MUNICIPAL CLERKS CERTIFICATION INSTITUTE YEAR III – SERIES 10 October 15-19, 2012

Nativo Lodge – Albuquerque, NM

TOTAL INSTITUTE HOURS: 36

-PRELIMINARY PROGRAM- SUNDAY, OCTOBER 14

3:30 – 5:30 P.M. REGISTRATION 5:30 P.M. RECEPTION & DINNER – All Participants Following Dinner GET ACQUAINTED PERIOD – All Participants MONDAY, OCTOBER 15

7:00 - 7:50 A.M. BREAKFAST

All Participants attend the following: 8:00 A.M. – 12:15 P.M. (1) CRISIS MANAGEMENT/ASSIGNMENT OF

INSTITUTE PAPER (Assessment) Speaker: Dr. Zane Reeves, Professor School of Public Administration University of New Mexico 10:00 – 10:15 A.M. *TELEPHONE/COFFEE BREAK 12:15 - 12:55 P.M. LUNCHEON – All Participants

Year I Participants attend the following: 1:00 – 3:00 P.M. (1) RESPONSIBILITIES OF THE MUNICIPAL CLERK History of the Municipal Clerk Statutory Duties

Duties Relating to Minutes, Elections, Records, etc. Speakers: Gayle Jones, MMC, Clerk/Administrator Village of Bosque Farms Renee Cantin, CMC, Clerk City of Alamogordo

MONDAY, OCTOBER 15 -- Continued 3:00 - 3:15 P.M. *TELEPHONE/COFFEE BREAK

Year I Participants attend the following: 3:15 – 5:15 P.M. (1) LOCAL GOVERNMENT BUDGETING AND

INTRODUCTION TO GOVERNMENT FINANCE Speaker: Aubrey Hobson, CMC, Clerk-Treasurer City of Artesia

Year II & III Participants attend the following: 1:00 – 3:00 P.M. (1) WHAT EVERY MUNICIPAL CLERK SHOULD

KNOW ABOUT HUMAN RESOURCES IN THE PUBLIC SECTOR

• Mayor's powers • Governing Body's duties • What about the court? • Reasonable accommodation under the

amended ADA • Discrimination claims and retaliation

Speaker: Randy Van Vleck, General Counsel New Mexico Municipal League 3:00 - 3:15 P.M. *TELEPHONE/COFFEE BREAK 3:15 – 5:15 P.M. (2) THE CERTAINTY OF SETTLING CASES: Why

Gamble with the Public’s Money?

• What factors are involved in deciding to settle? • What does a settlement agreement contain? • Who is involved? • Does the prevailing party really "win"? • You be the judge! Round-table discussions of

real cases and their outcomes Speaker: Ed Zendel Risk Services Director New Mexico Municipal League

-DINNER ON YOUR OWN-

TUESDAY, OCTOBER 16 7:00 - 7:50 A.M. BREAKFAST

Year I Participants attend the following: 8:00 – 10:00 A.M. (1) MEETING ADMINISTRATION, MINUTES AND

AGENDAS Speakers: Gayle Jones, MMC, Clerk/Administrator Village of Bosque Farms Renee Cantin, CMC, Clerk City of Alamogordo 10:00 – 10:15 A.M. *TELEPHONE/COFFEE BREAK 10:15 A.M. – 12:15 P.M. (1) BASIC LEGAL PRINCIPLES

Clerks & Statutes Types of Ordinances & Resolutions

Speaker: Randy Van Vleck, General Counsel - NMML

Year II & III Participants attend the following:

8:00 – 10:00 A.M. (1) HIGH PERFORMANCE TEAMS AND GROUP DYNAMICS – This session can help you identify characteristics that lead to better teamwork and higher productivity by helping you to: Identify the characteristics of a good team Team Development and Group Dynamics Open up lines of communication Identify how each individual’s actions affect the group Improve efficiency

Speaker: Steven G. Meilleur, Ph.D., SPHR, Professor

School of Public Administration University of New Mexico 10:00 – 10:15 A.M. *TELEPHONE/COFFEE BREAK 10:15 A.M. – 12:15 P.M. (1) DECISION-MAKING AND PROBLEM-SOLVING –

This session is designed to help you build and expand your decision-making skills, critical-thinking abilities and creative problem-solving skills: Identify the requirements for a good decision making Process Learn methods of assessing and resolving problems Understand the role of inferences and assumption Ask the “right questions” for making complex decisions

Speaker: Steven G. Meilleur, Ph.D., SPHR, UNM Professor

TUESDAY, OCTOBER 16 -- Continued 12:15 - 12:55 P.M. LUNCHEON – All Participants

NOTE: The remainder of the program will be set up in general sessions

for all participants. 1:00 – 5:15 P.M. (1) SUCCESSFUL EMPLOYEE INTERVIEWING AND

SELECTION Speaker: Randy Van Vleck, General Counsel New Mexico Municipal League 3:00 - 3:15 P.M. *TELEPHONE/COFFEE BREAK

-DINNER ON YOUR OWN- WEDNESDAY, OCTOBER 17 7:00 - 7:50 A.M. BREAKFAST 8:00 A.M. – 12:15 P.M. (2) TIPS ON HOW TO BETTER COMMUNICATE ON THE JOB

Active Listening

What your body language says

Frustrating Situations Interruptions Stepping on others Reacting vs. Responding Group dynamics

Conflict Management Communication Paradigms How Hierarchy of Needs affects Communication The 8 most Important Words 4 Steps to conflict resolution Difficult Personalities Radical collaboration

Speaker: Liz Walcher, PhD, CPT

CommunicAction -- Organizational Consulting & Development, Albuquerque, NM

10:00 – 10:15 A.M. *TELEPHONE/COFFEE BREAK 12:15 - 12:55 P.M. LUNCHEON – All Participants

WEDNESDAY, OCTOBER 17 -- Continued 1:00 – 3:00 P.M. (1) PROCEDURES FOR ADMINISTRATIVE GOVERNING BODY HEARINGS Speaker: Randy Van Vleck, General Counsel -- NMML 3:00 - 3:15 P.M. *TELEPHONE/COFFEE BREAK 3:15 – 5:15 P.M. (2) TAKING CHARGE OF STRESS FOR

IMPROVED PRODUCTIVITY – This session will focus on why the public service is so stressful, and will provide an overview of techniques that can be used to help manage stress, including:

Stress causes, consequences and choices Recognizing stress signals in yourself and in your colleagues Taking charge of stress – Stress management resources and techniques Identifying both work pressures and work satisfactions.

Speaker: Steven G. Meilleur, Ph.D., SPHR, UNM Professor

-DINNER ON YOUR OWN- THURSDAY, OCTOBER 18

7:00 - 7:50 A.M. BREAKFAST 8:00 – 10:00 A.M. (1) TECHNOLOGY – MUNICIPAL CLERK’S OFFICE:

IDENTIFYING WEBSITE INFORMATION THAT BEST SERVES YOUR COMMUNITY • What information should be included on your website?

o Council Minutes Agendas Archived materials

o Citizens Election information Business licenses Business registrations General information links Public record requests General announcements – PSAs

o Departments P & Z Billing for water, sewer, etc. Animal control

Speaker: Marty Callahan, CMC, Deputy Clerk/IT Supervisor Village of Los Lunas

THURSDAY, OCTOBER 18 -- Continued 10:00 – 10:15 A.M. *TELEPHONE/COFFEE BREAK 10:15 A.M. – 12:15 P.M. (3) CURRENT MUNICIPAL ISSUES Speakers: William F. Fulginiti, Executive Director

New Mexico Municipal League

Regina Romero, Intergovernmental Relations Director New Mexico Municipal League 12:15 - 12:55 P.M. LUNCHEON – All Participants 1:00 – 3:00 P.M. (3) PROBLEM SOLVING AND INFORMATION SHARING

Help each other solve challenging problems in the workplace. Share innovative ideas that work.

Facilitators: William F. Fulginiti, Executive Director New Mexico Municipal League Regina Romero Intergovernmental Relations Director New Mexico Municipal League Ed Zendel Risk Services Director New Mexico Municipal League 3:00 - 3:15 P.M. *TELEPHONE/COFFEE BREAK 3:15 – 5:15 P.M. (1) MANUEVERING THROUGH THE BUDGET

PROCESS Priority-based budgeting vs. on-going budgeting Funding sources/requirements for a variety of projects Secrets to successful budget presentations “Free money” – is it really?

Speaker: Eric Honeyfield

Honeyfield & Associates Former Hobbs City Manager

6:30 – 9:00 P.M. RECEPTION & GRADUATION BANQUET (with Academy Clerks)

FRIDAY, OCTOBER 19 7:00 - 7:50 A.M. BREAKFAST 8:00 – 11:00 A.M. (2) LAND USE (P & Z) ISSUES & THE CLERK’S OFFICE: Practical Tips for Municipalities Large

and Small The Basics of Zoning The Municipal Clerk’s role in land use issues The Governing Body’s role in land use decisions Limiting your land use liability

Speaker: Steven Barshov, Attorney at Law Sive, Paget & Riesel, New York City, NY

Former New Mexico Municipal League General Counsel

11:00 A.M. – 12 NOON (3) REVIEW OF INSTITUTE PAPER Speaker: Dr. Zane Reeves, Professor

School of Public Administration University of New Mexico

12:00 NOON – 1:00 P.M. LUNCHEON & ADJOURNMENT *It is requested that all telephone calls be done during this time period to prevent class disturbance.