Clerks Office


             Cynthia Valentine, Township Clerk              

Email:
Clerk@ClayTownship.org
810-794-9303 Ext. 111

I was selected for the position based on my Education (Associates of Human Services, Associates of Accounting, Bachelor of General Studies with concentration in Criminal Justice and Human Service, and 2 classes short of completion of Masters in Business Administration), and also the previous work experience and knowledge that I held regarding the duties of the office of Clerk.

Since my appointment to office I have worked to review every account and process we have. I have personally spent the time to review minute and resolution books – back as far as the 1930’s to fully understand some of the decisions made and to make current informed decisions. It is my hope over the next four years to have all of these minutes and resolutions available and searchable online. I have also worked for months to organize the “HR” or “Human Resources” department. (Which when initially taking office, was not only non-compliant - but mostly non-existent). It is still a work in progress, however it has come a long way.

I have worked all days that the Township Offices were open with the exception of one day between the Christmas and New Year’s holiday. I am also here most Fridays and a lot of Saturdays. I pride myself on my dedication to my position and intend to keep that dedication for another 4 years.  The audit reflecting my work in the last year will be reflected in the audit that is currently being performed by Beals, Caruana, and Company P.C. I have worked with staff to ensure thorough checks and balances are in place for not only the Clerk’s office, but the entire Township administrative activities. I also expect the audit to reflect that any minor checks and balances that were not implemented within the fiscal year have been implemented and are currently ongoing.

The “Statutory Duties of the Clerk” are as follows:  Maintains custody of all township records  Maintains general ledger  Prepares warrants for township checks  Records and maintains township meeting minutes  Keeps the township book of oaths  Responsible for special meeting notices  Publishes board meeting minutes (if taxable value is $65 million in 2005, annually indexed, or a charter township)  Keeps voter registration file and conducts elections  Keeps township ordinance book  Prepares financial statements  Delivers tax certificates to supervisor and county clerk by September 30  Must appoint a deputy  Must post a surety bond

I also perform all functions of human resources and benefit administration. This, in itself, is a full time job that saves the Township potentially $50,000 plus, from having to hire someone for this position. I also oversee and submit payroll for the Township employees – ensuring all of payroll has been given to all department heads as well as the Treasurers department and the Supervisor for review before submitting. As you see, this is not a part time position. It requires a solid full time 40 hours plus and then some help from support staff.

Part of the statutory duties of the Clerk are running elections. This is a very intricate process that is also time consuming. Each election is months of preparation beforehand and requires great attention to detail. There are many mandated trainings, reports, and activities that are required by the state of Michigan. My current Deputy, has been a lifesaving wealth of knowledge.

I am available at any time should you have any questions about myself, my role in the Township or about the Township itself. There is, unfortunately, always work to be done. If you can’t reach me at the Township @ extension 111, please feel free to send me an email at clerk@claytownship.org with a proposed time for a meeting or phone call. I will be happy to accommodate. It has been my pleasure to work relentlessly with the Board of Trustees and our Auditors to improve the processes and direction of the clerk’s office, and look forward to continuous improvement over the next four years with the support of your vote.