Office of the City Secretary
Our mission is to support, facilitate and strengthen the City of Hondo governmental process; enhancing public participation in municipal government processes; safeguarding, maintaining and enriching the municipal elections; providing continuity for Hondo city government by recording its legislative actions, both contemporary and archival, and serving as historian for the City.
The City Secretary is a statutory position required by State Law(LGC 22.073) and the Home Rule Charter.
Gloria Colbath Elsa T. Robles
City Secretary • Assistant to the City Secretary
The History of the Municipal Clerk
The City Secretary's Office is responsible for the preparation and dissemination of City Council meeting agendas and packets. The City Secretary attends 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). The City Secretary's Office handles all council meeting preparations, council correspondence, travel, expenditures and calendars.
Records Custodian/Records Management Officer
The Office of the City Secretary is the administrative agency responsible for the care and maintenance of all City of Hondo records. This office houses all legal transactions, City Council minutes, agendas, cemetery records, deeds, 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 center and upgrading technology to provide for efficient and economic storage of records. In addition to these duties, the City Secretary's Office responds to many 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 Hondo and the Hondo Independent School District and is solely responsible for the administration of all City/School District elections. The City Secretary Office provides staff support and guidance during Charter review processes and prepares submissions to the Secretary of State and the U.S. Department of Justice for pre-clearance of election issues under the Federal Voting Rights Act.
Boards/Commission and Committees
The City Secretary's Office assists the Mayor administratively and with the recruitment and appointment process for City Council appointed boards, commissions and committees. This office publishes a directory of appointed officials and serves on various panels and committees.
Other Duties of the City Secretary's Office
In addition to the duties listed above, the City Secretary serves as custodian of the city corporate seal and attests the Mayor and City Manager signatures 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 all legal ads and notices for the city; is the agent for the purposes of serving civil process; receives bids and attends bid openings; posts all legal notices and agendas; develops and maintains the City Secretary and City Council budgets; serves on the Executive Leadership Team. As in many other cities, the City Secretary serves as a resource for citizens and a link between citizens and the city organization.