North Carolina City and County Management
Association Executive Committee Meeting
Facilitator
Mike Dula, President
prepared by
Yolanda Hart, Administrative Assistant -
NCLM
Attendees
Executive Committee
President, Mike Dula
First Vice President – Lane Bailey
Second Vice President – Harry Jones
Secretary/Treasurer – Brian Hiatt
Director – Jeff Emory
Director – Andrea Surratt
Director – Wendell Davis
Director – Scott Hildebran
Director – Rodney Dickerson
Others
Charles Archer, Secretariat, NCLM
Yolanda Hart – NCLM
Brad Volk– School of Government
Carl Stenberg – School of Government
Susan Glendenning – Maddison & Caison, LLP
Jim Westbrook – ICMA
Meeting Called To Order by President Mike
Dula at 10:00 AM
North Carolina City and County Management
Association Executive Committee Meeting
Discussion
Approval of August 13, 2009 Minutes:
Mike Dula called for approval of the
minutes from August 13, 2009.
A motion was made by Rodney Dickerson,
seconded by Andrea Surratt, and
unanimously carried to approve the August
13, 2009 meeting minutes of the Executive
Committee as written.
2008-2009 Audit Report:
Susan Glendenning, Maddison & Caison, CPA,
presented the 2008-2009 Audit report.
Two issues of concern:
1.The Local Government Credit Union
does not return copies of cancelled checks
with the monthly bank statement; this may
cause risk that funds could be
misappropriated and go undetected.
2.Accounting reconciliation from the
School of Government for managing the
Winter Conference each February has not
been timely submitted to the Association.
There is a 60 day time frame between the
invoices and reconciliation.
Board is asked to review and approve the
IRS Form 990-EZ before filing.
A motion was made by Harry Jones, seconded
by Brian Hiatt and unanimously approved
that the Board is included in the review
and approval prior to filing of the 990
Form IRS.
A motion was made by Wendell Davis,
seconded by Lane Bailey and unanimously
approved to accept the Audit report as
written.
2010 Winter Conference Planning Update by
Wendell Davis, Program Committee Chair:
Wendell Davis stated good progress in
preparation for Winter Conference.
Carl Stenberg discussed some of the
logistics for the winter conference
programs.
This was offered as information only and
no action was required.
Proposed ICMA Agreement:
Jim Westbrook, President, ICMA discussed
the proposed ICMA agreement. There are
several areas of the proposed agreement
that will require the Executive Committee
to make decisions on how much to commit
NCCCMA to do.
The board has requested that a report be
submitted at a later date that will
indicate items already in process and
those changes that are requested.
Committee Reports:
Lane Bailey provided and discussed a
revised Constitution Report.
A motion was made by Jeff Emory, seconded
by Scott Hildebran and unanimously
approved to accept the proposed changes
are presented.
A motion was made by Lane Bailey, seconded
by Jeff Emory and unanimously approved to
accept a $25 charge to Students as
membership fee.
Honorary Membership Consideration:
Charles Archer, Secretariat, announced the
retirement of David Lawrence from the
School of Government at the end of the
calendar year and Jack Vogt’s retirement
as the end of this past fiscal year.
A motion was made by Scott Hildebran,
seconded by Harry Jones and unanimously
approved to place this item on the Agenda
for the Business Meeting in February 2010.
Other Business:
a)
2010 Executive Committee meeting schedule.
The following dates have been reserved for
the 2010 Executive Committee meetings.
North Carolina City and County Management
Association Executive Committee Meeting
Facilitator
Mike Dula, President
prepared by
Yolanda Hart, Staff Associate - NCLM
Attendees
Executive Committee
Immediate Past President – David Cooke
First Vice President – W. Lane Bailey
Second Vice President – Harry Jones
Secretary/Treasurer – Brian Hiatt
Director – Andrea Surratt
Director – Wendell Davis
Director - Tony Wilder
Director - Rodney Dickerson
Others
Charles Archer, Secretariat, NCLM
Yolanda Hart, Staff Associate, NCLM
Melissa Smith, Manager Meeting Planning
and Facilities
Carl Stenberg – SOG Liaison
Rebecca Troutman, NCCCMA Liaison
Meeting Called To Order by President Mike
Dula at 10:15 AM
Discussion
Approval of June 25, 2009 Minutes:
Brian Hiatt called for approval of the
minutes from June 25, 2009.
A unanimous vote was made to approve the
minutes.
Committee Appointments and Charges:
Mike Dula, President, reviewed the
Committee Appointments.
A motion was made by Brian Hiatt, seconded
by Andrea Surratt and unanimously carried
to approve the appointments as
presented.
New Membership Categories:
Charles Archer, Secretariat, discussed the
need to appoint an Ad-Hoc Committee to
revise the Constitution. It is
recommended that a draft be prepared by
February and finalized in June 2010.
A motion was made by David Cooke, seconded
by Andrea Surratt and unanimously carried
to appoint an Ad-Hoc Committee to review
the Constitution and recommend new
membership categories.
2011 Summer Seminar Proposals:
Charles Archer, Secretariat, advised to
the committee as to their thoughts of the
2011 Summer Seminar location. It was the
consensus to go to Sea Trails.
Other Business:
A)Summer Conference Recap
I.Evaluation Summary:
No discussion took place.
II.Preliminary Financial Report:
No discussion took place.
III. Future Format Discussion:
It was decided that the format
that took place in New Bern for the Summer
Seminar
was very good and should stay
the same for of the 2010 Summer Seminar.
B)Winter Seminar
I.2009 Financial Report:
Discussion took place regarding finding
ways to reduce cost of the winter
seminar. It was requested that the SOG
run some figures and have about two or
three different scenarios so that they may
be reviewed.
II.2010 Program Ideas:
Carl Stenberg, SOG Liaison, suggested
topics for the program. One topic that
was
suggested was “How to Transform Elected
Officials into Leaders”. It was requested
that any ideas should be sent to the
Listserv to be reviewed at the next
meeting.
C)ICMA Conference Plans:
Charles Archer, Secretariat, gave some
information about ICMA accommodations,
etc. No action required.
North Carolina City and County Management
Association Executive Committee Meeting
Facilitator
David Cooke, President
prepared by
Yolanda Hart, Staff Associate - NCLM
Attendees
Executive Committee
Immediate Past President – Randy McCaslin
First Vice President – Mike Dula
Second Vice President – W. Lane Bailey
Secretary/Treasurer – Harry L. Jones
Director – Jeff Emory
Director – Andrea Surratt
Director – Linda Story
Director – Wendell Davis
Others
Charles Archer, Secretariat, NCLM
Yolanda Hart, Staff Associate, NCLM
Matt Lail, Editor of The Administrator
Carl Stenberg – SOG Liaison
Charles Penny, Sustaining Membership/ICMA
Relations - Chair
Rebecca Troutman, NCCCMA Liaison
Tony Wilder, Incoming Director 2009-2010
Rodney Dickerson, Incoming Director
2009-2010
Brian Hiatt, Incoming Secretary/Treasurer
2009-2010
Meeting Called To Order by President David
Cooke at 9:35 AM
North Carolina City and County Management
Association Executive Committee Meeting
Discussion
Approval of April 9, 2009 Minutes:
David Cooke called for approval of the
minutes from April 9, 2009.
A motion was made by Linda Story, seconded
by Randy McCaslin, and unanimously carried
to approve the
April 9, 2009 meeting minutes of the
Executive Committee as written.
Financial Report:
Charles Archer, Secretariat, presented the
financial report. Mr. Archer states that
the budget overall is in very good shape.
This was offered as information only and
no action was required.
FY 09-10 Budget Proposal:
Charles Archer, Secretariat, provided an
overview of proposal budget for FY 09-10
(copy attached).
A motion was made by Randy McCaslin,
seconded by Mike Dula, and unanimously
carried to approve the FY 09-10 Budget
Proposal as presented.
NCLM Board Nominations:
Charles Archer, Secretariat, advised to
the committee of the need to nominate a
municipal member from the west to serve a
two year term on the NCLM Board of
Directors with the term expiring in
October 2011 and a member to serve as the
western alternate.
A motion was made by Lane Bailey, seconded
by Andrea Surratt and unanimously approved
to nominate Scott Hildebran to serve the
western area for a two year term on the
NCLM Board of Directors with the term
expiring in October 2011.
A motion was made by Lane Bailey, seconded
by Linda Story and unanimously approved to
nominate Jeff Emory as the western
alternate.
Other Business:
A)Service Agreement with NCLM
A motion was made by Randy McCaslin,
seconded by Mike Dula, and unanimously
carried to approve the service agreement
with NCLM as presented.
B)Service Agreement with the School
of Government
A motion was made by Lane Bailey,
seconded by Mike Dula, and unanimously
carried to approve the agreement as
presented.
C)Letter of Agreement with Civic
Education Consortium
A motion was made by Randy McCaslin,
seconded by Wendell Davis, and unanimously
carried to approve the agreement as
presented.
D)Memorandum of Understanding for
The Administrator
A motion was made by Lane Bailey, seconded
by Linda Story, and unanimously carried to
approve the Memorandum of Understanding
with Matt Lail to publish and distribute
The Administrator as presented.
E)Mike Dula announced he will
finalize committee appointments after the
summer seminar.
F)2010 Summer Seminar – Discussion
took place regarding the different
locations the summer conference should
take place. In order or preference: 1)
Wilmington, 2) Shell Island of
Wrightsville Beach, 3) New Bern and 4)
Atlantic Beach. No action was taken.
G)2011 Summer Seminar – no discussion
took place.
H)ICMA Conference, Montreal – Charles
Archer announced that he and Mike Dula
will be attending the ICMA conference in
Montreal.
Motion made by Wendell Davis, seconded
by Linda Story, and unanimously carried to
adjourn meeting.
North Carolina City and County Management
Association Executive Committee Meeting
Facilitator
Mike Dula, First Vice President
prepared by
Yolanda Hart, Administrative Assistant -
NCLM
Attendees
Executive Committee
Immediate Past President – Randy McCaslin
First Vice President – Mike Dula
Second Vice President – W. Lane Bailey
Director – Jeff Emory
Director – Andrea Surratt
Director – Linda Story
Director – Wendell Davis
Others
Charles Archer, Secretariat, NCLM
Carl Stenberg – School of Government (SOG)
Yolanda Hart – NCLM
Meeting Called To Order by First Vice
President Mike Dula at 10:00 AM
North Carolina City and County Management
Association Executive Committee Meeting
Discussion
Approval of February 4, 2009 Minutes:
Mike Dula called for approval of the
minutes from February 4, 2009.
A motion was made by Linda Story, seconded
by Randy McCaslin, and unanimously carried
to approve the
February 4, 2009 meeting minutes of the
Executive Committee as written.
Financial Report:
Charles Archer, Secretariat, presented the
financial report. Mr. Archer states that
the budget overall is in very good shape.
This was offered as information only and
no action was required.
FY 09-10 Budget Guidance:
Charles Archer, Secretariat, discussed the
FY 09-10 Budget Guidance. It was
requested from Charles Penny that the
Association budget $10,000 for the ICMA
Profession Image Campaign.
A motion was made by Lane Bailey, seconded
by Randy McCaslin, and unanimously carried
to approve the transfer of any unused
funds from the SEI to PELA.
A motion was made by Randy McCaslin,
seconded by Andrea Surratt, and
unanimously carried to include the $10,000
requested by Charles Penny.
Whistle Blower Policy
Charles Archer, Secretariat, reviewed the
Whistle Blower Policy (copy attached).
A motion was made by Randy McCaslin,
seconded by Lane Miller and unanimously
approved the Whistle Blower Policy as
written.
Summer Conference Update:
Carl Stenberg updated the Board on the
Public Executive Leadership Academy (PELA).
This was offered as information only and
no action was required.
North Carolina City and County Management
Association Executive Committee Meeting
Facilitator
David Cooke, President
prepared by
Yolanda Hart, Administrative Assistant -
NCLM
Attendees
Executive Committee
President, David Cooke
Immediate Past President – Randy McCaslin
First Vice President – Mike Dula
Second Vice President – W. Lane Bailey
Secretary/Treasurer – Harry L. Jones
Director – Jeff Emory
Director – Andrea Surratt
Director – Linda Story
Director – John Connet
Director – Wendell Davis
Others
Charles Archer, Secretariat, NCLM
Carl Stenberg – School of Government (SOG)
Yolanda Hart – NCLM
Al Leonard, Tabor City Manager
Matt Lail – NCLM
Tom Lundy – Catawba County Manager
Rebecca Troutman - NCACC Liaison
Dave Limardi – ICMA President
Lisa Nolen - NCACC
Meeting Called To Order by President David
Cooke at 12:30 PM
North Carolina City and County Management
Association Executive Committee Meeting
Discussion
Approval of November 13, 2008 Minutes:
David Cooke called for approval of the
minutes from November 13, 2008.
A motion was made by Randy McCaslin,
seconded by Mike Dula, and unanimously
carried to approve the November 13, 2008
meeting minutes of the Executive Committee
as written.
Financial Report:
Charles Archer, Secretariat, presented the
financial report. Mr. Archer states that
the budget overall is in very good shape.
This was offered as information only and
no action was required.
Discuss request on behalf of the School of
Government:
Al Leonard, member of the David Lawrence
Distinguished Professorship Committee,
announced that long-time School of
Government professor David Lawrence
recently announced his plans to retire at
year’s end. A committee has been formed
to appropriately honor Lawrence with an
endowed professorship established in his
name. The amount needed to endow such a
professorship is $500,000. This committee
hopes to raise $333,000 with the state
matching the remaining $167,000. Mr.
Leonard briefly requested from the Board
three (3) items:
A contribution to the Distinguished
Professorship Fund.
Advice on how to get cities and counties
to approve funds on a 3-year commitment
for a total of $333 a month for 3 years.
Managers and key department heads to
personally make donations.
A motion was made by Randy McCaslin,
seconded by Mike Dula and unanimously
approved to endorse this request for a
three (3) year commitment totaling $25,000
to be voted on during the June Business
Meeting.
Public Executive Leadership Academy:
Carl Stenberg updated the Board on the
Public Executive Leadership Academy (PELA).
This was offered as information only and
no action was required.
Discussion on the replacement of a
Director:
Randy McCaslin discussed the need of a
replacement for David McNeill.
A motion was made by Harry Jones, seconded
by Linda Story and unanimously approved to
nominate Wendell Davis as a Director of
the NCCCMA Executive Committee.
Committee Reports:
Charles Archer, Secretariat, reviewed
information received from Gwen Harvey
regarding the ICMA.
This was offered as information only and
no action was required.
ICMA Issues:
Dave Limardi, ICMA President, discussed
the current status with ICMA.
This was offered as information only and
no action was required.
TIME: 1:15 PM
By: David Cooke
Action items
Person responsible
Deadline
Approve to endorse contribution request
from Al Leonard on behalf of the School of
Government for a three (3) year commitment
totaling $25,000.
North Carolina City and County Management
Association Executive Committee Meeting
Facilitator
David Cooke, President
prepared by
Yolanda Hart, Administrative Assistant -
NCLM
Attendees
Executive Committee
President, David Cooke
Immediate Past President – Randy McCaslin
Second Vice President – Mike Dula
Secretary/Treasurer – Harry L. Jones
Director – Jeff Emory
Director – Andrea Surratt
Director – David McNeill
Director – Linda Story
Director – John Connet
Others
Charles Archer, Secretariat, NCLM
Carl Stenberg – School of Government (SOG)
Yolanda Hart – NCLM
Danise Hobson – NCLM
Susan Glendenning – Maddison & Caison, LLP
Wendell Davis – Deputy County Manager for
Durham County
and Chair of the
Program Committee
Meeting Called To Order by President David
Cooke at 10:00 AM
North Carolina City and County Management
Association Executive Committee Meeting
Discussion
Approval of August 7, 2008 Minutes:
David Cooke called for approval of the
minutes from August 7, 2008.
A motion was made by Randy McCaslin,
seconded by John Connet, and unanimously
carried to approve the August 7, 2008
meeting minutes of the Executive Committee
as written.
2007-2008 Audit Report:
Susan Glendenning, Maddison & Caison, CPA,
presented the 2007-2008 Audit report.
Charles Archer gave two (2)
recommendations to the Board of which will
be submitted at the next meeting in
February:
Lock Box status with Local Government
Employees Credit Union.
Draft Whistle Blower Policy.
A motion was made by Randy McCaslin,
seconded by Linda Story and unanimously
approved to accept the Audit report as
written.
Discussion on the replacement of First
Vice-President:
Charles Archer, Secretariat, reviewed the
NCCCMA Constitution. It was recommended
that Mike Dula be moved to 1st
Vice-President.
A motion was made by Jeff Emory, seconded
by David McNeill and unanimously approved
to move Mike Dula to 1st Vice
President from 2nd Vice
President.
A motion was made by Randy McCaslin,
seconded by Linda Story and unanimously
approved to move Lane Bailey into the 2nd
Vice President position.
2009 Winter Conference Planning Update by
Wendell Davis, Program Committee Chair:
Wendell Davis stated good progress in
preparation for Winter Conference.
Carl Stenberg discussed some of the
logistics for the winter conference
programs.
This was offered as information only and
no action was required.
Committee Reports:
No discussion took place.
Other Business:
a)Summer conference locations –
long range plans beyond 2010.
Discussion took place no action was
required.
b)Winter conference locations –
long range plans beyond 2011.
Discussion took place no action was
required.
c)
2009 Executive Committee meeting schedule.
The following dates have been reserved for
the 2009 Executive Committee meetings.
North Carolina City and County Management
Association Executive Committee Meeting
Facilitator
David Cooke, President
prepared by
Charles B. Archer, Secretariat
Attendees
Executive Committee
President, David Cooke
Immediate Past President – Randy McCaslin
First Vice President – Kyle Sonnenberg
Second Vice President – Mike Dula
Secretary/Treasurer – Harry Jones
Director – Linda Story
Director – David McNeill
Director – Andrea Surratt
Others
Charles Archer, Secretariat
Meeting Called To Order by President David
Cooke at 10:00 AM
North Carolina City and County Management
Association Executive Committee Meeting
Discussion
Approval of June 19, 2008 Minutes:
David Cooke called for approval of the
minutes from June 19, 2008.
A motion was made by Harry Jones, seconded
by Kyle Sonnenberg, and unanimously
carried to approve the June 19, 2008
meeting minutes of the Executive Committee
as written.
Financial Report:
Charles Archer, Secretariat, presented the
financial report. Mr. Archer states that
the budget overall is in very good shape.
No action was taken.
Committee Appointments and Charges:
David Cooke, President, to contact
individuals assigned to committee
appointments.
No action was taken.
Rescheduling of November 2008 Meeting:
Charles Archer, Secretariat, stated the
November Meeting needed to be rescheduled
due to another meeting commitment.
November 13, 2008, 10:00 am was proposed
and accepted by Committee.
Other Business:
A)
Summer Conference Recap
– Charles Archer gave a brief update
regarding the summer conference.
Charles stated the conference went well.
B)
Winter Conference Suggestions
– Charles Archer announced that the School
of Government will plan the Winter
Conference. Several suggestions were made
regarding topics/issues for the winter
conference, those include: Environmental
green topics, energy conservation, ICMA
Strategic plan, IRS tax changes/issues,
four (4) day workweek, cell phone
regulations. It was address that any
other topics may be email to Charles
Archer or Carl Stenberg with the School of
Government.
C)
Other items as needed
– Charles Archer received an email from
Tom Lundy (Chairman of ICMA member
relations committee). The committee
recommended that the Association provide
membership for students and professors and
at a reduced cost. In the constitution of
the Managers Association, it does not
provide for students to become members of
the Association. Currently non-managers
are being allowed. Charles announced that
a draft language be submitted for the
November meeting from the Sustaining
Membership/ICMA Relations Committee. This
will then be forwarded to the Business
Meeting for approval during the February
meeting.
North Carolina City and County Management
Association Executive Committee Meeting
Facilitator
Randy McCaslin, President
prepared by
Charles B. Archer, Secretariat
Attendees
Executive Committee
President, Randy McCaslin
Immediate Past President – Charles Penny
First Vice President – David Cooke
Second Vice President – Kyle Sonnenberg
Secretary/Treasurer – Mike Dula
Director – Lee Worsley
Director – Linda Story
Director – Carl Dean
Others
Charles Archer, Secretariat
Rebecca Troutman, NCCCA Liaison
Carl Stenberg, SOG Liaison
Matt Lail, Editor of The Administrator
Bob Morgan, Civic Education Committee
chair
Meeting Called To Order by President Randy
McCaslin at 10:30 AM
North Carolina City and County Management
Association Executive Committee Meeting
Discussion
Approval of January 30, 2008 Minutes:
Randy McCaslin called for approval of the
minutes from May 14, 2008.
A motion was made by Mike Dula, seconded
by Charles Penny, and unanimously carried
to approve the May 14, 2008 meeting
minutes of the Executive Committee as
written.
Financial Report:
Charles Archer, Secretariat, presented the
financial report. Mr. Archer states that
the budget overall is in very good shape.
A motion was made by Charles Penny,
seconded by Kyle Sonnenberg and
unanimously approved to accept the
financial report as written.
FY 08-09 Budget Proposal
Charles Archer, Secretariat provided an
overview of the proposed budget for FY
08-09 and distributed materials submitted
by Gary Cannon of ICMA requesting $10,000
in funding for scholarships for the ICMA
conference. Following a discussion, a
motion was made by Charles Penny and
seconded by Kyle Sonnenberg and
unanimously carried to include $10,000 in
expenses in the FY 08-09 budget with
off-setting revenues from fund balance.
A second motion was made by Kyle
Sonnenberg, seconded by Lee Worsley and
unanimously approved to approve the FY
08-09 budget proposal including the
$10,000 for the ICMA scholarships.
NCLM Board Nominations:
A motion was made by Carl Dean, seconded
by Mike Dula and unanimously carried to
recommend Randy McCaslin to serve as the
piedmont alternate.
It was the consensus of the Executive
Committee to announce the need for an
eastern alternate during the opening
session of the conference and caucus prior
to the business meeting on June 21st
to submit a recommendation to the
membership for approval.
Committee Reports:
Lee Worsley distributed a handout from Tom
Lundy, chair of the ICMA Relations
Committee.
Other Business:
A)Service Agreement with the School
of Government – Following a lengthy
discussion about appropriate deadlines for
receiving the winter conference financial
reconciliation, a motion was made by
Kyle Sonnenberg, seconded by Linda Story,
and unanimously carried to approve the
agreement as presented with one amendment
to require receipt of the winter
conference financial reconciliation within
60 days of the close of the winter
conference.
B)Letter of Agreement with Civic
Education Consortium – Bob Morgan, chair
of the Civic Education Committee provided
an overview of the agreement highlighting
a grant with ICMA and the Nickel Offense
campaign. A motion was made by Kyle
Sonnenberg, seconded by Lee Worsley, and
unanimously carried to approve the
agreement as presented.
C)Service Agreement with NCLM – A
motion was made by Charles Penny, seconded
by Kyle Sonnenberg, and unanimously
carried to approve the service agreement
with NCLM as presented.
D)Memorandum of Understanding for The
Administrator – A motion was made by
Kyle Sonnenberg, seconded by Carl Dean,
and unanimously carried to approve the
Memorandum of Understanding with Matt Lail
to publish and distribute The
Administrator as presented.
E)David Cooke announced he will
finalize committee appointments after the
summer conference.
F)Charles Archer gave a brief update
regarding the location and plans for the
2009 Summer Conference in New Bern.
G)The Executive Committee instructed
Rebecca Troutman to solicit proposals for
the 2010 Summer Conference from the
Wilmington Hilton, Atlantic Beach Sheraton
and Sea Trails. The Executive Committee
also discussed the possibility of hosting
the winter conferences in Raleigh and
Charlotte in the future. No action was
taken.
H)The Executive Committee discussed
options for association hosted activities
with Rebecca Troutman for the 2008 ICMA
conference in Richmond, VA.
I)Following a brief discussion a
motion was made by Lee Worsley, seconded
by Kyle Sonnenberg, and unanimously
carried to recommend to the membership to
endorse Andrea Arnold, assistant city
manager in Decatur, GA for the non-CEO
position on the ICMA Board of Directors.
North Carolina City and County Management
Association Executive Committee Meeting
Facilitator
Randy McCaslin, President
prepared by
Yolanda Hart, Administrative Assistant -
NCLM
Attendees
Executive Committee
President, Randy McCaslin
Immediate Past President – Charles Penny
First Vice President – David Cooke
Second Vice President – Kyle Sonnenberg
Director – Mike Dula
Director – Lee Worsley
Director – Linda Story
Director – John Connet
Others
Charles Archer, Secretariat
Meeting Called To Order by President Randy
McCaslin at 10:00 AM
North Carolina City and County Management
Association Executive Committee Meeting
Discussion
Approval of January 30, 2008 Minutes:
Randy McCaslin called for approval of the
minutes from January 30, 2008.
A motion was made by Kyle Sonnenberg,
seconded by Linda Story, and unanimously
carried to approve the January 30, 2008
meeting minutes of the Executive Committee
as written.
Financial Report:
Charles Archer, Secretariat, presented the
financial report. Mr. Archer states that
the budget overall is in very good shape.
A motion was made by Kyle Sonnenberg,
seconded by Charles Penny and unanimously
approved to accept the financial report as
written.
Conflict of Interest Policy:
Charles Archer, Secretariat, presented the
Conflict of Interest Policy. The Conflict
of Interest Policy was a recommendation
from Maddison & Caison, LLP, Certified
Public Accountants to have adopted as soon
as possible. This Policy is to comply
with IRS guidelines.
A motion was made by Charles Penny,
seconded by Kyle Sonnenberg and
unanimously approved to accept the
Conflict of Interest Policy as written.
FY 08-09 Budget Guidance:
ICMA Professional Management pledge
increased from $2,000 to $2,500 for each
of the next (3) three years for a total of
$7,500.
This was offered as information only and
no action was required.
MPA Scholarship increased from $1,800 to
$2,500.
A motion was made by Kyle Sonnenberg,
seconded by Linda Story and unanimously
approved to increase MPA scholarship from
$1,800 to $2,500.
A onetime scholarship will be issued in
the name of “Kay Plyler” in her honor.
A motion was made by Kyle Sonnenberg,
seconded by Charles Penny and unanimously
approved to accept a onetime scholarship
to be named in the honor of Kay Plyler.
Range Riders:
Randy McCaslin announced that there are
currently four openings. It was decided
not to fill the vacancies. Charles Archer
to check with ICMA to confirm no formal
action is needed.
This was offered as information only and
no action was required.
North Carolina City and County Management
Association Executive Committee Meeting
Facilitator
Randy McCaslin, President
prepared by
Yolanda Hart, Administrative Assistant -
NCLM
Attendees
Executive Committee
President, Randy McCaslin
First Vice President – David Cooke
Second Vice President – Kyle Sonnenberg
Director – Lee Worsley
Director – Jim Haynes
Director – Linda Story
Director – John Connet
Director – David Cooke
Director – David McNeill
Others
Charles Archer, Secretariat
Gary Cannon – ICMA Director of Fund &
Membership
Development
Mike Walker – ICMA SE Vice President
Tom Lundy – Catawba County Manager
Carl Stenberg – School of Government (SOG)
Bob Morgan – Asst City Manager of
Greensboro
Gwen Harvey – Asst County Manager of
Orange County
Rebecca Troutman – NCACC Liaison
Martha Perego – ICMA
Pete Connet – City of Smithfield
Matt Lail - NCLM
Meeting Called To Order by President Randy
McCaslin at 12:00 Noon
North Carolina City and County Management
Association Executive Committee Meeting
Discussion
Approval of November 8, 2007 Minutes:
Randy McCaslin called for approval of the
minutes from November 8, 2007.
A motion was made by Kyle Sonnenberg,
seconded by Lee Worsley, and unanimously
carried to approve the November 8, 2007
meeting minutes of the Executive Committee
as written.
Financial Report:
Charles Archer, Secretariat, presented the
financial report. Mr. Archer states that
the budget overall is in very good shape.
A motion was made by Kyle Sonnenberg,
seconded by John Connet and unanimously
approved to accept the financial report as
written.
Public Executive Leadership Academy:
Carl Stenberg, School of Government,
briefly reviewed the Public Executive
Leadership Academy. The program is
designed to provide higher education for
new and veteran municipal and county
managers interested in developing
leadership and collaboration skills,
focusing on PELA students and some from
out-of-state.
To date there are 70 graduates. For 2008,
a selection of 25 participants will be
admitted to PELA. The cost of the course
was increased from $3,000 to $4,000 and
will be offered to be paid over two fiscal
years. Members of the NCCCMA will receive
a $500 tuition discount. Partial
scholarships are available in limited
number through NCCCMA.
This was offered as information only and
no action was required.
Auditors Recommendations:
Charles Archer, Secretariat, presented and
reviewed letter from Maddison & Caison,
LLP, Certified Public Accountants dated
November 1, 2007. The following
recommendations were made by the auditors,
two of which the School of Government were
addressed:
Accounting Oversight - Due to the fact
that the Local Government Credit Union
does not return copies of cancelled
checks, the Association has some
additional risk that funds be
misappropriated and may go undetected.
It is recommended that NCCCMA perform a
review of records after each conference.
Textbook Inventory - The Association
sells its Civic Education books through
School of Government of which the
association receives $7.50 per textbook
sold. Auditors noted that payments
received are unaccounted for changes in
inventory. Recommends that the board
require a reliable accounting system
from the School of Government with
regards to the textbook sales.
Conflict of Interest Policy -
Recommendation that the Association
adopt a written conflict of interest
policy as soon as possible. Charles
Archer stated this policy has been
drafted.
A motion was made by Kyle Sonnenberg,
seconded by John Connet and unanimously
approved that the board received the
letter of recommendations from the
auditors and also approved that the draft
Conflict of Interest Policy be presented
during the next meeting.
Range Riders:
Randy McCaslin announced the resignation
of John E. Whitehurst. Currently there
are two openings.
Randy McCaslin requested any further
discussion be deferred until the next
Business meeting.
This was offered as information only and
no action was required.
Committee Reports:
a)
Civic Education – Mr. Robert Morgan
reviewed the North Carolina City & County
Management Association’s Civic Education
Project which works to educate youth and
adults about local government in North
Carolina. The Project’s Local Government
Seminars for teachers and Citizens Academy
Guide ensure that all of our communities’
citizens have the opportunity to learn
about local government and become involved
in civic life. The “Nickel Offense” is
back some twenty years since it was first
used to raise money. Municipal and
county governments contribute $0.05 per
capita to go toward Civic Education
Consortium project. Mr. Morgan states
that the project is being well received
and supported. Current funds will take
them out 3 ½ years.
This was offered as information only and
no action was required.
b)
Professional Development – Ms. Gwen Harvey
reviewed three issues recommended by the
Professional Development Committee:
1.Credentialing – recommend that a
goal be set to double the number of
Credentialed Managers or Credential
Manager Candidates by the year 2013. A
plan to track the data will also be
developed.
2.Establish a program consistent with
the theme and topic for ICMA 2008 Regional
Summits, “The Manager’s Role in Moving
Communities from Good to Great”. It is
requested that Chair find a way to get
copies of the DVD called “Good to Great”
and a book called “Good to Great and the
Social Sectors” into the hands of the
Committee.
3.Scholarship Exploration/Enhancement
– recommend to consider developing a
directory of accredited or renowned
leadership development programs as a
resource for applicants. Determine if
there is a system for awarding
professional development scholarships.
A motion was made by Carl Dean, seconded
by John Connet and unanimously approved to
endorse proposal made by the Professional
Development Committee to increase on
setting goals to promote and increase
number represented at ICMA.
c)Retirement Committee – Pete Connet
reviewed Retirement Committee report. One
concern is the re-employment issue. It
was noted that if an actuarial study is to
be done, NCLM and NCACC will have to ask
the Legislature to authorize such a study
through a bill. The committee will meet
again and discuss setting parameters for
the Retirement System.
This was offered as information only and
no action was required.
ICMA Issues:
a)
Membership Incentives – Gary Cannon
announced that a total of $10,000 has been
allocated for 17 scholarships at $565 each
(early bird registration rate).
First-time attendees will be eligible for
a complimentary year-long ICMA
membership. Charles Archer explained that
the expense report was updated to include
$10,000 added to the revenue side to the
fund balance line and a new expense line
was added in the same amount for
Scholarships for the 2008 ICMA Conference
in Richmond, VA.
A motion was made by David Cooke, seconded
by Kyle Sonnenberg and unanimously
approved to amended operating budget by
adding $10,000 to the revenue side to fund
the balance line and add a new expense
line in the same amount for Scholarships
for the 2008 ICMA Conference in Richmond,
VA.
b)Southeast Regional Vice President
Rotation – Mike Walker distributed a draft
dated 10/15/07 “Selection of ICMA
Southeast Region Vice Presidents” (see
attached). The purpose of this document
is to formalize rotation process and the
understanding among the State
Associations.
A motion was made by Kyle Sonnenberg,
seconded by Lee Worsley and unanimously
approved to accept as written.
Adjournment
TIME: 1:45 PM
BY: Randy McCaslin
Action items
Person responsible
Deadline
Range Riders:
Currently there are two openings. Randy
McCaslin requested any further discussion
be deferred until the next Business
meeting.
North
Carolina City and County Management
Association Executive Committee Meeting
Facilitator
Randy
McCaslin, President
prepared
by
Yolanda
Hart, Administrative Assistant - NCLM
Attendees
Executive
Committee
President,
Randy McCaslin
Immediate
Past President – Charles Penny
Secretary/Treasurer – Mike Dula
Second
Vice President – Kyle Sonnenberg
Director –
Lee Worsley
Director –
Jim Haynes
Director –
Linda Story
Director –
John Connet
Director –
David Cooke
Director –
Carl Dean
Others
Charles
Archer, Secretariat
Gary
Cannon – ICMA Director of Fund &
Membership
Development
Mike
Walker – ICMA SE Vice President
Carl
Stenberg – School of Government (SOG)
Wendell
Davis – Deputy County Manager for Durham
County
and Chair of the
Program Committee
Meeting Called To Order by President Randy
McCaslin at 11:00 AM
North
Carolina City and County Management
Association Executive Committee Meeting –
TELECONFERENCE
Discussion
Agenda was
changed to have Mr. Mike Walker – ICMA SE
Vice President, present his agenda item
first.
ICMA SE
Regional Vice President Selection Process
– Mike
Walker, ICMA SE Vice President, discussed
proposal to formalize the SE rotation
system for nominations to the IMCA
Board. Mr. Walker is requesting that
each state association review, comment,
question any concerns and/or clarification
needed to the proposal. The SE Board
members wish to finalize by SE Regional
Summit in Mobile, AL in March 2008.
The
Executive Committee asked for additional
time to consider the proposal and no
action was taken.
It is the
goal to begin utilizing this process by
the year 2009.
Approval
of Minutes:A motion was made by Mike Dula,
seconded by Carl Dean, and unanimously
carried to approve the August 16, 2007
meeting minutes of the Executive Committee
as written.
2006-2007
Audit Report:
Charles Archer, Secretariat, presented the
2006-2007 Audit Report, copy attached.
A motion
was made by Kyle Sonnenberg, seconded by
David Cooke and unanimously approved to
accept the 2006-2007 Audit Report.
Committee
Reports:
Wendell Davis, Deputy County Manager for
Durham County and Chair of the Program
Committee discussed issues regarding
expense increases with the School of
Government and the need to increase
registration fee for the Winter
Conference.
A motion
was made by Kyle Sonnenberg, seconded by
Linda Story and approved to increase
registration fee from $195 to $225 and
increase non-member registration fee from
$245 to $270 for the Winter Conference.
Other
Business:
ICMA
Membership Development & 2008 Conference
–
Gary Cannon, Director of Fund & Membership
Development discussed issues regarding
ICMA Membership Development. ICMA is
looking at increasing membership strategy
to find advocates from different states.
Mr. Cannon suggested partnership with
associations through conference activities
or outside conference.
Committee
has requested that this item be brought to
the Business Meeting during the Winter
2008 Conference.
