b. Committee Chairs'/Co-Chairs' updates and comments: i. Strategic Planning Ad Hoc Committee - Chair Darcie McCracken (President Stein)

Transcription

1 At:!IZOHA Mi.JNiClPAL Clt:QKS' ASS()CiArlON Formed in h Year in Operation ARIZONA MUNICIPAL CLERKS' ASSOCIATION EXECUTIVE BOARD MEETING AGENDA Thursday, May 18, :00a.m. Teleconference at (800) Participant Code: # 1. Call to Order - Roll Call 2. Minutes a. Consideration of approving the April 20, 2017 regular meeting minutes 3. Financial Reports a. Consideration of approving the April 2017 financial reports 4. Region Leader/Conunittee Updates/Conunents 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: i. Strategic Planning Ad Hoc Committee - Chair Darcie McCracken (President Stein) 11. Awards Committee- Chair Carmen Martinez (Secretary Maxwell) 111. 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) vii. Membership/Mentoring/Region Leaders - Co Chair Eva Wilson (Treasurer Bailey) viii. Nomination Committee- Chair Treasurer Bailey IX. Records Committee - Co Chair Ben Lane (Treasurer Bailey) x. Scholarship/Marketing Committee- Chair Joy Maglione (Treasurer Bailey) Arizona Municipal Clerks' Association May 18,2017 Page 1

2 5. Old Business a. Discussion and possible action to approve the b. Follow-up discussion regarding the possibility of drafting a policy on "camping" the registration fee for clerks who are speaking at a training or conference. c. Discussion and possible action regarding the purchase or lease of an electronic attendance tracking system. 6. New Business a. Update on sponsorships received. b. Discussion on the process of inviting retired clerks to the conference reception, and reaching out to retired clerks in the future, do we need a policy? c. Discussion on possible options for a dues increase for next fiscal year. 7. Good of the Order/Board Comments 8. REMINDERS/DEADLINES a. Next Board Meeting to be held on June 15, 2017, at 9:00a.m. b. IIMC Conference to be held on May 21-24,2017 in Montreal, Canada. c. IIMC/AMCA Institute to be held on June 5-9,2017 in Downtown Phoenix. d. IIMC/AMCA Academy to be held on June 20-22,2017 in Downtown Phoenix. d. Athenian Dialogue to be held on July 24, 2017 in Fountain Hills. e. Annual Conference/Election Training to be held on July 25-27, 2017 in Fountain Hills. 9. Adjournment Sue Stein- AMCA President, Arizona Municipal Clerks' Association May 18,2017 Page2

3 Draft ARIZO!'>l.ll; I'-1Ut~lCIPAL C.:LERKS' bs:;()(jai!on ARIZONA MUNICIPAL CLERKS' ASSOCIATION EXECUTIVE BOARD MEETING MINUTES THURSDAY, APRIL 20, :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; Tracie Bailey Treasurer; Lisa Maxwell, Secretary; and Bevelyn "Bev" Bender, Past President. Attending Association Members: Joy Maglione, Scholarship/Marketing Committee Chair; Kelly Williams, Education/Conference Committee Chair. Others Attending: Matt Lore, League of Arizona Cities and Towns Communications and Education Director; Sandy Morari, League of Arizona Cities and Towns Office Manager. 2. Minutes a. Consideration of approving the February 16, 2017 regular meeting minutes b. Consideration of approving the March 15, 2017 special budget meeting minutes Secretary Maxwell pointed out a correction to the title of the March 15, 2017 meeting minutes. Past President Bender MOVED to approve the February 16, 2017 regular meeting minutes; and the March 15, 2017 special budget meeting minutes as amended. Treasurer Bailey SECONDED the motion. Motion CARRIED Financial Reports a. Consideration of approving the February 2017 Financial Reports b. Consideration of approving the March 2017 Financial Reports Past President Bender MOVED to approve the February 2017 and the March 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: i. Region 1 -Mary Ellen Dunn ii. Region 2 -Janet Pierson iii. Region 3 -Eva Wilson tv. Region 4-Nicole Smart v. Region 5- vacant VI. Region 6-Norma Ortiz April20, 2017 AMCA Board Minutes P a g e 11

4 Draft vii. vm. ix. Region 7 -Yolanda Lozano Region 8 -Georgia Luster Region 9 - Ashlee Coranado No updates. 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 - (liaison) Chair Agnes Goodwine - Vice-President Bushong Vice President Bushong reported the Communications Committee met and they are working on June newsletter. Chair Goodwine is looking for information from Committee Chairs for the Committee Comer in the newsletter. She is having a difficult time getting information. She is also looking for information from the different regions. Vice President Bushong said the regions could report on their activities regarding creating a region basket for the upcoming Conference/Election training. iv. Constitution Committee - Chair Kandace French - Vice-President Bushong (liaison)/communication Committee Liaison assignment- tbd Vice President Bushong said the next meeting of the Constitution Committee will be on April27. They will discuss a possible change to member voting at the annual meeting. v. Education/Conference Committee - Chair Kelly Williams - Vice President Bushong (liaison )/Communication Committee Liaison assignment- tbd Vice President Bushong stated the Education/Conference Committee had a meeting on April 18. There were reports from the various Subcommittees working on the Institute, Academy and Conference/Election trainings. There was a discussion about the difficulty finding information about the Academy on the AMCA website. There are still two open spots for the sessions at the Institute/ Academy and the Committee is working to fmalize those speakers. 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 - Chair Eva Wilson - Treasurer Bailey (liaison)/communication Committee Liaison assignment- tbd April20, 2017 AMCA Board Minutes P a g e ]2

5 Draft 5. Old Business: President Stein reported Chair Eva Wilson sent a survey to the Region Leaders to see what assistaoce they needed from the Board. viii. Nomination Committee - Chair and Liaison, Immediate Past President Bender/Communication Committee Liaison assignment- Bev Bender Bev Bender, Nomination Committee Chair, had no update. ix. Records Committee - Chair Ben Lane - Treasurer Bailey (liaison)/communication Committee Liaison assignment- tbd Treasurer Bailey reported Chair Lane is looking for co-chair. The Committee is working on reviewing the records handbook. Chair Lane is also working on a social media presentation for the website. x. Scholarship/Marketing Committee - Chair Joy Maglione - Treasurer Bailey (liaison)/cornmunication Committee Liaison assignment- Joy Maglione Joy Maglione, Scholarship/Marketing Committee Chair, said the Scholarship/Marketing Committee met on April 4. Janet LeBlanc from Goodyear has retired and she is now looking for a co-chair. She has no leads. It was suggested someone talk with Ms. LeBlanc about becoming a retired member. a. Update on the progress of the President's Ad Hoc Mentoring Program Committee. President Stein noted there are three mentees and three mentors. The brochures that were made available at the Spring Best Practices were taken. Past President Bender said it would be good for the mentees to give an update on their experience at an upcoming meeting. Vice President Bushong noted there is good participation for such a short period of time. b. Follow-up discussion regarding the possibility on drafting a policy on "camping" the registration fee for clerks who are speaking at a training of conference. Education/Conference Committee Chair Williams reported her Committee did not have this item on their last agenda. She is going to the Committee members to get their comments on this draft policy. One idea is to look at gifts for outside presenters and camping AMCA member presenters. Past President Bender asked if this policy will help in getting presenters. Chair Williams thinks it could help some. For the Spring and Fall Best Practices the registration fee for the day would he covered. For the Annual Conference/Election training which is a multi-day event just a portion of the registration fee would be covered. Mr. Lore stated he does not believe there is a problem getting presenters. It was the people that were already signed up for the training that were asking if they could be camped if they presented. Ms. Morari and Mr. Lore have a proposal they will send to Chair Williams. President Stein said there needs to be a policy in writing. There was discussion that the appropriate place for this policy would be as a part of the gift policy. This will be discussed further at the next meeting. April20, 2017 AMCA Board Minutes P a g e 13

6 Draft 6. New Business a. Discussion and comments regarding the 20 I President Stein said she thought Strategic Planning Ad Hoc Committee Chair McCracken would be able to attend this meeting. Vice President Bushong said this was the first time she had ever been involved with creating a strategic plan. It is difficult to put something in place for five years down the road. This document is a work in process. President Stein said the Strategic Plan needs to be reviewed annually to see if it is working and if it needs any changes. There was some concern that the deadlines given in the Strategic Plan were not realistic. Past President Bender said the process of creating the Plan went slower than hoped. She suggested tasking the Ad Hoc Committee to look at the Plan and spend more time on the dates. President Stein noted some of the items in the Strategic Plan have already been done. Past President Bender suggested adding a column to record the date an item is started. President Stein said she will discuss the comments received with Chair McCracken so the Committee will have an opportunity to look into the Board's concerns. President Stein will also help the Ad Hoc Committee with assigning responsibilities in the Strategic Plan. Next month the Strategic Plan can than come back to the Board for approval and then be sent out to the membership. President Stein said any other comments should be sent to Chair McCracken. b. Discussion and possible action to approve the AMCA application form for election recertification. Education/Conference Committee Chair Williams said this item would be discussed at the next Committee meeting. There are a few minor formatting issues with the form. The new process was added to the handbook with a start date of January There could be people who may need to recertify this year. Certificates will be issued to anyone that meets the requirements. Past President Bender asked if training certificates from past trainings would be available on the website for people to submit with the recertification application. Chair Williams said they would be available. There was discussion about making sure the boxes on the form are big enough to submit all the items at one time. President Stein suggested having someone talk about this new process at the upcoming elections training so members are aware. The forms will be available at the training. There will be an article in an upcoming newsletter. Treasurer Bailey MOVED to approve the AMCA application form for election recertification; Vice President Bushong SECONDED the motion. Motion CARRIED 5-0. c. Discussion and possible action to approve a scholarship policy change to add language that reimbursement of travel-related expenses may be considered at the Board's discretion in extenuating circumstances. President Stein said this item came forward because a member received an IIMC scholarship and an AMCA scholarship. The AMCA policy does not allow the scholarship money to be used for anything other than the conference registration fee. A change to the policy would give the Board the option to allow the award money to April20, 2017 AMCA Board Minutes P a g e! 4

7 Draft be used for travel expenses. Past President Bender asked if the amount would be the same. There was discussion about why the current policy is written the way it is. Scholarship Committee Chair Maglione said it was before her time but she believes it is a set amount and easier to track. There was discussion about the amount of the award. Chair Maglione said the Committee was fme with allowing the scholarship award to be used for travel expenses. They also believed other scholarships should be less restrictive. Vice President Bushong thought more people might apply if this was the case. Chair Maglione said there was more promotion of the scholarships this year. The change eliminating the requirement applicants must have served on a committee before applying did allow two new people that would not have received a scholarship last year to receive one this year. There was discussion on the amount of the award. Vice President suggested setting the amount up to the conference registration fee. The scholarship recipient would need to submit receipts after the conference. Vice President Bender said if two scholarships are available and three people are approved to receive the scholarships the Board would have the leeway to decide how to award the budgeted money. Past President Bender agreed leeway is needed but there should be a cap. Vice President Bushong said adding the phrase "not to exceed the registration cost" would be the cap. Chair Maglione will add to the application that proof of receipt of a second award is needed. Past President Bender MOVED to approve a scholarship policy change to add language that reimbursement of travel-related expenses may be considered at the Board's discretion in extenuating circumstances; Treasurer Bailey SECONDED the motion. Motion CARRIED with Vice President Bushong abstaining. d. Discussion and possible action to award one (I) IIMC scholarship, three (3) AMCA Institute scholarships, and one (I) AMCA Academy/Ina Wintrich scholarship. Scholarship Committee Chair Maglione said there were four applicants for the Institute and one applicant for the Academy. The Committee rated the essays and reviewed the applications all the applicants were approved. Past President Bender noted the new people that received scholarships have agreed to serve on a committee and she asked what would happen if someone does not pick a committee to serve on next year. Chair Maglione said she will remind the scholarship recipients when she sends out the scholarship award letter. She will send the names of the recipients to President Stein and Vice President Bushong so they can make sure everyone is assigned a committee. President Stein is working on a new committee form for next year. Past President Bender MOVED to award one (I) IIMC scholarship, three (3) AMCA Institute scholarships, and one (I) AMCA Academy/Ina Wintrich scholarship; Treasurer Bailey SECONDED the motion. Motion CARRIED with Vice President Bushong and Secretary Maxwell abstaining. e. Discussion and possible action regarding the AMCA sponsorship program. President Stein said the Board is looking at ways of adding benefit to the sponsorship program. Mr. Lore said he is sending out information to sponsors letting them know they will have an opportunity to address the attendees at the Annual Conference/Election training. He will send the information that was sent to potential sponsors and the updated sponsorship form to the Board. Past President Bender said it April20, 2017 AMCA Board Minutes P a g e I 5

8 Draft is nice to let the sponsors know we heard what they said and we are giving them the opportunity to talk to the members. Past President Bender asked that Mr. Lore work with Education Committee Chair Williams to set parameters on how the sponsorship program will be done. f. Discussion and possible action to approve the AMCA annual budget. President Stein asked if there was any discussion on the annual budget. She noted Ms. Morari did add the requested column on the budget. There was discussion about the registration fee for next year. President Stein said it is too late this year to increase fees. Information on fee increases will need to get out earlier so members can get the increased amount in their budget. Past President Bender said the vote on increased fees could be done this year with an effective date the following fiscal year. Past President Bushong said the last increase was in There was discussion about the fee for retirees. There was a suggestion to increase those fees since the AMCA is doing more to engage the retirees. Vice President Bushong said she does not want to disenfranchise the retirees. She believes retirees need to understand what they are getting in order to justify increasing the costs. Past President Bender said she would like to draw the retirees in, pointing out they have access to the listserv and they are invited to the conference. Past President Bender said if fees are only going to be increased every three to five years the Board might want to consider setting the fees higher. President Stein said the Board can discuss fees at a later date. The fees will need to be set by this fall. Past President Bender asked if the scholarship amounts in the budget need to be changed. Vice President Bushong said she believes the budget should be fme since it is based on registration fees. Past President Bender asked if the number of scholarships awarded next year should be increased. President Stein said the number of scholarships does not need to be listed. The Board can go over budget if there are a lot of applications. Vice President Bushong said the dollar amount should remain the same. Past President Bender said the AMCA's fmances are in order and money needs to be spent on getting good speakers for the trainings. Vice President Bushong MOVED to approve the budget as presented with the option to discuss fees and take possible action at a later date; President Stein SECONDED the motion. Motion CARRIED 5-0. g. Discussion and possible action to add language to the handbook under Treasurer's Duties to include the administration of the SOS mentoring program. Past President Bender MOVED to add language to the handbook under Treasurer's Duties to include the administration of the SOS mentoring program; Treasurer Bailey SECONDED the motion. Motion CARRIED 5-0. h. Update on the Best Practices Spring Training held on March 30th in Peoria. Secretary Maxwell left the meeting at approximately I 0:27 a.m. April20, 2017 AMCA Board Minutes P a g e I 6

9 Draft President Stein noted the revenue generated from the training was $1, Past President Bender felt it was a really good training. Vice-President Bushong suggested the Education Committee reach out to Janet LeBlanc to speak at a training regarding records management. President Stein believed Ms. LeBlanc would be more comfortable speaking at a round table discussion. i. Update on the EOA Conference held on April 11th-13th in Tucson. Past President Bender felt this was also a really good training and the accommodations were good. Treasurer Bailey agreed. The resort had bars and restaurants within walking distance. Past President Bender noted the training was good for networking and she had talked to the new Maricopa County Recorder. Past President Bender indicated the Secretary of State's Office had lost a lot of seasoned employees. 7. Good of the Order/Board Comments Past President Bender asked President Stein to add a reminder for the annual reports from the Committee Chairs to the list of reminders. President Stein noted she would also send out an reminder to the Chairs. Past President Bender asked how the waiver for the registration fee for the Annual Conference/Election Training for Board Members would be handled. Mr. Lore indicated he would a registration form to the Board Members and register them on the back end. President Stein noted there was one application for Board Secretary and one application for Deputy Clerk of the Year. 8. Reminders/Deadlines 9. Adjournment a. Next Board Meeting -May 18, 2017 at 9:00a.m. b. IIMC Conference- May 21-24, 2017 in Montreal, Canada c. IIMC/AMCA Institute- June 5-9, 2017 in Downtown Phoenix d. IIMC/AMCA Academy- June 20-22, 2017 in Downtown Phoenix e. Athenian Dialogue- July 24, 2017 in Fountain Hills f. Annual Conference/Election Training- July 25-27, 2017 in Fountain Hills President Stein adjourned the meeting at 10:40 a.m. Secretary: Lisa Maxwell- AMCA Secretary The April 20, 2017 meeting minutes were approved by a quorum of the Executive Board on April 20, 2017 AMCA Board Minutes P a g e l 7

10 FY AMCA REVENUES & EXPENDITURES For The Period 7/ to 4/30/2017 REVENUES:,,:Ai:nourit Actual Budget Over 1 Budgeted Revenue Amount (Under) Conferences & Training Annual/Elections Conference 17,000 20,950 3,950 Fall Training 2,200 4,730 2,530 Spring Training 2,200 3,200 1,000 Institute & Academy 23,000 0 (23,000) Gifts, Donations & Mise Fundraising 1, (406) Grants Interest Income (67) Membership Dues 14,900 16,325 1,425 Scholarship Fundraising 500 1,766 1,266 Sponsorships 5,000 8,000 3,000 Total Revenues 65,900 55,598 (10,302),EXPENDITURES: Amount Actual Budget Over f, Bud~eted EX~ilse Amount (Under)l Conferences & 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 1,000 1, 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 3,900 (1,300) Financial Services 5,265 4,650 (615) Supplies 3,500 3,256 (244) Web Hosting Total Support Services 14,415 12,381 (2,034) Total Expenses 59,525 41,507 (18,018) Excess Revenues Over (Under) Expenditures 14,091

11 Arizona Municipal Clerks Association General Ledger As of April 30, 2017 Type Date Num Name Memo Amount Balance 1000 Chase Bank Checking 28, Deposit 4/3/2017 Deposit , Deposit 4/3/2017 Deposit , Genera... 4/3/ Bankcard charges , Deposit 4/6/2017 Deposit , Deposit 4/7/2017 Deposit , Deposit 4/10/2017 Deposit , Check 4/11/ Town of Fountain Hills , Check 4/11/ Arizona Dept of Liquor Li... Liquor License , Check 4/11/ City of Scottsdale Refund membership FY17-18 Dues , Genera... 4/11/ Refund FY18 Dues , Deposit 4/12/2017 Deposit , Deposit 4/13/2017 Deposit , Deposit 4/17/2017 Deposit , Deposit 4/20/2017 Deposit 1, , Deposit 4/21/2017 Deposit , Check 4/22/2017 Chase Card Services , Deposit 4/24/2017 Deposit , Check 4/25/ League of Arizona Cities... FY17 March Invoice -1, , Check 4/25/ Marlene Mortimore , Deposit 4/25/2017 Deposit , Deposit 4/26/2017 Deposit , Deposit 4/26/2017 Deposit 1, , Deposit 4/26/2017 Deposit , Deposit 4/27/2017 Deposit , Deposit 4/27/2017 Deposit 1, , Totai1000 Chase Bank Checking 4, , Chase Bank Savings 79, Deposit 4/30/2017 Interest , Total1005 Chase Bank Savings , Prepaid Expenses 5, Check 4/11/ Town of Fountain Hills FY18 AMCA Elections Training , Check 4/11/ Arizona Dept of Liquor Li... FY18 AMCA Elections Training 75,00 5, Check 4/25/ League of Arizona Cities... FY18 event annual fees , T otal1300 Prepaid Expenses , Deferred Revenue -4, Deposit 4/3/2017 Various FY18 Dues , Deposit 4/3/2017 Various FY18 Dues , Deposit 4/6/2017 Various FY18 Dues , Deposit 4/7/2017 Various FY18 Dues , Deposit 4/10/2017 Various FY18 Dues , Check 4/11/ City of Scottsdale Refund FY18 Dues , Genera... 4/11/ Refund FY18 Dues , Deposit 4/12/2017 Various FY18 Dues , Deposit 4/13/2017 Various FY18 Dues , Deposit 4/17/2017 Various FY18 Dues , Deposit 4/20/2017 Various FY18 Dues , Deposit 4/20/2017 Various FY18 Sponsor~Code Publishing -1, , Deposit 4/21/2017 Various FY18 Dues , Deposit 4/24/2017 Various FY18 Dues , Deposit 4/25/2017 Various FY18 Dues , Deposit 4/26/2017 Various FY18 Dues , Deposit 4/26/2017 Various FY18 Athenian Dialogue -1, , Deposit 4/26/2017 Various FY18 Athenian Dialogue , Deposit 4/27/2017 Various FY18 Athenian Dialogue , Deposit 4/27/2017 Various FY18 Sponsor~Municipal Code Corp -1, , Total 2050 Deferred Revenue -5, , Opening Balance Equity Total 3200 Opening Balance Equity 4000 Membership Dues Total4000 Membership Dues 4010 Conferences & Training -93, , , , , Page 1

12 Arizona Municipal Clerks Association General Ledger As of April 30, 2017 Type Date Num Name Memo Amount Balance 4010~1 Annual/Elections Conference Total4010~1 Annual/Elections Conference Fall Training Total Fall Training Spring Training -20, , , , Total Spring Training -3, Total4010 Conferences & Training 4015 Gifts, Donations & Fundraising -28, Total4015 Gifts, Donations & Fundraising 4018 Scholarship Fundraislng Deposit 4/ Various Total4018 Scholarship Fundraising 4020 Sponsorships FY18 Education Fund , , , , Total4020 Sponsorships 4050 Interest Income Deposit Total 4050 Interest Income 6005 UMC & Regional Conferences Registration Fees Interest , , T a tal Registration Fees Transportation Total Transportation Total6005 IIMC & Regional Conferences 6520 Awards Total6520 Awards 6522 Board Expenses Check League of Arizona Cities... The Conference Group Total 6522 Board Expenses 6526 Conferences & Trainings Annual/Elections Conference Total Annual/Elections Conference Fall Training Total Fall Training Total6526 Conferences & Trainings 6590 Support Services 6591 Administrative Check League of Arizona Cities... FY17 March Invoice Total6591 Administrative 6593 Financial Services Check 4125/ Total 6593 Financial Services 6595 Supplies Genera... 4/3/ Check Check 4125/ Total6595 Supplies 6597 Web Hosting Check Marlene Mortimore League of Arizona Cities... League of Arizona Cities... Chase Card Services lnv# March accounting fees Bankcard charges FY17 March Invoice FY17 event annual fees Net Atlantic , , , , , , , , , , , , , , , Page 2

13 Arizona Municipal Clerks Association General Ledger As of April 30, 2017 Type Date Num Name Memo Amount Balance Total6597 Web Hosting Total6590 Support Services TOTAL , Page3

14 Arizona Municipal Clerks Association Balance Sheet As of April 30, 2017 Apr 30, 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 Liabilities Current Liabilities Other Current Liabilities 2050 Deferred Revenue Total Other Current Liabilities Total Current Liabilities Total Liabilities Equity 3200 Opening Balance Equity Net Income Total Equity TOTAL LIABILITIES & EQUITY 33, , , , , , , , , , , , , , , Page 1

15 ARIZONA MUNICIPAL CL[;RKS' ASSOCIATION STRATEGIC PLAN

16 ARIZONA MUNICIPAL Clb:RKS' ASSOCIATION Message to the Arizona Municipal Clerks' Association The Strategic Planning Committee respectfully submits the following document to the Arizona Municipal Clerks' Association (AMCA) Board for review, editing, adoption and implementation. The process has been a long one with a great many of hours of work by members of the committee. We believe that we have captured and quantified the needs and wants of the members as they exist today. A Strategic Plan is meant to be. and must be treated as, a fluid document, subject to change in response to a dynamic environment. It is a roadmap to the attainment and allocation of resources and assets for goal achievement. The Strategic Plan requires our clerk community to unite in support of a successful plan. This strategic plan outlines the goals and expectations of the members of the organization as they exist now. Regular surveys should be sent to the membership to check satisfaction and update the goals and plan. Are we doing things right? Are we clear about organizational goals? Are we aware of accessible resources? Do we know how to approach and measure success? It is the recommendation of the committee, that if not yearly, then at least every other year, a committee be established to survey the membership and update this plan to reflect the current needs and wants of the membership. Additionally, a SWOT analysis should be completed to determine any changes and provide a framework for the needs of the organization. The implementation of the plan is now in the hands of the Board and subsequent committees. Key areas should be distributed to existing committees for execution of specific goals that correspond to the description of the committee (Exhibit A). Additionally, the plan should be shared with the membership after adoption on both the listserve and the AMCA website. Respectfully, Darcie McCracken, Chair Lisa Garcia, Co-Chair Strategic Plan Committee Page I 2

17 ARIZONA MUNICIPAL Clt::RKS' ASSOCIATION Committee Members Chair Darcie McCracken Co-Chair Lisa Garcia 2016/17 Board Bev Bender 2016/17 Board Sue Stein 2016/17 Board Lynda Bushong 2016/17 Board Tracie Bailey 2016/17 Board Lisa Maxwell Ash lee Coronado Erica Barba Eva Wilson Georgia Luster Gloria Leija Hilary Hiser Janet Pierson Maria Hernandez Mary Ellen Dunn Melissa Drake Natalie Gilstrap Rhonda Geriminsky Sharon Antes Stacy Anderson Vicki Vivian Virginia Mefford Glendale Florence lisa.ga Fountain Hills Bullhead City Yuma Payson Gilbert Bisbee Chandler ndleraz.gov Eagar Safford x4100 us CasaGrande x1110 Gloria leiia(cilcasagrandeaz.gov Marana Yuma Florence maria. he rna nde z(cilflo re ncea z.gov Clarkdale Tusayan tusayanclerk(cilgmail.com Peoria nata lie.gi lstra 1;1(cil 1;1eo ria a z.gov Peoria rhonda.ge rim i nsky (cil 1;1eoriaaz.gov El Mirage santes@elmirageaz.gov Youngtown sanderson 1958(cilmsn.com Benson vvivian@bensonaz.gov Willcox vmefford@willcoxcity.org Page I 3

18 ARIZONA MUNICIPAL Clt:RKS' ASSOCIATION Mission Vision Objectives AMCA Mission Statement (From Handbook) AMCA was founded in Our mission is to promote excellence and professionalism through support, communication and educational opportunities for each member. AMCA is committed to maintaining a high standard of leadership, respect, and integrity in all aspects of our operations and in our professional and business conduct. We strive to reflect the highest ethical standards in our relationships with members and provide educational and networking opportunities for the betterment and enrichment of the "Clerk" profession. No changes. AMCA Vision: The Arizona Municipal Clerks' Association offers educational opportunities, networking solutions and mentoring to its members to promote professionalism, leadership and proficiency to the clerk profession. The second line was changed from "members to promote professionalism" to "members in order to promote professionalism." Board Action Required. AMCA Objective Statement: (From Constitution) To promote improvement and efficiency in the operations and administration of the municipal clerk's office in each of the cities and towns of Arizona by: (a) Promoting cooperation between the municipal clerks by the interchange of their experiences and methods of conducting their respective offices, to the end that each may profit from the experiences and methods of the others; and (b) Promoting periodic conferences or meetings of the municipal clerks of the cities and towns of Arizona for discussion of municipal problems and, by research, finding solutions for the same Page 14

19 A ARIZONA MUNICIPAL Clt:RKS' ASSOCIATION change to the Objective Statement would require a change to the Constitution. This would need to be discussed by the Constitution Committee and approved by vote of the membership. It was suggested that section (b) be more general. Also changing the words conferences or meetings to education or learning was discussed. AMCA President Sue Stein will task the Constitution Committee with looking to make this change. Board Action Required. About the Plan The Arizona Municipal Clerks' Association strategic plan is designed to support the AMCA Board and the Members and assist in understanding and communicating the short and long-term goals of the AMCA Association. This plan is intended to align, focus, and engage every member in common goals and ensure seamless transitions when the leadership baton is passed annually. The Plan maps the future, guides decision-making and resource allocations, and requires the involvement of all stakeholders. The AMCA Board embarked on a strategic planning process to establish a pathway for the future success of the association and the profession. The AMCA Board will work with the designated committees to achieve and maintain the established goals. Assessment The will evaluate conditions to help determine the AMCA goals. The SWOT analysis is included as Exhibit C to the report. Issues Facing the Associations The Strategic Planning Committee reviewed the SWOT analysis and devised a clear list of issues facing the AMCA organization. At the November 14, 2016 meeting the Committee determined the top issues facing the organization and from that list established a three to five-year action plan. Page I 5

20 ARIZONA MUNICIPAL CLmKS' ASSOCIATION Goal1. AMCA will continue to develop meaningful training and mentorship programs to assist members with professional development, knowledge of core functions of all aspects of the Clerk's arena, including special projects, leadership and public speaking. 1. Professional Speakers brought in for professional development (leadership, organization management, etc.) 2. Online training for members who cannot attend training in person (Rural- One stop Shops) 3. Develop a one-on-one mentoring program designed to train clerks by those who are experienced in the field. 4. Succession Planning Training for soon to be retiring clerks: So you are planning to leave government service in 10 years, how do you train your staff to be ready for your departure. 5. Develop training on how to make effective presentations. Measurable Object (1) At the AMCA conference, at least one professional speaker, will be engaged, beginning in (2) Beginning in Fall of 2018, provide at least one training opportunity that can be done using the internet. (3) By November of 2017, provide a list of mentors. (4) Beginning with the 2018 AMCA conference, provide a succession planning seminar every other year. (5) Clerks have training on how to make effective presentations for: -budget -staffing - conferences and training - other presentation opportunities Page I 6 Status Date Assignment Ongoing By November 2018 Ongoing July 2018 July 2018 Outcome One professional speaker at each AMCA sponsored training. Online training provided for those who cannot attend off site training. Trained and motivated mentors assigned to new clerks. Training provided to clerks retiring within the next 3-5 years on how to succession plan. The training should be open to all; however, should focus on the clerk with retirement on the horizon. Provide talking points to membership as well as training on how to "sell" their budgets and key aspects of their budgets such as any increases in traininq, conferences and

21 ARIZONA MUNICIPAL CLI:::RKS' ASSOCIATION I membership. Future Note: Page I 7

22 ARIZONA MUNICIPAL CLr;RKS' ASSOCIATION Goal 2. Promote the role of the municipal clerk. 1. Develop a professional speaker's bureau who will represent the Clerks at various speaking engagements/trainings/ceremonial events. 2. Clerk going out and speaking about their role - Coffee with the Clerk- Promote the campaign for municipal clerks' week with programming guides for clerks to host activities. (Encourage participation) 3. Partner to provide training Session with GFOAZ, ACMA, League, Newly Elected. Status Date Measurable Object Outcome Assignment (1) Request each AMCA Region to assign a member to speak at engagements/ceremonial events within their regions. (2) Actively seek Clerks to sign up to be presenters on their field of expertise. Contact IIMC to check on credits available to apply towards CMC and MMC for participation as a presenter at training sessions, and include in sign up information. (2) Prior to the next "Clerks' Week Celebration," develop a great ideas section on the Clerks' website where Clerks can contribute their successful ideas to promote clerks' week. (3) Contact the League to schedule one professional training session at League Conferences. Additionally, contact other professional organizations to offer the possibility of partner in a session that is beneficial to dual professions AMCA Board to AMCA will gain exposure and present at the next AMCA recognition by having AMCA meeting for approval by representatives at the membership. engagements/ceremonial events Make the signup list AMCA will have an active list available at Clerks' of professional speakers, and trainings and post on the AMCA members will gain Clerks' website. credits toward CMC and MMC designations for participating as a speaker At AMCA training AMCA will be able to promote sessions and newsletters, the role of the Clerks' field. announce the development of the website section for gathering great ideas to celebrate "Clerks Week." Contact one Partnerships will give AMCA professional organization members more training to partner in a training opportunities, as well as more session. exposure on the Clerks' role Schedule a training session at the League of Arizona Cities and Towns Conference/or other Page I 8

23 ARIZONA MUNICIPAL CU::RKS' ASSOCIATION training. Future Note: Page I 9

24 ARIZONA MUNICIPAL CLmKS' ASSOCIATION Goal 3. Structural development for AMCA "for the good of the oraanization". 1. Increase membership- Membership drive- County/Special Districts/Election Officials 2. Range Rider type program for retired clerks (more involvement for retired clerks) 3. Develop program at Institute: AMCA 101: Why AMCA makes stronger Clerks: History, Roles, and Goals of the AMCA- promotion of IIMC 4. Financial Goals Status Measurable Object ( 1) Send training notices to County Clerks of the Board, School District Clerks, Fire District Clerks, and Special District Clerks by (1) Assign regional mentors to contact all non-clerk members and discuss benefits of joining by (1) Create a survey for retired/retiring clerks to determine who is interested in working from time to time and how far they are willing to travel by (2) Promote a Clerk Range Rider Program at the Arizona City/County Manager's Association by (3) Develop a program in basic operation of the Clerk by (3) Board to develop power point training on the role of AMCA, why someone should become an Date Assignment Ongoing, 60 days prior to training. Create and maintain a current list, League would send out notice Annually League to provide list of municipality that do not belong to AMCA. Region leaders to make contact. Annually- Membership Board/Speaker's Bureau Winter/Summer Conference Ongoing Institute/Best Practices Board/Speakers Bureau Outcome Other professional clerks will become associated with the AMCA organization and decide if they would like to join. Raise money by charging non-member fees for training. Promote awareness and encourage membership. Develop an active database of clerk's that are willing to assist communities in need. Promotion of the Program Provide basic training to new clerks. Promote the AMCA and to provide information to new clerks or those who mav be Page 110

25 ARIZONA MUNICIPAL CLGRKS' ASSOCIATION officer, and ways to be involved by (4) Develop fiscal policies that control the recovery rate of services and specify planned use for savings. July 2019 interested in receiving more information. Develop a strategy for cost recovery, membership fees, and savings planning. Future Note: Page 111

26 ARIZONA MUNICIPAL CL[;RKS' ASSOCIATION Goal 4. Meaningful membership. 1. Annual Athenian Dialogue 2. Empowerment session at annual conference 3. Celebrate Members 4. Work/Life balance sessions. 5. Promote regional activities 6. Host Region VIII Conference 7. Networking Opportunities Status Measurable Object (1) Provide a yearly Athenian Dialogue opportunity. (2) Provide Leadership Empowerment Session at the AMCA Conference, Examples: Diversity Developing and Implementing a Strong you (3) Provide a "Brag Board" page on the AMCA Web Site: If you think a member has done something worthy enough, "brag" about their success on a designated board for the entire membership to see and read about. (4) Work-Life Balance tips sent out quarterly in the newsletter as a new section (5) Develop short term and lonq Date Assignment Ongoing July, 2018 July, 2018 Ongoing May, 2018 Outcome A yearly Athenian Dialogue opportunity is made available to promote leadership in the profession. Annual Empowerment Sessions at the AMCA Conference to "build-up" members. By sharing accomplishments, it helps in keeping the energy and momentum alive within the membership and creating a satisfied and loyal membership This shows that AMCA is concerned about the consequences of poor worklife balance. Establishes a plan that the Page 112

27 ARIZONA MUNICIPAL Cll:RKS' ASSOCIATION term membership programs Short term membership programs should focus on retention of membership and can be seasonal/quarterly Quarterly lunches/dinners at centralized restaurants Family activities- bbq's, movie nights, etc. Long Term Membership should focus on promoting and bringing in new members to the program. Mentoring Committee should be very involved in this process by personally contacting new members and members whose membership is coming due. (6) Organize Conferences for Region VIII and IIMC thoughtfully Select a committee. Select the most suitable dates, prepare RFP for venue, schedule speakers and events, sponsors (7) By providing volunteer opportunities to our Board and membership this can create networking opportunities. Board and membership can volunteer to clean up a regional or local park Board and membership can volunteer with non-profit organization (food bank, Make a Wish, etc.). Membership Committee and the Board work together to eliminate potential membership issues. Application submitted by: Builds relationships with 2019 (IIMC- 5 year prior) colleagues from the region 2018 (Region VIII- 3 year and the U.S. prior) 2018 This will link individuals and the organization to the communities in which they serve. Page 113

28 ARIZONA MUNICIPAL Clt:RKS' ASSOCIATION Future Note: Page 114

29 ARIZONA MUNICIPAL CLt;:RKS' ASSOCIATION Goal 5. Communication 1. Communication - identify communication methods 2. Develop a suggestion program -Web site Status Measurable Object (1) Visual Communication Develop a Facebook page for AMCA monthly newsletter to membership brochures to new members Develop a page on the website for success stories and a Clerk's Wall of Fame (1) Written Communication Welcome to new members from the Board Post training materials to the website after training session (1) Verbal Communication Use the Grapevine Communication method to get important information out to the membership Phone call to new members from mentor or District Leader (2) Using the website, Page 115 Date Assignment September, 2018 January, 2018 January, 2018 November, 2018 Outcome Initiating a communication campaign helps transform scattered membership into a killer team that constantly keeps the eye on the larger picture, i.e. successful growth of the organization.

30 ARIZONA MUNICIPAL Clt:RKS' ASSOCIATION develop a form for "members only" to offer suggestions. Future Note: Page I 16

31 ARIZONA MUNICIPAL CLr;RKS' ASSOCIATION Exhibit A - AMCA Committees AWARDS COMMITTEE The Awards Committee facilitates the ordering and distribution of awards, including CMC and MMC plaques, tenure awards, and any other certificates and/or recognition that clerks have earned at the Institute/Academy and Election Certification program, including Clerk of the Year/Quill Award, and Fall and Spring Best Practices. COMMUNICATIONS COMMITTEE The purpose of the Communications Committee is to update the AMCA Handbook and gather information, organize, and produce an electronic newsletter for Arizona clerks. The Communications Committee shall inform the membership about AMCA activities and encourage participation in those activities and aid in supporting and promoting the mission statement of AMCA. CONSTITUTION COMMITTEE The Constitution Committee shall submit and administer all amendments to the AMCA Constitution (see Article V, Amendments, of the Constitution of the Arizona Municipal Clerks' Association). EDUCATION COMMITTEE/Annual Conference Committee The Education Committee's purpose is to develop, promote and provide innovative quality educational opportunities to municipal clerk professionals on behalf of the Arizona Municipal Clerks' Association. LEGISLATIVE COMMITTEE The Legislative Committee shall attend the weekly League of Arizona Cities and Towns meeting and assist AMCA members by monitoring, reviewing, and evaluating pending legislation that could be affect the municipal clerks' offices. (Committees continued to next page) Page 117

32 ARIZONA MUNICIPAL CLmKS' ASSOCIATION MEMBERSHIP/MENTORING COMMITTEE and REGION LEADERS The Membership/Mentoring Committee shall coordinate membership information within the Association, including the preparation of the AMCA information brochures, with representatives from each of the AMCA Regions. The Membership/Mentoring Committee and the AMCA Region Leaders provide an information network between municipal clerks that facilitates the exchange of information between municipal clerks' offices. The Membership/Mentoring Committee and Region Leaders were established to assist municipal clerks new to the profession or to the state through the facilitation of shared experience and information, by providing networking opportunities for the exchange of ideas, experience and information between municipal clerks' offices. NOMINATING COMMITTEE The purpose of the Nominating Committee is to facilitate the nomination of candidates for election by ballot for the office of Secretary. Election of the Secretary shall be held on an annual basis, if there is more than one candidate. The Immediate Past President may be the Committee Chair. RECORDS MANAGEMENT COMMITTEE The Records Management Committee shall coordinate with the State (i.e. the Arizona State Library, Archives and Public Records Division) to provide the AMCA membership with contemporary municipal records retention schedules, standardized policies and procedures, training and documentation, legal risk mitigation, and disaster recovery planning assistance. SCHOLARSHIP COMMITTEE The Scholarship Committee receives applications, evaluates, and administers scholarships for registration fees for municipal clerks to attend training opportunities such as the IIMC Institute/Academy, etc. Page 118

33 ARIZONA MUNICIPAL Clr::RKS' ASSOCIATION Exhibit B - Membership Survey Results Question 1. What is the vision for the AMCA Board? 1. Professional Development 1.1. Member Education and Training 1.2. Leadership Training 1.3. Best Practices 2. Mentoring 3. Membership 3.1. Networking 3.2.1ncrease Membership County Clerk's/District Clerks 4. Promote the Profession of City/Town Clerk 5. Develop partnerships with ACMA and ICMA 6. Policy Setting (organizational, local and state) Question 2. Obstacles facing AMCA Obstacles for Organization 1. Professional Development 1.1. Developing meaningful programs at the level of the audience 1.2. Training does not meet needs of the membership (provided by volunteers) 1.3. Need more variety in training 1.4. More geographic location of conferences/trainings for all to attend 2. Mentoring Program 2.1. Need a mentoring program 3. Membership 3.1. Lack of member participation 3.2. Not embracing all members (Records Managers) 4. Promote the Clerk's Profession 4.1. Clerk pay and benefits 5. Lack of resources 5.1. Charging enough to recoup costs associated with conferences/trainings 6. Leadership 7. Communication 8. List Serve (Need to develop an archive for access to answered questions) Page 119

34 ARIZONA MUNICIPAL CL[;RKS' ASSOCIATION Obstacles for members 1. Lack of budget to attend conferences and trainings 2. Larger workload/less time to volunteer 3. Influence of politics 4. New legislation 5. Changes in record retention schedules Question 3. AMCA Accomplishment to strive for (12 months) 1. Professional Development 1.1. Develop professional credentialing Department Individuals 1.2. Training and Development Continue best practices Spring and Fall More election training Develop cert beyond MMC - state level Develop training for all levels (novice, learning, expert) Election Official Recertification process Add training material and handouts to the website after training complete 2. Mento ring program for new clerks and deputies 2.1. Leadership Training 3. Membership 3.1. Networking Develop ways to network beyond those provided 3.2. Create a culture of meaningful participation Stricter attendance policy for points 3.3. Educate members on AMCA Role 3.4. Celebrate members 3.5. Outreach to New Members County Clerks District Clerks 4. Market the role of Municipal Clerk 4.1. Help clerks view the role as more than clerical 5. Develop strategic plan 6. Re-Write SB1516 and Election procedures 7. Develop a more user friendly website Page I 20

35 ARIZONA MUNICIPAL CL[RKS' ASSOCIATION Accomplishments for the next five years 1. Professional Development 1.1. State Certification for Clerk- Deputy Clerk 1.2. Additional education events for CMC/MMC points Develop education program levels (new/seasoned clerk) 1.4. Develop program for new clerk training through AMCA 1.5. Expand scholarships to include CPM Courses 1.6. Yearly Athenians Dialogue Sessions Training opportunities with GFOAZ, Attorneys' Association, ACMA 1.8. Partner with neighboring states for educational/networking opportunities 1.9. Writing Reports Annual conference Longer Professional Speakers Energize the organization 2. Establish Formal Mentoring Program 2.1. Expand Mentor program 3. Membership 3.1. Develop retired clerks program Range Rider program for Municipal Clerks 3.2. Succession Planning 3.3. Stronger membership involvement Boards and Commission Chair/Co-Chair Dinner at Annual Training (Saying Thank You) 4. Market the Role of Municipal Clerk 4.1. Change Title "Administrative Operations Director" 4.2. Help Clerks with professional development, self-esteem, public speaking 4.3. Annual Speaking Tour promoting the role of the clerk Speakers Bureau 5. Review and refine strategic plan 6. Leadership 7. Continue to enhance website 7.1. Tools on website 8. Uniformity in complying with open meeting law 9. Meaningful Resources 10. Focus on all roles in the Clerk's Organization not just clerk and deputy Page I 21

36 ARIZONA MUNICIPAL CL~RKS' ASSOCIATION Question 5. Most important topics (positive) 1. Professional Development and Training 1.1. Credentials 1.2. Leadership 1.3. Succession Planning 1.4. Education offered in levels (1 01, 201, etc.) 1.5. Ethics 1.6. Relationship Building Survey Clerks re: wanted training 1.8. Special Elections 1.9. Open Meeting Law Public Record Requests Record Retention Traveling Annual Conference 2. Mentoring Program 3. Membership 3.1. Celebrate Members 3.2. Keep Comradery while assuring members value to the organization 3.3. Membership outreach 3.4. Networking beyond conferences and training 3.5. Retired Member Involvement Survey organization to see how many clerks will be retiring Loss of organizational memory 4. Promote the role of the Clerk 4.1. Educate Councils 4.2. Managers 5. Thinking outside the box 5.1. Shared resources 5.2. Funding challenges 6. Stability of the AMCA Board 6.1. Review of financials 7. Scholarship Program 8. Strategic Plan 8.1. Measurable goals 9. Voice at Legislature 10. Trends in Technology (doing more with less) Technology with a practical side added for implementation Page I 22

37 ARIZONA MUNICIPAL CL~RKS' ASSOCIATION Questions 6. Allocation of Surplus Funds 1. Professional Development 1.1. Traveling Annual Conference 1.2.Annual Conference separate from Election Training 1.3. Professional speakers 1.4. Professional trainers on leadership, public speaking, project management 1.5. Credentialing program 1.6. Joint trainings 1.7. Host IIMC or Region 8 Conference 2. Membership 2.1. Social gatherings at conference 2.2. Pay memberships for municipalities that cannot afford 2.3. Set up cost for merchandise 2.4. Scholarships 3. Promote the role of the Clerk 3.1. Legislation to change title of clerk 3.2. Public awareness campaign 4. Joint efforts to fix broken election system 5. Create slogan 6. Invest- earn interest 7. Turn listserv into forum format 8. Promotion of the Clerk Question 7 - Financial hardship, what would you cut. Dominate answer was do not cut education and training. 1. Awards 2. Scholarships 3. Annual Conference 4. Best Practices Session 5. Raise dues so nothing has to be cut 6. Lunch on your own at conferences/training 7. League responsibilities 8. Professional speakers 9. Services offered to members Question 8. What is the Primary Mission of AMCA 1. Professional development (Training/Education) 2. Mentoring 3. Membership Page I 23

38 ARIZONA MUNICIPAL CL!;.RKS' ASSOCIATION 3.1. Networking 4. Provide Resources 5. Help clerk's deal with issues facing the profession 6. Leadership 7. Unity among clerks Question 9. What should we stop doing 1. Revamp committees that no longer serve a purpose 2. Do not give points that have not been earned 3. Stop not listening to new and innovated ideas 3.1. Hands on training 3.2. Gamification type training Question 10. What aren't we doing? 1. Professional Development 1.1. Moving annual conference 2. Membership 2.1. Creating a committee to address regional participation (increasing participation) 2.2. Generating participation from the membership 2.3. Periodic membership surveys 2.4. Listening to the members 2.5.Anticipating and focusing on our members' needs. 3. Promoting the profession 4. Developing Resources 4.1. Creating a new clerk handbook and class just for them Question 11. What are the big issues facing AMCA 1. Professional Development 1.1. Training/Conferences 2. Membership 2.1. Retirement of clerks Loss of Institutional memory 2.2. Succession planning for the organization 2.3. Membership participation 2.4. Listen to members 3. Promotion of the Clerk Profession 4. Finances 5. Leadership within the organization Page I 24

39 ARIZONA MUNICIPAL Cll=:RKS' ASSOCIATION 6. Time constraints 7. Be more inclusive 8. Communicate more 9. Education initiatives 10. Politicians Page I 25

40 ARIZONA MUNICIPAL CLmKS' ASSOCIATION Exhibit C - SWOT Analysis SWOT is an acronym for Strength-Weekness-Opportunities-Threats. By definition, strengths and weaknesses are considered to be internal factors over which the orgnization has some measure of control. Also by definiton, opportunities and threats are considered to be external factors over which the organization essentially has no control, but can capitalize upon and mitigate (respectively) when these are recognized. The SWOT analysis is well-known tool for audit and analyisis of the overall strategic position of an association and its enviroment. Its key purpose is to identify the strategies that will create a business model that will best align an organization's resources and capabilities to the requirements of the environment in which it operates. It is the foundation for evaluating the internal potential and limitations and the possible opportunities and threats for the external environment in the decision-making process. An overview of the four factors follows: Strengths: Strengths are the qualities that enable the accomplishment of an association's mission. They serve as the basis upon which continued success can be achieved and sustained. Strengths can be tangible or intangible. Strengths include areas in which you are well-versed and have expertise, the traits and qualities of the team members, and organizational consistency. Strengths are the beneficial aspects or capabilities of the organization, which include human competencies, committed members, process capabilities, financial resources, products and services, customer goodwill, and brand loyalty. Weaknesses: Weaknesses are the qualities that prevent an organization from accomplishing the mission and achieving its full potential. Weaknesses deteriorate association success and growth and are factors that do not meet acceptable standards. Some examples are insufficent resources, lack of time, poor decision-making, lack of communication, ect. Weaknesses are controllable and must be minimized and eliminated. Opportunities: Opportunities are presented by the environment within which an organization operates. These arise when an organization can benefit from conditions in its enviroment to plan and execute strategies that enable it to become more valuable. Threats: Threats arise when conditions in the external enviromental jeopardize the reliability and success of the assocation. Threats compound the vulnerablity when they relate to the weaknesses. Page I 26

41 ARIZONA MUNICIPAL CL~;:RKS' ASSOCIATION Strengths 1. League 2. Leadership Experience 3. History 4. Networking 5. Ethics 6. Relationships 7. Membership 8. Website Weaknesses 1. Membership apathy 2. AMCA Board Training 3. No formal Action Plan- Strategic Plan 4. Turnover (retirement) of long-tenured members 5. Not engaging members who wish to be engaged 6. Not having meaningful responsibility on committees 7. Too many committees 8. Need to develop real mentors (mentor program- One on one for new clerks) Opportunities 1. Inviting Managers/Mayors to Awards 2. Innovation 3. Techonology for trainings 4. Expanding online presence 5. Legislative/lobbying/participation/knowledge 6. IIMC 7. League 8. Developing relationships League/ACMA/GFOAZ 9. Association with ASU Threats 1. Legislative changes 2. Learning curve of new clerks 3. Loss of institutional knowledge due to retirement 4. Opposition to change 5. Economic conditions 6. Budget constraints 7. Job perception Page I 27

42 DUES OPTIONS FOR FY Current CURRENT DUES FORMULA FY15- FY17 Option A PROPOSED DUES FORMULA FY18 e e I I e /qption B) FULL Less than $75 61 $4,575 FULL Over $ $7,650 ASSOC $50 77 $3,850 Retired $5 5 $25 Projected dues revenue $16, $16,100 Number of members in category.. Based on FY16 i7 membership FULL Less than $80 61 $4,880 FULL Less than $85 61 $5,185 FULL Over $ $7,905 FULL Over $ $8,160 ASSOC $55 77 $4,235 ASSOC $60 77 $4,620 Retired $10 5 $50 Retired $10 5 $50 Projected dues revenue $17, $17,070 Projected dues revenue $18, $18,015 *Number of members in category Number of members in category.. Based on FY16-17 membership *'Based on FY16-17 membership Add $5 to each level. Add $10 to each level; $5 to retired level. Additional to revenue= $970 Additional to revenue= $1,915 Option C PROPOSED DUES FORMULA FY18 Option D PROPOSED DUES FORMULA FY18 FULL Less than FULL Over AS SOC Retired Projected dues revenue $90 61 $5,490 $ $8,415 $65 77 $5,005 $10 5 $50 $18, $18,9 0 FULL Less than $95 61 $5,795 FULL Over $ $8,870 ASSOC $70 77 $5,390 Retired $10 5 $50 Projected dues revenue $19, $19,905 'Number of members in category.. Based on FY16-17 membership Number of members in category.. Based on FY16-17 membershi Add $15 to each level; $5 to retired level. Additional to revenue= $2,860 Add $20 to each level; $5 to retired level. Additional to revenue= $3,805

43 April 17, 2107 Kelly Williams Arizona Municipal Clerks Association Re: Agreement for AMCA 2017 Kelly, Below is the quote for providing a scanning solution for the sessions at your show. questions, please do not hesitate to call me, my number is below. If you have any Regards, Trace Killough Partner Eland & Associates LLC Eland & Associates, LLC Box T Dr., San Antonio, TX