UTAH MUNICIPAL CLERK S ASSOCIATION October Newsletters are published each March, June, September, December. UMCA

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1 Newsletters are published each March, June, September, December. UMCA Kimberly Robinson Membership Director Utah Municipal Clerks Association c/o Spanish Fork City 40 South Main Spanish Fork City UT 84660

2 Utah Municipal Clerks Association Presidents Message Donna Weaver, President Greetings (again) UMCA members! I don t know about you, but I ve been having a bit of a déjà vu experience as I begin my second year as president. I would like to acknowledge those who have left the Board Dana Pollard from South Ogden retired and Rachel Ellison from Moab completed her interim term. We appreciate the many years that Dana gave to our association serving on the Board, and for Rachel s willingness to finish Stephanie Carlson s term when she moved up to 2 nd Vice President. We would like to welcome our new Board members Kate Black as Treasurer and Debbie Cullimore as Education Chair. Since I did not move (or rather did not stay moved) into the past president position we had a vacancy there. The Board asked Mary Kate Christensen (who just left the Board as the interim 2 nd VP last year) to take on those responsibilities. My theme this year is Teamwork: It is a fact that in the right formation, the lifting power of many wings can achieve twice the distance of any bird flying alone (author unknown). One area I will be focusing on this year is the relationship we have with the Utah League of Cities and Towns. The League has always been a great partner and resource for UMCA. They would like to utilize us to help get their messages out, and there are a number of exciting things in the works that we will have more details about in the future. Our members also use each other as resources, and I have found clerks/recorders to be fantastic team players. I m sure most of you have received s from our (former) webmaster, Greg Shafer. When you would receive those s with questions from our members, the poser of the question might get an answer, but none of the rest of us did. So... we now have a UMCA blog for questions! We ask that you your questions to umcamemberblog@gmail.com. A member of the Board will post the question to the blog and an will be sent out on days that questions are received (but no more than once a day) letting you all know that there s a new question. You can check out the blog at umcamemberblog.blogspot.com (I would suggest bookmarking it, so you can check it periodically for new comments). When someone poses a question, please feel free to pipe in with how your city/town does things. There s also an Upcoming Events section on the blog, so if you know of training that is pertinent to our members, please let us know, and we will post that information on the blog. Nancy Dean, our 2 nd Vice President, has been feverishly working (with lots of help from Fay Cope from Springdale) for our April 2010 Spring Conference, so mark your calendars for April 14, 15, and 16, If you attend or hear about good presentations or presenters, please let Debbie Cullimore our Education Chair know. I m really excited to be able to have another conference at Springdale, as we ve grown so large in the last few years that our size has eliminated some venues. We hope to have hotel information available to you all toward the end of the year. There s some good news coming out of IIMC with the Program Review and Certification Committee s recommendations. We will have more details for you later once things are finalized, but it s looking good! They have recognized the problems the recent changes have caused and are listening to IIMC members and Institute/Academy directors. With the IIMC 2010 conference being held in the Reno/Tahoe area, we ll be coordinating efforts to help our members get there if they would like to attend. If your city/town can t pay (or can t pay all) of the expense to attend, we will be looking at ways to lower the costs (carpooling, room sharing, etc.). Good luck with your elections! Let s all use the lifting power of many wings to better serve our communities. Donna Weaver 2

3 Conferences & New News! Future IIMC Conferences: 2010 Reno, Nevada May Nashville, Tennessee May Portland, Oregon May Future UMCA Spring Conferences: 2010 Springdale April Richfield Tentative 2012 Cedar City Tentative 2013 North Tentative CONGRATULATIONS TO THE FOLLOWING IIMC MEMBER ADVANCEMENTS: CMC & MMC s Attained; Carol Herman, CMC, West Jordan Lisa Titensor, CMC, Clinton Vickie Schuloskie, MMC, Escalante Leighanne Warnock, CMC, Ephriam Kim Holindrake, MMC, Cedar Hills UMCA BOARD The Board Would Like to Welcome the New Clerks/Recorders: Leesa Kapetanov South Ogden Please, Welcome these recorders/clerks in your community. REMINDERS... IIMC Annual Conference will be held in Reno Tahoe May 23-27, Region VIII members get a discount for their registration and if you are a first time attendee you get an additional discount! Also don t forget to pay your Membership Dues! 3

4 LAND USE TRAINING The Utah League of Cities and Towns and the Utah Local Governments Trust will be sponsoring land use training sessions this fall in the following locations: * Santaquin, September 30 * Moab, October 8 * Roosevelt, October 21 * Richfield, October 28 * Fillmore, October 29 * Tremonton, November 4 The cost is a meager $10 and we ask that you RSVP your attendance. More locations (mostly Wasatch Front) will be added shortly. Southwestern Utah events will be scheduled for late winter/early spring. For more details on these events see Newly Elected Officials Training The ULCT s training sessions for newly elected officials will be held in the following locations: * Price City Hall, November 21 * Logan City Hall, December 5 * Heber City Hall, December 12 * Cedar City Hall, January 9 * Provo City Hall, January 16 * Moroni Opera House, February 6 * Salt Lake City Hall, February 13 Registration information will be available on the League s website and mailed to clerks and recorders about one week prior to the general election. UTAH LEGALS.COM During the 2009 Legislative Session, Utah lawmakers passed SB208 (Third Substitute) which requires Utah newspapers to create a central and searchable online depository of legal notices on a Web site. UtahLegals.com is now in beta testing and open to view. The site provides the following features: --Browse functions --Key word search --Search by date --Search by newspaper --RSS feeds by newspaper -- alert function based on key word Under the statute: -- All government entities will be required to post legal notices, including truth-in-taxation ads, in newspapers of general circulation and on UtahLegals.com Web site starting Jan. 1, There can be no charge to place the notice on the Web site before Jan Currently, any notice placed in a Utah newspaper automatically is copied onto the Web site. -- Government entities in Salt Lake, Davis, Weber, Utah, and Washington counties will be required to post their notices online after Jan. 1, 2012 and "may" publish in the newspaper after that date. After 2012, the statue reads that only $10 may be charged for the online notice. -- Government entities in counties of 3rd to 6th class will still be required to publish in both the newspaper and online after Jan. 1, Along with the traditional placement through newspapers, individuals may be able to place legal notices through the online system expected to be functional by December. The online system will require users to select a local newspaper of general circulation for publication. -- This bill did not affect public meeting notices. Government entities will still be required to post public meeting notices on the State Public Meeting Notice Web Site and notify newspapers of public meetings by through the online subscription system. What does this all mean to local government entities? Utah newspaper publishers have committed to legislators that will continue to accept public notices, as they have in the past, and print them in the newspaper and post them to the online Web site. It is expected that little will change in the transaction to post public notices other than that now newspapers have the responsibility to post the notices online. After Jan. 1, 2012, government entities in Salt Lake, Davis, Weber, Utah and Washington counties may choose to publish the notice in the newspaper, but newspapers will still process the online only notices for governmental entities. Entities may also choose to place the ad directly through the online Web site. CMC Presentation, Park City CONGRATULATIONS! Here's a link to the full bill: The information about change dates is found on lines Joel Campbell 4

5 INSTITUTE & ACADEMY Don t put off until tomorrow what you can do today, because if you enjoy it today you can do it again tomorrow! - James A. Michener GROUP DYNAMICS Group Dynamics was presented by Kimberly Kniveton from Ascent Coaching & Consulting LLC. Advantages and disadvantages of groups were discussed. The focus was on group dynamics with a comparison to an iceberg there is a very little percentage of the dynamic in view, with a lot of interaction beneath the water surface. Issues that get in the way of good relationships include 1) Individual strengths and weaknesses; 2) Relationships and the organization of group; 3) Environmental culture; 4) Information whether opinions, facts or perspectives. The core of the group is to get to the truth or purpose. An interactive presentation allowed all clerks an opportunity to view themselves as Idealists, Rationals, Safekeepers, or Experimenters with guidelines showing strengths, potential limitations and constraints to change. The interaction not only gave participants the opportunity to view themselves, but those around them in different windows. In a discussion about Johari s Window concerns were looked at from open or those things known to everyone, blind those things known to everyone else but unknown to self, hidden - those things known to self but unknown to others, and unknown those things that are not known to anyone. These are discoveries that may come out of the group and their interaction. Time was spent on reviewing change in order to make groups more effective, and recognizing the value of all types of participants and reflecting one s own needs and abilities to change. Steps to change include engage in order to clarify, practice, and reflect in order to evaluate. Those things that drive resistance to change include judgment, frustration, and fear. When judgment changes to curiosity, frustration turns to excitement, and fear to courage, change to make relationships work better, happens. ADAPTIVE LEADERSHIP Adaptive Leadership was presented by Ken Embley, Outreach Director for the Center for Public Policy & Administration at the University of Utah. The class defined the difference between a leader and a manager. A leader: is a person who can influence the actions of others to achieve and maintain a desired condition, to strive toward performance that achieves organizational objectives. A manager: is a person who has the authority and responsibility to coordinate the utilization of resources to achieve or maintain a desired condition. 8 Stage Change Process: Establish a sense of urgency Create the guiding coalition Develop a vision and strategy Communicate the change vision Empower broad-based action Generate short term wins Consolidate gains and produce more challenge Anchor new approaches in the culture I know we all have been able to see our co-workers operate in these different dynamics and it is my hope that we can implement the information in the book My Iceberg Is Melting and incorporate it into our work lives to better lead when needed and to manage when appropriate to make our cities and towns run smoother and more efficiently. Kimberly Robinson, CMC Spanish Fork City June Jeffrey, CMC Laverkin City 5

6 TRAINING SUGGESTIONS Do you have a topic you would like to see offered at a future conference or roving training? The UMCA Board needs your help! Please send suggestions to: dcullimore@lindoncity.org * REGION NEWS * BEAR RIVER AREA CLERKS: BRAG Area Clerks and Recorders held their first quarterly meeting for the 2009 year at The Coppermill Restaurant in Logan. Lee Ann Peterson, Chief Deputy Recorder for Ogden City was our speaker and her topic was GRAMA. It was valuable training and we had a nice luncheon. The members were also reminded about the upcoming satellite Notary training being held in River Heights in February. A reminder was given to the members for the upcoming UMCA Spring Conference, location and dates. Our Spotlight member was Leon Kotter, Town Clerk for the town of Howell. The April meeting in Garland City was held at the Pie Dump. Lloyd Carr reviewed the up coming Election with our members. It was a very enlightening training session with good food and a fun time. Shanna Johnson, Deputy Recorder for Perry City was this quarters Spotlight member. The members were also reminded about upcoming UMCA Institute and Academy and that scholarships were available. We also discussed the use and misuse of the Official Seal. The July meeting was held at Mack Park in Smithfield City. Our Speaker was Dustin Ericson and the topic was Annexations. Attorney Ericson gave us excellent training and procedural handouts that were very helpful. Good food by Dan s Dutch Ovens and beautiful weather. Our Spotlight member was Kristi Hidalgo, Town Clerk for Clarkston. We are looking forward to our meeting in October. We tend to always hold it at Maddox Restaurant in Perry City (Good food and excellent company). The topic will be on Anger Management. Gaylene Nebeker, Deputy Recorder for Willard City, will be our Spotlight member. Char Izatt, President BRAG Area Clerks and Recorders DAVIS MORGAN WEBER CLERKS: The DMWRA Area Clerks and Recorders would like to announce their newest member Leesa Kapetanov, the Recorder for South Ogden. The Region Board: Erika Ahlstrom (South Weber) President; Sue Richey (North Ogden), Vice President; Thieda Wellman (Layton), Treasurer; Michelle Scrip (Ogden), Secretary. Michelle Scrip just recently took another job, so we will be appointing a new secretary. Luncheons are held every month. Topics and speakers have included: Pat Beckstead of the Davis County Clerk Auditors office provided information on new election legislation. Mark Thomas from the Lt. Governor s office visited with us about elections at another luncheon. The clerks also held one luncheon that consisted of a roundtable discussion on poll worker training and other issues surrounding upcoming elections. Lincoln Shurtz from ULCT came and provided some information on the Utah Retirement System. Duncan Murray, Perry City s Administrator and Attorney, led a discussion on conflict resolution and dealing with difficult residents. We have a great group of recorders, deputies, and clerks who are committed to the support system of the Association. I feel privileged to be associated with such fine people. Erika Ahlstrom, President DMWRA Area Clerks and Recorders Never settle for less than you deserve, or you get even less than you settled for -Anonymous 6

7 REGIONAL ASSOCIATIONS BEAR RIVER AREA GROUP (BRAG) Box Elder, Cache and Rich counties President Char Izatt, Smithfield City 1st Vice President Darlene Hess, Tremonton City 2nd Vice President Susan Obray, Perry Town Secretary/Treasurer Amy Murphy, Cornish Town Past President Sheila Lind, River Heights City CENTRAL UTAH RECORDERS (CURA) Carbon, Juab, Utah and Wasatch counties President Debbie Cullimore, Lindon City Vice President Dan Wright, Vineyard City Secretary Cathy Larsen, Cedar Hills City Treasurer Lori Yates, Saratoga Springs City Past President Mary Burgin, Pleasant Grove City DAVIS, MORGAN, WEBER RECORDERS (DMWRA) Davis, Morgan and Weber counties Chair LeeAnn Peterson, Ogden City Vice Chair Erika Ahlstrom, South Weber City Secretary Theida Wellman, Layton City Treasurer Sue Richey, North Ogden City Past President Annette Spendlove, North Ogden City GREATER SALT LAKE CLERKS/RECORDERS (GSLCRA) Salt Lake, Summit and Tooele counties President Kristi Peterson, Oakley City Vice President, Joy Johnson, Riverton City Secretary Cathie Alberico, West Valley City Treasurer Kate Black, Alta Town Past President Konni Thompson, Oakley City NORTHEASTERN RECORDERS (NRA) Daggett, Duchesne and Uintah counties SOUTH CENTRAL UTAH RECORDERS (SCURA) Emery, Piute, Millard, Sanpete, Sevier and Wayne counties SOUTHEAST UTAH RECORDERS (SURA) Grand and San Juan counties SOUTHWEST REGIONAL MUNICIPAL CLERKS (SRMCA) Beaver, Garfield, Iron, Kane and Washington counties President Roxanne Behunin, Vernal City Vice President Judy Archibald, Manila Town Secretary/Treasurer Nikki Kay, Naples City President Conae Black, Green River City Vice President Sherri Westbrook, Salina City Secretary Jeane Wood, Elsinore City Past President Jimie Jones, Huntington City Contact Person Rachel Ellison, Moab City Chairman Nancy Leigh, Brian Head Town Vice Chair Michelle Thone, Hurricane City Secretary Vickie Schulkoski, Escanante Town Treasurer Renon Savage, Cedar City Past Chair Toni Foran, Hurricane City 7

8 President Donna Weaver, MMC Orem City Recorder 56 N State St. Orem V F dweaver@orem.org UMCA BOARD OF DIRECTORS 1st Vice President Stephanie N. Carlson, CMC Holladay City Recorder 4500 S E Holladay V F scarlson@cityofholladay.com 2nd Vice President Nancy Dean, CMC Clearfield City Recorder 55 S State St Clearfield UT V F Nancy.dean@clearfieldcity.org Past President Mary Kate Christensen, CMC Brigham City Recorder 20 N. Main Street Brigham City, V F mchristensen@brighamcity.utah.gov Secretary Kim Holindrake, MMC Cedar Hills City Recorder 3925 W. Cedar Hills Dr. Cedar Hills, UT x101 V F keholindrake@cedarhills.org Education Director Dori Snyder Kamas City Deputy Recorder 170 N. Main Kamas, UT V F dorisnyder@hotmail.com Membership Chair Tracy Norr, CMC Draper City Recorder 1020 E. Pioneer Road Draper City, V F tracy.norr@draper.ut.us Treasurer Kate Black Alta Town Clerk Town of Alta P.O.Box 8016 Alta, Utah (w) (work cell) kswb@townofalta.com Education Chair Debra Cullimore Lindon City Recorder 100 North State Street Lindon, UT Phone Fax dcullimore@lindoncity.org Membership Director Kimberly Robinson, CMC Spanish Fork City Recorder 40 S. Main Spanish Fork, UT V F krobinson@spanishfork.org 8