International Institute of Municipal Clerks Board of Directors Annual Meeting Agenda May 18, 2009 Palmer House ~ Chicago, Illinois International Institute of Municipal Clerks Board of Directors ~ Annual Meeting Agenda May 18, 2009 Palmer House – Chicago, Illinois Meeting begins at 8:30 a.m. 1. Call to order 2. Roll call 5 3. Agenda approval 4. Consent agenda approval a. DRAFT Minutes of November 7-8, 2008 – Mid-Year Board Meeting 7 i. Executive Session Minutes-Handout b. DRAFT Minutes of January 13, 2009 Board Teleconference – approval and 31 ratification c. DRAFT Minutes of February 10, 2009 Board Executive Session Teleconference – approval and ratification -Handout d. DRAFT Minutes of March 9, 2009 Board Teleconference – approval and ratification 33 i. Executive Session Minutes-Handout e. DRAFT Minutes of April 6, 2009 Board Teleconference – approval and ratification 35 5. Executive Session 6. Education Department Report 41 7. Executive Director’s Update 43 8. Committee reports REQUIRING NO ACTION a. Budget and Planning Report 47 b. Elections Committee Report 49 c. Mentoring Committee Report 51 d. Program Review & Certification Committee Report 53 e. Research and Resource Committee Report 59 9. Committee reports REQUIRING ACTION a. Conference Education Committee Report 61 b. Conference Policy Committee Report 65 c. International Relations Committee Report 69 i. Tech Team Report 72 ii. IMASA Certification Program 86 iii. Draft Itinerary IIMC Study tour 2009 87 d. Membership Committee Report 89 i. PR Marketing subcommittee presentation 93 e. Public Relations Report 99 i. IIMC Marketing Plan May 2009 101 ii. Draft Survey 2009 109 iii. Municipal Clerk Week Ideas 110 f. Policy Review Committee Report 111 g. Records Management Committee Report 159 i. Records Management Report Addendum 163 10. Financials 165 a. 2008 Year End Budget with notes 181 b. 2009 Year to Date (March 31) Budget with notes 195 c. 2009 Year to Date Revised Budget w/notes 3 11. Staff Reports a. Membership – Janis Daudt 197 12. Annual Conference Updates a. 2009 - Chicago, IL – Tim Seeden/Shalby–Verbal b. 2010 – Reno, NV – Tim Seeden/Shalby–Verbal c. 2011 – Nashville, TN – Tim Seeden–Verbal d. 2012 – Portland, OR – Tim Seeden–Verbal e. 2013 – Atlantic City – Shalby - Verbal 13. National Affiliation and Association Activities a. IMASA – (South Africa) – Dyanne Reese–Verbal b. SLCC – (England) – Dyanne Reese–Verbal c. SOLAR- (Scotland) – Dyanne Reese–Verbal d. Region XI Affiliations and IIMC Membership 199 14. Report From Directors a. Region IX Board Mid Year Meeting location – Kolacy–Verbal 15. Other Business 16. MCEF – Dale Barstow 17. ADJOURNMENT 4 INTERNATIONAL INSTITUTE OF MUNICIPAL CLERKS BOARD OF DIRECTORS 2008/09 Roster President Term of Service President Elect Term of Service Dyanne C. Reese, CMC 5/23/2009 Mary Lynne Stratta, MMC 5/23/2009 Clerk of Council City Secretary P.O. Box 1027 P.O. Box 1000 Savannah, GA 31402-1027 Bryan, TX 77805-1000 Phone: (912) 651-6441 X 3 Phone: (979) 209-5002 Fax: (912) 651-4260 Fax: (979) 209-5003 E-mail: [email protected] E-mail: [email protected] Vice President Term of Service Immediate Past President Term of Service Sharon K. Cassler, MMC 5/23/2009 Charles E. Tokar, MMC 5/23/2009 Clerk of Council Village Clerk/Budget Officer 1131 Steubenville Ave. 10455 S. Ridgeland Cambridge, OH 43725 Chicago Ridge, IL 60415 Phone: (740) 439-2640 Fax: (740) 432-1754 Phone: (708) 425-7700 Fax: (708) 425-9942 E-mail: [email protected] E-mail: [email protected] Region I Director Term of Service Region I Director Term of Service Linda C. Cohen, MMC 5/23/2009 Bernice Dixon 5/20/2010 City Clerk/Registrar of Voters Town Clerk 389 Congress Street 14 Park Place Portland, ME 04101 Vernon, CT 06066-3291 Phone: (207) 874-8677 X 8614 Phone: (860) 870-3617 Fax: (207) 874-8612 Fax: (860) 870-3683 E-mail: [email protected] E-mail: [email protected] Region II Director Term of Service Region II Director Term of Service Carol L. Jacobs, MMC 5/20/2010 Jane E. Williams-Warren, MMC 5/12/2011 City Clerk Municipal Clerk P.O. Box 158 155 Market Street, 3rd FL Ocean City, MD 21842-0158 Paterson, NJ 07505 Phone: (410) 289-8842 or 8824 Phone: (973) 321-1310 Fax: (410) 289-7385 Fax: (973) 321-1311 E-mail: [email protected] E-mail: [email protected] Region III Director Term of Service Region III Director Term of Service Stephanie C. Kelly, CMC 5/20/2010 Glenda A. Morgan, MMC 5/23/2009 Deputy City Clerk Retired City Clerk 600 East Fourth Street P.O. Box 326 Charlotte, NC 28202-2857 Thompson Falls, MT 59873 Phone: (704) 336-4515 Fax: (704) 336-7588 Phone: (406) 827-0954 Fax: E-mail: [email protected] E-mail: [email protected] Region IV Director Term of Service Region IV Director Term of Service Barbara Blackard, MMC 5/12/2011 Eddie R. Myers, CMC 5/23/2009 City Clerk/Treasurer Dir.of Admin./City Clerk 205 Walnut Street P.O. Box 1898 - 200 Forrest St. Clarksville, AR 72830-3005 Hattiesburg, MS 39403-1898 Phone: (479) 754-6486 Fax: (479) 754-4052 Phone: (601) 545-4502 Fax: (601) 545-4608 E-mail: [email protected] E-mail: [email protected] IIMC BOARD OF DIRECTORS 2008/09 5 Region V Director Term of Service Region V Director Term of Service Kathryn A. Dornan, CMC 5/23/2009 Brenda Kay Young, MMC 5/20/2010 City Clerk Town Clerk-Treasurer 31555 Eleven Mile Road P.O. Box 446 Farmington Hills, MI 48336-1165 Nashville, IN 47448-0446 Phone: (248) 871-2422 Phone: (812) 988-7064 Fax: (248) 871-2411 Fax: (812) 988-5527 E-mail: [email protected] E-mail: [email protected] Region VI Director Term of Service Region VI Director Term of Service Carolyn Brownfield, MMC 5/23/2009 Shari A. Moore, CMC 5/12/2011 City Clerk/Finance Officer City Clerk P.O. Box 234 Room 310 City Hall, 15 West Kellogg Blvd. Toledo, IA 52342-0234 Saint Paul, MN 55102 Phone: (641) 484-2160 Phone: (651) 266-8686 Fax: (641) 484-3360 Fax: (651) 266-8574 E-mail: [email protected] E-mail: [email protected] Region VII Director Term of Service Region VII Director Term of Service Rick Goeckner, MMC 5/23/2009 Jerry Lovett-Sperling, MMC 5/12/2011 City Clerk City Clerk P.O. Box 648 P.O. Box 70 Effingham, IL 62401-0648 Lindsborg, KS 67456-0070 Phone: (217) 347-7169 Phone: (785) 227-3355 Fax: (217) 347-2675 Fax: (785) 227-4128 E-mail: [email protected] E-mail: [email protected] Region VIII Director Term of Service Region VIII Director Term of Service Stephanie Kalasz 5/12/2011 Monica M. Simmons, MMC 5/20/2010 City Clerk City Clerk P.O. Box 9203 34 Brays Island Drive Moscow, ID 83843-1703 Henderson, NV 89052 Phone: (208) 883-7015 Fax: (208) 883-7018 Phone: (702) 267-1400 Fax: (702) 267-1401 E-mail: [email protected] E-mail: [email protected] Region IX Director Term of Service Region IX Director Term of Service Pamela R. Kolacy, MMC 5/20/2010 Colleen J. Nicol, MMC 5/23/2009 City Clerk City Clerk 250 Madison Street Suite 2 3900 Main St. Port Townsend, WA 98368-5738 Riverside, CA 92522-0111 Phone: (360) 379-5045 Fax: (360) 385-4290 Phone: (951) 826-5557 Fax: (951) 826-5470 E-mail: [email protected] E-mail: [email protected] Region X Director Term of Service Region X Director Term of Service Marc Lemoine 5/12/2011 Bernie White, CMC 5/23/2009 Deputy City Clerk Municipal Clerk Council Bldg-510 Main Street 320 Esplanade Winnipeg, MB R3B 1B9 CANADA Sydney, NS B1P 7B9CANADA Phone: (204) 986-7131 Phone: (902) 563-5020 Fax: (204) 947-3452 Fax: (902) 564-0481 E-mail: [email protected] E-mail: [email protected] Region XI Director Term of Service Region XI Director Term of Service Nick Randle 5/12/2011 Tom Van Der Hoven 5/23/2009 Chief Executive Head of Administration 1 The Crescent Beech Hurst, Weyhill Rd. Taunton TA1 4EA ENGLAND Andover, Hants SP10 3AJ ENGLAND Phone: 011-44-1823-253646 Phone: 9-011-44-1264-368001 Fax: 011-44-1823-253681 Fax: 9-011-44-1264-368099 E-mail: [email protected] E-mail: [email protected] IIMC BOARD OF DIRECTORS 2008/09 6 DRAFT DRAFT DRAFT INTERNATIONAL INSTITUTE OF MUNICIPAL CLERKS BOARD OF DIRECTORS MID-YEAR MEETING AGENDA NOVEMBER 7, 2008 RIVERSIDE, CALIFORNIA PRESENT WERE: Dyanne Reese, President; Mary Lynne Stratta, President-Elect, Sharon Cassler, Vice President, and Chuck Tokar, Immediate Past President; Linda C. Cohen, MMC, I; Bernice Dixon, I; Carol L. Jacobs, MMC, II; Jane Williams-Warren, MMC II; Glenda A. Morgan, MMC, III; Barbara Blackard, MMC, IV; Eddie R. Myers, CMC, IV; Kathryn A. Dornan, CMC, V; Brenda Kay Young, MMC, V; Carolyn Brownfield, MMC, VI; Shari A. Moore, CMC, VI; Rick Goeckner, MMC, VII; Jerry Lovett-Sperling, MMC VIII; Stephanie Kalasz, VIII, Monica M. Simmons, MMC, VIII; Pamela R. Kolacy, MMC, IX; Colleen J. Nicol, MMC, X; Marc Lemoine, X; Bernie White, CMC, X; Nick Randle, XI; Tom Van Der Hoven, XI. President Reese called the meeting to order at 3:43 p.m. Noting the lateness of the hour, President Reese announced plans to cover items 1 – 6 on the agenda today and resume the meeting tomorrow morning. ABSENT WAS: Stephanie C. Kelly, CMC, III. Stephanie Kelly notified President Reese that she could not be present because of her husband’s illness. PARTICIPATING WERE: Chris Shalby, Executive Director; Dr.