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MCI Mentor Guide

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MCI Mentor Guide Municipal Clerks of Illinois Municipal Clerk Reference Guide Revised 2017 TABLE OF CONTENTS Welcome from the President of Municipal Clerks of Illinois .................................................... 2 Mentor Committee Mission Statement/Elevator Speech .......................................... 3 Municipal Clerks of Illinois Purpose ......................................................................................... 4 Code of Ethics ........................................................................................................................... 5 Membership Application Form ................................................................................................... 6 What District Am I In? ................................................................................................... 7 MCI Regional Clerks Organizations............................................................................... 8 Membership Services of the Municipal Clerks of Illinois ............................................... 9 Suggestions for Clerks Education ............................................................................................. 10 Education Summary Page (Continuing Educational Opportunities) .......................................... 11 History of the Municipal Clerk ................................................................................................... 15 The Clerk’s Role in Municipal Government ............................................................................... 18 Business That May Take Place in Clerk’s Office ...................................................................... 21 Open Meetings Act by Keri-Lyn J. Krafthefer (Ancel, Glink) ................................................... 22 Freedom of Information Act by Steven D. Mahrt (Ancel, Glink) ............................................ 29 FOIA Policy Sample Forms ........................................................................................................ 34 Up to the Minute Tips on Minutes ............................................................................................. 40 Open and Closed Session Board Minutes Samples ..................................................................... 48 Resolutions and Ordinance Samples ........................................................................................... 54 Basic Information on Motions ................................................................................................... 61 Notary Services ........................................................................................................................... 63 Tribute to a Municipal Clerk ...................................................................................................... 66 Mentor Form ............................................................................................................................... 67 MCI Mentor Reference Guide – Revised 2017 Page 1 MUNICIPAL CLERKS OF ILLINOIS Keepers of the Records Established 1965 Welcome to MCI, It is my pleasure as President of this great organization to welcome you as a member of the Municipal Clerks of Illinois. Your journey as a Clerk has just begun and may appear overwhelming but your fellow Clerks are here to assist you through this process. You will not find a group more willing to answer questions, encourage you or just be there to listen. As Clerk you are the Keeper of the Records but there is so much more to the position. You will soon become the face your municipality; the first person the citizens go to for concerns, documents or help. You will work closely with the Mayor, President, Council and Trustees to help them stay informed on new legislation or mandates from the State. We are here to provide you opportunities to gather with your fellow clerks at various training seminars to learn what you need to be successful in this profession. You will develop a network of Clerks, and good friends that you can rely on for information and advice. So please call on me and the other members of MCI as you start your journey as a Clerk. Janet E. Gray, MMC Municipal Clerks of Illinois President Rantoul MCI Mentor Reference Guide – Revised 2017 Page 2 MUNICIPAL CLERKS OF ILLINOIS REFERENCE GUIDE Revised 2016 THE MISSION OF THE MCI MENTORING PROGRAM To assist all Municipal C lerks in developing effective methods of performing their responsibilities according to state statute and local municipal code utilizing educational opportunities and assistance from the MCI Mentoring Program. Elevator Speech Defining the Municipal Clerk Role The Office of the Municipal Clerk is the: o Elections Official o Local Legislation Auditor o Municipal Officer o Political Reform Filing Officer o Records & Archives o Public Inquiries & Relationships o City/Village/Town Council Support Services The Office of the Municipal Clerk is the local official who administers democratic processes such as elections, access to city records, and all legislative actions ensuring transparency to the public. The Municipal Clerk acts as a compliance officer for federal, state, and local statutes including the Political Reform Act, the Brown Act, and the Public Records Act. The Municipal Clerk manages public inquiries and relationships and arranges for ceremonial and official functions. MCI Mentor Reference Guide – Revised 2017 Page 3 MUNICIPAL CLERKS OF ILLINOIS Purpose The Municipal Clerks of Illinois was established in 1965 to promote improvement and efficiency in the operation and administration of the Clerk’s Office in municipalities throughout the State of Illinois. Membership of MCI is districted into nine (9) districts, each of which is represented on the Executive Board by a District Director. The officers are President, Vice President, Secretary, Treasurer and Immediate Past P resident. MCI provides numerous services to its members, including: • Municipal Attorney, hired by MCI on retainer, is available to members to answer questions pertaining to the Office of Municipal Clerk: Ancel, Glink, Diamond, Bush, Dicianni & Krafthefer, P.C., 140 S. Dearborn Street, Sixth Floor, Chicago, IL 60603 – (312)604-9182, www.ancelglink.com • Mentor Program offers new Clerks access to experienced Clerks who can answer questions immediately. • “Talk of the Towns” is a quarterly newsletter mailed (and/or emailed) to members. It is filled with informative and educational material. • Educational Seminars are conducted by District Directors throughout the State on at least a quarterly basis. The seminars are provided at minimal cost to members, who pay for the necessary housing and meals provided. • Registered Municipal Clerk Program is the Illinois certification program that provides professional designation for MCI Members. • Accredited Institute and Academy provides educational credit programing toward designation as Certified Municipal Clerk and Master Municipal Clerk Programs. Join the International Institute of Municipal Clerks (IIMC) today to begin this next step. • Scholarship Fund provides scholarships for members who exhibit a need for financial assistance to attend Educational Seminars as well as Institute and Academy. In most recent years, the Fund Raising Committee has accomplished an outstanding program to provide many scholarships each year. • Member of the Year Award annually recognizes an outstanding member with a prestigious award. • Legislative Tracking and Lobbying by the MCI Legislative Committee keeps all of MCI informed pending legislation and has successfully impacted the outcome of legislation pertaining to the Office of Municipal Clerk. MCI Mentor Reference Guide – Revised 2017 Page 4 Code of Ethics Be It Remembered that I hold an office of Public Trust, and as the Municipal Clerk of my community, I do hereby pledge: To uphold constitutional government and the jaws of my community; To so conduct my public and private life as to be an example to my fellow citizens; To impart to my profession those standards of quality and integrity that the conduct of the affairs of my office shall be above reproach and to merit public confidence in our community; To be ever mindful of my neutrality and impartiality, rendering equal service to all and to extend the same treatment I wish to receive myself; To record that which is true and preserve that which is entrusted to me as if it were my own; and To strive constantly to improve the administration of the affairs of my office consistent with applicable laws and through sound management practices to produce continued progress and so fulfill my responsibilities to my community and others. These things I, as a Municipal Clerk, do subscribe to do in the interest and purposes for which our government has been established. MCI Mentor Reference Guide – Revised 2017 Page 5 MCI Mentor Reference Guide – Revised 2016 Page 6 MCI Mentor Reference Guide – Revised 2017 Page 7 MCI Mentor Reference Guide – Revised 2017 Page 8 Membership Services of the Municipal Clerks of Illinois Educational Seminars Membership Directory Legislative Updates Basics training for Municipal Clerks Mentor Assistance Program Municipal Clerks Training Manual Leadership Development "Talk of the Towns"- Informative Newsletter Networking Support Legal Consultation Annual Institute and Academy Providing Continuing Education and Certification Scholarship Assistance for Institute Training Professional Development and Image Building Resource and Information Exchange MCI Mentor Reference Guide – Revised 2017 Page
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