| City Secretary | Open Records | Mandatory | Process all public information requests based on the guidelines set forth by The Texas Public Information Act, found in Chapter 552 of the Texas Government Code. If a voluminous request is received, the appropriate City office/department must contact the Office of the City Secretary within two business days of notification to discuss the request. All other requests are to be processed and forwarded to the Office within five business days of notification per Interdepartmental Policy Providing Information to the Public (Open Records Requests - CS 104). |
| City Secretary | Chamber/Cane Room Technology Support | Essential | Provide technical support for computers, audio/visual equipment, and agenda management system during meetings of the City Council, Planning and Zoning Commission, Zoning Board of Adjustment, and Building Standards Commission. |
| City Secretary | Agendas | Mandatory | Publish and post all public meeting notices/agendas in a place readily accessible to the general public for at least 72 hours prior to the meeting date, as per Sec. 551.043 of the Texas Open Meetings Act (TOMA). |
| City Secretary | Legal Notices | Mandatory | Publish and post all bids according to established statutory requirements through the local government code Chapter 252 - Purchasing and Contracting Authority of Municipalities, request for proposals and qualifications, Texas Commission on Environmental Quality information, public hearings, and legal notices in the official newspaper and the City's website. |
| City Secretary | Recordation | Mandatory | Submit record of all City owned property documents with the Office of the County Clerk within 30 calendar days of receipt from the City's real property manager. |
| City Secretary | Elections | Mandatory | Administer election procedures of all City of Sugar Land elections in accordance with the Texas Election Code, and any state or federal election laws that apply. |
| City Secretary | Initiative, Referendum and Recall | Mandatory | Process formal petitions and expressions of opinions and/or intent pursuant to the City Charter and Chapter 277 of the Texas Election Code filed by the public. After receiving completed petition, Office of the City Secretary has 30 calendar days of the date filed to examine for all necessary requirements and certify petition. The City Secretary will certify the results of the examination to the City Council no later than the next regular City Council meeting following the expiration date of the 30 day period. City Council may call for an election on the next uniform election date. |
| City Secretary | Criminal and Civil Procedures | Mandatory | Process all subpoenas received from a plaintiff in accordance to Texas Rules of Criminal and Civil Procedure, within the timeline outlined in the subpoenas. All subpoenas are received by the Office of the City Secretary for processing; which may include certifying requested documents, coordinating with impacted departments, and working with the City Attorney's Office in compliance with the Texas Rule of Criminal and Civil Procedure. |
| City Secretary | Ordinances | Mandatory | Maintain a manual log and provide unique numbers for City Ordinances to offices/departments for drafting, consideration, and chronicling of all adopted ordinances (Ordinance No. 2090); and publish ordinances imposing a penalty within 30 calendar days of passage in the official newspaper as required in the City Charter. |
| City Secretary | Redistricting Process | Traditional | System Administrator provides primary technical support to the meetings associated with the redistricting process in the agenda management system. |
| City Secretary | Charter Review | Mandatory | Assist the City Council and other departments in appointing a Charter commission by: recording minutes of all commission meetings required by the Texas Open Meetings Act (TOMA). The Office of City Secretary will assist with the process including marketing and advertising commission vacancies in the official newspaper and on the City's website ninety (90) days prior to term expiration date and on an as needed basis throughout the year. Extend invitations periodically in the City's newsletter, print media, and other produced materials that might engage interested residents as outlined in the Boards, Commissions, and Committees Resolution 15-24, or otherwise directed by the City Council. The City Council appoints a new Charter Commission no less than every 5 years as dictated by the Local Government Codes Chapter 9, City Charter Section 1.05. |
| City Secretary | Customer Service | Traditional | Serve as a resource link between the public, and the organization, connecting them to the correct person or resource. Facilitating telephone communications between citizens and appropriate City personnel. Staff provides information and/or directions to citizens and visitors to City Hall. |
| City Secretary | Proclamations | Mandatory | Resolution 07-43 Proclamations: All proclamation requests must be submitted in writing 14 business days prior to the due date and may be sent by facsimile, via postal service or e-mail, or submitted in person. Craft proclamations for Mayoral signature before the date of event and distribute as requested on the event date. |
| City Secretary | Vehicle & Equipment Database Management | Essential | Maintain the vehicle database by entering the asset management form to receive vehicle title within 60 (calendar) days. Office of the City Secretary enters title upon receipt to the Vehicle database. This ensures Fleet division is communicated of vehicle registration renewal which need to be renewed 30 calendar days prior to expiration. Office of the City Secretary will also process required documentation for auction vehicles and equipment. |
| City Secretary | Records Management Program | Mandatory | In compliance with the Texas Local Government Records Act Texas Local Government Code 203, the Code of Ordinances Section 2.06 and Interdepartmental Policy Comprehensive Records Management (CS 103), the Office of the City Secretary shall provide electronic document management system licenses, upgrades, perform maintenance and provide on-going assistance to departments upon request. The office is also responsible for providing ongoing records training at New Employee Orientation, and upon department request; and store and retrieve physical files at the records center archives and document each file in a software archival tracking system. The City Secretary or designee shall serve as the Records Management Officer and shall keep accurate records of records which have been destroyed. |
| City Secretary | Meeting Support | Essential | Comply with Interdepartmental Policy Scheduling of City Hall Conference Rooms (CS 101) that states: Provide technology support for computers, audio and visual equipment and agenda management system at public meetings in the City Council Chamber, Cane Conference Room, and Brazos Conference Room; prepare master PowerPoint presentations for City Council and Board & Commission meetings that take place in the above listed meeting rooms; assist with technology setup of Mayor and City Council off site meetings as requested by the City Council; consult and train internal staff on meeting presentations upon request; and dictate presentation guidelines and standards for all public meetings that occur in the listed meeting rooms. |
| City Secretary | Website Maintenance | Essential | Publish City Council policies on the City's Intranet; maintain City Secretary webpages on the Intranet and the City Website per the City's Interdepartmental City Website Policy (CO 104). |
| City Secretary | Meeting Minutes | Mandatory | Draft meeting minutes for City Council, Planning and Zoning Commission, Zoning Board of Adjustment, Economic Development corporations and reinvestment zones, and Building Standards Commission pursuant to Government Code 551.021 and Interdepartmental Comprehensive Minutes Policy (CS 106) for City Council, Corporations, Boards and Commissions within five business days of meeting, and posted on the next available meeting agenda. |
| City Secretary | Agenda Process | Essential | In compliance with the City's Interdepartmental Policy City Council Agenda Process (AD 121) the Office of the City Secretary shall process agendas by developing the meeting creation, agenda captions, agenda items, and agenda item order, eight days prior to a City Council meeting in order for the subject item to be placed on the draft agenda. In compliance with the comprehensive agenda management system standard operating procedure, the Government Information Analyst is responsible for creating meeting schedules and publishing both electronic and a hard copy final version of the agenda no later than 72 hours in advance of the public meeting, although practice is to accomplish this by posting by 5:00 P.M. on the Friday preceding the City Council meeting to take into account the weekend. |
| City Secretary | Management of the Comprehensive Agenda Management System | Essential | Comprehensive agenda management system standard operating procedures (SOP) state that the Office of the City Secretary serves as the system administrator which provides primary technical support for the agenda management system. |
| City Secretary | Personnel Management | Essential | Management of all personnel related functions such as non-required staff training, employee relations, new employee recruitment, timely processing of timesheets, and personnel actions. This includes emergency conditions situations that require employees to fulfill their individual responsibilities to maintain and restore essential City services. |
| City Secretary | Budget Management | Essential | Monitor expenditure activity to ensure year-end expenditures are within 3% of the planned budget and that all expenditures are made within the Interdepartmental Purchasing and Contracting Authority Policy (PU 101) and state law. |
| City Secretary | Texas Alcoholic Beverage Commission (TABC) Applications | Essential | Review information memo from the Planning Department and application from the Texas Alcoholic Beverage Commission (TABC) for certification of businesses allowed to sell alcohol. City Secretary certification is required as established by TABC Rules Sections 11.37 & 61.37. |
| City Secretary | Accountability & Strategic Planning | Traditional | Completion of Performance Measures, Service Delivery Plans and Strategic Projects on time. Quarterly reporting submissions. Participation in organizational assessments when scheduled.
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