Mission 

The mission of the City Secretary’s Office is to support, facilitate and strengthen the Village of Surfside governmental process by:

  • Assisting the City Council in fulfilling its duties and responsibilities.

  • Improving public access to municipal records and other information.

  • Enhancing public participation in municipal government processes.

  • Safeguarding and enriching the municipal election and records management processes.

  • Providing continuity for Surfside government by recording its legislative actions, both contemporary and archival, and serving as historian for the Village.

  • Providing daily assistance to all administrative departments of the Village of Surfside government.

As in many other cities, the City Secretary’s Office serves as a resource for citizens and a link between citizens and the Village organization.

What is a City Secretary?

In 1934, the eminent political scientist, Professor William Bennett Munro, writing in one of the first textbooks on municipal administration about the municipal clerk/city secretary’s office stated: “No other office in municipal service has so many contacts. 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 village administration this office pulls together.”

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

The City Secretary serves as secretariat to the City Council, the official keeper of records, and the local elections administrator. 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. In Surfside, the City Secretary is responsible for the legislative operations of the Village and is directly accountable to the City Council. The City Secretary has direct signature authority and whose signature is required on all Ordinances, Resolutions, and other official documents of the Village. The City Secretary’s Office is a citywide information and document resource and is the official records management office for the Village. Every municipality in the United States has a City Secretary or someone who functions as one. Little occurs within the municipality that the City Secretary’s office does not touch, either through leadership; by recording, archiving or providing information; preparing and posting or publishing notices and information; and organizing and facilitating policies, programs and events.

Our goal is to operate your City Hall in an efficient, polite, and effective manner. If you need to contact me you may reach me at citysecretary@surfsidetx.org.

“Functioning much like the Secretary of State, the City Secretary is the local official who maintains the integrity of the election process, ensures transparency and access to city records, facilitates the city’s legislative process, and is the recorder of local government history. The City Secretary acts as the compliance officer for federal, state, and local statutes, including the Open Meetings Act and the Public Information Act, and serves as the filing authority for campaign finance reports and financial disclosure statements."

Public Information Request (Open Records)

The Village is committed to transparency. You may request access to public information in accordance with the Texas Public Information Act (Texas Government Code, Chapter 552).

Public Information Request

How to Submit a Request

Email your request to: citysecretary@surfsidetx.org 

  • Be specific about the records you need (topic, department, names, addresses, dates).
  • Include a timeframe (example: “January 1, 2024 through December 31, 2024”).
  • Tell us your preferred format (email/PDF, paper copies, inspection in person).
  • Provide contact information so we can clarify your request if needed.

Suggested Email Template

Subject: Public Information Request (Open Records)

Hello,

I am requesting the following public records:
• Records requested: [describe records]
• Date range: [start date] – [end date]
• Address/Location (if applicable): [address]
• Preferred format: [electronic copies / inspect in person / paper copies]

Please contact me if you need clarification. Thank you.

Name:
Phone:
Email:
Mailing Address (optional):

Cost Notice: If charges apply, you will receive a cost estimate before work begins (when required by law).

Response Time: The Village responds in accordance with Texas law. Some records may require additional time to locate, review, or redact confidential information.

Please submit your completed form using one of the methods below:

Email a Request Contact Us