March 2020 News Digest The Premier Organization for Municipal Clerks Since 1947
For More About Municipal Clerks Week See page 12
Professional Municipal Clerks Week May 3-9, 2020
IIMC Accepting Proposals for 2025 Annual Conference See page 17 2020 News Digest
TABLE of CONTENTS IIMC STAFF DIRECTORY News Digest™ President’s Message...... 3 ADMINISTRATION • Executive Director ...... Chris Shalby Professionalism In Local 2020 Proposed Constitutional Amendment...... 4 [email protected] Government Through Education Proven Rule For Effective Leadership: Don’t Get...... 6 • Office Manager ...... Denice Cox Your Actions Ahead Of Your Culture’s Readiness To Act [email protected] Volume LXXV No. 3 ISSN: 0145-2290 Keep Playspaces Safe...... 8 • Finance Specialist...... Janet Pantaleon March 2020 Opioid Epidemic and Playgrounds...... 10 [email protected] Published 11 times each year the News Digest is a Municipal Clerk’s Week...... 12 • Administrative Coordinator...... Maria E. Miranda publication of [email protected] The International Institute of Municipal Clerks Amsterdam Leads The Way on Wetland Restoration ...... 14 8331 Utica Avenue, Suite 200 EDUCATION Branding: “Working With What You Have”...... 16 Rancho Cucamonga, CA 91730 • Professional Development Chris Shalby, Publisher IIMC Is Accepting Requests For Proposals ...... 17 Director...... Jane Anne Long, Ed.D. [email protected] For 2025 Annual Conference [email protected] St. Louis Conference Spread...... 18 • Assistant Director of Telephone: 909/944-4162 • (800/251-1639) Professional Development...... Ashley DiBlasi FAX: (909/944-8545) When Cities Don’t Accept Cash For Public Services...... 20 [email protected] E-mail: [email protected] Candidates For the 2020-2023 ...... 22 • Education Associate ...... Kellie Siggson Founded in 1947, IIMC has 70 years of experience improving the IIMC Board of Directors [email protected] professionalism of Municipal Clerks. IIMC has more than 15,000 2020 Quill Award...... 26 members representing towns, small municipalities and large urban MEMBERSHIP jurisdictions of more than several million people. Pega – An Award You Can Win – And Should...... 28 • Director of Member Services...... Janis Daudt Nominations Invited for The Annual Institute Director [email protected] IIMC is affiliated with 49 U.S., & Nine Canadian Associations. Award of Excellence...... 30 • Member Services Representative...... Tammy Storrie National affiliations: Calendar...... 36 [email protected] • ATAM (Portugal) • SLCC (England) • Education/Membership Assistant...... Iris Hill •M IA (Israel) • VVG (The Netherlands) [email protected] • UDITE (Europe) • SOLAR (Scotland) • IMASA (South Africa) • ADSO (England) COMPUTERIZED BUSINESS SOLUTIONS • NAMCB (Bulgaria) • Doug Griffith...... [email protected] www.iimc.com Copyright by the International Institute of Municipal Clerks. All rights reserved.
BOARD OF DIRECTORS PRESIDENT PRESIDENT ELECT VICE PRESIDENT IMMEDIATE PAST PRESIDENT Lana R. McPherson, MMC Mary Johnston, MMC Sheri Pierce, MMC Stephanie Carouthers Kelly, MMC De Soto, Kansas Westerville, Ohio Valdez, AK Charlotte, North Carolina [email protected] [email protected] [email protected] [email protected]
DIRECTORS – 2020 EXPIRATION DIRECTORS – 2021 EXPIRATION DIRECTORS – 2022 EXPIRATION Sandra Pinsonault, MMC – I, East Dorset, Vermont Ann Quirk, MMC – I, Barnstable, MA Diane Pflugfelder, MMC, II,Liberty, New Jersey [email protected] [email protected] [email protected] Sonja Tolbert, CMC – III, Albany, Georgia Teresa Hudson, MMC, II, Milford, DE Janice L. Almy, MMC, IV, Sand Springs, Oklahoma [email protected] [email protected] [email protected] Leticia M. Vacek, MMC – IV, San Antonio, Texas Camilla Pitman, MMC, III, Greenville, SC Audra J. Etzel, MMC, VI, Rockford, Minnesota [email protected] [email protected] [email protected] Leon Wright, MMC – V, Van Buren, Michigan Janice Bates, MMC, V, Tipp City, OH Kerry Rozman, MMC, VII, Clay Center, Kansas [email protected] [email protected] [email protected] Marie A. Moe, MMC – VI, Portage, Wisconsin Lisa Garcia, MMC – VIII, Florence, AZ RaNae Edwards, MMC – VIII, Grand Island, Nebraska [email protected] [email protected] [email protected] Helen Ingold, CMC – VII, Crestwood, Missouri Scott Passey, MMC – IX, Edmonds, WA Bonnie Hilford, CMC – X, Lethbridge, AB, Canada [email protected] [email protected] [email protected] Dawn G. Abrahamson, MMC , Vallejo, California Saanich, BC, Canada Kathryn Richmond, CMC – XI, Waltham Abbey, Angila Bains, CMC – X, [email protected] United Kingdom [email protected] [email protected] Djimmer Petrusma, MMC , Dronten, The Netherlands [email protected]
2 IIMC News Digest March 2020 President’s Message Lana McPherson, MMC IIMC President, 2019-2020
Hello, IIMC Family! during March. I’m excited to be meeting with our here are Seventy-Eight Days between March 1st fellow Clerk family and sparking friendships and learn- and May 18th! ONLY Seventy-Eight Days until ing new things. Many cities will host St. Patrick’s Day … IIMC 2020 St. Louis! Are you registered yet? parades and festivities, along with March Madness T basketball and Spring gardening events. And, don’t Do you have a hotel room reserved? So many details and only Seventy-Eight Days to get ready to “Meet Me forget to ‘Spring Forward’ on March 8th as Daylight in St. Louis!” The Early Bird Special deadline is March Savings Time begins for most states. Hopefully, March 30, 2020. Don’t miss out on our 74th Annual IIMC will go out like a lamb with spring flowers in bloom. Conference … Your gateway to education in 2020! After a freezing Kansas winter, I’m visioning a flower And, if you need some assistance from IIMC to include garden in my head so I can be prepared and ready to in your request and justification to your manager or plant when the ground is warm enough. governing body, please check out the 2020 Conference In looking at current events in my area, the ‘2020’ Justification Letter on the IIMC website. vision theme is being widely put to use. Do you have Before we arrive at Conference, we need to rally all our a 2020 Vision Plan for yourself? A plan only for YOU? Clerk family and celebrate IIMC’s 51st Annual Munici- Do you have your vision goals written down? Many pal Clerks Week during May 3rd-May 9th, 2020! How years ago, I attended goal-setting classes and we were are you going to celebrate in your office and City Hall? advised to write out our goals and to work on ways daily Please share with your fellow Clerks as we all gain new and weekly to ensure our goal was always present in ideas and more knowledge when we share our best our mind. We were advised to make a roadmap on how practices and exchange ideas. Please email Proclama- to achieve the goal we had written down. I do believe tions, photos, programs, activities, etc. to our Executive all the well-traveled hills and curves in my goal-setting Director, Chris Shalby, at [email protected] so they can journey have been worth the time invested. Sure, there be shared with all of us. IIMC has sponsored Municipal have been setbacks and will continue to be because Clerks Week since 1969. In 1984 and in 1994, Presi- that’s life. Make a plan for yourself and review it dents Ronald Reagan and Bill Clinton, respectively, often. I’ve found the more I review my plan and invest signed a Proclamation officially declaring Municipal in continually learning new things and experiencing Clerks Week the first full week of May and recogniz- different ways in doing things, the better my goals are ing the essential role Municipal Clerks play in local coming into focus and being achieved. As someone once government. said, “If your dreams don’t scare you, then they aren’t big enough!” Is 2020 the year of vision and goal setting March is truly holding up its symbolism of livening for you? Think about it. You may surprise yourself once up our consciousness after it has been in somewhat of you set your mind to achieving a personal goal. It’s a repose during the cold winter months. March is known new decade to bring your vision into focus and see it as the ‘queen’ of jumpstarting our physical and mental 20/20. Give it your best. If you need a cheerleader, I’m momentum for a new season. In looking at our state here to cheer. Call me and count on me to help you conferences and trainings, it appears March has many achieve. You are a Clerk. You achieve work goals every educational opportunities for our Clerks to engage in day. Achieve one for yourself in 2020. and jumpstart out mental momentum. The red shoes will be traveling to Missouri, Minnesota and Wyoming Continued on page 5
March 2020 IIMC News Digest 3 2020 Proposed Constitutional Amendment
t the IIMC Board of Directors midyear meeting held in Greenville, South Carolina on Saturday, November 16, 2019, the Board voted to amend IIMC’s Constitution by removing from Article VIII Qualifications, ANominations and Elections - Section 2 – Qualification of Candidates for Region Director – F. The Board’s reasoning: in its constant quest to continue to be an inclusive Organization to all its members, deleting the sentence removes another hurdle toward applying for a seat on the Board of Directors, allowing the possibility of generating more interest among its membership. The proposed amendment will not have a negative or financial impact on the Organization. The proposed amendment’s merit will be discussed and evaluated with the attendees at the Annual Business Meeting on Wednesday, May 20, 2020 in St. Louis, MO. If the proposed amendment is approved by majority vote at the Annual Business Meeting, the proposed amendment will be distributed for a vote by the entire membership. Members will have sixty (60) days following the Annual Business Meeting to vote on the proposed amendment. The constitutional amendment shall be adopted if two thirds of the votes cast are in favor of the proposal. The effec- tive date of the amendment will be the 61st day following the Annual Business Meeting, unless otherwise specified. Amend Article VIII, Qualifications, Nominations, and Election, Section 2 by striking out subsection f.
CURRENTLY READS: PROPOSED AMENDMENT: IF ADOPTED WOULD READ Section 2. Qualification of Section 2. Qualification of Section 2. Qualification of Candidates for Region Director Candidates for Region Director Candidates for Region Director To qualify for office as a Region To qualify for office as a Region To qualify for office as a Region Director, a candidate must: Director, a candidate must: Director, a candidate must: A. Be an IIMC member for at least A. Be an IIMC member for at least A. Be an IIMC member for at least three (3) years. three (3) years. three (3) years. B. Have served at least three (3) B. Have served at least three (3) B. Have served at least three (3) years as a Municipal Clerk or years as a Municipal Clerk or years as a Municipal Clerk or other office as defined in Article II, other office as defined in Article II, other office as defined in Article II, Membership, Section 2 A. Membership, Section 2 A. Membership, Section 2 A. C. Have attended at least two C. Have attended at least two C. Have attended at least two Annual Conferences. Attendance Annual Conferences. Attendance Annual Conferences. Attendance may include the conference at which may include the conference at which may include the conference at which the candidate’s term would begin. the candidate’s term would begin. the candidate’s term would begin. D. Be a Full Member or Additional D. Be a Full Member or Additional D. Be a Full Member or Additional Full Member and, if elected, remain Full Member and, if elected, remain Full Member and, if elected, remain a Full or Additional Full Member a Full or Additional Full Member a Full or Additional Full Member during the term of office. during the term of office. during the term of office. E. Provide written support of candi- E. Provide written support of candi- E. Provide written support of candi- dacy from the legislative governmen- dacy from the legislative governmen- dacy from the legislative governmen- tal body they represent. tal body they represent. tal body they represent. F. Provide written support of candi- F. Provide written support of candi- dacy from their state, provincial, dacy from their state, provincial, or national association within the or national association within the Region in which they are running. Region in which they are running.
4 IIMC News Digest March 2020 President’s Message…Continued from page 3
As conference time approaches, please be sure to let our Executive Director know of your talent if you haven’t done so. We want to showcase our IIMC Clerks at various conferences. Don’t be shy. Your IIMC family needs your talent. Step up, step out and BE THE ONE to volunteer. If you are a Clerk, you have something to share. Be a mentor. Serve on a committee. Become an Athenian Dialogue facilitator. BE THE ONE to give back to those around you in whatever way you can make a difference -- because you can. Ralph Waldo Emerson said, “The purpose of life is not to be happy. It is to be useful, to be honorable, to be compassionate, to have it make some difference that you have lived and lived well.”
Welcome to the Old Courthouse! The Old Courthouse was the site of the first two trials of the pivotal Dred Scott case in 1847 and 1850. It was also where Virginia Minor’s case for a woman’s right to vote came to trial in the 1870s. You may tour this historic structure, and visit the restored courtrooms to learn more about our 19th century judicial system.
March 2020 IIMC News Digest 5 Proven Rule For Effective Leadership: Don’t Get Your Actions Ahead Of Your Culture’s Readiness To Act By Dr. Tim Rahschulte
ristotle said, “Change in all things is sweet.” than the compelling vision of the future and how to get From some perspectives, that may be true, but if there, the change will fail. The truth is, if there’s limited Ayou’ve ever experienced periods of big transfor- dissatisfaction in the current state of things, lacklus- mation or massive and disruptive change, you may very ter vision of a possible future state, and ambiguous or well take issue with Aristotle’s fervor in explaining it overly zealous steps to get there, cultural and human with such palatability. resistance will overcome the effort to realize the envi- In business and in life, even change brought about by sioned change every time. a leader with a clear vision and proper planning can be In addition to making sure there’s sufficient dissatis- fraught with risk and challenge. It’s for this reason that faction in the current state, clarity in the vision of the most efforts to bring about a new order of things fail. future state, and proper preparation in the planned steps The odds of success are usually worse than the odds of to get there, leaders can also increase their probability of failure. As David Pottruck, a former chief executive offi- success by ensuring their actions don’t outpace the read- cer at Charles Schwab, said, when it comes to change, iness of their teams or enterprise of employees. Because “the deck is stacked against you.” any effort to realize a vision likely requires people to Regardless of the odds, most actions you take as a leader operate on the fringe of their capability and bring about are in an effort to change the status quo to something new ways of performance and behaving, the best leaders better. This effort is necessary for anyone or any team, know not to go too far beyond that fringe too quickly; organization, or community hoping to keep pace in otherwise, they end up in the fear zone, which will fuel an increasingly competitive and complex world that significant resistance and freeze action. is constantly changing. Nothing and no one survives, As you go about any aspect of change, you’ve got to let alone realizes mild achievement or especially great make sure the path of change is aligned with a readi- success, without vision, preparation and action to ness to change. Any time you get change ahead of your change. Business author Alan Deutschman reminded employees’ readiness, you’re going to have problems. So us of this fact, noting our option to either “Change or be aware of the current state of change readiness, and Die,” which was the title of his Fast Company article. don’t get your actions to bring about some change ahead Grim … but true. of the employees’ readiness to act in support of that While you may think your organization — and the change. people within it — could change when it matters most, Editor’s Note: Dr. Rahschulte is the CEO of the Professional Deutschman warns that “you’re probably deluding Development Academy and chief architect of the NACo High yourself.” Decades of research confirm that only a small Performance Leadership program (www.naco.org/skills). He is handful of change efforts are ever truly successful. If the co-author of My Best Advice: Proven Rules For Effective Lead- ership. This is one in a series of articles from Dr. Rahschulte on individual and cultural resistances to change are greater Leadership.
6 IIMC News Digest March 2020 2020 Census FAQ What is the census? The census is a count of every person who lives in the United States and its territories. It happens every 10 years. In early 2020, you will be asked to count everyone who lives in your home as of April 1. Responding to the 2020 Census is a chance to shape your future.
What’s in it for me?
Your responses Census data gives Responding also Your responses inform where community leaders fulfills your civic are used to redraw over $675 billion vital information duty because it’s legislative districts is distributed to make decisions mandated by the and determine the each year to about building U.S. Constitution. number of seats communities community The United States your state has in nationwide for centers, opening has counted its the U.S. House of clinics, schools, businesses, and population every Representatives. roads, and more. planning for 10 years since 1790. the future.
Is my information safe? What will I be asked? Your responses to the 2020 Census are safe, You will be asked a few simple secure, and protected by federal law. Your answers questions, like age, sex, and the can only be used to produce statistics. They number of people who live in cannot be used against you by any government your home, including children. agency or court in any way—not by the FBI, not by the CIA, not by the DHS, and not by ICE. What won’t be asked? The census will never ask for When can I respond to the census? Social Security numbers, bank or In early 2020, every household in America will credit card numbers, money or receive a notice to complete the census online, donations, or anything related to by phone, or by mail. In May, the U.S. Census political parties. Bureau will begin following up in person with households that have yet to respond.
For more information, visit: 2020CENSUS.GOV
D-FA-GP-EN-034
March 2020 IIMC News Digest 7 Keep Playspaces Safe By Niki Tourscher, Certified Park and Recreation Professional and Certified Playground Safety Inspector, PA Recreation and Parks Society
laygrounds are an essential part of childhood development and are part of most parks across the PCommonwealth. They are designed to allow children to improve basic motor skills, develop socials skills through interactions with their peers, and aid in healthy lifestyles through physical activity. The new playgrounds being built are nothing short of spectacular, themed to fit the history, culture, and tradi- tion of their communities. They range from flashy and colorful to neutral playscapes designed to blend into the environment. Some even include musical components. One thing that municipalities need to keep in mind — whether it’s a brand-new playground or one that has amount of fill within a playground, resulting in less been around since the dawn of time — is safety. than ideal levels. Playground inspections are a systematic way of keep- It’s unfortunate, but inappropriate use and vandalism ing playgrounds safe. This proactive approach, while impact the safety of playgrounds. All too often families time consuming, can also limit accidents and injuries, show up to enjoy a day at the park to find trash and prevent further damage, minimize future litigation, and debris, pieces of equipment broken off from improper create an enjoyable environment for users. use, graffiti, or worse. These careless behaviors can lead There are a wide variety of elements that can lead to to injuries if they are not addressed. issues at playgrounds. These are just some of the issues that can have a nega- For example, due to lack of upkeep, playgrounds may tive impact on playground equipment, safety surfacing, have old and outdated equipment. If not properly and the surrounding environment. They also directly maintained, this aged equipment can have considerable impact the frequency at which a borough should inspect wear and tear leading to weak spots, cracks, and other its facilities. problems and equipment failures resulting in accidents Generally, inspections can be broken down into two and injuries. categories: low frequency and high frequency. Weather conditions can also have a significant impact According to the PLAYCORE Inspection & Main- on playground equipment and safety surfacing. There tenance Guide (www.playcore.com), high-frequency are a variety of surfaces that can be installed and each inspections would be performed daily or weekly, look- needs to be maintained according to manufacturers’ ing at changed conditions caused by use, weather, and/ specifications. or vandalism. Low-frequency inspections performed Say substantial rain falls on a loose-fill surface and pools quarterly or semi-annually, are proactive, in-depth of water collect in high-use areas such as under swings investigations of the equipment and surfacing that look and at the end of slides, then the safety surfacing com- for wear and tear. pacts, reducing its integrity. Heavy rain can also wash away portions of safety surfacing, lowering the total Continued on page 10
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March 2020 IIMC News Digest 9 Keep Playspaces Safe…Continued from page 8
Developing a checklist is vital in making sure critical CPSIs are certified by the National Certification Board components are covered during inspections. Items to list with the National Recreation and Park Association. include CPSI participants are required to prove competency by passing an examination every three years that covers • Surfacing, information from both the Certified Playground Safety • Moving parts, Inspectors Manual and the CPSI Field Guide. • Broken/missing equipment, and • Trash and debris. For more information on becoming a CPSI, visit the Checklist templates can easily be found online. In Pennsylvania Recreation and Park Society website at addition, safety recommendations should be available www.prps.org. from playground manufacturers as well as in the Public Editor’s Note: Niki Tourscher is the Director of Training and Get Playground Safety Handbook from the U.S. Consumer Outdoors PA with the PA Recreation and Park Society (PRPS). Product Safety Commission. PRPS is the principal statewide association providing professional development, leadership, advocacy, and resources for those working To enhance playground safety, having a certified play- and volunteering in the parks and recreation field. This article is ground safety inspector (CPSI) on staff or contracting reprinted with permission from the 2019 issue of the Pennsylvania one to conduct inspections provides additional knowl- Borough News. edge and experience. Opioid Epidemic and Playgrounds
The opioid epidemic is having a major impact on Pennsylvanians, but many people don’t realize its affect on local park and recreation facilities. Drug use has increased in PA parks and playgrounds, causing safety concerns when drug paraphernalia are found in and around park facilities. This creates a unique opportunity for change in how municipalities inspect and maintain their parks and playgrounds. In high-use areas, especially those with inappropriate use, conducting daily inspections may be warranted. Incorporating training programs for all staff, including seasonal, summer, camp, and recreational program- ming staff, lifeguards and concession stand staff as well as maintenance staff, on how to recognize the signs of drug use will aid in following appropriate safety protocols. They should include a call, text, or social media messaging campaign to notify staff when an issue arises. Bristol Township, Bucks County, for example, has used pro-active training and maintenance to address is- sues at its parks. “Bristol Township has seen a steep decrease in playground vandalism and drug paraphernalia since training our staff and volunteers to complete high-frequency inspections in all park areas. Spending half of a day educating all staff members, civic association members, and park stewards on basic playground safety, creat- ing logs to keep staff accountable, and following up regularly has created a safe parks system that we can all be proud of,” said Jessica Fox, director of Bristol Township Parks and Recreation. There are even some park departments and municipalities installing sharps containers for needle disposal. While some may see this as a controversial choice that enables users, the goal is to provide a safe place for needle disposal, limiting the likelihood of injury to people using and maintaining parks. Each community needs to evaluate its playspace, user groups, and various other factors to determine the most effective and efficient way to keep their open spaces safe and enjoyable.
10 IIMC News Digest March 2020 MEMBERSHIP Has Its Perks Save up to 75% off with exclusive U.S. member-only savings and benefits.
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March 2020 IIMC News Digest 11 Professional Municipal
Clerks Week MAY 3 - 9, 2020
IIMC’s 51st Annual Municipal Clerks Week, to take place May 3 - May 9, 2020, 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 management techniques and other relevant information and can return to the class- room 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, Presidents Ronald Reagan and Bill Clinton, respectively, signed a Proclamation officially 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.
12 IIMC News Digest March 2020 Broward County Municipal Clerks Celebrate 50th Anniversary of Municipal Clerks Week in 2019
March 2020 IIMC News Digest 13 Amsterdam Leads the Way on Wetland Restoration By Feargus O’Sullivan
he Dutch capital has long been a global model for flood management in a manmade landscape. TNow it is seeking to break ground on how it preserves wetlands. Travel beyond Amsterdam’s northern outskirts and you enter a scene that looks like a 17th century Dutch painting. Cows chew their cud in lush pasture fringed with reed beds, in a region of pretty villages whose houses are often snapped up by wealthy urban commut- ers. By Dutch standards, this watery landscape has been left relatively undeveloped. Scratch the surface, however, and all is not well. “We saw that biodiversity was going down and that peat was disappearing,” says Saline Verhoeven, who is currently leading a project to restore the local environ- The world has already looked to the Netherlands for ment. Hemmed in by heavily developed land, the area guidance on flood management as sea levels rise. This still needs to sustain farmers. But current agricultural project fits into a global picture of wetland restoration. methods often drain significant water from the mead- From the Gulf of Mexico to the Gulf of China, states ows, leaving the peat vulnerable to erosion and creating are increasingly realizing the vital role that marshlands conditions that threaten marshland species. can play, by protecting from high tides, promoting To find a way to restore the marshlands and pastures biodiversity, and keeping watercourses in good health. while maintaining its agricultural capacity, the Amster- Amsterdam’s new project is modest in scale but helps dam Wetlands project will plow $9 million of funding refine the picture. While wetlands need water to thrive, into experiments. The scheme, a collaboration between they may also struggle if submerged: Amsterdam’s three nature preservation agencies, is intended to wetlands are inland and freshwater, and the project’s incorporate more water into low-lying areas instead of goal is to continue controlling water flow into the area damming and pumping it out. so that its river and channel system remains clean and doesn’t become an overflow space for other watercourses If fully realized, it could demonstrate how restoring land in the region. and making it more storm-resilient needn’t just mean rewilding terrain through marsh expansion and turn- Some plans for the area are already taking shape. ing it all back to nature. Agriculture, if well-managed, Wetland areas will be expanded so that reed beds can can also play a role in maintaining balance, providing be knitted together into a single habitat that will attract habitats in places where humans have been reshaping wildlife such as otters and sea eagles. But as Verhoeven the landscape for more than a thousand years. points out, much can also be done by introducing better land management around the area’s current 120 acres You would be forgiven if you’ve never heard of the of protected nature reserves. “What we need is a certain Amsterdam Wetlands. Until very recently, nobody had. type of zoning: a core of nature reserve, certainly, but That’s because the English language term is in fact a one which is surrounded and supported by nature- new coinage, used to describe the 50-odd square miles inclusive agriculture.” of marsh, pasture, and waterways directly to the north of the Dutch capital, so dubbed because Dutch has no In practice, this means adopting methods of farming equivalent term as broad as the word wetland. that preserve the peat. Verhoeven describes this fragile Continued on page 15
14 IIMC News Digest March 2020 Amsterdam Leads the Way on Wetland Restoration…Continued from page 14 earth as “a real diva among soil types” that only thrives A wetter landscape could also help wildlife. Many birds when kept properly wet, with clean water. Dairy farm- indigenous to the region thrive on the extra insects ers typically pump a lot of water out of the soil, drying provided by wetter land, even though some are meadow out the peat and causing it to release CO2. They do this rather than marshland species. Meanwhile, the distribu- for good reason. Dairy cattle are heavy and sink easily tion of food produced on these farms, much of which into waterlogged ground. The solution to this could is currently exported, could once again be targeted be straightforward enough: the introduction of lighter primarily at Amsterdam. As many villages have water- cattle breeds such as Angus cows, more suitable for beef ways linking them directly with the city, it could even than dairy production. arrive there by boat. By rearing lighter cattle, farmers can leave their land The project’s continuing human intervention should a little more waterlogged, allowing the peat to restore come as no surprise. Much of the Dutch landscape is itself and attract more of the species that thrive on it. actually human made, shaped and reshaped by many As Verhoeven explains, this could have advantages for centuries of draining and cultivation. It makes sense farmers too. that the human inhabitants that substantially created its “The land is so wet and the plots of land are really shapes through levees and reclamation can still have a small, so that farmers have to transport their [cattle] role in its future. They just need to learn to walk with a by boat,” Verhoeven said. “This makes dairy farming a lighter tread. difficult business there because it involves moving the Edi Note: Feargus O’Sullivan is a contributing writer to CityLab, cows daily for milking. The other [beef] breeds are a covering Europe. His writing focuses on housing, gentrification and bit easier because without milking they don’t need to social change, infrastructure, urban policy, and national cultures. be moved so much and can be left to themselves a little more.”
March 2020 IIMC News Digest 15 Branding: “Working With What You Have” By Linda Reader
ost of us recognize the Nike swoop on athletic apparel and shoes or the just-as-famous I♥NY Mbrand of New York City. But, you don’t need a logo or a clever saying to brand your hometown. It is branded because people have a perception about it already. What comes to mind when you hear Calgary, Lunen- If you have really done a good job of branding your burg, Inuvik, and Quebec City? When you visit community, rest assured that a competitor will come these places, you are not disappointed. Your percep- after you. And if you’re not innovating at the height tion is based on the reality of the place, an authentic of your popularity, your community’s edge or advan- experience. tage will be copied. Trademarking your brand is worth What does branding have to do with municipalities considering. anyway? It is the first step to community economic Stating it and owning it is the way to start. Finally, the development success. Branding helps your community branding message must be promoted. to attract investment. Branding sets your community apart from its neighbours. Branding focuses on the 3. Promote it key values that differentiate one location from another, In traditional marketing, there were just four compo- giving your community a competitive edge. nents of promotion: advertising, publicity, sales promo- Where to Start tions, and personal selling. How times have changed. Websites, social media, special events, and more are part In most cases, your brand already exists. Economic of the mix now. development professionals call it “working with what But, something that has not changed is an approach you have.” The first step, then, is to state your unique called integrated marketing communications. Simply difference. put, make sure all your communications reflect the When it is stated – you own it. If you own it; promote brand. Stationery, website, advertisements, name tags, it. It’s as easy as 1, 2, 3. truck decals and so on. 1. State it Websites are the most important promotional window “Stating it” requires community consultation and a to the soul of your community. compilation of the assets. It begins with leadership at From an economic development point of view, your the council table and facilitation with stakeholders, website should provide all the information needed for either by a consultant or staff member. investors, tourists, and new residents to consider your Your community will be much more than the brand, community in their decision making. but don’t be persuaded into trying to encompass it Brand Making in the Global Economy all. Marketing professionals call that the “scatter gun approach” and, like a shotgun, your efforts go every- Do not be afraid to brand and promote your commu- where. Target your brand and message. nity. In this global economy, your prosperity depends on it. State it; own it; promote it. 2. Own it While stating the brand means you own it, does the Editor’s Note: Linda Reader is a community economic develop- entire community? Consultation is a method of achiev- ment consultant who creates award-winning economic develop- ing buy-in, but do the BIA, the chamber, the munici- ment and tourism projects for municipalities across Canada. This pality, and other stakeholder groups all project the same article was first published inMunicipal World. branding message?
16 IIMC News Digest March 2020 IIMC Is Accepting Requests For Proposals For 2025 Annual Conference
he International Institute of Municipal Clerks Deadlines -- 2020 (IIMC) is calling for Requests For Propos- • Monday, June 1 - deadline for returning the RFP to Tals from convention bureaus in your area that IIMC Headquarters; would like the opportunity to bid to secure the right to • Monday, July 6 - notify qualifying finalists and host the 79th IIMC Annual Conference in May 2025. schedule a site visit in August and September IIMC respectfully asks that you indicate your interest in 2020; and undertaking this project by downloading and complet- • November 2020 – IIMC Board of Directors votes ing the RFP found on www.iimc.com/conference. on site. IIMC CONFERENCE PHILOSOPHY For more information, contact Executive Director Chris The Organization’s main purpose is to provide qual- Shalby at [email protected] or 909/944-4162. ity education programs, an exhibit hall and a variety of opportunities for IIMC members to network with their colleagues. This major event is intended to raise funds to supplement IIMC’s existing programs, and to IIMC Foundation T-shirts implement new products and services to benefit IIMC’s members. IIMC ANNUAL CONFERENCE RESPONSIBILITIES The IIMC Foundation is IIMC is responsible for the fiscal, education, marketing/ getting into planning of its Conference. This includes but is not the spirit of the limited to: Annual Conference and its fundraising • Establishing all fees, costs and schedules; efforts. To help • Developing educational programs and sessions; in their efforts • Selecting speakers and instructors; to raise funds, • Selecting facilities, sites and services; the Foundation is offering unisex • Developing exhibit program; cotton T-shirts in • Marketing and promoting the Conference; blue and gold. The cost is $25.00US and you can order one • Creating and selecting promotional products; and or more through the Registration Form in this preliminary • Fundraising through IIMC sponsored companies program. and vendors. Help do your part and give to the IIMC Foundation. It’s win-win for HOST COMMITTEE/CITY RESPONSIBILITIES everyone: You get a T-shirt and Host City/Host Committee will aid IIMC staff in plan- your funds help you or one of ning this Conference. IIMC will require the local Host your colleagues get an education scholarship. Committee to help: • Fundraise toward the embellishment of the conference; • Market the conference locally and regionally; • Suggest venues for the All Conference Event; and • Provide volunteers (minimum 20 - 40) throughout the week.
March 2020 IIMC News Digest 17 Meet Me in Athenian Leadership St. Louis Society Dialogues thenian Dialogues are conversations that go far beyond the usual knowledge, recall and application process. These profoundly r gate a Apersonal sessions delve deep into the leadership principles and practices found within the incredible stories you will see below. t ed ati n If you have never attended an Athenian Leadership Society Dialogue before, IIMC invites you to experience the excitement for yourself in St. Louis. If you are already a Dialogue Veteran, we welcome you back and hope you will find the selections below to be enticing, thought-provok- ing, timely and as memorable as the unique stories embedded in the pages. Athenian Leadership Society Dialogues are limited to a minimum of 10 participants and a maximum of 30 participants per session on a first- come, first-served basis. Each Dialogue is worth 3 CMC Education or 3 MMC Advanced Education points with the completion of a learning as- sessment. Participants are required to purchase and read the book prior to the session. Due to the pre-work that is involved (reading of the book), on-site registrations are not permitted. The preliminary program was mailed in November to any member who has attended an IIMC Conference within the last three years, and to all Region VII SOLD OUT members. The Program is available online via IIMC’s website at www.iimc.com. Sunday, May 17, 2020 9:00 a.m. – 4:00 p.m Fee: $110.00
More information regarding the Conference, education sessions, general speakers, Athenian Dialogues, Academies, and events The Everything Store: Jeff Bezos and the will be in each issue of the News Digest and Age of Amazon weekly E-Briefings. by Brad Stone
2019 Annual Conference Sponsors
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Proud Sponsor of Education Programs and Speakers 18 IIMC News Digest March 2020 There are still seats available for the following Athenian Dialogues:
One Giant Leap: one of mankind’s greatest achievements. It’s a story filled The Impossible with surprises—from the item the astronauts almost forgot Mission That Flew Sunday, May 17, 2020 to take with them (the American flag), to the extraordinary impact Apollo would have back on Earth, and on the way we Us to the Moon 9:00 a.m. – 4:00 p.m live today. by Charles Fishman Fee: $110.00 Charles Fishman introduces readers to the men and women
who had to solve 10,000 problems before astronauts could reach the Moon. From the research labs of MIT, where the eccentric and legendary pioneer Charles Draper created the Facilitated by: tools to fly the Apollo spaceships, to the factories where Charles E. Tokar, MMC dozens of women sewed spacesuits, parachutes, and even Mayor/Retired Village Clerk computer hardware by hand, Fishman captures the excep- Chicago Ridge, Illinois tional feats of these ordinary Americans. One Giant Leap is the captivating story of men and women charged with resident John F. Kennedy changing the world as we knew it—their leaders, their tri- astonished the world on PMay 25, 1961, when he umphs, their near disasters, all of which led to arguably the announced to Congress that the greatest success story, and the greatest adventure story, of United States should land a man the twentieth century. on the Moon by 1970. No group Pre-registration (onsite registrations are not permitted) and was more surprised than the scientists and engineers at payment of a $110.00 fee is required to attend this Athenian NASA, who suddenly had less than a decade to invent space Leadership Society Dialogue. To receive points, each par- travel. ticipant is required to complete a learning assessment. This dialogue is limited to 30 registered delegates. Delegates When Kennedy announced that goal, no one knew how to must register by Friday, May 1, 2020. navigate to the Moon. No one knew how to build a rocket big enough to reach the Moon, or how to build a computer small enough (and powerful enough) to fly a spaceship Creativity, Inc: Overcoming the there. No one knew what the surface of the Moon was like, Unseen Forces That Stand in the Way or what astronauts could eat as they flew there. On the day of True Inspiration of Kennedy’s historic speech, America had a total of fifteen by Ed Catmull, Amy Wallace minutes of spaceflight experience—with just five of those Saturday, May 16, 2020 • 9:00 a.m.-4:00 p.m. minutes outside the atmosphere. Russian dogs had more time in space than U.S. astronauts. Over the next decade, $110.00 more than 400,000 scientists, engineers, and factory workers would send 24 astronauts to the Moon. Each hour of space Undaunted Courage: The Pioneering flight would require one million hours of work back on Earth First Mission to Explore America’s Wild to get America to the Moon on July 20, 1969. Frontier by Stephen Ambrose Fifty years later, One Giant Leap is the sweeping, definitive Saturday, May 16, 2020 • 9:00 a.m.-4:00 p.m. behind-the-scenes account of the furious race to complete $110.00
2019 Annual Conference Sponsors
March 2020 IIMC News Digest 19 When Cities Don’t Accept Cash For Public Services
By Linda Poon
n 2019, the year saw a wave of backlash against of a pilot test. In the letter, he noted that those who’d cashless retail, but what about when cities like have to go out of their way to find a metro station or a IWashington, D.C., want to move toward all-digital CVS store that sells SmarTrip cards could face longer payments? and costlier commutes. I hardly notice the quick succession of beeps anymore as That same month, Grosso and his fellow D.C. council my fellow commuters board the D.C. Metrobus, paying members introduced a bill to ban cashless food retail in with a tap of their SmarTrip fare cards. But every now Washington. The backlash against cash bans continued and then, I hear the clanking of coins being dropped to grow in 2019 with a number of cities introducing or into the fare-box, or I look up to see someone inserting passing legislation requiring businesses to accept cash. a wrinkled bill into the slot, only for the box to spit it Supporters of such legislation say refusing cash is a out. form of discrimination against poor people and minor- The Washington Metropolitan Area Transit Authority ity groups, who tend to face larger barriers to accessing says transactions like these slow down their buses, which banks. ACLU calls it a civil liberties issue, as unbanked recently received a D on speed and reliability from people who want to patronize a cashless business would the Coalition for Smarter Growth. In 2018, WMATA have to give up private information to banks to get a mulled over whether it should make some of its express card. buses cashless to improve service. That, unsurprisingly, But what about when the government makes some of its didn’t sit well with advocates for the poor who argue services cashless, citing security and faster service? that eliminating cash payments discriminates against The public library system in D.C. is one agency that’s low-income and elderly riders who depend on the bus done just that. It has refused cash payments at its neigh- and are more likely to be unbanked or underbanked. borhood branches since 2010, when the system began “A speedier bus should not be a result of leaving some of accepting Mastercard and Visa. (They do take money our residents behind,” D.C. councilman David Grosso orders to pay fees for lost items, and cash is accepted at wrote in a letter to the WMATA in June 2018 after the the main branch, although that location has been closed agency proposed making one bus route cashless as part since 2017 for renovations.). Richard Reyes-Gavilan, who became executive director of the library system in 2014, says that the decision was made to circumvent the district’s onerous policy on handling cash. “In order for us to collect cash from the 26 [library] locations, a library staff member, a library security person, and somebody from the city’s chief financial office all have to be present to PRESERVE IMAGE & INDEX MICROFILM MANAGE prevent malfeasance,” he says, calling the process both “comical” and a “colossal waste of time.” But it’s not lost on him that such a policy seems to run counter to the library’s mission, which is to serve the city’s most WWW.KOFILE.COM Continued on page 21
20 IIMC News Digest March 2020 When Cities Don’t Accept Cash For Public Services…Continued from page 20 underserved population. According to a 2017 FDIC survey, more than a fifth of D.C. residents reported being underbanked while 8 percent said they are unbanked. It found that rates for both categories were significantly higher for blacks compared to whites (the only ethnicities for which the survey broke out data), for non-college degree holders, and for those not in the labor force. accurate codi cations That’s why the library has a permissive fines policy, Reyes-Gavilan says. Users under 20 years old do not innovative web interfaces incur fines for overdue items, and librarians are gener- ally willing to waive fines as long the book is returned. timely updates/supplements Services like printing are free, though with limitations. “The last thing we want to do is create barriers,” he says, adding that he’d like to move toward a no late-fee policy in the future. For now, the rules are in place to encourage users to return their books. The library system’s transition was mostly seamless, largely because the end goal is to eliminate fines. But proposals to make mass transit cashless have been more For 28 years, we have led the industry controversial. WMATA moved away from their initial in digital publishing of municipal cashless boarding idea after the months-long pilot test that Grosso had objected to resulted in limited service codes. With our new modern web improvements; the number of riders who had been platform, we make it even easier to using cash was not significant enough for a ban to speed up operations. They’re now proposing a 25-cent nd the information you need. surcharge on express buses for cash-payers instead. “It’s a tactic to discourage [cash payments], and it’s a Call today to schedule a demo regretful policy,” says Stephanie Lotshaw of the Transit Center, a foundation that works to improve public tran- of our new web experience. sit in U.S. cities. “If you’re deciding to make the switch to cashless, you should create a system that accommo- dates people with a variety of needs, not penalize them.” WMATA is not alone in their cashless pursuit. One of the latest agencies to consider shifting away from cash is the Metropolitan Transit Authority in Houston. Accord- ing to the Houston Chronicle, they’re looking at a $100 codebook.com 800.551.2633 million overhaul of their payment system making it possible for transit cards, smartphones, and other forms of contact-less payments to be used instead of cash payments. In New York City, meanwhile, express buses shuttling commuters from the outer boroughs into Manhattan started accepting fare-card payments only this spring, and soon, the Long Island Rail Road will no longer take cash for onboard ticket purchases.
Continued on page 27
March 2020 IIMC News Digest 21 Candidates For The 2020 - 2023 International Institute of Municipal Clerks Board of Directors The following Municipal Clerks have announced their intention to seek office on the 2020 - 2023 IIMC Board of Directors. There are two candidates for the Vice President’s office. IIMC will conduct a membership-wide election beginning March 23 and concluding April 20 for the two candidates. The elected Candidate for the office of Vice President will be announced at the Annual Business Meeting on Wednesday, May 20, 2020 during the Annual Conference in St. Louis, Missouri. There are seven vacancies for the following Regions: II, IV, VI, VII, VIII, X (Canada) and XI (Outside North America). IIMC has certified these candidates. Since there is only one candidate for these Regions, these individuals will be declared elected at the Conference in May 2020. All Region Directors are elected to serve a three-year term. *Vice President Candidates are listed alphabetically by last name.
RaNae Edwards, MMC Candidate for Vice President City Clerk/Treasurer, Grand Island, NE
RaNae Edwards has been involved with county and city governments for over 36 years. She was the Howard County Clerk in St. Paul, NE, for 16 years which was an elected position she held at the age of 23. RaNae was appointed Grand Island City Clerk in July of 2000. She received her Certified Municipal Clerk designation in 2003 and Master Municipal Clerk designation in 2008. She received her Associates Degree in Business Administration in 2005 and her Bachelor’s Degree in Business Administration in 2010. She has served as President for the Nebraska Municipal Clerks Association (NMCA) as well as various boards and committees. She has been a presenter at several NMCA Clerks Institutes and Academies. In 2010, she was named the NMCA Outstanding Clerk of the Year. RaNae was elected to the Region VIII Board of Directors in 2016 to fill out an unexpired term and was re-elected to that posi- tion in 2017. One of the highlights in her career was attending the Study Abroad program in England in June of 2019. Her goals as your Vice President of IIMC are to continue the exceptional professional development, education and member- ship involvement with IIMC members.
Pamela Smith, MMC Candidate for Vice President City Clerk, Sanibel, FL
Pamela Smith, MMC, was appointed in 1996 as Town Clerk for the Town of Atlantic Beach, NC, after serving unofficially for two years. In 1999, Pamela was appointed Deputy City Clerk for the City of Sani- bel, FL, and after a referendum was approved by the electorate, she was appointed the first City Clerk on March 5, 2005. Smith obtained her Certified Municipal Clerk designation in 1999 and her Master Municipal Clerk designation in 2009. She was the Region III Director from 2016 to 2019. Smith was President of the Florida Association of City Clerks (FACC) 2009/2010 and served/chaired many FACC commit- tees. Smith has also served on and chaired the IIMC Mentoring Committee, Membership Committee, Education and Profes- sional Development Committee, International Relations Committee, and served as an Election Officer. Smith’s awards are: 2006 Florida League of Cities Excellence City Clerk of the Year; 2009 IIMC Quill Award; 2010 First IIMC Exchange Clerk with Andries Knevel, Gennep, The Netherlands; 2012 FACC Robert N. Clark Memorial Award and 2013 Laserfiche Excellence Award. Smith received her Bachelor’s Degree in Public Service Administration in 2016 and her Associates in Criminology in 2014.
Continued on page 23 22 IIMC News Digest March 2020 Diane M. Pflugfelder, MMC Candidate for Region II Municipal Clerk/Administrator Liberty Township, NJ
I am Diane M. Pflugfelder, Municipal Clerk/Administrator of Liberty Township, NJ. For over 27 years, I have served in Deputy and Municipal Clerk positions. Since 1998, I have loved volunteering within the Municipal Clerks Association of New Jersey on the Education Committee, Conference Planning, Laws Affecting Municipal Clerks, Legal Defense Fund, Raffles, Fundraising and Coordinator of the Annual Education Brochure. I am the current President of MCANJ, IIMC Region II Director and Secretary for Bloomsbury Hose Company No 1. An IIMC member since 2002, I obtained my Master Municipal Clerk designation in October 2011. My tenure as a Region II Director has been most beneficial in developing professional and human relations. As Director, I have posted and congratulated the monthly CMC, MMC and new members via notifications on Facebook. I have also been mailing paper letters of congratulations to each individual. Last year, Region II coordinated with IIMC staff and published a winter newsletter. I look forward to the challenges and changes ahead, but most importantly, I look forward to networking with IIMC members. With the encouragement of my husband, family, firemen, MCANJ and Township Committee, I humbly ask for your support as an IIMC Region II Director.
Phyllis McGraw, MMC Candidate for Region IV City Clerk, Bossier City, LA
Phyllis has served as City Clerk for the City of Bossier City, LA, since January 2013. Her Municipal Clerk service started in October 1996 and has continued in various Municipalities since. She is an active member of the Louisiana Municipal Clerks Association, currently serving as their President. Phyllis also serves on numerous Louisiana Municipal Clerks Association (LMCA) Committees, Louisiana Municipal Association (LMA) Board of Directors and an elected Board Member for the Louisiana Municipal Employees Retirement Board (MERS). She attended her first International Institute of Municipal Clerks Association Conference in 1998 and is currently on the IIMC Policy and Procedures Committee. Phyllis received her CMC in 1999 and her MMC in 2014. She has spent the major- ity of her adult life in Municipal service. In addition to her professional responsibilities, she is also a wife and mother to four wonderful children that range in age from 24 to 10 years old. Her oldest has followed in her public service footsteps as a Probation Officer. Phyllis is also a Certified 4-H Shooting Sports Rifle Coach and spends much of her free time working with Parish youth at the range. She and her family reside in Heflin, LA.
P. Kay Cmelik, MMC Candidate for Region VI City Clerk, Des Moines, IA
P. Kay Cmelik was appointed City Clerk of Des Moines in October 2019. Previously, Kay served as the City Clerk/Finance Director for Grinnell for 13 years and as City Clerk/Administrator for Hartley for 15 years. She received her CMC designation in 1995 and her MMC in 2004. She graduated with honors with a Bachelor of Science degree from Upper Iowa University in 2010. She is a member of the Iowa Municipal Finance Officers Association (IMFOA). She served as an IMFOA board member from 1999 - 2011 and as President in 2006. She is Chair of Certification Curriculum Committee for the Iowa Municipal Profes- sionals Certification and was a Charter Member of creating the Iowa Certification program. She is an Iowa Certified Municipal Clerk (IaCMC) and an Iowa Municipal Finance Officer. She was a Board of Trustee for the Municipal Fire and Police Retire- ment System of Iowa (MFPRSI) from 2010 - 2019. She was a board member of the Iowa League of Cities from 2014 - 2017. She served on the IIMC Education Committee in past years. P. Kay Cmelik is an advocate of being well informed and continuing to grow in her profession. She enjoys golfing, walking and spending time with her goldendoodle, Lennon. Continued on page 24 March 2020 IIMC News Digest 23 Janet Gray, MMC Candidate for Region VII City Clerk, Rantoul, IL
I began work at the Village of Rantoul in 1989 as Executive Assistant to the Mayor. In 1997, I was appointed to serve as Deputy Clerk. I have been a member of IIMC, Municipal Clerks of Illinois and Central Illinois Municipal Clerks since 1998. I earned my CMC in 2006 and MMC in 2009 and graduated with a Bachelor’s Degree from Eastern Illinois University in 2010. In 2013, I became an Athenian Fellow and in 2018 I was named Clerk of the Year by the Municipal Clerks of Illinois. I have served as District Director, Treasurer, Secretary, Vice President and in 2015 – 2017, as President of the Municipal Clerks of Illinois. I have also served as President of the Central Illinois Municipal Clerks Organization. In 2015 and 2017, I chaired the Back to Basic Seminar presented by CIMCO to newly elected Clerks. This is a two-day course that covers the basic duties of a Clerk and provides a networking system for those new to the profession. I would like to have the opportunity to serve on the IIMC Board and give back to the Organization that has helped me grow as a Clerk.
Sabrina Mercadante, MMC Candidate for Region VIII City Clerk, Henderson City, NV
I am Sabrina Mercadante, MMC, and I was appointed Henderson City Clerk in September 2010, by the Mayor and Council. Prior to my appointment, I served as Manager of Council and Commission Services from 2008 to 2010 and as the City’s Archives and Records Administrator from 2000 to 2008. As City Clerk, I provide leadership and direction to City staff responsible for the City’s elections, voter services, U.S. pass- port services, legislative process, boards and commissions, and the City’s Public Records Program, including the City Records Center, City Archives, Digital Imaging Program, Historical Preservation Program, and the Development Services Records Center. I have been an active member of IIMC since 2003 and served as NMCA President from 2014 to 2018. I have been appointed by four governors to the Nevada State Historical Records Advisory Board to serve consecutively from 2003-2015. I have been a member of ARMA since 1986 and have completed five Nevada Municipal Clerks Institutes. Additionally, I have obtained the Certified Public Official designation from the University of Nevada, Reno in 2013. I currently serve on the Clark County Credit Union Audit Committee and serve as President of the S.A.F.E. House Board of Directors, a non-profit domestic violence shelter.
Stephen Huycke Candidate for Region X Director Legislative Services/City Clerk Richmond Hill, Ontario, Canada
Stephen has been involved in local government for 10 years, currently as Director, Legislative Services/City Clerk at the City of Richmond Hill. At Richmond Hill, he leads a team focussed on providing dynamic public service to its key stakeholders: Council, City Staff and the public. Prior to Richmond Hill, Stephen was Acting Direc- tor of Legal and Legislative Services/Town Clerk for the Town of Aurora, and Public Service & Records Coordinator/Deputy Clerk for the City of Markham. Prior to Markham, he worked for a major research university where he supported the commer- cialization of patents, trademarks and copyrights. Stephen has been a member of IIMC since 2014. He is also actively involved in AMCTO, Ontario’s municipal management association, having served on the Board of Directors for 5 years. He also served on AMCTO’s Legislative & Policy Committee, including a term as Chair, which is responsible for advocating for legislative changes to meet the needs of a modern municipal- ity. Stephen has been a conference presenter, workshop instructor, and participated in other AMCTO committees, working groups and task forces. Stephen holds an honours Bachelor of Public Administration Degree from Carleton University, is a registered Canadian Trade- marks Agent, and holds an AOMC designation. Continued on page 25 24 IIMC News Digest March 2020 Candidate for Region XI
Sarah Jeffries Parish Clerk Maiden Bradley with Yarnfield Parish Council, United Kingdom
I have been a Parish Clerk since July 2005, beginning my employment in the local council sector as Clerk to Maiden Bradley with Yarnfield Parish Council. I continued to add the number of Parish Councils I have worked for during the following years until I moved into teaching within the sector. I am one of the Society of Local Council Clerks Induction Support Officers for the ILCA qualification and am also a CILCA Trainer. I have attained extensive qualifications in parish council governance, completing Working with your Council, ILCA and CILCA. I am currently a Community Governance Degree Student – having completed level 4 with a distinction, and I am now working on level 5. I am a member of the SLCC Advisory Team, an Employ- ment Support Officer and am one of the team on the Clerk magazine. I am also the Branch Vice Chairman in Wiltshire and have been a Clerk representative to the NALC Smaller Councils Committee in the past, and a regular presenter at conferences. I have been President of the Society of Local Council Clerks supporting the Education of the Clerk. I have been a member of IIMC since the Society became affiliated.
The St. Louis Walk of Fame is a nonprofit organization founded in 1988 to provide a showcase for the cultural heri- tage of St. Louis and to advance the knowledge, awareness and appreciation of great St. Louisans and their accom- plishments. Its mission is also to encourage pride in the community and career inspiration in individuals. The Walk of Fame consists of brass stars and bronze plaques embedded in the sidewalks of the Delmar Loop to honor people from the St. Louis area who have made major national contributions to our cultural heritage. Each star features the name of an honoree and the accompany- ing plaque contains a biography summarizing his or her achievements and connection to the city.
http://stlouiswalkoffame.org/
March 2020 IIMC News Digest 25 2020 Quill Award Nominations are now being accepted for the 34th Annual Quill Award.
reated in 1987, the prestigious Quill Award of Directors or present officers of IIMC shall not be recognizes IIMC members who have made a eligible for this award. Past Presidents will be eligible for Csignificant and exemplary contribution to their the Quill Award four (4) years after completing service community, state or province and IIMC. More impor- on the Executive Committee. tantly, the individual must support the goals and philos- DOCUMENTATION ophies outlined in IIMC’s Code of Ethics. Nominations shall be solicited annually from the The criteria include length of service, strength and ex- membership. The following documentation shall be tent of participation in IIMC, service in teaching fellow submitted to Headquarters no later than April 1st of Municipal Clerks, involvement with the initiation or the year of the Award: administration of an IIMC-approved training Institute • Resume of Nominee and reason for nomination, or program or any other activity that enhances the pro- fessionalism of IIMC members. • Nomination Form, • A written endorsement from the State/Provincial or ELIGIBILITY National Association, and The Quill Award is open to all members of IIMC, • A written endorsement from the IIMC Region deceased members, retired clerks or a clerk who has Directors. changed positions. Serving members of the Board CRITERIA Those receiving the Award shall represent all of the following Criteria: • At least ten years of service as a Municipal Clerk; • At least ten years of IIMC membership; • Strong and extensive participation in IIMC; • Service in teaching fellow Municipal Clerks Involve- ment with the initiation or administration of an IIMC-approved training Institute or program or any other activity that enhances the professionalism of IIMC members; • Leadership in State/Provincial/National Municipal Clerk professional organizations; • Significant and exemplary contribution to their com- munity; • Significant and exemplary contribution to their State/ Province/Country; • Significant and exemplary contribution to IIMC; • Significant and exemplary contribution to peers; and • Attainment of the CMC Designation. For more information, go to: www.iimc.com/Membership/Awards/Quill Award. For questions, contact IIMC Executive Director, Chris Shalby at [email protected]
26 IIMC News Digest March 2020 When Cities Don’t Accept Cash For Public Services…Continued from page 21
In these cases—in which riders can still technically of going cashless, they also have to think about the reload their cards using cash at transit stations or some- investment it takes to deliver that kind of system and be times at retail stores—it’s a question of convenience and inclusive of all of the communities that use it.” ease of access to government services, says ACLU senior That said, Lotshaw adds that the solution to better policy analyst Jay Stanley. Mass transit, after all, is a service isn’t always in the technology. Things like adding battleground for equity, and how passengers pay is very bus lanes, implementing all-door boarding, lowering — much part of it. or even eliminating — fares for the poor, can result in Lotshaw, who co-authored a report on how transit agen- dramatic improvements and, therefore, ridership. The cies can create inclusive fare policies, sees the appeal of perks of these strategies are that they don’t risk singling upgrading the nation’s many outdated fare systems. Not out low-income riders. only would it make it more convenient for riders, but it would also allow operators to focus staying on schedule, Editor’s Note: Linda Poon is a staff writer at CityLab covering science and urban technology, including smart cities and climate instead of tracking payments. At the same time, she says change. the decisions need to balance revenue generation with the agency’s various other objectives. “You really have to think about who you are trying to serve, and what your riders need from the service,” she says. Lotshaw points to NYC’s recent rollout of the OMNY system, which allows subway riders to pay with contact- less cards or their mobile phones. One thing she applauds the transit agency on was their effort to double the number of retailers that sell MetroCards from 2,000 to 4,000. “As [agencies] think about the convenience
March 2020 IIMC News Digest 27 An Award You Can Win – And Should!
ast winners have included: Seattle, WA; Austin, have to be the best City Clerk, just really good at TX; Rancho Cordova, CA; San Antonio, TX; something that matters to your community or your PCosta Mesa, CA; Countryside, IL; Frisco, TX. peers. The categories in the award are so broad Winning an award can mean a great deal to your profes- that pretty much any program will fit. It’s a very sional reputation and your city’s positive public percep- inclusive and egalitarian concept that exceptional tion. It matters, to your peers at city hall and residents programs can be recognized, regardless of tenure as a in the community, when a respected third party recog- Clerk or the ability, funding, time and institutional nizes your office for excellence. support to be involved in the IIMC leadership structure. Don’t let that opportunity pass The IIMC Program Excellence in Governance Award you by! (PEGA) is the top award for programmatic or techni- cal achievement in our profession. Let me share three 2) Your Office: Most people at City Hall still don’t reasons why you should take the time to apply for the understand what City Clerks Offices really do. PEGA in 2020: Just the collaborative process of writing the PEGA application gives you an excuse to highlight some- 1) You Can Win It: Most awards require a career to thing you’ve done well to your City’s management achieve and are given primarily to those with a team. If you win, you’ll go into your next salary history of long-term involvement in the IIMC. In negotiation as an international award-winning City contrast, any City Clerk that demonstrates excel- Clerk. If you don’t, you’ll still have been successful lence has a shot at winning the PEGA. You don’t at reminding folks that the City Clerk’s Office is much more than just centralized clerical staff. Also, sharing an exceptional program will allow us, your peers, to emulate what you’ve done. As they say, imitation is the sincerest form of flattery. 3) Community Pride: Winning the PEGA validates for the public that you’ve done something excep- tional with their hard-earned tax dollars. So, when you win the award, IIMC will work with your office to contact your local paper and a presentation of the award can be arranged at a Council meeting. So, the challenge is to think about something you’re doing that’s great. Throw off the City Clerk’s natural coat of shyness and write the application and apply. You, your City and your profession will be better for it. For more information, please contact IIMC Executive Director Chris Shalby at [email protected].
28 IIMC News Digest March 2020 March 2020 IIMC News Digest 29 Nominations Invited for The Annual Institute Director Award of Excellence
IIMC is pleased to invite nominations for the Annual 4) IIMC will notify all nominees that they have been Institute Director Award of Excellence. nominated for the Award, when the selection will be The Award acknowledges unique and exceptional made, and when and where the Award will be pre- contributions of current or retired Institute Directors sented. over time in promoting quality education for Municipal 5) The President or those designated by the President Clerks. shall determine the form of the Award. Nominations for the Award must be postmarked no 6) The current IIMC President shall present the Award later than March 15, 2020. at IIMC’s Annual Conference. In the President’s absence, Immediate Past President, the current Presi- The Award will be announced and presented at the dent’s designee or a designee of the recipient shall IIMC Annual Conference. present the Award. NOMINATION 7) In the recipient’s absence, the President shall an- Nominations will be invited from state, provincial and nounce the Award recipient during the Conference country Municipal Clerk Associations, colleagues with and make arrangements for later presentation to the whom the nominee works or did work on the Clerks’ recipient. behalf, IIMC Committee or task force members with 8) It is not required that the Award be given each year. whom the nominee served, Institute Director peers and AWARD CRITERIA others with direct knowledge of the nominee’s unique contributions to the profession. 1) A nominee must be, or have been, an Institute Direc- tor for a minimum of five (5) years. The Institute Family members may not submit nominations. Director may be a past Director, a present Director, Please contact IIMC’s Assistant Director of Professional or retired. Development, Ashley DiBlasi at [email protected] if 2) Three nominators are required for each nominee. you have any questions about the Award or application Two nominators must be IIMC members in good procedures. standing. Nominators must have direct knowledge AWARD POLICY of the nominee’s work as an Institute Director, as well as of the nominee’s unique accomplishments 1) The Institute Director Award of Excellence shall be as described in the materials submitted. A letter of presented to one Institute Director who has contrib- endorsement from each nominator must accompany uted to the educational needs of Municipal Clerks, the Nomination Form. the advancement of the profession, and whose per- formances have supported IIMC’s educational goals. 3) Nominators can be: 2) Individuals may be nominated if they are in the i. Municipal Clerks process of terminating or have concluded their Insti- ii. Institute Director colleagues, tute Director position (i.e.-current, past, or retired iii. Sponsoring college or university personnel, Institute Directors), if their nomination is otherwise iv. IIMC Committee with whom the nominee consistent with stated Award Policy and Criteria. has served, 3) Please include support detailing the unique or v. And other personnel affiliated with extraordinary individual efforts undertaken by the Municipal Clerks or IIMC who have nominee on behalf of Municipal Clerks, their profes- direct knowledge of the nominee’s sional development, and IIMC. performance as an Institute
Continued on page 31
30 IIMC News Digest March 2020 Nominations Invited for the Annual Institute Director Award of Excellenace… Continued from page 30
Director. Application package. 4) Two letters of endorsement are required: a) a letter 7) Preference will be given to Institute Directors who from the president of the State or provincial Munici- have kept their programs in compliance with IIMC’s pal Clerks Association served by the Institute Direc- Education Guidelines. tor, and from an official of the sponsoring university or college. These must accompany the Nomination 8) An Award recipient may receive the Award once in Form. any five (5) year period, and is eligible to be nomi- nated for the Award again after the five-year period 5) A copy of the nominee’s resume or bio and other has passed. information requested by the nominators. 9) Directors not selected for the Award may be nomi- 6) The complete nomination package, including the nated in any subsequent year. Nomination Form and all support materials, must be mailed in one package and must be postmarked Fo more information, visit www.iimc.com, under no later than MARCH 15 of the Award year. Applications postmarked after that date will not be considered. All materials must be contained in one complete package Any and all materials mailed separately to or piece- meal from the mailing of this complete and final nomination package will not be considered during the review and selection process. Do not fax the Membership.
March 2020 IIMC News Digest 31 Grant’s Farm - A Peek into the Past www.grantsfarm.com/
Grant’s Cabin Deer Park In 1855, Grant built a four-room, two-story cabin on Home to a variety of exotic animal species from the property, naming it “Hardscrabble.” In 1885, the around the world, including Bison from North home passed out of the hands of the Grant family, America, Black Buck Antelope from Europe, and before being purchased by August Busch Sr. in 1907. Zebra from Africa, Deer Park allows animals to roam He had the cabin moved and reassembled approxi- free in their natural setting. Throughout Deer Park, mately one mile from its original location, where guests will also find beautiful lakes filled with bril- in 1977, Anheuser-Busch restored it to its present liant orange and white Japanese Koi. condition.
Tier Garden The Bauernhof Feed the goats and parakeets, ride a camel or the German for “farmstead”, The Bauernhof was built in carousel, see an animal show, or just hang out with 1913. It surrounds a beautiful courtyard typical of a a variety of animals including tortoises, wallabies, 19th century Bavarian farm, complete with stables, lemurs, elephants and more! The Tier Garten lets a carriage house, and offices and quarters for those you live the wild life with exciting shows and rides. who lived and worked there. Today, it houses the Be sure to grab a bite at the Tier Garten Treats Busch family’s world-renowned carriage collection concession stand to help fuel the fun. and stables.
32 IIMC News Digest March 2020 Clerks deserve the complete picture
Public records requests are a challenge. Receiving requests and tracking them is often a manual process. Searching for documents to fulfill requests may involve desks, file cabinets or even warehouses. And that’s just what you know about. How do the many people that work for your community preserve and classify documents? How can you fulfill requests if records are lost or destroyed?
OnBase gives clerks the complete picture for requests, processes and documents. From capture and preservation of documents to automated, online request tools, OnBase ensures you retain control of records and have access to comprehensive searches, timers and notifications to keep assignments on track.
Find out more at OnBase.com/PublicRecords »
March 2020 IIMC News Digest 33 THE COMPLETE PAPERLESS GOVERNANCE SOLUTION
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34 IIMC News Digest March 2020 44 Online Learning Opportunities Available
Founded in 1998 by Harvard and MIT educators, MindEdge offers online educational solutions for professional development. MindEdge professional development courses are already certified by Project Management Institute (PMI), Interna- tional Association for Continuing Education and Training (IACET), Certified Fundraising Executives (CFRE), Human Resource Certification Institute (HRCI), Society for Human Resource Management (SHRM) and IIMC is proud to announce the addition of CMC and MMC credits to that list. Per the IIMC Education Guidelines, there are 44 courses offered by MindEdge that are eligible for 1 CMC Experience, 1 MMC Advanced Education, or 1 MMC Professional Contribution point per 6 educational contact hours with completion of the required learning assessment. The best part? These courses are open to all 15,000 IIMC members worldwide with no restrictions! For more information on these brand new online learning opportunities visit www.iimc.com.
St. Louis Free Attractions This one’s a no-brainer. There are literally so many free things you can do in the city that we can’t fit them into our word count, but here’s a few to begin wtih: The St. Louis Science Center; the award-winning St. Louis Zoo; the Contempo- rary Art Museum; and the Cathedral Basilica of Saint Louis. Trust us, you won’t get bored here. Visit this website for a list of FREE things to do in St. Louis: www.nationalgeographic.com/travel/city-guides/free-st-louis-traveler/
March 2020 IIMC News Digest 35 2020 Calendar of Events
n MARCH n JUNE 8-12 Missouri City Clerk & Finance Officer Association (MoCCFOA) Spring Institute 7-10 Assn. of Municipal Managers, Clerks & Treasurers of Ontario 11-13 Kansas City Clerk & Finance Officers Assn (CCMFOA) 70th Spring Conference (AMCTO) Conference 13 Region VII Meeting in Manhattan, KS 7-12 Northwest Clerks Institute PD II 15-20 Michigan Association of Municipal Clerks (MAMC) Clerk’s Institute 8-9 Michigan Association of Municipal Clerks (MAMC) Annual Conference 15-20 Nebraska Municipal Clerk Association (NMCA) Institute and Academy 8-11 The Local Government Management Association of British Columbia (LGMA) Annual General Meeting and Conference 16-19 The Municipal Clerks & Finance Officers Assn of Minnesota Annual Conference 8 Northwest Clerks Institute PD IV 17-20 Washington Municipal Clerks Association (WMCA) 50th Annual Conference 8-12 Arizona Municipal Clerks Institute 22-27 Michigan Association of Municipal Clerks (MAMC) Clerk’s Institute 11-12 The Society of Local Council Clerks (SLCC) Leadership in Action Conference 26 Ohio One Day Academy Class 23-25 Arizona Municipal Clerks Academy March 31- Wyoming Assn of Municipal Clerks & Treasurers (WAMCAT) Spring Training April 2 18-19 Texas Municipal Clerks Records Management Seminar
n APRIL n Y JUL 1-3 Connecticut Town Clerks Association (CTCA) Spring Conference 12-16 Ohio Municipal Clerks Association (OMCA) Annual Institute 3 Oregon Association of Municipal Recorders (OAMR) Mid-Year Academy 19-24 Kentucky Municipal Clerks Institute 14-17 City Clerks Association of California (CCAC) Annual Conference 22-24 Municipal Clerks of Illinois Summer Quarterly Meeting/Seminar/Dialogue 15-17 Iowa Municipal Finance Officers Association Conference n AUGUST 15-17 Kentucky Municipal Clerks Association (KMCA) Spring Conference 20-21 Texas Municipal Clerks OMA, PIA, Agenda Seminar 15-17 Tennessee Municipal Clerks & Recorders Assn (TAMCAR) 26-28 Wisconsin Municipal Clerks Assn (WMCA) 40th Annual Conference Spring Conference n SEPTEMBER 15-17 Virginia Municipal Clerk Association (VMCA) 43rd Annual Conference 23-25 IIMC Region VIII Conference in Park City, UT 16-17 Texas Municipal Clerks Public Funds Investment Seminar 23-25 California Master Municipal Clerk Academy 23 South Carolina Finance Officers & Treasurers Association (MFOCTA) Spring Academy 30- Wyoming Assn. of Municipal Clerks & Treasurers (WAMCAT) Fall Training Oct. 2 23-25 Municipal Clerks of Illinois Spring Quarterly Meeting/Seminar/Dialogue 27-30 Municipal Clerk Association of New Jersey (MCANJ) Annual Education Session n OCTOBER 29- May 1 Alberta Municipal Clerks Association (AMCA) Annual Conference 11-16 Municipal Clerks of Illinois Institute and Academy 21-23 Oklahoma Municipal Clerk Treasurers Finance Officers Assn n MAY (OMCTFOA) Fall Conference 3-7 Montana Municipal Clerks Treasurers & Finance Officers Assn 29-30 Texas Municipal Clerks Graduate Institute & Annual Business Meeting Institute and Academy n DECEMBER 4-8 Municipal Clerks & Finance Officers Association of Minnesota (MCFOA) Institute 1-3 Michigan Association of Municipal Clerks (MAMC) Masters Academy 17-20 74th IIMC Annual Conference in St. Louis, MO 20 Society of Local Council Clerks (SLCC) & One Voice Wales Conference
74th Annual Conference 75th Annual Conference 76th Annual Conference 77th Annual Conference St. Louis, MO Grand Rapids, MI Little Rock, AR Minneapolis, MN Sunday, May 17 thru Wednesday, 20, 2020 Sunday, May 9 thru Thursday May 13, 2021 Sunday, May 22 thru Wednesday, May 25, 2022 Sunday, May 14 thru Wednesday, May 17, 2023