ARIZONA MUNICIPAL CLERKS’ ASSOCIATION EXECUTIVE …...Mentoring/Membership Committee....

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


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.


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


Moved to May.


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.


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


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


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.











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

Page 6 of 26


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.


Treasurer Geriminisky gave update that first meeting had been scheduled.


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

Page 7 of 26


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.


Budget adoption will be in May.

Treasurer Geriminsky stated she had received one board secretary application at this time.


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





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


Wednesday, April 24, 2019


Page 9 of 26


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


Secretary:

_________________________


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




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.


ASSOCIATION EXECUTIVE BOARD SPECIAL MEETING MINUTES

Wednesday, May 8, 2019


Page 11 of 26


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


Secretary:

_________________________


The June 20, 2019 meeting minutes were approved by a quorum of the Executive Board on

_________________________, 2019.

Page 12 of 26





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


3. FINANCIALS

Approval consideration of the April financials

Vice-President Maxwell MOVED to approve the April financials; Treasurer Gerimisnsky


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


1. Approval consideration of the draft Annual Conference and Election Training Agenda

President Bailey asked where the offsite reception be.


ASSOCIATION


Thursday, May 16, 2019


Page 13 of 26


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


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.


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.

Page 14 of 26


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.











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.

Page 15 of 26


Chair Aguilar also wanted to let board know that Gloria Leija will take over as chair

this upcoming year.


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.


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.

Page 16 of 26


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


2. Discussion/possible action regarding adding language in the Handbook about who should

take the minutes at committee meetings

Moved to June meeting.



1. June 20th Board Meeting

10. ADJOURNMENT


Secretary:

_________________________


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

Page 18 of 26


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


As of May 31, 2019

Page 2

Page 19 of 26


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


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

Page 22 of 26

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

https://www.azclerks.org/vertical/Sites/%7B41D989AB-44D3-4C15-9AC5-81BB0C8A7932%7D/uploads/Strategic_Plan_with_Goals_April_2017_(Rev).pdf

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

https://www.azclerks.org/vertical/Sites/%7B41D989AB-44D3-4C15-9AC5-81BB0C8A7932%7D/uploads/Scholarship_Policy_-_Revised_October_2018.pdf

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

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