Mary Haynes is serving in her fifth term as Peoria's first elected female city clerk. She was elected at-large to her first four-year term in 1985. She's earned the Master Municipal Clerk designation and is a Registered and Certified Municipal Clerk.

Haynes is a member and past president of the Municipal Clerks of Illinois and has held almost all offices and served in most committees of that organization. To further the education and professional development of the clerk's office, she co-founded the Central Illinois Municipal Clerks Organization in 1988.

She's active in the International Institute of Municipal Clerks, consulting two international exchanges-hosting the Dutch and British clerks in Peoria and participating in a Work Study Exchange in England in 1996. Haynes chaired the City of Peoria Training Committee, has participated in in-house training programs, authored several office procedure manuals, and computerized the Council Records Index and Liquor Licensing Operations.

Haynes has two adult children.

Tell about your background, schools attended, etc.

I was the youngest of eight children and grew up on farms that, at the time, were considered "out of town." Now, K's Merchandise on Pioneer Parkway is located where one farm was, and the American Mausoleum on Allen Road at Pioneer Parkway is at another. While my childhood included a fairly conservative way of life, it provided me with the ability to meet people in a friendly, open, and fairly trusting manner, since I was generally around people with whom I could identify.

My mother, in the very worst of times, often said, "All will be well." I find myself saying that to the staff on extremely difficult days, and we manage to overcome the obstacles. I think this attitude is one reason I work with such a highly professional, productive staff who functions well under pressure. They, too, look for ways to "make it work." Incidentally, this is the motto of the clerks, as well.

Because Richwoods High was not yet built, kids who lived in my area could attend either Woodruff or Central. I chose Woodruff, then transferred to Richwoods when it opened. But because of an annexation, I then had to switch to Central. The good thing about that is when March Madness comes to Peoria, I can really feel a personal part of any of the Peoria high schools that make it to state.

I begged my parents to attend college, but they didn't believe in girls going to college and were extremely fearful of any of their children going to college. When I received a scholarship to go to college, my mother insisted that I decline and find a job. Who would have ever known that the business training I received in school and the years applying these skills would assist me today in keeping the complex office of municipal and township clerk organized? Sometimes mothers do know best.

The training I've received to successfully campaign for and manage this office has come through being self-employed for a time and the various training courses for local government officials through the University of Illinois and Northern Illinois University, held in conjunction with the International Institute of Municipal Clerks. It also helps to have an organized mind. I'm in a constant state of learning-on the job and off-and have achieved the level of Master Municipal Clerk. I'm also proud of having participated in the Chamber of Commerce's Community Leadership School early in my career as clerk and having graduated from the University of Illinois LEADS program, a series to promote leadership in local government.

Perhaps that's why I now enjoy teaching classes to clerks and other local government officials throughout the state and nation on the duties of this office and other governmental requirements. I also do various motivational seminars. One of the greatest ways to learn is to teach.

Who or what influenced you to campaign for public office?

I've always been a government groupie. I'm very proactive and always ready to join a cause when that cause betters the situation for those who can't fight for themselves. William Kumpf was city clerk when I came to City Hall, and he and his deputy, Frances Schwenger, ran an extremely open, customer-friendly office. Seeing their example greatly influenced me. I've learned that, overall, City Hall people truly desire to serve and do their best, so it's a positive place to be.

When the clerk's office became open, several people expressed an interest. One person indicated she was running for city clerk, and the duties in this office had nothing to do with her field. When I asked what she intended to do in the office, she said, "I'll show up." I'm against elected figurehead politicians, and this was my impetus for getting into the race and campaigning as the "working clerk."

You were elected the first female city clerk in Peoria. Are there many female counterparts in the nation?

In the past, the clerk's position was largely a male-dominated field. In earlier years, the duties the clerk performed related to most of the duties city managers/administrators now perform. As time went on and more females entered the workplace, women often performed the deputy's duties. When a vacancy occurred in the office, a loyal staff person-usually female-would be appointed to finish the term. Then, for a period of time, clerks' salaries were kept fairly low and fewer men were interested; therefore, more women saw this as an opportunity. As salaries increased, we've seen an increase in males campaigning or seeking appointment for the office. Women still outnumber men, but that differential is decreasing. Today, we have many former mayors, former trustee/council members, and lawyers who are clerks.

And while I was the first elected female, there was an appointed female clerk, Frances Schwenger, before me. She was appointed to fill Mr. Kumpf's term when he retired mid-term. Mrs. Schwenger served very ably, and I'm grateful to her for the opportunity she gave me and for the excellent way she served the citizens. I've always used the model she and Mr. Kumpf provided as the benchmark I want to meet. At the swearing-in ceremony every four years, I try to acknowledge the mentoring of Mrs. Schwenger.

What are your responsibilities as city clerk? How large is your staff?

The budget cuts of 2003-2004 affected every department; we lost one person and funds. I have a staff of four to manage two forms of government-a city and a town-two fiscal years, two budgets, two distinct filing deadline parameters, two payrolls, two sets of separately funded personnel, and two sets of office equipment/inventory.

We have the responsibility of keeping the corporate authority records here for both governments; posting various notices and hearings-all with different guidelines and deadlines; executing and filing documents; publishing regulations within the timelines of different statutes; issuing liquor licenses; sitting as trustee and board secretary for the $92 million firemen's pension fund and keeping files for more than 200 active and 200 retired and widow files; figuring pension benefits; and managing city records. We must ensure that when ordinances are amended, reconsidered, rescinded, or repealed, it's noted on each affected document. When agreements are amended, we must ensure the agreements and amendments are produced to make up the whole.

To make matters even more interesting, some records must be kept permanently, while some have a shorter shelf life. The Local Records Commission just increased some specific records we must keep permanently, and the Legislature just added tapes of closed sessions to the mix-so safekeeping and security are paramount. Duties simply increase year after year. Naturally, one of the most important functions is to index the council's action so those documents can be easily found. We always remind staff that we file and record for our grandchildren and great-grandchildren-not for today. To accomplish this, we rely heavily on technology, and we're moving toward even greater reliance. However, when computers are down, we have one of the best manual systems in the state to fall back on.

Our liquor-licensing ordinance is very complex, with more than 21 classes and 10 subclasses. Most of the city's Freedom of Information requests are channeled through our office, and we have to be knowledgeable of all aspects of the Open Meetings Act.

We have to be prepared for the changes in government structure. For example, the Riverfront Business District has disbanded. Every city staff person who was a part of that department and provided support to all of those meetings, long-term contracts, and agreements is no longer with the city. I have those records now and must have a way to index them, research them, file them, and preserve them-yet separate from council action.

With cumulative voting, a voting mayor, and district and at-large staggered composition, we truly have one of the most hybrid council structures in our state. The same applies to the myriad codes in force throughout Peoria's history. For example, we must authenticate which code (adopted in certain years) regulated the thickness of a roof in certain years, when it was in force, and when it was replaced with a new code.

And, of course, one of our most important functions is to provide a link for citizens to their government. We disseminate information of all kinds to citizens upon request and assist them in understanding how government can serve them and who they can work with to achieve their goals. Every two years, we have a municipal election, so our office assists those running for council and assists in a council orientation after the election. We're extremely interested in having good candidates, and it's important that candidates be informed when embarking on the campaign trail. We maintain a neutral office and serve all. Our neutrality and confidentiality allow citizens to have more choices in any election. We also maintain a neutral position when dealing with the entire council. We provide information so they can debate the merits of an issue as they see fit.

While some may think this is a boring filing office, that isn't so. We produce information, accuracy, neutrality, and confidentiality.

I'm very active in monitoring legislation as it moves through the process in Springfield, as well. I sit on the Illinois Municipal League Legislative Committee and chair the Legislative Committee for the Municipal Clerks of Illinois.

Have the clerk's responsibilities changed in the past 15 years?

Every year, the council and the Legislature place many new responsibilities in this office. Therefore, ongoing training is essential for both the clerk and the staff. Another way our responsibilities have changed is with the passing of time. Where once we were the new kid on the block, now we're the institutional memory of City Hall. And with all the early retirements, that's become more of an issue today than before. As I often tell the council and manager, "Go the direction you want to go with new regulations or ideas, but let me tell you how we got to 'here' so you have the proper context in which to deliberate." The old adage that those who forget history are condemned to repeat it is always on our minds.

Technology has greatly changed the way we perform our functions. It's exciting to see all the possibilities. Budgetary concerns and cutbacks have hampered us in achieving greater utilization of technology, but I hope with the timely win of $33,000 worth of software, we can achieve our goal of a paperless agenda, allowing citizens and the administration to search the council's record online and utilize document imaging to an even greater extent than we currently do.

This isn't a 9 to 5 job, as you must attend every city council meeting. How do you find balance between your personal and professional lives?

I take great joy in my family and find ways to interact with my kids in various ways. We make time for each other. It's true that the job isn't 40 hours because the council often meets more than once a week-and many evenings and Saturdays are involved. Being elected adds another element to the time mix as well. There are city and state events to go to that have to do with my position and take up some leisure time. However, I wouldn't change a thing. My joy comes from meeting high standards, so while some may see these obligations as drudgery or hard work, I don't. I also enjoy people, so interacting with them is rejuvenating for me.

Since clerks have no counterparts in our own cities, we forge strong bonds with each other. Therefore, even when working, we're actually enjoying time with friends. Besides, clerks rarely feel off duty. Even in church, I'm approached about city problems or problems citizens want me to help them with.

You co-founded the Central Illinois Municipal Clerks organization in 1988. What does this organization do, and why was it necessary?

We have a strong state organization known as Municipal Clerks of Illinois. They provide education and professional development for this vital office. However, many clerks from small towns are unable to travel, and some clerks are part-time while working other full-time jobs. Developing an organization in central Illinois made sense because it gave us an opportunity to reach more people and provide the necessary tools for them to manage local government. Our goal is to mentor and educate municipal clerks to better serve area citizens. When one considers that local government touches each citizen, and every clerk prepares, maintains, and executes the records for their fellow citizens-and their fellow citizens' great-grandchildren and beyond-it's imperative that every clerk fully understand the duties of the office.

What advice would you give women who want to campaign for public service?

There are several ways to successfully begin participating in politics. One, of course, is involvement with a political party. It's important to learn campaign procedures and which ones work and to develop a network of other elected people and people involved in the community. Participation on a city or county committee or charity board level is another excellent way to begin. Participating in the policy-making process at this level gives one a broad experience in consensus-building and learning to work as a unit. It teaches compromise and hones one's ability to take leadership positions.

One must decide where she can best utilize her abilities and skills. Many people have used an administrative office, such as clerk, to enter politics and then moved to the state level and beyond. We have many clerks who've become mayors or council members and at least two former clerks who are now state legislators.

Women have much to offer. After the rhetoric come the details, and details are the forte of many women. Women have good listening capabilities. Meeting the needs of citizens, business owners, and developers requires good cognitive and listening skills. Women have a certain sensitivity and empathy that some consider unique as well. Our ability to multi-task gives us a necessary edge to combine political activity and juggle multiple issues with home and family. I believe women bring to the table a different perspective than men, so it's essential that women are represented at various levels of government.

What are you proudest of accomplishing during your tenure?

Standing up for those who can't stand up for themselves ranks high on my list. I'm a firm believer in getting information out to the citizens; they have a right to it. This notice should provide them enough time to either support or oppose the issue. Yes, democracy is a little messy, but that messiness and open debate protects the rights of all people, and that's important. Meetings should be held openly, and the powers that be should be willing to hear input before decisions are formed-if the majority of citizens desires change. I've taken a little flack for that position.

I'm also happy that we've been able to provide a level of service and accuracy to our citizens, the council, and the administration. I feel they rely on my office and my staff for many things beyond our statutory duties. They seek our advice, and we learn from them as well. I often get calls from officials in other jurisdictions, so I feel we've set standards recognized throughout state.

What are some of the most unusual requests received by your office?

We've helped someone look through old records to find out about a public hanging that took place many years ago. He wanted to write a song. I understand the location was near the College of Medicine, and people came from the surrounding areas in their wagons to witness it-and they brought lunch. We've had someone ask if he could bury someone in his back yard. We referred him to the proper authorities. Someone requested that we send a person from the city to come and smell inside her house. We've had people tell us, "The city has boarded my house, and my mother still lives there. What do I do now?"

When the potbelly pig issue was before the council, people called to ask how many pigs they could keep in their house. Of course, the homing pigeon issue was equally divisive in the neighborhoods. We received requests for genealogy information, sometimes by people related to former employees. Someone asked us to research the oldest tavern. Since those records didn't have to be kept permanently, we couldn't fully substantiate the claim, but Agatucci's topped the list of early licenses. We had to go to the 1940s code regarding liquor and learned that women couldn't be a barkeep unless married to the owner, and licensees couldn't sell liquor to a distracted person.

How progressive has the city been in moving to a paperless system of record keeping?

We've been working for several years to come into the 21st century. It's always been my goal to be one of the major technology leaders in the state. Unfortunately, due to various priorities of the council and budgetary deficits, the funds for information systems and technology have been cut year after year. Therefore, Peoria is behind many communities in allowing citizens to receive full agenda packets online, search the records online, to file Freedom of Information forms or complete liquor license applications online-not to mention the ability to pay fees, taxes, and fines. Our Web site needs upgrading because it can't provide many of these things.

However, I won a software program that'll allow us to post complete agenda packets including all supporting documents, develop minutes, and archive the many documents in my office. Citizens will then be able to access a great deal of information from their desktops.

Our new city manager, Randy Oliver, is extremely committed to bringing our technology and training up to standards, so I'm thrilled with his support. He's a man who can get things done.

What are some of the misperceptions regarding your office?

I think people believe this is a boring place to spend more than 40 hours a week. Believe me, it's not. Every day we deal with interesting people who need solutions, we have interesting problems to solve, we see interesting people interacting in myriad scenarios, and the energy level behind the scenes and at council meetings is absolutely stimulating. Some days are like riding that jet ski: can we jump the wave or not? We always do.

I don't think people are aware of our ability to influence events and issues. Usually, we can interject into a situation and change minds, which results in solved problems for people. It's gratifying to assist citizens and make a difference-even in small ways. Then, too, I think people aren't aware of the many duties in this small office. We touch all of the departments and many of the issues that flow through the city.

You've served during different mayors, city managers, and council members. In your opinion, what's positively affected Peoria the most?

The people who've served at City Hall have always been sincere in their efforts to improve Peoria, regardless of whether we agreed or disagreed with some of the various projects or programs. But the "We Can Do It" attitude I've seen on the part of the councils and the employees throughout all of my 24 years here has made all the difference in the world. While some projects have been extremely successful and some not so much, it's that steady thread woven through the tapestry of the last 24 years that's brought each of us the most gain. Our concentration on developing the riverfront has provided a jump-start for other worthy developments, for example.

In your opinion, what's Peoria's greatest asset?

It's people-the heart and strength of Peoria's people. People here freely volunteer and support numerous charities and causes. They come together to strengthen their neighborhoods. They participate; they reach out to others. This is truly a fine city in which to live. We have so many amenities and a great standard of living. We need to celebrate ourselves more than we do. We need to better appreciate who we are and where we are. We need to be more inclusive to allow the capabilities within each of us to play a larger part in who we are and who we're becoming as a community and as a city.

If you could change one thing about city government and/or the way your office is run, what would it be?

While I'm always seeking improvements and would bring more technology into the office if we weren't having a budget crisis, I feel the office serves the citizens to the best of our ability and meets its statutory obligations. We try hard to live up to the standard that "Clerks make it work," meaning almost all of the council and City Hall action flows through the office. We try to be supportive and provide the level of service those entities require.

I'd like to see more communication and boundary management in the day-to-day exercise of our local government. Talking together and working things out to benefit the whole is so important. Consensus-building is imperative to achieve maximum service. I'd like to see the culture of City Hall change and have tried to bring about some of those changes. Working with Council Member Jim Ardis, we suggested the council meet to self-evaluate and personally supported the efforts of Dr. Gerald Gabris, who recently facilitated the two meetings. Unfortunately, that effort wasn't embraced to the degree many of us wished. I wish Peoria, as a whole, and the government practiced greater inclusiveness. We have many talented people in our city from all social and economic levels, and their input and expertise should be utilized to a greater degree.

What else would you like our readers to know about Peoria?

I've been fortunate to host clerks and town managers from Europe and have visited England and France, and I always hear the same thing: my European friends tell me Midwesterners have the warmest hearts. Peoria is a warm-hearted place. Our city has so many valuable assets; we should be the standard bearer for the state. Our employees at City Hall are professional, dedicated people. Many hold the highest offices in their professional organizations. Many are world-renowned, yet little attention is given locally to these achievements. That's unfortunate. I think the citizens would feel greater satisfaction if they realized the professional level of the employees and office holders.

Our town is a great small town/big town. Some see that as a liability; I see it as an asset. Just from day-to-day contact, one can easily see how many people are taking the time and effort to make our community a better place to pursue their dreams. One can see the resurgence of church activity, charitable works, cultural opportunities, and diverse lifestyles. This is a great place, and we should applaud more. TPW