March 2020 Official Word

 

Official Word

March 2020

Volume 21, Issue 3

 

INSIDE THIS ISSUE

  1. President's Message
  2. Renewal Update
  3. Inclusivity at 2020 Conference
  4. Posting Job Ads
  5. 2020 Conference
  6. Events Calendar
  7. Newly Designated Clerks
  8. Clerks & Cardinals
  9. Region 16 Workshop Update
  10. Regions 6 & 11 Workshop Update
  11. Sponsors

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

City Clerks Association of California www.californiacityclerks.org

CCAC President's Message
Patrice Olds, MMC

We have had some inquiries regarding the April conference in light of Coronavirus (COVID-19) news. This is a nationally developing situation and I feel it is too early to make any decisions regarding the conference. No action is warranted at this time.

Please know that the CCAC Executive Team is meeting, discussing, and planning (like our well run public agencies do – and like your agency probably is) what our own pandemic plan is in case of impacts to our educational program and services.

We plan to stay in communication with the membership and share any plans or decisions, if and as needed.

In the meantime – please be cautious in reacting to media information; we highly recommend checking the following sites for factual information:

This is the link to Centers for Disease Control: https://www.cdc.gov/coronavirus/2019-ncov/index.html  Information is updated regularly.

  • Source to your local County Health Services Agency: For San Mateo they are giving regular information on their website:  https://www.smchealth.org/
  • Get information from your emergency response coordinators in your agency.

Some helpful tips:

  • Don’t come to work if you start feeling ill (scratchy throat, fever, runny eyes/sneezing not related to allergies)
  • Wash Hands Often
  • Cover Sneeze / Cough with something other than your hands (cough into the crook of your elbow)
  • Wipe down door handles

NPR did a great conversation about this and the reality is the flu we are already exposed to is also a great concern with widespread exposure so being diligent now is important for everyone’s health. With both of these super viruses on the rise, we all can play a part and amp up our diligence.

We will keep you advised of any developments with regard to the conference, if needed.

I invite any member to contact me if they have concerns.

Now is the time to Plan, not Panic.

MEMBERSHIP RENEWAL DEADLINE APPROACHING

Marc Donohue, MMC (Membership Services Director)

By now, you should have received your invoice to renewal your CCAC membership for a 6-month period from January 1, 2020 through June 30, 2020. This will be followed by the normal 12-month renewal period ending June 30, 2021 and every June in the subsequent years.

We are now less than 30 days away from the March 31, 2020 deadline to renew your membership! You are welcome to pay online or by invoice. Memberships not renewed by March 31st, will be considered a lapsed membership and you will not be eligible for scholarships or member-rates for the annual conference and educational sessions.

On behalf of the entire CCAC Executive Board, we thank you for being a member and renewing your membership! If you have any questions about this new membership renewal process, please contact Membership Services at [email protected].

INCLUSIVITY AT THE 2020 ANNUAL CONFERENCE

If you are a first timer or flying solo at the upcoming Annual Conference, be on the lookout for members of the Membership and Inclusivity Committee who will be wearing green Ambassador name tags. We’d love to tell you more about how to conference works and be a friendly face in a crowded room! It’s time to grow powerful partnerships – don’t be a stranger!



INTERESTED IN POSTING A JOB OPENING WITH CCAC?

Did you know that your agency can advertise job openings with CCAC? For $200, CCAC will post your agency's opening on the "Job Opportunities" section of the website as well as send out a listserv notification. Job openings are not authorized to be emailed to the listserv unless they come from CCAC. It's a great way to reach the membership and share your agency's openings! Information on submitting openings can be found on the Job Opportunities page and is included here:

Job opportunities are posted for agencies that are members of CCAC and/or for positions that are related to the offices of the City Clerk and/or Clerk of the Board, including their respective support positions.  There is a fee of $200 to advertise on this page and job information remains posted until the filing deadline has closed or for up to 30 days.  If you would like to post a job announcement, please email a brief description of the  job opportunity to the Communications Director in Microsoft Word, following the format of the listings below.  Include a link to your Agency's website for access to the full information on the recruitment.  Also, please include the name, address, phone and fax number information for billing purposes.  All requests will be posted within 72 hours of receipt (excluding weekends and/or holidays).


2020 Annual Conference

REGISTRATION NOW OPEN!

Preliminary Program available!

2020 Clerk of the Year Nomination Package now available!

Pre-Order your Conference Polos now!

Dates: April 15-17, 2020
Pre-Conference Events on April 14, 2020:
One-Day Advanced Academy - $150
Athenian Dialogue - $150

Location: Hyatt Regency, Burlingame


Events Calendar

CCAC Education Workshops

Prime Yourself to Be Recognized at Your Leadership Table
March 6, 2020 at 8:30 a.m. - Ceres
Click here for more information.

Intersecting Emotional and Social Intelligence with Leadership Effectiveness
May 15, 2020 at 10:30 a.m. - Clearlake
Click here for more information.

Athenian Dialogues 

One Giant Leap by Charles Fishman
Facilitated by Peggy Hawker, MMC
April 14, 2020 at 9:00 a.m.
CCAC Annual Conference Pre-Conference
Click here for more information.

Becoming by Michelle Obama
Facilitated by Stephanie Smith, MMC
May 2, 2020 at 9:00 a.m.
Hosted by City of La Quinta
Click here for more information.

Capital Gaines by Chip Gaines
Facilitated by Laura Nieto, MMC
May 15, 2020 at 9:00 a.m.
Hosted by City of Eastvale
Click here for more information.

Obsessive Genius by Barbara Goldsmith
Facilitated by Stephanie Smith, MMC
August 28, 2020 at 9:00 a.m.
Hosted by City of La Habra
Click here for more information.

dare to lead by Brene Brown
Facilitated by Kathy Flamson, MMC and April Sousa, CMC
October 17, 2020 at 9:00 a.m.
Hosted by City of Ukiah
Click here for more information.

Visit CCAC Events Calendar for all upcoming education opportunities.


Newly Designated Clerks

Maria Ruano-Huizar, CMC - City Clerk, City of Lake Forest

Nancy Salazar, CMC - City Clerk, City of Perris

Suzanne Guzzetta, CMC - Deputy City Clerk, City of Gilroy

Marilyn Bonus, MMC - Assistant City Clerk, City of San Gabriel




CLERKS & CARDINALS - MAY 2020

Attending the IIMC Annual Conference in St. Louis in May? Interested in catching a baseball game? If so, California Clerks are attending the St. Louis Cardinals vs. Atlanta Braves game on Monday, May 18 at 7:00 p.m. The Region IX Dinner (hosted by Alaska) will be held prior to the game near the ballpark. If you're interested in joining the fun, please email Jessica Blair (Half Moon Bay) by April 1 with how many tickets you will need. We hope you'll join us!


Region 16 Workshop Recap

JoAnne Buergler, MMC / Rohnert Park City Clerk

Greetings from Region 16!

We had a wonderful two days in Rio Vista with exceptional weather!

We started off Friday with City Clerk Dashboard – The Meaning, Intent, and Purpose behind the Laws Administered by City Clerks. Our amazing presenter, Shalice Tilton, MMC, Retired City Clerk. The audience was engaged with many question throughout the day. A game of Jeopardy in the afternoon…we are a supportive and competitive group!

Shalice Tilton talked about reframing the role of the City Clerk. She discussed how we often focus on dissected parts of public policy (Public Records Act, Political Reform Act, Brown Act) and not on the public policy as an entire system. Looking a public policy holistically provides the why behind what we do and reframing helps others understand the why.

Shalice states, “Virtually every function of the city clerk operation has its origin in statutes and regulations. And virtually every statute and regulation was prompted by a moment in history that needed correction or guidance.”

She also discussed Public Service as a balanced triangle. City Council handles the policy, City Manager the product, and City Clerk the process. Often conflict happens because the process slows the product down.

Shalice walked us through sources of law for cities. Where to find them and how to read them. State law vests the responsibility of administering and implementing laws that govern cities with the city council, the city clerk, a city treasurer, the chief of police, the fire chief, and subordinate officers or employees (Gov. Code Sec. 36501).

She discussed the meaning and purpose of access to information laws and safeguard laws. Did you know The Brown Act is in the Government Code? It is an access to information law regarding open meetings and open deliberations. We have this law because the people insist on remaining informed so they may retain control over the instruments (government) they have created. We protect this access by posting agenda timely, ensuring agenda titles describe the business to be considered, making sure the meetings are open and materials are available. You can see all this information succinctly for the Brown Act, Political Reform Act, Maddy Act, etc. in the City Clerk Dashboard!

The City Clerk Dashboard is an invaluable tool to enable us to provide the why we need to know right away that a commissioner has resigned, that you can’t just add an item to the agenda the day of the meeting, or you need to let us know if you have a requested record within 10 days and not when it’s convenient for your schedule. I encourage you to print the dashboard and become very familiar with it. It will help you articulate the why- which will help you fulfil the responsibility of administering and implementing the laws pertaining to protecting democracy and providing a system of checks and balances.

Saturday, facilitator Susan Domen, MMC, Retired City Clerk, walked us through Profiles in Courage by Senator John F. Kennedy. We had an enjoyable discussion on heroes from different junctures in our nation’s history and how some of the issues struggled with in the past our nation seems to be facing now. The adage seems true that history repeats itself. We appreciated the courage and trials of John Quincy Adams, Daniel Webster, Thomas H. Benton, Sam Houston, Robert A. Taft, to name a few of the politicians who helped form our nation.

JoAnne Buergler, MMC, Region 16 Director


Regions 6 & 11 Joint Workshop Recap

Linda Troyan, MMC / Rancho Cucamonga City Clerk

With a sweet Valentine’s Day theme, Regions 6 (Inland Empire) & 11 (Los Angeles County) co-hosted an educational workshop in the City of Rancho Cucamonga on Tuesday, February 11th, 2020. The morning session included a presentation by Alexandra Castillo from the Fair Political Practices Commission on FPPC Form 700 & Campaign Filing Officer Duties, which covered important topics such as filing rule obligations, officer logs, schedules, public access, amendments, notifications, non-filers, fining, enforcement referrals and new rules for 2020.

Additionally, that same day, Maureen Kane, TTC Director, presented “the Confident Clerk – Looking and Feeling Like the Professional Leader You are and Want Others to See” workshop. Participants had the opportunity to identify their perception of personal strengths and weaknesses and evaluate their perceptions in a team environment. Participants received an overview of specific skills that would enhance their confidence and increase their ability to perform current and expanded duties, therefore, setting them up for long term success.

We had a great turnout - 90 attendees and sponsorship from 6 vendors. A raffle was held in support of the CCAC Scholarship program, and an estimated $450 was raised to help support educational efforts. Thank you to everyone who donated raffle prizes and bought tickets.

Thank you to our sponsors, our presenters, and to my co-host Adrian Garcia, Chief Deputy City Clerk, Azusa, the Rancho Cucamonga Clerk/Records Team, and City Clerk Barbara McGee and  Maria Rodriguez from the City of Rialto for helping to make this training a CCAC success!.

Linda A. Troyan, MMC, Region 6 Director


 


 


 

Sponsors (click image)