COLORADO MUNICIPAL CLERKS ASSOCIATION EXECUTIVE BOARD MEETING CGFOA/CMCA ANNUAL FALL CONFERENCE COPPER MOUNTAIN CONFERENCE CENTER, COLORADO WEDNESDAY, NOVEMBER 17, 2004 1. CALL TO ORDER President Amy Phillips, CMC (Mancos) called the meeting of the Executive Board of the Colorado Municipal Clerks Association to order at 9:30 AM on Wednesday, November 17, 2004 at the CGFOA/CMCA Annual Fall Conference in Copper Mountain, Colorado. 2. ROLL CALL The following Executive Board members were present: President Phillips; Vice President Valeria Skitt, AAE (Longmont); Secretary Lisa Cain, CMC (New Castle); Treasurer Linda Smith, CMC (Cortez); and Director Tillie Fisbeck, CMC (Holyoke). Director Sally Misare, CMC (Castle Rock) and Past President Lorelei Donaldson, CMC (Vail) were absent. Also in attendance were Deborah Yancy, CMC (Blackhawk); Judy Hegwood, CMC (Firestone); and IIMC Region VIII Director Courtney Bohlender, CMC (Saratoga, WY). 3. REVIEW AND APPROVAL OF MINUTES Motion – approve Minutes of Executive Board Meeting of July 15, 2004 as submitted (Fisbeck/Skitt). Motion carried unanimously. 4. OLD BUSINESS A. Review Scholarship Deadlines for 2005 At the July 15, 2004 Board meeting, the Board approved moving the date back for mailing out scholarship applications to allow scholarships to be awarded 45 days prior to an event. The deadlines for applying for scholarships for events in 2005 will be as follows: Event Event Dates Application Deadline Scholarships Awarded By CML Conference Jun. 21-25, 2005 Apr. 30, 2005 May 7, 2005 Clerks Institute Jul. 10-15, 2005 May 19, 2005 May 26, 2005 Masters Academy Sep. 14-16, 2005 Jul. 24, 2005 Jul. 31, 2005 IIMC Region VIII Conf. Sep. 26-28, 2005 Aug. 5, 2005 Aug. 12, 2005 Fall Conference Nov. 14-18, 2005 Sep. 23, 2005 Sep. 30, 2005 Ms. Fisbeck will write an article about these deadlines for the Communiqué. B. Review Membership Renewals for 2005 CMCA had 246 members in 2002, and 348 members in 2003. Membership renewals dropped to 197 in 2004. The decrease in renewals might be a result of CMCA’s shifting its renewal process in 2004 from a paper invoice to an electronic invoice available on the CMCA website. At the June 24, 2004 Board meeting, the Board approved a return to the practice of membership renewals via paper invoice sent by US mail. However, at the July 15, 2004 Board meeting, CMCA member and Past President Judy Egbert voiced concern over this decision. She had worked very hard to get the internet renewal up and running and explained that a learning curve is required to get people to change the way they do business and to respond electronically. She would not like to see the organization lose ground with this effort simply because people are at the beginning of that curve. Responding electronically to these types of requests is the wave of the future. Ms. Egbert suggested that the Board consider sending a postcard reminder to people to let them know that the renewal application is on the web and allow them to request a hard copy. Of course, hard copies should be sent out automatically to those who do not have e-mail. Therefore, at its July 15, 2004 meeting, the Board’s consensus was to continue the internet renewal process, and not return to sending invoices by US mail, and that a postcard reminder should be sent to members in December of each year directing members to go to the CMCA website to renew their membership. Ms. Egbert is going to chair the Membership Committee in 2005. Ms. Fisbeck will talk with Ms. Egbert and Fall Conference Coordinator Kathy Barta about sending the postcard reminders. Ms. Yancy said the City of Black Hawk will contribute the funds needed to create the reminder postcards and apply postage to them. Scholarship applicants must be a member of CMCA by March 31 of the year in which they apply for a scholarship. C. Review Financial Statement for 2004 The Board reviewed the Financial Statement for 2004. Membership Committee expenses as of October 31, 2004 were $2,214.07. This is more than the $2,000.00 budgeted for such expenses, because creating the membership directories for all members cost more than anticipated. Perhaps in the future, a CMCA member could make the directories in-house and donate them. Board Members need clarification as to CMCA’s relationship with the Colorado Government Finance Officers Association (CGFOA) with respect to Fall Conference income. D. Review Listserve Guidelines The Board reviewed a draft “Netiquette Guidelines for CML Clerk Listserv”. One of the guidelines states, “Do not ask your e-mail program to confirm receipt or reading of messages sent to the Listserv address or send an automatic “out of office” response to e-mails from the Listserv, “ because this could cause a looping of messages between the user and the Listserv. Ms. Skitt recently reviewed the guidelines with CML’s Kevin Bommer, and he indicated that such looping would not occur. Ms. Skitt will remove this proposed guideline from the draft. The Board’s consensus was to present the guidelines to the membership at the November 18, 2004 Business meeting. E. 2007 Regional Conference Information about hosting an IIMC Region VIII Conference is in the packet for the November 18, 2004 Business meeting. Representatives of the cities of Black Hawk and Pueblo have expressed interest in hosting such a conference in 2007. F. 2005 Budget Request • IIMC Regional Director Donation – The IIMC Region VIII Directors have requested that CMCA donate $1 per member to help the Directors with travel expenses. The Directors wish to visit all states in Region VIII, but the great size of the region (Arizona, Colorado, Idaho, Montana, Nebraska, Nevada, New Mexico, North Dakota, South Dakota, Utah, Wyoming) makes traveling expensive. IIMC does not currently provide any assistance with travel expenses for its Directors. Members attending the June 24, 2004 Business meeting tabled discussion of this request to the November 18, 2004 Business meeting. Ms. Bohlender assured the Board that there would not be a repeat of the competition between IIMC Directors and IIMC Staff for space at the Fall Conference, like there was this year. • Conference Committee Increase – The Board discussed increasing the budget for Conference Committee expenses to allow for mileage reimbursement. • Past-President Dinner/Luncheon – At the Board’s July 15, 2004 meeting, there was considerable discussion regarding trying to put together a Past President's dinner at Fall Conference. Several difficulties were discussed and it was decided that this would be kept informal and arranged for anyone interested upon arrival at the Fall Conference. If this is something the Board is interested in doing in the future, it might consider putting some funds into the budget for this purpose. 5. NEW BUSINESS A. Review Handbook At the November 18, 2004 Business meeting, Ms. Misare will review revisions made to the Policies & Procedures and Committee Handbook. B. Review Transitional Meeting Process The 2005 Education Committee’s organizational meeting will take place on January 20, 2005 in Black Hawk. During the morning of January 21, 2005, also in Black Hawk, the 2004 Conference Committee will review the 2004 Fall Conference, and the 2005 Conference Committee will begin planning the 2005 Fall Conference. The Conference Committee consists of the Presidents, Vice Presidents, Past Presidents, and Education Committee Chairs of CMCA and CGFOA, as well the Finance Officer and City Clerk of the host entity. The Committee is chaired jointly by the Presidents of CMCA and CGFOA. The Committee Treasurer is the Past President of CGFOA and the Committee Secretary is the Past President of CMCA. During the afternoon of January 21st, again in Black Hawk, the 2005 CMCA Transitional Meeting will take place. The Board will meet with the 2004 and 2005 Chairs of the CMCA Committees to share information to make the job of the new Chair an easy and smooth transition. C. Liaison Appointments for 2005 Ms. Skitt will appoint 2005 Board Members as liaisons to the CMCA Committees. Board Members would not have to attend the meetings of every Committee they serve as liaison to, but would periodically check in with the Chair and make sure the Committee has the direction it needs to get its work done. D. Quill Award Committee At the July 15, 2004 Business meeting, Ms. Phillips talked about the Quill Award given by the IIMC and noted that Jean Rogers has been the only Colorado Clerk to ever receive this award. She challenged the organization to form a committee that would work toward sending a nomination or nominations to IIMC for a Colorado Clerk and strive to bring the prestigious award back to Colorado by 2008. Ms. Phillips volunteered to chair this committee; Ms. Smith volunteered to serve on the committee as well. E. CMCA Leadership Classes At the 2004 Clerks Institute, following the rap session on July 15th, Ms. Phillips asked anyone interested in being on a CMCA Committee or serving on the Executive Board to break off into a group to have informal discussions with Executive Board members about the roles and responsibilities of those positions. The Board’s consensus was to continue offering such CMCA Leadership Classes at future Clerks Institutes and to expand them to the Masters Academy each September. 6. OTHER BUSINESS None 7. ADJOURNMENT Motion – adjourn meeting at 10:30 AM (Skitt//Smith). Motion carried unanimously. Respectfully Submitted, COLORADO MUNICIPAL CLERKS ASSOCIATION Lisa H. Cain, CMC Town of New Castle CMCA Secretary