PURPOSE


The NCAMC Program and Education Committee (Committee) works in partnership with The UNC-Chapel Hill School of Government (SOG), the NC League of Municipalities (NCLM) and the International Institute of Municipal Clerks (IIMC) to implement high quality educational programs to help municipal clerks carry out their duties in an efficient and professional manner. 

PARTNERSHIPS DEFINED

The IIMC is a professional, non-profit association that promotes continuing education and certification through university and college-based institutes and provides networking solutions, services and benefits to its members worldwide. The IIMC is the official provider of the IIMC certification program (Certified Municipal Clerk [CMC] and Master Municipal Clerk [MMC]).

The NCAMC is a non-profit, professional organization comprised of city, town, and village clerks from the entire state. The NCAMC is committed to the continuing education and ongoing professional development of municipal clerks. The NCAMC partners with the SOG and is the official provider of the state’s certified municipal clerk program.

The NCAMC Program & Education Committee (Committee) is tasked with working with all partners (as defined herein) to develop and implement educational and professional development opportunities for municipal clerks.

The SOG provides educational, advisory, and research services for state and local governments, including municipal clerks.

The Institute Director is director of the NC IIMC Clerks Institute Program. The SOG Dean designates a SOG faculty member to serve in this capacity. The Institute Director also serves as an advisor and affiliate member of the NCAMC. The NCAMC pays the SOG an agreed upon fee to provide the following services to implement educational sessions for the NCAMC: a per-person course fee, course evaluations and other duties pertaining to course administration.

The NCLM is a nonpartisan association of municipalities in North Carolina. The mission of the League is to enhance the quality of life in municipalities through excellent municipal governance. The NCLM Director designates a NCLM staff member to serve as liaison to the NCAMC.  Under the NCAMC Constitution, the NCLM liaison serves as the NCAMC Corresponding Secretary/Treasurer. The NCAMC and NCLM have a contractual agreement whereby the NCLM provides services to the NCAMC at an agreed upon fee, which is set with each NCAMC fiscal year budget. Such services include affiliate services, printing/mailing services, membership management services, financial management services, summer academy management services and special projects/services.

The NCLM liaison is a NCLM staff member who is designated by the NCLM’s Executive Director to supervise the provision of NCLM services to the NCAMC. The NCLM liaison also serves on the NCAMC Board of Directors as a non-voting ex-officio member and as the Corresponding Secretary/Treasurer.

The North Carolina Association of County Clerks (NCACC) is a non-profit, professional association comprised of county clerks across the state. The NCACC is dedicated to providing opportunities to exchange ideas and techniques used in the performance of the Clerks duties, obtaining information on the operation of the respective departments in the 100 counties of the state, obtaining knowledge on existing and new federal and state programs and laws affecting county government, staying abreast of new trends implemented in and by county governments in the state and promoting, creating and improving efficiency in the operations and record keeping of the Clerk’s office throughout the state of North Carolina.

EDUCATIONAL PROGRAMS

There are two categories of educational programs:

(1)   SOG-sponsored Academies, also known as Academies: Academies are sponsored by the SOG in cooperation with the NCAMC, NCLM and IIMC. No IIMC pre-approval is required for Academy programs. It is the responsibility of the Institute Director to ensure all Academy programs are in line with IIMC course content requirements (see www.iimc.com for more information about acceptable and unacceptable course content). The Committee partners with the Institute Director and the NCLM liaison to brainstorm potential Academy educational topics and speakers. The IIMC authorizes the Institute Director to approve course content and speakers. The Institute Director submits an annual report to IIMC containing required information about the Academy programs that occurred the prior year. The SOG maintains transcripts of Academy sessions. IIMC awards the maximum amount of IIMC certification points for these programs.

(2)   NCAMC-sponsored schools, also known as A-B-C-D-E Schools (Association Business,Communication, Development & Education): A-B-C-D-E Schools are sponsored by the NCAMC in cooperation with the SOG, NCLM and IIMC. The Committee consults with the Institute Director and the NCLM liaison to brainstorm A-B-C-D-E School educational topics and speakers. IIMC pre-approval is required for all A-B-C-D-E Schools. The NCLM, in conjunction with the NCAMC, maintains lists of those individuals attending A-B-C-D-E Schools. IIMC awards less certification points for these Schools as compared to the Academy level programs. However, these schools are important to help clerks attain “experience” points, which are required for certification. 

COMMITTEE COMPOSITION

The NCAMC President shall appoint a chair and no fewer than three members to the committee. The NCAMC 1st Vice President shall be the association’s advisor to the committee. The SOG and NCLM liaisons shall be ex-officio members.

COMMITTEE DUTIES

  1. Attend meetings and actively participate to successfully carry out the committee’s duties (as contained herein) in a timely manner.
  2. Work with the NCLM liaison to recommend and make arrangements for a guest speaker at the Annual Clerks Breakfast held in conjunction with the NCLM Annual Conference.
  3. Work cooperatively with the Institute Director to help coordinate and implement educational programs and speakers for all Academies.
  4. Recommend topics and speakers, obtain IIMC pre-approval and implement all A-B-C-D-E Schools.
  5. Assist NCAMC Regional Chairs and Host Clerks with on site arrangements as needed for Regional Academies and A-B-C-D-E Schools.
  6. Answer or direct member questions about training opportunities and certification to the appropriate individuals.
  7. Promote and emphasize the IIMC Certification School provided by the SOG/Institute Director.
  8. Work with the NCLM liaison to set registration fees for all Academies and A-B-C-D-E Schools (with the exception of the Annual City/County Clerks Academy; the registration for this Academy is handled by the SOG and Institute Director). 
  9. Publicize educational opportunities (i.e., articles in the monthly newsletter, postings on the clerk’s listserve and NCAMC website).
  10. Chair shall serve on NCAMC Scholarship Committee.
  11. Chair shall report on Committee activities to the governing board as requested by President and at all regular NCAMC business meetings.  If the Chair is unable to attend a board or regular business meeting, then the chair shall provide a written report to the President in advance of the meeting.
  12. The Chair, prior to the term expiration, shall review this portion of the NCAMC Handbook, and furnish the incoming President with written recommendations to improve the efficiency of the Committee based on experience in working with these guidelines.
  13. The Chair shall provide a summary of the Committee’s work for the year to the NCAMC Annual Report Coordinator by the requested deadline. This summary will be included in the NCAMC Annual Report.
  14. Any other duties as requested by the President.

COMMITTEE MEETINGS AND RECOMMENDED SCHEDULE

Due to the large volume of work associated with the Committee, as well as the timely manner in which it must be completed, the Committee should meet as a group at least quarterly. These meetings typically last 1.5 hours, and are usually held before the NCAMC quarterly Board of Directors meeting at the NCLM Building in Raleigh. In some cases, it may also be necessary for the committee to meet before, after, or during lunch or free time at scheduled Academies throughout the year when a majority of the members are in attendance (such as the Annual City/County Clerks Academy and the Annual Summer Academy). Teleconferences and email communication may also be useful between the chair and members in between the quarterly meetings.

The Chair shall review the duties and responsibilities of the committee for each of the educational opportunities offered during the year and set committee meeting agenda to plan those sessions well in advance.  (Sample agenda are included in this document as a guide.)

The following recommended schedule may serve as a general guide for the Committee’s work, and assumes that recurring educational offerings and Committee meetings are conducted in the same timeframe each year.

August:

  • The new Chair reviews these guidelines.
  • The new Chair reaches out to the Institute Director and the NCLM liaison to ensure open lines of communication.
  • The new Chair schedules a Committee meeting at the Annual Summer Academy to (1) share expectations of Committee with all members, and (2) brainstorm educational topic ideas and potential speakers for the Annual City/County Clerks Academy.
  • Chair shall contact the NCLM liaison to schedule meeting space at the League Building for the quarterly committee meetings.
  • Chair shall advise members of the quarterly meetings dates, times and locations and provide them a copy of these Committee guidelines.


September:

  • Institute Director shall contact the Committee Chair and the Program Chair of the NCACC to schedule a meeting with both groups to plan for the Annual City/County Clerks Academies. This meeting involves both Associations’ Committee chairs, both Presidents, the NCLM liaison, the Institute Director, a representative from the NC Association of County Commissioners who works with the NCACC, and SOG staff.
  • Conduct quarterly Committee meeting. (See proposed agenda at end of these guidelines.)
  •  Member shall draft the MCEF grant proposal, and submit it to the Chair, who will obtain approval from the Committee and President. Once approved, the Chair will provide the grant proposal to the President to send to IIMC prior to the deadline. (See www.iimc.com for additional information.

November:

  • The SOG staff and Institute Director works cooperatively with the NCAMC and NCACC to finalize registration materials for the January Joint City/County Clerks Academy.

December:

  • Conduct quarterly Committee meeting. (See proposed agenda at end of these guidelines.)

January:

  • Joint City County Clerks Academies occur.
  • If needed, conduct a Committee meeting at the Annual City and County Clerks Academy to review and finalize programs for the Spring Regional Academies and A-B-C-D-E Regional Schools.
  • Obtain pre-approval from IIMC on the topic/speaker(s) for the A-B-C-D-E Regional Schools.  

February/March:

  • Spring Regional Academies occur.

March:

  • Conduct quarterly Committee meeting. (See proposed agenda at end of these guidelines.)

April/May:

  • Regional A-B-C-D-E Schools occur.

June:

  • Conduct quarterly Committee meeting. (See proposed agenda at end of these guidelines.)

July/August:

  • Outgoing Chair meets with incoming Chair to share information and to train the incoming Chair.

September:

  • Former Chair submits proposed Committee guideline changes to President for September NCAMC Board of Directors meeting.

Suggested Committee meeting agenda:


Meeting #1: At the August Summer Academy (about 1 hour):

  1. Introduction of Members
  2. Committee expectations
  3. Brainstorm topics for January Joint City/County Clerks Academy
  4. Share with committee the topic/speaker information for the clerks breakfast at the NCLM Annual Conference



Meeting #2: Quarterly Meeting/September (about 1.5 hours)

  1. Call to Order
  2. Summer Academy debrief (what went well; what can be improved and how; it’s helpful for the Chair to get a summary of attendee evaluations in advance of this meeting from the SOG staff)
  3. Final plans for clerks breakfast at NCLM Annual Conference
  4. Discuss status of issues for January Joint City/County Clerks Academy
  5. Designate Member to draft the MCEF grant request by the specified deadline
  6. Open discussion
  7. Wrap up
  8. Adjourn



Meeting #3: Quarterly meeting/December (about 1.5 hours)

  1. Call to Order
  2. NCAMC breakfast at NCLM conference debrief (what went well; what can be improved and how)
  3. Update on MCEF grant request
  4. Final plans for January Joint City/County Clerks Academies
  5. Planning for Spring Regional Academies (6 hour session; the same session is typically held in two locations)
  6. Planning for A-B-C-D-E Regional School (4 hour session; the same session is typically held in two to four locations)
  7. Open discussion
  8. Wrap up
  9. Adjourn



Meeting #4: Meeting at the January Joint City/County Clerks Academy if needed)

Status of plans for Spring Regional Academies (6 hour session) and A-B-C-D-E Regional Schools (4 hour session)



Meeting #5: Quarterly meeting/March (about 1.5 hours)

  1. Call to Order
  2. January Joint City/County Clerks Academies debrief (what went well; what can be improved and how; it’s helpful for the Chair to get a summary of attendee evaluations in advance of this meeting from the SOG staff)
  3. Review/debrief any Spring Regional Academies held to-date
  4. Reminder about upcoming Spring Regional Academies
  5. Final plans for A-B-C-D-E Regional Schools
  6. Brainstorm Summer Academies potential topics and speakers
  7. Open discussion
  8. Wrap up
  9. Adjourn



Meeting #6: Quarterly meeting/June (about 1.5 hours)

  1. Call to Order
  2. Spring Regional Academies and A-B-C-D-E Regional Schools debrief (what went well; what can be improved and how; it’s helpful for the Chair to get a summary of attendee evaluations in advance of this meeting from the SOG staff [Academy programs] and NCLM staff [Schools])
  3. Final plans for Summer Academies
  4. Brainstorm potential speakers/topics for clerks breakfast at NCLM conference in October
  5. Open discussion
  6. Wrap up
  7. Adjourn



Below are detailed action plans for each Committee main responsibility:



SOG-Sponsored January Joint City/County Clerks Academies I and II

 

The City/County Clerks Academies I and II are sponsored by the SOG in cooperation with the NCAMC, the NCACC, the NCLM and IIMC, and are typically held in January. Academy I is a one-day program with six instructional hours, not including breaks and lunch. Academy II is conducted the day after Academy I, and is a 1.5-day program. Day 1 of Academy II includes six instructional hours, and Day 2 of Academy II includes about two instructional hours and business meetings for both Associations. Breaks and meals are not included in instructional hours. Attendees may elect to attend both Academy I and Academy II or only one of these Academies. Attendees must successfully complete the entire Academy(ies) to earn certification points. The Institute Director is the final approving authority for all educational sessions and speakers for Academies I and Academy II and shall ensure that all course content meets IIMC criteria (see www.iimc.com for more information about acceptable and unacceptable course content).



  1. Typically at a special called Committee meeting at the Summer Academy, the Committee brainstorms potential education topics/speakers and communicates this with the Institute Director.
  2. In the August/September timeframe, the Institute Director shall contact the Committee Chair and the Program Chair of the NCACC to schedule a meeting with both groups to plan for the Annual City/County Clerks Academies. This meeting involves both Associations’ Committee chairs, both Presidents, the NCLM liaison, the Institute Director and SOG staff. This meeting lasts a few hours, and at the conclusion of the meeting, the topics and speakers are agreed upon.
  3. Chair assists the Institute Director with following up with potential speakers as needed.
  4. The SOG and Institute Director set the fees for the Academies and communicate the fees to the NCLM liaison.
  5. If the municipal and county clerks decide to have a hospitality room at the Academies, it is suggested they rotate the responsibility for providing food and beverages. For example, the municipal clerks might provide beverages in the even numbered years, and provide snacks in the odd numbered years. At least one committee member should plan to attend to open, close and assist the county clerk in staffing the hospitality room.  If the decision is jointly made by the NCAMC and NCACC to not have a hospitality room, then both associations should work hard to provide activities to allow the two groups to socialize and network.
  6. The SOG handles working with presenters to obtain course descriptions and biographical information and arranges for classroom set-up, meal functions, registration, mailings, entertainment and post session evaluations. The SOG requests assistance with these duties and other tasks as needed from the NCAMC and NCACC.
  7. At the Academies, committee members assist SOG as needed with sign in/out to ensure the SOG has an attendance record.
  8. Special attention should be paid to new clerks at the Joint Clerks Academies I and II. The program for the Academies usually includes a special social gathering to welcome new clerks and special training sessions for them.  Committee members should take advantage of this opportunity to meet, greet, and welcome new clerks and offer their assistance with educational questions.
  9. The Chair shall follow up with speakers after the Academies with a thank you note.
  10. The SOG shall submit any applicable invoices for payment to the NCLM liaison no later than eight weeks after the Academies.



The following agenda are examples for Academies I and II. The Institute Director sets the actual agenda.



Academy 1:

(IIMC certification point calculation based on six hours of Academy level instruction; attendees must attend and successfully complete entire Academy I to earn IIMC or state certification points.)

7:45-8:45 a.m.

Registration and Networking Breakfast



8:45-9 a.m.

Welcome and Announcements (by the SOG)



9 a.m.-12:30 p.m.



Program Block

(30-minute break scheduled during this block)



12:30-1:30 p.m.

Networking Lunch



1:30-5 p.m.

Program Block

(30-minute break scheduled during this block)



5 p.m.

Adjourn



5:30-6:30 p.m.

Reception for New Clerks







In addition to Academy 1, the SOG sponsors a one-day session for new clerks (six hours of instruction time). The Institute Director sets this agenda and determines the points that attendees receive for successfully completing the course. An example of an agenda follows:



Institute and Workshop for New Clerks

7:45-8:30 a.m.

Registration and Networking Breakfast



8:30-8:45 a.m.

Welcome (provided by the Institute Director and both Association Presidents)



8:45-10 a.m.

Laws that affect the clerk (provided by the Institute Director)



10-10:30 a.m.

Break



10:30-Noon

Laws That Affect the Clerk (continued)



Noon - 1 p.m.

Networking Lunch



1-2:30 p.m.

Ins & Outs of Minutes & Agendas (provided by the Institute Director)



2:30-3:30 p.m.

Orientation for New Clerks (provided by Association Presidents, with municipal clerks in one room and county clerks in another) – focus is on Associations)



3:30-4 p.m.

Networking Break



4-4:45 p.m.

How governing boards do their work (NCLM liaison typically leads session for municipal clerks, and Institute Director typically leads session for county clerks)



4:45 p.m.

Adjourn



5:30-6:30 p.m.

Reception for new clerks







Academy II:

(IIMC certification point calculation based on six hours of Academy level instruction on Day 1 of Academy II and typically two hours of instruction on Day 2 of Academy II; attendees must attend and successfully complete the entire Academy II to earn IIMC or state certification points.)



Day 1:

7:45-8:45 a.m.

Registration and Networking Breakfast



8:45-9 a.m.

Welcome and Announcements (by the SOG)



9 a.m.-12:30 p.m.



Program Block

(30-minute break scheduled during this block)



12:30-1:30 p.m.

Networking Lunch



1:30-5 p.m.

Program Block

(30-minute break scheduled during this block)



5 p.m.

Adjourn







Day 2:

7:30-8:15 a.m.

Registration and Networking Breakfast



8:15-9:45 a.m.

NCAMC and NCACC Business Meetings



9:45-10 a.m.

Break



10 a.m.-Noon



Program Block



Noon

Adjourn







SOG-Sponsored Spring Regional Academies

 

The Spring Regional Academies are sponsored by the SOG in cooperation with the NCAMC and NCLM. The purpose of the Academies is to provide affordable training opportunities during the year for clerks working towards certifications.  To keep these Academies as affordable as possible, they are offered at two different locations on two different dates in the February/March timeframe (typically on Fridays). This eliminates overnight travel for most attendees, and it requires minimal time away from the office. One location is within the combined area of NCAMC Regions 1 and 2, and the other is within the combined area of NCAMC Regions 3 and 4. The host clerks provide the meeting space, room set-up and equipment at no cost. The SOG and NCAMC attempts to utilize speakers affiliated with the SOG, NCLM or other organizations who do not charge a speaking fee.



Committee and SOG Responsibilities for the Spring Regional Academies

  1. In October, the Chair shall contact the Institute Director and NCLM liaison to learn any dates to avoid for scheduling purposes.
  2. In November, the Chair shall contact the Regional Chairs for each Region (appointed annually by the President) to request their assistance securing potential locations and host clerks for both offerings of this Academy. 
  3. The Chair shall work with the Institute Director, and based on host clerk volunteers, they will jointly select the two Academy locations. When possible based on host clerk volunteers, travel time should be equalized as much as possible for the farthest portions of the state.
  4. At the December Committee meeting, the Chair shall report to the Committee the Academy locations based on the recommendation of the Chair and Institute Director and obtain the Committee’s concurrence.
  5. At the December Committee meeting, the Committee shall brainstorm topic and speaker recommendations. The Institute Director shall ensure that all topics under consideration meet the IIMC course content criteria (see www.iimc.com for more information about acceptable and unacceptable course content). When possible, speakers should be affiliated with the SOG, NCLM or other organization that will not charge a speaker fee in order to meet the goal of providing high quality educational sessions at minimal cost.
  6. The Institute Director has final approval authority for topics/speakers.
  7. The Institute Director and Chair finalize details with the speaker(s). All sessions must contain six hours of education, not including breaks and lunch. 
  8. The Chair and the NCLM liaison shall jointly set the registration fee based on speaker fees, per diem charges and estimated food costs.
  9. The Chair shall provide information to the Host Clerks about the program, room set-up, equipment requirements and total amount of money that may be spent on food and beverages for the day at each session (keeping in mind that the less spent, the more money is generated for the NCAMC).
  10. The Chair shall forward materials to the NCLM for on-line registration. The Chair shall also obtain signatures of the Institute Director and NCAMC President on a letter inviting members to attend the Spring Regional Academy. This invitation letter will be included on the registration web page.  Registration should be available at least six weeks prior to the date of the first Academy.
  11. The NCAMC President shall invite the NCACC to attend this Academy.
  12. Committee members assist SOG as needed with attendee sign in/out at the Academy to ensure the SOG has an accurate attendance record.
  13. The SOG shall submit any applicable invoices for payment to the NCLM liaison no later than eight weeks after the Academy.



Host Clerk Responsibilities

  1. Forward legible maps and driving directions and hotel information for attendees requiring overnight travel to the Chair for inclusion with registration materials.
  2. Make lunch and refreshment arrangements, and keep the total cost of all food and beverages for each session within the monetary amount authorized by the Chair and NCLM liaison.

(a)   Arrange for catered luncheon, either at the Academy site or at an off-site restaurant convenient to the Academy site; arrange for costs to be billed to the NCAMC or for municipality to pay and be reimbursed by NCAMC; and

(b)   Arrange for other light refreshments throughout the day, such as coffee and pastry items in the morning and beverages and a light snack (or the dessert from lunch) in the afternoon. Arrange for costs to be billed to the NCAMC or for the municipality to pay and be reimbursed by the NCAMC after the session.

  1. Make arrangements for room set-up and equipment needs required by the speaker. The host town supplies the facility and equipment at no charge.
  2. Secure an official from the host municipality to provide the welcome.
  3. After the session, send a thank you note or email to the speaker(s).
  4. Forward a summary of each Academy to the Newsletter Coordinator by the 10th of the month following the meeting date for inclusion in the newsletter.
  5. Forward and photos with corresponding text descriptions of the photos to the NCAMC Scrapbook Coordinator to be included in the Annual Report.
  6. Provide the Chair and NCLM liaison receipts for payment or reimbursement to the municipality after the session.



The following agenda is suggested:

(IIMC certification point calculation based on six hours of Academy level instruction; attendees must attend and successfully complete entire Academy to earn IIMC or state certification points.)

8:30-8:45 a.m.

Registration and Refreshments



8:45-9:00 a.m.

Welcome and Announcements (by an official from the host municipality or Board of Directors member or Committee member)



9:00 a.m.-12:15 p.m.



Program Block

(15-minute break scheduled during this block)

12:15-1:15 p.m.

Lunch (may be catered at meeting location or at an off-site convenient restaurant)



1:15-4:30 p.m.

Program Block

(15-minute break scheduled during this block)



4:30 p.m.

Closing Remarks and Adjourn (by the NCAMC President, Host Clerk, Board of Directors member or Committee member)







NCAMC-Sponsored Regional A-B-C-D-E Schools

 

The purpose of the NCAMC-sponsored Regional A-B-C-D-E Schools is to provide an affordable training opportunity during the year for clerks working towards certifications.   To keep these Schools as affordable as possible, the goal is to offer them at between two to four different locations (one location per NCAMC region or one location for combined regions 1 and 2 and another location for combined regions 3 and 4).  This eliminates overnight travel for most attendees, and it requires minimal time away from the office. A-B-C-D-E Schools are typically held on Fridays in the April/May timeframe. These schools are offered only if Host Clerks volunteer to host them. In the event there are not adequate volunteers to offer both the Regional Academies and the Regional A-B-C-D-E Schools, then priority is given to the Academies.



Committee Responsibilities

  1. In October, the Chair shall contact the SOG and NCLM liaison to learn any dates to avoid for scheduling purposes.
  2. In November, the Chair shall contact the Regional Chairs for each Region (appointed annually by the President) to request their assistance securing potential locations and host clerks for up to four offerings of this A-B-C-D-E School. 
  3. The Chair shall work with the Institute Director, and they will jointly select the A-B-C-D-E School locations. When possible based on host clerk volunteers, travel time should be equalized as much as possible for the farthest portions of the state. When choosing these locations, the Chair and Institute Director will keep in mind the location of the Spring Regional Academies and as best as possible ensure that locations are spread equitably throughout the state.
  4. At the December meeting, the Chair shall report to the Committee the A-B-C-D-E School locations based on the recommendation of the Chair and the Institute Director and seek the Committee’s concurrence.
  5. At the December meeting, the Committee shall brainstorm topic and speaker recommendations. The Chair shall ensure that all topics under consideration meet IIMC’s course content criteria (seewww.iimc.com for appropriate and inappropriate course content). When possible, speakers should be affiliated with the SOG, NCLM or other organization that will not charge a speaker fee, in order to meet the goal of keeping the cost to a minimum. The committee should also consider sessions that can be led by clerks and clerk panels.
  6. The Committee will tentatively approve the topic(s) and speaker(s), including the feedback of the Institute Director and NCLM liaison. The School shall be four hours of instructional time, not including breaks and lunches.
  7. The Chair shall submit the required information to IIMC and request their pre-approval.
  8. After IIMC pre-approval is received, the Chair finalizes details with the speaker(s).
  9. The Chair shall work with the NCLM liaison on any speaker fees, per diem charges and food charges to jointly set the registration fee.
  10. The Chair shall provide information to the Host Clerks about the program, room set-up, equipment requirements and total amount of money that may be spent on food and beverages for the day at each session (keeping in mind that the less spent, the more money is generated for the NCAMC).
  11. The Chair shall forward materials to the NCLM for on-line registration. The Chair shall also obtain the signatures of the NCAMC President on a letter inviting members to attend the A-B-C-D-E Regional School. This invitation will be included on the registration web page.  Registration should be available at least six weeks prior to the date of the first School.
  12. The NCAMC President shall invite the NCACC to attend this School.
  13. Committee members are responsible for maintaining an accurate attendance roster.
  14. The SOG shall submit any applicable invoices for payment (i.e., speaker per diem) to the NCLM liaison no later than eight weeks after the Academy.



Host Clerks Responsibilities

The host clerk responsibilities for the Regional A-B-C-D-E Schools are the same as for the SOG-sponsored Spring Regional Academies.



Suggested Agenda

(IIMC certification point calculation based on four hours of state association level instruction; attendees must attend and successfully complete entire program to earn IIMC or state certification points.)

9-9:30 a.m.

Registration and Refreshments



9:30-9:45 a.m.

Welcome and Announcements (by an official from the host municipality or Board of Directors member or Committee member)



9:45a.m.-Noon



Program Block

(15-minute break scheduled during this block)



Noon-1 p.m.

Lunch (may be catered at meeting location or at an off-site convenient restaurant)



1-3:15 p.m.

Program Block

(15-minute break scheduled during this block)



3:15-3:30 p.m.

Closing Remarks and Adjourn (by the NCAMC President, Host Clerk, Board of Directors member or Committee member)







SOG-Sponsored Annual Summer Academies I and II

 

The Annual Summer Academies I and II are sponsored by the SOG in cooperation with the NCAMC, the NCLM and IIMC, and are usually held in August. Academy I is a one-day program with six instructional hours. Academy II is conducted the day after Academy I, and is a 1.5-day program. Day 1 of Academy II includes six instructional hours, and Day 2 of Academy II includes about two instructional hours. Day 2 also includes a NCAMC business meeting and the Annual Banquet. Breaks, meals, the business meeting and banquet are not included in instructional hours. Attendees may elect to attend both Academy I and Academy II or only one of these Academies. Attendees must successfully complete the entire Academy(ies) to earn certification points. The Institute Director is the final approving authority for all educational sessions and speakers for Academies I and Academy II and shall ensure that all course content meets IIMC criteria (see www.iimc.com for more information about acceptable and unacceptable course content). The NCAMC Site Selection Committee works with the NCLM to identify sites for Board approval. Under a contractual agreement with the NCAMC, the NCLM handles all logistical responsibilities with the hotel for the Summer Academy. The Host Clerk works with the NCLM to handle special events/entertainment.



1.     To ensure the necessary work is done in a timely manner by the Committee, in November the Chair should consider appointing subcommittees of the Committee to complete certain tasks. This ensures all members are sharing in the workload.

2.     In September, the Chair shall invite the Summer Academy host clerk to attend the December, March and June Committee meetings to be part of the planning process for the Summer Academy.

3.     In December, the Committee shall work with the SOG and NCLM and brainstorm potential topics and speakers for the educational sessions for the Summer Academies. The Institute Director shall ensure that all courses under consideration meet the IIMC course criteria (see www.iimc.com for acceptable and unacceptable course content).  

4.     The Institute Director is the final approval authority for the Academies and speakers. No additional IIMC approval is required for the Academies.

5.     The Institute Director, with assistance as needed from the Committee, works with Academy speakers to finalize the Academies.

6.     The Chair shall work with the NCLM staff and liaison to set the exhibitor registration/sponsorship fees.

7.     The Chair shall work with the NCLM staff and liaison to create an exhibitor registration web page. This web page should be live in the May/June timeframe.

8.     In the May/June timeframe, the Chair (or the Chair’s designee from the Committee) shall be responsible for inviting exhibitors to participate in the Academy.

9.     Taking into consideration all potential costs and revenues, the Chair and NCLM liaison shall jointly set the Academies I and II registration fees.

10.  The Chair shall provide the NCLM the information they need for attendee registration, which should be available by mid June. This information shall include a signed invitation letter from the Institute Director and the President that will be placed on the registration web page.

11.  Once registration is available, the President shall invite IIMC representatives and other dignitaries.

12.  The Chair shall obtain biographical information for the introduction of speakers for the programs and secure committee members to convene the sessions.

13.  The Chair shall provide the biographical information and course descriptions to the Institute Director for the annual report to IIMC.

14.  The Chair shall ensure that all conference speakers complete the necessary spec sheets (provided by NCLM staff) for the particular session. The Chair shall complete spec sheets for the business meeting and Banquet. All spec sheets must be returned to NCLM staff to meet their deadlines.

15.  Based on the spec sheets received, the NCLM shall work with the host hotel site to ensure adequate room set-up and equipment for each session.

16.  The Chair shall work closely with the Board to arrange seating for the head table at the Banquet and other functions that may take place during the Academies.

17.  The Institute Director works cooperatively with the Chair to develop the content for the program.

18.  The NCLM liaison is responsible for printing the program.

19.  The presiding President is responsible for printing the Banquet Program, and the Committee may assist if requested.

20.  The Committee shall work with the incoming President and Host Clerk on decorations for the Banquet. The incoming President selects the colors, and all parties work together to develop a decoration plan within budget (this budget is determined by the NCLM liaision). The Committee shall be responsible for decorating the room prior to the banquet.

21.  The incoming President works with the NCLM staff and Host Clerk to decide on Banquet entertainment. The Committee assists if requested.

22.  The NCLM liaison shall purchase an appreciation plaque for the outgoing NCAMC President to be presented by the incoming President at the Banquet.

23.  If any Honorary Memberships are to be awarded, the NCAMC Corresponding Secretary/Treasurer shall purchase the appropriate plaques.

24.  If a college scholarship is to be awarded during at the banquet, the NCLM liaison is responsible for mailing the check to the recipients. Scholarship recipients are inviting to attend the Banquet and are recognized at that time.

25.  The Chair is responsible for purchasing a gift suitable to the outgoing President as an appreciation gift from its membership. The reasonable costs of such a gift shall be reimbursed by the NCAMC. The Chair should communicate with the NCLM liaison to determine a reasonable cost before purchasing the gift.

26.  Committee members shall assist the NCLM staff at the registration desk.

  1. Committee members shall assist SOG as needed with the sign in/out process to ensure attendance rosters are accurate.

28.  The Host Clerk is responsible for goody bags, if applicable. Committee members shall assist the Host Clerk with this duty upon request.

29.  The NCAMC encourages the Committee to have a Silent Auction as part of the Summer Academies, since all proceeds go to the NCAMC. Committee members are responsible for publicizing the Auction, obtaining items for and conducting the Auction, maintaining adequate records of the items donated, staffing the Auction room, sending thank you notes to donors after the Academy and publicizing the results of the Auction after the Academy.

30.  The hospitality room is traditionally supplied and staffed by a sponsor. If there is no sponsor, then Committee members may perform these functions in keeping with a budget set jointly by the Chair and NCLM liaison.

31.  Following the Academy, the Chair shall send thank you notes/emails to speakers and exhibitors.

32.  The SOG sends Academy attendees post session evaluations to complete.

33.  The SOG shall submit any applicable invoices for payment to the NCLM liaison no later than eight weeks after the Academy.



Academy 1:

(IIMC certification point calculation based on six hours of Academy level instruction; attendees must attend and successfully complete entire Academy to earn IIMC or state certification points.)

7:45-8:45 a.m.

Registration and Networking Breakfast



8:45-9 a.m.

Welcome and Announcements (by the SOG)



9 a.m.-12:30 p.m.



Program Block

(30-minute networking break scheduled during this block)



12:30-1:30 p.m.

Networking Lunch



1:30-5 p.m.

Program Block

(30-minute networking break scheduled during this block)



5 p.m.

Adjourn



5:30-6:30 p.m.

President’s Welcoming Reception



After Dinner

Hospitality Suite







Academy II:

(IIMC certification point calculation based on six hours of Academy level instruction; attendees must attend and successfully complete entire Academy to earn IIMC or state certification points.)



Day 1:

7:45-8:45 a.m.

Registration and Networking Breakfast



8:45-9 a.m.

Welcome and Announcements (by the SOG)



9 a.m.-12:30 p.m.



Program Block

(30-minute networking break scheduled during this block)

12:30-1:30 p.m.

Networking Lunch



1:30-5 p.m.

Program Block

(30-minute networking break scheduled during this block)



5 p.m.

Adjourn



5:30 p.m.

Dinner/Entertainment



After dinner

Hospitality Suite





Day 2:

7:30-8:30 a.m.

Registration and Networking Breakfast



8:30-10 a.m.

NCAMC Business Meeting



10-10:30 a.m.

Networking Break



10:30 a.m.-12:30 p.m.



Program Block



12:30 p.m.

Adjourn



7-8:30 p.m.

Annual Banquet



After banquet

Hospitality Suite





NCACC Educational Opportunities typically occur in the spring and fall. Both Association Presidents are encouraged to work together and share information about each organization’s educational sessions, and extend invitations for the other association members to participate. Points are awarded to participants who successfully complete NCAMC and NCACC educational sessions.