-PRELIMINARY PROGRAM-

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1 SUNDAY, OCTOBER 14 MUNICIPAL CLERKS CERTIFICATION INSTITUTE YEAR III SERIES 12 October 15-19, 2018 Ramada by Wyndham Hotel Albuquerque, NM Total Institute Hours: 36 -PRELIMINARY PROGRAM- 3:30 5:30 P.M. REGISTRATION and MEET & GREET PERIOD All Participants 5:30 P.M. DINNER All Participants Following Dinner GET ACQUAINTED PERIOD All Participants MONDAY, OCTOBER 15 All Participants attend the following: 8:00 A.M. 12:15 P.M. (1) CRISIS MANAGEMENT/ASSIGNMENT OF INSTITUTE PAPER (Assessment) The purpose of this session is to prepare students to manage unexpected crises through states of objective assessment of the causes of the crisis, consideration of long- and short-term risk/consequences, weighing options, measuring strengths, opportunities, weaknesses, reducing threats, planning for future contingencies, damage control, and determining lessons learned for future planning. Students will learn to think and reflect before reflexively reacting to unanticipated events; will practice making quick yet unhurried decisions; will practice assessing facts as a team rather than as individuals; and will appreciate the role of emotions in decision making. Students will analyze their own conflict situation and will propose a plan for resolution. Dr. Zane Reeves, Professor School of Public Administration University of New Mexico 12:15 12:55 P.M. LUNCHEON All Participants

2 MONDAY, OCTOBER Continued Year I Participants attend the following: 1:00 3:00 P.M. (1) RESPONSIBILITIES OF THE MUNICIPAL CLERK This session will offer an overview of the duties of the municipal clerk, and will provide resource information for the State of New Mexico. History of the Municipal Clerk Statutory Duties Duties Relating to Minutes, Elections, Records, etc. Gayle Jones, MMC, Clerk/Administrator Village of Bosque Farms Renee Cantin, CMC, Clerk-Treasurer City of Truth or Consequences 3:00 3:15 P.M. *TELEPHONE/REFRESHMENT BREAK 3:15 5:15 P.M. (1) BASIC LEGAL PRINCIPLES The purpose of this session is to acquaint the students with some of the basic legal principles in local government law as well as various vehicles through which government operates. Discussion points will be the origins and hierarchy of laws and ordinances, as well as the effect that judicial decisions have on municipal operations, the difference between statutes and ordinances and the effect and duration of resolutions of a governing body. Clerks & Statutes Types of Ordinances & Resolutions Randy Van Vleck, General Counsel New Mexico Municipal League Year II & III Participants attend the following: 1:00 3:00 P.M. (1) WHAT EVERY MUNICIPAL CLERK SHOULD KNOW ABOUT HUMAN RESOURCES IN THE PUBLIC SECTOR The purpose of this session is to provide an overview of municipal, state and federal laws relating to human resources and how to apply them to municipal operations and situations. Mayor's powers Governing Body's duties What about the court? Reasonable accommodation under the amended ADA Discrimination claims and retaliation Ed Zendel, Risk Services Director New Mexico Municipal League

3 MONDAY, OCTOBER Continued 3:00 3:15 P.M. *TELEPHONE/REFRESHMENT BREAK Year II & III Participants attend the following: 3:15 5:15 P.M. (2) THE CERTAINTY OF SETTLING CASES: Why Gamble with the Public s Money? This session will assist in developing a fundamental understanding of the issues and process involved in settling liability issues and the potential impact on a municipality. This session will emphasize the importance of minimizing risk by being familiar with policy and procedures as well as major statutes and common law, and learning the consequences of personnel decisions and following them. What factors are involved in deciding to settle? What does a settlement agreement contain? Who is involved? Does the prevailing party really "win"? You be the judge! Round-table discussions of real cases and their outcomes Ed Zendel, Risk Services Director New Mexico Municipal League -DINNER ON YOUR OWN- TUESDAY, OCTOBER 16 Year I Participants attend the following: 8:00 10:00 A.M. (1) MEETING ADMINISTRATION, MINUTES AND AGENDAS This session will assist participants to better understand the role of the Clerk in a governing body meeting of different types, how to create a basic agenda, find out the different formats of agendas, how to write clear and concise meeting minutes, and how to clearly and properly document the meeting events. Gayle Jones, MMC, Clerk/Administrator Village of Bosque Farms Renee Cantin, CMC, Clerk-Treasurer City of Truth or Consequences

4 TUESDAY, OCTOBER Continued Year I Participants attend the following: 10:15 A.M. 12:15 P.M. (1) LOCAL GOVERNMENT BUDGETING AND INTRODUCTION TO GOVERNMENT FINANCE The purpose of this session is to outline the budget process, suggested timeline, procedures for preparing the budget, identifying funding sources and their restrictions, and state required financial reporting procedures. It will include an overview of NM statutory requirements and deadlines. Jini Turri, MMC, Administrator/Clerk-Treasurer Village of Cloudcroft Gayle Jones, MMC, Clerk-Administrator Village of Bosque Farms Year II & III Participants attend the following: 8:00 10:00 A.M. (2) HIGH PERFORMANCE TEAMS AND GROUP DYNAMICS This session will identify characteristics that lead to better teamwork and higher productivity by helping to: Identify the characteristics of a good team Team Development and Group Dynamics Open up lines of communication Identify how each individual s actions affect the group Improve efficiency Tonya Covington, Executive Director Peacemakers Consulting Albuquerque 10:15 A.M. 12:15 P.M. (2) DECISION-MAKING AND PROBLEM-SOLVING This session is designed to help participants build and expand decision-making skills, critical-thinking abilities and creative problem-solving skills. Identify the requirements for a good decision making Process Learn methods of assessing and resolving problems Understand the role of inferences and assumption Ask the right questions for making complex decisions Tonya Covington, Executive Director Peacemakers Consulting Albuquerque 12:15 12:55 P.M. LUNCHEON All Participants

5 TUESDAY, OCTOBER Continued NOTE: The remainder of the program will be set up in general sessions for all participants. 1:00 3:00 P.M. (1) MANUEVERING THROUGH THE BUDGET PROCESS The purpose of this session is to provide a working knowledge of the various aspects of the budget process from development including working with department directors and the governing body to implementation and will address the political issues and offer experiential insight and guidance. Participants will gain practical knowledge and tools to put to use. Priority-based budgeting vs. on-going budgeting Funding sources/requirements for a variety of projects Secrets to successful budget presentations Free money is it really? Debi Lee, Manager Village of Ruidoso 3:00 3:15 P.M. *TELEPHONE/REFRESHMENT BREAK 3:15 5:15 P.M (2) TECHNOLOGY MUNICIPAL CLERK S OFFICE: IDENTIFYING WEBSITE INFORMATION THAT BEST SERVES YOUR COMMUNITY The purpose of this session is to offer clerks with information and instruction on how to determine and provide the most useful information on their website for the public, governing body, employees, etc. to utilize as a resource, and will emphasize the importance of maintaining current information. What information should be included on your website? o Council Minutes Agendas Archived materials o Citizens Election information Business licenses Business registrations General information links Public record requests General announcements PSAs o Departments P & Z Billing for water, sewer, etc. Animal control Marty Callahan, CMC, CGCIO IT Manager/ Deputy Clerk Village of Los Lunas -DINNER ON YOUR OWN-

6 WEDNESDAY, OCTOBER 17 8:00 10:00 A.M. (1) PROCEDURES FOR ADMINISTRATIVE GOVERNING BODY HEARINGS This session will explain the various types of administrative hearings that a Governing Body might be required to conduct; the procedures and processes for these public hearings; and, the role of the municipal clerk in these hearings. Participants will gain knowledge to properly notice, set up and conduct a public hearing and to be able to advise the board or hearing officer concerning proper procedures to implement in a quasi-judicial hearing. Randy Autio, Esq., Of Counsel Robles, Rael & Anaya PC 10:15 A.M. 12:15 P.M. (2) LAND USE (P & Z) ISSUES & THE CLERK S OFFICE: Practical Tips for Municipalities Large and Small This session will offer an overview of zoning regulations and requirements, and assist participants to better understand the various issues that arise in the clerk s office concerning zoning and land use matters, including an enhanced understanding of the governing body s role. Participants will be able to properly prepare and give notice of zoning and land use issues, recognize controversial land use situations, and administer the associated public records and maps required in such matters. The Basics of Zoning The Municipal Clerk s role in land use issues The Governing Body s role in land use decisions Limiting your land use liability Brennon Williams, CZO, Deputy Director Planning Department City of Albuquerque 12:15 12:55 P.M. LUNCHEON All Participants 1:00 5:15 P.M. (1) SUCCESSFUL EMPLOYEE SELECTION This session will provide an overview of the employee selection process, including recruitment, pre-employment documentation, effective and illegal interviewing techniques, interview landmines, evaluating candidates, legal rights of candidates, employer responsibilities, probationary monitoring, and selection of people to work in public sector. Dr. Zane Reeves, Professor School of Public Administration University of New Mexico 3:00 3:15 P.M. *TELEPHONE/REFRESHMENT BREAK -DINNER ON YOUR OWN-

7 THURSDAY, OCTOBER 18 8:00 A.M. 12:15 P.M. (2) TIPS ON EFFECTIVELY COMMUNICATING ON THE JOB The purpose of this session is to learn advanced communication techniques that improve job performance and satisfaction. Strategies in active listening, learning to read body language and how to deal with frustrating situations will be emphasized. Increasing peer/team collaboration and conflict management will be discussed as well as learning how to assign or navigate team roles using a RACI chart. Active Listening What your body language says Frustrating Situations o Interruptions o Stepping on others o Reacting vs. Responding o Group dynamics o Making Assumptions Conflict Management o Communication Paradigms o How Hierarchy of Needs affects Communication o 4 Steps to conflict resolution o Difficult Personalities o RACI Chart -- (Responsible / Accountable / Consulted / Informed) Liz Walcher, Ph.D., CPT Organizational Development Consulting Albuquerque, NM 12:15 12:55 P.M. LUNCHEON All Participants NOTE: The afternoon session will be held jointly with the Academy Attendees. 1:00 2:00 pm (1) RECORDS MANAGEMENT STATUTES AND RULES IN NEW MEXICO This session will take an in depth look at the statutes and rules regarding records management. Participants will learn the three chapter areas of statutes (Chapter 3 Municipalities, Chapter 14 Public Records, and Chapter 30, Article 26 Interference with Public Records) that pertain to records management in New Mexico. Participants will discuss the impact of each of these sections and review how the statutes affect their records management program in their own municipalities. Lisa Johnston, MMC, Retired Assistant Clerk City of Artesia

8 THURSDAY, OCTOBER Continued 2:00 5:15 P.M. (1) NEW MUNICIPAL RECORDS RETENTION SCHEDULE The newly developed Municipal Records Retention Schedule will be discussed in detail. Participants will analyze the new retention schedule to determine a best match for records series and note changes to retention periods. Evaluating the old and new schedules will give participants the tools to determine the impact to their own records management programs. Participants will analyze best practices for the implementation of the new schedule and for records destruction. Lisa Johnston, MMC, Retired Assistant Clerk City of Artesia Jini Turri, MMC, Administrator/Clerk-Treasurer Village of Cloudcroft Steve Ruger, CMC, Clerk City of Rio Rancho 3:30 3:45 P.M. *TELEPHONE/REFRESHMENT BREAK 6:30 9:00 P.M. JOINT RECEPTION & GRADUATION BANQUET with Master Municipal Clerk Academy Participants FRIDAY, OCTOBER 19 NOTE: This morning session will be held jointly with the Academy Attendees. 8:00 A.M. 12:15 P.M. (3) MUNICIPAL ELECTIONS What the new laws mean for your Municipality - Recent changes in election laws (HB98) require Clerks to reassess how elections are conducted in their respective municipalities. Participants will analyze the two major election options (Opt-in and Municipal Officer Election Day) as they pertain to responsibilities of the clerk, changes to election timeline, the effect on elected officials terms of office, and costs. Guidelines for each option will be reviewed and assessed by the participants; and, provide the basis for each municipality to select the option that works best for them. Mandy Vigil, Acting State Elections Director New Mexico Secretary of State s Office Gayle Jones, MMC, Clerk-Administrator Village of Bosque Farms Renee Cantin, CMC, Clerk-Treasurer City of Truth or Consequences Stephen Ruger, CMC, Clerk - City of Rio Rancho Lisa Johnston, MMC, Retired Assistant Clerk City of Artesia 12:15 P.M. LUNCHEON & ADJOURNMENT -INSTITUTE ADJOURNS-