4. Treasurer's Report: John Phelps, Corresponding Secretary/Treasurer

Transcription

1 North Carolina Association of Municipal Clerks Board of Directors Meeting Friday, December 11, 2015 at 11 :00 a.m. NCLM Albert Coates Building 215 North Dawson Street Raleigh, N.C. Please park in the Quorum Center Parking Deck! AGENDA 1. Call to Order and Invocation: President Jeanne Giblin, Second Vice-President Elaine Hunt 2. Approval of Agenda 3. Approval of Minutes - September 11, Treasurer's Report: John Phelps, Corresponding Secretary/Treasurer 5. NCAMC Committee Reports: A. Finance Committee - Rebekah Gainey, Lexington B. Membership Committee- Jim Byrd, Wilkesboro C. Past Presidents Committee- Lisa Vierling, High Point D. Program & Education Committee- Leighanna Worley, Wilson's Mills E. Publicity Committee- Tammy Hatley, King E. Site Selection Committees: 2016 Site Selection- Christine Thompson, Fletcher 2016 IIMC Site Selection- Penny Spicer-Sidbury, Wilmington 2017 Site Selection- Cynthia Bennett, Washington 2018 Site Selection - Diana Schreiber, Durham G. WSOS Committee- DiAnne Enoch, Elan H. Website Committee- Karen Gray, Garner I. State Certification Program Committee - Kelly Baker, Salisbury J. Legacy Committee- Sue Powell, Mills River K. Legislative Committee- Melissa Adams, Hope Mills 6. NCLM Committee Reports: A. NCLM Board Member - Melissa Adams, Hope Mills The League is in the process of making appointments for the following Legislative Action Committees: B. General Government- C. Tax & Finance- D. Planning & Environment -

2 E. Regulatory Action - 7. Unfinished Business: A. MORE Manual Update- Chapter 13 Public Notices Section - Professor Trey Allen B. Purchase and sale of North Carolina Bracelets C. Discussion of Awarding Points for State Certification or Recertification for Serving on NCAMC Committees 8. New Business: A. from Pamela Wallace of Colonial Heights, Virginia requesting refund of registration fees for the 2015 Summer Conference in Durham B. Memorial Resolution in Memory of Joyce Wilson, former Clerk of Wake Forest, who passed on November 17, 2015 C. Retirement Resolutions for Judy Bass, Clerk of Garner, who retired on November 20, 2015 and Debra West, Clerk of Dunn, who retired on November 30, 2015 D. IIMC Quill Award Nominations E. Offer from Helms Briscoe [ s]- Hotel venue providers 9. Announcements- For Your Information: Master Municipal Clerks Academy Workshop for New Clerks Research Triangle Park City & County Clerk's Academy & Institute Research Triangle Park IIMC Region Ill Meeting, Courtyard by Marriott, Carolina Beach January 20 January 20 January February Miscellaneous A. John Phelps has updated the NCAMC Handbook to reflect changes which have occurred during the year. He has a limited number of note books [not hard copies of the manual. These updates can be downloaded. Let Jeanne Giblin Ueanne.giblin@moreheadcitync.org] know to forward you the updates electronically.

3 B. Thank you from 2012 Clerk of the Year Sue Rowland of Cary

4 C C Oalli"d 0 0" ectows September 11, 2015 ~ 11 :0 CL lber Coates uilding 215 orth Da son ee Officers and members. present were Jeanne Giblin, President; Dora Moore 1st Vice President; Elaine Hunt 2nd Vice President; Stephanie Kelly Immediate Past President; John Phelps, Corresponding Secretary/Treasurer NCLM; Becky Breiholz, Recording Secretary; Michelle Gray, District 1; Cynthia Bennett, District 2 8l 2017 Site Selection; Jackie Hampton, District 3; Leighanna Worley District 4 and Program and Education; Pam Casey, District 5; Diane Enoch, District 6; Melissa Adams, District 7; Lynn Trivette District 1 0; Amy Miller, District 11; Maggie Burleson District 12; Jim Byrd, Membership Chair; Lisa Stites, State Certification Chair; Melissa Corser, Program & Education, Goldsboro; Melody Shular, Program 8l Education, Waxhaw; Joyce Walker, Program 8l Education, Lewisville. CaH to Order President Jeanne Giblin called the September 11, 2015 NCAI\/IC Board of Directors' meeting to order at approximately 11:10 a.m. Invocation Dora Moore gave the invocation. Approval of Agenda President Giblin asked for approval of the September 11, 2015 agenda Upon a motion made by Dora Moore, Rural Hall seconded by Maggie Burleson, Asheville, the September 11, 2015 agenda passed unanimously Oath of Office President Jeanne Giblin gave the Oath of Office to District 10 Director Lynn Trivette, Jonesville and Recording Secretary Becky Breiholz

5 Approval of Minutes - June 12, 2015; Special Meeting August 14, 2015 and Business Meeting August 15, 2015 Upon a motion made by Maggie Burleson, seconded by Amy Miller, approval of the June 12, 2015; Special August 14, 2015 and August 15, 2015 Business meeting minutes as presented passed unanimously. Treasurer's Report- Jolhn Phelps - Corresponding Secretanr/Treasurer John Phelps, Corresponding Secretary/Treasurer, reported on the financials for the current fiscal year. Handouts were given to the group (and will be included in the minutes). Mr. Phelps reported that the report is the same that was given at the business meeting August 14th. The audit will be completed at 1 p.m. today (September 11, 2015). He did report that the balance as of September gth in checking is $54,238 after paying the Washington Duke Inn, and there are still some outstanding debts for the conference and overall the Association is in very good financial shape. We sold $83.00 in merchandise and the silent auction raised $1,187. Upon a motion made by Stephanie Kelly, Charlotte seconded by Elaine Hunt, Clinton to accept the treasurer's report as presented by John Phelps passed unanimously. NCAMC Committee Reports Finance Committee ~ nothing to report other than the audit will be done this afternoon at 1 p.m. Membership Committee ~ Jim Byrd, Wilkesboro, reported that the committee members have been contacted and they are waiting on a list of non-members so that they can solicit bringing new members in. Past Presidents' Committee - There was no report from the Past Presidents' Committee but a memo was received from Lisa Vierling and discussion will come up on that later in the agenda. Program & Education Committee - Leighanna Worley, Wilson's Mills. The Committee met this morning. They went over the summer academy and had some suggestions about sponsorship levels and the way it is set up and needing more time for legislative updates. They are setting up the subcommittees earlier because the IIMC Regional is in February. Also discussed was the clerk breakfast in October at the NCLM Conference and the January Clerk School. They will be meeting with the County clerks on September 15 to go over suggested topics. They plan to continue the volunteer fair this year. The Committee reviewed the February IIMC region conference and she is working with Ashley from IIMC regarding the stipend that is available for our regional meetings as well as a grant they have. We were told by Ashley that they already thought we had received our check in February 2015 but we will argue that

6 Florida received theirs in February 2015 for their conference and we should receive ours in 2016 and she will keep the Board updated. They are working with vendors for the IIMC conference; the subcommittee is working on door prizes and goody bags; and the bags to hold the goodies have been ordered. The Spring Region education was discussed and that there are at least 4 clerks in every region that have volunteered to hold them. They also discussed concerns about not getting the course materials before classes and they will work with the speakers to try and get the information ahead of time or at least during the class. PubHci~y CommiUee - and included in the minutes. Tammy Hatley, Chair not here but submitted a report.2016 Site Selection~ Monica Pace, Saluda no report submitted but the contract for the 2016 Annual Conference has been signed the clerks will be in Asheville, NC mille Si~e Se~ec~uorn - The site has been set and it will be at the Marriott Gardens in Carolina Beach, February 17-19th Site Se~ec~ion ~. Report submitted but the 2017 Annual Clerks' Conference is to be held August 17-19, 2017, at the Doubletree by Hilton Atlantic Beach Oceanfront Hotel Snte Selec~ion ~ Diana Schreiber, Durham a report sent and included in minutes. The committee members have been contacted and were provided with a timeline and checklist. WSOS Committee ~ Di Anne Enoch, Elan has nothing to report and she will be getting with the Committee in the coming week. Web Si~e Committee~ Karen Gray, Cary nothing reported S~a~e Cer~ifuca~iorn Program Committee ~ Kelly Baker, Salisbury no report submitted and the committee hasn't met yet. legacy Committee =Sue Powell, Mills River did not have anything new to report, but the committee is just starting up again. President Giblin did comment that the Clerk of the Year Sue Rowland from Cary tree dedication is Friday, October 16 at 12 Noon; Cary Town Hall. The fund raiser for Leaving a Green Legacy is discussed under old business. legis~ative Committee~ Melissa Adams, Hope Mills nothing to report. NCLM Committee Reports: NCLM Board Member ~Melissa Adams, Hope Mills gave a verbal report she has been appointed to a Strategic Visioning Committee and they met in June; she gave an overview of what it is; a 5-10 year plan how the League is going to interact with the municipalities on what they feel are they key issues coming up in the next few years and

7 how the League is going to assist them with these issues. She also stated that she would like to be re-appointed to this committee. Genera~ Government ~ Betsey Richardson, Greensboro - no report prep ared but received an which is included in the minutes. Tam: & Funance ~ Jim Byrd, Wilkesboro, gave a verbal report and that there is nothing to report at this time. IP~ann~ng & Ernv~ronment - Scott Sherrill, Pine Knoll Shores-submitted a report that they Planning and Environment Legislative Action committee has not met this year, his report will be included in the minutes Regulatory Action~ vacant at this time. OLD BUSINESS MORE Manua~ Update-Trey Allen, Advisor with the School of Government is waiting until the legislature has finished up before moving forward.!estab~islhing a Furndl Ra~ser for tlhe Leav~rng a Green Legacy Committee-Lisa Vierling, Chair, Past Presidents Committee, High Point submitted an with the following and included in the minutes: The Legacy Committee is proposing the Board consider establishing an annual 50/50 raffle to be conducted during the City-County Clerk's School as an ongoing fundraiser, with the proceeds to be earmarked solely for their committee. This was a task for last year's Past President's Committee that didn't get completed and more information was being gathered and is overlapping into this year. There were some issues to be considered before the Board takes action; and whether or not the SOG would support or allow this kind of fund raiser. Mr. Phelps stated there are some limitations but does not think that $125,000 will be raised and that he thinks we will meet all the exceptions. Mr. Phelps commented there is $1098 in the Legacy fund. Donations have usually been done by placing a jar at clerk functions and at one time a percentage of the saje of merchandise had been allocated to the Legacy fund; but Mr. Phelps stated he has not been able to figure that out since he would need to know the cost of the merchandise and some of the merchandise is over 15 years old. Sale of the merchandise was discussed and there were a lot of complaints about a decal costing $4.00 President Giblin commented that she would like to open the floor for discussion. Some items discussed were the following: Only allowing this at Municipal Clerk functions; allowing donations to be taken at the Regional schools and for the Legacy Committee figure out the logistics of collecting the funds; placing the donation jar at the registration table; using social media to do a "Go Fund Me" campaign by setting up an account, a link with a story and picture of tree and plaque; and placing on registration forms for the Regional and August schools. Upon a motion made by Pam Casey, seconded by Jackie Hampton, Bolton to allow the Legacy Committee to hold 50/50 raffle at the regional and annual schools was approved unanimously.

8 John Phelps also suggested that upon a death of a clerk the Association make a donation to the legacy fund in honor of the clerk. But in order for that to happen it would have to be designated by the Board to do that. NEW BUS~NESS: Sign Up for Writing Artic~es for MhlllUJte by MunlUJte~Sheet passed around for the District Directors to sign up and included in the minutes. Apponntment~Two (2) Board Members to the Executive Committee "The Executive Committee shall be comprised of the President, the First Vice President, the Second Vice President, the Recording Secretary and two (2) members of the Board of Director elected by the full Board President Giblin has received two (2) s, one from Melissa Adams, Hope Mills and the second from Melody Shuler of Waxhaw, requesting to be considered for the Executive Board of Directors. Upon a motion made by Stephanie Kelly, seconded by Dora Moore, to appoint Melissa Adams, Hope Mills and Melody Shular, Waxhaw in that capacity passed unanimously. Appointment.. Appointment of One At-Large Member to State Certification Committee "The State Certification Committee will be comprised of a representative from each of the four [4] regions and one [1] at large member appointed by the Board of Directors. The diversity of the membership should include small, medium and large-size municipalities. The First Vice President, the Second Vice President and School of Government Advisor shall serve as ex-officios. The Immediate Past President shall serve as advisor to the committee. President Giblin commented that the State Certification Committee is well represented and was wondering why this had to be done. It was suggested that John Phelps look at this and be discussed on a future agenda. Appo~ntments.. Appointments of NCLM Board and Committees the NCAMC provides nominees to the League Nomination Committee. The League Constitution provides: "Nominations for the director who is a municipal clerk shall be made from a slate of two nominees submitted by the NCAMC. Melissa Adams of Hope Mills, current League Board term expires this year, however she is eligible for a second two year term, she has asked to be considered for re-appointment. The Board of Directors has also received a letter from Renee Ward of the City of Burlington who wishes to be considered for nomination to the NCLM. Two names need to be submitted and the League actually votes on who is appointed Upon a motion made by Stephanie Kelly, seconded by Diane Enoch to submit the names of Melissa Adams, Hope Mills and Renee Ward, Burlington to NCLM passed unanimously. Nominations to LAC Committees: Those wishing to serve: Scott Sherrill Pine Knoll Shores-transitioned from the Regulatory Action Committee to the Planning & Environment Committee this year and is serving the first year of a two year term and wishes to remain on the Planning & Environment Committee. Usually the President of

9 the Clerk Association recommends to the League those having an interest in serving. President Giblin has a list of those wishing to serve and she will send out an application for them to fill out and once those are received back she will submit those names to the NCLM. OTHER BUSINESS: Discussion of Members in Transition for the NCAMC Membership-Leighanna Worley, Wilson Mills, received a response to letter sent to Rob Shepherd, NCLM Manager of Member Relations and Education on how they handled "Members in Transition." Basically, when active member is in transition or between jobs, they are offered a complimentary membership for up to three (3) years. This started with someone asking if they left their position do they still maintain their state certification and one of the requirements for state certification is that you be a member of the Association. Mr. Phelps commented he thinks there is a policy in the dues policy that says if your Town pays your dues the next clerk takes your position but if you paid your own dues you could still be a member but would be an associate member. Stephanie Kelly suggested we take no actions since we have addressed the certification issue already. There is a mechanism for the clerk to always be a member. Resolution of Support for Stephanie Kelly for IIMC Vice President and included in the minutes. Upon a motion made by Maggie Burleson seconded by Melody Shuler, to approve the Resolution of Support for Stephanie Kelly passed unanimously. Disposal of Surplus NCAMC Merchandise-Stephanie Kelly, Charlotte suggested that at our next academy in Asheville we have the Program and Education Committee incorporate donating canned goods as part of the conference. We could ask the attendees to bring a canned item or two and in exchange they could choose one of the surplus NCAMC items. All canned goods collected then can be donated on behalf of the NCAMC to the Asheville Food Bank or similar group recommended by the host clerk. It was suggested that this just be done for the August conference. \Nhat type of inventory we had was discussed and Mr. Phelps commented that the most we have is the license plate covers, mugs from the 35th anniversary; denim shirts; white polo shirts; blue sweats and grey sweats triple XL and double XL. It was suggested placing these items in the welcome bags. Mr. Phelps commented that if all the items were brought we would have to rent a truck so it was suggested that only a few things be brought each year until the surplus is depleted. Upon a motion made by Stephanie Kelly, seconded by Amy Miller, beginning with the 2016 August conference to implement a practice of donating non-perishable goods to the clerk of the host city and in conjunction those donating would be allowed to select a surplus item as long as the surplus lasts and continue the practice beyond once the surplus is depleted passed unanimously. Pam Casey, Rocky Mount-showed the Board a bracelet that has the shape of North Carolina on them and if we order them in a set of 25 we can get them for $7.50 each anq can sale them at $15 each to be used as a fund raiser. Stephanie Kelly

10 suggested that it be referred to the Finance Committee who will be meeting later in the day at 1 p.m. Pam Casey is to find out if we order more are they cheaper. After discussion the Board referred to the Finance Committee and this will be discussed at the December meeting. ANNOUNCEMENTS Thank you from Jennifer Shortt, upon receipt of the NCAMC College Scholarship Clerks Breakfast-NCLM Conference on Monday, October 12 at 7:30 am; Winston-Salem, October Clerk of the Year Sue Rowland tree dedication Friday, October 16 at 12 Noon; Cary Town Hall, 316 Academy St. Committee Meetings as Scheduled- Friday, December 11 Board of Director Meeting - Friday December 11 at 11 :00 a.m. Master Municipal Clerks Academy and Workshop for New Clerks- Research Triangle Park- January City and County Clerk's Academy & Institute -Research Triangle Park January IIMC Region 3 Annual Conference- Courtyard by Marriott, Carolina Beach, NC February 17-19, AdlijolUIJnnment Being no further discussion, a motion was made by Stephanie Kelly, seconded by Amy Miller, and passed unanimously to adjourn the September 11, 2015, NCAMC Board of Directors meeting. Meeting adjourned at 12:35 PM. lbeclky fbreilho~z, Record~ng Secretary, MMC, NCCMC

11 Jeanne Giblin From: Sent: To: Cc: Subject: Rebekah Gainey Friday, December 04, :26 AM Jeanne Giblin Dora Moore Finance Committee Jeanne, I have few things to report from the Finance Committee and one personal thing: 1. The audit was complete for fiscal year 2015 without any recommendations. 2. The Finance Committee recommends the Board allow the sale of the NC Bracelets for $12 at the IIMC Regional meeting in February. There was a discussion about selling them at the January conference in order to allow the County clerks to purchase them also we thought some clerks would have to choose between attending the January conference or the February conference so this would allow for everyone to have an opportunity to purchase them. I have not heard back from Trey to know if we can sell items in January. 3. If we sell items in January, we talked about lowering the price for the car stickers/decals to $2 in order to sell more of them. 4. The bags that we are giving away at the February IIMC Conference, are we going to sell any extra bags? If so, the Finance Committee recommended selling them for $12. Now for personal: I have accepted the position of Risk Safety Manager for the City effective December 28th. I still plan on keeping my Clerk Certification and attending some events. They have agreed to allow me to continue as Chairman of the Finance Committee for the remainder of this year as long as you are okay with that. Once the Board makes a decision on selling at the January conference, I will take care of lining up people to work at the table sell ing merchandise. I plan on either attending the January or February conference and probably the August conference. I wanted to get your thoughts before I sent anything out on the listserv. Would it be helpful if I finished out the year? Thanks, 'Re6ekali C. (jainey, C:M.C, NCC:M.C Deputy City Clerk - City Manager's Office Lexington, NC (Office) i - 11 VISION FIRST 1

12 North Carolina Association of Municipal Clerks Membership Committee December, 2015 The Membership Committee of the North Carolina Association of Municipal Clerks 2015/2016 is off to a good beginning. List of non-members has been received from the League of Municipalities and those individuals have been contacted about joining our Association. Several new Clerks have been identified beyond the list received and have been contacted and encouraged to join. We look forward to seeing several new Clerks at the January Conference and continue solicitation. Respectively submitted, James {Jim) I<. Byrd, CIVIC/NCCMC/CTC

13 Jeanne Giblin From: Sent: Christine Thompson Friday, December 04, :37AM To: Jeanne Giblin Subject: RE: Draft Agenda for NCAMC Board Meeting on Friday, December 11, 2015 Good Morning, There is nothing really to report from. the 2016 site selection committee as things are moving forward for the summer conference. I plan on getting with Leighanna Worley sometime after the first of the year to offer my help with anything that may be needed during this conference in Asheville. Monica Pace has offered to help as well. Thanks Sincerely Christine Thon'1pson CMC, NCCMC Town Clerk Town of Fletcher 300 Old Cane Creek Road Fletcher, NC (P) (F) From: Jeanne Giblin [mailto:jeanne.giblin@moreheadcitync.org] Sent: Thursday, December 03, :57 PM To: Christine Thompson; Cynthia S. Bennett (cbennett@washinqtonnc.gov); Diana Schreiber; DiAnne Enoch (denoch@ci.elon.nc.us); Jim Byrd; Karen Gray; Kelly Baker; Leighanna Worley; Lisa Stites; Lisa Vierling; Penny Spicer Sidbury; Rebekah Gainey; Susan Powell; Tammy Hatley; Amy Miller; Jackie Hampton; Lynn Trivette; Maggie Burleson; Melissa Adams; Melissa Corser; Melody Shuler; Michelle Gray; Myra Heard; Pamela Casey; Becky Breiholz; Dora Moore; Elaine Hunt; John Phelps; Stephanie Kelly Subject: Draft Agenda for NCAMC Board Meeting on Friday, December 11, 2015 Attached is a very preliminary draft of the AGENDA for the Board of Directors Meeting on Friday, December 11th. Please review and let me know of any changes, corrections, additions, etc. At the same time, those who would like to submit a report may do so at my address at Jeanne.Giblin@moreheadcitync.org and I will include it in the packet. Thank you for your help and looking forward to seeing you at the meeting. Jeanne M. Giblin, City Clerk President, North Carolina Association of Municipal Clerks Town of Morehead City 202 South 8th Street Morehead City, N.C X139 Jeanne. G i b I in@ morehead citync.o rg 1

14 . ~~' December 11, 2015 Website Committee Report The Website Committee held a conference call early November, after all committee members received training to update the area of NCAMC.com that is their responsibility. Committee members were asked to periodically check for broken links. All sections of NCAMC.com have been updated as of November, including information for the 2016 New Clerks Academy and Institute and the Master Municipal Clerks Academy I & II. IIMC Region Ill Annual Meeting and Conference information will be added once it is received. We reviewed the Website Committee Description (attachment 1) and the Clerk Spotlight Guidelines (attachment 2) and request the board's approval of the committee's recommended changes. Most of the changes are due to the overhaul of our website and our current practice for the clerk spotlight. Respectfully submitted, Karen C. Gray, Chair

15 Clerk Spotlight on Approved Guidelines: A clerk may be featured only once every two years, unless they are in a particular featured role for multiple consecutive years. The NCAMC Website Committee is responsible for all random selections. e The NCAMC Website Committee is responsible for working with the featured clerk to obtain the information to be uploaded to the Website each month. _ _ The NCAMC board of directors will revisit this every year to consider changing the spotlight option used, and it is the responsibility of the NCAMC Website Committee to bring this to one of the board meeting agenda. The website committee will detetmine the monthly s:gotlight. Features may include~ but are not limited to~ highlighting the following: 0 Clerk of the year 0 Mentor and mentee 0 Small sized town clerk (:Qo:gulation u:g to 2,000} 0 Clerk who attended his/her first school for new clerks (as :gart of the annual clerk school) 0 Medium sized town clerk (:go:gulation between 2~001-10~000} 0 Clerk's innovative initiative/idea 0 Large sized town clerk ( :go:gulation 1 0 ~ 001 +) 0 SOG clerk certification institute graduate 0 NCAMC committee or board member JanuaFy: FebFuary: l\4afeh: ApFi. *l'\4ay: Jane.; Juif. *Ad::Igust: 8eptembef: Ranaem seleetien: Highlight a mentef ana mentee Ranaem seleetien: Highlight a elerk: :frem a small si:cea te 1 tvb EJ3epulatien up te 2,000) (may highlight a elefk :frem a medium ef lafge si:cea tevm if a elerlc :frem a small si:ced te\vn is untplailable) Randem seleetien: Highlight a elerk vme attended his/hef first seheel fur ne'n elerks (as paft ef the aoohal elefk seheel) Randem seleetien: Highlight a elefk ffem a medium si:cea tevm EJ3epulatien bet\veen 2,001 10,000) (may highlight a elefk :frem a smaller large si:ced te\ve: if a elefk ffem a meaihm si:cea t8 1 tvfl is HBavailable) Randem seleetien: Highlight ene elefk's iooe 1 1ati:ve initiati 1 ;:e/iaea Ranaem seleetien: Highlight a elerk ffem a lafge si:cea te,.vn EJ3epulatien 10, 001 +) (may highlight a elefk :frem a small ef medium si:cea te 1 NE: if a elefk :frem a lafge si:cea tevm is unavailable) Randem seleetien: Highlight a elerk ffem a small si:cea te vm 1 EJ3epulatien up te 2,000) (may highlight a elefk :frem a medium ef lafge si:cea tevvn if a elefk :frem a small si:cea te'vm is unavailable) Randem seleetien: Highlight ene elefk's iooe:vative initiati 1 ;:e/iaea Ranaem seleetien: Highlight a elefk ffem a medium si:cea tevm EJ3epHlatien betvvzeen 2,001 10,000) (may highlight a elefk :frem a small ef lafge si:cea tevvn if a elefk ffem a medium si:cea tevm is unavailable)

16 Geteber: :Nevember: Deeember: Highlight elerk efthe year Ranaem seleetien: Highlight a elerk frem a large si:cea tejnn Ef3ep:ulatien lq,qql=t=j (may highlight a elerk frem a small ef medium si:ced tev;n if a elerk frem a large si:ced tejnn is unavailablej Randem seleetien: Highlight a elerk \vhe graduated frem the SGG elerlc eertifieatien instime

17 PUPRPOSE Maintain and update the website to ensure remains a primary communication vehicle for the stakeholders served by NCAMC. COMPOSITION The website committee shall be comprised of at least three members who are annually appointed by the NCAMC president. Unless otherwise directed by the president, the website coordinator, who serves as a member of the publicity committee, will serve as chair of the website committee. PROCEDURES 1. As soon as possible after the Annual Conference, the chair meets contacts wi-tr the NCAMC president to learn of any changes the president may want to see on the website. The chair determines what "minor" changes can be made by the committee. The chair develops a report outlining au-illj.y._"major" changes and submits it to the board of directors for board approval. 1. Minor changes are defined as those changes necessary to maintain the current structure with up-to-date information. 2. Major changes are defined as those that require assistance from the vendor and/or may have a budget impact. 2. As soon as possible after the Annual Conference, the chair assigns responsibilities for the ~schedules a planning meeting/ and training session. with the committee members to develop a web update schedule, assign responsibilities for the year, and discuss any changes trey-the committee want. to see to the website. At the request of the new chair, the former chair will assist in thffi~ meeting and wi-th-training. The chair incorporates any "major" changes into the report (as noted in item 1 above) for the board's approval. The committee may proceed with making minor changes to the site. (Refer to annual action/work plan below for more specific information outlining annual Web updating requirements.) 3. The chair, or designee, provides updates to the board at their quarterly meetings. Below are the specific annual duties of the Website Committee, in addition to the committee description. What to Update When to Update Comments According to adopted guidelines "Immediately after the Located under the "About" section

18 ~ What to Update When to Update Comments Messaqe from the President August-; conference when on the website......,... ~ la h,.,. + I IC" o~no r lr'r'on+ 1\lo\A/C' /\,...,...,......,... ~!Provided bv president ~ i+ d d d I ~'"'......, an. as nee e throughout the year to keep current l:lf39ate iafem=tatier Information provided bv the president. I... 'I'"' D-:lrta... Officers "nn,,..u 'Immediately ~... -~ 'J' - following August conference Update other information under "Leadership" section as needed.....;l.:~"" 0 ~ge: Volunteer Annually, after Al:lg. when applications_, l:lf39ate the af3f3licatier neededcerfererce fs The first vice president is responsible for providing the website coordinator with any updates..., I ~,.+..I in,...,.., '"""',..,,..,,_ tt'v\1"'\n+ II.J.L...,... ' D... no /1nonrl~ '"'nrl..., ' I'"' -;::J""'",~... '""... ""''"" lac".j.j,a,hon,..,,,..il,..hln +"'.,..., ''""if...,.,.. 1\n/\...,... --~ -~ lt'v\intlfoc- 11nrl~+o..I...., ~..., T... ~... '""... ihlo one ~ ~ ~qenda updated prior to each board meetinq..;~ ~~"" o~ge: Agenda and Approved minutes A. fter coordinator minutes, f3l:lt mest recert mirl:ltes each board meeting_-tae Inn lin,.. ".I ( r\r'.j,, \Aiill I"" '"..., f"''""'-'''-''v,. \""'' """"""'~ l'v'vj yy II Information provided bv the jpresident (or desiqnee) to website Get materials in source document C"onrl+ho..J min1 tfoc"... '"".,,...,... I"" I'"''...,""'"'"" '" I,._.... when available to save it as ADA L nrl +n +h,.,.l :.a.... ~ '-'...,... ~... accessible PDF.J' L.L... o...,..o Roster ~- - r-... ~.... The Leaque works directlv with the web host and provides host with the up-to-date roster I/\+,,.,,...,., ,,,, nn...,..,,"' Quarterly:,,J by: information. web host The membership committee chair is responsible for providing the :.~~... League with

19 What to Update When to Update Comments updated information opportunities I d. ft A The education committee chair is mme 1ate 1 y a er ugust-:.. -ft responsible for providmg the con f erence an d t h erea er as website coordinator or designee nee d e d. w1th any updates Monthly rovides the newsletter to the lea ue. The lea ue then forwards the current newsletter to the website Twice per year Links to ncamc.com "pages" should come up on same browser; links to pdf documents on ncamc.com should come up in separate browser; links to outside web sites or documents should come up in separate browser Web, general, review site for onetime and ongoing maintenance needs Annually, shortly after August-: conference Committee may make minor changes but needs board approval for major changes (refer to committee description for definitions of minor and major) Budget general issue, work with board and finance committee to Annually

20 What to Update When to Update Comments budget for Web hosting and support

21 City of Salisbury North Carolina Office of the City Clerk To: From: Date: Re: NCAMC Board of Directors l<elly Baker, CMC, NCCMC- Chair December 4, 2015 State Certification Committee Report c=== ======~======================================================== The State Certification Committee is pleased to report the following: 6 applications for NCCMC Certification have been received from members of the recently graduated IIMC Certification class. Applications will be accepted through March 31. There has not been any business requiring a meeting, but in early 2016 the Committee will begin looking at the process for the first round of re-certifications coming up in il7 S. Main Street P.O. Box 479 Salisbwy, N.C Phone: (704) Fax: (704)

22 G,. A. MEMORANDUM TO: FROM: NCAMC President Jeanne Giblin & Board of Directors Melissa P. Adams, MMC Town Clerk, District 7 Director DATE: December 4, 2015 SUBJECT: NC League of Municipalities Board of Directors Meeting On November 18 & 19, 2015 the NCLM Board of Directors attended a Retreat at the Blockade Runner Resort in Wrightsville Beach, NC. The two day retreat was full of a varied list of informational items for the Board of Directors as well as items that needed action taken. As one of the first items of business, I was sworn in, along with five other Board Members who were unable to attend the NCLM Conference in October. The Board of Directors heard an overview of the Legal Structure of the League from Kimberly Hibbard, General Counsel; Financial Orientation from Linda Black, Chief Financial Officer; Services Orientation and Vision 2030 Plan, from Paul Meyer, Executive Director. The agenda also included an overview of the NCLM Board travel reimbursements procedures; Goverrunental Affairs Depmiment Initiatives; Human Resources and Operations Department Initiatives; Risk Management Services Depatiment Initiatives; Remote Meetings Policy and Preparation; Audit Report; City Vision 2015 Wrap Up; Political Communication Campaign, Expansion of the Executive Committee; and Presidential Appointments - I have been appointed to the Finance Committee. The Board enjoyed a reception followed by dinner at the end of the first day. The second day of the retreat was filled with a very informative presentation by Ross l(ing, Executive Director of the Association of County Commissioners of Georgia. Mr. King spoke about son1e groundbreaking and innovative approaches that his organization has taken to expand their ability to better serve the county governments of Georgia. Mr. King detailed the strategies, organizational philosophy, and budgetary approach to how they serve the county governments. Executive Paul Meyer concluded the day speaking about how the NCLM could mirror some of these innovative ideas to incorporate into new services, expand and update current services that the League provides to NC

23 Municipalities. It was a very thought provoking presentation and I believe that the NCLM Board of Directors will be considering some of these ideas in the months to come. I would like to take this opportunity to thank the NCAMC Board of Directors for recommending me to a second term on the NCLM Board of Directors. I am honored to represent the Clerk's Association.

24 Jeanne Giblin From: Sent: To: Cc: Subject: Rebekah Gainey Tuesday, October 13, :51 PM Dora Moore; 'Becky Breiholz'; Jeanne Giblin 'Pam Casey'; 'Lisa Vierling' RE: NC Bracelet The Finance Committee was in favor of ordering the bracelets to sell. I talked with John Phelps about selling merchandise at the January Clerk Conference as well as at the IIMC Regional Conference in February. John said that I needed to contact Trey Allen to get that approval. I sent Trey an on October gth, but have not heard back from him. The Finance Committee wanted to wait on determining a number to order until we found out if there was a price break depending on quantity (i.e. 75 or 100 vs SO) and also until we found it if we could sell at the IIMC Regional Conference. Thanks for sharing the idea- the Finance Committee loved it! 'Rebekah C. {iainey, CJvlC, NCCJVI.C Deputy City Clerk - City Manager's Office Lexington, N C (Office) From: Dora Moore [mailto:townclerk@ruralhall.com] Sent: Tuesday, October 13, :22 AM To: 'Becky Breiholz' <breiholz@townofmanteo.com>; 'Jeanne Giblin' <Jeanne.Giblin@moreheadcitync.org> Cc: 'Pam Casey' <pamela.casey@rockymountnc.org>; 'Lisa Vierling' <lisa.vierling@highpointnc.gov>; Rebekah Gainey <RCGainey@LexingtonNC.gov> Subject: RE: NC Bracelet I took it the finance committee. They were interested. Since the initial , we have reached out to Lisa and she is getting cost and turnaround time. Rebekah will then share with the committee via and a recommendation given to the Board for December. Thanks everyone for your research! I'm glad to see we were all on the same page DOYll Moore, MMC-, NCCMC NC-AMC-1_st vle-e PresLde~t Tow~ e-lerlz Tow~ of RtAYllL 1-tllLL PO 1SOX54_3 RtArllL 1-tllLL, NC- 2J GI_3G_3-G<;15G 1

25 To: Pam Casey Dora Moore Subject: RE: NC Bracelet Hey Dora and Pam! I will check with the lady at P B & J and on the possibility of ordering 50 and will see what the turnaround time will be. When I talked to her several weeks ago, the manager agreed to letting us purchase the bracelets at $7.50 each (regular price is $10.00). I will confirm this again. As soon as I get all the information, I will let you know. One question, did it mass muster with the NCAMC BOD? Would it be necessary to get board approval prior to purchasing the bracelets? Have a great weekend! Lisa lisa B. Vierling, MMC CITY OF HIGH POINT City Clerk IIMC Region Ill Director 211 S Hamilton, Room 320 I High Point, NC I fax: lisa.vierling@highpointnc.gov I Follow US- Linked in I Facebook Please be aware that and attachments sent to and from this address are subject to the North Carolina Public Records Law and may be disclosed to third parties. from: Pam Casey [mailto:pamela.casey@rockymountnc.gov] Sent: Thursday, October 08, :47 PM To: Dora Moore Cc: LISA VIERLING Subject: Re: NC Bracelet Actually Lisa Vierling had that idea. I am copying Lisa so she can respond re the cost. The photo is attached. It is a really pretty bracelet. I want one! Actually. I will send the photo right behind this one. Sent from my ipad On Oct 8, 2015, at 11:13 AM, Dora Moore <Townclerk@ruralhall.com> wrote: Good morning Pam! I talked with Rebekah Gainey, Finance Committee Chair, about the NC bracelet idea you shared with the Board in September. It was thought the bracelet could be sold at the IIMC Region 3 conference and out-of-state clerks may purchase as a memento. Can you send me a picture of the bracelet? Also, can you find out: our cost per bracelet (if we order 50, is there are price break?); and, turnaround time from ordering to receiving. 3

26 Thanks so much. It is a lovely idea and we're trying to see if we can make it happen. Don:1 Moore, MMC, NCCMC NCAMC 1 st v~~e Pres~de~t Tow~ cler~ Tow~ of RUYClL H-C!LL PD1Sox54_3 RurClL H-ClLL, NC b/!)b_j-b?15b 330/!)0_3-30?11_ FAX tow~c-ler~@rurcl Litle! LL.~oVM, correspondences to and from this address are subject to public records requests pursuant to the North Carolina Public Records Law/ resulting in monitoring and potential disclosure of this message to third parties. Becky Breiholz, MMC, Town of Manteo P.O. Box 246 Manteo, NC (phone) (fax) NCCMC correspondences to and from this address are subject to public records requests pursuant to the North Carolina Public Records Law, resulting in monitoring and potential disclosure of this message to third parties. 4

27 Jeanne Giblin From: Sent: To: Subject: Kelly Baker < Tuesday/ October :27 PM Jeanne Giblin RE: State Certification Committee - Question Thank you Jeanne. I can see both sides of the issue. I think the Committee felt like it would be a way to encourage Clerks to be involved in the organization. Initially, someone suggested making committee service mandatory for recertification, but we felt that the committees don't just need bodies, they need people who want to serve and are involved and invested. IIMC offers 2 points per year if you serve as a committee chair. The most I could see offering is 1 point per year, but then again you don't want people to sign up for multiple committees just to get points but not be involved the work of the committee. If the Board didn't think offering points for service is the way to go, I certainly don't have to bring it back up, but if you feel it's worth a little more discussion we can bring it back up to see if any more ideas come out. From: Jeanne Giblin [mailto:jeanne.giblin@moreheadcitync.org] Sent: Tuesday, October 13, :10 PM To: Kelly Baker <kking@salisburync.gov> Subject: RE: State Certification Committee- Question I went to the Clerks website and reviewed the minutes from June 2015 regarding this. It was discussed, but the minutes read that it was going to be left to the Committee to bring it back up. Is this something that the Committee wants to pursue? For some reason I remember that the Board was not enthusiastic about points for committee service and just wanted points for educational pursuits, but the minutes do not seem to reflect that. The State Certification Committee really has to work on seeing that the requirements are met and throwing committee award points into the mix may just make it that more difficult when it comes to certification. I can go either way with pursuing this. Let me know your thoughts. from: Kelly Baker [mailto:kking@salisburync.gov] Se111t: Tuesday, October 13, :39 AM To: Jeanne Giblin Subject: State Certification Committee - Question Good morning, I was working on an agenda for a State Certification Committee meeting and one of the items that was leftover from last year was a discussion about awarding a point or points for state certification or recertification for serving on NCAMC committees. Our committee discussed this at the beginning of the summer and I wondered if the Board had discussed as well. We will be happy to make a recommendation if the Board is interested in pursuing this, but I didn't want to move the issue forward with the committee if the Board didn't agree. Thank you, Kelly 1

28 ~. A. Jeanne Giblin From: Sent: To: Subject: Pamela Wallace Friday, October 16, :18 PM Jeanne Giblin NCAMC Mrs. Giblin, It was a pleasure speaking with you earlier this week. As requested, I am forwarding an explanation for not attending the NCAMC Institute held in Durham August As I explained in our conversation, I arrived in Durham on the afternoon of August 12 and checked into my room at the Washington Duke Inn & Golf Club. Upon arrival, I received a call from my husband who advised that my 14 year old daughter was being admitted to the hospital with possible liver complications. Being a mother, I did not hesitate for one moment, I packed my things, checked out of the hotel, and drove back to Virginia. Subsequently, my daughter had to have her gallbladder removed. As I stated, I was looking forward to learning new things and speaking with NCAMC leaders regarding your organizations set-up and educational opportunities in an effort to share with the VMCA. For your information, I have provided copies of my proof of payment to the NCAMC to be presented at your board meeting in December; thank you for your willingness to present my request for refund of the $ registration fee at your meeting. Should you need additional information, please do not hesitate to contact me. Thank you again and I look forward to hearing from you. City Clerk City of Colonial Heights, VA 201 James Avenue P.O. Box 3401 Colonial H eights, VA Office: (804) Fax: (804)

29 Jeanne Giblin From: Sent: To: Subject: John Phelps Thursday, October 15, :51 AM Jeanne Giblin; Athena Banks RE: NCMCA Annual Institute and Academy Hi Jeanne, It was good to see you and Tom on Monday. I thought the breakfast went well. The policy on cancellations was set forth in the "Questions and Answers" sheet provided as part of the Summer Academy documents. The particular Q&A states: What is the cancellation/refund policy? To cancel your summer academy registration, contact Athena Banks at abanks@nclm.org. A full refund of paid registration, less a $25.00 cancellation fee, will be issued to registrants who notify the Association in writing by July 29, We must give guarantees to the meeting facility, and they will charge us even if you cancel; therefore, no refunds can be made after July 29 no exceptions. Consequently, as of July 29, registrants will be responsible for all fees even if you do not participant. Please review the hotel's cancellation policy regarding your room reservation. I will give you a call. Thanks, John John M. Phelps, II Associate General Counsel NC League of Municipalities 215 North Dawson Street, Raleigh, NC Direct: Fax: From: Jeanne Giblin [mailto:jeanne.giblin@moreheadcitync.org] Sent: Tuesday, October 13, :41 PM To: John Phelps; Athena Banks Subject: FW: NCMCA Annual Institute and Academy I called Pam this afternoon. She explained her situation. I told her that our Association has a policy with regard to refunds, however, that she should me the circumstances which occurred to have her not be able to attend our summer conference and that I would present them to the Board at our meeting in early December. She was very nice on the phone and amenable to this. Her educational budget is limited and she would like to have the funds returned so that she can spend them elsewhere. She is working on her CMC and the points she would have received from our Academy would have given her enough to qualify. I will bring this up at our December Board Meeting. John- What is our policy? When you have a chance give me a call. P.S. Thank you for all your help at the NCLM Conference and it was great to see you at the Clerk's Breakfast. From: Pamela Wallace [mailto:wallacep@colonialheightsva.gov] Sent: Friday, October 09, :58AM 1

30 IIMC QUILL A WARDS ELIGIBILITY The Quill Award is open to all members of IIMC, deceased members, retired clerks or a clerk who has changed positions. Serving members of the Board of Directors or present officers ofiimc shall not be eligible for this award as that such service in itself is the membership's highest recognition, validation of worth, and statement of value to the organization. Past Presidents will be eligible for the Quill Award four ( 4) years after completing service on the Executive Committee. DOCUMENTATION Nominations shall be solicited annually from the me1nbership. The following documentation shall be submitted to Headquarters no later than April 1st of the year of the Award: );> Resume ofnominee and reason for nomination; Nomination Form );> A written endorsement from the State/Provincial or National Association; );> A written endorsement from the IIMC Region Directors. CRITERIA Those receiving the Award shall represent all of the following Criteria: );> At least ten years of service as a Municipal Clerk );> At least ten years of IIMC membership >- Strong and extensive participation in IIMC >- Service in teaching fellow Municipal Clerks >- Involvement with the initiation or administration of an IIMC-approved training Institute or program or any other activity that enhances the professionalism of IIMC members >- Leadership in State/Provincial/National Municipal Clerk professional organizations );> Significant and exemplary contribution to their community >- Significant and exemplary contribution to their State/ Province/ Country > Significant and exemplary contribution to IIMC; and > Significant and exemplary contribution to peers > Attainment of the CMC Designation

31 International Institute of Municipal Clerks Quill Award Nomination Instructions The International Institute of Municipal Clerks (IIMC) takes pride in our membership and welcomes the opportunity to recognize our members for their accomplishments. Each year, IIMC will recognize up to three (3) individuals who have made a significant and exemplary contribution to their community, their state or province, and in particular to IIMC and their peers. The Quill Award is open to all members of IIMC, deceased members, retired clerks or a clerk who has changed positions. Below are the guidelines for this nomination including the Quill Award Policy, instructions for the nominator and the nominee. Quill Award Policy A. Nominations 1. The Quill Award is open to all members of IIMC, deceased 1nembers, retired clerks or a clerk who has changed positions. 2. N01ninations shall be solicited annually from the membership. Serving 1nembers of the Board of Directors or present_ officers ofiimc shall not be eligible for this award as that such service in itself is the membership's highest recognition, validation of worth, and statement of value to the organization. Past Presidents will be eligible for the Quill Award four (4) years after completing service on the Executive Committee. The attached nomination form shall be submitted to IIMC Headquarters no later than Aprillst: B. Eligibility Requirements A nominee for the Quill Award must meet the following requirements. 1. At least ten years of service as a Municipal Clerk 2. Active membership in IIMC for at least ten years 3. Attainment of the CMC Designation 4. Strong and extensive participation in IIMC C. Selection Criteria The Executive Comtnittee shall use the IIMC Quill Award Scoring Form for determining who the successful nominees are for the year. The President shall notify the recipient(s), the recipient's mayor and city manager, and confirm attendance at the annual IIMC, Inc. awards event. IIMC Quill Award Nomination Instructions Page 1 of 2

32 IIMC QUILL A WARDS RECEPIENTS The following is a list of every Quill recipient since the Award's inception in Jerry Lovett-Sperling, MMC, City of Lindsborg 2013 Gail Busbey, MMC, Decatur, Alabama Charles Tokar, MMC, Chicago Ridge, Illinois 2012 Kathryn Young, CMC, Colorado Springs, CO 2011 Bernie White, MMC, Cape Breton Reg. Municipality, Sydney NS, Canada 2010 Phillip Campbell, MMC, Prince William County, VA 2009 Brenda M. Cirtin, MMC, Springfield, Missouri Pamela Smith, MMC, Sanibel, Florida 2008 Thomas P. O'Connor, CMC, New South Wales, Australia Tom G. Roberts, CMC, Kansas City, Kansas Patricia A. McCoy, MMC, Poultney, Vermont Joann Lynn Tilton, MMC, Manteca, California Nancy A. Vincent, MMC, Thornton, Colorado 2007 Deloris McKenzie, CMC, Friendswood, Texas 2006 Larry Paul Godin, MMC, Medicine Hat, AB, Canada Mary Lou Todd, MMC, Garner, North Carolina 2005 Marilyn McLaughlin, MMC, Centerville, OH Pamyla Means, CMC, Napa Valley, CA Nonna Rodriguez, CMC, San Antonio, TX 2004 Elizabeth West Fortner, MMC, Clinton, NC Donna McAllister, MMC, Des Plaines, IL 2003 Linda S. Wanat, MMC, Montclair, NJ Dyanne C. Reese, CMC, Savannah, GA Mary Lynne Stratta, MMC, Bryan, TX Nancy C. Nichols, MMC, Edmond, OK 2002 Betty W. Henneman, CMC, Park Ridge, IL Colleen J. Nicol, MMC, Riverside, CA Glenda Waldrop Sansosti, MMC, Brevard, NC 2001 Marilyn Swing, MMC, Nashville/Davidson County, TN James R. Villiesse, CMC, New London, WI 1996 Anita Carlton, MMC, Galesburg, IL Bruce Lowrey, MMC, Independence, MO Connie Schmidt, CMC, Johnson County, KS L. Ranette Larsen, MMC, Garland, TX 1995 Carlos Cuevas, CMC, New York City, NY Linda Medlock, MMC, Saint Charles, MO 1994 Janet Vaught, MMC, Carbondale, IL Gertrude "Trudy" Hill, CMC, Whittier, CA Marianne Edwards, CMC, Normal, IL 1993 Barbara A. Dunaway, CMC, Goodyear, AZ Susan A. Lamblack, MMC, Newark, DE Marian K. Karr, MMC, Iowa City, IA 1992 Janet Cason, CMC, Naples, FL Lorraine Chausee, CMC, Loves Park, IL Kathleen A. Thorpe, MMC, South Brunswick, NJ Alice M. Church, CMC, Garland, TX Charles W. Gress, CMC, Wyoming, MI Elizabeth H. Kiss, MMC, East Brunswick, NJ 1991 Norma Caldwell, CMC, Hazelwood, MO A.G. "Tony" Davenport, MMC, Weatherford, OK NeldaM. Donahue, CMC, CasaGrande, AZ Ellen B. Mooney, CMC, Hinsdale, IL Mida Neff, CMC, Springdale, AR Ruth Hodges Fraser, MMC, Virginia Beach, VA Suzanne Withers, CMC, Rehoboth, MA 1990 Rosemary Coughlin, MMC, Sterling, IL Larry M. Dingle, CMC, Atlanta, GA Walter L. Ferguson, CMC, Scottsbluff, NE Wilma J. Thomas, CMC, Wichita Falls, TX Colonel Tyron Earl Tisdale, CMC, Auburn, AL Edward Tomkiel, CMC, Manchester, CT Elaine M. Wallace, CMC, Delaware Township, NJ 1989 Dolores G. Pollard, CMC, Meriden, CT Branson Gayler, CMC, Rome, GA Betty Backes, CMC, Coon Rapids, MN Ivan L. Waite, CMC, Kansas City, MO Natividad "Tiva" Sanchez, CMC, McAllen, TX Gladys Blennerhassett, CMC, Halifax, Nova Scotia 1988 Edythe Campbell, CMC, Berkeley, CA Wilfred A. Coulson, CMC, Brantford, ON, Canada Glendene Goucher, CMC, Clinton, OK

33 2000 Beverly Brown, MMC, Shelton, CT Jan Guy, CMC, Santa Ana, CA 1999 Patricia Burch, MMC, Whitesville, KY Connie M. Deford, CMC, Bay City, MI D. Brenda Caldwell, Gorham, ME 1998 Marlene Williams, MMC, Skokie, IL William Goering, Ph.D., CMC, McPherson, KS Alyce Deering, MMC, Hurst, TX 1997 Jean M. Bailey, CMC, Rocky Mount, NC Donna Boetel-Baker, MMC, Des Moines, IA Mary Haynes, MMC, Peoria, IL Matiha "Marty" A. Hendrix, CMC, Lewisville, TX Kathryn W. Johnson, CMC, Lexington-Fayette Urban County, KY Janet L. Lynds, CMC, Woodridge, NJ Tom McLean, CMC, Papakura, New Zealand Elizabeth G. Nolan, CMC, East Windsor Township, NJ Jean Packard, CMC, Brooklyn, WI Henry L. Paquin, CMC, Pawtucket, RI Jean Rogers, CMC, Lakewood, CO Marguerite Strange, CMC, Leavenwotih, KS Ronald B. Tweed, CMC, Portsmouth, England Mary Thiel Wetterer, CMC, Bal Harbour, FL 1987 Eleanor Rohrbach, CMC, Des Plaines, IL Earl Roberts, CMC, North York, Ontario Henrietta Marjan, CMC, Palos Heights, IL Frank W. German, MMC, Tinley Park, IL Johnny C. Fowler, CMC, Athens, GA Mildred C. Vance, CMC, Parsons, KS Frank D'Ascensio, CMC, Newark, NJ Dorothy Outwater, CMC, Alhambra, CA Lyall A. Schwarzkopf, CMC, Minneapolis, MN

34 Jeanne Giblin From: Sent: To: Subject: Joe DelleMonache Monday, November 30, :55 AM Jeanne Giblin NC Association of Municipal Clerks - Future Conferences Dear Jeanne, My name is Joe DelleMonache and I would like to introduce you to HelmsBriscoe. HelmsBriscoe is a hotel site selection company in which we help associations research, evaluate, and present the ideal hotel venue for their events based on the specific needs and location. This service is provided at no cost as we are paid a placement fee by the hotel. We send the Request for Proposals, track down the answers, follow-up with the hotels, negotiate the contract and manage the entire site selection process on your behalf. There are no contracts or commitments working with HelmsBriscoe. You will always be in control during this process. We become a resource for your committee, at no additional cost. Our clients enjoy numerous benefits including: -time savings -competitive room rates and contract terms -enhanced concession If it is convenient for you, I will contact you tomorrow to further explain our services. Sincerely, Joe DelleMonache Manager, Global Accounts HelmsBriscoe Tel: jdellemonache@helmsbriscoe.com The Power and Process of HelmsBriscoe E;;;sy. Srn art. Trusted. 1

35 Jeanne Giblin From: Sent: To: Subject: Attachments: I O. A. John Phelps <jphelps@nclm.org> Thursday, November 19, :04 PM Jeanne Giblin NCAMC Handbook Updates 2015 NCAMC Handbook Updates.pdf; 2015 NCAMC Complete Handbook.pdf Hi Jeanne, As I mentioned to you by phone earlier this week, each year about this time I update the Clerks Handbook to reflect the changes that have occurred. For the last few years, I have forwarded PDFs of the Handbook to the President who then forwards to the Board and any others as appropriate. The recipients may then keep them electronically or print them out. This year, the updates are provided to you in two ways. The attached PDF {/2015 NCAMC Handbook Updates" is 18 pages in length and contains only the pages where changes were made this year. It is for those who still have the November 2014 version and only need to substitute new pages for the outdated ones. The attached PDF {/2015 NCAMC Complete Handbook" is 100 pages in length and is for clerks who need an entire handbook. We have a few notebooks remaining for Board members who would like one. As long as they last, they can pick them up at the Board meeting. Please let me know if you have questions. I hope you enjoy your trip! John John M. Phelps, II Associate General Counsel NC League of Municipalities 215 North Dawson Street, Raleigh, NC Direct: Fax: NClliagQ!i Go,.d J>' Tmrm"ln1. ~, \ hgm -:;, 1