The City Secretary is responsible for maintaining official documents, administering municipal elections, and providing support to the City Council, City staff, and the public.
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 prepare minutes of the proceedings, engrossing and enrolling all laws, ordinances, and resolutions of the City Council.
The Office of the City Secretary is responsible for the care and maintenance of City of Gainesville records. This office houses City Council minutes, agendas, deeds, ordinances, resolutions, contracts, and other historical information. In addition, the City Secretary's Office responds to requests for City records filed under the Public Information Act. Requests for public information can be made through the City Secretary's Office.
The City Secretary serves as the Chief Election Official for the City of Gainesville and is responsible for the administration of all City elections. The department prepares all election materials, notices, including review and approval of contracts, and prepares documentation on voting rights act submissions to the U.S. Justice Department.
The City Secretary's Office coordinates the application and appointment process for City Council appointed Boards, Commissions, and Committees.
The City Secretary’s Office also processes itinerant vendor and food truck permits and certifies areas for application for TABC permits.
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; records and files deeds and easements; prepares and issues cemetery deeds and maintains cemetery records; coordinates the codification of City ordinances into the City Code of Ordinances; publishes legal ads and notices for the City; receives bids and attends bid openings; posts legal notices and agendas.
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.