Duties of the Clerk

A brief description of the general duties of the Delhi Township Clerk are outlined below.  There are many other day-to-day duties that are not listed.  If you have any questions about who you need to see for help with your Township issue, the Clerk's Office can help you.

If you have further questions please email me, or call 694-2135.

Evan Hope, CMC

Delhi Charter Township Clerk

2007 Township Clerk of the Year

2nd Vice President, Michigan Association of Municipal Clerks

Past President, Capitol Area Municipal Clerks Association

 

Board Member

The Clerk is elected every four years at the time of the Presidential Election and serves as a voting member of the Township Board which includes but is not limited to the following responsibilities:

• Adopting Township policies

• Adopting Township ordinances

• Approving the budget

• Approving all expenditures over $10,000

• Approving the hiring of certain staff

• Approving contracts

• Serving on assigned committees

Voter Registration

The Clerk Maintains the voter registration files, which includes but is not limited to:

• Registering new voters

• Making address/name changes to current voters

• Canceling voters when they move or become deceased

• Issuing voter ID Cards to all voters

• Maintaining Voter Master Cards with signatures of all registered voters

• Updating voter history for all voters after each election

Election Administration

The Clerk Administers all elections in Delhi Township.  The Clerk plans, organizes, and oversees election activities including but not limited to:

• Processing of absentee ballots

• Preparing voting devices, ballot cans, etc.

• Supplying precincts with necessary supplies for election day

• Proofing ballots

• Coordination of facilities for polling locations

• Training Election Inspectors

• Issuing, validating, and certifying petitions for local candidates and issues

• Relocation of precinct boundaries

Records Management

The Clerk is the official custodian of Township records, books and documents such as oaths, bonds, ordinances, and resolutions.  The Clerk is also responsible for producing and keeping minutes for Township Board of Trustees meetings.

The Clerk’s Office maintains records in accordance with the State of Michigan Record Retention Schedule, and utilizes digital imaging. The Clerk’s Office also publishes and posts legal notices.

Financial Records

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

Delhi Township has a Finance Director that works with the Clerks office to produce these records.  The Clerk produces accounts payable checks, and approves all payments owed by the Township.

Cemetery Administration

The Clerk is responsible for the administrative operations of the Township Cemeteries which includes:

• Preparing and maintaining records

• Handling the sale of lots

• Preparing lot deeds

• Preparing legal documents for transfer of burial rights and other documents related to cemetery operations

Township Web Site

Although not an official duty prescribed to the Clerk, Evan Hope designed, implemented and currently maintains the township Web Site.

Questions or comments regarding the site should be directed to the clerk at via email or call 694-2135.

Township Newsletter

Evan Hope introduced "DelHi Neighbor!", a quarterly newsletter to help keep residents informed of important Township news and events.

 

FOIA Coordinator

The Clerk is the official coordinator of Freedom of Information Act (FOIA) requests.  All requests are processed through the Clerk's office, regardless of which department may gather the information.

Transient Sales Licenses

The Clerk's Office processes various licenses and applications such as Transient Sales Licenses.

Notary Public

The Clerk's Office provides Notary Public Service at no charge to Delhi Township residents and business owners.

Purchasing/Mail Room

The Clerk oversees the purchase order system for materials and supplies that are used township wide, including stocking the copy/mail room, maintaining all equipment, and processing the mail.

Info Line/Operator Line

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