PRESIDENT’S MESSAGE
URGENT ELECTION
IT’S FUN TO VISIT CITY HALLS ON VACATION, RIGHT?
A MESSAGE FROM YOUR BOARD SECRETARY
MENTOR PROGRAM UPDATE
CMCA LEGISLATIVE UPDATE: SB 707 MOVES TO GOVERNOR’S DESK & UPCOMING WORKSHOP
SPOTLIGHT ON CMCA MEMBER BENEFITS:
LEGISLATIVE AFFAIRS PROGRAM
APPLICATIONS FOR NEW PROFESSIONAL DEVELOPMENT COMMITTEE
PROFESSIONAL DEVELOPMENT SURVEY RESULTS
PERSPECTIVES IN PRACTICE
SHARE YOUR OFFICE FUN, SPOOKY, SILLY & CREATIVE HALLOWEEN PHOTOS!
BYLAWS
CMCA MERCH STORES
ASHTON R. AROCHO, MMC | PRESIDENT
Welcome, foolish mortals…
October has arrived, and just like the Haunted Mansion, our work this season is full of moving parts, unexpected surprises and just the right amount of scary (I mean, magic). We’re all navigating the twists and turns of our own “spooky” rides – but with the skill and dedication that make CMCA members shine.
This month is a time for creativity, teamwork, and maybe even a little fun amid the busy schedules. Whether you’re organizing a community event, supporting your City Council, or tackling an end-of-year deadline, remember that CMCA is here as your crew of “happy haunts” to help you along the way.
CMCA is hard at work behind the scenes (as always!), advancing our Association, updating processes, and ensuring your Board of Directors is representing you with integrity and vision. During the recent September Board meeting, the Board of Directors unanimously approved the call for a Special Election regarding proposed changes to the Association Bylaws. These changes are designed to modernize the bylaws, strengthen ethical standards, and support effective governance. They also reflect CMCA’s ongoing commitment to its members by creating stronger leadership pathways, clarifying roles and responsibilities, and ensure that the Board can operate effectively and responsibly. These changes will help position CMCA to continue empowering municipal clerks across California through meaningful leadership, professional development, and service to the profession. More information on the Bylaw amendment and Special Election can be found in an article from your Nominating Committee Chair.
As September came to an end, I had the honor of representing you – and all of CMCA - at the Oregon Municipal Record’s Association Annual Conference in Eugene, OR! This conference was a wonderful opportunity to connect with colleagues from Oregon and network with other State Presidents in our IIMC Region. It was a privilege to carry your voices – California -into this space.
The sessions covered a wide range of topics – from technical skills to leadership development – and featured panels of knowledgeable, engaging professionals. A highlight of the event was hearing from Oregon Secretary of State Tobia Read, who joined the opening ceremony to thank Oregon Recorders for their passion and dedication to their communities.
As the fog rolls in and the calendar speeds toward the year’s finish line, let’s lean on each other, share our best tricks and treats, and keep that pixie dust handy for the moments we need it most.
Here’s to a frightfully fantastic October! Your Ghost Host (President)
CMCA OCTOBER 2025
VOLUME 26 ISSUE 9
NOTICE OF MEASURE, CALL FOR ARGUMENTS, AND PROPOSED BALLOT MEASURE TEXT, TITLE AND SUMMARY
NOTICE IS HEREBY GIVEN that Measure25-A was received by the Nominating Committee Chair on September 29, 2025, by action of the CMCA Board, to be submitted to all CMCA Members during an Urgent Election.
Arguments for or against the proposed measure must be filed with:
Susan Blankenship, City Clerk or sblankenship@cityofslt.gov
City of South Lake Tahoe
Nominating Committee Chair 1901 Lisa Maloff Way South Lake Tahoe, CA 96150
The deadline to file arguments for or against the proposed measure is October 28, 2025.
ARGUMENTS SHALL:
• Be submitted by Voting Members only
• Be on a form available from the Nominating Committee Chair
• Be no more than 200 words
• Include the title of the measure, the date the argument was submitted, and the name and signature of Voting Member
• State if the argument is in support or opposition of the measure
• Be uniform in size and spacing
• Contain the original signature(s) of the Voting Member(s) submitting the argument
PROCEDURES FOR ARGUMENTS:
• Only one argument for and one argument against each measure shall be printed.
• In the event more than one argument for or against a measure is submitted, it shall be the duty of the Nominating Committee Chair to determine which statement shall be published in the following order:
1. Association Executive Board
2. Committee of the Executive Board
3. Division Executive Board
4. Individual Voting Member
• In determining the statement to be published, the Nominating Committee Chair shall consider the clarity of the language and comprehensiveness of content.
• The name(s) of the Voting Member(s) submitting the argument shall be printed with each argument.
• Not more than five (5) Voting Members’ names shall be printed with each argument.
• Arguments may not be withdrawn after submittal to the Nominating Committee Chair. Electronic ballots will be distributed no later than November 26, 2025, and must be submitted to the Nominating Committee Chair no later than December 26, 2025
Dated: September 29, 2025
Susan Blankenship, City Clerk Nominating Committee Chair
Shall the California Municipal Clerks Association (CMCA) amend its Bylaws to modernize governance, clarify roles and responsibilities, and strengthen leadership pathways for the Board of Directors as proposed by the Board of Directors?
The Board of Directors of the California Municipal Clerks Association (CMCA) proposes amendments to the Association’s Bylaws to modernize governance by eliminating the region structure, clarify the roles and responsibilities of Board members, strengthen leadership pathways, and reinforce ethical standards. The amendments are intended to support effective and responsible Board operations and ensure continued leadership, professional development, and service to the municipal clerk profession.
Members will vote Yes to approve the proposed amendments or No to reject them.
see redlined bylaws at the end of this document
CMCA OCTOBER 2025
VOLUME 26 ISSUE 9
BRITT AVRIT, MMC | 2ND VICE PRESIDENT
I’m pretty sure I’m not the only Clerk who believes it’s fun to visit local City Halls when on vacation. A friend of mine told me it’s in our blood and I think she’s right!
I made it a point to stop in to chat with a City Clerk in Alaska when on a cruise, and recently, when on vacation with my mom to visit family in Sweden, I was lucky to have a meeting with the Vice City Director in Helsingborg Sweden. We had a great discussion chatting about the government structure in Helsingborg and Saratoga. It was fascinating to talk to him. He also gave me a tour of the Council Chambers and the Assembly Hall for the Municipal Executive Board and City Council. The Town Hall is absolutely beautiful and when I left the building I had tears in my eyes. Since the building isn’t open to the public, I felt truly honored to have the opportunity to see inside.
I was also lucky to visit the City Hall of my mom’s hometown of Jönköping, Sweden. She grew up living at the school where her dad was the superintendent and it was across the street from City Hall. Am I one of the few crazy Municipal Clerks who visit City Halls when on vacation? How many of you will admit they visit them too?
Britt Avrit, MMC, City of Saratoga, City Clerk CMCA 2nd Vice President bavrit@saratoga.ca.us
DEBRA BLACK, MMC | BOARD SECRETARY
Hello Members, We’re excited to share updates from the board’s September 16, 2025 meeting. From bylaw amendments and new policies to conference planning and legislative monitoring, there’s a lot happening! Below is a detailed recap.
The board is moving forward with proposed changes to board terms, committee structures, and vacancy procedures. Members will have the opportunity to vote on these updates in a special election—stay tuned for details!
2. STANDING COMMITTEES
Committees will be clearly defined in the bylaws, while giving the board flexibility to create additional committees as needed.
The board has approved switching to the “Your Membership” platform for upcoming elections. This new system will streamline the voting process, prevent duplicate votes, and require members to log in for ballot access. Support and reminders will be provided to help members access their accounts and participate in the election.
The call for proposals is now open! Members are encouraged to submit session ideas and help shape this year’s event.
The board is closely monitoring key legislative developments, including SB 707, and will provide members with educational resources as needed.
Thank you for your continued engagement and support!
CMCA OCTOBER 2025
VOLUME 26 ISSUE 9
BY CANDICE ALVAREZ, MMC | MENTOR DEVELOPMENT DIRECTOR
Happy October, everyone! The pumpkins are out, the air is crisp (well, in some parts of California!), and spooky season is officially here. For me, October always feels a little like a trip to Disneyland during Halloween Time — colorful, magical, and full of energy. And just like Main Street decked out with Mickey pumpkins, our mentor program is full of life and excitement this month.
First, I am proud to recognize the following individuals who have earned their Certified Municipal Clerk (CMC) and Master Municipal Clerk (MMC) designations since last month’s issue. These achievements represent significant dedication, hard work, and a commitment to professional growth.
Christiana Kalawa
Deputy City Clerk City of Riverside
Anzhelika Simonenkova Clerk of the Board Sacramento Employment and Training Agency (SETA)
Kristen Epolite
Deputy City Clerk City of Campbell
Lisa Roxanne Faber City Clerk City of Palmdale
Vanesa Alvarez Administrative Assistant City of Lawndale
Congratulations to each of you on reaching these incredible milestones! Your accomplishments inspire others in our community to pursue their own professional goals.
This month, I’m thrilled to announce a new addition to our mentoring “team of heroes.” Please join me in welcoming Kami Noriega - Town of Yountville, as CMCA’s first-ever Deputy Mentor Development Director! Kami has spent nine years in the Clerk’s Office and is ready to take on this magical new role. She’s a whiz with spreadsheets (think Genie granting three wishes in Excel formulas), and she’s no stranger to virtual meetings, which will help keep our program running smoother than a ride on the Monorail.
Though she’s a newer mentor, Kami had a great experience as a mentee with our own Professional Development Director, Holly Charlety, and she’s bringing that same spark of encouragement and energy into this position. As Deputy, she’ll help with mentor check-ins, updating the Mentee Matrix, assisting with trainings, and making sure our mentors and mentees get the recognition they deserve. I couldn’t be more excited to have her by my side.
Attention CMCs and MMCs! Ready to add a little mentor magic to your journey? Join our next New Mentor Training on Tuesday, October 7, 2025, from 2:00 p.m. to 3:00 p.m. This online session is your key to becoming an official mentor; no stretching portraits or ghostly hitchhiking required! Don’t let this enchanting opportunity vanish. Click here to register!
Our August Nuts & Bolts training was a huge success, with 100 participants attending. Since the last issue, we now have 23 of the 38 members who attended who opted in to join the Mentor Program. I am still actively working to thoughtfully match them with fairy godmothers/godfathers, ensuring they have the guidance and support they need as they continue on their clerk journeys.
As we dive into spooky season, let’s remember: mentorship isn’t scary. It’s empowering! Together, we’re creating a community as magical as Disneyland itself and as strong as the ties that connect us.
So grab your pumpkin spice latte, put on your Mickey ears, and let’s keep building the future of our profession, one mentor-mentee connection at a time.
CMCA OCTOBER 2025
VOLUME 26 ISSUE 9
KERRY BIGELOW, MMC | DIRECTOR OF LEGISLATIVE AFFAIRS
SB 707 MOVES TO GOVERNOR’S DESK
In a surprising turn at the close of session, SB 707 (Durazo), the Brown Act bill that, among other things, would require public agencies to provide remote public comment, was revived late in the legislative process and passed both the Assembly and Senate. The bill is now on the Governor’s desk, with an action deadline of October 13, 2025.
SB 707 has changed significantly since its introduction in February. Importantly, the bill now includes a delayed implementation date of July 2026, a key amendment CMCA strongly advocated for.
If signed into law, CMCA will provide resources to help members understand and comply with the new requirements, preparing clerks to navigate the changes and guide their agencies effectively.
This outcome underscores the unpredictable nature of the legislative process, where a bill can shift course even at the very end of session. CMCA will continue closely monitoring the Governor’s action and keep you updated.
STRENGTHENING THE CLERK’S ROLE IN PUBLIC POLICY:
UNDERSTANDING LEGISLATION, LOBBYING & LEGAL RESEARCH
October 30, 2025 | 10:00 AM – 2:30 PM Fee: $125 Member | $225 Non-Member Approved for 1.1 CMC/MMC Points Register Here
Join us for a practical workshop designed to equip municipal clerks with essential skills to navigate California’s legislative and regulatory landscape with confidence.
This two-part session will cover:
• How a bill becomes law, the role of committees, and how CMCA’s legislative program advances advocacy goals
• How to track legislation, interpret status updates, and evaluate when to support, oppose, or seek amendments
• Strengthening regulatory research skills using resources such as the Brown Act, Political Reform Act, Public Records Act, Election Code, and FPPC regulations
• Guidance on when to consult these laws, involve legal counsel, and seek external resources
Seasoned clerks will also gain advanced strategies for influencing policy, managing complex legislation, and providing compliancefocused guidance while respecting the Clerk’s non-legal role.
PRESENTED BY:
• Daniel Carrigg, Daniel Carrigg Consulting
• Kerry Bigelow, MMC, CMCA Legislative Affairs Director, City of Chula Vista City Clerk
• October 13: Last day for the Governor to sign or veto bills (extended from 10/12 due to a rule waiver)
• January 1: Effective date for legislation signed into law in 2025, unless otherwise specified
• January 5: Legislature reconvenes for the second year of the 2025–26 session
• January 2026 (date TBA): CMCA Legislative and Legal Recap
We look forward to supporting you with the resources needed to adapt to new legislative requirements and deepen your understanding of California’s policymaking process. For the most current information on SB 707 and other legislative developments, please continue to check CMCA’s Legislative Alerts, our fastest way to keep members informed of breaking updates and resources that may affect your agency. For questions or assistance, please contact me at kbigelow@chulavistaca.gov
2025 VOLUME 26 ISSUE 9
JENNIFER WOODWORTH, MMC | DIRECTOR OF MEMBER SERVICES
I’m back again to highlight more of your benefits as a CMCA member. This month we’re looking deeper into the Legislative Affairs Program that provides CMCA members access to legislative analysis, support, and a dedicated lobbyist.
Did you know CMCA has its own lobbyist to advocate on behalf of municipal clerks throughout California with our Sacramento legislators? California Public Policy Group (CPPG) is CMCA’s lobbyist and has been especially busy the last several months as potential modifications to the Brown Act (SB 707) worked their way through the California Senate, Assembly, various committees, and now to the Governor’s desk. CMCA Legislative Director Kerry Bigelow, CPPG, and the active CMCA Legislative Committee have been following this bill and its potential impact on each of us in the clerk profession. Working directly with legislator offices, testifying at committees, and providing position letters for member use, the CMCA Legislative Committee works diligently to advocate for CMCA and keep its members informed.
In addition to its lobbyist work, CPPG and Director Bigelow provide webinars throughout the year that are free for CMCA members. Webinars are held each January to review new laws and review the New Law Handbook, each summer to provide legislative updates, and as needed throughout the year to provide updates and receive feedback on the legislative priorities of CMCA members. CPPG also provides a monthly legislative update and a monthly update on bills being tracked on CMCA’s behalf.
Starting this month, CMCA will also be offering an annual workshop to help equip municipal clerks with essential skills to understand California’s legislative and regulatory landscape with confidence. The virtual workshop will be held on October 30, and registration is available online. As with all CMCA training opportunities, CMCA members receive a discounted registration rate.
To learn more about the CMCA Legislative Program and view the latest updates, log in to your CMCA account, and visit the Legislative Updates page
WELCOME TO OUR NEWEST MEMBERS!
Victoria Rossi
City of Morgan Hill
Aileen Carreon OIAA
Rosanna Yee San Mateo
Michelle Martinez
Emily Bodkin
Barbara Mauro
Daisy Hermosillo
Jennifer Paolozzi
Monica Moreno
Christopher Chang
Jessica Reifschneider
Katherine Dary
City of Monterey Park
City of Redondo Beach
San Benito County Water District
City of Riverside - City Clerk's Office
City of Tehachapi
City of Dana Point
City of Union City
San Diego County Water Authority
City of Buellton
Maria Chavez City of Barstow
Vionna Lin
City of Los Banos
Andrea Colunga-Lopez City of San Luis Obispo
TOTAL MEMBERS: 1143
CMCA OCTOBER 2025 VOLUME 26 ISSUE 9
HOLLY M. CHARLÉTY, MMC | PROFESSIONAL DEVELOPMENT DIRECTOR
HOLLY M. CHARLÉTY
The Board of Directors is actively discussing education needs of our members. In an effort to increase volunteer participation, at the Board meeting on September 16, 2025 the policy for CMCA Committees was updated. This change included a modification to the structure and responsibility of the Professional Development Committee (PDC).
Moving forward, the Professional Development Committee (PDC) will function as a working committee responsible for coordinating and facilitating local and virtual education workshops, the Nuts and Bolts Program, and the Athenian Dialogue Program. The committee will also evaluate and provide recommendations on all education programs to support the professional development goals of municipal clerks.
Members may earn 1 CMC/MMC Committee point per fiscal year by serving on the PDC, provided they lead the facilitation of at least one event during that fiscal year. If you are looking for a meaningful way to get involved—or are already engaged in education efforts—we encourage you to submitting an application. For more information, please contact the Professional Development Director at pdd@calclerks.org
HOLLY M. CHARLÉTY, MMC | PROFESSIONAL DEVELOPMENT DIRECTOR
RESULTS ARE IN — and I cannot emphasize this enough: THANK YOU to all of our members who responded to the recent education survey! We received 160 responses, which is an outstanding turnout compared to prior surveys. Your feedback is already making an impact:
• Annual Conference: Survey insights helped shape this year’s Call for Proposals,
• Now open through October 15. If you haven’t already, take a look and consider submitting!
• Athenian Dialogue Program: Book recommendations and input have been shared directly with the Athenian Dialogue Committee.
• Education Workshops & Networking: Your ideas are guiding the design of upcoming training opportunities and new ways for members to connect. We’re also excited to welcome members who expressed interest in volunteering to support these goals.
A snapshot of the survey results is available. If you have any questions, please reach out to pdd@calclerks.org
CMCA OCTOBER 2025
VOLUME 26 ISSUE 9
LUCINDA WILLIAMS, MMC, CITY CLERK, CITY OF FULLERTON
Autumn is here - leaves change to fall colors, brisk weather returns, PSL-flavored everything has hit the shelves and the Halloween decorations come out of the attic. Sweater weather is the perfect time to cozy up with your records and audit your management program because you don’t want a starring role in your own records management horror story this Halloween.
Let’s share some cautionary tales of real-world records management gone bad that would frighten event the bravest of souls. (Identities withheld to protect the innocent and leave the skeletons of the guilty in the closet.)
Imagine an agency that timely and legally destroys original records because the municipal clerk has implemented an frightenly-effective records management and records training program. But, one gremlin (actually a very well-intended employee with records separation anxiety) in the agency has kept a ghostly copy of a record that they should have exorcised, I mean, destroyed at the same time as the properly destroyed original. This is already a records management nightmare but wait – it gets worse. Now imagine a monster comes to the front counter (my legal team advises me to declare that the real person in this story is not a monster but is, in fact, a delightful person in all respects – but this is a scary tale, so work with me here) and makes a public records request for the document in question. Since the agency has a copy of the record, it must provide the document to the monster (very nice requestor) even though it cast out (destroyed) the original. Here’s where you cue the scary music because (dun dun dun)… the document is cursed with a miscalculation indicating the agency underpaid a housing program years ago. The monster (lovely person requestor) successfully sues to recoup the missing funding to the eerie tune of $10 million dollars! (Feel free to read that in the Dr. Evil voice from the Austin Powers movie. Bonus Halloween candy if you also had your pinky finger at the corner of your mouth.) If the gremlin (very nice employee) holding the copy had just banished it along with the original, the mistake would have remained forever buried in the graveyard of legally destroyed records (aka the shredding machine). Instead, the lone soul responsible for costing the agency a multi-million dollar payout was eternally tormented by this ghastly mistake. So remember to expel ALL copies when you destroy original records, hard copy, electronic and supernatural, lest your agency be haunted by the ghosts of records past.
Does your agency have a public portal? No, not a portal to an alternate haunted dimension – though that would make a great scary tale – but we’re talking about the kind of portal for sharing documents with people outside your organization – maybe Dropbox or OneDrive? Does your agency cast spells over its use – maybe with policies and procedures (and/or tomes) governing who can use it, what goes in it, how it’s used and who can view what’s in there? Does your agency provide staff training? Has your IT staff turned into zombies and give any employee access on request without any other authorization? Does anyone monitor what is public facing in the portal? One agency used Dropbox to share documents that exceeded the agency email attachment size limits but had no policy, procedure, spells, authorization process, zombie fighters or monitoring in
place, despite the sage agency clerk warning it was a bad idea - much like the wise elder trope in a horror flick warning characters not to go into that corn field, follow that red ballon to the sewer, play that videotape, visit that pet cemetery, go to Crytal Lake summer camp or vacation with your friend Ash in a remote cabin. (For non-horror film fans - none of those scenarios ended well.) And neither did this real life situation.
As one could predict (or as the legend forewarned), a well-intended but not so tech savvy employee shared personnel and other privileged documents with an attorney though the public portal…without changing the default public access. And just as every horror story has an antagonist (aka gadfly) that terrorizes its victims (again, work with me here – this agency’s concerned citizens are lovely people but I need you to suspend disbelief a bit to make this analogy fit), this gadfly stumbled across confidential documents containing personal identifying information for agency employees. Exposing employees to identify theft and any curse an evil wizard might cast upon them. This put the agency in a petrifying pickle as not only did the employees threaten to take legal action against the agency for exposing their personal information but, simultaneously, the gadfly sued the agency which threatened penalties for not returning documents that it inadvertently posted publicly. Long scary story, short –the agency ended up settling lawsuits with tens of thousands paid out for its mistake. Remember just as garlic keeps the vampires away, good governance and training before using any process involving personal and/or confidential information keeps the lawsuits away.
So be your agency’s ghostbuster - review your records management practices this fall and make sure your program is no tricks and all treats.
Want to spook us with a records horror story of your own? Visit IIMC’s Facebook page and tell us all about it with the hashtag #RMHorrorStories. We look forward to haunting….er… hearing from you (muah ha ha)!
CMCA OCTOBER 2025
VOLUME 26 ISSUE 9
CALIFORNIA MUNICIPAL CLERKS ASSOCIATION
(Incorporated November 29, 1977, Corporate No. 832616) (As Amended September 3, 2015, October 16, 2019, September 22, 2021, March 20, 2023, and December 12, 2024)
ARTICLE I NAME
The name of this organization shall be the CALIFORNIA MUNICIPAL CLERKS ASSOCIATION, hereinafter referred to as the “ASSOCIATION”. (Amended 12/24)
ARTICLE II PURPOSE STATEMENT
We empower Municipal Clerks through development and connections.
3.1
Primary Members
Any appointed or elected Municipal Clerk or appointed Assistant or Deputy Municipal Clerk, or other similar position, representing a City, County, Special District, Town or other local public agency in the State of California shall be eligible for Primary Membership. (Amended 7/09, 3/23)
3.2
Voting Members
All Primary Members shall be Voting Members. (Amended 3/23)
3.3
Lifetime Members
Lifetime Membership shall be conferred upon any person who requests such membership and who, in the opinion of the Member Services Director, fulfills all of the following criteria:
a. Has retired from a public agency after serving within the Municipal Clerk profession and has been a member of this ASSOCIATION for more than 20 years.
b. If a Lifetime Member becomes eligible to be a Voting Member, the Lifetime Member’s status is suspended. (Added 9/04, Amended 4/10, 10/19, 3/23)
3.4 Restriction
Voting Members shall be eligible to vote or hold office in this ASSOCIATION, provided that member’s dues are paid for the current year. (Amended 10/19)
4.1 Voting Members
Annual dues per Voting Member shall be payable on July 1. The Board of Directors will review and set dues annually as part of their budget responsibilities. (Amended 2/98, 4/10, 9/21, 3/23)
4.2 Lifetime Members
Lifetime Members shall renew their membership by July 1 each year. All Lifetime Member benefits and/or potential dues shall be set by the Board of Directors. (Amended 4/10, 10/19, 3/23)
Annual dues of Voting Members shall be paid to the ASSOCIATION. Said dues shall be distributed as necessary for education and scholarship related needs in a manner that ensures equal benefit for all members of the ASSOCIATION. (Amended 4/10, 9/15, 10/19)
Effective April 2026, the officers of the California Municipal Clerks Association shall be the President, 1st Vice President, 2nd Vice President, Immediate Past President, Recording Secretary, Treasurer, and the Directors of Communications, Conferences, Legislative Affairs, Member Services, Mentor Development, Professional Development and Scholarships/ Fundraising, respectively. (Amended 9/21, 3/23)
Each Board Member shall have one vote. The Board of Directors shall meet at least semi-annually upon call by the President, or by a majority of the members of the Board of Directors. Special meetings of the Board of Directors may be called pursuant to Section 10.3. (Amended 9/21)
The Board of Directors shall make recommendations regarding proposed amendments to these Bylaws; shall supervise the affairs of this ASSOCIATION and devise measures for its growth and usefulness; shall make or confirm all appointments to fill vacancies; shall transact business in the interim between ASSOCIATION meetings and shall report on its actions at the Annual CMCA Conference. (Amended 4/92, 10/95, 10/99, 4/10, 9/15, 10/19, 9/21, 3/23)
The terms for the officers are as follows:
• One-year term:
• President
• 1st Vice-President
• 2nd Vice-President
• Immediate Past President (Amended 10/19, 9/21, 3/23)
• Three-year term:
Recording Secretary (The current term is extended by one year, expiring in 2028. Thereafter, the office shall be elected to three-year terms.)
• Treasurer (The term shall expire at the 2026 election. Thereafter, the office shall be elected to three-year terms.)
• Director of Communications (The current term is extended by one year, expiring in 2027. Thereafter, the office shall be elected to three-year terms.)
• Director of Conferences (The current term is extended by one year, expiring in 2027. Thereafter, the office shall be elected to three-year terms.)
• Director of Legislative Affairs (The current term is extended by one year, expiring in 2028. Thereafter, the office shall be elected to three-year terms.)
• Director of Member Services (The term shall expire at the 2027 election. Thereafter, the office shall be elected to three-year terms.)
CMCA OCTOBER 2025
VOLUME 26 ISSUE 9
• Director of Mentor Development (The term shall expire at the 2026 election. Thereafter, the office shall be elected to three-year terms. )(
• Director of Professional Development (The current term is extended by one year, expiring in 2028. Thereafter, the office shall be elected to three-year terms.)
• Director of Scholarships/Fundraising (The term shall expire at the 2026 election. Thereafter, the office shall be elected to three-year terms.) (Amended 10/19, 9/21)
The President, 1st Vice President and 2nd Vice President may not be elected to consecutive terms. All other officers may be elected to consecutive terms with no limitations thereon. (Amended 9/21, 3/23)
Any Officer who fills an unexpired term for any length of time due to a vacancy occurring after installation at the Annual CMCA Conference shall be eligible to be nominated and elected to the same office for a full term. (Amended 9/15, 10/19, 3/23)
Each Board Member shall perform the duties of the office as described in the list of the Board Policies and Procedures and related job descriptions. The Policies and Procedures and job descriptions may be modified from time to time by a majority vote of the Board of Directors present at any official meeting. (Amended 10/99, 9/15, 9/21)
5.4 Restrictions of Officer Duties
Officers of this ASSOCIATION may not hold multiple positions on the Board of this ASSOCIATION simultaneously. (Amended 9/15)
5.5
If any Board of Director Member fails to perform the duties of their office, said Member may be removed from office by a two-thirds vote of the entire Board of Directors. (Amended 9/21)
Valid causes for removal from office and the process for removing are listed in the Board Policies. Immediate removal from office will occur upon ineligibility due to membership status, discovery of misuse of funds, ethics violations or crimes of moral turpitude and shall be prosecuted to the fullest extent of the law, as applicable. (Amended 4/10, 9/15)
The Committee duties are outlined in the Board Policies.
6.1
The newly installed President shall appoint the Nominating Committee, to consist of at least six (6) Voting Members, an equal number to be appointed from the Northern and Southern areas of the ASSOCIATION, one of whom shall be designated by the President as the Chair. (Amended 10/93, 9/15)
6.2
The Standing Committees of the ASSOCIATION shall always include Legislative, Professional Development, and Finance Review Committees. Their duties and membership are outlined in the Board Policies.
In addition, the President may, without authorization of the Board of Directors, and shall,
upon direction of the Board of Directors, create special committees and task forces as are deemed necessary or advisable. (Amended 4/10, 9/15, 9/21)
7.1 Eligibility for Nominations
Any Voting Member whose dues are paid in full for the current year may be nominated for, and elected to, office. Notwithstanding the above, the 2nd Vice President shall automatically ascend to the office of 1st Vice President at the conclusion of their term, and the 1st Vice President shall automatically ascend to the office of President at the conclusion of their term. In order to be eligible to serve as 2nd Vice President, a Voting Member is strongly recommended to have served one term as a Board Member prior to election. (Amended 9/21, 3/23)
No member of the Nominating Committee may be nominated for any ASSOCIATION elective office for the ensuing year.
All Board Member positions shall be elected at-large from throughout the State. (Amended 9/21, 3/23)
7.2 Nominee Selection Process
The process that the Nominating Committee, the nominees and the ASSOCIATION follow is described in the Board Policies. (Amended 4/10, 9/15)
7.3 Write-in Candidates
Any Member who is an eligible nominee as designated by the Nominating Committee may run as a write-in candidate, provided they meet the timing and other requirements. Write-in candidates must follow the process specified in the Board Policies. (Amended 4/10, 9/15)
The process for elections and installation of officers is explained in the Board Policies. The election for ASSOCIATION officers will take place only if more than one candidate is nominated for at least one available office. This includes write-in candidates. (Amended 4/10, 9/15)
9.1 Annual Conference
The CMCA Annual Conference shall be held during the month of April, with dates to be established by the incoming President and the Director of Conferences. The installation of incoming Board Members and the transition of outgoing Board Members shall occur at the CMCA Annual Conference. The CMCA Annual Conference shall be devoted to the objectives of this ASSOCIATION. (Amended 4/10, 9/21, 3/23)
9.2 Regular Meetings of the Board of Directors
The Board of Directors shall meet at least bi-monthly upon call by the President, or by a majority of the members of the Board of Directors. (Added 10/99, Amended 4/10, 9/21)
9.3 Special Meetings of the Board of Directors
Special Meetings of the Board of Directors may be called by the President or by a majority of the members of the Board of Directors. (Amended 9/21)
CMCA OCTOBER 2025
VOLUME 26 ISSUE 9
No matters shall be considered at a Special Meeting other than those stated in the notice of call for the Special Meeting. (Amended 4/10)
9.4
Special meetings of the ASSOCIATION may be held, upon approval by the Board of Directors or by a petition signed by fifteen percent (15%) of the Voting Members. (Amended 9/21)
When a Special Meeting is called, each ASSOCIATION Voting Member shall be notified not less than fifteen (15) days before the date of such Special Meeting. Notice shall contain the date, time and place of the Special Meeting and shall also contain a statement of the matters to be considered at such Special Meeting.
No matters shall be considered at a Special Meeting other than those stated in the notice of call for the Special Meeting. (Amended 10/99, 4/10)
The Board may hold closed sessions at its discretion, by a majority vote of the Board, to discuss sensitive and confidential matters, including but not limited to personnel, legal, or contractual issues.
All matters discussed in closed sessions are confidential. Board Members and attendees shall not disclose information discussed in closed session without authorization from the Board.
Any action requiring a vote shall be reported in general terms to the membership as appropriate, without disclosing confidential details.
Minutes of closed sessions shall be maintained separately from regular Board minutes and treated as confidential.
10.1
These Bylaws may be amended at any time as follows by a two-thirds vote of the Voting Members voting upon such proposed amendment(s).
Amendments may be proposed by the Board of Directors, or by a petition signed by at least ten percent (10%) of the Voting Members in good standing and submitted in writing to the Nominating Chair. (Amended 9/21)
Unless the proposed petition stipulates that urgency exists relating to the proposed amendment(s), the election will be consolidated and conducted in the same manner and procedure as for the annual election of officers. If urgency exists, the Board of Directors will follow the process outlined in the Board Policies. (Amended 4/10, 9/15, 9/21)
10.2
Amendments approved as specified in 10.1 of this Article shall be in force immediately upon their passage, unless the amendment specifies otherwise. (Amended 4/10)
A majority of the Board of Directors shall constitute a quorum of that body. (Amended 4/10, 9/21)
Robert’s Rules of Order, newly revised, shall govern the procedures of this ASSOCIATION in all cases where they are applicable and do not conflict with these bylaws. (Amended 4/10)
The Board of Directors shall fill by appointment any vacancies occurring in any elective office not otherwise provided for in these Bylaws. Written consent of the appointee shall be obtained by the Board of Directors before any appointment is made. (Amended 4/10, 9/21)
In the event the office of President is vacated for any reason whatsoever, the 1st Vice-President shall assume the office of President for the unexpired term and, for the subsequent term. The vacancy created in the office of the 1st Vice-President shall be assumed by the 2nd Vice-President for the unexpired term and, for the subsequent term (Amended 4/89, 10/93, 10/99, 4/10, 9/15, 9/21, 3/23)
In the event the office of the 1st Vice-President is vacated for any reason whatsoever, the 2nd Vice-President shall assume the office of the 1st Vice-President for the unexpired term and, for the subsequent term. Any unscheduled vacancy created in the office of the 2nd VicePresident may be filled by a member of the Board of Directors by appointment of a majority of the Board of Directors for the remainder of that term only and in accordance with Board policy. A Board appointed 2nd Vice-President would not automatically ascend to the office of the 1st Vice-President. (Amended 4/89, 10/99, 4/10, 9/15, 9/21, 3/23)
In the event of a vacancy in the office of Recording Secretary, Treasurer, or the Directors of Communications, Conferences, Legislative Affairs, Member Services, Mentor Development, Professional Development and Scholarships/Fundraising, respectively, for any reason whatsoever, the President of the ASSOCIATION will appoint a Member to fill the office for the duration of the unexpired term and, if elected, for the subsequent term. The Board of Directors of the ASSOCIATION will confirm the appointment. (Amended 10/99, 4/10, 9/15, 9/21)
The Board Members of the ASSOCIATION shall fill by appointment any vacancies occurring in the committees for which they are respectively responsible. (Amended 10/99, 9/15)
14.1 Fiscal Year
The fiscal year of this ASSOCIATION shall be July 1 to June 30. (Amended 4/10)
CMCA now has two merchandise stores where you can purchase branded clothing, bags, and more! These items go beyond style—they’re a way to connect with fellow clerks, show your commitment to our profession, and strengthen the network that supports and uplifts us all.
Whether you’re at a conference, in the office, or out in the community, wearing CMCA gear is a simple yet powerful way to empower yourself and others by sparking conversations about the essential work we do.
Visit the CMCA website, go to the Resources tab, and select either the CMCA Apparel Store or the CMCA Bonfire Store. Then click, shop, and share your connection to the California Municipal Clerk community!