Roles and Responsibilities of Municipal Clerks

1. Roles and Responsibilities of Municipal Clerks Virginia Municipal Clerks’ Association 36th Annual Institute & Academy October 9, 2013

2. A little bit of history(thanks to Wikipedia) • Early keepers of the archives were often called “remembrancers” and, before writing came into use, their memory was public record. • One of the oldest public servants in local government, along with the tax collector. Traces back to before Biblical times. • When the early colonists came to America, one of the first offices established was that of clerk. • One of the earliest duties was to record births, deaths and marriages.

3. More history… “Clerk” came to mean a scholar, especially one who could read, write and serve as a Notary, secretary, accountant and recorder. Just think about it - our jobs as Clerks encompass four different professions, each requiring very different skills and knowledge. It’s very possible, in fact most likely probable, that one or more of these professions pay higher salaries than we get as Clerks doing all four of them.

4. How we are alike… • Our duties have over time been greatly expanded, so much so that Municipal Clerks have become the hub of government – the direct link of the community to its governing body • The Clerk is the historian of the community, responsible for the entire recorded history of the locality and its residents.

5. The Clerk’s Office “No other office in municipal service has so many contracts. It serves the Mayor, City Council members, the Manager (when there is one) and all administrative departments without exception. All of them call upon it, almost daily, for some service or information. Its work is not spectacular but it demands versatility, alertness, accuracy and no end of patience. The public does not realize how many loose ends of administration this office pulls together.” • - Professor William Bennett Munro, 1934

6. General Duties of Clerk(Code of Va., §15.2-1539) • Record in a book the proceedings of the governing body • Make regular entries of all ordinances, resolutions & decisions • Record the vote of each member on any question • Preserve & file all accounts acted upon by the governing body

7. And other duties as assigned… • Compiles/distributes Agendas • Advertises public hearings • Updates the local Code • Boards & commissions • Annual conflict of interest forms • Records management (Va. Public Records Act) • Records requests (Freedom of Information Act) • Signatory on official documents • Liaison between the governing body & the public • Custodian of the locality’s seal • Attends all meetings of the governing body & drafts the minutes • Responds to directives from governing body members • Drafts certificates of appreciations, proclamations & resolutions

8. Importance of the Clerk • Continuity • With election cycles, often the person who passes on knowledge of established procedures • Coordination • Central point of contact between governing body, administration, boards, departments, agencies • Information Source • Well-placed to know what is going on and act as general clearinghouse for information • Impartiality • Ensures an accurate, objective record of actions of the elected body, closely involved with fundamental issues of the public’s trust

9. Let’s talk about Minutes • Largest single task of a clerk • Official record of local governing body meetings and should never be destroyed • Contains recorded votes on all actions • Commonly included are: • Motions • Recorded votes • Directives to staff • Attachments • Local government attorney opinions • Identity of Individuals addressing body • Matters requested to be “on the record”

10. More on Minutes • Should be clear, accurate, concise and informative so that one can read them at a later date and fully understand what was being discussed and the action taken. • Once approved or adopted, nothing can be changed, although errors can be corrected with the approval of the governing body.

11. More on Minutes • Handling “discussion” • Verbatim • Summary • Action • Style • Maintain continuity • Format • Consistency • Technology

12. Ordinances v. Resolutions • Ordinances • Most require public notice • Descriptive title • Number • Preamble • Ordaining clause • Effective date • Codified • Resolutions • Primarily for administrative business, routine matters or temporary concerns • Important to draft so as to achieve the intended purpose • Should be confined to one topic • Not included in local Code

13. And how we differ…Which of the following are not or have not been performed by a Va. Clerk? • Operating the local government cable channel • Driving a garbage truck • Serving as Interim Administrator/Manager • Planning events • Administering the locality’s official website and/or Facebook page

14. Town Clerks • Clerk position frequently combined with the duties of another office • Often Town Clerks also serve as the Treasurer. Making daily deposits, monthly utility billing, payroll, accounts payable and reconciling bank accounts. • Often acts as an Administrative Assistant to other departments.

15. City Clerks • Least complicated as far as position of clerk is concerned • City charters specify method of appointment and duties

16. County Clerks • Most complex because of the six different forms of county government • In many Virginia counties, the County Administrator is the official “Clerk”, with one or more Deputy Clerks performing the duties required by State Code.

17. Breakout Session

18. Useful Resources • Members of your Region • VMCA blog • For the Record – A Handbook for Clerks • Role Call – Strategy for a Professional Clerk • Virginia County Supervisors Manual • The Art of Taking Minutes • Mina’s Guide to Minute Taking

19. Contact Information • Judy F. Wiggins, MMC • Assistant City Manager, City ClerkCity of Poquoson • 500 City Hall Avenue, Poquoson, VA  23662 • 757.868.3000 • Judy.Wiggins@poquoson-va.gov • Roxanne W. Paulette, MMC • Clerk of Council • Town of Appomattox • P. O. Box 705, Appomattox, VA  24522434.352.3976 • rpaulette@appomattoxva.gov • Connie C. Nalls, MMC • Deputy Clerk of the Board • New Kent CountyP O Box 150, New Kent VA   23124 • 804.966.9687 • ccnalls@newkent-va.us

20. A Clerk’s Plea • Help me to do my work well; to have the memory of an elephant and by some miracle to be able to do five things at once. • Never let me lose patience, even when the manager (administrator) has me search the files for hours for data that is later discovered on his desk. • Help me to understand and carry out all instructions without any explanation • And, when the year ends, please give me the foresight not to throw out records that will be asked for in a few days even though I was told emphatically, “Destroy these. They are cluttering up the place.” - Anonymous