CCAC | Official Word | April 2024

CITY CLERKS ASSOCIATION OF CALIFORNIA

Official Word

PRESIDENT’S MESSAGE

MY PRESIDENCY IN PICTURES DID YOU KNOW...? UPCOMING EDUCATION OPPORTUNITIES GRANICUS, THANK YOU SCHOLARSHIP UPDATES

MENTOR PROGRAM UPDATE APRIL IS RECORDS AND INFORMATION MANAGEMENT MONTH!

IIMC FOUNDATION – CALIFORNIA ENDOWMENT FUND

www.californiacityclerks.org

PRESIDENT’S MESSAGE

MARC A. DONOHUE, MMC

What a journey these past 18 months have been. I am filled with a profound sense of gratitude and humility. It has been an honor and privilege to serve as the President of CCAC. As my term comes to a close, I am deeply thankful for the support and dedication of each and every member of this wonderful association.

First and foremost, I want to express my heartfelt gratitude to the incredible Board of Directors and Association staff who have worked tirelessly alongside me throughout this journey. Their passion, commitment, and expertise have been the driving force behind our collective achievements these past almost two years. I would be remiss if I didn’t recap a few of the accomplishments:

• Passing of bylaw amendment 23-A, which allows any member of CCAC to run for any position on the board and now allows us to install our Board of Directors at our Annual Conference.

• The launch of our new education institutes, the Municipal Clerk

Institute with California State University of San Marcos.

• Adoption of the 2023-2026 Strategic Plan.

• Modified all existing CCAC policies.

• Created more facetime with the Board with networking events such as “Pop with the President”.

• Transitioned to a new association management firm.

• Transitioned back to monthly Official Word newsletters.

• Adopted job descriptions for each board member position.

• Comprehensive update of the Municipal Clerk Handbook.

• Modified and increased the number of Membership Benefits.

• Started an Annual State of the Association Address.

• Up-to-date and increased transparency of association financials at bi-monthly board meetings.

• Started a Lifetime Achievement Award and Innovative Program of the Year Award to be presented at the Annual Conference.

• Formation of 16-member Region Committee to provide education/ networking events.

MARC DONOHUE

And that’s just to name a few! I am also immensely grateful to our association partners and sponsors, particularly Tom Diebert with Netfile, who never said no to one request that I had during my term. Without the support of our vital sponsors and partners, we wouldn’t be able to provide the same level of services and benefits to our members.

To the members of CCAC, I extend my deepest appreciation for your unwavering support and active participation. Your engagement in our programs, events, and initiatives have been instrumental in fostering a vibrant and inclusive association dedicated to the advancement of this great profession. I also acknowledge that this year came with a lot of change, perhaps the most in our association’s 47-year history. Change isn’t always easy but is necessary for the association to grow and adapt for the future. Just know that every decision was made with you, the members, as the top priority. I cannot emphasize that enough.

My term as President also comes with countless memories as I travelled throughout Region IX and represented California at Alaska’s, Oregon’s, and Washington’s State conferences and in Minnesota during IIMC’s annual conference. I’m immensely grateful to make so many lifelong friends throughout those travels from our Region IX Directors Ruth Post and Jamie Newman and several State Presidents that include Karin Johnson (Oregon), Nanci Sandoval (Oregon), Brenda Henry (Alaska), Shawn Campbell (Washington), and Lisa Neissl (Washington).

While I’m excited about everything that we accomplished during my term, I’m equally as excited for what’s to come this upcoming year under the leadership of incoming President Jessica Blair, incoming 1st Vice President Arocho, and the rest of the 202425 Board of Directors. I have no doubt that the association will continue to thrive and push the boundaries of excellence, innovation, and service to the members we are so privileged to serve.

For those who didn’t know, while my journey as President comes to an end, I now begin a new chapter with the International Institute of Municipal Clerks as the incoming Region IX Director. I look forward to serving all of you in this new capacity starting in May and instituting positive change at IIMC.

In closing, I also wanted to take the opportunity to personally thank my family, friends, and my staff at the City of Eastvale, who have helped me along this great journey! I couldn’t have done it without their love and support. Thank you again. It’s been an honor serving you.

MARC A. DONOHUE, MMC PRESIDENT 2022-2024

MY PRESIDENCY IN PICTURES

MY PRESIDENCY IN PICTURES (CONTINUED)

DID YOU KNOW...?

HOLLY M. CHARLÉTY, MMC DIRECTOR OF PROFESSIONAL DEVELOPMENT

Did you know that the International Institute of Municipal Clerks (IIMC) offers an online Professional Development Program? An annual schedule is posted online. In 2024, the program consists of 20 opportunities for online learning including subjects such as:

• Work Life Balance

• Governance Groove Mastering Records Management

• Effective Communication

• Media Literacy for Municipal Clerks

• Crucial Conversations

• Diversity in the Workplace

These sessions are online but NOT on demand. Each webinar is $60 and worth 1 CMC/MMC education point. These webinars are available to IIMC members only. Not a member? Consider signing up now. As a reminder, you must be a member of IIMC for 2 years before you are eligible to receive your Certified Municipal Clerk designation.

For more information, please contact Dr. Jaimis “Jai” Ulrich, Ed.D. IIMC Associate Director of Professional Development at jaimis@iimc.com

HOLLY M. CHARLÉTY

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UPCOMING EDUCATION OPPORTUNITIES

HOLLY M. CHARLÉTY, MMC DIRECTOR OF PROFESSIONAL DEVELOPMENT

Check out these upcoming education opportunities through CCAC! You can always find up-to-date information on the CCAC website community calendar. For questions, please feel free to email pdd@california cityclerks.org

Monthly Municipal Clerk

Monthly Municipal Clerk

HOLLY M. CHARLÉTY

GRANICUS, THANK YOU

JESSICA BLAIR, MMC, 1ST VICE-PRESIDENT

JESSICA BLAIR

Thank you to our Diamond Annual Partner Granicus, Inc. for offering a Lunch & Learn Webinar with CCAC Membership last month! Members were able to send in questions ahead of time and ask questions of Granicus staff. The slide deck can be found here and includes information provided and resources for help with support. Feel free to reach out to me with any questions at JBlair@hmbcity.com. We look forward to hosting another webinar with Granicus in a few months!

SCHOLARSHIP UPDATES

SYLVIA M. BERMUDEZ, MPA, MMC DIRECTOR OF SCHOLARSHIPS

The CCAC Scholarship program is in full swing, and the Scholarship Committee has been busy awarding scholarships. To date, 52 applicants have been awarded scholarships, totaling over $21,000. These scholarships assist our members in attaining their CMC or MMC certification.

The CCAC Board and Scholarship Committee are committed to assisting our members further their professional development and achieving certification. We strongly encourage those working towards certification to apply for a scholarship. For more information, please visit CCAC’s Scholarship page.

Weneedyoursupport! For those attending the annual conference, please support CCAC’s Scholarships program by donating an item for our Live or Silent Auctions. All proceeds go towards scholarships!

To donate, please visit our donation site.

You can also support the Scholarship program by volunteering. The Fundraising Committee is looking for volunteers to help with fundraising efforts at this year’s annual conference in beautiful San Diego. Volunteers will assist with the Silent and Live Auctions, merchandise sales, and other fundraising activities!

Should you have any questions regarding scholarships, fundraising, or volunteering with the Fundraising Committee, please contact me directly at SBermudez@cvwd.org

SYLVIA M. BERMUDEZ

AUGUST 9, 2023

CHAPTER 1: Professional Development

Contact Information:

Siana Emmons

Region 1 - Redwood Empire, semmons@ci.fortuna.ca.us

SEPTEMBER 13, 2023

CHAPTER 2:

Clerk - One of the Oldest Professions

Contact Information:

Amy Lind

Region 2 - Sacramento Valley, alind@auburn.ca.gov

OCTOBER 11, 2023

CHAPTER 3: Office Structure, Responsibilities, & Leadership

Contact Information:

Cassandra Candini-Tilton Region 3 - Central Valley, ccandini@ci.manteca.ca.us

NOVEMBER 8, 2023

CHAPTER 4: Community Relations & Communications

Contact Information:

Melissa Herman

Region 4 - S. San Joaquin Valley, MHermann@tulare.ca.gov

JANUARY 10, 2024

CHAPTER 5:

Legislative Procedures

Contact Information:

Christina Rudsell

Region 5 - Desert Mountain, crudsell@barstowca.org

FEBRUARY 14, 2024

CHAPTER 6: Board, Commissions, & Committees

Contact Information:

Genoveva Rocha

Region 6 - Inland Empire, Rocha_Ge@sbcity.org

MARCH 13, 2024

CHAPTER 7: Meetings, Agendas, Minutes, Follow-up

Contact Information:

John Paul Maier

Region 7 - Riverside County, JMaier@hemetca.gov

APRIL 10, 2024

CHAPTER 8: Elections

Contact Information:

Roxanne Breceda

Region 8 - Imperial County, rbreceda@cityofglendora.org

MAY 8, 2024

CHAPTER 9: Establishing Districts & Redistricting

Contact Information:

Kerry Bigelow

Region 9 - San Diego County, Kbigelow@chulavistaca.org

JUNE 12, 2024

CHAPTER 10: City Boundaries & Other Jurisdictional Changes

Contact Information:

Theresa Bass

Region 10 - Orange County, tbass@anaheim.net

JULY 10, 2024

CHAPTER 11: Assessments, Licenses, & Other Financial Duties

Contact Information: Ericka Hernandez

Region 11 - Los Angeles County, ehernandez@cityofrosemead.org

AUGUST 14, 2024

CHAPTER 12:

Projects, Grants, Capital Improvements

Contact Information:

Roxanne Breceda

Region 12 - Channel Counties, rbreceda@cityofglendora.org

SEPTEMBER 11, 2024

CHAPTER 13: Deeds & Deed Processing

Contact Information:

Nova Romero

Region 13 - Monterey Bay, nromero@ci.carmel.ca.us

OCTOBER 9, 2024

CHAPTER 14: Procurement Process

Contact Information:

David Carnahan

Region 14 - Peninsula, DCarnahan@sunnyvale.ca.gov

NOVEMBER 13, 2024

CHAPTER 15:

Administrative & Legal Filings

Contact Information: Marsha Moore

Region 15 - East Bay, marsha.moore@dublin.ca.gov

JANUARY 8, 2025

CHAPTER 16: Records Management

Contact Information:

Roxanne Breceda Region 16 - North Bay, rbreceda@cityofglendora.org

MENTOR PROGRAM UPDATE

BY CANDICE ALVAREZ, MMC, DIRECTOR OF MENTOR DEVELOPMENT

MMC

Ana Sauseda, MMC

Congratulations to our newly designated Certified Municipal Clerks and Master Municipal Clerks. These individuals have confirmed their commitment to our profession!

CMC

Jennifer Jimenez, CMC Deputy City Clerk - City of Folsom, CA

Angel Rodriguez, CMC Deputy Assistant District SecretarySan Francisco Bay Area Rapid Transit District, CA

Director of General Services/City Clerk - City of Yucaipa, CA

CANDICE ALVAREZ

APRIL IS RECORDS AND INFORMATION MANAGEMENT MONTH!

LUCINDA WILLIAMS, MMC

2023-24 IIMC RECORDS MANAGEMENT COMMITTEE CHAIR

LUCINDA WILLIAMS

Join the Records and Information Month (RIM) Month celebration! ARMA International, the leading membership organization for records and information management and information governance, celebrates RIM Month each April. If you are an ARMA member, you have access to webinars and training materials to learn and share with your organization. If you do not belong to ARMA, no worries - everyone is invited to this party. You can find more info and promotional materials on the ARMA website at RIM MonthARMA International.

There are countless ways to celebrate RIM Month and bring greater records management awareness to your organization and recognize records practitioners whether you have a one-person Clerk’s Office or an office with dozens of staff. Just pick and choose from the following suggestions or add your own great ideas to the list:

• Ask your governing body to issue a RIM Month proclamation

• Brand materials with the RIM month logo

• Conduct a RIM Month training series with sessions like Records 101, public records regulations for your jurisdiction, handling electronic records, records retention, etc.

• Invite guest records experts to make records-related presentations (vendors, archivists, local ARMA chapter, etc.)

• Throw a RIM Month staff party

• Sponsor a city-wide shred day

• Use posters with fun slogans like “Don’t throw before you know” or “Use your head before you shred”

• Recognize your records heroes with a button or sash they can wear at the office or a fun trophy

• Share records management trivia emails throughout the month (e.g. “Did you know our agency has over 3 million pages of scanned records available to the public.”)

• Have City Hall Free the Files Day

• Contests and games – give a prize to the person that finds the oldest record ready for destruction, the department that destroys the most records, the person that scans the most records into your electronic management system, etc. Have a records scavenger hunt, trivia game, drawing for those that attend in-person trainings. Come up with creative ways to make records fun.

So, let’s celebrate and educate – and let CCAC know how your agency celebrated RIM Month. We’d love to hear your stories, see your photos and celebrate your celebrations in a future newsletter.

And don’t forget to keep the party going with Municipal Clerk’s Week in May!

Here are some other resources to learn more about Records and Information Management Month:

RIM Month Resources | ARMA International

Celebrating National RIM Month with Pro Stories & Perspectives from the Heart

RIM Month - ARMA International

LUCINDA WILLIAMS, MMC

2023-24 IIMC RECORDS MANAGEMENT COMMITTEE CHAIR CITY CLERK FULLERTON, CA

IIMC Foundation – California Endowment Fund

Help grow CCAC’s endowment to fund CMC and MMC scholarships through the IIMC Foundation! Donations are invested and interest only is used to fund scholarships for California’s CMC/MMC Institute.

CCAC’s endowment earnings are used for California municipal clerks only. Support the profession now and into the future by donating today.