North Carolina Association of Municipal Clerks Board of Directors Meeting NCLM Building Raleigh, NC June 19, 2009 Officers Present Penelope Spicer-Sidbury, President Dolores "Dee" Hammond, First Vice President Carmen Miracle, Second Vice President Regina W. Alexander, Recording Secretary Kim Hibbard, Treasurer/Corresponding Secretary Josann Campanello, Immediate Past President Jeanne Giblin, Morehead-District 2 Carol Ann Floyd, Leland -District 3 Sherry Scoggins, Clayton- District 4 Kim Worley, Franklinton- District 5 Jenny Larson, Fairmont - District 7 Dale Martin, Kernersville-District 9 Others Present: Beverly Bigley, Indian Beach, Past President Lisa Vierling, High Point, Past President Wanda Elks, Greenville, Past President Eva Brown, Richlands, Past President, Sheila Taylor, Littleton, Finance Committee Brenda Clark, White Lake, Program Ed/NCLM FA-TAC Karen Gray, Cary, WSOS Committee I. Welcome President Spicer-Sidbury welcomed all. II. Call to Order President Spicer-Sidbury called the meeting to order at 11:11 a.m. III. Invocation Carmen Miracle delivered the invocation. IV. Approval of Agenda 1
Dee Hammond motioned, seconded by Carol Ann Floyd to approve the agenda. The vote of approval was unanimous. V. Approval of March 20, Board Meeting Minutes Dale Martin motioned, seconded by Sherry Scoggins to approve the Board meeting minutes from March 20, 2009. The vote of approval was unanimous. VI. Treasurer's Report Kim Hibbard Kim Hibbard reported that through May 31, 2009, funds are on target and the fund balance is healthy. (Copy of financial report will be made available upon request) Sherry Scoggins motioned to accept the finance report, seconded by Dale Martin. The vote was unanimous. VII. Committee Reports a) Membership Committee Donna Strickland (absent) Carol Ann Floyd reported that the Membership Committee completed the update to the directory and it is ready for print. President Spicer-Sidbury asked that the directory be submitted to Kim Hibbard for printing. She stated the directory would not be updated again until 2011. b) Program/Education Committee Kim Worley Kim Worley, C0-Chair of the Program/Ed Committee reported that the Committee finalized the agenda for the August 14-16 Conference which will be held in Concord, N.C. The MMC class is scheduled August 13 with John Stephens, from the School of Government on "Conflict Management." Registration information will be mailed by the end of June. Kim asked for donations for the silent auction and she will place this request in the newsletter, Clerk's Net and website. President-Spicer reiterated the importance of the "Silent Auction" because the money raised is allocated for the NCAMC Scholarships. President Spicer-Sidbury announced that the IIMC President would be unable to attend the Conference due to an IIMC budget retreat-planning meeting, but she will send a letter to be read. She stated that Dyanne Reese and Lisa Burns will also attend the same meeting, but Dyanne expressed to her that she may try to attend. c) Publicity Committee Angela Stadler (absent) No formal report; however, the President asked that articles continue to be submitted for the newsletter. 2
d) Past Presidents' Committee Lisa Vierling President Spicer-Sidbury stated this Committee was not given a special project this year and thanked them for their support. e) WSOS Committee Karen Gray Karen reported that an article was published in the December 2008 Minute- By- Minute Newsletter with information about WSOS. In 2009, eighteen (18) requests were received from new Clerks that attended the school for the new Clerks. To date, the Committee has successfully made eight mentor matches. She asked Clerks to volunteer as mentors because they were unable to find matches for all of the requests, and some are still outstanding. f) Site Selection Committee 2009 Kim Deason/Stephanie Kelly (absent) President Spicer-Sidbury reported that the Committee is preparing for the arrival of the Clerks in August. Clerks from neighboring towns have volunteered to help where needed. g) Site Selection Committee 2010 Freida Van Allen (absent) It was reported by the President that Freida Van Allen, Chairperson for 2010 has done as much as she can with price negotiations with the Biltmore. If the Association approves the amendment to the League's Contract for conference planning services, they will be asked to assist with further negotiations. h) Site Selection Committee 2011 Regina Alexander Regina Alexander, Chairperson presented proposals for the August 2011 Conference. New Bern (Hilton) $139 p/night Kitty Hawk (Ramada) $165 p/night (Street side) " " " $185 p/night (Ocean front) Atlantic Beach (Sheraton) $159 p/night (Ocean View) " " " $189 p/night (Oceanfront) Sea Trails (Sunset Beach) $140-$200 p/night Wrightsville Beach (Sun Spree) No availability for the dates requested Kitty Hawk (Hilton Garden Inn) $249.00 p/night (Ocean View) " ' " $289.00 p/night (Waterfront) 3
There was discussion on the proposed locations and hotel cost. New Bern was the site selected. Regina stated that she would contact Vickie Johnson, Clerk in New Bern to assist and get input on sites, locations and entertainment. Dee Hammond moved that the 2011 Conference be held in New Bern, N.C. August 11-14, 2011. Motion seconded by Kim Worley and the vote of approval was unanimous. i) Site Selection Committee 2011 Region3 IIMC Sylvia Holleman (absent) President-Spicer Sidbury stated that the IIMC Region III meeting is scheduled January 2011. The dates have not been established, but it will not coincide with the Annual Clerks' School. The Holiday Inn Sun Spree, Wrightsville Beach submitted a proposal and they are willing to accommodate the meeting; however, the Committee is waiting to hear from Stephanie Kelly who at one time proposed to host the meeting in Charlotte. j) Finance/Budget Committee Sheila Taylor Sheila Taylor extended thanks to Committee members, Kim Hibbard and Brenda Clark. The proposed budget for 2009-10 includes funding for the Membership Directory - $3,000.00 and an increase to the annual conference $39,000.00. Total budget was $91,424.00. Regina Alexander motioned, seconded by Carmen Miracle to accept the proposed operating budget for FY 09-10. The vote of approval was unanimous. (Budget will be incorporated as official part of the minutes) North Carolina Association of Municipal Clerks Proposed 2009-10 Budget Revenue Membership Dues 23,000.00 Education - Training Regional Schools 6,000.00 MMCA - An. Conf. 9,000.00 MMCA - Spring 7,500.00 Scholarship Fund 1,000.00 IIMC Region 3 Conference IIMC Sponsorship' Annual Conference 33,000.00 Annual Conference Sponsorships 9,924.00 NC State Certification Exam Other Revenue Fundraising Sales 1,000.00 Miscellaneous Income Investment Income 1,000.00 4
Fund Balance Appropriated Total Revenues 91,424.00 Expenses Education - Training Regional Schools 3,500.00 MMCA - An. Conf. 9,000.00 MMCA - Spring 6,000.00 Scholarship Certification 900.00 Scholarship College 2,000.00 IIMC Region 3 Conference Annual Conference 39,000.00 NC State Certification Exam Operating Expenses Travel - Pres. & Staff 3,500.00 Printing 5,500.00 Postage 6,000.00 Miscellaneous 100.00 Professional Services 500.00 Bank Service Charges 12.00 Fundraising Purchases Special Projects 3,000.00 Minute Indexing Board/Committee Meetings 2,000.00 Affilliate Services Fees 8,482.00 Awards/Gifts/Memorials 1,650.00 Website 280.00 Revenue over expenditure Total Expenses 91,424.00 k) NCAMC Merchandise Dale Martin Dale Martin stated that the Clerk's merchandise would be available at the Annual Conference in August. It was suggested that the merchandise be listed in the newsletter to let Clerks know that it is available. Dale stated that she received several requests for sweatshirts. It was Board consensus that no new additional merchandise be purchased until most of the inventory in stock is sold. l) NCAMC Website Committee Lisa Markland/Sue Rowland Due to the absence of Lisa Markland and Sue Rowland, President Spicer- Sidbury reported via e-mail from Sue that Cathy and Michelle from the Town of Pikeville, and June Sydney, Deputy Clerk of Reidsville were featured on the website in May. The 2000-2005 Association minutes are now on line. The Board discussed indexing the minutes of the Association. Josann stated if the minutes are not indexed that they be archived. Kim advised that Municipal Code no longer provide an indexing service except through laser fiche. Various methods of 5
indexing were discussed. President Spicer-Sidbury suggested this issue be passed to the incoming President. m) Nomination Committee Josann Campanello Josann Campanello and members of the Nominating Committee Lisa Vierling, Eva Brown, Wanda Elks, Thelda Roney (absent) and Sylvia Holleman (absent) presented the following slate of officers for 2010: Jeanne Giblin, District 2 (Morehead) Rebecca Rose, District 4 (Wilson) Ann Gray, District 6 (Durham) Johnsye Lunsford, District 8 (Rockingham) Shirley Cannon, District 10 (Lenoir) Darlene Johnson, District 12 (Spruce Pine) Recording Secretary, Sue Rowland (Cary) Second Vice, Sherry Scoggins (Clayton) President Spicer-Sidbury asked if nominations could be made from the floor. In response to the question, Kim Hibbard stated that nominations could be made from the floor and a vote by ballot or a show of hands. Josann expressed concern about the Association and the ability of Clerks being able to participate. President Spicer-Sidbury stated some of the Clerks were hesitant to apply for positions because of the uncertainty with their towns and not being able to travel. She stated that the Association in the future might need to conduct more of its business by e-mails, conference calls or utilizing the webinar, if the state of the economy does not improve. Sherry Scoggins told the Board that attending professional meetings or educational seminars could be taken as a business expense on tax returns. Beverly Bigley suggested the President write a letter to Mayors and Boards expressing the importance of Clerks being involved through networking and attending educational programs/schools. n) Scholarship Committee Penelope Spicer-Sidbury President Spicer-Sidbury stated the Scholarship Committee would meet after the Board meeting adjourns to select scholarship recipient(s). She stated that the recipients would be presented at the banquet. VIII. Other Committee Reports a) NCLM Board Beth Hamrick (absent) 6
In the absence of Beth Hamrick, Kim Hibbard reported that annexation is in a dilemma. League staff is focused on annexation from the legislature perspective and working hard to preserve the annexation authority. She also stated that the State budget should be finalized by the end of the fiscal year and staff is looking closely at the revenue side and whether state sales tax will be affected. b) Finance and Administration Legislative Action Committee (FA-LAC) Connie Sorrell Due to the absence of Connie Sorrell, no report given. c) Finance and Administration Technical Advisory Committee (FA-TAC) Brenda Clark Brenda Clark reported that the Committee nothing to report. had not met and she had d) Planning and Services Legislative /Action Committee (PS- LAC) Vacant President Spicer-Sidbury stated a Clerk is interested in serving on this Committee upon approval from her Mayor. e) Planning and Services Technical Advisory Committee (PS- TAC) Joyce Walker Due to the absence of Joyce Walker, no report given. IX. Old Business a) Kim Hibbard presented the Service Agreement between the North Carolina League of Municipalities and the North Carolina Association of Municipal Clerks Kim Hibbard presented the Contract Agreement, which includes Section "F" for annual conference planning. This would include the conference site selection, researching facilities, location, obtaining quotes and work with the caterer. She explained that programs would continue to be planned by the Program/Education Committee and the Association would have the final say in proposed recommendations submitted by the League Planning Staff. For point of clarification, Dee asked if the Association would continue to have a Site Selection Committee, and would the President still select the meal for the banquet. Kim stated the Site Selection Committee would make recommendations to the Planning Committee they would negotiate with the hotels. The President would still select the meal for the banquet. 7
No further discussion, Dee Hammond motioned, seconded by Kim Worley to approve the Service Agreement between the North Carolina League of Municipalities and the North Carolina Association of Municipal Clerks. The vote of approval was unanimous. X. New Business a) Memorial Resolutions The President announced that Josann Campanello will prepare the Memorial Resolutions and asked that information be submitted to her in a timely manner. b) Honorary Memberships/Retirees President Spicer-Sidbury announced the names of retirees that she knew which included Beverly Bigley, Janice Thomas, Pat Brunell, Joyce Wilson, Juanita Cooper and Brenda Freeze. For information, Beverly Bigley asked if an honoree were a guest of the Association at the Saturday night banquet, would the Association pay for their meal as they have in the past. President Spicer-Sidbury stated that she would check in to this. The President announced the names of Athena Banks, Joyce Wilson, Juanita Cooper and Brenda Freeze to be considered for honorary membership. Josann Campanello moved, seconded by Carol Ann Floyd that Juanita Cooper be granted an honorary membership. The vote of approval was unanimous. c) Reports for Committee Chairs and Officers The President asked that all reports be submitted to Jenny Larson i.e. bios for the annual report. XI. Adjournment President Spicer-Sidbury stated that it has been a good year, she has enjoyed serving as the President of the Association and everyone has taken a part in "building the bridge to the future." She encouraged continued support for Dee Hammond, President-Elect and the incoming Board. There being no further business, President Spicer-Sidbury declared the meeting adjourned at 12:25 p.m. Regina W. Alexander, MMC Recording Secretary 8
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