CCAC | Official Word | July 2022

C C A C J U LY 2 0 2 2 | V O L U M E 2 3 I S S U E 4 CITY CLERKS ASSOCIATION OF CALIFORNIA

Official Word CCAC

•P R E S I D E N T ’ S MESSAGE

•EDUCATION INSTITUTES UPDATE

•EMERGENCY PREPAREDNESS

•REGION 15 TRAINING

•CENTRAL NUTS AND BOLTS

•ATHENIAN DIALOGUE UPDATE

www.californiacityclerks.org

CITY CLERKS ASSOCIATION OF CALIFORNIA

PRESIDENT’S MESSAGE

PRESIDENT’S MESSAGE MELISSA THURMAN, MMC

Hello CCAC Members, It feels like a lifetime ago that I wrote an article for the Official Word, and yet it was just a month ago that it was published. So much has happened in that little space of time!

Shortly after the May Official Word was published, I found myself on a flight headed to Little Rock, AR for the IIMC Annual Conference. It was an honor guiding the CA state flag down the walkway at the opening ceremonies and practicing the event with other state and international presidents. Also at the conference, CCAC had the privilege of hosting the Region IX dinner at the beautiful Clinton Library and Museum, where we dined on southern cuisine, had some delicious cocktails, and enjoyed the beautiful scenery from the outside patio. Everything was perfect and the CA clerks in attendance were receiving praises from Region IX clerks for the rest of the week. In fact, other region members were telling us they heard how great our event was and that they wished they could have been with us. When it comes to a party, CCAC does not disappoint!

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I want to give a major shout-out of thanks to CCAC Communications Director Jessica Blair for securing the Presidential Library in record time for our dinner, as well as organizing the entire event, from the food to the music, everything. She is amazing, and I could not have done it without her. Thank you, Jessica!

Now that the silly season of conferences is over, I’m winding down in preparation to pass the Presidential torch to Incoming President Marc Donohue. Marc and I barely knew each other before my year as President began, and yet now we text almost daily, talk non-stop, support each other, and offer the best advice we can when the other needs it. CCAC will be in excellent hands when Marc takes over, and I feel comfortable knowing we will have an amazing leader in 2022/23.

CCAC

CITY CLERKS ASSOCIATION OF CALIFORNIA

PRESIDENT’S MESSAGE

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CCAC

CITY CLERKS ASSOCIATION OF CALIFORNIA

M embership U pdate

MEMBERSHIP UPDATE ASHTON RENE AROCHO, MMC MEMBER SERVICES DIRECTOR

Fiscal Year 2021/2022 memberships expired on June 30, with a new membership cycle beginning July 1. An email was sent out to all members early June, identifying of this cycle change, and allowing memberships to renew through the online membership portal.

Due to some municipalities being behind on adoption of new fiscal year budgets, we have implemented a 90-day grace period for membership dues before membership is considered lapsed.

ASHTON R ENE A R OCHO

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Should you have any difficulties logging into your account, or paying for your membership, please contact us at membership@californiacityclerks.org.

CCAC

CITY CLERKS ASSOCIATION OF CALIFORNIA

M embership U pdate

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CAMPAIGNS AND CANDIDATE NOMINATION - REGION 15 TRAINING

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CAMPAIGNS AND CANDIDATE NOMINATION REGION 15 TRAINING HOLLY M. CHARLÉTY, MMC, REGION 15 DIRECTOR

The majority of cities have begun preparations for the upcoming General Election in November. With elections typically on a two-year cycle, even those who have ran elections for decades can feel a little rusty on the process. For those embarking on their very first election, information is equally important to stay current and informed on best practices and procedures.

On June 3, Region 15 (East Bay) was out in full force to attend training on Campaigns and Candidate Nominations. The training was in high demand, hitting capacity within just a few days of opening for registration. Attendees welcomed Adam and Chloe from the Fair Political Practices Commission’s (FPPC) education division, who H O L Y M . CH A R L E T Y provide a two-hour training on the responsibilities of local campaign filing officers.

This was followed by a networking lunch where several attendees enjoyed the beautiful weather in Dublin and picnicked outside of the Shannon Community Center where the training was held.

Following lunch was a very engaged discussion and review of the Candidate Nomination process. Attendees first learned about different ways agencies have approached generating interest and engagement in running for local office. The second part focused on the process of issuing and receiving nomination documents from candidates. The group had such a robust discussion that the presentation carried itself and attendees left with a sense of renewed confidence in the process for the upcoming nomination process.

Thanks to the City of Dublin for hosting and special thanks to the attendees for all the active participation that made this training such a success!



CCAC

CITY CLERKS ASSOCIATION OF CALIFORNIA

C ampaigns A N D C andidate N omination R egion 1 5 T raining

"For those embarking on their very first election, information is equally important to stay current and informed on best practices and procedures"

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CCAC

CITY CLERKS ASSOCIATION OF CALIFORNIA

EDUCATION INSTITUTES UPDATE

EDUCATION INSTITUTES UPDATE MARC DONOHUE, 1ST VICE-PRESIDENT

MARC DONOHUE

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In September 2021, the CCAC Board of Directors provided direction to conduct a visioning session on the future of our education institutes, solicit member input, and to develop a request for proposals (RFP) to see what new opportunities may arise for our education institutes. In conjunction, the Board established an Education Committee that would oversee the development of an RFP. This committee is comprised of current board members and individuals seeking their CMCs and MMCs. The scope of this committee is to develop the framework for an RFP, seek CCAC member feedback about the future of our education institutes, and to provide recommendations to the Board on how to move forward.

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CITY CLERKS ASSOCIATION OF CALIFORNIA

E ducation I nstitutes U pdate M arc D onohue , 1 st V ice - P resident

The committee is currently drafting the final RFP and will work with the Education Division at IIMC to publish the final RFP by early Fall. We hope to have responses to the RFP by the end of 2022 to bring a recommendation to the board for a CMC/MMC Institute for approval by the end of the year or early 2023. During this same time, the committee is also preparing a questionnaire to solicit CCAC member feedback on the future of our education institutes, which is expected to be released in the coming weeks.

If you have any questions regarding the future of our education institutes, please feel free to reach out to me at mdonohue@eastvaleca.gov.

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CCAC

CITY CLERKS ASSOCIATION OF CALIFORNIA

C E N T R A L N U T S A N D B O LT S

CENTRAL NUTS AND BOLTS HOLLY M. CHARLÉTY, MMC, REGION 15 DIRECTOR

As we move into the endemic phase of COVID and continue to return to a sense of normalcy, trainers happily welcomed a group of clerks back to in-person instruction for the Central Nuts and Bolts Seminar held in Modesto CA on June 2 & 3. 45 attendees were able to network and receive education on the nuts and bolts of being a municipal clerk. The group was engaged and inquisitive as is the nature of great municipal clerks. Attendees were eager to get into a room with other clerks and made some great new professional connections and walked away with a wealth of knowledge to aide them in their journey as municipal clerks.

The Nuts and Bolts program is offered three times a year. Northern California HO L LY M. CHA R LETY in February, Central California in June, and Southern California in October. This training, which is based on the CCAC City Clerk’s Handbook, provide a look into all things that clerks are statutorily required to do, as well as responsibilities that we typically find on our plate. Attendees built on the basics of these requirements, reviewing meeting management, legislative processes and documents, boards and commissions, bids, annexations, claims, relationships, and so much more. Sessions also included developing knowledge of the Brown Act, Public Records Act, Elections, and Records Management.

Special thanks to our trainers who volunteer their time to contribute to the education of municipal clerks: Dawn Abrahamson (Vallejo City Clerk); Mark Numainville (Berkeley City Clerk); Nick Ghirelli (Richards, Watson & Gershon); and Bruce Meier (Records Control Services). Without the hard work of our trainers, CCAC would not be able to provide such valuable training to its members.

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CITY CLERKS ASSOCIATION OF CALIFORNIA

EMERGENCY PREPAREDNESS

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EMERGENCY PREPAREDNESS DINA VOLENSKI, TOWN OF PARADISE

Emergency Preparedness! What exactly does that mean? After experiencing the Camp Fire in 2018, I have a much greater understanding of what “Emergency Preparedness” really means. We all talk about it and know what we should have prepared in case of an emergency, but very rarely do we really take the time necessary to put all those little pieces together to create the box, bag or binder.

In my experience, there are two separate issues: personal preparedness and business/professional preparedness. Both forms of preparedness are equally as important and integral to being able to function during and/or after a disaster.

Part one: let’s start with personal preparedness! It’s so important to make sure you have your “Go Bag” ready and with you. It may seem silly to have a go bag because you never think that anything will happen to you or your community, but I didn’t have one at the time of the fire, so I literally only had the clothes on my back.

Try to make sure you have a change of clothes, underwear, pajamas, light jacket, medications, toothbrush/ toothpaste, makeup, comfortable shoes, N95 mask, water, and non-perishable food in the car. The second part of your personal items should include legal documents, such as, DMV pink slips, insurance information, passports, birth certificates and property deeds. The paperwork could be in a separate box or strong box that is easy to grab and go. A copy of the legal documents should also be in your Go Bag so that you have them accessible. However, that may not work for legal issues, but you would have the information you need if you cannot return home. If you have pets, make sure you have food, a water dish, bed, poop bags or a kitty box, harness, leash and any medication. The easiest way to keep track of all this would be to create a checklist so you don’t have to think, because once things start happening, all rational thinking goes out the window!

Other items to mention, if you have photos on the wall, you may want to scan them and save them into the Cloud so you have access to them in case you don’t have time to grab them. If you take medication, make sure



CCAC

CITY CLERKS ASSOCIATION OF CALIFORNIA

EMERGENCY PREPAREDNESS

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you always have some in your purse or easily available and have a first aid kit and blanket in your car. Make sure you have your neighbor’s contact information and they have yours and maybe even a hide-a-key in case you need their help during an emergency. Have your car full of gas and always have cash in your wallet in case the electricity goes out because you won’t be able to get money out of the ATM. Finally, make sure everyone in your family knows where to meet if you get separated.

Part two is the business/professional items necessary to continue to do your job if you are evacuated from your office. I learned the hard way what I needed after I forgot to grab it when evacuating the office. Again, a checklist is the most effective way to keep track of the necessary documents required to keep working (we know how Clerk’s love their checklists!) Make sure to take your laptop, a power cord, mouse and keyboard, and extension cord; the resolutions necessary in declaring an emergency; a mobile phone and phone charger, The Articles of Incorporation, a flash drive of necessary documents in case they are not accessible in the Cloud or on the server; an updated contact list of co-workers personal cell numbers and where they live (some people may be affected by an incident and others may not, so it’s a way to potentially help out).

I hope this is helpful….there were a lot of lessons learned during the Camp Fire, and I’m optimistic that you will never have to go through a natural disaster, but just in case, these tidbits may provide some assistance in preparing. Now that I’ve written all this down….think I’ll go put together my “Go Bag”!



CCAC

CITY CLERKS ASSOCIATION OF CALIFORNIA

A thenian D ialogue U pdate

ATHENIAN DIALOGUE UPDATE ASHTON R. AROCHO, MMC – ATHENIAN DIALOGUE COORDINATOR

A S HTON R ENE A R OCHO

Date August 5, 2022

Another one for the books!

A huge shout-out for the close-to-sold-out virtual dialogue held on June 17 with Newport, Oregon’s very own Peggy Hawker covering ‘Woman of No Importance.’ Something that remained the same throughout these past years was the desire for members to continue to grow within their professional careers and gather with others to pursue dialogue.

Your Athenian Dialogue Committee is working hard this year to ensure that dialogues are continued to be offered in both a virtual and in-person setting. Upcoming dialogues are as follows:

Setting Book Facilitator Fee In-Person Creating Magic: 10 Common Cynthia Lewis, Ed.D $75.00 City of La Quinta Sense Leadership Strategies from a Life at Disney

September In-Person Leaders Eat Last 24, 2022 City of Clear Lake

Ed Tywoniak

$75.00

Registration is now open! Grab your spot before they sell out! Each dialogue is worth 3 CMC/ MMC points after completing a written assessment. Maximum of 30 attendees per dialogue.

If you are interested in hosting an in-person dialogue at your organization or agency, please reach out to me directly at ald@californiacityclerks.org.

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CCAC

CITY CLERKS ASSOCIATION OF CALIFORNIA

C O N G R A T U L A T I O N S T O T H E N E W LY C E R T I F I E D M E M B E R S

CONGRATULATIONS TO THE NEWLY CERTIFIED MEMBERS 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): Master Municipal Clerk (MMC)

Yashin Abbas, CMC, City of Carmel-by-the-Sea, CA

Stacy Weaver, MMC, City of Chowchilla, CA

Taresa Geilfuss, CMC - City Clerk - City of American Canyon, CA

Jessica Cooper, MMC, City of Eastvale, CA Lorena Verdusco, MMC, City of Riverside, CA Certified Municipal Clerk (CMC) Cynthia Cisneros, CMC, Cucamonga Valley Water District, CA. Marissa Asistin, CMC, City of Norwalk, CA Andrea Sanders, CMC - Deputy City Clerk - City of Campbell, CA

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Sara Gonzalez, CMC - Clerk of the Commission First 5 Santa Barbara County Children and Families Commission, CA Kelly Cole-Walker, CMC - Deputy Clerk of the Board San Diego County Water Authority, CA Lori Matley, CMC - Community Development Clerk City of San Jacinto, CA

Norma Mitre-Ramirez, CMC, City of Santa Ana, CA

Norma Orozco, CMC - Deputy Clerk of Council - City of Santa Ana, CA

Ashley Reid, CMC - Executive Assistant - City of Brea, CA

Christine Lopez, CMC - Deputy City Clerk/Legal Assistant - City of Eureka, CA

Telicia Lopez, CMC - Chief Deputy City Clerk - City of San Bernardino, CA

Jenna De Long, CMC - Deputy Town Clerk - City of Los Gatos, CA



CCAC

CITY CLERKS ASSOCIATION OF CALIFORNIA

MMCA UPDATE

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THE MMC ACADEMY OFFERS UNIQUE PROFESSIONAL AND PERSONAL DEVELOPMENT EXPERIENCES

BY JOELLE FOCKLER, MMC, 2ND VICE PRESIDENT

After a long stretch of not gathering in person, in May the Master Municipal Clerk & Clerk of the Board Academy (the Academy) welcomed back a group of 27 clerks to San Jose at the Hayes Mansion. The Academy is CCAC’s approved Institute designed for those working on their Master Municipal Clerk (MMC) designation. This small and mighty group of 27 consisted of people attending the Academy for the first time to as many as five times, with municipal, district and county clerks sharing their Academy experience. The friendships and networks built through these shared experiences are invaluable to attendees both personally and professionally.

The Academy curriculum is diverse with each Academy offering several sessions based JOEL E FOCKLER in leadership, management and professional (technical) topics. Sessions are designed at a more advanced level to build on the knowledge gained through experience and prior learning. Each attendee takes ownership of their learning by selecting the courses they wish to attend. Further the curriculum rotates every session so no matter how many times you attend, you will never have to take the same session twice. The Academy is historically offered twice a year, with one offering in San Jose and another in Pomona.

We honor the Academy class of May 2022 and look forward to seeing you at the next Academy in Pomona on September 21 - 23, 2022.



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Official Word CCAC

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