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Aug 27

IIMC – Beyond Its Years

Posted on August 27, 2015 at 4:08 PM by Denice Cox

As IIMC approaches its 70th anniversary in 2016, much has changed – operationally, organizationally, demographically, financially – yet, IIMC’s initial mission of serving the needs of Municipal Clerks everywhere has not wavered from the Organization’s inception.

From education to annual conferences, from Institutes to online and webinar programs, IIMC continues to monitor itself, thanks to its Board, as it searches for new ways of immersing itself in its membership.

As a non-profit professional association dedicated to Municipal Clerks, IIMC understands that it exists to serve and support its members. We have a sincere commitment to customer service, and that commitment is reflected in all of our education programs, conferences and membership activities. In this pressurized world where customer service is all too often an afterthought or an exaggeration of the latest marketing campaign, we place the needs and wants of our members at the top of our “to do list.”

All areas of your Organization: Board of Directors; Membership; Administration; Conference; Finance; and Education are operating well and experiencing growth and success.

Board of Directors
The IIMC Board of Directors is an engaging group, solidified in their efforts and responsibilities to ensure that every decision is sound tactically and financially. Over the years, their prescience and vision have manifested into increased Region XI membership, the hiring of a Director of Professional Development to better reflect members’ education needs, a four-day conference to reduce cost for Delegates, financial stability and growth, and oversight into all IIMC governance decisions.

Due to more strategic and fiscally responsible planning in travel, the Executive Committee and the Board of Directors made 2014 the eighth consecutive year the Organization’s Board of Directors has been under budget. The Organization’s commitment regarding non-domestic travel and efforts of those Presidents the past few years played an integral role in financial prudency. IIMC continues to keep Region XI (Outside North America) travel to only those Associations with which IIMC has a strong affiliation. IIMC also utilizes, whenever possible, American Express points to help reduce travel expenses. IIMC also was successful in having State/Provincial/National Associations help when possible, and we thank them for their assistance.

The Board is committed in its quest for continuous improvements and change in all aspects of this Organization to better serve you – the members.

IIMC has embarked on two highly successful membership engagement campaigns. The first one was directed at municipalities with population of more than 2,100. The second campaign involved populations with less than 2,100. Over the past few years, both of these engagement campaigns have brought in more than 500 new members and more than $180,000 in revenue, proving that IIMC is an attractive option to Municipal Clerks.

The efforts of the Membership Department have helped make the 2014 year-end membership figures exceeded the $1 million mark for the eighth consecutive year.

Administration Building - Headquarters
One out of the two offices at Headquarters is fully leased through 2017. We continue to search for our second tenant. The lease pays approximately 25 percent of the monthly mortgage with IIMC tackling the rest of the mortgage. However, with the rental of the second office, IIMC’s mortgage liability will be reduced to minimum payments.

One additional highlight in 2014 included increasing IIMC’s restricted building reserves to $24,000. IIMC remains proactive in maintaining the upkeep on the premises. Headquarters is in good shape, and the building was painted in November 2014.

A first in its history, IIMC now has accumulated $500,000 in a restricted reserve fund, which can only be used with the Board of Directors approval. This nest egg is imperative to non-profits since membership numbers tend to fluctuate and the economy takes a toll on renewals. This reserve is IIMC’s emergency account if ever needed. Getting to this figure a good year or two ahead of what the Board projected means there was a compulsion to reach financial health.

Thank to existing policies and processes that steer us in a positive direction. We’re diligent about administering the Organization’s finances. The 2014 Year End Budget ended with a profit of $204,000. When you think of the impact the economy has had on our membership and conference attendance these past years, IIMC’s financial accomplishments are a strong indication of an Organization’s collective efforts and willingness to adhere to a set budget, while continuing to broaden its horizons and provide members with valuable services.

National Highlights – Regions X and XI
This past year, IIMC recognized a few historical firsts -- Membership numbers in Region XI (outside North America) grew to an all time high with more than 7500 members with the Netherlands bringing in more than 400 new members. Thanks to many of our Region XI affiliates, IIMC held its first ever Region XI Symposium in Brussels, Belgium, attracting more than 100 attendees from the United States, England, Spain, Scotland, The Netherlands, Belgium, France, Israel, South Africa and Wales. IIMC’s 2016 Region XI Symposium is slated for summer 2016.

The 2014 year also witnessed IIMC President Young visiting the Alberta Municipal Clerks Association Annual Conference, another first for this Organization.

The Department hired Jane Anne Long, Ed.D., as its Director of Professional Development in January 2015. The Department continues to work on creating and developing new IIMC-approved online courses, webinars and to search for new methods of improving access to education programs for its members. Conference education sessions fall under this Department’s purview.

E-Communication – E-Briefings and News Digest
IIMC is averaging a 27% open rate on email announcements such as the weekly E-Briefings and News Updates. The industry association average is 18%. Our click rate is 23% (members clicking on links within the announcements) and our bounce rate is 5% (emails that bounce back to IIMC). We have 10,053 active contacts. These numbers depicts a membership that is engaged with their Organization.

IIMC’s web site continues to attract members. As IIMC becomes more proficient and knowledgeable about the legal implications of social marketing through social media, a dif- ferent avenue of communication is being imparted to the membership through Twitter, Flickr, Instagram and Facebook.

The 2015 Conference in Hartford, CT, was IIMC’s first 4-day annual conference. Although attendance just fell short of projections, the Conference was hugely successful in terms of its education programs. The four-day conference survey did not reveal an overwhelming response to return to a five-day conference; however, Delegates certainly appreciated one less night of hotel costs. IIMC looks forward to its 2016 Conference in Omaha, where it will celebrate its 70th anniversary.

In all, it’s an honor and a pleasure serving as your Executive Director.
Apr 16

Executive Director’s April 2015 Update

Posted on April 16, 2015 at 5:47 PM by Denice Cox

The 2015 first quarter has been a busy one for the Organization. First and foremost, IIMC hired Dr. Jane Anne Long as its Director of Professional Development.   It’s been nearly six years since IIMC had an Education Director. Dr. Long brings with her a wealth of experience and is familiar with IIMC, the Institute Programs and developing online education programs.  IIMC also hired Connie Parker, CPA, as our Finance Consultant. Connie oversees our monthly finances and works with staff to ensure financial compliance.  Other highlights include:

IIMC Constitution
IIMC’s revised Constitution is now available to read in the February and March online News Digest. It’s also on our web site.  The Constitution will be on the Agenda at the Annual Business Meeting in Hartford.

2015 – 2018 Incoming Board
Vice President — Mary Kayser, MMC, Ft. Worth, TX; Region I – Carol Anderson, CMC, Torrington, CT; Region III – Lisa Vierling, MMC, High Point, NC; Region IV - Diane Whitbey, MMC, North Little Rock, AR; Region V – Mary Johnston, MMC, Westerville, OH; Region VI — Pam DeMouth, CMC, Ankeny, IA; Region VII – Brian “Petie” Ruch, MMC, Beardstown, IL; Region IX – Tracy Davis, MMC, Keizer, OR; and Region XI — Jaap Paans, MMC, Rotterdam, The Netherlands. Bruce Poole, MMC, is replacing Sam Shippen, CMC, as Region XI Director.

2015 Study Abroad Program
The Program has 20 registrants ready to participate in this unique opportunity to learn and travel. The Program will focus on the New England region and conclude at the Conference in Hartford.

MCEF Education Funds – Giving Back to Members
Thanks to MCEF’s education funding, IIMC received a record 59 applications for the 2015 Conference Region Grants. This program allows two members to apply and receive complimentary Conference registration in Hartford.   MCEF’s CMC/MMC Scholarships received 40 applications for education funds to use toward Institute programs.

Online Courses
IIMC’s third online course, Ethics, with Captus Press was launched last month.   IIMC also makes available the University of Phoenix online courses as an online learning opportunity, another option for members to take advantage of online learning opportunities.

2015 Conference – Hartford, CT
For the first time in many years, IIMC sold out its two conference hotels within 60 days after publishing the information. We have added a third hotel. This year’s four-day conference will be exceptional with a full morning to late afternoon schedule.

Member Services
Member Services launched a recruitment program aimed at Small Municipalities (pop. under 2,100) Member Drive in January 2014. Today, the drive has brought in 168 new members.

Education Department Survey
The Department launched an education survey to all members last month regarding members’ education needs, demographics and more. The last time IIMC conducted a membership wide survey was in 2008.  The Department, working with the Education Resource Group, will use the information to create a report on IIMC Education that will be presented to the Board in May and later to the membership.

2020 Annual Conference RFP
The 2020 Annual Conference Request for Proposal is now available on our website.  Anyone interested in hosting an IIMC Annual Conference can contact Executive Director Chris Shalby or download and complete the RFP and return it to HQ.

Jan 21

Director of Professional Development

Posted on January 21, 2015 at 2:20 PM by Denice Cox

Executive Director's notes on how IIMC  decided on the Director of Professional Development position.

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