OFFICIAL WORD VOLUME 13, ISSUE 10 · Update 8 Classifieds 9 CCAC Board 15 CITY OF LATHROP OFFICIAL WORD VOLUME 13, ISSUE 10 OCTOBER 2012 LINKS OF IN-TEREST: • Gladwell Govern-ment

I was sworn in as your CCAC President for 2012-13 on Fri-day, September 7, 2012, and hit the ground running. Thank you for your support and en-couragement as I step into the job. As the saying goes, I have big shoes to fill following Presi-dent Shirley Concolino. I have to admit that was very heart-warming to hear the cheers as my name was called, and I was very excited to have my entire Council and Town Man-ager in attendance at the swearing in ceremonies. It was an honor to have Yucca Valley Mayor Dawn Rowe swear us all in. I thank them all for taking time out of their schedules, at a very early hour, at the end of a full conference. The theme for this year is “Be the Change You Want to See”. We can no longer do things the way we did in the past. Our offices are challenged by either shortage of staff or funding, or perhaps both. That makes it difficult for some to travel for the training we need to do our jobs, or to receive the networking oppor-tunities that are so valuable to us. If you have any ideas or suggestions you would like the Board to consider, please feel free to contact me at any time. The Executive Board will be meeting Octo-ber 5th and 6th in Rancho Mirage for the annual CCAC Goal Setting Session to look at what we have accomplished so far and what still needs to be done. Helen Ka-nowsky, retired City Clerk, will facilitate the session again this year. She does a great job and keeps us focused. Your Board is committed to keeping CCAC

President’s Message

I N S I D E T H I S I S S U E :

President’s Message 1

Region IX Direc-tor’s Report

2

Newly Designated 2

NCCCA Scholar-ship Update

3

Legislative Update 4

2013 CCAC Annual Conference

5

Engaging Our Youth

6

Central Division Update

8

Classifieds 9

CCAC Board 15

C I T Y O F L A T H R O P

OFFICIAL WORD O C T O B E R 2 0 1 2 V O L U M E 1 3 , I S S U E 1 0

L I N K S O F I N -T E R E S T :

• Gladwell Govern-

ment Services, Inc. http://www.gladwellgov.org/

• GG-One Software

http://www.ggonesoftware.com/

• IntelliBridge Partners

http://www.IntelliBridgePartners.com

• Lapkoff & Gobalet

Demographic Re-search Inc. http://www.demographers.com

strong and working to meet your needs. We still have some challenges, but I feel as an organization, we can work to-gether and conquer them. We started the process last year with Shirley’s guidance, and those of us following her have committed to continue along that path. In my first official act as Presi-dent, I had the pleasure of at-tending the TTC Graduation

Ceremonies and presenting a letter of con-gratulations to Institute Director of the Year Maureen Kane for 10 successful years of TTC. There were 63 participants at this session with 27 graduating. Since its inception, over 400 municipal and dis-trict clerks have participated in the pro-gram. Getting the Institute through the process was a challenge to say the least, but Maureen was perseverant and met, and overcame, all the obstacles thrown into the path. As a result, California the only state with two recognized Institutes, and IIMC now recommends that other states contact Maureen when they want to form their own institute. DON’T FORGET The League of California Cities’ City Clerk’s New Law and Election Seminar will be in San Jose at the Fairmont Hotel on Novem-ber 28 to 30, 2012. The Registration and Housing Deadline is Monday, October 29th, so get those registrations in. Session top-ics include the Brown Act, technology, election and new law update, FPPC, net-working and more.

Jamie Anderson, MMC CCAC President

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Region IX Director’s Update Kristie Smithers and I just returned from Ontario, Oregon and the Oregon Associa-tion of Municipal Recorders (OAMR) an-nual conference. The OAMR Program was awesome! My personal favorite was a full-day session facilitated by Dr. De Hicks entitled, “Leading from the Middle – Effective Leadership Strategies When you are in Change.” The highlight of the session for me was the discussion and activity around the Clerk’s unique ability to influence decisions within an organiza-tion fostering effective and efficient deci-sion-making. Following the trip to Oregon, Kristie and I will be off to Anchorage for the Alaska Association of Municipal Clerk’s annual conference November 10-13. I am look-ing forward to my fourth trip to Alaska, second trip to Anchorage. Although, my last visit to Anchorage was for a much different purpose – I ran the Mayor’s Midnight Sun Marathon in June 2008. It was the experience of a lifetime and my most memorable marathon, especially since at the starting line we were advised to be on the lookout for moose and bear along the route. That was a first for me! Kristie and I will journey from Alaska to Portland, Oregon for the IIMC Mid-Year Board meeting, Nov. 15-18. Part of that time will be spent in Board development, which consists of an Athenian Dialogue

facilitated by Mary Lynn Stratta. We will be reading We Band of Angels. This will be my first and Kristie’s second Athenian Dialogue. A brief update on recent activity of the IIMC Board - the Board held a meeting via teleconference on August 23. The following actions were taken: • Kimberley Rau of Laurel, MD was

sworn in a Region II Director. • A report of the Blue Ribbon Commit-

tee, in regard to dual certification for CMC and MMC designations for Re-gions X and XI, was continued for 30-days to allow time for review of new information on the topic.

• Approved a $15 increase to confer-ence registration fees and continu-ance of discounts commencing in 2013.

• Approved a $10 increase in member-ship dues in 2013, beginning with the January 2013 billing cycle.

As your IIMC Region IX Directors, Kristie and I are available to answer your ques-tions related to IIMC Membership, certifi-cation or the world of Clerkdom in gen-eral. Should you wish to contact either of us, here are our email addresses: [email protected] [email protected]

Joann Tilton, MMC Region IX Director

Newly Designated Congratulations to the following IIMC Members for achieving their designations!

Certified Municipal Clerk:

ο Windmera Quintanar, CMC, City of Los Alamitos ο Erica Rabe, CMC, City of Tustin ο Tamara Taylor, CMC, City of Cotati

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V O L U M E 1 3 , I S S U E 1 0 O F F I C I A L W O R D

Where Oregon Begins... OAMR held their 2012 conference in Presi-dent Tori Barnett’s city Ontario, Oregon

on the Oregon – Idaho border. Their theme was OAMR – 30 Years & Still Growing. Clerks are amazing! We face the same issues, maybe expressed a little differ-ently, but still the same. The Academy session (an all day session) was “Leading from the Middle – Working Effectively with Boards and other Lead-ership Groups” this program was ex-tremely enlightening and educational, with lots of humor thrown in. CEPO’s own Stacy McLaughlin presented a ses-sion on “Shaping Community Life Through Storytelling”, what is your story, the clerk’s story, your city’s story? Do we tell it ef-fectively? The rest of the ses-sions were di-rected specifi-cally to the Ore-gon Recorders. It’s always great to be welcomed

Nanci Lima, MMC 1st Vice President

into a group and I have to say Oregon Recorder’s are very friendly. You quickly feel that you are one of them and they quickly make you one of them…. be very careful they will rename you… my new name is Dorothy. It had something to do with my red shoes, and for this person who has never seen the Wizard of Oz (childhood issues) it’s a little unnerving. I would like to report that our IIMC Im-mediate Past President, Colleen Nicol, and IIMC Region IX Director, Joann Tilton came up with a new form of en-tertainment. It’s called a rap/yodel, very cool... Check out CCAC’s Facebook page to see it. During their banquet the 2012-2013 OAMR Board was the sworn in; their

2012-2013 Presi-dent Stacie Cook, MMC of Mill City, OR will be at CCAC’s 40th An-nual Conference in Long Beach this coming April. I hope everyone makes her feel as

NCCCA Scholarship Update Recent Awards Two $300 awards for September 2012 Technical Track for Clerks (TTC) Mary Gourley, City of Sebastopol Dina Volenski, Town of Paradise One $150 award for September 2012 NCCCA Division Meeting Kirsten Squarcia, City of Cupertino

Upcoming Opportunities Apply now for the following scholarships (see pages 11-12 for application): NCCCA Division Meeting November 2, 2012 in Galt Application deadline is September 21, 2012 New Law & Elections Seminar November 28-30, 2012 in San Jose Application deadline is October 19, 2012

GREAT NEWS! The Board increased the number and amount of the scholarships for the New Law & Elections Seminar to 14 awards at $450 each.

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Legislative Update LEGISLATION STATUS As of September 21, 2012, there were many city-related bills that remained on the Governor’s desk for consideration. As you are aware, the Governor has until September 30, 2012 to sign into law or veto the bills before him. To date, the following bills have been acted upon: Consistent with League Position • AB 197 (Buchanan) Public Em-ployee’ Retirement. This bill implements technical cleanup to the pension reform package adopted with AB 340. • AB 340 (Furutani) Public Employees’ Retirement. This bill enacts comprehen-sive pension reform through the Califor-nia Public Employees’ Pension Reform Act of 2013 (PEPRA). • SB 1090 (Committee on Governance and Finance) Local Government: Omni-bus Bill. This bill contains provisions that would alleviate uncertainty and confu-sion about recording city charter lan-guage by conforming the statutory re-quirements for submitting charter lan-guage to a county recorder by clarifying that the city charter language must be recorded in a county recorder’s office. • AB 2273 (Wieckowski) Common Interest Developments: Required Docu-ments. This bill requires the sale of a common interest development property to be recorded within 30 days after the date of sale in the office of the county recorder where the property is located. • AB 2274 (Lara) Vexatious Litigants. This bill reduces harassing tactics and frivolous claims by removing a loophole in protections afforded by the vexatious litigant statute and allows legitimate claims to move forward, while giving judges stronger tools to control these types of lawsuits. Inconsistent with League Position • AB 1098 (Carter) Vehicle License Fees: Allocation. This bill would have restored critical vehicle license fee (VLF)

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The League of California Cities (League) held its Annual Conference in San Diego on September 5-7, 2012. At its General Assembly meeting on September 7, 2012, the new Board of Directors was installed and the General Assembly passed the following resolutions: • Resolution No. 1 — Relating to col-lection and distribution of fines, fees and assessments generated by local government. A resolution calling upon the Governor and Legislature to enact legislation that would correct inefficien-cies in the audit system, distribution system and inequities in the formulas for distributing court ordered arrest and citation fines, fees and assessments generated by local government. • Resolution No. 2 — Raising public awareness and supporting tougher laws related to internet crimes against chil-dren. A resolution raising public aware-ness and supporting tougher laws re-lated to internet crimes against children. • Resolution No. 5 — Calling for the promotion of disaster resilient California cities. A resolution calling for an emer-gency management mission for Califor-nia cities. Specific language for these resolutions can be found on the League’s website at www.cacities.org. AB 1484 LITIGATION On September 24, 2012, the League filed a lawsuit in Sacramento Superior Court challenging AB 1484, the redevel-opment budget trailer bill on the grounds that it contains unconstitutional property and sales tax claw-back and other provisions that violate the Califor-nia State Constitution, including both Proposition 1A and Proposition 22. The petition was filed to ensure that the wind-down process of redevelopment agencies does not jeopardize the fiscal stability of cities as they work to imple-ment the redevelopment dissolution legislation.

Randi Johl, JD, MMC Legislative Director

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Legislative Director’s Report Cont. revenue to cities that have recently incorpo-rated or annexed inhabited lands. AB 1098 would not have restored all VLF funds swept under SB 89 (2011), but would have restored funds for newly incorporated cities and cities with annexed inhabited lands. • AB 1616 (Gatto) Food Safety: Cottage Food Operations. This bill will require local jurisdictions to either classify cottage food operations as a permitted use of residential property for zoning purposes or grant a nondiscretionary permit to use a residence as a cottage food operation. These food businesses will be deemed residential for the purposes of the State Uniform Building Standards Code and local building and fire codes. Bills Still Awaiting Action Priority Request for Signature • SB 214 (Wolk) Infrastructure Financing Districts. This bill would remove the existing vote thresholds, would authorize rehabilita-tion and maintenance, and would make numerous other changes focused on mak-ing the tool more flexible. The author amended the bill to incorporate many amendments proposed by the League de-signed to make the bill more workable. • SB 965 (Wright) State and Local Gov-ernment. This bill would clarify that there is no prohibition on ex parte communications between members of the State Water Re-sources Control Board or the California Re-

gional Water Quality Control Boards and the regulated community in connection with specific permit proceedings, including those involving the issuance or modification of general stormwater permits. The legislation would help cities communicate with water boards as permits are in development. Priority Request for Veto • AB 2031 (Fuentes) Probation: Commu-nity Corrections Program. This bill would expand membership on the local Commu-nity Corrections Partnerships and Board of State and Community Corrections to include duplicative county sheriff and probation and social services representatives, further di-luting the voice of cities. • AB 2298 (Solorio) Insurance: Public Safety Employees: Accidents. This bill would exempt certain public safety officers from a requirement to report accidents that occur in a personal vehicle to a personal insurance provider and instead report those accidents to the employer. This bill would unnecessarily shift the liability for automo-bile accidents from the employee to the employer. • AB 2451 (Pérez) Workers’ Compensa-tion: Firefighters. This bill would dramati-cally increase workers’ compensation costs for local governments by doubling the four-and-a-half year statute of limitations for specified death benefit claims for firefight-ers and peace officers.


2013 CCAC Annual Conference Be the Change You Want to See!

Save the Date!

April 24 – 26, 2013 CCAC Annual Conference

Advanced Academy April 23, 2013

Hilton Long Beach and Executive Meeting Center

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Engaging Our Youth - Leaders of Tomorrow In recent elections, there has been a fo-cus on the youth vote. Which one of us hasn’t heard the “Rock the Vote!” com-mercials? Millions of dollars have been spent in the campaign. You might ask why this is important. In 2010 the League of Women Voters, put together a project aimed at promoting high school voter registration programs. In the introduc-tion, League President Elisabeth McNa-mara, noted that “by 2012, Millennials (those under the age of 30) will represent 24 percent of the voting age population”. Young people today represent the future, and in order for them to be effective leaders they have to first become in-volved, to become voters. Ms. McNamara went on to say that voter registration is critical to “spurring young people to get involved. In fact, 91 percent of the young people who registered to vote in 2008 turned out to cast a ballot. Unfortunately, less than half of all 18 year olds regis-tered to vote”. Why didn’t our young peo-ple exercise their right? According to Ms. McNamara, “Many of them reported that it was a lack of information, not a lack of interest that keeps them on the sidelines at election time”. This is something that we can help fix and there are a many ways to do so. Be creative! Two years ago, the City Clerk in the City of Gilroy worked with the City’s Youth Commission to create a “rock the vote” video clip that ran before each of the Granicus streamed Council and Plan-ning commission meetings. The youth commissioners reviewed some of the Fed-eral Rock the Vote videos which were out at the time, and then the City shuttled the kids to their local PEG channel studios to film the video. The commissioners did all the work including scripting the PSA, blocking the video, and costuming. Not

only were those involved informed about the importance of voting and the issues on the ballot, every time someone ac-cesses one of those archived videos, they hear the message as well. In the fall of 2010, the new high school opened in American Canyon with fresh-men and sophomore students. This year was the first year that they have had a “senior class”; some of who are (or will be) eligible to vote in the upcoming gen-eral election. I saw this as a perfect op-portunity to engage those future leaders. ACHS is a very progressive school, and when I contacted the Leadership teacher regarding setting up a voter registration outreach at the school for those seniors, she was thrilled. We set up a table at the High School and sent personal invitations to those students who would be eligible – there were 44. My Deputy City Clerk and I spent a lunch period on campus regis-tering eligible students. We also had the opportunity to speak with a lot of them who were not eligible to vote yet, but still wanted to discuss the future, election, and most exciting of all, the City Clerk’s duties in the election. The outreach went well and was greatly received by both the students and the teachers. According to our association’s adopted elevator speech, as City Clerks we are the local officials who administer democratic processes. Who better to inform our youth and future leaders of their role as active and engaged citizens? An added benefit is that when we put ourselves out there in this way, we are educating not only the youth but the teachers and ad-ministrators on OUR role in the city gov-ernment. I encourage you to reach out to your local schools and organizations – it is very rewarding!

Rebekah Barr, MMC 2nd Vice President

ed2go - An Online Alternative IIMC has approved 25 online courses through ed2go. Courses completed through ed2go will earn 1 CMC Experience point per 6 hours or 1 MMC Advanced Education point per 6 hours. Each course is approximately 24 hours long. Please see list of approved courses on the IIMC website at www.iimc.com.

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Legislative Director’s Report Cont. Miscellaneous Key Legislation SB 1002 (Yee-D) Public Records: Electronic Format This bill was dramatically amended into a “study bill” and requires the State CIO to conduct a study to determine the feasibility of providing electronic records in open for-mat. This is a huge win for cities! SB 1003 (Yee-D) Local Government: Open Meetings: Cease and Desist Letters Enrolled and Presented to the Governor on 8/27/12 – Pending Action. This bill would prohibit a district attorney or an interested person from filing an action for an alleged violation of the Brown Act for past actions of a legislative body, unless certain conditions are met. Requirements in the bill include, but are not limited to, the submis-sion of a cease and desist letter from the district attorney or interested person, an un-conditional commitment to stop the alleged practice from the legislative body and condi-tions for dismissal of the litigation and re-lated costs. AB 562 (Fong-D) Vote by Mail Ballots and Election Results Statements Last Amended 8/29/12 – Assembly Refused Concurrence on 9/1/12. This bill would provide that any vote by mail ballot is timely cast if it is received by the voter's elections official no later than 3 days after election day, and either the ballot is postmarked on or before election day or, if the ballot has no postmark, a postmark with no date, or an illegible postmark, the vote by mail ballot identification envelope is signed and dated on or before election day. AB 1851 (Allen-D) County, City and District Initiative Petitions Enrolled and Presented to Governor on 8/20/12 – Chaptered by Secretary of State on 9/7/12. Existing law permits a proposed ordinance to be submitted to a county board of supervi-sors, a legislative body of a city, or a govern-ing board of a district by filing an initiative petition with the appropriate elections offi-cial. Under existing law, before a proponent

of a county or city initiative measure may circulate an initiative petition for signatures, he or she is required to file specified materi-als with the elections official, including a no-tice of intention to do so and the written text of the initiative. This bill would require an elections official to retain specified materials filed by the proponents and to furnish a copy of those materials to any person upon re-quest. The bill would permit an elections official to charge a fee to a person obtaining copies of these materials, as specified. This bill would provide that no reimbursement is required by this act for a specified reason. AB 2452 (Ammiano –D) Political Reform Act of 1974: Online Disclosure Chaptered by SOS on 7/31/12. This bill prescribes criteria that must be sat-isfied by a local government agency that requires online or electronic filing of state-ments, reports, or other documents, as specified, including, among others, that the system be available free of charge to filers and to the public for viewing filings, and that the system include a procedure for filers to comply with the requirement that they sign statements and reports under penalty of per-jury. This bill contains other related provi-sions and other existing laws. Secretary of State – Modifications to Text of Proposed Regulations to Trustworthy Elec-tronic Document or Record Preservation Approved by SOS. These regulations allow agencies to save official electronic copies of hard-copy records. Standards apply to local agencies only to the extent that existing law requires a local agency to apply the stan-dards, otherwise these are best practices which local agencies are strongly encour-aged to follow. A follow-up legislative report will be provided after the September 30th deadline via listserv and the Official Word. The entire text of any piece of legislation referred to above can be found at www.leginfo.ca.gov. If you have any questions in the interim, please feel free to contact me.


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Legislative Director’s Report Cont. The League Leaders Strategic Planning Session will be held on November 14-16, 2012 in Sacramento at which time the League’s goals for the upcoming year will be established. A board meeting will also be held in conjunction with this session. A follow-up report will be provided via listserv and through the Official Word. FPPC UPDATE It has been a busy time for the Fair Politi-cal Practices Commission (FPPC). Aside from the regular Commission meeting, a couple of Interested Persons meetings were also held this month. At the Sep-tember 13, 2012 Commission meeting, the Commission approved the following two regulations: • Conflict of Interest Regulation 18706 – The regulation was amended to include a revised definition of “reasonably fore-seeable” and this regulation will be a part of the overall revised Conflict of Interest regulations packet to be considered by the Commission at a later date. • Conflict of Interest Regulation 18730.1 – The regulation was amended to clearly state that designated employ-ees are required to report not all gifts, but only those gifts that may potentially influence them in their official capacities.

One of the main topics discussed at the September 18th Interest Persons meeting was a potential amendment to Regulation 18435 (mass mailings). The suggestion is to amend the regulation to require sender identification information on mass emails in the exact same manner as it is cur-rently required on mass mailings. Based on the comments from participants, there did not appear to be any opposition to the same. Participants appeared to un-derstand that the suggestion is based on technological advances and a significant spike in campaigns using electronic and social media to get their message across. The revised regulation will come before the Commission for final approval at a later date. LEGISLATIVE COMMITTEE The 2012-2013 Legislative Committee will hold its first conference call on October 1, 2012. The Committee Members are as follows: Dawn Abrahamson, Kay Vinson, Stephanie Mizuno, Vida Barone, Anthony Mejia, Jaime Fanconi, Patricia Edwards and I. Please feel free to contact any of us during the upcoming year regarding legislative matters.

Central Division Update

November 16, 2012 – CCCCA Meeting Please mark your calendars for the Novem-ber 16th meeting in Turlock. Charlie Sodano, Ph.D. and Founder of eOrganizedworld, LLC and current President of the ARMA Mt. Diablo Chapter will be presenting a Records Management Workshop. The first two hours will be dedicated to records management fundamentals and the last two hours will be dedicated to advanced records management focusing on utilization of technology to im-prove the cost efficiency of records man-agement. This course has been approved for 1 point CMC/MMC/Recertification.

Central Division New Law & Elections Seminar Scholarship Opportunity The Central Division is offering a $225 scholarship for the New Law and Election Seminar to be held November 28th-30th in San Jose. Up to 3 scholarships will be awarded based on point criteria. Email completed scholarship applications to [email protected] by 5:00 p.m. on November 2, 2012. Scholarships will be awarded the week of November 12th. See pages 13-14 for application.

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2012/13 CCAC Board of Directors2012/13 CCAC Board of Directors2012/13 CCAC Board of Directors Jamie Anderson, MMC, President, Yucca Valley, 760-369-7209, [email protected]

Nanci Lima, MMC, First Vice-President, Chowchilla, 559-665-8615, [email protected]

Rebekah Barr, MMC, Second Vice-President, American Canyon, 707-647-4352, [email protected]

Cynthia VanWormer, CMC, Recording Secretary, Fort Bragg, 707-961-2823, [email protected]

Randi Johl, JD, MMC, Legislative Director, Lodi, 209-333-6702, [email protected]

Patrice Olds, MMC, Treasurer, San Mateo, 650-552-7042, [email protected]

Mitzi Ortiz, MMC, Communications Director, Lathrop, 209-941-7228, [email protected]

Dawn Abrahamson, MMC, Professional Development Director, Vallejo, 707-648-4528, [email protected]

Shawna Freels, MMC, Northern Division Professional Development Representative, Gilroy, 408-846-0204,

[email protected]

Dana Davidson, MMC, Central Division Professional Development Representative, Merced, 209-385-6231,

[email protected]

Poonam Davis, MMC, Southern Division Professional Development Representative, Long Beach, 562-570-7479,

[email protected]

Margaret Roberts, MMC, Northern Division Trustee, Menlo Park, 650-330-6620, [email protected]

Lori Martin, CMC, Central Division Trustee, Waterford, 209-874-2328 ext 109, [email protected]

Susan Ramos, MMC, Southern Division Trustee, Aliso Viejo, 949-425-2506, [email protected]

Marian Handa, CMC, Northern Division Chair, San Leandro, 510-577-3367, [email protected]

Jose Jasso, CMC, Central Division Chair, Manteca, 209-456-8013, [email protected]

Peggy Johns, MMC, Southern Division Chair, Laguna Hills, 949-707-2635, [email protected]

Shirley Concolino, MMC, Immediate Past President, Sacramento, 916-808-7200, [email protected]

Colleen Nicol, MMC, IIMC Past President, Riverside, 951-826-5557, [email protected]

Kristi Smithers, MMC, Region IX Director, Wasilla, AK 907-373-9091, [email protected]

Joann Tilton, MMC, Region IX Director, Manteca, 209-456-8017, [email protected]

League Representative: Lorraine Okabe, Asst. Director, Education & Conferences, 916-658-8236, [email protected]

Documents

OFFICIAL WORD VOLUME 13, ISSUE 10 · Update 8 Classifieds 9 CCAC Board 15 CITY OF LATHROP OFFICIAL WORD VOLUME 13, ISSUE 10 OCTOBER 2012 LINKS OF IN-TEREST: • Gladwell Govern-ment