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: wall[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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