February 2019 Official Word


Official Word

February 2019

Volume 20, Issue 2


  1. President's Message
  2. League Policy Committee 
  3. Membership Update
  4. Professional Development Update
  5. Events Calendar
  6. Newly Designated
  7. Annual Conference
  8. Legislative Update
  9. Region 6 Message
  10. Member Spotlight
  11. IIMC Region IX Event
  12. IIMC Foundation
  13. Sponsors

CCAC President's Message
Stephanie Smith, MMC

Things are really, really, really, really getting busy for CCAC as the Annual Conference is just 60 days away!  I know that the Conference Committee has things well in hand, and more information on the Conference can be found elsewhere in this Newsletter so I won’t go into too much detail, but I did want to introduce a new feature that we’ll be sharing this year – A Clerks Giving Back initiative to coincide with National Volunteer Week. Established in 1974, held annually in April, and sponsored by the Points of Light Foundation, National Volunteer Week celebrates Service, and the impact of volunteers in our communities. So many of our Clerks volunteer throughout the year for a myriad of organizations that help improve the lives of countless members of our communities, many of them the most vulnerable. So I know Clerks are generous, kind-hearted individuals. This year, National Volunteer Week will be April 7 – 13th, right after our Conference. To join in the spirit, I am launching a Giving Campaign during the Conference, where I’m asking Clerks to contribute items to a specific non-profit, who will be recognized at our Thursday luncheon.

Let me share a little bit about S.A.F.E. – Safe Alternatives For Everyone. S.A.F.E. has a simple mission. They are committed to providing services for children, youth, and families who have experienced or are at risk of abuse and violence. Their vision is clear:

“Safe and healthy families where children can thrive is a universal vision. In some homes, however, there are problems of abuse and violence, and in some cases the problems are severe. Because abuse and violence are not limited to any particular family or community, services to address the complex nature of children, youth and families struggling with abuse or violence are imperative. S.A.F.E. provides those services. Our vision is of parents, schools, businesses and agencies working together to make a difference in the lives of children, youth and their families.”

How do they do this? The services they offer include Basic Needs Assistance, such as food, clothing, hygiene products; Case Management; Domestic Violence Services; Emergency Assistance, such as shelter housing, escape support; Police Activities League; Trainings and Workshops; and Resources and Referrals. Headquartered in Temecula, S.A.F.E. services a large area in Southwestern Riverside County, providing vital, emergency assistance to families and children in crisis.  You can learn more information about them by visiting safefamiliesca.org.  

To assist S.A.F.E., I am asking that all conference attendees contribute an item that will help them with their mission. Donations can be anything from board games for the kids, to gas or food gift cards for families, to feminine hygiene items for women that have to flee abusive situations quickly. View the complete list of suggested donations here. We’ll have a special table set up at conference where we’ll display all the donations and have information about the important that S.A.F.E. is doing to help some of our most vulnerable members of the community. We are expecting about 250 people attending our conference. There is something for everyone on the list, even those flying to the conference with no room left in their suitcase (think gift cards). Won’t you join me in Creating a Little Magic for this worthwhile organization? 

I look forward to seeing you all soon. Until then, if you need anything, don’t hesitate to reach out to me.


“SAFE was there when I was in the darkest time of my life. I didn’t think there were any options to my life with abuse but because of them there was. They saved my life, literally saved my life. Plain and simple, it is what they do.” ~S.A.F.E. Client

“During our time at the safehouse, I watched my sons go from being on edge all the time, to just playing a board game and laughing together. I can’t remember the last time I saw them do that.” ~S.A.F.E. Client

“Thank you so much for helping me get the restraining order. It’s given me peace and I didn’t think that was possible.” ~S.A.F.E. Client

“I don’t know what I would have done if I hadn’t found the SAFE office. I probably would have gone back to my husband and he probably would have killed us by now.” ~S.A.F.E. Client

Interested in Serving on a League Policy Committee?

There is still a need for volunteers to serve on League Policy Committees.  Currently, the City Clerks Department of the League has two vacancies for League Committees.  If you are interested in legislative advocacy, have an interest in working with the League of California Cities, and don’t mind meeting twice more this year with Council Members, City Managers, City Attorneys, Public Works Directors, Fire Chiefs and other important stakeholders to shape League Advocacy efforts, please contact President Stephanie Smith right away.  The next Policy Committee meetings are March 28 & 29th in Costa Mesa, with the third, and likely final meeting June 13 & 14th in Sacramento.  CCAC will pay for your travel if your agency does not have funds, and meetings are held over two days but each Committee only meets one of the days. For example, if you wanted to serve on the Housing, Community & Economic Development Committee, it meets on Thursday March 28th and Thursday June 13th. It is common practice for Committee Members to fly in in the morning and fly out in the afternoon.  Meetings start at 10:00 a.m. and end no later than 3:00 p.m.   Please consider volunteering for this important role. We cannot affect City Clerk initiatives without the City Clerk’s voices at the table.

Membership Update 
Anthony Mejia, MMC

CCAC Membership Renewal Notices for 2019 were emailed in early January. Please contact CCAC via email, if:

• If you did not receive the email and membership dues invoice.

• If you’d like to add or delete members.

• If you are having difficulty logging into your membership profile

Please note the deadline for completing your membership renewal is February 28, 2019. Lapsed memberships will not be eligible for scholarships or member-rates for trainings and conferences.

Retiree Memberships: If you had, or are, a long-time Clerk or staff member who recently retired and would like to remain in contact with CCAC, please provide your forwarding contact information via email

Professional Development Update
Shawna Freels, MMC


The City Clerk’s Association of California has just joined numerous local government association leaders as an ICMA Coaching Program Outreach Partner in 2019.  Now our members have direct access to ICMA career coaching services, webinars, publications and a library of resources to broaden our professional knowledge, free of cost. The International City & County Management Association (ICMA) offers the Coaching Program to all local government employees as a professional development resource.  Any CCAC member or any employee in their department or agency may participate, and participants in the Coaching Program are not required to be ICMA members.

ICMA Coaching Program services include:

One-to-one career coaching services from a National network of 300+ coaches of various disciplines. Coaches can help you chart a path in local government, find information you need, and guide you to the answers that are right for you to difficult career questions. Coaching offers value for people at any stage in their careers by providing you with the opportunity to see your situation and opportunities from a fresh perspective.

Live Webinars  spotlighting best practices on key topics from local government professionals throughout the U.S. and a library of archived video recordings and extensive presentation materials with examples from dozens of sessions available in a convenient online library--delivering you "professional development in a box"--when you want it and where you want it.

Career Compass advice columns that address critical career issues. See Issue #67 here!

Career Stories of ICMA leaders and rising stars offering career insights and tips.

Other outreach partners in California include the League of California Cities, California Special Districts Association, Municipal Management Associations of Northern California and Southern California, California Parks and Recreation Society, CALAFCO, County Personnel Administrators of California, and County Executives Association of California.

Visit the ICMA website or the CCAC Education page for more details on how to join this exciting program.

Events Calendar

CCAC Education Workshops

Bring Something Old, Something New, Something Borrowed, (but Nothing Blue) to your PRA Requests
February 21, 2019 at 9:00 a.m. - San Dimas Community Building
Click here for more info and to register online.

City Clerk Dashboard - The Meaning, Intent, and Purpose Behind the Laws Administered by City Clerks
March 22, 2019 at 8:30 a.m. - Turlock City Hall
Click here for more info and to register online.

Athenian Dialogues

Notorious Victoria by Mary Gabriel
Facilitated by Patrice Olds, MMC
March 8, 2019 at 9:00 a.m.
Hosted by City of Saratoga
Click here for more information.


The Journey of Crazy Horse by Joseph M. Marshall III
Facilitated by Stephanie Smith, MMC
March 16, 2019 at 9:00 a.m.
Hosted by City of Torrance
Click here for more information.


Master Municipal Clerk Academy
February 6-8, 2019 at Dolce Hayes Mansion, San Jose. 
Click here for more information and to register online.

Nuts & Bolts Workshop
February 14-15, 2019 at Rancho Cordova City Hall.
Click here for more information and to register online.

Technical Training for Clerks (TTC) - Series 100
March 12-15, 2019 at UC Riverside Extension.
Click here for more information.

Mentor Training (in conjunction with Annual Conference)
April 2, 2019 at DoubleTree by Hilton Hotel Anaheim-Orange County.
Click here for more information.

Visit CCAC Events Calendar for all upcoming education opportunities.

Newly Designated Clerks

Jennifer Land, CMC - City Clerk, City of Turlock

Nancy Aguilar-Crunk, CMC - Deputy City Clerk, City of Riverside

Annamarie T. Porter, CMC - Records Management Supervisor, City of Redondo Beach

Melissa Crowder, MMC - Assistant City Clerk, City of West Hollywood

CCAC Annual Conference


Last month we launched registration for the April Conference in our newly upgraded membership software/database! And I’m excited to report we already have 130 signed up for the conference after just a few weeks with registration open. Seems like everyone wants to create their own magic with our President and head sorceress Stephanie D. Smith!

If you haven’t signed up yet, let me convince you why you want to:

The speakers and sessions lined up are wonderful! Beginning with the amazing Advanced Academy on Tuesday with Albert Mensah and a choice of TWO Athenian Dialogues at the pre-conference. Then the conference begins with a general session on “Awakening Your Potential” to seeing the “Good in Government Today” to an amazing array of choices you will have all day on Thursday to choose between a technical track or leadership track. We will wrap up the week with learning how to “Be Packaged for Magical Success”. 

You can get all your questions answered by checking out the CCAC website conference page.

You can network with clerk colleagues from all over the state, and meet representatives from our sister Region IX states, AND IIMC President Stephanie Kelly will be attending too! You can talk clerk business with the difference makers.

You can kick back with your friends on Wednesday night at the all-conference event at the Detective Dinner Theater and solve a murder together. This is your chance to get in touch with your inner Poirot. The only question is, who is likely to be the victim? Hmmm...

The highlight of the conference festivities is always the announcement of the Clerk of the Year at the annual banquet. Remember to nominate those amazing clerks you admire and plan to dance the night away in celebration afterwards!

We are in fun, festive, and feisty Orange/Anaheim – very nearby the Mouse House in case you want to extend your stay.

Stay tuned for more information coming out about fun fundraising for scholarships and a new initiative being started by our Head Sorceress showing how clerks care through a support of a local charity!

Please feel free to contact Patrice Olds at any time with questions.

Legislative Update
 Randi Johl, JD, MMC

The California Legislature reconvened on January 7th to kick-off a new two-year legislative cycle. The 40 senators and 80 assembly members are busy introducing spot bills and proposals that will make their way through the committee process over the next several months. CCAC is busy working with the Assembly Elections Committee to get language in its omnibus bill that will clarify in E.C. 10220 that candidates running from a district must be nominated by voters of that district. CCAC is also supporting a bill proposed by Napa County ROV and CACEO to clean-up the various code sections related to certifying the election. Namely, E.C. 10262 and 10263 will be made consistent with 15372 providing 30 days for certification. We are also participating in conversations with stakeholders regarding the ability of charter amendments submitted by initiative to be withdrawn consistent with last year’s passage of SB 1153 and the requirements associated with adjudicated newspapers of general circulation. With respect to last year’s passage of AB 216 (prepaid postage on ballots), some have inquired about estimating the future cost of local elections since the cost will be passed down to cities. While not exact, one conservative method is to identify the bulk mail rate for a city (it will likely be similar to the county) and multiply that amount by the number of registered voters in the jurisdiction per the latest SOS report with an offset for the highest voter turnout in the last two primaries and presidential races. Again, it’s not exact but it could provide a baseline number to utilize in mid-year and fiscal year discussions locally. Finally, the League held the first round of policy committee meetings on January 17th-18th in Sacramento. Prior to breaking out into their respective committees, members received a general briefing on various topics including the legislative transition, the Governor’s budget, housing related budget proposals, proposals to provide redevelopment type benefits, and CalPers related issues. Below is a summary of four of the meetings as submitted by the appointees. As always, if you have any legislative questions please feel free to contact me.

Community Services (Submitted by Appointee: Melissa Crowder, Assistant City Clerk, West Hollywood)

The Community Services Policy Committee received a presentation from Project WeHOPE about their unique Emergency and Supportive Housing Shelter services for unhoused, homeless, and at-risk adults in the City of East Palo Alto. The Committee defined its Work Program for 2019 which includes: addressing homelessness, library vitality, emergency preparedness/prevention, and stages of life services. Finally, the committee received an update from League staff about Governor Newsom’s state budget proposal for fiscal year 2019/20 and an update on new legislation introduced for the 2019 legislative session pertinent to the Community Services Policy Committee.

Governance, Transparency and Labor Relations (GLTR) Committee (Submitted by Appointee: Randi Johl, Legislative Affairs Director/City Clerk, Temecula)

The GTLR Committee received a presentation from Linda Ross of the Renne Public Law Group regarding the history and present status of litigation related to the “California Rule” and vested rights of public employees. The League has a webpage dedicated solely to the issue of pensions in California. The committee also reviewed and committed to supporting the League’s 2019 Strategic Priorities: (1) Provide Cities Additional Funding and Tools and Preserve Local Authority to Address Housing Production, Affordability and Homelessness Challenges, (2) Improve Disaster Preparedness, Recovery and Climate Resiliency, (3) Promote Sustainability of Public Pension and Retirement Health Benefits, and (4) Address Public Safety Concerns of California Cities. The committee also adopted its 2019 Work Plan which includes topics related to public pension liability, the Public Records Act, Brown Act, California Voting Rights Act and the monitoring of related legislation. Finally, the committee provided general direction to League staff to further research a proposal submitted by the League’s City Attorneys’ group regarding amending the Brown Act for social media application. 

Environmental Quality (Submitted by Appointee: Anna Brown, City Clerk, Union City)

The Environmental Quality Policy Committee received two presentations from the Department of Conservation (DOC) and the Institute for Local Government (ILG). The DOC presentation was on the various mapping tools available online and the presenter offered to provide GIS training to any interested city through the League. They also discussed past grant funding levels awarded through the Transformative Climate Communities (TCC) program. The second presentation from ILG reviewed the Beacon Program. The committee also adopted its 2019 Work Program Priorities to include (1) Storm Water, Water Quality and Water Supply, (2) Waste Reduction, Reuse and Recycling Markets, (3) Energy, and (4) CEQA. Finally, the committee discussed recently introduced bills to watch during this legislative session and emerging issues of food packaging and pesticides. Tim James of the CA Grocers Association spoke specifically about food packaging issues. The main pesticide issue will be working to preserve local control noting that due in large part to the work of the League an item restricting local control was stripped from the Federal Farm Bill. 

Revenue and Taxation (Submitted by Appointee: Marc Donahue, Chief City Clerk, South Pasadena)

The main topic covered at the Revenue and Taxation Policy Committee meeting was the State Budget proposal. Highlighted discussions from the budget included the following topics: (1) Housing, Community and Economic Development (includes new funding to address homelessness and affordable housing needs), (2) Homelessness ($500 Million General Fund One-time Funding for Homelessness), (3) Job Creation (includes $27 million to increase job training and apprenticeship opportunities), (4) Transportation and Infrastructure (includes $4.8 billion for transportation generated by SB1). Other topics of the meeting included state legislative updates. SB 5 and AB 11 (Tax Increment Restoration) and AB 147 (Wayfair Implementation) were also discussed. Finally, the committee approved its 2019 Work Program that aligns with the League’s 2019 strategic goals.

Region 6 Director's Message 
Vicki Kasad, MMC

Co-hosted Region Workshop – Regions 6 and 11

Region Directors Vicki Kasad (San Bernardino) and Adrian Garcia (Los Angeles) are excited to be co-hosting a Region Workshop on Thursday, February 21, 2019.  Our hostess for the day will be Debra Black, Assistant City Clerk at the City of San Dimas.   The topic, “Bring Something Old, Something New, Something Borrowed (but Nothing Blue) to Your PRA Requests”, will be presented by Christine Wood, Director or PRA Services and E-Discovery Counsel for Best Best and Krieger.  Christine has recently been working extensively on the issue of SB 1421, regarding disclosure of police officer disciplinary records and will bring us her latest insights in that area as well.  The day promises to be quite informative, with a mini raffle thrown in for fun!   Please try to join us!  Reservations are being accepted through the CCAC website through February 14th. 

Member Spotlight - Region 6 
Jackie Shook, Deputy City Clerk, City of Colton

Jackie Shook has worked in the City Clerks' offices of Colton and San Bernardino for 12 years. She earned her A.S. in Network Administration and has continued her professional development by working toward her CMC by completing TTC Training. She started as a part-time office specialist, then worked as a records management specialist, and is now the Deputy City Clerk for the City of Colton as the department leader. Jackie was drawn to the City Clerk field because of her love for serving the public, her passion for preserving documents for historical preservation and because she knows that the work she is doing is important and that the City Clerk’s office is a crucial part of the legacy of the city.  Jackie is married and has a 5-year-old son. She and her husband are active in their church and teach plant-based cooking classes. Her family also enjoys camping and outdoor activities.

Jackie to be a “just the facts”, modest lady, so I dug a little deeper.  When I spoke with her former supervisor John Paul Maier, Chief Deputy City Clerk at the City of San Bernardino, he helped shine light on the true Jackie.   His recollection was that during the worst of the City’s bankruptcy times, Jackie was a shining star.    She single-handedly led the City-wide destruction of about 7,000 old boxes, bags and bins of documents, collaborating with every City department, for a city serving a population of over 200,000 residents.

Also in my discussions, I found that Jackie has been actively involve in ARMA, Toastmaster’s and the City’s Safety Committee.

IIMC Region IX Event

Are You Headed to Birmingham?

If you’ve never been to an IIMC Conference, this year’s event in Birmingham, Alabama is shaping up to be one of the most exciting learning environments we’ve ever seen.  At the heart of the Civil Rights Movement, Birmingham is a city steeped in history and hospitality. Set for May 18th - 22nd, the week starts with some amazing Academies and Athenians, followed by three days of comprehensive workshops that cover everything from  how to be an effective mentor to best practices in the modern world of clerkdom.  For more information and to register, visit the IIMC website

One of the highlights of the conference is the Region IX Event, held on Tuesday evening. Join your fellow clerks from Alaska, Washington, Oregon and California as we “Party on the Roof” of the Southern Kitchen and Bar with a traditional Cajun food celebration. Registration for this event is separate from your conference registration, and can be made through the Washington Municipal Clerks Association website.  

IIMC Foundation


The IIMC Foundation and American Legal are sponsoring an education fundraiser that can land you in beautiful Hawaii  Support a good cause and buy your tickets today!

Board Vacancies

The IIMC Foundation Board will have three vacancies in May.  They  are recruiting individuals who meet the membership classification criteria and will be committed to devoting time and hard work to raising funds for clerk education.  Detailed information regarding the vacancies on the IIMC Foundation Board can be viewed online.  Following is an excerpt from the vacancy announcement:

The application deadline is March 15, 2019.   Applicants for all Board positions must have an understanding of the purpose of the Foundation and its role in conjunction with IIMC and how the Foundation raises funds. The successful candidates will be chosen based on their commitment to the Foundation and the following criteria:

•The person has knowledge of fundraising and the time and willingness to raise funds.
•The person has a demonstrated desire to promote the education and professionalism of Municipal Clerks.
•The person has knowledge of or accessibility to foundations, corporations or individuals that may contribute to the IIMC Foundation.
•The person can attend at least two Board Meetings a year, perform committee work, assist with Foundation duties at the annual conference, and personally contribute financially.
IIMC Foundation Board members are expected to absorb their own travel expenses to the extent possible, as every effort is made to keep Board expenses to a minimum and maximize funds available for education. IIMC Foundation Board members are expected to be active contributors to the Foundation.  

If you have any questions, feel free to reach out to IIMC Foundation Vice President and Chair of the Nominating Committee, Mary Lynne Stratta

Sponsors (click image) 






City Clerks Association of California