Fall 2019 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

    Dear Fellow Clerk’s

    I must start by thanking the Scholarship Committee, Education Committee, Region Directors, Newsletter, Website Committee, Treasurer, and the First Vice-President for your dedication to VMCA.   

    Over the past four months VMCA has launched a new website, obtained the capabilities to accept electronic payments, participated in a VML panel voicing the Clerk’s perspective to elected officials, and have put together a fabulous Institute and Academy that garnered record-breaking attendance.  I am grateful and thank you for everything you have done.

    I want to also thank you all for your patience during the initial stages of the website launch, and your understanding as our team navigates through this new way of doing things.  Overall, much has been accomplished and there is much more to do and, with our dedicated members, we will continue to shine. 

    I hope to see you at the IIMC Region II Conference in Atlantic City, NJ, January 28 – January January 31, 2020.  If you cannot make it, I expect to see everyone at the 43rd Annual VMCA Conference in Culpeper.  Kim Ellis and Region VII are preparing to host a conference that we all enjoy and talk about for years to come; details will be published soon.

    Lastly, I want to thank Stephanie Moon Reynolds for being a representing VMCA at the VML’s Mayors Institute.  You have always been a visible, vocal advocate for the Association and its Clerks.  Thank you for your service to VMCA and for the charms of wisdom that you drop casually here and there.  Congratulations on your retirement!

    Thank you all for allowing me to serve as your President.

    Be safe, and enjoy the holiday season! 

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    Message from the 1st Vice President

    Wow! What a year 2019 has been. On the heels of a fantastic VMCA Institute and Academy, I want to say congratulations for setting record attendance this year.  Your commitment to continuing education strengthens not only your knowledge and skill set, but also your value to your community, and it strengthens the Virginia Municipal Clerks Association. Thank you!  Let’s do it again in April for the 43rd Annual VMCA Conference and Meeting, which will be hosted by Region VII clerks in Culpeper, Virginia. I look forward to celebrating all of our latest CMC and MMC recipients, as well as our next Clerk of the Year. 

    As 1st Vice President, I have had the opportunity to work with the Website Committee, and I hope that you are enjoying the new and improved VMCA website.  Besides our people, the website is one of the greatest resources for our association, and we will continuously work to make it the best tool possible.  I have also worked with the Education Committee in preparation for the VMCA Institute and Academy.  This year’s workshops were outstanding, so kudos to the committee and to our partners at Virginia Commonwealth University.

    Part of the 1st Vice President role is to act in place of the President when needed, so when our VMCA President Travis Morris called, I answered.  The Virginia Municipal League Mayors Institute wanted to add to its curriculum a session about the clerk role, so I along with Stephanie Moon Reynolds, Roanoke City Clerk, spoke with Virginia mayors on your behalf, and we felt like the session was well-received.  We were even able to answer one-on-one questions after the session, so the attendees were very engaged.

    As we enter the season especially focused on giving thanks, I want to share a few words of appreciation.
    Thank You for striving for everyday excellence in what you do.
    Thank You for setting great examples of professionalism in the workplace.
    Thank You for sharing your experiences to help each other grow.
    Thank You for stepping up for VMCA.
    Thank You for fostering a safe place for leaders to grow in our organization.
    And Thank You for allowing me to be of service to you.

    Enjoy time with your families this season and I look forward to seeing you soon.

    ~Kyna Thomas, CMC
    VMCA 1st Vice President
    City of Charlottesville

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    Message from the 2nd Vice President

    Happy Fall Ya’ll! 


    I trust everyone is back to work and putting to use all the things learned at the Institute and Academy.  It was so good to everyone and if you noticed, we had several new members.  This was a record year with 79 attendees and 17 of that number were first-time clerks. 

    Our membership continues to grow each year thanks to everyone’s efforts and becoming a member and renewing your membership has become even easier with the online application and renewal process.  A special thanks to those who have been instrumental in updating the VMCA website.  I know they are still focusing on working out some of the “kinks”; however, I feel it is much more user friendly and informative.

    I’m looking forward to seeing some of you at the IIMC Region II Conference in Atlantic City in January 28-31, 2020.  You still have time to register if you have not done so.  It looks like a great conference beginning with an Athenian Dialogue and several useful sessions during the week.

    Lastly, don’t forget your Institute and Academy Assessments which are due on November 12.

    Make it a great day!

    Pam Wallace, CMC

    City of  Colonial Heights

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    Executive Committee

    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]

    First Vice 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]

    Second 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]  

    Treasurer
    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]

    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 (757) 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
    Allan Bull, MMC
    City Clerk
    City of Norfolk
    810 Union Street, Room 1006
    Norfolk, VA 23510
    Phone (757)664-4253 Fax (757)664-4290
    Email: [email protected]

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    Committee Chairs

    2019-2020 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       
    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]  

    Bylaws Committee
    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]

    Clerk of the Year Committee, Co-Chair
    Julia Bortle, MMC
    Clerk of Council
    City of Waynesboro
    503 W Main Street, Suite 208
    Waynesboro, VA 22980
    Phone (540)942-6669
    Email: [email protected]

    Clerk of the Year Committee, Co-Chair 
    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
    Patricia Cronin, CMC
    Deputy Clerk  
    County of Gloucester   
    201 James Avenue
    P.O. Box 329   
    Gloucester, VA 23061       
    Phone (804)693-4042 Fax (804)693-6004   
    Email: [email protected]

    Education & Professional Development Committee, Co-Chair
    Pamela Wallace, CMC
    City Clerk
    City of Colonial Heights
    201 James Avenue
    P.O. Box 3401
    Colonial Heights, VA 23834
    Phone (804)520-9360 Fax (804)524-8734
    Email: [email protected]

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

    Newsletter, 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]

    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, Co-Chair  
    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]

    Scholarship Committee, Co-Chair  
    Tanya Harding, CMC
    Deputy Clerk
    County of Henrico
    PO Box 90775
    Henrico, VA 23273
    Phone (804)501-4208 Fax (804)501-5361
    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

    2019-2020 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
    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
    Pamela Wallace, CMC
    City Clerk
    City of Colonial Heights
    201 James Avenue
    Colonial Heights, VA 23834
    Phone (804)520-9360
    Email: [email protected]

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

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    CMC and MMC

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

    • Eileen Boeing – CMC – Clerk of Council – Town of Leesburg

    • Melanie Clark – MMC – Town Clerk – Town of Vienna

    • Aimee Mann – CMC – Deputy Clerk - Spotsylvania County

    • Monica Mayfield - CMC – Deputy City Clerk – City of Portsmouth

    • Cecelia “Susie” McCoy – CMC – Deputy City Clerk – City of Roanoke

    • Beatrice Webber – CMC – Executive Secretary – Augusta County

    • Tonya Lacey – CMC – Clerk of Council – City of Fredericksburg

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    Welcome New Members

    A heartfelt WELCOME to all the Virginia Municipal Clerks Association new members. Please welcome the following:

    Region III:
    -        Christa Hall, Deputy Clerk/Administrative Assistant – Town of Dayton
    -        Debbie Stover, Town Clerk – Town of Mount Jackson

    Region IV:
    -        Brandy Whitten – Administrative Assistant – County of Rockbridge

    Region V:
    -        Tonya M. Duffer, Clerk of Council – Town of Chase City

    Region VI:
    -        Caitlyn Solis, Clerk to the Board – County of Fluvanna
    -        Carolyn Shaffer, Clerk to Planning Commission & Boards – County of Albemarle
    -        Jacqueline Frye, Deputy Clerk of the Board – County of Madison
    -        Grace Mawyer, Administrative Asst/Deputy Clerk – County of Nelson

    Region VII:
    -        Melissa Shinaberry, Deputy City Clerk – City of Fairfax
    -        Amy Larrick, Assistant Deputy Clerk – County of Loudoun
    -        Emily Hayes, Assistant Deputy Clerk  – County of Loudoun
    -        Margaret Duker, Executive Asst/Board Clerk – Northern Virginia Transportation Authority
    -        Julia Holmes, Asst Deputy Clerk to BOS – County of Stafford
    -        Erika Orellana, Clerk to the Board of Zoning Appeals – Town of Herndon
    -        Kim Henry, Town Clerk, Treasurer – Town of Remington
    -        Jill Cooper, Clerk for the Board of Supervisors – County of Fairfax
    -        Angela Schauweker – Management Analyst III – County of Fairfax
    -        Keisha Strand – Deputy Clerk – County of Fairfax
    -        Teresa Wang – Senior Deputy Clerk – County of Fairfax

    Region VIII:
    -        April Rounds, Deputy Clerk – County of Essex

    Region IX
    -        Jamie Isley, Assistant City Clerk – City of Richmond
    -        Richard Warren, Jr., Deputy City Clerk – City of Richmond
    -        Laura Greaves-Smith - Administrative Support Specialist II – County of Prince George

    Region X:
    -        Lora Graham, Deputy City Clerk II – City of Newport News
    -        Jean Hopkins, Deputy City Clerk/Secretary – City of Norfolk
    -        Tiffany Moore-Buffaloe, Clerk of the Board, School Board – Newport News Public Schools
    -        Sandi Filicko – Executive Assistant, City Manager’s Office – City of Williamsburg

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    Save the Date



    IIMC Region II Conference:

    January 28, 2020 through January 31, 2020 
    Resorts Casino Hotel, Atlantic City, New Jersey 

    Click here for more information


    43rd Virginia Municipal Clerks Association Annual Conference:

    Let the Distance Bring Us Together” ~ Engaging minds ~ Empowering Success 

    Pre-Conference: April 15 (Athenian Dialogue & Network Reception at Mountain Run Winery)
    Regular sessions: April 16, 2020 to April 17, 2020
    Best Western, Culpepper, Virginia


     

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    Educational Opportunities

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

    IIMC’s Online Learning Opportunities page has quite a few offerings with varying costs.  Some of the offerings are listed below, but you can check their website at the following link to read more:  https://www.iimc.com/131/Online-Learning-Opportunities

    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. 

    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. 

    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

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    The 42nd annual Institutes/Academy - Virginia Beach - October 8 – October 12

    The 42nd annual Institutes/Academy was held at the Holiday Inn & Suites North Beach from October 8 – October 12.  We had a record number of 79 registrants for participation at some point during the week.  Our registrants came not only from Virginia, but from the surrounding states of West Virginia, Maryland and Pennsylvania!  Participants included 17 First-year clerks, 27 second & third-year clerks, and 35 Academy clerks.  

    The pre-Institutes/Academy Workshop was:  The Power of “Yes, And” – Improving Communication Through Improv Comedy.  This informative and engaging workshop got everyone out of their seats and kept us energized throughout the day.  There were 32 who attended.  In addition, a new online assessment through VCU’s Blackboard program was piloted for the attendees of this workshop.

    There was a robust offering of sessions for 72 clerks who attended each level of the Institutes and Academy throughout the remainder of the week to include fundamentals such as Clerks 101, Records Management, FOIA Essentials, COIA training, and parliamentary procedure.  With the addition of in depth general sessions on the Enneagram relationship framework, mindful leadership, conflict de-escalation and crucial conversations, it was truly an outstanding week!

    Last, but not least, for the first time, an Athenian Dialogue was offered on Saturday, October 12th, presented by IIMC’s Dr. Jane Long and our own VMCA Treasurer, Libby Hume.  There were 21 who attended. 

    Those who attended the Institutes/Academy have until November 12th to submit their learning logs and assessment memo to Jennifer Sisane at VCU. 

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    Volunteer Opportunities

    Have ideas on ways to improve the VMCA? Want to make a difference? Want to give back to the organization? If you answered yes to any of these questions, consider volunteering. New appointments to committees are made in the spring, but it’s never too early to get you name in for consideration.  

    If you are interested in serving (or continuing to serve) on a committee in the upcoming year, please contact Heather Schott, Nominating Committee, at 757-890-3326 or [email protected]


    Top 10 Awesome Benefits of Volunteering:

    1.         Reassess your strengths and weaknesses

    2.       Develop new skills

    3.       Learn something new

    4.      Broaden your horizons by interacting with new people & places

    5.       Improve or develop new interpersonal skills

    6.       Gain a natural sense of accomplishment through helping others and the organization

    7.       Achieve a new or strengthened sense of purpose

    8.      Increase your self-esteem and self-confidence

    9.       Develop a new support system through those you meet volunteering

    10.  Advance your career through new connections, work experience and skills 

     

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    Clerk of the Year

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    Region II News

    Clerks in Region II met on September 11th in Wytheville, Va.  They discussed hosting the VMCA Conference in 2022.  A letter requesting consideration was sent to President Morris on October 15th.  Discussion also included a membership drive for VMCA and IIMC.

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    Region V News

    The Administrative Assistant/Clerk of Council for the Town of Chase City, Cynthia G. Gordon, retired as of August 31st with 45 years of the service to the Town.  Her replacement is Tonya D. Duffer.

    Several members attended the Institute and Academy Conference in Va. Beach and are planning to attend the Region II IIMC Conference in New Jersey in January.

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    Region VII News

    Region VII met in Leesburg at the ION Center, and hosted by Eileen Boing, on September 27th.  They discussed the upcoming 2020 VMCA Annual Conference.  It was a productive meeting and the 2020 Conference planning is coming together nicely. 

    Region VII welcomes its newest member, Kimberly Bandy from the Town of Purcellville.

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    Region X News

    Region X has been on the move!  Clerks have met twice since the last newsletter.  The lunches have provided active networking with fellow Clerks within the region.  One of the lunches was hosted by the Clerks in Portsmouth and the second lunch was held at the conclusion of the Academy.

    Exciting Baby News: Jennifer Green, City of Hampton, had a baby boy on August 15th.  Baby Hardison Randolph weighed 7 pounds, 7 ounces, and was 19 inches long!

    Certification News: Region Clerks celebrated as Monika Mayfield achieved her CMC certification.  Congratulations Monika!

    As always, Region X looks to foster relationships while promoting lifelong friendships!

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