Clerk/Treasurer Charles D. Evans

Deputy Clerk Sharon C. Malotky

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AREAS OF RESPONSIBILITY

Document Storage:

The Clerk's Office is the official record keeping center for the City.  The Clerk's Office has the following on file:  ordinances, resolutions, deeds, assessments, agreements, and minutes of various boards and committees including City Council meetings and miscellaneous records of all types.  This office initiates and maintains the Codified Ordinances of the City of Monroe, which also includes the City Charter (local equivalent to the U.S. Constitution) and all ordinances.  This document is updated about three-times per year to keep it current.  The Clerk's Office actively records the minutes of several boards; regular and special meetings of the City Council, City Council work sessions; Pension Board meetings, and Civil Service Commission.  Various other committee meeting minutes are recorded by the various boards and filed with the Clerk's Office. 

Voter Registration:

The Qualified Voter File (QVF) is the official voter registration file for the State of Michigan.  Anytime someone renews a driver's license at the Secretary of State office they are also registering to vote.  Any change in name or address of a registered voter is sent by the State to the computer in the Clerk's Office, via QVF modem, on a daily basis.  This could be as few as three-voters or as high as fifty-voters per day.  Each voter change requires actions by this office.  Some of the actions may include:  a change of address; new voter; change of voter's name; or a voter moving in or out of the city.  These changes require a new identification card for the voter and a new master card from the files maintained by the Clerk's Office.  These actions apply to several thousand-voter changes each year.

Both Clerk staff members have received training on this program, and continue to receive training through periodic updates held throughout the region.  The State of Michigan provided the voter registration computer hardware and software to the City of Monroe at no cost to the City.  The Clerk's Office maintains the system and provides a dedicated phone line through which we receive all the voter registration information via modem.

Elections:

The Clerk's Office is responsible for conducting any election held within the city; whether local, State or federal.  The city has eight-polling locations in six precincts and approximately 42- temporary election workers are needed to maintain these polls and carry out the functions of the election.  Workers must arrive at the polls by about 6:30 A.M. and remain well after the polls close at 8:00 P.M., (poll workers do receive lunch and dinner breaks during the day). 

Each year there are at least two-elections.   Approximately four-thousand city residents are sent absentee ballot applications for each election (residents either age 60 or above or handicapped or not going to be present during the election).  Of the four-thousand posted, approximately fifteen hundred respond and vote absentee at these elections.  Approximately twenty to thirty percent of registered voters vote at the polls during each election.

Some of the election support activities the Clerk's Office performs on a routine basis includes:

¨      Ordering ballots and various election supplies

¨      Conducting public accuracy tests of voting machines

¨      Set up and take down of voting machines at the polls

¨      Maintaining a list of election chairpersons and inspectors and insuring they are competently trained

¨      Processing absentee voter applications and ballots

¨      Reporting voting results to the County Clerk of each polling place, including the absentee vote which is counted by a separate counting board

Notary Public Service:

Each of the Clerk's Office staff is a notary public; city departments and the public call upon the department to witness and notarize documents of all types.

Licenses/Permits:

The Clerk's Office process applications for the following licenses and permits:  charitable solicitations, going out of business, ice cream trucks, residential parking, special events, taxi cabs, charitable solicitations, and others.