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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