Conversations With Clerks: Toya Harrell

The Municipal Clerk truly is a community’s jack-of-all-trades, often overseeing multiple departments and performing numerous tasks daily to keep local governments and public services running smoothly and efficiently. Conversations With Clerks is a continuing DeCoder series in which we talk with Municipal Clerks from across the country to learn more about their unique experiences and what it takes to be effective and successful in their roles.

Can you tell us about The Village of Shorewood?

Back in 1900 there was East Milwaukee, West Milwaukee, and North and South Milwaukee. We were known as East Milwaukee and then in 1917, we changed our name to Shorewood to try to gain a little more identity and independence for the municipality. Shorewood is a very unique municipality. It’s only a mile and half in area and it’s really dense with almost 14,000 people living and working here. We pride ourselves on being a walkable, pedestrian safe community. In fact, you can walk from one side to the other in 30 minutes. In August of this year, Shorewood will mark its 125th anniversary so there are going to be a lot of things happening in the village to celebrate that.

Can you tell us a bit about your background?

I came here from Kentucky when I was almost nine so every once in a while, my drawl comes out. I really work hard to sound like a Wisconsinite! I lived in Milwaukee until I graduated high school and then moved to Madison where I went to the University of Wisconsin. I ended up living in Madison for around 34 years and then came back to the Milwaukee area.

Did you aspire to be in local government or did the job path choose you?

I started out as a Special Education major at [the University of Wisconsin] but life happened, and I didn’t get to graduate. So, I basically just got into the work force and worked for a lot of nonprofits. After my third child, I decided to look into local government because the work was interesting and offered good benefits. My first local government job was with the City of Madison in the records unit of their police department. I held that job for four years and then moved to Monona, [Wisconsin] where I was their Municipal Court Clerk for five years. After remarrying in 2020, I returned to the Milwaukee area and wanted to continue working in local government if possible. Shorewood was looking for a Municipal Clerk instead of a Court Clerk, so I took a chance and applied. But one thing that worked in my favor in getting the job was my love — and it’s a weird love — of reading state statutes. I leaned heavily on that as a Court clerk because all of the laws and ordinances came from the state statute. So that was my saving grace in helping me to get into this field. I was appointed in November 2021 and have been the Municipal Clerk for over 3 1/2 years now.

What are some of your duties as Village Clerk?

Elections are a big part of my job, and I train the election inspectors on daily operational things that will happen on that day. I do separate training [sessions] for the election inspectors who want to use what’s called our Badger Books, which is our E-Poll Book. I also order the election equipment and pretest it before we do a public test. On election day, I step back and allow my team to handle the actual election process. But I continue to be the food runner, the supply runner, and help with IT issues where needed. Other things that keep me busy are overseeing alcohol and tobacco licensing. We vet the applications, and I prepare them for the Village Board for approval consideration. I’m also involved in committee appointments and reappointments and am in charge of making sure each committee has adequate amount of committee members. I do Minutes for the [Village] Board meetings and for the Board of Review and the Board of Appeals. We also handle payments for property taxes, pet licensing, and utility bills. So, we’re always moving in different directions.

What do you like most about being Village Clerk?

First, I want to say that I have an amazing team that includes my Deputy Clerk and our Elections and Licensing Clerk, and I supervise them. I’m really fortunate to have such a great team that supports me and have learned their roles and responsibilities so quickly. It’s really refreshing because I’m able to concentrate on “extra Clerk stuff” and not feel as overwhelmed by the workload. I also really love our residents. We have an older community and many residents love walking to Village Hall and stopping in. They are very personable. I have one resident who always comes in to update me on her great-grandbaby. So, it’s really great that I get to have human interaction with wonderful people on a daily basis.

What do you like most about your job?

There are so many nice things about the Village Clerk’s job, but working with the public is just a joy. I am honored to be the face of town government and work with people when they come in. They don’t always know who to talk to, but as the Village Clerk, I can either address their concerns myself or point them to the right person who can help. I also love elections and the whole voting process. 

What are some of the challenges you face as Clerk?

Vote by mail has been taxing on the Clerk’s office as well as unfunded State mandates. The pandemic was really hard, too. In addition to our office remaining open during the pandemic, we conducted numerous elections and town meetings during that time. I take great pride in our office servicing the needs of our residents during the pandemic and especially since we were able to complete the voting process without any COVID case being traced back to an election or town meeting. 

How has technology changed affected or changed your role?

It’s affected it a great deal. When I was a Court Clerk, we had COVID and had to “think paperless.” When I came to Shorewood, I came with that mentality because we had a lot of paper files — and I’m not a paper person. It took some getting used to and reacclimating staff to how to do things [more electronically]. The big thing for me — that was kind of a peeve — was our alcohol licensing, because there’s so much paperwork involved. With the help of my Village Manager and our payroll specialist, who also does our website, we were able to design an electronic application so that people could upload the forms and only print what needs to be printed. In 2023, we also had all of our minutes and resolutions and ordinances scanned and uploaded on our [eCode360^® online code] so people can see it in real time. It also gives people a little bit more of a hands-on look into the history of Shorewood and how, [the Village] has progressed.

How important is it for you to have a code that’s always up to date?

It’s extremely important because our residents are very involved in local government. We have great volunteer committees, and residents are always interested in learning when an ordinance is passed. That’s one reason our eCode was such a great addition. People use it a lot to look things up. It also lessens the volume of calls we get when people want a copy of this or copy of that, you just direct them to eCode and they’re able to download it themselves.

How do you stay current on legislation and things related to your job?

We have a legislative committee within the Wisconsin Municipal Clerks Association (WMCA) that keeps us abreast. I’m also a member of the Wisconsin Legislative Blog that sends me emails and videos of meetings that are going on about different things. I’m a member of the International Institute of Municipal Clerks and Vice President of our Clerk’s association here in Wisconsin. I’m also an Advisory Board member for the UW-Green Bay’s New Clerk and Treasurer Institute. So, I keep myself involved in different aspects of the Clerk world that could help Clerks like me be better versions of themselves.

Do you mentor new clerks?

I have three Clerks that I mentor. I was mentored when I came in, and my mentor and I would get together for coffee and just talk about life. She really empowered me and encouraged me to know that somebody cared that much about me. Now I pay it forward [in a similar way].

What is your best advice for new Clerks?

Don’t be afraid to ask questions. I think a lot of new Clerks feel as if asking questions somehow makes them seem incompetent. It doesn’t. It’s how you grow. Also, never stop learning. Go to conferences. Take an online webinar. Stretch yourself as a Clerk and don’t be afraid to step out of the “this is how we’ve always done it” box. Find new ways to do things.

What is on your bucket list?

I’m really hoping and praying they have an International Clerk’s conference in like Hawaii — or Ireland. There’s also a municipality in South Africa I would love to visit — just be the American nerd and immerse myself in their culture and one day be able to study there for three months!