COLORADO MUNICIPAL CLERKS ASSOCIATION BUSINESS MEETING CGFOA/CMCA ANNUAL FALL CONFERENCE COPPER MOUNTAIN CONFERENCE CENTER, COLORADO THURSDAY, NOVEMBER 18, 2004 1. CALL TO ORDER President Amy Phillips, CMC (Mancos) called the Business Meeting of the Colorado Municipal Clerks Association to order at 2:15 PM on Thursday, November 18, 2004 at the CGFOA/CMCA Annual Fall Conference in Copper Mountain, Colorado. 2. PLEDGE OF ALLEGIANCE Ms. Phillips led the group in the Pledge of Allegiance. 3. INTRODUCTION OF EXECUTIVE BOARD AND ROLL CALL The following Executive Board members were present and introduced themselves: President Phillips; Vice President Valeria Skitt, MMC (Longmont); Secretary Lisa Cain, CMC (New Castle); Treasurer Linda Smith, CMC (Cortez); Director Tillie Fisbeck, CMC (Holyoke); and Past President Lorelei Donaldson, CMC (Vail). Director Sally Misare, CMC (Castle Rock) was absent. The following Conference Attendees were present: Nancy Anderson, CMC (Winter Park); Terry Andrews, CMC (Erie); Debra Babler, CMC (Lyons); Linnette Barker, CMC (Kersey); IIMC Region VIII Director Courtney Bohlender, CMC (Saratoga, WY); Julie Bower, MMC (Littleton); Serena Brooks (Elizabeth); Jay Brunvand, CMC (Minturn); Brenda Castle, CMC (Centennial); Denise Chiaretta (Parachute); Cindy Conway, CMC (Colorado Springs); Rhonda Coxon (Snowmass Village); Wanda Creen (Breckenridge); Department of Local Affairs South Central Region Manager Debra Downs; Judy Egbert, MMC (Alamosa); Valerie Elliott-Lucero (Dacono); Anna Fine (Glendale); Julie Franklin, CMC (Steamboat Springs); Lana Hancock (Dolores); Phyllis Hardin (Superior); Diana Heeney (Poncha Springs); Wendy Heffner (Central City); Judy Hegwood, CMC (Firestone); Connie Ingmire, CMC (Brush); Debra Johnson (Aurora); Marlene Johnson, CMC (Eagle); Lisa Johnston (Hayden); Michele Karlin, CMC (Silverthorne); Tricia Kegerreis (Broomfield); IIMC Accounting Manager Susan Keithly; Debbie Kemp (Grand Junction); Chris Koch, CMC (Arvada); Kathryn Koch, MMC (Aspen); Diana Lentz, CMC (Northglenn); M. J. Loufek, CMC (Breckenridge); Jeanie Magno (Black Hawk); Janella Martinez (Salida); Jacque McConnell, CMC (Frederick); Sheila McIntyre (Silt); Michael Milner (Superior); Patti Parker, CMC (Norwood); Ida Peery, CMC (Wray); Susan Phillips, CMC (Greenwood Village); Cathy Rabe, CMC (Cañon City); Leslie Revell, CMC (Wray); Kristen Rush (Arvada); Sandy Sanchez, CMC (New Castle); M. J. Schillaci (Telluride); Larry Schroeder (Aurora); Sharon Spurlin, CMC (Granby); Stephanie Tuin, MMC (Grand Junction); Janet Turbett (Castle Rock); Sandy Tweedy, CMC (Elizabeth); Georgann Valdez, CMC (Ignacio); Rhonda Valdez, CMC (Monte Vista); Nancy Varra, CMC (Louisville); Becky Walker, CMC (Canon City); Sharleen Walker, CMC (Montrose); Georgette Welage, CMC (Mancos); Debi Yancy, CMC (Black Hawk); and Kathryn Young, CMC (Colorado Springs). 4. REVIEW AND APPROVAL OF MINUTES Motion – approve Minutes of Business Meeting of July 15, 2004 as submitted (Anderson/Tuin). Motion carried unanimously. 5. PRESENTATION BY IIMC REGION VIII DIRECTOR COURTNEY BOHLENDER The Municipal Clerks Education Foundation (“MCEF”) is a tax-exempt foundation created to raise funds for its partner, IIMC. Each year, MCEF offers up to four $500 State/Provincial Association Education Grants to further education of the association’s members. Encouraged CMCA to pursue the grant for its annual fall conference. Described IIMC’s member recruitment campaign, the IIMC 500. An existing IIMC member recruits a new member. When IIMC receives the IIMC 500 Membership Application with payment from the new member, the existing member will receive $50 off his or her membership dues. The Quill Award was established in 1987 to recognize IIMC members who have made a significant and exemplary contribution to their community, state, or province, IIMC, and peers. Lakewood City Clerk Jean Rogers received the award in 1988, but no other Colorado clerk has since received the award. Remarked on the exceptional quality of CMCA members and noted that it was time for another Colorado clerk to receive the award. Her term as Region VIII Director will end in May 2005. Encouraged CMCA members to consider running for the position. To be eligible, one must have been an IIMC member for 3 years. Presented gifts from IIMC to Ms. Phillips and Ms. Skitt. 6. AWARD TO KATHY BARTA The Board presented a gift to Fall Conference Coordinator Kathy Barta to thank her for the excellent work she did in coordinating this year’s conference. 7. PRESENTATION BY IIMC ACCOUNTING MANAGER SUSAN KEITHLY There are over 10,000 IIMC members. Of all members, approximately 1 in 2 have achieved the CMC designation. In Colorado, there are 290 IIMC members. Of those members, 142 have earned the CMC designation, 66 have entered the Master Municipal Clerks Academy, 32 are at the 1st Sustaining Level, 17 are at the 2nd Sustaining Level, and 12 have achieved the Master Municipal Clerk designation. IIMC recognizes 45 Certified Municipal Clerk Institutes and 31 Master Municipal Clerk Academies. For clerks seeking points for certification and re-certification, IIMC offers 4 self-paced distance education classes, as well as a CD-ROM of classes presented at the IIMC Annual Conference in Whistler. Go to www.iimc.com for details. In December, watch the mail for the packet for the 2005 IIMC Annual Conference to be held in St. Paul, Minnesota from May 22-26, 2005. The packet will also be available on the IIMC website. IIMC benefits include technical publications, Robert’s Rules of Order on CD-ROM, salary surveys, credit card services, and the IIMC News Digest. IIMC membership now belongs to the individual now, not the municipality. 8. OFFICERS' REPORTS A. President Amy Phillips noted these highlights for CMCA in 2004: 60+ members volunteered to serve CMCA through committees, task forces or the Executive Board. Twenty-one people attended the January transitional and education meetings held in Black Hawk. Twenty-four Colorado Clerks attended the IIMC Annual Conference in Whistler, British Columbia. Five Clerks were invited to teach sessions at the IIMC Annual Conference. Two IIMC representatives are attending this conference to view first-hand our educational program. Twenty members achieved higher accreditation during the year, including one who obtained the MMC designation (Cindy Morse). Six more Clerks are in the application process. Fourteen "On the Road Workshops" were conducted providing education to 130+ Clerks. Exceeded our goal for overall attendance at the Boulder Institute & Academy with 128 attendees. Exceeded estimated attendance at the CML and Institute Business Meetings. Had representation at the IIMC Region VIII Conference held in Albuquerque. Have two municipalities that have shown interested in hosting the 2007 IIMC Region VIII Conference. Ending the year with net revenues over expenditures. B. Vice President Valeria Skitt Included in the packet for today’s meeting a list of the 2005 District Representatives. Also included a draft list of 2005 Committee Members, and urged CMCA members to volunteer for these committees. Attended the CML Policy Committee meeting last week. CML expects legislation about local option for Sunday liquor sales. C. Secretary Lisa Cain Reminded attendees to sign the sign-in sheets in the back of the room, and thanked the membership for giving her the opportunity to serve as Secretary in 2004. D. Treasurer Linda Smith Provided the Balance Sheet and the Profit & Loss Statement as of October 31, 2004. Since that date, CMCA has received a $500 donation from Colorado Code Publishing Company, and the Scholarship Committee awarded 15 scholarships totaling $2,675 to assist members in attending this conference. Requested members to give her their requests for 2004 expense reimbursements by mid-December. E. Director Tillie Fisbeck No report F. Director Sally Misare - On Ms. Misare’s behalf, Ms. Fisbeck asked members to refer to the memorandum dated October 25, 2004 from Ms. Misare. All sections of the CMCA Handbook were updated in 2004, with the exception of the section on Membership. This section needs to be reviewed by the Membership Committee in conjunction with the Board so that it accurately reflects the terms of the contractual agreement with Kathy Barta. The most significant change to the Handbook was to impose deadlines for scholarship applications, review and award. This was critical to facilitate planning for Institute and Advanced Academy. Pending approval by the Board, any input provided by the Committee Chairs at the November 2004 Business meeting should be incorporated into the Handbook, and copies distributed to the new Board members. Ms. Fisbeck will be taking over this function for the 2005-06 year. The Web Committee is working to determine if the Handbook can be posted on the CMCA Website. This issue should be pursued, as this would be the most efficient and expedient manner to assure all members have an updated copy of the handbook. If this is not feasible, an alternative method of distribution should be discussed to assure that all members are provided a copy of the Handbook. During a rap session at MMC Academy this fall, we heard that some members of CMCA had never received a copy of the Handbook. G. Past President Lorelei Donaldson Remarked that that her three years of service on the Board were fulfilling, challenging, and very rewarding; thanked the membership for its support of the Board; and encouraged members to step forward and run for Board positions. 9. COMMITTEE REPORTS A. Annual Conference – President Phillips, Committee Chair Reviewed statistics from this conference, and urged members to attend tonight’s banquet, when the silent auction will close, and vendors will conduct prize drawings. The 2005 Fall Conference will take place November 14 through 18 in Grand Junction, hosted by Ms. Tuin and Ms. Kemp. In 2006, Breckenridge will host the conference; in 2007, Snowmass Village; in 2008, Vail; and in 2009, Keystone. Reminded members to fill out the evaluation forms for the conference sessions they attend. B. Audit – Sharon Spurlin, Committee Chair Provided a written report of the Committee’s activities. C. Awards – Jay Brunvand, Committee Co-Chair Provided a written report of the Committee’s activities. Sent 4 “get well” or “chin up” cards, sent thank you cards to 3 clerks who held Clerks Luncheons over the winter, and sent congratulations to the following Clerks: Sandy North Boulder Attained CMC Molly McCandless Fraser Attained CMC Patricia Anselmo Bayfield Attained CMC Kathy Elmont Ouray Attained CMC Judy Stucki Pueblo Attained CMC Jennifer Gray Keenesburg Attained CMC Kristi Bashor Loveland Attained CMC Brenda Pitcairn Morrison Attained CMC Robin Unsworth Glenwood Springs Entered MMCA Mary Jean Loufek Breckenridge Entered MMCA Terry Andrews Erie Entered MMCA Tillie Fisbeck Holyoke Entered MMCA Alisa Lewis Boulder Entered MMCA Susan Phillips Greenwood Village Entered MMCA Kathleen Larson Craig Entered MMCA Jo-Anne Tyson Frisco Entered MMCA Nanette Fornof Milliken Attained MMCA 1st Sustaining Level Deb Forbes Sterling Attained MMCA 1st Sustaining Level Donna Visconti Loveland Attained MMCA 1st Sustaining Level Julie Bower Littleton Achieved MMC D. Communiqué – Nancy Vincent, Committee Chair Provided a written report of the Committee’s activities. Thornton took over preparing and distributing the CMCA Communiqué electronically from the City of Greeley and built upon the concept and format created by Greeley. Rather than e-mailing the Communiqué directly to clerks, the Committee sent an e- mail which contained a link to the Communiqué on the CMCA website. This approach was used because numerous jurisdictions were not able to open the newsletter because their computer systems are not able to receive attachments due to size or open large files, particularly when those files contain photographs and graphics or because of their computer security systems. Once the Communiqué was completed. Susan Phillips would load it on the CMCA website, the live links embedded in the Communiqué were verified and then a link to the newsletter was included in the e-mail sent out to towns and cities across the State. As new programs and information became available from other organizations such as IIMC and CML, articles about them were included in the Communiqué. Live links to these organizations were embedded in each issue in case individuals wanted to go directly to their websites to find additional information about the topic(s) or more information about the organization(s). At the 2004 transition meeting, the Executive Board made the decision to expand electronic distribution of the Communiqué to include all Colorado towns and cities, not just CMCA members. This decision was based on a recommendation from Greeley since CMCA would incur no increase in cost to distribute it electronically. Additional rationale for expanding distribution of the Communiqué is to inform and provide education opportunities to clerks around the state which could in turn increase membership to and participation with CMCA. Five towns who are CMCA members continue to receive colored hard copies of the electronic version because they do not have internet access or their computer systems are not capable of opening the Communiqué file regardless of whether the file is e-mailed directly to them or via the website link. Approximately 39 black and white hard copies are sent to non-member cities and towns who are not able to access it for similar reasons. The Grand Junction City Clerk’s Office has volunteered to produce the Communiqué in 2005. E. Education – Kathryn Young, Committee Chair Provided a written report of the Committee’s activities. The Committee met in January in Black Hawk to plan and establish CMCA’s 2004 education sessions offered at the CML Conference, the Clerks Institute, the Master Clerks Academy, and the Fall Conference. Debbie Cook, Institute Director, attended that meeting to obtain assistance in developing and implementing an assessment methodology for Institute participants. A group assessment plan was developed and utilized for the first time in July 2004. The goal of the assessment project was for each participant to apply the information learned in class to a scenario created by each group. Institute evaluation summaries indicated the group assessment project was well received by the participants. In an effort to increase the awareness of elected officials and city managers, an article highlighting the Clerks Institute training program and certification process was published in the April 16, 2004 CML newsletter. The Committee felt this type of “advertisement” might reach – and be read by – more of the elected officials and managers in hopes that they will encourage their Clerks to attend the Institute Program. Institute attendees numbered 70; Academy attendees numbered 58. Train the Trainer Subcommittee: Ms. Susan Phillips, Train the Trainer Subcommittee Chair, provided a written report of the Subcommittee’s activities. Scheduled and instructed 14 On the Road Workshops for 146 participants. Cost for an On the Road Workshop session remained at a low $10.00 for CMCA members and $25.00 for non-members in 2004. Participants appreciated having an election workshop prior to the April elections. Typically, the Subcommittee has not scheduled workshops in the first part of the year due to potential bad weather. The Subcommittee determined at their February meeting that the Subcommittee would work with clerks during election periods to provide training. Received positive comments regarding the electronic PowerPoint presentations as this was the first year that all the curricula for the workshops were converted to electronic format. Participants also enjoyed having the handouts and curricula on CD-ROMs. Received several comments regarding the locations of the workshops. There seemed to be more requests for sessions to be held on the western slope of Colorado. Participants stated that they benefited from the speakers who also participated in the work sessions from the Colorado Department of Liquor Enforcement, State Archives, and the Colorado Municipal League. Developing a curriculum for a Nuts & Bolts II workshop. Continues to solicit hosts for On the Road Workshops. If you are interested in scheduling a workshop for 2005, please contact Ms. Walker, swalker@ci.montrose.co.us, (970) 240-1435. F. Membership – Judy Hegwood, Committee Chair Provided a written report of the Committee’s activities. Will send each member a postcard in December reminding them to renew on-line after January 1st. G. Nominating – Past President Donaldson, Committee Chair Reported that 3 members were nominated for the 3 open Board positions, so the Board cancelled this fall’s election. Taking office will be Ms. Yancy as Vice- President, Ms. McConnell as Secretary, and Ms. Karlin as Director. H. Records Management Ms. Lentz, CMCA Historian, presented a report of the Records Management Committee’s activities, on behalf of Committee Chair Betsy Holder. The new codified version of the Model Retention Schedule has been completed by Colorado Code Company, and there is a need to get the word out to the municipalities. An article in the Communiqué was prepared and information through the ListServe was transmitted. Additional marketing efforts would be helpful to inform Clerks of the availability of the new format. After meeting with State Archivist Terry Ketelsen, established an annual supplement process for the Model Records Retention Schedule. Should develop a “Practical Guide on How to Apply the Schedule to Your Records” and add it to the codified version of the Schedule. Determined there is a need for some practical “how to” guides for Clerks to manage and retain electronic records (to include data migration issues), manage e-mail (developing policy as well as a guide for day-to-day management), orchestrate an open records request, and develop a disaster preparedness/recovery plan for records. The Committee is excited to develop these projects, and it will be helpful to enlist the help of others. Perhaps a subcommittee for each project could be established. I. Scholarship – Director Fisbeck, Committee Chair Provided a written report of the Committee’s activities. Awarded scholarships totaling $8,585 to assist 39 clerks in attending the IIMC Region VIII Conference, the CML Annual Conference, the Clerks Institute, the Masters Academy, and the Fall Conference. Colorado Code Publishing Company funded 2 scholarships with its $450 donation, and it increased its donation for 2005 to $500. 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 J. Study On behalf of Study Committee Chair Julie Jordan, Ms. Franklin reported that the Study Committee conducted a survey as to 2 issues. Pursuant to the CMCA By-Laws (Article IV-Meetings), we shall conduct three (3) general meetings each year. At this time, the meetings are held concurrently with: 1) the annual Colorado Municipal League Conference (June); 2) the annual Municipal Clerk’s Institute (July); and 3) the Municipal Clerk/Finance Office-CMCA/CGFOA Fall Conference (November). We have had a request to solicit interest in removing the general meeting held at the CML Conference in June and replacing it with a general meeting to be held at the Master Clerks Academy at CU-Boulder in September. Survey results are below: 44 I support removing a general business meeting from the CML Conference held in June and replacing it with a general meeting at the Master Clerk Academy held at CU Boulder in September. 25 I support leaving the three meetings as is. 43 I support keeping all three meetings as stated within the CMCA ByLaws and adding a fourth general meeting to the Master Clerk Academy held at CU Boulder in September. 10 I support downsizing our meetings from three to two, keeping only the general meetings at the Clerk Institute in July and the CMCA/CGFOA Fall Conference in November. 1 I feel the meetings should be more spread out through the year, perhaps a meeting before June. Maybe a city/town could sponsor a meeting in the first quarter and rotate the meeting location each year. 1 If we don’t have a CMCA meeting at the CML Conference, we should offer a full day of clerk education at this conference, in its place. Motion – place question on 2005 ballot of adding 4th CMCA business meeting, to be held in September at Masters Academy (Walker/Anderson). Motion carried unanimously. The On-The–Road Workshops are definitely a success; are we interested in expanding that program by providing a video or DVD of each of the topics CMCA provides for in the On-The-Road Workshops for those clerks who are unable to attend a workshop? Survey results are below: 81 Yes, I support videos/DVDs of the CMCA workshop programs/topics. 43 No, I prefer keeping the workshops status quo and requesting that participants attend. 1 Maybe Records Management and Nuts & Bolts are fine for DVDs/videos; but Liquor and Election legislation changes so frequently, I believe that out dated material would be detrimental. 1 If we do DVDs/videos, how do participants receive credit/a certificate for their watching…? Perhaps some sort of test or review should accompany the DVDs/videos. 1 Maybe give ½ education credits for watching the DVDs/videos. 1 Provide the DVDs/videos for checkout from a central library available on a time basis. The membership’s consensus was that the Education Committee should move forward with providing a video or DVD of each of the topics CMCA provides for in the On-The-Road Workshops for those clerks who are unable to attend a workshop. K. Ways and Means – Brenda Castle, Committee Chair Provided a written report of the Committee’s activities. Continued to sell Colorado Clerks Can Cook cookbooks. Because the 2003 Committee did such a wonderful job of selling, CMCA is past the break-even point and selling at pure profit. In 2004, the Committee has been able to bring in $1,540.00 as of November 4th, from cookbook sales alone. Sponsored a writing competition, with CMCA receiving money from the entry fees. Winners: • 1st Place – Nancy Ide (Aurora) - $100 gift certificate • 2nd Place – Merinel Williams (Georgetown) - $50 gift certificate • Honorable Mentions – Terry Andrews (Erie) and Jay Brunvand (Minturn) - $20 gift certificates • Secret category prize for using the word “clerk” the most times in her composition - Merinel Williams - $25 gift certificate L. Web Page – Nancy Varra, Committee Co-Chair Provided a written report. Trained three new members to maintain the CMCA website. Cooperated with the Membership Committee to keep the CMCA membership database on the website current with the assistance of Kathy Barta. Utilized e-mail to inform the membership of changes to the website and directed members to access information regarding CMCA events and information from the website. Waiting for direction and funding to put the CMCA Handbook on line. The Committee is recommending creating a new page for this information which requires additional programming from the vendor who hosts the CMCA website. 10. TASK FORCE UPDATES A. Legislative Contact – Cindy Morse Provided a written recap of changes in the election and liquor laws made in the 2004 Legislative Session. B. CMCA Resources On Ms. Misare’s behalf, Ms. Fisbeck noted that the Clerks Mentoring Program has not taken off in quite the manner we anticipated it would. There are far more mentors than requests for them, and getting the word about the availability of mentors out to new clerks has been difficult. The Clerks Listserve covers a great many of the functions the Mentoring Program was intended to address. Ms. Misare has been monitoring the Listserve and contacted some of the participants on an individual basis to hook them up with an expert within their geographical area. For the time being, this seems to be an effective way to offer assistance to those in need. 11. OLD BUSINESS A. Adoption of Proposed Netiquette Guidelines for CML Clerk Listserve The membership 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. Therefore, this guideline should be deleted. Motion – adopt Netiquette Guidelines as amended (Tuin/Yancy). Motion carried unanimously. B. Hosting 2007 Regional Conference Information provided by Ms. Bohlender about hosting an IIMC Region VIII Conference was in the packet for today’s meeting. Representatives of the cities of Black Hawk and Pueblo have expressed interest in hosting such a conference in 2007. The membership’s consensus was that the Board should appoint a Region VIII Conference Committee to coordinate Colorado’s hosting the 2007 conference and that this committee should make its first report at the CMCA Business meeting scheduled for June 23, 2005 at the CML Annual Conference. C. 2005 CMCA Budget Request from IIMC 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. The membership discussed this request extensively. Motion – let Executive Board decide on case-by-case basis whether to assist Region VIII Directors with travel expenses to attend CMCA events (Yancy/Kemp). Motion – amend motion to include direction that Board write letter to IIMC concerning membership’s decision (Anderson; Yancy & Kemp concurred). Amended motion carried unanimously. 12. NEW BUSINESS A. Items Brought Forward From Executive Board Meeting Ms. Phillips challenged the organization to form a committee that would work toward sending a Quill Award 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, Ms. Anderson, Ms. Andrews, and Ms. Loufek volunteered to serve on the committee as well. B. Goals & Objectives Ms. Skitt provided a draft CMCA Committee To Do List for 2005. C. Upcoming Events IIMC Conferences May 22-26, 2005 St. Paul, Minnesota May 14-18, 2006 Anaheim, California May 20-24, 2007 New Orleans, Louisiana May 18-22, 2008 Atlanta, Georgia IIMC Region VIII Conferences Sep. 26-28, 2005 Boise, Idaho 2006 Nevada CMCA Meetings & Conferences Education Committee Meeting Jan. 20, 2005 Black Hawk Transitional Meeting Jan. 21, 2005 Black Hawk CML Annual Conference Jun. 21-25, 2005 Vail Clerks Institute Jul. 10-15, 2005 Boulder Masters Academy Sep. 14-16, 2005 Boulder CGFOA/CMCA Annual Conference Nov. 14-18, 2005 Grand Junction D. Election Issues Task Force At a session earlier in this conference, participants described difficulties with respect to coordinated elections, including municipal clerks being unable to coordinate elections properly with county clerks. The membership’s consensus was to form a task force to work with CML on election law changes. Ms. Walker volunteered to serve on this task force. 13. AWARDS PRESENTATION Retirement Award - Linda Check, CMC (Mountain Village) President – Amy Phillips, CMC (Mancos) Special Merit Award - Department of Local Affairs South Central Region Manager Debra Downs Outstanding Contribution to CMCA by a Clerk – 2 awards: • The group that represented CMCA at the 2004 IIMC Annual Conference in Whistler, British Columbia, and held a panel discussion on the development of CMCA’s “Train the Trainer” program consisted of Stephanie Tuin, MMC (Grand Junction); Cindy Morse, CMC (Woodland Park); Julie Jordan, CMC (Steamboat Springs); and Mary Watt, MMC (formerly of Montrose). • The Northern Colorado Coalition, which codified and updated the Model Municipal Records Retention Schedule, was composed of Erika Bagley (Eaton), Barbara Rodgers, CMC (Ft. Lupton), Janice Walter (Garden City), Linda Chosa, CMC (Gilcrest), Betsy Holder, MMC (Greeley), Judy Larson (Hudson), Diana Seele, CMC (Johnstown), Cheryl Jesser, CMC (Keenesburg), Judy Hegwood, CMC (formerly of Mead, now of Firestone), Nanette Fornof, CMC (Milliken), and Cathy Kennedy, CMC (Windsor). Outstanding Contribution to a Municipality by a Clerk – Gail Davidson, CMC (Gunnison) Clerk of the Year Nominees – Debi Yancy, CMC (Black Hawk), Gail Davidson, CMC (Gunnison), Kathryn Young, CMC (Colorado Springs), Amy Phillips, CMC (Mancos), Judy Egbert, MMC (Alamosa), Stephanie Tuin, MMC (Grand Junction), Karie Wilson (Haxtun) Clerk of the Year – Judy Egbert, MMC (Alamosa) 14. OATH OF OFFICE FOR NEW OFFICERS Ms. Donaldson administered the oath of office to Vice President Yancy, Secretary McConnell, and Director Karlin. 15. ADJOURNMENT Motion – adjourn meeting at 4:20 PM (Yancy/Young). Motion carried unanimously. Respectfully Submitted, COLORADO MUNICIPAL CLERKS ASSOCIATION Lisa H. Cain, CMC Town of New Castle CMCA Secretary