April 2020 Official Word


Official Word

April 2020

Volume 21, Issue 4



  1. President's Message
  2. Events Calendar
  3. Newly Designated Clerks
  4. Sponsors





























































































































































































































































































































































City Clerks Association of California www.californiacityclerks.org

CCAC President's Message
Patrice Olds, MMC

We are living through the “should have” times. Today should have been the closing day of the 2020 City Clerks of California (CCAC) annual conference. Which, of course, was cancelled due to the Coronavirus pandemic. My calendar I set up last year marking the event, of course is bookmarked by hearts. Because when you love what you do and believe in the work with all of your being, the chance to learn together, share stories, and connect with other public servant professionals means the world to you. It is a time of renewal and re-energizing.

While part of me will always be a little sad that we aren’t together now celebrating clerkdom, the stronger emotion is that I am so incredibly proud of the work that our local governments are doing in these extraordinary times. I see true leadership shining brightly. And that of course includes clerks who are holding up transparency and access to the decision makers, embracing innovation, adapting rigid processes to something more flexible, and who are on the leading edge (creating some real stretch and grow opportunities) of new technology as we master digital meetings and public access in these SIP times.

Instead of focusing on the should haves, I’m going to focus on shout outs. This is a shout out with love and admiration to all my clerk colleagues, essential workers, and those holding the tenuous reins of society together - from grocery clerks to delivery drivers to mayors to every public servant - you are democracy. You are society. You are the assurance of our future. You have my, and I believe everyone’s, deepest gratitude for choosing to do the right thing, even when the decision is tough, each and every day.

With pride and thanksgiving for all of you.

Open Government in the Time of Coronavirus

Essential Duties

It is demonstrated so clearly in these uncertain times that Clerks are poised at the center of accessibility, transparency, and innovation within their agencies and are the key component in ensuring that the public continue to have input in these times of social distancing and remote meetings. As we have dusted off our Continuity of Government plans and practiced our continuing operations from afar, this experience is allowing us, to see for ourselves, and more clearly define, what are our essential duties in the clerkdom. 

Clearly at the top of the essential duties list is ensuring access to meetings – in whatever format that is – so that access to decision-makers is maintained for the public, processes are defined and followed, decisions documented and communicated, and through it all civility and decorum are preserved in a respectful manner that is reassuring to our communities.

In addition to that critical role, are all the compliance roles from fulfilling Public Records Act requests to meeting the requirements of the Political Reform Act to ensuring needed contracts can be executed to finding ways to attest to a proof of life for foreign pensioners.

I applaud each of you for being the keeper of democracy in ensuring your government, city, town, district, and/or commissions are acting sensibly, narrowing their focus on the truly essential, protecting processes, safeguarding public access, and innovating and streamlining as we rise to meet the challenge of a global pandemic.

I am impressed with the technology sharing, best practices populating, templates distribution, and the tenor and tone of how each clerk offers services and steps forward for colleagues. Seeing and hearing each jurisdiction go completely to remote meetings with new technology in just a few days times was truly awe-inspiring. I hope you are feeling the love and appreciation from your communities.

As the license plate frame said, we are living “City Clerks, Your Partner in Democracy.”

I found in our archives when the City shut down and issued the need to wear face masks in public in 1918/1919 in the Spanish flu epidemic (read pandemic). I thought maybe we could invite city clerks to find what their city was doing in the great flu of 1918-19 and share on Facebook or something like that. In a weird kind of way, although it was absolutely awful (my Great Grandma lost the love of her life and her youngest son and she never really got over it) it also is somehow weirdly comforting to see that we were doing the same thing just over 100 years ago and we came back. We came back.

Clerk of the Year / Clerk of Distinction

Be on the look-out for an announcement from Communications Director Jessica Blair on an upcoming Facebook Live event in which we will announce LIVE the 2020 Clerk of the Year and Awards of Distinction. More to come on that soon.

I wish you and your loved ones’ good health, safety, and peace in these tumultuous times.

Events Calendar

CCAC Education Workshops

2020 Central Nuts & Bolts
June 4-5, 2020 - Modesto
Click here for more information.

Intersecting Emotional and Social Intelligence with Leadership Effectiveness
October 16, 2020 at 10:30 a.m. - Clearlake
Click here for more information.

Athenian Dialogues 

Becoming by Michelle Obama
Facilitated by Stephanie Smith, MMC
October 3, 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
November 6, 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

Elena Suazo, CMC - City Clerk, City of Millbrae

Cecilia Dunlap, CMC - Management Assistant, City of La Puente

Jozie Guzman, MMC - Clerk of the Board, Las Virgenes Municipal Water District

Kerry Lindstrom, CMC - Administrative Technician, City of Pacific Grove

Sandra Heney, CMC - Clerk of the Board / Admin Manager, Chino Valley Fire District

Sheryl Garcia, MMC - City Clerk, City of La Puente

Arne Simonsen, MMC - City Clerk, City of Antioch

Victoria Popescu, MMC - Deputy City Clerk / Records Supervisor, City of Brea

Yvette Mayfield, MMC - City Clerk, City of Taft

Tara Byerly, CMC - Deputy Clerk of the Board, Riverside County Transportation Commission


Sponsors (click image)