Ludington city clerk’s role highlighted as election season approaches

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Dear Editor,

With a city election scheduled for Tuesday, Nov. 3, 2026, residents may soon find themselves interacting more closely with one of the most essential—yet often behind-the-scenes—roles in local government: the city clerk.

Candidates seeking to run for local office are reminded that nominating petitions must be filed with the city clerk no later than 4 p.m. Tuesday, April 21, 2026. As that deadline approaches, the clerk’s office plays a central role in ensuring the integrity and smooth administration of the election process.

Defined by the city charter, the clerk serves as both a record keeper and administrator, ensuring transparency, accountability and continuity in municipal operations.

At its core, the clerk’s role begins with governance. The clerk serves as the official clerk of the city council and all appointed boards, as required by state law. This includes attending all council meetings and maintaining a permanent journal of proceedings in English, creating an official and lasting record of the city’s legislative actions.

The clerk is also the custodian of the city seal, used to authenticate official documents. When documents require formal validation, the clerk affixes the seal and attests to their legitimacy. In addition, the clerk maintains custody of the city’s official papers, records and documents, unless another law assigns that responsibility elsewhere. The role also includes ensuring city officials are notified in advance when terms of office, contracts, bonds, franchises or agreements are set to expire or terminate.

Recordkeeping is a central function of the clerk’s office. The clerk maintains documentation of all ordinances, resolutions and official council actions, while keeping the mayor and city manager informed on matters within their authority.

Beyond recordkeeping, the clerk plays a key role in elections and civic participation. The clerk is responsible for conducting all elections, maintaining voter registration and election records, and administering oaths required by law or city ordinance. From processing candidate filings to overseeing Election Day operations, the clerk’s office is critical to ensuring a fair and orderly election on Nov. 3.

The position also carries significant financial responsibilities under the current charter. The clerk serves as the city’s general accountant, overseeing financial records in accordance with generally accepted accounting principles and the state’s Uniform Chart of Accounts. This includes managing accounts payable and disbursements. At each regular council meeting, the clerk presents a report of accounts payable, identifying the funds from which payments will be made. All city funds that are withdrawn or disbursed must be countersigned by both the clerk and the treasurer, adding an additional layer of oversight.

In addition, the clerk certifies all ordinances and resolutions adopted by the council. This certification serves as prima facie evidence that the council has taken proper and lawful action.

The clerk also maintains an inventory of all city-owned property and is responsible for issuing licenses and permits as required by city ordinances.

To support the work of the office, the clerk may appoint a deputy, subject to city council approval. The deputy has the authority to perform the duties of the clerk under the clerk’s supervision. However, the clerk remains responsible for the deputy’s actions and retains the authority to remove them.

Finally, the charter recognizes that the role must remain flexible. The clerk performs additional duties as directed by the city council or required by law, ensuring the position can adapt to the evolving needs of the community.

Looking ahead: Proposed charter amendment

As the city prepares for the upcoming election, voters may also be asked to consider a proposed update to the city charter related to the clerk’s role.

In recent years, the scope and complexity of the clerk’s responsibilities have grown significantly. City council has recognized that the combined duties—particularly the inclusion of both statutory clerk functions and full-scale accounting management—have effectively evolved into two full-time positions.

In response, the finance committee is drafting a proposed charter amendment that would remove the “general accountant” responsibilities from the clerk’s duties. This change would align the role more closely with its core functions of elections, records management and legislative support, while allowing for dedicated financial oversight under a separate structure.

If the proposed amendment is approved by voters, the city would hire a finance director to manage accounting and financial operations.

If the amendment does not pass, the finance committee has identified an alternative approach. In that case, the city would hire a finance director and, consistent with the authority provided in the charter, swear that individual in as a deputy clerk. This would allow the finance director to assume the accounting responsibilities currently assigned to the clerk while remaining under the clerk’s supervision as required by charter provisions.

In either scenario, the goal is to ensure that both the clerk’s office and the city’s financial operations are structured to support efficiency, accountability and long-term sustainability.

As residents consider participating in the upcoming election—whether as voters or candidates—the work of the city clerk serves as a reminder of the many essential functions that support local democracy every day.

Sincerely,

Kaitlyn Aldrich, Ludington City Manager