50-99 Resolution
RECORD OF RESOLUTIONS
Dayton Legal Blank Co., Form No. 30045
i Resolution No, S0-99dd . Passed d d ........,
=~c:==cc='''==-==l YEAR
I
! A RESOLUTION IN SUPPORT OF CERTIFICATION FROM THE
STATE OF OHIO FOR THE OFFICES OF CLERK OF COUNCIL AND
CLERK/TREASURER
WHEREAS, all municipalities in Ohio are required to have the positions of Clerk of
Councilor Clerk/Treasurer under the provisions of the Ohio Revised Code; and
WHEREAS, these positions are vital to the daily administration of the legislative branch
of municipal government; and
WHEREAS, many states throughout the country have certification programs required for
those who serve in these offices, and it is recognized that specialized training and
knowledge is a key to effective performance by Municipal Clerks; and
WHEREAS, the Ohio Municipal Clerks Association (OMCA), representing municipal
clerks throughout the State, endorses such a Certification program for Municipal Clerks;
and
WHEREAS, OMCA has completed a survey of Council Members, Mayors, City
Managers and Village Administrators and Municipal Clerks which indicates there is
strong support for required state certification.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State
of Ohio, D- of the elected members concurring, that:
Section 1. Council hereby supports a state certification requirement for Municipal I
Clerks. I
Section 2. Council urges the State Legislature to adopt legislation requiring such
certification as outlined in the attached Exhibit "A".
Section 3. This resolution is effective upon passage as provided under Section 4.04
(a) of the Revised Charter.
Passed this /.3t~ day of ])e<2-, , 1999.
- Presiding Officer
ATTEST:
~C2..~
Clerk of Council
I hllreby (?,tlify I'hat wples of this flr~;ni!IK@o/Resolutiol1 were posted in ~
Cly of DvbHn in accordance with Sect:!)n 731,25 of the OUo Revised (3~
._~.._.._--.._. ---_._-.-~
~ r C!rrk
EXHIBIT "A"
REQUIRED STATE CERTIFICATION FOR MUNICIPAL CLERKS
After January 1,2000, a municipality with a total annual budget of more than $500,000,
which employs an officer or employee responsible for exercising any ofthe duties of
Municipal Clerk, Clerk of Councilor Clerk/Treasurer, hereinafter referred to as "Clerk", as
specified in the Municipal Charter or the Ohio Revised Code, or who performs any of the
duties listed in Section 1 below, shall have one person obtain certification upon meeting the
qualifications for certification established by the Secretary of State.
1. Examples of duties commonly exercised by Municipal Clerks, Clerks of Council or
Clerk/Treasurers include, but are not limited to: transcribing the minutes and
maintaining a record of business transacted at meetings of the legislative body;
preserving the minutes in permanent form; acting as custodian of and preserving the
public records of the Municipality, including original copies of legislation, minutes of
meetings of the legislative body, contracts, bonds, title deeds and other official papers,
records and documents, and providing copies and certifying copies of official records,
papers and documents.
2. In municipalities where more than one person is responsible for exercising the duties
listed above, a minimum of one person in each municipality shall obtain certification,
provided however that more than one municipal employee or officer may become
certified.
3. Those currently exercising the duties outlined in Section 1 shall obtain certification
within five years after the effective date of this law, and those who are employed
subsequent to the effective date of this law and who exercise the duties outlined in
Section 1 shall obtain certification within five years from the date of employment.
4. Certification requires a minimum of one hundred (100) education and experience
points.
5. To retain certification, a certified officer or employee shall be required to obtain a
minimum of eighteen (18) points of continuing education courses every five (5)
consecutive years.
6. A certification fee of $25.00 shall be paid to the Secretary of State, if applicant is found
to be qualified for such certification.
7. The provisions of this act shall be optional for any municipality with a total annual
budget of $500,000 or less. Any such municipality may, by Ordinance, require its Clerk
to obtain certification as required by this act.
8. Noncompliance with this provision may result in an audit citation from the Auditor of
State.
MUNICIPAL CLERK CERTIFICATION REQUIREMENTS
Education and Experience Requirements - 100 points
1. Bachelor's degree (or higher) in Public Administration or related field * 50 points
2. Associate of Arts degree in Public Administration or related field * 25 points
3. Bachelor's degree or higher in an unrelated field 25 points
4. Relevant University or College credited course work 1 pt. Per credit hour 25 points
5. Certification through the International Institute of Municipal Clerks 100 points
6. In-service training or seminars relating to your position as Clerk 1 pt. Per hour/maximum 50 pts. 50 points
7. Attendance at Annual Clerks Conference 5 pts. Each/maximum 30 pts. 30 points
8. Satisfactory completion of a Home Study Course in a related field * 5 points
9. Experience as full-time, administrative Clerk or Deputy Clerk 5 pts. Per year/maximum 50 pts. 50 points
10. Experience as part-time or non-administrative Clerk or Deputy Clerk 3 pts. Per year/maximum 40 pts. 40 points
11. Other full-time administrative position in local government prior to becoming Clerk or Deputy Clerk 3 pts. Per year/maximum 30 pts. 30 points
12. Administrative or elected position in Federal, State or Province Government 2 pts. Per year/maximum 30 pts. 30 points
13. Administrative position in business 1 pt. Per year/maximum 30 pts. 30 points
RECERTIFICATION REQUIREMENTS
Education and Experience Requirements - 18 points
1. Satisfactory completion of the OMCA/IIMC Career Development or Advanced Academy 18 points
2. Relevant University or College Credited course work 1 pt. Per credit hour/maximum 5 pts. 5 points
3. Academic credits in a related field* earned at an accredited college or university after State Certification 1 pt. Per credit hour/maximum 6 pts. 6 points
4. Completion of a professional related* seminar/course from a local resource 1 pt. Per hour/maximum 12 pts. 12 points
5. Personal accomplishments of educational benefit to the profession 2 points
6. Teaching/training at an accredited college, university or primary/secondary school 1 pt. Per hour/maximum 12 pts. 12 points
7. Certification from a counterpart organization related to the responsibilities of a Municipal Clerk 7 points
8. Education courses and/or in-service training relating to your position as Clerk 1 pt. Per hour/maximum 8 pts. 8 points
9. Experience as Administrative, Municipal Clerk or Deputy Clerk 1 pt. Per year/maximum 5 pts. 5 points
10. Attendance at an Annual Clerks Conference 5 pts. Each/maximum 15 pts. 15 points
11. Unique on-the-job performance and/or personal achievements that benefit the profession or your community 1 pt. Per year/maximum 5 pts. 5 points
12. Officer in related professional association 1 pt. Per year/maximum 5 pts. 5 points
* Related field to receive credit: a degree must be academic, must be from an accredited institution, and must relate to the Municipal Clerk's position. Related field includes, but is not limited to: public administration,
urban affairs, municipal management, government, political science, records management, law, pre-law, history, economics, business administration, municipal finance, accounting, computer science, psychology, urban
planning, personnel administration or related social sciences.
RULES AND REGULATIONS
1. Application for Certification shall be submitted to the Ohio Municipal Clerks Association, c/o the Ohio Municipal League.
2. A Committee, consisting of three (3) members from the Ohio Municipal Clerks Association, one (1) member from the Secretary of State's Office, and one (1) member from the
State Auditor's Office shall review applications for certification.
3. Upon review and approval from the Committee, Certificates shall be issued from the Secretary of State.
4. All records shall be kept in the possession of the Ohio Municipal Clerks Association, through the Ohio Municipal League.
MEMORANDUM
To: Members of Dublin City Council
From: Anne Clarke, Clerk of Council
Re: Support for State Certification of Municipal Clerks
Date: December 9, 1999
As Council is aware, the City of Dublin has strongly supported certification for
Municipal Clerks by providing training funds each year for the Clerk of Council and
Assistant Clerks of Council to attend the Ohio Career Development Program for
Municipal Clerks at Kent State University. Currently, I hold the Certified Municipal
Clerk and Advanced Academy Education certifications, Judy Perry holds the Certified
Municipal Clerk certification and is pursuing the AAE certification, and Judy Beal has
completed two years of the three-year Certified Municipal Clerk program at Kent State.
The Ohio Municipal Clerks Association, on which I serve as a Board member, has been
working with the Ohio Municipal League to seek support for a required state certification
program for Municipal Clerks. Our organization believes that this requirement would
benefit cities and villages by ensuring that those who serve in these offices have access to
training and continuing education programs. Many states across the country already have
this requirement in place. OMCA's survey of Mayors, Managers/Administrators, and
Municipal Clerks throughout the State of Ohio indicated strong support for required
certification.
The details of the program are outlined in the exhibits attached to the Resolution.
Provision is made for those currently serving in the capacity of Municipal Clerk to obtain
certification within five years following the effective date of the state legislature adoption
of the requirement.
On behalf of the Ohio Municipal Clerks Association, I am requesting your support of this
Resolution.