Page 52 - CITY OF WATAUGA, TEXAS ANNUAL BUDGET PORTRAIT

City Secretary Office

Mission Statement

The Mission of the Watauga City Secretary’s Office is to serve as a trusted steward of official city records, ensure
compliance with state and local transparency laws, and provide professional support to the City Council, city
staff, and the public. We are dedicated to facilitating open government through the efficient management of
public information, the preparation and preservation of accurate legislative records, and the fair administration
of municipal elections. With integrity, accountability, and commitment to service excellence, we strive to
strengthen public trust and enhance civic engagement within the Watauga community.

Department Overview

The City Secretary serves at the discretion of the City Council and attends all City Council Meetings. Also, serves
as the City's Records Management Officer and is responsible for accurately recording, publishing, indexing, and
maintaining City Council records to include minutes, ordinances, resolutions, contracts, agreements, and other
legal documents. This office oversees a records management policy and records destruction policy to provide
efficient, economical, and effective controls over the creation, distribution, organization, maintenance, and space
allocation for all City records. It also handles requests made for City documents under the provisions of the
Public Information Act. The City Secretary also serves at the Chief Election Officer and coordinates the election
process for all City elections. This office coordinates daily communication and operations with the Mayor/Council,
prepares and executes Council packets, processes alcohol and beverage registrations and reports, issues
release of liens, and to respond to customer service complaints and issues.

Highlights/Achievements for FY2025
• Conducted a comprehensive review of 71 boxes and 24,345 electronic records, returning 14 boxes that
did not meet readiness criteria, in full alignment of records retention policies.
• Renamed 3,608 electronic files using standardized naming conventions to improve digital organization,
accessibility, and retrieval efficiency.
• Completed advanced training and earned certification in Records and Information Management,
enhancing departmental practices and compliance with industry standards.
• Processed 149 Public Information Requests with an average response time of 4.32 days, exceeding
Texas Public Information Act requirements and reinforcing transparency.
• Updated and maintained the City Secretary’s webpages, ensuring timely and accurate information.
• Streamlined alcohol beverage and massage permit application and renewal procedures, improving
efficiency and user experience.
• Partnered with Code Enforcement to identify outstanding liens, successfully placing liens and
implementing a tracking system for open liens to support improved accountability.
• Developed and implemented insurance claims tracking and reporting process. Researched the cost and
need for higher cybersecurity insurance needs in partnership with TML.
• Maintained accurate, up-to-date website content for Boards and Commissions, including appointment
records, vacancies, and meeting schedules.
• Reorganized Boards and Commissions files and updated onboarding materials to better support and
orient new board members.
• Initiated pursuit of obtaining the Master Municipal Clerk Certification and began the recertification process
for the Texas Municipal Clerk designation, demonstrating a continued commitment to professional
excellence.
• Awarded the Jim Tinnin Online Learning Scholarship, supporting additional training opportunities and
furthering expertise in municipal operations.

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