The City Secretary is an officer of the City, confirmed by the City Council. The position of City Secretary is a statutory position required by State law and the City Charter. In addition to the statutory duties of the position, the City Secretary serves as director of the City Secretary Department consisting of the City Secretary’s Office, Records Management, and Municipal Building lobby operations.
SERVING CITIZENS OF TODAY AND TOMORROW WHILE PRESERVING THE RECORDS OF THE PAST
The mission of the City Secretary's Office is to provide all pertinent information for preparation for City Council Meetings; maintain all records and actions generated from City Council meetings, in compliance with the Texas Open Meetings Act; authenticate all official documents; safeguard official records and files; coordinate administration of City elections with Brazoria County; provide the Public with information in accordance with the Texas Public Information Act; maintain historical records and archives; administer oath of office to new City employees and officials; maintain claims information; issue alcohol beverage and peddler permits and provide excellent customer service to the public in a timely, professional and efficient manner.
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.
City Secretary Department Staff
Crystal Roan, TRMC, CMC
Maria Rodriguez, TRMC
Deputy City Secretary
City of Pearland
3519 Liberty Drive
Pearland, Texas 77581
City Council Meetings
The City Secretary’s Office is responsible for the preparation and dissemination of City Council meeting agendas and packets. The City Secretary must attend every meeting of the City Council and keep accurate minutes of the proceedings, engrossing and enrolling all laws, ordinances and resolutions of the City Council. (Conflict Disclosure Statements).
Records Custodian / Records Manager
The Office of the City Secretary is the administrative agency responsible for the care and maintenance of all City of Pearland records. This office houses all legal transactions, City Council minutes, agendas, 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. She is responsible for developing and administering a records retention and destruction policy, monitoring the records storage centers, 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.
The City Secretary serves as the Chief Election Official for the City of Pearland and along with Brazoria County is responsible for the administration of all City elections. 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 Pearland including alcoholic beverage licenses and peddler permits. For information on these permits, please call (281) 652.1651.
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; coordinates the codification of City ordinances into the City Code of Ordinances; publishes legal ads and notices for the City; maintains all board and committee meeting minutes; posts all legal notices and agendas; develops and oversees the City Secretary Department Budget; serves on the City’s Executive Management Team