TOWNSHIP CLERK 

Maria Alward
 secordclerk@ispmgt.com

The following description was excerpted, with permission, from Authorities & Responsibilities of Michigan Township Officials, Boards and Commissions, published by the Michigan Townships Association, copyright 2000.  

General law township clerk

  Within the time limited for filing the oath of office and before entering upon the duties of the office, the clerk must file a bond in such amount, with such sureties as the township board may require and approve. The bond must be conditioned on the faithful discharge of the duties of the office according to law and especially for the safekeeping of records, books and papers of the township and their delivery to his or her successor. The bond is filed with the supervisor and is payable to the township.

Record keeping responsibilities

  The statutory duties of the clerk are numerous, technical and legally essential to the proper operation of municipal government.

The clerk has custody of all records, books and papers of the township, if no other law so provides. The clerk must file and retain all certificates of oaths and other papers required to be filed in his or her office. All records must be kept by the clerk in a safe and proper place where they will not be exposed to any unusual hazard of fire or theft. They must be delivered to the successor in office. All records of the township, except those which have some confidential character, are public records that are open to inspection at reasonable times and places under the supervision of the clerk or other official appropriately having custody of the record. Refer to page 199 for further explanation of the Freedom of Information Act governing public access to township records.

  The clerk must also open and keep an account with the township treasurer, charging the treasurer with all funds which are received by the treasurer by virtue of that office and crediting the treasurer with monies paid out on the order of the proper township authorities. The date and amount of all vouchers must be entered in a book kept by the clerk. The clerk is also required to keep a separate account for each of the several funds belonging to the township, crediting and debiting the same in accordance with proper receipts and warrants drawn by the township treasurer. The clerk is responsible for the detailed accounting records of the township utilizing the Uniform Chart of Accounts prescribed by the state treasurer. The clerk must also prepare and maintain the journals and ledgers necessary to reflect the assets, liabilities, fund equities, revenues and expenditures for each fund of the township.

  The township clerk is the ex-officio clerk of the township’s civil service commission for police or fire departments, if one is established. The clerk is required to supply clerical services to the commission without extra compensation.

  The township clerk should maintain accurate records and an organized filing system of township contracts, resolutions, ordinances and other special proceedings or activities that can be readily produced upon request. This is an invaluable asset to the efficient and orderly operation of township government. The clerk cannot be too careful and thorough in the performance of the duties and must constantly comply with all legal time schedules. Under MCL 399.5, township records cannot be destroyed except in pursuance of a record retention schedule submitted to and approved by the State Historical Commission. The definition of “record” includes magnetic tapes. In some situations, original records can be destroyed if copies are otherwise preserved under the Records Media Act (MCL 691.1101).

The clerk is a member and chairman of the township election commission and in charge of elections in the township. See page 113 for provisions of the new law concerning consolidated elections.