CCAC OCTOBER 2023 | VOLUME 24 ISSUE 10 CITY CLERKS ASSOCIATION OF CALIFORNIA
Official Word CCAC
• PRESIDENT’S MESSAGE • NOTICE OF NOMINATIONS – 2023-2024 • HAPPY HALLOWEEN – CARRIE EDITION
• 2023 ANNUAL CONFERENCE OREGON ASSOCIATION OF MUNICIPAL RECORDS (OAMR) • MENTOR PROGRAM UPDATE • CALLING ALL CLERKS!
www.californiacityclerks.org
• D I D YO U K N OW…? • INTERESTED IN REPRESENTING YOUR REGION? JOIN OUR REGIONAL COMMITTEE TEAM! • UPCOMING EDUCATION OPPORTUNITIES
CITY CLERKS ASSOCIATION OF CALIFORNIA
PRESIDENT’S MESSAGE
PRESIDENT’S MESSAGE MARC A. DONOHUE, MMC
Happy Halloween CCAC! Hope everyone’s found an awesome costume this year. In Eastvale, we have a pretty intense annual group costume contest. The City Clerk/ Communications MA RC DO NO HUE Department will attempt to take back its crown as best group costume this year. We’ll see how it goes! Things at CCAC continue to stay busy. Let’s dive into some updates: Education Institute Update I’m excited to share that IIMC has officially approved our new Education Institutes with Cal State San Marcos! A huge thank you to our Professional Development Director Holly Charlety and Matthew Rahn & Randi Johl from Cal State San Marcos for getting us over the finish line. Our next steps are working with Cal State San Marcos on the logistics of our first CMC Academy in February 2024. Our target is to open registration by early December! These new education institutes are the only State approved institutes that qualify to earn 1 point for every 2 hours of education. Only institutes sponsored by a State association can qualify for this higher point value. Any other education institutes offered in the State will not be able to match this point value. City of Huntington Beach City Clerks Office Letter of Support Follow-Up Also at that August 28th meeting, the Board of Directors approved a letter of support for the City of Huntington Beach’s City Clerks Office, as a result of the disparaging remarks that were made by the City Attorney of Huntington Beach pertaining to the City Clerk profession. These comments were brought forth during a discussion to amend the City’s charter to lower the qualifications for
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individuals who want to run for the City Clerk position in Huntington Beach. CCAC banded together and included an additional 160 signatures from CCAC members that was included in the letter submission to the City Council. We have since learned that the Huntington Beach City Council has decided to not pursue the changes to their charter that would’ve amended and lowered the qualifications for individuals who want to run for the City Clerk position! Whether we had any influence on that decision or not, I was proud to see CCAC speak in one voice and do what was right. CCAC Goal Setting The Board of Directors is set to meet in San Diego from November 2-3 for its annual Goal Setting meeting. Included in this meeting will be the review of our current strategic plan, celebrating success from the past year, and setting goals for the upcoming year. CCAC Elections – November 2023 Interested in serving on the CCAC Board of Directors? The annual election for CCAC is right around the corner! The nomination period will open in the next few weeks. The following positions will be on the ballot: 1. President 2. 1st Vice-President 3. 2nd Vice-President 4. Treasurer 5. Director of Communications 6. Director of Conferences 7. Director of Mentor Development 8. Director of Networking 9. Director of Scholarships The notice of nominations will go out early November. As a preview, I’ve included it in this official word after my President’s message. Consider running for a position and serving our membership!
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
PRESIDENT’S MESSAGE
Cal Cities New Law & Elections Seminar The registration for the upcoming New Law & Elections Seminar is now open! The Seminar will take place from December 13-15, 2023, at the beautiful Mission Bay Hotel in San Diego. The City Clerk’s Department for Cal Cities, led by Department President Jessica Blair, has been working on selecting sessions and finalizing the conference programming and hope to have a schedule announced in the coming days. Visit www.calcities.org to register. Pop with the President Save the date for the next Pop with the President event on Tuesday, November 14, 2023, at 2:00 p.m. We’ll have some informative updates on CCAC and several chances to win some exciting prizes!
As always, please feel free to reach out to me at mdonohue@eastvaleca.gov or (951) 703-4421.
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
N otice of N ominations – 2 0 2 3 - 2 0 2 4
Notice of Nominations – 2023-2024 City Clerks Association of California (CCAC) Notice is hereby given of the opening of nominations on Wednesday, November 8, 2023, for the following officers: Officers to be Nominated President 1st Vice President 2nd Vice President Treasurer Director of Communications Director of Conferences Director of Mentor Development Director of Networking Director of Scholarships
Term One Year One Year One Year Two Years Two Years Two Years Two Years Two Years Two Years
Eligibility Requirements Any Voting Member whose dues are paid in full for the current year may be nominated for, and elected to, any office. In order to be eligible to be nominated for President, the Voting Member shall have served as 1st Vice President the year prior to running for Office of President. In order to qualify to run for the Office of 1st Vice President, a candidate is strongly recommended to serve one term as a Board Member the year prior to running for the Office of 1st Vice President. Nomination Process Nominations must be filed with the Nominating Committee Chair no later than Wednesday, November 29, 2023, on an Acceptance of Nomination and Candidate Statement form that has been dated and bears the signature of the qualified nominee. Electronic signatures are accepted. All nominees must be paid voting members at the time the Acceptance of Nomination and Candidate Statement form is filed. No other method of nomination will be accepted. If a nominee withdraws after 91 days before the CCAC Annual Conference, but before the distribution of the ballot, the nominee’s name shall not appear on the ballot. Consent and Candidate Statement All qualified nominees must consent to nominations in writing on the Acceptance of Nomination and Candidate Statement form. Qualified nominees who want a Candidate Statement included with the electronic ballot (e-ballot) must complete the Candidate Statement Request portion of the Acceptance of Nomination and Candidate Statement form OR decline to provide a Candidate Statement by completing the Candidate Statement Waiver portion of the form; and file it with the Nominating Committee Chair no later than Wednesday, November 29, 2023.
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
N otice of N ominations – 2 0 2 3 - 2 0 2 4
Candidate Statements submitted after the nomination acceptance deadline will not be included with the e-ballot. Candidate Statements shall not exceed 200 words. Candidate Statements will be typed with uniform type size and spacing. No special typesetting will be permitted, similar to California Elections Code §13307 guidelines. The Official Word will not print Candidate Statements. Write-In Candidates Any Voting Member who does not file an Acceptance of Nomination and Candidate Statement form by Wednesday, November 29, 2023, and who wants to run for office, may be voted upon as a write-in candidate. Write-in candidates must declare their candidacy in writing to the Nominating Committee Chair by Monday, December 11, 2023. Candidate Statements for write-in candidates will not be distributed to the Voting Members; however, this does not prohibit any candidate from distributing a Candidate Statement at their expense. The Official Word will not print write-in Candidate Statements. Election Schedule No later than Tuesday, January 23, 2024, an e-ballot notification will be emailed to each eligible Voting Member whose dues have been paid by July 1, 2023. The Nominating Committee Chair must receive all e-ballot submissions by Tuesday, February 6, 2024. Campaigning A member may begin to campaign no earlier than six months prior to the nomination period in the election year that they will be running for office. No mass distribution emails (defined as more than 50 recipients) shall be distributed prior to November 1 of the year prior to the election year. CCAC shall provide, upon request, a current list of CCAC members to each candidate. Candidates may not use the League of California Cities City Clerk Department ListServ to disseminate election or campaign materials. Candidates are not permitted to campaign during any educational session presented under the umbrella of CCAC or related educational institutes. Campaigning is permitted during break periods, in a manner that is not unreasonably distracting or a deterrent. Any individual member of the Board of Directors, in their role as Board Members, shall neither endorse nor assist any candidate or be mentioned in any election material. Candidates may state their current or past roles as Board Members in their campaign materials. Candidate statements and campaign materials shall be limited to a recitation of the candidate’s own personal background, character, qualifications, and activities, and shall not reference other candidates. Cancellation of Election If, at the close of the write-in period, only one or no candidates are nominated for each available office, the election for Board Officers shall be cancelled. Job Descriptions Job descriptions for positions that are on the ballot shall be distributed with the notice of nominations.
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
N otice of N ominations – 2 0 2 3 - 2 0 2 4
CCAC NOMINATIONS – 2023-2024 CALENDAR The Annual City Clerks Association of California Conference will be held April 3, 2024 to April 5, 2024, in San Diego. In accordance with CCAC Bylaws and Policies, the nominees elected shall be installed during the Conference at a time to be set by the Conference Committee and shall assume the duties of their respective offices immediately. In the event the Conference is canceled and/or postponed, the elected nominees shall assume the duties of their respective offices upon notification by the Nominating Committee Chair and shall be installed when determined by the Executive Board. Event
Deadline
Notice of Nominations (at least 147 days prior)
November 8, 2023 (Wednesday)
Nomination Filing Deadline (open for 21 days)
November 29, 2023 (Wednesday)
Nominations submitted to Executive Board (following the close of filing period)
November 30, 2023 (Thursday)
Write-In Candidate Declaration (at least 81 days prior or 10 days after close of filing period)
December 11, 2023 (Monday)
Emailing of Ballots (at least 71 days prior)
January 23, 2024 (Tuesday)
Last Day to of Vote Electronically (14 days after ballot is sent)
February 6, 2024 (Tuesday)
Leilani I. Brown, MMC City Clerk, City of Newport Beach Nominating Committee Chair 100 Civic Center Drive, Newport Beach, CA 92660 949-644-3005 | lbrown@newportbeachca.gov
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
N otice of N ominations – 2 0 2 3 - 2 0 2 4
City Clerks Association of California (CCAC) Acceptance of Nomination and Candidate Statement I, ______________________________________, a Voting Member of the City Clerks Association of California whose dues are paid in full for the current year and having been nominated for the office of ____________________________________________________, do hereby accept said nomination and declare that I will serve in the position if elected. (Only sign in one of the applicable boxes below) Candidate Statement Request £ I hereby request that the following candidate statement be published: (The candidate statement shall not exceed 200 words and shall be typewritten with uniform type size and spacing, similar to California Elections Code §13307 guidelines. An additional sheet may be attached if necessary.)
Signature _____________________________________
Date ________________________
Candidate Statement Waiver £ I hereby decline the publishing of a candidate statement. Signature _____________________________________
Date ________________________
Note: Candidates can submit their Acceptance of Nomination and Candidate Statement form electronically, by mail, or in person to the Nominating Committee Chair. Electronic signatures are acceptable. Leilani I. Brown, MMC City Clerk, City of Newport Beach Nominating Committee Chair 100 Civic Center Drive, Newport Beach, CA 92660 949-644-3005 | lbrown@newportbeachca.gov
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CCAC
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
CITY CLERKS ASSOCIATION OF CALIFORNIA
H appy H alloween – C arrie E dition
HAPPY HALLOWEEN – CARRIE EDITION ASHTON R. AROCHO, MMC, 2ND VICE-PRESIDENT AND THE CITY OF HERMOSA BEACH CITY CLERK’S OFFICE
ASHTON R. AROCHO
I absolutely love the month of October, and everything fall, especially the pumpkin spice lattes from Starbucks! Did you know that some cities in California hold some very interesting Halloween secrets?
The City of Hermosa Beach had a famous Halloween movie, Carrie, filmed at their facilities. The Community Center was Bates High School’s gymnasium for all interior and exterior gym scenes (except for the famous prom scene – due to the fire, the gym was replicated). The lead camera operator, Joel King, confirmed with the Hermosa Beach staff that the replication of the gym used for the interior prom
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scenes were shot at Culver City Studios and was built on Stage 16 – the original bat cave of the original Batman TV series! Filming took place over the weekends for roughly two months. The City of Hermosa Beach continues to show the movie, Carrie, during the month of October as a Community Movie Night event (ages 18 and up, of course)! If you are ever in Hermosa Beach, be sure to stop by and take a photo in this iconic spot! Thank you to Myra Maravilla, City Clerk of Hermosa Beach, for sharing this with us! If you have any interesting filming in your town, please share with us to be featured in an upcoming article. Happy haunting! CONTACT INFORMATION: ASHTON R. AROCHO, MMC CITY OF WESTMINSTER E: AAROCHO@WESTMINSTER-CA .ORG
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
H appy H alloween – C arrie E dition
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CITY CLERKS ASSOCIATION OF CALIFORNIA
2 0 2 3 A nnual C onference O regon A ssociation of M unicipal R ecords ( O A M R )
2023 ANNUAL CONFERENCE OREGON ASSOCIATION OF MUNICIPAL RECORDS (OAMR) ASHTON R. AROCHO, MMC, 2ND VICE-PRESIDENT
I recently had the honor of representing CCAC at the Oregon Association of Municipal Recorders (OAMR) Annual Conference in the beautiful (and very green) Grand Ronde, Oregon! Grand Ronde Indian Reservation was established by an executive order in 1857. The history and culture of this community was breathtaking and inspiring. In my opinion, it was the perfect venue for this year’s conference theme, “Spirit of Excellence”. During my time in Oregon, I had the pleasure of meeting members of OAMR and learning various things from Records Management to ASHTON R. AROCHO Oregon Legislation! I learned is that OAMR definitely knows how to fundraise! They had multiple rounds of silent auction items and opportunities throughout the entire conference. I look forward to bringing new ideas to upcoming CCAC conferences! One of the highlights during my time in Oregon was being able to watch, among the membership, the incoming Board of Directors be sworn in. I am so pleased that CCAC has transitioned into the same model and look forward to the first swearing-in of CCAC Board of Directors during our upcoming 2024 Annual Conference in San Diego! Thank you again to OAMR for welcoming me into your conference. The memories and adventures will forever be cherished. CONTACT INFORMATION: ASHTON R. AROCHO, MMC CITY OF WESTMINSTER E: AAROCHO@WESTMINSTER-CA .ORG
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
M entor P rogram U pdate
MENTOR PROGRAM UPDATE CA N D I C E A LVA R E Z , M M C , D I R E C T O R O F M E N T O R D E VE LO P M E N T
Happy spooky season! As always, first, I’d like to update you on the status of mentor assignments from past trainings:
CANDICE ALVAR EZ
Training
Assigned to Mentors
Pending Assignment
September 2023 TTC
18
2
October 2023 Nuts & Bolts
0
29
I am so excited to be able to assign 29 of 75 October 2023 Nuts & Bolts attendees to mentors! From the three most recent Nuts & Bolts before this one, I could only assign 15, 9, and 8. I assume that new clerks and their supervisors now see the value of CCAC membership more than ever, and I couldn’t be more happy for them. Between getting a mentor, having access to the Municipal Clerks Handbook, and the cost savings for training sessions they’re sure to attend, the membership cost is more than worth the invaluable benefits. While we have a record of new mentees from any Nuts & Bolts, we also now have 77 mentors I can assign them to, three of whom became new mentors this month. They are so excited to work with new clerks and guide them on their professional journey. I would also like to take this opportunity to congratulate our newly designated Certified Municipal Clerks. These individuals have confirmed their commitment to our unique and awesome profession, and I, along with their mentors, colleagues, and agencies, are so proud of their hard work and dedication. Laurie Ledesma, CMC - Senior Deputy City Clerk - City of West Sacramento, CA Marleana Roman, CMC - Clerk of the Board - San Bernardino County Transportation Authority, CA Marie Joy Rodriguez, CMC - Assistant City Clerk - City of San Jose, CA
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
C alling A ll C lerks !
CALLING ALL CLERKS! H O L LY M . C H A R L É T Y , M M C , D I R E C T O R O F P R O F E S S I O N A L D E V E L O P M E N T
The period to submit session proposals for the 2024 Annual Conference, Reset, Reconnect, Reimagine is now open!
HO LLY CHAR LÉTY
Did you know that one of the many ways that CCAC members can earn points is to provide education to other CCAC members? What better opportunity to give back to your profession than submitting a session proposal for the annual conference. When a member creates and produces an education session, 1 point per 2 hours can be earned based on the total number of hours teaching/ training and preparing for the session.
CCAC depends on the expertise and experience of its members to provide quality education at the annual conference. Does this sound interesting to you? If so the first step is to visit the Call for Proposals website and look at some of the topics members are interested in learning about. A wide range of suggested topics are included in the areas of Elections, Technology, Records, Leadership and more. What knowledge can YOU share with your peers. Consider submitting a session proposal by the deadline of 5:00 p.m. on Monday, October 30, 2023. For questions, please contact the Professional Development Director at (510) 215-4305 or email pdd@californiacityclerks.org.
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CCAC
THANK YOU
CCAC
2023 VENDOR OF THE YEAR
Hosted e-filing systems Form 700 Campaign Statements Lobbyist ordinance filings
Contact: Tom Diebert diebert@netfile.com
www.netfile.com
CITY CLERKS ASSOCIATION OF CALIFORNIA
D id you know … ?
DID YOU KNOW…? H O L LY M . C H A R L É T Y , M M C , DIRECTOR OF PROFESSIONAL DEVELOPMENT
Did you know that as a public employee in the State of California, you are considered a Disaster Service Worker? Government Code (Section 3100-3109) identifies all public employees of the state, and any county, city, or public district within the state as an individual who may be assigned to work disaster service activities. Many of us are familiar with the Emergency Operations plans within our organizations, but did you know that you can also complete online training with FEMA and earn education points at the same time? IIMC has preapproved and identified certain courses approved for 1 point per 6 hours of instruction. A list of course classifications is available, and online courses can HOLLY CHAR LÉTY be accessed on FEMA’s website. Those working on their CMC can take any of the courses listed, while those working on their MMC must take courses at the intermediate or advanced level. This is a great way to further educate yourself on expectations and operations that occur during a disaster. In California, wildfires alone have shown the need to have trained, knowledgeable disaster service workers in order to support the communities we serve.
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
I nterested in R epresenting Y our R egion ? J oin our R egional C ommittee T eam !
INTERESTED IN REPRESENTING YOUR REGION? JOIN OUR REGIONAL COMMITTEE TEAM! ROXANNE BRECEDA , CMC , DIRECTOR OF NETWORKING
Together we can accomplish more -
Regional Update | You provide a brief update on your current event or project to report.
collaborate, build each other up, and support our members.
Pop with the President | Provide updates to the association each quarter.
Region Representatives are overseen and ROXANNE B R ECEDA supported by the Director of Networking. They serve as liaisons between the Board and their regions to organize and communicate networking opportunities and/or educational sessions under the parameters set by the Professional Development Committee. As part of the By-Law Amendment, Regional Representatives serve for a one-year term an serve as liaisons between the Board and their regions to organize and communicate networking opportunities and/or educational sessions under the parameters set by the Professional Development Committee. Exciting things we are working on for CCAC: Municipal Clerk Handbook Club | You get to work on such a valuable resource for the entire association. The MCHC meets every second Wednesday of the month at 2:00 p.m. Official Word Articles | You get the opportunity to spotlight your region! Stories on member spotlights, celebrating success no matter how big or small, networking events, workshops, fun articles, etc. Our goal is to spotlight your region!
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Regional Baskets | Work on a fun-themed basket like summer flamingoes, wine picnic basket, city theme, etc., for CCAC’s annual conference. Endless Networking Opportunities | Meet your team! We all work together and what better way to work with others, network, and build a team of clerks to help you and them along your road to career success? As the Networking Director, I am here to oversee and support you in providing engagement activities with members. This is a volunteer position, and we greatly appreciate your time giving back to the association and its members. If you need assistance, guidance, etc., please do not hesitate to reach out. It takes a village to get the work done, and I am here, and the committee members are here to assist you. It’s a new year, and if you have a spark of interest, reach out and let’s work on making you the next Region Representative! Check out the Regional Map to see where you land. Shout out to the Regional Committee! Reach out if you are interested in volunteering within the region or if you see a vacancy for your region, email me at rbreceda@cityofglendora.org
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
I nterested in R epresenting Y our R egion ? J oin our R egional C ommittee T eam !
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Regional Committee - Regional Representatives
Siana Emmons
Region 1
Redwood Empire
semmons@ci.fortuna.ca.us
Amy Lind
Region 2
Sacramento Valley
alind@auburn.ca.gov
Cassandra Candini-Tilton
Region 3
Central Valley
ccandini@ci.manteca.ca.us
Melissa Herman
Region 4
S. San Joaquin Valley
MHerman@tulare.ca.gov
Christina Rudsell
Region 5
Desert Mountain
crudsell@barstowca.org
Genoveva Rocha
Region 6
Inland Empire
Rocha_Ge@sbcity.org
Ana Sauseda
Region 7
Riverside County
ASauseda@canyonlakeca.gov
Vacant
Region 8
Imperial County
Kerry Bigelow
Region 9
San Diego County
Kbigelow@chulavistaca.gov
Theresa Bass
Region 10
Orange County
tbass@anaheim.net
Ericka Hernandez
Region 11
Los Angeles County
ehernandez@cityofrosemead.org
Vacant
Region 12
Channel Counties
Nova Romero
Region 13
Monterey Bay
nromero@ci.carmel.ca.us
David Carnahan
Region 14
Peninsula
DCarnahan@sunnyvale.ca.gov
Danielle Navarro
Region 15
East Bay
dnavarro@pleasanthillca.org
Vacant
Region 16
North Bay
CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
monthly municipal clerk book club
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CCAC
CITY CLERKS ASSOCIATION OF CALIFORNIA
UPCOMING EDUCATION OPPORTUNITIES
UPCOMING EDUCATION OPPORTUNITIES H O L LY M . C H A R L É T Y , M M C , D I R E C T O R O F P R O F E S S I O N A L D E V E L O P M E N T
Check out these upcoming education opportunities through CCAC! You can always find up-todate information on the CCAC website community calendar. For questions, please feel free to email pdd@californiacityclerks.org Where
When
Topic
Brea
10/26-10/27/2023
Southern Nuts & Bolts
Sold Out! Join the Waitlist
Carmelby-theSea
10/27/20233
Region Training: Succession Planning
Open for Registration
11/3/2023
Region Training: Essentials of Records Management
Open for Registration
Virtual
11/8/2023
Municipal Clerk Book Club Chapter 4: Community Relations & Communication
Open for Registration
Lincoln
11/15/2023
Region Training: Change: We got This!
Open for Registration
Morgan Hill
11/17/2023
Athenian Dialogue: See Change Clearly
Open for Registration
San Diego
12/13-12/15/2023
Cal Cities New Law and Elections Seminar
Open for Registration
San Diego
4/3-4/5/2024
CCAC Annual Conference Reset, Reconnect, Reimagine
Clovis
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Save the Date!
CCAC
CCAC OCTOBER 2023 | VOLUME 24 ISSUE 10 CITY CLERKS ASSOCIATION OF CALIFORNIA
Official Word CCAC
www.californiacityclerks.org