CCAC MARCH 2022 | VOLUME 23 ISSUE 2 CITY CLERKS ASSOCIATION OF CALIFORNIA
Official Word CCAC
• PRESIDENT ’S MESSAGE •HELLO, FROM YOUR MEMBER SERVICES DIRECTOR
•MMCA 2021 REVIEW
•CONGRATULATIONS , TTC GRADUATES!
•2022 CONFERENCE PREVIEW
•IT'S ELECTION YEAR!
• HOW'S RETIRED LIFE?
•TTC 2021 REVIEW
• Q UA RT E R LY MEETING ROUNDUP
www.californiacityclerks.org
CITY CLERKS ASSOCIATION OF CALIFORNIA
PRESIDENT’S MESSAGE
PRESIDENT’S MESSAGE MELISSA THURMAN, MMC
Happy Springtime! I just got off the phone with my 13-year-old nephew who lives in Pittsburgh, PA and he was telling me all about the snowfall they had yesterday, the one due tomorrow and the cold front moving in on Sunday. I listened as I looked out my window to see the sun shining over my garden, the feeling of cool air hitting me as my desk fan whirred away, and my outside thermometer reading just over 70 degrees. How lucky we are to be in sunny California! As we move further along into 2022, I am reminded that silly season is about to start. This is Election Year for many of us, and I’m sure we’re all bracing for the fun of candidates filing papers, FPPC forms and trying to keep our heads afloat as we manage
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ballot measures, Politics Gone Wild and paperwork, paperwork, paperwork. But all is not lost! We also have fun things to look forward to, including the 2022 CCAC Annual Conference, which is just two short months away! We have so many exciting educational sessions to offer this year and we are working frantically behind the scenes to get every detail wrapped up so we can get the points review to IIMC and the info out to you, our valued members. This year we will have lots of catching up to do, since we haven’t connected in two long years, and I promise to make this as fun as possible, for everyone who attends.
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
PRESIDENT’S MESSAGE
One of the key events I am excited to announce is our Wednesday night all-conference event. This year instead of us going somewhere, we will stay put in the hotel conference room for some fun Pub Trivia! Brought to us by Geeks Who Drink and hosted by my friend (and former Jeopardy! contestant) Jared Wilke, we will have great food, great laughs, and a fantastic time together! And the best part about this event? IT’S FREE! Start picking out team names now because this is one event you won’t want to miss!
CCAC has the distinct honor of hosting the Region IX dinner on Monday May 23, 2022, and we’ve booked the gorgeous Clinton Presidential Library as our dining site. This beautiful location was perfect for the Region IX Clerks, and we are very excited as we prepare for this event. If you are heading to the conference, be on the lookout for more information on buying a ticket to attend the Region IX dinner, as we would love to have a lot of California representation not just at the conference, but at as many events as possible. To register for the CCAC Annual Conference, please visit our Conference webpage and don’t forget to sign up now for the Athenian Dialogue, “Grapes of Wrath”, facilitated by the Athenian Dialogue Master, Ed Tywoniak, Ph.D. This is a fantastic book (an even better audiobook!), and Ed will do a glorious job guiding us through every chapter of this masterpiece.
This year we will also be heading to Little Rock, Arkansas, for the 76th IIMC Annual Conference. If you are wanting to go to this conference, you should book your rooms now, because they are filling up fast! The conference dates are May 22 – May 25, 2022, and more information can be found at iimc.com.
If Athenian Dialogues aren’t your thing, then have no fear. Pamela Miller, MMCA Institute Director, has an amazing Advanced Academy Session planned, “Overcoming the Change Challenge”, facilitated by Karen Carswell Kirk. This will be a great session, full of valuable discussion, so be sure to sign up before all available seats are taken! I look forward to seeing you all in April, or May, or better yet, BOTH!
City Clerks Association of California Annual Conference April 6 – 8, 2022 Athenian Dialogue and Advanced Academy Sessions on April 5, 2022 Athenian Dialogue: Grapes of Wrath, John Steinbeck Facilitated by Ed Tywoniak, Ph.D. Advanced Academy Session: “Overcoming the Change Challenge” Facilitated by Karen Carswell Kirk SF Airport Marriott ~ Burlingame, CA
RENEW. REBUILD. RECREATE.
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
H ello , from your M ember S ervices D irector
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HELLO, FROM YOUR MEMBER SERVICES DIRECTOR ASHTON RENE AROCHO, MMC MEMBER SERVICES DIRECTOR
I wanted to take a moment to re-introduce myself as we have received a steady increase in new membership! So if this is one of your first Official Words, welcome! We are so excited that you’ve joined CCAC and we are thrilled to be apart of your professional journey. For those of you who don’t know me, I am currently the Deputy City Clerk for the City of Fontana since April 2021. Prior, I worked for the City of Palm Springs and the City of Monrovia. I have been actively involved in CCAC and currently chair the Membership and Inclusivity Committee, as well as serve as your Athenian Leadership Dialogue Coordinator. I have been the CCAC Member Services Director since October 2020. As your Director, my hope is to expand and engage our membership so that every member feels welcome, as well as grow our membership roster and raise awareness to the Clerk profession.
In August of 2021, we transitioned our membership from a by organization / population rate, to a flat rate of $200 per membership, based off a survey conducted by members. Additionally, we are officially on a fiscal year membership cycle with our membership starting on July 1 and ending June 30 each year. The intent behind this transition was to assist those who have tight budgets to align with the fiscal year system, as well as to assist our members who transition out of agencies and will still maintain their memberships. We have had a great steady renewal of memberships since this launch, and we look forward to continuing to gain more members. If you have any questions regarding your status of your membership or have any questions regarding your membership, please do not hesitate to reach out to me directly at membership@californiacityclerks.org. Thank you for being a member with CCAC. Hope to see you all at the upcoming 2022 Annual Conference in Burlingame, CA.
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
H ello , from your M ember S ervices D irector
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“...my hope is to expand and engage our membership so that every member feels welcome, as well as grow our membership roster and raise awareness to the Clerk profession...”
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
H ow ’ s R etired L ife ?
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A n I nterview with R etired C ity C lerk S hirley C oncolino
HOW’S RETIRED LIFE?
AN INTERVIEW WITH RETIRED CITY CLERK SHIRLEY CONCOLINO BY JOELLE FOCKLER, MMC, 2ND VICE PRESIDENT
I first met Shirley Concolino when she was the Sacramento City Clerk and I was an Administrative Assistant trying to figure out if I had what it took to be a Municipal Clerk. She was a leader who talked the talk and walked the walk, SHIRLEY CONCOLINO and her example helped me to discover the passion that I have for this profession. We recently got together and discussed Shirley’s experiences being a City Clerk and a CCAC member. What is your fondest CCAC memory to date? Actually, there isn’t just one. Overall, the best memories are those of various conferences. It was always nice to see everyone and to just connect. Certainly, a memorable one was the Sacramento CCAC Annual Conference when I served as President of CCAC, and it was my opportunity to host the conference. It makes me think of how difficult it was to select the Clerk of the Year and keep it a secret. It involved coordinating with electeds and family up to and including hiding them at the dinner. All to keep it a surprise. And the year I was selected (2010) by Lisa Pope as City Clerk of the Year was most definitely not only a surprise but a very memorable moment! Who in CCAC had the greatest impact on you and your career? I would have to say Colleen Nicol. When first appointed as City Clerk in Sacramento I knew no one in the ‘clerk world’ and Colleen reached out to me. We hit it off immediately, and to this day I consider her a dear friend.
Tell us about an individual or more than one that got you involved in CCAC and why did you feel it was important? I’ve always felt that when you take on a new task or job, or become part of something, that you must commit 100% to be successful. That was true with CCAC. Not only is it a great network of awesome people, but the education and certification programs are invaluable. I was committed to completing my CMC and MMC as fast as I possibly could, and I did. Municipal Clerks as a group are one of the most giving and sharing groups you will ever meet. Again, Colleen was a big part of this but so was the rest of the CCAC Board and others in the organization. What did you enjoy most when you were not knee-deep in agenda packets, prepping for elections, and more? It’s always been about the people to me. I value relationships more than anything. As City Clerk I had the opportunity of providing growth opportunities not only for my own staff but for others as well. Leading a highly competent, committed, and loyal team was a real highlight for me in my career. What advice would you tell someone starting out in a Municipal Clerk career? Several things actually. First, jump in with both feet and learn all you can as fast as you can using the Municipal Clerk network. Remember, you are often the face of your agency and the first interaction many will have with local government. Always remembering that your customers are literally everyone (constituents, residents, staff, and elected officials) sets a framework for the service you provide. Set the example for your team.
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
H ow ’ s R etired L ife ?
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A n I nterview with R etired C ity C lerk S hirley C oncolino
What’s your advice to someone on getting involved with CCAC? Again, as I stated earlier just jump in and get involved. There are many service areas and a variety of ways to volunteer. Should you decide to run for Board Office, I can assure you it is worth it. Involvement is the best way to feel connected. Looking back at your career, is there anything you would have done differently? And what did you get just right? Honestly, I can’t think of anything I’d have done differently. Faced with some really tough election issues with initiative positions and the highly politicized nature of it all was a major a challenge but in the end it all worked out. Neutrality and ethics are just so important. As for getting it right, I would have to say hiring the best team possible. I was so fortunate to have a truly dedicated, professional, knowledgeable staff with a variety of skill sets that in totality covered every aspect and left no gaps. We were very different with a common goal of providing the best service possible and it all came together nicely. I couldn’t have done it without them!! What’s retired life like? Retired life is great! I am not the kind of person that can just sit and have nothing to do. So I am consulting with MRG, which particularly during the pandemic was a godsend. So, I am still involved in local government but at a much slower pace and with the opportunity to take on as much or as little as I want. So retirement offers a much more balanced life for me and for my family. Shirley’s experiences with CCAC, as a Municipal Clerk, and in retired life are inspirational, and I hope they make you want to jump in and get involved!
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
C alifornia ’ s M aster M unicipal C lerk A cademy I nstitute ( M M C A ) 2 0 2 1 R eview
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CALIFORNIA’S MASTER MUNICIPAL CLERK ACADEMY INSTITUTE (MMCA) 2021 REVIEW The MMCA offers advanced-level professional development and is led by Institute Director Pamela Miller. Trainers are both clerks (current and retired) as well as subject matter experts who train in teams. There are specific courses for first, second, and advanced (three or more times in attendance) participants, as well as concurrent sessions where participants choose the courses they desire. Each “round” typically offers a professional/technical course, a management course, and a leadership course. The MMCA uses the adult learning model of experiential learning for each session and is designed in such a way that participants can return and experience great value even after having earned the MMC designation. During the last two years as a result of the pandemic, the Institute offered a total of 50 hours/25 points virtually for the members of CCAC, all while maintaining the high quality standard of the MMCA. The MMCA was fortunate to get in one in-person
Academy in February 2020 before the pandemic shut the state down, adding another 20 hours/10 points of education. 2021 Virtual MMCA There were a great deal of lessons learned in 2020 in conducting virtual sessions. After getting feedback from clerks, trainers, the CCAC PDD and President, and other Institute Directors, one virtual MMC Academy was carefully crafted for 2021 to mirror as closely as possible what would have been offered in person. The one thing that could not be replicated was the ability for participants to make course selection choices. A virtual curriculum was spread out over a threemonth period, preserved the first-second-advanced attendee experience, and pulled the entire learning community together for several sessions. Three allcommunity sessions offered the opportunity for everyone to take a professional, management, and leadership course.
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
C alifornia ’ s M aster M unicipal C lerk A cademy I nstitute ( M M C A ) 2 0 2 1 R eview
Attendees shared appreciation for the diverse curriculum and the opportunity to learn both with their colleagues in the same “year” and the full learning community. As in 2020, the Zoom meeting platform was used so that breakout rooms, polling, and large group discussions could occur. In total, there were 33 participants who completed the virtual MMCA. There were: • • • • • •
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1st year – 19 2nd year – 11 Advanced – 3 (2 at 3 times and 1 at 5 times) County Clerks of the Board – 2 Special District Clerks – 4 Municipal Clerks – 27
Advanced Academy at the 2021 CCAC Conference In April 2021, Storytelling for Leaders, with trainer Joel Brown, was offered at the Advanced Academy where participants learned about leadership through understanding their own personal narrative. 22 participants finished the two-day, six-hour course. Looking ahead to 2022 The February 9 – 11 MMCA is currently being planned to be held in San Jose; a fall session is scheduled in Pomona for September 21-23; and the Advanced Academy will be held at the CCAC 2022 Conference in April on the 5th. The International Institute of Municipal Clerks (IIMC) accepted the California Master Municipal Clerk Academy Institute 2021 Annual Institute Report on December 30, 2021. Thank you Institute Director Pamela Miller for continuing to provide excellent educational opportunities to Municipal Clerks.
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
2022 CONFERENCE
2022 CONFERENCE The 2022 CCAC Annual Conference is just four short weeks away, and your board is working tirelessly to bring you the best conference ever! We’re finalizing a fantastic educational program, fun and exciting events for networking and I can personally confirm that the conference hotel is absolutely stunning. With sweeping views of the Bay, you can sit at the hotel bar and watch as planes take off to destinations unknown just a stones’ throw of the patio outside. For fitness lovers, there is a beautiful bay trail that extends for miles on either side of the hotel, taking you up close and personal to San Francisco Airport, or headed south towards Belmont and San Mateo. The hotel rooms are spacious, and the main conference room is ginormous. Our sponsors will have a giant space for their booths, which we highly encourage all attendees to visit at least once. Now for the fun stuff. Did you know that 2022 marks the 45th anniversary of the City Clerks Association of California? CCAC was founded in 1977, so during this annual conference we invite all of you to celebrate 45 years’ worth of professional leadership, learning and support. To that end, I would like to formally invite you to attend our Annual Banquet and Awards Ceremony, which will be held on Thursday April 7, 2022 at 6:30 p.m. The theme for this event is “Dressed to Kill” (think James Bond). Come ready for the red carpet and always ask for those martinis to be shaken, not stirred. The fun won’t only be had at the banquet. This year, instead of leaving the hotel for parts unknown, we will all stay put and enjoy a FREE networking event on Wednesday April 6, 2022 at 6:30 p.m. with pub trivia. Yup, you read that correctly. Pub trivia right there in the conference hotel, and best yet, it’s free! The Executive Chef is very excited to present pub fare dinner options for everyone, and my friend and former Jeopardy! contestant Jared Wilke will lead us in 90 minutes of trivia fun as we team up to see which six of us is the smartest of the night. There will be a no-host bar and music after trivia, so dress casual and come to play (and win)!
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
2022 CONFERENCE
RENEW. REBUILD. RECREATE.
I look forward to seeing everyone in beautiful Burlingame in April! Click Here to Book Your Conference & Hotel Registration Read the Preliminary Agenda Here
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
T echnical T raining for C lerks ( T T C ) 2 0 2 1 R eview
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Technical Training for Clerks (TTC) 2021 Review 2021 was a rewarding but difficult year as the Institute worked to provide quality education and meaningful training to clerks. Attendance and participation was at record levels despite the pandemic challenges, and it is clear that California clerks are committed to professional education and have overcome many obstacles to obtain IIMC credits and earn a CMC designation. Technical Training for Clerks (TTC) consists of four “Series” of 30 educational hours each. The series are offered in a rotation allowing individuals to complete the program and earn the full 120 IIMC educational hours toward a CMC designation. Due to 2021 California pandemic policies prohibiting in-person education, TTC was offered virtually via Zoom for the second consecutive year. Two full series were completed during the pandemic and provided 60 hours (30 points) of quality education to California clerks during this chaotic time. This allowed attendees to continue professional development. 28 TTC graduates completed their full requirements, and 115 clerks successfully completed Series 400 in 2021.
The majority of Series 100 curriculum of 30 hours was completed in 2020, and the series concluded in March 2021. Series 400 was offered this year to accommodate the needs of TTC students. The series was cancelled in June 2020, which made it an important offering for clerks in the TTC rotation and for some the only one needed to graduate. Series 400 concluded on October 6th. The sessions were offered for ten Wednesday mornings of three hours each. This session was the second year of Zoom training. The content and learning opportunity received excellent reviews from participants. From the assessment notations it is apparent participants feel the convenience of virtual learning is not the only factor to consider when determining effective learning tools. As sessions progressed, there were numerous references to the loss of interpersonal contact and networking. Individuals shared frustration with the lack of respect for Zoom training from coworkers and supervisors and noted more frequent interruptions than if training in person.
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
T echnical T raining for C lerks ( T T C ) 2 0 2 1 R eview
Due to the tensions and change of delivery of service surrounding the pandemic, class discussion was held on the challenges created by the pandemic environment, changes in delivery of service, and how clerks could serve their communities. Numerous emails were received thanking TTC trainers for devoting their time and effort to creating meaningful and pertinent classes. To deliver virtual sessions with quality interpersonal emphasis necessitates major course design changes. Training teams spent an enormous amount of time working to tailor content to a format more appropriate to virtual training. Trainers suited to this unique training environment were identified and asked to devote additional personal time. Participants were very supportive and expressed appreciation for creating an experience providing useful information while keeping people engaged. Moving forward in 2022, Series 200 is scheduled to be offered at UC Riverside Extension March 15-18, 2022. Registration forms are being accepted; and 72 registrations have been received. Virtual training can provide some, but not all, of the learning opportunities to develop a professional clerk. The experiences, discussions and personal guidance offered during in-person sessions create a depth of development required for those who are expected to serve their constituents, elected, and co-workers with skill and expertise. The International Institute of Municipal Clerks (IIMC) accepted the 2021 California – TTC Annual Report on December 30, 2021, thanking Institute Director Maureen Kane for continuing to provide excellent educational opportunities to California Clerks, and the TTC Institute is in compliance with the IIMC Institute and Education Guidelines.
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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): Master Municipal Clerk (MMC) Martha Alvarez, MMC - Assistant City Clerk City of Manhattan Beach, CA Certified Municipal Clerk (CMC) Amber Alexander, CMC - Assistant to City Manager City of Fairfield, CA Victoria Thomas, CMC, Municipal Pooling Authority, CA Guadalupe Ruiz, CMC, Administrative City Clerk City of Dixon, CA Raina Allan, CMC - City Clerk - City of Healdsburg, CA Sylvia Lopez Cuevas, CMC - City Clerk City of Rohnert Park, CA Evelyne Ssenkoloto, CMC, City of Fontana, CA
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
C ongratulations ,
T T C G raduates !
CONGRATULATIONS, TTC GRADUATES! On October 6, 2021, 28 participants graduated from the Technical Training for Clerks (TTC) Institute directed by Maureen Kane. These 28 Municipal Clerks completed 120 hours of courses that adhered to the International Institute of Municipal Clerks (IIMC) core curriculum and provided the required 60 points for accreditation as Certified Municipal Clerk. Completion of all TTC series satisfies both the IIMC educational hour requirement for a Certified Municipal Clerk designation and the 12 units for the optional California Professional Municipal Clerk certificate offered by University of California Riverside Extension. These graduates had the unique experience of training in person at UC Riverside Extension, and due to the COVID-19 pandemic, training virtually via Zoom. They should be commended for their dedication and commitment to this CMC professional development program. Job well done!
"These graduates had the unique experience of training in person at UC Riverside Extension, and due to the COVID-19 pandemic, training virtually..."
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
I t ’ s E lection Y ear !
It’s Election Year! As we start heading into spring, many of us are entering election mode, while at the same time wrapping up our districting/redistricting processes. What are some ways you’re going to connect with your candidates and voters this year? Have you thought of any out-of-the-box methods that you’d like to share? Here’s a video Danville City Clerk Marie Sunseri put together to connect with her candidates. If you’ve come up with any new ideas or avenues to enhance election services to your community, please send them our way! We’d love to feature it in a future edition of the Official Word!
"What are some ways you’re going to connect with your candidates and voters this year?"
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
I t ’ s E lection Y ear !
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
quarterly M eeting R oundup
QUARTERLY MEETING ROUNDUP The League held its quarterly board meeting last Thursday/Friday, February 24-25, 2022. The Board received a special presentation on the status of various statewide ballot measures and redistricting. Additional highlights are referenced below. Please let me know if you have any questions and/or would like more information on any of the items. 2022 Strategic Priorities (Action Agenda) [Attachment] – The Board received an update on its strategic priorities/action agenda for 2022. As a reminder, the priorities are as follows: 1. Secure funding to increase the supply and affordability of housing and reform state housing laws to retain local authority. Secure adequate and sustainable funding for cities to increase construction of housing at all income levels, particularly affordable housing and workforce housing. Reform state housing laws to ensure cities retain local decision-making to meet the needs of their communities. 2. Attain investments to strengthen and sustain critical infrastructure. Advocate for policies that strengthen the conditions of local streets, highways, bridges, public transit, and broadband to improve workforce and economic development. Secure support for the modernization and expansion of the statewide water grid, including infrastructure, storage, and conveyance. Work with stakeholders to provide cities with access to the tools needed to ensure projects are delivered efficiently and cost-effectively to meet current and future needs. 3. Secure increased funding and resources to prevent homelessness and assist individuals experiencing homelessness. Secure additional ongoing, flexible resources to provide navigation assistance, emergency shelters, and permanent supportive housing. Enhance city and county coordination and strengthen partnerships with stakeholders to ensure adequate wraparound services are available for adults and youth at risk of, or already experiencing, homelessness in our communities, and effectively address mental health and substance use disorders. 4. Strengthen disaster preparedness, resiliency, and recovery from climate change impacts through improved collaboration and resources. Secure additional resources and support to mitigate the effects of climate change, including catastrophic wildfires, drought, and sea level rise. Promote collaboration with other city, state, and federal governments, to strengthen disaster preparedness, resiliency, and recovery.
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
quarterly M eeting R oundup
Legislative Calendar [Attachment] – As a part of the legislative calendar, the Board approved supporting Assembly Member Waldron’s legislation repealing Proposition 47 based on policy committee and task force recommendations. While the bill likely will not become law in its current version, it may prompt additional discussions about rising crime statewide. Federal Funds [Attachment] – The Board spent some time in small groups identifying challenges to applying for federal funds from the new infrastructure bill and made recommendations on how Cal Cities can help by way of technical assistance and access to resources. Equity and Governance Updates [Attachment 1, 2] – The Board received an update on the status of the Cal Cities’ equity and governance initiatives with the Board approving the three recommendations of the Governance Task Force, including creating a standing Governance Committee for the organization. Legal Advocacy [Attachment] – The Board received an update on its legal advocacy efforts. The status of various cases is referenced in the report. ILG Update [Attachment] – The Board received and filed an update on the happenings at the Institute for Local Government (ILG).
“The Board received a special presentation on the status of various statewide ballot measures and redistricting.”
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CCAC
CCAC JANUARY 2022 | VOLUME 23 ISSUE 2 CITY CLERKS ASSOCIATION OF CALIFORNIA
Official Word
www.californiacityclerks.org