July 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

    2020, what can I say? How about WOW?  I hope this message finds you, your co-workers, and your loved ones well.  As for me, I must admit that I began writing this message some time ago, but the world around us just kept changing so rapidly that no words seemed to suffice.

    First let me backtrack to a message that I wanted to share at the Annual Conference in April…

    My journey into the municipal clerk world began over seven years ago, and in local government over twelve years ago.  Over the past year I’ve wrestled with thoughts of “How did I get here?” and “Why me?”  At every turn I was reminded of the calling to serve. At every step along the way, I have questioned whether I am equipped and whether I am ready, and every step of the way, I have found or learned what I needed to be successful.  In spiritual terms, God doesn’t call the equipped, He equips the called. I will do my best to serve and represent you well.

    I am thankful to call you all my peers - the most dedicated professionals who keep this great Commonwealth running even in the midst of times like these, and I want to thank a few key people who have helped me stretch beyond my comfort zone:

    • Valeria Chambers, MMC (retired), the woman who hired me as her Deputy Clerk in 2012, and set a great example of being an active VMCA member;
    • Sue DeMasi, CMC, of Danville, who was my right hand in Region V, a great encourager, and who now serves as Region V Director;
    • Renee Culbertson, MMC, of Fauquier County, who inspired me to step into the role of Region Director; and
    • Travis Morris, CMC, who has traveled the path with me since our first Annual Conference in Winchester, VA in 2013.

    Second, I want to thank all who have stepped into roles for our organization this year – the Executive Board, Committee Chairs, Region Directors, and committee members. It takes us all to have a successful year.  Right now, the Education Committee is working with our VCU Institute Director to plan the Annual Institute and Academy in a virtual format as so many localities facing economic uncertainty due to the COVID-19 pandemic have set restrictions for travel and training this year. The Executive Board agreed that this approach would serve the best interest of our membership and others who normally join, and possibly afford more clerks to participate.  We look forward to hosting the IIMC Region II Conference in January 2021 as well, so stay tuned for more information.

    Last, but certainly not least, I must address the current climate in our nation.  Yes, I have been personally affected by witnessing the intentional asphyxiation of Mr. George Floyd, and by the many heinous acts that have been brought to the forefront related to race relations.  As a black woman, a mother of a black son and daughter, wife of a black man, sister to black brothers, and family of law enforcement officers, I feel it deeply and it has been difficult to slow my thoughts.  Yet, we must keep moving forward.  I am sure that many of you are seeing demonstrations whether peaceful or otherwise in your localities or nearby, and possibly have an inbox full of requests and demands for government action.  As municipal clerks, we understand the neutrality of our positions; however, we also have the ability to influence our environments with our words and our actions.  We can make a positive difference in how we treat citizens, our neighbors, and our fellow employees; by being intolerant of unethical and discriminatory behavior; and by being intentional with inclusivity and hiring practices.  I have felt the warm embrace of clerks from all walks of life, and I will work with you to improve any areas that may be lacking.  Thank you all for being a beacon of hope.  

    We are humans dealing with an epic crisis within a pandemic. I am looking forward to the day when we can again meet face to face for some meaningful conversations and networking.  In the meantime, I hope that we can allow others a little grace and take a deep inward look to examine ways that we can each do our part to make this new reality a better one than before.

    Yours in service,

    Kyna Thomas

     

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    Message from the 1st Vice President

    We’re all in this together!  This is what I have been saying to myself since March as I am sure many of you have probably said the same.  These have been challenging times for us all and for some, more difficult than others.  For some of you, you have been juggling work while taking on the role of teacher, caregiver to parents and/or relatives who have been afraid to go out.  We continue to be faced with closures, teleworking, furlough, modified meetings; all of which add to the stress we are already experiencing.  We are all struggling with our own circumstances; however, one thing still remains the same – WE ARE MUNICIPAL CLERKS and we are in this together and will come out stronger together. 

    I trust everyone has received notification from VCU regarding the open registration for the upcoming Virtual Athenian Dialogues starting this month and continuing each month through October.  A special thanks to Libby Hume for getting this started and for her efforts to coordinate these virtual dialogues.  Please take advantage of this opportunity to earn certification points.

    In closing, although our normal routines have been nothing but normal over the past few months, let us reflect on the positives like spending more time with our family at the dinner table, being more engaged with our parents, or maybe even picking up a new hobby.  We still have uncertain times facing our localities in the upcoming months; however, we have to remain positive, diligent, and always ready to overcome a challenge….WE ARE MUNICIPAL CLERKS!!!

    Pam Wallace, CMC
    VMCA 1st Vice President
    City of Colonial Heights

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    Message from the 2nd Vice President

    Happy summer everyone!

    2020 has been a very different year with lots of new challenges for us all.  As we get to the business of the “new normal,” I hope you and your families have all faired well through the COVID-19 pandemic.  I know many of you have been working from home, at least part of the time, and we’ve had to think outside the box and come up with new ways of doing our daily business and especially coming up with creative ways to hold our Council or Board meetings while maintaining compliance with all the state requirements.

    I want to thank Kim Ellis and her group of clerks for working so diligently to plan the 43rd Annual VMCA Conference in Culpeper which was supposed to have been held in April.  Unfortunately, due to the pandemic and to ensure the safety of our membership and all others involved, the Executive Committee made the very difficult decision to cancel this year’s conference.  Fortunately, the IIMC worked with a number of institute directors, including our own Jennifer Sisane from Virginia Commonwealth University, to offer weekly virtual sessions for clerks working toward their certifications for both the CMC and MMC.  From what I’ve heard through the grapevine, the sessions have been very popular!

    IIMC has also approved virtual Athenian Leadership Society Dialogues until January 2021 and Jennifer Sisane has planned to offer eight Dialogues through the fall.  I hope you have the opportunity to register for at least one of them.  You will earn three CMC or MMC points with the completion of the required learning assessments.  If you’ve never participated in an Athenian Leadership Dialogue, I strongly urge you to give it a try!

    Many localities have had to trim their budgets, and it seems that education is typically one of the first items to be reduced.  The Executive and Education Committees are working with Jennifer Sisane to bring this year’s Institute and Academy to you virtually.  The cost will be less since there will be no travel or lodging expenses so I’m hopeful that the majority of you will be able to participate.

    We are working on our Fiscal Year July 1, 2020 – June 30, 2021 VMCA membership drive and I want to thank all of you who have already completed your membership renewals.  This year, we also reached out to former members and localities to bring them back to the VMCA “family.”  As of July 1, 2020, 60 of you have already paid your membership fees!  I know many localities in Virginia have to wait until after July 1 to issue payments for the new fiscal year, so I’m sure we’ll be getting many more renewals and new members in the near future!  We ended the 2019-2020 year with 173 members, and we are hopeful that we will be able to increase this number for 2020-2021.

    In closing, I wanted to take a moment to thank you all for the opportunity to serve you as VMCA 2nd Vice President.  Be safe and enjoy your summer 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
    Stephanie Wray, CMC
    Clerk to the Board         
    County of Dinwiddie    
    14010 Boydton Plank Road
    PO Drawer 70    
    Dinwiddie, VA 23841  
    Phone (804)469-4500 ext. 2103 Fax (804)469-4503     
    Email: [email protected]  

    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:

    Jennifer Daniel - CMC - Town Clerk - Town of Blackstone
    Diana Hays - CMC - Town Clerk - Town of Purcellville
    Ann Phillips - CMC - Deputy Clerk to Board of Supervisors - County of Frederick
    Alicia Roland - CMC - Executive Assistant/PIO - County of Washington
    Cheryl Santos - CMC - Deputy City Clerk - City of Manassas
    Tonya Lacey - MMC - Clerk - City of Fredericksburg

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    Welcome New Members

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

    Region III

    • Tiffany Kemp – County of Clarke

     
    Region VI

    • Grace Tamblyn – County of Albemarle
    • Maxicelia Robinson – City of Charlottesville
    • Valencia Porter – County of Fluvanna
    • Lisa Yates – Town of Mineral


    Region VII

    • Jessica Sizemore – Town of Herndon
    • Choi Keok “CK” Chan – Fauquier County Water & Sanitation Authority (affiliate member)
    • Katy Nicholson – Town of Occoquan
    • Rachael Brinson – Town of Remington


    Region VIII

    • Heather Oliver – Town of Colonial Beach


    Region IX

    • Camisha Brown – City of Hopewell


    Region X

    • Carol “Lori” Nardozzsi – City of Newport News
    • Ashley Hill – City of Portsmouth

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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:

    Annual Virginia Municipal Clerks Association (VMCA) Institutes and Academy  

    This year, the Virginia Municipal Clerks Association (VMCA) and Virginia Commonwealth University (VCU) are pleased to announce our first virtual Institutes and Academy in the program’s 44-year history.

    Registration coming soon! Join us virtually live-online for interactive sessions conducted on the Zoom platform. For more information, go to https://ocpe.vcu.edu/vmca/ 

    Athenian Leadership Society Dialogues

    In collaboration with the IIMC, this Athenian Leadership Society Dialogue series is offered by the VMCA Institutes and Academy and hosted by VCU.

    Registration opens on July 1 for VMCA members and on July 7 for non-members. For more information, go to https://ocpe.vcu.edu/vmca/athenian.html

    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.
    • FEMA Courses – IIMC has approved non-interactive webinar programs through FEMA.  These webinars are available at no cost.  Be sure to use the list of approved courses and the guidelines on whether they would be eligible for CMC or MMC points.
    • 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 more opportunities, check the IIMC website at the following link:  https://www.iimc.com/131/Online-Learning-Opportunities

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    IIMC Institute/Academy Scholarship Form

    VIRGINIA MUNICIPAL CLERKS ASSOCIATION SCHOLARSHIP APPLICATION 

    Below is the VMCA Scholarship Application for the IIMC Institute/Academy for the year 2020. For a formal application, please contact:

    Wendy J. Chewning, MMC
    Town Clerk
    Town of Orange
    Phone (540) 672-5005
    Email: [email protected]

     I, ________________________________________, hereby make application for grants-in-aid from the Virginia Municipal Clerks Association for the IIMC Institute/Academy for the year 2020.  Applications must be in by the July 10th deadline.

    1. Name:                                                                                                  
    2. Title:                                                                                                    
    3. Employer:                                                                                           
    4. Business mailing address:                                                               
    5. Telephone:                                                                                           
    6. Email:                                                                                                   
    7. Membership in IIMC is mandatory for certification. Are you a member in good standing of:
      • Virginia Municipal Clerks Association (VMCA)?                       
      • International Institute of Municipal Clerks (IIMC)?                 
    8. Number of years in VMCA and IIMC                                             
    9. Number of years you have served as a Municipal Clerk, Deputy Clerk, or equivalent?                                                                              
    10. Jurisdiction population?                                                                       
    11. Are you a full-time Clerk or Deputy?                                                 
    12. Have you received scholarships to VMCA or IIMC functions in the past?                       
    13. If your answer is “yes”, please attach a list of the type of scholarships, years in which they were received, whether or not the scholarships were used by you, and the source of the scholarships.
    14. Explain briefly your reason for wishing to attend the Institute or Academy and why you want to become a Certified Municipal Clerk or to receive your Academy designation.
    15. Have you completed any of the phases of the Institute or Academy programs?
      • If yes, which phase(s)?                                          
    16. Have you applied to your local government for funds to attend the VMCA Annual Conference, Institute and/or Academy? If so, what is the amount your locality has agreed to provide?  $                                                                          
    17. Have you applied to your government for funds for other education, conferences, meetings, etc.? If so, how much has been approved?                    
    18. If you are awarded a partial scholarship, will your employer pay the balance needed?                                                                      
    19. How do you intend to fund future VMCA or IIMC Annual Conferences, Institutes or Academies?                                                                                            

    Include and attach, as part of this application, written evidence from your Mayor, Manager, Administrator, Council/Commission or Board that, in the event the grant is awarded, you will be given time to attend the Institute/Academy.

    The scholarship is non-transferable.

    I DO HEREBY ATTEST THAT THE INFORMATION SUBMITTED IN AND WITH THIS APPLICATION IS TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE.

     

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    IIMC Region II Annual Conference Summary

    The IIMC Region II Annual Conference was held at the Resorts Casino in Atlantic City, NJ from January 28 through January 31, 2020.  There were a total of 97 registrants from Delaware, Maryland, New Jersey, Pennsylvania, and Virginia.  The West Virginia clerks weren’t able to attend due to a conflict with their state association conference.  Those representing the VMCA were  Claudette Borgersen, Roxanne Casto, Robin Craig, Dawn Hobgood, Libby Hume, Olivia Lawrence, Kaylyn McCluster, Kyna Thomas, Travis Morris.

    The conference kicked off with an Athenian Leadership Dialogue facilitated by Anne Uecker, MMC, City Clerk/Treasurer from the City of St. Francis, WI.  Although the book, Empires of Light, was a difficult read, Ms. Uecker facilitated a great Dialogue.  If you ever have a chance to attend one of her Dialogues, I highly recommend it!  I believe she’s doing a Dialogue for the Maryland Municipal Clerks Association on Sunday, June 28, in Ocean City, MD.

    In total, we had three and a half full days of interesting sessions focusing on personal and professional growth, leadership, ethics and safety – both physical and cyber security.

    The Region II Meeting was held on Friday, January 31.  The main topic of discussion was the state rotation proposal for the Region II director positions.  The idea of a rotation was proposed several years ago to allow clerks from each state the opportunity to serve as Region II director.  IIMC allows a clerk who completes an unexpired term of another clerk who could not continue as region director, the opportunity to run for another three-year term.  We have had much discussion regarding this issue for the last several years, but an agreement was reached that the Region II director rotation would be based on the state not the clerk.  Each state would have a representative(s) serve as region director for a three-year term.  Terri Hudson, from Delaware is currently serving as one of the Region II Directors for a term from May 2019 through 2022.  Diane Pflugfelder, from New Jersey, is currently completing the unexpired term of Heidi Brunt, also from New Jersey.  Diane will also be serving as the clerk representing New Jersey from May 2020 through 2023.  The rotation would continue as follows:

    • Virginia – May 2022 through 2025
    • West Virginia – May 2023 through 2026
    • Maryland – May 2025 through 2028
    • Pennsylvania – May 2026 through 2029


    If you haven’t had the opportunity to attend a Region II Conference, I highly recommend it.  It’s a great opportunity to meet and network with clerks from other states in our region.

    The 2021 Region II Conference is scheduled to be in Virginia.  The VMCA Executive Board will be meeting to discuss possible locations.  Once a location has been determined, we will be reaching out to the entire VMCA membership for assistance in organizing the event.  We hope you will be able to assist us in welcoming the clerks from our Region to Virginia!  January 2021 will be here before we know it!

    Libby Hume, MMC
    Town Clerk
    Town of Cape Charles

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