OFFICIAL WORD LINKS OF IN- TEREST:

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1 C I T Y O F L A T H R O P LINKS OF IN- TEREST: V O L U M E 1 3, I S S U E 1 1 N O V E M B E R Gladwell Government Services, Inc. President s Message GG-One Software com/ IntelliBridge Partners tners.com Lapkoff & Gobalet Demographic Research Inc. om INSIDE THIS ISSUE: President s Message 1 Professional Development Update 2 Newly Designated 3 Membership in 4 CCAC 2013 CCAC Annual 5 Conference Legislative Director s Report 6 Southern Division 7 Update City Clerk Spotlight 8 Classifieds 9 CCAC Board 12 Your CCAC Board held its Goal Setting Session October 5 th and 6 th in Rancho Mirage. Last year we started on a path of sustainability with President Shirley, and as a result developed the following three long term goals: 1) the Sustainable CCAC Picture; 2) Membership & Participation; and 3) The 4 C s Continuity, Cooperation, Communication, Collaboration. At that time we knew we wouldn t achieve everything in the first year and made a commitment to continue with the process through the next several years. We accomplished quite a few tasks from the goals, but still have more work to do. In this issue, I will discuss the work of the Sustainable CCAC Picture group. One of our main accomplishments last year was submittal, and overwhelming support, in the passage of CCAC s recent bylaw amendment which revised Section 5.3. of the Bylaws to state that the bylaws of the State and divisions shall be one in the same. With that change, we are another step closer to solidifying our core foundation as a 501(c)(3) non-profit corporation. As you may already be aware through your division news, we are also in the process of gathering the Rules and Regulations (or other similarly-named operational document) from the divisions to attach as exhibits to CCAC s Policies and Procedures. Each of our divisions operates similarly, but with slight differences, to best address the needs of the members Jamie Anderson, MMC CCAC President in their respective areas. By attaching the operating documents as exhibits to the Policies and Procedures, divisions will be able to access not only their own best practices, but also the best practices of the state and other divisions. Once the documentation is compiled, it will be available on the CCAC website for all members to view and utilize. At that point, our establishing and operations documentation will all be in one place, easily accessible by all members in an open and transparent manner. We ll notify the membership as soon as the information is posted. With regard to CCAC s financial picture, we are looking at a physical restructuring of State and Division Financial accounting systems to establish one chart of accounts with four separate operating funds, (State, Northern Division, Central Division, Southern Division) similar to the League of California Cities and our own municipal budgets. We are doing this to ensure solidity of our 501(c)(3) non-profit corporation status. There is no legal distinction between the State Association and the Divisions because we all operate under the same 501(c)(3) status per the Internal Revenue Code as established in our Articles of Incorporation and we use the same Tax Identification Number (TIN). All State and Federal tax filings, documents and correspondence require one TIN. All fundraising documents and correspondence for tax deduction purposes require one TIN. We have one set of bylaws and need to be (Continued on page 2)

2 PAGE 2 Professional Development Update In early 2012, CCAC was approached by the President of Code Publishing Company, Margaret Bustion, asking how Code Publishing Company could get involved with CCAC and perhaps provide an education scholarship to a member. The various training venues were discussed and differences between conferences and institutes were clarified. Code Publishing Company decided it would offer a scholarship to the September 2012 Technical Training for Clerks (TTC) Institute to cover the registration fee of $1,280. Scholarship applications for September s TTC were received and the names were thrown into a hat to select the Code Publishing Company scholarship recipient. Kelly Lore, formerly of Westminster, was selected. Kelly attended TTC with more than 60 additional participants. Dawn Abrahamson, MMC Professional Development Director In these still trying economic times, continuing education funding has become scare in many our organizations. Developing partnerships with those vendors who know the importance of continuing education for Clerks is an idea whose time has come. Thank you to Code Publishing Company for opening that door and providing an opportunity for one of our members to continue her journey to certification. Educational Opportunities Below is a brief snapshot of the many educational opportunities for the next eight months that are available to the membership: November 2012 New Law & Election Seminar Dates: November 28-30, 2012 Location: Fairmont Hotel, San Jose Registration: Through October 29, 2012 (Onsite Registration is available) Point Value: 3.0 MMC Adv Education, CMC Education or Experience Points League of California Cities - (Continued on page 3) President s Message Cont. in conformance with standard non-profit corporation financial accounting practices. Our new State Treasurer, Patrice Olds, and her Finance Committee consisting of Division Treasurers and Chairs, are also working on this. We will keep you informed as we move through this process. California is a huge state, and there are many clerks in cities and towns on the outskirts of each division who have difficulty attending meetings, taking advantage of training opportunities, and networking with other clerks. In order to brainstorm and try to find solutions to some of our size issues, I will be forming a committee consisting of the President, the Immediate Past President, the Chairs of each Division and two members from each Division representing remote areas. The ultimate task of the Equal Access Committee is to ensure equal access to education, scholarships, and networking opportunities for all our members of our organization. The committee work will be by conference call and will start up after the first of the year. If you are interested in participating, watch for the new Committee Interest Form to be distributed shortly, and add your name. Have a great Thanksgiving and I hope to see you all in San Jose at the New Law and Election Seminar, November VOLUME 13, ISSUE 11

3 Newly Designated Congratulations to the following IIMC Members for achieving their designations! PAGE 3 Certified Municipal Clerk: ο Martha Halvorson, CMC, City of Lake Forest ο Kelly Berry, CMC, Inland Valley Development Agency ο Stephanie Williams, CMC, City of Santa Rosa ο JoAnne M. Buergler, CMC, City of Rohnert Park ο Teresa Primavera, CMC, City of Rancho Palos Verdes ο Anita Jimenez, CMC, City of Santa Fe Springs ο Patricia Estrella, CMC, City of Tustin Professional Development Update Cont. February 2013 CEPO Professional Development Series Master Municipal Clerk Academy (MMCA) Dates: February 20-22, 2013 Location: Dolce Hayes Mansion, San Jose Registration: Opens Soon. Register online at Registration Cost: $1,100 (subject to adjustment) Point Value: Geared towards the MMC candidate. CMC candidates will be accepted: 9 MMC Advanced Education & CMC Education Points Pamela Miller, (269) ; support@cepoweb.com CEPO Professional Development Series One Day Session Separate from the MMCA Promoting Adaptive Change in a Disruptive World by Dr. Frank Benest Date: February 21, 2013 Location: Dolce Hayes Mansion, San Jose Registration: Opens Soon, Register online at Registration cost: To be Determined Point Value: Geared towards the MMC candidate. CMC candidates will be accepted. 2.5 MMC Advanced Education & CMC Education Points Northern Division Nuts & Bolts Workshop Dates: February 28 and March 1, 2013 Location: Embassy Suites Hotel, Napa Valley Registration: Through January 28, Registration information at Registration Cost: $175 for CCAC members; $200 for non-members. Does not include lodging which is $129/night exclusive of hotel tax. Dawn G. Abrahamson, MMC, (707) ; dabrahamson@ci.vallejo.ca.us March 2013 Technical Training for Clerks (TTC) (Series 100) Dates: March 12-15, 2013 Location: University of Riverside, Extension Campus Registration: Opens mid-january 2013 until session is full Registration cost: $1,280 for CCAC Members (subject to adjustment) Maureen Kane, (951) ; TTCwithKane@aol.com (Continued on page 4) VOLUME 13, ISSUE 11

4 PAGE 4 Membership in CCAC Rebekah Barr, MMC 2nd Vice President Immediate Past President Shirley Concolino focused on sustainability during her year as president. This thread has been picked up by the current President Jamie Anderson and at its recent goal setting, the Executive Board identified membership as being a core area that was integral to maintain that sustainability. There are many different types of membership in CCAC Primary, Associate, Lifetime, Affiliate, and Honorary. Where do you fit and what does that mean? Primary Members are appointed or elected City Clerks or appointed Assistant or Dep- uty City Clerks representing a City in the State of California. Any of these Clerks would be eligible for Primary Membership on the basis of one Primary Member per City upon payment of the annual dues. Each City would designate by name and/ or position it s Primary Member. If the City did not make this designation, the City Clerk would be the Primary Member. Any Assistant or Deputy City Clerk whose City Clerk is the Primary Member, institutions and/or organization whose operations are closely allied with the functions (Continued on page 5) Professional Development Update Cont. April 2013 CCAC One Day Advanced Academy Date: April 22, 2013 Location: Hilton Long Beach & Executive Meeting Center Registration: Opens mid to late December Registration information will be available at Registration cost: $175 Dawn G. Abrahamson, MMC, (707) ; dabrahamson@ci.vallejo.ca.us CCAC Annual Conference Dates: April 23-26, 2013 Location: Hilton Long Beach & Executive Meeting Center Registration: Opens mid to late December Registration information will be available at Registration cost: Early Bird Rate: $375 CCAC Members; $400 Non-Members; After cut-off: $425 CCAC Members; $450 Non-Members (lodging not included in rates) Dawn G. Abrahamson, MMC, (707) ; dabrahamson@ci.vallejo.ca.us May th Annual IIMC Annual Conference Dates: May 19-23, 2013 Location: Atlantic City, New Jersey Registration: Conference Preliminary Program available in the fall Registration cost: To be Announced IIMC at June 2013 Technical Training for Clerks (TTC) (Series 400) Dates: June 11-14, 2013 Location: University of Riverside Extension Campus Registration cost: $1,2800 for CCAC Members (subject to change) Registration: Opens mid-april 2013 until session is full Maureen Kane, (951) ; TTCwithKane@aol.com VOLUME 13, ISSUE 11

5 Save the Date CCAC Annual Conference April 24 26, 2013 CCAC Annual Conference April 23, 2013 CCAC Advanced Academy Hilton Long Beach and Executive Meeting Center in Long Beach, California (where you can enjoy sunny weather and southern hospitality!!) PAGE 5 Don t miss out on an exciting and amazing opportunity to: Learn and Grow in Knowledge Network with Colleagues and Instructors Connect with Old and New Friends Be Engaged Earn Certification Points Volunteer and Serve Membership in CCAC Cont. of the City Clerk's office, and professional persons in fields directly related to municipal government, would fall under the Associate Membership category. These types of agencies (i.e. Special Districts, Joint Powers Authorities, and any Other County or State Government Agency) enroll for membership under the Governmental Agencies category. Associate Members have the same privileges as the Primary Members, except in conjunction to honorary membership and holding an office that is part of the City Clerk s Department of the League of California Cities. Both Primary and Associate Members are considered voting members. Lifetime membership can be conferred on any person who requests such membership and meets all of the criteria: employed by one or more municipalities performing City Clerk duties for at least 10 years; has been a Voting and/or Associate Member of the organization for at least 10 years; has been a Voting Member of the association for at least 2 years of total requirement of 10 years membership. Any former Voting or Associate Member who has left office, such as in retirement, and who is not a Lifetime Member may request an Affiliate Membership with CCAC board approval. Honorary membership may be proposed under certain circumstances. Individuals such as the IIMC Region IX Institute Directors and the other Region IX Association Presidents would be examples of those who could be conferred honorary membership. Membership in CCAC, whichever one you fall under, is very beneficial and rewarding. Some of the benefits include educational opportunities, Listserv access, discounts for conferences, legislation updates, and the invaluable networking with fellow City Clerks. The membership cycle runs on a calendar year from January 1 to December 31 st and we will be shortly sending out the renewal reminders for Keep an eye on your inbox for an that will include an e-invoice. This e-invoice will have a link to the renewal page of the CCAC website. Once you are on the page, you will have the ability to make your payment electronically through PayPal. After you have made your payment, be sure to also go back and complete the Membership Directory Form and hit the Submit by button. If your City does not allow electronic payments, complete the receiver portion of the e-invoice, ensuring that the numbers of membership are correct and at the appropriate population for both primary and associate members and submit along with your check to CCAC. VOLUME 13, ISSUE 11

6 PAGE 6 Legislative Director s Report Randi Johl, JD, MMC Legislative Director The current legislative session is almost over bringing the two-year legislative cycle to a close. The new legislative cycle, referred to as a biennial session, will begin in January. In the first year of the two-year session (2013), both Houses will meet from January to September and then recess. In the second year (2014), the Legislature will meet from January to November bringing the next two-year cycle to a close. CCAC s Legislative Committee is already reviewing proposals from our members to bring forward in the upcoming year. In addition to introducing its own proposals, the Legislative Committee also reviews and provides commentary on proposals authored by others that relate to the City Clerk profession (i.e., elections, open and transparent government, public records, electronic records management, etc.). Please forward your ideas for legislative proposals to the Legislative Committee at any time. League of California Cities (League) League Leaders is a two-day strategic planning session, during which the League Board of Directors and leaders from the League s Divisions, Departments and Policy Committees establish the League s goals for the upcoming year. The City Clerks Municipal Department actively works in support of those goals after they are established, as do other departments. This year League Leaders will be held in Sacramento on November 15-16, A follow-up report will be provided in the December Official Word. The League will be hosting an end of the year Legislative Webinar on November 13, An updated list of the relevant laws that will go into effect on January 1st will be provided in the December Official Word. In the interim, a brief synopsis of SB 1001 (Yee) is provided below in response to a couple of inquiries. SB 1001 (Yee) Committees and Lobbyists: Fees SB 1001 (Yee) was chaptered into law and will become effective January 1, The Secretary of State (SOS) will be sending letters to existing open committees in the near future. While SB 1001 does not place any affirmative duties on local filing officials, it is recommended that city clerks convey the existence of the new law to their respective local committees for awareness purposes. In summary, SB 1001 does the following: 1. Requires SOS to charge each committee that files a Statement of Organization (Form 410) a $50 fee per year until the committee is terminated. This includes local candidate-controlled committees. 2. Requires committees to pay the $50 fee no later than 15 days after filing the initial Form 410 and annually no later than January 15th. If a committee organizes within the last three months of a calendar year, it will not need to pay again for the upcoming calendar year. 3. Requires committees that existed prior to January 1, 2013 to pay the $50 fee no later than February 15, 2013 for the first year, and no later than January 15th annually thereafter. Committees that terminate prior to January 1, 2013 will not need to pay the $50 fee. 4. Establishes a penalty of three times the amount of the original fee ($150) for failing to pay the fee in a timely manner. The FPPC is the enforcement agency. 5. Requires that money collected from the fees above, and related lobbyist fees, be deposited into the Political Disclosure, Accountability, Transparency, and Access Fund for the maintenance, repair, and improvement of the online electronic disclosure program (Cal-Access). Fair Political Practices Commission (FPPC) The October 18, 2012 Commission meeting was cancelled. There is no meeting in November due to the holiday. The next meeting is scheduled for December 13, Commission Chair Ann Ravel is scheduled to speak at our New Law and Election Seminar (NLES) in San Jose on November 28-30, In addition, the NLES program includes presentation and discussion of several FPPC related topics including an update on rules and regulations, successor agencies/oversight boards, gift regulations and conflicts of interest. See you there! VOLUME 13, ISSUE 11

7 Message from CEPO Institute Director PAGE 7 There s no place like home, and while it was not quite as easy as clicking my heels three times, I am so happy to be back in my home state of California! This has certainly been an eventful year, with CCAC celebrating 35 years, TTC celebrating 10 years, TTC s Institute Director Maureen Kane receiving IIMC s Institute Director of the Year, and our very own Colleen Nicol presiding as President of IIMC. CEPO, Inc. congratulates CCAC, Maureen and TTC, and Colleen on an outstanding year. Also this year CEPO, Inc. started our year-long celebration of 40 years in service to the clerks in our great state. As we close out 2012 and move into 2013, we have lots of exciting things planned that I wanted to share with you. We are pleased to announce that the Chair of our Board of Directors this year is Colleen Nicol. At our annual Board meeting and strategic planning retreat in September, the Board did some great visioning work together, and CEPO, Inc. is ready to dive into the next 40 years with you right along with us. As a way to engage our learning communities beyond our session offerings, we are doing outreach in the form of focus groups (across the state) and surveys. These dialogue and feedback opportunities are a way for you to help us shape the future of CEPO, Inc. in such a way that we can create even greater value for you, your agency, community, and the Association. This coming year we have several new session offerings planned that will be in addition to our standard Leadership Institute and Master Municipal Clerk Academy (MMCA), so there will be more ways for you to earn credentialing educational hours and get your CEPO fix! Our MMCA is scheduled for February 20 22, 2012 at the Dolce Hayes Mansion in San Jose. We are also offering a oneday session on February 21, 2012 that has been approved for educational credits. Our brochure will be sent out very soon and registration will be open by mid-november. The Leadership Institute is currently scheduled for August 4 9, 2013 in Santa Barbara at La Casa de Maria. In the spring we will be offering a one-day session on Social Media, and more details on that and other new sessions will be made available soon. As CEPO, Inc. s Institute Director, I am looking forward to reconnecting with old friends and meeting new ones as I travel the state on behalf of CEPO, Inc. Please feel free to me with questions you have about any of our Institute offerings. My address is pamelamiller@cepoinc.org. Visit our website at and our Facebook page at CEPOorg. See you soon! Pamela Miller CEPO Institute Director Southern Division Update The SCCCA Board of Directors recognizes the importance of continuing education and recently amended its budget to provide additional scholarship opportunities. For the first time, SCCCA will offer scholarships to the New Law and Elections Seminar, CCAC Annual Conference and Nuts & Bolts. This fiscal year, we are committed to offering five $450 scholarships to NLES and five fully paid registrations to the Annual Conference. It is through the commitment and support of our members that we are able to give back to our profession. With great pride, the SCCCA Executive Board announces the First-Round scholarship recipients of the New Law and Elections Seminar; please join us in congratulating our winners: Linda Troyan, City Clerk, Poway Donna Norris, City Clerk, Chula Vista Donna McMahan, City Clerk, Grover Beach Allison Bunma, City Clerk Analyst, Long Beach Maria Huizar, City Clerk, Santa Ana VOLUME 13, ISSUE 11

8 PAGE 8 City Clerk Spotlight - Joan Flynn Written by Peggy Johns, Southern Division Chair It is my pleasure to report that Joan Flynn, City Clerk of Huntington Beach, and her staff were recently awarded second place for their We Are the City Clerk s Department video at the National Association of Telecommunications Officers and Advisors (NATOA) conference, which was held September 26-29, in New Orleans, Louisiana. The Mission of NATOA is to support and serve the communications interests and needs of local governments. This one minute video (which was entered in NATOA s Profile of a City/County Department category) is currently being shown on the City s government TV channel and is also available on the City s website. Joan Flynn Huntington Beach City Clerk Joan indicates that she and her staff (and their family members who posed as customers) had a lot of fun making the video and have had great feedback from the public. The staff also created a Public Service Announcement highlighting their passport facility. That video has increased Huntington Beach s revenue from accepting passport applications and passport photo services. The annual passport-related general fund revenue hovers around $150,000. The City has joined with 3 other local cities to form a Public Cable Television Authority (PCTA) and the scripting, filming, editing, and airing of the videos were accomplished with no direct cost to the City or the City Clerk s office. Below are links to the videos. Through the use of this technology, Joan believes she has an additional avenue to educate the public on resources the City Clerk s Office provides. She says, Any information we can get out into our communities helps the residents and businesses better understand what the City Clerk s role is. We Are the City Clerk s Department Video (1 minute) Passport Public Service Announcement (30 seconds) Great job CCAC members Joan, Robin, Patty and Becky, on showcasing the City Clerk profession in such a brilliant way! NCCCA New Law & Election Seminar Attention Northern Division Clerks! Please join us for a NCCCA mixer at the New Law and Elections Seminar in San Jose. Enjoy complimentary appetizers and an opportunity to visit with your fellow Northern Division clerks. There will be a no-host bar as well. Thursday, November 29, :15 p.m. - 6:15 p.m. Convenient location to be determined - more details to come! RSVP by Wednesday, November 21, 2012 to: Lisa Natusch, Trustee, Northern Division lnatusch@ci.sunnyvale.ca.us VOLUME 13, ISSUE 11

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12 PAGE /13 CCAC Board of Directors Jamie Anderson, MMC, President, Yucca Valley, , Nanci Lima, MMC, First Vice-President, Chowchilla, , Rebekah Barr, MMC, Second Vice-President, American Canyon, , Cynthia VanWormer, CMC, Recording Secretary, Fort Bragg, , Randi Johl, JD, MMC, Legislative Director, Lodi, , Patrice Olds, MMC, Treasurer, San Mateo, , Mitzi Ortiz, MMC, Communications Director, Lathrop, , Dawn Abrahamson, MMC, Professional Development Director, Vallejo, , Shawna Freels, MMC, Northern Division Professional Development Representative, Gilroy, , Dana Davidson, MMC, Central Division Professional Development Representative, Merced, , Poonam Davis, MMC, Southern Division Professional Development Representative, Long Beach, , Margaret Roberts, MMC, Northern Division Trustee, Menlo Park, , Lori Martin, MMC, Central Division Trustee, Waterford, ext 109, Susan Ramos, MMC, Southern Division Trustee, Aliso Viejo, , Marian Handa, CMC, Northern Division Chair, San Leandro, , Jose Jasso, CMC, Central Division Chair, Manteca, , Peggy Johns, MMC, Southern Division Chair, Laguna Hills, , Shirley Concolino, MMC, Immediate Past President, Sacramento, , Colleen Nicol, MMC, IIMC Past President, Riverside, , Kristi Smithers, MMC, Region IX Director, Wasilla, AK , Joann Tilton, MMC, Region IX Director, Manteca, , League Representative: Lorraine Okabe, Asst. Director, Education & Conferences, , VOLUME 13, ISSUE 11