City Secretary's Office


Description

The City Secretary is an officer of the City, appointed by the City Manager. The position of City Secretary is a statutory position required by State Law and the City Charter. There are many jobs that the City Secretary’s Office performs, but there are specific functions of the City which various statues, ordinances and or charter provisions require to be performed by the City Secretary. The City Secretary Office is at the forefront of the legislative and administrative processes within the City. The City Secretary Office is to support, facilitate, and strengthen the City of Fredericksburg governmental process by assisting the City Manager and City Council to fulfill their duties and responsibilities, as well as work as a team with all city departments.


The City Secretary’s Office strives to improve public access to municipal records and other information, enhancing public participation in municipal government processes, safeguarding, and enriching the municipal election and records management processes, providing continuity for Fredericksburg city government by recording its legislative actions, serving as historian for the City of Fredericksburg and the coordinator of the 2024 Fredericksburg Citizen University program. The City Secretary is responsible for conducting the elections for Fredericksburg, which are provided in the City Charter, Election Code, State and Federal Laws. The City Charter also provides that the City Secretary is the custodian of City Records which is performed through the City’s Records Management Program. The office has three employees who work to meet its goals through the City's Mission Statement and Core Values,

Goals and Objectives


  • Administer election(s) ordered by the City Council following Federal, State, and local laws with the upmost transparency and accountability
  • Direct the scanning of City permanent records as part of the Fiscal Year 2024 CIP (Capital Improvement Plan)
  • Provide prompt preparation and processing of official documents related to City business
  • Monitor and make changes according to new legislation
  • Ensure efficient, timely posting and publication of public notices, legal notices, and agendas
  • Provide daily assistance to all departments within the City of Fredericksburg government
  • Serve as custodian of the City Corporate Seal and attest the signatures on all official documents
  • Provide prompt service for specific permits and licenses for various operations within the City, including TABC (Texas Alcoholic Beverage Commission) licenses, noise ordinance waivers, and garbage hauling permits
  • Provide excellent customer service for every customer who needs assistance
  • Serve as Notaries for City documents
  • Maintain the City Code to comply with accessibility for the public
  • Make the City of Fredericksburg City Secretary’s Office Exemplary and well recognized throughout the Municipal Clerks Association, Texas Library of Archives, and Secretary of State’s Office

In order to meet these goals, we will

  • Serve on Commissions, Committees, and Task Forces
  • Manage development and provide an efficient Records Management Program for the city following Texas State Library and Archive Commission
  • Renew and maintain all certifications as required

What we accomplished in 2022-2023

  • Created processes and training for the Agenda Management system and act as the Administrator of the software
  • Implemented the new CivicClerk Program (Agenda Management)
  • Created all agendas and packets provided by CivicClerk (City Council, Market Square Redevelopment Commission and Charter Review Committee)
  • Continued to process a successful Banner Program
  • Implemented the new Boards and Commissions form and application drive
  • Created Boards and Commission Handbook and held orientations
  • Maintained an electronic index and electronic copy of Ordinances and Minutes
  • Indexed and codified all City Ordinances
  • Prepared and processed all City Council Minutes, Department Head meeting minutes and future agenda items
  • Provided travel and registration assistance for training
  • Created a Proclamation process
  • Prepared City Manager Coffees notes, Neighborhood Town meeting notes and tracked citizen comments
  • Assisted with the organization of Employee Recognitions
  • Revitalized the current process of maintaining contracts, easements, and deeds
  • Conducted Election(s) and Recount ordered by the City Council following Federal, State, and local laws
  • Acted as the City Election Administrator for the May Election and held the election with integrity and confidence
  • Served as President for the Texas Municipal Clerks Hill Country Chapter
  • Presented training for Texas Municipal Clerk Certification Program on Election Law
  • Served on the TMCA (Texas Municipal Clerks Association) Election Law Seminar Committee and ByLaw Committee
  • Completed a revitalization of the pavers on Market Square
  • Held a 101 Hotel/Motel Occupancy Tax orientation for all non-profits
  • Maintained the City-wide Open Records Request Policy and administered requests for public information
  • Conduct Annual Audit and Destruction of items in Records Management
  • Arranged for a Records Management Class for several City employees
  • Implemented new policies and procedures for better efficiencies
  • Remained in compliance with TSLAC for Records Management
  • Revitalized the TABC City permits process
  • Maintained the City Secretary website

What we plan to accomplish in 2023-2024


  • Archive records for MarktPlatz, Fort Martin Scott, and other historical locations
  • Implement the new Open Records Program for the Police Department to create more efficiencies

  • Transfer Records Management Program to a secure offsite location
  • Scan and maintain all deeds, easements, plans and other permanent records electronically
  • Continue to improve on citizen communication and create more civic engagement opportunities
  • Continue to assist the City Council and City Manager in all matters
  • Host a TMCCP Seminar in Fredericksburg
  • Provide training to better understand the City Secretary required processes
  • Complete additional certifications to benefit City departments

Secretary Office Performance Measures

Election Performance Measures