City Secretary

The City Secretary Department is the custodian of all City records. This department is responsible for preparations of all City Commission agendas and scheduling of meetings. Prepares and files ordinances and resolutions passed. This department is also responsible for the issuance of Birth Certificates.

City Secretary Services

The City Secretary’s Office is dedicated to serving the residents of San Juan with transparency and efficiency. Below are the key services we provide:

  • Official Records Management: Access to city ordinances, resolutions, and meeting minutes.
  • Public Information Requests: Assistance with submitting and processing open records requests.
  • Notary Services: Notarization of official documents.

The Texas Public Information Act (Texas Government Code, Chapter 552), gives you the right to access government records. All government information is presumed to be available to the public, although certain exceptions may apply. Governmental bodies shall release requested information as promptly as possible unless the information is exempt from disclosure under the Public Information Act.

The request must ask for records or information already in existence. The Act does not require a governmental body to create new information, do legal research, answer questions, or comply with a continuing request to supply information on a periodic basis.

​The Act is triggered when a person submits a written request to the Office of the City Secretary.  Upon receipt, the City will begin processing your request in the order received.

Accessing Forms

Residents can access forms in two ways:

  1. Online: Visit sjtx.us/forms to download and complete forms at your convenience.
  2. In-Person: Forms are available at the City Secretary’s Office located at: 512 S. Nebraska Ave., San Juan, Texas

For further assistance, contact the City Secretary’s Office.

Public Information Request Form

 ​Written requests for city records may also be submitted via

  • Email:

​b​escalante@sjtx.us​​​

  • Mail:

City Secretary’s Office – Open Records

City of ​San Juan​

​512 S. Nebraska Ave.

​San Juan​, Texas ​78589​

  • In-person:

City Secretary’s Office

​512 S. Nebraska Ave.

​San Juan​, Texas 7​8589​

NOTE: This form is made available for your convenience and is not required.

When requesting public information, please remember that some information may accrue a cost to the process. A cost estimate will be provided if the office determines that your request will be more than $40.

Please visit the Texas Attorney General’s website for more information about the​ Public Information Act.​

Accessing Forms

Residents can access forms in two ways:

  1. Online: Visit sjtx.us/forms to download and complete forms at your convenience.
  2. In-Person: Forms are available at the City Secretary’s Office located at: 512 S. Nebraska Ave., San Juan, Texas

For further assistance, contact the City Secretary’s Office.

Birth Certificate Requirements

  1. A valid driver’s license (* For out of state driver’s license they need to bring a Social Security card.)

  2. Passport

  3. Visa

  4. Texas Identification (ID)

  5. Fee: $23.00 for Long form copy

Who is authorized to acquire a Birth Certificate?

  • Self

  • Mother

  • Father

  • Grandparents

Request Birth Certificate By Mail:

  1. A request letter of birth certificate with signature. The following needs to be included:

a. Birth Name

b. Birth Date

c. Name of Father

d. Name of Mother (maiden last name)

  1. Self-addressed stamped envelope (returned address)

  2. Money order (not a check) for $23.00

  3. Driver License copy and Social Security card

  4. A contact number to reach you for any questions

  5. Upon completion, you can mail to 512 S. Nebraska Ave, San Juan, Texas 78589

Additional Support:

  • Election Coordination: Management of municipal election processes and voter information.
  • Proclamations and Certificates: Issuance of city proclamations and certificates of recognition.
  • City Council Support: Preparation and distribution of agendas and documentation for City Council meetings.

Agendas & Minutes

View current agendas and minutes for all boards or review the City Commission Meetings Below.

 

Boards & Commissions

Are you interested in being part of our Planning & Zoning Board? If so, you can apply online!

General City Elections

Welcome to the City of San Juan’s General City Elections page. Here you will find important information regarding current and upcoming elections, voter resources, and how to participate in shaping the future of our city. Your voice matters, and participating in local elections is one of the most impactful ways to make a difference in your community.

Electing City Commission Places 4 and 5 occurred on May 6, 2023, in San Juan, Texas. Candidate Eligibility Requirements for the 2023 Municipal Election were provided here for prospective candidates.

Elegir lugares 4 y 5 de la Comisión de la Ciudad se llevó a cabo el 6 de mayo de 2023 en San Juan, Texas. Los requisitos de elegibilidad de candidatos para la elección municipal de 2023 se ofrecieron aquí.

For Election Results Visit:  https://www.hidalgocounty.us/3140/2023-Local-Entities-Elections

Electing Mayor, City Commission Places 2 and 3 will be elected on May 3, 2025, to be held in San Juan, Texas. Below is essential information for voters and candidates:

Important 2025 Election Dates

  • May 3, 2025 – Uniform Election Date
  • Wednesday, January 15, 2025 – First Day to File for Place on General Election Ballot
  • Friday, February 14, 2025, at 5:00 p.m. – Last Day to File for Place on the General Election Ballot
  • Monday, April 21, 2025 – First Day of Early Voting by Personal Appearance
  • Tuesday, April 29, 2025 – Last Day of Early Voting by Personal Appearance

Notice of Deadline to File an Application for Place on the Ballot

Prospective candidates must submit their application by February 14, 2025, at 5:00 p.m. to be eligible.

Candidate Requirements

A detailed list of eligibility requirements for the 2025 Municipal Election can be found in the Candidate Packet, which will be made available closer to the filing date.

APPLICATION FOR PLACE ON THE BALLOT NOTICE

CANDIDATE REQUIREMENTS

NOTICE OF DRAWING FOR PLACE ON BALLOT

San Juan Poll Locations

Participating in local elections is vital to ensuring that the leadership and policies reflect the community’s needs and priorities. Make your voice heard and help shape the future of San Juan.

North Fire Department

(956) 223-2470

2301 N Raul Longoria Rd, San Juan, TX 78589

San Juan Memorial Library

(956) 702-0926

1010 S Standard St, San Juan, TX 78589

ELECTIONS

The City of San Juan City Commission shall compose of a Mayor and four Commissioners elected At-Large.

H.B. 305 Notice

The Texas State Legislature passed House Bill 305 on June 14, 2019, and it became effective on September 1, 2019. The bill requires that a political subdivision, with the authority to impose a tax that at any time on or after January 1, 2019, maintained a publicly accessible Internet website, shall include certain information, including information regarding upcoming elections, on that website pursuant to the effective date.

2023 GENERAL ELECTION

Electing City Commission Places 4 and 5 occurred on May 6, 2023, in San Juan, Texas. Candidate Eligibility Requirements for the 2023 Municipal Election were provided here for prospective candidates.

Elegir lugares 4 y 5 de la Comisión de la Ciudad se llevó a cabo el 6 de mayo de 2023 en San Juan, Texas. Los requisitos de elegibilidad de candidatos para la elección municipal de 2023 se ofrecieron aquí.

For Election Results Visit:

2025 GENERAL ELECTION

Electing Mayor, City Commission Places 2 and 3 will be elected on May 3, 2025, to be held in San Juan, Texas. Below is essential information for voters and candidates:

Important 2025 Election Dates

  • May 3, 2025 – Uniform Election Date
  • Wednesday, January 15, 2025 – First Day to File for Place on General Election Ballot
  • Friday, February 14, 2025, at 5:00 p.m. – Last Day to File for Place on the General Election Ballot
  • Monday, April 21, 2025 – First Day of Early Voting by Personal Appearance
  • Tuesday, April 29, 2025 – Last Day of Early Voting by Personal Appearance

Notice of Deadline to File an Application for Place on the Ballot

Prospective candidates must submit their application by February 14, 2025, at 5:00 p.m. to be eligible.

CAMPAIGN FINANCE REPORTS

2025 Campaign Finance Reports

Elected Officials Title Campaign Finance Report Campaign Finance Report History
Mario Garza Mayor
Marco “Markie” Villegas Mayor Pro-Tempore (Pl.4)
Mario Cantu Commissioner Pl. 2 N/A
Gilbert Garza Commissioner Pl. 3 N/A
Jesus “Jesus” Ramirez Commissioner Pl. 5
Previous Officials Former Title Campaign Finance Report Campaign Finance Report History
Ernesto “Neto” Guajardo Commissioner Pl. 2
Adina “Dina” Santillan Commissioner Pl. 3
CANDIDATES OFFICE SOUGHT CAMPAIGN FINANCE REPORT
Mario Garza Mayor 2025 Election 30th Day Report

2025 Election 8th Day Report
Ernesto “Coach” Guajardo Mayor 2025 Election 30th Day Report

2025 Election 8th Day Report
Mario Cantu Commissioner Pl. 2 2025 Election 30th Day Report

2025 Election 8th Day Report
Marta Santa Maria Commissioner Pl. 2 2025 Election 30th Day Report

2025 Election 8th Day Report
Adina Santillan Commissioner Pl. 3 2025 Election 30th Day Report

2025 Election 8th Day Report

2025 Runoff Election 8th Day Report
Jaime Castillo Commissioner Pl. 3 2025 July Semi-Annual Report

2025 Election 30th Day Report

2025 Election 8th Day Report
Gilbert Garza Commissioner Pl. 3 2025 Election 30th Day Report

2025 Election 8th Day Report

2025 Runoff Election 8th Day Report

Specific Purpose Committees

COMMITTEE NAME YEAR CAMPAIGN FINANCE REPORT
San Juan Progress SPAC 2025 2025 Election 30th Day Report

2025 Election 8th Day Report

Vital Statistics

The Office of the City Secretary maintains records of birth, death, and fetal deaths that occur in the City limits of San Juan, Texas.

If you were born outside the City limits of San Juan you must obtain your long-form birth certificate (Certified Copy) from the Hidalgo County Clerk Office.

The Office of the City Secretary Vital Statistics Division is open for walk-ins at the following times:

Monday-Friday 8:00 a.m. to 4:30 p.m.

HOW TO APPLY?

In person:   City Secretary’s Office
512 S. Nebraska Ave. San Juan, Texas 78589

By Mail: You may request the certificate by completing the application, having the application sworn by a notary public, and including a copy of your photo ID, proof of relationship, and money order (no personal checks) payable to City of San Juan. You must then mail completed application and required ID(s), documents and money order to:

City of San Juan
City Secretary’s Office – Vital Records
512 S. Nebraska Ave. San Juan, Texas 78589

WHO CAN APPLY?

QUALIFIED APPLICANT AND REQUIREMENTS

All documents proving qualified applicant must be original documents; copies are not accepted.

Parent

  • A picture ID from a list of primary identification
  • The parent’s name must be listed on the birth certificate

Self

  • A picture ID from the list of Primary identification

Grandparent

  • A picture ID from the list of Primary identification
  • Must provide the birth certificate of Mother/Father of the child
  • Related parent must be listed on requested birth certificate

Spouse

  • Picture ID from list of Primary identification
  • Marriage License 

Son/Daughter

  • Picture ID from list of Primary identification
  • Must provide his/her birth certificate
  • Related parent must be listed on requested birth certificate

Brother/Sister

  • Picture ID from list of Primary identification
  • Birth Certificate of Applicant that associates them to the person on the record (showing name of same parent)

Legal Guardian

  • Picture ID from list of Primary identification
  • Certified Court Order showing legal custody

Funeral Home or Attorney

  • Picture ID from list of Primary identification
  • Certified copy of a court issued document that establishes legal interest
  • ACCEPTABLE IDENTIFICATION

 

Vital Statistics accepts the following form(s) of identification:

  • Provide ONE (1) from GROUP A; OR
  • If you do not have one from Group A, provide TWO (2) from GROUP B; OR
  • If you do not have one from Group A or two from Group B, provide ONE (1) from GROUP B and TWO (2) from GROUP C.

GROUP A – PRIMARY ACCEPTABLE ID

  • Driver’s license
  • Federal or state ID
  • Military ID
  • U.S. passport
  • License to Carry a Handgun
  • Pilot’s license
  • Law enforcement employment ID (federal, state, or city)
  • Offender ID issued by the Texas Dept. of Criminal Justice or an ID from a federal or U.S. state correctional facility or institution
  • Dept. of Homeland Security, United States Citizenship and Immigration Services (USCIS) issued:
    • Employment Authorization Document (EAD)
    • Permanent Resident Card (Green Card)
    • Travel Documents:
      • Re-entry permit
      • Refugee travel document
      • Advance parole
  • SENTRI card
  • U.S. citizen ID
  • U.S. Dept. of State issued:
    • Border Crossing Card (BCC) – B1 for business or pleasure or B2 medical purposes
    • Visa

GROUP B – SECONDARY ACCEPTABLE ID

  • Current student ID
  • Any Primary Acceptable ID from Group A that is expired
  • Signed Social Security card or Numident
  • DD Form 214 Certificate of Release
  • Medicaid or Medicare card
  • Veterans Affairs card
  • Medical insurance card
  • Foreign passport accompanied by a visa issued by the U.S. Dept. of State
  • Foreign passport in accordance with the U.S. Dept. of State, Visa Waiver Program
  • Certified birth certificate from the U.S. Dept. of State (FS-240, DS-1350, or FS-545)
  • Private company employment ID
  • Form I-94 – accompanied by the applicant’s visa or passport
  • Mexican voter registration card
  • Foreign ID with identifiable photo of applicant (including El Salvador consular certification, El Salvadoran Unique Identity Card [DUI], and Honduran consular certification)

GROUP C – SUPPORTING DOCUMENTS

  • Recent utility bill or cell phone bill with current address
  • Recent paycheck stub
  • Any Secondary Acceptable ID from Group B that is expired
  • Public assistance applications or letters
  • Signed valid voter’s registration card
  • Police report of stolen identification
  • Official school transcript
  • Bank account statement
  • Social Security letter
  • Marriage license or divorce decree
  • Certified birth certificate from a state other than Texas, District of Columbia, or other country
  • Automobile insurance card or contract
  • Lease agreement
  • Loan or installment payment contract
  • Promissory note or loan contract
  • Court order
  • Property title or lien
  • Automobile title or registration
  • Library card
  • Fishing or hunting license
  • Recent medical record or bill
  • Religious record w/signature of officiant
  • Recent rent receipt w/address and name
  • Federal, state, or local tax records
  • U.S. Dept. of Homeland Security notice or correspondence

Public Information

The Texas Public Information Act (the “Public Information Act” or the “Act”) gives the public the right to request access to government information. Below is a description of the basic procedures, rights and responsibilities under the Act.

The request must ask for records or information already in existence. The Act does not require a governmental body to create new information, do legal research, answer questions, or comply with a continuing request to supply information on a periodic basis.

The Act is triggered when a person submits a written request to the Office of the City Secretary.  Upon receipt, the City will begin processing your request in the order received.

Pursuant to the Texas Public Information Act and in accordance with section 552.234 of the Texas Government Code provided below are the methods for submitting an open records request with the City of San Juan:

By e-mail:        bescalante@sjtx.us

By mail:  512 S. Nebraska Ave.San Juan, TX 78589

In person: City Secretary’s Office

512 S. Nebraska Ave. San Juan, Texas 78589

PUBLIC INFORMATION REQUEST FORM

NOTE: This form is made available for your convenience and is not required.

When making a request for public information, please keep in mind that some information may accrue a cost to process. Should the office determine that your request will be more than $40, a cost estimate will be provided to you. Please visit the Texas Attorney General’s website for more information about the Public Information Act.

Other Services

Apostille: Authenticating Birth or Death Certificates

For instruction, please visit the  Texas Secretary of State website.
Call 512-463-5705 for additional information.

Texas Department of State Health Service Vital Statistics

City Secretary Brenda Escalante

Brenda Escalante

City Secretary

As the city secretary, my role is maintaining the city’s official records and ensuring transparency in government operations. I work diligently to keep accurate minutes of meetings, manage important documents, and oversee the city’s public records. Additionally, I play a key role in coordinating elections, supporting City Council activities, and fostering open communication between the city and its residents. My commitment lies in upholding accountability, preserving historical records, and facilitating the efficient functioning of our city’s administrative processes.

City Secretary Brenda Escalante

Brenda Escalante

City Secretary

Meet Our Staff

The Administrative Assistants to the City Secretary in San Juan play a crucial role in ensuring the smooth operation of the City Secretary’s office. This position is essential for maintaining transparency, accessibility, and effective communication within the city’s government.