During the 1970's, the Municipal Clerks and Finance Officers Association of Minnesota progressed tremendously, both in membership and in increased promotion of educational resources for clerks throughout the State.
Throughout these years, many policies have evolved, some were listed in the minutes, others were informal, unwritten policies passed on to new members of the Board of Directors each year. Because of the transition in officers every year, some policies fell by the wayside.
To ensure that the Association will progress in an orderly and fair manner into the future, this Policies section was initiated to clarify and formally establish policies in written format to guide the Board of Directors in its administration of the Association.
The policies mentioned are in addition to those found in the By-Laws of the Association.
The original policy manual was formally adopted by the members of the 1980-1981 Executive Board on March 26, 1981 and has been periodically updated by subsequent Executive Boards.
The Board of Directors, (Board) by written agreement, not to exceed a term of three years, may appoint a person to serve as the Administrative Assistant to the organization. The compensation and duties of the Administrative Assistant shall be determined by the Board. The Administrative Assistant shall provide services including but not limited to the maintenance of membership lists, grant/certification functions in conjunction with those committees, write, edit, and distribute the Munifacts newsletter, print necessary office supplies including dues notices, send annual renewal of memberships, maintain an inventory of MCFOA pins, MCMC pins and the sale of these pins, and maintain the Association’s website. The Administrative Assistant shall attend all meetings of the Board and shall serve as liaison to the Certification Committee, Conference Planning Committee, By-Laws Committee and Grant Committee. The Board shall purchase a copy of the League of Minnesota Cities Directory of City Officials each year for the Administrative Assistant.
There shall be a member and non-member registration fee for all annual conferences. Non- member registration fees shall be $75 higher than member fees.
The Conference Coordinator shall negotiate a number of complimentary rooms with the conference center, which shall include one room for the outgoing president, one room for administrative staff and one meeting room for association use. Contracts should also include at least one complimentary meeting (sleeping rooms, food, meeting room) for the entire Board some time during the year.
The following criteria shall be followed for selecting annual conference sites:
The structure of the annual conference banquet shall be determined by the President, including meal, entertainment, decorations, theme, design of pins, and programs.
The Board shall meet on the following days: the day before the start of the annual conference and immediately following the close of the conference, April or May (President shall choose location), August or September at the upcoming conference location, and December (Vice President shall choose location). It is recommended that the meetings be held at locations centrally located as determined by the Board to minimize travel expenses. The Board may also hold special meetings as needed.
The basic requirements established by the Certification Committee to become a Certified Municipal Clerk under the Minnesota program require that each applicant must:
In addition to meeting the basic requirements, an applicant must be qualified by the following standard: obtain a total of 75 points. The points allowed are outlined on the certification application prepared by the Association.
The basic requirements established by the Certification Committee to become a Master Municipal Clerk under the Minnesota program require that each applicant must:
In addition to meeting the basic requirements, an applicant must be qualified by the following standard: obtain a total of 80 points. The points allowed are outlined on the certification application prepared by the Association.
All points earned toward the MMMC designation must be dated after the MCMC designation, with the exception of a completely unused college degree. For example, if the applicant’s MCMC designation was obtained in March 2014, no materials except a completely unused college degree dated prior to March 2014 will be accepted toward the MMMC designation.
The date of MCMC designation shall be the date on the letter informing the applicant that he/she received MCMC designation. If that date is unknown, the date of MCMC designation shall be the date on the official plaque.
Upon receiving notification from the Chair of the Certification Committee, the Administrative Assistant shall oversee the preparation of the certification for each newly certified Minnesota Certified Municipal Clerk and Minnesota Master Municipal Clerk. Certifications and pins will be mailed to the successful applicants immediately. New MCMCs and MMMCs shall be introduced and recognized at the annual Conference.
The Conference Coordinator shall fulfill the duties as outlined in the contract approved by the Board.
The Advanced Academy Committee will review the Minnesota Clerks Advanced Academy evaluations and curriculum and advise the Advanced Academy Director regarding content of future programs.
The Audit Committee will review and perform an audit of the financial transactions of the MCFOA. The audit is to be submitted to the Board for approval by the membership at the annual meeting.
The Awards Committee will review nominations received for the Member of the Year Award and select a recipient.
The Certification Committee will prescribe policy regarding applicant requirements; to recommend individuals qualified to receive the designation of Minnesota Certified Municipal Clerk or Minnesota Master Municipal Clerk. Committee members may review applications as needed under the direction of the Chair. The Certification Committee shall consist of certified clerks.
The Conference Planning Committee will act as an advisory committee to the Board on educational topics for the annual conference.
The By-Laws Committee will review the Association By-Laws and make recommendations for amendments to the Board.
The Elections Advisory Committee will 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 clerk's responsibilities. This committee may work with the League of Minnesota Cities in reviewing and suggesting proposed election legislation.
The Entertainment Committee will coordinate the annual conference mixer activities and obtain prizes and decorations. The Entertainment Committee shall provide updates throughout the year to the Conference Planning Committee Chair.
The Fundraising Committee will coordinate a silent auction during the annual conference to raise funds to send selected members to the IIMC annual conference.
The Grant Committee will establish written policy and guidelines for awarding the Minnesota Municipal Clerks Institute and Advanced Academy grants, review applications and make recommendations to the Board regarding grant recipients. Grant recipients must be full members of the MCFOA. Application deadlines will be March 1 for Institute Grants and April 15 for Advanced Academy Grants.
The Grant Committee is authorized to allow multi-tiered grants to clerks attending the Minnesota Municipal Clerks Institute and Advanced Academy based on need. The Committee may award a grant to more than one individual member from the same city, provided they shall not exceed the appropriated amount determined by the Board each year.
A voluntary educational support line item is included on the membership application. The priority that this fund sets forth is to concentrate the grant funds distributed to smaller cities.
The Institute Committee will identify presenters and topics for the Minnesota Municipal Clerks Institute, review program evaluations, budget and curriculum, and recommend new or continuing topics and presenters. The committee shall recommend the location and registration fees for the Institute.
The Institute Committee shall consist of:
One person who has been certified as a CMC One person who has completed Year I class One person who has completed Year II class One person who has completed Year III class
Any number of Institute graduates who are willing to serve
This committee shall meet at least once a year prior to the Institute classes.
The President shall appoint a Nominating Committee, consisting of five members, at least two months prior to the annual meeting. Committee members shall consist of past MCFOA presidents. The President shall promptly notify the members of the Board as to the appointees to the Nominating Committee.
The MCFOA Board approved the following criteria:
The Executive Board established a Records Retention Task Force in 1991 to formulate and recommend a standardized retention schedule for use by all cities in the State of Minnesota.
Because Records Retention is an ongoing responsibility of Minnesota Municipalities, the Records Retention Task Force shall continue to revise and update the State of Minnesota’s General Records Retention Schedule for Cities as needed.
The Website Committee oversees the association’s website regarding content, links, employment opportunities, etc. The Administrative Assistant shall serve as Chair.
The Nominating Committee shall announce its recommendation at the annual meeting for President, Vice President, Secretary, Treasurer, and the three Region Directors scheduled for election that year. The presiding officer shall then ask for nominations from the floor. Should there be a contest for any of the positions; an election by secret ballot shall be held.
The outgoing President shall administer the Oath of Office to all Board members elected to office for the coming year. Board members shall take the following oath at the podium:
OATH: I solemnly swear that I will support the By-Laws of the Municipal Clerks and Finance Officers Association of Minnesota and faithfully discharge the duties of the office to which I was elected, to the best of my judgment and ability. So Help Me God.
Vacancies in office shall be managed in accordance with Article 6, Section 8, of the By-Laws.
A "Request for Reimbursement of Expenses" form must be used by anyone submitting a claim in order that an audit trail of expenses is maintained and in order that the Audit Committee may review the expenses.
The Association shall pay for Board dinner, mileage and lodging for board members for quarterly board meetings. The Association shall pay for dinner, mileage and lodging for Assistant Region Directors for one Board meeting per year, typically the fall meeting. Dinner and lodging shall also be covered for the Conference Coordinator as needed for each Board meeting.
The President shall be reimbursed for the registration fee, travel, lodging (standard room) and meals not covered during the conference. All additional expenses are the responsibility of the President. The reimbursement from MCFOA should cover the full cost of air/ground transportation, hotel, registration, and meals, upon the President submitting an expense report to the Treasurer following the conference.
The Minnesota IIMC Region 6 Director and all Executive Committee members are authorized to attend Region 6 IIMC meetings with expenses paid for lodging, mileage and meeting meals. Meals while traveling to and from the meeting are not covered.
MCFOA shall contribute $500 toward the cost of education at the mid-year Regional meeting.
MCFOA shall contribute $75 toward the cost of a silent auction gift at the IIMC Conference. The purchase of the gift shall rotate annually between Minnesota, Iowa and Wisconsin.
The President is encouraged to attend at least one meeting for each region during his/her term in office. The Association shall pay for mileage and lodging when necessary and the registration fee for the regional meetings attended by the President.
One member of the Executive Committee is authorized to attend both the Wisconsin and Iowa state conferences each year. There is an agreement among the Region 6 state associations (Iowa, Wisconsin, and Minnesota) that the conference registration fee and lodging shall be waived for attendance by the out-of-state visitor. The association shall cover travel expenses.
MCFOA will send a memorial of $100.00 for the death of a Board Member, Administrative Assistant or his/her spouse or child.
MCFOA will send a gift of $50.00 for Board Member, Administrative Assistant due to personal health issues.
Used when money passes through the account but is neither MCFOA revenue nor expense. i.e. A member sends a check for membership renewal and region meeting registration combined. The membership money is coded to R110 Active Dues while the region meeting registration is coded to 99999 Passthrough. A check for the region meeting registration can be made for the registration about and sent to the region, the check will be coded to 99999 Pass through as well, creating a net zero balance.
R110 Active Dues
Membership dues collected from full members
R120 Associate Dues
Membership dues collected from associate members
R140 Interest Earnings
Interest earnings from savings, checking and investments
R145 Merchandise Revenue
Various merchandise sales (cookbooks, shirts, lanyards, jackets, etc.)
R150 Net Conference Proceeds
Conference and exhibit revenue after expenses (payment received from Conference Coordinator)
R155 Net Institute Proceeds
Minnesota Municipal Clerks Institute revenue after expenses (payment received from St. Cloud State University)
R160 Silent Auction
Silent Auction and quilt raffle proceeds used to fund IIMC raffle winner(s)
R165 Grant Funds
Donations received from members (annually on membership application) to be used toward MMCI grant awards
R175 Certification Fees
Payments for MCMC recipients’ awards
R180 Athenian Dialogue
Payments for Athenian Dialogue registrations
R185 Other Revenue
Miscellaneous revenue received (advertising, membership list sales, etc.)
R190 IIMC Conference Income
Money coming in as Donations and Vendor Sponsorships for an IIIMC Conference hosted in the State of Minnesota
R600 Regional Checking Meeting Attendance
Money collected at the regional level for regional meeting attendance
R601 Regional Checking Donation Received
Money donated at the regional level for regional use
E200 Contractual Services
Expenses necessary to carry out administrative functions as prescribed in the Constitution and By-laws. Includes Administrative Assistant contract, Secretary and Treasurer position annual salaries. (Adm. Asst. contract includes grant, certification, mailing list, board meeting arrangements, updating manuals contracts, membership reminder notices, etc.)
E210 Office Expense
Various postage, paper, copies, telephone expense (non-newsletter)
E220 Board of Directors Expenses
Board of Directors meeting costs incurred while conducting and attending Board meetings, including but not limited to travel, lodging and meal reimbursements.
Executive Committee members’ attendance at IIMC Region 6 Board meetings with expenses paid for lodging, mileage and meeting meals. Meals while traveling to and from the meetings are not covered. The standard deductible mileage reimbursement rate set by the IRS shall be applied.
E230 Newsletter Expense
Newsletter contract including publishing and distributing the newsletter (printing, folding, postage costs, etc.)
E240 IIMC Travel MCFOA President
MCFOA President registration fee, travel and meal expenses associated with the IIMC Annual Conference as authorized by Board of Directors.
E300 Educational/Professional Support
Appropriation for various educational and professional advancement opportunities offered to the general membership. (This does not include regional educational expenses.)
E310 Grants Dispersed
Awards to qualified members to encourage attendance at 1st, 2nd and 3rd Year Municipal Clerks Institutes
E320 Awards and Supplies
Cost of MCMC plaques, conference pins, awards and other achievements, and supplies occasionally necessary to complete and distribute awards
E330 Regional Meeting Expenses
All relative costs to operate Regional meetings.
This does not include special recognition expenses to be paid by each region (i.e. retirement cake, gifts etc.) Each region has up to $250.00 to spend on education.
E340 Web Communications
Costs associated with maintenance of web page including hosting costs, domain registration fees, etc.
E360 IIMC Travel/Silent Auction Winners
Travel expenses for Silent Auction award winner(s) to attend annual IIMC Conference including registration, transportation and lodging expenses. Recipient is responsible for all meals (not covered in registration fee), souvenirs, additional conference events and passports, etc. needed for travel. Recipient is also responsible for IIMC membership dues or payment of the additional non-member conference registration fee.
Costs associated with gift bags for delegates from other Clerk Associations
E420 IIMC Region VI Hosting
Cost to supply hospitality to regional IIMC meeting when held in Minnesota.
E430 Merchandise Expense
Merchandise purchased to promote the organization and sell to the general membership.
E440 IIMC Region 6 Director
Expenses not covered include: All additional expenses are the responsibility of the IIMC Region Director.
E450 Athenian Dialogue
Expenses associated with holding an Athenian Dialogue (i.e. room rental, facilitator fees, refreshments, supplies, etc.)
E460 Other Expenses
Non-routine expenditures not provided for in other accounts (i.e. Treasurer Bond Expense, IIMC Foundation donation)
E500 IIMC Conference Expense
Costs associated with hosting an IIMC Conference in the State of Minnesota
E650 Region Checking – Meeting Expense
Costs associated with hosting regional meetings
E651 Region Checking – Bank Fees
Bank Fees from regional checking.
E652 Region Checking – Silent Auction Basket Expense
Bank Fees from regional checking.
The purpose of the Member of the Year award is to recognize an active member who has demonstrated outstanding service and commitment to their municipality, community, MCFOA and to the profession of the municipal clerk or finance officer.
The MCFOA will utilize a cloud storage solution for access to, sharing, and retention of Association documents and data. The Administrative Assistant will have administrator/owner privileges for any cloud storage service used. Access will be limited to current members of the Executive Board and the chair of the Certification Committee. The Administrative Assistant will be responsible for cancelling access for those members leaving the Board and granting access to incoming members.
Folder structure within the cloud storage product will be as follows:
The responsible authority for each folder is the individual in that position for the current year. A subfolder for each year should be created.
The retention period for each type of record shall be as follows:
The Administrative Assistant is responsible for deleting data according to this schedule.
General use documents such as Association letterhead, logos, membership lists, constitution & bylaws, committee lists, etc. shall be located in the “Administrative Assistant” folder. In order to save space and avoid duplicate, and potentially inaccurate, files, users are expected to access these documents from this folder and avoid saving additional copies in their own folders.
One year’s worth of digital photographs from the annual conference, Institute, Advanced Academy or other events will be stored in the cloud. Prior year’s photographs will be transferred to a physical storage device (USB or CD) and retained by the Administrative Assistant.
The official minutes shall be the printed and signed copy. The Secretary is responsible for printing and signing their minutes after approval and forwarding them to the Administrative Assistant for filing.
Each year the outgoing Treasurer should forward any files not needed by the incoming Treasurer to the Administrative Assistant for retention.
By winning attendance to the International Institute of Municipal Clerks Annual Conference, you are entitled to:
All additional expenses are the responsibility of the silent auction winner. It is the responsibility of the recipient to register for the conference and make all transportation accommodations at the lowest economical rate possible. The Board will make the necessary hotel reservations for the conference. Reimbursement of covered expenses will be made to the recipient after attendance to the conference and with the proper submission of receipts attached to a reimbursement form.
The winner MUST be an active member of MCFOA at the time of the prize drawing.
This policy provides guidelines and standards for the MCFOA’s use of social media. The MCFOA wishes to establish a positive and informative social media presence. Social networking by the MCFOA will serve two primary functions:
The MCFOA will use available social media resources in an efficient, effective, ethical and lawful manner pursuant to all applicable laws and other relevant MCFOA policies.
Social media are internet and mobile-based applications, websites and functions, other than email, for sharing and discussing information, where users can post photos, video, comments and links to other information to create content on any imaginable topic. This may be referred to as “user- generated content” or “consumer-generated media.”
Social media includes, but is not limited to:
The MCFOA Board of Directors will determine, at its discretion, how its web-based social media resources will be designed, implemented and managed as part of its overall communication and information sharing strategy. MCFOA’s social media sites may be modified or removed by the Board at any time and for any reason.
Rules of Use:
The Administrative Assistant and the MCFOA Secretary are responsible for creating, administering, updating and managing social media websites. All sites will be clearly marked as the official MCFOA site and will be linked to the official MCFOA website and the Administrative Assistant’s email address. No one may establish social media accounts or websites on behalf of the MCFOA unless authorized by the Board in accordance with this policy.
MCFOA social media sites may not be used for private or personal purposes, for the purpose of expressing private or personal views on personal, political or policy issues, or to express personal views or concerns pertaining to MCFOA matters.
No social media site may be used to disclose private or confidential information. No social media site should be used to disclose sensitive information. If there is any question as to whether information is private, confidential or sensitive, contact the MCFOA President.
When using social media sites as a representative of the MCFOA, individuals will act in a professional manner. Examples include but are not limited to:
The MCFOA will not edit any comments posted by members or other followers. However, comments will be removed if they are abusive, obscene, defamatory, in violation of the copyright, trademark right or other intellectual property right of any third party, or otherwise inappropriate or incorrect. The following are examples of content that may be removed before or shortly after being published:
Personal Social Media Use:
The MCFOA respects members’ rights to post and maintain personal websites, blogs and social media pages and to use and enjoy social media in their personal lives. MCFOA requires organization representatives to act in a prudent manner with regard to website and internet postings that reference the MCFOA, its personnel, its operation or its property. Those affiliated with the MCFOA organization may not use the MCFOA brand, logo or other identifiers on their personal sites, nor post information that purports to be the position of the MCFOA without prior authorization.
All social media communications or messages composed, sent, or received in an official capacity are the property of the MCFOA. This data are public and available to anyone upon request.
Furthermore, the retention of social media data is considered transitory and will be deleted immediately after the information has served its purpose. The MCFOA also maintains the sole property rights to any image, video or audio captured while a member is representing the organization in any capacity.