ARIZONA MUNICIPAL CLERKS’ ASSOCIATION EXECUTIVE BOARD

Arizona Municipal Clerks’ Association October 18, 2018 Page 1

1. CALL TO ORDER – ROLL CALL

2. MINUTESApproval consideration of the September 20, 2018 regular meeting minutes

3. FINANCIALSApproval consideration of the September financials and FY 17-18 AMCA Audit Report

4. COMMITTEE UPDATES: Updates from the Chairs’, Co-Chairs’ and/or Region Leaders regardingcommittee/clerk activities in their respective areas. Some updates may include a request of action.

a. Communications Committee – Chair Maria Gonzalez (Treasurer Geriminsky)

b. Education Committee – Chair DeeAnn Mickelsen (Vice President Maxwell)1. Discussion/possible action on non-paid presenter gift policy

2. Discussion/possible action to approve the RFP guidelines and speaker form

c. Election Committee – Chair Cathie Butteweg (Vice President Maxwell)

d. Handbook & Constitution Committee – Chair Natalie Gilstrap (Vice President Maxwell)1. Discussion/possible action to approve proposed Constitution amendments.

2. Discussion/possible action to hold an election(s) for Board approvedConstitution amendments.

e. Legislative Committee – Chair Mary Reynolds (President Bailey)1. Discussion/possible action regarding a subscription to LOLA

f. Membership/Mentoring/Region Leaders – Chair Sherry Aguilar (Secretary Riza)1. Update on new members, breakfast meeting process for Region 4, 2018/2019calendar with all of the Region Leaders, checklist for hosting your Region meetingsand helpful topics

Region 1 – Judy Morgan Region 2 – Sydney Muhle Region 3 – Katie Melser Region 4 – Sherry Aguilar

Formed in 1961 57th Year in Operation

ARIZONA MUNICIPAL CLERKS’ ASSOCIATION EXECUTIVE BOARD MEETING AGENDA

Thursday, October 18, 2018 10:00 a.m.

Teleconference at (800) 582-3014 Participant Code: 63006808#

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Arizona Municipal Clerks’ Association October 18, 2018 Page 2

Region 5 – Vanessa Wisneski Region 6 – Norma Ortiz Region 7 – Yolanda Lozano Region 8 – Tami Webster Region 9 – Brenda Aguilar

g. Records Committee – Chair Ben Lane (Treasurer Geriminsky)

h. Scholarship/Marketing Committee – Chair Joy Maglione (Treasurer Geriminsky)1. Discussion/possible action regarding a Scholarship Policy update to include adeadline to turn in receipts for reimbursement

6. OLD BUSINESS

7. NEW BUSINESS1. Discussion/possible action regarding approval of updated Strategic Plan

8. GOOD OF THE ORDER/ BOARD COMMENTS

9. REMINDERS/DEADLINES1. November 15th Regular Board Meeting

10. ADJOURNMENT

Tracie Bailey Tracie Bailey - AMCA President, 2018-2019

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August 16, 2018 AMCA Board Minutes P a g e | 1

1) CALL TO ORDER – ROLL CALL

President Bailey called the meeting to order at 10:00 a.m. Board Members present: Tracie Bailey, President; Lisa Maxwell, Vice President; Rhonda Geriminsky, Treasurer; Teresa Riza, Secretary; and Lynda Bushong, Past President. Board Members absent: None Attending Association Members: Natalie Gilstrap (Peoria), Ben Lane (Phoenix), Mary Reynolds (Youngtown), DeeAnn Mickelsen (Mesa), Cathie Butteweg (Scottsdale) Others Attending: Matt Lore (League of Arizona Cities and Towns), Tom Belshe (League of Arizona Cities and Towns)

2) MINUTES

a) Approval consideration of the August 16, 2018 regular meeting minutes

Past-President Bushong MOVED to approve the August 16, 2018 minutes as amended; Treasurer Germinsky SECONDED the motion. Motion CARRIED 5-0.

3) FINANCIALS

a) Approval consideration of the July and August financials Vice-President Maxwell MOVED to approve the May, June and July financials as presented; Past – President Bushong SECONDED the motion. Motion CARRIED 5-0

4) RANGE RIDER PROGRAM

Discussion ensued regarding what the program was for and if necessary with Tom Belshe speaking. Item was tabled to be brought back to retreat for additional discussion and possible action.

5) COMMITTEE UPDATES: Updates from the Chairs’, Co-Chairs’ and/or Region Leaders regarding committee/clerk activities in their respective areas. Some updates may include a request of action

a. Communications Committee – Chair Maria Gonzalez (Vice President Maxwell) No update at this time

ARIZONA MUNICIPAL CLERKS’ ASSOCIATION EXECUTIVE BOARD MEETING MINUTES

THURSDAY, SEPTEMBER 20, 2018 10:00 a.m./Teleconference

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b. Education Committee – Chair DeeAnn Mickelsen (Vice President Maxwell) 1. Annual Conference/Election Training feedback

Will cover financials at retreat but there were 137 attendees with 66 completing assessments. Positive feedback on both speakers; people would like to see beginning and advanced sessions for Referendum and Initiative topics. Request to have more time given to Campaign Finance; with beginning and advanced.

2. Update on Fall Best Practices

Subcommittee met and decided on December 11 or December 13 and looking for location in West Valley.

3. Discussion/possible action regarding registration fees for Best Practices

Need to look at cost, have always had excessive revenue since usually get the facility for free with exception to one time. If there is a charge for a facility may want to look at increasing cost. The cost has been the same since 2014. Looking at having discussion on legislative process, council orientation, liquor license and legal process service. Also, have some from IIMC video conference in to talk about certification process. No action taken

4. Discussion/possible action on non-paid presenter gift policy. Discussion was held, and item will be brought back to retreat. No action taken. c. Election Committee – Chair Cathie Butteweg (Vice President Maxwell)

1. Report from Chair Butteweg regarding a proxy for the Certified Municipal Election Official test Email survey sent to members of committee for feedback with 6 people being very supportive of proctor, 2 with no need for affidavit but still someone to sign off, and another voted no proctor needed.

2. Discussion/possible action regarding proxy for the Certified Municipal Election Official test Discussion ensued regarding proctor duties and process. Direction give to Election Committee to come up with parameters for the proctor.

d. Handbook & Constitution Committee – Chair Natalie Gilstrap (Vice President Maxwell)

1. Discussion/possible action on proposed Constitution amendments

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Discussion ensued on proposed changes; will be brought back to October meeting. 2. Discussion/possible action to hold an election to remove membership fees from the

Constitution Discussion ensued on proposed changes; will be brought back to October meeting. 3. Discussion/possible action regarding Handbook revision items

Discussion ensued on proposed handbook changes. Treasurer Germinsky MOVED to approve changes to Handbook as proposed; Vice-President Maxwell SECONDED the motion. Motion CARRIED 5-0.

e. Legislative Committee – Chair Mary Reynolds (President Bailey) No changes, working on getting dates for webinar. f. Membership/Mentoring/Region Leaders – Chair Sherry Aguilar (Secretary Riza)

Region 1 – Judy Morgan – Region 2 – Sydney Muhle - Region 3 – Katie Melser - Region 4 – Sherry Aguilar Region 5 – Vanessa Wisneski Region 6 – Norma Ortiz Region 7 – Yolanda Lozano Region 8 – Tami Webster Region 9 – Brenda Aguilar

No updates at this time.

g. Records Committee – Chair Ben Lane (Treasurer Geriminsky)

New version of Records Manual to be posted on website. Will be sending out proposed list of meeting dates to committee and will get feedback on topics to cover.

h. Scholarship/Marketing Committee – Chair Joy Maglione (Treasurer Geriminsky) No updates at this.

6) OLD BUSINESS

None

7) NEW BUSINESS

None

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8) GOOD OF THE ORDER/BOARD COMMENTS Past – President Bushong requested discussion of 2019 IIMC region leader to October meeting or retreat. Discussion ensued about AMCA volunteers and t-shirts; volunteer program will be discussed at retreat.

9) REMINDERS/DEADLINES 1. AMCA Retreat October 9th & 10th Fountain Hills Community Center 2. October 18th Regular Meeting

10) ADJOURNMENT

President Bailey adjourned the meeting at 11:45 a.m.

Secretary:

_________________________ Teresa Riza – AMCA Secretary 2018-2019 The September 20, 2018 meeting minutes were approved by a quorum of the Executive Board on _________________________, 2018.

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Sep 30, 18

ASSETSCurrent Assets

Checking/Savings1000 · Chase Bank Checking 33,632.771005 · Chase Bank Savings 89,574.88

Total Checking/Savings 123,207.65

Total Current Assets 123,207.65

TOTAL ASSETS 123,207.65

LIABILITIES & EQUITYLiabilities

Current LiabilitiesAccounts Payable

2020 · Accounts Payable 275.00

Total Accounts Payable 275.00

Total Current Liabilities 275.00

Total Liabilities 275.00

Equity3200 · Opening Balance Equity 105,311.54Net Income 17,621.11

Total Equity 122,932.65

TOTAL LIABILITIES & EQUITY 123,207.65

Arizona Municipal Clerks AssociationBalance Sheet

As of September 30, 2018

Page 1Page 7 of 74

Jul - Sep 18 Budget $ Over Budget % of Budget

Income4000 · Membership Dues 19,630.00 18,700.00 930.00 105.0%4010 · Conferences & Training

4010-1 · Annual/Elections Conference 20,595.00 20,000.00 595.00 103.0%4010-2 · Fall Training 0.00 3,000.00 -3,000.00 0.0%4010-3 · Spring Training 0.00 2,500.00 -2,500.00 0.0%4010-4 · Institute & Academy 0.00 19,000.00 -19,000.00 0.0%4010-5 · Athenian Dialogue 2,050.00

Total 4010 · Conferences & Training 22,645.00 44,500.00 -21,855.00 50.9%

4015 · Gifts, Donations & Fundraising 1,868.00 600.00 1,268.00 311.3%4018 · Scholarship Fundraising 1,290.00 1,000.00 290.00 129.0%4020 · Sponsorships 7,000.00 6,000.00 1,000.00 116.7%4050 · Interest Income 10.05 30.00 -19.95 33.5%

Total Income 52,443.05 70,830.00 -18,386.95 74.0%

Expense6005 · IIMC & Regional Conferences

6005-1 · IIMC Director Expenses 0.00 5,000.00 -5,000.00 0.0%6005-2 · Registration Fees 0.00 1,720.00 -1,720.00 0.0%6005-3 · Accommodations/Lodging 0.00 1,200.00 -1,200.00 0.0%6005-4 · Transportation 0.00 1,350.00 -1,350.00 0.0%6005-5 · Meals 0.00 165.00 -165.00 0.0%

Total 6005 · IIMC & Regional Conferences 0.00 9,435.00 -9,435.00 0.0%

6025 · Scholarships6025-1 · Institute 0.00 1,050.00 -1,050.00 0.0%6025-2 · Academy 0.00 825.00 -825.00 0.0%6025-4 · IIMC 0.00 1,200.00 -1,200.00 0.0%

Total 6025 · Scholarships 0.00 3,075.00 -3,075.00 0.0%

6520 · Awards 1,988.77 2,000.00 -11.23 99.4%6522 · Board Expenses 66.79 1,000.00 -933.21 6.7%6526 · Conferences & Trainings

6526-1 · Annual/Elections Conference 28,968.74 18,000.00 10,968.74 160.9%6526-2 · Fall Training 0.00 1,200.00 -1,200.00 0.0%6526-3 · Spring Training 0.00 1,200.00 -1,200.00 0.0%6526-4 · Institute & Academy 0.00 17,000.00 -17,000.00 0.0%

Total 6526 · Conferences & Trainings 28,968.74 37,400.00 -8,431.26 77.5%

6535 · Charitable Contributions 0.00 100.00 -100.00 0.0%6590 · Support Services

6591 · Administrative 866.66 5,200.00 -4,333.34 16.7%6593 · Financial Services 300.00 5,265.00 -4,965.00 5.7%6595 · Supplies 2,030.98 3,500.00 -1,469.02 58.0%6597 · Web Hosting 600.00 800.00 -200.00 75.0%

Total 6590 · Support Services 3,797.64 14,765.00 -10,967.36 25.7%

Total Expense 34,821.94 67,775.00 -32,953.06 51.4%

Net Income 17,621.11 3,055.00 14,566.11 576.8%

Arizona Municipal Clerks AssociationProfit & Loss Budget vs. Actual

July through September 2018

Page 1Page 8 of 74

Type Date Num Name Memo Amount Balance

1000 · Chase Bank Checking 36,695.77Genera... 09/04/2018 110 Bankcard charges -35.00 36,660.77Check 09/10/2018 1364 Lynda Bushong -121.80 36,538.97Bill Pmt... 09/10/2018 1365 Town of Youngtown -600.00 35,938.97Deposit 09/17/2018 Deposit 60.00 35,998.97Deposit 09/21/2018 Deposit 60.00 36,058.97Check 09/22/2018 On-li... Chase Card Services -58.62 36,000.35Check 09/25/2018 1368 League of Arizona Citi... FY18 July Invoice -617.58 35,382.77Check 09/25/2018 1366 GovOffice LLC Invoice#43093 -550.00 34,832.77Check 09/25/2018 1367 Marlene Mortimore -150.00 34,682.77Bill Pmt... 09/25/2018 1369 City of Holbrook Recipient: Lisa Maestras -350.00 34,332.77Bill Pmt... 09/25/2018 1370 Town of Cave Creek Recipient:: Jane Fuller -350.00 33,982.77Bill Pmt... 09/25/2018 1371 Town of Payson Recipient: K. Michelle Stanley -350.00 33,632.77

Total 1000 · Chase Bank Checking -3,063.00 33,632.77

1005 · Chase Bank Savings 79,323.08Deposit 09/12/2018 Deposit 10,248.54 89,571.62Deposit 09/30/2018 Interest 3.26 89,574.88

Total 1005 · Chase Bank Savings 10,251.80 89,574.88

1020 · Accounts Receivable 10,248.54Deposit 09/12/2018 Arizona State Universit... FY18 AMCA Institute & Academy Program -10,248.54 0.00

Total 1020 · Accounts Receivable -10,248.54 0.00

2020 · Accounts Payable -1,925.00Bill Pmt... 09/10/2018 1365 Town of Youngtown 600.00 -1,325.00Bill Pmt... 09/25/2018 1369 City of Holbrook Recipient: Lisa Maestras 350.00 -975.00Bill Pmt... 09/25/2018 1370 Town of Cave Creek Recipient:: Jane Fuller 350.00 -625.00Bill Pmt... 09/25/2018 1371 Town of Payson Recipient: K. Michelle Stanley 350.00 -275.00

Total 2020 · Accounts Payable 1,650.00 -275.00

3200 · Opening Balance Equity -105,311.54Total 3200 · Opening Balance Equity -105,311.54

4000 · Membership Dues -19,510.00Deposit 09/17/2018 Various FY19 Dues -60.00 -19,570.00Deposit 09/21/2018 Various FY19 Dues -60.00 -19,630.00

Total 4000 · Membership Dues -120.00 -19,630.00

4010 · Conferences & Training -22,645.004010-1 · Annual/Elections Conference -20,595.00Total 4010-1 · Annual/Elections Conference -20,595.00

4010-5 · Athenian Dialogue -2,050.00Total 4010-5 · Athenian Dialogue -2,050.00

Total 4010 · Conferences & Training -22,645.00

4015 · Gifts, Donations & Fundraising -1,868.00Total 4015 · Gifts, Donations & Fundraising -1,868.00

4018 · Scholarship Fundraising -1,290.00Total 4018 · Scholarship Fundraising -1,290.00

4020 · Sponsorships -7,000.00Total 4020 · Sponsorships -7,000.00

4050 · Interest Income -6.79Deposit 09/30/2018 Interest -3.26 -10.05

Total 4050 · Interest Income -3.26 -10.05

6520 · Awards 1,833.35Check 09/10/2018 1364 Lynda Bushong FY19 Awards 121.80 1,955.15Check 09/22/2018 On-li... Chase Card Services Awards/Keepsake Trophy & engraving 33.62 1,988.77

Arizona Municipal Clerks AssociationGeneral Ledger


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Type Date Num Name Memo Amount Balance

Total 6520 · Awards 155.42 1,988.77

6522 · Board Expenses 0.00Check 09/25/2018 1368 League of Arizona Citi... FY18 July Invoice 66.79 66.79

Total 6522 · Board Expenses 66.79 66.79

6526 · Conferences & Trainings 28,882.346526-1 · Annual/Elections Conference 28,882.34Check 09/25/2018 1368 League of Arizona Citi... Dropoff Inc 86.40 28,968.74

Total 6526-1 · Annual/Elections Conference 86.40 28,968.74

Total 6526 · Conferences & Trainings 86.40 28,968.74

6590 · Support Services 2,573.256591 · Administrative 433.33Check 09/25/2018 1368 League of Arizona Citi... FY18 July Invoice 433.33 866.66

Total 6591 · Administrative 433.33 866.66

6593 · Financial Services 150.00Check 09/25/2018 1367 Marlene Mortimore Inv# 083118 August accounting fees 150.00 300.00

Total 6593 · Financial Services 150.00 300.00

6595 · Supplies 1,964.92Genera... 09/04/2018 110 Bankcard charges 35.00 1,999.92Check 09/25/2018 1368 League of Arizona Citi... FY18 July Invoice 31.06 2,030.98

Total 6595 · Supplies 66.06 2,030.98

6597 · Web Hosting 25.00Check 09/22/2018 On-li... Chase Card Services Net Atlantic 25.00 50.00Check 09/25/2018 1366 GovOffice LLC Invoice#43093 550.00 600.00

Total 6597 · Web Hosting 575.00 600.00

Total 6590 · Support Services 1,224.39 3,797.64

TOTAL 0.00 0.00

Arizona Municipal Clerks AssociationGeneral Ledger


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ARIZONA MUNICIPAL CLERKS' ASSOCIATION

FINANCIAL STATEMENTS

YEAR ENDED JUNE 30, 2018

Page 11 of 74

ARIZONA MUNICIPAL CLERKS' ASSOCIATION TABLE OF CONTENTS

YEAR ENDED JUNE 30, 2018

INDEPENDENT ACCOUNTANTS’ REVIEW REPORT 1

FINANCIAL STATEMENTS

STATEMENT OF FINANCIAL POSITION 3

STATEMENT OF ACTIVITIES 4

STATEMENT OF CASH FLOWS 5

NOTES TO FINANCIAL STATEMENTS 6

SUPPLEMENTARY INFORMATION

STATEMENT OF ACTIVITIES – BUDGET TO ACTUAL 9

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CliftonLarsonAllen LLPCLAconnect.com

(1)

INDEPENDENT ACCOUNTANTS’ REVIEW REPORT Board of Directors Arizona Municipal Clerks' Association Phoenix, Arizona We have reviewed the accompanying statement of financial position of the Arizona Municipal Clerks' Association (AMCA) (a nonprofit organization), which comprise the statement of financial position as of June 30, 2018, and the related statements of activities and cash flows for the year then ended, and the related notes to the financial statements. A review includes primarily applying analytical procedures to management’s financial data and making inquiries of organization management. A review is substantially less in scope than an audit, the objective of which is the expression of an opinion regarding the financial statements as a whole. Accordingly, we do not express such an opinion. Management’s Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with accounting principles generally accepted in the United States of America; this includes the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement whether due to fraud or error. Accountants’ Responsibility Our responsibility is to conduct the review engagement in accordance with Statements on Standards for Accounting and Review Services promulgated by the Accounting and Review Services Committee of the American Institute of Certified Public Accountants. Those standards require us to perform procedures to obtain limited assurance as a basis for reporting whether we are aware of any material modifications that should be made to the financial statements for them to be in accordance with accounting principles generally accepted in the United States of America. We believe that the results of our procedures provide a reasonable basis for our conclusion. Accountants’ Conclusion Based on our review, we are not aware of any material modifications that should be made to the accompanying financial statements in order for them to be in accordance with accounting principles generally accepted in the United States of America.

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Board of Directors Arizona Municipal Clerks' Association

(2)

Supplementary Information The statement of activities – budget to actual, included as supplementary information, is presented for purposes of additional analysis and is not a required part of the basic financial statements. The information is the representation of management. We have not audited or reviewed the supplementary information and, accordingly, do not express an opinion, conclusion, nor provide any form of assurance on such supplementary information.

a CliftonLarsonAllen LLP

Phoenix, Arizona September 26, 2018

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ARIZONA MUNICIPAL CLERKS' ASSOCIATION STATEMENT OF FINANCIAL POSITION

JUNE 30, 2018 (SEE INDEPENDENT ACCOUNTANTS’ REVIEW REPORT)

See accompanying Notes to Financial Statements. (3)

ASSETS

CURRENT ASSETSCash and Cash Equivalents 132,236$ Accounts Receivable 10,249 Prepaid Items 8,141

Total Assets 150,626$

LIABILITIES AND NET ASSETS

LIABILITIESAccounts Payable 7,740$ Deferred Revenue 37,575

Total Liabilities 45,315

NET ASSETSUnrestricted 105,311

Total Liabilities and Net Assets 150,626$

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ARIZONA MUNICIPAL CLERKS' ASSOCIATION STATEMENT OF ACTIVITIES YEAR ENDED JUNE 30, 2018

(SEE INDEPENDENT ACCOUNTANTS’ REVIEW REPORT)


Unrestricted

REVENUES AND SUPPORTMembership Dues 17,297$ Conferences and Trainings 51,775 Contributions, Donations, and Scholarships 2,372 Sponsorships 6,000 Investment Income 39

Total Revenues and Support 77,483

EXPENSESProgram Services:

Conferences and Trainings 47,396 IIMC and Regional Conferences 5,578 Awards, Scholarships, and Charitable Contributions 4,400

Support Services:Board Meetings 1,024 General and Administrative 15,813

Total Expenses 74,211

CHANGE IN NET ASSETS 3,272

Net Assets - Beginning of Year 102,039

NET ASSETS - END OF YEAR 105,311$

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ARIZONA MUNICIPAL CLERKS' ASSOCIATION STATEMENT OF CASH FLOWS YEAR ENDED JUNE 30, 2018



CASH FLOWS FROM OPERATING ACTIVITIES

Change in Net Assets 3,272$ Increase in Operating Assets:

Accounts Receivable (925) Prepaid Items (1,942)

Increase in Operating Liabilities:Accounts Payable 7,000 Deferred Revenue 3,665

Net Cash Provided by Operating Activities 11,070

NET INCREASE IN CASH AND CASH EQUIVALENTS 11,070

Cash and Cash Equivalents - Beginning of Year 121,166

CASH AND CASH EQUIVALENTS - END OF YEAR 132,236$

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ARIZONA MUNICIPAL CLERKS' ASSOCIATION NOTES TO FINANCIAL STATEMENTS


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NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

The Arizona Municipal Clerks' Association (Association) is a nonprofit professional association dedicated to promoting improvement and efficiency in the operations and administration of the clerk’s office in each of the cities and towns of Arizona through professional management, education, training, and the mutual exchange of information. The Association was incorporated in 2011. The majority of the Association’s revenues are derived from membership dues and conferences. The financial statements of the Arizona Municipal Clerks' Association have been prepared on the accrual basis of accounting. The significant accounting policies followed are described below to enhance the usefulness of the financial statements to the reader. Basis of Presentation Net assets and revenues, expenses, gains, and losses are classified based on the existence or absence of donor-imposed restrictions. Accordingly, net assets of the Association and changes therein are classified and reported as follows:

Unrestricted Net Assets – Net assets that are not subject to donor-imposed stipulations.

Temporarily Restricted Net Assets – Net assets subject to donor-imposed stipulations that may or will be met either by actions of the Association and/or the passage of time.

Permanently Restricted Net Assets – Net assets subject to donor-imposed stipulations that they be maintained permanently by the Association. Generally, the donors of these assets permit the Association to use all or part of the income earned on related investments for general or specific purposes.

Restricted Support Support is recognized when received. Support that is restricted by the donor/grantor is reported as increases in unrestricted net assets if the restrictions expire in the fiscal year in which the support is recognized. All other donor-restricted support is reported as increases in temporarily restricted net assets. When a restriction expires, temporarily restricted net assets are reclassified to unrestricted net assets. Support that is permanently restricted by the donor/grantor is reported as increases in permanently restricted net assets. The Association did not have temporarily restricted or permanently restricted net assets. Income Taxes The Association has been granted tax-exempt status as a nonprofit organization under Section 501(c)(6) of the Internal Revenue Code. Accordingly, no provision for income taxes has been provided in the financial statements. In addition, the Association has been determined by the Internal Revenue Service not to be a private foundation within the meaning of Section 509(a) of the code.

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NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)

Income Taxes (Continued) The Association adopted the income tax standard for uncertain tax positions. This standard clarifies the accounting for uncertainty in income taxes recognized in an organization’s financial statements in accordance with the income tax standard. This standard prescribes recognition and measurement of tax positions taken or expected to be taken on a tax return that are not certain to be realized. This standard had no impact on the Association’s financial statements for the year ended June 30, 2018. The Association’s income tax returns are not subject to review and examination by federal, state, and local authorities. The Association is not aware of any activities that would jeopardize its tax-exempt status. The Association is not aware of any material activities that are subject to tax on unrelated business income or excise or other taxes. Estimates The preparation of financial statements in conformity with accounting principles generally accepted in the United States of America requires management to make estimates and assumptions that affect certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates. Cash and Cash Equivalents Cash equivalents consist of short-term, highly liquid investments that are both (a) readily convertible to known amounts of cash; and (b) so near their maturity that they present insignificant risk of changes in value because of changes in interest rates. Generally, only investments with original maturities of three months or less meet this definition. Accounts Receivable The Association uses the allowance method to account for uncollectible accounts receivable. The allowance is sufficient to cover both current and anticipated future losses. Uncollectible amounts are charged against the allowance account. Management estimated an allowance of $-0- based upon the Association’s experience. The Association requires payment upon receipt of invoice. Deferred Revenue Deferred revenue consists of resources received in which the earnings process has not been completed. These resources are recorded as revenues when the related obligations have been satisfied. Deferred revenue consists primarily of annual membership dues collected at the beginning of the membership year and corporate sponsorships and summer conference registrations collected prior to the event.

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NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)

Functional Expenses The Association follows the policy of charging identifiable expenses directly to program services. Expenses of a general nature are allocated to program and support services based on the activities of the Association personnel, usage of the facility, and management’s evaluation and judgment. Subsequent Events In preparing these financial statements, the Association has evaluated events and transactions for potential recognition or disclosure through September 26, 2018, the date the financial statements were available to be issued.

NOTE 2 CASH AND EQUIVALENTS

Cash and cash equivalents consisted of a carrying value of $132,236, which was equal to the bank balance at June 30, 2018. The bank balance was fully insured by federal depository insurance.

NOTE 3 MANAGEMENT AGREEMENT

The Association has an agreement with the League of Arizona Cities and Towns (League) for the League to provide management assistance for renewing memberships, collecting funds, marketing, providing support for various meetings, conferences, training, and seminars, coordinating scholarship programs, and otherwise providing administrative and fiscal support to the Association. The agreement is renewable annually. During the fiscal year ended June 30, 2018, the Association paid $7,000 to the League for management services, of which $758 was included in accounts payable at June 30, 2018.

NOTE 4 ECONOMIC DEPENDENCE

The Association received more than 67% of its funding from conferences and training and 22% of its funding from membership dues. The Association’s operation is dependent on continued funding from these sources.

NOTE 5 COMMITMENTS

On March 12, 2018, the Association signed a commitment with a conference center for the 2018 Annual Conference. As of June 30, 2018, the Association is liable for $2,594 if the Association cancels the agreement.

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ARIZONA MUNICIPAL CLERKS' ASSOCIATION SUPPLEMENTARY INFORMATION

STATEMENT OF ACTIVITIES – BUDGET TO ACTUAL YEAR ENDED JUNE 30, 2018


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Original and

FinalBudget Actual Variance

REVENUES AND SUPPORTMembership Dues 16,500$ 17,297$ 797$ Conferences and Trainings 44,500 51,775 7,275 Contributions, Donations, and Scholarships 1,600 2,372 772 Sponsorships 6,000 6,000 - Investment Income 50 39 (11)

Total Revenues and Support 68,650 77,483 8,833

EXPENSESProgram Services:

Conferences and Trainings 37,400 47,396 (9,996) IIMC and Regional Conferences 9,435 5,578 3,857 Awards, Scholarships, and Charitable Contributions 4,975 4,400 575

Support Services:Board Meetings 1,000 1,024 (24) General and Administrative 14,765 15,813 (1,048)

Total Expenses 67,575 74,211 (6,636)

CHANGE IN NET ASSETS 1,075 3,272 2,197

Net Assets - Beginning of Year - 102,039 102,039

NET ASSETS - END OF YEAR 1,075$ 105,311$ 104,236$

Page 21 of 74

Non-Paid Presenter Appreciation Gift

Page 13 of the AMCA Handbook:

7) Be responsible for the Non-Paid Presenter Appreciation Gift under the following policy:

a) A “non-paid presenter” is defined as an individual or group, AMCA member or non-member, solicited to present to the AMCA Membership, but could also include those who request to speak, under the discretion of the Education Committee.

b) A maximum of one (1) appreciation gift may be given to a non-paid presenter that contributed to the training of Municipal Clerks at any of the AMCA sponsored trainings each year (August through July).

c) The appreciation gift shall not exceed $25.00 per non-paid presenter.

d) The appreciation gift chosen may vary each year and must be preapproved by the AMCA Board no later than the June Board prior to the training where the speaker is presenting. meeting.

e) The non-paid presenters receiving the gift must be preapproved by the AMCA Board prior to the training where the speaker is presenting.

f) The appreciation gift shall include a signed card of appreciation by the AMCA Board.

g) Non-paid presenters shall be recognized at the training where the speaker is presenting Annual Conference Reception by the Education Committee Chair or designee.

Page 22 of 74

PROFESSIONAL SPEAKER REQUEST FOR PROPOSAL GUIDELINE FOR

ARIZONA MUNICIPAL CLERKS’ ASSOCIATION

Deadline for Professional Speaker RFP • TO BE DETERMINED (See Professional Speaker Proposal Form)

Arizona Municipal Clerks’ Association (AMCA) AMCA was founded in 1961. Its mission is to promote excellence and professionalism through support, communication and educational opportunities for each member. AMCA is committed to maintaining a high standard of leadership, respect, and integrity in all aspects of our operations and in our professional and business conduct. AMCA strives to reflect the highest ethical standards in our relationships with members and provide educational and networking opportunities for the betterment and enrichment of the “Clerk” profession.

AMCA Annual Conference Projected Attendance AMCA anticipates approximately 150 attendees for Day 1 of the Annual Conference.

*Attendees include AMCA members/non-members, guests, staff, vendors, andspeakers.

AMCA Professional Speaker Proposal Submittal and Selection Process – General Outline (subject to change)**

• Proposals must be received (via email) by the Professional Speaker ProposalDeadline (see Professional Speaker Proposal Form).

• Proposals must include a completed Professional Speaker Proposal Form.• Proposals submitted after the deadline will be rejected.• Proposals may be resubmitted by the applicant for consideration for future

conference years.• The applicant will receive an email notification from the AMCA Education

Committee or the League of Arizona Cities and Towns confirming receipt of theproposal. The email notification will also notify the applicant of the tentativetimeframe for review and selection.

• The AMCA Board, AMCA Education Committee, and the League of ArizonaCities and Towns will review all proposals received.

• Speakers with completed proposal(s) will be contacted regarding AMCA’sselection for the conference year.

**All notifications will be delivered via email. Applicants can check the status of their application by contacting [email protected]

ATTACHMENT 4

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mailto:[email protected]

Brief Annual Conference Overview – Tentative

(Tuesday – Annual Conference) Education

• 2-3 general session speakers on Tuesday Meetings

• 1 AMCA Annual Meeting – 2 hours • Other AMCA Committee Meetings (as needed)

PROGRAM TENTATIVE – ANNUAL CONFERENCE

DAY & TIME PROGRAM Tuesday – Annual Conference 7:30 am – 8:00 am Staff set-up: AMCA Auction Tables, Registration & Breakfast 8:15 am – 11:15 am General Session(s) 11:30 am - 12:00 pm Lunch (Sponsors & Auction Open) 12:00 pm - 1:30 pm AMCA Annual Board Meeting 1:45 pm – 4:45 pm General Session(s) 5:30 pm – 7:30 pm Reception

NOTE: Schedule is subject to change.

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Annual Conference/Training Professional Speaker Form

Due by December 20, 2018 for the 2019 Conference Email to: [email protected]

Proposed Conference/Training:

Speaker Name(s):

List Topics Covered:

Length of Presentation:

Cost(s):

Additional Contact Information for Speaker(s):

Email: Phone Number: Website Address:

Have you had an opportunity to hear this speaker in person? If yes, when and where?

To assist in the review process, please include the following with this form: • Speaker Biography• Flyers, Printouts, and/or Brochures

Submitted by: Date:

Education Committee Ranking:

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HANDBOOK AND CONSTITUTION COMMITTEE ASSIGNMENTS

Explanations – Page 1

Constitution Amendments approved by the Handbook and Constitution Committee and

submitted to Executive Board for review, edit and/or approval. 1. Constitution Amendment – AMCA Constitution Objectives – Constitution Pages 1,

Article I, Sections B and C and Page 2; and Page 2, Article II, Section A

• Changes to the Constitution Objectives were made pursuant to the recommendations of the AMCA Strategic Plan Committee in 2017. These changes were presented to the Executive Board on April 19, 2018 but no formal vote was taken.

• 9/20/2018 minutes) Discussion of dues Constitution Amendment continued to October 18, 2018 Executive Board Meeting. Lynda Bushong to complete research on this item.

2. Constitution Amendment - Membership Dues – Constitution Pages 2 and 3; Article II,

Section E

• Remove membership dues language from the Constitution and insert into the Handbook instead. (05/17/18 minutes) Secretary Geriminsky MOVED to take membership dues out of the AMCA Constitution and send the Constitutional change to the ballot for a vote by the membership; Vice President Bailey SECONDED the motion, which CARRIED on a vote by those present (4-0). (05/18/17 minutes) Past President Bender MOVED to adopt option B for FY 2019; Vice President Bushong SECONDED the motion. Motion CARRIED 5-0.

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3. Constitution Amendment – Executive Board Election Process – Constitution Page 2, Article II, Section B and Pages 4 and 5, Article IV, Sections B, C and D

• Update Election of Officers and Duties language of the Constitution to reflect changes

made AMCA Handbook regarding the nomination and election of the Board Secretary. 9/20/2018 minutes) Executive Board approved Constitution Amendment as presented. (2/22/18 minutes) Secretary Geriminsky MOVED to approve the procedures for election of the Board Secretary to include suggested amendments from Ms. Goodwine; Past President Stein SECONDED the motion, which CARRIED on a vote by those present (5-0).

4. Constitution Amendment – Webmaster Duties – Constitution Page 5; Article IV, Section

E

• Update the Election of Officers and Duties language of the Constitution to remove or update reference to webmaster duties as reflected in the Handbook. 9/20/2018 minutes) Executive Board approved Constitution Amendment as presented. (4/19/18 minutes) Secretary Geriminsky MOVED to approve the Handbook with amendments as discussed; Past President Stein SECONDED the motion, which CARRIED on a vote by those present (4-0).

5. Constitution Amendment – Membership Committee References – Constitution Page 5;

Article IV, Section E

• Update the Membership Committee reference in the Constitution to Membership/Mentor Committee as reflected in the Handbook. 9/20/2018 minutes) Executive Board approved Constitution Amendment as presented. (4/19/18 minutes) Secretary Geriminsky MOVED to approve the Handbook with amendments as discussed; Past President Stein SECONDED the motion, which CARRIED on a vote by those present (4-0).

New Constitution Amendments for discussion by the Handbook and Constitution Committee

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1. Constitution Amendment – Awards Committee Reference – Constitution Page 5; Article

IV, Section E • Remove Awards Committee Reference as reflected in the Handbook.

(09/20/18 minutes) Executive Board approved Handbook revisions reflecting removal of the Awards Committee.

2. Constitution Amendment – Nominating Committee References – Constitution Page 4;

Article IV Sections C and D and Page 5, Section E • Remove Nominating Committee References as reflected in the Handbook.

(09/20/18 minutes) Executive Board approved Handbook revisions reflecting removal of the Nominating Committee.

8. Constitution Amendment – Membership – Constitution Pages 1, 2 and 3; Article II, Sections A through E

• Discussion and review related to removing membership categories in the Constitution.

(09/20/18 minutes) Discussion of membership categories and whether they should remain in the Constitution. Executive Board requested that this issue be vetted through the Handbook and Constitution Committee.

Future AMCA Handbook/Constitution Assignments/Revisions • New Board Liaison assignments: Communication Committee to Treasurer, Election

Committee to Vice President and Membership Committee to Secretary (from the Executive Board and approved at 8/16/2018 meeting)

• Update Board Liaison expectations (November Executive Board meeting) (10/10/2018) o Communication with Chair before Committee meetings o Non-voting liaison o Provide Executive Board information/direction o Provide information to Executive Board in absence of Chair and Vice Chair o Communication with Chair regarding Committee assignments

• Incorporate updated Non-Paid Presenter Gift Policy and approved at 10/10/2018 Workshop • Remove Range Rider Program from the Handbook and Constitution (10/10/2018) • Update Treasurer duties:

o Include maintenance and updates to Strategic Plan (10/10/2018) o Quill and PEG Awards to be a combined effort with the League (10/10/2018)

• Correct typo on page 15 of the Handbook (last sentence of the 1st paragraph of the Legislative Committee section) (10/10/2018)

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• Add to all Committee responsibilities: (10/10/2018)

o Submit Committee updates regarding efforts in support of strategic plan/goals o Submit Committee reports for the AMCA quarterly newsletter

• Add to Region Leader responsibilities: (10/10/2018/) o Submit Region reports for the AMCA quarterly newsletter

• Move membership/mentoring responsibilities from Board Secretary to Membership/Mentoring Committee (10/10/2018)

• Add two-way communication in Committee chair responsibilities (with Executive Board, Vice Chair and committee members) (8/16/2018 and 10/10/2018)

• Update Handbook to reflect Chair or Vice Chair as Communications Liaison (10/10/2018 ) • Add attendance at Executive Board meetings and review of Executive Board meeting minutes

to Committee Chair responsibilities (10/10/18) • Update the Handbook to include references to the fee schedule (when and if removed from the

Constitution and approved by a vote of the membership). • Clarification from Board regarding Treasurer vs Treasurer/Historian (title is different in

Constitution and Handbook)

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PROPOSED CONSTITUTION AMENDMENTS

History:

When the Strategic Plan was adopted in 2017, it included proposed changes to the AMCA Constitution. Then AMCA President Stein charged the Constitution Committee with preparing the amendment language.

On November 29, 2017 the Constitution Committee recommended approval of draft Constitution amendment language that was prepared by the prior year Constitution Committee members.

Proposed Amendment Language:

ARTICLE I Name and Objective

Section B. Its objective shall be:

To promote improvement and efficiency in the operations and administration of the municipal clerk’s office in each of the cities and towns of Arizona by:

(1) Promoting cooperation between the municipal clerks by theinterchange of their experiences and methods of conducting theirrespective offices, to the end that each may profit from the experiencesand methods of the others; and

(1)(2) PROMOTING OPPORTUNITIES FOR THE MUNICIPAL CLERK COMMUNITY THAT WILL ENHANCE RELATIONSHIPS WITH VARIOUS ENTITIES IN ORDER TO FOSTER THE DEVELOPMENT OF MEANINGFUL PROCESSES, PROCEDURES AND LAWS THAT WILL BENEFIT ALL MUNICIPAL CLERKS; AND

(2)(3) Promoting periodic conferences or meetings of the municipal clerks of the cities and towns of Arizona for discussion of municipal problems and, by research, finding solutions for the same.

Section C. The organization shall not participate in any political activities OUTSIDE OF THOSE NECESSARY TO EDUCATE AND SUPPORT ITS MEMBERS AND THEIR MUNICIPALITIES.

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Amendments - Page 1Page 30 of 74

ARTICLE II Membership

Section A. Full Members. Any city/town clerk, assistant or deputy city/town clerk or other person who may serve as a municipal clerk and/or those with similar titles who serve government bodies in administrative capacities with management responsibilities and duties that include four of the following, may become a Full Member by submitting an application and paying the applicable membership dues for the current year.

1. A. General management; 2. B. Meeting administration; 3. C. Elections administration; 4. D. Records management; 5. E. Custody of the official seal and execution of official

documents; 6. F. Stewardship of by-laws, Articles of Incorporation,

ordinances, resolutions, and other legal instruments; 7. G. Financial management; 8. H. Human resources management.

In no case shall a municipality have more than two Full Members.

Proposed Ballot Language:

Do you agree with the changes to Article I - Name and Objective, Sections B and C and Article II - Membership, Section A of the Arizona Municipal Clerks Association Constitution updating the language to the objectives and formatting of membership?

Yes or No

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History:

On May 18, 2017, the Executive Board discussed options for a dues increase for FY2019 as shown in the tables below. A motion was made by then Past President Bender to adopt option B for FY2019, seconded by then Vice President Bushong, and carried 5 to 0.

The dues are currently listed in the AMCA Constitution and thus a Constitution amendment is required to formally accept the Executive Board’s fee increase as approved in May 2017.

Recommendation:

The Handbook and Constitution Committee recommends removing the dues fee schedule from the Constitution and placing it in the Handbook instead. This will allow future fee changes to be made by the Executive Board without requiring a Constitution amendment.




Section E. Membership and Dues. There are four classifications for dues membership as shown below. Honorary Members will not be required to pay dues.

Full Membership – with a population greater than 200,000 Full Membership – with a population less than 200,000 Associate Member Retired Member

Annual dues for Full Mmembers shall be based upon the the fee schedule in the AMCA Handbook.population of the jurisdiction the member serves, as follows:

POPULATION DUES* Up to/including 5,000 $40 5,001 to 20,000 $60 20,001 to 50,000 $80 50,001 and over $110 *Delayed effective date of October 2007

Annual dues for Associate Members shall be one-half of the amounts set forth above.

Dues for Retired Members shall be $5 per year. Honorary Members will not be required to pay dues.

Payment of dues for new members only joining the Association after October 1 of a given year may be carried over to the next year.

Membership and membership rights belong to the individual member, not the municipality served by the member.


Do you agree with the changes to Article II, Section E of the Arizona Municipal Clerks Association (AMCA) Constitution removing the membership dues fee schedule from the Constitution for placement in the AMCA Handbook?

Yes or No

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PROPOSED CONSTITUTION AMENDMENTS History: On February 22, 2018, the Executive Board approved changes to the AMCA Handbook with regard to the Board Secretary nomination and election process. This proposed amendment reflects corresponding changes to the AMCA Constitution. Proposed Amendment Language: ARTICLE II Membership Section B. Associate Members. This class of membership shall be available to any other

governmental employee who is interested in the activities and objectives of the Association. An Associate Member has no voting rights except as provided in Section F of this Article and shall not be nominated eligible to or serve in an elected office. The Associate Member may serve on, or chair, any committee of the Association.

ARTICLE IV

Election of Officers and Duties Section B. An nominee applicant for any position on the Executive Board must be a

Certified Municipal Clerk and Full Member of the Association at the time of nomination application and, if elected, throughout their term of office.

Section C. The officers may be sworn-in at the annual business meeting, or at a special board meeting called for that purpose, and officers shall hold office for one year. Vice President, Treasurer, and Secretary shall ascend to their respective offices upon being sworn in or as provided for in Section D or this Article. Nominations Applications for the office of Secretary shall be made by the Nominating Committee submitted to the Treasurer and elections shall be by mail ballot held electronically.

Section D. Mid-term vacancies on the Executive Board shall be filled as follows:

If more than six months remain in the current term, the remaining Executive Board member(s) shall ascend, as necessary, to fill the vacated position and an emergency applicationnomination/election process shall begin within 20 days following notice of such vacancy for the position of Secretary. The nomination application and election process shall follow current procedures as established by in the Association Nominating Committee guidelinesHandbook.


If less than six months remain in the current term, the remaining

Executive Board member(s) shall ascend, as necessary, to fill the vacated position and shall appoint a member who meets the qualifications to hold office, as defined in Section B of this Article, to the position of Secretary for the remainder of the unexpired term. Should the person desire to remain on the Executive Board at the end of her/his appointed term, she/he must be nominated apply and be elected during the course of the next regular election.

Proposed Ballot Language: Do you agree with the changes to Article II, Section B and Article IV, Sections B, C and D of the Arizona Municipal Clerks Association (AMCA) Constitution updating language regarding the nomination and election of Officers? Yes or No


PROPOSED CONSTITUTION AMENDMENTS History: On April 19, 2018, the Executive Board approved changes to the AMCA Handbook with regard to the webmaster function which is performed by the Arizona League of Cities and Towns. This proposed amendment reflects corresponding changes to the AMCA Constitution. Proposed Amendment Language: ARTICLE IV

Election of Officers and Duties Section E. The duties of President, Vice President, Treasurer, and Secretary shall be such

as are usually performed by officers holding those titles, including, but not limited to:

President, or designee, shall serve as the Executive Board’s liaison with the Legislative Committee.

Vice President, or designees, shall serve as the Executive Board’s liaison with the Constitution Committee, the Education Committee and the Communications Committee. The Vice President or designee shall also serve as the Association’s webmaster.

Proposed Ballot Language: Do you agree with the changes to Article IV, Section E of the Arizona Municipal Clerks Association (AMCA) Constitution updating the language of the Vice President duties related to the webmaster function? Yes or No


PROPOSED CONSTITUTION AMENDMENTS History: On April 19, 2018, the Executive Board approved changes to the AMCA Handbook with regard to the Membership/Mentoring Committee name. This proposed amendment reflects corresponding changes to the AMCA Constitution. Proposed Amendment Language: ARTICLE IV

Election of Officers and Duties Section E. The duties of President, Vice President, Treasurer, and Secretary shall be such



Vice President, or designees, shall serve as the Executive Board’s liaison with the Constitution Committee, the Education Committee and the Communications Committee. The Vice President shall also serve as the Association’s webmaster. Treasurer, or designees, shall serve as the Executive Board’s liaison with the Membership/Mentoring Committee and the Scholarship Committee.

Secretary, or designees, shall serve as the Executive Board’s liaison with the Awards Committee, the Election Certification Committee, and the Membership/Mentoring Committee.

Immediate Past President shall remain on the Executive Board as voting member, chair the Nominating Committee and serve as Historian for one year.

Proposed Ballot Language: Do you agree with the changes to Article IV, Section E of the Arizona Municipal Clerks Association (AMCA) Constitution changing the name of the Mentoring Committee to the Membership/Mentoring Committee? Yes or No


PROPOSED CONSTITUTION AMENDMENTS History: On May 17, 2018, the Executive Board approved changes to the AMCA Handbook eliminating the Awards Committee. This proposed amendment reflects corresponding changes to the AMCA Constitution. Proposed Amendment Language: ARTICLE IV Election of Officers and Duties Section E. The duties of President, Vice President, Treasurer, and Secretary shall be such



Vice President, or designees, shall serve as the Executive Board’s liaison with the Constitution Committee, the Education Committee and the Communications Committee. The Vice President shall also serve as the Association’s webmaster. Treasurer, or designees, shall serve as the Executive Board’s liaison with the Membership Committee and the Scholarship Committee.

Secretary, or designees, shall serve as the Executive Board’s liaison with the Awards Committee, the Election Certification Committee, and the Mentoring Committee.


Proposed Ballot Language: Do you agree with the changes to Article IV, Section E the Arizona Municipal Clerks Association (AMCA) Constitution eliminating the Awards Committee? Yes or No Proposed Ballot Explanation: The proposal to eliminate the Awards Committee is due to the League of AZ Cities and Towns contractually fulfilling the duties of the Awards Committee.



History:

On May 17, 2018, the Executive Board approved changes to the AMCA Handbook eliminating the Nominating Committee. This proposed amendment reflects corresponding changes to the AMCA Constitution.


ARTICLE IV Election of Officers and Duties

Section E. The duties of President, Vice President, Treasurer, and Secretary shall be such as are usually performed by officers holding those titles, including, but not limited to:


Vice President, or designees, shall serve as the Executive Board’s liaison with the Constitution Committee, the Education Committee and the Communications Committee. The Vice President shall also serve as the Association’s webmaster.

Treasurer, or designees, shall serve as the Executive Board’s liaison with the Membership Committee and the Scholarship Committee.

Secretary, or designees, shall serve as the Executive Board’s liaison with the Awards Committee, the Election Certification Committee, and the Mentoring Committee.



Do you agree with the changes to Article IV, Section E the Arizona Municipal Clerks Association (AMCA) Constitution eliminating the Nominating Committee?

Yes or No

Proposed Ballot Explanation:

The proposal to eliminate the Nominating Committee is due to the procedural change of the Executive Board Secretary position from nomination to application.


AMCA Constitution Approved as Amended 7-16-09 1

CONSTITUTION ARTICLE I Name and Objective

Section A. The name of the association be shall the Arizona Municipal Clerks’

Association. Section B. Its objective shall be:

To promote improvement and efficiency in the operations and administration of the MUNICIPAL clerk’s office in each of the cities and towns of Arizona by:

(a) Promoting cooperation between the clerks by the interchange of

their experiences and methods of conducting their respective offices, to the end that each may profit from the experiences and methods of the others; and

(a)(b) PROMOTING OPPORTUNITIES FOR THE MUNICIPAL CLERK COMMUNITY THAT WILL ENHANCE RELATIONSHIPS WITH VARIOUS ENTITIES IN ORDER TO FOSTER THE DEVELOPMENT OF MEANINGFUL PROCESSES, PROCEDURES AND LAWS THAT WILL BENEFIT ALL MUNICIPAL CLERKS; AND

(b)(c) Promoting periodic conferences or meetings of the MUNICIPAL

clerks of the cities and towns of Arizona for discussion of municipal problems and, by research, finding solutions for the same.

Section C. The organization shall be nonpoliticalNOT PARTICIPATE IN ANY

POLITICAL ACTIVITIES OUTSIDE OF THOSE NECESSARY TO EDUCATE AND SUPPORT ITS MEMBERS AND THEIR MUNICIPALITIES.


Section A. Full Members. Any city/town clerk, assistant or deputy city/town clerk or

other person who may serve as a municipal clerk and/or those with similar titles who serve government bodies in administrative capacities with

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management responsibilities and duties included four of the following, may become a Full Member by notifying the Association Treasurer of her/his intention and paying full membership dues for the current year.

A.1. General management; B.2. Meeting administration; C.3. Elections administration; D.4. Records management; E.5. Custody of the official seal and execution of official

documents; F.6. Stewardship of by-laws, Article of Incorporation, ordinances,

resolutions, and other legal instruments; G.7. Financial management; H.8. Human resources management.

In no case shall a municipality have more than two Full Members.

Section B. Associate Members. This class of membership shall be available to any

other governmental employee who is interested in the activities and objectives of the Association. An Associate Member has no voting rights except as provided in Section F of this Article and shall not be nominated eligible to or serve in an elected office. The Associate Member may serve on, or chair, any committee of the Association.

Section C. Retired Members. This class of membership shall be available to former

Full Members when they leave public employment. Section D. Honorary Members. The Association may, at its annual meeting, bestow

honorary membership upon persons who, in the opinion of the Association, have made such an outstanding and distinctive contribution to the municipal clerk profession that their efforts deserve recognition.

Section E. Membership and Dues. There are four classifications for dues

membership as follows:

Full Membership – with a population greater than 200,000 Full Membership – with a population less than 200,000 Associate Member Retired Member

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Annual dues for Full Mmembers shall be based upon the fee schedule in the AMCA Handbook.population of the jurisdiction the member serves, as follows:

POPULATION DUES* Up to/including 5,000 $40 5,001 to 20,000 $60 20,001 to 50,000 $80 50,001 and over $110 *Delayed eEffective date of October 2007FY19. Annual dues for Associate Members shall be one-half of the amounts set

forth above. Dues for Retired Members shall be $5 per year. Honorary Members will

not be required to pay dues. Payment of dues for new members only joining the Association after

October 1 of a given year may be carried over to the next year. Membership and membership rights belong to the individual member, not

the municipality served by the member. Section F. Voting Rights. The right to vote shall be limited to Full Members only, as

defined in Article II, Section A, with each jurisdiction having one vote for each Full Member, with the following exception: an Associate Member may be entitled to vote upon written assignment of said voting right by a Full Member of the governmental unit they both represent.

ARTICLE III Meetings

Section A. Annual meetings may be held in conjunction with the Arizona Municipal

Clerks’ Association Annual State Conference or in conjunction with any other AMCA sponsored event.

Section B. Questions of parliamentary practice shall be decided according to Robert’s

Rules of Order.

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Section C. District, regional, or statewide special meetings may be called from time to time at the discretion of the Association President.

ARTICLE IV Election of Officers and Duties

Section A. The officers of the Association, collectively known as the Executive Board,

will consist of a President, Vice President, Treasurer, Secretary and Immediate Past President, as an ex officio member.

Section B. A nominee applicant for any position on the Executive Board must be a

Certified Municipal Clerk and Full Member of the Association at the time of application nomination and, if elected, throughout their term of office.

Section C. The officers may be sworn-in at the annual business meeting, or at a

special board meeting called for that purpose, and officers shall hold office for one year. Vice President, Treasurer, and Secretary shall ascend to their respective offices upon being sworn in or as provided for in Section D or this Article. Nominations Applications for the office of Secretary shall be submitted to the Treasurer made by the Nominating Committee and elections shall be by mail ballot held electronically.

Any member of the Executive Board may be removed from office for cause, that is, misconduct or neglect of duty in office. The procedure to be followed shall be outlined in the AMCA Handbook

Section D. Mid-term vacancies on the Executive Board shall be filled as follows:

If more than six months remain in the current term, the remaining Executive Board member(s) shall ascend, as necessary, to fill the vacated position and an emergency nominationapplication/election process shall begin within 20 days following notice of such vacancy for the position of Secretary. The nomination application and election process shall follow current procedures as established in by the Association Handbook.Nominating Committee guidelines.

If less than six months remain in the current term, the remaining

Executive Board member(s) shall ascend, as necessary, to fill the vacated position and shall appoint a member who meets the qualifications to hold office, as defined in Section B of this Article, to the position of Secretary for the remainder of the unexpired term.

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Should the person desire to remain on the Executive Board at the end of her/his appointed term, she/he must be nominated apply and be elected during the course of the next regular election.

Section E. The duties of President, Vice President, Treasurer, and Secretary shall be

such as are usually performed by officers holding those titles, including, but not limited to:


Vice President, or designees, shall serve as the Executive Board’s liaison with the Constitution Committee, the Education Committee and the Communications Committee. The Vice President or designee shall also serve as the Association’s webmaster.

Treasurer, or designees, shall serve as the Executive Board’s liaison with the Membership/Mentoring Committee and the Scholarship Committee.

Secretary, or designees, shall serve as the Executive Board’s liaison with the Awards Committee, the Election Certification Committee, and the Membership/Mentoring Committee.


Section F. The President shall have the power to appoint such standing or special

committees from time to time as may be deemed necessary for the proper transaction of business.

Section G. No individual or committee of the Association shall be authorized to create

any financial liability for the Association unless it has been previously authorized by action of the Executive Board.

ARTICLE V Amendments

Section A. The Constitution may be amended by a two-thirds vote of all members

voting, providing the proposed amendment shall have been submitted in

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writing to the Secretary at least 15 days before the time of the annual meeting.

Section B. A copy of any proposed amendment received by the Secretary shall be

immediately mailed or transmitted by electronic method when feasible to each member of the Association.

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Agenda Item 4h. - Discussion and possible action regarding Scholarship Policy update to include a deadline to turn in receipts for reimbursement

The reimbursement policy changed in 2017 per request of the League. At the retreat we discussed how the policy change was working and it was recommended to put a deadline on submittals for accounting purposes so scholarships can be paid out in a timely manner.

Retreat recommendations: • Sixty (60) day deadline after training to submit reimbursement documents • Proof of attendance may include a course certificate of completion OR sign-in

sheets or other documents provided by instructor to show attendance • Best practice: Send email reminder to recipients immediately after the training

is over

Action Items for Scholarship Committee: • Update policy to include 60-day deadline. Present changes to Board for approval

at AMCA Board Meeting on October 18. • Send updated policy to Handbook Committee Chair • Update applications to include deadline

Proposed Policy Update: 4. AMCA will reimburse scholarship recipients after attendance at the training. Scholarship recipients shall submit proof of attendance and a copy of the registration receipt NO LATER THAN 60 DAYS AFTER CONCLUSION OF TRAINING. LATE SUBMITTALS MAY RESULT IN LOSS OF SCHOLARSHIP. Reimbursement not to exceed the amount of the awarded scholarship, will be remitted to the payee AND SHALL NOT EXCEED THE AMOUNT OF THE AWARDED SCHOLARSHIP.

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STRATEGIC PLAN

2017-2022

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AMCA Strategic Plan Page | 2

Message to the Arizona Municipal Clerks’ Association

The Strategic Planning Committee respectfully submits the following document to the Arizona Municipal Clerks’ Association (AMCA) Board for review, editing, adoption and implementation.

The process has been a long one with a great many of hours of work by members of the committee. We believe that we have captured and quantified the needs and wants of the members as they exist today.

A Strategic Plan is meant to be, and must be treated as, a fluid document, subject to change in response to a dynamic environment. It is a roadmap to the attainment and allocation of resources and assets for goal achievement. The Strategic Plan requires our clerk community to unite in support of a successful plan.

This strategic plan outlines the goals and expectations of the members of the organization as they exist now. Regular surveys should be sent to the membership to check satisfaction and update the goals and plan. Are we doing things right? Are we clear about organizational goals? Are we aware of accessible resources? Do we know how to approach and measure success?

It is the recommendation of the committee, that if not yearly, then at least every other year, a committee be established to survey the membership and update this plan to reflect the current needs and wants of the membership. Additionally, a SWOT analysis should be completed to determine any changes and provide a framework for the needs of the organization. The implementation of the plan is now in the hands of the Board and subsequent committees. Key areas should be distributed to existing committees for execution of specific goals that correspond to the description of the committee (Exhibit A). Additionally, the plan should be shared with the membership after adoption on both the listserve and on the AMCA website.

Respectfully,

Darcie McCracken, Chair Lisa Garcia, Co-Chair

Strategic Plan Committee

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Committee Members

Chair Darcie McCracken Glendale 623-930-3261 [email protected]

Co-Chair Lisa Garcia Florence 520-868-7552 [email protected]

2016/17 Board Bev Bender Fountain Hills 480-816-5115 [email protected]

2016/17 Board Sue Stein Bullhead City 928-763-0111 [email protected]

2016/17 Board Lynda Bushong Yuma 92-373-5037 [email protected]

2016/17 Board Tracie Bailey Payson 928-474-5242 [email protected]

2016/17 Board Lisa Maxwell Gilbert 480-503-6861 [email protected]

Ashlee Coronado Bisbee 520-432-6011 [email protected]

Erica Barba Chandler 480-782-2183 [email protected]

Eva Wilson Eagar 928-333-4128 [email protected]

Georgia Luster Safford 928-432-4000 x4100 [email protected]

Gloria Leija Casa Grande 520-421-8600 x1110 [email protected]

Hilary Hiser Marana 520-382-1962 [email protected]

Janet Pierson Yuma 928-373-5039 [email protected]

Maria Hernandez Florence 520-868-7574 [email protected]

Mary Ellen Dunn Clarkdale 928-639-2400 [email protected]

Melissa Drake Tusayan 928-638-9909 [email protected]

Natalie Gilstrap Peoria 623-773-5141 [email protected]

Rhonda Geriminsky Peoria 623-773-7340 [email protected]

Sharon Antes El Mirage 623-876-2943 [email protected]

Stacy Anderson Youngtown 623-933-8286 [email protected]

Vicki Vivian Benson 520-720-6311 [email protected]

Virginia Mefford Willcox 520-384-4271 [email protected]

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Mission Vision Objectives

AMCA Mission Statement (From Handbook)

AMCA was founded in 1961. Our mission is to promote excellence and professionalism through support, communication and educational opportunities for each member. AMCA is committed to maintaining a high standard of leadership, respect, and integrity in all aspects of our operations and in our professional and business conduct. We strive to reflect the highest ethical standards in our relationships with members and provide educational and networking opportunities for the betterment and enrichment of the “Clerk” profession. No changes. AMCA Vision: The Arizona Municipal Clerks’ Association offers educational opportunities, networking solutions and mentoring to its members to promote professionalism, leadership and proficiency to the clerk profession. The second line was changed from “members to promote professionalism” to “members in order to promote professionalism.” Board Action Required.

AMCA Objective Statement: (From Constitution)

To promote improvement and efficiency in the operations and administration of the municipal clerk’s office in each of the cities and towns of Arizona by:

(a) Promoting cooperation between the municipal clerks by the interchange of their experiences and methods of conducting their respective offices, to the end that each may profit from the experiences and methods of the others; and

(b) Promoting periodic conferences or meetings of the municipal clerks of the cities and towns of Arizona for discussion of municipal problems and, by research, finding solutions for the same

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A change to the Objective Statement would require a change to the Constitution. This would need to be discussed by the Constitution Committee and approved by vote of the membership. It was suggested that section (b) be more general. Also changing the words conferences or meetings to education or learning was discussed. AMCA President Sue Stein will task the Constitution Committee with looking to make this change. Board Action Required.

AMCA Strategic Plan

About the Plan

The Arizona Municipal Clerks’ Association strategic plan is designed to support the AMCA Board and the Members and assist in understanding and communicating the short and long-term goals of the AMCA Association. This plan is intended to align, focus, and engage every member in common goals and ensure seamless transitions when the leadership baton is passed yearly. The Plan maps the future, guides decision-making and resource allocations, and requires the involvement of all stakeholders.

The 2015-2016 AMCA Board embarked on a strategic planning process to establish a pathway for the future success of the association and the profession. The AMCA Board will work with the designated committees to achieve and maintain the established goals.

Assessment

The AMCA Strategic Plan will evaluate conditions to help determine the AMCA 2016- 2021 goals. The SWOT analysis is included as Exhibit C to the report.

Issues Facing the Associations

The Strategic Planning Committee reviewed the SWOT analysis and devised a clear list of issues facing the AMCA organization. At the November 14, 2016 meeting the Committee determined the top issues facing the organization and from that list established a three to five-year action plan.

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Goal 1. AMCA will continue to develop meaningful training and mentorship programs to assist members with professional development, knowledge of core functions of all aspects of the Clerk’s arena, including special projects, leadership and public speaking.

1. Professional Speakers brought in for professional development (leadership, organization management, etc.)

2. Online training for members who cannot attend training in person (Rural – One stop Shops)

3. Develop a one-on-one mentoring program designed to train clerks by those who are experienced in the field.

4. Succession Planning Training for soon to be retiring clerks: So you are planning to leave government service in 10 years, how do you train your staff to be ready for your departure.

5. Develop training on how to make effective presentations.

Measurable Object Status Date Assignment

Outcome

(1) At the AMCA conference, at least one professional speaker, will be engaged, beginning in 2017.

Ongoing

Ex. Bd. Assigned to Ed. Committee

One professional speaker at each AMCA sponsored training.

(2) Beginning in Fall of 2018, provide at least one training opportunity that can be done using the internet.

By November 2018


Online training provided for those who cannot attend off site training.

(3) By November of 2017, provide a list of mentors.

Ongoing

Ex. Bd. Assigned to Membership Committee

Trained and motivated mentors assigned to new clerks.

(4) Beginning with the 2018 AMCA conference, provide a succession planning seminar every other year.

July 2018


Training provided to clerks retiring within the next 3-5 years on how to succession plan. The training should be open to all; however, should

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focus on the clerk with retirement on the horizon.

(5) Clerks have training on how to make effective presentations for: - Budget - Staffing - Conferences and training - Other presentation opportunities

July 2018 Ex. Bd. Assigned to Ed. Committee

Provide talking points to membership as well as training on how to “sell” their budgets and key aspects of their budgets such as any increases in training, conferences and membership

Future Note:

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Goal 2. Promote the role of the municipal clerk. 1. Develop a professional speaker’s bureau who will represent the Clerks at various

speaking engagements/trainings/ceremonial events. 2. Clerk going out and speaking about their role - Coffee with the Clerk – Promote the

campaign for municipal clerks’ week with programming guides for clerks to host activities. (Encourage participation)

3. Partner to provide training Session with GFOAZ, ACMA, League, Newly Elected.

Measurable Object Status Date

Assignment Outcome

(1) Request each AMCA Region to assign a member to speak at engagements/ceremonial events within their regions.

2018 - AMCA Board to present at the next AMCA meeting for approval by the membership. Ex. Bd. Assigned to Region Leaders

AMCA will gain exposure and recognition by having AMCA representatives at engagements/ceremonial events.

(2a) Actively seek Clerks to sign up to be presenters on their field of expertise. Contact IIMC to check on credits available to apply towards CMC and MMC for participation as a presenter at training sessions, and include in sign up information.

2018 - Make the signup list available at Clerks’ trainings and post on the Clerks’ website. Ex. Bd. Assigned to Ed. Committee

AMCA will have an active list of professional speakers, and AMCA members will gain credits toward CMC and MMC designations for participating as a speaker.

(2b) Prior to the next “Clerks’ Week Celebration,” develop a great ideas section on the Clerks’ website where Clerks can contribute their successful ideas to promote clerks’ week.

2019 - At AMCA training sessions and newsletters, announce the development of the website section for gathering great ideas to celebrate “Clerks Week.”

AMCA will be able to promote the role of the Clerks’ field.

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Ex. Bd. Assigned to Communications Committee

(3) Contact the League to schedule one professional training session at League Conferences. Additionally, contact other professional organizations to offer the possibility of partner in a session that is beneficial to dual professions.

2019 - Contact one professional organization to partner in a training session.

2019 – Schedule a training session at the League of Arizona Cities and Towns Conference/or other training. Ex. Bd. Assigned to Ed. Committee

Partnerships will give AMCA members more training opportunities, as well as more exposure on the Clerks’ role.

Future Note:

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Goal 3. Structural development for AMCA “for the good of the organization”. 1. Increase membership - Membership drive – County/Special Districts/Election Officials 2. Range Rider type program for retired clerks (more involvement for retired clerks) 3. Develop program at Institute: AMCA 101: Why AMCA makes stronger Clerks: History,

Roles, and Goals of the AMCA – promotion of IIMC 4. Financial Goals

Measurable Object

Status

Date

Assignment

Outcome

(1a) Send training notices to County Clerks of the Board, School District Clerk’s, Fire District Clerk’s, and Special District Clerks and non-member clerks. (1b) Send a packet listing the benefits of becoming an AMCA member to all County Clerks of the Board, School District Clerk’s, Fire District Clerk’s,and Special District Clerks and non-member clerks annually. Assign regional leaders to contact all non-member clerks annually and discuss benefits of joining.

Ongoing, 60 days prior to training.

Membership would create and maintain a current list, League would send out notice League to provide list of municipality that do not belong to AMCA.

Region leaders to make contact. Ex. Bd. Assigned to Membership Committee/Region Leaders and League

Other professional clerks will become associated with the AMCA organization and decide if they would like to join. Raise money by charging non-member fees for training. Promote awareness and encourage membership.

(1c) Create a survey for retired/retiring clerks to determine who is interested in working from

Annually – Membership Completed

Develop an active database of clerk’s that are willing to assist communities in need.

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time to time and how far they are willing to travel by 2018.

(2) Promote a Clerk Range Rider Program at the Arizona City/County Manager’s Association by 2019.

Board/Speaker’s Bureau

Winter/Summer Conference After much discussion and research, Ex. Board decided not to move forward with a Range Rider Program, mainly due to liability issues and the fact that another company already provides this service.

Promotion of the Program

(3a) Develop a program in basic operation of the Clerk by 2018.

Ongoing

Institute/Special Session


Provide basic training to new clerks.

(3b) Board to develop power point training on the role of AMCA, Why become an officer, ways to be involved by 2018.

Board/Speakers Bureau Ex. Bd. Assigned to Past President

Promote the AMCA and to provide information to new clerks or those who may be interested in receiving more information.

(4) Develop fiscal policies that control the recovery rate of services and specify planned use for savings.

July 2019

Past Presidents Committee Ex. Bd. To conduct a Budget Retreat

Develop a strategy for cost recovery, membership fees, and savings planning.

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Future Note:

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Goal 4. Meaningful membership. 1. Annual Athenian Dialogue 2. Empowerment session at annual conference 3. Celebrate Members 4. Work/Life balance sessions. 5. Promote regional activities 6. Host Region VIII Conference 7. Networking Opportunities

Measurable Object

Status

Date

Assignment

Outcome

(1) Provide a yearly Athenian Dialogue opportunity.

Ongoing. Ex. Bd. Assigned to Ed. Committee - completed

A yearly Athenian Dialogue opportunity is made available to promote leadership in the profession.

(2) Provide Leadership Empowerment Session at the AMCA Conference, Examples:

• Diversity • Developing and

Implementing a Strong you

July, 2018 Ex. Bd. Assigned to Ed. Committee - completed

Annual Empowerment Sessions at the AMCA Conference to “build-up” members.

(3) Provide a “Brag Board” page on the AMCA Web Site :

• If you think a member has done something worthy enough, “brag” about their success on a designated board for the entire membership to see and read about.

July, 2018 Ex. Bd. Assigned to Communications. Committee

By sharing their accomplishments it helps in keeping the energy and momentum alive within the membership and creating a satisfied and loyal membership

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(4) Work-Life Balance tips sent out quarterly in the newsletter as a new section

Ongoing

Submitted by the Mentoring Program Ex. Bd. Assigned to the Communications Committee

This shows that AMCA is concerned about the consequences of poor work-life balance.

(5) Develop short term and long term membership programs

• Short term membership programs should focus on retention of membership and can be seasonal/quarterly

• Quarterly lunches/dinners at centralized restaurants

• Family activities – bbq’s, movie nights, etc.

• Long Term Membership should focus on promoting and bringing in new members to the program.

• Mentoring Committee should be very involved in this process by personally contacting new members and members whose membership is coming due.

May, 2018

Submitted by the Membership Committee Ex. Bd. Assigned to Membership/Mentoring Committee

Establishes a plan that the Membership Committee and the Board work hand-in-hand to eliminate potential membership issues.

(6) Organize Conferences for Region VIII and IIMC thoughtfully

• Select a committee.

Application Submitted by: 2019 (IIMC – 5 year prior) 2018 (Regiong VIII – 3

Builds relationships with colleagues from the region and the U.S.

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• Select the most suitable dates, prepare RFP for venue, schedule speakers and events, sponsors

year prior) Ex. Bd. To Develop an Ad Hoc Committee to work with the League for a 2020 Event

(7) By providing volunteer opportunities to our Board and membership this can create networking opportunities.

• Board and membership can volunteer to clean up a regional or local park

• Board and membership can volunteer with non-profit organization (food bank, Make a Wish, etc.).

2018

TBD after Bd. Discussion on AMCA Gives Back

This will link individuals and the organization to the communities in which they serve.

Future Note:

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Goal 5. Communication

1. Communication – identify communication methods 2. Develop a suggestion program – Web site

Measurable Object

Status

Date

Assignment

Outcome

(1a) Visual Communication • Develop a Facebook

page for AMCA • Email quarterly

newsletter to membership

• Email brochures to new members

• Develop a page on the website for success stories and a Clerk’s Wall of Fame

September, 2018 Ex. Bd. Assigned to Communications Committee, Membership Committee and League

Initiating a communication campaign helps transform scattered membership into a killer team that constantly keeps the eye on the larger picture, i.e. successful growth of the organization.

(1b) Written Communication • Welcome email to new

members from the Board

• Post training materials to the website after training session

January, 2018 Ex. Bd. Assigned to Bd. President and League – completed

(1c) Verbal Communication

January, 2018

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• Use the Grapevine Communication method to get important information out to the membership

• Phone call to new members from mentor or Region Leader

Lisa said that there was concern that Region Leaders were not passing on information and so they wanted a more personalized approach.

(2) Using the website, develop a form for “members only” to offer suggestions.

November, 2018 Ex. Bd. Assigned to Communications Committee

Future Note:

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Exhibit A – AMCA Committees

AWARDS COMMITTEE The Awards Committee facilitates the ordering and distribution of awards, including CMC and MMC plaques, tenure awards, and any other certificates and/or recognition that clerks have earned at the Institute/Academy and Election Certification program, including Clerk of the Year/Quill Award, and Fall and Spring Best Practices. Certificates are made available electronically and the files posted to the AMCA website.

COMMUNICATIONS COMMITTEE The Communications Committee updates the AMCA Handbook and gathers information, organizes, and produces an electronic newsletter for Arizona clerks. The Communications Committee facilitates the communication of news through the electronic newsletter, e-mail blast and/or the official website. The Communications Committee informs the membership about AMCA activities and encourages participation in those activities promoting the mission of the AMCA Organization.

CONSTITUTION COMMITTEE The Constitution Committee shall submit and administer all amendments to the AMCA Constitution (see Article V, Amendments, of the Constitution of the Arizona Municipal Clerks’ Association).

EDUCATION COMMITTEE/Annual Conference Committee The purpose of the Education Committee is to plan and promote the Arizona Municipal Clerks’ Institute, the Advanced Academy Education program, the Election Certification Program, and the Annual Conference (when scheduled).

LEGISLATIVE COMMITTEE The Legislative Committee shall attend the weekly Arizona League of Cities and Towns meeting and assist AMCA members by monitoring, reviewing, and evaluating pending legislation that could affect the municipal clerks’ offices.

MEMBERSHIP/MENTORING COMMITTEE and REGION LEADERS The Membership/Mentoring Committee shall coordinate membership information within the Association, including the preparation of the AMCA information brochures, with

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representatives from each of the AMCA Regions. The Membership/Mentoring Committee and the AMCA Region Leaders provide an information network between municipal clerks that facilitates the exchange of information between municipal clerks’ offices. The Membership/Mentoring Committee and Region Leaders were established to assist municipal clerks new to the profession or to the state through the facilitation of shared experience and information, by providing networking opportunities for the exchange of ideas, experience and information between municipal clerks’ offices.

NOMINATING COMMITTEE The purpose of the Nominating Committee is to facilitate the nomination of candidates for election by ballot for the office of Secretary. Election of the Secretary will be on an annual basis, if there is more than one candidate. The Immediate Past President may be the Committee Chair.

PAST PRESIDENTS ADHOC COMMITTEE Temporary committee assigned to assist the AMCA Board with special projects and requests as determined by the Board.

RECORDS MANAGEMENT COMMITTEE The Records Management Committee shall coordinate with t he S t a t e (i.e. the Arizona State Library, Archives and Public Records Division) to provide the AMCA membership with contemporary municipal records retention schedules, standardized policies and procedures, training and documentation, legal risk mitigation, and disaster recovery planning assistance.

SCHOLARSHIP COMMITTEE The Scholarship Committee receives applications, evaluates, and administers scholarships for registration fees for municipal clerks to attend training opportunities such as the IIMC Institute/Academy, etc.

STRATEGIC PLAN ADHOC COMMITTEE Temporary committee empowered to draft the Strategic Plan for and forward a recommendation to the AMCA Board.

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Exhibit B – Membership Survey Results

Question 1. What is the vision for the AMCA Board? 1. Professional Development

1.1. Member Education and Training 1.2. Leadership Training 1.3. Best Practices

2. Mentoring 3. Membership

3.1. Networking 3.2. Increase Membership

3.2.1. County Clerk’s/District Clerks 4. Promote the Profession of City/Town Clerk 5. Develop partnerships with ACMA and ICMA 6. Policy Setting (organizational, local and state) Question 2. Obstacles facing AMCA Obstacles for Organization 1. Professional Development

1.1. Developing meaningful programs at the level of the audience 1.2. Training does not meet needs of the membership (provided by volunteers) 1.3. Need more variety in training 1.4. More geographic location of conferences/trainings for all to attend

2. Mentoring Program 2.1. Need a mentoring program

3. Membership 3.1. Lack of member participation 3.2. Not embracing all members (Records Managers)

4. Promote the Clerk’s Profession 4.1. Clerk pay and benefits

5. Lack of resources 5.1. Charging enough to recoup costs associated with conferences/trainings

6. Leadership 7. Communication 8. List Serve (Need to develop an archive for access to answered questions)

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Obstacles for members 1. Lack of budget to attend conferences and trainings 2. Larger workload/less time to volunteer 3. Influence of politics 4. New legislation 5. Changes in record retention schedules Question 3. AMCA Accomplishment to strive for (12 months) 1. Professional Development

1.1. Develop professional credentialing 1.1.1. Department 1.1.2. Individuals

1.2. Training and Development 1.2.1. Continue best practices Spring and Fall 1.2.2. More election training 1.2.3. Develop cert beyond MMC – state level 1.2.4. Develop training for all levels (novice, learning, expert) 1.2.5. Election Official Recertification process 1.2.6. Add training material and handouts to the website after training complete

2. Mentoring program for new clerks and deputies 2.1. Leadership Training

3. Membership 3.1. Networking

3.1.1. Develop ways to network beyond those provided 3.2. Create a culture of meaningful participation

3.2.1. Stricter attendance policy for points 3.3. Educate members on AMCA Role 3.4. Celebrate members 3.5. Outreach to New Members

3.5.1. County Clerks 3.5.2. District Clerks

4. Market the role of Municipal Clerk 4.1. Help clerks view the role as more than clerical

5. Develop strategic plan 6. Re-Write SB1516 and Election procedures 7. Develop a more user friendly website

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Accomplishments for the next five years 1. Professional Development

1.1. State Certification for Clerk – Deputy Clerk 1.2. Additional education events for CMC/MMC points. 1.3. Develop education program levels (new/seasoned clerk) 1.4. Develop program for new clerk training through AMCA 1.5. Expand scholarships to include CPM Courses 1.6. Yearly Athenians Dialogue Sessions. 1.7. Training opportunities with GFOAZ, Attorneys’ Association, ACMA 1.8. Partner with neighboring states for educational/networking opportunities 1.9. Writing Reports 1.10. Annual conference

1.10.1. Longer 1.10.2. Professional Speakers 1.10.3. Energize the organization

2. Establish Formal Mentoring Program 2.1. Expand Mentor program

3. Membership 3.1. Develop retired clerks program

3.1.1. Range Rider program for Municipal Clerks 3.2. Succession Planning 3.3. Stronger membership involvement

3.3.1. Boards and Commission Chair/Co-Chair Dinner at Annual Training (Saying Thank You)

4. Market the Role of Municipal Clerk 4.1. Change Title “Administrative Operations Director” 4.2. Help Clerks with professional development, self-esteem, public speaking 4.3. Annual Speaking Tour promoting the role of the clerk

4.3.1. Speakers Bureau 5. Review and refine strategic plan 6. Leadership 7. Continue to enhance website

7.1. Tools on website 8. Uniformity in complying with open meeting law 9. Meaningful Resources 10. Focus on all roles in the Clerk’s Organization not just clerk and deputy

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Question 5. Most important topics (positive) 1. Professional Development and Training

1.1. Credentials 1.2. Leadership 1.3. Succession Planning 1.4. Education offered in levels (101, 201, etc.) 1.5. Ethics 1.6. Relationship Building 1.7. Survey Clerks re: wanted training 1.8. Special Elections 1.9. Open Meeting Law 1.10. Public Record Requests 1.11. Record Retention 1.12. Traveling Annual Conference

2. Mentoring Program 3. Membership

3.1. Celebrate Members 3.2. Keep Comradery while assuring members value to the organization 3.3. Membership outreach 3.4. Networking beyond conferences and training 3.5. Retired Member Involvement

3.5.1. Survey organization to see how many clerks will be retiring. 3.5.2. Loss of organizational memory

4. Promote the role of the Clerk 4.1. Educate Councils 4.2. Managers

5. Thinking outside the box 5.1. Shared resources 5.2. Funding challenges

6. Stability of the AMCA Board 6.1. Review of financials

7. Scholarship Program 8. Strategic Plan

8.1. Measurable goals

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9. Voice at Legislature 10. Trends in Technology (doing more with less)

10.1. Technology with a practical side added for implementation

Questions 6. Allocation of Surplus Funds 1. Professional Development

1.1. Traveling Annual Conference 1.2. Annual Conference separate from Election Training 1.3. Professional speakers 1.4. Professional trainers on leadership, public speaking, project management 1.5. Credentialing program 1.6. Joint trainings 1.7. Host IIMC or Region 8 Conference

2. Membership 2.1. Social gatherings at conference 2.2. Pay memberships for municipalities that cannot afford 2.3. Set up cost for merchandise 2.4. Scholarships

3. Promote the role of the Clerk 3.1. Legislation to change title of clerk 3.2. Public awareness campaign

4. Joint efforts to fix broken election system 5. Create slogan 6. Invest – earn interest 7. Turn listserv into forum format 8. Promotion of the Clerk Question 7 – Financial hardship, what would you cut. Dominate answer was do not cut education and training. 1. Awards 2. Scholarships 3. Annual Conference 4. Best Practices Session 5. Raise dues so nothing has to be cut 6. Lunch on your own at conferences/training 7. League responsibilities 8. Professional speakers

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9. Services offered to members Question 8. What is the Primary Mission of AMCA 1. Professional development (Training/Education) 2. Mentoring 3. Membership

3.1. Networking 4. Provide Resources 5. Help clerk’s deal with issues facing the profession 6. Leadership 7. Unity among clerks Question 9. What should we stop doing 1. Revamp committees that no longer serve a purpose 2. Do not give points that have not been earned 3. Stop not listening to new and innovated ideas

3.1. Hands on training 3.2. Gamification type training

Question 10. What aren’t we doing? 1. Professional Development

1.1. Moving annual conference 2. Membership

2.1. Creating a committee to address regional participation (increasing participation) 2.2. Generating participation from the membership 2.3. Periodic membership surveys 2.4. Listening to the members 2.5. Anticipating and focusing on our members’ needs.

3. Promoting the profession 4. Developing Resources

4.1. Creating a new clerk handbook and class just for them Question 11. What are the big issues facing AMCA 1. Professional Development

1.1. Training/Conferences 2. Membership

2.1. Retirement of clerks 2.1.1. Loss of Institutional memory

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2.2. Succession planning for the organization 2.3. Membership participation 2.4. Listen to members

3. Promotion of the Clerk Profession 4. Finances 5. Leadership within the organization 6. Time constraints 7. Be more inclusive 8. Communicate more 9. Education initiatives 10. Politicians

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Exhibit C – SWOT Analysis

SWOT is an acronym for Strength-Weekness-Opportunities-Threats. By definition, strengths and weaknesses are considered to be internal factors over which the orgnization has some measure of control. Also by definiton, opportunities and threats are considered to be external factors over which the organization essentially has no control, but can capitalize upon and mitigate (respectively) when these are recognized. The SWOT analysis is well-known tool for audit and analyisis of the overall strategic position of an association and its enviroment. Its key purpose is to identify the strategies that will create a business model that will best align an organization’s resources and capabilities to the requirements of the environment in which it operates. It is the foundation for evaluating the internal potential and limitations and the possible opportunities and threats for the external environment in the decision-making process. An overview of the four factors follows: Strengths: Strengths are the qualities that enable the accomplishment of an association’s mission. They serve as the basis upon which continued success can be achieved and sustained. Strengths can be tangible or intangible. Strengths include areas in which you are well-versed and have expertise, the traits and qualities of the team members, and organizational consistency. Strengths are the beneficial aspects or capabilities of the organization, which include human competencies, committed members, process capabilities, financial resources, products and services, customer goodwill, and brand loyalty. Weaknesses: Weaknesses are the qualities that prevent an organization from accomplishing the mission and achieving its full potential. Weaknesses deteriorate association success and growth and are factors that do not meet acceptable standards. Some examples are insufficent resources, lack of time, poor decision-making, lack of communication, ect. Weaknesses are controllable and must be minimized and eliminated. Opportunities: Opportunities are presented by the environment within which an organization operates. These arise when an organization can benefit from conditions in its enviroment to plan and execute strategies that enable it to become more valuable. Threats: Threats arise when conditions in the external enviromental jeopardize the reliability and success of the assocation. Threats compound the vulnerablity when they relate to the weaknesses.

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Strengths 1. League 2. Leadership Experience 3. History 4. Networking 5. Ethics 6. Relationships 7. Membership 8. Website

Weaknesses

1. Membership apathy 2. AMCA Board Training 3. No formal Action Plan – Strategic Plan 4. Turnover (retirement) of long-tenured members 5. Not engaging members who wish to be engaged 6. Not having meaningful responsibility on committees 7. Too many committees 8. Need to develop real mentors (mentor program – One on one for new clerks)

Opportunities 1. Inviting Managers/Mayors to Awards 2. Innovation 3. Techonology for trainings 4. Expanding online presence 5. Legislative/lobbying/participation/knowledge 6. IIMC 7. League 8. Developing relationships League/ACMA/GFOAZ 9. Association with ASU

Threats

1. Legislative changes 2. Learning curve of new clerks 3. Loss of institutional knowledge due to retirement 4. Opposition to change 5. Economic conditions 6. Budget constraints 7. Job perception

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Documents

ARIZONA MUNICIPAL CLERKS’ ASSOCIATION EXECUTIVE BOARD