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    Procedures and Standards of Operation

    Proposed Draft Amendments to the Polices and Standards of Operations

    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 CONFERENCE & BUSINESS MEETING :

    Notice of the annual conference and business 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 conference registration information shall be forwarded to the membership no later than February 15.

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

    The Host Clerk shall use the Guidelines for Hosting the Annual Conference Manual as a guide.

    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 minutes shall be made available to the membership with any other pertinent documents by posting on the VMCA website not less than 10 days before the annual meeting.

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

    Recognition of VMCA past presidents is desirable.

    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.

    4. The presiding officer shall call the meeting to order at designated time and call the roll of attendees.

    5. Minutes (for conference call meetings) and a written record shall be made of all actions taken.

    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.

    OFFICERS RESPONSIBILITIES

    (Executive Committee)

    • President

    • First Vice President

    • Second Vice President

    • Treasurer

    • Secretary

    • Historian

    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.

    PRESIDENT’S RESPONSIBILITIES

    The President is the Chief Executive Officer of the Association and shall preside over all meetings. The President has the power to call special meetings, appoint special committees and the chairs of special committees, shall be an ex officio member of all committees, except the Nominating Committee, and will have such powers and duties as may be delegated by the Executive Committee consistent with the provisions of the Constitution and Bylaws.

    APRIL RESPONSIBILITIES: AS INCOMING PRESIDENT

    • During the annual conference and business meeting, be prepared to support/discuss budget proposals for the upcoming year. The budget will require approval.

    • Ensure resource guide is updated and available on the website.

    • Prepare for presentation of plaque to the outgoing President at the annual banquet.

    • Prepare brief acceptance speech to be given at annual meeting after installation of officers.

    • Hold and preside over the Executive Committee meeting.

    • Write all Officers, Committee Chairs, and Regional Directors congratulating them on their elections/appointments and reviewing goals/charges for the year; request region meeting dates for possible attendance.

    • Ask 2nd Vice President to prepare a newsletter article about the conference.

    MAY/JUNE/JULY RESPONSIBILITIES:

    • Obtain IIMC list of Virginia delegates registered for IIMC Annual Conference.

    • Ask an attending Clerk to arrange group dinner for Virginia clerks during the IIMC Conference.

    • Ask 2nd Vice President (or an attending Clerk) to prepare newsletter article about the IIMC Conference.

    • Begin planning for VMCA participation in VML and VACO Conferences held in October and November

    AUGUST/SEPTEMBER RESPONSIBILITIES:

    • Make arrangements for Executive Committee meeting at the Virginia Commonwealth University (VCU) Municipal Clerks Institute/Academy or other location.

    • Prepare agenda for Executive Committee meeting.

    • Send meeting date/time/location notice and agenda to all Officers, Committee Chairs, and Regional Directors.

    • Hold and preside over Executive Committee meeting.

    • Ask 2nd Vice President to prepare newsletter article about the Institute/Academy.

    • Finalize/confirm VML and VACO program participation by VMCA: As applicable, follow up on VMCA sponsorship of education program, VMCA exhibit booth, Virginia products gift basket giveaway, VMCA and IIMC brochure distribution, VMCA banner display, and VMCA notepads/pencil given at education session.

    OCTOBER/NOVEMBER RESPONSIBILITIES:

    • Write thank-you notes to significant “players” at the VML and VACO Conferences.

    • Ask 2nd Vice President to prepare newsletter articles on VMCA programs at the VML and VACO Conferences.

    FEBRUARY/MARCH RESPONSIBILITIES:

    • Send letters or emails to all Officers, Committee Chairs, Regional Directors thanking them for a successful year and requesting a report on activities for inclusion in the President’s Annual Report with a mid-March deadline suggested for submission of reports).

    • Prepare agenda for business meeting to be held at the upcoming VMCA Annual Conference.

    • Post Annual Reports on the VMCA Website, not less than 10 days prior to the VMCA Annual Conference for all members to view. (Approval of budget will be considered during business meeting). Send email reminder to membership to download their copy for the meeting.

    • Prepare copies of meeting packet for any Clerks requesting a hard copy.

    • Prepare resolution to be presented to Host Clerk at the Annual Conference.

    • Prepare resolutions to be presented to any new honorary member(s); and any other resolutions for recognition of members and/or to express legislative intent.

    • Prepare farewell remarks as outgoing President for presentation at the Annual Conference.

    • Work with the Host Clerk for the VMCA Annual Conference program (welcoming remarks, etc.).

    • Hold and preside over business meeting.

    • Write thank-you notes to the Host Clerk and any significant conference players.

    ONGOING TASKS AND RESPONSIBILITIES:

    • Send congratulatory letters to Virginia Clerks achieving CMC sustaining level memberships, or MMC.

    • Ask 2nd Vice President to communicate with potential and new members, CMC sustaining level memberships, or MMC.

    • Encourage and delegate newsletter articles for VMCA Newsletter distribution.

    • Visit regional meetings when possible.

    • Remain in contact with IIMC as VMCA’s Liaison.

    • Be available to take phone calls and field questions from fellow VMCA members.

    • Follow-up on progress of specific committee assignments.

    • Attend meetings and actively participate on committees as applicable.

    • Work with the Host Clerk for the upcoming VMCA Annual Conference planning.

    • Keep log of activities during the year in preparation for the annual report at term’s end.

    • Work with the Secretary to ensure notice of the annual meeting, special meetings, or the executive board meeting is sent to the membership via email, in a timely manner.

    FIRST VICE PRESIDENT’S RESPONSIBILITIES

    The First Vice President shall assist the President in performing the duties of the office and assume responsibility of the office in the absence of the President. The First Vice President shall automatically ascend to the office of President should that office become vacant between elections. The First Vice President shall assist the President with Virginia Municipal League and Virginia Association of Counties activities, as well as interact with other professional organizations.

    FEBRUARY/MARCH RESPONSIBILITIES: AS OUTGOING 1ST VP/INCOMING PRESIDENT

    • Make list of desired goals for upcoming year.

    • Make committee Chair assignments for upcoming year.

    • Make regional director assignments for upcoming year.

    • Work with Host Clerk on Executive Committee meeting arrangements at upcoming annual conference.

    • Prepare agenda for Executive Committee.

    • Send meeting date/time/location notice and agenda to all Officers, Committee Chairs, and Regional Directors.

    • As a member of the Budget Committee, prepare budget proposal for the upcoming year and forward it to the current VMCA President at least 45 days prior to the annual conference business meeting for consideration.

    SECOND VICE PRESIDENT’S RESPONSIBILITIES

    The Second Vice President shall be responsible for public relations and shall serve as the liaison with the Regional Directors to maintain membership and encourage new enrollments, as well as other duties assigned by the President. Should the President and Vice President be unable to serve, the Second Vice President shall succeed to the Presidency.

    APRIL/MAY RESPONSIBILITIES:

    • Prepare article about the annual conference for submission to VMCA newsletter.

    • Obtain biographical information from new officers. Prepare press releases announcing new officers and Clerk of the Year. Press releases are submitted to the officers’/Clerk of the Year’s hometown newspaper, VML, VACo, IIMC, and other publications as appropriate.

    • Prepare newsletter article about Annual IIMC Conference. If not in attendance, delegate the task to someone who was.

    JUNE/JULY RESPONSIBILITIES:

    • Ensure publicity of the upcoming Institute and Academy. Information regarding the date, place, and contact information is submitted to:

    • VMCA Webmaster

    • VML

    • Town and City Magazine

    • IIMC

    • News Digest

    • VACo

    • County Connections

    • Virginia Review Magazine

    • Others as appropriate

    OCTOBER/NOVEMBER RESPONSIBILITIES:

    • Prepare article about IIMC Institute/Academy for submission to the VMCA newsletter.

    • Prepare article on VMCA programs at VML and VACo conferences for submittal to the VMCA newsletter (or ask a Clerk in attendance to do so.)

    DECEMBER/JANUARY RESPONSIBILITIES:

    • Work with host clerk of VMCA annual conference to ensure notice of conference on the IIMC website and other publications as listed herein.

    ONGOING TASKS AND RESPONSIBILITIES:

    • Refer to Constitution and Bylaws (Article IV) and Policies and Procedures.

    • Attend Executive Board Meetings.

    • Prepare articles for the VMCA quarterly newsletter and solicit the same from fellow Clerks.

    • Work cooperatively with the Treasurer to send welcome letters to all Virginia Municipal Clerks and provide information concerning education and professional development opportunities.

    TREASURER’S RESPONSIBILITIES

    The Treasurer shall establish and require compliance with procedures for the receipt, disbursement and keeping of the Association’s funds and records, maintain a record of membership, and make disbursements as authorized by the President, or by the Association and/or Executive Committee. The Treasurer shall serve as Chair of the Budget Committee. The Treasurer shall convey all financial records to the succeeding Treasurer within sixty (60) days following 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:

    • Receive all monies due to the Association; be custodian of all funds.

    • Make disbursements as authorized by the President, or by the Association and/or Executive Committee.

    • Submit monthly financial reports to the President, Budget Committee and Audit Committee Chair and an annual report to the membership.

    • Present financial records for an annual audit prior to the annual meeting.

    • Send notices of membership dues. Update permanent membership directory information, e-mail addresses, and mailing addresses; notify Web Master of all changes.

    • Attend Executive Committee meetings/annual conferences.

    • Chair Budget Committee; present budget to membership at annual conference.

    • Seek the approval of the President and Executive Committee before paying annual conference expenses not covered by conference registration fees.

    APRIL RESPONSIBILITIES:

    • Present Treasurer Report at annual conference.

    • Present Proposed Budget at annual conference.

    MAY RESPONSIBILITIES:

    • Set up Membership Notebook for upcoming fiscal year; update non-member information using VML Directory.

    JUNE RESPONSIBILITIES:

    • Send Membership renewal information to members and non-members; use e-mail for current members; information letter to all non-members.

    SEPTEMBER RESPONSIBILITIES:

    • Send third/final membership renewal notices to members.

    JANUARY RESPONSIBILITIES:

    • Schedule a Budget Committee meeting to finalize annual budget (if possible, to coincide with Executive Committee meeting); forward a Draft Budget and supporting documentation to Budget Committee prior to meeting.

    • Contact annual conference host clerk regarding financial recordkeeping for conference receipts/expenses; set up excel spreadsheet for annual conference.

    FEBRUARY RESPONSIBILITIES:

    • Order an engraved gavel plaque for the outgoing President.

    • Confirm 1st Vice President is obtaining outgoing President’s gift; notify of amount budgeted for gift.

    • Forward all documents to Audit Committee Chair for annual audit.

    MARCH RESPONSIBILITIES:

    • Obtain names of all new CMC/MMC since last presentation at annual meeting and order engraved cups for CMC and clocks for MMC designees.

    • Forward Treasurer’s report to President for inclusion in annual report.

    • Finalize and forward Proposed Budget to President for inclusion in annual report.

    ONGOING TASKS AND RESPONSIBILITIES:

    • 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 transit the checking account information with accompanying check and the certificates of deposit documentation.

    • The Treasurer shall have 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.

    SECRETARY’S RESPONSIBILITIES

    The Secretary shall be responsible for ensuring that mailing of notices for all regular and special meetings, amendments to the Constitution and Bylaws, and any other correspondence or special notices occur as necessary (The mailing can be electronic or by US mail as applicable). The Secretary shall be the keeper of the seal of the Association. She/he shall keep minutes and record the proceedings of all regular and special meetings of the Association and of the Executive Committee, and shall preserve in a permanent file all records and letters of value to the Association and its officers. She/he shall provide the President and Executive Committee with a copy of minutes of any meeting within sixty days (60) days of such meeting. She/he shall convey all Association minutes and correspondence to the succeeding Secretary within sixty (60) days following the annual meeting.

    RESPONSIBILITIES:

    • Prepare minutes from Executive Committee meetings held.

    • Provide copy of minutes from the Executive Committee meetings to President and members of the Executive Committee.

    • Prepare minutes of the annual meeting.

    • Prepare minutes of special meetings.

    • Prepare and distribute notices of all regular and special meetings, amendments to the constitution and bylaws, and any other correspondence or special notices.

    • Work with the President to ensure timely notice of meetings.

    HISTORIAN RESPONSIBILITIES

    • Compile historical records of the Association.

    • Write a yearly history to be forwarded to the Executive Committee for presentation at the Annual Meeting.

    • Take photos at the annual meeting and banquet, and solicit the same from other clerks for the scrapbook.

    • Maintain the Association’s scrapbook.

    STANDING COMMITTEE RESPONSIBILITIES

    • Audit

    • Budget

    • Constitution And Bylaws

    • Clerk Of The Year

    • Education And Professional Development

    • Membership

    • Newsletter

    • Nominating

    • Scholarship

    • Web Development/Web Master

    COMMITTEES IN GENERAL

    With the exception of the Executive Committee, the Education and Professional Development Committee, and the Newsletter Committee,Committees shall consist of a minimum of three members.

    The chair of each committee shall be appointed by the President at the Annual Meeting of the Association, or as soon as possible.

    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.

    AUDIT COMMITTEE’S RESPONSIBILITIES

    The Audit Committee shall conduct an annual audit of the Association’s financial records and the Secretary’s minutes, as needed, in sufficient time to make a written report available to members at the Annual Meeting.

    When necessary, the Committee shall review the minutes of the Executive Committee and the General Business Meetings to ensure that the appropriate approval was authorized for disbursement of funds that are outside of the normal operating expenses.

    BUDGET COMMITTEE’S RESPONSIBILITIES

    The Budget Committee shall be comprised of the following members: Incoming President, Past President, Secretary, Treasurer, and additional Association member(s) 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.

    CONSTITUTION AND BYLAWS COMMITTEE’S RESPONSIBILITIES

    The Constitution and Bylaws Committee shall be responsible for reviewing the Association Constitution and Bylaws and the Procedures and Standards of Operations and shall make recommendations for amendments as necessary.

    The Committee’s responsibilities are:

    • Develop proposed amendments to the Constitution and Bylaws as directed by the Executive Committee of the Association.

    • Submit the proposed amendments to the President of the Association by March 1 for approval.

    • Submit proposed amendments once approved by the President, to the full membership no later than March 15 for adoption at the annual meeting.

    CLERK OF THE YEAR COMMITTEE’S RESPONSIBILITIES

    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;

    • been a member of the Association for at least two years;

    • provided innovative ideas to the Virginia Municipal Clerks Association and/or their locality.

    • demonstrated a commitment to professional development;

    • established a commitment to community involvement; and

    • 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.

    The Committee’s responsibilities are:

    • Send notifications by email to the head of the local governments, etc. in January, EXCEPT in the event a personal letter is requested by the VMCA member. Submitting an article in the fall issue of For the Record soliciting nominations for Clerk of the Year.

    • Submit an article in the fall issue of For the Record soliciting nominations for Clerk of the Year.

    • Send an e-mail, or in the case where the Clerk has no e-mail address, a written letter to the VMCA members in January soliciting nominations for Clerk of the Year.

    • Work with the Treasurer to have the Clerk of the Year plaque prepared to be presented to the recipient at the Annual Meeting.

    • Prepare remarks for the recipient of the Clerk of the Year’s presentation at the Annual Meeting.

    EDUCATION AND PROFESSIONAL DEVELOPMENT COMMITTEE’S RESPONSIBILITIES

    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 Education & Professional Development Committee shall consist of a minimum of eight (8) members, and the Committee chair shall serve as the carry over member (whenever possible).

    The Committee’s responsibilities are:

    • The Committee shall work with the host clerk on the education activities of the annual meeting as well as serve as liaison to the Institute Director in developing the certification courses offered at the Institute and Academy.

    • 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 Committees Annual Evaluation Form as defined by IIMC.

    • Shall be responsible for negotiating a Memorandum of Understanding (MOU) with the University chosen as its education provider during the year prior to the expiration of the three-year agreement.

    • Shall be responsible for organizing, getting IIMC approvals, and instructor(s) for any pre-conference education program for CMC and MMC certification. The Committee shall work with the host clerk to secure classroom space, refreshments, etc. for attendees.

    • The assessment tool for the pre-conference education program shall be the same as used by the Institute/Academy.

    • The form of education program shall be determined by the Education Committee and can include any variety of programs (i.e. traditional classroom instruction, Athenian Dialogue, etc.) as long as it is approved by IIMC.

    • The Education Committee will determine the feasibility of having a pre-conference education program in conjunction with the VMCA annual meeting.

    • The Education Committee may elect to have any additional education programs approved by IIMC and using the same assessment tool as used by the Institute/Academy, at other times during the year as an opportunity for clerks to obtain additional education points.

    MEMBERSHIP COMMITTEE RESPONSIBILITIES

    The Membership Committee will be responsible for ongoing recruitment and retention of VMCA members.

    • The Membership Committee shall be comprised of Region Directors.
    • The Second Vice President of the Association shall assume the chair of the Membership Committee.

    • The Committee will work with the Treasurer to send out and track membership renewal notices.

    • The Committee will assist the Web Development/Web Master to develop marketing strategies for solicitation of new membership.

    • The Committee will work with Web Development/Web Master to maintain a current list of Association members.
    • The Chair of the Membership Committee shall present a monthly membership status report to the President.

    NEWSLETTER RESPONSIBILITIES

    The President of the Association shall appoint the newsletter editor in charge of managing production of the VMCA Newsletter, For the Record.

    • The newsletter shall be published three times a year: February 15, June 15, and October 15; and shall be made available to all Association members via the VMCA website.

    • Shall notify membership via e-mail when newsletter posted is on web site.

    • The June 15 issue only shall include membership information and shall be made available to all Virginia Clerks.

    • Establish the deadline for submission of articles and shall solicit assistance, as necessary, to meet the publication dates as stated.

    • Articles shall be submitted to the editor through e-mail, or by other electronic means to assist the editor in expediting the 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.

    NOMINATING COMMITTEE’S RESPONSIBILITIES

    The Nominating Committee shall consider the qualifications of members and obtain the consent of all candidates proposed for nomination.

    The Committee’s responsibilities are:

    • Submit an article for the October issue of For the Record regarding upcoming vacancies of Officers.

    • Submit one name for each office to be filled.

    • Coordinate with the First Vice President for his/her input in selecting an executive committee.

    • Submit a 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.

    SCHOLARSHIP COMMITTEE’S RESPONSIBILITIES

    The Scholarship Committee shall consider the financial need of members and/or localities. The scholarship shall be awarded to attend the Association’s Institute or Academy.

    The Committee’s responsibilities are:

    • 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 certification from the event verifying award of the full number of IIMC points towards Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) provided by the event for which the scholarship funds were used.  

    • Partial scholarships may be awarded in order to provide financial assistance to more clerks.

    • Criteria in awarding the scholarships shall be based on the following: recipient must be 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.

    • Two full Institute Scholarships made available by Virginia Commonwealth University (VCU) or another University chosen as VMCA’s education provider are awarded by the Education Committee.

    • Two full Academy Scholarships are awarded by the Education Committee as budgeted for in the annual budget.

    • Any additional Institute or Academy scholarships are awarded from funds remaining in the VMCA Scholarship fund.

    • Returned or unused scholarship funds may be used to reduce the rate of the education pre-conference workshop at the Annual Conference.

    • 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).

    WEB DEVELOPMENT/WEB MASTER RESPONSIBILITIES

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

    • Knowledge and experience in the creation of web-based applications using Microsoft tools and technologies.

    • Working knowledge of illustration, graphics, and photography.

    • Must have good English oral and written communications skills.

    • Work effectively with others.

    • Work closely with the VMCA Treasurer to keep the Web Directory/Handbook, mailing labels, email addresses, and membership directory up-to-date.

    • Review, spell-check, and error check all web content prior to and after release, to maintain high level of quality of the pages.

    • Perform all day-to-day maintenance of web pages and responds to e-mail about the pages.

    • Write structured, validated, and documented HTML code for ease of maintenance so that the code can be read and understood by others.

    • Keep current with HTML language and web tool developments in order to use the new features.

    • Serve as a resource person to all VMCA members and the general public.

    PARLIAMENTARIAN RESPONSIBILITIES

    The Parliamentarian shall be appointed by the President and shall interpret the Constitution and Bylaws of the Association upon request and keep members informed of changes, review all proposed amendments to the Constitution and Bylaws, and maintain a current file on the Constitution and Bylaws of the IIMC. The Parliamentarian shall rule on procedures to assure all actions of the Association are in accordance with Robert’s Rules of Order, Newly Revised. There shall be no term limitation for the position of Parliamentarian. The Parliamentarian need not be a member of the Association.

    REGIONAL DIRECTORS’ RESPONSIBILITIES

    REGIONAL DIRECTORS’ RESPONSIBILITIES

    Regional Directors are appointed by the President, one to represent each of the ten regions.

    Directors’ responsibilities are:

    • Solicit and secure membership for the Association.

    • Communicate with Clerks within their Region regarding VMCA issues.

    • Promote certification and continuing education for VMCA members and educational opportunities at regional meetings.

    • Coordinate regular meetings (monthly or quarterly) to promote networking opportunities through VMCA for Clerks to continually improve processes within their offices by learning from other Clerks throughout the region and state.

    • Prepare articles for submission in VMCA’s For the Record in February, June, and October of each year on the activities of their region.

    • Prepare a Regional Annual Report for the President of the Association to be included in the conference materials for the Annual Meeting.

    AMENDMENT OF VMCA PROCEDURES AND STANDARDS OF OPERATIONS :

    These VMCA Procedures and Standards of Operations may be amended only by a majority vote of the membership present at a regular Annual Meeting. A notation of amendments shall be kept for historical purposes.

    Adopted April 19, 2012, at the Annual Meeting of the Virginia Municipal Clerks Association, Portsmouth, VA. by combining the VMCA Policies and Procedures with the VMCA Standards of Operations to create the VMCA Procedures and Standards of Operations.

    Amended April 17, 2014, at the Annual Meeting of the Virginia Municipal Clerks Association, Norfolk, VA. by amending President’s Responsibilities, page 5, August/September Responsibilities, bullet #1, and Scholarship Committee’s Responsibilities, page 17, bullet #2.

    Amended April 21, 2016, at the Annual Meeting of the Virginia Municipal Clerks Association, Leesburg, VA., by amending President's Responsibilities , page 4, April Responsibilities: As Incoming President, and Standing Committee Responsibilities, page 11, bullet #5, Budget Committee's Responsibilities, page 12, Constitution and Bylaws Committee's Responsibilities, page 13, Adding Membership Committee Responsibilities, page 15, and amending Scholarship Committee's Responsibilities, page 16, bullet #3, and bullet #6.