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Annual Report - 2008. Delhi Charter Township Clerk’s Office Annual Report - 2008. Responsibilities of the Clerk. Clerk’s Office Staff. Clerk’s Office Statistics - 2008. Clerk’s Office Highlights - 2008. Delhi Charter Township Clerk’s Office Annual Report - 2008.

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slide2

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Clerk’s Office Staff

Clerk’s Office Statistics - 2008

Clerk’s Office Highlights - 2008

slide3

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Board Member

Serve as a voting

member of the Township Board which includes the following responsibilities:

slide4

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Board Member

  • Adopting Township policies and ordinances
  • Approving the budget
  • Approving all expenditures over $10,000
  • Serving on assigned committees
  • Approving contracts
  • and much more!
slide5

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Records Management

Serve as official custodian of Township Records in accordance with the State of Michigan Record Retention Schedule.

slide6

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Records Management

  • Keep records, books and documents such as oaths, bonds, ordinances, resolutions, and Township Board minutes
  • Oversee the management of
  • township records
  • Publish and post legal notices
slide7

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Financial Records

Under State Statute, the Clerk is responsible for keeping a record of the expenditures made by the Township.

slide8

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Purchasing

Oversee the purchase order system for materials and supplies that are used

township wide.

slide9

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Copy / Mail Room

Oversee the copy/mail room, including maintaining all

equipment, supplies and processing the mail.

slide10

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Operator Line / Info Line

The Clerk’s Office answers the general information line for the Township as well as the operator line.

slide11

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Cemetery Administration

Responsible for the administrative operations

of the Township cemeteries, including:

slide12

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Cemetery Administration

  • Preparing and maintaining all
  • records related to cemetery
  • operations.
  • (legal documents for transfer of burial rights,
  • letters of Heirs, lot certificates, etc.)
  • Handling the sale of lots
  • and preparing lot certificates
slide13

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Cemetery Administration

  • Working with the funeral homes to orchestrate the dates and times of funerals taking place at the cemetery, and collect the necessary information about the deceased.
slide14

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Cemetery Administration

  • Meeting with the family of the deceased, to facilitate and authorize interments.
  • Revising/updating when necessary the Cemetery rules and regulations and Cemetery rates.
slide15

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

FOIA Coordinator

The Clerk serves as the official Freedom of Information Act coordinator.

slide16

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

FOIA Coordinator

All FOIA requests are processed through the Clerk’s Office regardless of which department may gather the information.

slide17

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Notary Public

The Clerk’s Office provides Notary Public Service at no charge to Delhi Township Residents and Business Owners.

slide18

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Transient Sales Licenses

The Clerk\'s Office processes Transient Sales Licenses.

slide19

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Elections / Voter Registration

Administer all elections and maintain the voter registration files.

slide20

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Elections / Voter Registration

Plan, organize and oversee election activities including:

slide21

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Elections / Voter Registration

  • Determining precinct boundaries
  • Issuing, validating, and certifying petitions for local candidates and issues
  • appoint election inspectors
  • Proof the ballots
  • and much more!
slide22

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Township Newsletter

DelHi Neighbor!

Implemented and coordinate the publication of the Township Newsletter.

slide23

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

Township Web Site

www.delhitownship.com

Designed,

implemented and maintain the

township web site.

slide24

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Responsibilities of the Clerk

slide25

Delhi Charter Township

Clerk’s Office Annual Report - 2008

slide26

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Staff

Evan Hope, CMC

Township Clerk

slide27

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Staff

Amy Finch, CMC

Assistant Township Clerk/

Deputy Clerk

slide28

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Staff

Sandy Gleason

Records Coordinator

slide29

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Staff

Joyce Goulet

Accounts Payable / Elections Coordinator

slide30

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Staff

slide31

Delhi Charter Township

Clerk’s Office Annual Report - 2008

slide32

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

slide33

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Board Meetings

26 Township Board Meetings

23 Committee Meetings

2 Goals & Objectives Meetings

1 Special Meetings

1 Joint Meetings

4 Executive Sessions

slide34

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Board Meetings

Total Meetings

Total Meetings for 2008 = 49

Total number of Board & Committee minute pages typed = 259

slide35

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Legal Notices

Total of all Legal Notices for 2008 = 81

Total of all Legal Notices for 2007 = 90Total of all Legal Notices for 2006 = 104

Total of all Legal Notices for 2005 = 99

Total of all Legal Notices for 2004 = 72

slide36

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Special Use Permits

Special Use Permits Prepared for 2007 = 7

Special Use Permits Prepared for 2007 = 3

Special Use Permits Prepared for 2006 = 6

Special Use Permits Prepared for 2005 = 7

Special Use Permits Prepared for 2004 = 11

slide37

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Document Imaging

26,754 pages were

scanned and indexed in 2008.

Since implementing the document imaging system (less than 5 years ago),

there are now over 500,000 pages of information.

slide38

Delhi Charter Township

|||| || |

12/31/2008

Pay to the

Order Of:

Everybody we owe

2008 Accounts Payable

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Accounts Payable

$28,411,676.99 - - - - - - -

(2007 = $11,923,367.31)

2,897 checks produced

slide39

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Purchase Orders

Total PO’s processed = 53

slide40

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Cemetery

Maple Ridge

Plots Sold 41

Niches Sold 1

Total Burials 42

Foundation Orders 34

Plots Repurchased 2

slide41

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Cemetery

Markham

Plots Sold 1

Total Burials 3

Foundation Orders 3

Plots Repurchased 0

slide42

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Cemetery

Total revenue from all lot sales, burial fees and miscellaneous fees was $49,039.44

2006 = $41,982.46

2005 = $62,288.08

2004 = $27,424.52

2003 = $55,718.88

2002 = $45,420.36

slide43

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

FOIA Requests

2008 = 37 Requests for information were made through the FOIA Act.

Over 500 pages of information.

slide44

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

FOIA Requests

2007 = 65

2006 = 56

2005 = 77

2004 = 122

2003 = 56

2002 = 43

2001 = 18

slide45

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Notary Public Service

200 signatures were notarized in the Clerk’s Office for Township residents.

slide46

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Transient Sales Licenses

3 = ice cream vendors

2 = non-profit organizations

2 = educational materials

1 = exterior home improvements

slide47

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Elections

Presidential Primary

January 15, 2008

Total # of registered voters 16,927

Number of ballots cast 3,841

Absentee Ballots 1,122

Ballots Cast at Polls 2,719

Turnout 23%

slide48

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Elections

Consolidated School Elections

HOLT - May 6, 2008

Total # of registered voters 17,356

Number of ballots cast 783

Absentee Ballots 688

Ballots Cast at Polls 95

Turnout 5%

slide49

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Elections

August Primary

August 5, 2008

Total # of registered voters 17,140

Number of ballots cast 3,260

Absentee Ballots 1,192

Ballots Cast at Polls 2,068

Turnout 19%

slide50

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Elections

November General

November 4, 2008

Total # of registered voters 17,903

Number of ballots cast 14,088

Absentee Ballots 3,892

Ballots Cast at Polls 10,196

Turnout 79%

slide51

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Elections

Total revenue = $26,993.48

slide52

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Voter Registration

New voters 2,840

Duplicates 417

Total Applications 5,241

Cancellations 2,117

Permanent Absentee Voter list enables eligible voters to have ballot applications mailed to them automatically.

slide53

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Voter Registration

New voters 2,840

Duplicates 417

Total Applications 5,241

Cancellations 2,117

There are currently 2,294

permanent absentee voters.

slide54

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Voter Registration

New voters 2,840

Duplicates 417

Total Applications 5,241

Cancellations 2,117

There are currently 17,929 registered voters.

slide55

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Township Web Site

www.delhitownship.com

  • Meeting Agendas and Minutes
  • Department Information
  • Election Information
  • Township Ordinances
  • General Info & Demographics
  • Township News and Events
  • And much much more!
slide56

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Township Web Site

www.delhitownship.com

In 2008 we have had 89,064 visitors.

slide57

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Township Web Site

www.delhitownship.com

  • 2,205 Files
  • 1,156 Pictures
  • 939 Files can be reached starting from the home page
  • 632 External Hyperlinks
  • 5,727 Internal Hyperlinks
slide58

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

Township Web Site

TOP 10 PAGES

  • 1. Job Postings
  • 2. Departments Page
  • 3. News and Events Page
  • 4. Assessing Dept. Page
  • Parks – Recreation Page
  • Online Forms Page
  • Fire Dept. Home Page
  • 8. Parks Home Page
  • 9. Services Page
  • 10. Agendas and Minutes Page
slide59

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Statistics - 2008

slide60

Delhi Charter Township

Clerk’s Office Annual Report - 2008

slide61

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

slide62

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Township Newsletter

Started the Township Newsletter to keep residents informed about Township issues and events.

slide63

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Mock Elections

Conducted mock elections/voting demonstration at Hope Middle School, Washington Woods Middle School and the Holt Junior High School.

slide64

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

A-Vote

Absentee Voter Online Tracking Engine.

An online feature allowing voters to track the status of their absentee ballot.

slide65

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

A-Vote

Absentee Voter Online Tracking Engine.

1,064 Page views

563 unique visitors

slide66

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

New Voting Procedure for November Presidential Election

  • Single line system
  • Help Desk
  • Limited the number of voters inside the room
  • New precinct list system
  • New ballot issuing system
  • Required 50% more workers
slide67

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Absentee Ballot and general voter info education

Used Web site and DelHi Neighbor newsletter to provide education and a complete sample ballot.

slide68

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Election Inspector Recruitment

Used DelHi Neighbor newsletter to recruit 63 new election inspectors.

slide69

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Capital Area United Way

Organized the Capital Area United Way Campaign for Delhi Township Employees.

* Employees contributed over $3,000

slide70

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Organizational Membership

  • Michigan Association of Municipal Clerks
  • Capitol Area Municipal Clerks Association
  • International Institute of Municipal Clerks
slide71

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Organizational Membership

  • Michigan Association of Municipal Clerks
  • Capitol Area Municipal Clerks Association
slide72

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Organizational Membership

  • Michigan Association of Municipal Clerks
  • Capitol Area Municipal Clerks Association
slide73

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Organizational Membership

  • Michigan Association of Municipal Clerks
  • Capitol Area Municipal Clerks Association

(Served as officer and President)

slide74

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Organizational Membership

  • Michigan Association of Municipal Clerks
slide75

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Organizational Membership

  • Michigan Association of Municipal Clerks
slide76

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

Organizational Membership

  • Michigan Association of Municipal Clerks

(Served as Director, 3rd Vice President and currently serve as 2nd Vice President)

slide77

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Clerk’s Office Highlights - 2008

slide78

Delhi Charter Township

Clerk’s Office Annual Report - 2008

slide79

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Conclusion

I have served as Clerk for almost 11 years...

slide80

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Conclusion

and as a board member for over 12 years.

slide81

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Conclusion

It has been a pleasure working with the board and serving the citizens of Delhi Township.

slide82

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Conclusion

I would like to thank the residents of Delhi Township for the opportunity to serve them.

slide83

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Conclusion

I would like to thank the Board for their support...

slide84

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Conclusion

…and Township Manger, John Elsinga...

slide85

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Conclusion

…and my staff for their willingness to try new things, positive attitude and dedication.

slide86

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Conclusion

My staff and I constantly strive to make the Clerk’s office more efficient and user friendly.

slide87

Delhi Charter Township

Clerk’s Office Annual Report - 2008

Annual Report - 2008

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