City Secretary’s Office
Mary Lynne Stratta, TRMC, MMC
City Secretary/Communications-Legislative Director
The City Secretary is an officer of the City, appointed by the City Council. The position of 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 director of the City Secretary Department consisting of the City Secretary’s Office, Vital Statistics, Records Management, Municipal Court Operations, City Marshals’ Office, Council Services, Communications and Marketing, Neighborhood/Youth Services and Municipal Building lobby operations.
SERVING CITIZENS OF TODAY AND TOMORROW WHILE PRESERVING THE RECORDS OF THE PAST
The mission of the City Secretary’s Office is to support, facilitate and strengthen the City of Bryan 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 Bryan city government by recording its legislative actions, both contemporary and archival, and serving as historian for the City;
- Serving as local registrar for Bryan residents by proper recordation and filing of birth and death records; and
- Providing daily assistance to all administrative departments of the City of Bryan government.
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.
City Secretary’s Office Staff
Assistant City Secretary
Records Management Coordinator
City Secretary Division Assistant
Vital Statistics Technician
Citizen Information Clerk
City Council Meetings and Council Services Office
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 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 Council Services Office handles all Council meeting preparations, Council correspondence, travel, expenditures and calendars. This office serves as the liaison between the Mayor and Councilmembers and the public.
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 Bryan 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 centers, overseeing the control of electronically stored records, and upgrading technology to provide for efficient and economic storage of records. In addition to these duties, the City Secretary’s Office responds to hundreds of 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 Bryan and the Bryan Independent School District and is solely responsible for the administration of all City/School District elections. The City Secretary provides staff support and guidance during Charter review processes and prepares submissions to the U.S. Department of Justice for pre-clearance of election issues under the Federal Voting Rights Act.
Elections: Filing Dates for November 3, 2020 General Election
- July 18, 2020 – First day to file (Saturday, city offices closed)
- August 17, 2020 – Last day to file (5 p.m.)
Elections: Requirements for Candidacy
In order to be a candidate, a person must:
- Be 18 years of age or older;
- Be a U.S. citizen;
- Be a registered voter in the City of Bryan or single member district (if running for a single member district seat on the Council) on the date of filing for elected office;
- Have resided within the State of Texas continuously for 12 months immediately preceding the deadline for filing for a place on the ballot;
- Have resided continuously for six months in the City of Bryan or in the single member district (if running for a single member district seat on the Council) immediately preceding the deadline for filing for a place on the ballot;
- If elected, a Councilmember from a single member district must remain a resident of that district for the entire term;
- Not have been determined by a final judgment of a court exercising probate jurisdiction to be totally mentally incapacitated or partially mentally incapacitated without the right to vote;
- Not have been finally convicted of a felony from which the candidate has not been pardoned or otherwise released from the resulting disabilities;
- Not have a financial interest in any contract, job, work, or service of or to the City of Bryan, or the sale to the City of Bryan of any supplies, equipment, material, or real or personal property.
Elecciones: fechas de presentación para las elecciones generales del 3 de noviembre de 2020
- 18 de Julio, 2020 (Sábado – Oficinas de la ciudad cerradas.)
- 17 de Augusto, 2020 – Último día para presentar (5 p.m.)
Elecciones: requisitos para la candidatura
Para establecer candidatura, la persona debe:
- Tener 18 años de edad o más edad;
- Ser ciudadano de los Estados Unidos;
- Estar registrado para votar en la posición del distrito unimiembro en cual declaro candidatura en la fecha de declarar candidatura para oficina elegido;
- Haber residido en el Estado de Tejas, continuadamente por 12 meses inmediato precediendo la fecha final de establecer un lugar en la baloto electoral;
- Para ser candidato para la posición de un distrito unimiembro, debe haber residido dentro de distrito unimiembro por seis meses inmediato precediendo la fecha final de establecer un lugar en la baloto electoral;
- Si es elegido, el Concejal tiene que continuar residencia dentro el distrito unimiembro por la totalidad del termino;
- No han sido determinado por sentencia firme de un Tribunal de sucesiones de ser incapacitado mentalmente en totalidad o incapacitado parcialmente y sin derecho a voto;
- No haber sido condenado de un delito grave de cual el candidato no es perdonado o no es liberado de la inhabilidades resultantes;
- No mantiene ningún otro cargo oficial de recompensa;
- No tiene interés financieros en ningún contrato de, ocupación lucrativo, o servicio de, o a la Ciudad de Bryan, o vende a la ciudad de Bryan ningunos provisiones, equipos, materiales, o bienes raíces o propiedad propia.
Campaign Finance Reports
Under Title 15 of the Texas Election Code candidates, officeholders and specific-purpose committees are required to file their campaign finance reports with the City Secretary’s Office. By law, the City Secretary does not supervise, direct or otherwise advise candidates regarding the forms required or content included in any form filed with the Office of the City Secretary. As a service to the public, the various forms that have been filed with the City Secretary can be found here.
The City Secretary acts as Local Registrar for the City of Bryan. The City Secretary’s Vital Statistics Office 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. The City Secretary and Vital Statistics Technician are on call 24 hours a day, 365 days a year, for the timely issuance of vital statistics permits.
Boards / Commissions / Committees
The City Secretary’s Office coordinates the recruitment, application and appointment process for City Council appointed boards, commissions and committees. This office publishes a directory of appointed officials and volunteers serving on various panels 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 Bryan including alcoholic beverage licenses, vehicle for hire permits, and grave digging permits. For information on these permits, please call (979) 209-5002.
Neighborhood and Youth Services
The Neighborhood and Youth Services Coordinator assists in the creation, development and registration of neighborhood organizations seeking to partner with the City of Bryan for neighborhood improvements and neighborhood integrity. They are also responsible for the development, coordination and implementation of community-wide programs and initiatives supporting area youth.
The City of Bryan recognizes the tremendous reserve of knowledge, talent and skill within our community and encourages citizens to contribute their valuable time and talents to a variety of jobs on a volunteer basis. Volunteers can provide assistance to staff in completing projects or share their experience with staff in a team effort. Learn more about Volunteer Bryan!
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 all legal ads and notices for the City; maintains all board and committee meeting minutes; posts all legal notices and agendas; develops and oversees the City Secretary Department Budget; serves on the City’s Executive Management Team; and serves as Parliamentarian for the City Council.