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International Exchange of Municipal Clerks: Middletown, Monmouth County, NJ, USA & District Delfshaven, City of Rotterdam, The Netherlands Name Heidi R. Brunt Claudia Ramos Age 38 38 Position Municipal Clerk Municipal Clerk City-County -State Middletown-Monmouth- New Jersey Delfshaven-Rotterdam-Zuid Holland Budget Middletown: $65 mil / Monmouth $ 4.8 bil Delfshaven €45 ($56)mil / Rotterdam: €3,5 ($4,6) bil Inhabitance 68,000 74,000 City Slogan Biggest Small Town in NJ No hyperbole! Play to the result and show what you're worth Constitution based Republic Monarchy Hero George Washington Johan Rudolph Thorbecke Coffee Skim Cappuccino grande Caramel Latte Macchiato tall Staff Yes Yes Pen preference Black gel thick point Blue ball point Introduction In the 2014 IIMC International Exchange Heidi Brunt and Claudia Ramos were matched. Heidi is a Municipal Clerk in Middletown New Jersey in the United States of America and Claudia is a Municipal Clerk at the district of Delfshaven, one of the 14 district municipalities in the city of Rotterdam in The Netherlands. The work environment and mentality of the two Clerks are comparable, i.e. the city’s have almost the same numbers of inhabitants and size and even the total budgets are appromaxitelythe same. The two clerks are both very ambitious, of the same age, mother of one child, have been married for five years and they share the same view on their responsibilities in the work environment and functional position. The Clerks agreed that they would really like to experience the life of someone with the same profession on another continent. With the full support of their families the Clerks decided to make an effort and chose to be a part of a three week exchange program during both municipal elections. The elections were in March 2014 in The Netherlands and in November 2014 in the United States. During the whole program the Clerks stayed at each others home and became a part of their respective families. Background Information International Exchange of Municipal Clerks: Middletown, Monmouth County, NJ, USA & District Delfshaven, City of Rotterdam, The Netherlands Claudia I have been working for the municipality of Rotterdam since 1998. I have been a Municipal Clerk since 2009 for the district council of Delfshaven. My office has two staff members or more depending on the project we are working on. We have two governing bodies, the Board Council which counts 25 members (seven political parties) and the Township Committee which has three full time members and an Administrator. Both political bodies have an appointment for district Chair which is like an extension of the Mayor of the city of Rotterdam. In the Netherlands the Municipal Clerk’s profession is not that old. The profession was first designated in local government in 2002. The profession was introduced by Municipal Law called “Dualism”. Dualism is a political science understanding which indicates the division between governance and representatives. Clerk’s Position in the Organization in Delfshaven The Clerk is appointed by the district council as their first advisor and supporter. The Municipal Clerk has a legal, secretarial, administrative, logistic and communicative task. The Municipal Clerk falls directly under the responsibility of the district board council. By law, the Municipal Clerk has a parallel position with the district Administrator. The Administrator is officially responsible for the content and reports to the Township Committee. Heidi In the past 13 years as a public employee, 11 of them have been with the Township of Middletown as the Municipal Clerk. I have six employees or more during the busiest time of the year with elections or permit renewals. The governing body is a Township Committee of five with an appointed Mayor each year. Middletown is a old settlement in New Jersey dating back to 1664 and we just marked our 350th anniversary this year with a year long celebration. The origins of the position of "clerk" are unclear. In ancient Greece there were secretaries for each polis who read official documents publicly and at the opening of a meeting read public messages. The early keepers of the archives were often called remembrancers, and before writing came into use, their memory was public record. When the early colonists came to America, one of the first offices established was that of clerk. The colony at Plymouth appointed a person to act as a recorder. Clerks Position in the Organization in New Jersey The Township Clerk has responsibilities required by N.J. State Statutes which include acting as the secretary to the governing body, custodian of records, administering local elections, and the issuing of licenses and permits. Residents may seek guidance from the Office of the Clerk for various services. Foundation of our Profession The history and the foundation of a country gives you an insight on culture and mentality of its inhabitants. The information will help you to empathize and to have a pretty good view on situations and the daily work of the municipality even politically. International Exchange of Municipal Clerks: Middletown, Monmouth County, NJ, USA & District Delfshaven, City of Rotterdam, The Netherlands The Dutch Constitution The Batavian-French period (1795-1813) led to radical changes and for the first time an elected Parliament met in the17 hundereds . After 1813 the Netherlands became a monarchy under the House of Orange. The Parliament, the Senate and the House should have a say in the governance and cabinet members conducted the policy. In many cases, the King had the last word. The liberal Thorbecke was responsibe for the new Constitution of the Netherlands which was implemented/ introduced in 1848. The cabinet members were now responsible for legislation and policy, Parliament checked them. The King stayed on as head of state, but he stood outside the political decision making; He was inviolable. These principles form the basis of the present Dutch Democracy. The American Constitution The US Constitution is based on some principles that were considered in the thinking of the Enlightenment important: popular sovereignty (Rousseau) separation of powers (Montesquieu) board by law or 'government by law' (Locke) state order based on Federalism and the Anglo-Saxon tradition in public administration. The US reveres their Nations Founding Father George Washington. A farmer, inventor, father, husband and General then our country’s first President. After the Revolutionary War with England, President Washington served two terms as President, then stepped down showing the country we didn't want a monarch system anymore and we should give the people a choice. “The love of my Country will be the ruling influence of my conduct” George Washington We share Montesquieu One of the similar principles in this matter is that both constitutions are based on separation of powers (Montesquieu). By visiting the New Jersey State House our contact, an Attorney for the Governor, gave Claudia an insight on how things are organized on state level. One of the issues he mentioned was the fact that, just like in the Netherlands, the Dutch judges are appointed by the head of the state and the appointment is for life (until the age of 70). In the Netherlands the head of the state will be the King and in the state of New Jersey, the Governor. Based on the Montesquieu philosophy, the judge’s job is to interpret the law. Program and Learning Goals Records Imaging and Disaster Response Heidi wanted to pursue the process of a record imaging and management system. It was important for her to discover new ways to attend to the records and how to grow in the future. Heidi was introduced to District Administrator Hilbert Keizer and had a tour to see how he was able to work “in the cloud” and manage their International Exchange of Municipal Clerks: Middletown, Monmouth County, NJ, USA & District Delfshaven, City of Rotterdam, The Netherlands imaging of records. In the Netherlands they have truly developed a paperless environment. Desks are empty of files and reports, and mail is opened and imaged appropriately before it lays on an employee's desk. By working “in the cloud” and having this advanced imaging workflow, employees can access their computer desktop and files from anywhere even here in the United States. In the program schedule we were able to attend a presentation by the Safety Region of Rotterdam Director on Disaster Response for the city. The Director was able to describe the city’s region for disaster response. The goals of the safety region were spelled out as to improve protection for inhabitants against safety risks, improve the assistance offered during and after incidents, hazards and crisis, and to improve fire prevention. In addition to fire prevention, medical assistance at accidents and disasters, risk management and centralized regional crisis management; increase overall managerial and operational performance. The Netherlands is divided into 25 safety regions of which Rotterdam-Rijnmond is number seventeen. This region inhabits 1.2 million people and is complex based on its large urban areas and a world port. During the discussion of the disaster plan for the region, Heidi spoke about recent US disasters such as hurricane Katrina, 9/11, and Superstorm Sandy. The safety region has learned from those incidents, as far as the importance of communication among the emergency services and the response time. They also communicate to the public using many various TV, radio, internet, and phone communications. Rotterdam-Rijnmond has also created many alliances with public broadcasting, public transport, and Ministry of Defense, Royal Dutch Rescue Service, health services, the drinking water company, and the energy company. These agreements are important to allow for seamless cooperation during a disaster. Elections In the Netherlands there has been electronic voting in the year 2006.
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