February 2018
Your monthly news & updates
President's Message
Dear NTMCA Members! 
So, it’s winter…we’ve had lots of frigid temperatures and it seems the snowball of ‘To Do’s’ is rolling, gaining momentum and growing. Based on everyone’s response at this last meeting we’re not lacking something to do, but rather we’re juggling our everyday responsibilities with elections and our special projects.  
It was so interesting hearing from meeting attendees in responses to, “What challenging project or ‘opportunity’ is a priority for you in 2018?”.  Just hearing the various projects reminded me of the wealth of information that’s available within our group.  If you’re interested in what city is doing what (for future questions, possibly), please see the included article below.

Earlier this month, members met for our monthly business lunch at the South Irving Library. The location and set up worked great and the food was delicious. Many thanks to Shanae Jennings, Jennifer Phillips and Cecilia Castillo for all the time they spent preparing and hosting us. As part of the meeting, Kevin Banks, Greenville Municipal Auditorium / Tourism Manager spoke to our group regarding his Mouse Career working with The Disney Company. Mr. Banks stated that his career shows that you can do anything you want to. Mr. Banks also advised to never take anyone or any situation for granted.

Other than usual business, meeting attendees voted unanimously to create an Ad Hoc committee to plan a social event for the Records Management Seminar in August 2018. This will give our Association a time to shine. Several members volunteered during the meeting to serve on this committee. If you’re interested in helping, please contact Art Camacho. 
Please join us at the February 21 st NTMCA meeting in Richardson. Mistie Gardner, Emergency Management Coordinator for the City of Richardson, will provide an “Emergency Management Behind the Scenes” discussion. Her presentation will include a tour of the EOC, and a discussion of 1) what emergency management is, 2) recent deployments and lessons learned, 3) case study of how Richardson processes work, and 4) the connectivity between City Secretary’s Offices and EM. Hope to see you there.


Thank you to the Membership Committee for doing a great job reaching out to our members! Our chapter currently has 85 members. If you know of anyone that has moved into our area that will benefit from our training programs and networking, please encourage them to join our chapter. Membership Applications can be found on the website. 
  Respectfully Yours, Sheila Morales, President
Upcoming Events and Meetings
February 21, 2018  - Richardson ( Register Now )

March 29, 2018 - Haltom City

April 18, 2018 - Professional Seminar - Avoiding Legal Pitfalls

May - No meeting due to elections

Avoiding Legal Pitfalls

The NTMCA Annual Professional Seminar is scheduled for Wednesday, April 18 th (9am – 4pm) at the Denton County Southwest Courthouse in Flower Mound. The topic is Avoiding Legal Pitfalls.
The role of the municipal clerk can be very rewarding, but it also carries much responsibility. Many times we’re correctly focused on getting the basic fundamentals right when it comes to practices and procedures. However, another area that can’t be neglected is the legal aspects to ensure the clerk’s office is legally sound. In this profession we are occasionally exposed to legal terms such as misdemeanor, violation, bribery, mandates, litigation, negligence, etc. Then we find ourselves asking what does it all mean, and how can I gain the knowledge and learn about best practices to avoid any legal pitfalls? 
Representatives from the law firm of Taylor, Olson, Adkins, Sralla & Elam LLP will help us gain a better understanding of the complex legal issues specifically as it relates to the functions of the municipal clerk’s office. The firm has over 200 years of combined experience serving municipalities and other governmental entities.

The professional seminar committee would like to make sure that the seminar is both informative and relevant to NTMCA members. For that reason, we are seeking everyone’s input on the subject matter to be discussed. Subjects so far include the Public Information Act and Records Retention Act and the legal consequences each carries.

Please let committee co-chair Theresa Scott know by Thursday, February 22 nd  if you have any additional suggestions by calling 972-874-6076 or via email at Theresa.scott@flower-mound.com . Thank you.
Current Projects Among our Fellow Members

  • Creating an Executive Leadership Training program (Richardson)
  • Scanning personnel records and ensuring proper security within the city (Irving)
  • Writing SOPs and policies for Records Management Program (Southlake)
  • Preparing a guide and a procedures manual for city’s boards and commission (Irving)
  • Working on ensuring staff have proper work / life balance (Irving)
  • Revamping Records Management Process (Flower Mound)
  • Working with Leadership Program (University Park)
  • Working with annexations (Joshua)
  • Inheriting and now managing the agenda management process (Fort Worth)
  • Creating and communicating new email policy (North Richland Hills)
  • Updating community guides and city website (Lake Worth)
  • Upgrading Laserfiche process (Argyle)
  • Overhauling job descriptions (Bedford)
  • Getting paper records under control (Euless)
  • Preparing to lead TMCA (Euless)
  • Upgrading records management process and storage (Decatur)
  • Coordinating a ‘BINGO’ election (Decatur)
  • Identifying and properly storing hundreds of records management boxes (Haltom City)
  • Redesigning city website (Haslet)
  • Hiring new employee; possibly reorganizing (Arlington)
  • Cross training City Manager’s department with City Secretary’s department (Richardson)
  • Upgrading Laserfiche process (Copper Canyon)      
TMCCP Graduates/Recertifications

3 rd Recertification
Art Camacho (Haltom City)

2 nd Recertification
Diane Callahan (retired)

1 st Recertification
Martha Garcia (Arlington), Shannon Montgomery (Rhome), Malinda Nowell (Weatherford), Theresa Scott (Flower Mound), Michael Wells (Bedford), Wendy Withers (Shady Shores)
2018 Graduates
Wendy Blocker (Sansom Park), Laurie Garber (Carrollton), Jeannie Kenyon, Christine Loven (Colleyville), Erika McComis (Bridgeport), Ingrid Rex (Flower Mound), Allison Tidwell (Fort Worth)
Passed Exam(s)
Tara Brooks (Grapevine), Dianna Buchanan (Haslet)

North Texas Municipal Clerks Association | ntmca@ymail.com | www.ntmca.org

President:  Sheila B. Morales , Copper Canyon | 940-241-2677

Vice-President:  Amy Shelley , Southlake | 817-748-8015

Treasurer: Monica Solko , Lake Worth | 817- 237-1211 x105

Secretary:  Kristi Gilbert , Argyle | 940-464-7273  

Historian:  Christine Green , University Park | 214-987-5302