COLORADO MUNICIPAL CLERKS ASSOCIATION 
EXECUTIVE BOARD MEETING 
CGFOA/CMCA ANNUAL FALL CONFERENCE 
COPPER MOUNTAIN CONFERENCE CENTER, COLORADO 
FRIDAY, NOVEMBER 19, 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 7:40 AM on Friday, November 19, 
2004 at the CGFOA/CMCA Annual Fall Conference in Copper Mountain, Colorado. 
2. ROLL CALL AND INTRODUCTION OF NEW OFFICERS 
The following Executive Board members were present: 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 2005 Executive Board members were present and 
introduced themselves: Vice President Deborah Yancy, CMC (Black Hawk); Secretary 
Jacque McConnell, CMC (Frederick); and Director Michele Karlin, CMC (Silverthorne). 
3. OLD BUSINESS 
A. Review 2004 Goals and Objectives 
Continue to expand the educational opportunities to all Municipal Clerks. Begin the 
process of bridging these educational opportunities to County Clerks. 
Colorado Springs City Clerk Kathy Young will talk with the Secretary of State about 
coordinating education issues with County Clerks. 
Update Clerks Handbook relative to the International Institute of Municipal Clerks 
(IIMC) assessment guidelines. 
Done. 
Maintain the accuracy of and accessibility to membership list. Continue to 
consolidate the various e-mail lists into one master list. 
Done. 
Increase membership in CMCA by 5%. 
IIMC lists 290 Colorado members. Coordinate IIMC’s list with CMCA’s list, and 
compare CML member list with CMCA’s list. 
B. Review Outstanding Business from 2004 
Membership Lists 
Done. 
Audit Recommendations 
Ms. Smith met with Audit Committee Chair Sharon Spurlin yesterday, will implement 
many changes recommended. Timeliness of deposits worked out with Ms. Barta. 

Regarding Fall Conference seed money, some is CMCA’s, but not in the form of 
cash. Ms. Skitt will talk with CGFOA Board to clarify this. 
Study Committee Survey Results 
Will place question on 2005 ballot of adding 4th CMCA business meeting at Masters 
Academy. 
Education Committee will 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. CMCA will need to increase the Education 
Committee’s budget to facilitate this. 
4. NEW BUSINESS 
A. Review Draft 2005 Goals and Objectives 
Establish a task force to work with CML to review election statutes for potential 
amendments and clarifications (consider including County Clerk and/or Secretary of 
State representative) 
Canon City Clerk Becky Walker has volunteered to serve on this task force. 
Review and clarify Contract for Services with Administrative Alternatives (Kathy 
Barta) 
Ms. Skitt gave copies of the contract to meeting attendees. The Board will review 
the contract at the January 2005 Transition Meeting. 
Review process for nominating individuals for CMCA Awards with goal of increasing 
participation and simplifying the nomination process 
Awards Committee will do so. 
Maintain high quality educational opportunities for Clerk in all regions of the State 
Education Committee will do so. 
Establish Executive Board liaisons with CMCA Committees 
Committee
Board Liaison
Audit Committee 
Ms. Smith 
Awards Committee 
Ms. Skitt 
Communiqué Committee 
Education Committee 
Ms. Karlin & Ms. Yancy 
Handbook Committee 
Ms. Fisbeck & Ms. Karlin 
Membership Committee 
Ms. Fisbeck 
Records Management Committee 
Ms. Phillips 
Scholarship Committee 
Ms. Fisbeck 
Study Committee 
Ms. Karlin 
Ways & Means Committee 
Ms. McConnell 
Website Committee 
Ms. Smith 

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 will chair the Quill Award Committee; Ms. Smith, Winter Park Town Clerk 
Nancy Anderson, Erie Town Clerk Terry Andrews, and Breckenridge Town Clerk M. 
J. Loufek will serve on the committee as well. 
Appoint a Region VIII Conference Committee to coordinate Colorado’s hosting the 
2007 conference 
Ms. Skitt will gather information about this and present it at the January 2005 
Transition Meeting. Ms. Yancy offered to serve on this committee, but since she is 
Black Hawk City Clerk and Black Hawk has expressed interest in hosting the 
conference, she will refrain from reviewing RFPs, as this would be a conflict of 
interest. 
Increase membership in CMCA by 5%. 
B. Calendar of Events/Meetings and Transitional Meeting Process 
Education Committee Meeting 
Jan. 20, 2005 
Black Hawk 
Transitional Meeting 
Jan. 21, 2005 
Black Hawk 
IIMC Annual Conference 
May 22-26, 2005 
St. Paul, Minnesota 
CML Annual Conference 
Jun. 21-25, 2005 
Vail 
Clerks Institute 
Jul. 10-15, 2005 
Boulder 
Masters Academy 
Sep. 14-16, 2005
Boulder 
IIMC Region VIII Conference 
Sep. 26-28, 2005
Boise, Idaho 
CGFOA/CMCA Fall Conference
Nov. 14-18, 2005
Grand Junction 
Education Committee should add question-and-answer session for IIMC Region VIII 
Director at Fall Conference. Include $850 in 2005 CMCA budget for Region VIII 
Director travel expenses. 
C. Other Items Not on Agenda 
Ms. Skitt will be sworn in at the January 2005 Transition Meeting. Handbook 
Committee will add a template of the oath to the Handbook. 
5. ADJOURNMENT 
Motion – adjourn meeting at 8:36 AM (Donaldson/Smith). Motion carried unanimously. 
Respectfully Submitted, 
COLORADO MUNICIPAL CLERKS ASSOCIATION 
Lisa H. Cain, CMC 
Town of New Castle 
CMCA Secretary