Kacie Paxton Alaska Association of Municipal …...Kassi Mackie, CMC, Communications Director Kacie...

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AAMC Executive Board Sara Peterson, President Melissa Jacobsen, 1 st Vice President Jamie Heinz, 2 nd Vice President Shellie Saner, Immediate Past President D. Danyielle Snider, Secretary April Trickey, Treasurer Jamie Newman, Communications Director Kacie Paxton, Education Director Alaska Association of Municipal Clerks Annual Business Meeting November 19, 2019 – 12:00 p.m. Captain Cook Hotel A. Call to Order/Pledge of Allegiance B. Roll Call C. Approval of Minutes 1. Annual Business Meeting November 13, 2018 ....................................................... 1 D. Reports of Officers 1. Immediate Past President .......................................................................................... 4 2. President........................................................................................................................ 5 3. First Vice President / Conference Planning Committee......................................... 6 4. Second Vice President / Committee Chairs............................................................. 7 5. Treasurer / Finance Committee ................................................................................ 8 6. Secretary ..................................................................................................................... 12 7. Communications Director ......................................................................................... 13 8. Education Director ..................................................................................................... 14 E. Reports of Committees 1. AML Assistance ........................................................................................................... 15 2. AAMC Elections ........................................................................................................... 16 3. Banquet Décor ............................................................................................................ 17 4. Clerk of the Year ........................................................................................................ 18 5. Conference Planning............................................ (see First Vice Presidents Report) 6. Education................................................................ (see Education Directors Report) 7. Finance................................................................................ (see Treasurers Report) 8. Fundraising.................................................................................................................. 19 9. Membership................................................................................................................. 20 10. Mentoring .................................................................................................................... 21 11. Northwest Clerks Institute Education..................................................................... 22 12. Publications ................................................................................................................. 23 13. Records Management – Ad Hoc .............................................................................. 24 14. Scholarship.................................................................................................................. 25 15. Vendor/Sponsor ......................................................................................................... 26

Transcript of Kacie Paxton Alaska Association of Municipal …...Kassi Mackie, CMC, Communications Director Kacie...

Page 1: Kacie Paxton Alaska Association of Municipal …...Kassi Mackie, CMC, Communications Director Kacie Paxton, MMC, Education Director Betty Svensson, Alaska Municipal League Alaska Association

AAMC Executive Board Sara Peterson, President

Melissa Jacobsen, 1st Vice President Jamie Heinz, 2nd Vice President

Shellie Saner, Immediate Past President D. Danyielle Snider, Secretary

April Trickey, Treasurer Jamie Newman, Communications Director

Kacie Paxton, Education Director

Alaska Association of Municipal Clerks Annual Business Meeting November 19, 2019 – 12:00 p.m.

Captain Cook Hotel

A. Call to Order/Pledge of Allegiance

B. Roll Call

C. Approval of Minutes 1. Annual Business Meeting November 13, 2018 ....................................................... 1

D. Reports of Officers 1. Immediate Past President .......................................................................................... 4 2. President ........................................................................................................................ 5 3. First Vice President / Conference Planning Committee ......................................... 6 4. Second Vice President / Committee Chairs ............................................................. 7 5. Treasurer / Finance Committee ................................................................................ 8 6. Secretary ..................................................................................................................... 12 7. Communications Director ......................................................................................... 13 8. Education Director ..................................................................................................... 14

E. Reports of Committees 1. AML Assistance ........................................................................................................... 15 2. AAMC Elections ........................................................................................................... 16 3. Banquet Décor ............................................................................................................ 17 4. Clerk of the Year ........................................................................................................ 18 5. Conference Planning ............................................ (see First Vice Presidents Report) 6. Education ................................................................ (see Education Directors Report)

7. Finance ................................................................................ (see Treasurers Report) 8. Fundraising .................................................................................................................. 19 9. Membership................................................................................................................. 20 10. Mentoring .................................................................................................................... 21 11. Northwest Clerks Institute Education ..................................................................... 22 12. Publications ................................................................................................................. 23 13. Records Management – Ad Hoc .............................................................................. 24 14. Scholarship .................................................................................................................. 25 15. Vendor/Sponsor ......................................................................................................... 26

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F. Unfinished Business – None.

G. New Business 1. Approval of the CY2020 Budget .............................................................................. 27

H. Special Orders/Election of Officers 1. Election of Officers – Renee Krause, AAMC Election Chair

I. Member Comments

J. Adjournment

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AAMC Executive Board Shellie Saner, MMC, President

Sara Peterson, MMC, 1st Vice President Melissa Jacobsen, MMC, 2nd Vice President

Nova Javier, MMC, Immediate Past President Jessica Kilborn, CMC, Secretary

April Trickey, CMC, Treasurer Kassi Mackie, CMC, Communications Director

Kacie Paxton, MMC, Education Director Betty Svensson, Alaska Municipal League

Alaska Association of Municipal Clerks Annual Business Meeting

November 13, 2018 Captain Cook Hotel

1. CALL TO ORDER/ROLL CALLPresident Saner called the business meeting of the Alaska Association MunicipalClerks to order at 12:27 p.m. A quorum of the membership was established.

The Pledge of Allegiance was led by President Saner.

2. ROLL CALL

Executive board members in attendance were: President Shellie Saner, 1st VicePresident Sara Peterson, 2nd Vice President Melissa Jacobson, Secretary JessicaKilborn, Treasurer April Trickey, Communications Director Kassie Mackie, EducationDirector Kacie Paxton, and Immediate Past President Nova Javier.

3. APPROVAL OF MINUTESA. Annual Business Meeting November 14, 2017

President Saner explained that the executive board previously approved the annual business meeting minutes on October 30, 2018.

President Saner queried if there were any changes to the minutes.

Hearing no objections, the minutes were ratified by the membership as presented.

4. REPORTS OF OFFICERS

All officer reports were submitted in writing and included in the business meetingpacket. Any oral reports provided are below.

A. Immediate Past PresidentImmediate Past President Javier thanked the membership for the opportunity toserve on the executive board.B. TreasurerC. SecretaryD. Communications DirectorE. Education DirectorEducation Director Paxton reported on the Athenian Dialogue session scheduledfor the 2019 annual conference.

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AAMC Annual Business Meeting November 13, 2018 Page 2 of 3

F. Second Vice PresidentG. First Vice PresidentH. President

There were no other oral reports provided.

5. REPORTS OF COMMITTEES

Committee reports were provided in the packets. There were no oral reportsprovided.

A. AML Assistance – Chair Nova Javier, MMCB. AAMC Elections – Chair Renee Krause, CMCC. Banquet Décor – Chair Jamie Heinz, CMCD. Clerk of the Year – Chair Jamie Newman, MMCE. Conference Planning – Chair Sara Peterson, MMCF. Education – Chair Kacie Paxton, MMCG. Finance – Chair April Trickey, CMCH. Fundraising – Chair Kim Stanker, CMCI. Membership – Chair Brenda Henry, CMCJ. Mentoring – Chair Sonya Dukes, CMCK. Northwest Clerks Institute Education – Chair Jamie Newman, CMCL. Publications - Chair Brenda Henry, CMCM. Records Management Ad-Hoc - Chair Sonya Dukes, CMCN. Scholarship- Chair Danyielle Snider, CMCO. Vendor/Sponsor - Chair Renee Krause, CMCP. Website - Chair Brenda Henry, CMC

6. UNFINISHED BUSINESS

There was no unfinished business.

7. NEW BUSINESSA. Approval of the CY2019 Budget

SONYA DUKES (Houston) moved to approve the CY2019 budget as presented.

Treasurer Trickey spoke to the CY2019 budget presented to the membership. She spoke to fulfilling the goals of the membership of AAMC. She reported that the previous year was the first year that there was a deficit seen over the last several years. She noted that most of the income was incurred during the conference month. The association was still in a good position; however, there needed to be a goal moving forward should there be a trend in the future of monetary losses.

The motion to approve the CY2019 budget carried without objection.

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AAMC Annual Business Meeting November 13, 2018 Page 3 of 3

8. SPECIAL ORDERS/ELECTION OF OFFICERSA. Election of Officers – Renee Krause, AAMC Election Chair, Bryant Hammond,

Election Member

The following persons were unanimously elected to the seats of 2nd Vice President and Education Director: Jamie Heinz, 2nd Vice President Kacie Paxton, Education Director

Ballots were distributed for the secretary position. The following candidates were on the ballot for the position: Ms. Danyielle Snider and Ms. Adena Benn. Ballots were collected and counted by the Elections Committee and the results were: Ms. Danyielle Snider as Secretary.

9. COMMENTS/QUESTIONS

Sonya Dukes (Houston) inquired if the Finance Committee had looked at increasingthe conference costs to cover the deficits that were occurring. Treasurer Trickeyexplained the Finance Committee process and gave more information regardingthe finances of the association.

Sara Peterson (Sitka) spoke to the 2019 conference schedule.

Jessica Kilborn (Mat-Su Borough) spoke to her past 10 years of service on theExecutive Board.

10. ADJOURNMENT

With no further business to come before the membership, President Saner adjourned at1 p.m.

___________________________________ ___________________________________ SHELLIE SANER, MMC JESSICA KILBORN, CMC President Secretary

Minutes Approved by Executive Board: March 7, 2019 Ratified by AAMC Membership:

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Immediate Past President Annual Report November 19, 2019

Greetings!

As I wrap up the end of my service on the AAMC Executive Board, I realize that my service was just a small token of appreciation to AAMC and that four years can pass very quickly. This organization has come to mean so very much to me from the amazing educational opportunities to the relationships I have been able to make with fellow Clerks across the state; and I am very grateful for having had the opportunity to give something back.

Serving as Immediate Past President I also had the honor to serve on the Alaska Municipal League Board, unfortunately I was not able to attend the AML Board Meeting in February or the meeting in May. I am very grateful to Beth McEwen, Municipal Clerk from the City and Borough of Juneau for attending the Juneau meetings for me.

I was able to attend the AML Summer Legislative Conference, held right here in the City of Soldotna. It was a fantastic opportunity to listen to the concerns of leaders across the state as well as be part of the early discussion regarding online sales tax.

Thank you for the opportunity to serve AAMC and its membership!

Sincerely,

Shellie Saner, MMC City Clerk City of Soldotna

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Alaska Association of Municipal Clerks President’s Report

Sara Peterson, MMC, City and Borough of Sitka

November 19, 2019

What a wonderful and rewarding year it has been serving as the Alaska Association of Municipal Clerks President. One that has surely stretched my comfort zone!

The Alaska Association of Municipal Clerks is an AMAZING organization! The amount of dedication and effort from everyone to make “the wheels on our bus go round” is absolutely remarkable and something to be celebrated.

Here are some highlights of the Executive Board’s work this year:

Review and analysis of conference registration fees. Conference registration for members wasincreased from $350 to $400 and for non-members from $400 to $450. The “early bird” discountof $50 was retained as was the one day registration fee of $175.

Approval of a $275 expenditure to proceed with changing the IRS nonprofit status from 501c6 to501c3. This is a work in progress.

Dissolution of the Website Committee. Tasks were assigned to the Communications Director withthe Publications Chair serving as backup.

Issuance of a letter of support for Sheri Pierce’s candidacy for IIMC Vice President.Congratulations, Sheri!

Appointment of Jamie Newman to fill the unexpired term of Communications Director through the2019 Election of Officers.

Approval of Executive Board members Jamie Newman, Kacie Paxton, and Danyielle Sniderpresenting a concurrent session at Alaska Municipal League called “Clerk Works – Your SuccessBegins Here.” The session will cover the role of the clerk in the successful working relationshipbetween elected and appointed officials and the public.

At the recommendation of the Treasurer, authorized the closure of the Wells Fargo savingsaccount. Wells Fargo was charging a $10 monthly service fee for the balance of $5,000. Fundsfrom the savings account were transferred to the checking account.

Review and approval of the CY2020 budget with amendments. Refer to the 2020 AAMC BudgetTransmittal Letter to the Membership.

Thank you for entrusting me to represent AAMC this past year. I encourage you to continue stretching your comfort zone – some of the best things happen outside our comfort zone; amazing opportunities that challenge us and help us grow.

With that, I extend heartfelt congratulations to Incoming President Melissa Jacobsen, MMC from the City of Homer. I have the utmost confidence in Melissa and know we have a fantastic year ahead!

Respectfully,

Sara Peterson, MMC

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Alaska Association of Municipal Clerks 1st Vice President

c/o Alaska Municipal League One Sealaska Plaza, Suite 200

Juneau, AK 99801

2019 1st VICE PRESIDENT REPORT

This has been another great year working with the Executive Board and learning more about what goes on behind the scenes to promote our profession, provide educational opportunities, and support Municipal Clerk’s throughout Alaska.

As 1st Vice President I took a more active role by attending the Education Committee meetings and Chairing the Conference Planning Committee. I also had the pleasure of working with Betty Svensson, AML Deputy Director, and Committee Chairs in some of the conference coordinating.

I’m continually impressed with the professionalism and team work of our AAMC Committees, and the support we get from AML staff.

I encourage other members of AAMC to consider running for a seat on the Executive Board and/or participating on an AAMC Committee. It’s a great way to get to know and stay in touch with other clerk’s from around the state and earn points toward certifications.

Respectfully submitted, Melissa Jacobsen, MMC, City Clerk AAMC 1st Vice President

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Alaska Association of Municipal Clerks

2nd Vice President’s Report Jamie Heinz, CMC, City of Kenai

It has been an honor to work with the Executive Board serving as the 2nd Vice President of the Alaska Association of Municipal Clerks this past year. Your Executive Board works diligently on your behalf to promote the Clerk profession, guarantee quality educational opportunities, ensure valuable mentoring opportunities, and develop a responsible budget.

The Executive Board couldn’t do it without the hard work of the AAMC Committees, though! The saying goes, “many hands make light work,” and that is certainly true in this organization. I encourage each and every one of you to sign up for a committee or even consider running for a seat on the Executive Board. It is a very rewarding experience and a great way to get involved in your professional organization and meet other clerks from around the state.

It’s been a great year but I’m looking forward to passing the baton on 2nd Vice President and stretching myself to take on the responsibilities of 1st Vice President and grow from the experiences that role has in store for me.

Respectfully,

Jamie Heinz, CMC, City Clerk AAMC 2nd Vice President

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ALASKA ASSOCIATION OF MUNICIPAL CLERKS TREASURER AND FINANCE COMMITTEE REPORT

Annual Business Meeting – November 19, 2019

In 2019, the Finance Committee met four times. The goal of the committee was to prepare a sound proposed Calendar Year (CY) 2020 budget for the Executive Board and the membership.

The Finance Committee recommended to the Executive Board and Executive Board approved the following recommendation:

• Closure of the Wells Fargo savings account, as Wells Fargo was charging a $10 monthlyservice fee for balance of a $5,000. Saving account funds were transferred to thechecking account.

During the preparation of the proposed CY 2020 budget the committee discussed options on how to reduce the increasing catering and facility costs for the advance academy and annual conference. The committee submitted three options to the Executive Board for consideration. For further information about the CY 2020 budget and these options please read the 2020 AAMC Budget Transmittal Letter to the Membership.

In my opinion, AAMC remains financially healthy and continues to have the financial capability to fulfil AAMC’s mission and fund a number of scholarships, as long as we continue to make progress in balancing the annual general fund (operating) revenues and expenses.

Bank account balances for AAMC as September 20, 2019 as follows:

General Account $29,663.56 Gaming Account – The entire balance is transferred to the general account to pay for this year’s scholarships, as required by state law.

6,956.00

AMLIP – Investment Account 45,462.70

TOTAL AAMC Funds $82,082.26

In reviewing, the bank account balances keep in mind expenses for the 2019 Annual Conference will be paid out during the months of November and December. In addition, conference and academy registration fees will be deposited.

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Treasurer & Finance Committee Annual Report to AAMC Members November 19, 2019 Page 2 I appreciate the members of the Finance Committee for their diligence and consideration of the members and the association’s finances. Finance Committee members: Renee Krause, Jamie Newman, Beth McEwen and Jenni Fox. I have enjoyed serving on the Executive Board as Treasurer and Chair of the Finance Committee. If you have questions please do not hesitate to ask. Thank you, April Trickey, CMC Treasurer

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COMPREHENSIVE ANNUAL FINANCIAL REPORT ALASKA ASSOCIATION OF MUNICIPAL CLERKS

CALENDAR YEAR 2018

Revenue for 2018 came from many different sources as summarized below.

General Fund Income Source Amount Interest Income $ 232.59 Academy Registrations 15,771.84 Conference Registration 33,010.00 Conference Sponsors 9,600.00 Membership Dues 8,740.00 Newsletter Advertising 240.00 Other Income 905.03 NCI Surplus Funds 5,335.50 Total $73,834.96 Scholarship Fund Income

Source Amount

Silent Auction $ 6,621.00 Miscellaneous Sales 1,125.00 Scholarship Donations 295.00 Gaming/Raffles 8,470.00 Total Scholarship Fund $16,511.00 Total 2017 Income $90,345.96

Expenses for 2017 are detailed below:

General Fund Expenses Source Amount Telephone $ 765.23 General Office Supplies/Misc. 37.31 Website 1,118.35 IRS Filing Services 525.00 Bank Fees 200.00 Credit Card Processing Fees 1,048.15 AML Services–Contract/Accounting 6,500.00 NW Institute Director Expenses 2,298.72 Dues and Subscriptions 375.00 Presidents Gifts 1,169.48 Presidents Awards 603.17 Travel 8,341.27 Academy 9,297.68 Banquet 10,366.79 Conference 27,897.60 Total General Fund Expenses $70,643.75

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Scholarship Fund Expenses

Source Amount

Fundraising $ 1,055.62 Gaming 1,500.00 Credit Card Processing Fee $234.72 Scholarship Awarded -

AAMC Conference

4,500.00 Scholarship Awarded

Northwest Clerks Institute

17,515.00 Total Scholarship Fund Expenses $24,805.34 Total 2018 Expenses $95,449.09

Income $90,345.96 Expenses 95,449.09 Net Income $(5,103.13)

Since 1990 there have been give years (1993, 2003, 2005, 2013, 2017, and 2018) that AAMC has had negative net income. In keeping with its mission statement, AAMC provide nine scholarships for AAMC Annual Conference and 13 scholarships for Northwest Clerks Institute. The organization additionally provided quality education at its annual conference for 99 attendees. Respectfully Submitted, April Trickey, CMC Treasurer

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EXECUTIVE BOARD REPORT SECRETARY

2018-2019 Submitted by D. Danyielle Snider, CMC

City Clerk, City of Fairbanks

Serving as AAMC Secretary this year has been a new and challenging experience for me – a time to listen, observe, and learn. The collective knowledge and experience of Executive Board and AAMC members is extraordinary, and serving on the Board has provided me with a valuable learning opportunity. I am humbled to be a part of the AAMC in this capacity, and I am excited to see what this year’s conference has in store. The AAMC Executive Board held five board meetings so far in 2019. There were a few remaining updates to be made to AAMC Policies and Procedures which were leftover from the revision done by the Executive Board in 2018. AAMC Policies and Procedures are a great resource for all members, especially new committee chairs and members. The complete policies and procedures document can be found online at the AAMC website, as well as approved minutes of the 2019 Executive Board meetings. President Peterson’s conference theme this year is “Fly beyond your confort zone!” and I cannot think of a better way to invite Clerks to run for a position on the Executive Board. I look forward to serving another year as your AAMC Secretary. Respectfully Submitted,

D. Danyielle Snider, CMC AAMC Secretary

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Communications Director Annual Business Meeting Report

2019 Annual Conference Director Jamie Newman, MMC

[email protected] _________________________________________________________ With the resignation of Kassie Mackie, I was appointed Communication Director by the Executive Board in July 2019. I hit the ground running with updates to the website regarding Annual Conference registration and the publication of the fall Oracle newsletter in October. The online conference registration form proved to be a bit tricky and I thank those affected for their patience as we ironed out the bugs. If you have suggestions on website improvement or information to share in the Oracle, please feel free to contact me. I look forward to retaining the position of Communications Director on the Executive Board, and would like to thank outgoing President Peterson for her leadership and organization.

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2018 AAMC Education Director

Annual Report

Kacie Paxton, MMC

Phone: 907-228-6604 [email protected]

_________________________________________________________

President Peterson and AAMC Members:

We are pleased to offer you the 2019 Athenian Dialogue, Academy and Conference education

sessions. We made a couple of exciting changes to this year’s conference.

Athenian Dialogue on Saturday

This year we offered an Athenian Dialogue on Saturday facilitated by Stephanie Smith. The

session filled to capacity in short order, and we are expecting great results.

Academy on Sunday

While the academy is not a new event, our speaker this year was new to us. We hope you enjoy

"What’s the Value of Your Attitude” by Matt Booth and can apply the concepts in a meaningful

way to your work and home life.

Concurrent Sessions and Power Talk On Monday

Instead of our Nuts and Bolts program this year, we offered general interest concurrent sessions

for clerks to choose from. To end the day, we added a Power Talk session with roundtable

discussions on all of the current “hot topics” facing our clerks.

Full Day Academy-Style Session on Tuesday

In addition to our Sunday Academy, we had the opportunity to offer a full-day academy session

on Security and Threat Management for the second day of conference. Due to the interest and

timeliness of this topic, and the additional educational points offered, we adjusted our

conference schedule to offer this course.

We are pleased to report the 2020 Academy will be presented by renowned speaker Joyce E.

Books on the topic of Leadership – “Let Others ‘C’ the Leader in You.”

Please remember to fill out your conference survey form! We look forward to receiving member

comments and suggestions from this year’s conference, and will diligently review them to learn

how we can make even more improvements to the education that you receive.

Sincerely,

Kacie Paxton, Education Director, on behalf of the 2019 Education Committee Members:

Jamie Newman, City of Wasilla; Sarah Stanifer, City of Wasilla; Lori Strickler, City of Bethel; Sheri

Pierce, City of Valdez; Allie Ferko, City of Valdez; Melissa Henshaw, City and Borough of Sitka; Sonya

Dukes, City of Houston; Emily Deach, Municipality of Skagway; Johni Blankenship, Kenai Peninsula

Borough; Randi Broyles, Kenai Peninsula Borough; Lori Goodell, City of Dillingham; Heidi Geigel, City of

Seldovia; Norma Alley, City of Palmer; Jamie Heinz, City of Kenai

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I am glad to report that the handbook the committee developed in 2018 was put through the test and found to be applicable. We now have a tool that will assist us with the necessary steps to accomplish the tasks of the Committee. The handbook will also provide guidance to future committee members. I would like to thank the following Committee members who offered assistance during the 2018 AML Annual Conference: 2018 Committee Members

1. Brenda Ballou 2. Beth McEwen 3. Sheri Pierce 4. Shellie Saner 5. Barbara Jones 6. Debbie Marlar 7. Norma Alley

My appreciation also goes out to the 2019 Committee Members. It would be impossible to perform all the duties without the assistance of the committee members. Some of the duties are to participate in the Resolution, Policy and Nominating Committee meetings, prepare and distribute a Notice of Election of AML Board members, conduct the election and report the election results to the AML Board and membership, and serve as parliamentarian at the annual board meeting. AML will meet in February in Juneau for its annual legislative meeting, again in May for a board meeting in Anchorage, a Summer legislative planning meeting will be held in Fairbanks, and the Annual meeting next November in Anchorage at the Captain Cook Hotel. The Immediate Past President or her designee will be at attendance at some of these meetings. Most of the work of this Committee is done during the AML Conference and we go over the duties in anticipation of the annual meeting. It is always an honor to Chair this Committee.

AAMC –AML Assistance Committee Nova M. Javier, Chair, Kodiak

Norma Alley, Palmer Jamie Heinz, Kenai

Beth McEwen, Juneau Diane Cathcart, Juneau Barb Jones, Anchorage

Sheri Pierce, Valdez Betty Svensson, Alaska Municipal League

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November 2019 Good Afternoon, I would like to report that we had candidacy submittals for the offices of Communication Director and Treasurer submitted for the November 2019 AAMC conference. This year was one of hesitancy from the membership to apply for the Executive Board. However, we were assisted in our recruitment efforts by members of the Executive Board and general membership. The Election Committee did not receive any candidate submissions for the office of 2nd Vice President so it will be necessary to call for nominations from floor during the Business meeting. The Committee met in late June and tasks were divided among the members for continued notification during the candidacy period. A call for candidates was issued monthly to the membership since February and articles were included in the Oracle regarding the vacancies and advertised on the organization’s website. AAMC Election Committee Renee Krause, MMC, Chair

Alaska Associat ion of Municipal Clerks Elect ion Commit tee Report Renee Krause, MMC, Chair; City of Homer Bryant Hammond, City of Nome Jacquelyn LaPlante, City of Kenai Judy Binkley, City of North Pole Danyielle Snider, City of Fairbanks

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2019 AAMC Banquet Decorating Sub-committee Annual Report

Jamie Heinz, Chair, City of Kenai Mandy Honest, Municipality of Anchorage Amy Solberg, Municipality of Anchorage Heidi Gaegel, City of Seldovia Randi Broyles, Kenai Peninsula Borough _______________________________________________________ President Peterson and members of AAMC The Sub-committee met in August and approved this year’s table decorations for the baqnquet. We are excited about what we’ve come up with to go along with President Peterson’s theme this year. Please note we will be checking banquet tickets at the door this year so don’t forget yours in your room! Respectfully,

Jamie Heinz, CMC AAMC Banquet Decorating Sub-Committee

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Clerk of the Year Committee Annual Business Meeting Report

2019 Annual Conference Committee Chair Jamie Newman, MMC

[email protected] _________________________________________________________ Established in 2000, the Clerk of the Year (COTY) award recognizes a municipal clerk who has made significant contributions to furthering the municipal clerk profession, improves municipal government, is dedicated to continuing professional development through education, who demonstrates leadership in office, contributes to the quality of life in their community, and stays the course (length of service). The COTY Committee met on September 7, 2018, to score the five nominations received for the 2018 Clerk of the Year award. History was made as two nominees tied for first place. Because of the tie, the Committee unanimously named both the 2018 and 2019 Clerk of the Year. As such, no nominations were solicited in 2019, but will resume in 2020. The Committee considered presenting two awards in 2018, but felt strongly that two award should not be given in the same year as each recipient deserved their own special recognition. Please join the 2018 COTY award recipient Nova Javier as she presents the 2019 award to a truly remarkable municipal clerk at the annual banquet. Sincerely, Jamie Newman, Committee Chair, on behalf of the 2018 Clerk of the Year Committee Members: Johni Blankenship, MMC, Kenai Peninsula Borough; Deb Marlar, MMC, City of Kodiak; Kristie Smithers, MMC, retired; and Katy Suiter, MMC, retired. And, 2019 Committee Member, Nova Javier. Clerk of the Year Award Recipients 2018 - 2008

Clerk of the Year Award Recipients 2007 – 2000

Nova Javier, MMC, Kodiak Island Borough Marjorie Harris, CMC, Municipality of Skagway Jamie Newman, MMC, City of Wasilla No award was presented in 2006 Johni Blankenship, MMC, Kenai Peninsula Borough Kristie Smithers, MMC, City of Wasilla Debra Marlar, MMC, City of Kodiak Bertha Panigeo, CMC, North Slope Borough Jo Johnson, MMC, City of Homer Sandra Dillon, CMC, Matanuska-Susitna Borough Katy Suiter, MMC, City of Ketchikan Linda Murphy, MMC, Kenai Peninsula Borough Janey Hovenden, MMC, City of Fairbanks Mary Calhoun, CMC, City of Homer Laurie Sica, MMC, City and Borough of Juneau Mona Lisa Drexler, CMC, Fairbanks North Star Borough Jean Lewis, CMC, City of Seward Sheri Pierce, MMC, City of Valdez Colleen Ingman, MMC, City and Borough of Sitka

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10/18/2019 

President Peterson and members of AAMC 

2019 Annual Report ‐ Fundraising Committee: 

The Fundraising Committee held only two teleconferences, as most of the committee business was done 

by email.  The committee put  together  several events  including  the 2nd annual Wine Auction/Pull.  The 

Wine Pull event will  take place on Monday and Tuesday of  the conference during breaks. The cost  to 

play  is  $20  for  each  cork  pulled.  There  will  be  an  additional  drawing  banquet  night  for  those  who 

participated in the Wine Pull event for a chance to win a leopard insulated wine purse. Last year a Wine 

Auction  was  held  because  the  AMCO  Board  did  not  recognize  an  actual Wine  Pull  event,  they  have 

modified  their  application  for  2019  to  include  wine  pulls.  This  year  the  event  will  be  played  a  little 

differently as the participant can pull a cork and immediately receive the corresponding bottle of wine. 

The  committee  lost  two  members.  On  October  15,  2019  our  last  teleconference  was  held  to  pull 

everything together and assign duties for the conference. 

During the Tuesday banquet night the regular silent auction will be open until all other business/events 

are  finalized. Other  events will  begin  directly  after dinner  and AAMC’s business  is  completed  starting 

with the regional outcry baskets, followed by the drawing for the raffle tickets prizes, 50/50 split the pot 

and wine purse.  

The  committee  ordered  a  new  t‐shirt  for  the  boutique,  along with  the  2nd  annual  collectable  bangle 

bracelet,  both  items  with  President  Peterson’s  logo.  Quantities  are  limited.  All  merchandise  is  sold 

during the conference only. The committee hopes to thin down the boutique inventory with reductions 

on older items as annual storage is an issue. 

Kevin Farley of Printworks donated the printing cost again for this year’s raffle tickets and forms. 

This  year’s  raffle  ticket  includes:  $1,000  cash,  a  5  day  vacation  package  in  Kenai  for  4  (Trailblazers), 

Apple  iWatch  (Printworks),  Beats wireless headset  (Municode),  5 hour Kenai  Fjords wildlife  cruise  for 

two adults  (Major Marine Tours),  and an Amazon Fire Stick. Chair  Stanker mailed out  raffle  tickets  to 

AAMC members who  requested  tickets  for  pre‐sale.  Tickets  are  again  $10  each.  Hope  to  sell  all  600 

raffle tickets again this year. 

Kim Stanker 

2019 Fundraising Chair 

 

 

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Alaska Association of Municipal Clerks

MEMBERSHIP COMMITTEE ANNUAL REPORT

The membership committee is tasked with contacting current members each year to encourage renewal, recruiting new members, distributing welcome information and working closely with other AAMC committees and AML. We also maintain and provide an up-to-date email distribution list to members as requested.

Renewing in 2020 Prepopulated 2020 membership applications were provided to all Academy and Conference attendees at registration. Blank applications are available at the conference registration table or by emailing [email protected] for a fillable pdf form. You can also apply online. AML handles all billing for AAMC membership fees. Pay online at the time of your application submittal, by phone with a credit card, mail a check or request your municipality be invoiced. If you’re taking over a membership that’s already been paid, an application is still required to obtain your information. Membership has its benefits! AAMC members are eligible to serve on committees, apply for an AAMC scholarship, join the mentoring program, and access our distribution list. This is your opportunity to be a contributing member of an amazing organization that promotes continuing education and provides ample support to fellow Clerks across Alaska.

Distribution List

Current members can request a copy of the AAMC email distribution list. This list is composed of members who have submitted an application in the current year or in the previous year. For example, if you submitted a 2019 application, come January 2020, you will still be on the distribution list. This is because many members pay dues according to a fiscal year schedule and/or submit applications later in the year. Using the same example, if you were a 2019 member but you don’t submit an application in 2020, you will fall off the list at the end of 2020. If you would like to send an association-wide email, please request the most updated list!

Membership in 2019

• 101 Full Members • 12 Associate Members • 1 Corporate Member • 18 members interested in the Mentorship Program, either as a mentor or mentee. • $210 donated to the scholarship fund by 4 new and returning members.

Join AAMC and the Membership Committee!

We welcome and encourage any interested member to join the Membership Committee. Duties include contacting an assigned list of municipalities for recruitment, assisting with conference registration at the time of the event, if needed, and other light tasks throughout the year. The majority of the time commitment is at the beginning of the year where 1-2 hours a month may be required for recruitment. Fly Beyond Your Comfort Zone and help AAMC grow!

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2019 Northwest Clerks Instiute Committee

Annual Report

Kacie Paxton, MMC

[email protected]

_________________________________________________________

President Peterson and AAMC Members:

The NCI Committee exists to serve the educational needs of municipal clerks in the

states of Alaska, Oregon, and Washington through the Northwest Clerks Institute (NCI).

Three representatives from the Alaska Association of Municipal Clerks, the Oregon

Association of Municipal Recorders, and the Washington Municipal Clerks Association,

and the Institute Director form the NCI Committee. Joann Tilton (retired municipal clerk)

is the Institute Director. Under the NCI agreement between the state associations,

Washington State University Conference Management (WSUCM) manages NCI.

Recently the committee met to review the 2019 Institute evaluations and to begin

planning for the 2020 Institute.

Evaluations: Overall the program evaluations were excellent. The level of feedback given

for all programs was very specific, which allows the director to consider possible

program adjustments in the coming year.

Budget: Though the final 2019 institute budget came in a deficit of ($6,401) for the year

due largely to commuter costs, the program ended 2019 with a surplus of $21,943. A

modest registration fee increase of $25 has been approved for the 2020 Institute

program.

SAVE THE DATE! 2020 Institute, University of Puget Sound - Tacoma, Washington

Professional Development I - May 31 - June 5, 2020

Professional Development II - June 7 - 12, 2020

Professional Development III - June 14 - 19, 2020

Professional Development IV - June 8 - 11, 2020 (Tentative Topic: Effective

Presentations and Communicating for Results)

Director Joann Tilton has done a tremendous job facilitating the Institute, including

coordinating the presenters and managing the budget. This committee commends her

for her excellent work and dedication.

Sincerely,

Alaska NCI Committee Members Jamie Newman, Wasilla City Clerk, Kacie Paxton,

Ketchikan Gateway Borough Clerk, and Shellie Saner, Soldotna City Clerk

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November 2019 Dear AAMC Members, The AAMC Publications Committee saw some membership changes this year (we miss you Kassi and Brenda!), and at the request of President Peterson put together a comprehensive annual committee task list that should make future transitions a breeze. The committee developed the conference program again this year, and continues to streamline its process for gathering and compiling program information. We hope that the program will serve its purpose well. Special thanks to Rachel Tussey for her design expertise! In the coming year, the committee will take up the development of a complete revision of the AAMC handbook in order to give it a modern feel and to make it more efficient to use. I would like to thank the members of the 2019 AAMC Publications Committee, Adena Benn, Brenda Ballou, Jessica Kilborn, Allie Ferko, Michele Turner, Brekke Hewitt, and Rachel Tussey, for their work this year. I encourage anyone who might be interested in serving on this committee in the future to sign up – or consider chairing the committee – it’s a great opportunity to be creative and network closely with other clerks across the state.

Best wishes, Emily A. Deach, CMC AAMC Publications Committee Chair Borough Clerk, Municipality of Skagway P.O. Box 415, Skagway, AK 99840 [email protected]

ALASKA ASSOCIATION OF MUNICIPAL CLERKS

Sara Peterson, MMC, AAMC President

Publications Committee: Emily Deach, Chair Adena Benn, Brenda Ballou, Jessica Kilborn,

Allie Ferko, Michele Turner, Brekke Hewitt, Rachel Tussey

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Scholarship Committee Annual Report Shellie Saner, MMC, Chair, City of Soldotna Judy Binkley, City of North Pole Emily Deach, CMC, Municipality of Skagway Michelle Gihl, CMC, Municipality of Skagway Sybil Galaktianoff, City of Klawock Kim Lane, MMC, City & Borough of Wrangel Danyielle Snider, CMC, City of Fairbanks Amy Solberg, Municipality of Anchorage Sara Stanifer, CMC, City of Wasilla Kim Stanker, MMC, City of Ketchikan

The Scholarship Committee met in early 2019 to prepare for the 2019 Northwest Clerks Institute (NCI) Scholarship. The committee received twenty-one applications and was able to award ten PD I – III scholarships and one PD IV scholarship. Congratulations again to the 2019 NCI Scholarship recipients: PD I PD II Clara Stein, City of Kiana Heidi Geagel, City of Seldovia Lori Goodell, City of Dillingham Karen Platt, City of Gustavus Lucinda Wellman, City of Wasilla Jacquelyn LaPlante, City of Kenai Amy Hansen, City of Houston Brekke Hewitt, City of Soldotna Christine Piscoya, City of Nome PD IV Randy Broyles, Kenai Peninsula Borough Kassi Mackey, City of Craig The Scholarship Committee met again in the fall in preparation for the AAMC Memorial Scholarship. A total of fourteen applications were received and nine scholarships were awarded. Congratulations to the 2019 AAMC Memorial Scholarship recipients. Felysha Williams, City of Kasaan Karen Platt, City of Gustavus Arlene Shimanek, City of Goodnews Bay Christine Piscoya, City of Nome Mathias Suskuk, City of New Stuyahok Emily Braniff, City of Fairbanks Randy Toman, City of Whale Pass Katrina Andrew, City of Napakiak Tracey Kimoktoak, City of Koyuk The Scholarship Committee encourages all Alaskan Clerks to apply for an AAMC Scholarship. I would like to thank the members of the Scholarship Committee for their work and many thanks to the Fundraising Committee who make awarding these scholarships possible. Sincerely, Shellie Saner, MMC, City Clerk City of Soldotna

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AAMC Calendar Year (CY) 2020 Proposed Budget Transmittal Letter to the Membership

Good Afternoon: The AAMC CY 2020 proposed budget approved by the Executive Board is attached. The Finance Committee prepared a proposed budget that reflected a 30% price increase for line items titled “President’s Reception” and “Catering and Facility” for both the advanced academy and annual conference, as the venue for these events increased their prices. Other than for the President’s Reception, and Catering and Facility line items, overall the committee took a conservative approach with both the proposed income and expense figures. The committee started with the approved 2019 budget, made increases, decreases to line items based upon actuals for the past four years, and took into account the $50 increase for the annual conference registration fee approved by the executive board in February 2019. The committee prepared additional recommendations, three options, for the Executive Board to consider. The anticipated/proposed income was not able to absorb a 30% increase within the President’s Reception, and Catering and Facility line items, as proposed to the executive board, without the usage of a substantial amount from the association’s reserve fund to the balance the proposed budget. Additional options presented to the Executive Board:

Option #1: Eliminate breakfast at Academy and Conference (approximately savings $7,800) Option #2: Eliminate the food at Presidents Reception (approximately savings $2,800) Option #3: Look for sponsors to sponsor a breakfast and/or president reception to reduce

cost The AAMC Executive Board reviewed the proposed budget and additional options. The Executive Board amended the proposed budget as follows:

• Eliminated breakfasts at Academy and Conference (Option #1) • For the CY 2020 proposed budget and future budgets, approximately balance the

proposed budget amount for the scholarship fund expenses to the actual amount of scholarship fund income from two years ago. (Example: The 2020 CY proposed budget for scholarship fund expenses closes equals to the 2018 CY actual scholarship fund income.) The amendment reduce each line item within the scholarship fund expenses by approximately 28% percent and provided for six scholarships awarded for the annual conference and eight scholarships for the Northwest Clerk Institute.

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OVERVIEW OF 2019 APPROVED BUDGET / 2020 PROPOSED BUDGET DIFFERENCES 2019

APPROVED BUDGET

2020 PROPOSED BUDGET DIFFERENCES

Income: General Fund Total $72,500 $74,250 Increase of $1,750 Scholarship Fund Total $12,500 $12,500 No increase or decrease Total Income $85,000 $86,750 Increase of $1,750 Use of Reserve Account $23,895 $14,620 Decrease of $9,275 Expenses: General Fund Expenses $86,025 $84,000 Decrease of $2,025 Scholarship Fund Expenses $22,870 $17,370 Decrease of $5,500 Total Expenses $108,895 $101,370 Decrease of $7,525

To balance the budget the executive board is proposing $14,620 be used from our reserve account. In 2017 the actual amount used from the reserve fund was $6,148.62 ($15,245 was the approved budget amount). In 2018 the actual amount used from the reserve fund was $5,103.13 ($15,245 was the approved budget amount). Note: In 2018, we received a one-time check for $5,335.50 from the NCI Surplus Funds. Without these funds, $10,438.66 would have been used from the reserve fund. The Finance Committee and Executive Board both agree our organization will continue to be strong financially with progressive changes. These changes will continue to provide professional educate opportunities at the annual conference and advance academy sessions, fund scholarships and fulfill our mission to educate and support our members. The proposed budget before you may be amended. If you questions regarding the attached CY 2020 proposed budget please ask.

Respectfully Submitted, April Trickey, CMC Treasurer,

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Alaska Association of Municipal ClerksAnnual Business Meeting - November 19, 2019

Proposed Calendar Year 2020 Budget

1 of 3

2017 Acutals 2018 Acutals

2019 Approved

Budget

2020 Proposed

BudgetOrdinary Income/Expense

IncomeGeneral Fund

1100 Interest Income WF 133.78 0.00 -$ 1200 Advanced Academy Regis 16,800.00 15,771.84 15,000.00$ 15,000.00$ 1250 Athenian Dialogue 4,500.00$ 3,750.00$ 1300 Registration, conference 30,352.00 33,010.00 35,000.00$ 37,500.00$ 1310 Conference Sponsors / Exhibtors 5,500.00 9,600.00 9,000.00$ 9,000.00$ 1320 Conference Vendors 4,260.00 0.00 -$ -$ 1500 Member Dues 9,400.00 8,740.00 9,000.00$ 9,000.00$ 1510 Newsletter Advertising 580.00 240.00 -$ -$ 1800 Other Income 20.00 905.03 -$ -$ 1802 Region IX Reception 0.00 -$ -$

NCI Surplus Funds 5,335.50 -$ -$ Total General Fund 67,045.78 73,602.37 72,500.00$ 74,250.00$

Scholarship Fund - Income1100 Interest Income - AMLIP 232.591600 FUNDRAISING

1601 Silent Auction 5,410.00 6,621.00 5,000.00$ 5,250.00$ 1602 Misc Sales 1,040.00 1,125.00 1,000.00$ 1,000.00$ 1603 Scholarship Donations 1,066.00 295.00 1,000.00$ 750.00$ 1604 Gaming 3,561.00 8,470.00 5,500.00$ 5,500.00$

Total 1600 FUNDRAISING 11,077.00 16,511.00 12,500.00$ 12,500.00$

Total Scholarship Fund - Income 11,077.00 16,743.59 12,500.00$ 12,500.00$

Total Income 78,122.78 90,345.96 85,000.00$ 86,750.00$

1605 Reserve Account 0.00 0.00 23,895.00$ 14,620.00$

Gross Profit 78,122.78 90,345.96 108,895.00$ 101,370.00$

ExpenseGeneral Fund - Expense

2000 Operating Expenses2001 Telephone 1,240.30$ 765.23$ 1,000.00$ 1,000.00$ 2003 General Office Supp.&Misc. 434.98$ 37.31$ 950.00$ 450.00$ 2004 Website 1,050.00$ 1,118.35$ 1,050.00$ 1,100.00$ 2005 IRS Filing Services 525.00$ 525.00$ 525.00$ 550.00$ 2008 Bank Fees 1,124.81$ 200.00$ 200.00$ 200.00$ 2010 Credit Card Processing Fees -$ 1,048.15$ 1,000.00$ 1,050.00$

Total 2000 Operating Expenses 4,375.09$ 3,694.04$ 4,725.00$ 4,350.00$

2100 AML Contr.Acctg./Coord 6,500.00$ 6,500.00$ 6,500.00$ 6,500.00$ 2150 Northwest Institute

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Alaska Association of Municipal ClerksAnnual Business Meeting - November 19, 2019

Proposed Calendar Year 2020 Budget

2 of 3

2017 Acutals 2018 Acutals

2019 Approved

Budget

2020 Proposed

Budget2155 NCI Director Travel - AAMc 1,738.40$ 1,144.15$ 1,500.00$ 1,500.00$ 2160 NCI Director Travel - IIMC 800.00$ 526.86$ 800.00$ 700.00$ 2165 Northwest Institute - Lodging 727.71$ 800.00$ 800.00$

Total 2150 Northwest Institute 2,538.40$ 2,398.72$ 3,100.00$ 3,000.00$

3000 Dues & Subscriptions 450.00$ 375.00$ 350.00$ 400.00$

5000 Public Relations5002 IIMC Foundation -$ 500.00$ 500.00$ 5003 Protocol Gifts 1,070.31$ 1,169.48$ 1,000.00$ 1,250.00$ 5004 Awards 574.46$ 603.17$ 600.00$ 600.00$

Total 5000 Public Relations 1,644.77$ 1,772.65$ 2,100.00$ 2,350.00$

6000 Travel6001 Pres.OoS Travel Conference 5,824.47$ 6,433.67$ 8,000.00$ 7,000.00$ 6002 Ed. Dir. Travel to IIMC or NCI 2,762.14$ 1,337.60$ 2,000.00$ 3,000.00$ 6003 Region IX Director Travel 650.00$ 570.00$ 600.00$ 600.00$ 6005 Region IX Candidate to IIMC -$ -$ -$ 6006 Region IX Alaska Rep -$ 1,500.00$ -$ 6007 IIMC President Travel 1,810.06$

Total 6000 Travel 11,046.67$ 8,341.27$ 12,100.00$ 10,600.00$

7000 Academy-Fall7010 Catering & Facility 4,120.50$ 7,195.50$ 5,300.00$ 4,900.00$ 7020 Presenter & Supplies 490.65$ 2,102.18$ 7,000.00$ 7,000.00$

Total 7000 Academy-Fall 4,611.15$ 9,297.68$ 12,300.00$ 11,900.00$

7200 Athenian Dialogue7210 Catering and Facility -$ 1,950.00$ 1,950.00$ 7220 Faciliator (Fee and Travel Cost) -$ 1,100.00$ 1,100.00$

Total 7200 Athenian Dialogue -$ 3,050.00$ 3,050.00$

7300 Banquet7310 Catering & Facility 11,443.92$ 8,986.38$ 12,000.00$ 12,000.00$ 7320 Decor. & Entertainment 725.49$ 1,380.41$ 1,500.00$ 1,500.00$

Total 7300 Banquet 12,169.41$ 10,366.79$ 13,500.00$ 13,500.00$

7400 Conference7410 Catering & Facility 13,114.26$ 15,192.97$ 17,000.00$ 16,600.00$ 7420 Presenters 4,719.84$ 7,585.00$ 6,000.00$ 6,000.00$ 7430 Supplies & Miscellaneous 333.57$ 504.10$ 1,500.00$ 750.00$ 7450 President's Reception 3,073.77$ 2,836.75$ 2,500.00$ 3,500.00$ 7460 Conf.Out of St.Dinner 1,477.20$ 1,778.78$ 1,300.00$ 1,500.00$ 7470 Nuts/Bolts Fac. & Sup.

Total 7400 Conference 22,718.64$ 27,897.60$ 28,300.00$ 28,350.00$ Total General Fund - Expense 66,054.13$ 70,643.75$ 86,025.00$ 84,000.00$

Reconciliation Discrepancies

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Alaska Association of Municipal ClerksAnnual Business Meeting - November 19, 2019

Proposed Calendar Year 2020 Budget

3 of 3

2017 Acutals 2018 Acutals

2019 Approved

Budget

2020 Proposed

Budget

Scholarship Fund - Expense4000 Fundraising 2,153.37$ 1,055.62$ 3,000.00$ 2,100.00$ 4001 Gaming 20.00$ 1,500.00$ 20.00$ 20.00$ 4004 Credit Card Processing Fees 234.72$ 350.00$ 250.00$ 8000 Scholarships

8002 Annual Conference 2,500.00$ 4,500.00$ 4,500.00$ 3,000.00$ 8004 NW Institute -AAMC Funded 13,118.90$ 17,515.00$ 15,000.00$ 12,000.00$

Total 8000 Scholarships 15,618.90$ 22,015.00$ 19,500.00$ 15,000.00$

Total Scholarship Fund - Expense 17,792.27$ 24,805.34$ 22,870.00$ 17,370.00$ Total Expense 83,846.40$ 95,449.09$ 108,895.00$ 101,370.00$

Net Ordinary Income (5,723.62)$ (5,103.13)$ -$ -$

Net Income (5,723.62)$ (5,103.13)$ -$ -$

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