NEWS DIGEST August 2010

Nashville Awaits…IIMC 2011 Conference

Nashville, Tennessee May 8 - 12, 2011 IIMC 2011 65th Annual Conference

Ryman Auditorium General Jackson Showboat Country Music Hall of Fame -Donnie Beauchamp -Heavenly Perspectives and Museum IIMC N EWS D IGEST

BOARD OF DIRECTORS IIMC STAFF DIRECTORY President NEWS DIGEST Sharon Cassler, MMC, Cambridge, Ohio ADMINISTRATION Professionalism In Local Government [email protected] Through Education Executive Director President Elect Chris Shalby Colleen J. Nicol, MMC, Riverside, California Volume LXI No. 7 ISSN: 0145-2290 [email protected] Augut 2010 [email protected] Office Manager Vice President Denice Cox Published 11 times each year [email protected] Brenda M. Cirtin, MMC, Springfield, Missouri [email protected] The News Digest is a publication of Finance Specialist The International Institute Janet Pantaleon Immediate Past President of Municipal Clerks [email protected] Mary Lynne Stratta, MMC, Bryan, Texas 8331 Utica Avenue, Suite 200 Administrative Assistant [email protected] Rancho Cucamonga, CA 91730 Maria E. Miranda [email protected] DIRECTORS - 2011 EXPIRATION EDUCATION Jane E. Williams-Warren, MMC - II, Paterson, New Jersey Chris Shalby , Editor ([email protected]) [email protected] Associate Director of Education Telephone (909/944-4162) Jennifer Ward Barbara Blackard, MMC - IV, Clarksville, Arkansas [email protected] FAX (909/944-8545) • (800/251-1639) [email protected] Shari Moore, CMC - VI, Saint Paul, MN E-mail [email protected] MMC Verification Specialist Emily Maggard [email protected] Founded in 1947, IIMC has more than 60 years of experi - [email protected] Jerry Lovett-Sperling, MMC - VII, Lindsborg, Kansas ence improving the professionalism of Municipal Clerks. [email protected] MEMBERSHIP IIMC has more than 10,000 members representing towns, Stephanie Kalasz, CMC- VIII, Moscow, Idaho small municipalities and large urban jurisdictions of more Director of Member Services [email protected] than several million people. Janis Daudt Marc Lemoine, MMC - X, Winnipeg, Manitoba, Canada [email protected] [email protected] A portion of your annual membership dues Member Services Representative Nick Randle - XI, Taunton, United Kingdom goes toward publishing and distributing the Tammy Schultz [email protected] monthly News Digest . [email protected] Accounting & Association DIRECTORS - 2012 EXPIRATION Software Group James G. Mullen, Jr. - I, Milton, Massachusetts Pilar Archer [email protected] Inside… [email protected] Melissa (Lisa) Small, MMC - III, Temple Terrace, Florida President’s Message ...... 3 Computerized Business Solutions [email protected] Doug Griffith Controlled and Flexible Goverance ...... 4 Deborah Miner, CMC - IV, Harrah, Oklahoma [email protected] Tips to Help Clarify Council Expectations ...... 8 [email protected] Thee is No Such Thing as Workplace Ethics . . . .11 Tami K. Kelly, MMC - V, Grove City, Ohio [email protected] Taming the Moon Over City Hall ...... 12 Carol S. Alexander, MMC - VI, Beloit, Wisconsin Congratulatons on Achieving [email protected] Your Certifications ...... 15 Karen Goodwin, MMC - VII, Florissant, Missouri Nashville Centerspread ...... 16 [email protected] Are You A Founding Mother? ...... 18 Peggy Hawker, MMC - IX, Newport, Oregon Regional/Provincial/National News ...... 22 [email protected] Green Improvements ...... 23 Francois Allers - XI, Ekurhuleni Metropolitan, South Africa [email protected] IIMC Region of the Month - Region I ...... 24 Why There Is A Me In Mentoring ...... 27 DIRECTORS - 2013 EXPIRATION MCEF Programs for Municipal Clerks, and Linda L. Spence, MMC - I, Manchester, Vermont State/Provincial Asociations ...... 28 [email protected] MCEF 2011 State/Provincial/ Diane G. Fitzhenry, MMC - II, Penn Hills, Pennsylvania Association Application ...... 29 [email protected] MCEF 2011 Distance Learning IIMC is affiliated with 49 U.S., Tiny B. Washington, CMC - III, Columbus, Georgia Scholarship Application ...... 29 & Nine Canadian Associations. [email protected] Recruit a New Member to WIN! ...... 31 National affiliations: Debra Batliner, MMC - V, Simpsonville, Kentucky Recruit A New Member Application ...... 32 • ATAM (Portugal) [email protected] • IAM (Israel) Calendar of Events ...... 34 • UDITE (Europe) Debra Owen - VIII, Sioux Falls, South Dakota • IMASA (South Africa) [email protected] • NAMCB (Bulgaria) Kristie L. Smithers, MMC - IX, Wasilla, Alaska • JOSZ (Hungary) [email protected] www.iimc.com • SLCC (England) • VVG (The Netherlands) Laurie Darcus, MMC - X, Pitt Meadows, British Columbia Copyright 2010 by the International Institute • SOLAR (Scotland) [email protected] of Municipal Clerks. • ADSO (England) All rights reserved.

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President’s Message Sharon Cassler IIMC President, 2010-2011

At this year’s banquet in Reno, I told you that my theme members that their application for for the year would be to focus on Bridge Building. I talked certification is incomplete. Trust about the different parts of a bridge - the cables, the piers and me when I tell you that this is the worst part of their job. the deck and how the parts work together to make the But, in order to help us construct the best beam bridge strongest and best bridge. Since Reno, I’ve learned a little bit possible, as piers (the support system), they have to do what is more about bridges. There are four basic types of bridges - necessary in order to keep our bridge from collapsing. beam bridges, arch bridges, cantilever bridges and suspension Sometimes, it can be a thankless job. However, when the bridges. education staff makes that phone call or sends that e-mail to Some types of bridges are built to twist or bend under members acknowledging their new Certified Municipal Clerk severe weather and for others, a little bending and twisting can (CMC) or Master Municipal Clerk (MMC), it’s the best job have a disastrous consequence. These types of bridges must be in the world. strong enough to resist movement. And to each member from It might be helpful to take a minute to introduce you to which the bridge is made must be strong enough to withstand the two ladies in our Education Department. I feel it’s impor - the load which is placed upon it. tant to be able to put a face to a name and to get to know our Today, let’s talk about beam bridges - beam bridges are the staff as people who are supporting us in our quest for excel - simplest kind of bridges. In its basic form, it consists of a lence. strong horizontal beam that is anchored and supported at each Jennifer Ward is the Associate Director of Education and end by piers. I want to take some time and focus on how has worked at IIMC for 15 years. During her 15-year career beam bridges can be compared to our Education Department she has worn many hats. When she came on board in 1995, and staff. she assisted with the preparation of the 1995 Annual As part of IIMC’s education philosophy, it states, “The Conference and various administrative duties. A few months primary goal of IIMC is to actively promote the continuing later she was promoted to receptionist. As “the voice of education and professional development of Municipal Clerks IIMC,” she worked in the Membership and Accounting through extensive education programs, certification, publica - Departments. Two years after that Jennifer was promoted to tions, networking, annual conferences and research.” As a Education Associate, and her career with IIMC took off. result of many hours of hard work by last year’s program, Jennifer loves her job because it makes her feel like she is review and certification committee, your Board of Directors making a difference not only in the lives of Municipal Clerks, adopted much needed changes to our education guidelines. but also in the lives of the citizens they serve. Those changes now allow us to work with our State, Provincial Jennifer has been married for 18 years. She enjoys playing and National Associations and Institutes in providing the softball and went 3 for 3 in her last game. She gets satisfaction necessary educational programs that afford our members the watching her son play travel baseball, and her daughter sing best opportunity to gain certification. I see our education and dance. Jennifer also enjoys relaxing weekends with her guidelines as the strong horizontal beam of our bridge and I family in the desert and at the lake. You can reach Jen at see our Education Department staff as the piers who anchor [email protected]. and support the horizontal beam (which is our guidelines.) Emily Maggard is our MMC verification specialist. When The work of our education staff is vital to our Emily was a small child she wanted to be many different Organization as a whole. It is their job to make sure our things. Her first ambition was a crime-fighting lawyer by day, guidelines (our horizontal beam) are being followed and each superhero by night - inspired by the television shows Wonder of you is getting what you need for your certification. Many times, they are faced with the difficult task of advising Continued on page 7

AUGUST 2010 3 IIMC N EWS D IGEST Controlled and Flexible BACK TO BASICS One of my favorite questions to pose to technologists and records managers alike is, “What is the difference between data Governance and information?” The overwhelming response is, By Kimberly Samuelson, Director of Government “Information is data with context.” One of the most elemen - Strategy, Laserfiche tary principles of records management is records should be available, consistent and reliable. When data is available, Organizations are overwhelmed by the wealth of their own consistent and reliable-and provided within context-it is trans - data. It is an embarrassment of riches. Most realize that infor - formed into information. In other words, when data is useful mation management is a double-edged sword. Too much it becomes information. As simple and humble as it sounds information, held beyond its legal retentions, can cause usefulness has become the gold standard for systems, applica - problems in the guise of an e-discovery request. Too little tions and data. Information allows us to make better decisions, information can cause issues when audited by regulators. We respond to client requests and ensure transparency. In a harsh can all come up with hundreds of examples where too much business climate information allows us to survive-and even or too little information resulted in negative outcomes. If thrive. information is the lifeblood of the organization, successful THE FRAMEWORK organizations are the ones that are best able to manage their information. Information is an asset. But simply collecting the Information can be both an asset and a liability. It is information isn’t the endgame; the real payoff is to use it to astonishingly dynamic. Information can drive a process, be improve the organization. This is where the conversation required to complete a step in a process or be generated as a always turns to information governance. The simplest defini - result of a process. Generated at an alarming rate-as regulatory tion of governance is the management of information assets and compliance mandates raise pressures on organizations-the within an organization. The end result is compliance and need to control diverse forms of content has increased tenfold. information value creation. The challenge is to implement the Controls are wonderful things. Technology departments controls of compliance while allowing the flexibility to create will tell you that security is a primary part of their job. value from information. Continued on page 5

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CONTROLLED AND FLEXIBLE… …Continued from page 4 Organizations today are subject to many regulations governing reason why most information governance efforts falter is data retention, confidential information, financial accounta - that they didn’t take the business units methods of working bility and business continuity. However, too much control- in mind. especially in the manner of information lockdown can stymie POLICY business units. How do we align control measures with business agility? How do we allow our business units the There’s no one-size-fits-all suggestion I can make in terms agility they need to be successful? The answer is to establish a of governance policies, but I have a few suggestions. Instead of governance framework. Frameworks allow policies to be focusing on the limits, focus on outcomes. When you created, conflicts to be resolved and are flexible enough to approach policy-making in this manner your business units are foster the provision of services to business units. Simply put, much more likely to cooperate as they will see value. Rather information frameworks allow us to put structure around how than have staff members wait in line at a records counter for we align control and agility. information, consider implementing a controlled system that allows instant, individualized information access. This way it’s The information governance framework has four parts: less about lock-down and more about empowerment. people, policies, technology and risk management. People and Approach your information like an asset, from a portfolio policies are the organizational enablers, supported by the disci - perspective. You don’t look at your bank account in terms of pline of risk management-which is shored up by technology, as individual one-dollar bills; don’t view your information that a foundational component. This allows resources and risk to way. Finally, consider standardization. Metadata or data about be managed while fostering the creation of information value. data is your information DNA. Consistency here will pay Much like blood pumping through the body, this information dividends and make compliance and auditing less painful. gives the business units power and agility. Ultimately the goal of the governance framework is two-fold: compliance and TECHNOLOGY value creation. A controlled yet flexible governance framework Technology is a foundational component of the informa - foster agility in business processes and service delivery. tion governance framework. When planning your enterprise be THE FOUR COMPONENTS agile in your systems approach. Consider implementing an enterprise content management application. Implementing this The four sections of governance are important enough to type of technology will allow automation to your information discuss in more detail. Every successful information manage - management -automation ensures consistency. There are three ment endeavor that we’ve seen has been organized in this common avenues you can take in terms of ECM implementa - manner. Implementing a governance structure allows your tions: organization to be proactive rather than reactive. In this • The first is ECM as the universal repository for the economy, information governance is power. organization’s information assets. Think of ECM as the PEOPLE single point of control for complete information lifecycle management. A rules-based structure is the key but don’t It’s so important to start with the human element. The forget about the quality of the information you capture. success of any organizational endeavor is directly linked to the Remember a content repository is only as good as the engagement of the members of the organization. If the needs content it manages. As a wise person once said, “Garbage of management and staff aren’t considered you might as well in, garbage out.” shut out the lights and go home. Information management is • The second approach involves looking at your information truly a collaborative process. Make sure you have executive architecture from the user perspective. Here’s your oppor - sponsorship but don’t forget to engage your consumer in the tunity to be agile in your technology implementation. strategy. The most successful strategic implementations form a This method is known as “dynamic personalization”. stakeholder committee that includes department heads, Dynamic personalization allows the user to access infor - consumers, and legal, technologists and records managers. A mation in the manner and environment in which the user good governance structure allows staff to work in the most is most comfortable. The user can access the ECM appli - efficient and effective way possible by giving them access to cation directly or through any other application through information assets. And-don’t forget about usability. If imple - which the user works. In this case, think of ECM as a sort mentations of information management controls are cumber - of integrative middleware. Middleware, by design, makes some they will fail. It’s amazing how easily staff will get around the sharing of information resources transparent to users. your controls or refuse to use your system if it isn’t useful. The It provides consistency, automation and security. Continued on page 6

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CONTROLLED AND FLEXIBLE… …Continued from page 5

• The third approach is the implementation of ECM as a shared service platform. This is most often implemented by governance-mature organizations. Enterprise informa - tion management is literally that-information shared across business units or functions. This is particularly attractive to technology departments as it allows them to develop business processes that can be repeated across the enterprise allowing optimal resource efficiency, cost and service performance. RISK MANAGEMENT From an information management perspective risk management means identifying the magnitude and impact of non compliance-most often as it relates to record-keeping. As regulators and agencies have increased their scrutiny on organi - zations, it is more crucial than ever to be sure that information is consistent, reliable and available. A well-vetted records management policy is crucial here. Remember that records management needs to be deployed from an enterprise prospec - tive across the entire portfolio of information assets. Technology-as in an ECM system-is really effective here, as it insures consistency. Ideally the records management structure can be implemented transparently. This allows business units to work in the most efficient way possible but the organiza - tion’s record-keeping integrity is still intact. Technology also allows you to establish monitoring and auditing processes to insure proof of compliance and transparency. One of the most intrusive risk management situations is the e-discovery process. At its most elementary, e-discovery is enterprise search, production and auditing of information. This is an arduous process that can be somewhat alleviated by an established information governance framework and strin - gent records management policies. Technology is again helpful as it allows you cast a wide net and narrow down as needed. The framework you proactively build on the front-end will make this process less painful. CONTROLLED AND FLEXIBLE GOVERNANCE BRINGS BUSINESS AGILITY If we define successful organizations as those best able to thrive in their current environment, and we consider informa - tion the lifeblood of organizations, then an information gover - nance strategy is crucial for all organizations to implement. These organizations have mitigated risk, established standards, and most importantly leveraged their information into quality decisions. Agile, adaptable organizations leverage their infor - mation as an asset. They have moved beyond the strict inflex - ible information environments and enabled information autonomy.

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PRESIDENTS MESSAGE… …Continued from page 3

Woman and Charlie’s Angels. Emily attended the college of Emily is always ready to assist with education inquiries. creative studies (CCS), at the University of California, Santa You can contact her at [email protected]. Barbara, receiving a BA in literature. In a recent teleconference with these ladies, one made a Emily joined IIMC on September 2, 2008, and thinks statement to me that still rings in my ear. She said, “We are that finding such a great job so close to her house (she walks going to bend before we break. We want to help in every way to and from work) is terrific. She enjoys working with such we can.” That’s the kind of commitment we have from our lovely people, and being able to make a difference with the staff. membership. It makes her feel a teeny tiny bit like a superhero, I hope you can now see why I view them as the piers (the and that is a very welcome feeling. anchors) that support our horizontal beam that allows us to When Emily is not having delusions of super humanism have a strong beam bridge. she is a huge bookworm. She also publishes poetry in local I encourage each one of you to take time to pick up the literary e-zines, and edits for a few of these publications. Her phone and call Emily and Jennifer with any questions or closest confidants are her 2 dogs, Jeebus and Dynomite, both concerns you have regarding your certification application or if adopted from local animal shelters. The best thing to have ever you need assistance in planning a conference and need to happened to Emily is becoming an aunt, now, soon to be, know where it fits with points. Any help you need, they are seven times! The best part of Emily’s day is walking her dogs ready and willing to provide. half a mile to her sister’s house after dinner to see her three So, until next time, let’s all commit to being bridge nephews, where they will either play soccer or do homework; builders for the betterment of IIMC and all the Clerks in our she considers herself lucky to have them so close. Her idea of a Organization. good weekend is spent spoiling her beautiful four-year old niece and her teenage nephew who sometimes come to spend “The hardest thing in life is knowing which bridges to the weekend with her, as they live too far away for her liking. cross and which bridges to burn.”

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Working for just one boss can be difficult, but satisfying WORKING FOR A COMMITTEE: the expectations of a seven member, nine member or even larger city council consisting of very independent-minded and TIPS TO HELP CLARIFY highly motivated individuals can be frustrating. How do successful managers know and meet the expectations of their COUNCIL EXPECTATIONS council members? Here are ten tips I learned over the past By Lance Decker two years creating the Managers Performance Appraisal System (MPAS). The group is called a city council, but it could be a Tip #1 - Conduct basic research. Start at the beginning and commission, an executive committee, the board of trustees, keep it simple. Ask, “What do you expect of the position I governors, or directors, or just the “board.” Even though this hold?” Don’t be surprised if you get blank stares the first time article focuses on local government, the target could be any you pose the question. A direct approach to performance public, private or nonprofit assembly in which a policymaking assessment may be new to your council. group represents constituents and oversees an enterprise. After determining what’s on their individual minds create a list This group of individuals had the wisdom to hire you as of what your council expects of the position you hold. Note... their agent implementing their collective direction. Whether I said “THE position” and not YOU. Only after learning the they call you the city manager, the executive director, the council’s feelings should you start applying that information to CEO, the superintendent, or the general manager, you’re you as the person holding the job. Meet with each council working for a committee, and as a practical matter you must member. Show them your list. Ask them to add items to that meet both their individual and collective expectations. list. Have them rate the importance of each item, and assign Congratulations on making it to the top. Now...welcome comparative value to establish their priorities. to ambiguity! Continued on page 9

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WORKING FOR A COMMITTEE… …Continued from page 8

Tip #2 - Determine any trends. Do all council members value “X”? Is “Y” frequently at the bottom of their list? Is there a split over a specific characteristic? Is the odd-man-out just contrary or is there a substantive difference in that person’s approach to policy making? What’s behind the data? Tip #3 - Does the research indicate disagreements within the council over expectations? If so, decide whether you want to handle the subsequent discussion yourself, or whether you need to call a professional mediator. (That’s what I do for a living. I manage public controversy.) If you decide to do it yourself, ask the following: “During my individual discussions with you I learned that Issue “A” is important. Some of you want to do XYZ to address that issue, but others of you believe that XYZ is the absolute wrong direction to take. What might be causing this apparent divergence in thinking?” Notice, in answering your question the group must not only identify and start to address their disagreements, and in doing so they must define their expectations. If you don’t understand something, ask the group to clarify their positions. This can be very helpful. Tip #4 - Determine which two or three characteristics of the job are consistently ranked the highest. Develop annual objec - tives for each. This will form the core of your performance plan. Be specific. Make the objectives measurable, and include them in your annual performance plan. The council should view these key objectives as supporting their expectations of your performance. Tip #5 - Hold a group discussion of your final performance plan with the council. Challenge them to identify other expectations that might be unsaid. Whether stated or unstated the council will hold you accountable, so document those expectations. If their statements are unclear, request they confer and give you concrete examples. Ask, “Specifically, how will I know if I succeed in meeting your expectations? Can you give me examples?” Tip #6 - Expectations, like communication, are always bi- directional. While your council has expectations of you, you also have expectations of the council. Share your expectations with them. Be respectful but don’t be shy. Encourage discus - sion and negotiation. All people want to know what’s expected of them, and most policy boards probably appreciate such candor as well.

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WORKING FOR A COMMITTEE… …Continued from page 9

Tip #7 - Periodically ask, “So, how are we doing?” Go If you’re the city manager you work for a committee, and through each expectation, one at a time, and rate performance. by definition you live a more ambiguous life than those If something can’t be achieved, negotiate an appropriate working directly for you. While it’s difficult to achieve all the change to the objective, but keep the original as baseline infor - council’s expectations all the time, by having a limited number mation throughout the period. Do this every three or four of clear, high-value, and strongly shared expectations clearly months to keep the process on track. stated in a performance plan, your job just became a lot easier. Tip #8 - Use the annual performance appraisal form as a running scorecard. Keep a running tab of your accomplish - Editor’s Note: Lance Decker is a business planner ments, and document how well expectations are being met. whose practice focuses on local governments, commu - And don’t forget to “gently” include those expectations you nity dispute resolution and conflict management. In have of the council in the process, as well. Reminding can be this capacity Lance helps managers, policy-makers and a two-way street. their constituents find practical pathways into the Tip #9 - As new council members are added and current future. A new product the company is developing, the Manager members leave, keep the communication up-to-date and Performance Assessment System, was released in July 2010 and will flowing. Help the new members define their personal expecta - address the issues highlighted in this article. tions, and understand past and current collective expectations. A frequent lecturer and conference speaker, Lance has several publi - Establish a solid foundation for communications right from cations to his credit and teaches college courses in strategic planning, the start. public involvement and conflict management. Tip #10 - During the annual performance evaluation meeting review expectations as a specific, identified topic. Use this opportunity to negotiate new or revised expectations for the coming year. Do this in writing, and give everyone involved a copy of the final notes.

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• Is it a decision that incorporates the Golden Rule? (How There Is No Such Thing as would you feel about this decision if the roles were Workplace Ethics . . . reversed?) FAIRNESS: There Is Only Ethics! • In my mind, fairness is about execution . . . following through. The ability to make a decision and bring energy By Mark Towers to it is what has made ethical heroes and heroines throughout history. Sir Winston Churchill, one of the Read the newspaper. Surf the net. Lapses in judgment greatest leaders of all time, once said, “Courage is rightly make for big news these days. When I read about them it esteemed the first of human qualities . . . because it is the reminds me that the two most important things in my life quality that guarantees all others.” (and yours) are our reputation and our relationships. This • In regard to fairness, we often judge others by their actions short article will provide some insights into how to establish and we judge ourselves by our intentions. When the situa - yourself as a trustworthy, honest and ethical character who tion arises at home or at work, be a respectful rebel. Muster your energy and your gumption and say what is oozes integrity . . . both at home and at work. on your mind. As an ethics professor once told me, Let’s start by breaking the word trust down into three “History books are chock full of case studies where good “operational components.” They are respect, credibility and people did not question what was happening right before fairness. their eyes. I teach my students that ethical behavior is not RESPECT: so much about getting their questions answered. It is about questioning the answers that are put before them. I * Establish and maintain integrity and exude respect for want them to think critically.” others by living this credo: I do what I say and I say when In summary, I hope you have gleaned some insights from I don’t. In other words follow through on your promises and when you “drop the ball,” admit your shortcomings this ethics article and the three “character pillars” of respect, and apologize immediately. Public relations experts who credibility and fairness. May your reputation and your have advised famous folks (Bill Clinton, Tiger Woods, relationships continue to thrive into the distant and not-so- etc.) tell them to “face the music” as soon as possible. So it distant future. is with us not-so-famous folks. * Model respect by valuing trust over harmony. Editor’s Note: (c) Mark “Tenacious” Towers/Speak Communicate openly. Post these four words where you Out Seminars, LLC can read them daily: No secrets. No surprises. In a world where search engines can expose anything, it’s not about Phone: 817-421-4744 being transparent. It’s about being radically transparent. Email: [email protected] CREDIBILITY: • Realize that good values often collide with other good values in regard to ethical issues. It is rarely about choosing between right vs. wrong. It is almost always about the gray area of having to choose between right vs. right— consider the centuries-old debate in regard to capital punishment. Being credible is about consciously deliberating on the issue and making the best possible decision. Nashville, Tennessee • In regard to the previous point, face the ethical issue May 8 - 12, 2011 at hand, consult with others if you need to, and use IIMC 2011 these “guidepost” questions before choosing from your 65th Annual Conference alternatives: • Is it legal? (Will any laws be broken?) • Is it moral? (Are there guiding principles or written/unwritten codes of conduct to be followed?)

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leadership role. That role brings with it both challenges and Taming The Moon opportunities. Among these challenges are meeting those trends and Over City Hall shifts and being successful in developing the communities that By Sylvia L. Lovely withstand the uncertainty of the times in which we live. The aftermath of the financial collapse in 2008 brought with it a A City Clerk once new era. A spate of articles have appeared in popular observed upon my declaration magazines about the loss of American jobs at all levels. It of praise for her difficult but brought before us a constant bombardment of the “scandal” of interesting job: “Just the week — Tiger Woods, Toyota, Massey Coal and BP and remember,” she said, “there is the gushing oil. Anger and insecurity are most displayed by always a full moon over city the tea party movement, with its hostility toward government hall”! and just about any other institution. And, an Associated Press poll conducted in late May found nearly half of Americans Indeed — and what a professing to be “stressed out” over their finances. colorful image! And, so, the job of a City Clerk is likely to get even more difficult, more This much is clear — we live in an era where trust is often interesting and ultimately more rewarding in light of trends overshadowed by bewilderment, where hope for the future is and shifts in our world. With dwindling resources and the gripped by the anxiety of the moment. This will impact on need to do more with less alongside more regulatory rules and City Clerks and every aspect of their work. demands from citizens, there is a growing trend in local The media has reported that over the next decade, risk government to turn to more professional management and management will be a top ten profession. While most organi - that is where Clerks come in. While elected officials will zations have a plan in place for getting people out of a burning continue to fulfill their important roles, administrators building, few have a plan in place for the risk facing their own including Clerks will be called on more and more to exercise a reputations and that of their community. Your reputation and that of others around you is of paramount importance if you are to accomplish your goals. So, how do you move the projects forward in your community upon which your citizens depend and protect yourself at the same time. Remember, most people don’t have time to check the facts. They peruse headlines, read the blather on many blogs or tune into vitriolic talk radio. We live in a new age of transparency, accountability and greater scrutiny than ever before. The media rich environment allows us an opportunity to know and to demand to know nearly everything but with little analytical insight. So, how can you fight the tide if, in the midst of the storm, are your credibility and reputation and that of your community? First of all, take steps to avoid risk to begin with. You can do this by being proactive and reinventing yourself and your community under what I call the new rules of the 21st century. I formed a new business — Sylvia Lovely & Associates, or SLA — that takes advantage of my recent experiences as well as my knowledge of risk management based on 20 years of running a highly successful insurance business. I have devel - oped a guide around the points of a compass — long a symbol

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TAMING THE MOON… …Continued from page 12 for finding one’s way through troubled waters that are not best undertaken on an annual basis and then repeated. The unlike the times in which we live. field must be tended or it will not thrive and produce. Consider this a brief synopsis of guideposts for managing -PERSONNEL MATTERS during troubling times or better yet to avoid disaster in the Pay attention to your staff and others including your first place. Appropriately, I call these the COMPASS princi - constituency. Know your audience. Have regular interaction ples which are bedrock of my new business — helping leaders and gauge their attitudes at all times. Have strong supervisory re-invent themselves and thus prosper in a new age. oversight and training and make sure all the staff fits in. Don’t -COMMUNICATE, COMMUNICATE, COMMUNICATE be hesitant to bring in professional help. The times call for Develop a vision and communicate it widely, consistently, collaborative efforts from inside and out. Make sure staff compassionately and compellingly ... and long before a crisis views are solicited in an appropriate manner and that morale is emerges. Warren Bennis observes that the development of a nurtured. Believe me — morale is the first thing to go during story narrative is the bedrock of successful organizations and of difficult times. communities. The use of story as a technique for successful -ASSUME RESPONSIBILITY business is coming into vogue and has been utilized by many Do not shirk responsibility for anticipating risk and for successful “CEO’s” including Martin Luther King - CEO of a taking charge when crisis strikes. You must stick to the rigor movement - to CEO’s of traditional corporations. required to address risk issues both in avoiding them and -OPERATE WITH A PLAN IN PLACE managing them. There will be resistance from those who will Develop a plan ahead of time on avoiding and managing insist there is no danger. Responsibility has to start at the top. risk. Risk is not just about one department. The risks you Go with your gut. If you find yourself in the middle of a face are pervasive and can turn up anywhere. I have talked crisis, you will be tested as a leader. The conventional wisdom with CEO’s who have in place lawyers and public relations is that you do not speak out. In today’s environment, I’m just experts to have “on the job” at a moment’s notice when the not sure conventional wisdom applies anymore. Engage storm clouds gather. This is a savvy way to prepare for the professionals you trust but don’t be passive. Engage with worst. them and clarify their role. You should offer your gut level feelings in responding to any accusations. Your team is impor - -MARRY TRADITION WITH SAFETY tant but your leadership more important. Tell the story up Governance matters! Convert traditional practices into front completely and openly. detailed policies and procedures. This has never been more -SECURITY IN KNOWING WHO YOU ARE AS A LEADER important. You would not plough a field in the spring and not plant the seeds or seedlings. You would not plant the This goes to the heart and soul of character. If you are seedlings without watering them and weeding them onto secure within your own skin you will do the right thing in harvest. If you leave out a step in the cycle, what happens? your business. It is about the man who visiting his wife You produce nothing and thus you have failed. SLA has many stricken with Alzheimer’s day after day in the nursing home steps you must follow to marry tradition with safety. They are long after she ceased to know who he was, responded to a Continued on page 14

AUGUST 2010 13 IIMC N EWS D IGEST

TAMING THE MOON… …Continued from page 13 question as to why he continued to visit “... because,” he said, change, the courage to change the things that I can and the “I know who I am.” wisdom to know the difference. Having character is about standing authentically in the Things go awry in this world, key signs can be missed. midst of an imperfect world. The world is bewildering in That doesn’t mean avoiding responsibility and accepting that different ways than it was in the past. Sometimes we miss the perhaps a clear picture has yet to emerge of what is victory and trends. We must learn to adjust. High ethical standards must what is defeat. be developed and agreed to by all stakeholders and its Protecting your organization is number one no matter the governing entity. The age old test applies: is it right or is it particular role you play. But remember, with organizations and wrong. You know the answer. An age old question: Do with individual leaders, there are second acts and recovery is ethical standards change over time? I do not believe they do possible if you find yourself in the middle of a disaster. but your reactions and activities may change because of the America is an interesting place today. With increased scrutiny increasingly important role that perception plays in reputa - comes more skepticism and perhaps even more forgiveness. tional risk. With the proliferation of information and the As Margaret Mitchell famously said: you don’t know what tendency to put complex matters into sound bites people a burden it was until you lose your reputation. In the end, simply do not have the patience or time to sort through and Atlanta was burned to the ground but came roaring back to grasp the “real” reality. Never in our history has this been once again become one of America’s great cities. So can more true: Perception is reality — beware. reputations. -SERENITY My gift to you is the compass: Communicate, Operate In the famous prayer by Reinhold Niebuhr that has so with a plan, Marry tradition with safety, pay attention to saturated the popular market that it has made it to the high Personnel, Assume responsibility, Secure your organization and vestige of becoming a refrigerator magnet: the Serenity Prayer: in the end have the Serenity to know that you did the right God, grant me the serenity to accept the things I cannot things and grew for the experience. Your work is important. Follow these steps and stay firmly in the safety zone.

Editor’s Note: Sylvia Lovely is President of Sylvia Lovely & Associates. You can contact her at: [email protected] or at 859-339-1065.

Nashville Trivia

Q. On what Eve was Nashville founded? Q. Name the 7th and 11th presidents that lived in the Nashville area. Q. What is the shape of the driveway at President Andrew Jacksons home Hermitage? Q. Which Nashville captain gave the American flag its most famous nickname? Q.What was the original name of the Grand Ole Opry? Q.What was the longest home of the Grand Ole Opry? Q. Who was the King of Country? Q. Who is Mr. Guitar? Answers on bottom of page 21

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Congratulations On Achieving Your Certifications

MEMBERS EARNING THE CMC Jamie L. Palmer, CMC Vivian L. Chiu, CMC DESIGNATION IN THE MONTH OF Martha S. Wilson, CMC Angelina Andrelus, CMC APRIL 2010: Marjorie C. Whalen, CMC Cynthia A. Berardi, CMC Sara J. Seney, CMC MEMBERS EARNING THE MMC Patricia Hawrot, CMC Bernice K. Dixon, CMC DESIGNATION IN THE MONTH OF Sarah Bydalek, CMC Anita S. Tekle, CMC APRIL, 2010: Charlene M. Smollen, CMC Lorinda D. Sciara, CMC Catherine Lee Bartholomew, CMC Lisa Purvis, CMC Elizabeth A. Neville, MMC MEMBERS EARNING THE MMC Sandra Novoa, CMC Sharon L. Young, MMC DESIGNATION IN THE MONTH OF Terri L. Lillard, CMC Mabel V. Washington Jenkins, MMC MAY 2010: Connie J. Keeling, CMC Denise Jernigan-Bush, MMC Nancy D. Jackson, CMC Dale F. Martin, MMC Jeanette Williams, MMC Dora P. Perry, CMC Clara Welch, MMC Claire G. Sarradet, MMC Sarah C. Roberts, CMC Deborah R. Presson, MMC Juana I. Laur, MMC Linda E. Simpson, CMC Emily C. Colborn, MMC Allison Spietz, MMC Charlotte A. Kranenburg, CMC Rae Baker Gipson, MMC Janice L. Unger, MMC Laura M. Bell, CMC Janice M. Malinowski, MMC Dian Flinn, MMC Corene A. Hall, CMC Jennifer L. Naismith, MMC Linda Weishaupt, MMC Pamela J. Russell, CMC Donald Wilcoxen, MMC Marcia A. Jeske, MMC Kathy Teixeira, CMC Angela Y. Brunke, MMC Kristina Ortiz, MMC Angelina Andrelus, CMC Joseph Bridgman, MMC MEMBERS EARNING THE CMC Annabelle H. Aguilar, CMC Lee Ann O’Connor, MMC DESIGNATION IN THE MONTH OF Dawn R. Bullwinkel, CMC Ruth A. Ryun, MMC JUNE 2010: Cindy Vorwald, MMC Mary Ann Liner, CMC Lisa H. Anglin, CMC Vicki Schneider, MMC Orfadina Castruita, CMC Cynthia B. Patterson, CMC Caroline L. Burmaster, MMC Toni M. Coates, CMC Cindy H. Trang, CMC Diane J. Hermann-Brown, MMC Kelly D. Morse, CMC Laura Nicholson, CMC Margie Brown, MMC Pamela J. Greytak, CMC Suchada Anita Chapanond, CMC Ann Kurasaki, MMC Patricia Hawrot, CMC Melissa Collins, CMC Alisa D. Lewis, MMC Cheryl L. Chasteen, CMC Diana S. Kade, CMC Laurie Darcus, MMC Melissa H. Williams, CMC Sandra Alexander, CMC Annge Klinger, CMC Marc Lemoine, MMC MEMBERS EARNING THE MMC Lesslie B. Keeling, CMC MEMBERS EARNING THE CMC DESIGNATION IN THE MONTH OF Marion P. Paad, CMC DESIGNATION IN THE MONTH OF JUNE 2010: Sonja Buffa, CMC MAY, 2010: Lori McWilliams, MMC Deborah L. Muller, CMC Evelyn D. Roig, CMC Janice M. Costner, MMC Tracy A. Kotecki, CMC Jane C. Smith, CMC Jeremy A. Reale, CMC Michelle S. Barber, CMC Virginia L. Szymski, CMC Janet D. Hill, CMC Cindy J. Nelson, CMC Jenny C. Redden, CMC Teri A. Colvin, CMC Kathleen M. Conley, CMC Kara Zabilansky, CMC Rachel Lara, CMC Kelly Ek, CMC Lourdes Sy-Rodriguez, CMC

AUGUST 2010 15 IIMC N EWS D IGEST Hitting the High Notes

Nashville, Tennessee May 8 - 12, 2011 in Education IIMC 2011 65th Annual Conference Just the mention of Nashville, Tennessee brings to mind images of "Music City USA." But Nashville isn't just where the music is played - it's also where music is made, and that culture of creativity puts its mark on every aspect of this vibrant city. The 65th IIMC Annual Conference Clerks from around the world will find a City that resonates with life and Preliminary Program will be mailed vibrates to the beat of every type of song. It's a town that sizzles with and available to download in American music, Southern hospitality, delicious regional cuisine, and a bound - November. The Program will be less spectrum of entertainment options. It is steel magnolias and downtown mailed to IIMC members: skyscrapers, Greek architecture and great shopping, a hip nightlife and an • Who have attended at least ONE exciting sports environment, a tribute to the past and a look toward the future. conference since 2005 through It's a delightful mix of old and new ... and it's all awaiting IIMC delegates who 2010. come to experience this unique American city. • In Region V • In Region X (CANADA) • In Region XI (OUTSIDE NORTH AMERICA)

For more information, contact Executive Director Chris Shalby at [email protected]

Gaylord Opryland Atrium

Ten major airlines serve the City at the Nashville International Airport, making it an easy destination for international as well as domestic travelers. Nashville is located within a day's drive of 50 percent of the U.S. population and is easily accessible via three interstate highways that intersect in downtown Nashville. Proud Sponsor of Education Clerks will be "Hitting the High Notes in Education" at the magnificent Gaylord Programs and Opryland Hotel as its 2011 Conference headquarters. Comfortable shoes and a Speakers

2010 Annual Conference Sponsors

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camera are a must, as Delegates venture through nine the full-sized replica of the ancient Greek Parthenon, acres of lush gardens, waterfalls and winding paths en constructed in 1897 as the centerpiece of Tennessee's route to the hotel's Presidential wing for a week's worth of Centennial Exposition. Inside The Parthenon stands the top-notch general sessions and concurrent educational largest piece of indoor sculpture in the Western World, the offerings. 42-foot tall gilded statue of Athena, the Greek goddess of Delegates can hit some additional musical highlights by wisdom, prudent warfare, and the arts. The Parthenon attending a performance of the world's longest running also houses Nashville's art museum and a permanent live radio show, the "Grand Ole Opry," in the Opry House collection of works by 19th and 20th century American only a few steps from the conference hotel. Broadcast painters. over the airwaves from Music City for more than 80 years, shows will be performed on Tuesday, Friday and Saturday nights during the 2011 conference week. For a true Music City experience, visit the downtown Ryman Auditorium, the "Mother Church of Country Music," a National Historic Landmark which was home to the Opry for more than three decades and which has hosted over the years the greats of all genres: from Louis Armstrong to Bob Hope, from Bruce Springsteen to Houdini. Complete your Nashville experience by dropping into one of the honky- tonks where every musician who has ever come to Nashville - famous or otherwise - has played a tune at one time or another. You never know who you might hear The Hermitage, Home of President Andrew Jackson -Mike Rutherford there! Delegates must make time to visit The Hermitage, home of America's 7th President, Andrew Jackson, located only 3 miles from the conference hotel. The most authentic early presidential home in America, the antebellum mansion has been meticulously restored to its 1837 appearance, and costumed interpreters will share stories of Jackson, his family, and the once-prosperous 1,100-acre cotton plantation. Science enthusiasts will enjoy a visit to the Adventure The Parthenon - Gary Layda Science Center's new $21.4 million Sudekum Planetarium and Space Chase experience. Visitors can make a Nashville has also been known as the "Athens of the simulated moon walk, launch rockets, and learn to walk in South" since the 1850s for its dedication to higher a weightless environment. The planetarium has a 63-foot learning, which is the ideal site for IIMC's educational dome under which 6.5 million stars can be viewed. Or, for conference. Vanderbilt University affords Delegates a classical music lovers, a tour of the magnificent new beautiful location for a stroll through its campus, which in Schermerhorn Symphony Center is not to be missed, with itself has been designated as a national arboretum. Then, just across the street, history and culture come together at Continued on page 22

PREMIER

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family and moved to Maine where he lived in poverty until he Are You a died in 1811 and was buried in a pauper’s lot. Deborah was five when her father left and her mother Founding Mother? could not afford to care for all of the children so she “bound By Faith A. Elford, CMC/WCPC out” some of them. Deborah was sent to work in the home of Retired Clerk from Fort Atkinson, WI an elderly widow and later was sent to the home of a farmer, Member of the MCEF Board of Directors Deacon Jeremiah Thomas, father of ten sons. She spent the next ten years working alongside the boys doing farm chores. Women of the 17th and 18th centuries were definitely not Deborah (whose father was six foot tall) grew to be five foot treated as equals by the men of the time. The woman’s place eight inches, which is said to be almost a foot taller than the was in the home caring for the children and not much else. average woman of the day. Farm work gave her broad shoul - Certainly she had no voice outside of that home, especially in ders and more muscles than most women, providing the the realm of politics of the day. Or did she? I participated in stamina she would need to be an effective soldier. an Athenian Dialogue recently and the book we read was Some historic accounts say that Deborah attended school called Founding Mothers by Cokie Roberts. The author did a in the winter and others say, that as a farm girl of the time, she wonderful job of highlighting several of the women behind the received no formal schooling. Other accounts say that men that are considered the founding fathers of the United Deborah obtained an education through the ten Thomas boys, States. After reading this book, I believe that there would not who reviewed their studies with her in the evenings. Either have been any founding fathers had it not been for the way, it was noted that Deborah was an intelligent, spirited founding mothers. person and she refused to accept second-class citizenship. Cokie Roberts’ research into the women behind the men When Deborah turned 18 she actually became a school - gave me a whole new insight into just how our country was teacher. She also supplemented her income by spinning and formed and who really helped build it. From correspondence weaving at various places, including Sproats Tavern, a to husbands and actions and sacrifices made before, during gathering place for the men who discussed the battles of the and after the Revolution, I learned how the mothers, sisters, Revolutionary War. The tavern owner’s son became a Colonel wives and daughters of our country’s leaders influenced their in the Second Massachusetts Regiment. men. They influenced their opinions and ideas of what this Now, certainly being a schoolteacher and earning a living new country should be and physically fought beside them spinning and weaving was about the most that was expected of through the actual battles of the war under the most brutal of a woman of the time. And would ordinarily have been the conditions. end of the story but, of course, as history tells us; it wasn’t After the dialogue on Founding Mothers , we were given the enough for Deborah Samson. The Massachusetts Historical assignment of looking further into the life of a “Founding Society account says that her patriotism and the love of adven - Mother” from the Revolutionary era and then to find an ture finally got the best of her, and she dressed herself up as a example of a modern day woman with the same characteristics. man and enlisted. My thoughts, as a country girl that was Deborah Sampson was one of the tangential women that brought up with three brothers and no sisters, she was caught my attention in Founding Mothers. She was one of probably part tomboy and felt that a woman could do just a couple of women Cokie mentioned that physically went anything a man can do and that would fit in with her refusal into battle during the Revolutionary War. Sampson, which to accept second class citizenship. according to historians today should be Deborah “Samson”, Deborah was actually in the army for almost three years as actually went so far as to dress like a man and enlist in the Robert Shurtliff. Her fellow soldiers stated that ‘he’ fought army. bravely but they did tease him about the fact that he didn’t Samson was one of at least seven children born to have to shave. Deborah suffered a forehead wound from a Jonathan Samson and Deborah Bradford Samson. They were saber slash and was hit with a musket ball in the upper left a good couple but Jonathan was not a good business person front thigh in a battle near West Point, New York. She was and the family lived in poverty. Then, in 1766, the story was treated for the head wound at a field hospital but supposedly that Deborah’s father went off to sea and was lost. However, limped away before the thigh wound was discovered and she modern research has shown that Jonathon abandoned his removed the musket ball herself. However, the leg never

Continued on page 19

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ARE YOU A FOUNDING MOTHER… …Continued from page 18 healed properly and when she became sick with a fever another I researched a few military women to find a comparison to doctor discovered that she was a woman. Discreet arrange - Deborah Samson and found two interesting modern women ments were made and General Henry Knox honorably that entered the military and pushed their way up the ranks discharged Samson from the army at West Point on October after World War II and became the “first” women to reach the 25, 1783. heights in rank that only men had held before. Deborah returned home and went back to teaching. She BRIGADIER GENERAL WILMA L. VAUGHT married a farmer named Benjamin Gannett in 1785 and had Wilma L. Vaught was born in 1930 - a century after three children. A few years later, with the backing of Paul Deborah Samson’s death, in Pontiac, Illinois. She grew up on Revere no less, Deborah was granted a pension, with the order a farm near Scotland, Illinois the eldest of two daughters. She signed by then Governor John Hancock. One version of her also grew up working hard and she dreamed of having a tough story said she received 34 pounds plus interest and others say job some day that would allow her to be in charge. she started receiving $4 a month. Vaught graduated from college in 1952 when women were The State of Massachusetts not only gives her the distinc - supposed to be teachers, nurses, get married or be secretaries. tion of being the first woman to dress as a man and join the But what she really wanted to do was to be in charge. army, but also that she became the first professional woman However, Vaught found out quickly that there was no possi - lecturer. She was paid to speak to groups about her adven - bility of any real managerial advancement for a woman in the tures in the army and even dressed in her military uniform. corporate world. Wilma then read a U.S. Army recruiting The money helped to ease the financial burden at home. flyer that promised to give all recruits the opportunity to Deborah Samson Gannett died on April 29, 1827 at the become a manager and supervisor so Vaught was off to the age of 66. Her children were awarded compensation by a Air Force. special act of Congress, “for the relief of the heirs of Deborah Gannett, a soldier of the Revolution, deceased.”

Continued on page 20

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ARE YOU A FOUNDING MOTHER… …Continued from page 19 Vaught was commissioned as a second lieutenant in Distinguished Service Medals, the Air Force Legion of Merit, January of 1957 and worked her way up from there. She the Bronze Star, and the Vietnam Service Award with four commanded the Women in the Air Force Squadron Section. stars. In addition, she was the first woman to command a unit She also became the first woman to deploy with a Strategic Air that received the Joint Meritorious Unit Award. Command operational unit when she served a temporary tour Vaught also fought another war during her career - as a of duty as executive officer and chief of the Management woman in the military, she said she was constantly dealing Analysis Division. Vaught served in Saigon during the with antagonism, limitations, and doubts about her abilities Vietnam War in the Office of the Deputy Chief of Staff, that were imposed by her male colleagues. In an interview in Comptroller, Military Assistance Command. She was one of 2007 Wilma stated that personally the biggest problem she only four women stationed there. She also served as chair of encountered directly was the restroom situation. Many build - NATO’s Women in the Allied Forces Committee and was the ings in many military installations only had men’s rooms so senior woman military representative to the Secretary of they would say she couldn’t work here or there because there Defense’s Advisory Committee on Women in the Service. On was no woman’s bathroom. She asked if there was a door on September 8, 1980, Vaught became the first woman in the the restroom and they would say yes and she would tell them, comptroller field to become a brigadier general; her father “No problem.” attended the ceremony and pinned the star on her shoulder. In Vaught was outspoken about the controversial issue of 1982 she was appointed commander of the U.S. Military women serving in the armed forces. When asked how she Entrance Processing Command headquartered at Great Lakes, would respond to those who say that women are the creators Illinois. and sustainers of life, and that those who are the creators and Vaught retired in 1985, one of only three female generals sustainers of life should not be on the frontlines, that it is not in the U.S. Air Force and one of seven female generals in the for them, it’s not good for society. Brig. Gen. Vaught said, U.S. Armed Forces. During her career she received numerous “Well, my observation is that biologically, it takes two to military honors, including the Defense and Air Force create. Men have just as much responsibility for children as women do. And, of course, there are instances now that we have men who decide to stay home and take care of the children while their wives work at a career. So I think the important thing and the direction we should be moving is that people have an opportunity to decide what works best for them.” MAJOR GENERAL JEANNE HOLM Another woman I found and wanted to mention was Major General Jeanne Holm, who actually just died on February 15, 2010, at the age of 89. Holm was described as only five foot three but with a big voice. She started out as a truck driver in the Women’s Army Auxiliary Corps (WAAC’s) in WWII and by 1971 was the first Air Force woman to be promoted to Brigadier General and two years later became the first woman to become a Major General. General Holm is recognized as the driving force behind the successful movement for women achieving equal opportu - nities and equal rights in the military. She has been credited with being at the apex of major increases in opportunities for women in the military. After she retired Jeanne actually wrote a book called, “Women In the Military: An Unfinished Revolution.”

Continued on page 21

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ARE YOU A FOUNDING MOTHER… …Continued from page 20 I can’t help but debate in my mind who was actually more report did state that it will be a little while before we actually of a founding mother - Deborah Samson or the women like see a female sailor on a sub; however, because there will need Jeanne Holm and Wilma Vaught. After all, Deborah actually to be a couple of modifications made to the submarines first. hid the fact that she was a woman, so she wasn’t harassed by I wonder if that means there will be some additional her fellow soldiers for anything but the fact that she never had bathrooms installed! There’s one more branch for that “Tree.” to shave. She was praised by her fellow soldiers for bravery in What does it take to be a founding mother? A person that battle. However, since both the State of Massachusetts and the makes a difference and influences the future. Do you need to Congress of the United States recognized Deborah Samson for be the person in charge or just a person who wants to be in her service to our country, I believe she can truly be said to be charge of his or her own destiny? You may work within the the one that planted the first seed that said women can be boundaries of your station in life to influence change or take equal to men not only in our country but in our military. charge and work to change the rules. A founding mother is a During Vaught and Holm’s careers recognitions also came leader even if she “or he” doesn’t hold the title. I think great through from the top. In 1967 military women were given leadership comes from the heart. You need to believe in new horizons of opportunity when President Lyndon B. yourself. Believe in your cause. I think clerks all over the Johnson signed into law a measure that allowed women to be world are “Founding Mothers”. We may not be the manager promoted to the level of generals and admirals. The new law or top elected official of our municipalities but we do have the also removed the quotas that had previously been placed on power to be influential and figure out ways everyday to get our women to limit the number of servicewomen who could reach opinions heard and help to bring about change. Will your other ranks; thus, it allowed women a whole range of new grandchildren see your name in their history books some day? career opportunities in the military. Major General Holm also Maybe not but what we do today can certainly shape the credits President Nixon who ended the draft and created an future they will live in tomorrow. all-volunteer army. Holm said that womanpower was essential to its success. It has definitely been a very slow growing seed that was planted by Samson and the “Tree of Equality” is not full- grown yet. Major General Vaught stated in that 2007 inter - view that a young female soldier currently serving in the Iraq war told her that when she arrived in country, a male sergeant told her they didn’t want any women there. So no matter how far we have come, there is still room for improvement. I did have to smile when I caught a report on Good Morning America just recently that said Congress just passed a law that women will now be allowed on our submarines. The

Nashville Trivia Answers Continued from page 14

A. Nashville was founded on Christmas Eve 1779. A. Andrew Jackson and James K. Polk. A. The drive is in the shape of a guitar. A. Retired Captain William Driver brought his trusty flag "Old Glory" home to Nashville in 1837. A.The WSM Barn Dance. A.The Ryman Auditorium. A. Roy Acuff. A. Chet Atkins.

AUGUST 2010 21 IIMC N EWS D IGEST

Regional/Provincial/National News

ARIZONA The Arizona Municipal Clerks Association had their annual meeting July 22, 2010 during their Elections training.

New board members were sworn in as follows: Darcie McCracken, President; LuAnne Frost, Vice President; Lisa Garcia, Treasurer; Gaye Stidham, Secretary; and Mary Jo Waddell, Immediate Past President.

VIRGINIA The Virginia Municipal Clerks Association (VMCA) installed its 2010-2011 officers at their annual meeting in April in Manassas, VA.

The 2010-2011 officers are: President, Kathleen C. Buschow, CMC, City Clerk, City of Falls Church; First Vice President, Tammy W. Newcomb, CMC, Deputy Clerk, County of Brunswick; Second Vice President, Sandra H. (Sandi) Thompson, CMC, Deputy City Clerk, City of Virginia Beach; Secretary, Dawn Hobgood, CMC, Deputy Clerk, Town of Gloucester; Treasurer, Pamela L. Foshee, Deputy City Clerk, City of Newport News; and Historian, Kari Van Diest, Deputy Clerk of Council, City of Winchester. Nashville Highlights Continued from page 17 its 3,568-pipe organ, the building design having been inspired by some of the world's great concert halls. Nashville and the beautiful State of Tennessee are ready and waiting to welcome IIMC members and guests for an experience which will be music to everyone's ears. Come and discover

Adventure Science Center Adventure Tower - why music calls Nashville Peyton Hoge home! For more information about Nashville's sites and historical offerings, visit www.visitmusiccity.com/ and www.nashville.gov/mhc/index.asp.

22 AUGUST 2010 IIMC N EWS D IGEST

GREEN IMPROVEMENTS

In the midst of heat GREEN TEAMS waves and global warming, the Environmental “green” movement is becoming more ever- -Green Teams are popping up throughout local govern - present. Perhaps your city is now charging 50 cents per plastic ments and organizations to trend the amount of energy used bag used at the grocery store to encourage people to shop with within various communities and develop ideas to better sustain reusable canvas bags or maybe you’re noticing more hybrid cars power. The National Environmental Education Foundation’s on the road. With green improvements being made across the February 2010 study found that educating employees on country, it’s time that IIMC members become more environ - sustainable efforts is one of the best ways to decrease expend - mentally aware as well. As activists for local government, IIMC able energy. Start a Green Team within the office or your city members act as base model for their communities and can to raise awareness and create sustainable programs. thus, raise awareness on environmental sustainability and OPEN THE WINDOWS implement change to do so. Keep in mind that big efforts, During the summer months and even during the early fall, such as the installment of solar panels, aren’t necessary to the temperature rises to a scorching heat. It may seem obvious produce a difference in energy consumption; sometimes it only but it’s easy to forget that if you pull down the shades or open takes a small step to get a big result. a window, you could significantly reduce the need to rely on TURN OFF THE LIGHTS air conditioning to stay cool, and lower your office’s energy According to the Environmental Protection Agency consumption and electric bills. (E.P.A.), 30% of energy used in corporate buildings is wasted on standby power, resulting in higher emissions and wasted money. The term standby power refers to the energy that is consumed when a device is plugged into a wall, regardless of whether it is turned on or off. Remembering simple steps as unplugging these unused electronics, such as computers or the coffeemaker, turning off the lights and shutting down power strips will save you energy and hundreds of dollars per year. GREEN COMPUTERS If you’re looking to buy a new computer system, the E.P.A.’s Energy Star Program labels standardized certification of green electronics that will save energy usage and cost. Since computers generate a great deal of power throughout the day, Energy Star products go into a low-power sleep mode after a certain time frame of inactivity. But before disposing your old electronics down the trash chute, contact a local electronic waste program that will properly recycle or donate your unwanted items. http://www.energystar.gov SAVE THE TREES Such online applications as Google Docs offer a group of people individual access to group documents for revision and editing. Not only does this save you time from emailing documents back and forth between people, but it also elimi - nates the need to pass around hard paper copies for editing. www.gmail.com

AUGUST 2010 23 IIMC N EWS D IGEST IIMC REGION OF THE MONTH 2010

MASSACHUSETTS REGION I The Massachusetts Town Clerks Association incorporated July 28, 1954, and the current president is Theodora (Tedi) K. Connecticut, Maine, Eaton, MMC. In 1979 this single mom began a part time position as Committee Secretary in Needham and just three Massachusetts, New short years later was elected Needham Town Clerk. Tedi has been re-elected ever since, including most recently on April 13, Hampshire, New York, 2010. Tedi began attending IIMC conferences and Academy courses in 1982 and earned her CMC in 1985. She also holds Rhode Island, Vermont a Massachusetts Municipal Clerks Association certification. Tedi is active in the Massachusetts Town Clerks Association Editor's Note: IIMC's Membership Committee wrote this article as having held the positions of Editor of The Public Recorder one of their goals for the 2010 - 2011 year. This article is one in a (for 16 years), Secretary to the Executive Board, 2nd Vice series of IIMC Region of the Month Articles the Committee will be President, then 1st Vice President, before becoming President. writing to promote and distinguish members in each IIMC region. Tedi just finished serving her first year of a two-year period as These members will include acclaimed Clerk of the Year recipients or President of the Massachusetts Town Clerks Association and is Association Presidents. glad to be able to contribute to the association and bring new CONNECTICUT clerks into the fold so they can learn and grow in their positions of Town Clerk. The Connecticut Town Clerks Association selected East Haven Town Clerk Lisa Leary as the 2009 Clerk of the Year. Serving the second year of a two-year term is the President Lisa served as the Town Clerk for many years and retired in of Massachusetts City Clerk's Association Russ Malone, CMC November 2009. of the City of Waltham. Russ was elected by the Waltham City Council in 2001 and has continued as the city's elected MAINE clerk since. He has brought many innovations to the city as The first Maine Clerk of the Year Award was handed out part of his incumbency including modernizing the voting in 1991 to Brenda Caldwell of Gorham. Since 1991, the process by earning a state grant to purchase AccuVote award has been presented to a total of 16 recipients. The 17th machines, imaging vital records, and cross-training his staff of recipient was announced at the Association's 73rd Annual eight employees. Russ has earned a Masters in Management Business Meeting held at the Augusta Civic Center on and holds Certified Municipal Clerk status. The Massachusetts October 8, 2009. The Clerk of the Year Committee was City Clerks' Association works closely with the Massachusetts honored to welcome its newest committee member, Nancy Town Clerks' Association on statute changes regarding voting, Nichols, the 2009 Main Clerk of the Year from "The Star vital records, ethics reform, and most recently a new law effec - City," Presque Isle. Nancy began working as a Municipal tive July 5, 2010, regarding open meeting law. Russ supports Clerk in 1998 and was certified as a Maine Clerk in 2005. professional education, earning his CMC in 2003 and attends She is a member of New England Association of City and conferences of the larger Town Clerk Association in his state. Town Clerks, and was appointed just this year as a Dedimus NEW HAMPSHIRE ASSOCIATION Justice. The Rookie of the Year Award was created in 2002 to recognize the work of someone who has served as a municipal The New Hampshire City and Town Clerks Association clerk for five years or less. This year's recipient, Lubec Town President is Debra Clark. Debra has been on the board Clerk Betty Case, was nominated by her town manager, who approximately 7 years, serving as Regional Co-chair, 2nd Vice commented that it is hard to believe Betty has only held the president, and then 1st Vice President before being sworn in position for about five years, given everything that she has September of 2009 as President. Debra is enjoying her one- accomplished for her community. Betty received her Maine year presidency term with the NHCTCA and hails from municipal clerk certificated in 2008. Her community is the Charlestown where she has been the Town Clerk and Tax easternmost town in the nation, where the sun first rises on Collector since 1989. the United States of America. (From The New England Clerk , Winter 2010)

Continued on page 25

24 AUGUST 2010 IIMC N EWS D IGEST

REGION I… …Continued from page 24 NEW YORK ASSOCIATIONS Town of Wilson. The 2010 Town Clerk of the Year is The New York State Association of City and Village Kathleen Cory, Town of Lewisboro. Kathleen has served as Clerks named Brian Ridgway, CMC Garden City Village the Lewisboro Town Clerk since 1982. Clerk, as the Village Clerk of the Year. Brian has been Clerk VERMONT in the Village of Garden City since 2000. Prior to that, Brian The Vermont Municipal Clerks and Treasurers Association served as Clerk and Treasurer for the Village of Mineola. A Town Clerk of the Year is Sandra Pinsonault, CMC of Dorset member of the Garden City Fire Department for 31 years, where she has been the Town Clerk since first being elected in Brian served as Chief from 1998 to 1999. Brian is the March 2005. Prior to that, she served as the Assistant Town Immediate Past President for the New York Association of City Clerk in Manchester. Sandra is not only a Certified Municipal and Village Clerks and currently serves on their Legislative Clerk, but also a Certified Vermont Clerk. Sandra was Committee and Nominating Committee. honored as VMCTA Clerk of the Year October 2009 at the New York State Town Clerks Association selects one clerk association's annual meeting. Nominated by her peers in part from each of the ten districts to be recognized as District Town by her commitment to educating fellow clerks (Debra was Clerk of the Year. From this group, one clerk is chosen and Chair of Curriculum on the VMCTA Education Committee), given the prestigious honor of the Town Clerk of the Year. she continues to be enthusiastic about her position and The 2010 District Town Clerks of the Year are: District 2 - commitment to the profession, declaring " It's good to go to Kathleen Cory, Town of Lewisboro; District 3 - Patricia work every day, loving what you do!" Favreau, CMC Town of Berne; District 4 - Mary Ann Dineen, Town of Fairfield; District 5 - Mary McMahon, Town of Continued on page 26 Wilna; District 6 - Gail Springer, Town of Union; District 7 - Sharon Miller, Town of Bristol; District 9 - Patricia Gilmett, Town of Harrietstown; District 10 - Wanda Burrows, CMC

AUGUST 2010 25 IIMC N EWS D IGEST

REGION I… …Continued from page 25 RHODE ISLAND Visit these Region I Websites for additional information on The Rhode Island Town and City Clerks Association upcoming educational seminars and conferences: President Margret (Peggy) Long, CMC has served the Town of New England Association of City and Town Clerks Scituate for four terms and is seeking re-election for a fifth http://www.newenglandclerks.org/ term. Peggy also serves as Vice President of the New England Connecticut Town Clerks Association City and Town Clerk's Association. Among her many achieve - http://www.ctclerks.com/ ments, Peggy was appointed by Governor Carcieri to sit as the Massachusetts Town Clerks’ Association only Town Clerk on the Rhode Island Historical Records http://www.newenglandclerks.org/content/121/212/default.aspx Advisory Board. Peggy has done much to improve and Maine Town and City Clerks’ Association modernize the Town Clerk's Office. http://www.mtcca.org/ New Hampshire City and Town Clerks Association http://www.newenglandclerks.org/content/125/default.aspx Region I Membership Breakdown The New York State Association of City and Village Clerks http://www.nysclerks.com/nysacvc_index.html 7/31/2010 Members CMC’s MMC’s Rhode Island Town and City Clerk’s Association http://www.newenglandclerks.org/content/127/161/default.aspx Connecticut 110 50 9 Vermont Municipal Clerks’ and Treasurers' Association Maine 34 20 5 http://vmcta.org/ Massachusetts 159 81 19 New Hampshire 18 11 0 New York 245 86 15 Rhode Island 57 29 2 Vermont 33 11 2 Total 656 218 38 W NE

REGION I DIRECTOR - Term Expiration - 2012

JAMES G. MULLEN, Jr. Town Clerk Town of Milton 525 Canton Avenue Milton. MA 02186 P: (617) 898-4859 F: (617) 696-6995 [email protected]

REGION I DIRECTOR - Term Expiration - 2013 LINDA L. SPENCE, MMC Town Clerk Town of Manchester P.O. Box 830 Manchester Ctr, VT 05255-0830 CANADA P: (802) 362-1315 F: (802) 362-1315 [email protected]

26 AUGUST 2010 IIMC N EWS D IGEST

Maryanne Fair, MMC, Deputy City Clerk of the City of Why There Is O’Fallon, who is on our Technology Committee, reports that Webmaster Kari Haas, CMC, City Clerk of Mascoutah, has A Me In Mentoring placed an area on the Municipal Clerks of Illinois’ website so By Mary L. Haynes, MMC, City Clerk/ clerks can download and share sample ordinances. All we will Town Clerk, Peoria, IL have to do is go to the Members Login section, and download Past Chair, IIMC Mentoring Committee whatever sample ordinances, etc., any another clerk would like to share. This is just another example of “Clerks making it work!” We’ve all said it.... the best thing about being a Clerk is networking with other Clerks and sharing ideas. That’s why I Tom Pavlik, CMC, Berwyn City Clerk, says it well, love mentoring. Mentoring helps one connect with so many “Thanks for sharing; it’s always good to have more than one Clerks in various stages of their careers. I continue to learn example to work with.” from both new and experienced clerks, and I hope they learn Mentoring can be with a whole group in one setting. from me. Attending IIMC Annual Conferences greatly From time to time our new clerks asked for another Basics enhances one’s networking and mentoring opportunities. It’s Seminar, which I established in Illinois in 1990. So in fun to learn from clerks in other countries and all over the US. February of 2010, Clerks from our Central Illinois Municipal Many of us eagerly attend State Institutes and Seminars to Clerks Organization, our regional association, put on a day- share ideas. And then there is email, IIMC’s Clerk-List, and long seminar covering just the basics and our new FOIA law, State Message Boards...sharing ideas becomes easy in today’s which was passed this year and was causing a great deal of technological world. concern among new clerks. We included a visit to the Peoria However, the economy of 2008 and beyond has greatly Clerk’s office where we could show first hand how we index impacted municipal budgets and resulted in deep budget cuts the Council record; how we utilize computerization to conduct for many. Many of our clerks report they cannot attend State our research requests; and how we maintain our records Institutes and/or Seminars or IIMC’s annual conferences. So management program. what to do? “I’ve been looking for a seminar such as this ever since I I have a mentor/mentee relationship with Michele got appointed five months ago. Thanks for conducting it!” Figuerola from Pingree Grove, IL. She contacted IIMC and was the common theme of our thank you responses. said she would like to know more about her responsibilities, Unfortunately, we had a snow storm that day and some were since she was newly appointed. Janis Daudt, our excellent not able to travel. We put the entire seminar handouts and IIMC liaison, put her in touch with me, since she is in our power points on a CD and shipped them out. We had several State. It’s that easy! clerk presenters from our organization who all brought different skills and experiences and examples to the day-long Michelle and I have shared phone conversations and session, and we have had many requests for a repeat session. emails; and she attended my class, “Power Up” at Institute From that session, also, clerks had the opportunity to pick up where we had a chance to chat personally. Our goal was to business cards and develop their own relationships with our have an in-house session, but both our travel budgets have presenters. been cut. Because I have been privileged to present at the State and International Levels and have many power points on Each of us has our own style of networking with our many subjects, I sent several power point presentations to mentees, but Ken Bays, MMC, former clerk and now Mentee Michelle in the hopes that these will answer questions Administrator from Morgan’s Point, Texas, tops us all: he even and yet keep us in touch, in spite of our budgetary issues. sent his IIMC Florida mentee flowers...talk about connecting! She reports this has been very helpful. Ken’s observations are, “My experiences mentoring have been more traditional, using email and telephone. I usually email Mentoring can be as close as your computer: IIMC has every two weeks or so, to say “Hello” and remind the mentee the Clerk List and we encourage each of our members to sign of my availability to answer questions. I also call, the mentee, up for it. I love reading the questions and answers and learn usually, monthly, to maintain a closer, personal relationship, from all those participating. In Illinois we have the Municipal and let the mentee know I am interested not only in profes - Clerks of Illinois Trunkline Message Board on which we share sional growth, but their personal growth in their profession. answers, ideas and examples. It’s similar to IIMC’s Clerk List.

Clerks report that sharing makes their job so much easier. Continued on page 30

AUGUST 2010 27 IIMC N EWS D IGEST

MCEF PROGRAMS FOR MUNICIPAL SCHOLARSHIPS FOR IIMC DISTANCE LEARNING PROGRAMS CLERKS, AND STATE/PROVINCIAL MCEF will award up to 10 Scholarships to Municipal Clerks to participate in the IIMC Distance Learning Program. ASSOCIATIONS Priority will be given to individuals who have not yet received their Certified Municipal Clerk designation (CMC). The Municipal Clerks Education Foundation, the YOU MUST BE AN IIMC MEMBER TO QUALIFY FOR THIS fundraising arm of IIMC, offers the following programs SCHOLARSHIP. toward Municipal Clerks education: 1) State/Provincial Association Grants The criteria for applying for the scholarship is: • Applications by Municipal Clerks or related title; 2) Scholarships for Distance Education • Employed by a Municipality with a population under 15,000 as of 2000 census; STATE/PROVINCIAL ASSOCIATION • Access to a computer to do the program; GRANTS FOR EDUCATION • Scholarship must be used within one year of the award; MCEF will award up to four, $500 State/Provincial and Grants for Education. The State Associations may only use • Applications must be postmarked prior to the deadline. these Grants for educational purposes. The criteria to apply for The Scholarship will be awarded in December 2010 the Grant is: and must be used between January 1 and December 31, • Application by the State/Provincial President on the 2011. proper form; • Statement in 200 words or less what the Grant will be used for and why you feel it should be granted; DEADLINES FOR BOTH PROGRAMS • Grant must be used within one year of the award; and ARE MONDAY, OCTOBER 11, 2010 . • Applications must be postmarked prior to the deadline. Applications for the Distance Learning Program and the State/Provincial The Grants will be awarded in December 2010 and Association Grants are on page 29. must be used between January 1 and December 31, 2011.

Legends Club of Tennessee • Site of the Tennessee State Open and The 1997 United States Girls Junior Championship. • Thirty-six holes co-designed by Tom Kite and Bob Cupp. 19- acre practice facility with chipping and putting Greens. • Outstanding golf shop with rental equipment. • Extensive meeting and dining facilities. • Open seven days each week.

Nashville, Tennessee May 8 - 12, 2011 IIMC 2011 65th Annual Conference

Golfers - Legends Club -Robin Hood

28 AUGUST 2010 IIMC N EWS D IGEST MUNICIPAL CLERKS EDUCATION FOUNDATION 2011 State/Provencial Association Grant Application

State Association ______Name of President ______Telephone ______Street Address ______City ______State/Province ______Postal Zip ______E-mail address: ______I have attached a statement of 200 words or less explaining what the Grant will be used for and why the State/Provincial Association is deserving of the Grant.

Signature of Applicant Date

Return completed application to: Municipal Clerks Education Foundation 8331 Utica Ave., Suite 200 • Rancho Cucamonga, CA 91730

Application must be postmarked by Monday, October 11, 2010

MUNICIPAL CLERKS EDUCATION FOUNDATION 2011 Distance Learning Scholarship Application

Name ______Title ______Municipal Emplorer ______Population ______Street Address ______City ______State/Province ______Postal Zip ______Telephone ______E-mail address: ______MUST BE AN IIMC MEMBER TO QUALIFY FOR THIS SCHOLARSHIP I attended 0 1 2 3 (circle one) years at an IIMC Institute. I have access to a computer to do Distance learning at: ___ the office ___ at home ___ other. If other, please explain ______I (check one) ___ have ___ have not received a previous Distance Learning Scholarship. If yes in what year (s) ______.

Signature of Applicant Date Return completed application to: Municipal Clerks Education Foundation 8331 Utica Ave., Suite 200 • Rancho Cucamonga, CA 91730 Application must be postmarked by Monday, October 11, 2010

AUGUST 2010 29 IIMC N EWS D IGEST

WHY THERE IS A ME IN MENTORING… …Continued from page 27

This also helps build and strengthen the mentee’s confidence and desire to ask tough questions. Since the City Clerk position is so unique (none of us grew up thinking or saying “I want to be a City Clerk”, I have found reluctance on the part of some mentees, new to City service, to ask what may really be on their minds. This personal contact helps, I believe, to build trust and helps the mentee to ask those tough questions. I emphasize that many Clerks started with little or no knowl - edge about the profession and that we can often learn more quickly and efficiently if we make use of the knowledge of others. Finally, I point out the availability of IIMC and State Associations, as resources. I also will put the mentee in contact with another City Clerk if (most often) she is not comfortable discussing a topic with me.” Even our knowledge knights (those retired Clerks on the IIMC Mentoring Committee) provide assistance to newer of knowledge needed for the job of municipal clerk means no clerks! It’s great to see their involvement on the IIMC one has a corner on all the answers...each of us learns from the Mentoring Committee. They hold reunions for retired clerks other! Why not share your knowledge with others? Sign up and keep the networking going. to be a mentor or mentee today! That old saying is really true, “no man is an Island; no To sign up tody, go to: www.iimc.com/index.aspx?nid=125 man stands alone”... and that is never truer than with those Clerks who are enjoying mentoring relationships. The depth

30 AUGUST 2010 IIMC N EWS D IGEST RecruitRecruit A NEW MEMEMBERMBER to

Encourage a clerk colleague to join IIMC...and you could WIN a $250.00 gift card! Recruit a new IIMC Member between July 1, 2010 to Dec. 31, 2010 and your name will be entered in a drawing to win a $250.00 American Express, Visa or MasterCard prepaid gift card. Why should you recruit? YOU are the greatest testimony to the value of an IIMC membership and by sharing that value with your colleagues, you will... • Enhance the power of your profession • Strengthen The International Institute of Municipal Clerks • Expand your network of clerk professionals • Earn recognition in the News Digest

Receive a chance to win a $250.00 AE/V/MC prepaid gift card!

Call Tammy Schultz, Member Service Janis Daudt, Director of Member Services Questions?? Representative ([email protected]) OR ([email protected]) at (909) 944-4162. To recruit a new member, you must use the “RECRUIT-A-NEW MEMBER APPLICATION” found on page 32 and on the IIMC web site www.iimc.com. Membership is for one year. IIMC News Digest subscription is included in membership dues. This campaign is for brand new members only and cannot be used with any other IIMC membership campaign.

Have you visited the NEW IIMC Website Yet?

Why not take a minute to visit IIMC’s NEW website and view all the new information and services that are right at your fingertips.

AUGUST 2010 31 IIMC N EWS D IGEST

RECRUIT-A-NEW-IIMC MEMBER MEMBERSHIP APPLICATION

International Institute of Municipal Clerks 8331 Utica Ave., #200 • Rancho Cucamonga, CA 91730 • (909/944-4162) • FAX (909/944-8545) PLEASE COMPLETE ENTIRE FORM PRIOR TO RETURNING TO IIMC

K Mr. K Ms. Name Title

Municipality (city, village, town) Municipal Pop. Municipality Website

Mailing Address Shipping Address

Municipality State/Province ZIP/Postal Code

Business Phone ( ) FAX ( ) Country

Work E-mail Home E-mail

Home Address Home Phone ( )

City State/Province ZIP/Postal Code K I was previously an IIMC member in: (Municipality) (State/Province) K Enclosed is CHECK for $ (payable in U.S. Funds to IIMC) Signature Date K AE/VISA/MC# Exp. date Signature Total amount charged

I hereby swear & affirm I am eligible for the membership classification of (insert member type)

Signature Date

Recruited By: ______Date:______Municipality: ______State/Province______

MEMBERSHIP DEFINITIONS FULL MEMBER Full members are Municipal Clerks, City Secretaries, Recorders, Legislative Administrators and Directors of Corporate Services and/or an individual who serves a Legislative Government Body (LGB) in an administrative capacity with management responsibilities and whose duties include four of the following: • General Management • Records Management • Elections • Meeting Administration • Management of by-laws, Articles of Incorporation, ordinances or other legal instruments • Human Resources Management • Financial Management • Custody of the official seal and execution of official documents. ADDITIONAL FULL MEMBER Additional Full Members are fully qualified members from the same organization. This would essentially be Deputy Clerks within the same City, but could be other individuals provided they would qualify under the definition of Full Member. A city must have one Full Member before they would be eligible to have Additional Full Members. ASSOCIATE MEMBER Associate Members are individuals serving a legislative body in a capacity not previously defined. In other words if someone serving a legislative body does not qualify for Full Membership they would be able to join as an Associate Member. Associate members DO NOT have the right to vote, hold office or obtain certification, but they can take advantage of education programs and should they eventually assume the job of Clerk or Deputy, they could then apply for certification. A Full Member who is in transition (between jobs) would automatically become an Associate Member until they reassume the position of Clerk. Associate members would also pay a lower fee. CORPORATE MEMBER Corporate Members are those companies that find it advantageous to be affiliated with IIMC. They would not have any voting rights nor could they hold office or be certified. ANNUAL DUES Full Member Population • Additional Full Member ...... $75 • up to 20,000 ...... $125 A portion of your annual dues • Associate Member ...... $75 goes toward publishing • 20,001 to 200,000 ...... $165 • Retired ...... $25 • Over 200,001 ...... $225 and distributing the monthly News Digest. • Corporate Member ...... $600 • Outside North America . . .$50 • Overseas Associate Member . . .$50 7/09

32 AUGUST 2010 IIMC N EWS D IGEST

AUGUST 2010 33 IIMC N EWS D IGEST

September 7-10 October 27-29 City Clerks Association of California Technical Track for Clerks (TTC) South Carolina Municipal Finance Officers, Clerks & Treasurers Association Institute (Series 200), University of Riverside Extension Campus, Joint Annual Meeting, Hilton Oceanfront Resort, Hilton Head Island, SC Riverside, CA November September 15-17 Alabama Municipal Management Training Institute, Birmingham, AL Oregon Association of Municipal Recorders () Annual Conference (Academy 9/15), Keizer, OR November 5-6 IIMC Board of Directors Mid-Year Meeting, (Board Development 11/5/10), September 19-24 Hilton/Qwest Center, Omaha, NE Municipal Clerks of Illinois Institute and Academy, and Annual Meeting (9/22), Springfield Hilton, Springfield, IL November 7 Municipal Clerks Education Foundation (MCEF) Mid-Year Meeting, Hilton, September 22-24 Omaha, NE Tennessee Association of Municipal Clerks Institute Academy November 17-19 October 13 - 14 Alabama Association of Municipal Clerks & Administrators 45th Annual West Virginia Municipal League’s 41st Annual Conference will be held at the Municipal Management Training Conference, Perdido Beach Resort, Orange Oglebay Resort & Conference Center, Wheeling, WV Beach, AL

October 14-15 December Texas Municipal Clerks Certification Program; Graduate Institute: Ethics; South Carolina Municipal Clerks & Treasurers Institute, SC Galveston Island Hilton, Galveston, TX December 8-10 October 15-17 League of California Cities New Law & Election Seminar, Monterey, CA The Society of Local Council Clerks (SLCC) Annual Conference, Durham, UK January 9-11, 2011 IIMC Region III Annual Conference, Marriott Charlotte Executive, October 20-22 Charlotte, NC Iowa Municipal Finance Officers Association Conference, Airport Holiday Inn, Des Moines, IA

October 25-29 City Clerks and Municipal Finance Officers Association of Kansas Certification Institute (Academy 28-29), Airport Hilton, Wichita, KS

October 25-29 Virginia Municipal Clerks Association Institute and Academy, Sheraton Oceanfront Hotel, Virginia Beach, VA

65th Annual Conference - 66th Annual Conference 67th Annual Conference - 68h Annual Conference - Nashville, TN Portland, OR Atlantic City, New Jersey Milwaukee, WI Sunday, May 8 - Sunday, May 20 - Sunday, May 19 - Sunday, May 18 - Thursday 12, 2011 Thursday 24, 2012 Thursday 23, 2013 Thursday, May 22, 2014

34 AUGUST 2010