Robyn Densmore, City Secretary, oversees the City Secretary Department which is comprised of nine employees.  Karen Frost serves as the Deputy City Secretary and Linda White is the Administrative Assistant for the department.  The Open Records team is comprised of Crystal Saucedo, Senior Open Records Coordinator; Frances Sellers, Open Records Coordinator; and Taylor Martinez, Open Records Multimedia Specialist.  The Records Management Team is comprised of Matt Kunkle, Records Program Manager; Cynthia Conomos, Records Management Analyst; and Cynthia “CJ” Jordan, Records Specialist.

The City Secretary serves as a primary contact to the City Council.  Robyn prepares correspondence and agenda items for Council Members along with scheduling meetings and relaying messages from constituents. As City Secretary, Robyn is responsible for preparing and coordinating agenda items for City Council Members and she works with staff to include information needed by Council to make informed decisions on the dais. An important function of the City Secretary’s Office is to notify the public of open meetings including the City Council meetings, Council-appointed Boards and Commissions Meetings, and other public notifications such as elections. The City Secretary’s Office is responsible for ensuring compliance with the State Open Meetings Act.  To see upcoming public meetings around the city, please logon to Public Meetings Calendar.

City Council meetings require a complete, permanent record of the discussion and actions taken and the City Secretary is responsible for drafting minutes for the governing body of the City of Georgetown.  These minutes provide a chronological history of specific topics that are invaluable to the flow of policy and historical understanding of the community.  To review minutes of previous Council, or Board and Commission Meetings, go to Minutes.

After City Council passes legislation, the City Secretary’s office oversees the codification of ordinances with the Municipal Code Corporation.  View Georgetown’s online Code of Ordinances.

The City Secretary’s Office drafts Mayoral proclamations and arranges official appearances of the Mayor at local and regional community events. To request a ceremonial document or presentation, please review and submit this information. Robyn also serves as the staff liaison to the city’s Ethics Commission.

Managing City elections is a vital responsibility of the City Secretary.  Preparing an election includes the following:

• Coordination with the City Legal department on the documentation required to order an election
• Preparation of information for prospective City Council Candidates
• Post and publishing the Notice of Election in English and Spanish,
• Oversee the conduct of the election by the Williamson County Elections Administrator
• Coordinate the Canvass of Election Results
• Arrange the swearing-in of newly elected council members and board members
• Maintain the results in the City Election Register.
• For more information about City elections, please visit Elections.

The City Secretary’s office also verifies compliance with the City ordinance regarding Texas Alcoholic Beverage Permits, distance regulations and is responsible for reviewing applications and signing all permits within the city limits.  Please see this page for more information.

The City Secretary’s office, located at City Hall, 808 Martin Luther King Jr. St., is available Monday through Friday from 8:00 am to 5:00 pm. You may reach the City Secretary by contacting City Hall at (512) 930-3651.

Deputy City Secretary

The Deputy City Secretary serves as an aid to the City Secretary and City Council.  In addition to filling in for the City Secretary when she is out of office or otherwise unavailable, Karen coordinates the appointment process for all City Boards and Commissions and trains and instructs the Board Liaisons, Board Chairs and Board Members with board operations throughout the year. Other responsibilities include agenda preparation, proclamation preparation, research, facilitating codification of municipal ordinances, assisting with TABC permitting, posting public meeting notices and working with the webmaster to design and edit the City website as a primary interface for City Council and the community.

Records Management

The Records Management (RM) Team is responsible for assisting the City Secretary in maintaining the City’s compliance with state records laws.

The City Secretary is the records custodian for the city and specifically maintains:

• • Minutes of City Council Meetings
  • Ordinances & Resolutions
  • Contracts & Agreements
  • City Election Register
  • Oaths, Statements of Appointed and Elected Officials, and Ethics Affidavits

The RM Team is also responsible for directing City departments on compliance with records retention laws. They work to improve efficiencies in processing and storing records throughout the City, including developing specialized technical solutions alongside department staff.

Additionally, the RM Team coordinates with a preservation company to preserve vital historic documents each year. To search our historical records online, visit here.

The RM Team works continually to detail the City-wide records inventory and ensure legal destruction of records.

Open Records

The Open Records (OR) Team works closely with City staff to ensure all open records requests are fulfilled promptly and reviews all records provided by staff and refers all requests that need a ruling from the Attorney General Office to the City’s Legal department.

If you would like more information on submitting an open records request, please visit the City’s online Public Information Center.  To learn more about your rights and the responsibilities of the City under the Public Information Act (PIA) please visit the Attorney General’s Open Government webpage.

City Hall Reception and Customer Service

The City Hall Office Specialist, Linda White, answers the phones at City Hall and greets and assists walk-in traffic.  Linda is very professional and a great first contact for the citizens of the City of Georgetown.  Linda also serves as administrative support to the City Secretary’s office and assists with some of the City Manager’s special projects.