Arizona Municipal Clerks’ Association June 20, 2019 Page 1
1. CALL TO ORDER – ROLL CALL
2. MINUTES
Approval consideration of the April 18, 2019 regular meeting minutes, April 24, 2018 special
meeting minutes, May 8, 2019 special meeting minutes and May 16, 2019 regular meeting minutes
(attachment pg. 3)
3. FINANCIALS
Approval consideration of the May financials (attachment pg. 18)
4. IIMC DIRECTOR UPDATE
Lisa Garcia update
Discussion re: assigning a Board Member to give quarterly updates to the Region Director
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 (Treasurer Geriminsky)
1. Update on the website redesign that will occur next fiscal year as budgeted
(Sandy will work with the Communications Chair/Committee to get it
completed, Maria provided Sandy with her recommendations)
b. Education Committee – Chair DeeAnn Mickelsen (Vice President Maxwell)
c. Election Committee – Chair Cathie Butteweg (Vice President Maxwell)
d. Handbook & Constitution Committee – Chair Vicki Vivian (Vice President Maxwell)
e. Legislative Committee – Chair Sarah Siep (President Bailey)
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
Formed in 1961
58th Year in Operation
ARIZONA MUNICIPAL CLERKS’
ASSOCIATION
EXECUTIVE BOARD MEETING AGENDA
Thursday, June 20, 2019
9:00 a.m.
Teleconference at (800) 220-9875
Participant Code: 15438401#
Arizona Municipal Clerks’ Association June 20, 2019 Page 2
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. Approval consideration of the new scholarship application (attachment pg. 23)
6. OLD BUSINESS
1. Discussion/possible action regarding adding language in the Handbook about who
should take the minutes at committee meetings
7. NEW BUSINESS
1. Canvass of the 2019 Board Secretary Election results (attachment pg. 26)
2. Approval consideration of the Clerk of the Year Nomination, Deputy Clerk of the
Year Nomination and President’s Award of Distinction
8. GOOD OF THE ORDER/ BOARD COMMENTS
9. REMINDERS/DEADLINES
1. July 18th Board Meeting
10. ADJOURNMENT
Tracie Bailey
Tracie Bailey - AMCA President, 2018-2019
April 18, 2019 AMCA Board Minutes P a g e | 1
1. CALL TO ORDER – ROLL CALL
President Bailey called the meeting to order at 9:00 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: Cathie Butteweg (Scottsdale), Vickie Vivian (Benson), Sherry
Aguilar (Surprise), and Ben Lane (Phoenix).
Others Attending: Sandy Morari (League of Arizona Cities and Towns) and Matt Lore (League
of Arizona Cities and Towns).
2. MINUTES
Approval consideration of the February 21, 2019 regular meeting minutes.
Treasurer Geriminsky MOVED to approve the minutes; Vice-President Maxwell SECONDED the motion.
Motion CARRIED 5-0.
3. FINANCIALS
Approval consideration of the March financials.
Vice- President Maxwell MOVED to approve; Geriminsky SECONDED the motion. Motion CARRIED 5-0.
4. 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 (Treasurer Geriminsky)
No update.
b. Education Committee – Chair DeeAnn Mickelsen (Vice President Maxwell)
1. Approval of the Summer Athenian Dialogue registration deadline dates and
Fees.
ARIZONA MUNICIPAL CLERKS’ ASSOCIATION
EXECUTIVE BOARD MEETING MINUTES
Thursday, April 18, 2019
9:00 a.m./Teleconference
Page 3 of 26
April 18, 2019 AMCA Board Minutes P a g e | 2
Moved to May.
c. Election Committee – Chair Cathie Butteweg (Vice President Maxwell)
Chair Butteweg gave update; had a meeting and on track to have spring speakers by May.
Discussed fees and agreed with Education Committee to increase fees every year and but to
put a 5-year cap on it to review.
d. Handbook & Constitution Committee – Chair Vicki Vivian (Vice President Maxwell)
1. Placement of the “Registration Waivers” policy in the Handbook. (The language was
approved at the last Executive Board meeting, but there was no direction on where
the language should be placed. At our committee meeting, the vote was to place it in
the policies.)
Chair Vivian suggested the best place would be after the registration fees policy.
Treasurer Geriminsky MOVED to approve the recommendation to place the waiver language
underneath the registration fees in the Handbook; Past-President Bushong SECONDED the
motion. Motion CARRIED 5-0.
2. Overall approval of the Handbook formatting.
Chair Vivian stated changes were already approved and indicated the chart indicates
those changes. Additional changes are formatting. Requested a clarification on a
name change from Treasurer to Treasurer-Historian. Asking for approval of
Handbook with either going back to Treasurer or leaving it as Treasurer-Historian and
drafting ballot language.
Discussion ensued in regard to the title change and defining Historian duties. Vice-
President Maxwell stated that historian used to be part of Past President duties and
could have the description there. The League may have the information.
League has a document of all the Constitution revision changes. Chair Vivian is
recommending and will discuss with committee that a version for the Handbook be
kept. Past President Bushong asked if that could be the last pages of the Handbook.
Sandy Morari, League of Arizona Cities and Towns confirmed that she kept the
historical changes to the Constitution, and it is 14 pages long; the document goes
back to 2000.
Chair Vivian suggested sending annual changes to the League to keep.
Past-President suggested changing the liaison to the Handbook and Constitution
committee from Vice-President to Treasurer. The board agreed to this.
Page 4 of 26
April 18, 2019 AMCA Board Minutes P a g e | 3
Past President Lynda Bushong stepped out 9:21a.m.
Treasurer Geriminsky asked for clarification that the mentoring program moved from
the Secretary duties to the Membership/Mentoring/Region Leader Committee. Just
wanted to make sure it was updated correctly, information is under
Mentoring/Membership Committee.
Vice-President Maxwell asked Chair Aguilar if she knew what her duties are. Chair
Aguilar responded that she sends out the Board provided brochure to all new clerks.
There are currently only 3 mentors and the brochure currently has Rhonda’s contact
information on where to send applications. Treasurer Geriminsky stated no
applications have come in at this time.
Treasurer Geriminsky asked who matching mentees with mentors and Chair Aguilar
stated as the Mentoring Committee Chair, she does. Asked if League could create a
new email address that new clerks could and then that email could go to specific
Board distribution list. This would be updated annually as Board changes.
Past-President Bushong rejoined the meeting. 9:30.
Sandy Morari stated she would look into and bring back to Board.
Treasurer Geriminsky MOVED to approve the formatting and proposed changes to the
Handbook including removing historian from Treasurer title, correcting typos, moving
election canvass to Treasurer duties, removing the responsible for administrating of
mentoring program, updated call for secretary application, updating waiver language,
formatting changes, and Handbook Committee liaison would be move to Treasurer who
will keep list of changes. Vice-President Maxwell SECONDED the motion. Motion
CARRIED 5-0. (need motion)
3. Discussion of the changes and proposed amendments the Board voted on throughout
the year based on the 2009 Constitution Edition (Natalie was working with a 2009
edition, but we have a later – 2015 – edition. Vicki is creating the language for the
Executive Board approved amendments and is hoping to get the final approval to
present to the membership at the annual meeting.)
Chair Vivian discussed that 11 pages of corrections approved were moot or
incomplete. No action on this item.
4. Approval of the proposed Constitution amendments
Chair Vivian used the 2015 version and audited against the previous 11 pages.
Discussed the two constitutional amendments that need approval and to requested
approval to go to the membership for a vote.
Page 5 of 26
April 18, 2019 AMCA Board Minutes P a g e | 4
Constitutional Amendment #1 addresses the objectives and was approved by the
Executive Board on October 18, 2018. It was also approved to go to the membership
for a vote by the Executive Board on December 20, 2018.
Constitutional Amendment #2 addresses the new procedure for electing the Executive
Board Secretary, which was approved in February, 2018. The amendment was then
presented and approved by the Executive Board on December 5, 2018 and approved
to go to the membership for a vote on December 20, 2018. This amendment,
however, was incomplete to address the procedure, as it amended Article II, Section
B, but it also needed language changed in Sections C & D.
Section B.
2. PROMOTING OPPORTUNITIES FOR THE MUNICIPAL CLERK
COMMUNITY THAT WILL ENHANCE RELATIONSHIPS WITH VARIOUS
ENTITIES IN ORDER TO FOSTER THE DEVELOPMENT OF MEANINGFUL
PROCESSES, AND PROCEDURES THAT WILL BENEFIT ALL MUNICIPAL
CLERKS; AND
Section C.
If approved, these amendments can move forward for a vote by the membership.
Past-President Bushong MOVED to approve the proposed constitution as amended and to
bring to members for election; Vice-President Maxwell SECONDED the motion. Motion
CARRIED 5-0.
Treasure Geriminsky MOVED to add the word AND to Section B #2 between processes and
procedures; Vice-President Maxwell SECONDED the motion. Motion CARRIED 5-0.
e. Legislative Committee – Chair Marcella Carrillo (President Bailey)
No update.
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
Chair Aguilar gave update. Had región meeting on April 3; had great talk about things
happening around state. Found it is difficulty to meet in person so discussed meeting via
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April 18, 2019 AMCA Board Minutes P a g e | 5
conference calls. Many people having first meeting in April. Dicussed ways to encourage
new membership, wanted to give Boards ideas.
Discussed Mentoring applications from a student; in speaking to this person they were
interested in Clerk field. Had a discussion on how to reach college students Maybe a level of
membership offering for students to take advantage of some of our training.
Only 2 mentors at this time for whole state. Mentoring application out of date. Would like to
send out email to clerks with tenure around state to encourge them to be mentors.
Treasurer Geriminsky asked if wwe had idea why people do not want to be mentors.
Chair Aguilar responded it is because they are busy and understand as she has 3 mentees.
There are currently 6 mentees in program.
Discussion ensued on questions asked by mentees. Chair Aguilar gave an example of what
information she shares as a mentor, recently she shared how a recall worked including where
the resources could be found, tips on agendas, how you run a meeting, etc. In addition,
specific topics such as open meeting law, agenda preparation are also discussed. Suggestion
and board consensus was to put something regarding mentor program in newsletter.
Board consensus wass that the Membership/Mentoring Committee should be in charge of
updating the mentorship brochure.
g. Records Committee – Chair Ben Lane (Treasurer Geriminsky)
Treasurer Geriminisky gave update that first meeting had been scheduled.
h. Scholarship/Marketing Committee – Chair Joy Maglione (Treasurer Geriminsky)
No update.
6. OLD BUSINESS
1. AMCA membership options
Chair Aguilar asked for direction on how far out Board wants membership to be looked at, also
suggested having membership for students. Will discuss student membership at a future meeting.
Matt Lore, League of Arizona Cities and Towns, stated that non-members do go to training,
especially attorneys for election training.
Past-President Bushong suggested not allowing out of state membership but let them know there are
still non-member resources accessible on the AMCA website.
Discussion ensued on membership and that some clerks want AMCA to be more exclusive not be
open to just anyone. The constitution description of memberships was discussed. At this time the
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April 18, 2019 AMCA Board Minutes P a g e | 6
definitions do allow associate membership from staff in other areas besides clerk but does not
currently allow for student or intern membership.
Sherry Aguilar will come back with information on student membership and look at language in
constitution regarding membership.
Directing League to hold off on out of state request to join at this time.
7. NEW BUSINESS
None.
8. GOOD OF THE ORDER/ BOARD COMMENTS
Budget adoption will be in May.
Treasurer Geriminsky stated she had received one board secretary application at this time.
9. REMINDERS/DEADLINES
1. May 16th Regular Board Meeting
10. ADJOURNMENT
President Bailey adjourned the meeting at 11:16 a.m.
Secretary:
_________________________
Teresa Riza – AMCA Secretary 2018-2019
The April 18, 2019 meeting minutes were approved by a quorum of the Executive Board on June 20, 2019.
Page 8 of 26
April 24, 2019 AMCA Board Minutes P a g e | 1
1. CALL TO ORDER – ROLL CALL
President Bailey called the meeting to order at 9:00 a.m.
Board Members present: Tracie Bailey, President; Lisa Maxwell, Vice President; Rhonda
Geriminsky, Treasurer; and Lynda Bushong, Past President
Board Members absent: Teresa Riza, Secretary;
Attending Association Members: DeeAnn Mickelsen (Mesa)
Others Attending: Sandy Morari (League of Arizona Cities and Towns)
2. Discussion/possible action regarding registration fee recommendations for the Best Practices,
Athenian Dialogues, and Annual Conference/Election Training\
Chair Mickelsen did research on what other states charge for trainings similar to AMCA. Took
information back to the Education Committee and they recommended raising the registration fee by
$5 for all trainings except for the Athenian Dialogue at this time due to it being self-sustaining.
Elections Committee recommendation was across the board to raise the fees.
Past-President Bushong agreed that not raising the fee on the Athenian Dialogue was a great choice.
Sandy Morari asked for clarification of when the fee would be raised.
Chair Mickelsen stated the plan was 2020 so that the change wasn’t made mid-year.
Treasurer Geriminsky asked if Sandy had already included the increase in this year’s budget and
asked how it would affect us. Sandy Morari stated that waiting would put us in a bit more in the hole
and she did set the budget with the increase.
Board consensus was that the increase would be for 2019.
Past-President Bushong MOVED to approve increasing the registration fees for Best Practices and Annual
Conference/election Training by $5 starting July 1, 2019; Treasurer Geriminsky SECONDED the motion.
Motion CARRIED 4-0.
ARIZONA MUNICIPAL CLERKS’ ASSOCIATION
EXECUTIVE BOARD MEETING MINUTES
Wednesday, April 24, 2019
9:00 a.m./Teleconference
Page 9 of 26
April 24, 2019 AMCA Board Minutes P a g e | 2
3. Approval of the Summer Athenian Dialogue registration fee and deadline dates
The fee and registration dates for the Summer AD is:
$85 for AMCA Member early bird registration (deadline 6-21-2019)
$95 for AMCA members after 6-21-2019
After 6-21-2019 registration will be open to non-members:
$100 for non-members after 6-21-2019
Chair Mickelson asked if there were any questions and stated they were the same as in previous years.
Past-President Bushong MOVED to approve the Summer Athenian Dialogue fees and registration deadlines as
presented; Treasurer Geriminsky SECONDED the motion. Motion CARRIED 4-0.
Discussion ensued regarding candidate for board Secretary, Clerk of the Year, Deputy Clerk of the
year and the President’s Award of Distinction.
4. ADJOURNMENT
President Bailey adjourned the meeting at 9:28 a.m.
Secretary:
_________________________
Teresa Riza – AMCA Secretary 2018-2019
The April 24, 2019 meeting minutes were approved by a quorum of the Executive Board on
_________________________, 2019.
Page 10 of 26
May 8, 2019 AMCA Board Minutes P a g e | 1
1. CALL TO ORDER – ROLL CALL
President Bailey called the meeting to order at 10:30 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: Maria Gonzalez (Phoenix-Mesa Gateway Airport Authority)
Others Attending: Sandy Morari (League of Arizona Cities and Towns)
2. Discussion/possible action regarding calling an election for Executive Board Secretary
Past-President Bushong asked for confirmation that there were two apps received.
Treasurer Germinsky wanted to discuss the timeline. The Handbook has the first week of May calling the
election and the third week of May is the deadline for members to return ballot. Communication
committee will distribute ballots – Sandy will send out. Communications committee will need to
post to social network. Treasurer will announce the results in June. She requested clarification that if
May 24 was the deadline then votes would need to be canvassed by May 31.
Sandy Morari, League of Arizona Cities and Towns, stated that if the board meeting was moved to the
May 23 the deadline to canvass would be May 17, 2019.
Treasurer Germinsky stated that the Handbook is backward, it is saying that the treasurer reviews votes in
June and then says canvass within a week.
Discussion ensued on location of information in handbook with President Bailey clarifying the timeline
being discussed was on page 32 of Handbook.
Past-President Bushong asked if there was any the election couldn’t end May 24 and then second week of
June provide board results with the canvass at the June 20 meeting.
Treasurer Germinsky stated she was fine with that and the consensus of the board was that the also agreed.
ARIZONA MUNICIPAL CLERKS’
ASSOCIATION EXECUTIVE BOARD SPECIAL MEETING MINUTES
Wednesday, May 8, 2019
10:30 a.m./Teleconference
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May 8, 2019 AMCA Board Minutes P a g e | 2
Sandy Morari, League of Arizona Cities and Towns asked Past-President Bushong to repeat dates for
clarification: May 24 deadline for vote, Treasurer Germinsky would notify board with results the week
of June 10 and then board would canvass the election on June 20.
Treasurer Germinsky asked for clarification on where she would obtain results.
Sandy Morari, League of Arizona Cities and Towns clarified that she would send out election via
SurveyMonkey, and then would send out results to board. Once Treasurer Geriminsky received
results she would notify cancidates.
Past-President Bushong MOVED to call the election per guidelines discussed; Vice-President Maxwell
SECONDED the motion. Motion CARRIED 5-0
Sandy Morari, League of Arizona Cities and Towns verified that the email blast only would go out to
full members as voting members and would include entire candidate packet.
3. ADJOURNMENT
President Bailey adjourned the meeting at 10:45 a.m.
Secretary:
_________________________
Teresa Riza – AMCA Secretary 2018-2019
The June 20, 2019 meeting minutes were approved by a quorum of the Executive Board on
_________________________, 2019.
Page 12 of 26
May 16, 2019 AMCA Board Minutes P a g e | 1
1. CALL TO ORDER – ROLL CALL
President Bailey called the meeting to order at 9:00 a.m.
Board Members present: Tracie Bailey, President; Lisa Maxwell, Vice President; Rhonda
Geriminsky, Treasurer; and Teresa Riza, Secretary
Board Members absent: Lynda Bushong, Past President
Attending Association Members: Cathie Butteweg (Scottsdale), Joy Maglione (Queen Creek),
Michelle Stine (Oro Valley), Vickie Vivian (Benson), Joy Maglione (Queen Creek), Sherry
Aguilar (Surprise), Sarah Siep (Prescott)
Others Attending: Sandy Morari (League of Arizona Cities and Towns); Matt Lore (League of
Arizona Cities and Towns)
2. MINUTES
Approval consideration of the March 21, 2019 regular meeting minutes
Treasurer Gerimisnsky MOVED to approve the March 21, 2019 minutes; Vice-President Maxwell
SECONDED the motion. Motion CARRIED 4-0
3. FINANCIALS
Approval consideration of the April financials
Vice-President Maxwell MOVED to approve the April financials; Treasurer Gerimisnsky
SECONDED the motion. Motion CARRIED 4-0
4. 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 (Treasurer Geriminsky) No updates
b. Education Committee – Chair DeeAnn Mickelsen (Vice President Maxwell)
1. Approval consideration of the draft Annual Conference and Election Training Agenda
President Bailey asked where the offsite reception be.
ARIZONA MUNICIPAL CLERKS’
ASSOCIATION
EXECUTIVE BOARD MEETING MINUTES
Thursday, May 16, 2019
9:00 a.m./Teleconference
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May 16, 2019 AMCA Board Minutes P a g e | 2
Committee Vice – Chair Michelle Stine reported on behalf of Chair Mickelsen. She
stated this needed to be discussed and that last year it was at Grapables, which had great
reviews
Vice-President Maxwell MOVED to approve the draft annual conference agenda;
Treasurer Gerimisnsky SECONDED the motion. Motion CARRIED 4-0
c. Election Committee – Chair Cathie Butteweg (Vice President Maxwell)
Vice- President Maxwell gave update on behalf of Chair. They are working on finalizing
election training and working with IIMC to approve credit hours for training.
d. Handbook & Constitution Committee – Chair Vicki Vivian (Vice President Maxwell)
1. Clarification on past Executive Board actions to be possibly addressed in the AMCA
Handbook (attachment pg. 56)
Chair Vivian asked for clarification and direction for draft timelines. She stated that in
reviewing the minutes the newsletter guidelines were what needed to be updated.
Board discussion ensued regarding the newsletter guidelines, timelines and succession
plan.
Chair Vivian stated she would contact the committees to see status of succession plans.
Asked if board wanted in the handbook or if they wanted kept elsewhere.
Vice-President Maxwell suggested having them as an appendix to the handbook.
Chair Vivian stated that in the May 17 board approved pulling the membership dues out of
the handbook but was not in the 2015 Handbook so not needed. Suggested making
amendment to membership dues policy to show how dues determined. Suggested adding
sentence: “Annual membership dues will be reviewed and modified as needed by the
Executive Board.”
Vice-President Maxwell suggested amending sentence to state the membership dues would
be reviewed annually.
Treasurer Geriminsky MOVED to approve the added sentence in the handbook” The annual
membership dues will be reviewed annual and modified by the Executive Board; Vice-President
Maxwell SECONDED the motion. Motion CARRIED 4-0 Chair Vivian brought up the RFP guidelines and speaker forms. Asked if they should be in the
handbook, what committee would review and if approved twice or were there two different
items.
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May 16, 2019 AMCA Board Minutes P a g e | 3
Board consensus was that they should be included in the appendix of the handbook. The
Education Committee would maintain and make changes. Unsure if approved twice but will
review audio.
Chair Vivian stated that the succession planning was the only other outstanding project for their
committee at this time.
e. Legislative Committee – Chair Sarah Siep (President Bailey)
President Bailey introduced Sarah Siep as new chair of Legislative Committee.
Chair Siep gave update; there has been no call for about a month; have been waiting on
budget. Currently in 123rd day of session. A few items signed that would affect clerks; liquor
omnibus signed on April 26. The bill that will change the primary election date to the first
Tuesday of August moved forward and will be going for signature. Will be gathering
additional information. A number of election bills have also been signed.
Planning on conference call next week with additional information.
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
1. Discussion regarding an AMCA student membership
Chair Aguilar forwarded summary of Committee notes. Most clerks did not realize
training was open to anyone who wished to participate and unaware membership was
also open. Decided not enough information so would wait to take any action until
some clarification could be brought back.
2. Discussion regarding membership language in the Constitution
No action taken on either item; as committee wanted some clarification.
Matt Lore, League of Arizona Cities and Towns, stated that changes have been in
place for a long time, been awhile since we had non-members attend trainings.
Sandy Morari, League of Arizona Cities and Towns, stated she has a document that
goes back 20 years and will pull for review.
Matt Lore, League of Arizona Cities and Towns, will look at other information and
get back to Chair Aguilar.
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May 16, 2019 AMCA Board Minutes P a g e | 4
Chair Aguilar also wanted to let board know that Gloria Leija will take over as chair
this upcoming year.
g. Records Committee – Chair Ben Lane (Treasurer Geriminsky)
Chair Lane gave update, the committee met last month. They discussed goals which
included: best practices for social media, focus on historical records and best practice, and
talk about best practice in terms of getting non-clerk departments excited about records
management. He will write something for newsletter. He also mentioned that all cities need
to submit list of essential records that will be due at the end of this year. Final focus will be
putting succession plan in place.
Note: Treasurer Geriminsky left the meeting.
h. Scholarship/Marketing Committee – Chair Joy Maglione (Treasurer Geriminsky)
1. Update on the new scholarship application
Chair Maglione gave update on new scholarship. The criteria and point system was approved
and is in process of being consolidated. Should be ready by June.
She requested some direction on application; they will list all trainings and they will ask
applicants to choose only one training per application. Nothing states there should be one
application per year so want to add that language; stating only one scholarship per year on
application. Will be back in June with updates.
2. Approval consideration of the Institute and Academy Scholarship recommendations
Received 4 institute applicants and 1 academy – rec to give to all applicants. Asking to
consider taking extra academy and put towards institute applicant.
M/LM to approve to take extra academy scholarship and apply to extra Institute applicants
and approve all the applicants. S/TR
Vice-President Maxwell MOVED to approve taking extra Academy scholarship and apply to
extra Institute applicants and approve all applicants; Secretary Riza SECONDED the motion.
Motion CARRIED 3-0 Vice-President Maxwell MOVED to approve giving Candace French the Ina Winitrich
Scholarship for Academy; Secretary Riza SECONDED the motion. Motion CARRIED 3-0
6. OLD BUSINESS
None.
7. NEW BUSINESS
1. Approval consideration of proposed FY 2019-2020 Budget
President Bailey asked difference between option 1 and 2.
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May 16, 2019 AMCA Board Minutes P a g e | 5
Sandy Morari, League of Arizona Cities and Towns, explained option breakdown on p82 but
since increase was approved would recommend voting on Option 2
Vice-President Maxwell MOVED to approve option 2 for 2019-2020 Budget; Secretary Riza
SECONDED the motion. Motion CARRIED 3-0
2. Discussion/possible action regarding adding language in the Handbook about who should
take the minutes at committee meetings
Moved to June meeting.
8. GOOD OF THE ORDER/ BOARD COMMENTS
9. REMINDERS/DEADLINES
1. June 20th Board Meeting
10. ADJOURNMENT
President Bailey adjourned the meeting at 10:20 a.m.
Secretary:
_________________________
Teresa Riza – AMCA Secretary 2018-2019
The May 16, 2019 meeting minutes were approved by a quorum of the Executive Board on
_________________________, 2019.
Page 17 of 26
Type Date Num Name Memo Amount Balance
1000 · Chase Bank Checking 36,529.46Deposit 05/01/2019 Deposit 160.00 36,689.46Genera... 05/02/2019 129 Bankcard charges -119.34 36,570.12Deposit 05/03/2019 Deposit 305.00 36,875.12Deposit 05/07/2019 Deposit 380.00 37,255.12Deposit 05/10/2019 Deposit 1,000.00 38,255.12Deposit 05/13/2019 Deposit 6,235.00 44,490.12Deposit 05/14/2019 Deposit 405.00 44,895.12Deposit 05/14/2019 Deposit 2,945.00 47,840.12Deposit 05/15/2019 Deposit 2,040.00 49,880.12Deposit 05/16/2019 Deposit 310.00 50,190.12Deposit 05/17/2019 Deposit 85.00 50,275.12Deposit 05/19/2019 Deposit 100.00 50,375.12Check 05/20/2019 Debit Chase Card Services -2,768.02 47,607.10Deposit 05/20/2019 Deposit 1,000.00 48,607.10Deposit 05/20/2019 Deposit 960.00 49,567.10Deposit 05/22/2019 Deposit 460.00 50,027.10Check 05/23/2019 1396 League of Arizona Citi... FY19 April Invoice -892.68 49,134.42Check 05/23/2019 1395 Marlene Mortimore -150.00 48,984.42Check 05/23/2019 1392 League of Arizona Citi... VOID: FY19 April Invoice 0.00 48,984.42Check 05/23/2019 1393 League of Arizona Citi... VOID: FY19 April Invoice 0.00 48,984.42Check 05/23/2019 1394 League of Arizona Citi... VOID: FY19 April Invoice 0.00 48,984.42Deposit 05/23/2019 Deposit 135.00 49,119.42Deposit 05/28/2019 Deposit 145.00 49,264.42Deposit 05/28/2019 Deposit 1,010.00 50,274.42Deposit 05/29/2019 Deposit 710.00 50,984.42Deposit 05/30/2019 Deposit 285.00 51,269.42Deposit 05/31/2019 Deposit 180.00 51,449.42
Total 1000 · Chase Bank Checking 14,919.96 51,449.42
1005 · Chase Bank Savings 89,600.95Deposit 05/31/2019 Interest 3.78 89,604.73
Total 1005 · Chase Bank Savings 3.78 89,604.73
1300 · Prepaid Expenses 523.00Check 05/20/2019 Debit Chase Card Services FY20 AMCA Conf-Twn of Fountain Hills 2,593.68 3,116.68
Total 1300 · Prepaid Expenses 2,593.68 3,116.68
2050 · Deferred Revenue -8,070.00Deposit 05/01/2019 Various FY20 Dues -160.00 -8,230.00Deposit 05/03/2019 Various FY20 Dues -305.00 -8,535.00Deposit 05/07/2019 Various FY20 Dues -380.00 -8,915.00Deposit 05/10/2019 Various FY20 Sponsor-Code Publishing -1,000.00 -9,915.00Deposit 05/13/2019 Various FY20 AMCA Conf -5,215.00 -15,130.00Deposit 05/13/2019 Various FY20 Athenian Dialogue -1,020.00 -16,150.00Deposit 05/14/2019 Various FY20 Dues -405.00 -16,555.00Deposit 05/14/2019 Various FY20 Dues -320.00 -16,875.00Deposit 05/14/2019 Various FY20 AMCA Conf -2,455.00 -19,330.00Deposit 05/14/2019 Various FY20 Anthenian Dialogue -170.00 -19,500.00Deposit 05/15/2019 Various FY20 AMCA Conf -1,615.00 -21,115.00Deposit 05/15/2019 Various FY20 Athenian Dialogue -425.00 -21,540.00Deposit 05/16/2019 Various FY20 AMCA Conf -295.00 -21,835.00Deposit 05/16/2019 Various FY20 Athenian Dialogue -15.00 -21,850.00Deposit 05/17/2019 Various FY20 Dues -85.00 -21,935.00Deposit 05/19/2019 Various FY20 Athenian Dialogue -100.00 -22,035.00Deposit 05/20/2019 Various FY20 Sponsor-Total Imaging Solutions -1,000.00 -23,035.00Deposit 05/20/2019 Various FY20 Dues -60.00 -23,095.00Deposit 05/20/2019 Various FY20 AMCA Conf -900.00 -23,995.00Deposit 05/22/2019 Various FY20 AMCA Conf -360.00 -24,355.00Deposit 05/22/2019 Various FY20 Athenian Dialogue -100.00 -24,455.00Deposit 05/23/2019 Various FY20 AMCA Conf -135.00 -24,590.00Deposit 05/28/2019 Various FY20 Dues -145.00 -24,735.00Deposit 05/28/2019 Various FY20 AMCA Conf -825.00 -25,560.00Deposit 05/28/2019 Various FY20 Athenian Dialogue -185.00 -25,745.00Deposit 05/29/2019 Various FY20 AMCA Conf -540.00 -26,285.00Deposit 05/29/2019 Various FY20 Athenian Dialogue -170.00 -26,455.00
Arizona Municipal Clerks AssociationGeneral Ledger
As of May 31, 2019
Page 1
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Type Date Num Name Memo Amount Balance
Deposit 05/30/2019 Various FY20 AMCA Conf -115.00 -26,570.00Deposit 05/30/2019 Various FY20 Athenian Dialogue -170.00 -26,740.00Deposit 05/31/2019 Various FY20 AMCA Conf -180.00 -26,920.00
Total 2050 · Deferred Revenue -18,850.00 -26,920.00
3200 · Opening Balance Equity -105,311.54Total 3200 · Opening Balance Equity -105,311.54
4000 · Membership Dues -20,945.00Total 4000 · Membership Dues -20,945.00
4010 · Conferences & Training -30,320.004010-1 · Annual/Elections Conference -20,595.00Total 4010-1 · Annual/Elections Conference -20,595.00
4010-2 · Fall Training -2,320.00Total 4010-2 · Fall Training -2,320.00
4010-3 · Spring Training -3,230.00Total 4010-3 · Spring Training -3,230.00
4010-5 · Athenian Dialogue -4,175.00Total 4010-5 · Athenian Dialogue -4,175.00
Total 4010 · Conferences & Training -30,320.00
4015 · Gifts, Donations & Fundraising -1,903.00Total 4015 · Gifts, Donations & Fundraising -1,903.00
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 -36.12Deposit 05/31/2019 Interest -3.78 -39.90
Total 4050 · Interest Income -3.78 -39.90
6005 · IIMC & Regional Conferences 1,951.626005-2 · Registration Fees 550.00Total 6005-2 · Registration Fees 550.00
6005-3 · Accommodations/Lodging 934.13Total 6005-3 · Accommodations/Lodging 934.13
6005-4 · Transportation 467.49Total 6005-4 · Transportation 467.49
Total 6005 · IIMC & Regional Conferences 1,951.62
6520 · Awards 1,988.77Total 6520 · Awards 1,988.77
6522 · Board Expenses 1,474.95Check 05/23/2019 1396 League of Arizona Citi... The Conference Group 114.58 1,589.53Check 05/23/2019 1392 League of Arizona Citi... The Conference Group 0.00 1,589.53Check 05/23/2019 1393 League of Arizona Citi... The Conference Group 0.00 1,589.53Check 05/23/2019 1394 League of Arizona Citi... The Conference Group 0.00 1,589.53
Total 6522 · Board Expenses 114.58 1,589.53
6526 · Conferences & Trainings 30,434.466526-1 · Annual/Elections Conference 29,056.44Total 6526-1 · Annual/Elections Conference 29,056.44
6526-2 · Fall Training 1,123.05Total 6526-2 · Fall Training 1,123.05
6526-3 · Spring Training 254.97
Arizona Municipal Clerks AssociationGeneral Ledger
As of May 31, 2019
Page 2
Page 19 of 26
Type Date Num Name Memo Amount Balance
Check 05/20/2019 Debit Chase Card Services FY19 Spring Training 131.11 386.08Check 05/20/2019 Debit Chase Card Services FY19 Athenian Dialogue 18.23 404.31Check 05/23/2019 1396 League of Arizona Citi... Crack & peel 9.92 414.23Check 05/23/2019 1392 League of Arizona Citi... Crack & peel 0.00 414.23Check 05/23/2019 1393 League of Arizona Citi... Crack & peel 0.00 414.23Check 05/23/2019 1394 League of Arizona Citi... Crack & peel 0.00 414.23
Total 6526-3 · Spring Training 159.26 414.23
Total 6526 · Conferences & Trainings 159.26 30,593.72
6590 · Support Services 12,372.456591 · Administrative 3,899.97Check 05/23/2019 1396 League of Arizona Citi... FY19 April Invoice 433.33 4,333.30Check 05/23/2019 1392 League of Arizona Citi... VOID: FY19 April Invoice 0.00 4,333.30Check 05/23/2019 1393 League of Arizona Citi... VOID: FY19 April Invoice 0.00 4,333.30Check 05/23/2019 1394 League of Arizona Citi... VOID: FY19 April Invoice 0.00 4,333.30
Total 6591 · Administrative 433.33 4,333.30
6593 · Financial Services 4,815.00Check 05/23/2019 1395 Marlene Mortimore Inv# 043019 April accounting fees 150.00 4,965.00
Total 6593 · Financial Services 150.00 4,965.00
6595 · Supplies 2,827.48Genera... 05/02/2019 129 Bankcard charges 119.34 2,946.82Check 05/23/2019 1396 League of Arizona Citi... Cvent fees/Athenian Dia, Spring Training 264.74 3,211.56Check 05/23/2019 1396 League of Arizona Citi... FY19 April Invoice 70.11 3,281.67Check 05/23/2019 1392 League of Arizona Citi... Cvent fees/Athenian Dia, Spring Training 0.00 3,281.67Check 05/23/2019 1392 League of Arizona Citi... VOID: FY19 April Invoice 0.00 3,281.67Check 05/23/2019 1393 League of Arizona Citi... Cvent fees/Athenian Dia, Spring Training 0.00 3,281.67Check 05/23/2019 1393 League of Arizona Citi... VOID: FY19 April Invoice 0.00 3,281.67Check 05/23/2019 1394 League of Arizona Citi... Cvent fees/Athenian Dia, Spring Training 0.00 3,281.67Check 05/23/2019 1394 League of Arizona Citi... VOID: FY19 April Invoice 0.00 3,281.67
Total 6595 · Supplies 454.19 3,281.67
6597 · Web Hosting 830.00Check 05/20/2019 Debit Chase Card Services Net Atlantic 25.00 855.00
Total 6597 · Web Hosting 25.00 855.00
Total 6590 · Support Services 1,062.52 13,434.97
TOTAL 0.00 0.00
Arizona Municipal Clerks AssociationGeneral Ledger
As of May 31, 2019
Page 3
Page 20 of 26
Jul '18 - May 19 Budget $ Over Budget % of Budget
Income4000 · Membership Dues 20,945.00 18,700.00 2,245.00 112.0%4010 · Conferences & Training
4010-1 · Annual/Elections Conference 20,595.00 20,000.00 595.00 103.0%4010-2 · Fall Training 2,320.00 3,000.00 -680.00 77.3%4010-3 · Spring Training 3,230.00 2,500.00 730.00 129.2%4010-4 · Institute & Academy 0.00 19,000.00 -19,000.00 0.0%4010-5 · Athenian Dialogue 4,175.00
Total 4010 · Conferences & Training 30,320.00 44,500.00 -14,180.00 68.1%
4015 · Gifts, Donations & Fundraising 1,903.00 600.00 1,303.00 317.2%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 39.90 30.00 9.90 133.0%
Total Income 61,497.90 70,830.00 -9,332.10 86.8%
Expense6005 · IIMC & Regional Conferences
6005-1 · IIMC Director Expenses 0.00 5,000.00 -5,000.00 0.0%6005-2 · Registration Fees 550.00 1,720.00 -1,170.00 32.0%6005-3 · Accommodations/Lodging 934.13 1,200.00 -265.87 77.8%6005-4 · Transportation 467.49 1,350.00 -882.51 34.6%6005-5 · Meals 0.00 165.00 -165.00 0.0%
Total 6005 · IIMC & Regional Conferences 1,951.62 9,435.00 -7,483.38 20.7%
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 1,589.53 1,000.00 589.53 159.0%6526 · Conferences & Trainings
6526-1 · Annual/Elections Conference 29,056.44 18,000.00 11,056.44 161.4%6526-2 · Fall Training 1,123.05 1,200.00 -76.95 93.6%6526-3 · Spring Training 414.23 1,200.00 -785.77 34.5%6526-4 · Institute & Academy 0.00 17,000.00 -17,000.00 0.0%
Total 6526 · Conferences & Trainings 30,593.72 37,400.00 -6,806.28 81.8%
6535 · Charitable Contributions 0.00 100.00 -100.00 0.0%6590 · Support Services
6591 · Administrative 4,333.30 5,200.00 -866.70 83.3%6593 · Financial Services 4,965.00 5,265.00 -300.00 94.3%6595 · Supplies 3,281.67 3,500.00 -218.33 93.8%6597 · Web Hosting 855.00 800.00 55.00 106.9%
Total 6590 · Support Services 13,434.97 14,765.00 -1,330.03 91.0%
Total Expense 49,558.61 67,775.00 -18,216.39 73.1%
Net Income 11,939.29 3,055.00 8,884.29 390.8%
Arizona Municipal Clerks AssociationProfit & Loss Budget vs. Actual
July 2018 through May 2019
Page 1
Page 21 of 26
May 31, 19
ASSETSCurrent Assets
Checking/Savings1000 · Chase Bank Checking 51,449.421005 · Chase Bank Savings 89,604.73
Total Checking/Savings 141,054.15
Other Current Assets1300 · Prepaid Expenses 3,116.68
Total Other Current Assets 3,116.68
Total Current Assets 144,170.83
TOTAL ASSETS 144,170.83
LIABILITIES & EQUITYLiabilities
Current LiabilitiesOther Current Liabilities
2050 · Deferred Revenue 26,920.00
Total Other Current Liabilities 26,920.00
Total Current Liabilities 26,920.00
Total Liabilities 26,920.00
Equity3200 · Opening Balance Equity 105,311.54Net Income 11,939.29
Total Equity 117,250.83
TOTAL LIABILITIES & EQUITY 144,170.83
Arizona Municipal Clerks AssociationBalance SheetAs of May 31, 2019
Page 1
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AMCA SCHOLARSHIP APPLICATION DEADLINE FOR ALL LISTED SCHOLARSHIPS: February XX, 2020
APPLICANT INFORMATION
Name___________________________________________Title__________________________________ Municipality ___________________________ Phone________________Email______________________ Address ___________________________________________City_______________Zip_______________ I would like apply for an AMCA scholarship for (please select only one): * Scholarship eligibility is limited to one (1) per applicant per year. Scholarships may also be limited to one (1) per municipality per fiscal year.
□ IIMC Annual Conference □ AMCA Academy □ AMCA Institiute
□ Athenian Dialogue Can be used for either Spring or Fall
□ AMCA Election Training □ AMCA Best Practices Can be used for either Spring or Fall
AMCA AFFLIATION/PARTICIPATION Paid Member of AMCA Yes_________No_____________ Member Since: ______________ Please list any AMCA committee service (committee name, chair/co-chair, years served): ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ Have you obtained Clerk’s Certification CMC_____ MMC _______ None _______ Are you currently pursuing certification CMC_____ MMC _______ Neither _______ Have you previously attended the training for which you are applying? Yes______No_____ If yes, please list years of attendance: ________________________________________________________________________________ ________________________________________________________________________________ Have you previously received a scholarship from AMCA? Yes _______ No_______ If yes, please list years, name of training and amount: ____________________________________________________________________________________________________________________________________________________________________________
Page 23 of 26
FINANCIAL CONSIDERATIONS How far do you have to travel to attend this conference? Approx. distance in round trip miles: ______ Have you applied to your municipality for funds to attend ? Yes______ No________ Muncipal Response: (No funding; partial funding; training funded by department budget) _____________________________________________________________________________________ _____________________________________________________________________________________ * Letter of support that addresses budget is also required. See instruction section below. ESSAY QUESTION Please choose ONE (1) of the questions below to answer in 200-500 words; excluding headings, salutations, or closing (if used). The essay question should be attached to this application. Provide word count at end of essay. Essay will be ranked and should be well-written, coherent, relevant, and demonstrate critical thinking and analysis.
1. Review the AMCA Strategic Plan and choose a goal outlined in the plan. Provide suggestions on how the association can execute the goal or suggest a new goal that would benefit the association.
2. How will attendance at this training benefit you or your city?
INSTRUCTIONS/CHECKLIST FOR APPLICANT
Submitted on or before February ____, 20___
Letter of support from the City or Town Manager, Mayor, or Clerk (if a Deputy or Assistant) or comparable
person if not a municipality. The letter must clearly state the writer’s support of the applicant’s educational goals as
related to the clerk’s profession and give approval for attendance at the training for which the applicant has
applied. Letter must also include an explanation regarding funding level (denial of funding, partial funding,
employee contributing some out-of-pocket costs, fully funded, etc.).
One essay of 200-500 words, excluding headings, salutations, or closing (if used). Provide word count at end of
essay. Essay will be ranked and should be well-written, coherent, relevant, and demonstrate critical thinking and
analysis.
Completed and signed application
ANY SCHOLARSHIP APPLICATION NOT SUBMITTED IN ACCORDANCE WITH THE STATED RULES AND REQUIREMENTS,
NOT SUBITTED ON THE CORRECT FORM, OR NOT RECEIVED BY FEBRUARY _____, 20___ WILL BE DISQUALIFIED
SUBMITTAL INFORMATION
Return completed application and supporting document by email to: Joy Maglione, Town of Queen Creek Email: [email protected]
Page 24 of 26
SIGNATURE OF APPLICANT
I do hereby attest that the information submitted in and with this application is true and correct to the best of
my knowledge.
I have read and understand the terms of the AMCA Scholarship Policy (revised 2019) as stated in the link
provided here: AMCA Scholarship Policy
If awarded a scholarship, I agree to submit a copy of my registration receipt and proof of my attendance to the
Scholarship Committee (copy of certificate of attendance or a statement signed by the teacher or trainer
confirming completion of training will be accepted) in order to receive reimbursement for the scholarship
amount awarded.
If awarded a scholarship and I have not served on an AMCA committee within the last two fiscal years, I agree
to apply for committee service and serve on an AMCA committee for one year.
Signature of applicant: Date:
FOR OFFICE USE ONLY
1. Eligibility Requirements
Membership dues paid Yes No
Committee service in the past 2 fiscal years OR agreement to serve on committee for 1
year
Yes No
Municipal scholarship criteria met (one scholarship per municipality per fiscal year) Yes No
Individual scholarship criteria met (Institute max: 2; Academy max: 2) Yes No
2. Application/Form Requirements
Application deadline met (date received: ________________) Yes No
Complete application packet submitted Yes No
Letter of support from Manager or Clerk with budget reference Yes No
Essay attached (200-500 words) Yes No
Applicant eligible for scholarship? Yes No
Applicant eligible for Ina Wintrich scholarship? Yes No
3. Evaluation/Points
First-time attendee
Pursuing CMC/MMC
Committee Service
Past Scholarships Received
Miles Traveled to Conference
Budget/Financial Need
Essay Question Award granted Amount awarded: $ _______________
Total Points Reason for denial _________________________________
Page 25 of 26
48.00% 36
52.00% 39
Q1 The candidates listed below are qualified to serve in the position ofExecutive Board Secretary. Please vote for no more than 1.
Answered: 75 Skipped: 0
TOTAL 75
Kandace FrenchContreras
DarcieMcCracken
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
ANSWER CHOICES RESPONSES
Kandace French Contreras
Darcie McCracken
1 / 1
OFFICIAL BALLOT 2019 Board Secretary
Page 26 of 26