The City Secretary Department responsibilities include maintaining the permanent records of all City ordinances, resolutions, contract files, and land files of property purchased and sold by the City. This department conducts all municipal elections. The City Secretary Department assists the City Manager in preparing agendas for the City Commission meetings and prepares minutes of the City Commission meetings each week. This department also provides secretarial assistance to the Mayor, City Commission, City Manager, and Assistant City Managers as needed. The City Secretary Department maintains the terms of all board members appointed to serve on City boards and commissions. This department prepares proclamations, resolutions and other official documents.
The Assistant City Secretary assists with all the functions of the City Secretary Department. The Assistant City Secretary also serves as the Records Management Coordinator for the City and is responsible for the Records Management Program including implementation of the electronic document imaging and record retention system. This includes assisting all City departments with record retention and imaging matters and assisting the departments in maintaining compliance with federal and state record retention laws.