NC Association of Municipal Clerks Board Meeting December 14, 2012 11:00 AM NCLM Albert Coats Building 215 North Dawson Street, Raleigh, NC Officers and Board Members Present: President Kim Worley, 1 st Vice President Dale Martin, Corresponding Secretary-Treasurer John Phelps; Immediate Past President Sherry Scoggins, District 1 Director Joleatha Chestnutt, District 6 D. Ann Gray, District 8 Nancy Boyden, District 9 Dora Moore, District 10 Shirley Cannon, District 11 Beth Usery, District 12 Darlene Johnson. Also present: Past President Penny Spicer Sidbury, Lisa Stites Town of Oak Island. Absent: District 2 Paula Webb, District 3 Carol Ann Floyd, District 4 Elaine Hunt, District 5 Jannie Burnette, District 7 Jenny Larson. 1. Call to Order: President Kim Worley called the meeting to order at 11:00am. 2. Invocation: Past President Penny Spicer Sidbury gave the invocation. 3. Approval of Agenda: President Kim Worley removed #G from New Business. IIMC Region III Director will not be until 2015. She also added #H as Memorial Donation. First Vice President Dale Martin made a motion to approve the agenda as amended. Immediate Past President Sherry Scoggins seconded the motion. The motion was approved by unanimous vote. 4. Approval of Minutes: (Attachment 1) President Kim Worley advised the Board the minutes March 9, 2012 are on the desk in front of you. September 14, 2012 minutes were in the agenda packets. Immediate Past President Sherry Scoggins made a motion to approve the September 14, 2012 minutes. District 9 Director Dora Moore seconded the motion. The motion was approved by unanimous vote. Immediate Past President Sherry Scoggins made a motion to approve the March 9, 2012 minutes with minor punctuation changes. District 12 Director Darlene Johnson seconded the motion. The motion was approved by unanimous vote. 5. Treasurer s Report: John Phelps Corresponding Secretary/Treasurer provided an overview of the financial statement as of October 31, 2012. He reported things are looking good at this time. He also provided a summary of the revenues/expenditures of the 2012 Summer Conference in Winston Salem, NC. The only outstanding bill from the conference is from the School of Government. He expects this to be around $3500 - $4000. We should clear around $6,000. We had 15 exhibitors which is why we came out so well. We should have room for 15 exhibitors next year in Cherokee. If anyone needs a breakdown he will be glad to provide one. This is for both academies. First Vice President Dale Martin questioned whether attendance is picking up? He reported that we had 106 Thursday, 127 Friday and Saturday plus 35 guests and 20 comps. Academy 1 was up from 88 last year. Friday and
Saturday we have been up as high as 140. District 6 Director D. Ann Gray made a motion to approve the Treasurer s Report. District 1 Director Joleatha Chestnutt seconded the motion. The motion was approved by unanimous vote. 6. NCAMC Committee Reports: A. Finance Committee: President Worley reported on behalf of Chair Linda Bethune. President Worley reported no written report but they are working on raising the dues. We have not had an increase in dues since 1995. B Membership Committee: No Report C. Past President s Committee: Past President Penny Spicer Sidbury reported that they met by telephone conference. The Committee is looking at different days to hold the conference. We should finish this cycle and then go with any changes. D. Program & Education Committee: District 9 Director and Program Chair Dora Moore reported that the committee met this morning. Regional sessions and MMC Academies were discussed and they are looking at scaling back to 4 sessions each on a Friday in April. Topics are to include 1 ½ hours on Powell Bill plus NCDCR for public records. This will be something other than the legal side of records retention. The agenda for January is finalized. An afternoon session of Ask Fleming. Plus Records Retention. Tom Vincent and staff will be present to pick up any minutes for microfilming. E. Publicity Committee: No Report F. Site Selection Committees: A. 2013 - District 12 Director and Chair reported that the 2013 Site Selection is at Harrahs Cherokee August 15-17, 2013. B. 2014 John Phelps Corresponding Secretary/Treasurer reported they are in the process of signing the contract with The Blockade Runner in Wrightsville Beach. They can only accommodate 160 people with one 1 ballroom. Vendors will be in a different room. We will have room for 18 vendors. Silent Auction room will be close to the vendors so hopefully this will pull the clerks over to the vendors. Breakfast will be included in the room rate so we will not provide breakfast. Lunch will be a buffet in the restaurant and he will put in the contract that we will be the only people in the restaurant. There will not be a hospitality suite available. The only place available will be behind the hotel and if Municipal Code hosts it they will have to buy alcohol from the hotel. The room rate is $159 a night. Other hotels were over $200 a night. The dates for the conference are August 20-23, 2014.
C. 2015 No report G. WSOS Committee: (Attachment 2) Chair, Lisa Stites, Oak Island reported we have 6 clerks serving as mentors for 14-15 new clerks. She has received information on new members from President Worley and she will be sending all new members information about the mentor program along with an application. H. Web Site Committee: Chair, Karen Gray, Cary advised the committee is awesome. She asks if any member notices anything incorrect or if they need to add anything to let her know. They have accomplished many things since September. I. State Certification Program Committee: Chair, Jayne Danner, Kernersville No report J. Legacy Committee: (Attachment 3) Chair, Sue Powell, Mills River. Report in packet K. Constitution Review Subcommittee: Chair, Joyce Walker - Lewisville not present. First Vice President reported they met by conference call on October 4 th. They have been working on a letter to change the constitution. Changes will be voted on at the January 2013 Business meeting. L. More Subcommittee: (Attachment 4) Chair, Dianne Enoch, Elon. Report in agenda packet. 8. NCLM Committee Reports: A. NCLM Board Member: Chair, Penny Spicer-Sidbury, Wilmington reported everything went well. NCLM s retreat was in Emerald Isle. They spent time narrowing down ideas to take to Raleigh. It seems like Raleigh wants to see more elected officials. The clerk s idea of closing out sales did make it on the list. B. General Government: Chair, Jeanne Giblin, Morehead City No report C. Tax & Finance: Chair, Karen Zornes, Cape Carteret No Report D. Planning & Environment Chair, Diana Schrieber, Greensboro No Report John Phelps reported that the above three committees have not met since the changeover in September.
9. Old Business: A. Proposed Updated Guidelines State Certification Committee: (Attachment 5) President Worley stated at the last meeting we adopted new guidelines but we had more changes to make. The updated guidelines are in the agenda packet. District 10 Director Shirley Cannon made a motion to approve the updated guidelines for the State Certification Program. District 6 Director D. Ann Gray seconded the motion. The motion was approved by unanimous vote. B. Proposed Updated Guidelines Leaving a Green Legacy Committee: (Attachment 6) President Worley stated this is a newly established committee and we set basic guidelines but we have since gone through and updated the guidelines. District 6 Director D. Ann Gray made a motion to approve the updated guidelines for Leaving a Green Legacy. First Vice President Dale Martin seconded the motion. 10. New Business: President Worley reported she and the First Vice President Dale Martin have been working on the following guidelines. The have all be cleaned up and updated. A. Proposed Updated Guidelines for Finance Committee (Attachment 7) Immediate Past President Sherry Scoggins made a motion to approve the updated guidelines for Finance Committee. District 6 Director D. Ann Gray seconded the motion. Motion approved by unanimous vote. B. Proposed Updated Guidelines for Legislative Committee (Attachment 8) John Phelps stated item #2 should be changed to SOG. First Vice President Dale Martin made a motion to approve the updated guidelines for the Legislative Committee with the change of item #2 being changed to School of Government. District 6 Director D. Ann Gray seconded the motion. Motion approved by unanimous vote. C. Proposed Updated Guidelines for Membership Committee (Attachment 9) President Worley reported a #3 was added to produce updated membership directories on odd number years and removed set up table at conference. Immediate Past President Sherry Scoggins made a motion to approve the updated guidelines for the Membership Committee. First Vice President Dale Martin seconded the motion. Motion approved by unanimous vote. D. Proposed Updated Guidelines for Nominating Committee (Attachment 10) District 10 Director Shirley Cannon made a motion to approve the updated guidelines for the Nominating Committee. Immediate Past President Sherry Scoggins seconded the motion. Motion approved by unanimous vote. E. Proposed Updated Guidelines for Publicity Committee (Attachment 11) President Worley reported this update was changed to include information for scrapbooks so they can be on a CD. Verbage was also changed and cleaned up. Item #6 academies is
misspelled. Immediate Past President Sherry Scoggins made a motion to change the updated guidelines for the Publicity Committee. District 9 Director Dora Moore seconded the motion. Motion approved by unanimous vote. F. IIMC Quill Awards: (Attachment 12) President Worley reported this is not due to IIMC until April but she asked the Board of Directors to let her know if we have any nominations. She has not received any nominations at this time. G. IIMC Region III Director: (Attachment 13) Item removed from agenda. H. Memorial Donation: President Worley informed everyone that Lois Worthington passed away. She was a past president. She asks for the association to make a $100 donation to her church. District 6 Director D. Ann Gray made a motion to send a $100 donation to Lois Worthington s church in her memory. District 10 Director Dora Moore seconded the motion. Motion approved by unanimous vote. 11. Other Business: First Vice President Dale Martin stated she s on the Green Legacy Committee. The last couple years she has tried to find ways to make certificates more efficient. Envelopes and certificates cost $.85 to $1.29. She has asked her vendors to give ideas. She recommends at conference you would get one small folder and a small certificate for each committee you serve. If we order 250 envelopes it will be $1.80 each. If we order 500 they would be $1.05 each. Past President Penny Spicer-Sidbury stated it is up to each president what they wish to do for the certificate. Most of the presidents pay for their own certificates but it is an expense column if the president wishes for the association to pay. A. For your Information - Clerks Academies and Business meeting will be January 30 February 1, 2012. B. For your information - IIMC Region III meeting is January 16-18, Embassy Suites in North Carleston, SC. C. For your information Next Board of Director s meeting is March 8, 2013 D. For your information Proposal from WebFullCircle (Attachment 14) President Worley reported that we have had so many problems with the website. She asked for vendors from board members so we can get quotes. Our contract is up in June. 12. Adjournment: Immediate Past President Sherry Scoggins made a motion to adjourn. District 9 Director Dora Moore seconded the motion. Motion approved by unanimous vote at 12:30pm.
Attachment 2 MEMORANDUM TO: Kim Worley, President, NCAMC FROM: Lisa Stites, Chairman, We Share Our Services Committee SUBJECT: Committee Report DATE: 12/6/12 CC: NCAMC Board There are now five clerks serving as mentors for 14 fellow clerks. Committee chairman Lisa Stites has received information on new NCAMC members from President Kim Worley; she will send all the new members information about the mentor program along with an application. One of those new members has already applied for and been assigned a mentor (Scott Sherrill of Pine Knoll Shores with Katrina Miller of Magnolia serving as his mentor). The Committee is also working on assigning a mentor to another recent application from a new clerk. The Committee also hopes to encourage more experienced clerks to serve as mentors. An article and blank application for mentors and those seeking a mentor was included in the NCAMC newsletter.
Attachment 3 Memorandum To: From: North Carolina Association of Municipal Clerks Sue Powell, MMC Town Clerk Date: November 26, 2012 Subject: Legacy Subcommittee Update The Legacy Committee has been quite busy and will be in the coming months. The very dedicated and talented ladies that comprise this group are: 1 developing a vendor list and draft letter to the vendors asking for initial donations; 2. developing a brochure to include with the vendor letters and to use for further solicitations; 3. in communication with John Phelps and the NCLM to prepare to receive initial donations; and, 4. an article for the Minute by Minute to educate the NCAMC membership and ask for donations. We plan to meet in January at Clerks School and finalize the documents. Our timeline and goals are as follows: February March/April June September An initial mailing to vendors An article to appear in Minute by Minute A solicitation line to appear on the NCAMC dues invoice asking for donations from the membership Begin the process of tree planting in honor of the 2013 Clerk of the Year