August 2019
Your monthly news & updates
Greetings NTMCA Members!

Can you believe it’s August?! Summer vacations are winding down. College students are moving into dorms. Youngsters are beginning a new school year. Everyone is moving forward and striving to accomplish new goals. What an exciting time! 
July Meeting Recap
Many thanks to Aimee Nemer for hosting our July joint meeting with the Lone Star Chapter. It was a pleasure gathering with another local chapter. We all loved the food and hospitality of our hosts. The meeting was a big hit with our guest speaker, Cynthia Cruz, Partnership Specialist in the Dallas Regional Census Office. She shared with us some valuable information about the upcoming 2020 Census. The Constitution requires the census and it’s your lawful duty to be counted. Census 2020 will be the first to allow online participation. Being counted also helps to ensure that your city gets a fair share of the $675 billion aid to federal programs, membership in the House of Representatives and representation in state government. Though the census is a massive undertaking involving hundreds of millions of people, it happens only once every 10 years. So the government hires extra hands specifically for the census. Go to or call 1-855-JOB-2020 to learn about the available positions – including clerks, recruiting assistants, office operations and field supervisors and census takers. These workers become the vital link to their fellow residents, supporting community initiatives involving legislation, quality-of-life and consumer advocacy. Businesses use census data to create jobs and local governments use the data for public safety and emergency preparedness.

Here are links to the Census documents from the meeting: 

Slate of Officers
The Nominating Committee presented the FY 2019-2020 Slate of Officers as follows during the July meeting:

Monica Solko (Lake Worth) – President
Traci Henderson (North Richland Hills) – Vice President
Erika McComis (Argyle) – Treasurer
Dianna Buchanan (Haslet) – Secretary
Tina Stewart (The Colony) - Historian
The Committee expresses their appreciation to all of those who applied and encouraged those who have not served in the past to consider submitting applications next year. The proposed slate of officers will be voted on during the August meeting.
With only two more meetings to go, the Board is wrapping up another eventful year. We appreciate our committee volunteers, host cities, supporters, and members. We are working with the Budget Committee to finalize next year’s budget, which will be voted on in September. 

Please consider volunteering for FY 19-20. President-Elect Monica Solko will be looking for volunteers to continue providing excellent service to our members. Please contact her with questions about how to serve,
~~Action Requested~~
Revisions to the Alyce Deering Scholarship Guidelines

The Alyce Deering Scholarship Committee is requesting a revision to the scholarship guidelines. Please review the memo - click here - and be ready to discuss during the upcoming August business meeting. If you are unable to attend the meeting, please forward your comments/suggestions to Tammy Dixon at

~~Action Requested~~
Bylaw Revisions

The Bylaw Committee has been working very hard to provide you with proposed amendments to the Bylaws. Thanks to all who have provided them with comments and/or suggestions. All should have received a recent email with information regarding the Bylaw Committee’s recommendations on amendments. The plan will be to review the Bylaws during the August meeting with a vote coming in September.

Working with Records Workshop

The Lone Star Chapter is hosting a records workshop September 4 in Garland.

Here is the link to their registration website:  TMCA Lone Star Chapter - Records Workday Registration

Thank you all for your support and continued service to our organization and each other!

Respectfully Yours,
Amy Shelley, President
Brief Reminders for Important Dates & Events
August 15, 2019 – Business Luncheon, Saginaw - REGISTER HERE
  • Guest Speaker: Gabe Reaume – Sister Cities Program
  • Vote on the FY19-20 Slate of Officers
  • Discuss proposed Bylaw amendments
  • Discuss the Preliminary FY19-20 Budget

August 22-23, 2019 – TMCCP Seminar – Legislative Update, San Marcos

September 11, 2019 – Business Luncheon, Euless
  • Guest Speaker: Kim Sutter, TMCA President – TMCA Update
  • Vote on Proposed Bylaw amendments
  • Vote on Proposed Alyce Deering Scholarship Guideline amendments
  • Vote on Proposed FY19-20 Budget
  • Administer Oaths to the FY19-20 Board

October 9-11, 2019 – TML Conference, San Antonio

October 16, 2019 – Business Luncheon, Bedford
  • Guest Speaker: Tana Travis - TABC

October 24-25, 2019 – TMCCP Graduate Institute, Fort Worth
Records Management Tip - Source Document Listing

If you are a city with decentralized records filing, have you ever thought of doing a source document listing with your city departments? This listing assists departments in knowing their records and how they are maintained. This listing is also filed with the records management officer and assists with records management for the city’s records.

This listing helps to determine if the records are part of a paper-lite program. If not, would the department be interested in reducing their paper footprint? Are some records scanned and a hard copy is kept as well, which is the official record? What is the retention and when do you destroy, CYE or FY?

Think about working with your city’s departmental liaisons to create a departmental source listing. This helps the records management officer of designee and the departments!

Traci Henderson
City of North Richland Hills
October Graduate Institute - President's Celebration

We hope you can join us as we celebrate Kim Sutter’s service as TMCA President. After Kim hands over the reins in October at the Graduate Institute in Fort Worth, you are invited to join us for an evening of dancing, laughs, and fellowship. This event is privately funded, but if you want to help, please consider purchasing a Super Clerk pin for yourself and others in your office. The cost is $5 per pin. Additional details regarding the event will be provided as the event gets closer. Please contact Alicia Richardson, phone 817-427-6061, , if you are interested in a pin.

Upcoming Events and Meetings
August 15 - NTMCA Business Luncheon - Saginaw - REGISTER HERE

August 22-23 - TMCCP Legislative Update - San Marcos

September 11 - NTMCA Business Luncheon - Euless

October 9 -11 - TML Conference - San Antonio

October 16 - NTMCA Business Luncheon - Bedford

October 24-25 - Graduate Institute - Fort Worth

North Texas Municipal Clerks Association | |

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

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

Treasurer: Traci Henderson , North Richland Hills | 817-427-6060

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

Historian:  Erika McComis , Argyle | 940-464-7273