News Digest™ June/July 2013 The Premier Organization for Municipal Clerks Since 1947

Meet the New IIMC President, Marc Lemoine, MMC …page 3 IIMC STAFF DIRECTORY BOARD OF DIRECTORS News Digest™ ADMINISTRATION PRESIDENT • Executive Director Marc Lemoine, MMC, Winnipeg, Manitoba, Canada Professionalism [email protected] In Local Government Chris Shalby [email protected] PRESIDENT ELECT Through Education Brenda K. Young, MMC, Nashville, Indiana Volume LXIV No. 5 ISSN: 0145-2290 • Office Manager [email protected] Denice Cox VICE PRESIDENT June/July 2013 [email protected] Monica Martinez Simmons, MMC, Seattle, Washington Published 11 times each year the News Digest • Finance Specialist [email protected]> is a publication of The International Institute of Municipal Clerks Janet Pantaleon IMMEDIATE PAST PRESIDENT 8331 Utica Avenue, Suite 200 [email protected] Brenda M. Cirtin, MMC, Springfield, Missouri Rancho Cucamonga, CA 91730 [email protected] • Administrative Assistant Chris Shalby, Publisher Maria E. Miranda [email protected] DIRECTORS - 2014 EXPIRATION [email protected] Vincent Buttiglieri, MMC -- II, Township of Ocean, New Jersey Emily Maggard, Editor EDUCATION [email protected] [email protected] Mary J. Kayser, MMC - IV, Garland, Texas • Associate Director of Education Telephone: 909/944-4162 • (800/251-1639) [email protected] FAX: (909/944-8545) Jennifer Ward Roxanne Schneider, MMC - VI, Dysart, Iowa E-mail: [email protected] [email protected] [email protected] • Communications Coordinator Kittie Kopitke, MMC - VII, Streamwood, Illinois Founded in 1947, IIMC has more than 60 years of experience [email protected] improving the professionalism of Municipal Clerks. IIMC Emily Maggard Donna Geho, CMC -- VIII, Glenrock, Wyoming has more than 9,500 members representing towns, small [email protected] municipalities and large urban jurisdictions of more than [email protected] several million people. • Verification Specialist Gail E. Pomroy, MMC -- X, Conception Bay South, NF, Canada A portion of your annual membership dues goes toward Ashley Carroll [email protected] publishing and distributing the monthly News Digest. [email protected] Samantha Shippen, CMC -- XI, Seaford, East Sussex, UK MEMBERSHIP [email protected] IIMC is affiliated with 49 U.S., & Nine Canadian Associations. • Director of Member Services National affiliations: DIRECTORS - 2015 EXPIRATION Janis Daudt • ATAM (Portugal) • JOSZ (Hungary) Shawn Cullinane, MMC - I, Lindenhurst, New York [email protected] • IAM (Israel) • SLCC (England) [email protected] • UDITE (Europe) • VVG (The Netherlands) • Member Services Representative Kelly J. Lovette, CMC -- III, Goose Creek, South Carolina • IMASA (South Africa) • SOLAR (Scotland) Tammy Schultz [email protected] • NAMCB (Bulgaria) • ADSO (England) [email protected] Patty Dupuis, MMC - IV, Breaux Bridge, Louisiana [email protected] Inside… Accounting & Association Terri Kowal, MMC - V, Auburn Hills, Michigan President’s Message...... 3 • Software Group [email protected] Winnipeg Deputy City Clerk Succeeds to President of IIMC...... 4 Pilar Archer Linda Rappe, CMC - VI, Kasson, Minnesota Thank You IIMC Board of Directors...... 6 [email protected] Thank You New Jersey and Host Committee Chairs...... 8 [email protected] Lana McPherson, MMC - VII, De Soto, Kansas Quill Awards...... 9 This Government Brought to You By...... 10 Computerized Business Solutions [email protected] Everyday Ethics for Local Officials Get ...... 12 • Doug Griffith Joann Tilton, MMC - IX, Manteca, California Your Public Meetings Back on Track [email protected] [email protected] ACLU Files Lawsuit Challenging Constitutionality Jaap Paans, MMC - XI, Rotterdam, the Netherlands of NSA Phone Spying Program...... 18 [email protected] Atlantic City Conference Spread...... 20 Candidates for the 2012 - 2015 IIMC Board of Directors...... 22 IIMC Inducts Seven Fellows Into DIRECTORS – 2016 EXPIRATION Athenian Leadership Society...... 25 Paul Bergeron, MMC, I, Nashua, New Hampshire 2013 Exhibitors, Thank You...... 26 [email protected], Institute Directors Award...... 27 Kimberley Rau, MMC – II, Laurel, Maryland Honorary Membership...... 27 [email protected] 2013 Goverance Award...... 27 Lynnette Ogden, MMC – III, Millport, Alabama Public Management and the Challenge of the Last Mile of Service Delivery...... 28 [email protected] Dolores A. Moore, MMC, VMCA 2013 Clerk of the Year...... 29 Lanaii Benne, CMC – V, Franklin, Tennessee VMCA Installs Officers at the Annual Conference [email protected] and Business Meeting...... 29 Nancy Vincent, MMC – VIII, Thornton, Colorado Must the Chair be Neutral...... 30 [email protected] Wind Industry Expands in Midwestern States...... 31 www.iimc.com Alice Attwood, CMC – IX, Tonasket, Washington Thank You Sponsors...... 33 Copyright 2013 by the Recruit-A-New Member...... 35 [email protected] Recruit-A-New-IIMC Member Application...... 36 International Institute of Municipal Clerks. Karla Graham, CMC – X, North Vancouver, BC, Canada Calendar of Events ...... 37 All rights reserved. [email protected]

2 June/July 2013 IIMC News Digest 3 Continued on page 5 Continued “The Municipal Clerk is the oldest of public servants “The Municipal Clerk is the oldest responsibility and As local government has grown in morning; either So hopefully that makes up for this me to serve Thank you for the honour of allowing It is important for IIMC to recognize that these are Clerk, this time from a Republican President, Ronald a Republican President, Ronald Clerk, this time from Reagan: responsive local and a critical part of efficient and careful safeguard- government. The accurate recording, records are vital func- ing, and prompt retrieval of public tions, without which effective local government could not exist. so has the role history, importance through the Nation’s a direct link of the Municipal Clerk. The Clerk provides by preserving records between past, present, and future decisions. for posterity and implementing governmental and more effectiveMunicipal Clerks also seek better in light of ways to perform these critical responsibilities world.” today’s the rapid technological advances of are mad at me. Wow, that or now both sides of the room like being married. this being President thing is kind of you as President of this great organization. IIMC is In 2012, memberships in a wonderful spot right now. continued to rise, educational certifications were being processed at a record pace, two new Institutes were approved to facilitate member education, financial reserves continue to grow and the mortgage owing on IIMC headquarters was down. the good days and now is the time to capitalize and grow the health and strength of our organization to better serve our members’ needs. Some of my recent predeces- sors in this position spent their entire terms as President rebuilding and dealing with crises involving lawsuits, finances and education. Their strong effective actions and leadership have put us in a great place, today. IIMC President, 2013-2014 IIMC President, President’s Message President’s MMC Lemoine, Marc And before I go any further, I want to correct a small And before I go any further, Canadians are similar to Americans, we just talk a And just to allay everyone’s fears about the evil fears about And just to allay everyone’s Winnipeg is a City of 750,000 souls located in the is a Winnipeg For those of you that I haven’t yet had a chance to For those of you that I haven’t June/July 2013 faux pas, (that’s French for mistake) that I made this faux pas, (that’s morning at the business meeting. I read a quote on the importance of the Municipal Clerk position, but it was from a Democratic President. I’m told that I apparently irritated half the crowd by doing so. So let me read another quote on the importance of the position of City little bit different, eh, and sometimes have to dress a bit who asked, we do have And yes, for everyone warmer. Polar Bears in Manitoba, but most of them do live just a little ways north of my house. Canadians coming in to take over IIMC, let me assure Canadians coming in to take over IIMC, the same as our US you that Canadian Clerks are much have 40 staff members in the City counterparts. We and we report directly Department in Winnipeg Clerk’s Our Council Manager. to Council, rather than to our City clerk an We is made up of a Mayor and 15 Councillors. meetings a average of 400 public council and committee hearings annually on year; undertake about 5,000 appeal issues; we manage property assessment values and other Freedom of Informa- records management and the City’s tion programs as well as maintain the City Archives; and we run the elections to hire our elected officials. And we provide all of our services in both of our official languages, English and French. heart of the continent about 60 miles due North of the heart of the continent about 60 miles Minnesota / North Dakota border. meet, I’m Marc Lemoine, from Winnipeg, Manitoba, meet, I’m Marc Lemoine, from Winnipeg, Canada. Editor’s Note: the following is President Lemoine’s acceptance acceptance Lemoine’s is President the following Note: Editor’s NJ, on Thursday, City, banquet in Atlantic speech at the annual May 23, 2013. Winnipeg Deputy City Clerk Succeeds to President of IIMC IIMC News DigestIIMC

Marc Lemoine, Lemoine is a strong advocate of the use of technology MMC, Winnipeg, Mani- to improve processes and reduce costs. Our City Clerk’s toba, Canada becomes Department has become a leader in Canada in using Institute’s 55th Presi- technology to better deliver results. Highlights include dent and Sixth Presi- implementation of E-Government systems including dent from Canada. online agendas, minutes and audio recordings for Council Winnipeg is a city and its committees; introduction of Automated Voting of 750,000 citizens Machine and online election technologies; and establish- located in Manitoba, ment of Electronic Data Records Management Systems Canada. Lemoine’s to ensure that electronic records are fully integrated into formal education includes a Bachelor of Computer record management processes. Science Honours and a Masters of Business Administra- As President, Lemoine’s intent to focus on true tion. His experience includes 20 years in Civic Govern- professional development for City Clerks including the ment including 6 years as Deputy City Clerk. exploration of emerging technologies, and the sharing He is a strong believer in the Clerk being an inte- of this information through conferences, newsletters, gral part of the decision-making process, providing both websites and e-mails for the benefit of all members. procedural and policy advice to both the Council and the Administration. © 2013 Laserfiche. Laserfiche

“How could you be a custodian of ® , Run Smarter Why... records and not want Laserfiche? “I love Laserfiche. It would be a disservice to your It makes my job ® Just Use Enterprise residents not to have it.” ten times easier.” , and Compulink Lori Sciara, Content Management Cindy Stracener,

Borough Clerk, Woodcliff Lake, NJ ® City Clerk, Benton, AR are registered trademarks of Compulink Management Center, Inc. All rights reserved. Software When You Can Love It? “We love Laserfiche. Find out why 5,000 municipal clerks “I just can’t say enough good We’ve told everyone already love Laserfiche enterprise things about Laserfiche. around here about it.” content management. Visit It’s such a time saver.” laserfiche.com/infodemocracy and Elizabeth Petalino, Judy Zurenda learn how Laserfiche can keep your Borough Secretary/Treasurer, , Borough of Leetsdale, PA Town Clerk, Town of Binghamton, NY municipality running smoothly.

4 June/July 2013 IIMC News Digest

President’s Message…Continued from page 3

Working with the entire board, we shall continue this successful, and that they continue to be able to attract leadership, focusing on the basic tenets of what IIMC our members. IIMC’s educational policies must match really stands for. what our members need in their current workplace and This includes focusing on the first “I” in IIMC, our be flexible enough to allow our Institute partners to offer international affiliations. The IIMC brand continues to what is required to meet both their needs and the needs grow strongly not only in the United States, but also in of our members. We had a wonderful Institute collo- many other countries including Israel, the United King- quium last Sunday with representatives from many of dom, the Netherlands, Belgium, South Africa and Canada. our Institutes, with much discussion and many ideas on We have Clerks representing no less than 10 different how to continue to improve on the health and wellness countries here with us in New Jersey. Region XI was the of our Institutes, with commitments made by both IIMC fastest growing region in IIMC in terms of percentage of and the Institute representatives to continue this ongoing new members added in 2012. Your Board of Directors at dialogue. its meeting last Saturday took steps to ensure that this And, finally, of course, over the next year we will will continue over the next year, further committing to continue to focus on the “MC” in IIMC, or all of you, our ensure the growth of the IIMC brand, educational oppor- Municipal Clerks. IIMC is our members and continuing tunities and educational certification for our present and to find ways to keep IIMC relevant and important to you future members outside of the North America. I attended is something we must always be mindful of. Our Orga- a Region XI meeting on Saturday, where the leaders nization is diverse. Many of our members come from of the various countries met to put in place the further two or three person offices serving towns of under 5,000 structures and plans to facilitate membership. This citizens, while others serve in large cities of more than a includes a Region XI symposium to be held in Brussels, million people. This diversity comes with differing needs Belgium, in the summer or fall of 2014. The symposium in terms of technology, education and networking. IIMC will mostly attract the Region XI members, of course, but Continued on page 7 will be open to all members. So if you’ve ever wanted to go to Belgium… Initiatives such as these will provide IIMC with access to an ever-growing pool of members with resulting stability for the organization and increased networking opportunities for all of us. Over the next year, we will also focus on the second “I” in IIMC, or our Institutes. IIMC’s most important product is our educational certifications, our CMC and MMC designations. We don’t produce products, we don’t have profits, but rather we ensure that employers know what they are getting when they hire a Certified or Master Municipal Clerk. Most of the education that IIMC members earn toward their certifications is delivered by one of IIMC’s 47 institutes, including 37 in the US, seven in Canada and three internationally. We continue to grow our Institutes, and with new ones being certified in Wyoming, and the Netherlands in 2012. Institutes have become increasingly important over the last few years as many of our members’ cities have restricted members’ ability to travel out of state due to budget cuts. But the overall downturn in the economy has also squeezed some of the Institutes, leaving them struggling to find enough participants to continue. It is important that we find ways to ensure that our Institutes continue to be

June/July 2013 5 IIMC News DigestIIMC Thank You IIMC Board of Directors

IIMC thanks Immediate Past President Brenda Cirtin, MMC, Springfield, MO, and the outgoing Regional Directors for their valued service during the past three years.

Linda L. Spence, MMC Debra Batliner, MMC Kristie L. Smithers, MMC Town Clerk City Clerk/Treasurer City Clerk Manchester, Vermont Simpsonville, Kentucky Wasilla, Alaska Region I Region V Region IX

Tiny B. Washington, MMC Stephanie Kalasz, CMC Clerk of Council City Clerk Columbus, Georgia Moscow, ID Region III Region VIII

6 June/July 2013 IIMC News Digest

President’s Message…Continued from page 5 must always remain flexible and find new ways to meet the needs of our diverse membership in the future. It must embrace the fact that many of our members are required to belong to state organizations, as well as IIMC, and position our offerings as supplemental and building upon these other affiliations, rather than trying to compete with them. Our educational practices must be flexible enough to ensure that we allow you to gain the points you need toward both your IIMC certifica- tions and the other designations required by your cities and states. Earlier this week, your Board of Direc- tors accepted the recommendation of our Blue Ribbon Committee, facilitating and expanding the eligibility of both Technology and Health and Wellness courses, both areas of growing importance in your workplace. We will strive in the next year to continue to make the small incremental changes needed by our members to ensure that IIMC stays relevant for all of them. I would just like to once again thank those who have been supportive of my endeavours with IIMC. I thanked them this morning, but let me once again thank the Speaker of Winnipeg’s City Council, Councillor Grant Nordman, who has been a long time supporter of our City Clerk’s Department in Winnipeg and is here tonight with us. I’ve been allowed by our City Council to serve on IIMC’s Board of Directors for the last five years because of that support. Thanks to my family, my Dad Sam, Mum Irene and brother Paul for joining me here in Atlantic City to help celebrate this occasion and make it that much more special. Thanks to my wife Sandi, who has joined me on this journey of service and made it so much more enjoy- able. Thanks to all the board members who serve and give their time and efforts on behalf of our Organization. Thanks especially to my fellow EC members, Brenda Cirtin, Colleen Nicol and Brenda Young, who have sat in multitudes of meetings tirelessly answering my queries and helping me to understand not only how IIMC works, but how it needs to work. Thanks to IIMC’s staff who are committed to meeting member services and needs. Thanks to all my friends from Region X for their support and the fun times. Thanks to Atlantic City, New Jersey and all the conference volunteers; this conference has been a wonderful way to start off my next year. And finally, thanks to all of you, our members, for this oppor- tunity. I know its going to be a great next year, not only for me, but also for all of IIMC. Thank you and good night everybody.

June/July 2013 7 IIMC News DigestIIMC Thank You New Jersey and Host Committee Chairs Although this conference is a team effort, organization is required. Below is a list of Municipal Clerks Association of New Jersey committees and those individuals who have been responsible for them for the last four and half years. Our thanks to them and to all volunteers who have given generously of their time to help make this a successful conference. Chair Budget Volunteers Christina Wilder, CMC Joel Popkin Joanne Kwasniewski, MMC Joan Moreland, MMC Co-Chair Education Allan Susen, CMC Allan Susen, CMC Gifts/Prizes Diane Pflufelger, MMC Kathleen Norcia, CMC Fundraising Eileen Gore, CMC Vincent Buttiglieri, MMC Décor Drew Pavlica, MMC Sharon Brienza, MMC Heather Mailander, MMC Rhonda Williams

Rhonda Williams, Allan Susen, CMC, Christina Wilder, CMC, The All Conference Event went all out! and Association President Nancy Saffos

8 June/July 2013 IIMC News Digest

Quill Award

Created in 1987, the prestigious Quill Award recognizes IIMC members who have made a significant and exem- plary contribution to their community, state or province and IIMC. More importantly, the individual must support the goals and philosophies outlined in IIMC’s Code of Ethics. The criteria includes length of service, strength and extent of participation in IIMC, service in teaching fellow Municipal Clerks, involvement with the initiation or administration of an IIMC-approved training Institute or program or any other activity that enhances the professionalism of IIMC members.

Gail Busbey, MMC Charles Tokar, MMC Retired Municipal Clerk Village Clerk/Treasurer Decatur, Alabama Village of Chicago Ridge, Illinois Gail is a past presi- dent of the Alabama Chuck Tokar has Association of Municipal been one of IIMC’s most Clerks and Administra- devoted leaders regard- tors, a past recipient of ing the importance of the Alabama Clerk of the continuing education Year award and a former to the profession of the IIMC Region III Direc- Municipal Clerk. An tor. Although retired, IIMC Past President, Gail constantly strives to improve in a retired capacity serving from 2007 through 2008, Chuck has been the when there are no intrinsic rewards for doing so. consummate professional in giving of his time, knowl- edge and expertise in assisting Clerks. As a member She remains active in her Association and State of the Municipal Clerks of Illinois for over 20 years, he serving as an instructor, a trainer, and the logical “go has served on numerous committees, as well as District to” person when a problem arises in any Alabama city or Director, Secretary, Vice President and two terms as town. She has mentored many City Clerks, and has been President. a champion in promoting IIMC education, training and the value of certification. He received the Illinois Clerk of the Year Award in 1999, and, cumulating a four-year term, served as Chair Gail has served in numerous leadership positions in of Illinois’ Institute Training Committee. her state and has devoted much time and energy in help- ing individual Clerks in their jobs. According to AAMCA Chuck was instrumental in developing the Athenian President Lynn Porter, “only a few people who have Leadership Dialogues that have gained in popularity gone above and beyond to support Clerks and to be an these past few years. Chuck was one of the first induct- advocate to advance the standing of Municipal Clerks in ees into the Athenian Fellowship – he has also become Alabama – and Gail’s name is certainly at the top of that one of its leading proponents and teachers – facilitating list.” Dialogues for Clerks throughout the country. Chuck’s service to IIMC and MCI is exemplary. He was a key figure in bringing the 2009 IIMC Annual Conference to Chicago, serving as Chair of the Steering committee as well as host clerk and rais- ing more than one hundred thousand dollars toward the conference.

June/July 2013 9 This Government Brought to You By… IIMC News DigestIIMC By Patrick Ibarra

Many governments have been slow to find ways to generate see as some kind of governmental purity. But that purity revenue from their assets by selling naming rights, advertis- doesn’t really exist, and it probably never did. ing or sponsorships. There’s plenty of untapped revenue out The time is ripe for governments to explore this new role. there. Gone are the “Mad Men” days of three television stations Government revenues may be inching back up, but and the daily newspaper serving as the exclusive chan- the cost of providing public services is increasing at a nels for a commercial business to advertise its products faster pace in many jurisdictions, and conditions are or services. The Internet has complicated the search not present in most places to raise taxes or user fees for customers exponentially, so businesses are craving significantly. In the face of this gap, how can government outlets that maximize the number of eyeballs per dollar continue as a credible community-builder, forging a better invested. That’s where government comes in. quality of life for its citizens? There are plenty of pioneers. Agencies and jurisdictions Public leaders in search of new revenue increasingly are that already are generating advertising revenue include looking to the private sector, offering up naming rights not only cities and counties but also schools, port author- for public facilities, selling advertising or seeking spon- ities, transit operators, airports, state transportation sors for public events. These moves certainly have their departments and lotteries. share of critics, those who want to maintain what they The city of Miami, for example, has begun the process of selling commercial space on its parking pay stations. Commerce City, Colo., sold the naming rights for a munic- ipal park to Dick’s Sporting Goods. The University of Louisville’s hoopsters now play in the KFC Yum! Center. Virginia found a sponsor for its “safe phone zones” at rest stops along its roads. And it’s become fairly common for a local jazz festival or holiday tree lighting to involve a number of sponsors that offset the costs of holding such events. As beneficial as those arrangements may be, though, there are plenty of other ways for governments to gener- ate revenue from the assets they operate. Here are a few ideas: • Sell naming rights to recreation centers or even a reading room in the library. The good will a busi- ness engenders from participating in such a venture serves only to strengthen its brand among current and potential customers. And how about selling advertising space inside those recreation centers? Ads already are often sold inside the centers’ printed recreation programming guides, so why not sell ads inside the facilities that host many of those events?

Continued on page 11

10 June/July 2013 IIMC News Digest

This Government Brought to You By…Continued from page 10 • Wraparound advertising on city buses has become common in many places. How about the rest of your fleet? Government trucks and cars are out and about every day on streets and highways. If that seems over the top, remember that those vehicles already carry advertising: the vehicle manufacturer’s hood ornament. • Run an airport? Here’s an idea. I often travel in and out of Phoenix Sky Harbor Airport. How about a loyalty program for those who frequently use the airport parking lot? There are opportunities for loyalty programs in connection with a wide range of government-provided services. Many businesses are happy to provide discounts in return for customers’ purchasing-practice and demographic information. • Obtain a sponsor for weekly “Summer Splash Days” at the city swimming pool. Companies could provide free food and drink and might advertise these events through their own channels. And these events could help boost paying attendance on otherwise slow days. • Insert coupons from participating businesses in mail- ings for utility bills and property tax assessments. • Gift cards are immensely successful in the private sector. How about a government gift card to pay for yoga class or buy a bus pass? • Sell advertising space on government websites and social-media channels. This may not be common now, but it’s coming. Many government websites enjoy high levels of traffic, and there’s really no compelling reason for them not to offer advertising for an audi- ence that businesses value. Certainly many people in government are going to feel uncomfortable with some of these ideas. But new reve- nue sources are out there waiting to be tapped, and it’s time to re-examine old attitudes that serve only to polish the prison bars that prevent the kind of change that government needs.

This article is reprinted from: www.governing.com/columns/mgmt-insights/col-government-revenue- assets-naming-rights-advertising-sponsorships.html

June/July 2013 11 Everyday Ethics for Local Officials

IIMC News DigestIIMC Get Your Public Meetings Back on Track

This column is a service of the Institute for Local Government (ILG), whose mission is to promote good government at the local level. For more information and to access ILG’s resources on public service ethics, visit www.ca-ilg.org/trust. ILG thanks Lee Price, Former City Clerk of San Luis Obispo, Michael Colantuono of Colantuono & Levin, and Steve Mattas of Meyers Nave for their contributions and insights in preparing this article.

Question: About Disruptiveness

Our agency needs help with some ongoing issues related A threshold question to ponder is why people are engag- to governing body meetings. First, the meetings run very ing in disruptive behavior (or behavior perceived as long. As the evening wears on, the tone of the discourse disruptive). The reasons vary. Differing visions for the and quality of decision-making decline. community may be at the center of the problem; personal- In addition, we have at least one elected official who ity conflicts can also play a role. Disruptive behavior may is frequently disruptive, which seems to encourage stem from participants’ conflicting views of the meeting’s members of the community to follow suit. We are worried purpose or how it should be run. that this reflects badly not only on those involved in the Sometimes people resort to disruptive behavior because disruption, but also on the entire agency. And finally, a they believe their perspective is not being heard or taken number of community leaders are concerned that the into account, and they feel shut out of the decision- rough-and-tumble nature of our meetings is discouraging making process. So disruption becomes a way of “turning good people from running for office. up the volume” to increase the likelihood that one’s views What can we do to get our public meetings back on will be noted and respected. track? Even if people disagree about which decision best serves the public’s interests, consider ways of incorporating the Answer: disruptors’ concerns into the decision-making process Unfortunately, disruptions and disruptiveness in meet- so they feel less need to be disruptive. Engaging in ings seem to be increasingly common for local agency active listening techniques — making eye contact with officials. While there is no one answer or simple solution, those speaking, taking notes, maintaining a respectful the following ideas and resources may be helpful in your demeanor and acknowledging the point being made — efforts to improve the situation. can assure speakers that their views are being heard. Disruptiveness and how to handle it present both ethical Conflict is a natural part of the democratic decision- and legal issues. The values of respect and responsibil- making process. As John W. Gardner observed, “Our ity can be good guideposts for everyone participating in freedom, our pluralism, our dispersion of power all invite public meetings. Respect in this context has at least two healthy conflict as various groups and individuals pursue dimensions: respect for differing viewpoints as well as their diverse purposes. The reconciling of such divergent respect for people’s time. purposes is one of the tasks of a leader.” Gardner also observed that “substantial rewards flow to leaders who As for responsibility, everyone involved in public have mastered the bargaining arts.” processes has certain responsibilities. These include coming to meetings prepared and contributing to the A number of useful resources offer leaders suggestions wise use of meeting time. It also means structuring on how to reconcile divergent perspectives (www.ca-ilg. decision-making in a way to maximize the likelihood org/meetingresources). that decisions are made with the public’s best interests Continued on page 13 foremost in mind.

12 June/July 2013 IIMC News Digest

Everyday Ethics…Continued from page 12

Goal-Setting Workshops and Standards of Conduct Avoid overly long meetings whenever possible by iden- Annual goal-setting processes can be useful forums for tifying how much time meetings should take. Take care establishing governing board and organizational priori- not to put more on an agenda than can be reasonably ties for the year. These workshops can provide a forum accomplished in the allotted time. for decision-makers to discuss bigger-picture challenges Importance of the Presiding Official’s Skills facing the community and find common ground that is The presiding official’s skills also affect how well meet- sometimes elusive on more specific, contentious issues. ings run and how constructively conflicts are handled. A Such workshops offer an opportunity for the governing presiding official can use a number of techniques to keep body to review, discuss and adopt procedures on how it the conversation focused and moving toward resolution. will conduct the public’s business. Sometimes referred to Setting the Stage When the Meeting Begins. A welcome as meeting protocols, these standards typically address and introductions help the public — particularly first- the agenda format, how items are placed on the agenda, timers — know who is sitting at the dais, what oppor- parliamentary procedure, decorum and similar issues. tunities there will be to provide input, and how they can Protocols can also help alert decision-makers to tech- understand what is going on (for example, where public niques that avoid prolonging meeting discussion and comment forms are available, and where people can pick resolutions. For example, if the decision-makers know up the equipment if translation equipment and services they will be able to share their views after public or assistive hearing devices are available). A brief comment, they may feel less need to interrupt speak- overview of the agenda’s major sections can remind both ers. Find sample protocols at www.ca-ilg.org/post/ decision-makers and the public what needs to be accom- codes-conduct-elected-boards. plished during the meeting. How agendas are structured can minimize or amplify Continued on page 14 frustration. Consider these practices: • Put a general public comment period at the begin- ning of the meeting, so people who have come to the W meeting to comment on non-agenda items can do so NE without having to wait until meeting’s end, which can amplify frustration. To balance these individu- als’ interests against those who have come to speak on agenda items, create a time limit for this section of the agenda. If not all comments can occur within the time period allotted, allow the general public comment period to be continued to a later point in the agenda. • Similarly, out of consideration for those who are attending a meeting for a specific item, try to sched- ule those items early in the agenda. This can also have the advantage of taking up difficult or conten- tious items before meeting participants grow tired (which can diminish the quality of both discourse and decision-making). • Put routine or non-controversial items (usually referred to as the “consent” calendar) toward the end of the agenda. • Schedule closed sessions (those not open to the public) in ways that minimize the need for the public to wait.

June/July 2013 13 IIMC News Digest

Everyday Ethics…Continued from page 13

Defining the Issue to Be Decided. The presiding official standards in an impartial way. As part of this impar- can also help by identifying the question or issue to be tiality, it can be helpful for the presiding official not to decided. For example, the chairperson could say, “The engage in debate and to refrain from expressing his or issue before us is whether the application to engage in her views on a matter. X enterprise meets the standards in our zoning code for If the discussion gets particularly heated among two such activities.” This enables the presiding official to or more decision-makers, having people address their refocus a discussion that is veering off topic. remarks to the presiding official is a useful strategy. Listening to the Points Being Made. Taking well-timed breaks to allow participants to regain The chairperson can keep conflict from bogging down their composure can also help. the discussion by acknowledging points of disagreement, What the presiding official cannot do, however, is shut which helps people know that their perspective has been out perspectives with which the majority of the governing heard. The chair can also listen for points of agreement body disagrees. Generally, every agenda must provide an and developing consensus that might form the basis of a opportunity for the public to address the governing body motion. on any item of interest to the public within the body’s To play an effective role in managing conflicts that arise jurisdiction. If the issue of concern is one pending before during the course of a discussion on an issue, the presid- the governing body, the opportunity must be provided ing official needs the group’s trust and respect. To earn before or during the body’s consideration of that issue. this trust and respect, he or she must conduct the meet- Continued on page 15 ing fairly. This means applying the group’s agreed-upon

14 June/July 2013 IIMC News Digest

Everyday Ethics…Continued from page 14 The presiding official can encourage everyone to be civil Encourage letters and other communication mechanisms and mutually respectful but cannot stop or remove speak- for the public to make their views known. At the meeting, ers for expressing their opinions or criticizing the govern- ask for a show of hands or ask for a group to appoint a ing body (doing so can risk a civil rights lawsuit). spokesperson and then give that person additional time. Individuals who are actually disrupting the meeting may These techniques can enable decision-makers to gauge be removed. Before doing so, the presiding official is community sentiment while avoiding repetitive comments well-advised to give the individual advance notice that that prolong a meeting. their conduct is disrupting the meeting and what they As a general practice or on specific issues, agencies may need to do to remain a part of the meeting. adopt reasonable regulations to ensure that everyone has In addition, if a group willfully interrupts a meeting a chance to speak and the agency can complete its busi- and order cannot be restored, the room may be cleared. ness. Time limits should be applied in an even-handed Media representatives must be allowed to remain, and manner, and decision-makers can serve as an example in only matters on the agenda can be discussed. keeping their comments limited to the issue at hand and avoiding repetition. Using speaker slips and announcing Both options are legally available, but should be reserved who will speak next, so they can be ready at the speak- for the most extreme situations as they involve legal risk er’s podium when the previous speaker finishes, can also and can put the agency in a bad light. save time. Other Strategies to Make Conclusion Meetings More Productive Former U.S. Senator Barry Goldwater famously observed Staff Preparation. Solid staff work that clearly identi- that one does not have to be disagreeable to disagree. fies the issues to be decided and the information that Sen. Goldwater was not an individual without passion bears on the decision helps keep the discussion on point. Continued on page 16 Conversely, unclear or incomplete staff work can have the opposite effect. Staff presentations should summarize information in the staff report. Both written and oral staff communications should use clear language that every- one, including the public, can understand. Decision-Maker Preparation. Coming to meetings prepared reflects well on a decision-maker, particularly when such preparation results in everyone’s time being used efficiently and respectfully. This includes asking questions of staff in advance — either to save time at the meeting or, for those questions that need to be addressed in the meeting, to enable staff to prepare to answer the question accurately and succinctly. When Many People May Want to Share Their Perspec- tives. Even if people want to share their views, they may be anxious about public speaking. This anxiety can be heightened when participants are uncertain about how best to express their point of view. The Institute for Local Government offers a series of tip sheets (www.ca-ilg. org/onepagers) on how to make the most of the allotted speaking time, which local agencies can link to and/or distribute. Providing multiple ways for residents to express their views can reduce the pressure on meeting time.

June/July 2013 15 IIMC News Digest

important values such as transparency, fairness and free Everyday Ethics…Continued from page 15 expression. Ironically, however, the rules that flow from these values can constrain the unfettered exchange of for his position, having also said, “ … extremism in ideas and information. In addition, for various reasons, the defense of liberty is no vice [and] … moderation those participating in the meetings may not reflect a true in the pursuit of justice is no virtue.” The point is that cross section of community perspectives. passionate leaders are most successful in pursuing their Meetings provide a forum where members of the govern- passions if they can find common ground with others to ing body can hear the public’s perspectives on a given find and advance shared values and goals. issue and make decisions. However, this endpoint in A well-organized agenda, opportunities for public the decision-making process does not have to be the comment and following protocol among decision-makers only point at which members of the public can be heard. are essential to an effective meeting. A successful Sometimes conflict can be worked through in activities meeting is one where everyone feels heard even if the prior to the meeting where the governing body will make outcome was not the one they wanted. a decision. These activities can also offer opportunities for residents to learn more about the issues facing the community, exchange ideas and provide decision-makers Sidebar 1 with a broader sense of local opinion than may occur in Meetings: An Endpoint or the Only Point in the Deci- governing body meetings. sion-Making Process? Thus, for important, complex or controversial issues, Another question to ponder is whether, in essence, the consider whether more extensive conversations within agency is asking the governing body meetings to do too the community might be beneficial. Public meetings much. Governing body meetings are subject to some that occur in advance of the agency meeting at which fairly inflexible rules. These rules are designed to protect elected officials must make a decision provide additional Continued on page 17

16 June/July 2013 IIMC News Digest

Everyday Ethics…Continued from page 16 opportunities for the public to be heard. Such conversa- Sidebar 2 tions can help decision-makers assess whether those Seek Professional Advice who are inclined to be disruptive represent broad-based community sentiment or a more minority view. They may Although the Institute for Local Government endeav- also reveal options and approaches that might result ors to help local officials understand laws that apply to in win-win decisions that address the concerns of all public service, its informational materials are not legal segments of the community. And of course, conversations advice. In addition, attorneys can and do disagree on the can occur through many venues, including technology- best application of those rules to public meeting prac- based forums and/or facilitated community discussions. tices. Officials are encouraged to consult an attorney for advice on specific situations. In addition, if decision-makers need more time to receive information and public input on complex, difficult or time- Sidebar 1 consuming issues, “study sessions” offer another option. More Resources Online These meetings of the governing body are held separately from regular governing body meetings but comply with Read the online version of this article at www.western- all open meeting requirements. In some situations, it may city.com for additional resources and links to related be more effective to conduct study sessions in locations articles that address: other than the regular meeting place, but still within the • Coping with grandstanders; jurisdiction of the governing body, where less formality • Maximizing the success of board-chief executive may inspire more open communication. relations; For resources on engaging the community in the decision- • Chairing a meeting; making process, • Dealing with emotional audiences; see www.ca-ilg.org/basics-public-engagement. • Promoting civility at public meetings; and • Creating a more collaborative, effective council.

June/July 2013 17 ACLU Files Lawsuit Challenging Constitutionality of NSA Phone IIMC News DigestIIMC Spying Program

The ACLU, a Verizon Customer, Says Government Data Collection Violates Its First and Fourth Amendment Rights June 11, 2013

NEW YORK – The American Civil Liberties Union and staff attorney for the ACLU’s National Security Project. the New York Civil Liberties Union today filed a constitu- “The Constitution does not permit the suspicion-less tional challenge to a surveillance program under which surveillance of every person in the country.” the National Security Agency vacuums up information The ACLU’s 2008 lawsuit challenging the constitution- about every phone call placed within, from, or to the ality of the FISA Amendments Act, which authorized United States. The lawsuit argues that the program the so-called “warrantless wiretapping program,” was violates the First Amendment rights of free speech and dismissed 5–4 by the Supreme Court in February on the association as well as the right of privacy protected by grounds that the plaintiffs could not prove that they had the Fourth Amendment. The complaint also charges that been monitored. ACLU attorneys working on today’s the dragnet program exceeds the authority that Congress complaint said they do not expect the issue of standing to provided through the Patriot Act. be a problem in this case because of the FISA Court order “This dragnet program is surely one of the largest revealed last week. surveillance efforts ever launched by a democratic Yesterday, the ACLU and Yale Law School’s Media Free- government against its own citizens,” said Jameel Jaffer, dom and Information Access Clinic filed a motion with ACLU deputy legal director. “It is the equivalent of the FISA Court, requesting that it to publish its opinions requiring every American to file a daily report with the on the meaning, scope, and constitutionality of Patriot government of every location they visited, every person Act Section 215. The ACLU is also currently litigating they talked to on the phone, the time of each call, and a Freedom of Information Act lawsuit, filed in October the length of every conversation. The program goes far 2011, demanding that the Justice Department release beyond even the permissive limits set by the Patriot Act information about the government’s use and interpreta- and represents a gross infringement of the freedom of tion of Section 215. association and the right to privacy.” “There needs to be a bright line on where intelligence The ACLU is a customer of Verizon Business Network gathering stops,” said NYCLU executive director Donna Services, which was the recipient of a secret FISA Court Lieberman. “If we don’t say this is too far, when is too order published by The Guardian last week. The order far?” required the company to “turn over on ‘an ongoing daily basis’ phone call details” such as who calls are placed Attorneys on the case are Jaffer and Abdo along with to and from, and when those calls are made. The lawsuit Brett Max Kaufman and Patrick Toomey of the ACLU, argues that the government’s blanket seizure of and and Arthur N. Eisenberg and Christopher T. Dunn of the ability to search the ACLU’s phone records compromises NYCLU. sensitive information about its work, undermining the An interactive graphic examining the secret FISA Court organization’s ability to engage in legitimate communica- order revealed last week is available at here (http://www. tions with clients, journalists, advocacy partners, and aclu.org/national-security/aclu-files-lawsuit-challenging- others. constitutionality-nsa-phone-spying-program) . “The crux of the government’s justification for the Today’s complaint is at: program is the chilling logic that it can collect everyone’s aclu.org/national-security/aclu-v-clapper-complaint data now and ask questions later,” said Alex Abdo, a

18 June/July 2013 IIMC News Digest Save These Dates! for the IIMC 2013 Study Abroad Program September 28 - October 5, 2013

Where in the world… SCOTLAND

The Study Program will look at Government and Local Government in Scot- land. The Program will provide the opportunity to understand political history and the local government system; meet representatives of all the major entities within the Scotland Local Government scene; learn about its management and best practices; and experience the environment. The Program will finish by attending the SOLAR Seminar. Participants will attend the educational sessions, participate in a discussion, and network with their colleagues.

June/July 2013 19 IIMC News Digest

Atlantic City and IIMC… What a Great Week it Was!

68th Annual Conference Milwaukee, WI Sunday, May 18 thru Thursday, May 22, 2014

Parade of Flags is always a favorite on opening day.

Tiny Washington, MMC, Dyanne Reese, MMC, New Jersey Lt. Governonr, Kim Guadagno Lynette Ogden, MMC, and Mayor Wriley of Millport, AL

The Annual Business Meeting The Unexpected Boys

Proud Sponsor of Education Programs and Speakers

2013 Annual Conference Sponsors

20 June/July 2013 IIMC News Digest

MCEF Garners $28,000 From Conference Fundraising Events

The Municipal Clerks Education Foundation, IIMC’s fundraising arm for Clerk education, experienced another successful week of fundraising at the IIMC Annual Conference in Atlantic City. MCEF events include the Silent Auction, Live Auction, various raffles, the Walk-Run and pledges. The total garnered is approximately $28,000 with both auctions Walk/Run Winners realizing more than $11,000. The Hawaii raffle brought in nearly $12,000. Here are the winners for the week’s events:

Jewelry Raffle - $1,060.00 Winner – Bernice Dixon, Vernon, CT

Hawaii Raffle - $11,892.85 Winner – Kim Meltzer, Clinton Township, MI

50/50 - $745.00 Winners - Denise Carey, Estacada, OR; Pamela Little, Chenequa, WI; Daina Dale, CMC Barnegat Light, NJ

Walk Run Pledges - $515.00 Winner IIMC Conference Registration - Stephanie Kalasz, Moscow, ID Walk/Run Participants

P R E M I E R

June/July 2013 21 Candidates For The 2012 - 2015 International Institute of IIMC News DigestIIMC Municipal Clerks Board of Directors

The following Municipal Clerks were elected to serve on the 2013 - 2016 IIMC Board of Directors. The elected Candidates were sworn in at the Annual Business Meeting on Thursday, May 23, 2013 during the Annual Conference in Atlantic City, NJ. Monica Martinez Simmons, MMC, won the election for Vice President. She will succeed to the Presidency in 2015-2016. There are seven Region Director Candidates, one for each vacancy in Regions I, II, III, V, VIII, IX and X (Canada). A Board of Director’s term of office is three years. With the resignation of Region XI Director, Ronny Frederickx, Essen, Belgium, Jaap Paans, MMC, City Clerk, Rotterdam, the Netherlands was elected from his Region to serve the remaining two years vacated by Frederickx.

Monica Martinez Simmons, Paul R. Bergeron, MMC MMC City Clerk City Clerk Nashua, New Hampshire Seattle, Washington Region I – 3-Year Term Vice President Paul Bergeron has been a Municipal Clerk for more than Monica Martinez Simmons, MMC, was appointed 18 years and Nashua’s City Clerk since 1999. Seattle City Clerk in July 2010, after retiring from a A Certified Archivist, he has been a member of IIMC’s 31-year career with the City of Henderson, Nevada. Records Management Committee since 2007. He repre- During her tenure with Henderson, Monica served 20 sented the New Hampshire City and Town Clerks Asso- years with the City Attorney’s Office as Legal Adminis- ciation (NHCTCA) on the NH Municipal Records Board trator and was subsequently appointed City Clerk, serv- and the NH Vital Records Improvement Fund Advisory ing for 11 years. As Seattle City Clerk, Monica is respon- Committee. He has presented on a number of records sible for five legislative work units, including Legislative management topics at IIMC’s Annual Conferences and Operations, Seattle Archives and Public Records, Tech- conducts a class on Record Retention for the NHCTCA’s nology and Information Services, and Legislative Public Certification program. A 10-year member of the NH State Disclosure and Human Resources. Historical Records Advisory Board, he also served on During her tenure, Monica earned her Public Admin- NH’s Help America Vote Act State Plan Committee. istration degree and master’s Certification through IIMC. Paul chaired the New England Association of City She served as president for the Nevada Municipal Clerks’ and Town Clerks’ Information Management Committee, Association, IIMC’s Board of Directors – Region VIII, is Immediate Past President of the National Association and also served as host clerk for IIMC’s 2010 annual of Government Archives and Records Administrators conference. (NAGARA), and has held leadership roles in the Society Monica currently serves as Chair of the International of American Archivists and ARMA. He was a Task Force Relations Committee for IIMC and recently participated member of the Council of State Archivists’ “Closest to in the South Africa Study Abroad program. Strengthen- Home” project on Archival Programs for Local Govern- ing international relations, programs, and networks that ment Records. benefit the full IIMC membership and profession is the Paul received his M.A. in English from the University focus of the Committee. of New Hampshire and M. Ed. from Cambridge College.

22 June/July 2013 IIMC News Digest

Candidates…Continued from page 22

American in her State and the fourth Clerk in Alabama to receive the designation. Lynnette is a member of the Kimberley A. Rau, MMC Alabama Association of Municipal Clerks (AAMCA) Clerk to the City Council and has served as Treasurer, Secretary, Vice President Laurel, Maryland and President in 2010. Lynnette served as AAMCA Region II – 3-Year Term District Two Director and served on numerous AAMCA committees chairing several. Lynnette received The State of Alabama and AAMCA Clerk of the Year Award Kimberley A. Rau was in 2005. She received her 30-year Service Award from appointed Clerk to the Laurel City Council in January the Alabama League of Municipalities in 2010. Lynnette 1997, serving as Deputy Clerk since June 1990. Rau is a proud 20-year member of the International Insti- started her career with the City in October 1983 as an tute of Municipal Clerks and served on several IIMC Executive Assistant to the City Administrator. She committees: Election, Constitution Review Task Force, joined the International Institute of Municipal Clerks in Conference Planning and is currently Vice Chair of the 1990, attaining her CMC in 1995 and received her MMC Membership committee. Lynnette has attended all IIMC Certification in early 2011. She is a member of the IIMC Conferences except one, beginning with the 1998 Mobile, Mentoring Committee, the Legislative Committee and AL, conference to the 2012 Portland, OR conference. served as a member of the IIMC Region II Ad Hoc Rota- Lynnette looks forward to the next phase of her career as tion Committee. IIMC Region III Director. Rau has been an active member of the Maryland Municipal Clerks Association since 1990. She has served as MMCA’s President, Vice President, Chair of the Nomination Committee, Chair of the Newsletter Commit- Lanaii Benne, CMC tee and was selected as the 2009 Clerk of the Year. Assistant City Recorder She is a founding member of the Patuxent Chapter of Franklin, Tennessee Toastmasters. Region V – 3-Year Term As President of the MMCA, Rau served on the Board of Directors for the Maryland Municipal League (MML) Lanaii has served in munici- for three terms and currently serves on the MML Legis- pal government for 20 years, lative Committee. Since its inception in 2002, Rau has beginning with five years in the Codes Enforcement served as a member of “Team Laurel” representing the department at the Village of Orland Park, Illinois. In City Council during the 90-day General Assembly Session 1997, she continued her career with the City of Frank- in Annapolis, Maryland. lin, Tennessee, in the Codes Department. Lanaii was promoted in 1999 to Administrative Assistant to the Mayor and City Administrator, and then Assistant City Lynnette Ogden, MMC Recorder in December 2005. She is a graduate of the Town Clerk/Treasurer Franklin Leadership University 2007 charter class Millport, Alabama Since 2005, Benne has been an active IIMC member, Region III – 3-Year Term serving on the host committee for the 2011 IIMC annual conference held in Nashville. She also served as Vice President of the Tennessee Association of Municipal Lynnette Ogden is the Clerks and Recorders (TAMCAR) from 2008 to 2010 and Town Clerk for the Town of as President from 2010 to 2012. She received the Presi- Millport, Alabama. Lynnette has been the Town Clerk dent’s Award from TAMCAR in 2008. Lanaii established for 27 and half years and employed with the Town for 32 and currently serves on the Policies and Procedures and half years. Lynnette achieved her Master Municipal Clerk status in March 2003 becoming the first African Continued on page 24

June/July 2013 23 IIMC News Digest

Candidates…Continued from page 23 Alice Attwood, CMC Committee of TAMCAR. She is a member of ARMA. She City Clerk-Treasurer has attended IIMC annual conferences in New Orleans, Tonasket, Washington Atlanta, Reno, Nashville and Portland; the ARMA confer- Region IX – 3-Year Term ence in Las Vegas; and Tennessee Municipal League conferences in Nashville, Memphis, Chattanooga and Knoxville. I am the City Clerk-Trea- surer of Tonasket, Washington, Married with one adult child, Lanaii enjoys traveling, a small city, population 1025, in North Central Washing- gardening, attending auctions and event planning. ton. I have been the Clerk-Treasurer since November of 1994 and was the Deputy Clerk-Treasurer, prior to that, starting in 1990. Nancy Vincent, MMC I have been a member of WMCA and IIMC since City Clerk approximately 1992. I have attended every WMCA Thornton, Colorado conference since 1992. I have been involved with WMCA Region VIII – 3-Year Term by serving on many committees. The Committee’s I have serve on are Membership, Newsletter, Scholarship, Presi- dent’s Awards, Audit and Education/Professional Devel- Nancy Vincent began work- opment and, of course, Conference Planning. ing for the City of Thornton in February 1974 in the Utilities Billing Division. In 1979 I have served on the WMCA Board as a Board she became the City’s first Deputy City Clerk and in member, Secretary and President. I believe with this December 1981 was appointed City Clerk. She received experience I would be able to fulfill the position as her CMC designation in 1986 and Master Municipal Clerk Region IX Director successfully. in March 2002. I received my CMC in 2001 and am currently working Because of her interest in education, she served on on my MMC. Thank you for this opportunity. the IIMC Education/Personal Growth Committee from 1993 to 2006. She Chaired the Research Committee from 2006 to 2007 and served on the Program Review and Karla Graham, CMC Certification Committee from 2008 to 2012. She chaired City Clerk this Committee from 2009 to 2010 and that year had the North Vancouver, opportunity to work with Clerks and Institute Directors British Columbia, Canada to revise the Education Guidelines. She is currently serv- Region X – 3-Year term ing on the Policy Review Committee. She received the prestigious Quill Award in 2008 and in May 2010 was the recipient of the President’s Award of Special Merit for For the past 15 years, I her work on the Education Guidelines. worked for the City of Chilliwack, BC (3 as City Clerk; 6 She has also been very active in the Colorado Munici- as Deputy City Clerk) and am now the City Clerk in North pal Clerks Association (CMCA) and since becoming a Vancouver. I work in an urban environment, compared to member in 1979 served on the Audit, Membership, Study, the rural, agricultural community of Chilliwack. Records Management and Education Committees. She I am dedicated to working with the Local Govern- served as President for CMCA in 2006. ment Management Association of British Columbia (LGMA), an IIMC affiliate is, in promoting people and programs to instill life-long learning and sharing knowledge.

Continued on page 25

24 June/July 2013 IIMC News Digest

Candidates…Continued from page 24

I worked with LGMA in 2010 - 2011 as a member of IIMC’s recognition. Certification of DIMC will be a major its Election Committee. I worked with the Committee step in this process. Jaap received his CMC designation preparing the election workshops, reviewing legisla- in June 2012. In March 2013, Paans became the first tion amendments from the Provincial Government, and Dutch Municipal Clerk and to receive his Master Munici- traveling within the province to deliver the workshops. I pal Clerk designation. have also presented on topics such as implementation of After being chosen as Director for Region XI, Paans electronic Council Agendas, Bylaw Notice Enforcement will invest in relationships and communication between and Adjudication, and Effective collection of outstanding the Region XI membership, affiliated associations, the bylaw tickets. hemispheres and between North America and ‘the rest of “I believe working closely with people and sharing the world.’ experiences with one another is how we learn best; it is also how we network and make lifetime personal connec- tions,” said Graham. IIMC Inducts Seven Fellows As Region X Director, I am committed to the ongoing professional development and education of City Clerks Into Athenian Leadership and local government professionals by making informed Society decisions and assisting in policy decision on behalf of the entire IIMC membership. Graham received her CMC in The Athenian Leadership Society is a unique 2009. educational program operated under the auspices of the International Institute of Municipal Clerks. The program seeks to broaden the knowledge of Jaap Paans, MMC Municipal Clerks in the area of leadership skills and City Clerk principles, with the expectation that an understand- Rotterdam, The Netherlands ing of this subject matter will increase a Clerk’s Region XI – 2-Year Term professionalism, effectiveness in office, and value to the community he or she serves. The Society uses Being the Rotterdam City the learning experience of a Dialogue, based on the Council’s Clerk, Jaap Paans Socratic method, which allows for an in-depth exam- spends his energy in working on Personal and Profes- ination and far-reaching discussion of the themes, sional Development programs for Clerks and their issues and dimensions of leadership exhibited in the co-workers. stories of individuals and/or groups. In Rotterdam, Paans is known as secretary of the The following individuals have met the criteria 2010 Elections Committee, COG. Together with the established by IIMC’s Board of Directors and have Committee members he introduced a method to deter- been deemed eligible to enter the Athenian Society mine if all un-regularities that were reported could have of Fellows. lead to another than the published result. • Maria Arcos, CMC, Granbury, Texas The 2010 Rotterdam elections were a learning • Stephen French, MMC, Moraine, Ohio process for all who have a role in Dutch elections. The • Sherry Mashburn, MMC, College Station, Texas COG was invited to advise the Second Chamber of the • Helen Minnis, CMC, East Hazel Crest, Illinois National Parliament after finishing its work. • Kathleen Newkirk, MMC, Bethlehem, New York Jaap is the Immediate Past President of the nation- (retired) wide Association of Clerks VvG. He served as President • Tina Ward Shuart, MMC, Cobleskill, New York for four and a half years after serving the Professional- • Jerry Lovett-Sperling, MMC, Lindsborg, Kansas ism Committee. He started an initiative that will lead to The Inductees were recognized during the a Dutch Professionalism Program for Clerks. He pushed Opening Ceremony at the Annual Conference. the start of the Dutch Institute for Municipal Clerks and

June/July 2013 25 2013 EXHIBITORS

IIMC News DigestIIMC IIMC thanks the following companies for participating in the 2013 exhibit program in Atlantic City, NJ. Please support IIMC’s exhibitors by using their products whenever possible. Thank You Accses NJ / CNA Services Kofile Preservation and Imaging Sunrise Systems Trenton, NJ 8608 Essex, VT 05452 Metuchen, NJ 8840

American Legal Laserfiche Townsware Corporation Publishing Company Long Beach, CA 90807 Vineland, NJ 8360 Cincinnati, OH 45202 Media Vision USA University Products Board Docs Emeryville, CA 94608 Holyoke, MA 1040 Marietta, GA 30068 MCC Innovations University of Wisconsin-Green Bay Clerkbase, Inc. Tallahassee, FL 32316-2235 Green Bay, WI 54311 Cranston, RI 2921 Municipal Code Corporation Coded Systems, LLC Tallahassee, FL 32316-2235 2013 IIMC Conference Spring Lake Heights, NJ 07762-2000 Atlantic City, NJ Munidex New Jersey Municipal Election Systems & Software Rochelle Park, NJ 07662 Clerks Association Omaha, NE 68137 National League of Cities 2014 IIMC Conference Filebank Inc. Washington, DC 20004 Milwaukee, WI Oakland, NJ 7346 Wisconsin Municipal Pet Data Clerks Association FTR, Office Business Systems Farmers Branch, TX 75234 Lincoln Park, NJ 7035 2015 IIMC Conference QScend Technologies, Inc. Hartford, CT Gaylord Bros. Waterbury, CT 6702 Connecticut Municipal Syracuse, NY 13212 Clerks Association Questys General Code Irvine, CA 92612 2016 IIMC Conference Rochester, NY 14624 Omaha, NE Spatial Data Logic Nebraska Municipal Granicus, Inc. Somerset, NJ 8873 Clerks Association San Francisco, CA 94105 Hyland Software 2017 IIMC Conference ICompass Technologies Westlake, OH, UT 44145 Montreal, Canada Kamloops, BC V2C 1Z7

26 June/July 2013 IIMC News Digest

Institute Directors Award Honorary Membership

Ina Wintrich As defined in IIMC’s Constitution – Institute Director Assistant Director at Bob Ramsey Executive Education Past Presidents: Upon retirement or assuming a Arizona State University, Arizona position with a Legislative Governmental Body other than Municipal Clerk. The Board of Directors consid- ers and votes on all nominations for Honorary Member. There is no limit to the number of Past Presidents becoming Honorary Members in a given year. IIMC Past Presidents, Jean M. Bailey, MMC, Rocky Mount, North Carolina (President 2003-2004) and Charles E. Tokar, MMC, Chicago Ridge, Illinois (Presi- dent 2007-2008), were voted Honorary Members for 2013.

Education Chair Marla Paddock, CMC, accepted the Institute Director of the year Award on winner Ina “the hummingbird” Wintrich’s behalf 2013 Goverance Award The Institute Director Award of Excellence is presented to one Institute Director who has contributed IIMC’s Program Excellence in Governance in a particularly significant way to the educational needs Award was created in 2007 and is given to the of Municipal Clerks and the advancement of the profes- city, association or group that fosters excellence sion. The Award is given to nominees who have consis- in governance and enhances participation in local tently served with excellence in that role, and whose government entities and communities. This year’s performances have supported IIMC’s educational goals award goes to the City Hall Ambassador Program and programming standards over time. for the City of Corvallis, Oregon and was created by Ina serves as Director of the International Institute City Clerk Kathy Louie, MMC. of Municipal Clerks - Arizona Municipal Clerks Insti- With budget constraints, the elimination of a tute and Academy since 1990; Project Manager for the position, and city hall staff temporarily relocating Management and Leadership Institute; and facilitator/ to another facility, the customer service counter trainer for the Certified Public Manager Program. In in the City Hall Lobby would be left empty to addition to her programmatic responsibilities, Ina does guide visitors. Thanks to the recommendation of consulting and capacity building in the areas of program Kathy Louie - Assistant to the City Manager/City evaluation; critical, creative, and transformational think- Recorder, the city implemented a program to utilize ing; strategic planning; strategic thinking and navigation; citizens to volunteer to staff the Lobby. Using this leadership development and coaching; strategic life plan- method, Corvallis realized several enhancements: ning; managing human performance; and developing and innovative revenue as citizens now direct individu- maintaining the multi-generational workforce. als to city programs and services that are revenue Her experience with federal, state, county, municipal, generating programs for the City; innovative tribal entities, non-profit and private sector organizations customer service, making the lobby a friendly and includes interaction with multiple levels, from line staff welcoming environment; and innovative outreach to executives and boards. She is a frequent conference to citizens by encouraging them to engage in local presenter, keynote speaker and assessment center panel government. member. Ina first won this Award in 1998.

June/July 2013 27 Public Management and the Challenge

IIMC News DigestIIMC of the Last Mile of Service Delivery

By Feather O’Connor Houstoun

Sometimes even the best program design and execution fail • The American public-television system has for to get a government service to a recipient who needs it. There decades produced award-winning children’s program- are ways to overcome those final hurdles. ming that has been proven to increase the readiness Long-distance runners are painfully familiar with the to learn of preschoolers from the most disadvantaged phrase “the last mile,” but technology has contributed a families. Children in low-income households, particu- new meaning. In the broadband-connectivity world, the larly African-American ones, watch substantially last mile refers to the final link from a telecommunica- more television than those in higher-income house- tions network to a customer. It is seen as the ultimate holds. Yet despite the availability of these high- challenge in connecting households to Internet service, quality, attractive offerings, the readiness to learn and often the most difficult and expensive. of incoming kindergarten classes has not improved The challenge of completing the last mile is a common substantially. one in public management, although we don’t necessarily These examples share a common thread. The last mile think about it in those terms. In delivering government is where the breakdown occurs. To solve this problem, services, much attention is focused on a top-down admin- the breakdown point needs to be isolated sufficiently to istrative structure of program policy and design, broad devise a solution. This requires a careful reconstruction program execution, and some mechanism to measure of the program pathway with metrics that expose drop- results. But often overlooked are subtle circumstances offs in participation. The broken link may be hiding in that block completion of the last mile for some portion of plain sight, or it may be a broad systemic gap. the services’ intended recipients. In the examples cited here, administrators are attack- Let me offer a handful of examples. ing the last-mile problem in different ways. Special- • A public-health researcher wondered why a signifi- ized intervention services are directed toward mothers cant number of children identified as eligible for unable to get their high-risk children screened and into early-intervention services to address developmental services. The school district’s leadership has prioritized delays were not receiving services. By establishing nutrition services and is encouraging partnerships with control groups and collecting information on house- child-advocacy organizations. The Corporation for Public hold members as well as the eligible children, the Broadcasting is supporting local television stations in researcher discovered that a child whose mother had community engagement with family-serving organiza- cognitive impairment had zero chance of receiving tions to encourage more low-income households to take early-intervention services. advantage of high-quality children’s programming. • The Philadelphia school district has for many years In public management, as in long-distance running, operated a free breakfast program for all students the last mile indeed can be the hardest. But success that requires no family application or income-qualifi- is rewarded with the exhilaration of accomplishment. cation process. Yet the proportion of children in low- Perhaps that is why it is often said that government income schools taking advantage of free breakfasts reform is no sport for the short-winded. in 2012 ranged among the schools from 91 percent down to as little as 12 percent. The most significant This article is reprinted from: variable in that stunning disparity was the degree to www.governing.com/columns/mgmt-insights/col-public-management- which the principal provided leadership in accommo- service-delivery-challenge-last-mile.html dating the logistical issues of breakfast service.

28 June/July 2013 IIMC News Digest What’s Going On in Your Area? Dolores A. Moore, MMC, VMCA 2013 Clerk of the Year

WINCHESTER, VA – City Clerk Dolores A. Moore, from Chesapeake, Virginia, was named 2013 Clerk of the Year by the Virginia Municipal Clerks Association (VMCA) at its recent meeting in Winchester on April 25th. The distinguished award was presented by Ms. Moore’s peers who had traveled across Virginia and Maryland to attend the annual banquet event. Her husband Radford Moore, daughter Kim, and granddaughters, Rachel and Regan, joined in the celebration that evening where public officials extoled Ms. Moore’s many achievements. Dr. Alan Krasnoff, Mayor for the City of Chesapeake, considers Ms. Moore to Ms. Moore is joined by staff from the be a farsighted and deliberate leader who gets things done. “In times of economic City of Chesapeake Clerk’s Office. (Pictured L-R: Beverly Pender, Dolores Moore, uncertainty, Dolores came up being courageous, bold and literally thoughtful to do Mitzie Wright, Debbie Hanbury) what was necessary to continue serving the citizens of our great city,” said Krasnoff. Her colleagues describe Ms. Moore as a firm administrator with a kind heart and a strong advocate of continuing professional education. She exemplified this dedication by earning the Certified Munici- pal Clerk designation, as well as the Master Municipal Clerk designation. Both designations require extensive and rigorous completion of educational, professional and social competencies. Ms. Moore actively demonstrates her professional commitment through her involvement on several committees and through her various leadership roles within the association since joining VMCA in 1988. She currently serves as Parliamentarian for the Executive Committee. Ms. Moore loves her community and remains civically involved. She serves as a board member on the Hunton YMCA, she is a member of the City of Chesapeake’s 50th year Anniversary Committee, she serves on the city’s Envi- ronmental Improvement Council, and she assisted on the United Way’s “Project Inclusion” panel. Membership in the VMCA, an organization that promotes professional development for municipal clerks through continuing education and networking opportunities, is open to every city, town and county in the Commonwealth of Virginia. The organization has approximately 125 active members. To learn more about the Virginia Municipal Clerks Association visit their website: www.vmca.com.

VMCA Installs Officers at the Annual Conference and Business Meeting WINCHESTER, VA – The Virginia Municipal Clerks Association (VMCA) installed a new slate of officers for 2013-2014 during its 36th Annual Conference and business meeting held in April at The George Washing- ton Hotel in Winchester, Virginia. Newly elected VMCA officers are: President Karen M. Barrow, CMC, Town Clerk, Town of West Point; First Vice-President Cecile M. Rosenbaum, MMC, Town Clerk, Town of Abingdon; Second Vice-President Renée P. Culbertson, MMC, Deputy Clerk, Fauquier County; Treasurer Pamela L. Foshee, MMC, Deputy City Clerk, City of Newport News; Secretary Sandy Madison, CMC, Deputy City Clerk, City of Virginia Beach; and Historian Hope L. Halleck, CMC, Clerk to the Board, Arlington County. The Virginia Municipal Clerks Association promotes ongoing professional development for municipal clerks and is open to every city, town and county in the Commonwealth of Virginia. To learn more about the organiza- tion visit their website: www.vmca.com.

June/July 2013 29 Must The Chair Be Neutral?

By Eli Mina, M.Sc. IIMC News DigestIIMC

Board Chairs or Mayors may encounter a commonly held to generally remain impartial and avoid taking advocacy belief that they must refrain from speaking in discussion, positions on pending motions. If an important point is unless they “turn over the chair” to another person. The overlooked and the Chair wants to make it, he or she belief is that the Chair must always function as a neutral is expected to turn over the chair to the Vice-Chair, and referee. This suggests that other members are like must stay out of the chair until the next agenda item is combatants on a battlefield or players on a soccer field, reached. and that the Chair’s only duty is to ensure fair play. But RONR is quite a bit more flexible and permissive The belief that the Chair must never influence decisions when it comes to small Boards and Committees (“small” is often articulated with passion, leading some organiza- being no more than about a dozen members present). tions to adopt it as a practice. Some even go as far as RONR recognizes that, in small meetings, excessive making it a written rule in their bylaws or policies (in formality can be counterproductive. It therefore permits which case they are bound by it). the Chair to speak in debate like other members. Does this practice make sense? Sometimes yes and some- With this in mind, the assertion that the Chair must times no. never speak in debate is partly a myth (unless, for Let us start with large and/or controversial meetings. some reason, it is explicitly stated in the organization’s Such meetings often require an objective party whose bylaws). primary role is to facilitate and look after the process. A Please note: In small meetings the Chair should gener- Chair who is immersed in debates would be too distracted ally speak on the same basis as others, i.e.: add his or to keep the process fair, balanced, focused and timely. her name to the speakers’ lineup, and speak when his In addition, the Chair’s views could command an unfair or her turn comes. The Chair should avoid dominating advantage over the views of others. discussion with frequent rebuttals. To speak a second To prevent such problems, some organizations elect two time on the same issue, the Chair should generally wait senior officers: a President (chief spokesperson) and a until those who wish to speak for the first time have Chair (presiding over meetings). The former is elected for done so. advocacy and leadership skills, and the latter is chosen for presiding skills. Alternatively, some organizations This article was reprinted from: retain an outside person to focus exclusively on facilitat- www.elimina.com ing a large and/or controversial meeting. You can order Eli Mina’s Guide To Minute Taking through the order form on page XX or on the But what about smaller or more collaborative settings? IIMC website. What if the Chair (as a senior officer) has significant knowledge that could benefit the debate and help move things along? Clearly, in such cases it would make no sense to muzzle the Chair. To address this issue, we need to examine where the belief that the Chair must always act objectively comes from. Many people believe it comes from Robert’s Rules of Order Newly Revised (RONR, 11th edition). In fact, RONR is not quite that restrictive. Yes, RONR is restrictive when it comes to large meetings. In such meetings, RONR requires the Presiding Officer

30 June/July 2013 IIMC News Digest

Wind Industry Expands in Midwestern States

June 4, 2013 By By Jim Malewitz, Stateline

Iowa’s vast crop of wind turbines is about to grow even larger. Last month, the state’s largest energy company, MidAmerican Energy, announced it will add more than 650 turbines to Iowa’s wide open spaces by 2015. Republican Gov. Terry Branstad touted the $1.9 billion project as the “largest economic development investment in the history of the state.” MidAmerican Energy is owned by billionaire businessman Warren Buffet, who is betting big on renewable energy. Iowa is already a U.S. leader in wind energy produc- tion, thanks largely to a wind-friendly legislature, lack of local opposition and, of course, plenty of strong breezes. Though Texas dwarfs other states in total megawatts Some of IIMC’s Region X & XI Clerks visited the ACUA Wind & Solar Projects in Egg produced, the much smaller Hawkeye state ranks first in Harbor, NJ, as part of their 67th Annual Conference experience. The ACUA Wind& Solar the total share of wind energy it generates. Projects was the first coastal and urban wind farm in the nation. In 2012, wind accounted for nearly a quarter of Iowa’s energy portfolio—24.5 percent--up from 19 The industry, however, expects development to ramp percent the year before, according to U.S. Energy Infor- up in the coming months. Experts peg the boom-and-bust mation Administration data. Only neighboring South almost exclusively to uncertainty over federal policy. At Dakota, at 23.9 percent, comes close. issue is the Wind Production Tax Credit, a subsidy of The new MidAmerican turbines will likely tip the 2.3 cents a kilowatt-hour for electricity generated over a scales even more. This project alone will add as much as wind farm’s first 10 years of operation. 1,050 megawatts, equal to about a fifth of Iowa’s wind Wind farms use the credit, passed by Congress in generation in 2012. 1992, to stay competitive with other energy sources, The news comes at a turbulent time for the wind including low-priced natural gas. Without it, the industry industry. Just months ago, turbine manufacturers in Iowa can’t keep pace, even though production costs are falling. and elsewhere laid off hundreds of workers, even though New wind proposals screeched to a halt near the end wind projects saw record growth across the country. of 2012 as a gridlocked Congress debated whether to New wind generating capacity trumped even surging renew the multi-billion dollar credit. It was set to expire natural gas. at the end of the year, and Congress approved it at the last minute. The Joint Committee on Taxation calculated Boom-and-Bust the cost at $12.1 billion over 10 years. The wind industry now generates just 3.5 percent of Fiscal hawks argued the country couldn’t afford it. the country’s energy. As of March 31, slightly over 500 But windy state governors, like Branstad, pushed hard megawatts of projects were under construction, mostly for renewal, acknowledging the incentives may need to in Plains states, according to the American Wind Energy be phased out or restructured over time — a possibility Association. That’s a fraction of the 8,900 megawatts in many in the wind industry support. progress across 31 states last year. Continued on page 32

June/July 2013 31 IIMC News Digest

Wind Industry Expands…Continued from page 31

“It’s really hard to be able to invest millions of Republican Gov. Dave Heineman has criticized the dollars in capital and labor without being able to ensure legislation, which is expected to interest a Kansas-based what the market will look like,” said Harold Prior, head company in building a wind farm in Nebraska’s northeast of the Iowa Wind Energy Association. corner. In March, he called it a “misguided” attempt to Those efforts to keep the credit were successful, but cater to “out-of-state special interests.” only after many wind projects began to ratchet down. Critics of wind-energy incentives say government Industry members say they are only now recovering. shouldn’t prop up the emerging industry, particularly Though new proposals are coming in, it’s taking turbine when natural gas prices, though recently rising, have manufacturers a few months to catch up. stayed relatively low. Because Congress extended the credit only for a year, Some energy experts, however, say that wind could wind supporters are preparing for another fight on Capi- help keep costs low in the long term because it does not tol Hill. They do have some extra time, however, because depend on a volatile fuel input. developers can now claim the credit for projects that are “Wind’s hedge value is as important today as it has only partially complete. Under the previous rules, proj- ever been,” wrote Mark Bolinger, a research scientist ects had to be running by the deadline for companies to at Lawrence Berkeley National Laboratory, in a March claim the credit. paper. “Despite the current low gas price environment, Still, the uncertainty rankles wind-backers like Prior. wind power can still provide a useful hedge against rising “It should be a time of optimism in our industry, but natural gas prices, particularly over the long term.” because there’s a lack of consistent federal policy, there’s Investors such as Buffett seem to think investments pessimism,” he said. in wind and other renewables will pay off down the road. In his 2012 letter to shareholders, Buffett noted that State Policies MidAmerican, which operates in 10 states, accounts for In Colorado, where more than 11 percent of energy 6 percent of the country’s wind generation capacity and came from wind last year, wind companies may have will soon own 14 percent of U.S. solar capacity. a reason for optimism. A bill on Democratic Gov. John “We are the leader in renewables,” Buffett wrote. Hickenlooper’s desk would more than double the state’s renewable energy mandate for rural electric coopera- tives. The legislation would require 25 percent of their This story was originally published at Stateline.org. Stateline is a nonpar- energy sales by 2020 to come from renewable sources, tisan, nonprofit news service of the Pew Center on the States that provides daily reporting and analysis on trends in state policy. boosting business for the wind and solar companies. Andrew Longeteig, a spokesperson for Vestas, an international turbine producer with a major hub in This article was found at: www.govtech.com Colorado, said the new policy would be good news for his company, which significantly downsized in 2012’s waning weeks. It is now hiring more than 100 new workers at a plant in Pueblo. States’ renewable energy requirements and other incentives also have helped drive the wind industry’s growth. Nebraska’s legislature last month overwhelmingly approved a sales tax exemption aimed at boosting the windy state’s meager output. Though the state ranks fourth in wind-energy potential, it is in the middle of the pack in production.

32 June/July 2013 IIMC News Digest

IIMC thanks the following sponsors for their contribution toward the 67th Annual Conference

PREMIER LEVEL EMERALD LEVEL EMERALD LEVEL

Long Beach, CA Cincinnati, OH Rochester, NY EMERALD LEVEL PREMIER LEVEL EMERALD LEVEL

Tallahassee, FL San Francisco, CA West Valley, UT

Paperless Agenda and Meeting Management

• Part of Microsoft’s Citizen Service Platform • Audio- and Video-Streaming Integration • Electronic Voting • Mobile Device Interface for Apple iPad, iPhones, Android, Amazon Kindle, Windows Mobile, Windows 8, Laptop’s, etc. • Meeting Manager as part of the core application • Agenda Manager, Item Creation Wizard, Notes Taker, Electronic Pre- and Post-Meeting Workflows • Transparent License Fee’s – Monthly or One-Time Payment • One Fee – All Modules • Certified for Microsoft.NET, Microsoft Office, Windows Server, and Microsoft SQL Server • Fast Implementation, fast ROI, Future Savings

Join one of our free webinars and get a High Level Solution Overview!

PROVOX Systems, Inc. – McKinney, Texas – Palm Harbor, Florida www.provox-systems.com // [email protected] // Phone 972.547.0504 – Complex things can be so easy … we make the difference! June/July 2013 33 Used by 93% of all US Courts

THE DM246 FOUR CHANNEL DIGITAL COURTROOM RECORDER

THE MOST WIDELY USED COURTROOM RECORDER IN US FEDERAL & STATE COURTS

DM246

STAND-ALONE NEW CD RECORDER, ONE TOUCH 2 MICROPHONE RECORDER PACKAGE the only Digital recorder in the world that records and finalizes as it records.

▪ 2 separate channels ▪17 hours of recording ▪Silent Skip, Adjustable Auto Track ▪Professional inputs & outputs ▪Records in MP3, WAV, & CD ▪Built in 4GB hard drive ▪Instant CD burning ▪Convenient and Portable ▪One-touch record operation ▪Time Date Stamped ▪Pre-Record Background Record L A N I E

The DM430 has all the same buttons as R a tape recorder so you can’t get lost. It comes with 2 Conference Grabber microphones, so recording a meeting with up to 35 people is easy. The microphones will pick up a room that is 60 by 60 feet. The recordings are recorded onto a SD memory card in the MP3 format which is universally playable by all devices.The LCD screen can swivel down or be completely upright for easy viewing from your seat. Records 70 Hours. $398.00 $299.00 1-800-553-5536 or www.MartelDirect.com 34 June/July 2013 Recruit A NEW MEMBER to

Encourage a clerk colleague to join IIMC...and you could WIN a $250.00 gift card! Recruit a new IIMC Member between July, 2013 to December 31, 2013 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 Services Representative ([email protected]) OR Janis Daudt, Director of Member Services ([email protected]) at (909) 944-4162. To recruit a new member, you must use the “RECRUIT-A-NEW MEMBER APPLICATION” found on page 36 and on the IIMC web site www.iimc.com.

Questions?? Membership is for one year. IIMC News Digest subscription is included in membership dues. This cam- paign is for brand new members only and cannot be used with any other IIMC membership campaign.

www.iimc.com

June/July 2013 35 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 q Mr. q 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______

q I was previously an IIMC member in: (Municipality)______(State/Province)______

q Enclosed is CHECK for $______(payable in U.S. Funds to IIMC) Signature ______Date ______

q 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.

Full Member Population ANNUAL DUES • Additional Full Member...... $85 • Associate Member...... $85 • up to 20,000...... $145 A portion of your annual dues • Retired...... $25 • 20,001 to 200,000...... $185 goes toward publishing • Corporate Member...... $600 • Over 200,001...... $245 and distributing the monthly News Digest. 10/12 • Overseas Associate Member...... $50 • Outside North America...... $50

36 June/July 2013 IIMC News Digest Calendar of Events

July 29- August 1, 2013 October 6 - October 11, 2013 Nevada Municipal Clerks Academy FACC 2013 Fall Certification Academy@ Hyatt Regency Sarasota

July 29 - August 2, 2013 October 14 - October 18 KY Municipal Clerks Institute 2013@ Embassy Suites, Lexington, KY New Mexico Institute & Academy@ Albuquerque at the Nativo Lodge (same as last October) July 31 - August 2, 2013 KY Master Academy @ Embassy Suites, KY October 17, 2013 ECG 2013 Annual Conference of the Flemish Town Clerks, All Day August 28 - August 30, 2013 Municipal Clerk’s Institute, University of Alabama October 18 - October 20, 2013 Society of Local Council Clerks 39th National Conference @ Hinckley September 27, 2013 Island Hotel VvG 2013 Annual Conference: The VvG 2013 Annual Conference will take place on September 27, 2013 in Lelystad November 20 - November 22, 2013 AAMCA Annual Conference September 27 - October 4, 2013 IIMC 2013 Study Abroad Program in Scotland. Will begin at The King James Thistle Hotel in Edinburgh, Scotland and end with attending the SOLAR Seminar in the City of Glasgow. More info at www.iimc.com. October 4, 2013 SOLAR Autumn Seminar 2013, Glasgow, All Day @ Glasgow, Scotland

Ed2Go- an Online Alternative Did you know IIMC has approved online courses through ed2go? Courses completed through ed2go will earn 1 CMC Experience point per 6 hours or 1 MMC Advanced Education point per 6 hours. Each course is approximately 24 hours long. For a list of approved course offerings, please see a listing available on the IIMC website at iimc. com> Home > Education > Online Learning Opportunities > Ed2Go. The ed2go network consists of more than 1,800 top colleges, universities, and other organizations. Each ed2go course can be taken from home or the office, as they are taken completely online over a 6 week period. Each course will be led by a well- qualified instructor, and through an accredited college in your area. Once enrolled, students will be able to engage with their classmates, post questions and comments, and take quizzes that are automatically graded upon completion. Upon successful completion of the course assessment, a certificate will be awarded. If you have any questions, please feel free to contact the Education Department at IIMC Headquarters.

68th Annual Conference 69th Annual Conference 70th Annual Conference 71st Annual Conference Milwaukee, WI Hartford, CT Omaha, NE Montreal, Canada

Sunday, May 18 thru Sunday, May 17 thru Sunday, May 22 thru Sunday, May 21 thru Montréal Jean-Drapeau and downtown Description : Parc Johanne Palasse de Montréal, Ville : © Credit Thursday, May 22, 2014 Wednesday, May 20, 2015 Wednesday, May 25, 2016 Thursday, May 24, 2017