Mount Clemens work session advances draft commissioner handbook; staff, attorneys discuss letterhead, gift limit and disclosure

MOUNT CLEMENS — City officials reviewed a draft commissioner handbook at a work session, where staff outlined procedures for using city letterhead, booking short-term office space, and submitting requests for conferences and training.

Mr. Shipman, the city manager, told commissioners that “any commissioner needing something placed on city letterhead can send the manager’s administrative assistant the letter by email and they will place it on city letterhead,” and that staff would save a copy by commissioner on the city server for recordkeeping and FOIA purposes. The handbook draft under review would formalize that process and clarify whether commissioners want staff to email a PDF back or to have commissioners come to city hall to sign and mail correspondence.

Why it matters: The handbook is intended to set consistent practices for newly seated and incumbent commissioners so that city communications, meetings and reimbursements follow a transparent, auditable process.

Key proposals and clarifications discussed

Letterhead and records: Staff said the manager’s administrative assistant will apply city letterhead and retain copies organized by commissioner on the city server to create an auditable record for public-record requests. Commissioners asked for explicit language that copies be retained and how FOIA requests would be located; staff said they could add that to the draft.

Office space and bookings: City staff described two short-term desks and three conference rooms at city hall that commissioners may reserve by contacting the city manager’s office or the administrative assistant. Staff suggested a first-come, first-served approach and recommended that a commissioner invite a colleague or staff member to sit in on meetings with potentially contentious residents.

Speaking engagements and gifts: Commissioners asked whether they may accept honoraria or instead direct payment to a charity. Attorney Rob advised that commissioners should not accept payment when appearing in an official capacity; charitable donations to a legitimate nonprofit are generally acceptable. Commissioners and staff discussed adding a written gift cap to the handbook (a $25 limit was proposed as a candidate threshold for modest items such as a meal or gift certificate) and flagged the need to confirm any charter or statutory restrictions before finalizing language.

Memberships, reimbursements and training: Staff noted that the city holds organizational memberships in entities such as SEMCOG and the Michigan Municipal League and that commissioners may attend events; registration and fees can be processed through the city manager’s office with budget approval. Commissioners said they would consider a clearer training budget or per-person allocation during the annual budget workshop.

Conflict-of-interest guidance: The group reiterated that commissioners may not serve on city boards or financially benefit from city contracts. A commissioner urged full disclosure of relationships (for example, business ties or family members involved in city matters) even when a technical conflict does not exist, to avoid later concerns. Staff agreed to draft clearer disclosure language and to spell out what constitutes a prohibited financial benefit, including gifts tied to contracting.

Outcome and next steps: The session produced recommended edits and clarifications for the handbook but did not adopt formal policies. Staff will incorporate the requested clarifications—about recordkeeping for letterhead, a proposed gift limit, and explicit disclosure language—and bring a revised draft back to a future work session. The work session was adjourned.