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Unsung Heroes of Municipal Government<br />
By Douglas Schmidt, LCMC, LMCA Public Relations Officer<br />
The importance of a municipal<br />
clerk is demonstrated by the<br />
wording of the Lawrason Act,<br />
which provides that every<br />
municipality MUST appoint<br />
a clerk. Title 33 sets forth<br />
certain duties of the clerk:<br />
auditor, potential tax collector,<br />
minute-keeper, custodian<br />
of the municipal seal, and<br />
custodian of all ordinances<br />
and records. But, the myriad<br />
of responsibilities assumed<br />
by most municipal clerks far<br />
exceeds what is provided in<br />
the statutes.<br />
For every action undertaken<br />
by a municipal government –<br />
from contracts, to ordinances/<br />
resolutions, to purchasing – there is paperwork that<br />
must be carefully created, processed, and maintained.<br />
Further, the clerk is often the “face” of the municipality,<br />
interacting with the public daily regarding the things that<br />
matter to them the most. To a large extent, the success<br />
of a municipal government rests on the shoulders of the<br />
municipal clerk, and a well-trained clerk makes everyone’s<br />
lives easier. A clerk’s statutory duties coupled with<br />
the level of service that must be delivered daily to the<br />
mayors and the public, should come with an instruction<br />
manual and a superhero’s cape. Thankfully, the Louisiana<br />
Municipal Clerks Association (LMCA) provides both<br />
instructions and a cape in the form of the 43rd Annual<br />
Louisiana Municipal Clerk’s Institute (LMCI) and the<br />
Technical Assistance Program (TAP).<br />
The LMCA is the organization that provides critical training<br />
and mentorship opportunities for clerks. The LMCI will<br />
take place on <strong>October</strong> 21-26, <strong>2018</strong> at the Embassy Suites<br />
in Baton Rouge. Through generous contributions from<br />
LMA, LaMATS, and LMCA, clerks who might not otherwise<br />
be able to participate, due to limited financial resources<br />
of their municipality, are given the opportunity to attend<br />
and gain the knowledge needed to be effective municipal<br />
clerks. This year, ten scholarship applicants were awarded<br />
Mayor Eugene Smith Memorial LaMATS scholarships, and<br />
eight applicants were awarded Gloria King Memorial LMA/<br />
LMCA scholarships to attend LMCI training.<br />
The LMCI is a full week of classes and discussions on<br />
topics that affect all sizes of municipalities. It is of vital<br />
importance that we, as clerks, keep up with the laws that<br />
affect our cities, towns, and villages. For example, the<br />
LMCI provides training on public records and records<br />
retention. It is imperative<br />
that municipalities create<br />
record retention schedules<br />
so that they do not have an<br />
abundance of out of date<br />
files taking up much needed<br />
space. This is also important<br />
when public records requests<br />
are received so that the<br />
clerk, as custodian, knows<br />
exactly what records are<br />
available and where they are<br />
located. Additionally, LMCI<br />
classes allow clerks to gain<br />
points that accrue toward<br />
obtaining status as a Certified<br />
Municipal Clerk and eventually<br />
a Master Municipal Clerk.<br />
Friday morning sessions have<br />
been added to this year’s institute to provide even more<br />
points toward certification. We are hopeful for a record<br />
turnout this year, as the committee has booked some new<br />
speakers and topics, as well as fun activities.<br />
For new or fledgling clerks, the LMCA provides a program<br />
to gain expert assistance from an experienced certified<br />
clerk. Through the Technical Assistance Program,<br />
experienced clerks travel to other municipalities to mentor<br />
new clerks with hands-on knowledge about the municipal<br />
clerk’s responsibilities. This has been a very successful<br />
program that has enjoyed the full support of the LMA, and<br />
has been especially helpful for those new clerks unable to<br />
attend LMCI training. It is imperative that these new clerks<br />
know their responsibilities, and the legal and technical<br />
expertise of a certified clerk is essential to maintain<br />
operations within the boundaries of Louisiana law. For<br />
more information about the Technical Assistance Program,<br />
please contact LMCA Past President Sherry McCann at<br />
mccann.sherry@bellsouth.net, or LMA Member Services<br />
Coordinator Kelly Drone at kelly@lma.org.<br />
Every month, the LMCA features information in this<br />
publication through the “Clerk’s Corner.” We aim to<br />
apprise our members of upcoming events and provide a<br />
little levity through a “Lagniappe” section. For example,<br />
<strong>October</strong> is Health Literacy Month and Pizza Month. We<br />
encourage you to learn ways to stay physically and socially<br />
healthy, but to also leave room for the occasional slice or<br />
two of good pizza!<br />
Thank you to all of the municipal clerks who are indeed<br />
unsung heroes. Our united superpowers are keeping<br />
Louisiana strong!<br />
Page 18<br />
<strong>LMR</strong> | <strong>October</strong> <strong>2018</strong>
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