City Secretary

  1. Executive Summary
  2. Organization & Structure
  3. Services and Levels

Mission Statement

The Office of the City Secretary is entrusted to act as stewards of open, accountable, and “Responsible City Government”. In support of that trust, we commit to uphold statutory principles, serve as guardians of the municipal legislative processes, custodians of official information, practice integrity, and provide excellent service that respects the uniqueness and diversity of the City, organization, and community. The Office of the City Secretary is committed to uphold laws protecting right to privacy, promote effective methods of recordkeeping, and preserve and provide access to essential, operational, and historical documents of the City and subsidiary bodies.

Executive Summary

The City of Sugar Land’s Office of the City Secretary provides oversight for City elections, City Council and board & commissions by processing agenda/minutes, providing technical audio/video support, and oversee records management for the City. The Office of the City Secretary has a total of 7 full time employees with a fiscal year 2020 budget of $890,178. Operational hours are Monday through Friday, 8 A.M. to 5 P.M.

The Office of the City Secretary’s main responsibilities include:

  • efficient operation and maintenance of municipal legislative processes (elections, agenda and minutes preparation and publication);
  • management and coordination of the City’s response to Public Information requests;
  • transparency of City business through the management of agendas and minutes for the City Council and the City’s eleven Boards and Commissions;
  • custodial responsibility for all City records, promoting effective methods of recordkeeping; and
  • preserve and provide access to, essential, operational, and historical documents of the City and subsidiary bodies by providing leadership in a city‐wide records information management program.

The Office of the City Secretary is responsible for processing all public information requests received. Requests are handled based on the guidelines set forth by The Texas Public Information Act, found in Chapter 552 of the Texas Government Code. 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). Publish and post all bids according to established statutory requirements through the local government code Chapter 252. 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. Process all subpoenas received from a plaintiff in accordance to Texas Rules of Criminal and Civil Procedure, within the timeline outlined in the subpoenas. In compliance with the Texas Local Government Records Act (Texas Local Government Code 203), City of Sugar Land Code of Ordinances Section 2.06, and Policy CS 103 Comprehensive Records Management Policy, the Office shall provide electronic document management system administration.

Some current projects include but are not limited to the following:

  • the City’s agenda management system is used to expedite the agenda creation, management and publishing process for City Council, Board and Commission meetings. As processes and requirements change the system is constantly being updated to facilitate these changes, providing citizens with up to date and accurate information; and
  • the audio/video system in the Council Chambers room and the Cane room enables City staff to provide recordings of meetings on the City’s external web site and for Open Records requests.

The Office of the City Secretary is committed to uphold laws protecting right to privacy, to promote effective methods of recordkeeping, and to preserve and provide access to, essential, operational, and historical documents of the city and subsidiary bodies.

Awards and Accolades

Best Compliance Award from MCCi Technologies for the development of automated Laserfiche Forms that expedite the purchasing, employment, and budgeting processes.