E-mail storyPrint friendly format
Homepage > City Departments > City Secretary > City Secretary Functions



City Secretary Functions

City Council Meetings

The City Secretary’s Office is responsible for the preparation and dissemination of City Council meetings agendas and packets. The City Secretary must attend all meetings of the City Council and keep accurate minutes of the proceedings, engrossing and enrolling all laws, ordinances and resolutions of the City Council.

Council Services

The City Secretary’s Office handles all Council meeting preparations, Council correspondence, travel, expenditures and calendars. This office serves as the liaison between the public and the Mayor and Councilmembers

Records Custodian/Records Management Officer

The Office of the City Secretary is the administrative agency responsible for the care and maintenance of all City of La Porte records. This office houses all legal transactions, City Council minutes, agendas, deeds, ordinances, resolutions, contracts and a vast array of other historical and regulatory information. The City Secretary is designated as the City's Records Management Officer by both state law and City ordinance, and is responsible for developing and administering records retention and destruction policies, monitoring the records storage center, overseeing the control of electronically stored records, and upgrading technology to provide for efficient and economic storage of records. In addition to these duties, the City Secretary's Office responds to hundreds of requests for City records filed each year under the Texas Public Information Act.

Elections and Charter Review

The City Secretary serves as the Chief Elections Official, responsible for the administration of elections for the City of La Porte, La Porte Independent School District, and the San Jacinto College District where boundaries are coterminous. The City Secretary provides staff support and guidance during Charter review processes and prepares submissions to the U.S. Department of Justice for pre-clearance of election issues under the Federal Voting Rights Act.

Boards/Commissions/Committees

The City Secretary's Office coordinates the recruitment, application and appointment process for City Council appointed boards, commissions and committees. This office publishes a directory of appointed officials and volunteers serving on various panels and committees.

Permits/Licenses

The City Secretary’s Office is responsible for the issuance of certain permits and licenses for various operations within the City of La Porte, including alcoholic beverage licenses, solicitor permits, and taxi permits

Public Information

The City Secretary is responsible for responding to public information requests, applying the laws and regulations of the Texas Public Information Act, and for providing briefs to the Attorney General regarding requests to withhold information.

Miscellaneous

In addition to the duties listed above, the City Secretary serves as custodian of the City corporate seal and attests the Mayor's signature on all official documents; records and files deeds and easements; coordinates the codification of City ordinances into the City Code of Ordinances; publishes all legal ads and notices for the City; receives bids and attends bid openings; maintains all board and committee meeting minutes; posts all legal notices and agendas; develops and oversees the City Secretary Department Budget; and serves on the City's Executive Management Team.

As in many other cities, the City Secretary's Office serves as a resource for citizens and a link between citizens and the City organization.