GS #24: City and Village Clerks retention schedule.

These requests are received from citizens who want to be heard by the city or village council or commission. They may relate to events, street closings, contract protests, complaints, requests for hearings, investigations, rallies, etc. These records may be in the form of correspondence or application forms. Depending upon the issue, they may need to be reviewed by another city or village department (in which case a report may be generated and retained as part of the record series). Some requests may need to be approved by the council (with or without conditions).

DTMB General Schedule #24 (City and Village Clerks), item 24.205; approved 3/31/2026

These records are applications from residents who are interested in serving on a city or village board, committee, commission, etc. If they are appointed, this record will become part of the member file (see item #206).

DTMB General Schedule #24 (City and Village Clerks), item 24.207; approved 3/31/2026

These records list who served on a particular board, committee, commission, etc., and the dates of their term as a member of the public body.

DTMB General Schedule #24 (City and Village Clerks), item 24.208; approved 3/31/2026

Certain public officials are required to sign an oath of office.

DTMB General Schedule #24 (City and Village Clerks), item 24.209; approved 3/31/2026

The charter provides the legal framework for operations of the city or village’s government. It defines boundaries, how the city or village operates on a daily basis, the responsibilities and authority of various public officials, and regulations that are adopted by the council or commission. The document is revised over time, however superseded versions will be retained permanently as an historical record.

DTMB General Schedule #24 (City and Village Clerks), item 24.210; approved 3/31/2026

Codified ordinances document all laws enacted by the council or commission. They may include the text of the ordinance, public notices and vote sheets. A copy of these records may be compiled into a published codebook and database.

DTMB General Schedule #24 (City and Village Clerks), item 24.211; approved 3/31/2026

These resolutions are adopted by the council or commission. They include the language of the resolution and any supporting documents for the resolution.

DTMB General Schedule #24 (City and Village Clerks), item 24.212; approved 3/31/2026

The budget is approved by the council or commission. It documents revenues and expenditures, and allocations for each department. This record contains the final version, and any supplemental versions, revisions or amendments that are approved for each fiscal year.

DTMB General Schedule #24 (City and Village Clerks), item 24.213; approved 3/31/2026

Departments may submit annual reports to the chief elected official’s office where they are compiled into a single annual report of the city or village’s activities. The official copy of the departmental reports, as well as the compiled report, are maintained by the clerk.

DTMB General Schedule #24 (City and Village Clerks), item 24.214; approved 3/31/2026

These records serve as evidence that the city or village provided public notice of elections, hearings, ordinance enactments or revisions, police auctions, bids, etc. in local news media. They may include Affidavits of Publication, clippings, and copies of the printer’s bill or invoice. The city or village’s finance or accounting office is the official recordkeeper for the billing records. These records may be retained with the other records that pertain to the event listed in the public notice. These records inherit the retention period of other record series, depending upon the type of event that is listed in the public notice.

DTMB General Schedule #24 (City and Village Clerks), item 24.215; approved 3/31/2026

These files contain applications for licenses and/or permits for various operations within city or village limits, as prescribed by ordinances, such as building, zoning, carnivals, solicitors, garage sales, pets, restaurants, taxis, etc. These records contain applicant information, information about the purpose of the license or permit, and it may contain supplemental documentation, such as blueprints, certificates of liability insurance, surety bonds, indemnity bonds, treasurer’s reports, etc. The clerk may maintain a log, index, checklist or other document to keep track of licensees and the payment of fees.

DTMB General Schedule #24 (City and Village Clerks), item 24.300; approved 3/31/2026

These files contain applications for licenses to sell alcoholic beverages. They records include applications to transfer a license to a new owner and to transfer a license to a new location. These records may include the application, inspections, police reports, payment documentation, local board, commission review, and approval documents, etc. The Michigan Liquor Control Commission maintains a duplicate copy of this record. These files include rejected applications.

DTMB General Schedule #24 (City and Village Clerks), item 24.301; approved 3/31/2026

Individuals or businesses may fail to submit complete paperwork to receive a license from the city or village.

DTMB General Schedule #24 (City and Village Clerks), item 24.303; approved 3/31/2026

The city or village may recognize non-profit organizations that wish to use city or village facilities for purposes that may include fundraising. The recognition of the organization does not expire. These files may include correspondence, 501c3 documentation, by-laws and articles of incorporation.

DTMB General Schedule #24 (City and Village Clerks), item 24.304; approved 3/31/2026

Cities and villages may own one or more cemeteries. These records document purchasers and occupiers of lots and burials. They may include maps, indexes, burial transit permits, certificates of title for burial rights, purchaser information, deeds for lots, deceased individual information, perpetual care and grounds records, interment and disinterment orders, etc. Cities and villages are encouraged to contact the Archives of Michigan for assistance if they cannot retain these records permanently.

DTMB General Schedule #24 (City and Village Clerks), item 24.400; approved 3/31/2026

These records document the ownership of city or village property. They include rights of way, easements, deeds, restrictive covenants, vacated properties, warranty deeds, quit claim deeds, annexations, interlocal agreements, incorporations, etc. Supporting documents may include land surveys, maps and drawings, plans, correspondence, legal property descriptions, agreements, resolutions, bond documentation, title insurance, etc. The county register of deeds will maintain copies of some of these records.

DTMB General Schedule #24 (City and Village Clerks), item 24.401; approved 3/31/2026

Property owners may be eligible for various tax credits (such as farmland preservation, enterprise zone, etc.). These credits are approved by the Michigan Department of Treasury, but they are also reviewed by various township departments and public bodies. These files may include applications, legal property descriptions, etc.

DTMB General Schedule #24 (City and Village Clerks), item 24.402; approved 3/31/2026

These records document legal opinions issued by the city or village’s legal counsel.

DTMB General Schedule #24 (City and Village Clerks), item 24.506; approved 3/31/2026

Any city that is an active local registrar for vital records (births and deaths), and has been approved by the Department of Health and Human Services for that purpose is obligated to receive, file and retain vital records for that purpose. (MCL 333.2814-333.2815). If an active local registrar cannot retain these records permanently, they are encouraged to transfer records to the Archives of Michigan by order of the State Vital Records Registrar. All other cities and villages shall transfer their vital records to the Archives of Michigan by order of the State Vital Records Registrar.

DTMB General Schedule #24 (City and Village Clerks), item 24.507; approved 3/31/2026

These files document all vehicles owned by the city or village. They may include the registration, title, repair orders, documentation of all maintenance work that is performed, inspections, etc.

DTMB General Schedule #24 (City and Village Clerks), item 24.508; approved 3/31/2026

These files include statements from investment accounts that identify the date and amount of each transaction, the maturity and balance of the account. They may include cash flow and reconcile statements that summarize the beginning and ending balance of the account and all transactions dates and amounts.

DTMB General Schedule #24 (City and Village Clerks), item 24.518; approved 3/31/2026

These records document the volume of supplies (office, maintenance, etc.) that are purchased and used.

DTMB General Schedule #24 (City and Village Clerks), item 24.522; approved 3/31/2026

Officers and employees, especially those who handle money, may need a bond to protect the city or village against theft. These certificates identify the person who is bonded, the bonding company and the amount of the bond.

DTMB General Schedule #24 (City and Village Clerks), item 24.527; approved 3/31/2026