1. Call to Order President Scoggins called the meeting to order. 2. Invocation District 2 Director Janet Thomas provided the invocation.
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1 MINUTES North Carolina Association of Municipal Clerks Board of Directors Meeting March 9, :00 am NCLM Albert Coates Building 215 North Dawson Street, Raleigh, North Carolina Officers and Board Members present: President Sherry Scoggins, 2 nd Vice President Dale Martin, Secretary/Treasurer John Phelps; Immediate Past President Carmen Miracle; District 2 Director Janet Thomas, District 3 Director Carol Ann Floyd, District 4 Director Carol Barwick, District 5 Director Jannie Burnette, District 7 Director Jenny Larson, District 10 Director Shirley Cannon, District 12 Director Darlene Johnson; SOG Advisor Fleming Bell; NCLM Meeting Planner Athena Banks. Absent: 1 st Vice President Kim Worley; District 1 Director Joleatha Chestnutt, District 6 Director D. Ann Gray, District 8 Director Nancy Boyden, District 9 Director Dora Moore and District 11 Director Beth Usery. 1. Call to Order President Scoggins called the meeting to order. 2. Invocation District 2 Director Janet Thomas provided the invocation. 3. Approval of Agenda President Scoggins stated there are revisions to the agenda. She requested tabling Item #4 until the June Meeting, the addition of the Legislative Committee report, and the addition of an update on the 2016 IIMC Conference Bid for Greensboro. Immediate Past President Carmen Miracle made a motion to approve the agenda as amended. Director Carol Ann Floyd seconded the motion. The motion was passed by a unanimous vote. 4. Approval of Minutes December 9, Tabled 5. Treasurer s Report John Phelps Corresponding Secretary/Treasurer John Phelps, Treasurer, provided an overview of the attached balance sheet and financial statement as of January 31, He pointed out that the organization is in good shape, with $17,586 in the checking account. He highlighted the revenues generated in January from new membership dues and the successful fundraiser held during the annual Clerks School. He also noted the $ miscellaneous expense from the purchase of NC state shaped logo pins (Attachment #1). 2 nd Vice President Dale Martin made a motion to approve the financial report as presented. Director Carol Ann Floyd seconded the motion. The vote was unanimous. 1
2 6. NCAMC Committee Reports A. Finance Committee Karen Zornes, Cape Carteret B. Membership Committee Jeanne Giblin, Morehead City The report was submitted prior to the meeting and attached. (Attachment #2) C. Nominating Committee Carmen Miracle, Jacksonville Immediate Past President Miracle reported that the Committee has not met. Members were encouraged to apply for upcoming board vacancies during the Clerks School and in the newsletter. She noted that Directors that are eligible for a second term are also required to resubmit another application. The application deadline is April 15 th. D. Past President s Committee Penny Spicer-Sidbury, Wilmington E. Program & Education Committee Sue Rowland, Cary Ms. Rowland reported that the committee met this morning and debriefed about the January City and County Clerks School. She provided attendance numbers and commented on the overall success of the school. She gave an update on the planning for the Spring MMCA and the Regional Spring sessions. After additional tweaking by SOG Advisor Fleming Bell, Ms. Rowland reported that registration information would go out by mid March. (The remainder of the report is included as Attachment #3). F. Publicity Committee Tammy Hatley, King John Phelps reported that members periodically have suggested electronic delivery of Minute-by- Minute rather than incurring the expense of printing and mailing. He pointed out the Association spends approximately $ per year for printing and mailing the monthly newsletter. He stated that due to transitions at the League Office, the Print Shop and Mail Room will soon close. He recommended the Board consider electronic delivery of the monthly newsletter as a cost saving measure. He also reported that the City Manager s Association already has chosen electronic delivery of their newsletter. There was discussion about the recommendation including how an electronic newsletter would be distributed, making certain the newsletter is available on the website, reviewing the charge to the Publicity Committee so this change would be clear, how many members may not have accessibility, an article in an upcoming Minute-by-Minute alerting the membership of the change and that the change to electronic delivery commence with the beginning of new fiscal year. 2 nd Vice President Dale Martin made a motion to proceed with electronic delivery by the League of the Minute-by-Minute newsletter, and that it is also placed on the web site and mailed to those 2
3 without access to , beginning with the July 2012 issue. Director Jenny Larson seconded the motion. The vote was unanimous. G. Site Selection Committees i Site Selection Dale Martin, Kernersville 2 nd Vice President Dale Martin reported that the dates are August 16-18, 2012 at the Twin Quarters - Marriott Downtown. She noted that Winston Salem is known as The City of the Arts, and in keeping with a focus on the arts, the Friday Night Event will be held at the Sawtooth Mills. (Attachment #4) John Phelps asked for the Boards direction on two items. He reported that the cost of food will be more expensive than last year. He noted the registration fee last year was based on a specific number of registrants and sponsors. He also noted that the Program and Education Committee is already working on sponsors for the Summer Academy, which can help off-set the cost of registration. He requested the Board authorize the League staff, along with the President and the Program & Education Committee Chairperson to set an appropriate registration fee, based on the number of vendors/sponsors. The other item mentioned by Mr. Phelps focused on ways to save money at the various events. He noted that if registrants were asked whether they will attend specific events, that would allow for better planning for those attendees. NCLM Meeting Planner Athena Banks provided clarification on the details of advance planning. She also provided information about activities for children at the Sawtooth Mills event. A motion was made by Recording Secretary Stephanie Kelly to accept Mr. Phelps recommendation to authorize the League Staff, President and Program & Education Chairperson to make the necessary adjustment to the registration form and fee for the Summer Academy in Winston Salem. Director Carol Ann Floyd seconded the motion. The vote was unanimous. ii Site Selection Darlene Johnson, Spruce Pines Ms. Johnson reported the dates for the Summer Academy at Harrah s in Cherokee will be August 14-17, iii Site Selection Athena Banks, NCLM Meeting Planner Ms. Banks reported receiving seven proposals for consideration. The Committee has not done site visits, but plans to do so in the near future. The dates for the Academy are August 14-16, There was discussion concerning the Sheraton at Atlantic Beach. The hotel is interested in hosting the Academy, but is about to undergo renovations and will not be available for a site visit until possibly August. There was discussion about other beach locations. The Committee was asked to review comparisons of the locations and report back to the Board in June. H. WSOS Committee Dianne White, Butner President Scoggins stated that Ms. White was unable to attend, but a committee report is attached. (Attachment #5) 3
4 I. Web Site Committee Karen Gray, Cary Ms. Gray reported the committee continues to monitor the web page to make sure everything is working properly. She reported on the numerous updates that have been made and those that are pending. (Attachment #6) **2016 IIMC Conference Update Christen Wilson, Greensboro Visitors Bureau and Kelly Johnson from the Sheraton President Scoggins welcomed the Greensboro representatives. Ms. Wilson provided a brief overview of the Host City proposal and announced that Greensboro has been selected for a site visit April 4-6, 2012 to tour the Sheraton and the Koury Convention Center. She invited Board members to join the Host Committee for dinner with the IIMC representatives on April 5th. Available board members were asked to contact Ms. Wilson. J. State Certification Program Committee Report Karen Zornes, Cape Carteret / Fleming Bell, School of Government K. Video Conferencing Subcommittee Joyce Walker, Lewisville L. Leaving a Green Legacy Subcommittee Sue Powell, Mills River President Scoggins reported that Committee Chair Sue Powell was unable to attend, but submitted a written report. 2 nd Vice President Dale Martin elaborated on some of the Committee s discussions, including allowing some, if not all, of the NCAMC merchandise sales be directed to the Legacy fund. (Attachment #7) Immediate Past President Miracle suggested, since they re a NC based company, contacting Lowe s to see if they would consider partnering with NCAMC in this effort by donating a seasonal tree. Upon further discussion, the Board asked the committee to contact the Clerks of Wilkesboro and N. Wilkesboro to ask if they would contact Lowe s regarding this project and to report back in June. M. M.O. R. E. Manual Subcommittee DiAnne Enoch, Elon President Scoggins reported that Ms. Enoch has agreed to Chair this committee. N. Scholarship Committee Sherry Scoggins, Clayton President Scoggins reported that SOG Advisor Fleming Bell was instrumental in making the necessary revisions to the Scholarship Committee information related to the IIMC certification scholarships. (Attachment #8) 4
5 2nd Vice President Dale Martin made a motion to approve the revisions. Director Janie Burnett seconded the motion. The vote was unanimous. O. Legislative Committee Lisa Markland, Zebulon President Scoggins presented Ms. Markland s committee report (Attachment #9). The Committee discussed pursuing a legislative change to the law governing Closing Out Sales that would allow the Board to appoint someone to be responsible for conducting the sales; the same as the statute allows for counties. The Committee also discussed not supporting an effort to allow electronic attendance at public meetings. Mr. Phelps explained the process for seeking a legislative change would be to have the NCAMC representative on the General Government Committee present the Board s recommendations to the General Government Committee for action. Upon a motion by Immediate Past President Miracle, seconded by Director Carol Barwick, the Board voted unanimously to support the Legislative Committee s recommendations regarding Closing Out Sales and Electronic Meetings. NCLM Committee Reports A. NCLM Board of Directors Penelope Spicer-Sidbury - B. General Government Jeanne Giblin, Morehead City- No report C. Tax & Finance Karen Zornes, Cape Carteret - D. Planning & Environment Diana Schreiber, Greensboro - No report 7. Old Business A. NCAMC Merchandise- Dale Martin, Kernersville Merchandise sales were good during Clerks School. There were sixty sweatshirts ordered and only twenty-seven remaining. 8. New Business A. IIMC Quill Awards President Scoggins reported there are no nominations from NCAMC. B. Clerk of the Year Mr. Phelps reported that announcements about the award are beginning to go out to the cities and towns and that the Committee is about to commence its work. C. District 2 Director President Scoggins reported that she has received a letter of resignation from District 2 Director Janet Thomas, who will soon leave the Town of Pine Knoll Shores. President Scoggins cited the by-laws governing vacancies on the Board pointing out that 5
6 since it is more than ninety (90) days before the next annual meeting, the board could appoint a replacement in June. D. Request from SOG Advisor Advisor Fleming Bell requested the Board consider reimbursing him for reasonable expenses to attend the IIMC Conference in Portland, OR in excess of that not paid by the UNC-School of Government. The amount of $ has been given for years. Mr. Bell requested the Board consider an increase in the amount. Immediate Past President Carmen Miracle made a motion to grant the request, seconded by Director Janet Thomas. The vote was unanimous. 9. Other Business A. For Information The following Clerks have announced they are retiring and they are wished the best: Freida VanAllen, Town of Boone March 1, 2012 Georgia Evanglist, Town of Apex May 1, 2012 Lynn House, Town of Rolesville May 1, 2012 B. For Information Next Board of Directors meeting is June 8, 2012 C. For Information IIMC Region Business Meeting will be hosted in North Charleston, South Carolina. Dates will be announced. D. For Information Kelly Lovette, City Clerk of Goose Creek, South Carolina, will be installed as IIMC Region 3 Director at the 2012 IIMC Annual Conference. E. For Information College Scholarships due April 17, F. For Information IIMC Annual Conference in Portland, Oregon, May 20-24, G. For Information Greensboro Convention and Visitor s Bureau submitted a bid to IIMC to host the 2016 Annual Conference. 12. Adjournment A motion to adjourn at 1:22 pm was made by 2 nd Vice President Dale Martin and seconded by Director Jenny Larson. The vote was unanimous. Respectfully submitted, Stephanie C. Kelly, MMC Recording Secretary 6
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