Unsung heroes of local government: Municipal clerks

When we think about the local government, we usually picture mayors and city councils. But there's an important job that often goes unnoticed: the City or Borough Clerk. These hard-working people keep our local governments running, especially here in Alaska. Let's look at what clerks do and why their work matters.

City and Borough Clerks have two principal jobs: managing elections and keeping historical records. These tasks affect our daily lives and the long-term health of our communities.

For elections, clerks are in charge of everything and are the guardians of our representative republic process at the local level, ensuring that every eligible voter has the opportunity to make their voice heard. They are a captain of the ship, the admiral of the fleet, and the commander-in-chief of elections in their jurisdiction.

Clerks register voters, prepare ballots, set up voting places, and train election workers. They make sure everything goes smoothly on election day. They also handle mail-in and early voting, which is important in Alaska's far-apart communities.

Clerks spend months preparing for each election. They update voter lists, design ballots, and test voting machines. They communicate with candidates to make sure they understand the rules for running for office. In many places, clerks organize debates or public forums so voters can learn about the candidates.

After the polls close, clerks coordinate the counting of votes and prepare the results to send to the governing body for certification. They address any problems that come up during the election. Clerks make sure every eligible voter can have their say. If there is a recount or challenge to the results, the clerk oversees that process too.

But it isn't just about our future. Clerks also keep our community's history safe and help keep the government open. They store important documents like laws, meeting notes, and historical records. This connects us to our past and shapes our future.

Need to look up an old law or read an ordinance from 30 years ago? What about looking up how officials voted on a resolution a decade ago? The clerk's office can help. They organize these records and let the public see them. This helps keep the government honest. Clerks often help researchers, journalists, and curious citizens find information about their community's past.

Many clerks are now using computers to store records. They are scanning old papers and putting information online. This makes it easier for people to learn about their community's past and present. Some clerks are even using social media to share interesting historical facts or important announcements.

Clerks also help connect the public with local government. They plan meetings, post public notices, and answer people's questions. In many towns, the clerk's office is where you go to get a business license, register your pet, or report a problem with city services.

During public meetings, clerks take detailed notes called minutes. These become the official record of what the government decides. Clerks make sure these minutes are accurate and available to the public. They also help government officials follow open meeting laws.

Some clerks have additional duties depending on their community. They might manage city cemeteries, oversee local elections for schools or utilities, or coordinate disaster plans. In small towns, the clerk might wear many hats, especially in matters involving public relations and community engagement.

If you are worried about how well your clerk is performing their job, there are ways to help. First, try talking to the clerk directly. Be polite and ask for explanations. Often, this can solve problems. If that does not work, you can talk to your elected officials like the mayor or city council members. They oversee the clerk. Make sure you contact the right agency - cities and boroughs are separate and have no oversight on the other.

Remember, the goal is not to cause trouble, but to make sure your local government works well. Most people in the clerk's office want the same thing. Work together to improve your community. Consider volunteering as an election worker to see firsthand how the process works.

City and Borough Clerks play a big role in our local government. They protect our right to vote, save our community's history, and help keep our government honest. They manage one of our most important rights: the right to vote. Next time you visit your local government office or vote in an election, take a moment to thank the clerk and their staff. Their behind-the-scenes work helps keep our communities running smoothly and our democracy strong.

Christian M. Hartley is a 40-year Alaskan resident with over 25 years of public safety experience and public service. He runs a freelance business, Big Lake Writer, from home in Big Lake that he shares with his wife of 19 years and their three teenage sons.