Clerks 101: New Clerk Orientation

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1 2019 County and District Clerks Association of Texas Winter Education Conference January 28-31, 2019 Embassy Suites by Hilton Hotel Conference Center & Spa, San Marcos Piece of the Puzzle, Part of the Whole Clerks 101: New Clerk Orientation Acronyms Certification of Deputies for Secretary of State ListServ Application Clerk 101 CE Tracker Electronic Display of Official and Legal Notices by County Clerk Who Can Help Hon. Jennifer Lindenzweig Hunt County, County Clerk

3 Acronyms: what they stand for. Listed are just a few that are common in our everyday, listed in no particular order. TAC SOS CDCAT JBCC JCIT CC DC TCEQ TABC OCA VSU DSHS CJIS JJIS TER TxEVER TJJD TDCJ LGC GC Texas Association of Counties Secretary of State County & District Clerks Association of Texas Judicial Branch Certification Commission Judicial Committee Information Technology County Clerk District Clerk Texas Commission Environmental Quality Texas Alcohol Beverage Commission Office of Court Administration Vital Statistics Unit Department State Health Services Criminal Justice Information System Juvenile Justice Information System Texas Electronic Registration Texas Electronic Vital Events Registration Texas Juvenile Justice Department Texas Department of Criminal Justice Local Government Code Government Code

5 HUNT COUNTY COUNTY CLERK CERTIFICATION OF ALL COUNTY CLERK DEPUTIES July 2, 2018 TO THE SECRETARY OF STATE: THIS CERTIFIES THAT THE FOLLOWING DEPUTY COUNTY CLERKS HAVE THE AUTHORITY TO CERTIFY BIRTH, DEATH, MARRIAGE AND ANY OTHER DOCUMENTS ISSUED BY MY OFFICE Name of Deputy Deputy s Signature (1) Deputy s Signature (2) MELISSA AVEN MERCADES BROWN CHAD DAWSON ELIZABETH LIBBY DUNHAM GLORIA HINOJOS BECKY LANDRUM TIFFANY LOTHRINGER MISTY LUTZ RORY MCGAHAN GINA TOVAR KATHI TROUBLEFIELD CHRISTIE WOOTEN MELISSA YOUNG I hereby certify under my hand and seal this day of July, 2018, that the above listed deputies and signatures are duly authorized to issue certifications from the Hunt County Clerk s Office. Jennifer Lindenzweig Hunt County Clerk Mail To: Texas Secretary of State Authentications P.O. Box Austin, Texas

7 County: Name: COUNTY & DISTRICT CLERKS ASSOCIATION LISTSERV APPLICATION FOR ACTIVE & AFFILIATE MEMBERS Title: Address: Office Phone: Office Fax: (ListServ must be the same as your CE Tracker ) Clerk Renewal Newly Elected/Appointed Clerk Date: Associate Member Renewal New Associate Member I would like to apply for membership to the listserv. I have read and agree to abide by the CDCAT listserv rules and regulations; and I am an Active/Affiliate Member of the CDCAT. Signature of Applicant Date I,, County/District/Combination Clerk of County approve this applicant. Signature of Elected Clerk MAIL OR FAX APPLICATION TO: Stacey Kemp, CDCAT Treasurer Collin County County Clerk 2300 Bloomdale Rd., Suite 2106 McKinney, TX (972) Office (972) Fax DO NOT WRITE IN THIS SPACE Approval: Date: TAC Fax: (512) Date Received: Received By:

Clerk 101: CE Tracker How to with screen shots CE Tracker: CDCAT Home

com Go to continuing education tab Click on the tracker link in the

you need your password reset, contact Laura Hinojosa, Vice President,

9 Clerk 101: CE Tracker How to with screen shots CE Tracker: CDCAT Home page Go to Go to continuing education tab Click on the tracker link in the body Put in your member number or address Put in your password If you need your password reset, contact Laura Hinojosa, Vice President, at You may also use the direct link to CE Tracker and log in 1

CE Tracker: Submit conference hours To submit conference hours for approval click on the My Info button and then select Submit conference hours.

To download certificates you have earned click on the My Info button and then select My Certificates. To change your password, please contact the Vice President, Laura Hinojosa, at laura.hinojosa@co.

10 CE Tracker: Submit conference hours To submit conference hours for approval click on the My Info button and then select Submit conference hours. To view your conference hours for a period click on the My Info button and then select Conference history. To download certificates you have earned click on the My Info button and then select My Certificates. To change your password, please contact the Vice President, Laura Hinojosa, at laura.hinojosa@co.hidalgo.tx.us CE Tracker: Submit conference hours You will pick the Conference you wish to submit hours for by scrolling through the list of conferences Find the conference and click it You will now pick the sessions you are claiming Before you finish, you will be able to see the total hours claimed for that conference When you are finished, click submit hours If the conference has breakout sessions that are at the same time, tracker will not allow you to pick more than one session for the same time period Your submitted hours will then be approved by the Vice President Certificates will be available in January; certificates for 2019 can not be printed until January

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you wish to view and click generate This will show you hours submitted, approved, and

12 CE Tracker: Conference History To check your conference history, or to see how many credit hours you have, click on conference history under the my info tab Choose the year you wish to view and click generate This will show you hours submitted, approved, and pending approval You can print a pdf summary or pdf detail from here as well for your records 4

13 PDF Summary 5

14 PDF Detail How to print your certificate when they are ready How to print your certificate when they are ready 6

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17 Posting notices at Courthouse and on Website Electronic Display of Official and Legal Notices by County Clerk: LGC Sec ELECTRONIC DISPLAY OF OFFICIAL AND LEGAL NOTICES BY COUNTY CLERK. (a) In this section, "electronic display" includes a display: (1) by the use of an electronic kiosk, electronic bulletin board, or other similar device designed to provide readily accessible information; or (2) on a county's public Internet website. (b) A county clerk may post an official and legal notice by electronic display instead of posting a physical document. An electronic display of information posted under this section using a device described by Subsection (a)(1) must meet the location, time, and accessibility requirements provided by law for the posting of the notice. An electronic display of information posted under this section on a county's public Internet website must meet the time requirements provided by law for the posting of the notice. Added by Acts 2009, 81st Leg., R.S., Ch. 968 (H.B. 3601), Sec. 2, eff. June 19, Posting of appointments of Sheriff Deputies: LGC (b) A person appointed as a deputy, before beginning to perform the duties of office, must take and subscribe the official oath, which, together with the certificate of the officer administering the oath, must be endorsed on the appointment. The appointment and oath shall be deposited and recorded in the county clerk's office. A list of the appointments shall be posted in a conspicuous place in that office. Proposed Budget filed with the County Clerk: LGC (a) When the county judge has completed the preparation of the budget, the judge shall file a copy of the proposed budget with the county clerk. (b) The copy of the proposed budget shall be available for inspection by any person. If the county maintains an Internet website, the county clerk shall take action to ensure that the proposed budget is posted on the website. Approved Budget filed with the County Clerk: Posting on Internet: LGC (a) On final approval of the budget by the commissioners court, the court shall: (1) file the budget with the county clerk; and (2) if the county maintains an Internet website, take action to ensure that: (A) a copy of the budget, including the cover page, is posted on the website; and

18 (B) the record vote described by Section (d)(2) is posted on the website at least until the first anniversary of the date the budget is adopted. (b) The commissioners court shall take action to ensure that the cover page of the budget is amended to include the property tax rates required by Section (d)(3) for the current fiscal year if the rates are not included on the cover page when the budget is filed with the county clerk. The commissioners court shall file an amended cover page with the county clerk and take action to ensure that the amended cover page is posted on the county's website. Foreclosure/Trustee Sale Notices: Texas Property Code (f) & (f-1) (f) Each county clerk shall keep all notices filed under Subdivision (2) of Subsection (b) in a convenient file that is available to the public for examination during normal business hours. The clerk may dispose of the notices after the date of sale specified in the notice has passed. The clerk shall receive a fee of $2 for each notice filed. (f-1) If a county maintains an Internet website, the county must post a notice of sale filed with the county clerk under Subsection (b)(2) on the website on a page that is publicly available for viewing without charge or registration. Judicial Appointment & Fee Report: Texas Government Code (b) Not later than the 15th day of each month, the clerk of a court shall: (1) submit a copy of the report to the Office of Court Administration of the Texas Judicial System; and (2) post the report at the courthouse of the county in which the court is located and on any Internet website of the court. Annual List of Attorneys Ad Litem, Guardians Ad Litem, Guardians, Mediators: Government Code (a) In addition to a list required by other state law or rule, each court in this state shall establish and maintain the following lists: (1) a list of all attorneys who are qualified to serve as an attorney ad litem and are registered with the court; (2) a list of all attorneys and other persons who are qualified to serve as a guardian ad litem and are registered with the court; (3) a list of all persons who are registered with the court to serve as a mediator; and (4) a list of all attorneys and private professional guardians who are qualified to serve as a guardian as defined by Section , Estates Code, and are registered with the court. Sec POSTING OF LISTS. A court annually shall post each list established under Section at the courthouse of the county in which the court is located and on any Internet website of the court. Added by Acts 2015, 84th Leg., R.S., Ch (S.B. 1876), Sec. 1, eff. September 1, 2015.

19 WHO CAN HELP ME? Frequently asked questions As clerks we have many questions for general information on a day to day basis and may need assistance in knowing who to contact for a specific need. You can always contact the CDCAT President, Jennifer Lindenzweig, at jlindenzweig@huntcounty.net for any reason; however the different CDCAT Officers have specific responsibilities they do. Here are a few of the questions usually asked and who will be the person of contact. What is Tracker? Tracker is the web based system that CDCAT uses to keep track of its member s continuing education hours to save paper and help the process be more streamlined. Can I get credit for a class that I took or want to take that is not Tracker? It is possible. The statute requires each clerk obtain 20 hours of CE hours each year, it does not state how those hours are obtained or that the only hours are those approved by CDCAT. For more information, contact the Vice President, Laura Hinojosa, at laura.hinojosa@co.hidalgo.tx.us Who puts conferences in Tracker? The Vice President I can t sign into Tracker, who can help me? Contact the Vice President, Laura Hinojosa, at laura.hinojosa@co.hidalgo.tx.us I m not receiving anything on list serve, who can help me? Contact the Treasurer, Stacey Kemp, at skemp@collincountytx.gov How do I get on list serve? Make sure your dues are paid, go to Fill out the application and send to the Treasurer, Stacey Kemp. Please read the directions and rules completely. Note: anyone who is NOT an elected/appointed clerk must have written approval of the Clerk to be added to list serve with dues paid. I will be out of the office; can I put an out of office reply to automatically go out on my list serve? It is preferred that you don t as this will generate each time an goes through list serve. You can have your account put on hold by contacting the Treasurer, Stacey Kemp, at skemp@collincountytx.gov Who approves CEUs for regionals? The agenda for the regional meetings should be sent at least 2 weeks prior to the meeting to the Vice President, Laura Hinojosa, at laura.hinojosa@co.hidalgo.tx.us Who do we send memorial donations to? All memorial donations should be sent to the Treasurer, Stacey Kemp, at skemp@collincountytx.gov and she will then notify the Memorial Committee chair. Who do we send donations to for the door prize for Annual Conference? The host clerks of the conference.

20 How can I get a copy of a power point used in class? Most power point presentations are uploaded to the CDCATexas.com website after the conferences. You can find them under the Resource tab, Education materials. How can I update my photo and information in the directory? Contac the Website Chair, Sheri Woodfin, at sheri.woodfin@co.tom green.tx.us I m a new clerk, do I owe dues? Contact the Treasurer, Stacey Kemp, at skemp@collincountytx.gov; if you were appointed to finish a term, or you are newly elected, the dues paid by the sitting clerk for the current year should carry over. Can I pay my dues with a credit card? Yes. Dues are handled by Texas Association of Counties (TAC) so contact luzh@county.gov or verify payment has been made with the Treasurer, Stacey Kemp, at skemp@collincountytx.gov Who are my directors and how do I become one? Directors for each region are elected by members in the region to serve a 2 year term one year as Director, one year as Director in Charge and serve no more than two consecutive terms. Region I Sherri Jones, Wheeler County, District Clerk Julie Smith, Potter County, County Clerk Region II Sandra Roblez, Yoakum County, District Clerk Karen Winter, Archer County, County Clerk Region III Judy Crawford, Crane County, Combo Clerk Berta Rios Martinez, Brewster County, County Clerk Region IV Beverly Crumley, Hays County, District Clerk Region V Jon Gimble, McLennan County, District Clerk Andy Harwell, McLennan County, County Clerk Region VI Sherry Dowd, Navarro County, County Clerk Loretta Cammack, Nacogdoches County, District Clerk Region VII Schelana Hock, Polk County, County Clerk Lisa Teinert, Lee County, District Clerk Region VIII J.C. Perez, III, Jim Wells County, County Clerk Esther Degollado, Webb County, District Clerk What do the Directors do? You can find the qualifications, guidelines and expectations listed in the bylaws at How do I get placed on a committee? You can find the volunteer form at fill it out and submit to the Vice President, Laura Hinojosa, at laura.hinojosa@co.hidalgo.tx.us I think I want to run for the Executive Board, how do I do this? There are qualifications that must be met in order to be placed on the ballot for election at the Summer Conference. Please refer to the bylaws, found at for qualifications and instructions on how to submit your name for consideration for election.

MINUTES. Region I Diane Hoefling, District Clerk, Moore Co. Renee Calhoun, County Clerk, Randall Co.

MINUTES. Region I Diane Hoefling, District Clerk, Moore Co. Renee Calhoun, County Clerk, Randall Co. COUNTY & DISTRICT CLERKS ASSOCIATION OF TEXAS BOARD OF DIRECTORS MEETING Meeting Date: February 7, 2017 - Time: 6:15 P.M. Embassy Suites Hotel & Conference Center San Marcos, Texas MINUTES 1. CALL TO ORDER