City Secretary

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cityhall
105 W. Juan Linn St. 
Victoria, Texas, 77901
Phone: 361-485-3040
Fax: 361-485-3045

 

Scarlet Swoboda
City Secretary
sswoboda@victoriatx.org

April Hilbrich
Assistant City Secretary
ahilbrich@victoriatx.org

Debra Keirstead
City Secretary Assistant
dkeirstead@victoriatx.org

The City Secretary Office is located in City Hall on the first floor.

Open Monday through Friday 8:00 a.m. to 5:00 p.m.

The Position of the 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 the supervisor for the City Secretary's Office and is the Local Registrar for Victoria County. 

City Council Meetings

The City Secretary must attend all meetings of the City Council and keep accurate minutes of the proceedings, engrossing and enrolling all laws, ordinances and resolutions of the City Council.  

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 Victoria records.  This office houses all legal transactions, City Council minutes, agendas, 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, and is responsible for developing and administering records retention and destruction policies, and monitoring the records storage center.

Elections

The City Secretary serves as the Chief Election Official for the City and facilitates all City elections along with the County Elections Administrator.

Local Registrar

The City Secretary is the Local Registrar for Victoria County.  The City Secretary receives, records and issues birth and death certificates, amendments to birth and death certificates, name changes, court ordered adoptions, and burial transit and cremation permits.  This office also serves as a remote birth certificate printing location for the State Bureau of Vital Statistics.  Certified birth certificates for any individual born in the State of Texas can be issued immediately upon request.

Boards/Commissions/Committees

The City Secretary's Office coordinates the recruitment, application and appointment process for City Council appointed boards, commissions 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 Victoria, including garage sale permits, alcoholic beverage licenses, solicitor/vendor permits, taxi, limousine, tow truck, transfer ambulance, game room, coin operated, pool hall, street vendor, and trash hauler permits.  

Miscellaneous

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; coordinates the codification of the City ordinances into the City Code of Ordinances; publishes legal ads, public notices, and agendas; and develops and oversees the City Secretary's Office Budget.

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.