CCAC JANUARY 2022 | VOLUME 23 ISSUE 1 CITY CLERKS ASSOCIATION OF CALIFORNIA
Official Word CCAC
•PRESIDENT’S MESSAGE •IIMC MIDYEAR MEETING ROUNDUP •2022 CCAC
MEMBERSHIP •NEW LAWS
•CCAC LEADERSHIP
SPOTLIGHT: APRIL SOUSA •CCAC LEADERSHIP SPOTLIGHT: AMY LIND
•CONGRATULATIONS
TO NEW CERTIFIED MEMBERS
www.californiacityclerks.org
CITY CLERKS ASSOCIATION OF CALIFORNIA
PRESIDENT’S MESSAGE
PRESIDENT’S MESSAGE MELISSA THURMAN, MMC
Welcome to the new and improved Official Word! You may have noticed a few months have passed since we last issued an Official Word, and that is because our beloved newsletter has been undergoing extensive cosmetic surgery and the face-lift has now been completed. A huge thank you to our partners at Smith Moore & Associates (SMA), who have been working with our Communications Director Jessica Blair on updating the newsletter for all of our enjoyment. But now to catch up! Way back in September 2021, California Clerks were given a glimpse of a return to “normal”, with our first in-person conference in a year and a half with the League of CA Cities Annual Conference, in Sacramento. Everyone had to wear masks and provide proof of vaccination, but it was such a wonderful feeling to see at least half
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of the faces of our old friends. There were awkward moments where people wanted to reach in for a hug, but remembered that hugging is now a no-no, so they stood there, looking at each other before waving their hands in front of them, excited to be in the presence of their people, their peers. Likewise in December 2021, Clerks were again able to meet in person for the League of CA Cities New Law & Elections Seminar in Universal City. Harry Potter fans were thrilled to be able to mix business with pleasure as the beautiful conference hotel was a stone’s throw from Universal Studios, home of Butter Beer and Diagon Alley! The conference was a great hit, with several engaging sessions, and one session that led folks to the bar (thanks FPPC!). New rules are fun, said nobody ever.
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
PRESIDENT’S MESSAGE
BUT NOW TO CATCH UP!
... in September 2021, California Clerks were given a glimpse of a return to “normal”, with our first in-person conference in a year and a half with the League of CA Cities Annual Conference, in Sacramento. Now it is 2022, and I look forward to getting to know our members and hearing what it is they would like from their board. What can we do to keep you engaged, or to get you interested to serve? I want to encourage all members to reach out to me, or any member of the board, should they ever have a question about CCAC, or any of its offerings. Likewise, if they have an issue with CCAC, with a service we provide, or a training we have offered. Our board works for you, and we want all members to know that this board is an open one. We are here for you! Lastly, I want to announce a Save-the-Date for our first in-person annual conference in two years! (Shoo, COVID, shoo!) Details for this event are below and I hope to see as many of you there as possible! City Clerks Association of California Annual Conference April 6 – 8, 2022 Athenian Dialogue and Pre-Academy Sessions on April 5, 2022 Athenian Dialogue: Grapes of Wrath, John Steinbeck Facilitated by Ed Tywoniak, Ph.D. SF Airport Marriott ~ Burlingame, CA
RENEW. REBUILD. RECREATE.
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
I I M C M idyear M eeting R oundup
IIMC MIDYEAR MEETING ROUNDUP Hi All! It’s time for another check-in from your IIMC Region IX Directors. The midyear Board meeting is in the books and the agenda covered a lot of ground. Buckle up … here’s your recap! IIMC Foundation Report: IIMC Foundation President Mary Lynne Stratton gave the Board an update on behalf of the Foundation. The Foundation is where those valuable IIMC CMC and MMC scholarships come from. Like everything else, inflation is hitting the Foundation hard. It has a direct affect on the amount of funds available for scholarship awards but the Foundation is dedicated to giving out every dollar they can. This makes their fundraising efforts all the more important. If you’re renewing your IIMC membership, it’s easy to add a personal check for a Foundation contribution and every one of those counts. Speaking of fundraisers, the popular silent auction will be back again at the 2022 Little Rock Annual Conference and may include using the online auction program again. Little Rock Annual Conference: We’ve already reported on the $25 increase to the registration fee and changes to the registration process. Watch your weekly E-brief email for hotel registration info. The conference hotel is the Marriott and all events will be there and at the adjoining conference center. The room rate will be $164 per night + sales tax. There will be complimentary shuttle service to and from the airport. Stay tuned! Budget: For the 14th year in a row, our budget will end with a profit. The 2022 budget is also projected to come in with a slim surplus. Membership renewals are out and there was no dues increase for 2022. Diversity, Equity & Inclusion Policy: The Board unanimously approved the new policy creating organization goals and objectives. Strategic Plan Update: Many of the objectives on the current plan have either been accomplished or are in the pipeline. The Board will begin a plan update beginning in 2022. Region VIII Restructuring: Constitutional amendments were approved that will both make it possible for Region VIII to be broken into two regions (they currently have 11 States in their region) and make it possible for the Board to consider up to two more future region splits without having to change the Constitution every time. The members attending the Annual Business Meeting in Little Rock will vote in May on sending the amendments to the full membership or not. 4 or 5 Day Annual Conferences: The Grand Rapids Conference was a 5-day conference to celebrate IIMC’s 75th Anniversary. The next four conferences are set to be 4-day schedules. The Board unanimously approved making the 2026 conference 5 days to celebrate our 80th Anniversary that year.
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
I I M C M idyear M eeting R oundup
Amendment to CMC/MMC Application Attestation: Amendment to the applicant’s attestation on the CMC and MMC applications was approved to give staff authority to suspend approval of the application if it’s discovered that fraudulent materials had been submitted. It’s sad that this action needed to be taken but, yes, apparently it has happened. The Board also requested the Policy Review and Education Committees develop a policy for addressing this type of situation and review the Ethics Policy that currently requires disclosure of the name of someone making a complaint. CMC and MMC Scholarship Application Deadline: The deadline for submitting applications for IIMC CMC and MMC applications to attend institutes is March 1, 2022. There’s been a bit of confusion over that date but staff firmly confirmed it. Now … let’s take President Sheri Pierce’s “Leave No Scholarship Behind Challenge” and apply for those funds!
The Board unanimously approved making the 2026 conference 5 days to celebrate our 80th Anniversary that year. Beyond the MMC Program: A lively discussion about a program to give MMC’s an option to sign on for a sustaining program that would require ongoing education was debated. Staff will be drafting a program outline for the Education Committee to work from with the goal of a program that could see approval at the Board’s May 2022 meeting. Vice President Elections: The five week period for voting on Vice Presidents will be shortened to three weeks. The longer period was a holdover from ballots needing to be mailed out and mailed back in. With electronic voting, it isn’t necessary to drag it out that long, and the majority of ballots are cast within the first two weeks anyway. There are currently three candidates filed for the May 2022 Vice President election. • Janice Bates, MMC, Tipp City, OH • Lisa Garcia, MMC, Florence, AZ • Diane Pflugfelder, MMC, Great Meadows, NJ The filing deadline is in January 2022. The 2022 election will be held in March. This will allow for a potential run-off election if no candidate receives a majority of the ballots cast.
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
I I M C M idyear M eeting R oundup
... consider this our request to take a few minutes and complete the salary survey on the IIMC website! Constitutional Amendments: Constitutional amendments were approved for 2022 Annual Business Meeting consideration by the membership: 1. Defining the qualifications for candidates for Vice President and Region Director to require them to be Full or Additional Full Members. This makes it clear that retired members do not qualify. 2. Adding a section to allow for electronic meetings and giving the Board the authority to set the time and place for the annual business meeting. This would make a Zoom or other type of electronic annual business meeting possible if the Board needed to take it that direction. 2022 Budget Approved: The budget for next year was approved and includes the organization reaching the goal of $1 million in designated reserves that cannot be tapped into without a 2/3 majority of the Board. Member Services: Staff asked the Board to promote completion of the salary survey by the November 8 deadline. So, consider this our request to take a few minutes and complete the salary survey on the IIMC website! Many thanks to our own President Sheri Pierce for deftly guiding the Board through the agenda! It was a busy two days but so much was accomplished. If you have any questions about any particular agenda item, please don’t hesitate to reach out! - IIMC Region IX Directors Ruth Post and Scott Passey
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
2022 CCAC MEMBERSHIP
2022 CCAC MEMBERSHIP
- Ashton R. Arocho, MMC Member Services Director
... the CCAC membership rate transitioned to a flat rate of $200 per member...
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Effective July 1, 2021, the CCAC membership rate transitioned to a flat rate of $200 per member, with membership now remaining with the member rather than the organization. This was a huge transition for the membership, which also included a transition and launch of a new website. I would just like to personally thank each of you for your patience and understanding this past year as we transitioned. As of today, we currently have a total of 748 active members, with a total of 592 lapsed members (yet to renew). If you are unsure if you are an active or lapsed member, please
reach out to the membership team at membership@ californiacityclerks.org to confirm your membership status. The current membership cycle expires on June 30, 2022 and renewal notices will be sent to members starting in May. Please note that joining opportunities are available to potential members throughout the year, however we do go off of fiscal year cycles. If you have any questions about your membership, please contact your membership team.
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
N ew L aw & E lections S eminar R ecap
NEW LAW & ELECTIONS SEMINAR RECAP The League of CAL Cities hosted the 2021 City Clerks New Law and Elections Seminar in beautiful Universal City, CA, December 8-10, 2021. It was a huge success on all levels. Over 276 people attended, with the return of 9 sponsors, including NetFile, Inc. and Granicus. Clerks throughout California came together for the first time in over two years, something that was a true sight to see as all the joyous voices filled the room. This year’s sessions ranged and captured many of the pending items going on throughout the State from language inclusivity, the daunting and increasingly voluminous Public Records Requests, to the looming unscheduled, sudden vacancies. Ensuring that our public has an active voice in their local democracy is an effort that is seen throughout the State by the Clerk’s Office and a reminder to all that we are not in it alone. With many things, this year had a large change within our programing as the recent retirement of former Orange County Registrar, Neal Kelly, was announced. Although we did not get the infamous musical, as in past years, we did receive a great deep dive into the New Laws and Election update from the dynamic duo’s: Michael Cohen, Associate, Renne Public Law Group; Dane Hutchings, Managing Director, Renne Public Law Group; Alexandra Castillo, Political Reform Consultant, Fair Political Practices Commission; and Chloe Hackert, Program Manager, Education, Diversion and Special Projects Group, Fair Political Practices Commission.
To highlight a few of the bills discussed: AB 37 – Vote By Mail Elections Extends requirement to mail a ballot to every registered voter for elections SB 503 – Mail Ballot Signature Verification Standardizes signature matching procedures – more difficult to reject a ballot for mismatching signatures; tracks mail ballot rejection SB 152 – Recall Elections (BUDGET) Changes to the certification process for recall elections; clarifies the process to hold the recall elections; provides an appropriate of $35 million from General Fund to the SOS to support the costs of the election SB 590 – Statewide Primary Elections: Terms of Office Term set to expire March of April 2022, where next scheduled regular election for that office has been consolidated with the 2022 statewide primary, can be extended to expire immediately after the election (solves problem unique to cities) AB 796 – Cal. New Motor Voter Program Requires DL or ID application, renewal, or change of address notification to include a voter registration aplication SB 35 – Voting Obstruction & Candidate Tax Returns Expands on prohibited activities near voting sites; new polling location notice requirements from SOS; expands existing penalties for election interference
This year’s sessions ranged and captured many of the pending items going on throughout the State... 8
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
N ew L aw & E lections S eminar R ecap
AB 361 – Teleconference (Urgency) Loosens restrictions on teleconferencing and waives certain requirements during a declared state of emergency MUST MAKE NEW FINDINGS EVERY 30 DAYS Sunsets January 1, 2024
I just want to remind each of you that we are going to tackle 2022 head on. You are not alone. You got this.
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SB 274 – Local Government Meetings: Agenda and Documents Person can request a copy of the meeting agenda of any meeting of a legislative body to be emailed to them AB 473 – Reorganizing CPRA Reorganizes the Gov. Code, effective Jan. 1, 2023 Outdated references must be interpreted to apply to Gov. Code Re-learn section numbers and be cautious with copy-paste AB 319 – Adding to Political Reform Act Prohibits foreign contributions/expenditures AB 1367 – Adding to the Political reform Act Discourages improper use of campaign funds by increasing the penalties for unlawful personal use of campaign funds SB 686 – LLC Campaign Activity Disclosure LLC engaged in campaign activity to provide additional information on the members and capital contributors to the LLC All session materials can be found on the League of CAL Cities website, for anyone who was unable to attend this year’s conference and for those who would like materials for reference. As we close 2021, I just want to remind each of you that we are going to tackle 2022 head on. You are not alone. You got this.
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
C C A C L E A D E R S H I P S P O T L I G H T : A P R I L S O U S A , B oard S ecretary
CCAC LEADERSHIP SPOTLIGHT: APRIL SOUSA, Board Secretary McKinleyville The chicken in the picture’s name is “Ruby Red” for all those AJ and the Queen fans. She is a Rhode Island Red Chicken, and one of my 22 chickens - all different breeds - I have Buff Orpingtons (5), Cochins (6), Brabanters (2), Silkies (2) Polish (2) Rhode Island Reds (2), Blue Tint Plymouth (2), and Blue Copper Maran (1). We started when we still lived in Blue Lake with 5 Buff Orpingtons. In January we moved to the farm in McKinleyville, and shortly after, had some new chicks, and unfortunately, most got eaten up by skunks. Farm life has taught me a lot about the circle of life. We then took in someone’s flock who was moving, and she had 9 chickens. I lost one of my buffs, but then she had one to take its place. Then took on another person’s flock - again due to moving... 6 more came on... and somehow, we now have 22! I live on a farm that is owned by my agency, I rent as the caretaker. they use the 220 acres of the farm for recycled wastewater/water reclamation program. I also have 2 goats, 2 ducks, 4 cats, and 2 dogs. I own 1 horse that is not at my farm at the moment, but hopefully will be soon. I have been a Municipal Clerk for 7 years - 5 at the City of Blue Lake and 2 at McKinleyville Community Services District. I got my MMC in July of 2021 and my CMC in June 2018.
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When I was at the City of Blue Lake, my favorite thing about my job was that I got to approve deer tags - meaning I would verify deer that hunters got to make sure they were legal. As the Board Secretary at the McKinleyville Community Services District, my favorite “duties as assigned” has been to procure breakfast as “covid blues busting” activities once a month. We’ve done Breakfast Burritos, Casserole Breakfast, Cereal Breakfast, and Farm to Table breakfast (yeah, that was a real fun one). My side hustle is that I am a licensed local pastor in the United Methodist Church, and we have a ministry that serves the unhoused, from which items from my farm garden go to each Saturday to help prepare the meals. This coming Saturday will be potato leek soup... the potatoes and leeks are all from the garden.
- April Sousa, Professional Development Director, Board Secretary McKinleyville Community Services District
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
CCAC LEADERSHIP SPOTLIGHT: AMY LIND CMC
CCAC LEADERSHIP SPOTLIGHT: AMY LIND CMC City Clerk, City of Auburn “I’m a professional chili cook!”, it’s one of those fun quotes that always surprises people coming from a City Clerk. I grew up at chili cookoffs, my Dad cooked his first cookoff in Nevada when I was 5, and was on the chili trail ever since. I competed in my first cookoff in 1996 in Auburn (with no idea I would be City Clerk of this beautiful town 13 short years later). I got more serious about competing in my 20’s and have cooked in the World Food Championships in Las Vegas, winning 3rd place overall, in the International Chili Society World Cookoff, winning 1st place Peoples’ Choice and many other cookoffs throughout California, Oregon and Nevada. Because of the history of my chili trail starting in Auburn, I brought back the Auburn Chili Cookoff that had stopped in the late 90’s. We have had 4 very successful years and are looking forward to another cookoff in 2022! Unfortunately, my Dad didn’t get to see me host the Auburn Chili Cookoff as he passed 3 months before my inaugural cookoff, but I know he’s proud, and smiling down every time I light that stove. Chili is perfect this time of year with the chill in the air, so I am thrilled to share my family recipe with all my fellow clerks, written in my Dad’s handwriting! Happy Cooking!
(I) have cooked in the World Food Championships in Las Vegas, winning 3rd place overall...
- Amy Lind, CMC City Clerk, City of Auburn Region 2 Director, City Clerks Association of California
Check out the family recipe!
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
C O N G R A T U L A T I O N S T O T H E N E W LY C E R T I F I E D M E M B E R S
CONGRATULATIONS TO THE NEWLY CERTIFIED MEMBERS We’re pleased to inform you that the following individuals have earned either the prestigious Master Municipal Clerk (MMC) or Certified Municipal Clerk (CMC) designation from the International Institute of Municipal Clerks (IIMC): The Master Municipal Clerk (MMC) Ashton R. Arocho, MMC - Deputy City Clerk - City of Fontana Patricia Bravo-Valdez, MMC - Deputy Director of City Clerk Services - City of Rancho Cucamonga Kathleen Horn Gregory, MMC - City Clerk - City of Lomita Rosa Govea Acosta, MMC - City Clerk - City of South San Francisco Liza Tamura, MMC - City Clerk - City of Manhattan Beach Debra Black, MMC - City Clerk - City of San Dimas Teresa Vargas, MMC - City Clerk - City of Lathrop Sarena Garcia, MMC - Assistant City Clerk - City of Escondido Maria Dacanay-Wisner, MMC - Administrative Analyst - City of Santa Monica June Lemos, MMC - City Clerk - City of Fort Bragg
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The Certified Municipal Clerk (CMC) Jessica Rauch, CMC - Clerk of the Board/Admin Assistant - Ventura Port District Linda E. Abbott, CMC - Deputy City Clerk/Executive Assistant - City of Lomita Shayna Sharke, CMC - City Clerk - City of Dana Point Adam Yang, CMC - Administrative Assistant II - City of San Gabriel Sharlene Tipton, CMC - Assistant City Clerk - City of Redding Tessa Lero, CMC - Clerk of the Board - San Diego Association of Governments Hector Gomez, CMC - Deputy City Clerk - City of Carlsbad Amy Heavener, CMC - Assistant to the City Clerk City of Walnut Creek M. Gloria Sanchez, CMC - Interim City Clerk - City of Palm Desert Jason Lawrence, CMC - Administrative Assistant - City of Santa Clarita Alyssa Meredith, CMC - Administrative Analyst I City of Burbank April Richardson, CMC - Assistant City Clerk - City of Berkeley
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
C O N G R A T U L A T I O N S T O T H E N E W LY C E R T I F I E D M E M B E R S
Janet Morales, CMC - City Clerk - City of Wildomar Jozi Plut, CMC - Executive Assistant/Deputy City Clerk - City of Belmont Christy White, CMc - Deputy City Clerk - City of Anderson Tania Moore, CMC - Deputy City Clerk - City of Huntington Beach Karla Shipman, CMC - Deputy City Clerk - City of Pomona Michael MacDonald, CMC - Assistant City Clerk - City of Berkeley Celeste Cabrera-Garcia, CMC - City Clerk - City of Mendota Kristen Buxkemper, CMC - City Clerk - City of Port Hueneme Kimberly Everts, CMC - Deputy Rent Administrator/ Records Technician - City of Yucaipa
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CCAC
CCAC JANUARY 2022 | VOLUME 23 ISSUE 1 CITY CLERKS ASSOCIATION OF CALIFORNIA
Official Word
www.californiacityclerks.org