Clerk's Office

2000-2001 Annual Report

Mission Statement

To effectively, efficiently & responsibly collect, retain,archive,and disseminate all official information of record for the Township. With respect and appreciation for this island’s rich historical heritage, this office will conscientiously serve the public, the Township Board, and the general administration, while planning for the ever changing demands of the future.

Clerk’s Office - Service Statement

The Township Clerk’s Team is made up of 3 individuals: Ute O’Connor, the elected Township Clerk; Sharon Bennett, the Board appointed Deputy Clerk and Clerk’s Office Manager; and Janice Huber, the Election Coordinator and Clerk’s Secretary. The Clerk’s statuatory financial duties are performed by the newly reorganized Finance Department under oversight of the Clerk and the direction of the Finance Director, Ann Silver. Barbara Thornley and Dona Depa of the Township Supervisor’s and Manager’s staff, also perform some administrative duties under the auspices of the Clerk’s Office. All members of this team are dedicated to continuing training and education in order to keep up with ever-changing policies and legislation, as well as with technological advances in records management and election management.

The Clerk’s office is responsible for keeping all official Township documents and the Elected Clerk is responsible for verifying and signing most official Township documents. Our office also maintains records of all meetings of the Township Board and Commissions. The Deputy Clerk is responsible for attending Township Board meetings and recording the minutes and publishing a summary in the newspaper. Additionally, all bids, summons, lawsuits and legal documents, ordinances, applications and many other types of official documents are forwarded to our office for processing and filing. All records of the Township, except those which have some legally described confidential nature, are public records placed under the supervision of the Clerk and are open to inspection at reasonable times. All requests for documents under the Freedom of Information Act are processed by the Clerk’s office.

The Clerk also administers the Oath of Office to all new Commission/Committee members, election officials, and Township Board members, as well as to Police Officers and new staff members under the Clerk’s supervision. We also provide public notary service to residents at no charge.

The process of running elections has become increasingly computerized. In June, 1998 we became part of the State of Michigan’s Qualified Voter File system. The Michigan Qualified Voter File (QVF), basically tracks the movement of every voter statewide. The State’s primary reason for implementing this voting system was to help eliminate duplication of voter registration and the potential for voter fraud. This process enables our office to keep more accurate track of our voters and allows elections to run more smoothly.

Our office processes voter registration via QVF, we also verify and validate all petitions and reconcile all absentee ballot signatures with the original registration. The Election Coordinator has undertaken the task of updating voter information on all registrations that were 10 years old or more to provide correct address and signatures. The Clerk’s office prepares for and conducts every election for our community. The School Board hires the Clerk’s Office to run all school elections. As part of this democratic process, we must tabulate and reconcile all election results and report them to the proper authorities.

Prior to each election, tests are conducted on the election program discs and tabulating machines to detect any errors, thereby guaranteeing accuracy for each election. In addition, absentee ballot applications are mailed to disabled residents and senior citizens in the Township for each election. This ensures every resident an opportunity to exercise his or her voting right. The Township Clerk hires,trains and supervises election inspectors for all elections this training is intended to maintain a high level of understanding and an awareness of the constantly changing election laws and serves to ensure a successful election process every time.

Year 2000 Departmental Accomplishments

1. Conducted four elections, including the Republican Presidential Primary Election on February 22, 2000, the School Election on June 12, 2000, the August Primary Election and the November General Election.
2. Fully implemented the use of the State initiated “Qualified Voter File” program.
3. Successfully completed the Macomb Street Phase II Lighting and Landscape program.
4. Coordination and Preparation of the Annual Report.
5. Coordinates the Boards & Commissions Annual Picnic.
6. Assisted in the development of a Grosse Ile Township Flag.

Year 2000 Statistical Accomplishments

Total Registered Voters - 8,292
New Voter Registrations Processed - 358 Voter Changes Processed - 832
Voter Cancellations Processed - 219
Solicitation Permits Processed - 14
Freedom of Information Requests Processed - 23
Bid Openings - 18

2001/2002 Goals and Objectives

1. To implement a standardized computer system for the archival storage of the complete collection of cancelled voter master cards.
2. To standardize all forms and records generated in the Clerk’s office.
3. To continue to streamline and improve the voting processes we employ.
4. To upgrade the township’s Accuvote Optical Scan vote tabulators to insure continued accuracy.
5. To continue improving our record management system.
6. To implement the codification of the Township’s Municipal and Zoning Codes and to provide access to the most frequently requested ordinance information on our website at www.grosseile.com.
7. Continuing education of staff to maintain and broaden high quality customer services.
8. To provide more information to the public by way of the township website, including the Board of Trustees meeting agendas and minutes.

Township Election Statistics

2000-2001 Annual Report

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