Office of City Secretary

Services/Responsibilities

As the legal keeper of city records and often the doorway to local government, the city secretary serves internal and external customers and is dedicated to innovative processes as well as the preservation of the city's history. The city secretary works cooperatively with all commissions, boards, committees, and departments while complying with all state and local statutes.

The city secretary's office is responsible for:

• attending all commission, board, and committee meetings, including regular, special, emergency, and workshop sessions
• preparing agendas and support document packets for all meetings
• publishing legal notices and assuring that all meetings are properly advertised
• processing and securing the execution of all action items on agendas
• preparing and recording all written procedures
• preparing and maintaining official minutes of meetings
• ensuring all city ordinances are published in the municipal code.
• processing and preserving all official city documents
• ensuring that sound record management practices are in place
• updating and maintaining information on the city's online Legislative Portal
• providing technical assistance in completing application requirements for permits of compliance to come before the Board of Commissioners; variance requests, appeals of decisions of the building inspector, and special exceptions to come before the Board of Adjustment; partitioning, minor and major subdivision, and site plan reviews to come before the Planning Commission; and administrative appeals to come before the Parks & Shade Tree Commission
• acting as the city's Freedom of Information Act (FOIA) coordinator
• providing notary public services.

Accreditation

The city secretary is accredited with the Master Municipal Clerk (MMC) designation from the International Institute of Municipal Clerks (IIMC), which is a professional 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 also is designated as the assistant secretary to the Board of Commissioners.