May 2020 Official Word


Official Word

May 2020

Volume 21, Issue 5



  1. President's Message
  2. Events Calendar
  3. Newly Designated Clerks
  4. CCAC Annual Election
  5. Membership Update
  6. Professional Development Update
  7. Sponsors





























































































































































































































































































































































City Clerks Association of California

CCAC President's Message
Patrice Olds, MMC

Our Best Selves

What day is it? That’s the first question on my mind each morning when I wake up. Many of us have shared that we have never worked so much, so hard, and with such dedication and focus in our lives. I know I have never worked with such purpose and commitment. I’ve been a hard worker my whole life. My Dad’s mantra to me growing up was if they are expecting 100% you give 110% or 120% or 130% or 200% - always give more – in that way you will have job protection, but more importantly, you will have job satisfaction. Always, always give more and give your best.

We are in times that demand our best. Our best work. Our best innovation. Our best collaboration. Our best ability to overcome our own fear. Our best ability to remain calm and respectful. In short, we are bringing our best self to the role we play in our agencies and in our communities.

All over the state I hear from clerk staff who are stepping up, to continue to staff a vacant city hall, to take on managing all of the boards and commission meetings remotely from their kitchen table, to take a leadership role in working with the community and writing up the documentation to reopen our facilities successfully with all the t’s crossed and the i’s dotted. We stack the chairs, hide the tables, place the ‘x’ mark to indicate the safe distance to sit at a conference table, populate the doors of City Hall with all the required signage, and act as purchasing agents ensuring each employee has a personal labeled hand sanitizer on their desk when we reopen, all while handling weekly Council meetings. We demonstrate, again and again, that we can embrace these stretch and grow opportunities, that we can pivot gracefully to the next project or task, and most of all that we embody resilience. In adversity our character is revealed and our strengths shine.

We’ve had several opportunities to connect – whether it is on conference calls, training opportunities, ongoing committee work, or networking within your counties. The first thing I notice on these calls is the joy of reconnecting with each other, the giddiness of sharing our stories and seeking out the similarities of common experiences and the validation that we are stronger together because we are in this together. Together, we will get through it. I feel keenly the strength and tight bond of the clerk community in these times of uncertainty. I thank each and every one of you for bringing your ‘A’ game to the table and for saying yes to the added tasks and responsibilities that are keeping us all safe. I am sure you have the gratitude of your organization and community and please know that you have my respect and appreciation for the amazing job you are doing. Thank you.

I can’t end this article without highlighting one of the CCAC bright lights in these dark days – and that is Professional Development Director Shawna Freels and her education committee who have done an over-the-top amazing job of thinking differently about how to bring education to our members. They are rewriting the book on remote training opportunities and negotiating with the speakers we would have had at the conference to provide their content in webinars and fielding and balancing all the offers from our wonderful vendor partners who want to help us out in this time. She is responsive and innovative and approaches all of the change with such a positive attitude. Whenever I get off the phone with her I find myself projecting a better attitude.

I hope you had the opportunity to attend the Andy Masters training “World Class Service for Residents and Internal Teammates” in which somehow, four Zoom hours passed by in a blink of an eye, and we focused on finding the light of positivity in our own situation. So, Shawna and her team are CCAC’s light of positivity and I am so thankful to have her at the development helm. Keep your eyes out for more amazing training opportunities – just because we are staying ‘safe at home’ we still have the opportunity to grow and learn.

Stay safe, be well, and virtual hugs to you all.

Clerk of the Year / Clerks of Distinction

Please join us on June 18, 2020 at 5:00 p.m. as we announce via Facebook Live this year's Clerks of Distinction! Please join us in a toast as we celebrate our colleagues who have risen above the past year. Please make sure to "like" our official CCAC page at prior to 6/18 so you don't miss out!

Events Calendar

CCAC Education Workshops

CA City Clerk Orange County Online Candidate Filing Demo
May 21, 2020 at 1:30 p.m. via Zoom
Click here for join the Zoom meeting.

Education Workshop - Resilience
May 28-29, 2020
Click here for more information.

2020 Central Nuts & Bolts
June 1-5, 2020 (Registration closed)
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

Magdeline Gutierrez-Roberts, MMC - Clerk to the Commission, Gold Coast Health Plan

Anne Hsu, CMC - City Clerk, City of Albany

Elvia Harvey, CMC - Deputy City Clerk, City of Glendora

Deborah Bretschneider, CMC - City Clerk, City of Saratoga

Carole Wayman, CMC - Senior Deputy Clerk, South Coast Air Quality Management District

CCAC Annual Election 
Leilani Brown, MMC, CCAC Nominating Committee Chair

CCAC is conducting its annual election. Click here for the Notice of Nominations, Acceptance of Nomination, and Candidate Statement Form. The Region Director job description, along with a list and map of the regions, is also attached.

Pursuant to CCAC bylaws and policies, the Acceptance of Nomination and Candidate Statement Form must be received no later than July 8, 2020.

The electronic ballot will be emailed to all eligible voting members no later than July 28, 2020, and the deadline to complete and submit the ballot is August 28, 2020.


Marc Donohue, MMC (Membership Services Director)

The new annual membership renewal period is fast approaching. Now that the 6-month renewal period from January 1, 2020 through June 30, 2020 is almost over, we will now begin our normal 12-month annual membership renewal period from July 1 through June 30. This change was made to allow for membership dues to be collected on a fiscal year basis going forward, resulting in accurate reporting.

If you haven’t paid your 6-month membership renewal, your membership is considered lapsed. The Membership & Inclusivity Committee will be reaching out to lapsed members in the next few weeks to work with individuals to make their memberships current before the next membership renewal period starts on July 1, 2020.

Everyone will be receiving a membership renewal email from CCAC in early June 2020 for the annual 12-month membership renewal. Membership dues will be due by September 30, 2020. Memberships not renewed by September 30 will be considered lapsed memberships 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].

Professional Development Update 
Shawna Freels, MMC

Professional Development Update

Education Gone Virtual!

CCAC has taken the leap into the virtual world to offer you educational offerings this summer and throughout the fall. With the thoughtful coordination of the Professional Development Committee, Region Directors, and our trainers, we have found a way to deliver our programs and continue to provide education for our members in web conference format. Nuts & Bolts, Region Workshops, and the Netfile Give Back to Clerks trainings were all being offered online beginning this month.

June Nuts & Bolts Workshop

Through the support and commitment of the amazing 7-member training team, the June Nuts & Bolts workshop is being held June 1-5, completely online. This 4-day training will be conducted 3 hours per day, in two 90-minute segments. The CCAC Board has fully subsidized the workshop with scholarship funds and it is FREE for CCAC members! Attendees who complete the learning assessment will earn 3 IIMC CMC points. Space was limited to the first 75 registered, and we're proud to say the workshop filled up quickly!

CCAC Workshop - Honoring CCAC President Patrice Olds


Nicole Lance and Eric Bailey will offer powerful tools and tactical and immediately implementable strategies for building individual, workplace, and team resilience. This 2-day workshop is being held May 28 & 29 from 9-11 a.m. each day. Participants attending the webinar who submit a completed learning assessment will earn 1 IIMC CMC/MMC point. Space is limited to 150 attendees.

California Institute News

Though the June TTC has been cancelled this year, our innovative Institute Directors Maureen Kane and Pamela Miller are each thoughtfully working to find options to conduct the September Technical Training for Clerks (TTC) and September Master Municipal Clerks Academy (MMCA) trainings. More to come on these plans in our June OW.


Awardees who were unable to use their Education scholarship for Conference can still use the funds to take IIMC online courses, or if unused, these scholarships will roll over to fiscal year 2021. Institute scholarship awardees who planned to use their scholarship for the June TTC session will be able to use them in 2021 as well. Please contact me, or Professional Development Committee member Kerry Bigelow [email protected] with questions.

Lastly – get your scholarship applications in for 2021! Applications are being taken until June 1 for programming held July 1, 2020 to December 31, 2020. Find the e-application on our website.

For updates on CCAC programming and scholarship opportunities, or to register for these trainings, check the Education & Events page of the CCAC website.


Sponsors (click image)