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Policies and Procedures

VIRGINIA MUNICIPAL CLERKS ASSOCIATION
POLICIES AND PROCEDURES

Adopted April 24, 2009

ROLE OF VIRGINIA MUNICIPAL CLERKS:

Virginia Municipal Clerks will seek technical assistance for improved management of records to meet the changing needs, provide an accurate historical tracking of actions of the governing body and communicate innovative approaches through the For The Record and IIMC News Digest.

 Virginia Municipal Clerks will communicate and exchange ideas on a regional, statewide, national and international basis.

 Virginia Municipal Clerks must accept their role as government representatives with a high level of dedication, not only in their own municipality, but also as members, committee chairs and officers of the Virginia Municipal Clerks Association (Association). 

 ANNUAL MEETING:

Notice of the Annual meeting time, date, and place approved by the Executive Committee will be published in the Association’s newsletter, For The Record, and posted on the Association’s website on or before February 15. 

 Annual meeting registration information shall be forwarded to the membership no later than February 15.

 Annual Meetings shall include one opening session, educational seminar(s) or workshop(s), a business session and an annual banquet for the installation of officers.

 Minutes of each Annual Meeting and any Special Meeting(s) shall be transcribed and submitted to the President and Executive Committee no later than sixty (60) days following the close of each meeting.  A copy of these minutes shall be distributed to the membership with the agenda in the registration packet for each Annual Meeting.

 Resolution(s) may be adopted at the Annual Meeting in recognition of members and/or to express legislative intent.

 RESPONSIBILITIES OF THE HOST CLERK

•      Find the proper facility that has sufficient facilities, food selection at economical rates and have a signed contract one year in advance.

•      Prepare information statement to be included in For The Record with regular updates. Notice must be submitted to Association membership on or before February 15.

•        Maintain communication with the Executive Committee on the planning details. 

•     $1,000 shall be made available from the Association to the Host Clerk to manage expenses incurred for initial preparations for the Annual Meeting.  The expense(s) shall be documented to the Association’s Treasurer, along with the request for disbursement.

•    Any request for increased expenses shall be formally approved by the Executive
Committee.

•      Calculate registration fees to cover all expenses incurred.

•        Secure speakers for the educational seminars.

•        Prepare and distribute conference registration packages that include the agenda program. 

•        Act as liaison with Association membership and the hotel staff.

•        Submit final financial report to the Treasurer and make necessary arrangements for the Treasurer to process all conference payments.

•        The Host Clerk shall use the Conference Manual as a guide.

REGISTRATION FEE AND EXPENSES -
VIRGINIA MUNICIPAL CLERKS INSTITUTE AND ACADEMY:

            Payment of the President’s registration expenses for attendance at the Association’s Institute and Academy shall be made by the Association.  It shall be the responsibility of the Treasurer to pay the registration fee by the registration deadline.

REGISTRATION FEE - INTERNATIONAL INSTITUTE OF MUNICIPAL CLERKS:

Payment of registration fee only (optional activities excluded) for the International Institute of Municipal Clerks (IIMC) Annual Conference shall be paid for the Association member holding the office of President at the time the IIMC Annual Conference is held. It shall be the responsibility of the Treasurer to pay the registration fee on or before the early registration deadline.  Should the President be unable to attend the Annual IIMC Conference, the registration fee for either the First Vice President or Second Vice President, in that order shall be paid by the Association.

GUIDELINES FOR ELECTRONIC MEETINGS:

1.  All participants must have access to the necessary equipment for participation in the meeting. 

2.  A minimum of 48 hours notice shall be provided to all participants by the presiding officer.  Such notice shall include the agenda and supporting documents, if any, for business to be conducted at the meeting. 

3.  A majority of the (board or committee) members shall constitute a quorum, and once established, shall be assumed present until meeting is adjourned.

 STANDING COMMITTEES:

With the exception of the Executive Committee, and the Education and Professional Development Committee,  committees shall consist of a minimum of three members.  The chair of each committee shall be appointed by the President at, or as soon as possible after, the Annual Meeting of the Association.  All members of the Association in good standing shall be eligible to serve on any committee with the exception of the Executive Committee.  Committee chairs and members shall be appointed for one-year terms, with the exception of the Chair of the Education & Professional Development Committee who would be required to commit to an additional year as a committee member after his/her term as Chair.    Committee chairs shall appoint a member of the immediate-past committee to help ensure continuity, consistency and a sense of history for the work of the committee (whenever possible).  If a vacancy occurs, the Committee chair shall appoint a member to fill the vacancy for the unexpired term and shall immediately, upon filling the vacancy, inform the President.  The President serves as ex-officio of all committees, excluding the Nominating Committee, but shall allow the Committees to function independently.

 The Standing Committees of the Virginia Municipal Clerks Association shall be:

 Audit Committee

The Audit Committee shall annually audit the Association’s financial records and, if necessary, the Secretary’s minutes in sufficient time to make the report available to members at the Annual Meeting.

Budget Committee

The Budget Committee shall comprise the following members:  Incoming President, Past President, Secretary, Treasurer, and an Association member appointed by the President.  The Treasurer of the Association shall assume the chair of the Budget Committee.  The Budget Committee shall be responsible to establish an annual budget for the Association. The Budget Committee shall present the budget to the President no later than thirty (30) days in advance of the annual meeting.  Said budget shall be presented to and adopted by the general membership of the Association at the annual meeting. 

  In order to ensure maintenance of accurate financial records and a process for authorization of disbursement of funds, the Treasurer shall be responsible for the following standard procedures:

 •  Minutes of all Executive Committee and general business meetings shall                           be provided to the Audit Committee as a part of the financial records

•  A copy of Executive Committee votes/resolutions shall be referenced and made a part of the financial records for each expenditure outside normal operating expenses

•  A formal letter to each new/incoming Treasurer shall be included with the financial records.  Said letter shall be prepared to transmit the checking account information with accompanying check and the certificates of deposit documentation

•  An established system delineating the status of membership dues (those paid and those outstanding)

•  The financial records shall include a copy of the immediate/past audit document to verify the beginning date and account balances for the current audit.  

Clerk of the Year Committee

The Clerk of the Year Committee shall receive nominations from the membership for this award based on the following criteria:  has demonstrated extraordinary individual job performance; has been a member of the Association for at least two years; has provided innovative ideas to the Association and/or their locality; has demonstrated a commitment to professional development; has established a commitment to community involvement; and has presented a positive on-the-job attitude.  The recipient of this award must be a member in good standing.  Eligibility for subsequent awards per recipient shall be restricted to five (5) years following the initial award.  The award will be made at the Annual Meeting.  

            Constitution and Bylaws Committee

            The Constitution and Bylaws Committee shall be responsible for reviewing the Association Constitution and Bylaws and the Policies and Procedures and shall make recommendations for amendments as may be necessary.  Additionally, the Constitution and Bylaws Committee shall develop proposed amendments to the Constitution and Bylaws as directed by the Executive Committee of the Association.  Amendments to the Constitution and Bylaws must be submitted to and approved by the President of the Association by February 1.  Amendments, approved by the President, must be submitted to the full membership no later than March 1 for adoption at the annual meeting.  

Executive Committee

Between annual meetings, the government and management of the Association shall be entrusted to the Executive Committee.  The Executive Committee shall have the authority to expend funds in an amount not to exceed $1,000 annually. 

Nominating Committee

The Nominating Committee shall consider the qualifications of members and obtain the consent of all candidates proposed for nomination; submit one name for each office to be filled; and submit their report for publication in the February issue of For The Record as well as present the report at the Annual Meeting.  Nominations may be made from the floor; however, no name may be placed in nomination without the prior consent of the nominee.   

Education and Professional Development

The Education & Professional Development Committee shall consist of a minimum of eight (8) members, including the Chair from the preceding term and one additional carry over member.  The mission of the Education and Professional Development Committee is to encourage fellow clerks to continue their personal and professional growth and development through continuing education.  Details of such development opportunities shall be published in For The Record as appropriate.  The Committee shall provide input into the educational activities of the annual meeting as well as serve as liaison in developing the certification courses offered at the Institute and Academy.  The Education and Professional Development Committee of the VMCA shall submit an annual report within 60 days following the Institute/Academy to the IIMC Education Director as delineated in the IIMC Education Program and Certification Guide, which includes:  (1) the Provider’s report; and (2) the State Education Committee Annual Evaluation Form as defined by the IIMC.    

Scholarship Committee

The Scholarship Committee shall consider the financial need of members and/or localities.  A scholarship shall be awarded to only one person per jurisdiction per year.  The scholarship is nontransferable.  The scholarship shall be paid directly to the locality after the scholarship recipient has provided receipt of evidence from the event verifying his/her attendance for the full required period of time.  Partial scholarships may be awarded in order to provide financial assistance to more clerks. 

Criteria in awarding the scholarships shall be based on:  recipient must be a member in good standing; number of years enrolled in the Municipal Clerks Institute; years of service as Clerk or Deputy Clerk; years of membership in the Association and IIMC; and years of attendance at Association conferences. 

Association scholarships in an amount not to exceed the registration cost of one Institution attendee are available to Association and IIMC members for both the Institute and Academy.   

The deadline for submitting applications is July 1 of each calendar year and must be submitted to the Chair of the Scholarship Committee.  The Scholarship Committee shall be responsible for notifying the recipient(s) of the scholarship(s) no later than August 1.  The Committee shall also advise the Executive Committee of the awarded scholarship(s).

Association Newsletter

The President of the Association shall name the jurisdiction to be responsible for the Association’s Newsletter (For The Record).

The newsletter shall be published three times a year:  February 15, June 15 and October 15. The newsletter shall be made available to all Association members.  The June 15 issue only shall include membership information and shall be made available to all Virginia Clerks and shall include membership information.  The deadline for submission of articles shall be set by the newsletter editor.  Articles shall be submitted to the editor on disk, e-mail or other means (in addition to hard copy) to assist the editor in expediting development of the Newsletter.  The President shall review all issues before final printing.

All costs incurred in producing the newsletter shall be the responsibility of the Association.

            Web Development/Web Master

The Web Master shall continually update the Association’s website and shall be responsible for adding information as approved by the President.

Detailed responsibilities for Officers and Committees are located in Association’s Standards of Operations Guide.

AMENDMENT OF POLICIES AND PROCEDURES:

These Policies and Procedures may be amended only by a majority vote of the membership present at a regular Annual Meeting.

Adopted April 2001 at the Annual Meeting of the Virginia Municipal Clerks Association.  

Amended April 24, 2003 at the Annual Meeting of the Virginia Municipal Clerks Association, Fairfax County, VA.

Amended April 22, 2004 at the Annual Meeting of the Virginia Municipal Clerks Association, Williamsburg, VA.

Amended April 20, 2006 at the Annual Meeting of the Virginia Municipal Clerks Association, Charlottesville, VA.

Amended April 24, 2009 at the Annual Meeting of the Virginia Municipal Clerks Association, Chesapeake, VA.