Scholarship Committee

Purpose

To determine, annually, the amounts of scholarship monies to be allocated to applicants whose full tuition needs are not met by their municipality and state associations for attendance at the New England Municipal Clerks’ Institute and Academy and the New England Association of City and Town Clerks’ annual conference.

Committee Members

The Joint Scholarship Committee shall consist of nine (9) members, one (1) from each of the New England states, who is currently serving as the Scholarship Chair for their State Association and three (3) committee members appointed by the NEMCI & A Board of Directors.  If any state does not have a scholarship chair, the President of that state association shall appoint a person to serve in this position. 

A Joint Scholarship Chair shall be nominated by the currently serving President of the NEACTC and confirmed by a vote of the Executive Board of NEACTC and Board of Directors of NEMCI & A.  The chair of the joint committee shall serve for a term of three (3) consecutive years.  This person shall also serve as the representative from his/her state in lieu of the state scholarship chair. 

All states shall notify the President of NEACTC and the NEMCI & A Board of Directors immediately upon the appointment of any new committee person. 

Allocation Funds

NEACTC

The treasurer of NEACTC will inform the joint chair of the scholarship money available at the annual NEACTC meeting held in March.  These monies shall be divided equally between the six (6) New England states. 

The six (6) NEACTC Chairs shall meet to allocate their allotted share of scholarship money no later than April 20th.  The Joint Chair will notify Scholarship Chairs of any remaining funds and reallocate these funds equally to States still in need of funding.  When all funds have been exhausted, the joint chair will forward applications still in need of funding to the Scholarship Chair of NEMCI & A along with a spreadsheet of all funds awarded.  This shall also include a list of State, County and local funding.  This information shall be forwarded to NEMCI & Academy Scholarship Chair no later than April 25th. 

The Joint Chair shall notify applicants either in writing or by electronic means, notice of scholarship monies awarded or denied by NEACTC.

NEMCI & A 

The treasurer of NEMCI & A will inform the Joint Chair of scholarship money available no later than the third (3rd) week of March. 

The NEMCI & A Scholarship Chair and Committee (Appointed according to NEMCI & A By Laws) shall meet no later than May 5th to allocate NEMCI & A scholarship funds.  Scholarship monies shall be divided equally between the six (6) New England states.  Funds will be reallocated equally to those states with applicants still in need of funding until all funds have been exhausted.  Any unused funds shall be returned to the scholarship line item. 

The Scholarship Chair shall notify the Joint Chair, by mail or electronic means, notice of scholarship monies awarded or denied by NEMCI & A no later than May 10th.

Job Description - State Chair

  1. It shall be the job of the State/NEACTC Chair to receive and review the applications from their states, cities and towns.

  2. The State/NEACTC Chair will note the amounts the State, County and local Associations, IIMC and the amounts applying clerks’ cities and towns will contribute on the application forms.

  3. The State/NEACTC Chair will forward all applications to the Joint Chair to be received no later than April 10th.

  4. The State/NEACTC Chair will forward a spreadsheet of all scholarship monies awarded to the Joint Chair and to the Scholarship Chair of NEMCI & A. 

Job Description - Joint Chair

  1. It shall be the job of the Joint Chair to update and design the scholarship application form and criteria.

  2. It shall be the job of the Joint Chair to contact the editor/webmaster of the NEACTC newsletter/website no later than January 15th with a copy of the updated application for scholarship for insertion in the newsletter and posting on the web-site.

  3. The Joint Chair shall set the final date for applications to be submitted to him/her by the State Chairs as April 10th.  Applications received after this date shall be returned with a letter of denial from the Joint Chair.

  4. The Joint Chair shall review and confirm that all required criteria on the applications have been met.

  5. The Joint Chair shall call a meeting of the NEACTC Chairs to allocate funds within ten (10) days of the April 10th deadline.

  6. The Joint Chair shall prepare and transmit a final spreadsheet to all State Chairs for their approval before forwarding to NEMCI & A for further funding.

  7. The Joint Chair shall forward the applications of those still in need of funding to the NEMCI & A Scholarship Chair no later than Apri1 25, along with a spread sheet of all monies awarded to applicants.

  8. The Joint Chair will notify the Treasurer of NEACTC and the Treasurer of NEMCI & A of all scholarships awarded no later than May 15th.

  9. The Joint Chair shall send out notification letters by mail or electronic means to all applicants informing them of funding received from NEACTC and NEMCI & A no later than May 20th.

  10. The Joint Chair shall send rejection letters to those applicants that do not meet criteria or where monies were insufficient to fund.

  11. The Joint Chair shall be responsible for awarding Conference Assistance monies and notifying applicants.

Job Description NEMCI & A Chair

  1. The NEMCI & A Scholarship Chair shall call a meeting of the scholarship committee to allocate funds for scholarships no later than May 5th.2.

  2. The Scholarship Chair shall update the spreadsheet provided by the Joint Chair in regards to funds allocated by NEMCI & A.

  3. The Scholarship Chair shall notify the Joint Chair of monies allocated and applications denied, with the reasons for the denial, no later than May 10th.

Scholarship Criteria

  1. The Executive Board shall determine, annually, the amount of scholarship monies to be allocated.  Scholarships are only for those applicants who have been denied funds from their municipalities.

  2. The Joint Scholarship Committee shall consist of a committee made up of members appointed by the President of the New England Association of City and Town Clerks and the Chair of NEMCI & A Board of Directors.

  3. Scholarship money from both sources shall be combined and allocated to applicants as agreed by the committee, with the exception of funds specifically earmarked and in the possession of the New England Municipal Clerks Institute & Academy Board of Directors.

  4. The NEACTC President appoints a Joint Scholarship Chair to serve for three (3) years. 

  5. Scholarships shall be awarded to students attending the New England Municipal Clerks Institute and Academy.

  6. Scholarship awards will be limited to one (1) person per office with the clerk having the first preference.

  7. Applicant must be a Municipal Clerk or Deputy/Assistant Municipal Clerk.

  8. The Joint Scholarship Committee will give priority to first year Institute students.

  9. The applicant must be a current member of his or her state association.

  10. The applicant must have been a member of the NEACTC for over one (1) year.

  11. The applicant shall disclose at the time of application they have applied for IIMC funds.

  12. The applicant must have requested funds from his/her Municipality and include a letter of denial for such funds.

  13. Any of the above may be amended by a vote of the NEACTC/NEMCI & A Joint Scholarship Committee: with ultimate confirmation by the NEACTC Executive Board and the NEMCI & Academy Board of Directors

Scholarship Process

  1. Applicants shall after (denial from Municipality) send this application to their State Association for funding.

  2. Applicant shall include a letter of denial from their Municipality in order to be considered.

  3. Applicant shall include funding amounts from any and all sources (State, Local, County etc.) along with the name of the organization(s) providing funds.

  4. The deadline for filing an application with the Joint Scholarship Chair is April 10th.

  5. The Joint Scholarship Chair will notify the applicant, the Treasurer of the NEACTC, and the Treasurer of NEMCI & A by May 15th.

Fall Conference Assistance

The Joint Chair shall be responsible for awarding conference assistance money.  Applications shall be submitted to the Joint Chair forty-five (45) days prior to the conference.  The NEACTC treasurer shall inform the Joint Chair as to the amount of and availability of funds sixty (60) days prior to the conference.  A maximum amount of fifty dollars ($50.00) will be awarded for each applicant meeting criteria for assistance.  Preference will be given to first time attendees.

Criteria For Assistance

  1. Applicant must have a financial need due to lack of funding from their municipality.

  2. Applicant must be a member of NEACTC for one (1) year.

  3. Preference will be given to first time attendees.

  4. A full list of the individuals awarded assistance shall be sent to the Treasurer of NEACTC and all State NEACTC Chairs at least thirty (30) days prior to the conference.

  5. Any of the above may be amended by a vote of the NEACTC Scholarship Committee: with ultimate confirmation by the NEACTC

Process For Assistance

  1. Applicant must file a letter of financial need to the Joint Scholarship Chair no later than forty-five (45) days prior to the conference.

  2. Applications will be reviewed by the Joint Scholarship Chair within (ten) 10 days of the forty-five (45) day deadline.

  3. Preference will be given to first time attendees.

  4. Applicants will be notified thirty (30) days prior to the conference.

Kathy Larkin

New England Joint Chair

Southington, CT

Sally Kellar

Member of Scholarship Committee

Bedford, NH

Tammy Legacy

Member of Scholarship Committee

Roxbury, VT

Keisha Phillips-Brown

Member of Scholarship Committee

Town of New Shoreham

Dorothy A. Powers

Member of Scholarship Committee

Westwood, MA