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Home My WebLink About2008 02 11 Consent 204 Approval to Submit Nomination Packet for City Clerk Andrea Lorenzo-Luaces to run for Office of the Executive Board of FACCCOMMISSION AGENDA ITEM 204 February 11, 2008 Regular Meeting REQUEST: Informational Consent X Public Hearings Regular ~. Mgr. / Dept. Authorization Mayor John F. Bush requests that the City Commission review the attached information and approve that our City Clerk, Andrea Lorenzo-Luaces can submit a Nomination packet to run for Office on the Executive Board of the Florida Association of City Clerks with our support. PURPOSE: This Agenda Item is needed to ratify the Mayor and City Commission's support for our City Clerk to be considered for an Elected position on the Executive Board of the Florida Association of City Clerks. CONSIDERATIONS: City Clerk Andrea Lorenzo-Luaces has served our City as our City Clerk since 1999. During that time, City Clerk Lorenzo-Luaces has been affiliated with Professional Associations such as the Florida Association of City Clerks (FACC) and the International Association of City Clerks (IIMC). Both of these organizations in concert with the Florida Institute of Government bestow designations of professional excellence, such as "CMC" ("Certified Municipal Clerk") and "MMC" ("Master Municipal Clerk"). CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING -FEBRUARY 11, 2008 REGULAR AGENDA ITEM 204 PAGE 2 OF 4 City Clerk Lorenzo-Luaces was awarded the designation of "CMC" ("Certified Municipal Clerk") in 2001 and is working towards receiving her "MMC" ("Master Municipal Clerk") designation. In addition to her dedication to her position as our City Clerk, Andrea has also been very active in the Florida Association of City Clerks and she has learned much through her affiliation with this organization and has brought back much information from this membership and service, to the City of Winter Springs. During her tenure with the Florida Association of City Clerks, Andrea has also served on the following Florida Association of City Clerks' Committees: ^ Membership Committee: 2001-2002 ^ Mentoring Committee: 2002-2003 ^ Institute Committee: 2003-2004; 2004-2005; 2005-2006; 2006-2007 ^ Professional Education Committee: 2005-2006 Also of interest, Andrea served as the Chairperson for the Institute Committee for three (3) consecutive years from 2003-2006 with resounding success. Of note, much of the time that City Clerk Lorenzo-Luaces has spent on these Committees has been done on her own time. Then, in 2006-2007 and again for the 2007-2008 term, City Clerk Lorenzo-Luaces has been serving the Florida Association of City Clerks as the Central East District Director (The Central East District is comprised of 11 counties, and approximately 88 municipalities with more than 130 Members). During these two (2) terms of office as Central East District Director, Andrea has provided five (5) "Academy Sessions" [which have provided informative education sessions such as Elections; Human Resources; Financial Management; Leadership] to name just a few, and she is working on a 6th "Academy Session" [Tentative Agenda should include at least Grant Writing and Sustainable Planning for Communities] to finish up this term of Office. Of note, much of the time (and even some expenses) that City Clerk Lorenzo- Luaces has spent as Central District Director, has been done on her own time or has been made up before/after normal work hours. With these two (2) years of service as a District Director for the Florida Association of City Clerks, this helps qualify our City Clerk to run for Office on the Executive Board of the Florida Association of City Clerks. Also, City Clerk Lorenzo-Luaces has been asked by a number of Florida Association of City Clerks' Members to run for Second Vice President/Member of the Executive Board of this organization which is a compliment to our City Clerk for her dedication and service to her profession. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING -FEBRUARY 11, 2008 REGULAR AGENDA ITEM 204 PAGE 3 OF 4 The By-laws of the Florida Association of City Clerks states that should an individual be Elected (unopposed or otherwise) to the position of Second Vice President for the Florida Association of City Clerks, then that individual would automatically progress annually, to the position of First Vice President, then President, and then would serve as their Immediate Past President. FUNDING: Typical funding in current and previous years for the Office of the City Clerk has included approximately $8,000.00 for Dues and Registrations, Employee Development, and Travel & Per Diem. In past years, that entire amount has never been spent. This year will probably be the first time that the full funding for those Line Codes might be spent, which will primarily include travel and registration for the City Clerk to attend various FACC/IIMC Meetings/Seminars/Conferences along with Tuition Reimbursement for one (other) Staff Member in this Department. It is expected that should City Clerk Lorenzo-Luaces be Elected to the Florida Association of City Clerks' Executive Board, the allotted $8,000.00 will be spent this fiscal year, and for the next four (4) fiscal years. And, for the next four (4) fiscal years, other than Tuition Reimbursement, the funding will most likely not permit the rest of this Department to attend job related Seminars. ATTACHMENTS: A. Excerpt from the Florida Association of City Clerks' "Board of Directors Duties & Responsibilities" (Please note * sections) B. Excerpt from the Florida Association of City Clerks' Articles of Incorporation & By-Laws" (Please note * sections) C. Letter of Support (to be signed upon approval of this. Agenda Item by the Mayor and City Commission) D. Resolution 2008-12 offering our support for our City Clerk (to be signed upon approval of this Agenda Item by the Mayor) RECOMMENDATION: The City Commission is being asked to ratify that our City Clerk Andrea Lorenzo- Luaces can apply for the position of Second Vice President for the Florida Association of City Clerks and that should she be Elected (unopposed or otherwise) to this position that Andrea has our full support (including financial) to fulfill those duties to the best of her ability; and that in order to do that, that Andrea will need to attend Meetings and Seminars/Conferences and possibly devote time during work days to whatever is needed of her. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING -FEBRUARY 11, 2008 REGULAR AGENDA ITEM 204 PAGE 4 OF 4 In this capacity, we also understand and offer our support that should Andrea Lorenzo-Luaces be sworn in as Second Vice President that we will further offer our continued support in the same ways, should she then assume the duties of First Vice President, then President, then Immediate Past President of the Florida Association of City Clerks. ATTACHMENT «A» F A C Board of Directors. Duties 8. Responsibilities Board of Directors 2007 - 2008 President Tammy Vock, MMC City Clerk 1053 20th Place Vero Beach, FL 32962 Phone: (772) 978-4700 Fax: (772)978-4790 tvockC~?covb.org Central East Director Andrea Lorenzo-Luaces, CMC City Clerk 1126 E. State Road 434 Winter Springs, FL 32708 Phone: (407) 327-5955 Fax:(407) 327-4753 aluaces C~3 winterspringsfl. org 1 st Vice.President Cynthia f. Goudeau, MMC City Clerk P.O. Box 4748 Clearwater, FL 33758-4748 Phone: (727) 562-4092 Fax: (727)562-4086 cyndie.goudeau Cad myclearwater. com 2nd Vice President Pamela B. Smith, CMC Deputy Clerk 800 Dunlop Road Sanibel, FL 33957 Phone: (239) 472-3700, ext. 354 Fax: (239) 472-3065 pamela. smith C~ mysanibel. com Northeast Director Betsy Jordan Driggers City Clerk 201 N. 2nd Street Palatka, FL 32177 Phone: (386) 329-0100 Fax: (386) 329-0106 betsyC~3gbso.net Northwest Director Jackie Lawhon, CMC City Clerk P.O. Box 1219 Sopchoppy, FL 32358-1219 Phone: (850) 962-4611 Fax: (850) 962-3429 sop0166C~aoLcom Central West Director Theresa McMaster, CMC City Clerk 155 Corey Avenue St. Pete Beach, FL 33706 Phone: (727) 363-9220 Fax: (7?7) 363-9236 t. mcmasterC~stpetebeach, org Southeast Director Barbara Estep, MMC Village Clerk 10050 N.E. Second Avenue Miami Shores, FL 33138 Phone: (305) 795-2207 Fax: (305) 756-8972 estepb C~3miamishoresvillage. com Southwest Director Helen M. Raimbeau, CMC City Clerk 4970 City Hall Boulevard North Port, FL 34286 Phone: (941) 429-7063 Fax: (941)429-7008 hreaimbeauC~3cityofnorthport. com Immediate Past President Lisa Burns, MMC City Clerk P.O. Box 16930 Temple Terrace, FL 33687 Phone: (813) 989-7175 Fax: (813)989-7177 (burns C~ temp/eterrace. com FACC Administrative Staff Executive Director Barbara Solis, CMP P.O. Box 1757 Tallahassee, FL 32302-1757 Phone:-1-(800) 342-8112 Fax: (850) 222-3806 bsolis C~ flcities. com x~Y '~ _ ~, ~. ~` Meeting Planner Anjie Ayars P.O. Box 1757 Tallahassee, FL 32302-1757 Phone: 1-(800) 342-8112 Fax: (850) 222-3806 aayars C~flcities.com B-4 Board of Directors Duties 8. Responsibilities President Generally: According to the By-laws, the FACC President shall (1) preside at all meetings, (2) appoint all committees, including the chairman thereof; (3) appoint an association historian; (4) call the meetings of the Board of Directors; and (5) perform such other duties as may be required by FACC. The following are guidelines for duties and responsibilities gener- allyattributed to the office of President, in addition to those set forth above as provided in the By-Laws. FACC Board Meetings: The President should plan to attend all of the FACC Board meetings, as attendance is monitored in accordance with the attendance policy. For a copy of the FACC Attendance Policy, please see the Policies Section of the FACC Handbook, Membership Directory and Manual. The FACC Board meetings are held during the months of August, October, Febru- ary and June. An agenda item should be prepared and provided to the Florida League of Cities one month prior to each FACC Board meet- ing in order for agenda packets to be assembled and distributed. This should be provided even if there was no activity. Manual Review: The President should review the manual section pertaining to his/her of- fice each year and forward inconsistencies and recommended changes to the Manual Revisions Committee chair. This should be done as soon as noticed but no later than April, so the Manual Revisions Commit- tee chair can include them in final recommendations at the June Board meeting. Yearly Goals: The President should submit a yearly goals report detailing goals ac- complished or met. This report must be submitted to the Goals Commit- tee chair no later than April to be included in the report to the mem- bership during the annual conference. For a copy of the FACC goals, please see Goals listed in the Policies Section of the FACC Handbook, Membership Directory and Manual. Expenses: For a copy of expenses covered by the FACC, please see Travel Policy listed in the Policies Section of the FACC Handbook, Membership Direc- tory and Manual. Any other in-kind time, travel and correspondence of the President should be incorporated into the respective city budget. B-5 Responsibilities of the President 1) Meetings: • Calls meetings of the Board of Directors and membership • Presides at all meetings of the Board of Directors and member- ship • Prepares agenda items for all Board Meetings 2) IIMC Conference Duties: • Attends President's Forum at the IIMC Annual Conference • Attends Region III meeting at IIMC Annual Conference and re- ports on activities projects, programs, etc. of FACC • Represents Florida in whatever capacity IIMC might require 3) FACC Conference Duties: • Extends official invitation to conference to the IIMC President, or member of the IIMC Board, and ensures he/she is aware of all conference activities ' • Coordinates with the Conference Committee and FLC representa- tive for the program for Opening Ceremonies, banquet activities and President's reception • Swears-in FACC Officers and/or coordinates with Incoming Presi- dent for special persons to swear in officers • Organizes and prepares for orientation meeting at the end of the June Conference • Notifies all committee chairs of the Orientation Luncheon prior to the Conference 4) Professional Education Academy Duties: • Coordinates with the Professional Education Committee to ensure that the educational program is complete • Works with graduating class and Class President on banquet/lun- cheon activities and program • Assists Hospitality Committee in welcoming attendees to the Academy • Participates in presentation to First-Year Attendees Class on first day of Academy as requested by the Florida Institute of Govern- ment representative 5) Florida League of Cities Conference Duties: • Attends August Florida League of Cities Conference • Assigns a member to oversee the FACC Booth • Assists in the booth set up and organization • Is available to greet officials at the booth as much as possible • Attends the FLC Resolutions Committee Meeting • Coordinates and consults with Florida League of Cities for Board Meeting set up • Attends activities as much as possible 6) Past President Responsibilities: • As Immediate Past President, serves as chair of the Nominating Committee and the President's Advisory Committee • As a Past President, serves indefinitely on the President's Advi- sory Committee • As a Past President, continues to vote on all matters considered by the Board • May serve as a Past President on the Awards and Scholarships Committee 7) Miscellaneous: • Coordinates the printing and ordering of FACC stationery with the Florida League of Cities • Prepares congratulatory letters to Board members and to the city manager/mayor of each newly-elected Board member • Appoints all committees, chairpersons and co-chairpersons; mails notification to the same. Mails certificates near end of term based on reports from committee chairs of members who actively served on the committees • Prepares letters of appreciation to sponsors/exhibitors of annual conference • Advises Board members of members who achieve the Certified Municipal Clerk designation and the various levels of the Master Municipal Clerks Academy • Prepares the "Your Board in Action" report after each board meet- ingfor publication in the next City Desk • Prepares "President's Message" for publication in each edition of the City Desk • Prepares a President's Message for the Web site and reviews material that is posted to that site • Proofreads and approves the release of each edition of the City Desk • Approves invoices for payment pursuant to the FACC By-laws and forwards them to the Florida League of Cities for processing • Oversees the budget • Reviews/considers implementation of goals recommended by Goals Committee • Serves on a committee to select City Clerk of the Year • Selects recipient for annual President's Award and orders award for presentation at annual meeting • Authorizes the Florida League of Cities to send letters of welcome to new FACC members over the President's name • Proofreads minutes of Board of Directors meetings • Performs other duties as necessary or as assigned by the Board of Directors • Attends the FLC Legislative Committee Meeting B-7 B-6 Suggested Timeline: June: • Conduct FACC Annual Board Orientation Luncheon meeting held at the end of the annual conference for incoming Board Members anti committee chairs • Coordinate and order stationery with the Florida League of Cities • Prepare and send congratulatory letters to Board Members and to the city manager/mayor or each newly elected Board Member • Prepare and send out letters of appreciation to sponsors/exhibi- tors of annual conference • Prepare a President's Message for the Web page, or if no chang- es, change the name of President • Assign a member to oversee the FACC booth at the August Florida League of Cities Conference; coordinate the booth set-up • Prepare and submit President's Message for the July City Desk • Appoint and notify committee members for year with notification to committee chair ' July: • Prepare and submit FACC Board agenda item • Coordinate and consult with the Florida League representative for the August Board meeting August: • Preside at FACC Board meeting • Prepare the "Your Board in Action" report for publication in the next issue of City Desk • Prepare a President's Message for the Web page and publication in City Desk • Proofread and approve the release of September/October edition of the City Desk • Greet officials at the FACC booth at the Florida League of Cities conference • Attend Florida League of Cities Resolutions Committee meeting at Florida League of Cities conference • Coordinate with Membership Committee chair to approve camera- ready list of membership for printing September: • Prepare and submit FACC Board agenda item • Prepare for First-Time Attendees Class at Professional Education Academy October: • Preside at FACC Board meeting • Attend the Professional Education Academy • Participate in First-Time Attendees Class at Professional Educa- tion Academy • Prepare the "Your Board in Action" report for publication in the next issue of City Desk • Prepare a President's Message for publication in City Desk • Proofread and approve the release of December edition of the City Desk • Select and order pins for IIMC Conference, if needed • Prepare President's Message for City Desk November: • Attend the Florida League of Cities Legislative Conference • Attend the Conference Committee meeting held at the hotel for the June conference • Coordinate the President's Reception with the FLC representative and the conference committee January: • Prepare and submit FACC Board agenda item • Attend IIMC Region III Annual Conference as Florida's represen- tative February: • Preside at FACC budget meeting • Preside at FACC Board meeting • Prepare the "Your Board in Action" report for publication in the next issue of City Desk • Prepare a President's Message for the Web page and publication in City Desk • Prepare article regarding the IIMC Region III Annual Conference for City Desk March: • Extend official invitation to the IIMC president for the June confer- ence • Request report from committee chairs to confirm the members that have actively served on their committees • Appoint committee chairs for the upcoming year • Proofread and approve the release of March/April edition of the City Desk April: • Prepare and submit manual revisions recommendations, if ap- plicable • Prepare and submit yearly Goals Report • Select recipient and order award for the annual President's Award • Select invitation to President's Reception and give FLC represen- tative list of persons to be invited May: • Prepare and submit FACC Board agenda item • Prepare for conference opening session Prepare Goals Accomplished for general membership meeting • Attend IIMC Conference and pertinent sessions and meetings B-9 B-8 • Prepare for annual Orientation Luncheon • Send out committee member certifications • Proofread and approve the release of each edition of the City Desk June: • Preside at FACC final Board meeting • Preside at annual conference opening session • Preside at FACC general membership meeting at conference • Prepare and present Goals Accomplished for general member- ship meeting • Prepare the "Your Board in Action" report for July edition of Ciry Desk • Prepare Outgoing President's Message for July edition of City Desk First Vice President Generally: According to the By-laws, the First Vice President shall (1) perform the duties of the presidency during the President's absence; (2) become President in the event of a vacancy in the office of President; (3) serve as an ex-officio member of the Goals Committee, (4) approve minutes of all meetings, as prepared by the Florida League of Cities, after review by the Executive Board; (5) present treasurer's report, as prepared by the Florida League of Cities, to the Board of Directors and membership at the regularly scheduled meetings and respond to questions/concerns. of members relative to said report; and (ti) perform duties as may be assigned by the President. The following are guidelines for duties and responsibilities gener- al/yattributed to the office of First Vice President, in addition to those set forth above as provided in the By-laws: FACC Board Meetings: The First Vice-President should plan to attend all of the FACC Board meetings, as attendance is monitored in accordance with the atten- dance policy. For a copy of the FACC Attendance Policy, please see the Policies Section of the FACC Handbook, Membership Directory and Manual. The FACC Board meetings are held during the months of Au- gust, October, February and June. An agenda item should be prepared and provided to the Florida League of Cities one month prior to each FACC Board meeting in order for agenda packets to be assembled and distributed. This should be provided even if there was no activity. Manual Review: The First Vice-President should review the manual section pertaining to his/her office each year and forward inconsistencies and recommended changes to the Manual Revisions Committee chair. This should be done as soon as noticed but no later than April, so the Manual Revisions Committee chair can include them in final recommendations at the June Board meeting. Yearly Goals: The First Vice-President should submit a yearly goals report detailing goals accomplished or met. This report must be submitted to the Goals Committee chair no later than April to be included in the report to the membership during the annual conference. For a copy of the FACC goals, please see goals listed in the Policies Section of the FACC Hand- book, Membership Directory and Manual. Expenses: For a copy of expenses covered by the FACC, please see Travel Policy listed in the Policies Section of the FACC Handbook, Membership Direc- tory and Manual Any other in-kind time, travel and correspondence of the First Vice-President should be incorporated into the respective city budget. Responsibilities of First Vice-President: • In the absence or inability of the President, performs the du- ties of the President. In the case of a President who is unable to complete the term of office, the First Vice-President shall become President. • Acquires a thorough knowledge of the objectives, projects and policies of the Florida Association of City Clerks (FACC) and the International Institute of Municipal Clerks (IIMC). • Attends all Board meetings and annual conferences; performs any duty designated by the President; submits an annual report for inclusion in the President's annual report. • Serves as ex-officio member of the Goals Committee. • Attends the PEC meetings as anon-voting member and acts a liaison between the committee and the Board of Directors. • Attests the minutes of all meetings, as prepared by the Florida League of Cities, after review by the Executive Board and ap- proval by the Board of Directors. Attests President's signature on all resolGtions. • Presents Treasurer's report (prepared by the Florida League of Cities) to the FACC Board of Directors/membership at the regu- larly scheduled meetings. Also, is familiar with details of the report in order to respond to any questions. • Performs duties as may be assigned by the President. Suggested Timeline: June: Attend FACC Annual Board Orientation Luncheon meeting held at the end of the annual conference for incoming Board members and committee chairs. Coordinate with Goals Committee chair for meeting schedule. B-11 B-10 July: • Prepare and submit FACC Board agenda item. August: • Attend FACC Board meeting. • Present Treasurer's report to Directors. • Submit City Desk article for publication in September edition. September: • Prepare and submit FACC Board agenda item. November: • Meet with Conference Committee re: hotel site and President's Reception. • Submit City Desk article for publication in December edition. October: • Attend FACC Board meeting • Present Treasurer's report to Directors January: • Begin search for next year committee chairs • Prepare and submit FACC Board agenda item • Attend Regional IIMC Conference, if possible • Request any budgetary items to be considered for the next year's budget February: • Attend FACC Budget meeting • Attend FACC Board meeting • Present Treasurer's report to Directors • Submit City Desk article for publication in March edition April: • Prepare and submit manual revisions recommendations, if ap- plicable • Prepare and submit Annual Report (Goals) for inclusion in the President's report May: • Prepare and submit agenda item for Board meeting • Appoint committee chairs for the upcoming year • Prepare for annual orientation luncheon June: • Attend FACC final Board meeting • Attend conference, including general membership meeting • Solicit committee members at the conference for the committees not filled • Present proposed budget for approval to membership • Submit City Desk article for publication in July edition • Submit Incoming President's Message for publication in July edi- tion of City Desk Miscellaneous/Recommendations: • Coordinate with Conference Committee on details that will directly affect your conference. • Start search early for committee chair appointments for your term as President Second Vice President Generally: According to the By-laws, the Second Vice President shall (1) conduct the correspondence of the Association, and oversee the preservation in a permanent file of all records and letters of value to the association and its officers which shall be transferred to a successor at the conclusion of the term, (2) shall be responsible for overseeing the content of the newsletter, including collection and. composing articles, and its printing and distribution, after review by the Executive Board, (3) serve as an ex- officio member of the Membership Committee, and (4) perform duties as may be assigned by the President. The following are guidelines for duties and responsibilities gener- allyattributed to the office of Second Vice President, in addition to those set forth above as provided in the By-laws: FACC Board Meetings: The Second Vice President should plan to attend all of the FACC Board meetings, as attendance is monitored in accordance with the atten- dance policy. For a copy of the FACC Attendance Policy, please see the Policies Section of the FACC Handbook, Membership Directory and Manual. The FACC Board meetings are held during the months of Au- gust, October, February and June. An agenda item should be prepared and provided to the Florida League of Cities one month prior to each FACC Board meeting in order for agenda packets to be assembled and distributed. This should be provided even if there was no activity. Manual Review: The Second Vice President should review the manual section pertaining to their office each year and forward inconsistencies and recommended changes to the Manual Revisions Committee chair. This should be done as soon as noticed but no later than April, so the Manual Revisions Committee chair can include them in final recommendations at the June Board meeting. Yearly Goals: The Second Vice President should submit a yearly goals report detail- ing goals accomplished or met. This report should be submitted to the B-13 B-12 Goals Committee chair no later than April to be included in the report to the membership during the annual conference. For a copy of the FACC goals, please see goals listed in the Policies Section of the FACC Hand- book, Membership Directory and Manual. R Expenses: For a copy of expenses covered by the FACC, please see Travel Policy listed in the Policies Section of the FACC Handbook,- Membership Direc- tory and Manual. Any other in-kind time, travel and correspondence of tJ~eSecond Vice President should be incorporated into the respective .!city udget. t,, Responsibilities of Second Vice-President: ``~ • Assists and carries out directions/instructions from the President. • Serves as ex-officio member of the Membership Committee. • Attends all Board meetings and annual conferences; performs any duty designated by the President; submits an annual report for inclusion in the President's annual report. • Serves as editor of the City Desk (the following duties/procedures may be delegated). The City Desk staff will include: ^ All District Directors (see District Director duties) ^ All Board members, committee chairpersons, past presi- dents and FACC members • Establishes a "Monthly Calendar" for the City Desk to include publication and deadline dates for: ^ Submitting information to Municipal Code Corp. ^ By-laws to be published ^ Nominating committee report ^ President's Message • Mails copy of the calendar to FACC membership with a cover let- ter outlining the specifications and format for news items. • Promotes and encourages articles on professional development, election laws, state laws, national laws that specifically affect cit- ies, and special awards received by city clerks. • Suggestions for obtaining articles: ^ National level of government: Prepare letter (for FACC President's signature) to a Senator/Congressman requesting an article on a specific subject for City Desk. • Members of the Florida Legislature: Schedule an article from each district, in each publication, from a legislative member, i.e., the FLC Quality Cities publication salutes a member in the Legislature, invite this G~uality Floridian to submit an article for the Cify Desk, suggest a subject, i.e., most challenging com- mittee during this session and why. ^ Invite the Education Secretary to write an article on the progress of the new program for local schools entitled, "Local Government Curriculum Project;' the development of teacher handbook on city/county government for the high school level students. Suggested Timeline: June: • Attend FACC annual Board orientation luncheon meeting held at the end of the annual conference for incoming Board members and committee chairs. • Coordinate with Membership Committee chair for meeting sched- ule. • Schedule Membership Committee meetings in calendar. • Schedule City Desk deadlines in calendar. July: • Prepare and submit FACC Board agenda item. August: • Attend FACC Board meeting • Prepare City Desk for publication -September edition September: • Prepare and submit FACC Board agenda item October: • Attend FACC Board meeting November: • Prepare City Desk for publication -December edition January: • Prepare and submit proposed budget • Prepare and submit FACC Board agenda item February: • Attend FACC Budget meeting • Attend FACC Board meeting March: • Prepare City Desk for publication -April edition April: • Prepare and submit Manual revisions recommendations, if ap- plicable • Prepare and submit Annual Goals Report for inclusion in the President's Report May: • Prepare and submit FACC Board agenda item June: • Attend FACC final Board meeting • Attend FACC general membership meeting at conference • Prepare City Desk for publication -July edition B-15 B-14 ATTACHMENT «B~~ F A c. e( C Articles of Incorporation 8. By-Laws FACC Articles of Incorporation Article I -Name The name of this corporation shall be the Florida Association of City Clerks, Inc. Term of existence of this corporation shall be perpetual from the date of its incorporation. Article 11-Objectives The particular business and objectives of this Florida Association of City Clerks, Inc. shall be: To discuss problems of mutual concern, to increase the efficiency of city clerks' functions, to cooperate with and assist all city admin- istrators, to strive for greater educational standards for city clerks, to gather and disseminate information to improve procedures and the efficiency of the administration of municipal government. Article III -Membership Any appointed or elected city clerk or duly-appointed deputy city clerk, assistant city clerk, clerk of the council, or clerk performing duties com- mensurate to the duties performed by a city clerk in any city in the State of Florida shall be eligible for membership in this corporation and shall make written application for membership upon such form as the Board of Directors may prescribe accompanied by the membership fee as pro- vided in the Articles of Incorporation and By-Laws. Said application for membership shall be filed with the recording secretary/treasurer of the corporation. Associate and honorary membership shall be as provided in the By-Laws. Article IV -Fees As provided in the Articles of Incorporation and By-Laws. Article V -Meetings As provided in the Articles of Incorporation and By-Laws. Article VI -Officers The affairs of the organizatuon shall be managed by the following of- ficers: president, vice president, recording secretary/treasurer and corresponding secretary~nformation officer. These officers will also be members of the Board of Directors (see Article VI of the By=Laws). The president shall be the chairman of the Board of Directors. Article VII -Elections Upon date of incorporation of the Florida Association of City Clerks, Inc., the subscribers hereto shall appoint all officers and directors for a one-year period. Thereafter, the officers and directors shall be elected E-3 at the annual meeting or convention held during the first quarter of the calendar year as provided in the By-Laws. Article VIII -Duties As provided in the Articles of Incorporation and By-Laws. Article IX -Committees As provided in the Articles of Incorporation and By-Laws. Article X -Amendments The By-Laws of the corporation may be altered, amended or rescinded at any annual meeting of the corporation by atwo-thirds vote of those members present. Amendments to the Articles of Incorporation may be proposed by any member present at the annual meeting and shall be accomplished in the same manner as By-Law amendments. Article XI -First Board of Directors The number of persons constituting the fir-st Board of Directors shall be nine and they shall serve until the first annual election. The first Board of Directors shall consist of the following persons: Robert N. Clark- City Clerk,Sunrise .:.....................................................President Marguerite Docen -City Clerk, Fort Lauderdale ...................... First Vice President June Owen -City Clerk, Pompano Beach ..........................Second Vice President Ella Jane Wilson -Town Clerk, Medley .................................. Recording Secretary Alyce E. Hunt-Town Clerk, Pembroke Park ............................................Treasurer Coraleen Callahan -Deputy Clerk, Sunrise ...................Corresponding Secretary John Phillips, Jr. -City Clerk, Zephyrhills ................................................... Director John W. Thornton,.Jr. -City Clerk, Pensacola ............................................ Director David J. MacNamara -Clerk of Council, Jacksonville ................................ Director The subscribers to this corporation are as follows: NAME Marguerite Docen 508 S.W. 18th Street, Fort Lauderdale Alyce E. Hunt 3150 W. Hallandale Beach Boulevard, Pembroke Park Robert N. Clark 5636 Douglas Street, Hollywood Before me, Hazel Dyer, a notary public iri the State of Florida, person- ally appeared the above-named subscribers who, having been first duly sworn, testified on their oath that all information as hereto fore is true and correct. Sworn to and subscribed before me this 26th day of October, 1972. /s/ Hazel Dyer Notary /s/ Pete R. Eckert Witness /s/ Betty Jane Clark Witness E-4 FACC By-Laws Article I -Name The name of this organization is the Florida Association of City Clerks, Inc., and the term of existence shall be perpetual. Article II -Objectives The objectives of the association shall be as stated in the Articles of Incorporation. Article III -Membership Section 1: Active Membership Any appointed or elected city* clerk or duly appointed deputy clerk, assistant clerk, clerk of the council or clerk performing duties commen- surate to the duties performed by the city clerk in any city in the State of Florida shall be eligible for membership upon payment of annual dues. The membership belongs to the individual member or city paying for the membership. "All references shall be interpreted to include city/town/village. Section 2: Associate Membership Any former member, who because of retirement or other reasons, wishes to continue affiliation with .the association; or any firm, organiza- tion, or individual affiliated with municipal government but not directly related to the office of the city clerk, deputy city clerk, assistant clerk, clerk of the council, or clerk performing duties commensurate to the duties performed by the city clerk shall be eligible for associate member- ship upon approval of application by the Board of Directors and upon payment of annual dues. Section 3: Honorary Membership Persons recommended by the Board of Directors and voted upon by the membership may be elected to Honorary Membership. The guidelines for Honorary Membership are as follows: (1) no longer an active city clerk; (2) has been an active member of FACC and has made a signifi- cant contribution to the association; or (3) extenuating circumstances. All past presidents shall automatically become honorary members upon retirement. Section 4: Application for and Admission to Membership Any person (as described in Sections 1 and 2 of Article III) desiring to become a member of this association shall make written application E-5 upon such forms as prescribed by the Board of Directors and shall pay the membership fee as stated in Article IV. The application and dues shall be filed with the first vice president of the association. Section`5: Restriction on Rights to Vote or Hold Office Only active members of good standing have the right to vote, hold office, and serve in an appointed position on any association committee. Arfiicle IV -Dues Section 1: a. Annual dues are recommended by the Board of Directors and ap- proved by FACC membership. b. Active member dues are payable on June 1 of each year to coincide with the Fiscal Year June 1 through May 31. New members joining after June 1 are required to pay full membership dues. c. New members joining June 1 through November 30 are required to pay full membership dues listed in subsection (d). However, first-time members joining December 1 through May 31 are allowed to pay membership dues at a reduced rate according to subsection (d). d. Annual and half-year dues are based on the population of the mu- nicipality as follows: Population Full Year '/z Year 20,000 and under $ 60.00 $ 30.00 20,001 to 50,000 $ 85.00 $ 42.00 50,001 to 100,000 $110.00 $ 55.00 100,001 and over $135.00 $ 67.00 Section 2: Associate Members Annual dues per associate member shall be .payable on June 1 of each year to coincide with the Fiscal Year June 1 through May 31. New as- sociate members joining throughout the year will be required to pay the annual dues as follows: Former FACC Member $60.00 Firm, organization or individual $60.00 Section 3: Honorary Membership Honorary memberships are offered, upon approval of the Board, in ac- cordance established policy. Article V -Meetings Section 1: Annual Meetings: There shall be an annual meeting or convention. E-6 Special Meetings: Special meetings may be called by a majority vote of the Board of Directors upon 30 days' written notice, or at the discretion of the president and one Board member. Article VI -Board of Directors Section 1: The officers of the association shall be the president, first vice president and second vice president. The Executive Board shall consist of the president as chairperson, the vice presidents and the immediate past president. The Executive Board may act in place and stead of the Board of Direc- tors between Board meetings on all time-sensitive matters, except those specifically reserved to the Board, pursuant to delegation of authority to the Executive Board by the Board of Directors. Actions of the Executive Board shall be reported to the Board for ratification at the next Board meeting. The Board of Directors shall be comprised of the following: president, first vice president, second vice president, immediate past president and six district directors (one member from each of the six geographic districts): Counties Located in Geographic Districts Northwest Northeast Bay Alachua Calhoun Baker Escambia Bradford Franklin Clay Gadsden Columbia Gulf Dixie Holmes Duval Jackson Gilchrist Jefferson Hamilton Leon Lafayette Liberty Madison Okaloosa Nassau Santa Rosa Putnam Wakulla St. Johns Walton Suwannee Washington Taylor Union E-7 To be eligible to hold office as a district director, one must: (1) have been Central West Central East a member of FACC for three years; (2) possess or be actively pursuing Citrus Brevard the CMC designation and provide proof of such pursuit; and (3) have Hernando Flagler served on FACC committee(s) for two years. Hillsborough Indian River Levy Lake { The above requirements may be waived by a majority vote of the Board Marion Martin of Directors for those candidates who do not meet all of the require- Pasco Okeechobee ments. Pinellas Orange Polk Osceola Term of Office: The president, first vice president and second vice Sumter Seminole president shall serve no more than one full term and there is no limit on St. Lucie the number of consecutive terms one may serve as a district director. Volusia Each term shall consist of one year. Southwest Southeast Charlotte Broward Vacancies: Collier Miami-Dade 1) In the event of a vacancy in the office of the president, the first vice Desoto dVlonroe president shall advance to the office of president. Said person may Glades Palm Beach remain in the office for an additional one-year term. In this event, the Hardee first vice president shall remain in that office for an additional one- Hendry year term, and there shall be an election to fill the office of second Highlands vice president. Lee Manatee 2) In the event that a vacancy occurs in the office of the first vice presi- Sarasota dent, the second vice president shall advance to the office of the first vice president. S@CtlOn 2: ! Glualifications: All officers/directors shall be employed by a munici- 3) In the event that a vacancy occurs in the office of the second vice president, the president shall make an appointment to fill the pal government in the full-time capacity of any appointed or elected * vacancy. Such appointment shall be confirmed by a majority of the city clerk or duly appointed deputy city clerk, assistant clerk, clerk Board of Directors. Such appointment shall remain until the next of the council or clerk performing duties commensurate to the duties annual meeting, at which time there shall be an election for second performed by a city clerk. If an officer/director shall cease to possess vice president in accordance with the terms of Article VII. qualifications during his/her term of office, for a period in excess of 90 days, he/she shall forfeit the office. 4) In the event that a vacancy occurs in the office of a director, the president shall make an appointment to fill the vacancy. Such ap- "All references shall be interpreted to include city/town/village. pointment shall be confirmed by a majority of the Board of Directors. Such appointment shall remain until the next annual meeting, at To be eligible to hold office as president, first vice president, second vice which time there shall be an election. president, one must: (1) be a member of FACC for three consecutive years; (2) be a CMC (Certified Municipal Clerk); (3) have served at least two years as a district director; and (4) have attended at least two state Article VII -Nominations and Elections conferences. As provided in its By-Laws, the Florida Association of City Clerks' Board of Directors shall consist of the president, first vice president, second No person shall be elected as president unless such person shall have vice president, immediate past president, and six district directors (one served as officer or member of the Board of Directors for an aggregate member from each of the six geographic districts), all of whom are of three years prior to becoming president. The person serving as first elected at-large by mail ballot, except as otherwise provided in Article vice president shall be deemed automatically elected to the office of ~ ~ - VI. The qualifications for election to the Board and the terms of office are , , president for the next ensuing year following the annual meeting. The 'y~~ provided in Article VI. person serving as second vice president shall be deemed automatically elected to the office of first vice president for the next ensuing year fol- lowing the annual meeting. E-9 E-8 Nominating Procedures: The FACC president shall appoint a Nominating Committee, consisting of one member from each of the six geographic districts and the imme- diate past~president, who shall act as chair. The Nominating Committee shall nominate all qualified candidates for each Board position, except for the positions of president and first vice president which shall auto- matically be filled by the first vice president and second vice president, respectively, and submit its nominations to all members who are quali- fied to vote. No election shall be held for any position in which there is only one applicant/nominee. Following each annual conference, the FACC membership will be advised, via the FACC newsletter (the City Desk) or by direct mail, of the president's appointment of members to the Nominating Committee. Further, the membership will be advised that nominations for election to the Board of Directors for the ensuing year will be accepted by the chair- man of the Nominating Committee until 70 days prior to the membership meeting held during the annual conference. Elections: Official nomination forms shall be obtained from, and returned to, the chairman of the Nominating Committee. FACC members, meeting the qualifications provided in Article VI, may submit a nomination form on their own behalf, or they may be nominated by another active member of FACC. The committee shall meet, review all nominations, and notify the Florida League of Cities (FLC) of the nominations for preparation of the mail ballots. Ballots must be mailed to the membership at least 45 days prior to the membership meeting held during the annual conference, and returned to the FLC no later than 30 days prior to said membership meeting. If the 30th day falls on a Saturday or Sunday, ballots would be received on the following Monday. The Florida League of Cities shall serve as the Canvassing Board for election results and shall notify the FACC Board of Directors and Nominating Committee chairman of the results of said elections. The election results will be brought before the FACC membership at the membership meeting held during the annual conference, for ratification. The ballots shall be destroyed following the end of the annual confer- ence. Article VIII -Duties of Officers Section 1: President The president shall (1) preside bt all meetings; (2) appoint all commit- tees, including the chairman thereof; (3) appoint an association histo- rian; (4) call meetings of the Board of Directors; and (5) perform such other duties as may be required by FACC. Section 2: First Vice President The first vice president shall (1) perform the duties of the presidency during the president's absence; (2) become president in the event of a vacancy in the office of president; (3) serve as an ex-officio member of the Goals Committee, (4) approve minutes of all meetings, as prepared by the Florida League of Cities, after review by the Executive Board; (5) present the treasurer's report, as prepared by the Florida League of Cities, to the Board of Directors and membership at the regularly scheduled meetings and respond to questions/concerns of members relative to said report; and (6) perform duties as may be assigned by the president. TSection 3: Second Vice President ~~ The second vice president shall (1) conduct the correspondence of the association, and oversee the preservation in a permanent file of all records and letters of value to the association and its officers which shall ;~ be transferred to a successor at the conclusion of the term, (2) shall ` % be responsible for overseeing the content of the newsletter, including r collection and composing articles, and its printing and distribution, after review by the Executive Board, (3) serve as an ex-officio member of the Membership Committee, and (4) perform duties as may be assigned by +. the president. Section 4: District Directors The district directors shall be composed of one representative of each of the six geographic districts and shall serve as a liaison between FACC and the clerks in their respective district. Section 5: Board of Directors The Board of Directors shall be composed of the officers of the associa- tion, immediate past president, and six area representatives who shall have general supervision over the affairs of the association. Section 6: Immediate Past President The immediate past president shall vote on all matters considered by the FACC Board of Directors. The immediate past president shall serve as chair of the President's Advisory Committee and the Nominating Committee. Article IX - Commitfiees To ensure continuity of purpose on the various committees, whenever possible, the president shall have the latitude to either appoint to the various committees a past president, a director or an officer assigned to act as liaison, or to appoint avice-chairperson who may ascend to the position of chairperson upon conclusion of the chairperson's term of office. E-11 E-10 ATTACHMENT «C~~ February 11, 2008 Ms. Lisa Burns, MMC Florida Association of City Clerks (FACC) Nominating Committee Chairperson c/o City of Temple Terrace Post Office Box 16930 Temple Terrace, Florida 33687 Dear Ms. Burns: On behalf of the City of Winter Springs' City Commission, I am pleased to endorse our City Clerk, Andrea Lorenzo-Luaces, CMC as a candidate for Second Vice President for the Florida Association of City Clerks. Our City Commission and I fully support Andrea's possible participation on the Florida Association of City Clerks' Executive Board, recognizing that a certain amount of time away from the office is required to fulfill the duties of the position. Furthermore, our City Commission and I understand that travel and time away from the office will be involved, and we agree to funding of such related expenses. Please contact me at (407) 782-6230 should you have any questions or concerns. Smc~relX~ ~ i r~pY ~~ ~ ; ~ John F. Bush Mayor City of Winter Springs ATTACHMENT «D~~ RESOLUTION NUMBER 2008-12 A RESOLUTION OF THE CITY OF WINTER SPRINGS, FLORIDA, EXPRESSING THE MAYOR AND CITY COMMISSION'S FULL SUPPORT OF ANDREA LORENZO-LUACES, CITY CLERK AS A NOMINEE TO THE EXECUTIVE BOARD OF THE FLORIDA ASSOCIATION OF CITY CLERKS (FACC) IN ACCORDANCE WITH THE SECTIONS NOTED IN THIS RESOLUTION. WHEREAS, ANDREA LORENZO-LUACES, CITY CLERK has been our City Clerk since her Appointment in 1999; and WHEREAS, through her dedication and numerous contributions to the City of Winter Springs, ANDREA LORENZO-LUACES, CMC, CITY CLERK performs an invaluable service to the City Commission, Staff, and the citizens of the City of Winter Springs; and WHEREAS, ANDREA LORENZO-LUACES, CITY CLERK in addition to her numerous responsibilities for the City of Winter Springs, has been a member of the Florida Association of City Clerks (FACC) since 1998 and has served on several Committees for this organization, including serving as the Chairperson for the Institute Committee for the three (3) consecutive years; and WHEREAS, ANDREA LORENZO-LUACES, CITY CLERK has for the last two (2) years served the Florida Association of City Clerks (FACC) as the Central East District Director, and the City of Winter Springs has fully supported Andrea's service in that role; and WHEREAS, the Mayor and City Commission appreciates the knowledge and experience that their City Clerk acquires from her involvement and participation in this Professional Association and that this contributes to the overall body of knowledge for our City. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA: SECTION I -That the City of Winter Springs' Mayor and City Commission offers our support to ANDREA LORENZO-LUACES, CITY CLERK to pursue the position of Second Vice President as a member of the Executive Board for the Florida Association of City Clerks; with the understanding that in accordance with the By-laws of the Florida Association of City Clerks that should Andrea Lorenzo-Luaces be elected (unopposed or otherwise) to the position of Second Vice President for the Florida Association of City Clerks that ANDREA LORENZO-LUACES, CITY CLERK would automatically progress annually, to the position of First Vice President, then President, and then would serve as their Immediate Past President. SECTION II -That the Mayor and City Commission of the City of Winter Springs understands that time will be needed for ANDREA LORENZO-LUACES, CITY CLERK to perform these duties, and that time away from the office will also be required; and that financial support from this City will also be given so that Andrea Lorenzo-Luaces can perform the duties as noted in the Florida Association of City Clerks' By-laws, and that we willingly agree to do this. SECTION III -That this Resolution commends the services of ANDREA LORENZO- LUACES, CITY CLERK and is to be recorded upon the public records and Minutes of said City Commission of the City of Winter Springs, Florida. SECTION IV -That this Resolution be forwarded to the Florida Association of City Clerks (FACC) with the nomination packet for ANDREA LORENZO-LUACES, CITY CLERK as a nominee for the Second Vice President/Executive Board Member for the Florida Association of City Clerks (FACC). PASSIED ANA AO®P~C~EI~ TIIIS I~AY ®F F~]E3RLTAIZY, 2®®S. ~~~, iai~nedl ca/u~'~/~aae /r,Pireuirrta~ Qet yru~ hairul a~zd ea~cQe~ t/i6 dal ter 6e zPa! Mayor John F. Bush Deputy Mayor Donald A. Gilmore Commissioner Robert S. Miller Commissioner Rick Brown Commissioner Sally McGinnis Commissioner Joanne M. Krebs ATTEST: Andrea-Lorenzo-Luaces, City Clerk City of Winter Springs, Florida Resolution Number 2008-12 Page 2 of 2 RESOLUTION NUMBER 2008-12 A RESOLUTION OF THE CITY OF WINTER SPRINGS, FLORIDA, EXPRESSING THE MAYOR AND CITY COMMISSION'S FULL SUPPORT OF ANDREA LORENZO-LUACES, CITY CLERK AS A NOMINEE TO THE EXECUTIVE BOARD OF THE FLORIDA ASSOCIATION OF CITY CLERKS (FACC) IN ACCORDANCE WITH THE SECTIONS NOTED IN THIS RESOLUTION. WHEREAS, ANDREA LORENZO-LUACES, CITY CLERK has been our City Clerk since her Appointment in September 1999; and WHEREAS, through her dedication and numerous contributions to the City of Winter Springs, ANDREA LORENZO-LUACES, CMC, CITY CLERK performs an invaluable service to the City Commission, Staff, and the citizens of the City of Winter Springs; and WHEREAS, ANDREA LORENZO-LUACES, CITY CLERK in addition to her numerous responsibilities for the City of Winter Springs, has been a member of the Florida Association of City Clerks (FACC) since 1998 and has served on several Committees for this organization, including serving as the Chairperson for the Institute Committee for the three (3) consecutive years; and WHEREAS, ANDREA LORENZO-LUACES, CITY CLERK has for the last two (2) years served the Florida Association of City Clerks (FACC) as the Central East District Director, and the City of Winter Springs has fully supported Andrea's service in that role; and WHEREAS, the Mayor and City Commission appreciates the knowledge and experience that their City Clerk acquires from her involvement and participation in this Professional Association and that this contributes to the overall body of knowledge for our City. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA: SECTION I -That the City of Winter Springs' Mayor and City Commission offers our support to ANDREA LORENZO-LUACES, CITY CLERK to pursue the position of 2"d Vice President as a member of the Executive Board for the Florida Association of City Clerks; with the understanding that in accordance with the rules and by-laws of the Florida Association of City Clerks that should Andrea Lorenzo-Luaces be elected (unopposed or otherwise) to the position of 2°d Vice President for the Florida Association of City Clerks that ANDREA LORENZO-LUACES, CITY CLERK would automatically progress annually, to the position of ls` Vice President, then President, and then would serve as their Immediate Past President. SECTION II -That the Mayor and City Commission of the City of Winter Springs understands that time will be needed for ANDREA LORENZO-LUACES, CITY CLERK to perform these duties, and that time away from the office will also be required; and that financial support from this City will also be given so that Andrea Lorenzo-Luaces can perform the duties as noted in the Florida Association of City Clerks' rules and by-laws, and that we willingly agree to do this. SECTION III -That this Resolution commends the services of ANDREA LORENZO- LUACES, CITY CLERK and is to be recorded upon the public records and Minutes of said City Commission of the City of Winter Springs, Florida. SECTION IV -That this Resolution be .forwarded to` the .Florida Association of City Clerks (FACC) with the nomination packet for ANDREA LORENZO-LUACES, CITY CLERK as a nominee for the Executive Board far the Florida Association of City Clerks (FACC). I'ASSEI~ AI~TI~ ~I~®PT']EI~ T'IIIS 1ITH I~AY ®F'FEDRIIARY9 ~®®S. J"~r: i~~r.'Cii~.,F1 r~~~re~~'J" /~aa~ /~reiiirJ~ J~f ri~~ l ai~c~ aid ~~~riiJ~~/ //ri~1 1F~~/fc- fig ~~~z;° Mayor John F..Bush Deputy Mayor Donald Gilrnare Commissioner Robert S`Miller Commissioner Rick Brown / -~~- Commissioner Sally McGinnis ~ Commissioner Joanne M. Krebs r ATTEST: /~ . ~. Andr -Lorenzo-Luaces, City Clerk City of Winter Springs, Florida Resolution Number 2008-]2 Page 2 of 2