Fall 2020 Print

    VMCA Mission Statement

    VMCA  MISSION STATEMENT

    The mission of the Virginia Municipal Clerks Association is to promote professional development through continuing education and networking opportunities. The VMCA challenges its members to use their abilities, talents and strengths in the proficient and effective delivery of local government services.

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    President's Message

    On the heels of the very first Virtual VMCA Institutes and Academy, we have plenty of reasons to celebrate, to give thanks, and to honor one another. 

    I applaud our Institute Director Jennifer Sisane and her team at the Virginia Commonwealth University Office of Continuing Professional Education, notably Shelly Schuetz. I thank the VMCA Education Committee co-chaired by Teresa Fellowes and Tracy Outten, numerous instructors, knowledge transfer facilitators, network luncheon leaders, Region Directors, Executive Committee, and new and seasoned attendees whose participation made the experience so meaningful.

    And virtual escape rooms??? Yes, so fun! Municipal clerks make it happen and you have proven it once again.  For those who couldn’t join us this time, your presence was truly missed, and I hope that you will be able to attend future meetings and trainings.

    With great anticipation we look forward to the IIMC Region II meeting in January, where Virginia will be host to clerks from Delaware, Maryland, New Jersey, Pennsylvania, West Virginia, and any other clerks who join us.  Let’s roll up our sleeves to make it a great program and let’s roll out the Virginia hospitality for our friends.

    On a more personal note, HOW ARE YOU?  The Networking Lunches during the Institutes and Academy allowed us time to check in with one another in a more informal setting and I wish more people had been able to participate, but I also know the demands on municipal clerk time, especially in a year like this.  I hope that you are checking in with one another on the Region level, and I would love to be part of some of those conversations. Not only are you important to the VMCA organization, but you are important to your community, your family, your co-workers, your fellow clerks, and to me.  Your well-being is important, and I want to cheer on your successes along the journey to your goals.

    Take care of yourselves and let’s take care of each other.

    Kyna Thomas
    Chief of Staff / Clerk of Council
    City of Charlottesville

     

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    Message from the 2nd Vice President

    Happy fall everyone!

    2020 has been a very difficult year from the start with lots of challenges for us all!  I hope you and your families had a wonderful summer in spite of the COVID-19 pandemic.  Some of you may have enjoyed a staycation or actually had the opportunity to travel.  We have had an influx of daytrippers this summer in the Town of Cape Charles, but it was nice to see that people are venturing out and still enjoying themselves with the appropriate social distancing.

    I hope many of you were able to participate in the first virtual Institute and Academy earlier this month.  I want to thank Jennifer Sisane, Shelly Schuetz and the other staff members at the Virginia Commonwealth University Office of Continuing and Professional Education for all their hard work putting the various sessions together and organizing the technical aspects of the sessions.  I facilitated the Municipal Clerks Essentials session for first year registrants and was so happy to have 18 new clerks in the class.

     

    Jennifer and Shelly also helped me get through my first solo Athenian Leadership Dialogue in September.  The book “Year of Yes: How to Dance It Out, Stand in the Sun and Be Your Own Person” was a great read and several of the participants who began the session unimpressed by the book ended up saying how much they got out of the book and the group discussion.  Although I personally prefer Dialogues in person, it was a great growth experience for me.  I truly learned a lot from the book and feel that it was the perfect one for my first Dialogue!  If you haven’t read it yet, I strongly recommend it!  I know several of you have taken advantage of the IIMC allowing virtual Athenian Dialogues and are well on your way to meeting the requirements to becoming a Fellow in the IIMC Athenian Leadership Society! 

    Although we have been able to meet and communicate with each other using Zoom, Microsoft Teams, Go To Meeting and other platforms, I look forward to the day when we will be able to meet again in person and actually attend a conference.  I know that the Region III clerks have been working diligently to plan the 2021 VMCA Annual Conference in Harrisonburg as an in-person conference.  I truly hope that things get better through the winter and early spring 2021 to enable us to travel to Harrisonburg.  I’ve been looking through the list of IIMC Athenian Leadership Society Dialogue Approved Books so I can start planning for our session!

    I just checked the membership numbers for this fiscal year and am happy to report that we currently have 212 active members which is more than we’ve had in over ten years!  It’s nice to see new clerks joining and bringing back some localities that have been inactive.  Please reach out to any new clerks in your regions to welcome them to the VMCA family and encourage them to become active in our organization.

    In closing, I wanted to take a moment to thank you all again for the opportunity to serve as your VMCA 2nd Vice President.  Be safe and enjoy the upcoming holidays with your family and friends!  I look forward to being able to see you all again.

    Libby Hume, MMC
    Town of Cape Charles

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    Executive Committee

    President
    Kyna Thomas, CMC
    Chief of Staff/Clerk of Council
    City of Charlottesville
    605 East Main Street
    Charlottesville, VA 22902
    Phone (434) 970-3113 Fax (434)970-3890
    Email: [email protected]

    First Vice President
    Pamela Wallace, CMC
    City Clerk
    City of Colonial Heights
    201 James Avenue
    Colonial Heights, VA 23834
    Phone (804)520-9360 Fax (804)524-8734
    Email: [email protected]  

    Second Vice President
    Elizabeth “Libby” Hume, MMC
    Town Clerk
    Town of Cape Charles
    2 Plum Street
    Cape Charles, VA 23310
    Phone (757)331-3259 Fax (757)331-4820
    Email: [email protected]

    Treasurer
    Patricia “Trish” Cronin, CMC
    Deputy Clerk
    Gloucester County
    6489 Main Street
    Gloucester, VA 23061
    Phone (804)693-4042 Fax (804)693-6004 
    Email:  [email protected]

    Secretary
    Teresa Fellows, CMC
    Deputy Clerk
    County of James City
    101 Mounts Bay Road, Building D
    Williamsburg, VA 23185
    Phone (757) 253-6609 Fax (757) 253-6833
    Email: [email protected]

    Historian
    Keia Waters, CMC
    Chief Deputy Clerk
    City of Alexandria
    301 King Street
    Alexandria, VA 22314
    Phone (703) 746-3975 Fax (703)838-6433
    Email: [email protected]

    Parliamentarian
    Sandy Madison, MMC
    City Clerk
    City of Chesapeake
    306 Cedar Road, 6th Floor
    Chesapeake, VA 23322
    Phone (757)382-6151 Fax (757)382-6678
    Email: [email protected]

    Immediate Past President
    Travis O. Morris, CMC
    Senior Deputy Clerk     
    County of Albemarle    
    401 McIntire Road      
    Charlottesville, VA 22902 
    Phone (434) 296-5843 ext. 3406 Fax (757) 664-4290 
    Email:[email protected]

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    Committee Chairs

    2020-2021 Committee Chairs

    Audit Committee
    Mitzi Wright, CMC      
    Chief Deputy Clerk    
    City of Chesapeake    
    306 Cedar Road, 6th Floor   
    Chesapeake, VA 23322    
    Phone (757)382-6151 Fax (757)382-6678    
    Email: [email protected]

    Budget Committee       
    Patricia “Trish” Cronin, CMC
    Deputy Clerk
    Gloucester County
    6489 Main Street
    Gloucester, VA 23061
    Phone (804)693-4042 Fax (804)693-6004 
    Email:  [email protected]

    Bylaws Committee, Co-Chair
    Wanda F. Watkins, CMC
    Deputy Clerk
    County of New Kent
    12007 Courthouse Circle
    PO Box 150
    New Kent, VA 23124
    Phone (804)966-9687 Fax (804)966-9370
    Email: [email protected]

    Bylaws Committee, Co-Chair
    Julie A. Kaylor, CMC
    Clerk/Deputy County Administrator
    County of Matthews
    50 Brickbat Road
    PO Box 839
    Matthews, VA 23109
    Phone: (804)725-4501 Fax (804)725-7805
    Email:
    [email protected]

    Clerk of the Year Committee
    Aimee Mann, CMC
    Deputy Clerk to the Board         
    County of Spotsylvania    
    PO Box 99
    SpotsylvaniaVA 22553  
    Phone (540)507-7010 Fax: (540)507-7019
    Email: [email protected] 

    Former Chair of the Clerk of The Year Committee, Stephanie Wray, transitioned to the Registrar’s Office with Dinwiddie County on October 15th and will become the Registrar officially on December 1st, 2020. VMCA would like to thank Stephanie for her service and thank Aimee for stepping into the position.

    Education & Professional Development Committee, Co-Chair
    Teresa Fellows, CMC
    Deputy Clerk
    County of James City
    101 Mounts Bay Road, Building D
    Williamsburg, VA 23185
    Phone: (757)253-6609
    Email: [email protected]

    Education & Professional Development Committee, Co-Chair
    Tracy Outten, CMC
    Deputy Clerk
    Town of Cape Charles
    2 Plum Street
    Cape Charles, VA 23310
    Phone (757)331-3259 ext. 24
    Email: [email protected]

    Newsletter Committee
    Claudette Borgersen
    Clerk
    County of Albemarle
    401 McIntire Road
    Charlottesville, VA 22902
    Phone (434)296-5843 ext. 3405
    Email: [email protected]

    Nominating Committee
    Heather Schott, CMC
    Deputy Clerk
    County of York
    224 Ballard Street
    P.O. Box 532
    Yorktown, VA 23690
    Phone (757) 890-3325 Fax (757) 890-4002
    Email: [email protected]

    Scholarship Committee 
    Wendy J. Chewning, MMC
    Town Clerk         
    Town of Orange      
    119 Belleview Avenue 
    Orange, VA 22960
    Phone (540)672-5005 Fax (540)672-4435  
    Email: [email protected]

    Website Development, Co-Webmaster           
    Aurelia P. Trusty, CMC
    Deputy City Clerk       
    City of Norfolk
    810 Union Street, Room 1006   
    Norfolk, VA 23510
    Phone (757)664-4253 Fax (757)664-4290      
    Email: [email protected]       

    Website Development, Co-Webmaster         
    Travis O. Morris, CMC
    Senior Deputy Clerk    
    County of Albemarle    
    401 McIntire Road       
    Charlottesville, VA 22902 
    Phone (434)296-5843 ext. 3406
    Email: [email protected]

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    Region Directors

    2020-2021 Region Directors

    Region I
    Karen Maggard
    Clerk and Office Manager
    Town of Pennington Gap
    528 Industrial Drive
    Pennington Gap, VA 24277
    Phone (276)546-1171 
    Email: [email protected]

    Region II
    Kimberly S. Kingsley
    Clerk, Deputy Treasurer, and Paralegal
    Town of Abingdon
    133 W Main Street
    Abingdon, VA 24212
    Phone (276)492-2149
    Email: [email protected]

    Region III
    Amy Keller, MMC
    Town Clerk/Administrative Assistant
    Town of Strasburg
    P.O. Box 351
    Starsburg, VA 22657
    Phone (540)465-9197 Fax (540)465-3252
    Email: [email protected]

    Region IV
    Cecelia "Susie" McCoy
    Deputy City Clerk
    City of Roanoke
    215 Church Avenue SW, Suite 456
    Roanoke, VA 24011
    Phone (540)853-2541 Fax (434)799-5041
    Email: [email protected] 

    Region V
    Susan DeMasi, CMC
    City Clerk
    City of Danville
    427 Patton Street, Room 428
    Danville, VA 24541
    Phone (434)797-8928 Fax (434)799-5041
    Email: [email protected] 

    Region VI
    Claudette Borgersen
    Clerk to the Board of Supervisors
    County of Albemarle
    401 McIntire Road
    Charlottesville, VA 22902
    Phone (434)296-5843 Fax (434)296-5800
    Email: [email protected]

    Region VII
    Kimberly Ellis
    Deputy Clerk
    County of Culpeper
    302 N. Main Street
    Culpeper, VA 22701
    Phone (540)727-3427
    Email: [email protected]

    Region VIII
    Wanda Watkins, CMC
    Deputy Clerk
    County of New Kent
    12007 Courthouse Circle
    PO Box 150
    New Kent, VA 23124
    Phone (804)966-9687
    Email: [email protected] 

    Region IX
    Vacant

    Region X
    Julie A. Kaylor, CPM, CMC Deputy County Administrator/Clerk
    County of Mathews
    P.O. Box 839
    Mathews, Virginia 23109
    (804) 725-7172 (Main)
    Email: [email protected]

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    CMC and MMC

     

    The following Clerks have worked extremely hard to earn their honored designations from IIMC:

    Ashley Clatterbuck, Town of Culpeper - CMC

    Felecia Eller, Town of Chilhowie - CMC

    Amanda Kertz, Town of Herndon - CMC

    Madeline Sefcik, County of Franklin - CMC

     

     

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    Welcome New Members

    A big, warm VMCA welcome to all our new members. 

    Region I

    • Amanda L. Hawkins, Town of Big Stone Gap


    Region II

    • Brandi N. Jones, Town of Wytheville


    Region III

    • Tina L. Presley, Town of Front Royal
    • Mary Ellen Lynn, Town of Front Royal

     
    Region IV

    • Amy Marshall, County of Montgomery


    Region V

    • Brenda T. Driskill, Town of Phenix (retired September 2020)
    • Nancy J. Davis, Town of Phenix
    • Angela D. Amos, Town of Boydton
    • Kelly D. Hawker, Town of Chatham


    Region VI

    • Paul Culp, Town of Berryville


    Region VII

    • Harriet West, Town of Round Hill


    Region IX

    • Beverly Washburn, Town of Lawrenceville
    • Dominique Thaxton, City of Richmond
    • Susan M. Wilson, County of Chesterfield

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    Clerk of the Year

    In January, nomination forms were sent out for the 2020 Clerk of the Year to cities, towns, and counties across the Commonwealth.  We received many nominations, but it was clear to the committee who the 2020 Clerk of the Year should be.  

    The nomination noted her work ethic, professionalism, teamwork, kindness, dedication, positive attitude, and outstanding commitment, as well as her community outreach efforts, and that she leads by example, as well as allows and encourages professional growth of the clerk’s office employees.

    In addition, Chesapeake City Council and staff launched an all out campaign to ensure that their beloved clerk would be recognized for her outstanding performance. What more of an endorsement could a Clerk want from their City Council! 

    An inspiration to the Clerk profession, we are proud to present the 2020 Clerk of the Year Award to Ms. Sandra Madison, affectionately known as Sandy to her peers and colleagues.

    Please join the Association in sending Congratulation to Sandy!

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    Educational Opportunities

    Online Educational Opportunities

    If you are working on your CMC or MMC designations, here are some upcoming educational opportunities:

    Athenian Leadership Society Dialogues

    Upcoming Athenian Dialogues are listed on the IIMC website at the following web address: https://www.iimc.com/145/Upcoming-Dialogues

    COVID-19 Policy Update: On May 15, 2020 the IIMC Board of Directors voted to temporarily allow Athenian Dialogues to be conducted virtually using video conferencing software through January 2021. On November 14, 2020, the IIMC Board of Directors voted to extend the allowance through June 30, 2021. 

    IIMC’s Online Learning Opportunities

    IIMC's Online Learning Opportunities page has quite a few offerings with varying costs.  Some of the offerings are listed below: 
    • IIMC’s Online Learning Webinar Program – These non-interactive webinars are self-paced with no specific dates or times.  You have 30 days to complete the program once you register.  The cost per webinar varies depending on length from $52-$105 per session.
    • MindEdge Learning - MindEdge courses cost approximately $79.00 each and are open to the participants for a 30-day time period with the option to purchase an extension for approximately $19 for an additional 30 days. MindEdge also offers certificate programs which comprise of 5+ classes that allow for a discounted registration price as opposed to purchasing the courses individually.
    • FEMA Courses – IIMC has approved non-interactive webinar programs through FEMA. Webinar hours vary. The webinars listed are all applicable to IIMC's Education Guidelines. Note: MMC applicants may only take programs classified as "intermediate" or "advanced." 
    • Ed2Go – Courses through this network are provided through an accredited college in your area.  Average course prices is $149; however, the price does vary by the college or university.

     

    For these and more opportunities, check the IIMC website at the following link:  https://www.iimc.com/131/Online-Learning-Opportunities

     

    VMCA's  44th Annual Conference (April 21-April 23, 2021)

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    Volunteer Opportunities

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    Save the Date

    2021 IIMC 75th Annual Conference 

    ~ Grand Rapids, Michigan ~ 
    The 2021 IIMC 75th Annual Conference
     May 9- May 13, 2021
     Grand Rapids, Michigan.
    EMBRACE THE RAPIDS: MANEUVERING IN A CHANGING WORLD
    Click here 
    for more information.


    2022 IIMC Annual Conference
    ~ May 22 – May 25, 2022 ~
    Little Rock, Arkansas


    2023 IIMC Annual Conference
    ~ May 14 – May 17, 2023 ~ 
    Minneapolis, Minnesota


    2024 IIMC Annual Conference
    ~ May 19 – May 22, 2024 ~ 
    Calgary, AB, Canada


    2025 IIMC Annual Conference
    ~ May 18 – May 22, 2025 ~
    St. Louis, Missouri

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    Region VII News

    Greetings from Region VII!

    As we have all been adjusting to the new way of performing our Clerk duties, not much has occurred amongst the members in Region VII.   I am pleased to report that we do have a new member, Harriett West from the Town of Round Hill, who recently joined VMCA.  We also have two new CMC recognitions.  Ashley Clatterbuck from the Town of Culpeper earned her CMC designation in July and Amanda Kertz from the Town of Herndon earned her CMC designation in August.  Welcome Harriett and congratulations Ashley & Amanda! 

    On the Clerk front—we are all being asked to do more and in different ways to maintain the level of service to our elected officials, residents and fellow staff members.  It’s been a challenging year for sure. I am confident that we will come out of this pandemic stronger than we ever have been. It’s just getting to that stage or knowing when that is hard.  

    I know many of us will be involved with upcoming elections that will add another level of overcoming obstacles never seen before but we are a resilient group and we will figure it out.  It may be a bumpy few months for sure but hang in there. 

    Plans are underway for a Region VII virtual zoom meeting in December.  It will be a chance for us to reconnect.  Many of us have been unable to attend trainings and conferences so it will be great time to check in to see how everyone is doing. 

    I wish everyone well and look forward to seeing you soon!

    Kimberly Ellis, CMC, Region VII Director, Culpeper County Deputy Clerk

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    Region X News

    Update from Region X:

    Hello colleagues!  Boy have things been out of sorts for a while!  COVID-19 has certainly rocked all of our worlds.  We have had to scramble to change up processes on the fly, we have had to take on additional roles that we’ve never been trained to do, we have had to step out of our comfort zones and really stretch ourselves in order to get the job done!  I would like to highlight a particular leadership skill that comes to mind and I think is important to reflect on now, and that is the ability to be RESILLIENT!  This is an especially important skill to master and demonstrate, not only for the public we serve, but also for our fellow colleagues and staff.  We are all in this together, and together we will all get through this, better than we were before!

    Since we haven’t been able to get together as a group, and our focus has been concentrated locally, there really is not a lot to report.  I have reached out to Region X Clerks for anything newsworthy and have just a few things to share:

    1. Congratulations to JENNIFER GREEN who was promoted to Assistant to the City Manager of Hampton in late March.  Jenn has been with the City of Hampton Since October 2012 in the position of Deputy Clerk.
    2. DIANE C. INGRAM has accepted the position of Administrative Coordinator in York County Administrator’s office.  She is a new member to both IIMC and VMCA.
    3. On March 1, 2020, HEATHER SCHOTT, CMC accepted the position of Legislative Assistant/Deputy Clerk in York County’s Administrator’s office.

    Please give a warm welcome, congratulations and best wishes to all of these ladies when you have a moment!

    In other news…a Zoom get together for Region X is in the works!  More information on this to follow…

    I hope everyone continues to stay safe!

    ~Julie

    Julie A. Kaylor, CPM, CMC, Region X Director
    Deputy County Administrator/Clerk,  County of Mathews

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    Region IV News

    VMCA Region IV Fall 2020 Newsletter Submission

      

     Cecelia

     Cecelia "Cece" Webb was promoted to Deputy City Clerk of the City of Roanoke, effective June 30, 2020.

    Madeline Sefcik

    Congratulations to Madeline Sefcik, Clerk to the Franklin County Board of Supervisors, who has received her CMC certification!

    Amy Marshall

    Welcome to Amy Marshall, Program Assistant, County of Montgomery Administration, who has joined the Virginia Municipal Clerks Association this summer.

    _____________

    Donna Boone-Caldwell, Town Clerk, Town of Blacksburg, is proud to report on significant work and public outreach efforts of the New River Valley Public Health Task Force which initiated a Community Wellness Commitment to encourage community members to care for the health and well-being of others.  The task force, which was formed in early March 2020, is composed of officials from local health, public safety, education (including Virginia Tech, Radford University and New River Community College),  government agencies and local governments (including the counties of Montgomery, Giles, Pulaski and Floyd plus the City of Radford) who have collaborated to proactively help prevent the spread of COVID-19 by organizing mobile testing sites; providing residents with accurate, up-to-date and effective guidance about COVID-19; coordinating efforts to reduce its local impact; and facilitating community recovery.   Thousands of face masks with the logo, Be Committed.  Be Well. have been purchased with CARES Act funds and widely distributed to citizens throughout the New River Valley.   In addition, NRV communities are pooling CARES Act funds for regional initiatives in addressing the pandemic’s serious secondary impacts on mental health, food insecurities, housing and homeless needs.   Through continuing work and untiring efforts of the New River Valley Public Health Task Force and representatives of Virginia Tech, Radford University and New River Community College, the task force reported in mid-October that there had been no measurable community spread from VT, RU or NRCC and no evidence of COVID-19 transmission in public schools.   Because of the task force’s role in combating COVID-19, the New River Valley has been recognized statewide for being proactive in taking a regional approach in caring for the health and well-being of its citizens. 

    Cecelia "Susie" McCoy , Region IV Director

    City Clerk, City of Roanoke

    In other news:
    Congratulations to retired City Clerk Stephanie Moon-Reynolds for winning a seat on the Roanoke City Council!

     

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    Region VIII News

    VMCA – Region VIII Report as of 10/22/20

    Region VIII is comprised of 23 localities most of which are rural with ten being small towns.  Nine of the localities are currently represented in the VMCA.  Our plans to hold the first Region VIII clerks meeting in many years at the VMCA Fall Institute/Academy was a bust as has been the case with many of the usual events we look forward to each year.  I am so thankful for all VCU has done for us by providing an opportunity to have the Institute/Academy through virtual sessions.  I do hope you were able to participate in some if not all of what was offered.

    As previously reported, since becoming Director, I have been working to identify clerks in all Region VIII localities.  With the onset of the pandemic, efforts to make contacts and plan a meeting were put on hold.  I have recently started reaching out to the localities again and have been able to add a few names of possible new VMCA members to the list.  I hope to encourage individuals from the unrepresented localities to become members and to get to a point when we are able to hold regular meetings soon.

    I would like to extend a warm welcome to new Region VIII member, Heather Oliver.  Heather is Town Clerk for the Town of Colonial Beach. 

    I would also like to extend congratulations to Diane Gaber, CMC on her retirement.  Diane began her employment in King and Queen County in October 1976 and officially retired as Deputy Clerk on December 1, 2019.  That’s over 43 years of service!  We wish her all the best!

    Respectfully submitted,

    Wanda F. Watkins, Region VIII Director     

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