Municipal Clerk Fundamentals Institute

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2021 Agenda at a Glance

Tuesday, October 12, 2021

Time Session
9-10 a.m. Welcome, Virtual Institutes and Academy Overview, and Technology Review
Jennifer Sisane, Institute Director – Virginia; Approved Institute, International Institute of Municipal Clerks
Libby Hume, MMC, President, VMCA (2021-2022), and Athenian Leadership Society Fellow
10-11:30 a.m. Municipal Clerk Fundamentals
Libby Hume, MMC, Town of Cape Charles
VMCA President (2021-2022), and Athenian Leadership Society Fellow

This session will review the history of the municipal clerk, and the roles and responsibilities of the clerk.  There will be discussion regarding the similarities and differences in clerks’ offices in various municipalities – whether the clerk is from a county, city, or town.
11:30 a.m.-1 p.m. Virginia General Assembly Legislative Update
Michelle Gowdy, Virginia Municipal League

The Virginia Municipal League will provide an update on the 2021 Virginia General Assembly regular and special sessions. The presentation will include information on new legislation and studies important for municipal clerks and municipalities to understand.

Wednesday, October 13, 2021

Time Session

30 minutes of preparation time on your own

10 a.m.-Noon

Understanding Emotional intelligence and Leadership Styles
James Burke, Ph.D and Linda Pierce
VCU Performance Management Group, Center for Public Policy, L. Douglas Wilder School of Government and Public Affairs

Emotional intelligence is the ability to accurately perceive emotions in oneself and others, to use this awareness in decision making, and to regulate your emotions. Emotionally intelligent leaders foster collaborative solutions and loyalty, as well as build teams, develop staff, and create a positive organizational culture. We will identify personal and professional leadership traits and your leadership style while assessing your level of emotional intelligence and where you would like to grow.

Thursday, October 14, 2021

Time Session
9-10 a.m. Records Management Fundamentals for Municipal Clerks
Chadwick Owen, Library of Virginia

In this session we will discuss what records management is, why it is important, and how to navigate and interpret Virginia's public records schedules.  We will cover how records management is handled in the Commonwealth, including how to categorize, retain, destroy, and report destruction of records as mandated by the Virginia Public Records Act. We will give an overview of what each municipality is required to do for records management and provide some helpful tools to accomplish that mandate.   
10 a.m.-1 p.m. Building Inclusive Communities
Latiesha Handie, Gabe Diaz, and Hugo Morrison
Citizens’ Unity Commission Department – Hampton, Virginia

Hampton Diversity College is a multi-level interactive program that concentrates on increasing knowledge about the value of diversity, unity and inclusion in contemporary workplaces and in our community. In this session, you will learn about the evolution of this program based in Hampton, Virginia and methods of building inclusive communities that you can apply in your own municipality. You will learn why topics of diversity, equity, and inclusion are important in our communities and how they impact our values, attitudes, and behaviors. We will explore timely real-life examples and offer tools to foster greater diversity, equity, and inclusion in your communities. 

Tuesday, October 19, 2021

Time Session
9-11 a.m. Virginia Freedom of Information Act (FOIA) Essentials
Alan Gernhardt, Virginia Freedom of Information Advisory Council

Whether you are an elected or appointed clerk, this session for local elected officials in Virginia provides a solid overview of statutory requirements all officials must understand. This session covers the general FOIA requirements for local elected officials, public records, public meetings, and remedies and penalties. We will focus on the practical application of the law, including procedural items, and provide law references and additional resources for you to conduct a deeper investigation as situations arise. This session serves as the required biannual FOIA training in the state of Virginia. Upon successful completion, you will earn certificates from the Virginia Freedom of Information Advisory Council and VCU-VMCA. 
11 a.m.-Noon Parliamentary Procedures for Municipal Clerks
Mary Loose DeViney, Professional Registered Parliamentarian

This session will discuss basic rules for making motions, rescinding motions, and what to do when there is a challenge to procedure. Robert’s Rules of Order will be explored along with what sections are relevant to your specific municipality board/council.    
Noon-1 p.m. Mitigating Terrorism in our Communities
SSA Scott Buchner, Federal Bureau of Investigation (FBI), Norfolk Field Office

In 2019, at the Virginia Beach Municipal Center a longtime city employee shot and killed 12 people before being fatally wounded by police. In this session we will discuss the rise of domestic terrorism such as the Virginia Beach mass shooting and other domestic and international threats. We will discuss how the Federal Bureau of Investigation (FBI) Joint Terrorism Task Force responds to and mitigates threats from International and Domestic Terrorism groups throughout the Hampton Roads region. This presentation addresses the investigative efforts to combat the rise in domestic terrorist activity and challenges associated with these investigations. We will also explore steps you and your municipality can take to make your community safer. 

Wednesday, October 20, 2021

Time Session
Reserved seat Virtual Escape Room
Sam Albert, VCU RecSports

Join us for the Virginia Commonwealth University Outdoor Adventure Program turned virtual. Our virtual escape room is designed to help your team hone online communication skills and work creatively in a virtual space. The 1-hour session includes 45 minutes of challenging activities and then 15 minutes of time to debrief the experience. 

Thursday, October 21, 2021

Time Session
9-10:30 a.m. Emerging from the Pandemic: Requirements for Electronic Records and Meetings  
Alan Gernhardt, Virginia Freedom of Information Advisory Council

Throughout the pandemic, many municipalities pivoted to utilizing electronic meetings and relying on digital records. This session will focus on the statutory requirements and practical application of the law so you can help your municipality stay in compliance.  We will look more closely at the legislative history that has led to having six different electronic meetings procedures, along with the requirements and limitations involved in using each of those procedures.  We will also explore different types of electronic records, the difference between creating a new record and converting the format of an electronic record, and how different types of social media may implicate both the records and meetings provisions of FOIA.   
11 a.m.-1 p.m. Knowledge Transfer Virtual Rooms
Various facilitators

Connect with emerging and seasoned clerks and explore new ways to deepen your expertise in municipal government management. Every 20 minutes you will have the opportunity to join a new facilitated discussion in a different themed virtual room.

Specific room discussion descriptions coming soon.  
1-1:15 p.m. Closing and Adjournment
Jennifer Sisane, Institute Director – Virginia; Approved Institute, International Institute of Municipal Clerks
Libby Hume, MMC, President, VMCA (2021-2022), and Athenian Leadership Society Fellow 


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