Program Description

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 in to the budget since the concept of an electronic only edition was discarded by the Selectmen 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 request, 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. As of April, 2017 the Town Clerk’s Office began providing Public Notary Service. The Town Clerk also serves on the Board of Registrars, and is staff liaison to the Historical Commission, Cemetery Commission, and Cultural Council.

Budget Statement

The Provincetown History Preservation Project website, dedicated to significant historical material under the Town’s care, is also overseen by the Clerk’s Office, and in FY2021 the maintenance and ongoing development of this important site will continue to be funded through individual donations to the Provincetown History Preservation Project Gift Fund.

Major Accomplishments for 2020

• Effectively conducted two elections: one Special Town Election in February and one Annual Town Election in June;
• In conjunction with the MIS Department, creation and ongoing maintenance of the Cemetery database;
• Continued partnership with the Massachusetts Digital Commonwealth resulting in all material on the Provincetown History Project website now also housed and available through the Massachusetts Digital Commonwealth;
• Continued integration of electronic death and birth records system through the State’s Vital Information Partnership Program;
• Coordinated and produced the 2018 Annual Town Report;
• Utilized a total of three volunteers in support of the Town Clerk’s Office;
• Maintained a high level of customer service providing information to both the public and other Town departments;
• Submitted all bylaw amendments approved at both the April Annual Town Meeting to the Attorney General’s Office for approval;
• Certified votes of the April Annual, June Special and December Special Town Meetings for the legislature, administration, various Town departments and State agencies as needed and appropriate;
• Effective oversight of the annual street listing, resulting in accurate and up-to-date voter information.

FY 2022 Objectives

• Receive training in order to maintain a high level of customer service providing accurate information to the public and other town departments;
• Continue accruing credits through education and training in order to earn Certified Municipal Clerk Designation;
• Conduct 2021 Annual Street Listing of residents and voters and daily maintenance of Central Voter Registry;
• Implementation and review of Public Records Law and Oversight of Public Record Requests;
• Development of 2019 Annual Town Report;
• Process and completion of the November 3, 2020 State Election
• Process and completion of the May 11, 2021 Annual Town Election
• 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.

Performance/Workload Indicators