Michigan Association Municipal Clerks Quarterly Newsletter
of
Spring 2015
Chris Swope, CMMC/CMC City of Lansing MAMC President
Letter from the President As the sun sets on my term as MAMC President, I reflect on what a great year this has been for the organization. I’ve had the honor of serving with a terrific team of board members – and yes, I do mean team. Early in the year we held our annual Board Strategic Planning Session where we came together and agreed on a vision for the organization. And that’s not to say we are in lock-step. We sometimes have different viewpoints on how an issue should be handled, and sometimes we are entrenched in our views. What I have seen though, is a Board that cares very deeply about the Michigan Association of Municipal Clerks as an organization and that devotes a great deal of time and energy to serving our membership. So what have we accomplished? Upper Peninsula Training We worked with Lew and Mary Bender to hold our first ever Upper Peninsula training session in conjunction with Northern Michigan Public Service Academy (NMPSA). The event was such a success that we will repeat it this year…watch for details to come. Membership We have been successful in expanding our membership. With the production of our membership packet, we are able to provide a succinct and compelling description of what we can provide our members. One part of the new membership packet is our membership brochure which is a great tool to educate our municipal boards and executives with the breadth
and depth of what a Clerk does. It can be used to educate our communities about our duties as well. CMMC We continue to get great response on our Certified Michigan Municipal Clerk program. Getting your CMMC is a great way to show your community that you are a dedicated professional and are committed to providing the best service you can. Education This year’s Free Education Day program was so popular, we barely had room for all the attendees! We also had record attendance for our Clerk’s Institute, and the Master’s Academy was also very well attended.
Continued on Page 2
Inside this issue...
2015 Conference......................................................2 Financial Report......................................................3 2015 Board of Directors Slate...............................3 Region V Update......................................................4 Capitol Update.........................................................5 Membership/CMMC ..........................................6/7 Website/Social Media.............................................6 Education.........................................................7
Jennifer Venema Caledonia Charter Township MAMC Conference Chair
Jeremy Howard, CMMC City of Mt. Pleasant MAMC Conference Co-Chair
2015 Conference We all have fantasies and dreams, especially when it comes to our roles as Clerks. Are you ready to explore your fantasies? Your “ah-ha” moment is waiting for you on the Island. Your journey begins as you board the ferry to the Michigan Association of Municipal Clerk’s Fantasy Island. Social events begin Tuesday night with Glow Golf and continue on Wednesday morning with the 5K Walk/Run. Wednesday we will gather and learn from the fabulous Phil Bertolini, as he discusses Leadership in Today’s World. We will then proceed to the Vendor Reception where you can enjoy delicious hors d’oeuvres and drinks and then a night on your own to explore the Island. Excellent educational sessions continue on Thursday, followed by the President’s/COTY dinner. We will end our island journey on Friday with a visit
from Secretary of State Ruth Johnson, an elections update from Chris Thomas, and a legislative recap by Bill Zaagman. If you haven’t already booked your trip to the Island, be sure to do so quickly, as the deadline to register is May 29! Conference registrations have been flying in and this is proving to be a record breaking year. Be sure to be a part of history and register today! Registration materials are available on the MAMC website. Be sure to print off the Registration Information Packet, located on the conference page, as this is full of great information regarding the ferry, luggage transfer, hotel shuttles, educational classes and much more. We look forward to seeing you on the Island!
Letter from the President, continued Conference Who wouldn’t be excited about a trip to Fantasy Island! We have completely booked out our host hotel, Mission Point, as well as a block of rooms we were able to get at a nearby Mackinac Island hotel. Our room nights booked exceed any conference in the history of MAMC – and we haven’t even hit the registration deadline. The educational programs, the networking, and the other events make this year’s conference one you will not want to miss.
our strong partnership with the Michigan Association of County Clerks (MACC) to leverage both of our organizations’ strengths. Finally, as part of our Legislative program we will hold a Legislative Reception jointly with MACC. This is a great opportunity to meet with legislators in an informal atmosphere; this type of introduction can really help when we call for a specific action request. Please join us on June 3 from 4:30 to 6:30 at the offices of GCSI, 110 N. Washington Square, Lansing MI 48933.
Legislative We have had some successes in accomplishing our legislative priorities and are now focused on state funding for new election equipment. We continue
Michigan Association of Municipal Clerks
Page 2
Spring 2015
Financial Report
MAMC Annual 5K Walk/Run
Betty Kennedy, CMMC/MMC Village of North Branch MAMC Treasurer
Come join us for the 10th annual 5K walk/run on Wednesday, June 24, 2015 on Mackinac Island at 7:00 a.m. at our annual conference. This will get you energized and ready for the rest of the day.
MAMC - Financial Report for March 31, 2015 Bank Statement Beginning Balance $ 199,659.18 Deposits/Credits 49,006.56 Interest 10.60 Withdrawals 85,052.27
Don't forget to select the Walk/Run item on the online registration form and note your T-shirt size. Along with a cool T-shirt, awards will be given for 1st, 2nd & 3rd place winners in both categories and there will be drawings for prizes.
Ending Balance *Main Bank Account $ 163,624.07 *Investment Account 25,068.89
See you there! ~
Total Funds
Betty Kennedy, MAMC Treasurer
$ 188,692.96
2015 Slate of Candidates for MAMC Board of Directors 3rd Vice President – City/Village Dan Kasunic, City of Kentwood; Kent County Director - City/Village – 2 seats for a 2-year term Cynthia A. Bower, City of Taylor; Wayne County Linda Kingston, City of Clio; Genesee County Anna Perales, City of Holland; Ottawa County Holly Thompson, City of Williamston; Ingham County Director - Township – 2 seats for a 2-year term Lanie McManus, Charter Township of Garfield; Grand Traverse County Kim Meltzer, Charter Township of Clinton; Macomb County Leon Wright, Van Buren Township; Wayne County
Michigan Association of Municipal Clerks
Page 3
Spring 2015
Holly M. Thompson, CMMC/CMC City of Williamston MAMC Ways & Means/ Media Relations Chair
Ways & Means 2015 Clerk of the Year Cast your ballot now! Please take a few minutes to vote for our Clerk of the Year candidates. The Clerk of the Year program is designed to honor municipal clerks who demonstrate the professional and personal qualities representing the best of our profession. Nominations are received from City and Village Managers, Township Supervisors, Mayors, Board Presidents, fellow Clerks and other municipal officials. Nominating Committees comprised of previous Clerk of the Year award winners review the nominations and select candidates based on: • Years of experience as a municipal clerk; • Demonstrated greater-than-average performance in the position; • Active in county, state and national associations; • Demonstrated interest in improving their professional and personal skills, and in the advancement of the profession; • A record of contributing to the improvement of their community and the respect of community leaders.
Every MAMC member may vote. This is a change from years past when only one member from each municipality was allowed to vote. Every member may vote for one clerk in each of the three categories: City, Township, and Village. Please review the biography of each candidate at the MAMC website: www.michiganclerks.org. Then Download the ballot, vote and mail it by May 22, 2015 to: MAMC COTY BALLOT 110 N. Washington Square Ste. 110A Lansing, MI 48933 IMPORTANT: On the outside of your return envelope, please include your name, the name of your municipality and your municipality’s address. Without your name to match against our membership list, we will not be able to process your ballot.
IIMC Update - Region V The annual IIMC conference will take place May 17 – 20 in Hartford, CT. It is not too late to sign up to join us for education, networking and camaraderie! You can earn valuable points toward your CMC, MMC, or CMMC certifications, all while gaining knowledge. Region V attendees are invited to attend a dinner at Blackeyed Sally’s, which is walking distance from the hotels. Sally’s specializes in Soul, Cajun and Barbecue food. You will need to pay for your own meal and drinks, but the company will be priceless. This is my last month as your Region V Director. I am grateful and humble to have served. At the Hartford conference, Mary Johnston of Westerville, OH will take my place. Mary is going to do a great job. Michigan Association of Municipal Clerks
My favorite part of serving as an IIMC Director was meeting so many Clerks around our region, which includes Michigan, Ohio, Indiana, Kentucky and Tennessee. It is amazing to realize how differently we all administer our jobs, but in the end, we all do the same Clerking. Have a wonderful summer, and I hope to see you in Hartford or at the MAMC conference on Mackinac Island. Terri Kowal, CMMC/MMC tkowal@auburnhills.org 248-370-9402
Page 4
Spring 2015
Bill Zaagman Governmental Consultant Services, Inc. MAMC Lobbyist zaagman.w@gcsionline.com
Capitol Update House Votes to Eliminate February Elections The Michigan House of Representatives overwhelmingly passed legislation (House Bills 4270-4276 and HB 4385) calling for the elimination of the annual February election date. The main bill passed by a vote of 93-17. The other bills passed with similarly large margins. The bills were referred to the Senate Elections and Government Reform Committee, chaired by Sen. Dave Robertson (R-Grand Blanc). I am working with the Chairman to schedule the bills for a hearing. New Law Sets March 8 Presidential Primary Governor Snyder signed legislation establishing a March 8, 2016 presidential preference primary. Senate Bills 44 and 45 (now Public Acts 3 and 4 of 2015) cancel the regularly-scheduled February 23, 2016 regular election date and establish March 8 as the Michigan Presidential Primary date. Both the Michigan Republican Party and the Michigan Democratic Party have indicated that they intend to utilize the primary election date. Should both parties move forward and avail themselves of tax-payer financed primaries (as opposed to partyrun caucuses), two ballots must be printed—one for each party participating in the primary, pursuant to MCL 168.615c.
ordinance revisions, assessments, proposed property rezonings, upcoming elections, voting equipment accuracy testing and much, much more. The bill creates three tiers (A, B and C) of required public notice and each tier would require notices be published to a publicly accessible website for a varying number of days and then permanently archive the notice to the website for future review. If enacted, the bill would still allow for public notices to be published in a print newspaper if the residents collect signatures to place the question before the electors. If the electorate upholds print newspaper postings, the bill spells out how that is to occur. In those cases, the public notice might need to be published once in a newspaper and simultaneously be published to the local government’s website, instead of twice in the print newspaper. The bill also prescribes alternatives to print newspaper and allows for alternatives to print newspaper, including other media like community public television and radio stations, electronic dissemination, and use of local government web sites. Since being reported from committee, the bill has been stuck on the House floor. Clerks are encouraged to contact their State Representative to urge support! Contact information can be found at www.house. mi.gov.
House Committee Moves Public Notice Modernization Bill Legislation modernizing the legal notice requirements in an effort to give local governments more ways to make notices available advanced from the House Local Government Committee last month. House Bill 4183, sponsored by Rep. Amanda Price (R-Holland), creates the "Local Government Public Notice Act" by phasing in new legal notice protocols over a ten year period. As many as 250 separate state statutes require cities, townships, school districts, and counties to publish a notice informing the public of a variety of activities, including: meetings, meeting minutes, proposed Michigan Association of Municipal Clerks
Page 5
Save the Date
MAMC Legislative Reception Wednesday, June 3rd 4:30 - 6:30 p.m. GCSI Offices 120 N. Washington Square, 2nd Floor Lansing, MI 48933 RSVP to 517.371.2223 Spring 2015
Lisa Kay Hathaway, CMMC/MMC City of Grosse Pointe Woods MAMC Membership/CMMC Program Chair
Membership/CMMC • All Active Members shall pay an annual membership fee in the amount of $60.00;
Membership: 930 Members as of April 2015, and growing!
Membership Marketing Materials The Board of Directors has developed materials for Clerk’s to utilize when explaining “What Clerk’s Do” as well as information r e g Thea Crertification d i thatnMgatters in Michigan. Attain it, Wear it. the CMMC Michigan Association Municipal Clerks program. The information is available on the n atio oci s website, as well Ass Clerk n l a pa Certification i hig as for pick-up Mic Munic Continuously Qualifying of Michigan Clerks at all education Michigan sessions. I believe the CMMC designation and re-certification program will empower clerks by giving us the knowledge and confidence to better administer our duties in the ever-changing field of municipal government.”
Marne McGrath, CMC Deputy City Clerk City of Ferndale
The Certified Michigan Municipal Clerk designation distinguishes those clerks whose education and training enhance their quality of service to the public and the municipality in which they serve. Professional development benefits the individual clerk, while improving the administration of local government. Whether elected or appointed, clerks serve a powerful role in coordinating public programs and influencing legislative initiatives. A Certified Michigan Municipal Clerk affords a community the very best in administering many of the following programs and services regulated by Federal, State, and local laws:
¾ Election Administration Individual and Employer Benefits ¾ Freedom of Information Act Coordinator ¾ Open Meetings/Agenda Preparation MAMC is committed to providing: ¾ Minutes/Parliamentary Procedure • Relevant educational¾ opportunities: Treasury/Finance/Budgeting • Education Day ¾ Notary Administration • Michigan Municipal Clerk’s Institute ¾ Records Management • Clerking 101 ¾ Human Resources/Personnel • Master’s Academy Management • Annual Conference ¾ Zoning/Publications/Notices • and others ¾ Licensing • Recognition from the Certified Michigan ¾ Passports Municipal Clerk Certification/Recertification ¾ Legislative Expertise and Influence Programs • Satisfaction of having attained professional preparation to assume the responsibilities of a municipal Clerk • Recognition opportunities from the Clerk of the Year Program • Scholarship awards for Institute and Conference • Legislative lobbying and updates essential to implement responsible government • Affiliation in a network providing professional Clerk support • Quarterly Newsletters and email updates • Partnerships with related professional organizations • Members-only resources and forum • On-line services via our website
CMMC, Continued on Page 7
Michigan Association of Municipal Clerks 120 N. Washington Sq., Suite 110A Lansing, MI 48933
At the Board Meeting held on March 16, 2015, there was a unanimous vote to present to the membership for a vote at our 2015 annual meeting on Mackinac, the following fee structure changes:
Printed 2014
The Michigan Association of Municipal Clerks Political Action Committee (PAC) was established in 2010 as another avenue for members to get involved in the future of the profession. In an effort to maintain a strong voice in Lansing, we need your support of the MAMC Clerk PAC.
We face many legislative issues and initiate legislation on your behalf. We must educate Michigan legislators about the role of a Municipal Clerk and the issues we believe are important in providing services to our citizens. Your contributions are pooled together and enable us to financially support the campaigns of legislators who support our efforts. The MAMC Clerk PAC is essential to assure that our message is heard in Lansing.
Association of Municipal Clerks
The cycle of politics is continuous, especially in this era of term limits! Your voluntary commitment to our association enables us to continue our advocacy efforts. If you are interested in making a contribution to the MAMC Clerk PAC, log-on to the MAMC website at www.MichiganClerks.org. Visit the Member Portal and click on Contribute to MAMC Clerk PAC.
Proudly sponsored by: Michigan Association of Municipal Clerks
*Only MAMC members are eligible to contribute to the PAC.
ic w.M ww
hig
anC
ler
ks.o
rg
Defining Clerks: Professional Public Managers
www.MichiganClerks.org
Spo
nso
rs o
f
Susanne M. Courtade, CMMC/CMC East Bay Charter Township MAMC 3rd Vice President Newsletter/Website Chair
MAMC Website & Social Media We hope that you are enjoying the worthwhile information within this newsletter. Head to our website: Michiganclerks.org to find out more topics of interest such as: upcoming educational programs, legislative updates and the member forum. Michigan Association of Municipal Clerks
of
Political Action Committee
Michigan Association of Municipal Clerks 120 N. Washington Sq., Suite 110A Lansing, MI 48933
“As a new Certified Municipal Clerk I was concerned that my opportunities for continuing education may be more limited now that I have achieved my CMC designation. In my opinion, the Certified Michigan Municipal Clerk (CMMC) designation is an important tool for me to keep learning and growing as a clerk. Our duties as clerks require us to keep up on emerging trends in municipal government so we can provide our residents with the most efficient and highest quality service. What better way to keep abreast of the constant changes than to make continuing education and training the priority that it should be?
ud
The membership, at last year’s annual meeting held during summer conference on June 25, 2014, voted to change the by-laws permitting all active members the right to vote, debate, attend meetings and classes, and to cast a vote for Clerk of the Year. As a result, the Board reviewed the dues structure with respect to the necessity of differentiating fees based upon population (+/- 5,000), the fee for adding members within the same municipality ($40.00), and the Associate Membership fee ($85.00).
• The Additional Membership category shall be eliminated.
Pro
Proposed Changes for Membership Dues Structure
• The Population designations and related fees shall be eliminated;
rks l Cle ipa 110A unic uite of M , S tion quare 3 ocia n S 4893 I Ass gto an ashin ing, M .2223 hig s Mic N. W Lan 7.371 51 120
More and more, Michigan Clerk’s realize the value of MAMC membership. The numbers continue to climb as we are averaging forty new members every month – even after the close of registration. MAMC’s value is proven by increased attendance at educational venues. Education Day was filled to capacity, and conference registration numbers have caused housing facilities to be sold out as well creating a need to extend accommodations to another hotel on Mackinac Island. Your Board does not waiver from these types of challenges and delivers solutions to continue providing quality benefits regardless of the demand.
You can also reach out to your fellow clerks using the membership directory. Find us on Facebook: Michigan Association of Municipal Clerks (MAMC)-OFFICIAL SITE. Stay connected and stay informed.
Page 6
Spring 2015
Continued from Page 6 C M R E 152 MAMC Members Currently Certified! CM N R O The following Clerks have recently been awarded the prestigious designation of C Certified Michigan Municipal Clerk
Susan Aten Phyllis Baranski Bonnie Blackledge Bridget Brown Mary Clark Janet Conlay Benita Davis Richard C. DeLong Brett Dreyfus Max Engle Tamyra K. Gillis August Gitschlag
Cynthia L. Greenia Karen Gullan Sue Halberstadt Susan E. Heath Lynn M. Henry Jeremy Howard James Hudson Deborah Luskin Helen MacArthur Jeaniene McClellan Kim Meltzer Louis Morse
Darlene O'Neal Nancy Popma Sherry K. Powell Susan Preuss Eileen Pulker Terri Royal Ginger Terpstra Vicci L. TerVeer Holly Thompson Edith Webber Renee Wilson Adam Wit
Congratulations! MAMC Board of Directors Why get left behind - Feel the satisfaction. Apply for your CMMC today. Reminder: the deadline for applying credits toward CMMC received from graduating the Michigan Municipal Clerk’s Institute prior to the 2015 class is December 31, 2016.
Mary Clark, CMMC Delta Township Education Chair
Lanie McManus Charter Township of Garfield Education Co-Chair
Education Ever have Employment Law questions or Notary questions? How about Risk Management issues – are we doing everything to protect against embezzlements? Ever wonder if there are Shared Service opportunities in your community or how to make them work for your community? And what are we supposed to do with the New Petitions and Filing Deadlines????? We’ve got you covered and then some!! Join us at the Annual Conference June 24th through the 26th. Come early for Master Academy or Clerking 101 on June 23rd! We promise you will have some time to enjoy the beauty of Mackinac Island and still sharpen your skills. Michigan Association of Municipal Clerks
For Fall we are looking at offering a three day certification course for Parliamentarians. Watch the website for more details later this summer. Also in the works is the 2nd Annual UP Training set for September 11th in Marquette. Free Education Day was a huge success with over 100 more members in attendance this year. The MAMC Board’s commitment to education is solid. Join us at several training opportunities each year and be all you can be!
Page 7
Spring 2015
M I C H I G A N A S S O C I AT I O N O F M U N I C I PA L C L E R K S
Quarterly Newsletter
Upcoming Events June 23 - 26 Annual Conference Mission Point Resort, Mackinac Island
June 3 Board of Directors Meeting Delta Township Offices, Lansing
June 22 Board of Directors Meeting Mission Point, Mackinac Island
May 17 - 21 IIMC Annual Conference Hartford, CT
June 3 MAMC/MACC Legislative Reception GCSI , Lansing
August 27 Board of Directors Strategic Planning September 11 UP Training Marquette
July 15 Board of Directors Meeting Delta Township Offices, Lansing
W W W. M I C H I G A N C L E R K S . O R G
Michigan Association of Municipal Clerks 120 N. Washington Sq., Suite 110A Lansing, MI 48933