February 2021 Official Word

 

Official Word

February 2021

Volume 22, Issue 2

 

INSIDE THIS ISSUE

  1. President's Message
  2. Call for Nominations
  3. Events Calendar
  4. Professional Development Corner
  5. Newly Designated Clerks
  6. LOCC Board Meeting Recap
  7. League Policy Committee Reports
  8. New Member Spotlight
  9. Sponsors

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


CCAC President's Message
Anthony Mejia, MMC

The past couple months have been extremely busy planning our virtual conference, progressing on the strategic plan, and working towards the professionalization of our Association. First off, I’d like to thank our volunteer representatives on the Cal Cities Policy Committees for representing the City Clerk’s Department. Each of the representatives have committed to writing articles on the activities of the Policy Committees and they will be featured in the Official Word over the next couple months.

Cal Cities Policy Committee Representatives

  • Leticia Miguel, City Clerk of San Leandro - Community Services
  • Teresa Vargas, City Clerk of Lathrop - Environmental Quality
  • Randi Johl, City Clerk of Temecula - Governance, Transparency and Labor Relations
  • Brenda Haggard, Assistant City Clerk of Elk Grove - Housing, Community and Economic Development
  • Kendall Rose, City Clerk of Petaluma - Public Safety
  • Lillian Harris-Neal, City Clerk of Brea - Revenue and Taxation
  • Debra Black, City Clerk of San Dimas - Transportation, Communication and Public Works

CCAC Annual Conference

As previously announced, this year’s annual conference will be held virtually and under a very different format. The CCAC Board of Directors approved a contract with Smith Moore & Associates for their assistance in coordinating this year’s conference. We are diligently working to build our conference website and to finalize our last speakers. I’m pleased to announce that we will be offering six educational sessions, one Athenian Leadership Dialogue, and a Master Municipal Clerk Academy session, for a total of 11.5 CMC/MMC certification points, once approved by IIMC. We will also feature presentations by other Professional Associations such as ARMA, ICMA/MMASC, CAPIO, SHRM. As many of us are taking on new roles and responsibilities within our organizations, and these presentations will inform us of their mission, membership criteria, and certification programs so that we can be informed about these powerful resources. Each of the educational sessions will be offered a la carte for only $30 per session or you can register for the entire conference (excluding the ALD and Academy) for only $125. The ALD and MMC Academy will be a stand-only fee of $30 for each session. Registration and more details will be available on the Conference website which is expected to launch by early March.

Strategic Plan Update & Professionalization of the Association

The CCAC Board of Directors has been progressing on the three-year Strategic Plan and this year’s Priority Action Plans. At our last meeting, the Board took action to authorize the President to negotiate a final scope of services with Smith Moore & Associates for expanded services, including financial, board support, communication and design support, conference coordination, membership, and education registration. These expanded services will enable the Board of Directors to serve as a policy Board and delegate the day-to-day operations to professional staff. I stress the importance of these actions as our membership survey clearly demonstrates that the biggest barrier to serving on the Board is a lack of time. It is my firm belief that these expanded services will greatly reduce the time burden placed on our volunteer Board Members and will expand the pool of potential candidates in the future.

In addition, the Board authorized the Legislative Director and President to negotiate a contract for lobbying services. Historically, our volunteer Legislative Director is required to identify, track, and take positions on legislation impacting our profession and must distill the most pertinent information for communication to the membership. The Legislative Director is given limited resources and must balance their Board obligations with those of their full-time job. As we look towards the future, we must recognize that we may not always be so lucky to have a Legislative Director who possesses a juris doctorate and serves as the Legislative Services Director for their city. Through the hiring of a lobbyist, CCAC will strengthen its voice in Sacramento and will enable any CCAC member the opportunity to run for and successfully navigate their role as Legislative Director under the guidance of a professional lobbyist; the same as our Treasurer and a professional accountant.

CCAC Organizational Structure

Finally, the Board of Directors preliminarily discussed and directed the Governance Task Force to move forward with its proposal on the CCAC Organizational Structure. Currently, CCAC has ten different membership rates based on an organization’s population and whether it is a primary or associate member (although there is no distinction between the roles) and said membership belongs to the organization, so if you change jobs, your membership ceases. Alternatively, the Task Force recommends a single membership rate that travels with the member. And more importantly, the Task Force recognizes that membership rates have remained relatively low over time, yet education costs and registration fees continue to rise. By changing our mindset, the Task Force believes we can effectively reduce the cost of education by sharing the burden amongst all members via membership dues. I believe this proposal will help shift the burden of paying for education from those seeking their certification and it will encourage lifelong continuing education, since we are all already paying for it.

In addition, the Task Force presented a restructuring plan for the Board of Directors. Currently, the Board consists of 25 members. It is widely agreed that the size of the Board is untenable and costly (when in-person meetings are allowed) and there are challenges associated with filling vacancies in less densely populated regions. As a result, the Task Force has proposed a draft Board Structure consisting of 12 Directors (along with associated committees):

  1. President
  2. Vice President
  3. Board Secretary
  4. Treasurer
  5. Director of Legislative Affairs (Legislative)
  6. Director of Professional Development (Education)
  7. Director of Communications (Communications )
  8. Director of Member Services (Membership and Inclusivity)
  9. Director of Scholarships (Fundraising and Scholarship)
  10. Director of Conferences (Conference)
  11. Director of Networking (Regional Network)
  12. Director of Mentor Development (Mentoring)

Later in February, the Task Force will be soliciting feedback from the membership on the proposed plans so the Board can decide whether to submit to the membership via a Bylaw amendment. In the meantime, please let me know if you have any questions or comments.


NOMINATIONS OPEN FOR PAT HAMMERS SPIRIT AWARD & CLERKS OF DISTINCTION AWARDS

It is our honor to announce that nominations are now open for the Pat Hammers Spirit Award and Clerks of Distinction Awards. These awards will be presented at the CCAC Annual Conference in April. Nominations are due by 5 p.m. on Monday, March 15, 2021.

Please click on the below link for more information about the purpose and criteria for each of these awards. This year, we request that you submit your free-form nomination letters via email. Specifically, we want to hear the story, so please tell us in your own words why the nominee is deserving of these prestigious awards.

  • The Pat Hammers Spirit Award recognizes the nominee’s attitude, commitment, and overall presence in the municipal clerk community. Click here for more information.
  • The Clerks of Distinction Awards recognize the nominee’s abilities, skills, and accomplishments to their organization, community, and profession. From amongst the nominees, one will be selected as the Municipal Clerk of the Year. Click here for more information.

Ready to submit your nomination? Questions? Email us at [email protected].

Patrice M. Olds, MMC, Immediate Past President

Anthony J. Mejia, MMC, President


Events Calendar

Everything Records Management
March 18-19 - Virtual
Click here for more information.(REGISTRATION FULL)

2021 CCAC Annual Conference
April 6-23 - Virtual
Stay tuned!

Post COVID-19 Emotional & Leadership Intelligence
May 19-21 - Virtual
Stay tuned!

LAFCO - Everything Clerks Need to Know!
June 7-8 - Virtual
Stay tuned!

Doing More With Less
July 22-23 - Virtual
Stay tuned!


 

Athenian Dialogues 

Your CCAC Athenian Leadership Dialogue Committee has been hard at work scheduling and coordinating upcoming virtual ALDs to ensure that this educational opportunity continues to be offered for those pursuing their CMC/MMC and/or fellowship through IIMC!

Upcoming virtual dialogues are as follows:

The Truths We Hold by Kamala Harris
Facilitated by Randi Johl, MMC
March 26, 2021
Virtual! (REGISTRATION FULL)
Click here for more information.

Lean In by Sheryl Sandberg
Facilitated by Mary Lynn Stratta, MMC
April 16, 2021
Virtual!
Will open with Annual Conference.

The Culture Code by Daniel Coyle
Facilitated by Laura Nieto, MMC
May 7, 2021
Virtual!
Save the date!

Jonathan Livingston Seagull by Richard Bach
Facilitated by Ed Tywoniak
June 4, 2021
Virtual!
Save the date!

If you are interested in facilitating an upcoming virtual ALD, please contact Ashton Gout at [email protected].

Visit CCAC Events Calendar for all upcoming education opportunities.


Professional Development Corner
April Sousa, CCAC Professional Development Director

Greetings Clerkdom, It has been such a whirlwind the last few months. The expectations I had coming in as Professional Development Director have been turned upside down as we continue down the COVID path with uncertainty of budgets for training and workshops, time to set up training and workshops, and zoom fatigue, to name a few. We had our first virtual workshop in January on Social Media Use as it relates to several state and federal laws. This was such a huge success that we will be have a similar workshop coming up in April tackling specifically AB992 – social media and the Brown Act, easy pitfalls for council and board members, and what we as clerks can do to help mitigate any issues that arise. If you missed all or part of this January workshop, you are not going to want to miss this one.

New this year has been the addition of what we have called “Listserv Live” events – basically round table events for clerks to ask a variety of questions of other seasoned clerks. In December, our first Listserv Live was based on the basics – asking clarifying questions from the Brown Act to the Form 700. In early February, we had on with our Mentors where those who participated could ask all their questions regarding the CMC, MMC and how to obtain their certification. We plan to have another one that will be a “Post-Conference” Listserv Live – because we know you will have some questions that come up after the many amazing sessions that will be offered this year!

And I’m sure so many of you are looking at when we will offer more virtual workshops – if you aren’t zoomed out yet. Well, save the date for the following sessions – we are working on the course approvals still to find out points before we can make these available for registration.

March 18,19 – Everything Records Management (includes a special “listserv live” on March 26) - REGISTRATION FULL

May 19,20,21 – a three-part series on the following topics: Emotionally re-connecting after social distancing, how to practice Health Emotional Intelligence in a post Covid-19 work environment, and Leadership Influence in a post Covid-19 world.

June 7&8 – a two part series on LAFCo and everything that cities, special districts, and counties need to know regarding who LAFCo is and how they relate to each municipality.

July 22 & 23 – a two-part series entitled “Doing more with less: Business Process Improvement”


Newly Designated Clerks

Monique Lomeli, CMC - Deputy City Clerk, City of Palm Springs

Liana Campos, CMC - Deputy Clerk, City of Goleta

Sandra Kandell, MMC - City Clerk, City of Pacific Grove

Charlene Robinson, CMC - City Clerk, City of Victorville

Cassandra Tilton, CMC - Assistant City Clerk, City of Manteca

Rhonda Barone, CMC - Assistant City Clerk, City of La Habra


League of California Cities Board of Directors Meeting Recap

Randi Johl, MMC, CCAC Legislative Director

The League held its quarterly board meeting virtually Thursday/Friday, February 11-12. The agenda is attached and the highlights are referenced below. Please let me know if you have any questions and/or would like more information on any of the items.

  1. 2021 League Strategic Priorities (Attachment) – The Board received an update on its 2021 strategic priorities and the ongoing work in each of the areas (i.e., state and federal funding for COVID-19 local response, affordable housing and homelessness, disaster preparedness, and critical infrastructure).    
  2. Special Task Force and Committee (Attachment) – The Board received an update on the creation and work of the Advancing Equity Advisory Committee and the Public Safety Task Force which is specifically tailored to law enforcement efforts.
  3. Legal Advocacy (Attachment)  – The Board received an update on its legal advocacy efforts. The status of various cases impacting local government and the League’s efforts on those is referenced in the report.   
  4. Policy Committee Legislative Agenda (Attachment) – The Board took action on three matters that arose from the Housing/Community Development and Revenue/Taxation policy committees. The Board adopted the recommended action positions on both SB 9 and SB 55.

League of California Cities Community Services Policy Committee Report

Leticia Miguel, City of San Leandro

Cal Cities 2021 Strategic Priorities

The committee was updated on the Cal Cities 2021 strategic priorities. Cal Cities staff discussed the virtual League Leaders retreat and explained the process by which strategic priorities are established. The Cal Cities 2021 strategic priorities are as follows:

Secure state and federal funding for local COVID-19 public health response and economic recovery for all. Secure direct and flexible funding and resources for cities of all sizes so they can continue to protect residents from the pandemic, deliver essential services, support small businesses, and lead the recovery in our communities. Improve communication and coordination with regional, state, and federal governments on public health orders and programs to stimulate equitable economic recovery.

Secure funding to increase the supply and affordability of housing and resources to assist individuals at risk of – or already experiencing – homelessness while preserving local decision making. Secure additional resources to increase construction of housing, particularly affordable housing, workforce housing, and permanent supportive housing, and ensure cities retain flexibility based on the land use needs of each community. Increase flexibility and resources to provide navigation assistance and emergency shelters, and strengthen partnerships and collaboration with stakeholders to ensure mental health, substance abuse treatment, and wraparound services are available for adults and youth at risk of – or already experiencing – homelessness in our communities.

Improve state-local coordination and planning to strengthen community disaster preparedness, resiliency, and recovery. Pursue additional resources and support to mitigate the effects of climate change, sea level rise, catastrophic wildfires, and flooding in our communities. Promote community disaster preparedness, resiliency, and recovery in collaboration with the state and federal governments. Increase availability and access to the National Flood Insurance Program to include other natural disasters.

Protect and modernize critical infrastructure. Seek increased state and federal resources for critical and sustainable local infrastructure projects including roads, public transit, active transportation, water availability, and broadband deployment that enhance workforce and economic development and improve quality of life.  

Adoption of 2021 Work Program

In order to produce the committee’s work program, committee members were asked to respond to an online survey illustrating the top priorities for the committee to focus on in the coming year.

Cal Cities staff provided an overview of the proposed work plan, followed by an open discussion. The committee agreed the work plan was broad and encompassed a wide swath of potential issues. Committee members spoke in support of the work program and provided additional suggestions that included child care, libraries, museums, and the arts.

The committee unanimously adopted the following items as their work program:

    • COVID-19 Impacts to the Community;
    • Parks, Open Space, and Recreation;
    • Community Resiliency;
    • Emergency/Disaster Preparedness and Response; and
    • Senior and Aging Issues.

The Community Services Policy Committee will meet again on Friday, April 16, 2021.


League of California Cities Revenue and Taxation Policy Committee Report

Lillian Harris-Neal, City of Brea

The Revenue and Taxation Committee was updated on the Cal Cities 2021 strategic priorities and built a work plan within the framework of the priorities which includes the following: 

Secure state and federal funding for local COVID-19 public health response and economic recovery for all.

Study and report on COVID-19 impacts to city budgets and services and use the report to inform a strong advocacy campaign for direct local assistance and ensure fair and equitable allocation of relief funding. Support direct assistance to small businesses, relief from evictions and foreclosures including support for small landlords. Provide the committee with information on related economic impacts. Support expeditious distribution of vaccines and encourage state-county-city coordination.  Coordinate a briefing and explore mitigation efforts on CalPERS costs with the Governance, Transparency and Labor Relations committee.

Secure funding to increase the supply and affordability of housing and resources to assist individuals at risk of – or already experiencing – homelessness while preserving local decision making.

Support measures that expand incentives to cities and developers for housing construction and efforts to reduce state-mandates costs of housing construction. Sponsor materials and briefings on available funding for housing and homelessness. Ensure fair and equitable allocation of housing related funding. Support funding of HomeKey and Project RoomKey to house individuals and families experiencing homelessness. Identify costs projections for addressing homelessness and providing related services statewide to inform Cal Cities’ funding requests. Support restoration of Property Tax in-Lieu of VLF for annexations to support the availability of adequate housing sites. Coordinate all efforts with the Housing, Community and Economic Development Committee.

Improve state-local coordination and planning to strengthen community disaster preparedness, resiliency, and recovery.

Support funding for updated local emergency response plans, study of forestry management in the wildland urban interface (WUI), and notification systems with emphasis on state-county-city coordination. Ensure cities are eligible for state and federal grant dollars aimed at strengthening emergency communications and response. These dollars should be allocated in a fair and equitable manner. Provide information on the costs of climate disasters. Support policies that provide incentives to cities to procure emergency supplies and training. Support robust financing for undergrounding of power lines. Support set-aside of resiliency funds for pandemic preparedness. Continue education programs for local officials on community disaster preparedness, resiliency, and recovery. Coordinate efforts with the Environmental Quality committee on advocacy efforts for funding and improved intergovernmental coordination.

Protect and modernize critical infrastructure.

Protect existing transportation funding, support improved oversight of state administration, and advocate for additional, direct state and federal funding for critical infrastructure such as roads, bridges, and broadband. Ensure fair and equitable allocation of state and federal infrastructure monies. Support efforts to improve and expand broadband including new funding sources. Include a push for technical assistance to support deployment. In coordination with the Transportation, Communications, and Public Works committee, review the Digital Infrastructure and Video Competition Act of 2006 (DIVCA) for areas in need of modernization. Explore an improved local funding mechanism for infrastructure projects.

We also made an amendment to the existing policy and guiding principles regarding Fair and Equitable Distribution of State and Federal Aid that will be considered by the Board of Directors.  The amendment includes verbiage about the allocation of aid being distributed to Cities equally per resident.

We also received updates legislation and the budget and listened to a sales tax briefing from Mr. Michael Coleman, Cal Cities Fiscal Policy Advisor.

Our next virtual meeting is scheduled for Friday, April 16, 2021, 1:00 p.m. – 4:00 p.m.


League of California Cities Transportation, Communication, and Public Works Policy Committee Report

Debra Black, City of San Dimas

The Transportation, Communication & Public Works Committee (TCPWC) received a presentation from Chair Christian Horvath, Council Member, Redondo Beach, Vice Chair Veronica Vargas, Council Member, Tracy and Melanie Perron, Deputy Executive, Director/Advocacy & Public Affairs, League of California Cities that included an overview of the Cal Cities existing Policy and Guiding Principles as they relate to the TCPWC. A general briefing included an overview of the Governor’s $227.2 billion budget proposal for the 2021-22 fiscal year.

The approved 2021 Work Program for the committee will focus on:

1)    Protecting SB1 Funding – with the Governors desire to shift funds to other uses, Cal Cities will be working to set up guard rails to protect these funds

2)    Closing the Digital Divide – bills are dominating the conversations and AB14 (Internet for All Act of 2021) and AB34 (Broadband for All Act of 2022)  will make it easier for local governments to apply for funding

3) Small Cell Issues (5G)

4) Infrastructure resiliency

Other areas briefly discussed were the upcoming legislation of ECV Charging Station and Micro mobility (AB3116) and Cal Cities position of opposition. Also, on the radar possible upcoming bills on Seismic Safety.


League of California Cities Public Safety Policy Committee Report

Kendall Rose, City of Petaluma

At the first Public Safety Policy Committee (PSPC) meeting of the year Assembly Member Mike Gipson discussed his role as Chair of the Select Committee on Police Reform. He emphasized the importance of having diverse input in police reform conversations from law enforcement, community organizations, and other stakeholders. PSPC members asked about police recruitment practices and what Assembly Member Gipson will do to ensure small cities can continue to staff their departments. Gipson discussed legislative efforts and debates around minimum qualifications for police positions, such as educational and age requirements.

Chair Bob Whalen, Council Member, Clovis, and Vice Chair Pippin Dew, Councilmember, Vallejo, provided an overview of the Cal Cities General Briefing Update which includes the latest on legislative and budgetary matters affecting cities and the Cal Cities 2021 Strategic Priorities. The PSPC unanimously adopted the following items as their 2021 work program: (1) police reform including 21st Century Policing, community relations, and funding; (2) additional tools and resources to address homelessness, mental health, domestic violence, drug rehabilitation, human trafficking, and workforce development for ex-offender reentry; (3) emergency and disaster preparedness and resiliency; and () addressing crime rates.

Cal Cities staff updated the PSPC on the Governor’s record-breaking $227.2 billion budget proposal for the 2021-22 fiscal year, highlighting public safety related budget allocations such as enhancement of the Department of Forestry and Fire Protection’s (CAL FIRE) fire prevention and suppression capacity, consolidation of the new Department of Cannabis Control, assistance for courts in adapting to providing services during COVID-19, and initiation of investigations into officer-involved shootings.

Lastly, Cal Cities staff briefed the PSPC on the legislative agenda for the year, specifically highlighting legislation related to minimum qualifications and disqualification from employment for law enforcement, sexual assault forensic evidence testing, use of force, and the use of kinetic energy projectiles, among other issues.


League of California Cities Housing, Community, and Economic Development Policy Committee Report

Brenda Haggard, City of Elk Grove

The Housing, Community, and Economic Development Policy Committee (HCED) met on January 14th and again on January 29th to complete its slate of business. At the January 14th kickoff meeting, President Cheryl Viegas Walker, Mayor, El Centro welcomed committee members and thanked everyone for their service to all California cities. Mayor Viegas Walker then introduced Cal Cities Executive Director Carolyn Coleman, who also thanked committee members for their service during this critical time for cities throughout the state. Committee Chair Marilyn Ezzy-Ashcraft then provided an overview of the committee’s purpose and referred committee members to the General Briefing Update Document compiled by the Cal Cities advocacy team, which includes the latest on legislative and budgetary matters affecting cities.

Cal Cities’ Assistant Legislative Director Jason Rhine briefly reviewed Parliamentary Procedure and Robert’s Rules of Order and provided a brief overview of the purpose of policy committees and the appointment process. Mr. Rhine stressed the importance of Cal Cities’ Guiding Principles, which contain policies that reflect positions taken by the policy committee and the Cal Cities Board, and updated the committee on the Cal Cities 2021 Strategic Priorities established during the virtual League Leaders retreat. The committee adopted its work program for 2021, which will focus on 1) Economic Development in a post-COVID environment, including job creation and economic stimulus, and funding to assist small businesses recover from impacts of the pandemic; 2) increasing housing supply for all income levels; 3) reviewing the Regional Housing Needs Assessment (RHNA) process; and 4) to protect and enhance local land use authority. 

The committee then received presentations on SB 6 (Caballero) Local Planning: Housing in Commercial Zones; SB 9 (Atkins) Housing Development Approvals: Duplexes and Lot Splits; and SB 55 (Stern) Very High Fire Hazard Severity Zone: State Responsibility Area: Development Prohibition. Committee members discussed each bill and provided direction to Cal Cities staff on each of the measures, whether to support, oppose, negotiate amendments with the bills’ authors, or some combination of the three positions. The committee also received a Legislative Update and Budget Highlights that included discussion of the Governor’s proposal to create a new Housing Accountability Unit within the Department of Housing and Community Development (HCD) to provide technical assistance, monitor cities’ land use practices, and enforce existing housing laws. The HCED committee will meet again in April.



WELCOME NEW CCAC MEMBERS!

ON BEHALF OF CCAC, WE’D LIKE TO WELCOME EACH OF YOU. AS A MEMBER, YOU WILL RECEIVE REDUCED REGISTRATION FEES FOR EDUCATION OPPORTUNITIES, ACCESS TO SCHOLARSHIPS AND A NETWORK OF MUNICIPAL CLERK PROFESSIONALS STATEWIDE.

THANK YOU FOR YOUR DEDICATION AND COMMITMENT!

Anette Cates, Assistant City Clerk

City of Redding

[email protected]

 Monica Flores, Deputy City Clerk

City of Wasco

[email protected]

 Robyn Johnson, Executive Assistant

East Bay Municipal Utility District

[email protected]

 Jocelyn Kwong, Deputy City Clerk

City of Pleasanton

[email protected]

 Melanie Norris, Deputy Town Clerk

Town of Paradise

[email protected]


 FEEL FREE TO REACH OUT TO OUR NEW MEMBERS TO WELCOME THEM TO CCAC!


Sponsors (click image)