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City Secretary
Municipal Clerk's Week - May 4-10, 2014

HARRIS COUNTY TRANSIT offers RIDES

Harris County Transit offers RIDES, a program that coordinates non-emergency transportation services for senior citizens and people with disabilities who reside in Harris County and are unable to access METRO services.  To qualify, you must reside within Harris County and meet one or more of the following criteria:
  
* You must be over 65 years of age (proof of age required); and/or
* You must be disabled (proof of disability required:  SSI Award letter or certification letter from your physician).

Passenger User Guides and applications are available through the following links:

* RIDES Passenger User Guide (English)
* RIDES Passenger User Guide (Spanish)
* RIDES Application (English)
* RIDES Application (Spanish)

Are you interested in serving on a City Board or Commission?
Membership on City boards or commissions is open to all Tomball residents. Service is voluntary and without monetary compensation. The City will provide any required training. Applications remain on file for two years only and are available through "Quick Links" (to the right).

Are you interested in serving as an Elections Clerk?
Election Clerks must be registered voters and must reside in the City of Tomball to serve as Election Clerks in the City's Elections for Early Voting or on Election Day.  The City provides required training and compensation.  Applications remain on file for two years only and are available through "Quick Links" (to the right).

The City Secretary of Tomball
The City Secretary's Office provides information to the citizens of Tomball, elected officials, staff and the public in accordance with election, state and federal law, the city's Home-Rule Charter, and other rules and regulations as adopted, in a courteous and service-oriented manner. Please click the link for a short PowerPoint describes the Office of the City Secretary for the City of Tomball.

The City Secretary's office:
  • Records and maintains a records of all proceedings of the city council
  • Provides information regarding operations of the city to the community as a whole
  • Maintains custody of municipal records
  • Conducts the city's elections
  • Provides administrative support to the mayor, council, and city staff
  • Coordinates appointments and training of board and commission members
  • Publishes official notices of the city
  • Issues certain licenses and permits
  • Records, files, and issues birth and death records
  • Coordinates city events
  • Provides continuity for Tomball city government.

Functions of the City Secretary's office include:
  • City Council Meetings
  • Public Information Services
  • Resource for citizens
  • City Ordinances
  • Legal Notices
  • Boards/Commissions/Committees
  • Council Services
  • Records Management
  • Vital Statistics/Local Registrar
  • Elections
  • Permits/Licenses
  • City Events
  • Budget Preparation for the Mayor and Council/City Secretary's Office
  • Proclamations and Service Flags
  • Miscellaneous services

What is a City Secretary?

In 1934, the eminent political scientist, Professor William Bennett Munro, writing in one of the first text books on municipal administration about the municipal clerk/city secretary’s office stated: “No other office in municipal service has so many contracts. It serves the mayor, the city council, the city manager (when there is one), and all administrative departments without exception. All of them call upon it, almost daily, for some service or information. Its work is not spectacular, but it demands versatility, alertness, accuracy, and no end of patience. The public does not realize how many loose ends of city administration this office pulls together.”

Many people might ask the about the City Secretary, "Just what is a City Secretary, and what is the City Secretary's place in government?"

The official functions and duties of the City Secretary are outlined in the Functions section above. In this section we hope to provide you with a more esoteric view of the City Secretary's role, and the background and history of this office.

The City Secretary functions much like the Secretary of State or the County Clerk. The City Secretary is a Department Head responsible for the legislative operations of the city and directly accountable to the City Council and the City Manager. The City Secretary has direct signature authority and his/her signature is required on all Ordinances, Resolutions, and other official documents of the city. The City Secretary's office is a citywide information and document resource, and is the official records management office for the City. Every municipality in the United States has a City Secretary or someone who functions as one.

Our present City Secretary and Deputy City Secretary are members of the International Institute of Municipal Clerks (IIMC). This professional organization boasts over 10,000 members, and is comprised of City Secretaries and Deputy City Secretaries from the United States, Canada, and other countries. IIMC provides all City Secretaries and their assistants with a variety of services and activities to assist them with the duties and responsibilities of their office. The official Mission and Purpose of the organization, as indicated in Article III of the Constitution of the International Institute of Municipal Clerks, is to prepare its membership to meet the challenge of the diverse roles of the Municipal Clerk by providing services and continuing professional development opportunities to benefit members and the governments they serve.

Both our present City Secretary and Deputy City Secretary have achieved Certified Municipal Clerk (CMC) status. The IIMC Certification Program is a nationally acclaimed award which has advanced the careers of countless clerks. The first Certified Municipal Clerk Program was initiated in 1969 by the membership of IIMC to recognize those Municipal Clerks who had achieved basic levels of professional competency. The CMC award is granted after an applicant has met specific requirements in education, experience and professional participation, in keeping with IIMC's central education mission to provide and facilitate Municipal Clerk learning opportunities directed toward these ends and to the public good.