AGENDA FRIDAY, SEPTEMBER 6, 2019 Immediately following the ...067FFB58-E3CD-42BA-9FB1... ·...

AGENDA MCFOA BOARD MEETING

FRIDAY, SEPTEMBER 6, 2019 Immediately following the Planning Committee Meeting

Best Western Kelly Inn – St. Cloud, MN

BOARD MEMBERS

President Kris Linquist, MMC City of Minnetrista

Vice President Linda Rappe, MMC City of Kasson

Secretary Marty Bode, CMC City of Rockville

Treasurer Betsy Snyder, CMC, MMMC City of Milroy

Region I Director Christina Regas, MCMC City of Blackduck

Region II Director Mary Roy, MCMC City of Coleraine

Region III Director Kathy Summer, MMMC City of Alexandria

Region IV Director Kary Tillmann, CMC, MMMC City of Zimmerman

Region V Director Kari Carlson, MMMC City of Slayton

Region VI Director Andrea Moen, MCMC City of Janesville

Past President Marita Rhude, MMC City of Barrett

Administrative Assistant Angie Storlie, MMC City of Bigfork

1. CALL TO ORDER / WELCOME

2. ROLL CALL

3. MEETING MINUTESa) Approval of minutes from May 10, 2019 Board Meeting

4. MEMBER’S FORUM (an opportunity for members to address the Board on any topic)

5. 2020 CONFERENCE PLANNING UPDATEa) Recap of Planning Committee Meeting – Vice President Rappe

6. 2021/2022 CONFERENCE DATES

7. INSTITUTE DIRECTOR’S REPORTa) Clerk’s Institute final reportb) 2019 MMCI Overall Evaluationsc) Advanced Academy / 2020 Institute update

8. ACCEPT TREASURER’S QUARTERLY REPORT

9. APPROVE TRANSFER OF FUNDS

10. APPROVE ASSISTANT REGION DIRECTOR

11. APPROVE UPDATED COMMITTEE LIST

12. ADMINISTRATIVE ASSISTANT REPORT

13. COMMITTEE CHAIR REPORTSa) Institute/Education Committee

14. REGION DIRECTOR REPORTSa) Region I (Regas)b) Region II (Roy)c) Region III (Summer) – Nothing to reportd) Region IV (Tillmann) – No Reporte) Region V (Carlson)f) Region VI (Moen)

15. 2023 IIMC CONFERENCE UPDATEa) Update from Casey Carl, City of Minneapolis

16. ANNOUNCEMENTSa) Future Board Meetings:

i. Friday, December 6, 2019 - Best Western Kelly Innii. Monday, March 16, 2020 – (Conference) Kelly Inn, St. Cloud

b) Advanced Academy – September 19-20 Woodbury Courtyardc) Athenian Dialogue – October 11, 2019 location Eden Prairied) Board Dinner

17. ADJOURN

MCFOA Board Meeting May 10, 2019 Page 1 of 10

MEETING MINUTES MUNICIPAL CLERKS AND FINANCE OFFICERS ASSOCIATION BOARD MEETING

FRIDAY, MAY 10, 2019 RIVERS EDGE CONVENTION CENTER, SAINT CLOUD, MN

Item 1) Call to Order President Hasse-Linquist called the MCFOA Board Meeting to order at 3:33 p.m.

Item 2) Roll Call BOARD MEMBERS PRESENT:

President: Kris Hasse-Linquist, Minnetrista Vice President: Linda Rappe, Kasson Secretary: Martin M. Bode, Rockville Treasurer: Betsy Snyder, Milroy Region I Director Christina Regas, Blackduck Region II Director: Mary Roy, Coleraine Region III Director: Kathy Summer, Alexandria Region IV Director: Kary Tillmann, Zimmerman Region V Director: Kari Carlson, Slayton Region VI Director: Andrea Moen, Janesville Past President: Marita Rhude, Barrett Administrative Assistant: Angie Storlie, Bigfork

OTHERS PRESENT: St Cloud State University (SCSU) Conference Planners: Gail Ruhland and Jennifer Janasie

ITEM 3) Meeting Minutes

a) Approval of minutes from March 19, 2019 MCFOA Board Meeting.

Motion by Rhude, second by Moen to approve the March 19, 2019 MCFOA Board Meeting minutes. Motion carried.

b) Approval of minutes from March 22, 2019 MCFOA Board Meeting.

Motion by Regas, second by Rappe to approve the March 22, 2019 MCFOA Board Meeting minutes. Motion carried.

c) Review the March 21, 2019 Annual MCFOA Business Meeting minutes. No Action.

Item 4) Member Forum

None PresentItem 5) Conference Information:

a. 2019 Conference Recap (Ruhland)• 326 Attendees

Item 3a


• 74 Exhibitors• Full slate of sponsors i.e. all of the sponsorships were purchased this year• The conference finished in the black financially speaking.

b. Approval of St. Cloud State University Conference Contract.

Motion by Bode, second by Rhude to approve the “Customized Training and IncomeContract” with St. Cloud State University to provide professional services to plan andmanage the 2020 MCFOA Annual Conference. Motion carried.

c. Approval of the 2019 Conference Final Report and the 2020 Conference Budget.

Ruhland reported that the 2019 conference bottom line showed a revenue over expensessurplus of $38,344.73.

Motion by Tillmann, second by Summer to approve of the 2019 final report and 2020Conference. Motion carried.

d. Review Vendor Survey/Discuss Vendor Sponsor Rates for 2020

It was noted that there was a very small number of vendors who completed the membersurvey. However, it was further noted that if the Vendors were not happy they would havemade a point of completing the survey.

The Board reviewed the current sponsor fee’s. It was noted that vendor rates/fees have notbeen increased in a number of years.

Current Proposed

Early Bird 625.00 675.00

Post Early Bird 695.00 745.00

Double Booth 1,250 1,300

Motion by Snyder, second by Roy to increase the Vendor Rate/Fee by $50.00. Motion carried.

e. Review Attendee Survey/Discuss Attendee Rates for 2020

No action

f. Audit of Registrants – Review/Update Policy on Non-Member Rates

President Hasse-Linquist reviewed with the Board the following written report on Non-member conference registration fee:

An audit of registrations was performed after the conference and it was found that fourregistrants registered as members when our records showed they were nonmembers. Thisis an opportunity to get non-members to become members.One registrant thought when she took a job at a new city that she took over theirmembership.


One registrant was told by her City Administrator that she was a member (she was also the one who won the trip to the IIMC Conference). The City Administrator was actually a member. She said that she would be sending in her membership application to Betsy. One registrant was actually a member and was missed in our renewal process. That member’s credentials were updated in the membership database. One registrant also thought she was a member because her co-worker was a member. It was explained to her that the membership is by individual and not by city. She also is turning in her membership application. I feel that this is a good opportunity of a checks and balance along with potentially increasing our membership. It was discussed at the March 22 meeting about raising the membership dues to $50 and there was no action taken at that time. This discussion will arise again in future year’s meetings. It was also found that a non-member registered using member rates for the institute last year. It currently states in the policies that non-member registration fee is $50 higher than member fees. I propose that the board should review our current policy on nonmember rates. I propose that the non-member registration fee be $75 higher than member fees (see attachment). This would be an incentive to participants to become members instead of paying the non-member fee.

President Hasse-Linquist noted that current member registration fee is $45.00 and nonmember fee is $50.00 higher than a member. Hasse-Linquist suggested raising the nonmember fee to 75.00 higher than a member fee.

Following discussion, a motion was made by Carlson, second by Snyder to increase the nonmember conference registration to $75.00 higher than a member registration. Motion carried.

g. Discuss Silent Auction IIMC Trip Winner

It was noted that this year one of the IIMC drawing winners was not a member of the MCFOA. And MCFOA By-laws require that in order to be a winner of the IIMC Conference drawing you must be a current member of the MCFOA “at the time of the drawing”. It was suggested to have a/an MCFOA membership roaster available at the time the winners are drawn to verify MCFOA membership.

h. 2021 Conference Site and Dates/Discuss 2022 Conference Site and Dates

President Hasse-Linquist reported that Gail Ruhland researched 2021-22 Conference Sites and the site has been secured for the 2021 Conference. The location is at the River’s Edge Conference Center and the Best Western Kelly Inn. Dates: Monday, March 15 – Thursday, March 18


The Rivers Edge Conference Center informed Gail on Tuesday, April 23rd that there is not a Tuesday – Friday option available in March 2022. If we want to stay in St. Cloud for 2022, the dates would be as follows: Monday, March 14 – Thursday, March 17.

There had been some discussion previously about trying the Monday –Thursday option in 2020 and see how it goes. It looks like this is going to be the only option if we want to stay in St. Cloud.

Board reviewed other possible locations for year 2022 conference i.e. Kelly Inn in St. Cloud, Duluth Entertainment and Convention Center in Duluth, Verizon Center in Mankato and Double Tree in Bloomington.

Motion by Bode, second by Rhude to secure a contract with River’s Edge Conference Center and the Best Western Kelly Inn for the years 2021 (if not already secured) and 2022 Dates: Monday, March 14, 2022 – Thursday, March 17, 2022. Straw vote: Ayes: 7, Nays: 4. Motion carried.

Item 6) Accept Treasurers Report

Motion by Moen, second by Carlson to approve the treasurer’s report. Motion carried.

Item 7) Approve Presidents 2019-2020 Budget

Motion by Rhude, second by Regas to approve the Presidents 2019-2020 Budget. Motion carried.

Item 8) Approve Assistant Region Directors

Motion by Snyder, second by Roy to approve the appointments of Assistant Region Directors as presented. Motion carried.

Region I - Open Region II – Sue Uhrinak, Cass Lake Region III – Lori West, Alexandria Region IV – Devin Montero, Brooklyn Park Region V – Jessica Mead, Luverne Region VI – Kari Schreck, Lake City

Item 9) Approve Updated Committee List

Motion by Rappe, second by Tillmann to approve the updated Committee List with the addition of Andrea Moen to the Entertainment Committee. Motion carried. It was noted that Margaret Webb of Greenfield would like to stay on as Chair of the Institute/Education Committee. President Hasse-Linquist will reach out to Margaret to clarify and report back to the Board at the September meeting.

Item 10) Approve Grants a. Approve Advanced Academy Grants

Motion by Snyder, second by Moen to approve the Advanced Academy Grant Applications totaling $2,800.00. Motion carried.


b. Discussion /Action of After the Deadline Institute Grant Applications

The Board reviewed the following memo from Administrative Assistant Angie Storlie:

Re: Late Institute Grant Applications I have three separate situations for your review.

(1) First, I fielded emails from two members who each had a mix-up when applying for their grant. One is Jamy Hanson, City of Maple Grove (Year 2). She states that she mailed her application form at the same time as her membership application and dues check, however I have no record of receiving her grant application.

(2) The other is Pam Roden, City of Emily (Year 1) who had a typo in my email address when she emailed her grant application in, so I didn’t receive it.

(3) Second, I had three people contact me after the deadline requesting to be considered. They either hadn’t heard about the Institute/grant until after the deadline had passed, or just didn’t realize when the deadline was. They are:

Connie Scheibe, City of Loretto (Year 3 and received grants for Years 1 & 2) Elizabeth Nealley, City of Taylors Falls (Year 1) Cassie Heide, City of Fosston (Year 3)

(4) And finally, I received two applications from employees of the City of Virginia -Jennifer Mogensen for Year 1 and Kristen Johnson for Year 3. Past practice has been to only award one person from each city, so the grant was awarded to Mogensen. Since then, she was involved in a serious car accident and is unable to attend. Would the Board consider granting $100 of her Year 1 grant ($300) to Johnson for Year 3?

Side note: Nowhere in our policy does it state that we only award one per city. This is something I was told verbally when I started in my position. Does the Board want to keep this practice? We’ve talked about ways to award more grant money. We get one to two of these “duplicate” applications each year. It was the consensus of the Board to follow policy and not award grants to Items 1, 2 and 3 above as their applications were late. Item (4) Even though there is no written policy that grant applications from more than one applicant from the same City, only one application is approved, it was the consensus of the Board that past practice will be upheld and denied the Item 4 request. The Board directed Administrative Assistant Storlie to draft up a policy, that the Board could consider at the September meeting, that would allow multiple grant applications from the same city. Item 11) MCFOA Certification Designations

a. Discussion/Action of Reciprocating State Certification

President Hasse-Linquist reviewed with the Board the following memo:

Fran Duncanson, Deputy Clerk for the City of Wyoming, approached Angie and I at the MCFOA conference. She wants to get her MCFOA Certification designation from Minnesota. She stated


that she went through Wisconsin’s Institute and has their designation. We told her it would probably require a policy change and that we would bring it to the board. I did some research and found that Fran has received her CMC and MMC through IIMC. This has been brought up one other time but under a different circumstance. Discussion: Does MCFOA want to include in their policy under “Certification” a reciprocating statement regarding obtaining the MCFOA MCMC or MMMC designation when a member already has higher designations from IIMC or equal designations from another state? Should MCFOA keep the requirement of that person needs to be a member in good standing for a minimum of 3 years (currently a requirement for obtaining the MCFOA MCMC or MMMC designation) before MCFOA would consider issuance of such designation? If this is something that the board would like to consider, the Certification Committee could draft such language and present it at the next board meeting for consideration. It was the consensus of the Board to not waive the three-year membership requirement. Item 12) LMC Clerks Orientation/Conference

a. Speaker to Present at LMC Clerks Orientation

President Hasse-Linquist informed the Board that Kari Schreck and Christina Regas have offered to speak at this years LMC Orientation Conference regarding the MCFOA Certification process.

b. Discussion/Action of Certification Points

The Board reviewed the following memo from Administrative Assistant Storlie as it relates to certification points:

I’ve been emailing recently with Jamie Oxley from the League of Minnesota Cities on certification points available for attending their Clerks’ Orientation Conference. Jamie had been told in the past that it was worth 4 points, however our current table of points would place it in the “Education courses & in-service training relative to your position” which is worth 1 point per 10 hours of training. This means the Orientation would only be worth 1.5 points. Discussion on this also brought out that any League training would have to fall under that category. By contrast, 4 points are offered for attendance at the MCFOA or an IIMC annual conference. It would seem reasonable to award a similar number of points for League training. The following are suggested points for regularly-held League trainings: 4 points League Annual Conference (up to 17.5 training hours) 3 points Clerks’ Orientation Conference – MCMC only (15 training hours) 1 point Safety & Loss Control Workshop (6 training hours) As specific point values are not spelled out in MCFOA policy, this would simply be an update/clarification on the certification application forms. It was the consensus of the Board to not change the current MCFOA policy as it relates to the education point structure. Item 13) 2019 Conference Facilitator Reimbursement

a. Discussion/Action Regarding Mary Lynn Stratta Airfare


Rhude reviewed with the Board the following memo:

Mary Lynne Stratta was supposed to have been the facilitator of the Pre-Conference Athenian Dialogue on Tuesday, March 19, 2019. Mary Lynne arrived in Minneapolis and was notified that her brother had passed away. She immediately flew back to Texas. The Athenian Dialogue was cancelled due to the fact we could not find another facilitator on such short notice. I spoke with Mary Lynne shortly after the conference and she mentioned that Gail offered to reimburse her for her flight but she refused. She told me that she would not accept any money and that was that. She said that she wouldn’t feel right about taking the money since she did not provide any education. She also stated that she would be willing to come back and do the Athenian yet this summer. The airfare was $492.60 not including her checked baggage. Discussion: Does the board want to reimburse Mary Lynne for her airfare even though she did not provide the service. It was the consensus of the Board to honor Mary wishes and not reimburse her airfare. Item 14) Retiree Connection President Hesse-Linquist reported that when she attended the Iowa Conference, April 10-12, 2019. There was discussion of retirees registering on their website. I thought this was a great idea and a way for retirees to stay connected with the members.

Would this be something that MCFOA would want to consider adding to our website? There would be no costs associated with adding this.

The consensus of the Board was to go ahead and add this link to the MCFOA Web site. Item 15) Administrative Assistants Report Administrative Assistant Storlie reviewed with the Board her following written report:

Membership Renewal notices/membership letters for the 2019-2020 membership year will be sent out

this month.

Munifacts The May Munifacts went out on May 1, 2019. The August Munifacts deadline is July 25, 2019.

Social Media The MCFOA’s number of followers on Facebook has increased to 115.

Amazon Affiliate/Smile We are still current in the Amazon Affiliate program with $4.92 in pending earnings since October 2018 (with very little promotion). Does the Board want to continue using this program (and promote it more)?


Does the Board want to start participating in the AmazonSmile program now that MCFOA has 501(c)3 designation?

MyLocker No update.

Website: The website was updated after the annual conference with routine changes (board members, list of certified clerks, meeting dates, etc.)

Certification: Two MCMC designations have been awarded since the March conference. These were both mailed immediately to the recipients as per updated procedure.

It was the consensus of the Board to stop using Amazon Affiliate and start using Amazon Smile program. Item 16) Update Treasurers Duties

a. Additional Duties of Treasurer – Form 990 as Part of 501c3 Status

President Hesse-Linquist reported that with MCFOA becoming a non-profit 501 C 3, MCFOA is now required by the Internal Revenue Service to file Form 990 every year. To ensure that this gets done every year, this should become one of the duties of Treasurer. It seems to be a logical move to have the treasurer each year file this form, that way it will never be missed and we stay compliant with our exempt status.

Motion by Bode, second by Regas to update the Treasurers Duties to include Form 990. Motion carried. The Administrative Assistant will make the permanent change to the MCFOA policy.

Item 17) Region Director Reports The regional directors gave reports regarding their training opportunities and events in their respective regions.

Item 18) Institute Directors Report (Janasie) 2019 Institute It went very well, very successful. Everyone enjoyed the new hotel were the event was located at this year which was Best Western Plus and Kelly Inn and River’s Edge Convention Center in St. Cloud. There was a total of 144 participants. New Year 1 class 51, Year 2 class 46, and year 3 graduates 47.

2019 Advanced Academy Dates are set for 2019’s Municipal Clerks Advanced Academy (MCAA), to be held September 19-20, in Woodbury at the Woodbury Courtyard by Marriott. The topic is “The Lifecycle of HR”, and we have an instructor agreement with the HR staff (Joyce Hottinger) from the League. SCSU staff will have the MCAA full brochure, website and registration site ready in June (save-the-dates were at the SCSU table at the MCFOA conference).

Item 19) 2023 IIMC Conference a. Update from Casey Carl, City of Minneapolis


President Hesse-Linquist reviewed with the Board the following email that was received from Casey Carl and her follow-up response:

On April 16, 2019:

Kris So, in a sudden burst of emails between Chris Shalby (IIMC) and some of the folks from Meet Minneapolis, there is now some direction for the upcoming conference in Birmingham in only a few weeks. Meet Minneapolis indicates it will have some promotional materials to provide at a booth in the exhibit hall to promote the 2023 conference—this is great news. Apparently the first thing needed from MCFOA/our region is that we need folks to volunteer to staff the exhibit booth during the conference. So, I guess the first need is to see which members planning to attend the IIMC conference would be willing to staff the exhibit booth, greet IIMC members, promote the 2023 conference, etc. Meet Minneapolis will be providing a supply of 1,000 each of the following:

Fact sheets about Minneapolis, the 2023 Conference “Lure” brochures illustrating dining, shopping, transportation options, and other must-see

things in Minneapolis Meet Minneapolis stickers (to add to name badges)

As well as a pull-up banner, branded table cloth, and some Meet Minneapolis-branded table-top discs. I have a meeting with Sheila Tapia and Erica Bergum from Meet Minneapolis tomorrow morning (April 17) at 9 a.m. to go over their plans, etc. Despite repeated requests, I do not have a copy of the actual contract between IIMC and Meet Minneapolis, and won’t be getting it—Chris Shalby has refused, saying it is against IIMC policy to share such contracts with third parties. I do, however, have a packet from IIMC that outlines expectations of the host clerk/state association—which I haven’t had a chance to review, but will share with you as well. Mr. Shalby indicated he planned to meet with our delegation in Birmingham to go over conference plans and address any questions/issues then. I have no specifics on dates/times for that meet-up at the IIMC conference but will keep you informed as I learn more. So—for now, we need volunteers to staff the exhibit booth at the upcoming IIMC conference. How should we go about asking members for that commitment? Do you want to handle that? April 17, 2019 Good Morning Casey Angie requested a list of members going to IIMC. I see that you received that list. It would probably be best if you were the consistent contact person for this portion. Not all the same MCFOA members go the IIMC Conference every year and I am guessing that IIMC will want a booth at every conference from now until 2023. You do have the continued support of MCFOA and I am sure as the event gets closer, Meet Minneapolis and the City of Minneapolis will have sub-committees that MCFOA members will volunteer for. I would suggest that you have Meet Minneapolis coordinate the set up and tear down of the booth. I don’t think you can expect the members of MCFOA to assist with that. Many


members are going to the conference for the education and will want to attend as many sessions as possible. I hope your meeting with Sheila goes well this morning and can’t wait for the update. Have a great day. One more thought, you may want to reach out the IIMC Region 6 Director, Marie Moe and see if Region VI would want to help volunteer at the booth. Thanks

President Hesse-Linquist noted for discussion that Casey should be contacting IIMC Conference attendees to see if they would like to volunteer some time at the booth. She also feels and has spoken with a few others about this, that Casey should remain the main contact for the event as she mentioned to him in her reply since we have a rotating board every year.

Item 20) Announcements a. Future Board Meetings:

I. Friday, September 6, 2019 - Kelly Inn, St. Cloud (Assistant RD’s are invited to attend)II. Friday, December 6, 2019 - Kelly Inn, St. Cloud

III. Monday, March 16, 2020 - (Conference) Kelly Inn, St. Cloud

b. MCFOA is getting an award at this year’s IIMC Conference - Association Step Up Awardc. Advanced Academy – September 19-20 Woodbury Courtyard.d. Athenian Dialogue - TBDe. Board Dinner

Item 21) Adjourn

Motion by Summer, second by Moen to adjourn the meeting. Motion carried. Meeting adjourned at 5:09 p.m.

Respectfully Submitted,

Martin M. Bode MCFOA Secretary

BOARD MEMBERS













MEMORANDUM

TO: MCFOA Executive Board

FROM: President Hasse-Linquist

DATE: September 06, 2019

RE: 2021/2022 Conference Dates and Location

This is just informational.

2021 Conference Best Western Kelly Inn and River’s Edge Conference Center – St. Cloud Monday, March 15 – Thursday March 18

2022 Conference Best Western Kelly Inn an River’s Edge Conference Center – St. Cloud Monday, March 14 – Thursday, March 17

Action: None - Informational

Item 6

Minnesota Municipal Clerks Institute Actuals 2013 Actual 2014 Actual 2015 Actual 2016 Actual 2017 Actual 2018 Actual 2019Enrollments/IncomeEnrollment Fees ($445.00 to $505.00, - Credit Card

fees)

Enrollments Year 1 46 43 55 64 64 57 51



Total Enrollment 94 107 134 150 153 162 144

Total Income from Fees 38,740.00$ 44,130.00$ 54,940.00$ 58,501.00$ 67,345.60$ 68,457.75$ 64,805.00$ Freebie from SCSU - Welcome Social 1,700.00

ExpensesInstructional CostsInstructional pay 6,150.00$ 6,280.00$ 6,080.00$ 5,800.00$ 7,115.00$ 6,825.00$ 6,825.00$

Total Salary 6,150.00$ 6,280.00$ 6,080.00$ 5,800.00$ 7,115.00$ 6,825.00$ 6,825.00$

PromotionMailing Lists -$ -$ -$ -$ -$ -$ -$

Printing (2 color) 2,144.62$ 1,359.16$ 1,433.19$ 521.52$ 514.79$ 634.44$ 447.20$

Design -$ -$ -$ -$ -$ -$

Postage 143.09$ included above included above included above included above included above included above

Total Promotion 2,287.71$ 1,359.16$ 1,433.19$ 521.52$ 514.79$ 634.44$ 447.20$

Facilities/FoodSpace/Audio/Visual $ - $ - $ 2,368.87 $ 2,430.00 $ 2,323.17 $ 575.79 $ 1,675.00

Food/Beverages Day - (Budget based on $150 per

person) 20,480.23$ 24,759.68$ 27,967.26$ 34,485.16$ 39,973.66$ 24,214.02$ 29,948.32$

Food/Beverages - Welcome Social 2,612.57$ 1,217.69$ included above

Food/Beverages - Banquet SCSU covered

sodas -$ 3,748.22$ 4,256.61$ 6,495.81$ 3,570.57$ included above

Misc Costs 2,306.30$ 2,179.07$ 1,950.20$ - -$ -

Total Facilities 22,786.53$ 26,938.75$ 36,034.55$ 41,171.77$ 51,405.21$ 29,578.07$ 31,623.32$

Instructional SupportName Badges / lanyards $53.46 $41.73 $20.10 $30.45 $31.06 $32.40 $28.80

Session Materials $1,754.93 $2,053.77 $1,744.34 $3,265.75 $1,898.07 $443.55 $343.13

Student/volunteer materials Misc. $1,840.00 $1,340.00 $1,710.00 - $1.44 $12.90 $4.00

Total Instructional Support 3,648.39$ 3,435.50$ 3,474.44$ 3,296.20$ 1,930.57$ 488.85$ 375.93$

Direct Expenses 34,872.63$ 38,013.41$ 47,022.18$ 50,789.49$ 60,965.57$ 37,526.36$ 39,271.45$ CCS Overhead (12% th/2018; 18% 2019 Gross Revenue from Fees) 4,648.80$ 5,295.60$ 6,592.80$ 7,020.12$ 8,081.47$ 8,214.93$ 11,664.90$

Total Expenses 39,521.43$ 43,309.01$ 53,614.98$ 57,809.61$ 69,047.04$ 45,741.29$ 50,936.35$

Gross Income / (Loss) MCFOA (781.43)$ 820.99$ 1,325.02$ 691.39$ (1.44)$ 22,716.46$ 13,868.65$

Item 7a

2019 Minnesota Municipal Clerks Institute (MMCI) Overall Evaluation Form – YEAR ONE

Thank you for participating in the 2019 Minnesota Municipal Clerks Institute (MMCI). In order to ensure that MMCI is providing a comprehensive academic foundation, as well as meeting students’ professional development needs, we would like your feedback on the experience.

1. Please rate your overall experience with MMCI. 1 x0;2x0; 3x1; 4x20; 5x26 Additional Comments: Poor Excellent

- Great learning and networking opportunities.- Great meeting new people but class went so long & not enough breaks.- I enjoy the networking and finding out we have the same questions, concerns and issues.- Great content in sessions.- Had a great time. Met great people and learned some new stuff and reviewed some old stuff.- Overall very good program and information.- Awesome experience & programs.- Great, but need to move more. Stretch breaks would be appreciated.- Overall, good content and I learned a lot also it was a long week with long hours of sitting.- Very informational all around- Good experience. Some of the speakers had overlapping material.- The sign-in/sign-out process was disorganized. Too intense.- Leaders gave very limited direction to volunteer helpers.- Great experience- It was wonderful. I’m looking forward to the next two years- So much information! My council will hate me, but change is good right?- Would be nice if we had a few sessions to choose from job related sessions-

2. MMCI classroom facilities were. 1x0; 2x2; 3x16; 4x20;5x10 Additional Comments: Poor Excellent

- Temperature was too cold.- Access to power outlets at tables for laptops for charging would be so helpful.- The room was always cold- It was quite cold most of the week. I liked having water available.- Too cold the 1st two days.- Mics were cutting in & out- The rooms were fine, chairs got to be pretty uncomfortable.- Limited restrooms near classroom caused some delays.- I thought the facilities were great it was great to have water at the tables.- Very cold temp at times.- Chairs were very uncomfortable. Coffee & tea in back of room would have been nice. Longer breaks or standing time

needed.- Room was very cold.- A lot of sitting.- Chairs were not the best.- Good location! Room was cold.- The rooms were very cold.- Chairs very uncomfortable.- Cold – noisy- Chairs were very uncomfortable, could have used coffee pots in the room.- Better temp control- Microphone issues- FREEZING! Very uncomfortable chairs. Staff was awesome; accommodating

Item 7b

- Cold most of the time and had an odd odor.

3. MMCI hotel accommodations 1x0; 2x1; 3x8; 4x16; 5x17 Additional Comments: Poor Excellent

- Didn’t stay in hotel. No comment. - Clean rooms, hot tub was nice - Room wasn’t cleaned consistently. Hotel didn’t feel safe/secure. - Not applicable - Can we have a warm breakfast. - Water was leaking in bathroom from floor above. - The best western could have a better security in place. - Comfortable & clean. - I didn’t stay at the hotel. - Very nice. - Nice rooms, very clean, pillows were poor quality. - Very nice! - Great choice, clean rooms, good location. - Needs an update or tear down & start over. - Very nice room - Didn’t stay

4. Provided meals were 1x1; 2x2; 3x12; 4x26; 5x7

Additional Comments: Poor Excellent - Lines could have moved faster, otherwise good. - Mon-thurs same breakfast, next time would be nice to mix up the breakfast each day. Pasta and tacos, very good! - Love the taco bar! Would like to see more healthy foods. - It would be nice to include what was for lunch each day on the schedule. Wish there was more variety in beverages

at lunch + dinner (rather than coffee + water) - Very good! But the buffet style serving took forever. People weren’t getting through the line until the end of lunch. - Lunch hour was too short. - Same breakfast for 4 days - Turkey & pasta aren’t the best idea when we have class after lunch. I did not get dessert the first day. I was not the

only one. - If doing self-assemble/buffet- release classes staggered to better facilitate. - Food was okay. Buffet line was long, only had 10 minutes to eat – rushed. - Need better vegan/vegetarian options. - Food was good, but not enough time to eat if at the end of the line. - Alright. Not great options for those with special dietary concerns. Breakfast could have had more variety. - Have coffee available in classrooms. - They were typical catered meals. It would have been nice to have a little more time for lunch. - Good food. Would like to have a little more time for lunch breaks. - In need of many more healthy choices. Very large carb meals. Snacks also need to be healthier. - Meals were excellent! Not enough seating for lunches though - The buffet style didn’t have much time for a half hour lunch. Breakfast was kind of repetitive. - Breakfast was minimal/ would like more variety. - I am vegan & ordered vegetarian meals b/c was afraid I would only get salad for each meal! All vegetarian options

all week was salad – no protein hardly at all! The only exception was taco bar and I was able to have beans & salsa only. Better veggie meals please!!!

- The banquet meal was gross. A better variety for breakfast would have been nice. - Could be better. - Too much sugar, especially for breakfast. - Breaks- need soda- only provided once stagger lunch- if you were at end of line you were late. - Either have 45-1 hour for lunch - Plenty of food, it was nice to have snacks throughout - Much preferred the snack day w/ soda, popcorn & peanuts

- Continental breakfast got repetitive. Lunches were good. I would have appreciated additional time to eat – some days I only had 10 min to eat.

- The meals and snacks were great, it was nice to have that included.

5. MMCI staff were 1x1; 2x1; 3x1; 4x13; 5x32 Additional Comments: Poor Excellent

- The only time we really interacted with staff was first day- registration, intro, etc. - Catering staff was very polite. - Didn’t really interact with them outside of their presentations. - Whenever I needed help they were helpful. - Wonderful - Helpful - I had very little contact with them. - Helpful and accommodating. - Knew the importance of their teaching. - Mostly kind & knowledgeable. Didn’t see them that much. - Great staff and speakers - Very helpful - Roxy love u! - Roxanne and Jennifer very helpful. - Very helpful & friendly - Everyone was very friendly and helpful - Always answered my questions or directed to the source - Helpful & available

6. I had ample opportunity to network with others. 1x1; 2x0; 3x6;4x11; 5x31

Additional Comments: Disagree Agree - Was nice to have social hour on Monday & banquet on Thursday along with the lunches together and breaks to

connect with our peeps. - This was probably my favorite part! Was great to hear what others cities do. But more opportunities for people. - Wish we had more time to network. - Class 8am – 5:30 pm, all I wanted to do after was nap. Add more break times. - Great breaks. The social on Monday wasn’t super helpful though. - My favorite part was meeting my fellow participants. - I don’t feel like I was able to meet a lot of other classmates until later in the week. - No real dedicated time to meet up and visit until after class. We were in class 9 hrs straight so at night very tired. - Great interaction activities. - Lunches could have been longer. Not everyone was able to get through the lines in ½ hour. - Great opportunity to meet new friends. - This was one of the best parts. - This was hard for me as an introvert but I did go out of my comfort zone to the best of my ability. - Would have liked a little more time at lunch to visit with others - Absolutely, one of the highlights - Yes

7. MMCI presenter content included up-to-date information. 1x0; 2x0; 3x5; 4x19; 5x25

Additional Comments: Disagree Agree - Presenters were very knowledgeable. - LMC presenters were great! Kit & Corrine were also good! - Great, more time with elections - Some sessions had the exact same material & was just a repeat. Going forward – have staff know all presenters

material ahead of time. - Not all info was current but it was acknowledged ex. IPAD contact info - Each individual presenter had great info however several people taught us the same content. I’d recommend

reviewing their presentations prior to scheduling.

- Overall presenters were great. - Yes, or if it didn’t it was mentioned. Information changes quickly. - Some was repeated between presenters.

8. MMCI content is relevant to my work. 1x0; 2x1; 3x6; 4x18; 5x24

Additional Comments: Disagree Agree - Not all content was relevant to what I do. I come from a larger city so finance dept, HR dept, etc does their own

department duties but good to know. - Prepared me for my goal position. - Some is very relevant and some not yet but hopefully one day - Due to the size of my city, most didn’t apply due to staff in other areas handling the duties. - Finance is not under my umbrella so very confusing but might come in helpful. - Being with a larger city, I don’t do a lot of this now, but I hope someday this info will be needed. - A lot if finance classes, HR class for 4 hrs was too long. More time needed on elections. - Learned lots, thank you! - Some of it was too basic if you’ve already worked with this for a while. - Most of the content pertained to what I do. It was good to learn about the aspects that other offices take on - Very much so. I am excited to apply it! - Half of the content was relevant to my work. I feel like a lot of the sessions were a lot of the same information.

9. Overall, I now have a better foundation of knowledge in the field of Municipal Clerks and Financial Officers.

Additional Comments: 1x0 ; 2x0; 3x1; 4x19;5x29 Disagree Agree

- I have been in service for 1 year so I learned a lot of new material especially good to have training/classes since our job usually didn’t go over materials like this – jumped right in – learn as you go.

- I can’t wait to get back and apply what I learned. - There was a lot to learn & review even though I won’t use it daily. - Yes. - It really opened my eyes to all the responsibilities. - Yes! And resources.

10. What did you like most about MMCI?

- Everything - Lots of information, resources given. - Subjects directly affecting my job duties – such as elections, open meeting law, minute making, by laws, liquor

license, data practices. - Detailed classes. - Minute taking, parliamentary procedure, effective interpersonal communication in stressful work situation. - Some presenters opened the class to discussion – found it to be beneficial. - The opportunity to network with other city staff. And the variety of content of each course. - The dedication to growth of people in this industry. - The networking + knowledge gained. - Meeting all the other clerks - Networking. Great applicable information to bring back to work most presenters were fun and interesting. - Lots/variety of learning networking. - Networking & sessions that added to knowledge of daily tasks. - Networking, learning info applicable to my role and best practices. - The opportunity to network with other municipal employees. - Expanding on subjects i have limited knowledge of, I feel better prepared having attended. - Increased my knowledge; met new people. - Very good presenters. Knew their information for the most part – if they didn’t they were very open & willing to be

‘schooled’ themselves, or look into the answer. - The diversity of the course topics and presenter/ class styles. - Chance to meet clerks with similar levels of experience. - Networking with fellow city clerks, meeting workshop instructions and knowing where to go for additional help &

question. - Meeting everyone and learning how different things effect other cities. - The help making networking with others in the same field and providing resources. - Meeting other clerks from cities my size. Meeting presenters & having a contact. - Great speakers & material. - Very knowledgeable instructors. Great networking. Excellent conference. - The variety of speakers was great, fun to network with others. - Meeting many other clerks from all over the state and finding that the majority were going through the same issues. - The variety of information & topics and opportunities to meet other clerk professionals. - Sessions were informative. Loved the networking! - Loved networking and the session with Marita! - The variety of speakers. - Meeting other individuals that work in the same position as myself and exchanging work stories and asking each

other questions. - Variety of presenters - Meeting other clerks. - Getting more educated on my position & networking. Learned a lot in a short amount of time. - The networking opportunities. It’s especially nice to see how other cities the size of mine function. - Its hard to pick just one thing…networking, best class for info was minute-taking –maybe? - Classmates; structures

11. In the future, what improvements would you like made to MMCI? - More rooms available @ hotel - Have lunch breaks at different times. Not everyone had enough time to eat. - I think the time limit on some sessions can be shortened or longer. Elections session should have been more than 4

hours. It was very rushed and this subject is what we all do & is so important to have well trained clerks. - Love the location. - In each year, the first activity should be an “icebreaker” – we didn’t introduce ourselves to the class until the

second day. It should have been sooner. - I’d appreciate the round tables. - More time to network. - If you keep the long hours, maybe do a hour lunch or more breaks. - No working lunch - 1st year has experience from brand new to years of experience. It can be overwhelming for some & repetitor. - Nothing comes to mind. - I suggest team building & staff connection - 4 hour long classes are excessive, lunch should always be an hour because not all presenters give breaks, shorten

each day and make it carry over into Friday. - Reminders to sign on & out. Not all sign in sheets provided. Not explained well & misinformation spread around

classes about the procedure. - I really can’t say enough good things about my experience on my 1st year at the institute. I’m very thankful for all

the knowledge I’ve gained in this week. - Longer lunch and more breaks to refocus, more icebreakers in the beginning to get to know each other faster. - Changing locations would be nice. Longer lunch & break times (this is the longest training seminar in training hours

I’ve experienced) - Days were long. I work for a township & feel more township clerks would benefit. - All was good. A bit more time for breaks. Too much seating time. Lunch lines were long & not enough time allowed

to eat & break. Make classes shorter or allow break @ class time. - Break up some after classes. Like the HR one and the two financial lectures. - Lunches-break times are when networking takes place, those could be longer. Wider variety in food options for

breakfast & breaks. - Some of the sessions seemed a bit long to sit and listen lectures all day. - One hour lunch breaks. Or have each year separate lunch times. Half hour was too short- stood in line 20-25

minutes for food every day to only have 5 minutes to eat. - As stated in #7 before scheduling presenters really review the information first so we don’t have to listen to

similar presentation more than once.

- Shorter days & sessions. It’s a lot of information to absorb & I think the long days make it hard to keep your attention of the speaker.

- Have all presenter do some “moving” interactive activity. Breaks up the sessions nicely and helps to move around and not sit all day.

- Make it only 3 days and have homework instead. Too many similar topics. - 5:30 is too long of a day. 1 week too long- break up into 2 sessions - More interactive learning, better chairs, longer lunch breaks, more breakfast options or variety everyday. More

time to network during the day. - Really the only improvement would be better temp regulation in the room - More info on writing a budget. Maybe the banquet earlier in the week? I was ready to go home by Thursday @ 5:30 - Warmer rooms; varied breakfasts; more time for lunch; you should have all do introductions/ team building

throughout the week. - 8:00am-5:30pm is waaay to long of a day to listen to speakers – hours should be shortened. Overall 1 out of 5 days

was greatest toward my position – should be able to choose sessions to attend.

12. Will you recommend MMCI to colleagues in the field YES_46____ NO_0____ Please comment on why you would or would not recommend MMCI:

- Sessions very informative. Great source of training especially when you are newer. Interesting to hear the differences of small cities and bigger cities.

- It was fun + educational. - Great content, up to date information given, and touches on current issues and the amount of available information

for your cities personal issues. - This is a great program to inform/ train a municipality employee. - Relevant information learned + networking. - Even though I felt not every topic applied to myself, it was still very educational. - So much pertinent information. - Better knowledge & a place to start contacts to reach out to. - Very informational – especially the networking portion. - Understand why you do thing and networking is invaluable - It’s a lot of information in a short time but it is a good opportunity to learn and meet others. - It’s a good learning experience - There is great information and networking - Important info learned, meeting other clerks. - I absolutely recommend this MMCI to colleagues. - I will definitely be recommending this to colleagues as a way to develop their career. - A lot of good information received. - Yes, this is an awesome program, wish I knew about it years ago. - Conference had excellent topics. - It was a great week to meet new people and bring questions back to my city. - The institute is a great way to network with clerks statewide. Many of the presentations went in depth on items that

were helpful and suggestions I can take back to my city. - Great overall information & opportunity to meet other clerks so you have a network of similar professionals to call

on if issues arise. - Many members from all over MN - Very educational & great networking opportunities. - There is such a wealth of knowledge - It is a very good overview of the duties of cities. Good networking! Met so many others in y area & across the state. - Lots of good info. Great networking

13. Any additional comments?

- Making this training to 3 days top in the future would be a nice accommodation. A full week gets too long and find it harder listening & fully taking in all the material towards the end of the week.

- Have coffee in classrooms; encourage clerks to stay at hotel to network more. - Allow more time to network. - So not do a working lunch. Time to unwind & network is necessary; maybe allow people to move around; so for a

walk; a chance to destress & have a break from sitting. - Thank you for all your work to make this event come to life. It was an excellent experience and you are appreciated. - Thank you! - Thank you - It was a bit frustrating that because I was a late registrant that my name was not on any of the sign-in sheets. - Some presenters overlapped info a little too much a lot of the finance and open meeting information. Also some

presenters would really benefit from some facilitation training. - Keep up the great programs & speakers but consider informing township clerks. - Great job ! - Yr 2 & 3 appeared to be unwilling to network. Have ice breakers. Includes with own year & others! Let us know what

materials to print. Printed out all election stuff didn’t use any! Seems ridiculous to sign in & out every session! More open discussions/best practices.

- I would recommend not having same sessions at MCFOA conference as the institute. Make all sessions at convention center. Seats are more comfortable that Best Western.

- Some of the classes didn’t pertain to my position, however im glad they were part of the experience because they did help me understand some of the job that those responsible do.

- Most speakers were very engaging. I really appreciate the ability to ask questions both during & after class.

2019 Minnesota Municipal Clerks Institute (MMCI) Overall Evaluation Form – YEAR TWO

Thank you for participating in the 2019 Minnesota Municipal Clerks Institute (MMCI). In order to ensure that MMCI is providing a comprehensive academic foundation, as well as meeting students’ professional development needs, we would like your feedback on the experience. 1. Please rate your overall experience with MMCI. 1x0; 2x0; 3x1; 4x17;5x20

Additional Comments: Poor Excellent - Very good week…learned more about things I do – 2nd year felt more in-depth which was great - I really enjoyed my experience - the week is long but enjoyable - I learned a lot about city processes even though some are not directly related to my current job - Year 2 classes were interesting and the instructors were knowledgeable - Well organized - Very user friendly. I appreciate the feedback & updates received from MMCI - Some miscommunications w/ receiving pkts. Maybe put them on a website & everyone can go there and download

2. MMCI classroom facilities were. 1x0;2x0;3x2; 4x17;5x19

Additional Comments: Poor Excellent - Roomier than last year. Relatively comfortable. - Would be nice to have all classes in the convention center – much brighter/comf. - Friday was not enough room…too cramped - Very comfortable in the rooms in hotel, kind of tight tables in the convention center. - Much more comfortable in space & climate this year - The classroom was laid out nicely and it was nice to have water at the table. - Much better! Thank you for water on tables - Much better than last year! - On the cold side & tiny mic but comfortable - Clean, big enough - Enough room and easy to hear/see presentations - Much better than last year, more space - Sufficient - I really feel that it is important that the rooms are not just separated by partitions. Big improvement over last year!

3. MMCI hotel accommodations 1x0;2x0; 3x3;4x14; 5x21

Additional Comments: Poor Excellent - Staff was nice, room was large & clean. - Much better than Holiday Inn - Nice clean rooms - Room was clean and up-to-date. Towels were very soft - Didn’t stay over, however 100% better than last year. Thank you for changing locations - Again, much better than last year! - My room was very nice - Clean and great stuff! - Much better than last year - Descent hotel and easy to get to. Rooms were nice and clean - Appreciated the 10% off at greenmill. Did not care for class room at the convention center - Much better than Holiday Inn - Great! Love this place. So much better than last year - Much better than last year, thanks for switching

4. Provided meals were 1x0;2x0;3x17; 4x10;5x12

Additional Comments: Poor Excellent - Change up breakfast- provide scrambled eggs, sausages, ham, cheese sticks. For snacks maybe have cheese, meat

+ cracker tray.

- Very good food - Breakfast could have been a lot better but way better than last year. - The gluten free options were awesome – thank you - Possibly 2 buffet tables – always had to wait. Need to stagger classes or have more lines/tables. Tuesday we had

only 10 min by the time we got through the line - Food was ok- got a little tired of caramel rolls - Maybe 2 tables for food line since its such a short lunch break - More variety with the breakfast/breaks would be nice but food provided was great. - Meals were significantly better than last year. Frequently ran out of coffee & less carbs would be great, more

fruit/veggies - Good food! Could lunches be staggered by class (maybe 15 min)? I don’t feel like I had enough time to eat. Half of

lunch was spent in the lunch line. Some had to bring lunch back to the class to finish. - Yogurt + granola + hot breakfast - Food this year was good. Suggestion: stagger lunch breaks so everyone has time to eat - Good! Would like meat for breakfast. Longer or stagger breaks - Need to rotate meal times according to year - Good variety! Much better than last year maybe two lines speed up, lunch was over when we sat down to eat - Breakfast options needed to be changed. Other meals were fine, more vegetables please - Breakfast & break items could have been changed during the week, Friday breakfast was a nice change - Ok. Fruit wasn’t even good. Need to alternate menu – it gets old after a few days. Need more time for lunch - Better than Holiday Inn - Fine. Too much sugar for snacks. Ran out of a few things for meals but wait staff awesome 5*

5. MMCI staff were 1x0; 2x1; 3x2; 4x8; 5x26

Additional Comments: Poor Excellent - Kind & helpful - Staff were amazing and very helpful - Thank you! - Always so friendly! - Roxann & Jennifer are the best! - Very nice - Roxann & Jennifer are great!! - Nice didn’t communicate with them much - Awesome - Helpful and friendly. Didn’t receive one email that went to SPAM, hard to know when received all others - Top notch. Thank you! - You are always so kind!

6. I had ample opportunity to network with others. 1x0; 2x0; 3x2; 4x7;5x30

Additional Comments: Disagree Agree - Yes! Enjoyed the meals & getting out of class early to network. - Not during lunch, it was too quick sometimes we would barely get our food in time. Lunches should be staggered. - Made many friends and connections - Lunch breaks should have been longer to allow for more networking and ample time to eat lunch. - Yes, our class is a wonderful group – everyone is very friendly & easy to talk to - More round table discussion - I enjoy meeting people from all the different cities - Perfect – everyone is so friendly - Social hours after class should be organized/encouraged - Yes, but need more time for lunch. Cant get thru lines fast enough, eat fast enough and too rushed to network - Great people

7. MMCI presenter content included up-to-date information. 1x0; 2x0; 3x3;4x11; 5x25 Additional Comments: Disagree Agree

- Wish all presenters would have sent out their material - It would be nice to have all presentations ahead of time. If not able, the presenters should bring paper copies. (SCSU

asks them to) - Year 2 not as beautiful as year 1. Didn’t take away much valuable information - Most presenters were very prepared - Current & relatable - Would have been nice if all presenters would have sent materials to us. - Diversity a little outdated – but still enjoyable to listen to. All were very good.

8. MMCI content is relevant to my work. 1x0; 2x0;3x3; 4x14; 5x22

Additional Comments: Disagree Agree - As a clerk, almost all topics were relevant. - MMCI has been the most relevant and helpful training. I have recommended it for other new clerks. - Many classes furthered my knowledge on things I do daily - I felt that the topics covered this year were almost all very relevant to my job - For the most part - Most topic, yes. I learned a lot even though some topics did not relate directly to my current job - Lots of information to bring back to work - Most information was very good - Most items apply to my position but some were too basic to further my knowledge - Definitely – I cannot get enough info. Always helpful

9. Overall, I now have a better foundation of knowledge in the field of Municipal Clerks and Financial Officers.

Additional Comments: 1x0; 2x0;3x5;4x9;5x25 Disagree Agree

- The information that I have gained this week will be used throughout my career - Lots of good information - Absolutely!! - Great job – keep up the great job - For sure


- Connecting with other clerks and finding out how things run in their city. - Networking. HR classes, communication classes. Ability to hear stories & learn from different cities - Seeing my “coworker” again and learning about their lifes in the smaller or bigger cities. - Networking & brainstorming with other clerks about the information we received. - The knowledge gained to be a better city clerk. - The contacts I made. I learned an overwhelming amount of information. - Networking - The interaction within the classroom - The presenters did a really good job of keeping us engaged with the topic - All the different classes and new ideas learning what other are doing - The networking w/ classmates - Getting to see all familiar faces & new faces. All the classes were good & relevant to my work - The variety of subject matter & speakers - I most liked the networking in class that gave a chance to hear from other cities going thru the same things we are

going thru - The people - Finding out how other cities do things & making personal contacts - Speakers were very informative - Variety of class topics - The banquet games & networking w/ others - Interaction, the knowledge I learned

- Getting to know the clerks in my class better. Being able to learn more about areas I needed information on - The range of topics discussed. Listening to other cities issues/problems - Materials covered, meeting other people - Stay with the same groups - 1) Ability to Network 2) more knowledge always good - Being forced, essentially, to network with other cities, getting out of my comfort zone and in doing so have learned

about networking - Relevant topics. Gives us a good base to use in over careers

11. In the future, what improvements would you like made to MMCI?

- More time for lunch. A half an hour wasn’t enough time to get through the line and eat comfortably. Can some sessions be shortened? These are really long days and my brain gets mushy.

- Stagger the lunches so they do not run late. Any way to eliminate Friday? - Mind reading classes would be nice? My boss seems to think I have that skill - I would recommend staggering lunch times or having more lines available at the buffets. - All the handouts sent ahead of time. I know this is difficult and I do appreciate what I received but there were a few

I really would have like before the class to print out to see. - If we had the opportunity to choose from a couple of sessions - You are doing a great job - Make lunch times a little longer or stagger them a bit so we aren’t so rushed. - Have reunions so we can see our classmates again we only have 1 year left & we were all talking about how

much we will miss each other - Maybe stagger lunches if there will only be a ½ hour lunch on a few days. Even 10-15 minutes - I would like to see either a longer or staggered lunch tues-thurs, on these days after standing in line to get lunch we

only had 5-10 minutes to eat - More breaks, it just gets long sitting - Remove the presentation section on year 3. It seems to make a lot of people stressed/uncomfortable so it is hard to

understand the purpose of the exercise. It is uncomfortable for year 1 & 2 to watch. - If you continue to email materials, please require power point presentations to have a white background and send

them in power point format - Have one class on Friday - Make project for year 2. This year was a lot of un-needed information - Not sure - Presenters must include copies of slides if they have them. Most of us make notes either physically or electronically

on these documents to look back on. They don’t need to bring the handouts, but they should be turned in on the emails ahead of time

- When sending out informational handouts via email, a complete list should be sent initially so if some go to the junk mail we would be aware to look for those

- Stagger lunches; those with food allergies would like something other than pasta at banquet- pasta last 2 years; all presenters supply materials they are covering

- More time for lunches - For distributing materials it may be better to put it all in a dropbox and then invite attendees. That way you would

be aware and not miss anything cause there were lots of presentations - At least allow those from the bigger cities to pick their sessions from year 1-3. Smaller cities may even enjoy this

because they may have something they are focusing on and would like attending training.

12. Will you recommend MMCI to colleagues in the field YES_32____ NO___2__ Please comment on why you would or would not recommend MMCI:

- A lot of good, in-depth information. It’s a great opportunity to network with other clerks and get insight. - Great content for municipal clerks - Really helps you understand how different the same job can be. - We cover so much pertinent information & are given resources for future references. Networking with other clerks is

great. - I have already recommended MMCI to another new clerk as the training that will help newer clerks more than most

others available.

- I said yes I am on my won in my office and the clerks in cities around me are here. Great job - You get a lot of great information and people to contact if you need help - It is nice to have people with the same jobs to get with each other for ideas & support. - MMCI has been a great learning experience for being new @ my job - So much valuable info given at all sessions, and the networking opportunities is so valuable - It is a good source of support and information - The information given is very relevant and reinforces what is learned on the job - I enjoy about things that affect are in my positions as well as those that aren’t - Because the clerk role can be so different from one city to another, it gives an awesome overview of many aspects

of city processes. Not only for “clerks” but those working in finance departments too - Well rounded program with so much valuable information - For a 1st time city gov employee it would be good, but for someone who has been in government there is a lot of

covering of topics that they would already know. - For the most part the info is relevant and beneficial. - Will be sending co-workers in future - I definitely would! I’ve learned & has professional growth. This has made me step out of my bubble and interact - I would not for those at bigger cities because it is difficult to set in sessions that are not applicable to your current

duties. I understand the smaller cities thing but still no.

13. Any additional comments? - I enjoyed the institute this year much better than last year. - I feel we covered a lot of the same topics that we covered last year. Can we get new topics? - There was not enough time to eat lunch with all the classes getting out at the same time with a buffet. - It was great week. Thank you for all your work - Thanks for your hard work! You have a thankless job! - Facility this year much better than in the past year - Thank you for putting this on! - Parking – I drove every day and didn’t know where to park on the first day. Please include “where to park” and cost

in next year’s info - Maybe make the Friday break a little longer or have class start a little later for those that need to check out of the

hotel. Because class goes until 12:30, everyone will need to check out of the hotel before breakfast Friday morning. - Have bathroom breaks more often - I would like the “certification” classes to be more about becoming certified and not so much as a high level

overview, let’s get deeper into the actual job of being a clerk. It would almost be beneficial to have 2 smaller certification 1) clerk 2) Finance. Those who don’t have both duties end up very bored & someone distracting to those who need the information. They start chit-chatting, working on other things, etc. to that end something on how to write/communicate financials for the community or council would be a great topic to cover.

- If it’s possible to spread out lunch times I think that could help - Keep up good work - Skip the late break on presentation day. Some people have commitments and need to leave at 5:30 pm or make that

session longer

2019 Minnesota Municipal Clerks Institute (MMCI) Overall Evaluation Form – YEAR THREE

Thank you for participating in the 2019 Minnesota Municipal Clerks Institute (MMCI). In order to ensure that MMCI is providing a comprehensive academic foundation, as well as meeting students’ professional development needs, we would like your feedback on the experience. 1. Please rate your overall experience with MMCI. 1x0; 2x0;3x2;4x21;5x16

Additional Comments: Poor Excellent - Overall it’s been a very good experience, while you’re in the week it’s very intense – a lot to take in. - Always enjoy it - Very well done, I have learned a lot and saved many skills that apply directly to my job. - Great info & great people - Many great session and projects to learn from - Some topics get too long & others could use more. - The conference facility was much nicer than last year. Easy to get around, rooms were comfortable, classes were

easy to get to and located close together. The facility had many gathering areas for small group. Nice experience. - Overall this location was better than the Holiday Inn, but still does not match the costs. Our first year in Plymouth

was perfect. 2. MMCI classroom facilities were. 1x1; 2x0;3x4;4x23; 5x11

Additional Comments: Poor Excellent - There were no distractions from the other rooms. Great - Much better than last year – nice to have adequate space to put a binder/notebook. Temperature good in rooms. - Chairs stink but know there is nothing to do about that. - 3rd year was the best (facilities) - Spacious. - Good space, comfortable. - Mon-Thurs Great! Didn’t care for conference ctr classroom on Fri, too noisy. - Comfortable. Would been nice to have coffee along with the water in the back - Thank you for listening to evals last year and moving the venue. Best western was great. - Chair comfort but guessing that will be anywhere when you are sitting all day for 5 days. - A little chilly, but not bad. Some needs microphones. Why so few? It is easier to concentrate if you aren’t struggling

to hear. - Need power strips at each seat. You say you have gone green but then we are forced to print out the handouts, if

you provide power strips we could also go green. Freezing cold room. - Nice space - The rooms were comfortable and set up nicely. Plenty of individual space for materials and laptop - Classrooms were improved over last year with more space at the tables. Chairs are still uncomfortable, would be

nice to have snacks/coffee/mints in the room. Turn down lights to see the slides. 3. MMCI hotel accommodations 1x0;2x0; 3x3; 4x16; 5x18

Additional Comments: Poor Excellent - Rooms were super comfortable and I couldn’t hear neighbors. Awesome! - Parking was a bit of a problem, I wasn’t expecting on day 5 - Room was not really clean, contacted motel & they reduced the rate - The hotel room and staffs were great - Was not able to stay in hotel even though I called before deadline. - Certainly better than year 2. - Room was very nice. Disappointed I could not have milk with my lunch as it was not ordered by MMCI - Very nice clean room - So much better than last yr - Much better than last year - Appreciate hotel & conference are in same location. My particular room was a bit small. - Very nice rooms - Clean, comfortable, quiet - This hotel was definitely an improvement over the last one. It is definitely not as nice as Plymouth. Main issue

besides meal options, is there is very limited parking. 4. Provided meals were 1x0; 2x3; 3x10;4x19; 5x5

Additional Comments: Poor Excellent - Lunches were good, a warm breakfast more than one day would be nice - Much better than last year - A bit better than last year. A bit more variety would be nice. Buffet line too long – needed 2 stations, had to

eat very fast. - So much better this year! But changing breakfast up a bit more would still be nice - Breakfast for the first 4 days could have been better. Rest of food was great. - The meals were great! It would have been nice to have more time to eat - A different breakfast variety would be good. Not the same thing every day. - Great variety for meals, nice snacks - Thank you for improving over last year - No bottled sodas available. Highly carb loaded meals - Good! Need more time out lunch as by the time I got through line, I only had 10 min to eat or else have

staggered lunches. - Better than last year but year 1 spoiled me. - Very good food - Way, way better than last yr! - Much better than last year - Not great. Breakfast was the same almost every morning and it was not good. - Breakfast wasn’t great. Not everyone eats cold sandwiches. Hot meals are best, pasta bar was good. - Variety of breakfast and snacks would be nice. Warm lunches, beverage variety could have been more - Much better than last year! Wouldn’t mind a warm breakfast once or twice. (caramel rolls were awesome ) - Would like to see eggs, bacon, and sausage in the breakfast. - The meals were hot and tasted very good. Love that soup was served. - Snack options are all sugar. There needs to be a full breakfast provided. The day is too long and breaks too

short and snacks too limited to not have a full breakfast. There needs to be buffet style meals w/ options. 5. MMCI staff were 1x0;2x0;3x2; 4x11; 5x25

Additional Comments: Poor Excellent - Always excellent. Thank you LADIES!! You are greatly appreciated - Great – always cheerful & helpful. - Roxann was awesome and always helpful and pleasant - Staff was friendly & always willing to answer questions - Roxann is great!. - Always very helpful. - Very informative and friendly - Warm friendly - Very friendly & available to assist if needed - Always wonderful to deal with - Helpful and accessible as always - Very friendly & helpful - All the staff was very friendly, always smiled and said hello. - Staff are always nice, helpful, welcoming and full of smiles. I know they do not have an easy job or make all

the decisions, so I appreciate them.

6. I had ample opportunity to network with others. 1x0; 2x0;3x1; 4x10; 5x28 Additional Comments: Disagree Agree

- This is one of the best things about the institute. By year 3 – these folks are familiar and that’s nice. - Very enjoyable. - I networked more this year than the past 2 years - Definitely had a lot of opportunity to do this, and this makes institute better. However I am more outgoing-

another reason I think a presentation should be in year 2 is to give people a chance to group. -

7. MMCI presenter content included up-to-date information. 1x0;2x0;3x5;4x20; 5x13 Additional Comments: Disagree Agree

- Except for the case study. - Most were - Some presentations were not updated for many years & feel it should be brought more up-to-date to deal with

technology that is current. - Some were a little hard to follow because the material is so dry - A few PowerPoints need updating. - All of the presenters were organized and professional. However the media presentation was not. This portion

should be eliminated and replaced with something else. 8. MMCI content is relevant to my work. 1x0; 2x0; 3x3; 4x19;5x17

Additional Comments: Disagree Agree - Mostly- but even if it’s not specifically relevant, it’s helpful for general knowledge. - Yes, yes, yes - You guys do the best you can, because all the roles are different. While I do not do media, finance, or some of

the other things, it’s still good information to have. 9. Overall, I now have a better foundation of knowledge in the field of Municipal Clerks and Financial Officers.

Additional Comments: 1x0;2x1; 3x1;4x15;5x22 Disagree Agree

- Yes, yes, yes - This 3 year program has been very beneficial to learning a little bit of everything. I would recommend to

others. - Would recommend to new city staff. - Yes, I definitely have a better overall understanding for what it takes to be a clerk and what the role does.


- Getting to know my classmates and get extra resources - Getting to know the other clerks. Would be good to have a large group project in year 2 to start the connections

sooner. Also liked learning about the various topics. Although it can be a lot to take in – it’s good to have more trainings to expand knowledge

- Working with others from all different size and structural cities. - Networking - Variety of topics covered. Coming from small town, we do it all and it’s hard to be “the expert” in every area - I liked the variety of topics and how we put them to use in year 3 - The variety of offerings - Networking - Knowledge of presenters - The networking. Classes were good though. - Networking opportunity! - The people I was with & the networking - The hotel and food was great. - This year it was great to see everyone’s skills come together when doing the simulated meetup. - What I liked most was the active shooter class. - Networking with other clerks - The ability to learn from others - The networking with others in same profession. Opportunity to learn more about the profession. - Teamwork/projects with other member of my class - Our small group discussions & our presentations on thurs afternoon! Wendy Bjorklund did such a good job as a

presenter & preparing us for the big event. - The people! - Networking. Speakers who let you get up & do activities. - Networking, learning from others in my class - All the different topics that are covered throughout the 3 years. - Great school opportunities. Good classes & info. Many network opportunities which can be equally important.

Good resources for future issues.

- Resources. - The variety of classes and even if a class doesn’t pertain to our job, it’s still good to have some knowledge. - Being together with fellow clerks, learning new information that I can take back and implement. - The best thing is meeting the other clerks from other cities, and getting the opportunity to pick their brains on

how they have adjusted in their roles, and what roles they take in. it is also fun to have light hearted discussion with our clerks to make the week go by.

11. In the future, what improvements would you like made to MMCI?

- Do the senior case study/presentation on the last day - Consider doing year 3 projects in year 2 & one in year 3 – was difficult to do both projects concurrently. Add to

brochure *recommend Year 3 students to stay on-site. The scholarship in was a bit buried on the MCFOA website, I looked for it on the registration page, maybe add a link to registration page to scholarship application.

- Municipal case study – maybe a bit more guidance & clarification of the expectation. Expand to ensure all can take part.

- Splitting up 2 presentations. I would suggest the municipal issues & approaches in year 2. - Better use of time - Maybe it could be shortened to 4 days - As year 3 we are expected to do 2 projects concurrently and that is very challenging as we had two different

“groups” to meet and work with. - Maybe stager case study and presentation? Lots for presenting on same day. - Add Oatmeal option? Yogurt-bar option? Milk/juice? - Make issues & approaches year 2 & council meeting/case study year 3. - Move parliament procedure to year 1, it would have been more helpful then vs. in year 3. - Not too much - Having all the trainers have interactive materials – humorous. Loved the trainers that had them, kept more

focused and made learning fun. - Would like more frequent breaks so less interruptions of door opening & closing during presentation. We are

not used to sitting for long period of time. - Year 3 should not have 2 projects, the presentation could be moved to year 2 & year 3 could focus on the case

study. - A little longer breaks.’ - Split up the presenters more. It is difficult to focus on the same presenter for the entire day. - Food. The presentations should be in year 2 so that year 3 can focus on the case study & expand on the current

study - Stagger lunch times on, it will be easier for all. Classes can network on breaks. - The sessions are long. Good info but as a group we don’t sit for hours at a time. - More mini breaks. Seating for 2 hrs before a break is not good. - Year 3 was difficult with so many projects due at the same time. It was also difficult for everyone to play a role

in the mock council meeting – it felt disorganized. - Clearer direction for our 3 year projects. Expectations were not clear. - The city issues presentation should be in year 2, year 3 should focus on council and commission as that is more

appropriate to our next career chapter. This would allow us to fully focus on one thing rather than being scattered. Finally, we are getting plenty of hours, it seems like the goal was to force us to work late. The day is long enough.

12. Will you recommend MMCI to colleagues in the field YES___37__ NO___0__

Please comment on why you would or would not recommend MMCI: - Yes- its great general knowledge for anyone in city government - Because it’s good training for all clerk-treasury. - MMCI not only teaches you relevant material but it also teaches you how to network with other students - Great program with lots of knowledge and networking - Great learning and networking opportunity. - It provides lots of education in the field that may not get opportunity to learn otherwise. - Yes

- This course would benefit all municipal admin employees in their new careers of city government regardless of obtaining the certificate for clerk.

- Great way to network with others & make contacts to bounce things off. - Excellent learning opportunities & networking. - Overall great experience and I learned so much. - Good topics & information. Getting resources thru networking with other clerks. - I wish I did it earlier in my career.

13. Any additional comments? - Very disappointing that classmate would get up during our race equity class time to turn in blue assignments to

get certs. Very rude!! - Thank you! - Thank you! - Thank you. I & two people next to me never left a presentation. Breaks were adequate. It is disappointing to

see all the interruptions during presentations. I feel bad for the disrespect that was given to the presenters. - Thank you!! This has been fun - Save the interesting/uplifting classes for Friday because we are all exhausted. Zoning/planning – hard to

follow, too tired/too early. - The President’s luncheon speaker, David was the best on all 3 years. Lots of great election information. - Think speakers should all use microphones as voice level fluctuates during presentation. - Thank you very much! I’m so grateful I had the opportunity to attend the full 3 years! The hotel staff was

friendly & helpful. - Thank you for all that you do to make this such a wonderful experience for all of us. - Thank you - Thank you to the facilitators, you guys do a great job! - First lunch had dessert but all the rest had no dessert need social media class. - So glad I’m done. Thankful for having this course.

St. Cloud State University values diversity of all kinds, including but not limited to race, religion and ethnicity (full statement at bulletin.stcloudstate.edu/ugb/generalinfo/nondiscrimination.asp). TTY: 1-800-627-3529 SCSU is an affirmative action/equal opportunity educator and employer.

This material can be made available in an alternative format. Contact the department/agency listed above. Member of Minnesota State Colleges & Universities.

Fax (320) 308-5041 Continuing Studies 720 Fourth Avenue South

St. Cloud, MN 56301-4498 tel 320.308.3050

August 19, 2019

Kris Hasse-Linquist, MMC City of Minnetrista 7701 Co Rd 110 W Minnetrista, MN 55364

Dear Kris:

RE: September 6 MCFOA Board Meeting - Minnesota Institute Director Report

2019 Advanced Academy Update St. Cloud State University registration staff and I are making final preparations for this year’s Advanced Academy, to be held September 19 and 20. This year’s topic is “The Lifecycle of HR”, to be presented at the Courtyard St Paul Woodbury, by instructors Joyce Hottinger, Asst. HR Director, LMC; Donyelle Mikacevich, HR Manager, LMC; Adriana Temali-Smith, Education Manager, LMC; and Scott Nelson, Certified Leadership Coach and Senior Partner, Clarity Central®. I am discussing expectations with our instructors, and I am also currently working on final details regarding room set up and food. Committee Chair, Amy Domeier, is working on setting up a social event in the evening. Fourty-nine attendees have registered thus far, though I’d expect to have even more register by the final deadline of August 28. I look forward to seeing some of you again at the Advanced Academy this year!

2019 Institute Close-out & 2020 Update Dates are confirmed with the Kelly Inn in St. Cloud for the 2020 Institute, May 4-8. I have already begun to work on revising and enhancing the schedule and curriculum for 2020 as a result of evaluation feedback from 2019. Areas to improve this year are elimination of some content overlapping, efficiency of e-distribution of materials, enhanced face-to-face explanation of attendance policy from MCFOA, and more diverse breakfast options and changes to lunch schedule. I also plan to begin contacting instructors and working on the brochure in October and November. The actual budget closeout and overall evaluation summaries for the event are attached.

Best,

Jennifer Janasie, JD, CCT Minnesota Institute Director

Item 7c

7/31/2019 Cking Bal: Savings Acct. Bal:86,391.91$ $60,102.41 Fiscal Yr Beg. 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Fiscal Yr End

Total Funds 146,494.32$ 1/31/2019 2/1/19-4/30/19 5/1/19-7/31/19 8/1/19-10/31/19 11/1/19-1/31/20 1/31/2020MCFOA Funds 76,209.99$ 27,795.12$ 42,489.21$ -$ -$ 146,494.32$ -$

2012-2013 2013-2014 2014-2015 2015-2016 2016-2017 2017-2018 2018-2019 2019-2020 2/1/19- 5/1/19- 8/1/19- 11/1/19- Budget

ACCT# REVENUES Actual Actual Actual Actual Actual Actual Actual Budget 4/30/2019 7/31/2019 10/31/2019 1/31/2020 01/20 YTD Variance110 Active Dues 26,435.00$ 26,180.00$ 26,985.00$ 30,170.00$ 28,600.00$ 32,750.00$ $37,260.00 36,500.00$ $1,530.00 $29,475.00 $0.00 $0.00 31,005.00$ (5,495.00)$

120 Associate Dues 1,190.00$ 420.00$ 955.00$ 745.00$ 1,295.00 3,180.00 $1,615.00 3,000.00$ $90.00 $1,170.00 $0.00 $0.00 1,260.00$ (1,740.00)$

130 Retired Dues 120.00$ 150.00$ 90.00$ 110.00$ 90.00 110.00 $80.00 100.00$ $20.00 $10.00 $0.00 $0.00 30.00$ (70.00)$

140 Interest Earnings 29.38$ 31.52$ 24.48$ 784.48$ 42.19 26.88 $35.59 25.00$ $11.21 $13.98 $0.00 $0.00 25.19$ 0.19$

145 Merchandise Revenue -$ -$ 115.89$ 61.12 $54.15 $0.00 $0.00 $0.00 $0.00 -$ -$

150 Net Conference Proceeds (Vendor Exhibits) 34,457.35$ 20,944.98$ 29,573.72$ 15,856.68$ 6,084.52 17,022.03 $17,658.86 20,000.00$ $0.00 $38,363.73 $0.00 $0.00 38,363.73$ 18,363.73$

155 Net Institute Proceeds 4,775.00$ 105.50$ 1,467.43$ 2,521.26$ 451.69$ $4,225.36 3,000.00$ $25,586.43 $0.00 $0.00 $0.00 25,586.43$ 22,586.43$

160 Silent Auction 4,280.00$ 3,417.00$ 5,229.00$ 4,288.00$ 4,542.00$ 3,837.00$ $4,235.00 4,000.00$ $4,371.00 $0.00 $0.00 $0.00 4,371.00$ 371.00$

165 Scholarship Funds 405.00$ 379.00$ 275.00$ 370.00$ 245.00$ 285.00$ $345.00 300.00$ $10.00 $205.00 $0.00 $0.00 215.00$ (85.00)$

170 Hospitality Donations -$ -$ -$ -$ $- $0.00 $0.00 $0.00 $0.00 -$ -$

175 Certifications 910.00$ 805.00$ 1,165.00$ 1,163.00$ 2,064.00$ 1,727.00$ $1,144.00 1,500.00$ $940.00 $880.00 $0.00 $0.00 1,820.00$ 320.00$

180 Athenian Dialogue 2,380.00$ $625.00 2,500.00$ $0.00 $0.00 $0.00 $0.00 -$ (2,500.00)$

185 Other Revenue 236.67$ 421.36$ 429.30$ 383.33$ 3,196.93$ 341.85$ $12.90 300.00$ $13.00 $1.00 $0.00 $0.00 14.00$ (286.00)$

TOTAL REVENUES 72,838.40$ 52,854.36$ 66,309.82$ 53,870.49$ 48,742.02$ 62,111.45$ $67,290.86 71,225.00$ 32,571.64$ 70,118.71$ $0.00 -$ 102,690.35$ 31,465.35$

-

2012-2013 2013-2014 2014-2015 2015-2016 2016-2017 2017-2018 2018-2019 2018-2019 2/1/18- 5/1/18- 8/1/18- 11/1/18- BudgetACCT# EXPENDITURES Actual Actual Actual Actual Actual Actual Actual Budget 4/30/2018 7/31/2018 10/31/2018 1/31/2019 01/19 YTD Variance

200 Contractual Services (Administration) 4,790.00$ 4,366.50$ 4,392.00$ 5,176.00$ 5,300.00$ 5,300.00$ $7,378.98 7,200.00$ $1,564.60 $1,700.00 $0.00 $0.00 3,264.60$ 3,935.40$

210 Office Expense (Acct/Bookkeeping) 681.58$ 743.55$ 913.46$ 1,003.24$ 1,427.39$ 1,158.62$ $960.27 1,200.00$ $355.09 $409.60 $0.00 $0.00 764.69$ 435.31$

220 Executive Committee Expenses 6,927.34$ 7,594.64$ 9,199.59$ 7,948.36$ 9,426.32$ 10,239.03$ $7,723.32 9,000.00$ $626.67 $2,719.02 $0.00 $0.00 3,345.69$ 5,654.31$

230 Newsletter Expense (Postage & Newsletter) 521.90$ 214.90$ 387.50$ 164.91$ -$ $19.50 100.00$ $0.00 $0.00 $0.00 $0.00 -$ 100.00$

240 IIMC Travel MCFOA President 2,389.58$ 2,309.30$ 2,041.43$ 2,034.74$ 1,893.88$ 600.00$ $1,703.27 2,000.00$ $550.00 $1,928.63 $0.00 $0.00 2,478.63$ (478.63)$

300 Educational/Professional Support 8,250.00$ 9,610.00$ 7,250.00$ 14,130.00$ 9,250.00$ $2,136.67 2,500.00$ $1,106.80 $0.00 $0.00 $0.00 1,106.80$ 1,393.20$

310 Scholarships 27,030.00$ 17,300.00$ 16,565.00$ 19,100.00$ 22,700.00$ 20,000.00$ $15,700.00 22,000.00$ $0.00 $13,000.00 $0.00 $0.00 13,000.00$ 9,000.00$

320 Awards and Supplies 2,108.69$ 3,546.02$ 1,867.21$ 2,085.41$ 3,126.55$ 1,462.17$ $2,046.38 3,000.00$ $282.81 $0.00 $0.00 $0.00 282.81$ 2,717.19$

330 Regional Meeting Expenses 66.83$ 500.00$ 250.00$ 250.00$ -$ 250.00$ $200.83 1,500.00$ $250.00 $0.00 $0.00 $0.00 250.00$ 1,250.00$

340 Web Communications 1,370.00$ 550.00$ 550.00$ 550.00$ 550.00$ 820.00$ $2,445.00 2,600.00$ $0.00 $650.00 $0.00 $0.00 650.00$ 1,950.00$

360 IIMC Travel/Silent Auction Winners 3,980.40$ 4,372.82$ 10,579.28$ 5,953.73$ 6,387.52$ 6,277.40$ $4,392.20 4,500.00$ $0.00 $4,681.02 -$ $0.00 4,681.02$ (181.02)$

410 Hospitality 259.85$ 248.18$ -$ $- $0.00 $0.00 $0.00 $0.00 -$ -$

420 IIMC Region VI Hosting 665.00$ 500.00$ 575.00$ 575.00$ 575.00$ 575.00$ $575.00 575.00$ $0.00 $0.00 $0.00 $0.00 -$ 575.00$

430 Merchandise Expense 13.98$ -$ -$ $- $40.55 $0.00 $0.00 $0.00 40.55$ (40.55)$

440 IIMC Regional Director 1,421.11$ 1,206.99$ 1,533.55$ 1,052.28$ -$ 589.57$ $715.15 1,700.00$ $0.00 $2,182.23 $0.00 $0.00 2,182.23$ (482.23)$

450 Athenian Dialogue 2,672.48$ $813.52 2,500.00$ $0.00 $0.00 $0.00 $0.00 -$ 2,500.00$

460 Other Expenses 844.00$ 436.10$ 1,877.99$ 2,044.06$ 4,738.44$ 1,128.58$ $724.00 1,500.00$ $0.00 $359.00 $0.00 $0.00 359.00$ 1,141.00$

TOTAL EXPENSES 61,320.26$ 53,499.00$ 57,982.01$ 47,937.73$ 70,255.10$ 60,322.85$ $47,534.09 61,875.00$ 4,776.52$ 27,629.50$ $0.00 -$ 32,406.02$ 29,468.98$

over (under) 11,518.14$ (644.64)$ 8,327.81$ 5,932.76$ (21,513.08)$ 1,788.60$ $19,756.77 9,350.00$ 27,795.12$ 42,489.21$ -$ -$ 70,284.33$ 60,934.33$

MCFOA BUDGET2019-2020

Item 8

1

BOARD MEMBERS













MEMO

To: MCFOA Board

From: Treasurer Snyder

Re: Transfer of funds

I would like to request the board consider transferring $60,000 or $65,000 from the checking account to the savings account.

Current checking balance as 8/28/2019 $90,010.72

Item 9

BOARD MEMBERS













MEMORANDUM




RE: Approve Assistant Region 1 Director

Christina Regas, Region 1 Director has asked Mitch Berg from the City of Mahnomen to be the Region 1 Assistant Director and he has accepted the position.

Action: Approve Mitch Berg as the Region 1 Assistant Director.

BOARD MEMBERS













MEMORANDUM




RE: Update Committee Appointment List

At the March 22 meeting, the board approved the 2019-2020 Committee Appointments.

Committee Appointments may be changed throughout the year. Changes to this updated Committee Appointments are as follows:

Add Margaret Webb, Greenfield to the Institute/Education Committee Add Deb Mangen, Retired (Edina) to the Conference Planning Committee Add Deb Mangen, Retired (Edina) to the Advanced Academy Committee Add Deb Mangen, Retired (Edina) to the Elections Advisory Board Add Deb Mangen, Retired (Edina) to the Institute/Education Committee Add Deb Mangen, Retired (Edina) to the Records Retention Task Force Committee Add Andrea Moen, Janesville to the Entertainment Committee

There probably should be more members on the entertainment committee. I will work on trying to get a few more members for this committee.

As I stated at the March 22 meeting and the September 6, the Nominating Committee needs to be appointed no later than two (2) months prior to the Conference. I will make my appointments to this committee at the December 6, 2019 Board meeting.

I have notified all committee chairs of these changes in May.

Action: Approve the updated Committee Appointments for 2019-2020.

Item 11

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MUNICIPAL CLERKS & FINANCE OFFICER’S ASSOCIATION COMMITTEE APPOINTMENTS 2019-2020 Appointed March 2019 Amended September 2019

ADVANCED ACADEMY COMMITTEE The purpose of the Advanced Academy

CommCommittee Amy Domeier, Hopkins (Chair) Britt See-Benes, Virginia Theresa Schyma, Spring Park Kary Tillmann, Zimmerman Betsy Snyder, Milroy Julie Lammers, Vergas Andrea Moen, Janesville Christina Regas, Blackduck Kari Carlson, Slayton Deb Mangen, Retired (Edina) Kris Hasse-Linquist, Minnetrista (Ex-Officio) Jennifer Janasie, St. Cloud State (Ex-Officio)

Committee is to review the Minnesota Municipal Clerks Advanced Academy evaluations and curriculum and advise the Advanced Academy Director regarding content of future programs.

AUDIT COMMITTEE The purpose of the Audit Committee is to

review Glen Pederson, Benson (Chair) Daniel Buchholtz, Spring Lake Park Terri Boese, Dassel Martin Bode, Rockville Monica Hennesey Mohan, Winona Marita Rhude, Barrett Kris Hasse-Linquist, Minnetrista (Ex-Officio)

perform an audit of the financial transactions of the MCFOA, such audit to be submitted to the Board for approval by the membership at the Annual Meeting.

BY-LAWS COMMITTEE The purpose of the By-Laws Committee is to Char Friedges, Lakeville (Chair) Glen Pederson, Benson Sandy Engdahl, Plymouth Daniel Buchholtz, Spring Lake Park Janet Lewis, Bloomington Audra Etzel, Rockford Mary Ann Kepler, Hibbing Christina Regas, Blackduck Angie Storlie, Bigfork (Ex-Officio) Kris Hasse-Linquist, Minnetrista (Ex-Officio)

review the By-Laws and make recommendations for amendments to the Board for approval by the membership at the Annual Meeting.

CERTIFICATION COMMITTEE The purpose of the Certification Committee

is to Kris Hasse-Linquist, Minnetrista (Chair)(Ex-Offico) Audra Etzel, Rockford Pamela Gackstetter, Apple Valley Jackie Hanson, Minneapolis Kimberly Hodena, Albertville Monica Hennessy Mohan, Winona Angie Storlie, Bigfork (Ex-Officio)

prescribe policy regarding applicant requirements; to recommend to the Board individuals qualified to receive the designation of Certified Municipal Clerk of Minnesota and Master Municipal Clerk of Minnesota.

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CONFERENCE PLANNING COMMITTEE The purpose of the Conference Planning Linda Rappe, Kasson (Chair) Britt See-Benes, Virginia Kary Tillmann, Zimmerman Betsy Snyder, Milroy Andrea Moen, Janesville Christina Regas, Blackduck Kathy Summer, Alexandria Devin Montero, Brooklyn Park Kari Schreck, Lake City Martin Bode, Rockville Sue Uhrinak, Cass Lake Laurie Schell, Barnsville Amy Domeier, Hopkins Megan McNeal Hamilton, Burnsville Sandy Engdahl, Plymouth Heather Slechta, Fairbault Kelly Geistler, Minneapolis Marita Rhude, Barrett Michelle Tesser, Inver Grove Heights Mary Roy, Coleraine Lanell Endres, Cannon Falls Audra Etzel, Rockford Janet Lewis, Bloomington Kari Carlson, Slayton Deb Mangen, Retired (Edina) Angie Storlie, Bigfork (Ex-Officio) Jennifer Janasie, St. Cloud State (Ex-Officio) Gail Ruhland, St. Cloud State (Ex-Officio) Jamie Oxley, LMC (Ex-Officio) Kris Hasse-Linquist, Minnetrista (Ex-Officio)

Planning Committee is to act as an advisory committee to the Board on educational topics for the Annual Conference.

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ELECTIONS ADVISORY BOARD The purpose of the Elections Advisory Board is to Cathy Sorensen, Blaine (Chair)

Sandy Engdahl, Plymouth Kathleen Porta, Eden Prairie Devin Montero, Brooklyn Park Barb Suciu, Brooklyn Center Kris Luedke, Golden Valley Macheal Collins, Burnsville Michelle Tesser, Inver Grove Heights Mandi Yoder, Mora Janet Lewis, Bloomington Jessica Beise, Corcoran Monica Hennessy Mohan, Winona Amy Domeier, Hopkins Christina Scipioni, Eagan Christina Regas, Blackduck Heidi Emerson, Shakopee Kelly Hayes, Norwood-Young America Denise Wetzel, Chaska Kim Meuwissen, Chanhassen Lori Hensen, Shakopee Terri Spangrud, New Brighton Deb Mangen, Retired (Edina) Kris Hasse-Linquist, Minnetrista (Ex-Officio)

improve communication between the Office of Secretary of State and City Clerks, to coordinate legislative programs, to advise on recommended and needed changes in election laws and rules, and to discuss the impact of these laws and rules on the clerks' responsibilities. (MCFOA/LMC Joint Task Force)

ENTERTAINMENT COMMITTEE The purpose of the Entertainment Committee is Heidi Emerson, Shakopee (Co-Chair)

Lori Hensen, Shakopee (Co-Chair) Wendy Brincks, Ostrander Marita Rhude, Barrett Kary Tillmann, Zimmerman Andrea Moen, Janesville Kris Hasse-Linquist, Minnetrista (Ex-Officio)

Needs more committee members

to coordinate Conference entertainment activities. The Entertainment Committee should report updates throughout the year to the Planning Committee.

FUNDRAISING COMMITTEE The purpose of the Fundraising Committee Committee is to Shari Moore, St. Paul (Co-Chair)

Cathy Sorensen, Blaine (Co-Chair) Barb Held, St. Francis Kary Tillmann, Zimmerman Theresa Schyma, Spring Park

Peggy Menshek, Minneapolis Kimberly Hodena, Albertville

Marita Rhude, Barrett Kris Hasse-Linquist, Minnetrista (Ex-Officio)

Committee is to coordinate a silent auction during the Annual Conference to raise funds to send selected MCFOA members to the IIMC Conference.

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GRANT COMMITTEE The purpose of the Grant Committee is to set Audra Etzel, Rockford (Chair) Megan McNeal Hamilton, Burnsville Linda Keith, Tower Denise Anderson, Frazee Kristin Stone, Lowry Kris Hasse-Linquist, Minnetrista (Ex-Officio) Angie Storlie, Bigfork (Ex-Officio)

written policy and guidelines for awarding the Clerks Inst i tute and Advanced Academy grants; to review applications and to make recommendations to the Board regarding grant recipients.

INSTITUTE/EDUCATION COMMITTEE The purpose of the Institute Committee is to Margaret Webb, Greenfield (Chair) Martin Bode, Rockville Denise Anderson, Frazee (Year 3) Mandi Yoder, Mora (Year 2) Kristin Stone, Lowry (Year 1) Kelly Geistler, Minneapolis Jessica Beise, Corcoran Christina Regas, Blackduck Kim Hodena, Albertville Deb Mangen, Retired (Edina) Kris Hasse-Linquist, Minnetrista (Ex-Officio) Jennifer Janasie, St. Cloud State (Ex-Officio)

review the Minnesota Municipal Clerks Institute evaluations and curriculum, and to advise the Institute Director regarding content of future Institute programs.

MEMBER OF THE YEAR AWARD COMMITTEE Char Friedges, Lakeville Glen Pederson, Benson Deb Mangen, Retired (Edina) Kris Hasse-Linquist, Minnetrista (Ex-Officio)

The purpose of the Member of the Year Award Committee is to review nominations received for the Member of the Year Award and select a recipient.

NOMINATING COMMITTEE The purpose of the Nominating Committee is

to collect letters of intent to file for office, review resumes of prospective officers and to recommend to the membership a slate of officers to be elected at the annual business meeting. The Committee members can only be past Presidents. This Committee is established in the Constitution

Glen Pederson, Benson (Chair) Kris Hasse-Linquist, Minnetrista (Ex-Officio)

Need to appoint

to collect letters of intent to file for office, review resumes of prospective officers and to recommend to the membership a slate of officers to be elected at the annual business meeting. Committee members can only be past MCFOA Presidents.

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RECORDS RETENTION TASK FORCE The purpose of the Records Retention Task Force is to revise the update the State of Minnesota's General Records Retention Schedule for Cities.

Kathleen Porta, Eden Prairie (Chair) Marla Oakland, Bloomington Kris Luedke, Golden Valley Devin Montero, Brooklyn Park Amy Weber, Minnetonka Amy Domeier, Hopkins Terri Spangrud, New Brighton Kary Tillmann, Zimmerman Theresa Schyma, Spring Park Lori Hensen, Shakopee Becky Koosman, Minnetonka Christina Scipioni, Eagan Amy Dietl, Maple Grove Deb Mangen, Retired (Edina) Val Leone, New Hope (Honorary) Kris Hasse-Linquist, Minnetrista (Ex-Officio)

Force is to revise and update the State of Minnesota's General Records Retention Schedule for Cities.

WEBSITE COMMITTEE The purpose of the Website Committee is to Angie Storlie, Bigfork (Chair) Britt See-Benes, Virginia Theresa Schyma, Spring Park Mary Schneider, Loretto Linda Keith, Tower Denise Wetzel, Chaska Wendy Brincks, Ostrander Kris Hasse-Linquist, Minnetrista (Ex-Officio)

oversee the association’s website regarding content, links, employment opportunities, etc.

No Subcommittees appointed March 2019

Administrative Assistant’s Report September 2019 Board Meeting

Membership 2019-2020 membership renewals were sent out in early May with a second notice/reminder in early August. To date we have 720 members, 42 of which are new members.

Munifacts The August Munifacts went out on August 1, 2019. The November Munifacts deadline is Wednesday, October 23, 2019.

Social Media The MCFOA’s number of followers on Facebook has increased to 135.

Amazon Affiliate/Smile Due to it being a poor fit for the organization, the MCFOA discontinued use of the Amazon Affiliate program after the May meeting. AmazonSmile program has been set up and was promoted on Facebook and in the August Munifacts. The first payment of $5.96 was recently received. This payment was for activity between April 1 and June 30, 2019.

MyLocker While the MCFOA storefront is up and fully functional, MyLocker has still not completed the site upgrades to the administrative side of the website so stats are not available.

Certification: 17 MCMC and 3 MMMC designations have been awarded since the March conference. The new procedure of mailing out the certifications right away has been working very well.

Item 12

August 27, 2019

To: MCFOA Board of Directors

Re: 2019 Minnesota Municipal Clerks Institute (MMCI)

Board Members,

It was brought to my attention that an attendee and volunteer of the 2019 Institute complained about the volunteer procedure process.

President, Kris Linquist, MN Institute Director, Jennifer Janasie, and myself, the committee chair, had a conference call to discuss the complaint and to discuss a possible smoother process.

After a lengthy discussion, as you all know, attendance is a requirement to get your credits. This requirement is no different than any other class or conference you would attend. We decided to change the “sign-in” and “sign-out” process to put the responsibility more on the attendee than the volunteer/class representative. This change puts the sign-in and sign-out sheets at the entrance (back or front) of the room for all attendees to be responsible for.

In my eight years of being a class representative and committee chair, this would be the first complaint regarding this process and would consider our process very smooth. This is a wonderful organization and want all clerks to have a great experience!

Thank you for all you do.

Margaret Webb Committee Chair

Item 13a

Region 1 Director Report * MCFOA Board Meeting – September 6, 2019 Christina Regas Director * City of Blackduck * 218-835-4810 * [email protected]

Mitchel Berg, Assistant Director * City of Mahnomen * 218-935-2573 * [email protected]

Since the MCFOA board meeting in March, Region 1 has held two training sessions.

Christina Regas was present for both, and Mitch Berg was present for the training in Fosston.

On June 14, 2019, Cassie Heide and Sarah Manecke, from the City of Fosston, hosted a training in their City

Civic Center facilitated by Troy Walsh on Fire Departments and Fire Relief Associations. The training

session attracted clerks and fire department staff and was received. The training brought a total of 10 clerks

and 3 fire department to Fosston.

On August 8, 2019, Angela Grafstrom and Kendra Johnson, from the City of Hallock, hosted a training in

their City Airport and City Hall facilitated by Rick Braunig of the Aviation safety & Enforcement MnDOT

Aeronautics division. The training session covered everything you would want to know about airports, the

funding sources available and a great tour of the Hallock Airport. The training was attended well with 4

clerks touring the local airport.

Region 1 has a Fall training scheduled for October 18, 2019. This training will be hosted by Dawn Veit of the

City of Nevis and facilitated by Joe Kelly Director of Homeland Security & Emergency Management. Joe will

bring to our training session a day of disaster management.

Region 1 has been busy holding meetings during our lunch breaks with these training sessions and they have

been well attended. I am please to report that with Mitchel Berg stepping up to hold the Assistant Director’s

position for Region 1 it will be well cared for.

Region 1 Quarterly Financial Report * MCFOA Board Meeting September 6, 2019

Date: Credits (Registrations)

Debits (Speaker/City Reimbursed)

Balance:

May (Balance forward) $290.23 $290.23 May $170.00 $0.00 $460.23 June $100.00 $69.50 $490.73 July $40.00 $0.00 $530.73 August $0.00 $46.32 $484.41

Item 14a

mailto:[email protected]

Region II Quarterly Report

MCFOA Board Meeting—9.6.19

Mary Roy, Director Sue Uhrinak, Assistant Director

City of Coleraine City of Cass Lake

Phone: 218.245.2112 Phone: 218.335.2238

[email protected] [email protected]

Region II’s spring training was held in the City of Emily On May 16th, where Cari Johnson hosted 8

members, and in the City of Keewatin on May 17th, where Susan Thronson hosted 20 members.

Troy Walsh from LMC presented a lively discussion on “everything fire departments”, including

relief associations, and best practices for personnel, finances, facility safety, liability and

management. Bolten Menk presenters discussed a platform for community engagement.

Many thanks to Cari and Susan for showcasing their cities, and a special congratulations to

Debbie Lund, whose June 1st retirement from Hermantown was celebrated during our session in

Keewatin.

Our summer training focused on Airports 101, The Beginning of an Understanding, and was presented by Rick Braunig, MnDOT Aeronautics Manager of Aviation Safety and

Compliance. On August 1st, 7 members met at Walker Municipal Airport-Bresley Field, hosted

by Terri Bjorklund and City of Walker, and on August 2nd, 10 members met at Orr Regional Airport,

hosted by Cheri Carter and the City of Orr. We learned about airports, drones (unmanned

aircraft systems), and heliports, with the highlight being a walking tour of the grounds/runway

outside the airport buildings. I found this topic fascinating, and Rick certainly knows his craft!

Terri and Cheri did an outstanding job entertaining the groups in their local communities. Thank

you!

A much requested training on primary elections will take place on October 31st in Hibbing, MN,

on November 1st in Cass Lake, and on November 8th in Bigfork, in anticipation of what surely will

be a busy 2020 spring primary election.

Roberta Pirkola recently retired from Duluth, MN. Blight appears to be a popular topic so we

are looking at setting a session up!

I will step down as Region II Director in March 2020. I have very much enjoyed my time as an

MCFOA board member discovering the process, and will miss all! I am looking for a

replacement!

_____________________________________________________________________________________________

Region II Quarterly Financial Report

MCFOA Board Meeting 9.6.19

Date: Credits Debits Balance

(Registrations) (City reimbursement)

5.1.19 $154.93

5.16/17 training $890.00 $371.88 $673.05

8.1/2 training $370.00 $244.33 $798.72

Item 14b



Region V report

On Tuesday, July 9th, the City of North Mankato hosted twenty-four members for a training at their Fire Hall #2 meeting room. (FYI: It rained the entire time.) Luis Argueta from PERA was there to talk about payroll and retirement issues as well as answer any questions that attendees had about PERA.

In July, Jessica developed a survey to send out to our Region V members asking for their opinions on training options. We have not compiled the final information as of yet but are hopeful that we can come up with training opportunities to serve all of our members.

Item 14e

Region V Bank Balances

Beginning balance as transferred from Betsy Snyder in March 2019

Date: Transaction Payment Deposit Balance

4/9/19 New Account opened 567.55 $ 567.55

4/24/19 Balance $ 567.55

6/10/19 July Training Fees 485.00 $1052.55

6/30/19 July Training Fees 180.00 $1232.55

7/9/19 JD Truffles- catering 82.35 $1150.20

7/10/19 Najwa Catering 273.97 $ 876.23

7/10/19 July Training Fees 30.00 $ 906.23

7/31/19 Bank Balance $ 906.23

Memorandum

To: MCFOA Board of Directors

From: Andrea Moen; Region VI Director

Date: 8/29/2019

Re: Sept. 6Th Regional Report & Finances

Since the Board Meeting in May, Region VI has held the following meetings:

*July 12, 2019 – We had a meeting/training in Elysian with Fay Prairie, MS NCC, who is a certifiedcounselor, personal life coach and professional speaker. She specializes in relationships and positivemindsets. She did a presentation on how to relieve stress, worry and negativity not only in yourpersonal life but professional life. It was a very open meeting with a lot of discussion which was nice tointeract with other clerks and possibly learn another tactic or technique to try out in thoseuncomfortable/heightened situations that we all love.

*October or November TBD – still looking into ideas and location but leaning towards zoning andbuilding permits for a topic.

Account Finances are attached on the next page from the most previous bank statement; however, our account balance as of 8/14/19 is at $195.10. Since last report in May we had a paid speaker present, cost of lunch from two trainings, and a payout yet for some silent auction items from the conference.

Thank you for allowing us to represent Region VI!

Andrea Moen Kari Schreck MCFOA Region VI Director MCFOA Region VI Assistant Director City of Janesville City of Lake City [email protected] [email protected]

Item 14f

BOARD MEMBERS













MEMORANDUM




RE: 2023 IIMC Conference Updated

I received an email from Casey Carl, City of Minneapolis stated that he does not have an update for the board at this time. His debriefing meeting with Meet Minneapolis was pushed back.

Hope to have an update for everyone at our December meeting.

Action: None

Item 15

AGENDA FRIDAY, SEPTEMBER 6, 2019 Immediately following the ...067FFB58-E3CD-42BA-9FB1... ·...

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