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Rowdy debate over acting deputy clerk spotlights clerk office staffing and record delays
Summary
Trustees proposed an acting deputy clerk authorized to sign documents within 48 hours to reduce delays; the village clerk objected to language and lack of consultation, while manager and trustees pushed for a full-time deputy/secretary, FOIA ledger and digitization to improve responsiveness.
A contentious exchange at the University Park Village Board meeting centered on a proposed ordinance authorizing an acting deputy clerk to sign documents within 48 hours of board action, with trustees arguing the change is necessary to avoid delays and the long-serving village clerk warning the board about vague language and reputational harm.
The clerk said the draft raised a number of practical concerns: "My first question is what if the clerk is not in possession of the documents within 48 hours after passage," and she asked whether the acting deputy would sign in the clerk’s name or their own. She said the draft ordinance reads like an indictment of past performance and that the clerk’s office has been without clerical support and has experienced medical absences.
Trustees and Manager Scott countered that many deadlines, FOIA requests and unsigned contracts have produced inefficiency and potential legal exposure. Manager Scott said the village needs a full-time deputy or FOIA specialist and recommended keeping a ledger so officials can track requests and signed items; he characterized the proposal as a temporary measure to improve follow-up and transparency.
Attorney Frasier and trustees suggested making the acting appointment explicitly temporary and including language that the clerk would participate in selecting a deputy. Several trustees urged that any acting appointment require attendance at board meetings and oversight by the clerk so the acting deputy would not "sign blanket resolutions and ordinances" without context.
Rather than immediate adoption, the board and clerk agreed to refine the language to specify a time limit on the acting role, require clerk involvement in selection, confirm signatory practices, and explore whether a full-time deputy/secretary or digitization would better address the underlying problems. The discussion also prompted calls for a review of union rules and separation of duties for deputy roles.
