FOR THE RECORD A VMCA Publication

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1 FOR THE RECORD A VMCA Publication Winter Issue February 2018 Published 3 times each year February, June, and October President s Message Kari Van Diest City of Winchester VMCA President s Message Wow, the VMCA year is almost over and the IIMC Annual Conference in Norfolk is getting closer and closer! Allan Bull and the conference committee are very busy tying up all of the loose ends and things are coming together as planned. However, there is still a lot of work to do. Allan sent out an a few weeks ago asking each Region to donate items to go into the conference bags that will be given to approximately 1,000 attendees this year. You can also take a collection from the Clerks in your region and the committee will purchase items to include in the bags. On top of the items for the conference bags, each Region is being asked to donate a basket for the Silent Auction as a way to showcase something special about each part of Virginia. Linking Virginia Together Submit items to: Kimberly Strawser, CMC, CZA Deputy Town Clerk, k.strawser@townoforangeva.org Ph(540) Fax (540) Warren Street Orange, VA Page 1 FOR THE RECORD

2 President s Message The committee will soon be organizing the schedule for volunteers. More information will be coming about the various opportunities and the times available. Although VMCA voted to combine this year s annual conference with the IIMC Conference, there is still business to conduct to move VMCA forward into the next year. The 41 st Annual Business Meeting and Social will be held at the Norfolk Waterside Marriot on Saturday, May 19, 2018, from 3:30 p.m. to 5:00 p.m. I hope all of you will be able to attend! I was excited to see a good representation of Virginia Clerks at the IIMC Region II Conference hosted by the Maryland Municipal Clerks Association in Gaithersburg, Maryland last month. The classes were engaging and there were many opportunities for networking with the Clerks from Maryland, New Jersey, West Virginia, Pennsylvania, and even Ohio! During the business meeting, Heidi Blunt, Region II Director, announced there will be a Region II Dinner held during the IIMC Conference this year. She will be sending out more information with the date, time, and location soon. It is that time of year that the Nominating Committee will be looking for volunteers to serve on committees or as Regional Directors. This is a great way to gain extra experience points if you are working towards your CMC or MMC. Please contact Amy Keller at akeller@strasburgva,com for more information. I want to thank each and every one of you for volunteering your time and talents to VMCA. You are what make this organization great! As always, if you have any ideas or concerns that will help in improving VMCA, please do not hesitate to reach out to a member of the Executive Board. If there is anything I can assist you with, feel free to contact me at or kari.vandiest@winchesterva.gov.

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4 Virginia Municipal Clerks Association Executive Committee PRESIDENT SECRETARY Kari J. Van Diest, MMC Jennifer Berry, CMC Deputy City Clerk Town Clerk City of Winchester Town of Front Royal 15 North Cameron Street P.O. Box 1560 Winchester, Virginia Front Royal, Virginia Phone (540) Fax (540) Phone (540) Fax (540) FIRST VICE-PRESIDENT HISTORIAN R. Allan Bull, MMC Ann Phillips Deputy City Clerk Town Clerk City of Norfolk Town of Berryville 810 Union Street, Room Chalmers Court, Suite A Norfolk, Virginia Berryville, Virginia Phone (757) Fax (757) Phone (540) allan.bull@norfolk.gov townclerk@berryvilleva.gov SECOND VICE-PRESIDENT PARLIAMENTARIAN Travis O. Morris, CMC Andrea Madden, CMC Senior Deputy Clerk City Clerk Albemarle County Board of Supervisors City of Manassas 401 McIntire Road 9027 Center Street, Room 101 Charlottesville, Virginia Manassas, Virginia Phone (434) ext Phone (703) Fax (703) tmorris2@albemarle.org amadden@ci.manassas.va.us TREASURER Elizabeth Libby Hume, MMC Town Clerk Town of Cape Charles 2 Plum Street 306 Cedar Road, 6th Floor Cape Charles, Virginia Chesapeake, Virginia IMMEDIATE PAST PRESIDENT Sandy Madison, MMC City Clerk City of Chesapeake Phone (757) Fax (757) Phone (757) Fax ( clerk@capecharles.org smadison@cityofchesapeake.net

5 Committee Chairs AUDIT COMMITTEE Jerri-Ann Tomlin Legal Assistant/Deputy City Clerk City of Colonial Heights P.O. Box 3401 P.O. Box 351 Colonial Heights, Virginia Strasburg, Virginia NOMINATING COMMITTEE Amy Keller, CMC Town Clerk/Administrative Assistant Town of Strasburg Phone (804) Phone (540) Fax (540) BUDGET COMMITTEE Pamela L. Foshee, MMC Deputy City Clerk City of Newport News 2400 Washington Avenue, 9th Floor 900 E. Broad Street, Suite 200 Newport News, Virginia Richmond, Virginia EDUCATION AND PROFESSIONAL DEVELOPMENT CO-CHAIR Pamela Nichols, Assistant City Clerk City of Richmond Phone (757) Fax (757) Phone (804) Fax (804) EDUCATION AND PROFESSIONAL BYLAWS COMMITTEE DEVELOPMENT CO-CHAIR Melanie J. Clark, Town Clerk Pamela B. Wallace, CMC, City Clerk Town of Vienna City of Colonial Heights 127 S. Center Street 201 James Avenue/P.O. Box 3401 Vienna, VA Colonial Heights, Virginia Phone (703) Fax (703) Phone (804) SCHOLARSHIP COMMITTEE Wendy J. Chewning, MMC, Town Clerk Town of Orange 119 Belleview Avenue 503 West Main Street, Suite 210 Orange, Virginia Waynesboro, Virginia CLERK OF THE YEAR COMMITTEE Julie Bortle, CMC, City Clerk City of Waynesboro Phone (540) Fax (540) Phone (540) Fax (540) WEBSITE DEVELOPMENT Co-Webmaster Aurelia P. Trusty, CMC, Deputy City Clerk City of Norfolk 810 Union Street, Room Warren Street Norfolk, Virginia Orange, Virginia NEWSLETTER Kimberly Strawser, CMC, CZA, Deputy Town Clerk Town of Orange Phone (757) Fax (757) Phone (540) Fax (540) WEBSITE DEVELOPMENT Co-Webmaster Travis O. Morris, CMC, Senior Deputy Clerk County of Albemarle 401 McIntire Road Charlottesville, Virginia Phone (434) ext

6 Region Directors REGION I REGION VI Judy C. Hall, CMC Claudette Borgersen Clerk/Treasurer Clerk - County of Albemarle Town of Big Stone Gap 401 McIntire Road 505 East Fifth Street South Charlottesville, Virginia Big Stone Gap, Virginia Phone: (434) Fax (434) Phone (276) ext. 101Fax (276) cborgersen@albemarle.org jhall@bigstonegap.org REGION II REGION VII Cindy Stanley, CMC Kimberly McGaha Town Clerk Town Clerk - Town of Round Hill P. O. Box 1005 P.O. Box 36 Marion, Virginia Round Hill, Virginia Phone: (276) Fax: (276) Phone:(540) Fax (540) cstanley@marionva.org kmcgaha@roundhillva.org REGION III Amy Keller, CMC Town Clerk/Administrative Assistant Town of Strasburg P.O. Box 351 Strasburg, Virginia Phone (540) Fax (540) amy@strasburgva.gov REGION VIII VACANT REGION IV REGION IX Cecelia Susie McCoy Pamela B. Wallace, CMC Deputy City Clerk City Clerk 215 Church Avenue SW, Suite James Avenue Roanoke, Virginia Colonial Heights, Virginia Phone: (540) Fax: (540) Phone: (804) susie.mccoy@roaknokeva.gov wallacep@colonialheightsva.gov REGION V REGION X Susan DeMasi, CMC Zina F. Middleton, CMC City Clerk Deputy City Clerk 427 Patton Street, Room Washington Avenue, 9th Floor Danville, Virginia Newport News, Virginia Phone: (434) Fax: (434) Phone: (757) Fax (757) sdemasi@ci.danville.va.us zmiddleton@nngov.com

7 2018 Virginia Municipal Clerk of the Year Nomination The VMCA Clerk of the Year Committee is accepting nominations for the 2018 Clerk of the Year award, an annual award presented to an outstanding Virginia Clerk or Deputy Clerk at the IIMC Annual Conference in Norfolk in May!!! Nominations for this prestigious award should be submitted by mail or no later than March 16, You have the option to complete the on-line nomination form, the form, or mail/fax the printed form to: Julie Bortle, CMC, Clerk of Council Chair, VMCA Clerk of the Committee 503 West Main Street, Suite 208 Waynesboro, VA For more detailed information visit the VMCA website 2018 Virginia Municipal Clerk of the Year Award Nominees who received the award during the past five years are not eligible.

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9 41st VMCA Annual Conference The VMCA will not hold a 2018 Annual Conference due to the IIMC International Conference being held in Norfolk, Virginia in May. However, VMCA will hold its Annual Business meeting prior to the IIMC International Conference. The meeting will be held on Saturday, May 19, 2018, from 3:30 p.m. to 5:00 p.m., at the Norfolk Waterside Marriott.

10 The following Clerks earned their prestigious designations from IIMC!! All their hard work paid off! Stephanie B. Wray, CMC County of Dinwiddie Anita G. Catron, CMC Town of Marion Pamela Nichols, CMC City of Richmond LeeAnn Henderson Green, MMC Prince William County

11 Ahoy Mateys...it'll be all hands on deck for the 72nd Annual Conference Norfolk, Virginia Sunday, May 20 thru Wednesday May 23, Conference Preliminary Program Now Available

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14 Check out the VMCA Blog for questions from other Clerks in the organization. Municipal Clerks! REMEMBER: Send ANY information announcements from your region, pictures, any news you would like to share to Kim Strawser at

15 REGION NEWS REGION IV Stephanie M. Moon Reynolds, MMC, City Clerk, City of Roanoke, was honored on January 17, 2018 at a recognition breakfast for 40 years of service with the City. Stephanie has held every position in the City Clerk s Office; and has been the City Clerk of the City of Roanoke since September The Region IV Clerks have begun planning for the 2019 VMCA Annual Conference which will be held April 17-19, We are excited and look forward to hosting next year s Conference. Additional information will be forthcoming.

16 REGION NEWS REGION IV (cont.) On November 14, Region IV Clerks held its Quarterly Clerks Luncheon at 419 West Restaurant in Roanoke County. The ladies took the opportunity to get acquainted and to have preliminary discussions about the Annual VMCA Conference scheduled to be held in Roanoke in April The next meeting will be held in Blacksburg hosted by Donna Boone-Caldwell on December 6 at the Inn at Virginia Tech. Congratulations to Rebecca Dillion (top row right end) who was appointed Clerk of the Town of Rocky Mount; Judy Hough (seated second from the left) who was appointed Deputy City Clerk of the City of Salem; and Madeline Sefcik (seated second from the right), hired as a Deputy Clerk of Roanoke County.

17 REGION NEWS REGION X Amanda Barnes was appointed as the City Clerk by the Virginia Beach City Council on January 9, Amanda has worked in the City Clerk s Office for the past ten years and earned her MMC designation in She served on the VMCA Education Committee and as the Chair for the Clerk of the Year Committee. Virginia Beach City Clerk, Amanda Barnes & Deputies Sarah Jenkins, Jennifer Grundler & Terri Chelius recently enjoyed celebrating retiring Deputy Sandi Thompson s retirement. Sandy retired January 31st after 16 years of service to Virginia Beach. Prior to that she served the City of Norfolk as a Deputy city Clerk for 30 years. She is a past VMCA President and 2011 Clerk of the Year. She has no specific retirement plans, but hopes to have a lot of fun with family, friends & travel.

18 49th Annual Municipal Clerks Week Check out the IIMC page for more information!

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20 Town of Orange 235 Warren Street Orange, Virginia VMCA HAS A WEB PRESENCE VMCA Blog VMCA Flickr Page Links: International Institute for Municipal Clerks Library of Virginia Virginia Association of Counties Virginia Association of Government Archives & Records Administrators Virginia Municipal League 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.