Dodge Retires as Scotland County Clerk
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Question and Answer Interview
By Echo Menges
Scotland County Clerk Batina Dodge, 42, of Memphis, officially retired her position of over 13 years on Tuesday, April 30, 2024. The county official and veteran courthouse staffer began her work as a Deputy Clerk in 2005 putting her behind the Clerk desk and duties for nearly 20 years.
During her tenure as the Scotland County Clerk, Dodge has led the way for not only her office, but has assisted County Clerks across the State of Missouri learn their roles in county government.
Dodge is well known for being thorough, approachable, professional, and above all – helpful. Her absence from the Clerk’s office will be felt.
Dodge and her time as County Clerk was celebrated by friends and other elected Scotland County officials at the courthouse last week. The Scotland County native will not be far away. She has accepted a position at the Northeast Missouri Regional Planning Office, which is based in Memphis.
Ahead of completing this chapter of her life as a governmental official, Dodge granted the Memphis Democrat a written interview detailing her duties and details about her tenure.
Dodge’s full interview is included below.
Q: How long have you been Scotland County Clerk?
A: 13 years, 4 months
Q: When did you first take office and why?
A: I took office on January 1, 2011. I’m not sure that anyone aspires to be county clerk when they grow up, and I was no exception. I ran for office when it was an open seat as I had decided that the county would be best served by someone with some knowledge of the office rather than someone with no knowledge of the office. I’ve always enjoyed helping others and quickly fell in love with the work during my time as deputy.
I truly believe the government serves people best when it is closest to the people. County government effectively serves its constituents daily without the bitter partisanship and political grandstanding that cripples other levels of government. We’re not looking for headlines or pushing an agenda; we’re getting the work done that affects our people at home. From voting to driving on county roads and bridges, getting married, buying or selling property, obtaining passports, starting a business, getting vehicle licenses, seeking the assistance of law enforcement, or looking for a conduit to state and federal officials, counties play a vital role in the everyday lives of our residents.
Q: Did you work in any other roles for the county? If so, please give a list of the positions you were in and when?
A: I began working for the county as Deputy County Clerk on September 6, 2005.
Q: What was the most fulfilling aspect of being County Clerk?
A: I love the challenge of navigating all the meticulous details and overlapping duties of this job, and the accomplishment I feel knowing residents were able to accomplish what they need without knowing all the behind the scenes work it took for them to be able to do that. I am very much a “work hard in silence and let your accomplishments do the talking” kind of person.
Not only do my duties require me to work in Scotland County, but there is also a need to utilize the knowledge gained by the work I do here and my perspective coming from a small, rural community to try to better the state and nation. It is extremely gratifying to know that the work I have done through organizations like the National Association of Counties (NACo) and the Missouri Association of Counties (MAC) will have lasting impacts for years to come.
Q: What was the most challenging aspect of being County Clerk?
A: Honestly, the depth and breadth of the work in the county clerk’s office is the biggest challenge. I’ve always viewed the county clerk’s office as the hub of county government because nearly everything that occurs in the county passes through the office in one way or another. As you can imagine, this makes for a very hectic schedule. Here is a broad list of the responsibilities of the office:
Apportion School Money (Average School Tax, Fine Money, Private Car Tax, and Overplus) and prepare an annual report to the State Board of Education
-Tax process facilitation:
●Reconcile the Collector’s Annual Settlement for presentation to the County Commission
●Certify miles of railroad and utility lines in the county to the State Tax Commission
●Formulate and distribute Aggregate Assessed Valuations to all taxing jurisdictions within the county and the State Auditor’s Office
●Prepare Form 11 for the State Tax Commissions (and Form 11A after BOE closes)
●Secretary to the Board of Equalization (advertising, taking appeals, minutes, distribute decisions),
●Clerk the Collector’s Annual Tax Sale
●Conduct the County’s Tax Rate Hearing
●Certify tax levies between taxing jurisdictions within the County and the State Auditor’s Office
●Enter certified levies and extend the tax book to the Collector
●Issue all add-ons and abatements to the tax book
●Prepare and distribute the Railroad and Utility Tax Book and tax bills
●Prepare a Merchant’s Book and License for the Collector’s Office
●Prepare aggregate tax forms for the Department of Revenue
●Prepare monthly tax collection forms for the Department of Revenue
-Publish the Annual Financial Statement of the County
-Issue county liquor licenses
-Issue 911 addresses in adherence with county policies
-Conduct an annual inventory of all County assets
-Oversee the County’s property/ liability insurance plan
-Submit the Required Filers lists to the Missouri Ethics Commission
-Accounts payable
-Reconcile fund balances with the treasurer
-Report expenses of the assessor’s office to the State Tax Commission and apply for reimbursement of allowable expenses
-Payroll/Human Resources:
●Issue county payroll
●Track employee benefit acquisition
●File all state and federal payroll tax reports
●Prepare and distribute tax and payroll forms (1099s, W-2s, W-4s, W-9s, 941s,
●Unemployment, Department of Labor)
●Manage workers compensation plan
●Manage retirement plans (enrollment, terminations, reporting)
●Oversee the county’s drug testing program
●Complete the Annual County Officials Compensation Report for the Secretary of State
-County Budget Officer: prepare and monitor the county’s annual budget
-Maintain minutes, agendas, and correspondence of the county commission
-Issue notary commissions
-Elections:
●Notify the public of offices available for filing, qualifications of office, requirement to file, etc.
●Accept filings
●Design and order ballots
●Hire and train election judges
●Determine polling sites & contracts
●Facilitate the absentee voting process
●Track costs and bill political subdivisions for estimated & actual elections costs & pay bills
●Work with party chairs on public tests, manual recounts, challengers & watchers, etc.
●Purchase, pack, and deliver election supplies
●Purchase and maintain voting equipment
●Publish the notices of election and sample ballots
●Perform accuracy & logic testing on voting equipment
●Oversee post-election audits
●Certify elections to all political subdivisions and Secretary of State
●Retain election records
●Maintain voter rolls
●Perform biennial voter registration canvass
In addition to the volume of work and its complicated nature, another challenge, not related to the office of county clerk specifically, has been all of the turnover. I have seen every position in the county turnover at least once in my time here. I have worked with 36 different county elected officials and 5 road and bridge supervisors.
Q: Is there a change you have made to the office you hope will continue into the future?
A: I’ve heard consistently that if you’re not at the table, you’re on the menu. That’s a true statement; if you are not part of the discussion, your voice won’t be heard. Unfortunately, what I learned after working to get a seat at the table was that, frequently, you still ate what everyone else wanted to feed you. I had to work doubly hard to be heard and to earn the respect and trust of others. In a sense, I had to learn to cook so I could change the menu.
My hope is that the county continues to stay involved so that our perspective can actively shape the future of county government.
Q: Do you have any advice for anyone considering running for an office as a county clerk?
A: I caution anyone running for an office to embrace that they don’t know what they don’t know. It’s important to understand that. Changes made in haste without knowing how everything works together can create unnecessary chaos.
Q: Do you plan to assist at the Clerk’s office after leaving? And if so, how?
A: I am only a phone call away if there are questions, which there undoubtedly will be. No one is born knowing how to do this job.
Q: Is there anything you want to say to the voters and your colleagues at the courthouse about your time there?
A: To the voters of Scotland County, thank you for your deep and continued support you have shown me. It means the world to be elected at home by those who know you best. I have loved serving and representing you throughout all levels of government and across all political spectrums, forging relationships and garnering resources for the betterment of our community.
Thank you to my staff, past and present, for their commitment to ensuring the efficient and accurate operation of the office, to my fellow elected officials through the years for working diligently and cooperatively with me, and the many poll workers who have helped ensure we administered fair and trustworthy elections.
Q: Is there anything we haven’t asked about you would like to add?
A: I received the nicest postcard from Judge E. Richard Webber when I became president of MAC. The last sentence was, “Scotland County is better because of you.” I was, and still am, taken back by that statement. The truth is that I am better because of Scotland County. This position has challenged and grown me in ways I never thought possible. From educating and advocating at the national and state level, implementing change at the local level, navigating changes in personnel, and administering elections during a worldwide pandemic, I am who I am because of these experiences.
If I could end my interview with a challenge, it would be this: Making something better implies action. If each of us does a small part to administer, advocate, promote, protect, and preserve, Scotland County will be better because of us collectively.
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