CITY OF GREENVILLE, SOUTH CAROLINA Office of the City Clerk CAPSTONE PROJECT Organization and Promotion of Boards and Commissions IIMC CERTIFICATION MCTI Municipal Clerks and Treasurers Institute (MCTI) is a cooperative training program sponsored by MFOCTA, MASC, and the University of South Carolina s Institute of Public Service and Policy Research. The program consists of 120 hours completed over six session in a three year period. IIMC As of 2004, all state institutes such as MCTI are now required to have a testing component to ensure learning has occurred. The capstone project has been developed by MASC and USC staff as a requirement for those municipal clerks interested in pursuing their CMC designation. MCTI CAPSTONE TIME LINE EXAMPLE Fall 2008 MCTI Session First Timer s Orientation Spring2009 MCTI Session Fall 2009 MCTI Session Spring2010 MCTI Session April 2010 DeclarationForm for NationalCertificationSubmitted Capstone Project Proposal Submitted June 2010 Received Committee Feedback / Responded to Questions Fall 2010 MCTI Session February2011 CapstoneProjectSummarySubmitted March2011 MeetingwithCertificationCommitteeto discuss project Organization and Promotion of Boards and Commissions Goals To Accomplish 1. CONSOLIDATION OF RECORDS... To organize, consolidate, and update all Boards and Commissions information. 2. APPLICATION PROCESS... To create a process to assist in accessing and maintaining Boards and Commissions applications. 3. PROMOTIONAL TOOLS... To create and utilize promotional tools to encourage participation on Boards and Commissions. 1. QUICK REFERENCE TOOL... To create a document to provide a summary of generic information regarding each Board and Commission in an easy and accessible format. Spring2011 MCTI Session / PresentedCapstoneProject / Graduation 1. CONSOLIDATION - RESULTS Challenges... A. All necessary manual records are consolidated, duplicates discarded, and records located in the file drawer. FUTURE PLANS... Scan records in file drawer and discard manual records. A. A directory has been created on the computer for each board and commission with necessary documents stored in those directories. (i.e. by-laws, ordinances, resolutions, etc.) A. Data base has been created providing board and commission information, including history, appointments, composition, purpose, meeting information, establishment, code section references, etc. BEFORE AFTER Drawback Time. Success - Located an additional vote in Greenville Housing Futures. 1
Directory Individual Directories 2. APPLICATIONS Challenges... 1. Manual and computer applications accepted; both documents different. 1. Residency confirmed and post card mailed to applicant advising of receipt and appointment process. 1. Applications maintained for one year, then applicant contacted to determine whether to maintain for an additional year. 1. Applications maintained in a notebook and reviewed manually when filling a position. 2. APPLICATIONS Application 3/18/2011 1. Computer applications accepted and are directly emailed to City Clerk. 2. Residency confirmed and an email sent to applicant advising of receipt and process, saving postage and paper cost. 1. Applications maintained for two years, saving in staff time. 1. Applications saved from email into computer directory; applications reviewed by computer when filling a position, providing ease of review and saving on paper costs. 2
Email to Applicant Resume Photograph Application Directory Boards and Commissions Admin Tool Implemented June 2011 Applicants Boards and Commissions Admin Tool Implemented June 2011 A. Applications automatically saved into system. A. Resumes and Photographs automatically saved into system. A. Program provides for date of application received to assist in sending notices to applications over 2 years old. A. Response email automatically forwarded to applicant upon receipt of application. A. Program allows for search options; i.e. search for all applicants who have applied for a specific board. A. Columns provide for information to assist with identifying diversity. Drawback: Staff manually reviews city records to determine district of of applicant s residence. 3
Boards and Commissions Admin Tool 3. PROMOTION Website Challenges... Black and White Pamphlet Handbill Challenges... Slides on Television Channel 4
4. CHEAT SHEET Challenges... Needed a way to provide general information to public, staff, and Council members when asked. BC Cheat Sheet provides Name of board or commission and reference to city, county, state, or federal statutes establishing it Meeting dates, times and location Number of members and number of city appointees Number of years in a term Annual expiration dates for terms Residency requirements Reference to By-Laws (Ordinances/Resolutions) Name and contact information of city staff liaisons Name of Council representatives/liaisons http://www.youtube.com/watch?v=2mpw07c_x1c&feature=youtu.be Gained from the process... 1. Realized how much Council relies on the City Clerk to maintain and oversee the boards and commissions on their behalf. INTERNATIONAL INSTITUTE OF MUNICIPAL CLERKS CERTIFICATION 2. Importance of inviting and involving residents and businesses to participate in the the local government process through boards and commissions. 1. Boards and Commissions take more time than I ever imagined. 2. Gained great technical insight from fellow employees which allowed the process to become better than I ever imagined. 3. Boards and Commissions is a continual process in motion and if the process is to stay current, the project will never be completed. www.iimc.com 5
IIMC CERTIFICATION Certified Municipal Clerk IIMC MEMBERSHIP The primary goal of IIMC is to actively promote the continuing education and professional development of municipal clerks through extensive education programs, certification, publications, networking, annual conferences and research. IIMC also engages in municipal research administration, enhances critical professional skill development and fosters a spirit of mutual assistance and good fellowship among municipal clerks around the globe. Be a clerk or a deputy clerk or perform the duties as defined by IIMC Be an active m ember of IIMC for two years Affirm and practice the IIMC Code of Ethics Membership is required for certifications. Annual Membership Fees $175.00 Full Member 20,000 to 200,000 population Submit the Application for Admission along with the $50 non-refundable application fee (applicable towards the total $100 certificate only or $135 certificate and plaque fee) Complete and submit an IIMC Application for CMC designation with required supporting documentation and fee ($100 $50 admission fee previously paid = $50) $135.00 Full Member up to 20,000 population $ 75.00 Additional Full Member / Associate Member $ 25.00 Retired IIMC CERTIFICATION Certified Municipal Clerk IIMC CERTIFICATION Certified Municipal Clerk STEPS Perform the core duties of a municipal clerk by serving a Legislative Government Body (LGB) in an administrative capacity with management responsibilities, which would include four of the following: General Management Records Management Elections Meeting Administration Management of by-laws, Articles of Incorporation, ordinances or other legal instruments Human Resources Management Financial Management Custody of the official seal and execution of official documents Deputy clerks must perform at least four of the eight 1. Complete and Mail Application for Admission and $50 (as soon as possible) 1. Complete and Mail Application for CMC Designation $50 (Note: Admission fee applies to designation fee, so total due is actually $50.) Send at any time - include any documentation confirming completion of requirements to date. IIMC will send you notification confirming receipt and advising what requirements are still needed to complete certification. Include a copy of the Application for CMC Designation each time you provide documentation. NOTE: You may take courses during the two-year IIMC membership period, however, the CMC certification will only be granted after the two-year IIMC membership period and the Education and Experience requirements have been fulfilled. i.e. You must be a member for two years before you can receive your CMC Designation. core duties Attain 60 points in the Education category Attain 50 points in the Experience category IIMC CERTIFICATION Master Municipal IIMC CERTIFICATION Master Municipal Clerk (Advanced Program) Hold a CMC designation in good standing Be an active member of IIMC Reaffirm IIMC's Code of Ethics Complete and submit the Application for Admission, along with the nonrefundable application fee of $50 (applicable towards the total $400 fee) Clerk (Advanced Program) Attain 40 points in Professional and Social Contributions category, 20 of which can be a combination of Advanced Education and/or Professional and Social points All points earned towards the MMC designation must be dated after any prior designation (i.e. CMC, CMC Recertification, or, if applicable, any prior Levels). For example, if the applicant s CMC designation was obtained in March of 2008, no materials dated prior to March of 2008 will be accepted towards the MMC designation. Complete and submit an IIMC Application for the MMC designation with required supporting documentation and appropriate fees Attain 60 points in the Advanced Education category 6
Questions? Camilla G. Pitman, PLS Office of the City Clerk City of Greenville, South Carolina 864-467-4431 cpitman@sc.gov 7