Happy Holidays CCAC!
Hopefully by the time you’ve read this article, you’ve already certified your election results, sworn-in your Councilmembers, and are in the middle of an ugly sweater contest or white elephant gift exchange!
The month of December has been a busy one. I had the honor of representing California at the Alaska Association of Municipal Clerks Annual Conference in the beautiful and very cold City of Anchorage. It was wonderful getting to know and network with all the Clerks and sharing ideas with my fellow State Presidents. Next stop is Washington in March!
Immediately after Alaska, I raced down to Monterey to open up this year’s New Law & Election Seminar. Along with serving CCAC, several board members also serve as Department Officers of the Cal Cities City Clerks Department. These individuals are:
• Marc A. Donohue, President
• Jessica Blair, First Vice President
• Ashton R. Arocho, Second Vice President
• Randi Johl, Department Director
• Debra Black, Recording Secretary
• Melissa Thurman, Past President
This year’s conference had almost 300 attendees, which is the largest number of attendees since 2019! It was great seeing everyone’s faces and watching everyone networking in-person again. We also had a surprise visit from Cal Cities CEO Carolyn Coleman, who shared a few words. Thank you to all the speakers and trainers who put on amazing sessions at this year’s conference!
The CCAC Board of Directors conducted its bi-monthly meeting in November and below are some of the actions taken at the meeting:
• Job Description Approved for the CCAC Executive Director
• Approved Amended Volunteer and Elections Policy
• Established a committee to develop criteria for Lifetime Achievement Award and Innovative Program of the Year Award
• Provided direction to deny the financial loss requestof the May 2022 MMCA Institute
• Provided direction to work with the Nominating Committee to prepare a bylaw amendment for a special election in Spring 2023 to bring back the Immediate Past President Position, along with other potential changes, as directed by the board at a future meeting date
The next CCAC Board of Directors meeting will occur virtually on Tuesday, January 17, 2023. I’m also excited to announce that the registration for the upcoming CCAC annual conference is expected to open mid to late January! Keep a lookout for the announcement! The Conference Committee is hard at work planning an amazing conference for you, the members! Can’t wait to see everyone in Palm Springs in April.
Wishing everyone a safe and happy holiday season! As always, please feel free to reach out to me at mdonohue@eastvaleca.gov or (951) 703-4421.
As we near the beginning of 2023 most people are planning for holidays, parties and family time. But CCAC is planning for…conferences! The Conference Committee is planning an amazing 2023 CCAC Annual Conference in April! So, pack your bags and bring some sunscreen, as this conference will be full of education, fun and networking at the gorgeous Renaissance Hotel in Palm Springs!
The conference will be held from April 11 – 14, 2023, and registration will open in January 2023. Professional Development Director Holly Charlety is working hard to compile the full educational offerings, including the Athenian Dialogue scheduled for April 11th, as well as the Advanced Academy, also scheduled for April 11th. Keep your eye on your emails, as more information on the full educational components of the conference are forthcoming.
When you’re packing your bags, you may want to save some room for your frills, flowers, flare and straw hats, because this all-conference event is where it’s at. 2023’s all-conference event theme is “Havana Nights”, and we’re ready to bring out the Conga Drums and dance the night away, Cuban style!
As you can imagine, putting together a conference is hard work, and it takes a village to make it all happen. If you would like to be part of the team, please reach out! We specifically could use volunteers to help coordinate the following:
• CCAC Store
• Fundraising events during the conference
• Silent and Live Auction
• Conference Assistant (General Support)
If you are interested in lending a hand, please email me at todd.stermer@fresno.gov.
It will be great to hear from you!
See you in Palm Springs!
CCAC held the 2022 Southern Nuts & Bolts Workshop hosted by Lucinda Williams, the City Clerk for the City of Fullerton. This sold-out virtual offering was held over four half-days, with attendees logging in daily to better understand the many roles of the municipal clerk profession and intricate details of the municipal clerk’s responsibilities. The workshop provided an entry-level introduction to several topics including the Brown Act, Public Records Act, Records Management, Elections, the Political Reform Act, and so much more.
Registration is now open for the next session of Nuts and Bolts, offered virtually February 6-9, 2023. As I shared in November’s Official Word, our fee structures are changing effective January 1, 2023. This session will be offered at the same price as the 2023 in person sessions scheduled later this year.
Registration cost: $200 (member) / $250 (non-member)
Registration is capped at 75 to allow for interaction with the trainers and accommodate the needs of attendees. Register Online Today!
The next in-person session will be held in Modesto on June 1-2, 2023. Registration is expected to open in April of 2023. For more information, please visit our website.
WHEN: Monday 2/6/2023 – Thursday 2/9/2023
WHERE: Virtual Offering
This entry level workshop will help you understand the many roles of the Municipal Clerk profession and is designed to prepare you with information on the intricate details of the responsibilities of a Municipal Clerk. This workshop is only open for those who do not have their CMC/MMC designation.
Monday, February 6th (8:30 – 12:00)
Welcome/Introductions (Holly Charléty) Building on the Basics (Joelle Fockler & Holly Charléty)
AGENDA:
Tuesday, February 7th (8:30 – 11:30) Elections (Mark Numainville) FPPC – Campaign/Form 700 (Joelle Fockler & Holly Charléty)
Wednesday, February 8th (8:30 – 11:30) The Brown Act (Nick Ghirelli) CA Public Records Act (Nick Ghirelli)
Thursday, February 9th (8:30 – 11:30) Records Management (Bruce Meier) Professional Development (Holly Charléty & Candace Alvarez) Ask the Experts (All Trainers)
CONTACT: Holly M. Charléty, MMC pdd@californiacityclerks.org 510-215-4305
FEE: $200 CCAC Members / $250 Non-Members (limited to 75 participants)
Register online (select the applicable event to register) Pay by Credit Card or select to be invoiced
REGISTRATION:
Registration closes 1/23/2023 or when capacity is reached
POINTS: This program has been approved by IIMC for 3 CMC/ 3 MMC Education Point after attending and completing the learning assessment
Cancellation Policy: Cancellation more than 30 days before an event, a full refund minus a 25% administrative fee will be provided. Cancellation 15 days before an event, a 50% refund minus a 25% administrative fee will be provided. No refunds will be given for cancellations received within 14 days of an event or after the event.
Registration is now open for the next Master Municipal Clerk and Clerk of the Board Academy (MMCA)! This session will be held March 8-10, 2023, at the Kellogg West Conference Center at Cal Poly Pomona. MMCA is the Advanced Institute for California, with content created for the more tenured and experienced municipal, county, and special district Clerks. Topics scheduled for this session include Clerks & litigation; Maximizing generational diversity; Strategic planning; Social media; Negotiations; and Change management to name a few.
While anyone can attend, MMCA was designed specifically for those clerks who have a higher level of experience and knowledge base. It is suggested that those who have already attained the Certified Municipal Clerk designation and are currently working towards the Master Municipal Clerk designation, or those working on attaining the Certified Clerk of the Board designation register for this session.
Take advantage of the early bird rate of $1575 ($1275 for commuters) that ends on January 20, 2023. After this date, the full rate is $1650 ($1350 commuter) and registration will close on February 17, 2023.
Registration rates are all-inclusive and include two nights of single occupancy hotel, all meals (Wednesday lunch through Friday lunch), all snacks, Thursday night reception, parking, in-room wi-fi, and all Academy materials. Commuter registration rates include everything except overnight accommodation. Register Today!
For more information, please contact the MMCA Institute Director, Pamela Miller, at 916-850-9271 or PMiller@millermcg.com. www.millermcg.com
We’re pleased to inform you that the following individuals have earned either the prestigious Master Municipal Clerk (MMC) or Certified Municipal Clerk (CMC) designation from the International Institute of Municipal Clerks (IIMC):
MMC:
Georgianna N. Alvarez, MMC - City Clerk - City of Port Hueneme, CA
Christina Franco, MMC - City Clerk - City of San Ramon, CA
Wendi Gallatin-Gensel, MMC - Deputy City Clerk I - City of Chino Hills, CA
CMC: Miyko Harris-Parker, CMC - Clerk of the Board/Finance & Admin Mgr. - San Francisquito Creek Joint Powers Authority, CA
Kathryn M. Joyce, CMC - Deputy City Clerk - City of Mt. Shasta, CA
Sandra Barajas, CMC - Deputy City Clerk - City of Sunnyvale, CA
Dawn Miller, CMC - Executive Assistant to the City Manager - City of Colton, CA
Maricela Cabral, CMC - Deputy Clerk of the Board - Coachella Valley Water District, CA
Neetu Salwan, CMC - Assistant City Clerk - City of Berkeley, CA
Alberto Quintanilla, CMC - Assistant City Clerk - City of Freemont, CA
Get In Touch:
In today’s ever-changing municipal landscape, challenges and questions can abound for city clerks. BB&K provides the experience and resources—such as our ARC: Advanced Records Center, Election Law Toolkit, City Clerk Boot Camp and more—to help city clerks succeed.
ROXANNE BRECEDA, CMC, DIRECTOR OF NETWORKING
Happy Holidays, CCAC!
Your assistance is needed as we update the Chapters for the revised City Clerk Handbook listed below. The committee completed its first phase of updates, which included reviewing the table of content for each chapter. Our next phase started as the newly appointed Regional Representatives from the Regional Committee were assigned to a Chapter for revisions.
If you would like to contribute to revising the City Clerk Handbook, please submit your modifications, samples, or updates by Thursday, January 27, 2023, at www.californiacityclerks.org/page/city-clerkshandbook at the bottom of the webpage. Below is a list of topics from the revised Table of Contents. If there is a topic you would like to have included in the revision, please submit it.
Chapter One: Professional Development
• CCAC General (include education programs – N&B, etc.)
• IIMC (including CMC and MMC)
• Mentor Program
• Scholarship Program
• Resources (ARMA, ILG, CSDA, Cal Cities, etc.)
• Job Interview Preparation
• Resume and Cover Letter Building
Chapter Two: City Clerk – One of the Oldest Professions
• City Clerk’s Role
• The Elected Clerk
• The Appointed Clerk
• The Special District Clerk
• Other Positions in the Clerk Office
Chapter Three: Organization and Administration
• Planning and Organization
• Budget
• Supervision and Training
• Organizations/Support Groups
• City Department Functions
• The Committee/Team Approach
• Political Savvy
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Definitions/Roles
Maddy
Chapter Seven: Meetings, Agendas, Minutes, Follow Up
• Meetings
• Conducting of Meetings
• Meeting Technology
• Agendas (Requirements and Procedures)
• City Council’s Authority to Adopt Rules of Procedure and Decorum
• Rights of the Public and Public Comment
• Motions
• Voting
• City Council Minutes
• City Council Calendar Planning
Chapter Eight: Elections
• Advance Planning & Resources
• Election Calendar
• General Administration
• Information to the Public
• Staff Responsibilities
• Candidate
• Candidate Statements
• Municipal Ballots Measures – Initiatives, Referenda and Recall
• Precincts and Polling Places
• Election Boards
• Ballots
• Voting By Mail
• Election Day
• Election Night
• Official Canvass
• City Council Ratification
• Installation of Officers/Reorganization
• Tie Votes
• Recount
• Special Election
• Consolidating Elections
• Annexation Elections
• Advisory Elections
Chapter Nine: Establishing Districts & Redistricting
• Difference between At-Large and Districts
• Changing From One to the Other
• Process of Redistricting
Chapter Ten: City Boundaries and Other Jurisdictional Changes
• Change, Organization or Reorganization
• Street, Alley or Processing Easement Vacations
Chapter Eleven: Assessments, Licenses and Other Financial Duties
• Assessments
• Proposition 218 Elections
• Property-Based Improvement Districts (PBID), Community Facility Districts (CFD), Enhanced Infrastructure Financing District (EIFD)
• Licenses and Permits
• Definitions
• Financial Duties
• Financial Bonds and Bonding
Chapter Twelve: Projects, Grants, Capital Improvements
• Public Works Projects
• Capital Improvements
• Grants
Chapter Thirteen: Deeds and Deed Processing
• General
• Definition
Chapter Fourteen: Procurement Process
• General
• Bid Process
• Bid Protest
• Contracts and Emergency Contracts
• Supplies and Equipment
• Professional Services Agreement
• Insurance
• Contracting for Publication of Legal Notices
Chapter Fifteen: Administrative & Legal Filings
• Claims against the City
• Administrative Claims
• Summons
• Subpoenas
Chapter Sixteen: Records Management
• Records Management General
• Federal Freedom of Information Act
• California Public Records Act
• Public’s Right to Inspect
• Elements of a Records Management Program
• E-Files
• Selecting a Vendor
• Enterprise Content Management
• Techniques for Controlling Information
• Vital Records and Disaster Recovery Planning
• Records Inventory and Appraisal
• Records Retention
• Storing Records
• Municipal Archives
• Back-Up and Copies of Records
• Records Retention Schedule
• Records Destruction
Chapter Seventeen: Resources
• List of Acronyms
• Resources Linked Throughout the Handbook
It takes a village to update this book, and we appreciate any help! If you are interested in helping the committee with any chapter listed above, please contact me at: roxanneb@cityofbrea.net
The holiday season is a time for reflection. In my family, we take this time to remember the memories that were shared throughout the past year. Celebrations for achievements, milestone birthdays, graduations, promotions, vacations, camping trips and for us, how many Disneyland trips we successfully accomplished. This is a time for my department to also look back at the year and take a deep sense of relief that we made it. For this year held the redistricting process, municipal election, commission recruitment, City Manager turn over (again), resignation and appointment for an Elected City Clerk, retirements, promotions, and vacancies. The list goes on and on. One that we’re truly impressed with was the number of Public Records Requests received and completed surpassing our prior year totaling over 1,100. It’s amazing what can all occur within one year. The change that can happen so quickly and some that takes more time than others. Despite how you celebrate the holiday season this year, I hope you take a moment to reflect on your year both professionally and personally. I hope you take the time to truly acknowledge all that you’ve been able to accomplish and navigate through this year.
As we move into the New Year, I hope that you continue to push forward and continue to progress in your career and the profession we all have come to love and value. I challenge you to push beyond the limits set before you. As President Donohue has recently announced, 2023 is the year for building back better. Building the foundation and connection. Bringing back leadership and growth. Bettering recognition and communication. Building on Success. If there is anything I can ever do, please do not hesitate to reach out to me.
Happy Holidays!
Contact information:
Ashton R. Arocho, MMC
City of Fontana
E: aarocho@fontana.org
MARC DONOHUE
KYLYNN CHANEY
