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Minutes & Reports
Minutes, Feb. 12, 2007 Association Meeting
The Association County Clerks of Georgia met on Monday, February 12, 2007 in Athens at The University of Georgia Center for Continuing Education.
President Sandra Higginbotham called the meeting to order at 1:00 P.M. and extended a welcome to the large group of clerks and vendors in attendance. Seven new clerks were recognized and officers of the Association were introduced.
Stacy Jones, former program manager for the clerk’s program, recognized newly certified clerk, Kathryn Hayes from Oconee County.
Upon motion by Deborah Cox, Colquitt County and second by Joni Holcombe, Haralson County, minutes from the September 26, 2006 meeting were approved as presented.
Treasurer Brenda Stalvey, presented the financial report. Upon motion by Evelyn Wilson, Bulloch County, and second by Pam Gibson, Ware County, the Financial Report was approved as presented.
Committee Reports:
- By-laws: Deborah Cox, Colquitt County, announced she would email the Association By-laws to anyone requesting a copy.
- Web Site: At the September 2006 Association Meeting, a proposal from ComputerOne for a County Clerks’ website was presented. At today’s meeting, Evelyn Wilson, Bulloch County, moved to accept the proposal from ComputerOne if the quote is still valid. Elaine Clark, Wheeler County, gave the second. The motion carried.
- Benevolent Scholarship: President Higginbotham reported a chairman is needed for the Benevolent Scholarship Committee to replace Helen Carnes, Putnam County. She also stated a scholarship application form was needed. It was suggested the Committee check with Georgia Municipal Association (GMA) about using their form as a model.
- Education: Pam Gibson, Ware County, asked Stacey Jones to discuss the benefits of having the International Institute of Municipal Clerks (IIMC) as the official recertifying body for the Association County Clerks of Georgia. Ms. Jones explained the University of Georgia (UGA) acts as the institute for IIMC but UGA is not a certifying body. The Education Committee will meet with IIMC and City Clerks to set guidelines and bring a recommendation to the membership at the April meeting in Savannah.
- Public Relations Display Committee: no report
- Membership Committee: Joni Holcombe, Haralson County, reported the membership cards would be mailed soon.
- Recognition Awards Committee: Brenda Stalvey, Echols County, reported nominations were being accepted for Clerk of the Year. Letters will also be mailed to counties with information about the Commemorative Bricks for Retiring Clerks.
- Nominating: On behalf of the Nominating Committee, Donna Jones, Seminole County, submitted Janeanne Allison, Habersham County, as a nominee for the position of Treasurer of the Association County Clerks of Georgia for the year 2007. President Higginbotham opened the floor for other nominations. There were none. The vote was taken by written ballot. Allison was elected to the office of Treasurer by a majority vote of the membership. President Higginbotham stated the Nominating Committee needed 3 additional members to bring the committee to a total of 5 members. The floor was opened for nominations. Elaine Clark, Wheeler County; Deborah Cox, Colquitt County; and Joann Metts, Coffee County were nominated. Joni Holcombe, Haralson County, moved to appoint these 3 nominees to the committee. Donna Jones, Seminole County, gave the second. The motion carried.
Unfinished Business
- Clerk’s Week/Proclamation: County Clerks Week is the first week in May. President Higginbotham encouraged all clerks to attend the proclamation signing and meeting with the Governor that is tentatively scheduled for the first week in April.
- 50th Anniversary: Evelyn Wilson, Bulloch County, reported ACCG is willing to be a sponsor for the Association County Clerks’ 50th Anniversary celebration in 2008. She asked for ideas and will send out a request for ideas over the Clerk’s List Serve.
- 49th Clerk’s Institute: Due to low attendance at the Clerk’s Institute held in May, it was suggested at the September 2006 Association Meeting to include the Institute with the September 2007 Clerk’s Training Sessions. At today’s meeting, Donna Jones, Seminole County, moved to hold the Clerk’s Institute in conjunction with the September 2007 Clerk’s Training Sessions. Deborah Pike, Coweta County, gave the second. The motion carried.
There was no new business brought forth. With no further business to come before the membership, the meeting was adjourned at 2 p.m.
Respectfully submitted,
Janet P. Joiner, Secretary
Minutes, Executive Board Meeting, Macon, March 29, 2007
The Executive Board of the Association County Clerks of Georgia met with the various Committee and District Chairs on March 29, 2007 in Macon for a planning session. Attending were: President, Sandra Higginbotham, Talbot County; President Elect, Pam Gibson, Ware County; Vice President, Joni Holcombe, Harralson County; Secretary, Janet Joiner, Dooly County; Treasurer, Brenda Stalvey, Echols County;
Bylaws Committee, Deborah Cox, Colquitt County; Hospitality Committee, Janeann Allison, Habersham County and Keisha Burkes, Randolph County; Web Site Committee, Judith Mancil, Atkinson County; District 5 Chairman, Jackie Smith, Newton County; District 12 Chairman, Evelyn Wilson, Bulloch County. Also present were Jean Lord and Catherine Bennett with the Carl Vinson Institute of Government.
The following items were discussed:
- Bylaws Changes: The following changes to the bylaws were suggested for presentation to the membership at the April Meeting in Savannah.
- Combining the duties of the Vice President with those of President Elect and eliminating the President Elect position. This would become effective in April 2008.
- Change the description of the Education Committee to bring the duties of the Committee in line with the updated curriculum and certification program. Education issues would be reported to the President Elect and the committee would meet on an as needed basis. Jean Lord suggested curriculum guidelines be sent out with conference brochures.
- Instead of the Association sending one representative (currently President Elect) to the International Institute of Municipal Clerks Annual Meeting (IIMC), change bylaws to send both the President and President Elect. If either of these cannot attend, a representative can be selected from the other officers or membership in general.
- IIMC: Catherine Bennett presented information concerning the IIMC Annual Meeting May 20-27, 2007. This will be held in New Orleans, LA. She encouraged everyone to become active in this organization and attend the conferences.
- County Clerk’s Week: Sandra Higginbotham announced plans for County Clerk’s Week. Clerks will meet at the Capital on Thursday, April 5 for a meeting and photograph with the Governor. He will also sign a proclamation proclaiming May 7-11, 2007 as County Clerk’s Week. She encouraged all Clerks to participate.
- ACCG Annual Meeting: The ACCG Annual Meeting is April 21-24, 2007 in Savannah. Sandra Higginbotham announced a sponsor had been obtained for the Clerk’s Luncheon, the outgoing President will provide table decorations, the PR Committee will set up the Clerk’s information table, and the Hospitality Committee is responsible for staffing the table.
- Clerk’s Institute: At the February 2007 meeting the membership voted to hold the Clerk’s Institute in September in conjunction with the Clerk’s Training Sessions in Athens. General consensus was that Saturday and Sunday prior to the other activities beginning on Monday was the most convenient time for the Institute. However, due to UGA ballgames in September, it was determined February would be the better time for the Institute. This change of dates will be proposed to the membership in April.
- Web Site: Judith Mancil gave an update on the web site progress. The site should be up soon. The group agreed to use “Preserving the Past, Preparing for the Future” as the Association’s slogan.
- Commemorative Bricks for Retiring Clerks: The membership voted at the September 2006 meeting to honor retiring Clerks with a commemorative brick in The Georgia Center Path of Lifelong Learning beginning in 2007. Some guidelines have been established; however, there is a need to define “retiring” Clerk.
- 50th Anniversary: Evelyn Wilson discussed plans for the 50th Anniversary. She asked for help with compiling a history of the Association and planning a Clerks’ Day at the Legislature.
- District Chairmen: Sandra Higginbotham encouraged all District Chairs to stay in contact with the Clerks in their districts. This could be a very effective networking and communication method.
- Responsibilities/Commitment: In order to have an effective and efficient organization, each Officer, Committee Chair, and District Chair must take their responsibilities seriously. Since taking an office requires a 4-5 year commitment, it was suggested that officers acquire a letter of support from their Board of Commissioners before accepting a position.
Respectfully Submitted,
Janet P. Joiner, Secretary
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