March 2016 ™ NThe Premierews Organization for MunicipalD Clerksigest Since 1947 Park of Bronze Sculptures Omaha,

Make Your Plans to Attend IIMC 70th Annual Conference Omaha, Nebraska

The Spirit of Nebraska’s Wilderness and Pioneer Courage Park - consists of more than 120 indi- vidual bronze pieces integrated within an urban environment that covers more than six city blocks. Individual sculpture pieces are one-and-a-quarter life-size and range in weight from 400 pounds to 12,000 pounds. In total the project took 400,000 man hours or 182 man years. You can actually walk alongside pioneers and experience what happens when their wagon train startles a herd of buffalo and creates a stampede right through downtown buildings. That stampede, in turn flushes a flock of Canada Geese which fly from a spectacular fountain through the 40 story First National Bank Tower. http://omahasculptures.com/visit.html IIMC STAFF DIRECTORY BOARD OF DIRECTORS News Digest™ ADMINISTRATION PRESIDENT • Executive Director Monica Martinez Simmons, MMC, Seattle, Washington Professionalism In Local [email protected] Government Through Chris Shalby [email protected] PRESIDENT ELECT Education Vincent Buttiglieri, MMC, Township of Ocean, • Office Manager [email protected] Volume LXVII No. 3 ISSN: 0145-2290 Denice Cox VICE PRESIDENT March 2016 [email protected] Mary J. Kayser, MMC, Fort Worth, Published 11 times each year the News Digest • Finance Specialist [email protected] is a publication of Janet Pantaleon IMMEDIATE PAST PRESIDENT The International Institute of Municipal Clerks [email protected] 8331 Utica Avenue, Suite 200 Brenda K. Young, MMC, Nashville, Indiana Rancho Cucamonga, CA 91730 • Administrative Coordinator [email protected] Maria E. Miranda Chris Shalby, Publisher [email protected] [email protected] DIRECTORS – 2016 EXPIRATION Telephone: 909/944-4162 • (800/251-1639) EDUCATION Julie Coelho, CMC, I, Warren, RI FAX: (909/944-8545) • Professional Development [email protected] E-mail: [email protected] Jane Anne Long, Ed.D. Kimberley Rau, MMC – II, Laurel, Maryland [email protected] [email protected] Founded in 1947, IIMC has 70 years of experience improving Lynnette Ogden, MMC – III, Millport, Alabama the professionalism of Municipal Clerks. IIMC has more than • Certification Manager [email protected] 10,000 members representing towns, small municipalities Ashley DiBlasi Lanaii Benne, MMC – V, Franklin, Tennessee and large urban jurisdictions of more than several million [email protected] [email protected] people. • Education Assistant Nancy Vincent, MMC – VIII, Thornton, [email protected] IIMC is affiliated with 49 U.S., & Nine Canadian Associations. Kellie Siggson Alice Attwood, MMC – IX, Tonasket, Washington National affiliations: [email protected] [email protected] • ATAM (Portugal) • JOSZ (Hungary) MEMBERSHIP Karla Graham, MMC – X, North Vancouver, BC, Canada • IAM (Israel) • SLCC (England) • Director of Member Services [email protected] • UDITE (Europe) • VVG (The Netherlands) Janis Daudt • IMASA (South Africa) • SOLAR () [email protected] DIRECTORS – 2017 EXPIRATION • NAMCB (Bulgaria) • ADSO (England) • Member Services Representative Andrew Pavlica, MMC, II, Garfield, New Jersey Tammy Storrie [email protected] Inside… [email protected] Maryann Hess, MMC, IV, Laurel, Mississippi [email protected] President’s Message...... 3 Computerized Business Solutions Anne B. Uecker, MMC, VI, St. Francis, Wisconsin EID Works with Association to Solve PDF Search Issue...... 10 • Doug Griffith [email protected] 2016 Quill Award...... 12 [email protected] Denise R. Chisum, MMC, VII, Lee’s Summit, Missouri Municipal Clerks Week ...... 13 [email protected] Omaha Conference Spread...... 14 Debi A. Wilcox, X, Durham, Ontario, Canada [email protected] Electronic Waste Recyclers...... 16 Bruce Poole, MMC, XI, Somerset, United Kingdom Local Foods, Local Places...... 17 [email protected] Candidates for the 2016-2019 IIMC Board of Directors...... 18 DIRECTORS – 2018 EXPIRATION IIMC Awards Information and Deadlines ...... 20 IIMC Now Accepting Requests for Proposals Carol L. Anderson, CMC - I, Torrington, Connecticut for 2021 Annual Conference...... 24 www.iimc.com [email protected] Calendar of Events ...... 25 Lisa B. Vierling, MMC – III, High Point, North Carolina Copyright by the [email protected] International Institute Diane Whitbey, MMC – IV, North Little Rock, Arkansas of Municipal Clerks. [email protected] Mary Johnston, MMC – V, Westerville, About the cover photo… All rights reserved. [email protected] This Omaha attraction is the combination Pam DeMouth, CMC – VI, Ankeny, Iowa of two sculpture parks which have come [email protected] together to form the LARGEST bronze Brian “Petie” Ruch, MMC – VII, Beardstown, Illinois sculpture in the world. The first sculpture [email protected] you will see is a wagon train heading Tracy L. Davis, MMC – IX, Keizer, west. The progress of the wagon train is [email protected] creating a stampede of bison or buffalo. Jaap Paans, MMC - XI, Rotterdam, the Netherlands The bison eventually emerge onto Dodge [email protected] Street and flush or startle a flock of geese, spectacular!!

2 IIMC Celebrating 70 Years March 2016 IIMC News Digest

President’s Message Monica Martinez Simmons, MMC IIMC President, 2015-2016

Editor’s Note: This article is one in a series of News Digest articles featuring each of our IIMC regions. There is no doubt we share the same passion and pride for the great diversity represented in IIMC. It is my hope you will enjoy learning more about your colleagues worldwide along with the strong initiatives and impact they make within their communities, profes- sional affiliations, and IIMC.

One thing for certain, there is much energy and News from Region VIII excitement taking place in Region VIII! Starting with Greetings from Region VIII! First, I would like to our upcoming Annual Conference in Omaha, Nebraska, congratulate and welcome the newest Region VIII Direc- Region VIII is truly making their mark in 2016. A big tor, RaNae Edwards, MMC, and provide you with her shout out to our Nebraska host clerks and all Region contact information. RaNae is from the City of Grand VIII states (and, yes, there are 11, believe it!) for plan- Island, Nebraska. Here is a little information about ning and supporting the development of IIMC’s 70th RaNae: she is currently in her 16th year with the City Annual Conference. Region VIII has also been focused on of Grand Island. She started her political career at the electing their newest Region Director. As we welcome age of 23 when she was elected as the Howard County Region VIII Director, RaNae Edwards, MMC, (NE) to Clerk in St. Paul, NE. RaNae received her CMC in 2003 the Board, it is important to recognize Director Nancy and MMC in 2008. In 2010, after years of work, raising Vincent, MMC (CO) for her vigilance and leadership kids, and a career, she attained her Bachelor’s Degree in during a time of transition. Thank you, Nancy, for your Business Administration. One of the proudest moments incredible dedication and thoughtful work in represent- in her life was being named the 2010 Nebraska Munici- ing Region VIII at the highest level. I am pleased to join pal Clerk’s Association (NMCA) Outstanding Clerk of Nancy in introducing you to RaNae in this feature. the Year. She currently serves as Second Vice-President Persistence of Vision was the theme of the Region for NMCA. RaNae is excited to represent Region VIII on VIII Meeting and CGFOA/CMCA Conference in November IIMC’s Board of Directors and looks forward to working 2015. It was an honor to be in attendance, and the warm with all of you. reception and gracious hospitality extended was deeply Congratulations to Elizabeth Burke, MMC, Flagstaff appreciated. The conference and meeting were outstand- City Clerk who will replace Nancy Vincent, MMC, on the ing, and I truly enjoyed spending time with our Region IIMC Board of Directors in May. VIII colleagues. Having the opportunity to address Region VIII is a very large geographic area consist- Region VIII delegates in Loveland was a privilege. I ing of 11 states which include: Arizona, Colorado, Idaho, was highly impressed with the thoughtful recognition Montana, Nebraska, , New Mexico, North Dakota, they extended to many members and special guests for South Dakota, Wyoming, and Utah. their accomplishments and contributions to CMCA and throughout the Region. Great job, Region VIII… we Continued on page 4 can’t wait to see you in beautiful Omaha this May!

March 2016 IIMC Celebrating 70 Years 3 IIMC News Digest

FromContinued from page 3the President…

Due to its size, it has often been difficult to hold This year, AMCA is offering its first scholarship a Region Conference. However, in November of 2015, for the IIMC Annual Conference Registration fee to its Colorado had the opportunity to host the first Region membership to further promote attendance at the 2016 VIII Conference in several years. It was held in conjunc- IIMC conference (Omaha). tion with its Colorado Government Finance Officers and Colorado Municipal Clerks Association (CMCA) Municipal Clerks Association Annual Conference that Rhonda Coxon, CMC, from Snowmass Village is the included excellent educational sessions. It was an honor current President of the CMCA. As mentioned previ- to welcome President Monica Martinez Simmons, MMC, ously, Colorado hosted the Region VIII Conference to Colorado and Region VIII. President Simmons made November 17 – 20, 2015. It was a great opportunity for a donation on behalf of the Colorado Municipal Clerks everyone to meet and talk with President Simmons. The Association to MCEF – we thank you so much for that conference began with an Athenian Dialogue on Tuesday donation! Clerks thoroughly enjoyed visiting with and the 17th. Colorado Institute Director Kathie Novak and listening to her and we would like to thank her so much IIMC member Kerry Bush, MMC, facilitated the Dialogue. for taking the time to join us. During its Annual Business meeting at the Conference, Region VIII is also honored to host the 2016 IIMC Chris Koch, CMC, Arvada was presented the prestigious Conference in Omaha, Nebraska in May of this year. 2015 Clerk of the Year Award. There will also be a Region VIII meeting during the 2016 The Education Committee met on Thursday, January IIMC Conference with more information to follow. 28th, planning for Colorado’s Institute in July from the While the Region may not hold Region conferences 17th through the 22nd at Regis University and is busy annually, each State has state-sponsored institutes and planning for its next Annual Conference this November. other education sessions throughout the year. Below is There will be additional Masters Academy training avail- information about our Region and training opportunities able in June and September. These training opportunities within the various states. will be firmed up and information distributed in the near Arizona Municipal Clerks Association (AMCA) future. Bev Bender, MMC, from Fountain Hills is the current CMCA makes available on its website transcripts President of AMCA. Join me in congratulating AMCA on for the institutes as well as Professional Development celebrating its 55th (Emerald) Anniversary this year! Opportunities that are held at various locations of the AMCA is currently working on its 3-year Strategic Plan State throughout the summer months. and the creation of a Mentoring Program. The Executive Idaho City Clerks, Treasurers and Finance Officers Board recently approved revisions to the AMCA Hand- Association (ICCTFOA) book and policies at its January meeting. Lynn Hagman, MMC, is the current President of The Association provides training certificates elec- the ICCTFOA. The Idaho City Clerks, Treasurers and tronically and makes them available to the membership Finance Officers (ICCTFOA) holds two conferences a from the AMCA website. The AMCA Education Commit- year. For the first time in June of this year, the Associa- tee is currently in the process of creating an organized tion of Idaho Cities and Mt. West Conference are being spreadsheet that will be placed on the AMCA website held together. This conference has educational classes that lists IIMC points awarded for the various trainings for Mayors, Council, City Clerks, Treasurers and Finance as a reference for AMCA members working toward their Officers. In September the ICCTFOA will hold an annual CMC and MMC designations. The 2016 Institute will be conference for City Clerks, Treasurers and Finance Offi- held June 5th through June 10th in Scottsdale. cers. This conference is both educational and fun. There are six Districts and each one will bring two baskets Continued on page 5

4 IIMC Celebrating 70 Years March 2016 IIMC News Digest

From the President…Continued from page 4 full of great things that are raffled off at the conference and all proceeds go to scholarships to help other Clerks Lead Your City attend the conference. Idaho has many historical sites and towns that date into the Future back 100 years or more. The Association of Idaho Cities puts out a magazine each quarter and highlights a new City each time as well as helping the Cities keep up with You have a vision, but how new legislation. do you convince leadership? Montana Municipal Clerks Treasurers and Finance Officers Association (MMCT/FOA) The Montana Municipal Clerks Treasurers and Learn how to build a business Finance Officers Association (MMCT/FOA) will be hold- case that commands a ‘YES!’ ing their Annual Institute Sunday, May 1 through Friday, May 6 in Billings, Montana. Classes range from the Code from city leaders. of Ethics and Bylaws of the Association, Annual report- ing, Records of Local Government, Clerk relations with the Executive Branch, bid procedures to employee hiring processes. Several retirements have occurred across Download your free eBook the state of Montana over the course of the year and they will be recognized as well as a Lifetime Achieve- laserfiche.com/clerk ment Awardees. The Association will be electing a new President to fill the resigned position left by second term President Stacy Ulmen, CMC. Nebraska Municipal Clerks Association (NMCA) Kellie Crowell, CMC, from Ravenna is the current NMCA president. Below is information regarding the IIMC 2016 “Investing In Education” Omaha, Nebraska. Come enjoy the sights and sounds of Nebraska… come enjoy the amazing educational experience of IIMC May 22 – 25, 2016 in beautiful Omaha. Plan to come early and visit some fabulous attractions such as: the world famous Henry Doorly and the African Grass- land exhibit; Boys Town home to Father Flannigan; the Strategic Air Command and Space Museum with its amazing aircraft display; the Joslyn Art Museum with its Chiilhuly glass sculpture; and the Durham Western Heri- tage Museum offering a fascinating look at the history of Omaha. In addition, to these great sights there are over 80 diverse restaurants, bars and shops in the beautiful downtown area, all within walking distance of the hotel. The theme for the 2016 conference is “The ‘70s” so take out your medallions, polyester, butterfly collars, bell bottoms, skin-tight t-shirts, sandals, leisure suits, flower patterned dress shirts, sideburns and, yes, tennis

Continued on page 6

March 2016 IIMC Celebrating 70 Years 5 IIMC News Digest

FromContinued from page 5the President… headbands. And, men remember the chest hair! And New Mexico Municipal Clerks and Finance help us celebrate 70 years of IIMC. Bill Wakefield and Officers’ Association (NMMC & FOA) Random will provide live entertainment. Ann Mackie, MMC, from Silver City is the current The Opening Ceremony will feature Rita Pakowitz a president of the New Mexico Municipal Clerks’ and professional Storyteller, facilitator with the Joselyn Art Finance Officers Association. NMMC & FOA has 156 Museum, and Adjunct Faculty member at UNO for the active members in the New Mexico Municipal Clerks & School of Communications, School of Public Administra- Finance Officers Association. Many of the Clerks are tion and Department of Education. Rita has developed working hard to obtain their Master Municipal Clerk and her career as an actress, writer, improvisationalist and Certified Municipal Clerk designations. They currently standup comedienne into a storytelling career that knows have 11 MMCs and 50 CMCs in its Association member- no bounds. Whether creating a support group curriculum ship, but in October 2015 we were excited that there for mothers who have lost a child to stillbirth or miscar- were 49 attending the Institute and 38 attending the riage and training the group’s facilitators or helping fami- Academy so that many more are working towards it. We lies at a museum discover the story in a work of art, Rita have a strong Association with a lot of cheerleaders and brings an excitement to her work that is infectious. Her mentors that are eager to help each other across the goal, is to help everyone find and tell their own powerful State of New Mexico. It is wonderful being part of such a of story. knowledgeable and helpful group of clerks. I believe that is why so many Clerks have pursued their CMC and MMC For the Reception, we are honored to have the designations. We are proud of our Association and our 18-piece University of Nebraska Omaha (UNO) Jazz Band. clerk family. The UNO Ensemble performs the finest big band litera- ture available, covering a range of styles including swing, Currently, most of the Clerks in New Mexico are Latin and contemporary arrangements by UNO Faculty going through their election process with absentee and and students. The ensemble hosts the annual UNO Great early voting, and Election Day will be on March 1, 2016. Plains Jazz Festival, one of the biggest educational Jazz As you know, that makes for an exceedingly busy time Festivals in the Midwest and regularly tours abroad for clerks. We had our Association Election School for all and throughout the USA. The UNO Jazz Ensemble regu- of the clerks last November so we are all well equipped larly performs with major guest artists including Randy for another election, including training on the new vote Brecker, Diane Schuur, Jon Faddis and Peter Erskine. tabulator machines by Dominion Voting that the New Mexico Secretary of State recently changed to. I under- So don’t delay, come to Omaha, Nebraska and check stand Dominion Voting handles elections across America out all the amazing things that will be going on! so perhaps many other Clerks are familiar with their Nevada Municipal Clerks Association (NMCA) machines. Also, new election innovations are available The current president of the NMCA is Sabrina to many of our municipalities with the option of using Mercadante, MMC, is from Henderson. Their Nevada an E-Pollbook ballot management system, also known Municipal and County Clerks Academy was first offered as a ballot on demand system, and the use of Voting in 2005 and is a proven program designed by the Univer- Convenience Centers for consolidated precincts and/or sity of Nevada, Reno in partnership with the Nevada districts. It is certainly satisfying when new processes State Municipal Clerks Association to provide training are beneficial to the voter, as well as the municipal elec- and development for city, county and deputy clerks, tion process. recorders, and city secretaries. The Nevada Clerks Acad- Our Association has great participation in our Stand- emy and Institute is offered by UNR Extended Studies in ing Committees and our Ad Hoc Committees; one of Reno, Nevada and is tentatively scheduled for July 25-28, which is our Municipal Clerks Handbook Committee that 2016. Continued on page 7

6 IIMC Celebrating 70 Years March 2016 IIMC News Digest

FromContinued from page 6 the President… will begin their work after the elections. The Commit- North Dakota Municipal Finance Officers tee consists of 12 experienced Clerks that will work to Association review and update the 29 chapters in our current hand- The President is Jason Vaagen from the City of Surrey. book that was last reviewed in 2007. As you know, the Clerks’ world is always changing with new legislation, South Dakota Government Finance Officers new processes, etc. so we look forward to working on Association (SDGFOA) that project and its subsequent completion and adoption. The current President of the Government Finance We invite the Clerks in our surrounding states and Officers Association is Mona Van Lint from Philip. Region to join us at our Spring Meeting on April 20-22, The SDGFOA are members of the GFOA in the US and 2016 in beautiful Albuquerque, New Mexico at the Canada, the purpose of our organization is: Albuquerque Marriott Hotel Uptown. It will be educa- • To establish a forum by which cities and towns may tional, informative, and a great opportunity to meet the promote matters of mutual interest and provide Clerks of New Mexico. Information on the NMMCFOA a closer working relationship that there may be Spring Meeting should be available on the New Mexico improvement in municipal government and adminis- Municipal League’s website at www.nmml.org sometime tration; in March. Continued on page 8

March 2016 IIMC Celebrating 70 Years 7 IIMC News Digest

FromContinued from page 7the President… • To promote the improvement of methods of govern- At the annual Wyoming Association of Municipal mental finance in South Dakota as developed and rec- Clerks and Treasurers (WAMCAT) banquet we recog- ommended by the Municipal Finance Officers’ Asso- nized Tracy A. Glanz, CMC, as our WAMCAT of the Year ciation of the United States and Canada, the National for 2015. Tracy is the Clerk/Treasurer for the City of Committee on Governmental Accounting, and other Worland, Wyoming. recognized authorities in the field of municipal admin- About Our Region VIII Directors istration, which include the development of mutually understandable procedures of accounting, budgeting, and financial reporting; the encouragement of the use Nancy Vincent, MMC of common terminology, classification, and principles City Clerk in regard to those subjects; Thornton, Colorado • To take an active part in legislation that may affect municipalities of the state through the South Dakota Nancy Vincent, MMC, began Municipal League working for the City of Thornton The organization has two meetings a year. One meet- in February 1974 in the Utilities Billing Division. In ing the first week in June of every year when we hold 1979 she became the City’s first Deputy City Clerk and in the annual SDGFOA school which is an annual two and December 1981 was appointed City Clerk. She received a half day training/educational/motivational event. The her CMC designation in 1986 and Master Municipal Clerk second annual meeting is held annually the first week in March 2002. of October in conjunction with the Annual South Dakota Because of her interest in education, she served on Municipal League Conference. The annual SDGFOA the IIMC Education/Personal Growth Committee from School alternates between a host city and our State 1993 to 2006. She Chaired the Research Committee from Capitol City, Pierre. The SDML Conference is hosted by 2006 to 2007 and served on the Program Review and varying cities in the state. Certification Committee from 2008 to 2012. She chaired Utah Municipal Clerks Association (UMCA) this Committee from 2009 to 2010 and that year had the The current President of the Utah is Thieda Wellman, opportunity to work with Clerks and Institute Directors MMC, from Layton City. Their Institute and Academy is to revise the Education Guidelines. She is currently serv- March 21st through March 25th and is held in coopera- ing on the Policy Review Committee. She received the tion with the University of Utah. Our annual conference prestigious Quill Award in 2008 and in May 2010 was the will be held September 28th through the 30th. We are recipient of the President’s Award of Special Merit for very busy from now through March 10th actively involved her work on the Education Guidelines. in our State legislative session. She has also been very active in the Colorado Munici- Wyoming Association of Municipal Clerks and pal Clerks Association (CMCA) and since becoming a Treasurers (WAMCAT) member in 1979 served on the Audit, Membership, Study, The current President of the WAMCAT is Julie Records Management and Education Committees. She Silbernagel, CMC. In September 2012 Wyoming held its served as President for CMCA in 2006. first Municipal Institute. In the past four years we are Continued on page 9 proud to boast that we have added 10 Certified Munici- pal Clerks and 1 Master Municipal Clerk as well as one Certified Public Finance Administrator as a result of the Institute. #

IIMC 70th Annual Conference May 22-25, 2016 Omaha, NE

8 IIMC Celebrating 70 Years March 2016 IIMC News Digest

FromContinued from page 8 the President… RaNae Edwards, MMC her Bachelor’s Degree in Business Administration from City Clerk Doane College in May 2010. Grand Island, Nebraska RaNae is currently serving as Second Vice-President for the Nebraska Municipal Clerks Association (NMCA). Editor’s Note: Edwards won the She has been a presenter at several NMCA Clerks Region VIII election in January Institute and Academies, served on the NMCA Board of 2016, replacing the vacancy by Board member Renee Directors, Education Chairwoman, and Silent Auction Cantin, CMC, New Mexico. Committee Chair. She has severed as President, Vice- Grand Island City Clerk RaNae Edwards, MMC, has President, and Secretary/Treasurer of the Heartland been involved with county and city governments for over Clerk’s Association. 33 years. She was the Howard County Clerk in St. Paul, RaNae was named the 2010 NMCA Outstanding NE for 16 years, which was an elected position that she Clerk of the Year. She is a member of the National Asso- held at the age of 23. ciation of Parliamentarians and the Grand Island Unit of RaNae was appointed Grand Island City Clerk in Parliamentarians. July of 2000. She received her Certified Municipal Clerk RaNae enjoys spending time with her grandkids, designation in 2003 and Master Municipal Clerk in 2008. traveling, reading, riding her Harley, deer hunting, and She received her Associates Degree in Business Admin- fishing. istration through Central Community College in 2005 and

March 2016 IIMC Celebrating 70 Years 9 EID Works with Association IIMC News Digest to Solve PDF Search Issue By Robert Blatt, Founder, EID

How often have you found yourself looking at the PDF on the screen and scratching your head wondering why a word or phrase you are looking at on the moni- tor or printout just can’t be found in the PDF. Well you are not alone, and in fact very recently EID, Inc. identi- fied the issue during a client’s implementation of an ECM system and reached out to the PDF Association for insight. Recently, the Executive Director of the PDF Association, Duff Johnson, wrote an excellent article, “What you may be missing when you search PDF docu- ments” explaining a common cause for the problem and what should be done to address the issue within content and records management solutions. when you start utilizing more and more of the advanced features available with the various PDF standards not This is an important issue because many organiza- available in the older formats originally used for docu- tions rely on search features, especially when searching ment scanning. for, or within documents in litigation matters, and public agencies use when complying with Freedom of Infor- As you consider this, you should also consider mation or public records requests (FOIA or PRA). An whether it is time to store documents in your content organization will often assume that the searches of the or records management system upon receipt rather PDF files are working just fine, and they locate 500, or than after completion as we all have done for many, 5000, or 50,000 responsive documents. Now, imagine if many years. The difference between approaches lies in after staff identifies and legal reviews these documents, the basis that today when we either create or receive the organization realizes that the searches they were an electronic file; we need to save/store it somewhere relying on did not produce accurate results. Worse, what (unless we decide to delete it), so why not save it in a if the problem is realized during litigation? The impact trustworthy content/records management environment. could range from extremely embarrassing to potentially The concept being that if you aren’t able to reliably store adverse instructions or fines. and retrieve the information exactly as you saved it over a period of time, why would you want to save your impor- Organizations that rely on, create, and/or receive tant documents there? PDF files should consider evaluating whether their text extraction and search software uses PDF structures This and other articles are prepared by the Chair correctly, along with considering whether an ANSI 25 of the AIIM C27 Document Management Standards Trustworthy Assessment should be prepared to evaluate Committee (including C27.3 Trustworthy Assessments) all content management practices. This does not occur in and the Advanced Data Storage Committee. every environment or with every PDF, but this does point Continued on page 11 the importance of evaluating content being ingested from outside your organization where you don’t have control over either software or content being generated, which is the case for most groups. This becomes more important

10 IIMC Celebrating 70 Years March 2016 IIMC News Digest

EID Works with Association…Continued from page 10

About the Author: Robert Blatt senior level resources providing client services rang- Contributing author, Robert M. Blatt, is the founder ing from the legal to the records management perspec- of EID and provides the “technology” subject matter tive, and all aspects of the technologies being selected, expertise to EID’s clients who are in the process of designed, and implemented. EID has provided these wrangling their content into enterprise-wide electronic services for over 18 years at both the national and inter- content management systems (ECM). Robert is highly national levels bringing a level of expertise benefiting regarded in the content management industry for his organizations that require direct knowledge related to many years working with the US and international industry standards and how these technologies actually standard setting bodies. He has led many efforts to function in the “real-world” environments. develop standards in the ECM industry, including most recently the best practices and standards surrounding trusted ECM systems, giving definition to what it means Have you made your plans to to have a trusted content management system. Having attend… confidence that what you put into the system is what you retrieved, is after all, often a crucial piece of the elec- tronic content management puzzle. EID is one of the industry’s first vendor neutral # consulting organizations focusing on large enterprise implementation efforts, always working directly with the client/end-user organization. EID has several very IIMC 70th Annual Conference May 22-25, 2016 Omaha, NE

March 2016 IIMC Celebrating 70 Years 11 IIMC News Digest

2016 Quill Award

Nominations are now being accepted for the 30th Annual Quill Award. Created in 1987, the prestigious Quill Award recog- nizes IIMC members who have made a significant and exemplary contribution to their community, state or prov- ince and IIMC. More importantly, the individual must CRITERIA support the goals and philosophies outlined in IIMC’s Those receiving the Award shall represent all of the Code of Ethics. following Criteria: The criteria includes length of service, strength and • At least ten years of service as a Municipal Clerk; extent of participation in IIMC, service in teaching fellow • At least ten years of IIMC membership; Municipal Clerks, involvement with the initiation or • Strong and extensive participation in IIMC; administration of an IIMC-approved training Institute or • Service in teaching fellow Municipal Clerks Invol- program or any other activity that enhances the profes- ment with the initiation or administration of an IIMC- sionalism of IIMC members. approved training Institute or program or any other ELIGIBILITY activity that enhances the professionalism of IIMC The Quill Award is open to all members of IIMC, members; deceased members, retired clerks or a clerk who has • Leadership in State/Provincial/National Municipal changed positions. Serving members of the Board of Clerk professional organizations; Directors or present officers of IIMC shall not be eligible • Significant and exemplary contribution to their for this award. Past Presidents will be eligible for the community; Quill Award four (4) years after completing service on • Significant and exemplary contribution to their State/ the Executive Committee. Province/Country; DOCUMENTATION • Significant and exemplary contribution to IIMC; Nominations shall be solicited annually from the • Significant and exemplary contribution to peers; and membership. The following documentation shall be • Attainment of the CMC Designation. submitted to Headquarters no later than April 1st of the year of the Award: For more information, go to: www.iimc.com. Go to Membership-Award-Quill Award. For questions, contact • Resume of Nominee and reason for nomination, IIMC Executive Director, Chris Shalby at chriss@iimc. • Nomination Form, com • A written endorsement from the State/Provincial or National Association, and • A written endorsement from the IIMC Region Directors.

12 IIMC Celebrating 70 Years March 2016 IIMC News Digest MUNICIPAL CLERKS WEEK MAY 1 - 7, 2016

IIMC’s 47th Annual Municipal Clerks Week, to take place May 1 - May 7, 2016, will feature a week- long series of activities aimed at increasing the public’s awareness of Municipal Clerks and the vital services they provide for local government and the community. Although it is one of the oldest positions in local government, few people realize the vital services Municipal and Deputy Clerks perform for their community. Primarily, they act as the cornerstone of their council. Do you know what your Municipal Clerk does for your Community? Here’s just a few of the many duties your Municipal Clerk may do: • Maintain the official council minutes, ordinance books and all records and documents. • Index all official actions of council. • Issue licenses and permits. • Process contracts and agreements. • Keep community history and vital records. • Receive, distribute and file correspondence from citizens and other governmental agencies. • Administer election, registration and voting. It can take Municipal Clerks months to organize and prepare this key element in the democratic process which must be done correctly for the whole system to work! • Act as a key liaison between local government and its citizens. • Handle significant financial responsibilities including preparation of tax rolls, special assessments and budgets. • Provide central services such as personnel, purchasing, etc.

One of local government’s deep-rooted titles is the Municipal Clerk, and duties have expanded over the years. Today, modern technology assists with all of the increasing responsibilities. IIMC provides the tools to be sure all Municipal and Deputy Clerks can properly operate new computer applications, are current regarding the latest records manage- ment techniques and other relevant information, and can return to the classroom to increase their knowledge of these issues, to learn new material and sharpen old skills- all in order to give the best service possible!

IIMC has sponsored Municipal Clerks Week since 1969. In 1984 and 1994, Presi- dents Ronald Reagan and Bill Clinton, respectively, signed a Proclamation offi- cially declaring Municipal Clerks Week the first full week of May and recognizing the essential role Municipal Clerks play in local government. During this week, Municipal Clerks throughout the world will host open houses and tours of the Municipal Clerk’s office, visit local schools and participate in other various events.

You can find promotional materials for Municipal Clerk’s Week under the Membership tab Municipal Clerk’s Week at www.iimc.com.

Henry Doorly Walk on the bottom of the ocean and come nose to nose with sea turtles as circle above you in the 70 foot . Discover polar regions, temperate oceans, coral reefs and the Amazon exploring the largest aquarium in a zoo, the Suzanne and Walter Scott Aquarium. From Antarctic penguins to colorful warm water fish, you will observe the magical world of underwater life.

March 2016 IIMC Celebrating 70 Years 13 IIMC News Digest

# 70th Annual Conference Omaha, NE Sunday, May 22 thru Wednesday, May 25, 2016 IIMC 70th Annual Conference May 22-25, 2016 Omaha, NE Proud Sponsor of Education Programs and Speakers

The Trish & Dick Davidson Gallery has a variety of transportation and commerce exhibits. From rail- cars to retail, these exhibits offer opportunities for all ages to explore, discover and remember.

• Bekins Moving & Storage A restored 1922 Mack flatbed truck and wall displays tell the story of one of Omaha’s great companies. • Buffett Grocery Store This exhibit features a replica store front of the original Buffett Grocery Store that opened in 1915. • Drew’s Antiques This exhibit features some of the finest antiques from the Museum’s collections. • 0 Scale Model Train The O scale model train layout is a delight for young and old. The depot and diorama represents Union Pacific’s double track main line from Omaha to Ogden during the 1950s. • Train Cars Artifacts make history real by telling stories and reflecting changes. Stroll through the following train cars and see the elegance of train travel of days gone by. Union Pacific 1243 Steam Locomotive (c1890) Union Pacific 25559 Caboose (1962) Union Pacific 1202 Pullman National Command Sleeper (1956) Southern Pacific 2986 Lounge Car (1949) Pullman Cornhusker Car (1924) • Streetcar Take your seat on an authentic streetcar and pretend you are making your way through the neighborhoods of Omaha during the 1940s.

2015 Annual Conference Sponsors P R E M I E R SPONSOR

14 IIMC Celebrating 70 Years March 2016 IIMC News Digest Pioneer Courage Park

Public art in Omaha is big - in fact, it actually stampedes right through the city.

Spirit of Nebraska’s Wilderness and Pioneer Courage Parks consist of more than 100 individual bronze pieces covering more than six city blocks. Big doesn’t even begin to describe the 32,500 sq. ft. mural, Fertile Ground, considered one of the largest public murals in the country. From the playful juggler and stilt-walker statues on the grounds of CenturyLink Center Omaha to the contemporary sculptures that pepper the landscape of the Gene Leahy Pedestrian mall, you’ll find art in the most surprising places. For more informa- tion about Public Art in Omaha, download the Downtown Public Art Walking Tour or visit www.publicartomaha.org. An app is also avail- able to find public art by proximity while you’re in Omaha.

MCEF – What’s New In Omaha? Omaha Conference attendees will have the opportunity to participate in a NEW MCEF event, and YOU WON’T WANT TO MISS OUT ON THE FUN! This year MCEF will sell a special MCEF T-shirt that will be worn at a specific event to be announced later. You will want to purchase your shirt when registering for the conference as only a limited number will be available in Omaha on a first come basis. Join in the fun with fellow clerks in supporting MCEF’s fund-raising efforts and take home the “premier” MCEF tee. MCEF is also planning other ways for you to show off your MCEF shirt throughout the year. MCEF will again hold the popular “Silent Auction” in Omaha. Be on the look-out for auction items to donate and come prepared to bid early and often. There will again be an opportunity to win a trip to as well as other special items, “Explore Omaha” restaurants, and daily 50/50 drawings. Be sure to participate in all! Funds raised by MCEF go to support Municipal Clerks’ Education through scholar- ships and learning opportunities at the IIMC Annual Conference. Since 1984 MCEF has awarded or contributed more than $823,000 to educate municipal clerks. Last year in Hartford approximately $33,000 was raised. Let’s keep the momentum going.

P R E M I E R SPONSOR

March 2016 IIMC Celebrating 70 Years 15 Electronic Waste Recyclers IIMC News Digest The U.S. Environmental Protection Agency released electronics to protect human health and the environment. a study assessing the implementation of the two third- The limited study assessed whether the standards are party certification programs for electronic waste recy- being implemented transparently and consistently, and if clers in the United States. EPA’s study found that the they are achieving the intended results. Both standards certification standards are being implemented by auditors include strong environmental requirements that maxi- with thorough knowledge of the standards. mize reuse and recycling, minimize exposure of toxics to “EPA’s study affirms that e-Stewards and R2 certifi- human health or the environment, ensure safe manage- cation programs are helping to improve the responsible ment of materials by downstream handlers and require management of used electronics in the United States,” destruction of all data on used electronics. said Mathy Stanislaus, assistant administrator for EPA’s The study’s findings are based on the stakeholder Office of Land and Emergency Management. “We remain interviews EPA conducted and the audits EPA observed, committed to continuing the dialogue started by this which reflect a small percentage of all certified electron- study to identify opportunities for continued improvement ics recycling facilities and auditors working in the elec- in management of used electronics.” tronics recycling industry. Though limited in number, the The Responsible Recycling Standard for Electronics audits EPA observed reflected the range of audit types, Recyclers and the e-Stewards Standard for Responsible facility sizes, and services offered by facilities seeking to Recycling and Reuse of Electronic Equipment are accred- obtain or maintain certification to the standards. ited third-party standards for the management of used The study identified a number of strengths in imple- mentation of the standards, such as clear and effective roles and responsibilities among the key implementers, W NE and opportunities for constructive feedback integrated throughout the system. The study also offers recommen- dations for improving the overall effectiveness of imple- mentation, including providing additional training and guidance materials in key topic areas, providing regular updates to the standards and increasing audit times to allow for more thorough audits. The study was conducted in collaboration with the U.S. General Services Administration and the ANSI-ASQ National Accreditation Board. It fulfills a key commit- ment under the 2011 National Strategy for Electronics Stewardship, which tasks the federal government to lead by example by encouraging the greener design and responsible management of used electronics. Under this commitment, EPA founded the Sustainable Materials Management Electronics Challenge to encourage origi- nal equipment manufacturers and retailers to reduce environmental impacts, conserve resources and practice responsible electronics stewardship by using third-party certified electronics recyclers. Editor’s Note: SOURCE: U.S. Environmental Protection Agency and reprinted from the Sustainable City Network

16 IIMC Celebrating 70 Years March 2016 IIMC News Digest Local Foods, Local Places

On behalf of the White House Rural Council, six federal agencies joined to announce 27 communities selected to participate in Local Foods, Local Places, a federal initiative that helps communities increase economic opportunities for local farmers and related businesses, create vibrant places and promote childhood wellness by improving access to healthy local food. “Local Foods, Local Places helps people access healthy local food and supports new businesses in neigh- borhoods that need investment,” said EPA Administrator Gina McCarthy. “The program is good for the environ- ment, public health and the economy. By helping bring healthy local food to market and offering new walking and biking options, Local Foods, Local Places can help improve air quality, support local economies, and protect undeveloped green space.” The selected communities were chosen from more than 300 applicants. Each Local Foods, Local Places partner community works with a team of experts who help community members recognize local assets and opportunities, set goals for revitalizing downtowns and neighborhoods, develop an implementation plan and identify targeted resources from the participating federal agencies to help implement those plans. Local Foods, Local Places is a partnership among the U.S. Environmental Protection Agency, U.S. Department of Agriculture, Centers for Disease Control and Preven- tion, Department of Transportation, the Appalachian Regional Commission and the Delta Regional Authority. The initiative was launched in 2014 and has already helped 26 communities make a difference in people’s lives. Local Food, Local Places is one of the administra- tion’s community-based initiatives in action across the country. In these places federal experts are working side by side with residents and local leaders to create custom- ized solutions; bolstering coordination across agencies and improving how we interact with communities as a ‘one Government’ partner; and relying on valuable data to help inform solutions and evaluate what is working and what is not. Editor’s Note: SOURCE: U.S. Environmental Protection Agency and reprinted from the Sustainable City Network

March 2016 IIMC Celebrating 70 Years 17 Candidates For The 2016 - 2019 International Institute of IIMC News Digest Municipal Clerks Board of Directors

The following Municipal Clerks have announced their intention to seek office on the 2016 - 2019 IIMC Board of Directors. There are two candidates for the office of Vice President. IIMC will conduct a membership-wide election in April for these two candidates. The elected Candidate for the office of Vice President will be announced at the Annual Business Meeting on Wednesday, May 25, 2016 during the Annual Conference in Omaha, NE. There are seven vacancies for the following Regions I, II, III, V, VIII, IX and X (Canada). IIMC has certified these candidates. Region II has two candidates. IIMC will conduct an election in Region II in April for these two individuals. The elected Region Director will be announced at the Annual Business Meeting on Wednesday, May 25, 2016 during the Annual Conference in Omaha. Region V has notified IIMC that they have a qualified candidate, but we have yet to receive that candidate’s materials. Since there is only one candidate for Regions I, III, VIII, IX and X, these individu- als will be declared elected at the Conference in Omaha, NE, in May 2016. All Region Directors are elected to serve a three-year term.

Stephanie C. Kelly, MMC Candidate for Vice President City Clerk, Charlotte, NC

Stephanie C. Kelly is the City Clerk of the City of Charlotte, North Carolina. Prior to working in Charlotte, Stephanie was employed by the City of Shelby, North Carolina, her hometown, for twenty years; seventeen as City Clerk. Stephanie earned a Bachelor of Science Degree in Communications from UNC-Greensboro and a Master of Business Administration Degree from Gardner-Webb University. Stephanie has achieved the designation of Master Municipal Clerk through the International Institute of Municipal Clerks. In 2012, she was among the first class of 106 North Carolina Clerks to receive the new designation of North Carolina Certified Municipal Clerk from the UNC School of Government and the North Carolina Association of Munici- pal Clerks. Stephanie has been an active member of the North Carolina Association of Municipal Clerks since 1995. Her proudest accomplishment to date came in August 2014 when she was installed as President of NCAMC. Stephanie has also been a member of the International Institute of Municipal Clerks since 1996. She has demonstrated her interest and commitment to this professional Organization by having attended 13 Annual Conferences and by volunteer service on several committees over the years. She also served on the Board of Directors from 2007 – 2010.

Roxanne Schneider, MMC Candidate for Vice President City Clerk, Dysart, IA

It is with great enthusiasm that I announce my candidacy for IIMC Vice President. As a member of IIMC for over 30 years, I understand the importance of continuing education and training, and the role IIMC plays in providing those opportunities. IIMC is a strong, financially

Continued on page 19

18 IIMC Celebrating 70 Years March 2016 IIMC News Digest

Candidates fo the 2016- 2019IIMC Board of Directors…Continued from page 18 sound Organization. I want to build on that strong foundation to continue our membership growth, enhance the educa- tional and networking opportunities available to our members, and ensure continued fiscal responsibility. I would appreciate the opportunity to serve an Organization I am very passionate about. I’ve had the honor of serving as City Clerk of my hometown, Dysart, Iowa, for 31 years. I served on the IIMC Board of Directors from 2011 – 2014. I have also served on the Public Relations/Marketing Committee and am currently Chair of the Conference Committee. I hold IIMC’s MMC designation, and am also an Iowa Certified Municipal Clerk and Iowa Certified Municipal Finance Officer. I became a Fellow in the Athenian Leadership Society in 2013. I served on the Iowa Municipal Finance Offices Association Board for 10 years, including as President in 2007, and am an instructor at the Iowa Municipal Professionals Institute.

Julie A. Coelho, CMC Candidate for Region I Town Clerk, Warren, RI

Editor’s Note: Julie A. Coelho, CMC, Town Clerk, Warren, RI, was elected to finish the term of former Region I Director, Paul Bergeron, who retired last June. The term expires in May 2016. According to IIMC’s Constitution, Article VI Section 5 - Vacancy in Office, subsection B: A new Region Director is elected to serve the remainder of the term and is eligible to be a candidate for a consecutive full three-year term. Coelho is eligible to serve on the IIMC Board for a three-year term.

Julie Coelho is Town Clerk of Warren - the smallest town in the smallest county in the smallest state. The mother of two grown sons, she is a grandmother to four. Having earned an Associates of Science – Business Administration Degree, she took a job as a clerk in Warren’s Town Clerk’s Office and two years later became Deputy Clerk. Coelho was instrumental in establishing the Warren Municipal Court and served as Deputy Municipal Court Clerk for three years. In 2003, she became the town’s Tax Assessor, serving in that post for four years. Appointed Town Clerk in 2007, she enrolled in the New England Municipal Clerk’s Institute and Academy program to obtain a CMC. She is presently the President of the Rhode Island Town and City Clerk’s Association, has served on the New England Conference (Rhode Island Hosting) Committee and as conference chairwoman in 2012. A strong believer in education and professional develop- ment, Coelho was a Board member for the New England Municipal Clerk’s Institute and Academy for four years. As Town Clerk, she is responsible for much, much more than town records. Indeed, she describes her job as a “firefighter” because she spends a great deal of time resolving residents’ and employee issues which she calls “putting out fires.” Continued on page 20

March 2016 IIMC Celebrating 70 Years 19 IIMC News Digest

Candidates fo the 2016 - 2019 IIMC Board of Directors…Continued from page 19

Douglas Barber, CMC Candidate for Region II City Clerk, New Carrollton, MD

Douglass A. Barber, CMC, City Clerk, City of New Carrollton, has been a municipal Clerk for 14 years. Doug began his career in municipal government in 1987 in the Parks Department for the City of Hyattsville, MD. After holding several administrative jobs in Hyattsville, Doug was appointed City Clerk in January 2002. Doug served as City Clerk in Hyattsville for 10 years before leaving for an appointment as City Clerk for the City of Rockville. Doug served as City Clerk in Rockville for two and a half years before taking his current position as City Clerk for the City of New Carrollton. Doug has been a member of the Maryland Municipal Clerks Association (MMCA) since 2004 serving as President for 2009 – 2013; Vice President from 2008 – 2009; Chair of the 2009 and 2014 IIMC Region II Conference Committees, as well as the Scholarship, Handbook, Nominating and Conference Booth Committees. As President of MMCA, Doug had a seat on the Board of Directors for the Maryland Municipal League (MML). He has been a member of the MML Commu- nications Committee since 2013. Doug earned his Certified Municipal Clerk certification in March 2009 and will complete his Master Municipal Clerk in 2016.

Stephanie M. Moon Reynolds, MMC Candidate for Region II City Clerk, City of Roanoke, VA

Stephanie Moon Reynolds, MMC, is the Clerk of the City of Roanoke, Virginia and is one of four Council Appointed Officers. Her position and primary duties are described and set forth in the Roanoke City Charter and City Code. Stephanie believes that much of her success as Municipal Clerk has derived from performing her core duties with a high level of efficiency, attention to detail and distinction and professional development and academic preparation. Stephanie prides herself in being actively involved in her church, community and profession. She is a current member of the IIMC, VMCA, VAGARA, Roanoke Valley Unit – National Association of Parliamentarians, Virginia Municipal League Human and Education Development Policy Committee, and Roanoke – Wonju Sister Cities Committee; and a former VMCA President and former VMCA Professional Development and Education Committee Chair; and participated in the celebration of the Roanoke/Wonju Sister Cities 50th Anniversary in Wonju, Korea. Finally, Stephanie has received numerous awards and recognitions, including the VMCA President and Clerk of the Year, respectively, SCLC Drum Major for Justice Award; NAACP Citizen of the Year and Total Action Against Poverty Career Achievement Award. Continued on page 21 IIMC Awards Information and Deadlines IIMC is now accepting applications for the following awards: Quill, Institute Directors and Program Excellence. The awards will be presented at the 70th Annual Conference in Omaha. To find out more about how to apply, please visit www.iimc.com or contact Executive Director Chris Shalby at [email protected] or 909/944-4162. The deadlines are: • Institute Directors Award of Excellence - Deadline March 15, 2016 • Program Excellence in Governance - Deadline March 15, 2016 • Quill Award - Deadline April 1, 2016

20 IIMC Celebrating 70 Years March 2016 IIMC News Digest

Candidates fo the 2016 - 2019 IIMC Board of Directors…Continued from page 20

Pamela Smith, MMC Candidate for Region III City Clerk, Sanibel, FL

It is with excitement that I submit my application for IIMC Region III Director at long last. I feel that I am uniquely qualified for this position due to my involvement in the Associa- tion of City Clerks (FACC) and the International Institute of Municipal Clerks (IIMC). I have been involved at the state levels in every possible office and served on most committees in the past sixteen years, serving as President 2009-2010. Likewise, I have served on many IIMC committees as member and Chair, as well as being the first exchange Clerk with Andries Knevel (the Netherlands) in 2010. Before coming to Flor- ida, I was a member of the North Carolina Association of City Clerks (NCACC) and also served on several committees. I have taught and continue to teach at each annual Certification Academy for new Clerks on topics that include mentor- ing, emergency preparedness and elections. My focus as FACC President was to maintain a high level of education and ensure recognition of the Municipal Clerk’s profession. I look forward to future involvement in IIMC as the Region III Director.

Elizabeth A. Burke, MMC Candidate for Region VIII City Clerk, Flagstaff, AZ

Elizabeth A. Burke, MMC, started her career in the Municipal Clerk profession in 1984 with the City of Show Low, where she served as Deputy City Clerk for five years and became City Clerk in 1989, the same year she received her CMC designation. After serving nearly 19 years, she moved to Flagstaff and served as City Clerk for one year, before entering the private sector for a short time. In 2000, she was the second Arizona Clerk to receive her MMC, and in 2004 she received her Bachelor’s degree from Northern Arizona University, in business, with a public service focus. In 2005, she became the City Clerk for Prescott, Arizona, serving for seven years until returning to the City of Flagstaff where she currently serves as City Clerk. Burke served as Treasurer, Vice President and President of the Arizona Municipal Clerks Association from 1992 to 2000. She has chaired the AMCA Education Committee twice, and has been involved with various committees over the years, including her current membership on the AMCA Legislative Committee. She is both a Certified Municipal Election Official (AMCA) and a Certified Election Officer with the State of Arizona. Continued on page 22

March 2016 IIMC Celebrating 70 Years 21 IIMC News Digest

Candidates fo the 2016 - 2019 IIMC Board of Directors…Continued from page 21

Sheri Pierce, MMC Candidate for Region IX City Clerk, Valdez, AK

I am fortunate to have had a career in municipal government for a span of thirty eight years. I was hired by the Portland Police Bureau in 1977 just after graduating high school and worked for the bureau for twelve years before moving to Valdez, Alaska. I accepted a position as Deputy Clerk for the City of Valdez in 1989 in the aftermath of the Exxon Valdez Oil Spill, and was appointed to my current position as City Clerk in 1994. I have remained an active member of IIMC since 1989, obtaining my CMC designation in 1994, AAE in 1999, and MMC designation in 2009. It is an honor to have served my Alaska Association of Municipal Clerks as Past President, and to have served a prior term as IIMC Region IX Director from 2004 through 2007. I have remained an active member of the Alaska Municipal Clerks Association and IIMC and have a passion for assisting my fellow Municipal Clerks to achieve the professional recognition deserving of our role in local government. I look forward to representing Region IX on the IIMC Board of Directors and sincerely thank the members for this wonderful opportunity.

Aleta F. Neufeld, CMC Candidate for Region X City Clerk, Lethbridge, Alberta, Canada

Aleta has over 30 years of local government experience with Lethbridge. Aleta began her career in public service as a summer student. Her career began in the Finance Department (17 years), Planning and Development (5 years) and the City Clerk’s department for the past 13 years. She has been able to grow a career, make personal and professional friends, and serve in various capacities in municipal government. Aleta is responsible for the leadership of the City Clerk’s department in the provision of City Council Meeting Services, Information Governance Services, Secretariat Services, Elections, Census and Freedom of Information and Protection of Privacy. She is the President of the Alberta Municipal Clerk’s Association of Alberta, member of the International Institute of Municipal Clerks (IIMC) and member of the Local Government Managers of Alberta. Aleta has her Certified Municipal Clerk designation. While raising two children and working full-time, she received her Local Government Certificate from the University of Alberta and a National Advance Certificate in Local Authority Administration. She is a Certified Local Government Manager. Aleta and her husband Walter have two daughters, two sons-in-law, and two grandchildren. She loves spending time with her family, travelling, golf and a good book!

America’s Largest Indoor Rainforest - The Lied Jungle® This exhibit is one of the largest of its kind in the world. Covering one and a half acres directly inside the main gate, the Lied Jungle® has 123,000 square feet of floor space with 61,000 square feet of planted exhibit space, 35,000 square feet of display management area and 11,000 square feet of education space. The Lied Jungle is 80 feet tall, about the same as an eight story building.

22 IIMC Celebrating 70 Years March 2016 IIMC News Digest Omaha Arts & Culture

From public art displays spread throughout the city to contemporary art centers, award-winning museums, local galleries and hands-on interactive art houses, Omaha’s creative spirit is contagious. Check out the different creative experiences, www.visitomaha.com/things-to-do/arts-culture/ and start planning your Omaha Conference experience.

March 2016 IIMC Celebrating 70 Years 23 IIMC News Digest

IIMC Now Accepting Requests for Proposals for 2021 Annual Conference

The International Institute of Municipal Clerks IIMC ANNUAL CONFERENCE RESPONSIBILITIES (IIMC) is calling for Requests For Proposal from conven- IIMC is responsible for the fiscal, education, market- tion bureaus in your area that would like the opportunity ing/planning of its Conference. This includes but is not to bid to secure the right to host the 75th IIMC Annual limited to: Conference in May 2021. IIMC respectfully asks that • Establishing all fees, costs and schedules; you indicate your interest in undertaking this project by downloading and completing the RFP found on www. • Developing educational programs and sessions; iimc.com. Go to Conference. • Selecting speakers and instructors; • Selecting facilities, sites and services; IIMC CONFERENCE PHILOSOPHY • Developing exhibit program; The Organization’s main purpose is to provide qual- • Marketing and promoting the Conference; ity education programs, an exhibit hall and a variety of • Creating and selecting promotional products; and opportunities for IIMC members to network with their • Fundraising through IIMC sponsored companies colleagues. This major event is intended to raise funds to and vendors. supplement IIMC’s existing programs, and to implement new products and services to benefit IIMC’s members. HOST COMMITTEE/CITY RESPONSIBILITIES Host City/Host Committee will aid IIMC staff in plan- ning this Conference. IIMC will require the local Host Committee to help: • Suggest speaker names and possible session topics; • Fundraise toward embellishment of conference; • Market the conference locally and regionally; • Suggest venues for the All Conference Event; and • Provide volunteers (minimum 20 - 40) throughout the week. Deadlines -- 2016 • Monday, June 6 - deadline for returning the RFP to IIMC Headquarters; • Monday, July 11 - notify qualifying finalists and schedule a site visit in August and September 2016; and • November TBD – IIMC Board of Directors votes on site. For more information, contact Executive Director Chris Shalby at [email protected] or 909/944-4162.

24 IIMC Celebrating 70 Years March 2016 IIMC News Digest 2016 Calendar of Events

March 6-10 Missouri Clerks & Finance Officers (MoCCFOA) Spring Institute August 18-20 North Carolina Association of Municipal Clerks (NCAMC) Summer Academy March 6-7 Missouri Clerks & Finance Officers (MoCCFOA) Spring Master Academy and Annual Conference March 7 Missouri Clerks & Finance Officers (MoCCFOA) New Clerk’s Institute September 14-16 Municipal Finance Officers, Clerks and Treasurers Association (MFOCTA) Institute March 9-11 IIMC Region I Annual Meeting in Avon, CT. September 21-23 Oregon Association of Municipal Recorders (OAMR) Annual Academy March 15-18 Clerks & Finance Officers Association (MCFOA) Annual and Conference Conference October 10-13, Florida Association of City Clerks (FACC) Fall Academy March 15 Washington Municipal Clerks Association (WMCA) Master Academy October 25-28 South Carolina Municipal Finance Officers, Clerks and Treasurers Association March 16-18 Washington Municipal Clerks Association (WMCA) 46th Annual Conference (MFOCTA) Joint Academy March 16-18 CCMFOA of Kansas Spring Conference October 26-28 Alabama Municipal Clerks Certification Institute CMC and MMC March 17 South Carolina Municipal Finance Officers, Clerks & Treasurers Association October 27-28 Texas Municipal Clerks Association (TMCA) Graduate Institute: Ethics (MFOCTA) Spring Academy November 13 Alaska Association of Municipal Clerks (AAMC) Advanced Academy March 17-18 (SOLAR) Society of Local Authority Lawyers & Administrators in Scotland Annual Conference March 20-25 Michigan Association of Municipal Clerk’s Institute Ed2Go- an Online Alternative March 29-31 Michigan Association of Municipal Clerk’s Academy Did you know IIMC has approved April 1 Oregon Association of Municipal Recorders (OAMR) Mid-Year Academy online courses through ed2go? April 13-15 Alberta Municipal Clerks Association (AMCA) 2016 Annual Conference Courses completed through ed2go April 13-15 Connecticut Town Clerks Association (CTCA) Spring Conference will earn 1 CMC Experience point April 20-22 Virginia Municipal Clerks Association 39th Annual Conference per 6 hours or 1 MMC Advanced April 21-22 Texas Municipal Clerks Association (TMCA) Public Funds Investment Education point per 6 hours. Each course is approximately 24 hours April 24-27 Municipal Clerks Association of New Jersey Annual Conference long. For a list of approved course offerings, please see a listing April 26-29 City Clerks Association of (CCAC) Advanced Academy & available on the IIMC website at iimc.com> Home > Education > Annual Conference Online Learning Opportunities > Ed2Go. May 1-7 47th Annual Municipal Clerks Week The ed2go network consists of more than 1,800 top colleges, May 22-25 70th IIMC Annual Conference in Omaha, Nebraska universities, and other organizations. Each ed2go course can June 5-8 Florida Association of City Clerks (FACC) Summer Academy & Annual be taken from home or the office, as they are taken completely Conference online over a 6 week period. Each course will be led by a well- June 6-10 Arizona Municipal Clerks Institute - 2016 qualified instructor, and through an accredited college in your June 12-15 Association of Municipal Managers, Clerks & Treasurers of Ontario (AMCTO) area. Once enrolled, students will be able to engage with their Annual Conference classmates, post questions and comments, and take quizzes June 14-16 Arizona Municipal Clerks Academy - 2016 that are automatically graded upon completion. Upon success- ful completion of the course assessment, a certificate will be June 14-17 2016 Michigan Association of Municipal Clerks Conference awarded. June 16-17 Texas Municipal Clerks Association (TMCA) OMA, PIA, Records If you have any questions, June 21-23 Local Government Management Association of British Columbia (LGMA) please feel free to contact Conference the Education Department August 11-12 Texas Municipal Clerks Association (TMCA) Organizational Behavior at IIMC Headquarters.

71st Annual Conference 72nd Annual Conference 73rd Annual Conference 74th Annual Conference Montreal, Canada Norfolk, VA Birmingham, AL St. Louis, MO Sunday, May 21 thru Wednesday, May 24, 2017 Sunday, May 20 thru Wednesday, May 23, 2018 Sunday, May 19 thru Wednesday, May 22, 2019 Sunday, May 17 thru Wednesday, 20, 2020