Office of City Secretary

 

Mission

The Office of City Secretary is considered the doorway to local government. This office is committed to provide the public with the highest, most efficient, courteous and effective level of service to all residents and non-residents alike. This office serves internal and external customers in the capacity of legal keeper of City records and is dedicated to innovative processes and continued preservation of the City’s history. It is the City Secretary’s mission to be a reliable provider of information and quality service to the community and its residents, and to work cooperatively with all commissions, boards, committees and departments while complying with all State and Local statutes.

Services/Responsibilities

The Office of City Secretary is responsible for the following:

  • Attends all meetings of the commission, board and committees, including regular, special, emergency and workshop sessions.
  • Prepares agendas and support document packets for all meetings.
  • Publishes legal notices and assures that all meetings are properly advertised.
  • Processes and secures the execution of all action items on agendas.
  • Records and prepares all written procedures.
  • Prepares and maintains official minutes of meetings.
  • Ensures all City ordinances are published in the Municipal Code.
  • Processes and preserves all official City documents.
  • Attends to all matters pertaining to sound record management practices.
  • Updates and maintains information on the City website.
  • Provides technical assistance to all individuals in the completion of requirements for the application process for Permit of Compliance for Board of Commissioners, Variance/Appeal of Decision of Building Inspector/Special Exception for Board of Adjustment, Partitioning/Minor Subdivision/Major Subdivision/ Site Plan Review for Planning Commission and Administrative Appeal for Parks & Shade Tree Commission.
  • Acts as Freedom of Information Act (FOIA) Coordinator.
  • Provides notary public services.
  • Completes special projects as assigned.

Accreditation

The City Secretary is accredited with the Certified Municipal Clerk (CMC) designation by the International Institute of Municipal Clerks (IIMC) which is a professional, nonprofit association that promotes continuing education and certification through university and college-based institutes and provides networking solutions, services and benefits to its members worldwide. The City Secretary is also designated as the Assistant Secretary of the Board of Commissioners.