TMCA Municipal Clerk's Office Achievement of Excellence Award

Municipal Clerk's Office Achievement of Excellence recipients

 

2022 applications will be accepted Jan. 1--March 15, 2022  |  Application Form  |  How to Apply  |  Video Instructions  |  Past Recipients

Municipal Clerk's Office Achievement of Excellence Award

The 2022 application period is Jan. 1, 2022, through March 15, 2022. Download the application form.

TMCA's Municipal Clerk's Office Achievement of Excellence Award was designed to recognize excellence in the effective and efficient management of resources in a municipal clerk’s office. The first recipients were awarded in 2020. The Achievement of Excellence Award covers a period of two years.

The Municipal Clerk’s Office Achievement of Excellence Award is open to all offices of Texas Registered Municipal Clerks and the municipality they represent.

Municipal Clerk's Office Achievement of Excellence Award recipients

Applying for the 2022 Award

It is required that each office submitting an application for the award have at least one staff person in the office who has achieved their Texas Registered Municipal Clerk designation by time of application. Application for the Municipal Clerk’s Office Achievement of Excellence Award requires a complete application packet (including all required documentation) and the application fee to be received by the TMCA office by the March 15 deadline to qualify for consideration.

TMCA’s Award of Excellence Committee will review entries for completeness. Incomplete applications will not be considered. A municipal clerk’s office will be awarded the Achievement of Excellence Award based on whether or not they met the criteria in nine of the twelve stated standards.The municipal clerk's office need not provide all services indicated in each standard, but shall include documentation demonstrating achievement of each standard selected. Once awarded, the Municipal Clerk's Office Achievement of Excellence Award covers a period of two years.

An application packet can be submitted from Jan. 1--March 15 (download application form here). The person submitting the application will be advised of the Committee’s decision no later than the first week of May.

 

Recent Recipients

TMCA's Municipal Clerk's Office Achievement of Excellence Award has been awarded to:

2021-2022:
City of Abilene, City of Angleton, City of Anna, City of Azle, City of Brownsville, City of Buda, City of Canadian, City of Carrollton, City of Coppell, City of Corpus Christi, City of Duncanville, City of Forest Hill, City of Garden Ridge, City of Greenville, City of Haslet, City of Irving, City of North Richland Hills, City of Quinlan, City of Rockport, City of Schertz, City of Shady Shores, City of Southlake, City of Victoria, City of Weatherford, and City of Wylie, Texas.

Past Recipients

2020-2021:
City of Allen, City of Alton, Town of Argyle, City of Austin, Town of Bartonville, City of Bedford, City of Euless, City of Farmers Branch, City of Fredericksburg, City of Graham, City of Hondo, City of La Porte, City of Livingston, City of Manor, City of Plano, City of Richardson, City of San Antonio, City of Stephenville, and City of Wichita Falls, Texas.
 

Video: How to Apply for the Award

 

 

Transcript:

Hello…your TMCA Board is so happy to provide this opportunity to showcase your office.  The Texas Municipal Clerks Office Award of Excellence is the culmination of your predecessors who have paved the way to recognize the municipal clerks office, much like the accreditation for the police department and GFOA for the finance department.  The goals of the award program is to recognize municipal clerk offices that meet certain professional requirements, promotion of the office, recognizing the office’s engagement with elected officials and community and demonstration of compliance with local, state and federal standards.

This application guideline is intended to assist you with your application submittal.

Slide 2 –

The guideline will walk you through the application process.  Beginning with the application, reviewing the standards, covering what types of documents qualify as substantiating documentation, submitting your application with supporting documentation and most importantly the deadline and responsibilities of the Award of Excellence Committee.

Slide 3 –

The application is located on TMCA’s website under the first tab labeled TMCA, Inc. When the drop list appears, select “Awards” and look for the Municipal Clerk’s Office Achievement of Excellence Award.

It is highly recommended you download the application guideline which includes the contact and application form.  As a reminder, the submittal period begins January 1 and continues through March 15th.  Please note this is a change from the previous years.  The achievement of excellence award covers a period of two years.  

The non-refundable fee of $100.00 shall accompany your application.  Payment is accepted on TMCA’s online portal or a check made payable to the Texas Municipal Clerks Association may be mailed to the office.  The address is located in the application guideline or on the website.

Most importantly, applications shall be submitted electronically to Dr. Amy Holt at amy.holt@unt.edu.

Slide 4

The next step will provide an overview of the standards outlined in the application and discuss various types of documentation that may apply to your city.  As each city is unique and the substantiating documentation may look different.  It is important to note that documentation is required to accompany your application.  


Slide 6

It is important to note that each municipality may have different documentation to demonstrate that they have met the records management standard.  The application form includes examples of qualifying items and is not intended to be an inclusive listing.   

A municipality is required by the Local Government Records Act to have three elements of compliance on file with the Texas State Library and Archives Commission, which include a records management policy, designation of a records management officer and adoption of local retention schedules.

You may contact your analyst to receive a copy of what is on file with the Texas State Library and Archives Commission.

A common question…do I need to provide documentation for each item listed on the evaluation of standards application form.  The answer is no…, but it is a good practice to provide more than one if you have it.

Slide 7

It is required that each office submitting an application have at least one staff person in the office whom has achieved their Texas Registered Municipal Clerk designation.  Qualifying documentation includes a copy of the certificate of graduation and/or recertification.  

A reminder to provide a copy of certificates and certifications.

Slide 8

The items listed on the slide is not an inclusive listing.  Please refer to the evaluation of standards application form.  For the purpose of this tutorial, the most common examples of qualifying items are provided.  

A hyperlink/url is not be sufficient.  An applicant shall provide a screenshot of the city’s website for their code of ordinances, website postings, agenda packets, minutes and portals that allow the public to search city documents.

As a reminder, the examples of qualifying items must be the responsibility of the municipal clerk’s office.  

Slide 9

Qualifying items to meet this standard could include a screenshot of the office’s webpage that outlines the responsibilities of the office, a copy of the job description, a copy of the joint contract or election notice postings.

Slide 11

Examples of qualifying items for the public information act include a copy of the ordinance or resolution appointing the municipal clerk as the city’s public information coordinator, a screenshot of the city’s public portal for citizens to request city documents, a copy of the municipal clerks job description or a screenshot of the municipal clerk’s office webpage that illustrates responsibility for responding to open record request.

Slide 12

Examples of qualifying items includes a certificate of completion from the Attorney General’s Office and copies of posted agendas or screenshot of agendas posted on the website or electronic posting board.

Slide 13

Qualifying items for boards and commission may include a copy of the municipal clerk’s job description, screenshot of the city’s webpage that aligns responsibility with the municipal clerk’s office, correspondence to board and commission members regarding appointments and or applications or training materials prepared by your office.

Slide 14

Please provides copies of standard operating procedures, training manuals or policies prepared by the municipal clerk’s office.

Slide 15

Each municipal clerk’s office is different…from general law to home rule, small, medium and large cities and one-person shop/department to a department of 3 or more.  As such, each city will have different qualifying items.  Please provide a copy of such responsibilities that are substantiated by a job description or screenshot of the office’s responsibilities on the website.

Slide 16

This is your time to shine.  Provide documentation of your innovative or streamline project championed or co-championed and implemented by the municipal clerk office.  

Slide 17

As an integral part of the cog in our organizations, training is important.  Please provide a copy of training material prepared and provided for your organization.  


Slide 18

Now that we’ve reviewed the 12 standards…it’s time to assemble and categorize your documentation.  

As a reminder, your application will require documentation for each standard you claim to meet.  Hyperlinks and URLs will not be accepted as substantiating documentation.  It is vital that all supporting documentation is included in your electronic submission or it will be considered incomplete.  

You are encouraged to review your submittal before emailing it to Dr. Holt, as no supplemental information will be accepted.

Information that is located on a city’s website can be captured with screenshots and pasted into a word document.  

Ideally, your submission will be one PDF with each standard bookmarked for ease of review by the committee members.  It is helpful to scan your items in order of the standards as listed on the application form.

Slide 19

Once you’ve reviewed your application for completeness, please email it to Dr. Holt along with your $100.00 non-refundable fee.  

Slide 20

You are highly encouraged to begin the process sooner than later.  It will take more time than you think to pull everything together.  The deadline is March 15th.

Applicants will be advised of the Committee’s decision the first week of May.