DAVIDSON COUNTY BOARD OF COMMISSIONERS Post Office Box 1067 Lexington, North Carolina (336)

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2 DAVIDSON COUNTY BOARD OF COMMISSIONERS Post Office Box 1067 Lexington, North Carolina (336) TODD YATES, CHAIRMAN STEVE JARVIS, VICE-CHAIRMAN LANCE BARRETT FRED D. MCCLURE LARRY W. POTTS STEVE SHELL DON W. TRUELL ROBERT C. HYATT COUNTY MANAGER August 17, 2015 Dear County Clerks, Deputy Clerks, Municipal Clerks and COG Administrative Assistants/Clerks: The date for our Piedmont Regional Academy is quickly drawing near and Davidson County is anxiously looking forward to hosting on Friday, October 9, 2015 at beautiful Weathervane Winery. The Planning Committee has put together a vibrant agenda, and we are sure to fit a little bit of fun in along the way! A block of rooms has been reserved at the Holiday Inn Express (At the Vineyard), for those who would like to come and stay in Lexington overnight. Rooms start at $ per night. The Group Code is RCB. The Holiday Inn Express is located at 351 Vineyard Crossing; phone is ; and, the cut-off date is September 8, The Holiday Inn Express is located adjacent to Childress Vineyard, and the Vineyard is hosting a Wine- Down Thursday evening (October 8 th ) from 5:00 to 8:00 with live music. We are planning a get-together at the Vineyard for this event; there will be food, soft drinks and wine available for purchase. Please let me know if would like to be included as we will have a section reserved for our group. We are also hopeful that the attendees will join us for a tour and tasting at Weathervane on Friday afternoon after we finish up. Enclosed is your registration packet, which includes a message from our president, agenda, registration form, hotel information and directions to the conference location. If you have any questions, please contact me at or debbie.harris@davidsoncountync.gov. We look forward to seeing you in Davidson County on October 9 th, or on the 8 th if you would like to join us for the evening. Sincerely, Debbie Harris Clerk to the Board

3 Piedmont Regional IIMC Academy Sponsored by the UNC School of Government In Cooperation with the North Carolina Association of County Clerks Friday, October 9, 2015 Davidson County Weathervane Winery 1452 Welcome-Arcadia Road, Lexington, NC :00 a.m. - 8:30 a.m. Registration and Continental Breakfast 8:30 a.m. - 8:45 a.m. Welcome and Introductions Debbie Harris, Davidson County Clerk Welcoming Remarks Todd Yates, Chairman, Davidson County Board of Commissioners Robert Hyatt, Davidson County Manager Paula G. Woodard, North Carolina Association of County Clerks 8:45 a.m. - 10:15 a.m Legislative Update for County Clerks Trey Allen, Assistant Professor of Public Law & Government, UNC School of Government 10:15 a.m. - 10:30 a.m. Break In the long session of 2015, the NC General Assembly passed a number of laws that could have a significant impact on counties. Trey Allen will highlight the new laws that county clerks need to be aware of. 10:30 a.m. - 12:00 p.m. Local Governments and the ADA s Public Accessibility Requirements M. Terry Hodges, Compliance Attorney, Office of General Counsel, North Carolina Department of Health and Human Services Clerks often face situations in which a member of the public asserts that he or she is entitled to some accommodation under the Americans with Disabilities Act, such as the presence of a sign language interpreter at a board of county commissioners meeting. This session will examine the extent to which the ADA applies to local governments and consider the responsibilities of local officials, such as clerks, to accommodate qualified individuals. In addition to reviewing what constitutes a reasonable accommodation, the session will explore the proper procedure for requesting such an accommodation and, if a request is denied, for an appeal. It will also address the question of who pays for reasonable accommodations.

4 12:00 p.m. - 1:00 p.m. Lunch on Site 1:00 p.m. - 2:00 p.m. Data Security in the Cyber World Robert Carruth, Risk Control Manager, NC Association of County Commissioners (NCACC) Charlie Eaton, Deputy Director, Risk Management Services, NCACC 2:00 p.m. 2:15 p.m. Break County clerks hold a special position of trust as guardians of a governing board s legal and administrative documentation. Securing this data has undergone a tremendous transformation in the last decade. Practices utilized in the past to secure sensitive data are no longer applicable, or are they? This session will examine the practices that should be followed to prevent sensitive or protected data from falling into the wrong hands and the steps to be taken if a data breach occurs. 2:15 p.m. 4:15 p.m. Text Messages, s & Other E-Records: What Must Be Kept and For How Long? Staff Member(s), Division of State Archives and Records, NC Department of Cultural Resources 4:15 p.m. Closing Remarks/Adjournment Local government officials and employees increasingly conduct official business using electronic devices. These virtual records are typically subject to records retention requirements promulgated by the North Carolina Department of Cultural Resources. This session will provide a detailed examination of the Department s retention requirements for electronic records. Note: Clerks attending all Academy sessions from 8:30 a.m. until 4:15 p.m. and successfully complete the required assessment will receive 3.0 CMC/MMC points and 6.0 NCCCC hours. No partial credit can be awarded.

5 NORTH CAROLINA ASSOCIATION OF COUNTY CLERKS PIEDMONT REGIONAL ACADEMY Sponsored by UNC School of Government in Cooperation with the North Carolina Association of County Clerks Weathervane Winery 1452 Welcome-Arcadia Road Lexington, NC October 9, 2015 REGISTRATION FORM Name: Title: County: Address: City/State/Zip: Telephone: Registration Fee: $55.00 Make check payable to: NC Association of County Clerks Please mail check and registration form to: Debbie Harris, Davidson County Clerk to the Board Post Office Box 1067 Lexington, NC Registration Deadline: October 2, 2015 Please note any special diet restrictions or needs:

6 351 Vineyard Crossing Lexington, NC HOLIDAY At the Vineyard Lexington, NC Regional Clerk to Board of Commissioners Training Dates of Stay: 10/08/ /09/2015 Group Code: RCB Standard Two Queen Beds $ Standard One King Bed $ Junior Suite with Sleeper Sofa $ Reservations must be made by: 9/08/15 Guaranteed Check in Time: 4PM Click Here to make Reservations All Guest Rooms and Suites Offer: Complimentary Wired and Wireless High Speed Internet Access Refrigerator, Microwave and Coffee Maker Hair Dryer, Iron and Full Size Ironing Board 32-Inch LCD Televisions with FREE HBO and Expanded Cable Package Hotel Features: Complimentary Hot Breakfast Bar Complimentary Fitness Center Complimentary Indoor Swimming Pool 100% Non-Smoking Facility Pet Free Hotel IHG Rewards Club

7 DRIVING DIRECTIONS From Winston-Salem/North: Take Hwy 52 South; take Exit 97 (NC-8) toward Welcome and drive approximately 2.6 miles; turn right onto Welcome-Arcadia Road; 1452 Welcome-Arcadia Road is approximately 1.3 miles on right. From Greensboro/Raleigh/East I-40 West; take Exit 193 (US-52/NC-8) toward Lexington and drive approximately 11 miles; take Exit 97 (NC-8), toward Welcome and drive approximately 2.6 miles; turn right onto Welcome-Arcadia Road; 1452 Welcome-Arcadia Road is approximately 1.3 miles on right. From Charlotte/South I-85 North; take Exit 87 (US-52 North) and drive approximately 9.2 miles; take Exit 92 (NC-8/Welcome) turn right off of exit onto NC-8 and drive approximately 2.8 miles; turn left onto Welcome-Arcadia Road; 1452 Welcome-Arcadia Road is approximately 1.3 miles on right. From Hickory/Asheville/West I-40 East to Exit 168 (US-64) toward Mocksville and drive approximately 18.3 miles; take US-52 North (ramp on left) toward Winston-Salem and drive approximately 3.5 miles; take Exit 92 (NC-8/Welcome) turn right off of exit onto NC-8 and drive approximately 2.8 miles; turn left onto Welcome-Arcadia Road; 1452 Welcome-Arcadia Road is approximately 1.3 miles on right.

8 NC ASSOCIATION OF COUNTY CLERKS PIEDMONT REGIONAL CLERK S ACADEMY Join us Thursday, October 8th 5pm 8 pm Childress Vineyards 1000 Childress Vineyard Road Lexington, NC for some fun, fellowship and live music! Wine, non-alcoholic beverages and food will be available for purchase.