York County Town & City Clerk S Association Meeting

York County Town & City Clerk’s Association Meeting

Meeting Minutes

4/16/2009

Electronic Death Registration System & Vital Statistics Procedures

Location:Captain’s Gallery Restaurant

168 Saco Avenue

Old Orchard Beach, Maine

Municipal Clerks Present:

April DufoeKennebunkport

Kim McLaughlinOldOrchardBeach

Claire WymanSaco

Michele HighesSaco

Brenda HarveyEliot

Sheila HatchEliot

Pat LevesqueEliot

Wendy RawskiEliot

Maryann PlaceKittery

Kathy PridhamKittery

Beth GilmanOOB

Jeff ThompsonOOB

Pauline WeissLyman

Shirley HarrisonLyman

Laura BraggLebanon

Christine TurnoLebanon

Nancy JohnsonWaterboro

Kerry ThorneWaterboro

Joan PlummerBuxton

Joan WeemanBuxton

Janice SaundersDayton

Simone BoissonneaultArundel

I.Announcements

Election of new Officers was held during the meeting last night.

II.Discussion

The introduction of the Electronic Death Registration System went very well. Municipal Clerks seemed very excited about the new system.

Points of discussion were:

EDR

-Funding Overview/grant award

-What is EDRs

-Benefits from and EDRS

-Online verification of SSN

-EDRS Implementation

-EDRS Activities

-Maximizing the success of EDR (pilot volunteers & possible trainers)

-System Features

-Electronic authentication

-NCHS Standard Certificate of Death

-EDRS States map

-Vendor Announcement/background (VitalChek)

-Ongoing communications/trainings

-Informational Handouts provided

Office Procedures

-New Staff listing (handout)

-Introduction of Paula Campbell and Tammy Marks.

-New phone system within Vital Records

-Correction tape for Vital Records corrections/amendments

-Verifications

-General questions pertaining to birth, death, and marriage procedures

III.Roundtable

Theresa Roberts, from the State’s Office of Vital Statistics, was unable to answer some questions that the clerks asked in regards to functionality and hardware/software issues until VitalChek is onboard. Robert Rosofsky, project manager for Maine, suggested that we start a FAQs (forthcoming) to be posted on the web-site for these types of questions, and also to designate a contact person from each meeting (County President or Secretary) to get the information out, once known, to that person to distribute to the attendees.

Ten (10) of the clerks volunteered to be designated as a pilot site if needed, as well as one (1) possible trainer.

Kim McLaughlin (possible trainer & pilot)

OldOrchardBeach

1 Portland Avenue

Old Orchard Beach, ME 04064

(207) 934-4042

Janice Saunders

Dayton

33 Clarks Mills Road

Dayton, ME 04005

(207)499-7526

Lucette Pellerin

Saco

300 Main Street

Saco, ME 04072

(207)284-4831

Wendy Rawski

Eliot

141 State Road

Eliot, ME 03903

(207)439-1817

Maryann Place

Kittery

PO Box 808

Kittery, ME 03904

(207)475-1328

April Dufoe

Kennebunkport

6 Elm Street

Kennebunkport, ME 04046

(207)967-4243

Laura Bragg

Lebanon

9 Little river Road

Lebanon, ME 04027

(207)608-6862

Kerry Thorne

Waterboro

24 Townhouse Road

East Waterboro, ME 04030

(207)247-6166 ext. 227

John Myers

Buxton

185 Portland Road

Buxton, ME04093

(207)929-6171

Simone Boissonneault

Arundel

468 Limerick Road

Arundel, ME 04046

(207)985-4201