CITY CLERKS AGENTS OF CHANGE – 2017 CCAC Annual Conference REGISTRATION IS NOW OPEN! On Monday, January 30, 2017, you should have re-ceived an email from Confer-ence Registrar Susan Domen announcing the Conference Registration. Please note: the deadline for Early Registration is Monday, March 13, 2017. Be sure to register early and make your hotel reserva-tion before the block of rooms sells out. Registration information is available at the following link: CCAC 2017 Conference Reg-istration.

This year’s Conference will be held April 12-14 in Cathedral City at the DoubleTree by Hilton Hotel Golf Resort Palm Springs. We are also offering two pre-conference educa-tional opportunities on April 11 – an Ad-vanced Academy on “Purpose-Driven Leader-ship: Staying Focused in the Midst of Change” and an Athenian Dialogue on Profiles in Cour-age by John F. Kennedy. The deadline to reg-

ister for the pre-conference sessions is March 24, 2017. Those of you interested in be-coming CCAC mentors can sign up for free Mentor Train-ing on April 11 by sending your RSVP to Vicki Kasad, CCAC Mentoring Program Chair at vkasad@ci.ontario.ca.us by Friday, April 7. You won’t want to miss Wednesday night’s All Confer-ence Event – Fiesta Del Presi-dente at the historic Cree Es-

tate so be sure to purchase your ticket! And, of course, we will have our 4th Annual Pat Hammers Memorial 1-Mile Walk/Run to ben-efit the CCAC Education Fund on Thursday morning. Thursday evening’s Annual Banquet will be an elegant Black and White Ball that is included in your Conference registration. Additional details are available online at http://www.californiacityclerks.org/ccac-annual-conference. The 2017 CCAC Annual Conference is shap-ing up to be outstanding! Special thanks to the Conference Planning Committee. CLERK OF THE YEAR AND AWARDS OF DISTINCTION In the next few weeks, the nomination period will be opening for the 2017 City Clerk of the Year and Awards of Distinction. Winners will be announced during the Annual Banquet at the 2017 CCAC Annual Conference in Ca-thedral City. Keep an eye out for the email!

Jose Jasso, MMC

CCAC President

CCAC President’s Message I N S I D E

T H I S I S S U E :

Presidents

Message 1

Pat Hammers

Spirit Award 2

Newly

Designated 2

Educational

Sessions 3

Region 4

Message 4

Region 8

Message 5

Region 16

Message 5

Member

Spotlight 6

CCAC Annual

Conference

6

Diamond

Sponsors

8

Board of

Directors

11

OFFICIAL WORD F E B R U A R Y 2 0 1 7 V O L U M E 1 8 , I S S U E 2

Pat Hammers Spirit Award P A G E 2 V O L U M E 1 8 , I S S U E 2

The Board of the City Clerks Association of California established the Pat Hammers Spirit Award in memory of Cathedral City’s City Clerk Pat Hammers, MMC. The criterion was built around Pat’s spirit and her giving nature. As Immediate Past Presi-dent of the City Clerks Association of California, I am

pleased to announce that nominations are now being accepted for the Pat Hammers Spirit Award. The purpose of the award is to recognize city clerk professionals who exemplify the giving spirit of Pat. While the nominee does not have to meet each of the criteria, we are looking for that some-one just like Pat. The criteria are as follows:   

Member of CCAC

CCAC Mentor – A clerk who has been willing to spend his or her time and expertise guiding the development of another clerk

Promotion of the profession through specific actions or events

Outstanding humanitarian efforts within CCAC (i.e., devoted to the advancement and profes-sional growth in clerks and the profession)

Outstanding inspiration to other Municipal Clerks through specific actions or events

Significant personal sacrifice of time, labor, or financial resources to CCAC – someone in-volved to make a difference

Byron Pope, MMC

Immediate Past President

Newly Designated Clerks

Pat Hammers

Spirit Award

nominations

are due by

February 24,

2017.

Courageous – someone with resolution and con-fidence

Compassionate – treats others as they would wish to be treated

Tenacious – someone who is assertive, decisive, hangs in there when or because things get tough; maintains a positive perspective and stays strong during difficult times and is action-oriented

Committed – someone who is selfless – volun-teers at Region or Association level for projects/tasks, large or small – the “I can help with any-thing” spirit – cheerleader

A champion for continued education and the elevation of our profession

Lifelong learner/commitment to continued learn-ing – someone who has not stopped at CMC/MMC certification, but believes in continuous training

A builder of partnerships

I encourage you to complete the enclosed nomina-tion form to recognize a city clerk, assistant city clerk, deputy city clerk, special district clerk or another member of CCAC who may have exceed-ed the call in these areas.

All nominations and the award will remain confi-dential until it is presented in Cathedral City at the 44th Annual CCAC Conference in April 2017. It will be a very exciting presentation, and it will be a great surprise for the recipient.

Please take this opportunity to complete the nomi-nation form and submit it by the deadline of Feb-ruary 24, 2017. If you have any questions, please contact me at (310) 285-2401 or by email at bpope@beverlyhills.org.

June Lemos, CMC City Clerk, City of Fort Bragg Melinda Cogle, CMC Clerk of the Board, San Diego County Water Authority

Grace E. Schmidt, MMC City Clerk, City of Cupertino Christina Buna, CMC Deputy City Clerk, City of San Ramon

P A G E 3

Register now for

these upcoming

educational

opportunities.

Upcoming CCAC Educational Sessions

O F F I C I A L W O R D

Athenian Dialogues Mistakes I Made at Work by Jessica Bacal Facilitated by Jamie A. E. Holmes Saturday, February 25, 2017 9:00 a.m. to 4:00 p.m. Hosted by the City of Vallejo Limited to 30 participants Click here for more information and to register online.

The Art of Tough by Barbara Boxer Facilitated by Anthony J. Mejia Friday, March 24, 2017 8:30 a.m. to 3:00 p.m. Hosted by the City of South Pasadena Limited to 30 participants Click here for more information and to register online.

Dawn Abrahamson, MMC

Professional Development

Director

Technical Training for Clerks (TTC) - Series 300 March 14-17, 2017 Training will be held at UC Riverside Extension Center in Riverside Registration is now open. Click here for more information.

CCAC Education Workshops

When You Know You’re Not the Problem… Working with and for Impossible People February 24, 2017 at 10:00 a.m. Hosted by City of Santa Clarita (Region 11 - Los Angeles) Click here for more information and to register online.

When You Wonder If That Person Will Snap… Recognizing and Understanding Threats and Potential Attacks March 2, 2017 at 9:00 a.m. Hosted by Orange County Sanitation District in Fountain Valley (Region 10 - Orange County) Click here for more information and to register online.

People Watching and Story Telling: Enhanced Leadership Through Nonverbal Com-munications March 2, 2017 at 9:00 a.m. Hosted by City of Ventura (Region 12 - Channel Counties) Click here for more information and to register online.

View more 2017 Educational Opportunities at www.californiacityclerks.org/education-and-events.

2017 CCAC Annual Conference April 11-14, 2017 DoubleTree by Hilton Hotel Golf Resort Palm Springs in Cathedral City Click here for more information.

P A G E 4 V O L U M E 1 8 , I S S U E 2

Greetings from Region 4 (South San Joaquin Valley)! Region 4 consists of 37 cities in Madera, Fresno, Tulare, Kings and Kern counties. My name is Luisa Zavala. I am the Deputy City Clerk for the City of Porter-ville, located in Tulare County, and I also have the pleasure of serving as Region 4 Director for the 2016/2017 year. Last year I served

on the CCAC Board as Central Division Chair and I am happy to do so again this year as a regional director, mostly because I am excited for the opportunity to participate in the implemen-tation of our new CCAC structure and meet more of my fan-tastic colleagues in the process. As director I hope to encour-age attendance at educational opportunities in Region 4, and be a resource to clerks with regard to CCAC and anything else I may be able to help them with. Our first Region 4 workshop was hosted by City of Tulare’s Chief Deputy City Clerk Roxanne Yoder and Deputy City Clerk/Budgets Coordinator Shonna O’Neal at the Tulare Public Library on January 24, 2017. The facility was ideal for our group and its purpose, and the food was delicious. The group was very impressed with the accommodations and showed up hungry for knowledge. The workshop, “E-records, E-mail, Trustworthy Electronic Records, Retention, Document Imaging and Other Leadership Opportunities” was given by Diane Gladwell, MMC, of Gladwell Governmental Services, Inc. The session educated participants about legal requirements and Best Practices for e-mail and electronic rec-ords, trustworthy electronic records and records retention, and technology options and best practices for managing elec-tronic records and e-mail.

Region 4 Director’s Message - Luisa Zavala, CMC Records management is a monster for most clerks, especially in smaller cities where there may just be one or two individuals handling the day to day operations; and there was a shared desire to improve upon whatever was currently in place at our respective cities. Diane provided us with easy and inexpensive ways to improve upon the handling of electronic records, such as developing naming conventions, distribution of training mate-rials for new hires and interns, and making our office an exam-ple to other departments.

I have read the program assessments and program evaluations and can tell you without a doubt that our group left that day with the knowledge and motivation to make a change for the positive when it comes to electronic records management. It didn’t hurt that we were all hopped up on the candy Diane had given us, but there was definite energy there, so mission ac-complished!! I would like to take a moment to thank our hosts, Roxanne and Shonna, for taking excellent care of us and ensuring our work-shop went off without a hitch; Tom Diebert from Netfile who attended as a sponsor; Diane Gladwell for being a knowledgea-ble and engaging speaker; and the workshop participants for taking time out of their busy schedules to educate themselves on such an important topic. THANK YOU ALL!!!

Next for Region 4 (South San Joaquin Val-ley) is going to be an Athenian Dialogue and I am going to be hosting it here in Porterville. I am very excited. I don’t have all the details just yet, but when I do you will be the first to know! Until next time, best wishes!

P A G E 5

O F F I C I A L W O R D

Hi from Region 8 (Imperial County), which is comprised of seven (7) in-corporated cities; Brawley, Calexico, Calipatria, El Centro, Holtville, Im-perial, and Westmorland. Region 8 recently held its first CCAC Education Workshop on January 26, 2017, and would like to thank Debra Jackson, City Clerk, City of Imperial for hosting. There were nine (9) attendees, and would like to thank Vicki Kasad, City of Ontario and Marc Donohue, City of Rosemead for travel-

ing down to attend. Thank you also to Diane Gladwell for her outstanding presentation on E-Records, E-Mail, Trustworthy Electronic Records, Retention, Document Imaging and Other Leadership Op-portunities. Ms. Gladwell presented this very popular workshop in three different regions in January, so if you were not able to attend our presentation, I hope you were able to attend one of her other presentations. We are looking forward to the next Region 8 education workshop scheduled for August and hope to see you there!

Region 16 Director’s Message Region 16 (comprised of 31 cities in 4 North Bay counties – Sono-ma, Napa, Solano and Marin) had its first education workshop on January 27, 2017, in the town of Corte Madera. Diane Gladwell, Gladwell Governmental Services, Inc., presented “E-Records, E-Mail, Trustworthy Electronic Records, Retention, Document Imaging, and Other Leadership Opportunities.” The workshop offered information regarding media, records, retention and a host of

Region 8 Director’s Message - Diane Caldwell, CMC

‘opportunities for growth’. We heard ideas that can be applied to a variety of situations that we deal with on a daily basis. These ideas can help cities use best practices regarding records and their reten-tion and hopefully keep our juris-dictions from litigation. Planning for our July 2017 educa-tion workshop is currently under-way. I am looking forward to see-

ing many of you there!

Kathy Flamson, CMC

Region 16 Director

P A G E 6 V O L U M E 1 8 , I S S U E 2

Michelle Wilson, CMC, Deputy City Clerk, City of Morgan Hill Michelle Wilson started with the City of Morgan Hill in March 2008 in the Building Department as an Office Assistant II. She loved it. She had the fortune to work with a supervisor who saw her potential and did not hold back on assigning her special projects. In 2010, she was invited to apply for a position in the City Clerk’s Office and she turned it down. She thought it would be too stuffy and boring. Instead she applied and was promoted to work for the City Manager. It wasn’t very long after her promotion that the economy tanked and several city teammates took early retirements opening up more positions with-in the city to be filled. Her position was modified to half City Manager’s Assistant and half City Clerk’s Assistant. She wasn’t thrilled about taking on the clerk work at first, but she soon found that she loved it and has never looked back! She earned her CMC in September 2013 and is currently working on her MMC. Her main projects for this year are to complete the implementation of a new agenda management

and an electronic FPPC filing system. She will also be completing

her first records retention schedule update. Her goals for her team are to continue to leverage technology to provide better service to the public and to find efficiencies within the clerk processes. Michelle and her partner in crime Brit have three sons; Shea 26, Cole 15, and Caleb 13. They also have a granddaughter Aria who is 3. Between soccer, basketball, and dirt bike riding they keep very busy running around. Michelle’s per-sonal goal for this year is to get enrolled in a bachelor’s program and earn her degree. She spends her free time working out and cud-dling with her two dogs Daisy and Brody.

REGION 14

Left to right: Cole, Michelle, Caleb, Brit

Register today! Click here for details. April 11, 2017 Advanced Academy Athenian Dialogue Mentor Training

April 12-14, 2017 General Conference Sessions

April 12, 2017 Fiesta del Presidente

April 13, 2017 Pat Hammers Memorial Walk / Run Black & White Ball

P A G E 7

O F F I C I A L W O R D

P A G E 8 V O L U M E 1 8 , I S S U E 2

P A G E 9

O F F I C I A L W O R D

P A G E 1 0 V O L U M E 1 8 , I S S U E 2

P A G E 1 1

O F F I C I A L W O R D

Jose Jasso, MMC, President Assistant City Clerk, Santa Clara (408) 615-2222, jjasso@santaclaraca.gov

Wendy Klock-Johnson, MMC, First Vice-President Assistant City Clerk, Sacramento (916) 808-7509, wkjohnson@cityofsacramento.org

Stephanie Smith, MMC, Second Vice-President City Clerk, Lake Forest (949) 461-3421, sdsmith@lakeforestca.gov

Britt Avrit, CMC, Recording Secretary City Clerk, Lancaster (661) 723-6020, bavrit@cityoflancasterca.org

Randi Johl-Olson, JD, MMC, Legislative Director City Clerk, Temecula (951) 694-6421, randi.johl@cityoftemecula.org

Mitzi Ortiz, MMC, Communications Director City Clerk, Aliso Viejo (949) 425-2506, mortiz@cityofalisoviejo.com

Susan Domen, MMC, Treasurer City Clerk, Lake Elsinore (951) 674-3124 x262, sdomen@lake-elsinore.org

Dawn Abrahamson, MMC, Professional Dev Director City Clerk, Vallejo (707) 648-4528, dawn.abrahamson@cityofvallejo.net

April Sousa, Region 1 Director City Clerk, Blue Lake (707) 668-5655, cityclerk@bluelake.ca.gov

Mindy Cuppy, MMC, Region 2 Director City Clerk, Rancho Cordova (916) 851-8721, mcuppy@cityofranchocordova.org

Nora Pimentel, CMC, Region 3 Director City Clerk, Tracy (209) 831-6105, nora.pimentel@ci.tracy.ca.us

Luisa Zavala, CMC, Region 4 Director Deputy City Clerk, Porterville (559) 782-7464, lzavala@ci.porterville.ca.us

Ricca Charlon, CMC, Region 5 Director City Clerk, Ridgecrest (760) 499-5002, rcharlon@ridgecrest-ca.gov

Vicki Kasad, MMC, Region 6 Director Assistant City Clerk, Ontario (909) 395-2166, vkasad@ci.ontario.ca.us

Jerryl Soriano, CMC, Region 7 Director City Clerk, Desert Hot Springs (760) 329-6411 x107, jsoriano@cityofdhs.org

Diane Caldwell, CMC, Region 8 Director City Clerk, El Centro (760) 337-4515, dcaldwell@cityofelcentro.org

Kerry Bigelow, MMC, Region 9 Director Assistant City Clerk, Chula Vista (619) 407-3590, kbigelow@chulavistaca.gov

Denise Basham, MMC, Region 10 Director City Clerk, Cypress (714) 229-6683, dbasham@ci.cypress.ca.us

Anthony Mejia, MMC, Region 11 Director Chief City Clerk, South Pasadena (626) 403-7232, amejia@southpasadenaca.gov

Michelle Ascencion, CMC, Region 12 Director City Clerk, City of Oxnard (805) 385-7805, michelle.ascencion@oxnard.org

Tom Graves, MMC, Region 13 Director City Clerk, Hollister (831) 636-4300 x16, tom.graves@hollister.ca.gov

Deborah L. Padovan, CMC, Region 14 Director City Clerk, Los Altos Hills (650) 947-2513, dpadovan@losaltoshills.ca.gov

Margaret Wimberly, MMC, Region 15 Director City Clerk, Brentwood (925) 516-5182, mwimberly@brentwoodca.gov

Kathy Flamson, CMC, Region 16 Director City Clerk, Calistoga (707) 942-2807, kflamson@ci.calistoga.ca.us

Byron Pope, MMC, Immediate Past President City Clerk, Beverly Hills (310) 285-2401, bpope@beverlyhills.org

2016-17 CCAC Board of Directors