to City departments on Records
Management.

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