A World Within Walking Distance. December 10, See story and meeting details on page 3

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1 The Messenger The official newsletter of the Maryland Municipal Clerks Association D E C E M B E R Hyattsville December Quarterly Meeting Venue A World Within Walking Distance December 10, 2015 See story and meeting details on page 3 In This Issue... Message From The President MMCA Officers 1 & 2 2 December 10 Quarterly Meeting & Luncheon Details 3 Message From Our President H ow can it be December already? I must have blinked again it has been a busy and eventful year, full of challenges and triumphs. Have you set some goals for 2016? Personal, professional or both? It s important to set goals, and it helps to write them down. It seems like more of a commitment that way. Plus, who doesn t like crossing things OFF lists?! So, set some goals for yourself, big ones and little ones, short term/long term, prioritize them and make some plans. If one plan doesn t work, try a new approach, but don t change your goal. See how it goes. DON T judge yourself badly on what you don t get done. Stay positive, patient and persistent. DO praise and reward yourself when you reach a goal! Then go set some more #gobeagoalsetter #setgoalsreachrepeat Lou Ann Crook, MMC, City of Laurel As MMCA President, I am privileged to participate as an ex officio member of all of our Committees. It has been such a pleasure to hear and witness the enthusiasm of the Committee Chairs and members, the commitment to get things done, and everyone stepping up to take a specific task. This is the kind of energy we need to maintain, strengthen and improve our Association! I have loved everyone s innovative ideas and can t wait to see some of the suggestions implemented! It has been great talking with several Maryland Clerks who are working toward CMC or MMC certification, as well as 3 Clerks from other states in our region. I m really hoping to see a record number of Maryland (and Region II) certifications in 2016! If you need a little push to get started, let's meet before the December 10th meeting at the continued on page 2... Agenda for December Meeting September Meeting Minutes 4 Treasurer s Report 8 December Education Session Clerk of the Year Information 5 7 IIMC Information Photo Collage September Meeting MMCA Application 12 The Gift of Giving

2 The Messenger Message From Our President Continued from page 1 Hyattsville City Hall, to go over applications and documentation one on one bring your file let s sort it out Please contact me if you're interested in doing that. There s a bit of a new look to The Messenger this time, thanks to Editor David Williams, Doug Barber and Ana Navarro. Our Messenger team is anxious to hear what you have to say about our newsletter and want to provide the kind of information you want and need! Anyone may submit an article, idea, photos or any information of interest for publication in the quarterly Messenger newsletter. Watch your for a deadline reminder and send your article to David Williams, Editor, at clerk@uppermarlboromd.gov. Let s go to Atlantic City next month for the annual IIMC Region II Conference! This time, it s being held at the Resorts Hotel in Casino, January 12 15, The Conference offers an Athenian Dialogue on the book, Robert Kennedy: His Life, by Evan Thomas, plus a pre-conference day of workshops. Altogether, if you attend everything, you can earn 8.5 certification points. The New Jersey Clerks have put together a conference worth the trip. It'll be great! IIMC is accepting applications from Clerks who wish to serve on IIMC Committees. I really enjoyed my time on the IIMC Legislative Committee. It was a great experience interacting with Clerks from all over the country, learning the legislative process of different states and hearing about issues same as ours and different - and how they are addressed. All the meetings were done by teleconference. Your service earns you a CMC or MMC certification point per year. Here s the link: DocumentCenter/View/83. The deadline to apply is January 15, Do you remember that $10 of your annual dues goes toward the MMCA Scholarship Fund? Money we raise from 50/50 raffles and other fund raisers goes into that pot, too. Now is the time to consider applying for a Scholarship for Spring 2016 conferences and events such as the Virginia Municipal Clerks Annual Conference (usually in April) and the IIMC Annual Conference in May. While the information on our website is being updated, please contact Jessica Barnes, Clerk, Riverdale Park for the latest information and application. We re trying to be more SO- CIAL! Like us on Facebook for news and information that pops up in between newsletters and feel free to post your comments and photos of you and other Clerks in action. Search for Maryland Clerks Association. LIKE us! SHARE us! Let s get SOCIAL!! MMCA Officers June President Lou Ann Crook / City of Laurel: 8103 Sandy Spring Road, Laurel, MD phone (301) , ext. 2124, or, lcrook@laurel.md.us Vice President Stacy Wilkerson / Town of North Beach: 8916 Chesapeake Ave, North Beach, MD phone (410) , or, northbeach@northbeachmd.org Treasurer Cindy Murray / City of Greenbelt: 25 Crescent Road, Greenbelt, MD phone (301) , or, cmurray@greenbeltmd.gov Secretary Yvette Allen / City of College Park: 4500 Knox Rd, College Park, MD phone , or, yallen@collegeparkmd.gov The Messenger is a quarterly newsletter and the official record of the Maryland Municipal Clerks Association. Please direct any comments or suggestions to the Editor, M. David Williams at: clerk@uppermarlboromd.gov 2

3 The Messenger Welcome to the City of Hyattsville MMCA Quarterly Meeting, December 10, 2015 by Laura Reams, City Clerk T he City of Hyattsville was incorporated in At first glance, Hyattsville may seem like a typical Washington, DC suburb, with growth spurred by the railroad, streetcar, and automobile. However, its prominence in Prince George s County was earned by its many firsts and innovative residents whose optimism and ingenuity make Hyattsville s history unique. In its very beginnings, Hyattsville was one of only two cities in Prince George s County with a population greater than 1,000. Churches, schools, athletic groups, and civic organizations formed in reflection of the growing community. A small immigrant and African-American population made Hyattsville their home from its earliest days. In 1892, Hyattsville gained international fame when it became the first American city to institute the single-tax system, taxing only land and not personal property. The ensuing court decision provides standing for today s tax code. The city also boasted the area s first newspaper, phone system, and utilities. By 1893, the electric streetcar connected Hyattsville to Washington, DC businesses, boosting the population ever higher. By the mid-1950 s, Hyattsville began to look much as it does today. Housing and retail development like Prince George s Plaza shopping mall and Northwestern High School claimed the surrounding farmland where truck farms once supplied residents with fresh produce. Early efforts to preserve Hyattsville s historic buildings began in the late 1970 s. Homeowners formed a preservation association and documented the Hyattsville Historic District which was listed in the National Register of Historic Places in 1982 with nearly 1,000 buildings of vernacular Victorians, Colonial Revivals, Sears homes, and Arts and Crafts influences. The City is currently home to approximately 18,000 residents and has been successful at maintaining its small town charm while still providing access to sought after amenities. With two metro stations and three commercial corridors within three square miles, Hyattsville is home to a diverse and growing community of families, young professionals, and retirees alike. The City has front-porch communities, modern apartment buildings, numerous expansive parks, countless tall and beautiful trees, vibrant shopping areas, fun programs and events, and a diverse population of singles and families of all ages. We hope that you enjoy your visit to Hyattsville and come back to see us again soon! MMCA Luncheon Details for December 10, 2015 Quarterly Meeting The meeting will take place at the Hyattsville Municipal Building, 4310 Gallatin Street, Hyattsville, MD st floor meeting room. Parking is available in front of the Municipal Building. Assorted breakfast breads and pastries, yogurt, coffee and juices will be available in the morning. Lunch will be catered by local favorite Franklin s. The menu will include assorted sandwiches (including a vegetarian option), salad, fruit and a dessert. If you plan on attending, contact Laura Reams to RSVP no later than Monday, December 2, 2015 ( lreams@hyattsville.org phone: ) please indicate whether you want lunch and if you have any dietary restrictions. The cost is $25.00 per person, payable at the door (or in advance) to our Treasurer, Cindy Murray. Please make checks payable to: Maryland Municipal Clerks Association. NOTE: Lunch reservations can be canceled up until the RSVP deadline after that, the $25 lunch fee is still payable to the MMCA regardless of your circumstances. 3

4 The Messenger 1. CALL TO ORDER 2. WELCOME AND INTRODUCTIONS 3. APPROVAL OF MINUTES OF September 17, 2015 MEETING 4. PRESENTATION OF THE TREASURER'S REPORT 5. PRESIDENT S REPORT 6. MMCA COMMITTEE REPORTS/UPDATES a. Executive Committee Lou Ann Crook b. Bylaws Committee Awilda Hernandez Review of Proposed Revisions c. Clerk of the Year Selection Committee Stacy Wilkerson d. Education Committee Janeen Miller e. Newsletter Committee David Williams f. Scholarship Committee Jessica Barnes 7. MML UPDATES a. MML Board of Directors Report Lou Ann Crook b. MML Update Paula Chase Hyman c. MML Committees Update Engagement and Outreach Committee - Awilda Hernandez Convention Planning Committee - Sharl'a Crutchfield Homeland Emergency Preparedness Ad Hoc Committee Legislative Committee - Laura Reams 7. IIMC UPDATE - Kimberley Rau, IIMC Region II Director 8. NEW BUSINESS MMCA Anniversary Pins Stacy Wilkerson MMCA s 40 th Anniversary Ad Hoc Committee Chair and Member Appointments 10. EDUCATION SESSION ELECTIONS!! Special Guests: Lynn Board/ Gaithersburg City Attorney, and Lauren Klingler/ Gaithersburg Election Clerk 11. GENERAL DISCUSSION 12. ADJOURN and LUNCH QUARTERLY MEETING AGENDA Maryland Municipal Clerks Association Thursday, December 10, 2015 City of Hyattsville 10:00 am HAPPY HOLIDAYS! 4 HAPPY NEW YEAR! If you would like to host either the March, September or December 2016 MMCA Meeting, please contact Lou Ann Crook

5 The Messenger Quarterly Meeting Minutes of the Maryland Municipal Clerks Association Town of Forest Heights September 17, 2015 MEMBERS AND GUESTS IN ATTENDANCE: Lou Ann Crook, City of Laurel Cindy Murray, City of Greenbelt Yvette Allen, City of College Park Bonita Anderson, Town of Forest Heights Doug Barber, City of New Carrollton Jessica Barnes, Town of Riverdale Park Sharlaꞌ Crutchfield, City of District Heights Awilda Hernandez, City of Bowie Dashaun Lanham, City of Seat Pleasant Ana Navarro, City of Laurel Andrea Marcavitch, Town of University Park Kim Rau, City of Laurel Laura Reams, City of Hyattsville Antonio Robbins, City of District Heights Doris Stokes, City of Gaithersburg Toni Taylor, City of Glenarden Tracey Toscano, Town of University Park Regina Watkins-Eldrige, City of Annapolis M. David Williams, Town of Upper Marlboro Carlah Magee, Town of Capitol Heights Magdalena Rojas, Town of Brentwood JoAnn Tucker, Town of Fairmount Heights Paula Hyman, MML CONVENE/INTRODUCTIONS: President Crook called the meeting to order at 10:20 a.m. President Crook gave welcoming remarks and thanked everyone for attending the meeting. APPROVAL OF MINUTES: Dashaun Lanham moved to approve the minutes of June 30, Doug Barber seconded the motion. The motion passed. ACCEPTANCE OF TREASURER S REPORT: Treasurer Murray presented the Treasurer s Report. Jessica Barnes moved to accept the Treasurer s Report dated August 24, Doris Stokes seconded the motion. The motion passed. PRESIDENT S REPORT: MMCA COMMITTEES UPDATE: President Crook invited interested members to volunteer Scholarship Committee Jessica Barnes volunteered to chair the committee; Bonita Anderson and Laura Reams volunteered to serve as members. The committee will update the guidelines, and put together a spreadsheet of training opportunities with application deadlines. Education Committee Janeen Miller will continue to chair the committee; Magdalena Rojas, Regina Watkins-Eldridge and Doris Stokes volunteered to serve as members. Newsletter Committee M. David Williams volunteered to take over as editor of the newsletter. Bylaws Committee Awilda Hernandez volunteered to chair; Lou Ann Crook and Jessica Barnes volunteered to serve as members. The Committee will begin the task of revising the Bylaws. MML BOARD OF DIRECTORS RETREAT: President Crook attended her first Maryland Municipal League Board of Directors Retreat Friday, September 11 12, 2015 in Oakland, MD. The retreat began with a seminar given by Senator Cardin s and Mikulski s representatives regarding grants and grant opportunities. President Crook recommended those wanting more information on grants to visit She also suggested partnering with other municipalities or civic groups and to know who the field representatives are in your area, and they will be able to help with the grant process. During the Board of Directors 5 continued on page 6...

6 The Messenger MMCA Quarterly Meeting Minutes (continued page 2 of 3) Town of Forest Heights September 17, 2015 meeting on Saturday, October 12, Ms. Suzanne Ludlow, President of the City Managers group, announced that the ICMA 2018 National Conference will be held in Baltimore, MD. President Crook said she offered the MMCA s assistance for the event, and then invited interested MMCA members to participate. MARYLAND MUNICIPAL LEAGUE: MML Liaison, Paula Chase-Hyman reported on the following topics: MML FALL CONFERENCE: Early registration is open until October 2 nd, after which the fees will increase. She encouraged everyone to register online at the discounted price. If you have a first time attendee, call the MML office to get an additional $50.00 off code. The bonus workshop on Public Safety will be held after the conference on October 28. MML DIGITAL DIRECTORY: Spotlights participating towns and cities at the cost of $225 for a full year of advertising. Contact Sharone@mdmunicipal.org for more information. MML COMMITTEES UPDATE: Communications Committee Awilda Hernandez reported that the committee had their first meeting in August, adding that designated Banner City/Towns may be contacted by phone to support maintaining their status. The Committee discussed new ideas for the 2016 If I Were Mayor Contest. It was noted that the Communication Committee will soon be changing their name to the Engagement and Outreach Committee. The next meeting is scheduled for September 23, Convention Planning Committee Sharlaꞌ Crutchfield reported that the first meeting will take place on September 26. The Annual MML Convention will be held June 26 29, 2016 at the Ocean City Convention Center. Members were invited to submit new workshop ideas to Tom Reynolds, Education Services Director. Homeland Emergency Preparedness ad hoc Committee Dashaun Lanham reported that the Committee will be meeting Saturday, September 19 and will deliver report at the December meeting. Legislative Committee Laura Reams reported that the first meeting was held September 9, and will send a link out to all members regarding all topics being discussed. IIMC UPDATE: Region II Director Kim Rau reported: Those who attended the IIMC Conference held in Hartford, Connecticut, should have already received transcript certificates. Attended the West Virginia Municipal Clerks meeting on August 4 with President Crook. West Virginia Municipal Clerks and Recorders agreed to host the 2017 Region II Conference. The 72 nd IIMC Annual Conference will be held in Norfolk, VA, May 20 23, An Athenian Dialogue will be held in Pittsburgh, PA on Friday, September 25, The Tycoons: How Andrew Carnegie, John D. Rockefeller, Jay Gould and J.P. Morgan Invented the American Supereconomy by Charles Morris. The cost is $75.00 to attend and participants will receive 3 educational points. Please contact Kim for more information. Will be attending the IIMC Board of Directors Mid-Year Meeting in Seattle, WA on November 6-7. The 70th IIMC Annual Conference will be held in Omaha, NE on May 22-25, 2016, at which time 6 continued on page 7...

7 The Messenger MMCA Quarterly Meeting Minutes (continued page 3 of 3) Town of Forest Heights September 17, 2015 her term as Region II Director ends. Doug Barber intends to run for the Region II Director position. The 2016 Region II Annual Conference is scheduled to be held January 12-15, 2016 at the Resorts Hotel in Atlantic City, NJ. Due to a death in the family, Kim was not able to attend the Maryland Association of Counties Conference in August. We have a credit which can be used at the next MMCA conference. Delaware Municipal Clerks Association will also be hosting an Athenian Dialogue on Saturday, October 24, 2015 in Dover, Delaware. Jack Kennedy Elusive Hero by Chris Matthews. NEW BUSINESS: Appointment of the MMCA Executive Committee Lou Ann Crook President Stacy Wilkerson Vice President Yvette Allen Secretary Cindy Murray Treasurer Awilda Hernandez Immediate Past President It was noted the Executive Committee will be working on an Officers Handbook. New Pin Design It was noted that the pin is not the new official pin of the MMCA, but rather an annual keepsake pin for the Association. The MMCA will keep a supply of the official MMCA pins on hand. Additional discussion: Don t include the year on the pin; we will waste money if there are leftover pins and a 40 th anniversary pin for next year. With the online votes and the meeting votes, the pin with the Maryland flag and the year 2016 won. A final version of the pin will be ed to members. MMCA Logo Apparel A few samples shirts may be available to view at the December meeting. Those interested in purchasing MMCA branded apparel, should contact Danielle Mandley. Use of the MMCA Listserv The primary use of the listserv is to get information, from questions to job postings, out to the members. A question was posed: Should the Association have an approval process of what should be sent out and what would you like to see? The main consensus was that there are too many s being sent and boxes are being cluttered with responses. In order to try to declutter in-boxes, information and questions will still be sent through the listserv. Questions and information requests will also be posted in the Clerks Circle on the MML website. Instructions to sign into the MemberClicks will be included on all s and it s encouraged to answer all questions in the circle. The Clerks Circle archives all questions and answers. Those having trouble accessing the Clerks Circle, should contact Paula Chase-Hyman or Yvette Allen. EDUCATION SESSION: The group discussed Document Scanning and what everyone is using. GENERAL DISCUSSION: Doug Barber spoke about his extensive pin collection that he has collected while attending various conferences. Congratulations were extended to Awilda Hernandez on receiving her MMC designation in August. The next quarterly meeting will be hosted by Laura Reams at the City of Hyattsville on Thursday, December 10, ADJOURNMENT: The meeting was adjourned at 12:36 p.m. 7

8 The Messenger MMCA Treasurer s Report Cindy Murray, Treasurer as of November 23, 2015 GENERAL FUND Beginning Balance August 24, 2015 $14, Receipts: FY16 Dues (6) $ September Lunch $ Total $ Expenditures: Transfer to Region II Conference (Dues) $30.00 Transfer to Scholarship Fund (Dues) $60.00 September Lunch $ MML Convention Gift Basket Reimbursement (Fleming) $27.25 Total $ Balance as of November 23, 2015 $14, SCHOLARSHIP FUND Beginning Balance August 24, 2015 $8, Receipts: Transfer from Dues $60.00 Interest - September $0.23 Interest - October $0.23 Interest - November $0.24 Total $60.70 Expenditures: $0.00 Total $0.00 Balance as of November 23, 2015 $8, REGION II CONFERENCE Beginning Balance August 24, 2015 $ 18, Receipts: Transfer from Dues $30.00 Interest -August $0.22 Interest - September $0.24 Interest - October $0.24 Total $30.70 Expenditures: $0.00 Total $0.00 Balance as of November 23, 2015 $ 19,

9 The Messenger T he December Meeting will feature a discussion of Everything Elections. Our speakers will be Lynn Board, Gaithersburg City Attorney, and Lauren Klingler, Gaithersburg s Election Clerk, who will discuss: December Education Session Janeen Miller/Education Committee Chair The application of federal, state and local laws to municipal elections Campaign signs Election procedures and practices Financial disclosure and submitting Campaign Finance Reports to the State Board of Elections Absentee Voting and Early Voting. In addition, this will be an opportunity to network with your fellow Clerks about the election-related issues that we all face. Please feel free to invite anyone in your office who may be interested in participating. A Municipal Government Works Month Proclamation was presented to Lou Ann Crook at the City of Laurel Mayor and City Council Meeting on November 9, Pictured left to right: Kim Rau/City Clerk, Lou Ann Crook, Councilmember Donna Crary (currently serving at large on the MML Board of Directors), and Laurel Mayor Craig A. Moe. Clerk of the Year Award I n early January 2016, the 2016 Clerk of the Year Award nomination information will be sent out to all MMCA Members, Administrators, Managers and Mayors. The award will be announced at the Maryland Municipal Clerks Association meeting in March and then presented at the Maryland Municipal League s Annual Convention in Ocean City, June Criteria for the Clerk of the Year Award: There will be a 50/50 Raffle at the December 10 meeting to support MMCA s Scholarship Fund If you have any questions prior to information going out, please contact me at: northbeach@northbeachmd.org or call: (443) Have a great holiday!! Stacy Wilkerson, Town Clerk Town of North Beach 9

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11 The Messenger Town of Forest Heights September 17, 2015 Photos by Doug Barber Twenty-two Clerks reunited for a delicious lunch and a great tour at the last quarterly meeting. Clockwise from upper left: Yvette Allen, Bonita Anderson, Sherletta Hawkins, Cindy Murray, Regina Watkins-Eldrige, Paula Chase Hyman, Dashaun Lanham, Kim Rau, Tracey Toscano, Andrea Marcavitch, Sharlaꞌ Crutchfield, Antonio Robbins, JoAnn Tucker, M. David Williams, Awilda Hernandez, and a group shot taken at the Forest Heights Town Hall. IIMC GRANTS AND SCHOLARSHIPS I IMC and MCEF offer Grants and Scholarships that you can use to fund your CMC/MMC educational opportunities. Don t miss out on your chance to apply, the deadlines are quickly approaching! IIMC Annual Conference Grants: Allows 2 IIMC member s from each of IIMC's 11 regions to attend the IIMC Annual Conference each May. MCEF covers the cost of registration. The 2016 IIMC Conference Grant Applications are now being accepted! Applications must be completed and ed or postmarked by February 12, IIMC Annual Conference Grant Application Form S ince the scholarship program was established in 1986 for Clerks attending IIMC Institutes, more than 1,500 scholarships have been awarded. The Scholarship Application Period is now open. Applications must be completed and ed, or postmarked by March 1, Scholarship Application for members working on a CMC 2016 Scholarship Application for members working on a MMC 11 Fond Farewells and best wishes to our good friends Michelle Rodriguez (Town of Edmonston) and Tina Pryce (Town of Cottage City) who are leaving their Municipal Clerk positions behind and moving on to bigger and better opportunities! Michelle will be the new Treasurer at the Town of Berwyn Heights (last day October 30, 2015) and Tina has accepted the position of Deputy Clerk for Arlington County, Virginia (last day November 6, 2015)! We will miss you both, but remember, we are all only a phone call away! Good luck to you Michelle and Tina!! Maryland Clerks Association

12 The Messenger Sharing Professional Knowledge and Ideas HAPPY HOLIDAYS! HAPPY NEW YEAR! If you would like to host either the March, September or December 2016 MMCA Meeting, please contact Lou Ann Crook We re on the web! and then go to Departments Maryland Municipal Clerks Association Application for Membership July 1, 2015 June 30, 2016 Name: Title: Municipality: Mailing Address: Phone Fax: Renewal : New Membership: Mayor or Chief Elected Official Contact Information: Basic Membership - $50.00 ($35.00 to MMCA dues, $10.00 to the MMCA Scholarship Fund, and $5.00 to the Region II Conference Fund) Make checks payable to: Mail to: Maryland Municipal Clerks Association City of Greenbelt attn: Cindy Murray, City Clerk 25 Crescent Road Greenbelt, MD