The City Secretary’s Office
Robyn Densmore, 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 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 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 detailed 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 City Council agendas and minutes, please logon to Agendas.
After City Council passes legislation, the City Secretary oversees the codification of ordinances with the Municipal Code Corporation. To visit the Code of Ordinances online, visit Code of Ordinances.
The City Secretary drafts Mayoral proclamations and arranges official appearances of the Mayor at local and regional community events. Robyn also serves as the staff liaison to the city’s Ethics Commission.
Managing City elections is a vital responsibility of the City Secretary. Included in the preparation of an election is coordination with the City Legal department on the documentation required to order an election, preparation of information for prospective City Council Candidates, post and publish 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, and maintain the results in the City Election Register. For more information about City elections, please visit Elections.
The City Secretary 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.
The City Secretary, 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.
Assistant City Secretary
Karen Frost, Assistant City Secretary, serves as an aid to the City Secretary and City Council. Karen assists Council by responding to citizen inquiries and connecting constituents with their elected officials. Other responsibilities include agenda preparation, proclamation preparation, research, facilitating codification of municipal ordinances, assisting with TABC permitting, posting public meeting notices and training staff on a variety of board and commission related responsibilities.
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. She also works with the webmaster to design and edit the City website as a primary interface for City Council and the community. As Deputy City Secretary, the Assistant City Secretary fills in for the City Secretary during an absence.
Cynthia Conomos and Matt Kunkle are the City’s Records Management Analysts and are 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. From housing the historical archive of city council minutes, ordinances, and resolutions to maintaining a record of contracts and agreements, the City Secretary’s office coordinates records for the City. To search our historical records online, visit https://records.georgetown.org.
Specifically, the City Secretary’s office is responsible for preserving the City Record File of the following documents:
- Minutes of City Council Meetings
- Ordinances & Resolutions
- Contracts & Agreements
- City Election Register
- Oaths, Statements of Appointed and Elected Officials, and Ethics Affidavits
Frances Sellers is the City’s Utility Record Specialist and works together with Records Management Analysts to provide utility record assistance for employees and customers.
Cynthia, Matt, and Frances work with the Texas State Library to maintain Records Retention Schedules and are responsible for directing City departments on how to process their documents. The Records Analysts are also responsible for holding quarterly Records Management Committee meetings with staff. The City has implemented an electronic records management system called Laserfiche to assist with workflow and records management across the City to make operations more efficient and customer friendly. Cynthia and Matt coordinate the City’s work with an historic preservation company and plan to restore as many historic record documents as possible each year. The Records Management Analysts and Specialist work continually on processing a City-wide inventory and helping departments organize and update their filing systems. They also work with all City departments to help improve efficiencies in processing and storing their records, including developing specialized technical solutions.
Crystal Saucedo is the City’s Open Records Coordinator. Crystal works closely with City staff to ensure all open records requests are fulfilled promptly. Crystal 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 at https://georgetown.org/open-records/. 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 at https://www.texasattorneygeneral.gov/open-government/members-public.
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.