Home
 Bylaws & Policies
 Calendar
 City Websites
 Committees
Conference
 Goals & Mission
 Hot Topics *
IIMC Reports
 Jobs
 Links
 Membership
 Newsletters
 OAMR Store
 Officers
 Procedures Manual
Professional Development
 Programs
 Records Management
 Scholarships
 Special Recognition
Website Contacts
 

 

Are you looking for a way to become more involved in OAMR, to meet new friends, network with peers, and share your ideas?  All of these opportunities await you as an OAMR committee member.  Sign-up sheets will be available at the annual conference in September.  However, if you are unable to attend the conference, or just want to get a head start, contact the Committee Chair Person at the links provided below.  Not all committees require your attendance at meetings - many times our communications are done by e-mail, fax, or telephone.  So even if you can't travel to the meetings, go ahead - get involved.  We need your input! Thank you for making OAMR so successful!!!

Audit Committee  Purpose: to conduct the bi-annual audit of the financial records of OAMR. Chair, Denise Cary, MMC, City of Estacada

Bylaw Committee  Purpose: To review the OAMR bylaws and prepare proposed changes to be reviewed and approved by the membership. Chair, Betty Langwell, CMC, City of Albany

City Recorder's Procedure Manual Committee Purpose: to review and update the procedure manual created by OAMR and used as a guide by OAMR members and other City Recorders. Chair,  Mary Dibble, City of Albany

Conference Committee Purpose: To coordinate the annual conference. Subcommittees include Facility, Registration, Sponsors, Vendors, Speakers/Entertainment, Handbook, Hospitality, Special Events, and Finance. Chair, Kathy Louie, CMC, City of Corvallis.

Education Committee Purpose: to encourage and support the OAMR membership by providing educational opportunities . Chair, Peggy Hawker, City of Newport

Historical Committee  Purpose: To preserve the history of the Oregon Association of Municipal Recorders. Chair, Nancy Batchelder, MMC, City of Yachats

IIMC Conference Committee Purpose: to set goals and work towards obtaining an International Conference to be held in the State of Oregon. Until conference bid has been awarded, committee is ad hoc only and members are appointed by the President. Chair, Denise Carey, City of Estacada 

Internet Committee Purpose: To maintain fresh and relevant information regarding the distinct heritage of our profession through a well-designed, user friendly, and updated website.  Chair, Deanna Casey, MMC, Central Point

Legislative Committee Purpose: To stimulate interest and activity in legislation affecting municipal government and to study proposed legislation and report to the OAMR Executive Board and membership. The committee maintains a close working relationship with the League of Oregon Cities to receive committee training and monitor legislation that affects jurisdictions and the profession of municipal recorder. Appointment to the Legislative Committee is a two year appointment. Chair, Debbie Jermann, MMC City of Gresham

Membership Committee Purpose: To encourage membership in the Association. Chair, Stacie Cook, CMC, Mill City

Mentoring and Leadership Development Committee Purpose: To encourage professional growth and development of new City Recorders through the OAMR Mentoring Program and to provide guidance and support to potential candidates for the OAMR Board of Directors through the OAMR Leadership Development Program. Chair,  Kitty Vodrup, City of Junction City

Newsletter Committee  Purpose: To produce and distribute four issues of the OAMR Newsletter per year. Chair, Debbie Werner, City of Hillsboro.

Northwest Clerks Institute Education Committee Purpose: Members of this committee are the Chairs of the Education and Professional Development committees and one additional member appointed by the President.

Nominating Committee Purpose: To provide the membership with a slate of candidates at the annual meeting. Chair, Karen Spoonts, City of Medford

Professional Growth & Development Committee Purpose: To promote the professional image of the City Recorder through continuing education and to coordinate certification programs with the Northwest Municipal Clerks institute to develop Professional Development I, II, and II goals and educational requirements. In addition this committee will help educate local government officials and the public on the importance of the office of City Recorder. The committee is also charged with coordinating the OAMR booth at the Annual LOC conference.  Chair, Tracy Davis, MMC, City of Keizer

Records Management Committee Purpose: To provide training on Records Management and Retention Schedules. Chair, Sandy King, City of Wilsonville

Retired Clerks Committee Purpose: To develop opportunities for retired recorders who wish to continue with some level of activity in the organization and the profession. Chair: Gail Waibel, MMC, Retired (Hillsboro)

Scholarship Committee  Purpose: To administer financial aid, in the form of scholarships, to OAMR members who otherwise would not be able to take advantage of educational opportunities. Amber Demming, CMC, City of Hillsboro

Special Projects Committee Purpose: To coordinate special projects to raise money for various purposes including education and scholarships and to help with the success of the annual conference in regard to door prizes and freebies. Chair, Angie Kellar, CMC, City of North Bend

If you are interested in joining a Committee please contact the Chair Person for that Committee.  Please provide the following information with your request:

  • Name
  • Jurisdiction
  • Committee Interested In
  • Mailing Address
  • Telephone
  • Fax
  • E-Mail Address

2007/08 List of Committee Members
     

AUDIT COMMITTEE (Revised February, 2005)

In accordance with Article VIII – Budget and Audit, of the OAMR By-laws, this Committee is responsible for the annual audit of the financial records of OAMR.

 The President appoints three members to the Audit Committee which audit the financial records as soon as practical after the close of the year end.  The year end is October 31 of each year (Fiscal Year of OAMR is November 1 through October 31).  The Treasurer needs to be present during the audit and presents the financial records.  He/She is not one of the three members of the Committee.  If the Treasurer cannot be present the President needs to be present and signs the audit as such.  The Committee prepares a report for the Executive Committee and it is presented at its mid year Executive Board meeting.  Once approved by the Executive Committee the audit report is printed in the subsequent issue of the OAMR newsletter.

 The audit consists of conforming to generally accepted auditing standards.  Those standards require that we plan and perform the audit to obtain reasonable assurance that the financial statements are free of any material misstatement.  That is done by “testing” and “reviewing” supporting evidence of amounts and disclosures in the financial statements.  Any recommendations for changes or clarifications are also noted.

 For the past few years the audit has been conducted at the League of Oregon Cities Conference in November immediately following the close of the October 31 OAMR books.

CONFERENCE COMMITTEE

Purpose:           This committee will be responsible for the annual conference.

Responsibilities:
a.                   To work closely with the Second Vice President and the Special Projects/Fund Raising committee since certain fundraising will occur at the annual conference.
b.                  Coordinate with the Treasurer the registration and projected attendance.
c.                   The Chairperson will appoint members to be responsible for the following:

  1. Workshops/topics/speakers

  2.  Sponsors

  3.  Vendors

  4.  Auction

  5.  Door prizes

  6.  Hospitality and special guests

  7. Registration

  8. Other duties as necessary

INTERNATIONAL INSTITUTE OF MUNICIPAL CLERKS (IIMC) CONFERENCE COMMITTEE

Purpose: To set goals and work towards obtaining an International Conference to be held in the State of Oregon .

Responsibilities:
a.         Find a location that will accommodate 2000 people.
b.         Create an educational and entertainment agenda for five days.
c.         Establish a registration fee.
d.         Raise funds and support from people within the State of Oregon and other related organizations. Establish fundraisers within the OAMR.
e.         Promote a logo and theme for the conference.
f.          Explore feasibility for sponsoring a. reception and determine appropriate gifts that could be used in conjunction with special events
           during  the preceding year conference.
g.         Sponsor preceding years conference reception.
h.         Sponsor President’s receptions during conference.
i.          Establish deadlines.

INTERNET COMMITTEE (Revised 2004)

Purpose: To maintain fresh and relevant information regarding the distinct heritage of our profession through a professionally designed and updated website.

Responsibilities:

a.     Work in conjunction with other OAMR Committees to provide current information and events.

b.    Facilitate communications among OAMR members, members of other professional organizations, and visitors to the OAMR_ website.        

c.     Monitor internet issues, technologies, capabilities, and services that may be of interest and benefit to the OAMR site and purpose and implement such technologies as is deemed appropriate.

d.      Collect and evaluate member and visitor suggestions regarding the website.

e.       Provide current information about the association such as bylaws, goals, and objectives.

f.        Provide information in a timely manner about activities, upcoming events, conference registration materials, scholarships and notices.

g.       Provide current links and information regarding organizations that enhance the profession of City Recorder.

Procedures List

 

LEGISLATIVE COMMITTEE

OREGON ASSOCIATION OF MUNICIPAL RECORDERS (OAMR) LEGISLATIVE COMMITTEE JOB DESCRIPTION AND PROCEDURES (Revised April 2007)

I.       Purpose:  It shall be the duty of the Legislative Committee to stimulate interest and activity in legislation affecting municipal government and to study proposed legislation and report to the OAMR Executive Board and membership.  The committee maintains a close working relationship with the League of Oregon Cities (LOC) to receive committee training and monitor legislation that affects jurisdictions and the profession of municipal recorder.  Appointment to the OAMR Legislative Committee is a two (2) year appointment. 

II.      Responsibilities:

a.         In September of odd numbered years, the OAMR President will appoint a committee chair and sufficient committee members to accomplish the responsibilities of the committee.  Appointments to the committee will be for the term of two (2) years.
                b.         The chair will arrange for training of the committee membership, including but not limited to how legislative bills are drafted, obtaining sponsorship for a bill and how a bill becomes law.
                c.         Committee members will monitor legislation, in particular, those proposed bills which might be beneficial or detrimental to the interests of cities, and the profession of the Municipal Recorder.
                d.         Committee members will send information to members via the OAMR email or list serve, flagging proposed legislation which may require follow up and possible action by the members or city officials. 
                e.         The chair or their designee will be OAMR’s representative to the LOC Legislative Committee. Committee members should also ask to be on the distribution lists for the LOC Legislative Updates which are issued on a regular basis during session.
                f.          Committee members should contact their legislators to get on the legislative mailing lists to receive (during session) the Weekly Cumulative Index, and the Senate and House legislative Calendars. This will enable members to track legislation and have access to the lists of which legislators are assigned to each House and Senate committees.  

 III.     When Legislature is Not in Session:

             a.       Request suggestions from all OAMR members for issues affecting municipalities and for issues that may come before the legislature. Gathering suggestions for issues to follow or bring forward should be an ongoing process throughout the year.   
            b.         The chair will contact League of Oregon Cities staff or other resources to provide training to the members on the legislative process.

 IV.     Action Required When Legislature is in Session:

             a.         The chair will contact LOC legislative staff to see if the issue is being tracked and what LOC’s position is on the issue.
            b.         Committee members will contact members via OAMR email and/or list serve notifying them of the issues, so all members can contact their local legislators to heighten awareness of the issue and generate interest in either bringing legislation forward or opposing legislation.   It would be important for members to be able to respond within a minimum of two (2) days, particularly when legislative actions are scheduled to occur with short notice.
            c.         If so directed by the OAMR Executive Board, the committee will draft correspondence addressing the proposed legislation.  The draft letter will be provided to the Board by the most timely method, including e-mail, fax, or during a board meeting.  The final correspondence will be formatted for signature by the OAMR President.  If the legislation affects an area that pertains to another OAMR committee’s realm, the OAMR committee could be asked for input and/or to draft the correspondence.
            d.         The chair or designee will be responsible for providing updates to the membership in the quarterly OAMR Newsletter and provide an annual report to the membership in September at the Annual Business Meeting.

 MEMBERSHIP COMMITTEE 

Purpose:  To encourage membership in the Association.

Responsibilities:

a.         Update membership roster. As renewals/new memberships are received from the Treasurer updates are made to the roster. This process continues throughout the year.
    1.        Provide the President, Region Director(s) and Newsletter Chair the name and mailing address of the new members.
    2.        Notify the Region Director(s) and Newsletter Chair of any name, title, or address changes of members.
    3.        Have the updated membership roster available at the annual conference.

b.         Update region lists. Updates are made to the region pages of the handbook, coinciding with the membership roster.
1.        Have the updates available at the annual conference so that the membership can update their handbook.

 c.         Keep and provide updated information in the handbooks (i.e. Officers Guide, Committee information, etc.).

 d.         Prepare for Presidents signature and distribute OAMR handbooks, membership certificates and cards for new OAMR members.

 e.        Prepare and distribute renewal cards for current members.

 f.          Encourage non-members to join OAMR.

 g.        Maintain current level of membership by encouraging annual renewals
1.        In February mail letter to those members who have not renewed their membership.  

h.         Make recommendations to the Professional Image Committee regarding the updating of the OAMR brochure in regards to membership.

 

 

Last modified:  Tuesday, May 06, 2008