2. Minutes a. Consideration of approving the February 16, 2017 regular meeting minutes

Transcription

1 MCA Formed in th Year in Operation Meeting cancelled due to lack of quorum. ARIZONA MUNICIPAL CLERKS' ASSOCIATION EXECUTIVE BOARD MEETING AGENDA Thursday, March 16, :00a.m. Teleconference at (800) Participant Code: # 1. Call to Order - Roll Call 2. Minutes a. Consideration of approving the February 16, 2017 regular meeting minutes 3. Financial Reports a. Consideration of approving the February 2017 Financial Reports 4. Region Leader/Committee Updates/Comments a. Region Leaders' updates and comments regarding clerk activities in their areas: Region 1 -Mary Ellen Dunn Region 2 -Janet Pierson Region 3 -Eva Wilson Region 4 -Nicole Smart Region 5- Vacant Region 6- Norma Ortiz Region 7 -Yolanda Lozano Region 8- Georgia Luster Region 9 - Ashlee Coronado b. Committee Chairs' /Co-Chairs' updates and comments: 1. Strategic Planning Ad Hoc Committee - Chair Darcie McCracken (President Stein) 11. Awards Committee- Chair Carmen Martinez (Secretary Maxwell) m. Communications Committee - Chair Agnes Goodwine (Vice President Bushong) IV. Constitution Committee- Chair Kandace French (Vice President Bushong) v. Education/Conference Committee- Chair Kelly Williams (Vice President Bushong) VI. Legislative Committee- Chair Michael Claspell (President Stein) vu. Membership/Mentoring/Region Leaders - Co Chair Eva Wilson (Treasurer Bailey) vm. Nomination Committee- Chair Treasurer Bailey IX. Records Committee - Chair Carla Reece (Treasurer Bailey) x. Scholarship/Marketing Committee - Chair Joy Maglione (Treasurer Bailey) Arizona Municipal Clerks' Association March 16,2017 Page 1

2 5. Old Business a. Update on the progress of the President's Ad Hoc Mentoring Program Committee. b. Update and possible action regarding drafting a policy on "camping" the registration fee for clerks who are speaking at a training or conference. 6. New Business 7. Good of the Order/Board Comments 8. REMINDERS/DEADLINES a. Next Board Meeting to be held on April20, 2017, at 9:00a.m. b. Spring Training to be held on March 30, 2017 in Peoria. c. Elections Officials of Arizona Conference to be held on April 11-13, 2017, in Tucson. d. IIMC Conference to be held on May 21-24, 2017, in Montreal, Canada. e. IIMC/AMCA Institute to be held on June 5-9,2017 in Downtown Phoenix. f. IIMC/AMCA Academy to be held on June 20-22, 2017 in Downtown Phoenix. 9. Adjournment Sue Stein- AMCA President, Arizona Municipal Clerks' Association March 16, 2017 Page 2

3 Draft ARIZONA MUNICIPAL CLERKS' ASSOCIATION EXECUTIVE BOARD MEETING MINUTES THURSDAY, FEBRUARY 16,2017 9:00 a.m./teleconference 1. Call to Order President Stein called the meeting to order at 9:01 a.m. Roll Call: Board Members present:, Sue Stein, President; Lynda Bushong, Vice President; Lisa Maxwell, Secretary; and Bevelyn "Bev" Bender, Past President. Board Members absent: Tracie Bailey, Treasurer. Attending Association Members: Kelly Williams, Education/Conference Committee Chair; and Joy Maglione, Scholarship/Marketing Committee Chair. Others Attending: Matt Lore, League of Arizona Cities and Towns Communications and Education Director; and Sandy Morari, League of Arizona Cities and Towns Office Manager. 2. Minutes a. Consideration of approving the January 19, 2017 minutes 3. Financial Reports Past President Bender MOVED to approve the January 19, 2017 minutes; Vice-President Bushong SECONDED the motion. Motion CARRIED 4-0. a. Consideration of approving the January 2017 Financial Reports Past President Bender MOVED to approve the January 2017 Financial Reports submitted by the League of Arizona Cities and Towns; Vice President Bushong SECONDED the motion. Motion CARRIED Region Leader/Committee Updates/Comments a. Region Leaders' updates and comments regarding clerk activities in their areas: 1. Region 1 - Mary Ellen Dunn n. Region 2-Janet Pierson 111. Region 3 -Eva Wilson IV. Region 4-Nicole Smart v. Region 5 -Norma Ortiz v1. Region 6 - Lisa Garcia vn. Region 7 -Yolanda Lozano vm. Region 8 - Georgia Luster IX. Region 9 - Ashlee Coranado February 16, 2017 AMCA Board Minutes P a g e II

4 Draft Vice President Bushong reported Region 2 will hold their next meeting on March 14, President Stein said currently the Region 5 Leader position is vacant Norma Ortiz is replacing Lisa Garcia as Region 6 Leader. b. Committee Chairs/Co-Chairs updates and comments regarding: i. Committee/Strategic Planning Ad Hoc Committee - Chair Darcie McCracken - President Stein (liaison)- Communication Committee Liaison assignment- Darcie McCracken Darcie McCracken, Committee/Strategic Planning Ad Hoc Committee Chair, was not present to give an update. ii. Awards Committee- Chair Carmen Martinez- Secretary Maxwell (liaison)/ Communication Committee Liaison assignment- Carmen Martinez Carmen Martinez, Awards Committee Chair, was not present to give an update. iii. Communications Committee - Chair Agnes Goodwine - Vice-President Bushong (liaison) Vice President Bushong reported the Communications Committee met on February 8 and the next meeting will be held on April 8. The Spring newsletter will be published on March 8. The deadline for submitting articles to that newsletter is March 3. There was discussion about making sure dates for the upcoming IIMC conference, the March Best Practices Training, the Clerk's Institute and the Clerk's Academy are included in the next newsletter. iv. Constitution Committee - Chair Kandace French - Vice-President Bushong (liaison)/communication Committee Liaison assignment- tbd Vice President Bushong said the Constitution Committee met on January 12. They are working on a revision to Article 1 which would change the voting proxy. The next meeting will be on February 23. Past President Bender reminded the Board this revision will need the approval of the membership. Vice President Bushong will have the revision for the Board to review by March. v. Education/Conference Committee - Chair Kelly Williams - Vice President Bushong (liaison)/communication Committee Liaison assignment- tbd Kelly Williams, Education/Conference Committee Chair, reported the Education Committee met on January 25 to discuss the survey questions to be sent to the membership regarding the locations of upcoming Clerk Conferences and Education Trainings. The subcommittee for the Spring Best Practices went over the schedule for that event. An about training along with the registration link was sent out to members. Another reminder will be sent at a later date. President Stein said she will discuss the survey regarding Conference locations in an upcoming President's message and she would like the survey left open until the end of March in order to get more responses. Chair Williams said she has glanced over the responses but has not looked at them in any detail yet. The next meeting of the Education Committee will be on March 1. February 16,2017 AMCA Board Minutes P a g e 12

5 Draft 5. Old Business: vi. Legislative Committee Chair Michael Claspell President Stein (liaison)/communication Liaison assignment- Michael Claspell Michael Claspell, Legislative Committee Chair, was not present to give an update. vii. Membership/Mentoring!Region Leaders - Co-Chair Eva Wilson - Treasurer Bailey (liaison)/communication Committee Liaison assignment- tbd Eva Wilson, Co-Chair of the Membership/Mentoring/Region Leaders, was not present to give an update. viii. Nomination Committee - Chair and Liaison, Immediate Past President Bender/Communication Committee Liaison assignment- Bev Bender Bev Bender, Nomination Committee Chair, did not have anything to report. ix. Records Committee - Chair Carla Reece - Treasurer Bailey (liaison)/communicatron Committee Liaison assignment- tbd Carla Reece, Records Committee Chair, was not present to give an update. x. Scholarship/Marketing Committee - Chair Joy Maglione - Treasurer Bailey (liaison)/communication Committee Liaison assignment- Joy Maglione Joy Maglione, Scholarship/Marketing Committee Chair, reported the deadline for submitting an application for an IIMC conference scholarship closes tomorrow. So far the Scholarship Committee has received one application. Reminders of the deadline were sent to the membership yesterday. There was discussion about how the AMCA and the IIMC scholarships are only to be applied towards the IIMC conference registration fee. Vice President Bushong said there are more expenses to attend a conference than just the registration fee. She would like the policy changed so if someone receives more than one scholarship then the money from one can be used for something such as travel. It was suggested the AMCA scholarship be changed so it can be used for registration/travel Past President Bender said the policy should be changed to include a cap on the amount one person can collect. The current policy has an unspecified amount in the case registration fee increases then the policy does not need to be changed. If the policy is going to change to include registration or travel than a cap for the amount given needs to be set. President Stein directed the Scholarship Committee to discuss this topic further and develop some new guidelines. Applications for scholarships to the Institute and Academy are now being collected. There has been one applicant so far. Chair Maglione reported the deadline to submit an application is March 17. a. Discussion and possible action regarding the possible purchase or lease of an electronic attendance tracking system Chair Williams reported the Education subcommittee looked at two webinars for different attendance tracking systems. The League is currently using Cvent to track February 16, 2017 AMCA Board Minutes P a g e 13

6 Draft 6. New Business registration. The subcommittee is hoping this software would be viewed as an add-on to the League's registration software and the price would be reduced. The subcommittee would like to wait to see if the League continues to use Cvent in the future before they recommend purchase of a specific system. The League should know in a couple of months whether or not they plan to continue using Cvent. The other vendor requires the purchase of scanners at the cost of up to $800 each. Cvent uses an ipad app which scans a bar code. It is a more flexible system. Chair Williams will know the cost of the system after the League makes their decision and will provide an update in two to three months. She is hopeful to have the new system in place at this year's Conference. b. Update on the formation of a President's Ad Hoc Committee to create and implement a Mentoring Program. President Stein reported the first meeting of the Ad Hoc Committee will be a teleconference on Friday, February 17. She received good responses from her call for volunteers. President Stein sent a copy of the mission statement and steps to complete the goal to the Committee members. fuformation about the new Mentoring Program will probably not be ready for the March newsletter. a. Discussion regarding Board Secretary applications. Vice President Bushong would like to include information about the Board Secretary applications in the March newsletter. The deadline for submitting an application is in April. Past President Bender said she will work with Treasurer Bailey when she returns. There was discussion about the changes to Board positions which were made in the AMCA Handbook and when those changes would take effect. When the changes are approved and the updated Handbook is published the changes are then in effect. Past President Bender has information on the process that she received from former Board President Marla Paddock that she will send to the Board for review. President Stein said the earlier notification can be sent out to the membership the better. b. Discussion and possible action to approve agreements for three professional speakers for the 2017 Annual Conference. Chair Williams reported the Subcommittee responsible for planning the Annual Conference reviewed and scored the proposals submitted by professional speakers. The proposals for the top three presenters are included in the packet. The Committee is asking the Board to approve one or more of the speakers. This will give the Committee time to reach out to the presenters to see if they will be available for the Annual Conference and to negotiate the costs. The options are to have one speaker in the morning, a different speaker in the afternoon or one speaker for both morning and afternoon. The costs submitted by the speakers are the same whether the person speaks an hour or the entire day. It would be cheaper to have the second and third choices with one speaking in the morning and one in the afternoon than it would be to have the first choice speak all day. The top choice was Jody Urquhart, the second choice was Dr. Jane Long and the third choice was Bob Harris. There was discussion about the three speakers and the different topics they could discuss. It is possible to have the presentations customized for Clerks. Chair Williams said she would bring back topics to the Board for discussion at a later date. February 16, 2017 AMCA Board Minutes P a g e 14

7 Draft President Stein asked Chair Williams if the Education Committee would make the decision on which speakers to hire if the Board approved all three. Past President Bender suggested approving the funding and allowing the Committee to decide how to spend it. Chair Williams said last year the Board did recommend moving forward with the top three speakers. The second speaker was unavailable so the Committee used the first and third speakers. The difference this year is one speaker could present an entire day. Chair Williams asked if the Board would want to pay $4,500 to Jody Urquhart to speak for half a day. The Education Committee will do their best to maximize the speakers' time. They will reach out to the speakers to discuss length of presentation, costs and how the topics will fit. Chair Williams asked for direction from the Board to take back to the Education Committee. Vice President Bushong said some of the topics are very similar and she would like to see different topics covered. There was discussion about topics that looked promising. Chair Williams will get descriptions from speakers for the Board. Vice President Bushong MOVED to allow the Education Committee leeway to work with the top 3 professional speakers identified for the Annual Conference; Past President Bender SECONDED the motion. Motion CARRIED 4-0. c. Discussion and possible action to approve the updated Education Committee's purpose statement in the Handbook. President Stein presented the current and the proposed purpose statement for the Education Committee. Chair Williams said the new statement is not as limited and it encompasses all training the Education Committee works to provide. Past President Bender said she likes the new statement because it is broad. In the past the main focus was the Institute, Academy, Annual Conference and Election training. She asked if those programs were identified somewhere else as the main focus of the Committee. Chair Williams said the Handbook goes into detail about the duties of the Committee. The first bullet point under the Committee duties has this information. Vice President Bushong will include the new purpose statement in the Handbook update. Past President Bender MOVED to approve the updated Education Committee's purpose statement as written; Vice President Bushong SECONDED the motion. Motion CARRIED 4-0. d. Discussion regarding the AMCA FY proposed budget and the possibility of holding a Special Budget Meeting.) President Stein said the FY proposed budget is available in the Board packet. There was discussion over whether a meeting should be held in person or telephonically. The League would like direction in the next couple of weeks because dues need to be sent out to members by the end of March. Last year the Board met at the League offices. Vice President Bushong said she would like to meet this year. It was decided to schedule a meeting on March 23 at the League office to discuss the FY budget. e. Discussion regarding drafting a policy on "comping" the registration fee for clerks who are speaking at a training or conference. There is currently no policy regarding comping the registration fee for clerks who are speaking at a training or conference. Mr. Lore said he does get requests from clerks who February 16,2017 AMCA Board Minutes P a g e I 5

8 Draft are speaking at every AMCA training event about having their registration fee camped. Past President Bender said the Board just approved giving gifts to speakers at their last meeting. She would like to know how many people are being camped. Chair Williams will get that information. She believes the speaker should either be camped or should receive a gift but not both. Vice President Bushong asked Chair Williams to have the Education Committee look at camping and the gift policy and bring back a recommendation. Since the Education Committee is responsible for recruiting speakers Past President Bender agreed they should look at this issue. President Stein said this will be discussed at the next meeting. Mr. Lore will work with the Chair Williams and the Education Committee on a recommendation for the Board. 7. Good of the Order/Board Comments Secretary Maxwell reported she will be out of town for the next meeting. 9. Reminders/Deadlines 9. Adjournment a. Next Board Meeting -March 16, 2017 at 9:00 a.m. b. Spring Training to be held on March 30, 2017 in Peoria c. IIMC Conference to be held on May 21-24, 2017 in Montreal, Canada President Stein adjourned the meeting at 10:18 a.m. Secretary: Lisa Maxwell- AMCA Secretary The January 29, 2017 meeting minutes were approved by a quorum ofthe Executive Board on '' February 16,2017 AMCA Board Minutes P a g e 16

9 FY AMCA REVENUES & EXPENDITURES For The Period 7/1/2016 to 2/28/2017 Conferences & Training Annual/Elections Conference 17,000 20,950 Fall Training 2,200 4,730 Spring Training 2,200 2,460 Institute & Academy 23,000 0 Gifts, Donations & Mise Fundraising 1, Grants 0 0 Interest Income Membership Dues 14,900 16,325 Scholarship Fundraising 500 1,746 Sponsorships 5,000 8,000 Total Revenues 65,900 54,831 3,950 2, (23,000) (406) 0 (74) 1,425 1,246 3,000 (11,069),,?fJBu~n~~~~ Conterences & Trainings 0 Annual/Elections Conference 12,000 22,287 10,287 Fall Training 2,000 2, Spring Training 2,000 0 (2,000) Institute & Academy 14,000 0 (14,000) Total Conferences & Trainings 30,000 24,947 (5,053) Awards 1,500 1, Board Expenses 1, (63) Charitable Contributions (100) IIMC & Regional Conferences IIMC Director Expenses 5,000 0 (5,000) Registration Fees 1, (1,170) Accommodations/Lodging 1,200 0 (1,200) Transportation 1, (492) Meals (165) Total IIMC & Regional Conferences 9,435 1,408 (3,027) Scholarships Institute 1,050 0 (1,050) Academy (825) IIMC 1,200 0 (1,200) Total Scholarships 3,075 0 (3,075) Support Services Administrative 5,200 3,033 (2,167) Financial Services 5,265 4,350 (915) Supplies 3,500 2,802 (698) Web Hosting Total Support Services 14,415 10,635 (3,780) Total Expenses 59,525 39,675 (19,850) Excess Revenues Over (Under) Expenditures 15,156

10 Arizona Municipal ClerksAssociation Balance Sheet As of February 28, 2017 Feb 28,17 ASSETS Current Assets Checking/Savings 1000 Chase Bank Checking 1005 Chase Bank Savings Total Checking/Savings Other Current Assets 1300 Prepaid Expenses Total Other Current Assets Total Current Assets TOTAL ASSETS LIABILITIES & EQUITY Equity 3200 Opening Balance Equity Net Income Total Equity TOTAL LIABILITIES & EQUITY 29, , , , , , , , , Page 1

11 Arizona Municipal Clerks Association General Ledger As of February 28, 2017 Type Date Num Name Memo Amount Balance 1000 Chase Bank Checking 27, Genera... 2/2/ Bankcard charges , Deposit 2/7/2017 Deposit , Deposit 2/8/2017 Deposit , Deposit 2/9/2017 Deposit , Deposit 2/10/2017 Deposit , Deposit 2/13/2017 Deposit , Deposit 2/14/2017 Deposit , Deposit 2/15/2017 Deposit , Deposit 2/16/2017 Deposit , Deposit 2/17/2017 Deposit , Deposit 2/20/2017 Deposit , Check 2/22/ League of Arizona Cities... FY17 December Invoice -1, , Check 2/22/ Marlene Mortimore , Deposit 2/22/2017 Deposit , Deposit 2/23/2017 Deposit , Deposit 2/24/2017 Deposit , Deposit 2/27/2017 Deposit , Deposit 2/28/2017 Deposit , Total 1000 Chase Bank Checking 1, , Chase Bank Savings 79, Deposit 2/28/2017 Interest , Total1005 Chase Bank Savings , Prepaid Expenses 0.00 Check 2/22/ League of Arizona Cities... FY18 event Total1300 Prepaid Expenses Opening Balance Equity -93, Total 3200 Opening Balance Equity -93, Membership Dues -16, Deposit 2/10/2017 Various FY17 Dues , Deposit 2/14/2017 Various FY17 Dues , Deposit 2/24/2017 Various FY17 Dues , Deposit 2/27/2017 Various FY17 Dues , Total4000 Membership Dues , Conferences & Training -25, Annual/Elections Conference -20, Total Annual/Elections Conference -20, Fall Training -4, Total Fall Training -4, Spring Training 0.00 Deposit 2/7/2017 Various FY17 Spring Training Deposit 2/8/2017 Various FY17 Spring Training Deposit 2/9/2017 Various FY17 Spring Training , Deposit 2/10/2017 Various FY17 Spring Training , Deposit 2/13/2017 Various Fy17 Spring Training , Deposit 2/14/2017 Various FY17 Spring Training , Deposit 2/15/2017 Various FY17 Spring Training , Deposit 2/16/2017 Various FY17 Spring Training , Deposit 2/17/2017 Various FY17 Spring Training , Deposit 2/20/2017 Various FY17 Spring Training , Deposit 2/22/2017 Various FY17 Spring Training , Deposit 2/23/2017 Various FY17 Spring Training , Deposit 2/24/2017 Various FY17 Spring Training , Deposit 2/27/2017 Various FY17 Spring Training , Deposit 2/28/2017 Various FY17 Spring Training , Total Spring Training -2, , Total4010 Conferences & Training -2, , Gifts, Donations & Fundraising Page 1

12 Arizona Municipal Clerks Association General Ledger As of February 28, 2017 Type Date Num Name Memo Amount Balance Total4015 Gifts, Donations & Fundraising Scholarship Fundraising -1, Total 4018 Scholarship Fundraising -1, Sponsorships -8, Total 4020 Sponsorships -8, Interest Income Deposit 2/28/2017 Interest Total4050 Interest Income IIMC & Regional Conferences Registration Fees 1, Total Registration Fees Transportation Total Transportation Total6005 IIMC & Regional Conferences 6520 Awards T alai 6520 Awards 6522 Board Expenses Check 2/22/ League of Arizona Cities... The Conference Group T alai 6522 Board Expenses 6526 Conferences & Trainings Annual/Elections Conference Total Annual/Elections Conference Fall Training Total Fall Training Total 6526 Conferences & Trainings 6590 Support Services 6591 Administrative Check 2/22/ League of Arizona Cities... FY17 December Invoice Total 6591 Administrative 6593 Financial Services Check 2/22/ Total6593 Financial Services 6595 Supplies Genera... 2/2/2017 Check 2/22/2017 Total 6595 Supplies 6597 Web Hosting Total 6597 Web Hosting Total 6590 Support Services TOTAL Marlene Mortimore League of Arizona Cities... lnv# January accounting fees Bankcard charges FY17 event , , , , , , , , , , , , , , , , , , , , , Page 2