Hello CCAC, and welcome to fall. There is something about the cooler weather and warm-er colors that makes me want to sit by my window sipping tea as I write this, my first message as your CCAC President. But alas, my win-dow is still covered in ash from the

#HolyFire, I’ve yet to bring a proper teapot to my new offices at the City of Murrieta, and it’s still projected to be nearly 90 degrees today. So much for wishful thinking. A lot has happened since I took the Oath of Office at the League of California Cities Conference last month. After being sworn in, I came back to the office for two days then immediately left for Port-land, Oregon where I represented California at the Oregon Association of Municipal Recorders (Clerks are called Recorders up there) Conference. I joined the Presidents of Alaska and Washington, as well as IIMC President Stephanie Carouthers Kelly from Charlotte, North Carolina, in repre-senting our Associations and speaking about the great things happen-ing in our areas. I shared our commit-ment to continuing education, as evi-denced by the un-precedented number of Athenian Dia-logues we host. I also shared our in-creasing number of CMCs and MMCs, the fruits of our active TTC and

MMCA institutes. Lastly, I enjoyed their hospitality and picked up a few new ideas for our own Con-ference to be held in April. Oh, and of course, as anyone who has spent any conference time with me at all knows, I was an active participant in their silent and live auctions, and came home with yet another pink handbag (Kate Spade to be exact). Then I moved on to finalizing the plans for our fall Board Retreat and Goal Setting Session. This year we’re meeting in Carlsbad for two days to discuss the many facets of CCAC and come up with strate-gies for better serving you, our members. On that note, if you have any ideas or suggestions or con-cerns about anything CCAC, please share them with your Region Director prior to October 20th. For a complete list of RD’s, visit our website. One component of our meeting will be hearing from the Region Directors on what is going on in their are-as, so we can provide the services, education, and support CCAC members want, to the best of our ability. Each year, I’ve noticed, the President has come up with a nice theme, tons of enthusiasm, some big ideas, and a plan for how to make our organization better. Then, as the months wear on, we get busy, someone has an election, someone gets sick, some-one moves on to new opportunities, and some-how, we end up a year later with only a few things crossed off our list. I know, I know, it sounds like

the office, right? Well, I can’t promise that your CCAC Board

will achieve everything we iden-tify when we’re together for Goal Setting. I can’t promise that we’ll cross everything off our list. What I can promise, though, is that I’m committed to this year of “Creating Our Own Magic”. I’m not going to sit on the sidelines and wait for someone else to move our organization forward. I’m not

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CCAC President’s Message I N S I D E T H I S

I S S U E :

President’s

Message 1

Professional

Development 2

Committee

Volunteers 3

Newly

Designated 3

Certification

Brochures 3

Region 9

Message 4

LCC Policy

Committees 4

Education

Sessions 5

Member

Spotlight 6

City Clerk

Listserv 7

IIMC

Foundation 8

CCAC 2018

Sponsors 11

Board of

Directors 13

OFFICIAL WORD O C T O B E R 2 0 1 8 V O L U M E 1 9 , I S S U E 1 0

Stephanie Smith, MMC

CCAC President

OAMR Clerks saying “Hi” to CCAC

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Professional Development Update Get Your Application In! Scholar-ship Applications Due Nov. 1st.

CCAC awards scholarships twice a year, with a limit of one Institute Scholarship and one Education Course Scholarship available to applicants each fiscal year (July 1 – June 30), unless additional scholarship funds are available in the CCAC budget. The deadline for submitting applications for Institute and Education Course offer-ings held January, 2019 through June, 2019 is Thursday, November 1, 2018. You must be a CCAC member in good standing and must complete the course to receive the scholarship award. Institute Scholarships may only be used towards the payment of registration costs. Education Course Scholarships will be awarded for $300 and may be used for

r e g i s t r a t i o n costs, lodging and bona fide travel costs in a c c o r d a n c e with the CCAC S c h o l a r s h i p Policy. See the online scholar-ship application

Shawna Freels, MMC

Professional Development

Director

President’s Message Cont. going to do the same old things because that’s the way we’ve always done them. I’m not going to play by a rule book that was written in such a way that it’s impossible for us to win. No. I’m going to Create My Own Magic. I’m going to be at every table I need to be at in order to ensure our Members are best represented. I’m going to work hard so that we continue to improve our educational delivery models and provide you with the most opportunities to further your professional development so you can Create Your Own Magic. With that, I’m going to hammer home the idea that it’s not just about accumulating the points, Clerks. It’s about the learning that goes with it, and the practical appli-cation of that learning that will help you be the best Clerk you can be, for yourself, for your organizations, for your communities.

I’ll close this message with a challenge – Don’t sit on the side-lines. Don’t wait to be invited to handle a new project. Don’t waste your talents in an environment that doesn’t appreciate them. Create Your Own Magic.

for additional information including all scholarship approval criteria. Eligible Institutes and Education Courses offered January, 2019 through June, 2019: Institutes Technical Training for Clerks Series 100 March 12-15, 2019 & Series 400 June 18-21, 2019 Master Municipal Clerks Academy MMCA Academy February 6-8, 2019 Education Course Options Nuts & Bolts Workshops February

14-15, 2019 & June 6-7, 2019 CCAC Annual Conference April 3-5,

2019 MMC 1-Day Academy Session April

2, 2019 Any CCAC Athenian Dialogue held

January, 2019 through June, 2019 IIMC Online Learning Institute

Courses The deadline for submitting applications is Thursday, November 1, 2018. Apply today!

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O F F I C I A L W O R D

Did you know that California has the largest mem-bership in all of the International Institute of Mu-nicipal Clerks organization… and by a lot! As you could imagine, many of the former Presidents have noted that by the time they learned how to man-age the Association’s membership program, it was time for the next 2nd Vice President to step in and take the reins. Additionally, I think we all remem-ber our first time attending a Conference solo and the awkwardness of trying to figure out which table to sit at or how to find someone to go out with after the event… As the new 2nd Vice Presi-dent, my goal is to establish a new Membership and Inclusivity Committee with the hope that the Committee will provide continuity to the mem-bership program for future 2nd Vice Presidents. And, more importantly, help those new to the profession feel welcome, informed about our pro-grams, and that they always as a friend when they arrive at their first conference or training. If you are interested in dipping your toes into the wonderful world of volunteering for our awesome Association, I am seeking members to help me with the following:

Assist those seeking to begin new member-ships;

Send new member welcome letters explain-ing things like the CMC process, the differ-ence between TTC and MMCA, how to reg-ister for the League Listserv, and more;

Outreach to City Clerks/District Clerks which are not yet members and consider recruiting school district and other academia organization clerks;

Seek out and find newbies at the conferences and make them feel welcome;

Assist with cleaning up and maintaining the membership roster; and

Of course… other duties as assigned. Don’t fear… this will not become another full-time job, all of our work will be done via email or teleconference. Again, I am looking for people committed and eager to get to work and willing to serve multiple years to help future 2nd Vice Presi-dents through their transition. Please give me a call at (760) 323-8206 or email me directly at anthony.mejia@palmspringsca.gov.

New Committee Seeking Volunteers!

Anthony J. Mejia, MMC

Second Vice-President

Becky Romero, CMC Deputy City Clerk, City of Gardena Michelle Bigelow, MMC Council Services and Records Manager, City of Morgan Hill Jennifer Ransom, MMC Assistant City Clerk, City of Murrieta

Newly Designated Clerks

IIMC Certification Brochures The IIMC Education Department is proud to announce the release of brand new certification infor-mation material. The new brochures are designed to provide the same information given out by the department in a whole new way. Click below to check out the new brochures and share with those working on their CMC or MMC

CMC Certification Brochure MMC Certification Brochure

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Region 9 Director’s Message - Zack Beck First and foremost, I would like to thank you for making a positive impact in our community. It is a privilege to serve alongside you in in the City Clerk profession, as we move our region for-ward in a positive, produc-tive and prosperous direc-tion.

As City Clerk of the City of Oceanside, I lead a dynamic department that serves as the city’s source for informa-tional, historical, legislative and election services. It is my daily goal that we provide these services with integrity, accuracy and independence. I have drawn upon my experience from the public, pri-vate and non-profit sectors of our region, to streamline city services, save taxpayer dollars and serve our com-munity. I desire to bring that same entrepreneurial ap-proach to the role of Region 9 Director. It is of utmost importance that we work together to bring access, equity and efficiency to our government. I am truly honored to lead that effort in Region 9. I solemnly swear to work tirelessly as your Region Di-rector. I will do my utmost to lead our region in a way that elevates our profession.

The election season is in full force and all of us are working through the filings, forums and election finances related to each of our respective offices. We have an essential duty to conduct the election with integrity and independence. Therefore, we need to be there for one another during this busy election season. I would like you to know that I am here to be of assistance to you in any way possible to help facilitate that cooperation. To that end, I would love to receive recommendations from everyone in Region 9, as to the types of training opportunities you would like to receive, as well as the ways in which we can enhance the communication lines within the City Clerk profession. Lastly, I would like to thank Kerry Bigelow for her years of service as Region 9 Director. Kerry did an incredible job providing training opportunities throughout San Diego, while keeping the region informed of important information that pertained to the City Clerk profession. I am truly grateful for her service and I will do my best to keep Region 9 on the great track she placed us on. With all of that being said, please let me know if there is anything I can do to be of assistance to you in your pro-fessional development. I hope you have a positive and productive remainder of your day. Integrity | Accuracy | Independence

LCC Policy Committee Appointments Did you know that each “department” in the League of California Cities has representatives on the League Policy Committees? This includes the City Clerk Department. Each year the CCAC President makes appointments to the Community Services, Environmental Quality, Housing, Community & Economic Development, Public Safety, Reve-nue and Taxation, Transportation, Communication & Public Works, and Government, Transparency & Labor Relations* Committees of the League. From the League’s website, “The League's policy-making process allows the issues facing California cities to be debat-ed and the organization's policy directions to be established. Close to 400 city officials serve on the League's policy com-mittees and add their collective expertise, wisdom and opin-ions to the policy debate that is the foundation of League policy. The recommendations from the policy committee are forwarded to the League board of directors. The com-mittees meet four times each year, typically in January, March, June and at the annual conference.”

Duties include attending the Policy Committee Meetings, throughout the state, participating by being fully informed of the issues and actively contributing the dialogue surrounding Policy Committee issues, and reporting back to the CCAC Membership on the activities of the Committee. This can be done through the Official Word! Members serve alongside Council Members, City Managers, Fire Chiefs, Finance Officers, and City Attorneys on the Committees. Descriptions of what each Committee focus-es on can be found on the League’s website caci-ties.org/Policy-Advocacy/Policy-Development. If you are interested in serving on a League Policy Committee, repre-senting CCAC and participating in the legislative review process for all of California, please send me an email at ssmith@murrietaca.gov, no later than Monday, October 15th. *(Appointment to the Government, Transparency, & Labor Relations Committee is reserved for the CCAC Legislative Director by CCAC Policy).

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Register now for

these upcoming

educational

opportunities.

Upcoming CCAC Educational Sessions

O F F I C I A L W O R D

CCAC Regional Education Workshops Region 8 (Imperial County) When It’s “Everybody’s City Hall” Understanding & Assessing the Label of Mental Illness. Become familiar with the basic mental illnesses that can be encountered daily in the workplace. Presenters: Maura Kane, Psy.D and Maureen Kane, California Institute Director October 18, 2018, 9:30 a.m. to 1:30 p.m. Hosted by City of Brawley Click here for more information and to register online by October 11, 2018

Region 3 (Central Valley) Clean Up on Aisle 2 – The Voting Might Be Done, But the Election is Far from Over for You! This session will focus on the technical skills and best practices after the election has taken place. Presenter: Randi Johl, MMC, Temecula Director of Legislative Affairs/City Clerk October 19, 2018, 8:30 a.m. to 1:00 p.m. Hosted by City of Lodi Click here for more information and to register online by October 12, 2018

Region 14 (Peninsula) Records Management in Today’s Government: A Lighthearted Approach to Tackle a Myriad of Issues in Managing Your Information. Learn the core aspects of a modern records management program. Presenter: Bruce Meier, Certified Records Manager October 19, 2018, 9:00 a.m. to 1:30 p.m. Hosted by Town of Los Gatos Click here for more information and to register online by October 12, 2018

Region 5 (Desert Mountain) E-Records, E-Mail, Trustworthy Electronic Records, Retention, Document Imaging and Oth-er Leadership Opportunities. Learn the legal requirements and best practices for managing electronic records. Presenter: Diane R. Gladwell, MMC November 28, 2018, 9:30 a.m. to 2:30 p.m. Hosted by City of Hesperia Click here for more information and to register online by November 21, 2018

Training for Trainers 2 Session training to enhance your skills in developing training. Topics include adult training methods, training design principles and resources, planning for a training, group dynamics and communicating Presented in Partnership by the California Institute Directors Pamela Miller and Maureen Kane Session 1 - November 1-3, 2018, Located at Asilomar Conference Center, Pacific Grove Session 2 - November 29-December 1, 2018, Located at Pala Mesa Conference Center, Fallbrook Click here for more information and to register online by October 10, 2018

(Continued on page 7) View more Educational Opportunities at www.californiacityclerks.org/education-and-events.

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Upcoming CCAC Educational Sessions Cont.

REGION 10

SPOT LIGHT

I began my ca-reer in public service ten years ago. When I accepted the Assistant City Clerk position in 2014, I knew I had found my ideal career path. I was blessed to serve under a City Clerk who was both a men-tor and a friend. I worked hard and with the encouragement and support of my colleagues, I earned my CMC in 2016. Upon

the Clerk’s departure from Lake Forest last Decem-ber, I felt prepared to step into the Clerk role. I have served as the Acting City Clerk for the last six months and have grown in the position through many new experiences. This year Lake Forest has expanded its outreach to the public in many ways. Staff was directed to ex-plore Facebook Live as an additional forum for live streaming City Council meetings. I worked with our City Attorney and the Public Information Office to develop a protocol for hosting public comments through Facebook Live. To date, Lake Forest is the only city in California to implement this practice. Like many California cities, Lake Forest uses SIRE agenda software for report workflows, agenda pack-et production and video live streaming. Since the product is being phased out, we decided to begin the search for an updated system. I was part of the team charged with developing the scope of work, scoring the RFP, interview-ing proposers and ulti-mately choosing a new software that will serve the innovative path on which Lake Forest is en-deavoring. I look forward to co-managing the data migration project and system implementation.

It’s also election season and serving as the Elections Official is a unique duty that requires communica-tion, neutrality and, most importantly, patience! Lake Forest held a special recall election in January so this November will be my second time serving as Elections Official this year. During the nomination period this August, a resident who submitted pa-perwork unfortunately did not achieve the correct number of valid signatures on his Nomination Form. He believed he should be listed as a candidate on the ballot and so I was named in a lawsuit along with the Orange County Registrar of Voters who verifies registered voter signatures. I worked closely with the City Attorney to establish procedure and protocol had been followed according to the Elec-tions Code. After arguments were heard, the court ruled in favor of myself and the Registrar, upholding the nomination process for those cities that con-tract with the County for elections.

These are really just a few of the new experiences that have helped develop my education and confi-dence in the City Clerk role. I make every effort to attend relevant trainings and seminars that will con-tribute to my growth. I was able to participate in the CCAC Annual Conference in April where the Creating Balance theme emphasized the need to step back and take time to care for your Self. I practice yoga regularly, love to travel, hike, be at the beach, enjoy a good book, cook a new meal and

spend time with family and friends. I’m proud to be part of the City Clerk family and appreciate the leadership and encouragement I have received from everyone.

Jennifer Connally, CMC

Acting City Clerk

City of Lake Forest

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O F F I C I A L W O R D

Athenian Dialogues Hidden Figures by Margot Lee Shetterly Facilitated by Patrice Olds, MMC Saturday, October 13, 2018, 9:00 a.m. to 3:30 p.m. Hosted by City of Concord Limited to 30 participants Click here for more information and to register online

I Am Malala by Malala Yousafzai Facilitated by Susan M. Domen, MMC Tuesday, December 4, 2018, 9:00 a.m. to 3:30 p.m. Hosted by City of Carlsbad Limited to 30 participants Click here for more information and to register online

Southern Nuts & Bolts Workshop This workshop is designed to provide initial training and information of the various City Clerk Office responsibilities – a must for new City Clerks, Deputy or Assistant City Clerks, and City Clerk support staff. Training will focus on subjects such as agendas, minutes, recordkeeping, contracts, research meth-ods, ordinances, resolutions, elections, and a myriad of other subjects.  October 15-16, 2018 Located at Brea Community Center Click here for more information and to register online

Upcoming CCAC Educational Sessions Cont.

League of California Cities New Law & Elections Seminar, Dec. 12-14, San Francisco This conference emphasizes new laws affecting elections in addition to many other facets of the City Clerk's roles and responsibilities such as the Fair Political Practices Commission, the Brown Act and the Public Records Act. Click here for details.  

City Clerk Listserv FAQs What is the Listserv? The League of California Cities offers a private Listserv for City Clerks to post questions, provide resources to other cities, or poll colleagues on current issues. How do I sign up? Go to http://lists.cacities.org/mailman/listinfo/city_clerks to subscribe. How do I post to the Listserv? Send your email to city_clerks@lists.cacities.org. The email will be reviewed and approved by the Listserv Moderator prior to release. Can I receive a digest instead of individual emails? Yes! Log into to your account at http://lists.cacities.org/mailman/listinfo/city_clerks to update your subscription preferences. How do I update my membership information or unsubscribe? Log into to your account at http://lists.cacities.org/mailman/listinfo/city_clerks to update your membership information or unsub-scribe. Who do I contact with questions? Contact Meghan McKelvey with the League of California Cities at mmckelvey@cacities.org or 916-658-8253.

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CCAC Diamond Sponsor

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O F F I C I A L W O R D

Stephanie Smith, MMC, First Vice-President City Clerk, Murrieta (951) 461-6030, ssmith@murrietaca.gov

Patrice M. Olds, MMC, First Vice-President City Clerk, San Mateo (650) 522-7042, polds@cityofsanmateo.org

Anthony J. Mejia, MMC, Second Vice-President City Clerk, Palm Springs (760) 323-8206, anthony.mejia@palmspringsca.gov

Britt Avrit, MMC, Recording Secretary City Clerk, Lancaster (661) 723-6020, bavrit@cityoflancasterca.org

Randi Johl-Olson, JD, MMC, Legislative Director Legislative Affairs Director / City Clerk, Temecula (951) 694-6421, randi.johl@cityoftemecula.org

Mitzi Ortiz, MMC, Communications Director City Clerk, Aliso Viejo (949) 425-2506, mortiz@cityofalisoviejo.com

Susan Domen, MMC, Treasurer City Clerk, Lake Elsinore (951) 674-3124 x262, sdomen@lake-elsinore.org

Shawna Freels, MMC, Professional Dev Director City Clerk, Gilroy (408) 846-0204, shawna.freels@cityofgilroy.org

April Sousa, CMC, Region 1 Director City Clerk, Blue Lake (707) 668-5655, cityclerk@bluelake.ca.gov

Donna Settles, CMC, Region 2 Director City Clerk, Galt (209) 366-7130, dsettles@ci.galt.ca.us

Jennifer M. Ferraiolo, MMC, Region 3 Director City Clerk, Lodi (209) 333-6702, jferraiolo@lodi.gov

Yvonne Spence, CRM, MMC, Region 4 Director City Clerk, Fresno (559) 621-7650, yvonne.spence@fresno.gov

Melinda Sayre, CMC, MPA, Region 5 Director City Clerk, Hesperia (760) 947-1007, msayre@cityofhesperia.us

Vicki Kasad, MMC, Region 6 Director Assistant City Clerk, Ontario (909) 395-2166, vkasad@ontarioca.gov

Steven D. Aguilar, CMC, Region 7 Director City Clerk, Eastvale (951) 703-4421, saguilar@eastvaleca.gov

VACANT, Region 8 Director Zack Beck, Region 9 Director City Clerk, Oceanside (760) 435-3010, zbeck@ci.oceanside.ca.us

VACANT, Region 10 Director Adrian Garcia, MMC, Region 11 Director Chief Deputy City Clerk, Azusa (626) 812-5271, agarcia@azusaca.gov

Kevin Christian, CMC, Region 12 Director Deputy City Clerk, San Luis Obispo (805) 781-7104, kchristian@slocity.org

Patricia Barajas, CMC, Region 13 Director City Clerk, Salinas (831) 758-7383, patricib@ci.salinas.ca.us

Jennifer Woodworth, MMC, Region 14 Director District Clerk, Midpeninsula Regional Open Space District (650) 691-1200, jwoodworth@openspace.org

Joelle Fockler, MMC, Region 15 Director City Clerk, Concord (925) 671-3390, Joelle.fockler@cityofconcord.org

JoAnne M. Buergler, MMC, Region 16 Director City Clerk, Rohnert Park (707) 588-2225, jbuergler@rpcity.org

Wendy Klock-Johnson, MMC, President Assistant City Clerk, Sacramento (916) 808-7509, wkjohnson@cityofsacramento.org

2018-19 CCAC Board of Directors