City Secretary’s Office
The Mission of the City Secretary's Office is to deliver exceptional services in a courteous and efficient manner by encouraging participation in governmental processes, safeguarding municipal elections, enhancing transparency, and ensuring access to records while maintaining the integrity expected by local and State legislation.
Areas of Responsibility
- Administrate the City Council agenda process
- Post agendas, meeting notices and other public events online and in hard copy form
- Attend all meetings of the City Council, prepare minutes to accurately reflect proceedings/actions taken and post online
- Prepare vote records of such actions for applicable meetings
- Ensure compliance with all components of the Open Meetings Act
- Maintain certified agendas for all closed meetings, and retention of same
- Serve as the election official for city-wide elections and ensure compliance with all city, state, and federal election laws and policies
- Ensure elections are conducted timely and that candidates/incumbents are treated in a fair and impartial manner
- Serve as local filing authority for campaign related reports mandated by state law, to include Personal Financial Statements, oaths of office, and statements of appointed officer forms
- Prepare related ordinances, resolutions for City Attorney review and City Council adoption
- Review applications for a place on the ballot and qualify candidates for same
- Prepare and publish all election-required legal notices
- Work with Denton County Elections Department who provides election related services
Boards, Commissions & Committees
- Facilitate and coordinate the board and commission appointment process by reaching out to interested individuals/current board members to determine (continued) interest in serving
- Receive applications and review/conduct background checks to ensure qualifications for service are met
- Track/monitor terms of service and assignment of same
- Maintain database of members
- Administer the City Council Committee appointments
Open Records - Public Information Act
- Serve as the public information officer for the City by providing access to City records
- Establish related policies/compliance with same
- Coordinate with city departments to ensure all open record requests are timely processed/addressed in accordance with the Texas Public Information Act and city procedures
Access the Public Information Act Request Center.
- Serve as the records management officer and custodian of official records for the city
- Establish related policies/compliance with same to meet requirements of State law
- Assists departments in city records management activities including:
- Use of Laserfiche as the electronic record keeping medium
- Hold and maintain the City seal, affixing it to all instruments requiring such a seal
- Certify the authenticity of records
- Maintain the history of Denton's City Government
- Attest to contracts and other legal instruments executed by authorized city officials
Code of Ordinances
- Serve as the codification administrator and work with MuniCode to codify the applicable ordinances/amendments within the City Code of Ordinances to make same easily available online
- Ensure accuracy of codification and maintenance of related code books/supplements
Conflict of Interest Disclosures Filed by Vendors (Form CIQ)
As required by the Local Government Code, Chapter 176.009(a). "A local governmental entity shall provide access to the statements and questionnaires filed under this chapter on the internet website maintained by the local governmental entity."
Local Government Code 176 Section 176.006(a)(1) stipulates the completed form must be filed with the official records administrator (City Secretary's Office) not later than the seventh (7th) business day after the date the person becomes aware of the facts that require the statement or questionnaire be filed.
View the CIQ Forms Filed by Vendors.
Required retention of these forms is three years from the date filed under Texas State Library Record Series GR 1000-43.
Conflict of Interest Disclosure Statements Filed by City Officials (Form CIS)
As required by Local Government Code, Chapter 176.009(a), "A local governmental entity shall provide access to the statements and questionnaires filed under this chapter on the internet website maintained by the local governmental entity."
Local Government Code 171 Section 171.004(b) stipulates the completed forms must be filed with the official records administrator (City Secretary's Office) of the governmental entity.
Required retention of these forms is three years from the date filed under Texas State Library Records Series GR 1000-43.
- Denton County Elections
- Office of the Attorney General (OAG)
- Secretary of State (SOS)
- Texas Alcoholic Beverage Commission (TABC)
- Texas Ethics Commission (TEC)
- Texas Legislature Online
- Texas Statutes