Clerk FAQ

• The Open Meetings Act requires a public body to give the public notice prior to holding a meeting. The Clerk’s Office oversees proper notice is given for regular meetings, public hearings, special meetings, election notices, auctions and bids.
• The Clerk’s Office maintains affidavits of publication and other proof of publication for notices.

• The Clerk’s Office provides free notary services to Lakefield Township residents by appointment only.
• Each employee in the Clerk’s Office is a commissioned Notary authorized to perform three (3) types of notarizations; Acknowledgments, Administer Oaths or Affirmations (Jurat), and Witness or Attest to a Signature.
• A Notary does not decide what type of notarial act a document requires. The client must know and tell the Notary or the document itself clearly indicates what is needed.

The Township Clerk is the records manager of the Lakefield Township Cemetery. 

Record retention including the Code of Ordinances. 

• The Clerk is required by state law to maintain an ordinance book, and from time to time a municipality may compile or codify all of its current ordinances and publish that compilation or code.
• Minutes are recorded to provide an accurate written history of the proceedings of a board, commission, or committee meeting. The Open Meetings Act (OMA) contains the legal requirements for minutes of public body meetings. Minutes must be kept for all meetings and are retained by the Clerk’s Office. Minutes of closed meetings are also recorded and kept by the Clerk.
• When the Township Board wishes to adopt a resolution, they become part of the permanent record of the municipality retained by the Clerk’s Office.
• The Clerk’s Office follows Michigan law (MCL 399.5 and 750.491), requiring that all public records be listed on an approved Retention and Disposal Schedule that identifies the minimum amount of time that records must be kept to satisfy administrative, legal, fiscal and historical needs.

The FOIA Act regulates and sets requirements for the disclosure of public records by all public bodies in the state. FOIA states that all persons, except those in prison, upon written request, have a reasonable opportunity to inspect, copy, or receive copies of the requested public record of the public body.

The Township Clerk is the Freedom of Information (FOIA) Coordinator.

FOIA’s can be requested by emailing clerk@lakefieldtwp.org. 

Township clerks are certified by the State of Michigan under the Election Officials’ Accreditation Program mandated by Michigan election law to maintain voter registration records for their township and are responsible for administering all federal, state, county, and township elections. Township clerks who have a school district wholly contained within their township are also responsible for administrating the school district’s elections. Election administration consists of:

• Receiving nominating petitions and Affidavits of Identity.
• Managing voter registration using the QVF system: Accepting voter registrations, maintaining voter registration files, transferring voter registrations in compliance with federal and state record-keeping requirements, and overseeing the use of the electronic poll book.
• Administering absentee voting (AV) and conducting elections: Receiving AV applications and records, tracks and mails AV ballots.
• Election responsibilities include controlling campaign materials, handling recounts, and conducting special and recall elections.
• Posting and publishing state-required election notices.
• Township Election Commissions are chaired by the Township Clerk. They are responsible for designating precincts and polling places, selecting voting machines, testing equipment and conducting public accuracy tests, printing and proofreading ballots, and appointing election inspectors.

The Township Clerk’s Statutory Duties maintained by the Clerk’s Office:

Records:

• Maintains custody of all Township records.
• Maintains the general ledger.
• Records and maintains Township meeting minutes.
• Keeps Township ordinance book.

Notices:

• Keeps the Township book of oaths.
• Responsible for special meeting notices.
• Publishes board meeting minutes.

Financials:

• Prepares warrants for Township checks.
• Prepares financial statements.
• Delivers tax certificates to supervisor and county clerk by September 30.
• Must post a surety bond.

Elections:

• Administers elections according to state law.
• Keeps voter registration file.
• Registers voters.
• Maintains Permanent absentee ballot list.

The Lakefield Township Clerk is the Department Head of the Clerk’s Office. A Township Clerk is an elected member of the Township Board every four (4) years with an equal vote as the other members of the Board.

The Clerk also has statutory duties and functions as set forth and detailed by state law; including appointing the Deputy Clerk.