August Telephone: or Web-site:

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1 August 2017 Telephone: or Web-site: President Janet Lewis, CMC City of Bloomington 1800 W Old Shakopee Road Bloomington, MN Phone: janet.lewis004@gmail.com Vice President Marita Rhude, MMC City of Barrett PO Box 155 Barrett, MN Phone: barrett@runestone.net Secretary Kris Linquist, MMMC, CMC City of Minnetrista 7701 Co Rd 110 W Minnetrista, MN klinquist@ci.minnetrista.mn.us Treasurer Linda Rappe, MMC City of Kasson th Ave Cir NW Kasson, MN cityclerk@cityofkasson.com Director-at-Large Daniel Buchholtz, MMC City of Spring Lake Park st Ave NE Spring Lake Park, MN Phone: dbuchholtz@slpmn.org Administrative Assistant Angie Storlie, MMC City of Bigfork PO Box 196 Bigfork, MN Phone: or astorlie@mcfoa.org The 2017 Minnesota Municipal Clerks Institute (MMCI) was held in May at the Crowne Plaza Minneapolis West in Plymouth with excellent turnout! There were 64 first year students, 48 second year students, and 39 third year students for a total of 151. If you haven t already become an MCFOA member, please consider. Membership has many benefits, one of which allows you to apply for scholarships to help defray the costs of attending the Institute or the Advanced Academy. The IIMC Annual Conference was held in Montreal Canada in May with 25 MCFOA members attending. Individuals shared their memorable training opportunities and travel experiences. I encourage you to budget for this international conference. I was not able to attend it this year because I broke my foot playing hockey and required bone fusion surgery in April. I m still recovering from it. But, there s no crying in baseball, or in the City Clerk s Office, right? I ve had the privilege of attending clerks retirement parties and presenting resolutions on behalf of MCFOA. I am looking forward to attending some of your Regional meetings in the second half of my year as President. Remember to register for the Advanced Academy coming up on September 21 & 22 in Owatonna. The Advanced Academy Committee and St. Cloud University have great learning opportunities waiting for you. This year the focus is on Data Practices and best practices for data requests. The Conference Planning Committee is diligently working to bring you another exceptional conference in Bloomington at the DoubleTree by Hilton on March 20-23, Please plan on attending. This year s theme is taken from the movie, A League of Their Own. There will be many new trainings offered and more preconference sessions to choose from. I m getting really excited about it! Did you know that Angie Storlie s favorite player from the movie is Ellen Sue Gotlander? She likes the scene where a fan heckles the women s team while they re warming up. Ellen accidently (NOT) clocks the heckler in the head with the baseball to silence him. So, who s your favorite player from this movie? Watch your inbox for the annual conference survey. This provides the Planning Committee with your educational suggestions for the conference. The next MCFOA Board Meeting is scheduled for August 25 at the DoubleTree by Hilton in Bloomington. Board meetings are open to members and meeting packets are posted on the MCFOA website one week prior to the meeting. I hope you are having a wonderful summer and enjoying time with family and friends. Janet Lewis, CMC, MCFOA President Only those who step up to the plate can find out how far they can hit the ball. Babe Ruth.

2 JULIE LAMMERS, VP CITY CLERK/TREASURER P.O. Box 32 VERGAS, MN PHONE: (218) Happy summer from Region 1. Summer is flying by with all the tourism hitting the lakes area. We love to see the activity and all the town celebrations. It is a busy time for our city employees. The Region 1 clerks gathered in New York Mills on May 19 to learn about the Paperless Office from Mikeal Devito, Cities Digital and Cooperative Purchasing from Julie Anderson, Lakes Country Service Coop. Our next meeting will be in September in Battle Lake. Congratulations Darla Berry on your retirement from the City of New York Mills. A retirement celebration will be held on Aug 2, 2017, from 2-4 pm in the City Council Chambers, 28 Centennial 84 Drive, New York Mills. BRITT SEE-BENES, VP CITY ADMINISTRATOR 327 1ST ST SOUTH VIRGINIA, MN PHONE: (218) britts@virginiamn.us Many of us are knee deep this time of year in budget discussions, making this time of year pretty stressful. If you have an odd year election this time of year is even tougher! Please remember that your fellow MCFOA members are here to help if you have questions. Please feel free to reach out and let us know how we can assist you. Region II will be conducting a Region Meeting on August 11, 2017 in Orr, MN where we will be discussing Continuation of Benefits under COBRA, Federal and State Regulations. This training will be conducted by Bill Singer of AT Group Inc. so we are expecting a lively event. In October we will be meeting in Hoyt Lakes with a presentation by MN Rural Water Association and in November we travel to Pequot Lakes for a training by Abdo, Eick & Meyers, LLP & the National Joint Powers Alliance (NJPA). Stay tuned for more details! As always, we appreciate your suggestions or feedback! I can be contacted at the phone number or above, or you may contact Sue Uhrinak, Region II Assistant VP at or via at casslake@midconetwork.com. KATHY SUMMER, VP FINANCE CLERK 704 BROADWAY ALEXANDRIA, MN PHONE: (320) ksummer@rea-alp.com Hello and Happy Summer Region III Members :) It s already been a very busy summer at work & play. Trying to fit the most of everything into these nice summer sunny days can be a challenge to say the least! An MCFOA Board meeting was held in Barrett, Friday, May 12, We discussed the 2017 MCFOA annual conference that was held this past March at the Treasure Island Casino and Resort. Mark your calendars and plan to attend the 2018 MCFOA Conference, March 20 23, Plans are well under way for the 2018 MCFOA Annual Conference in Bloomington. On Thursday, June 29 a Region III meeting was held in Holdingford, MN, topics covered, Nuisance Property & Electronic Data Retention. Megan Hafner, LMC Staff Attorney, had a great presentation on Nuisance Property and Melisa Reeder, Chief Info Officer with LMC, covered electronic data. It was great to see so many at this meeting and hopefully you were able to take something very helpful back to your city. If you would like to get a copy of the information presented, please feel free to send me an . Plans are in the works for an August 2017 Region III Meeting to be held in Dassel, Minnesota. The topics being looked at are budgeting and/or cobra training. Once a presenter or presenters are confirmed, I will sent out a as to the date and time. I look forward to hearing from all of you and meeting you at the next Region III meeting in Dassel, MN. Thanks so much Terri Boese for stepping up and your willingness to host this next meeting. A big thank you to Diana Olson from the City of Evansville for agreeing to be the Region III Assistant Vice President. If you have any ideas for meeting topics, presenters and/or you are will to host one of our meetings, please let me know.

3 KARY TILLMANN, VP CITY CLERK/TREASURER FREMOND AVE ZIMMERMAN, MN PHONE: (763) ext 22 So many things to do in the summer time and it never seems enough hours in the day to get it done! Whether you re working with budgets, construction projects or maybe even an odd year election remember you re not alone! One of the great things about MCFOA is that you can always find someone who can help whether it s to answer a question or give some advice your fellow Clerks are here for you! Our most recent Region training was held on June 8, Bill Singer (AT Group) spent the morning talking to us about COBRA Administration so much to know! Our afternoon included an update and discussion on the new Sunday Liquor Law with staff from MN Alcohol and Gambling Enforcement. Many thanks to Amy Dietl and her staff at the City of Maple Grove for hosting our group. Our next training will be held sometime in September. Possible topics include drones, budgeting, and long-term financial planning. You will hear from me once details have been nailed down. If you have ideas for future Regional meetings, please contact me using the information above, or Assistant Vice President, Devin Montero, City of Brooklyn Park at or devin.montero@brooklynpark.org. Hello Region V Members! BETSY SNYDER, VP CITY CLERK/ TREASURER PO BOX 9 MILROY, MN PHONE: (507) milroy@means.net On June 1, 2017 we held training in Luverne where Mike DeVito from Cities Digital gave a video presentation on going paperless. Jessica Mead, Luverne City Clerk, showed the group how she uses Laserfiche and John Call, Luverne City Administrator, gave an overview of what s going on in Luverne. Our next scheduled training will be August 18, 2017 at Key Largo on Lake Shetek. We will be joined by Bill Singer from AT Group and he will be discussing COBRA, State, and MN Public Employee Continuation. We are busy planning a fall Region V training which will be held in Lafayette on October 12, 2017 where Jean McGann, from Abdo, Eick & Meyers, will discuss ten audit challenges and long-term planning. If you have any training ideas or would like to host a region meeting please call or me. ANDREA MOEN, VP DEPUTY CITY CLERK PO BOX O JANESVILLE, MN PHONE: (507) andream@janesvillemn.gov Hello Region VI Members! Gregg Engdahl - City of St. Cloud 36 years of service Darla Berry - City of New York Mills PARTY on Aug 2 from 2-4pm at New York Mills City Hall! Congratulations to: Lisa Derr, City of Blaine and Chrissy Serres, City of Crystal for recently earning their Certified Municipal Clerk (CMC) designation from the IIMC! I would like to thank the MCFOA Board for appointing me as the new Region VI Vice President. Thank you as well to Heather Slechta for serving as our VP the last couple of years! Thank you to Kari Shreck, City of Lake City, for volunteering to be our Assistant VP. I look forward to meeting many more of you at upcoming trainings! On August 2, 2017 Cannon Falls hosted our meeting/training where Libbie Junker from Abdo, Eick & Meyers discussed audit preparation challenges and long-term planning. The afternoon consisted of Jolynn Dick from CliftonLarsonAllen who talked about generational differences in the work place. Our next scheduled meeting/training will be October 12, 2017 in Kasson. We will be joined by Penny Demko and Anthony Staffenhagen from the MN Department of Revenue to talk sales and use tax. As always, if you have any training ideas or would like to host one of our region meetings/trainings please contact me. Also, if anyone is aware of someone retiring in our region let me know so we can celebrate with them!

4 IIMC Region VI Director update Daniel Buchholtz, Administrator, Clerk/Treasurer Spring Lake Park, MN (763) Pam DeMouth, City Clerk Ankeny, Iowa (515) The 2017 IIMC Annual Conference was held on May in Montreal, Quebec. We had outstanding attendance at the Conference, including from our Region. It was a great Conference filled with great education, networking and lifelong memories. Planning for the 2018 Conference in Norfolk, VA is underway. The Conference Planning Committee is reviewing the evaluations from the 2017 Conference as well as proposed speakers and topics. If you have any feedback on how to improve the Annual Conference, please contact us. IIMC is hosting a Region XI Symposium in Brussels Belgium on September 7 & 8, Entitled Broadening Your Horizons A European Perspective, the Symposium will provide an opportunity to meet with and learn from inspiring international speakers and your colleagues around the world about democracy in action with a specific focus on Europe. It is a great opportunity to earn 5.13 points for your CMC or MMC certification. Contact IIMC Headquarters for more details. We would like to thank former Region VI Director Anne Uecker for her service to the IIMC Board. She put her heart and soul into her service as our IIMC Region Director for the past three years. Mark your calendars: January (TBD) May IIMC Region VI Meeting in Decorah, IA. More details to follow. IIMC Annual Conference in Norfolk, VA We hope you are having a wonderful summer. Please feel free to contact us if you have any questions regarding IIMC. Minnesota Clerks enjoying their time in Montreal at the 2017 IIMC Annual Conference. See more photos at photos/ iimcconference/ Above: City of Zimmerman Clerk/ Treasurer and MCFOA Region IV Vice President Kary Tillmann (center, in purple) had the opportunity to participate in the 2017 IIMC Study Abroad program in Montreal, just prior to the Annual Conference. Looks like a great group of Clerks gathered to learn in-depth about the workings of the City of Montreal!

5 News from the Institute Director s desk! I hope all of you are having a wonderful summer! SCSU staff left another spring season feeling great about the outstanding final participant numbers for the annual Minnesota Municipal Clerks Institute (MMCI). We had 151 total attendees this year, with an entering class of 64 registrants (tied for our largest Year 1 class to-date!) and banquet entertainment by Year 2 attendees (48 registrants). Last but absolutely not least, we congratulated 39 Year 3 graduates this year, making it another successful Institute! Congratulations to all of our hard-working 2017 graduates! In other news, the Advanced Academy Committee and I are looking forward to this year s Advanced Academy, to be held September 21 and 22. There clerks who have completed the requirements for the Minnesota Certified Municipal Clerk (MCMC) and/or Certified Municipal Clerk (CMC) designation can learn about Data Practices and explore Owatonna with the Holiday Inn as their base. On Day One, Stacie Christensen, Director of Information Policy Analysis Division, MN Department of Administration, will guide participants to learn useful information about data practices and personnel data, such as advice regarding a municipal government s dataspecific legal requirements. Participants will get to apply their knowledge in hands-on exercises! On Day Two, Brett DeWall from Clifton Larson Allen will focus on information security, teaching attendees about the hacking threat landscape; how regulatory efforts and government entities are addressing the threat; specific, hands-on practices for improving data security; and more! Finally, municipal clerks Janet Lewis, City of Bloomington, and Deb Mangen, City of Edina, will lead participants in exploring how to process data requests, large and small. More program information and registration details can be found at: Please feel free to reach out to SCSU staff with any questions! We look forward to seeing some of you at the Academy! For registration questions, please contact: Roxann Neu Registration Specialist reneu@stcloudstate.edu For program questions, please contact: Jennifer Janasie Minnesota Institute Director jjanasie@stcloudstate.edu

6 ICYMI (In Case You Missed It) The General Records Retention Schedule has been updated and is available on the MCFOA website. MANY THANKS to Kitty Porta for leading the Records Retention Task Force through all their hard work on this important document over the last several years. Thank you to those who worked on the task force during part of or the entire 4year project: Devin Montero, Brooklyn Park Marla Oakland, Bloomington Amy Weber, Minnetonka Kitty Porta, Eden Prairie Kris Luedke, Golden Valley Amy Domeier, Hopkins Jean Panchyshyn, Shorewood Stevie Koll Anderson, Maple Grove Cheri Johnson, Excelsior Deb Mangen, Edina Valerie Leone, New Hope Julie Lammers, Vergas Kim Blaeser, Woodbury Cindy Ruschy, Fridley Nancy Gibbs, Richfield Nancy Stroth, St. Louis Park Athenian Dialogue News Thirteen City Clerks gathered on June 23rd at the New Brighton Community Center to discuss the leadership lessons in An American Original: Walt Disney by Bob Thomas with facilitator Chuck Tokar. Thanks to Audra Etzel for organizing another great dialogue. Watch the MCFOA website and your for information on upcoming dialogues! ITEM OF NOTE REGARDING DIALOGUES: Athenian Dialogue assessments are now due to the facilitator within two weeks of the Dialogue date. This is a change from the previously allowed 30 days timeframe.

7 Minnesota Municipal Clerks Institute 2017 Graduates Barbara Ahlbrecht - Winthrop Katie Bee - Lake City Tracey Bergum - Dassell Jennifer Bohr - Ham Lake Julie Burchill - Fulda Sandy Burger - Lafayette Jolleen Chaika - Forest Lake Moranda Dammann - Minnetonka Stacy Dellich - Blaine Jesse Dickson - Cologne Heidi Emerson - Shakopee Christine Fischer - Madelia Kimberly Greninger - Maple Grove Tammy Guza - Ivanhoe Clarissa Hadler - Rosemount Leslie Heffele - Butterfield Lisa Hogstad-Osterhues - Lino Lakes Julie Holm - Courtland Heidi Honey - Minnetonka Beach Alieca Johnson - Wrenshall Nicole Jorgensen - New Ulm Bobbi Karpinski - Cass Lake Dana Lietzau - Gibbon Stephanie Lincoln - Coon Rapids Daphne Maras - Albert Lea Stephanie Marschall - Apple Valley Kristi Mesenbrink - Silver Lake Marla Oakland - Bloomington Keri Plemmons - Hendrum Stephanie Pocklington - Pine Island Fatimat Porter - Minneapolis Tara Roiger - Sandborn Kathleen Schmitz - Ramsey Lori Stigers - Scanlon Jessica Sturtz - Winnebago Carol Tumini - Eagan April Van Genderen - North Mankato Elizabeth VanHoose - Richfield Terri Zwiener - Blooming Prairie

8 Congratulations (times two!) are in order for MCFOA Past President Dan Buchholtz of Spring Lake Park. At the International Institute of Municipal Clerks Conference in May, Dan was sworn in as IIMC Region VI Director, and in June, Dan was awarded the James F. Miller Leadership Award by the League of Minnesota Cities which is the highest honor for an appointed official in the State of Minnesota. Way to go, Dan!!! Dan accepting the James F. Miller Leadership Award (top) and with his family after the awards ceremony (left). Dan with IIMC President Vincent Buttiglieri after taking his oath of office Advanced Academy Grants City of First Name Last Name Title Grant Amount Alexandria Kathy Summer Finance $ Barrett Marita Rhude Clerk/Treasurer $ Big Lake Deb Boelter Accounting/Deputy City Clerk $ Burnsville Machael Collins City Clerk $ Elysian Lorri Kopischke Administrator $ Golden Valley Kris Luedke City Clerk $ Hopkins Amy Domeier City Clerk $ Kasson Linda Rappe City Clerk $ Maple Grove Amy Dietl City Clerk $ Milroy Betsy Snyder City Clerk/Treasurer $ Council Committee Minneapolis Margaret (Peggy) Menshek Coordinator $ Minnetrista Kris Hasse-Linquist City Clerk $ North St. Paul Mary Mills Deputy Clerk $ Osakis Angela Jacobson City Clerk/Treasurer $ Osseo LeAnn Larson City Clerk $ Otsego Tami Loff City Clerk $ Paynesville Renee Eckerly City Administrator $ Rochester Anissa Hollingshead City Clerk $ Spring Park Theresa Schyma City Clerk $ $ 1, Total Institute Grants Awarded $ 17, Grand Total - All Grants $ 19,700.00