Program Description

The Town Clerk is one of the oldest positions in town government and it holds extensive responsibilities in local governmental operations. The Office of the Town Clerk can be compared to a hub around which the wheel of government revolves, the spokes of the wheel represented by the numerous departments, boards, and committees to which the Office of the Town Clerk directly relates.

A primary source for public information related to Town government, this budget covers the cost of managing, archiving, retaining, and making accessible all major vital records and decisions as required by law including the preservation of records. The budget also includes the expenses incurred in providing public access to current and historic documents and in producing Town related bulletins, including the Annual Town Report, and the provision of a variety of licensing and business services: marriage, shellfish, dogs, raffles, fuel permits, business certifications, genealogy services, vital records requests: birth, marriage, death etc., and in managing and maintaining Town Board records and appointments and providing support to Town departments with research services.

The Town Clerk’s Office assumed the duties and responsibilities of Burial Agent from the Health Department in FY2014, and assumed oversight of the Town Cemetery, including selling of cemetery lots, scheduling burials, and maintaining cemetery records, from the Department of Public Works in FY2014. Printing for the Annual Town Report, removed from the budget in FY 2010, was inserted back into the budget since the concept of an electronic only edition was discarded by the Select Board in FY2013. Beginning in January 2017 the Town Clerk was also designated as the Primary Records Access Officer (RAO) for the Town, responsible for coordinating responses to public records requests, assisting persons seeking public records. This new RAO role also includes establishing and maintaining Public Record Request guidelines in keeping with the provisions of the new Public Records Law. In FY21 the Town Clerk’s Office, in conjunction with MIS, has created an online public record request portal to provide additional transparency and accountability for those seeking public records. Since its implementation in March 2021, there are over 113 requests which have been processed by the Office of the Town Clerk. The Town Clerk also serves on the Board of Registrars and is currently the staff liaison to the Charter Compliance Commission, Art Commission, Animal Welfare Committee, Historical Commission, Cemetery Commission, Scholarship & Trust Administration Committee, and Cultural Council.

Budget Statement

The Office of the Town Clerk strives to offer a high level of service to the residents and visitors of Provincetown. In order to effectively and efficiently run the office of the Town Clerk, it is imperative that the staff of the Clerk’s Office is versed in the newest changes to laws and procedures which are mandated by the State. This includes but is not limited to ever evolving election laws and procedures, retention of records, open meeting law, public record request response, and state ethics. This budget not only covers the cost of supplies and office staff with contractual increases in their salary and wages, but the continued education of staff members.

The Town Clerk’s Office is requesting an additional $3,027 in line item 511001 and $3148 in line 511003. These increases cover the cost of regular Salary & Wages for the Department Head to increase to a Grade 9 step 5 and the Administrative Assistant II to increase to a Grade 6 step 5 as outlined in the union contract.

Major Accomplishments for 2022

• Effectively conducted two elections: presidential primary election November 3, 2020 and one Annual Town Election in May 2021
• In conjunction with the MIS Department, created the Public Record Request Portal to provide transparency, accountability, and efficiency when fulfilling public record requests across departments
• Streamlined processes including offering services online (viewpoint Opengov portal): dog licenses, shellfish permits, business certificates, vital record requests (birth, death marriage certificates), town board applications, and fuel permits.
• Began reducing paper waste by utilizing the online portal to track town board member’s certificates of appointment, open meeting law materials, state ethics, and additional handbooks and documents.
• Streamlined the process for purchasing cemetery plots
• Coordinated and produced the 2021 Annual Town Report in conjunction with MIS and the Project Administrator for the Town Manager.
• Maintained a high level of customer service providing information to both the public and other Town departments.
• Submitted all bylaw amendments approved at the May Annual Town Meeting to the Attorney General’s Office for approval.
• Certified votes of the May Annual and Special Town Meeting for the legislature, administration, various Town departments and State agencies as needed and appropriate.
• Effective oversight of the annual street listing, which resulted in accurate and up-to-date voter information.

FY 2024 Objectives

• Continued attendance and participation in training to maintain a high level of customer service, providing accurate information to the public and other town departments;
• Continued accrual of credits through education and training in order to earn Certified Municipal Clerk Designation;
• Process and complete the 3 elections scheduled for FY23 (outlined in 113 Election budget)
• Conduct 2023 Annual Street Listing of residents and voters and daily maintenance of Central Voter Registry;
• Expand across all town departments, the use of the public record request portal and to effectively track staff time spent responding to requests.
• Development of 2022 Annual Town Report;
• Continue to streamline processes and develop programs to better serve residents and visitors of Provincetown.
• Certification of nomination papers, petition forms, resident, and voter certification;
• Continued preservation, protection and development of the historical or archeological assets of the Town;
• Continued cooperation between the Historical Commission and state archeologist in conducting the activities of unofficial bodies organized for similar purposes, and may advertise, prepare, print and distribute books, maps, charts, plans and pamphlets, which it deems necessary for its work.