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  1. Annual Report - 2008

  2. 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

  3. 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:

  4. 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!

  5. 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.

  6. 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

  7. 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.

  8. 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.

  9. 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.

  10. 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.

  11. 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:

  12. 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

  13. 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.

  14. 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.

  15. 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.

  16. 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.

  17. 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.

  18. Delhi Charter Township Clerk’s Office Annual Report - 2008 Responsibilities of the Clerk Transient Sales Licenses The Clerk's Office processes Transient Sales Licenses.

  19. 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.

  20. Delhi Charter Township Clerk’s Office Annual Report - 2008 Responsibilities of the Clerk Elections / Voter Registration Plan, organize and oversee election activities including:

  21. 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!

  22. 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.

  23. 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.

  24. Delhi Charter Township Clerk’s Office Annual Report - 2008 Responsibilities of the Clerk

  25. Delhi Charter Township Clerk’s Office Annual Report - 2008

  26. Delhi Charter Township Clerk’s Office Annual Report - 2008 Clerk’s Office Staff Evan Hope, CMC Township Clerk

  27. Delhi Charter Township Clerk’s Office Annual Report - 2008 Clerk’s Office Staff Amy Finch, CMC Assistant Township Clerk/ Deputy Clerk

  28. Delhi Charter Township Clerk’s Office Annual Report - 2008 Clerk’s Office Staff Sandy Gleason Records Coordinator

  29. Delhi Charter Township Clerk’s Office Annual Report - 2008 Clerk’s Office Staff Joyce Goulet Accounts Payable / Elections Coordinator

  30. Delhi Charter Township Clerk’s Office Annual Report - 2008 Clerk’s Office Staff

  31. Delhi Charter Township Clerk’s Office Annual Report - 2008

  32. Delhi Charter Township Clerk’s Office Annual Report - 2008 Clerk’s Office Statistics - 2008

  33. 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

  34. 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

  35. 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

  36. 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

  37. 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.

  38. 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

  39. Delhi Charter Township Clerk’s Office Annual Report - 2008 Clerk’s Office Statistics - 2008 Purchase Orders Total PO’s processed = 53

  40. 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

  41. 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

  42. 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

  43. 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.

  44. 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

  45. 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.

  46. 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

  47. 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%

  48. 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%

  49. 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%

  50. 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%