CITY CLERKS ASSOCIATION OF CALIFORNIA EXECUTIVE …thoroughness of the questions and felt the...

CITY CLERKS ASSOCIATION OF CALIFORNIA

EXECUTIVE BOARD MEETING

Conference Call Number 916-658-8286

Agenda Friday, April 25, 2014

12:00 PM

1. CALL TO ORDER 2. ATTENDANCE/EXCUSED ABSENCES

a. Approval of Absences 3. INTRODUCTIONS/ANNOUNCEMENTS 4. MINUTES

a. Approval of February 18, 2014 Meeting Minutes (Wimberly)

5. UNFINISHED BUSINESS a. Status Update on 2013-2014 Goals

1. The Sustainable CCAC Picture

2. Membership & Participation

3. The Four C’s

b. Update on the progress of David Gassaway and Ryan DeVore regarding their review of CCAC’s structure and resource distribution (Nicol)

6. TREASURER’S REPORT a. Treasurer’s Report (Olds)

7. NEW BUSINESS/ACTION/DISCUSSION ITEMS a. Receive and File consolidated policies from the Northern, Central, and

Southern Divisions (Cuppy/Jasso/Mejia) b. Update on Institute & Alternative Scholarship Programs Survey

(Abrahamson)

c. Request to Encumber Scholarship Funds Awarded as Part of Round II

of FY 2013-14 to Members for Attendance at the 3-day "Collaborating for Community Transformation" education offering by CEPO, Inc. (Abrahamson)

d. Ratification of e-mail vote held on February 27, 2014 to approve filing CCAC’s Federal IRS Form 990 and California state Form 199 annual tax filings for the tax years: 11/1/2010 to 10/31/2011, 11/1/2011 to 10/31/2012.

e. Consideration of Bylaw Amendments. 1. Structure of the Nominating Committee.

8. DIRECTORS’ REPORTS a. First Vice President (Barr) b. Second Vice President (Pope) c. Communications Director (Rodrigues) d. Legislative Director (Johl-Olson) e. Professional Development Director (Abrahamson) f. Division Professional Development Reps (Freels/Lopez/Domen) g. Division Trustees (Roberts/Martin/Ramos) h. Division Chairs (Cuppy/Jasso/Mejia) i. Past President (Concolino)

9. IIMC REPORT (Nicol/Tilton) a. IIMC Update b. Region IX Update

10. PRESIDENT’S REPORT (Lima) 11. ADJOURNMENT

Future Meetings: June 2014 Conference Call

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CITY CLERKS ASSOCIATION OF CALIFORNIA

EXECUTIVE BOARD MEETING

1. CALL TO ORDER President Lima called the Executive Board Meeting to order at 8:32 a.m.

2. ATTENDANCE/EXCUSED ABSENCES

a. Roll Call: • Nanci Lima, President • Rebekah Barr, First Vice-President • Byron Pope, Second Vice-President • Margaret Wimberly, Recording Secretary • Patrice Olds, Treasurer • Randi Johl-Olson, Legislative Director • Kimberly Rodrigues, Communications Director • Dawn Abrahamson, Professional Development Director • Lorraine Lopez, Central Division Professional Development

Representative • Mindy Cuppy, Northern Division Chair • Jose Jasso, Central Division Chair • Anthony Mejia, Southern Division Chair • Lori Martin, Central Division Trustee • Susan Ramos, Southern Division Trustee • Susan Domen, Southern Division Professional Development

Representative • Shirley Concolino, Immediate Past President Excused: • Shawna Freels, Northern Division Professional Development

Representative • Margaret Roberts, Northern Division Trustee

MINUTES Tuesday, February 18, 2014

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Also present: • Colleen Nicol, IIMC Past President • Joann Tilton, Region IX Director

3. INTRODUCTIONS/ANNOUNCEMENTS – None.

4. MINUTES a. Approval of December 6, 2013 and January 9, 2014 Meeting

Minutes (Wimberly) Treasurer Olds requested edits to the minutes of December 6, 2013.

Barr moved and Concolino seconded a motion to approve the January 9, 2014 as submitted and the minutes of December 6, 2013 with corrections as provided by Treasurer Olds. The motion carried unanimously.

5. DIRECTORS’ REPORTS

a. Second Vice President (Pope) Second Vice President Pope reported on the update to membership

database on MemberClicks and felt that it had been a successful launch. First Vice President Barr reported she was still receiving membership e-mails. It was stated that any funds received could be sent to Sacramento and they would be forwarded to the appropriate party. There was discussion about updating forms with the appropriate e-mail addresses and disabling outdated forms.

6. UNFINISHED BUSINESS a. Update on the Website (K. Rodrigues/B. Pope/P. Olds) Treasurer Olds stated the conference page had been launched, and

any checks would be sent directly to Sacramento, which would then be sent directly to her to enter into the system. Treasurer Olds offered to have the system available for Central Division Nuts and Bolts. Communications Director Rodrigues stated she was working with the MemberClicks team on the final draft and that they were hoping to launch the system soon. Second Vice President Pope stated the implementation team stated that information just needed to be migrated over to the new site. Communications Director Rodrigues stated the new site would have increased functionality and felt the board would be pleased with it.

Item 6.d was taken out of order.

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d. Progress report from the CCAC Audit Steering Committee (C.

Nicol) Audit Steering Committee Member Nicol reported on the progress of

the consultants and stated they were on an aggressive timeline and a majority of the interviews had been made, in addition an interview had been made with a member of the Association who was interested in providing input. Immediate Past President Concolino stated she had received input from members who were interviewed regarding the thoroughness of the questions and felt the consultants were doing an excellent job. Tilton reported on her interview with the consultants and stated they were very thorough, and well respected within their profession. Treasurer Olds and First Vice President Barr reported on their interviews and the amount of information that was provided to the consultants.

b. Status Update on 2013-2014 Goals 1. The Sustainable CCAC Picture President Lima reminded board members to who may have a by-

law amendment, in addition to the amendment approved by the board on June 17, 2013, that they should prepare an article and have them ready to be considered at the April board meeting. President Lima stated the division policies and procedures are also supposed to be considered at the April board meeting. President Lima indicated there was still work to do on the bank account and the financial structure.

2. Membership & Participation First Vice President Barr spoke regarding the automated

membership system which is covered through the MemberClicks system.

3. The Four C’s Communications Director Rodrigues asked about the item creating

ambassadors and the committee that it was assigned to, and asked if there had been any discussion to incorporate ice breakers at the upcoming annual conference. Further discussion ensued about the discussion encouraging members to engage and connect with each other. First Vice President Barr said she had some ideas and would examine how it could be incorporated into the Annual Conference.

c. Proposed Criteria for the Pat Hammers Spirit Award (J. Jasso) Central Division Chair Jasso stated he was available if there were any questions. President Lima stated that a nominee would not need to meet all of the criteria, but would need to meet a large portion of the criteria, they would need to be a member of CCAC and be a mentor

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and capture Pat’s personal commitment to the education of CCAC members. The award would be given at New Law and would only be given in cases where a worthy member was nominated. Abrahamson moved and Pope seconded a motion to approve the selection criteria for the Pat Hammers Spirit Award. The motion carried unanimously

d. Item d. was heard out of order. e. Verbal Update on the Scholarship Survey (D. Abrahamson) Professional Development Director Abrahamson reported survey that

was in process regarding the funding of educational opportunities of being circulated. The response period had just closed and there had been 137 responses.

7. TREASURER’S REPORT

a. Treasurer’s Report (Olds) Treasurer Olds spoke regarding the balance sheet and stated that it is

the first time the balance sheet has been provided to the board, it is a summary of the cash position. Treasurer Olds spoke regarding the item labeled “other expenses” which is listed as a negative number of $1022.28 an explained that is all of the credit card and PayPal fees which have been received since July 1, 2013, the same account is offset by the credit card fees that are paid. The cash position was not strong as of January 31, 2014, but indicated that is because the membership payments got off to a late start due to the change in MemberClicks. Regarding the Profit and Loss report, Treasure Olds stated the numbers would change as the membership fees were received and as the conference revenues were received. She then provided an overview of the various reports which were included in the report. The technology costs are going to be high due to the change to MemberClicks while keeping the website open with Shark Studios as there were double payments.

b. Report on Taxes(Olds)

Treasurer Olds spoke regarding the report and the losses to the Southern Division, and provided an overview of the accounts for the Southern Division. Northern Division has the strongest cash position, and the Central Division has a strong money market account, but low income and expenses. Treasurer Olds said it highlights the disparity amongst the divisions. The accountant urged unified monthly reporting; the reports would be submitted monthly to Treasurer Olds who would then post them. Treasurer Old provided an overview of the Form 990 and the reasons it is so detailed. In response to a question from Legislative Director Johl-Olson, Treasurer Olds indicated the filing of the tax statements would occur for a 3-year time frame as it would

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create a stronger case that the Association had addressed any issues. Treasurer Olds then requested authority to sign the forms on behalf of the board.

Johl moved and Abrahamson seconded a motion to authorize

Treasurer Patrice Olds to sign Form 990 on behalf of the City Clerk’s Association of California. The motion carried unanimously.

Treasurer Olds indicated she would send the forms to the Board once

they were finalized and would ask for an e-mail vote to approve them.

c. Consideration of an amendment to the Financial Policy. (Olds) Treasurer Olds proposed that the Association do away with the

administrative fees for this year, and felt that a bylaws amendment may be needed. Treasurer Olds felt it didn’t make sense to have a finance policy modifying a bylaws payout, as the by-laws should take priority. The proposed change would modify the division payout to 40% from 45%. Treasurer Olds felt there was data showing CCAC provided support for the entire organization which included support to the divisions. It would take up the majority of the administrative fees, but that could be offset by lower costs that would be paid to the accountant.

Mejia moved and Abrahamson seconded a motion to direct the

Treasurer to develop a bylaw amendment adjusting the administrative fee and percentage paid to the divisions. The motion carried unanimously

8. NEW BUSINESS/ACTION/DISCUSSION ITEMS

a. Consideration of Development of a Public Relations Statement (N. Lima)

President Lima provided background related to the item, and asked if

the Board wanted to develop a public relations statement. Following a discussion of the board, it was decided that items should be handled on a case by case basis as it would be difficult to draft a policy or statement that would cover all issues that may arise in the future.

7. DIRECTORS’ REPORTS

a. First Vice President (Barr) First Vice President Barr reported on the annual conference and the work of the committee.

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b. Communications Director (Rodrigues)

Communications Director Rodrigues reported on the progress of the website and indicated they would allow the board to see it prior to the launch.

c. Legislative Director (Johl-Olson) Nothing to report, and stated the organization has directors and officers insurance again. The business and liability insurance would be up for renewal in May.

d. Professional Development Director (Abrahamson) Reported on survey participation, and stated they had Nuts and Bolts in the northern Division with 43 attendees signed up.

e. Division Professional Development Reps (Freels/Lopez/Domen)

f. Division Trustees (Roberts/Martin/Ramos) Trustee Martin stated the Trustees would be aggressively promoting the conference and proceeding with the fundraising.

g. Division Chairs (Cuppy/Jasso/Mejia) Division Chair Cuppy reported on the division meeting and the turnout for the election program and an upcoming Clerk as the PIO division meeting in March. Division Chair Mejia spoke regarding division meetings, and stated the June meeting would be an Athenian Dialogue.

h. Past President (Concolino) 8. IIMC REPORT (Nicol/Tilton)

a. IIMC Update

b. Region IX Update Joann Tilton reported on the constitution review taskforce taking place at IIMC. She reported further on some staffing changes at IIMC offices. Colleen Nicol reported the staff changes would be an opportunity to examine the organization and make changes where they may be needed.

9. PRESIDENT’S REPORT (Lima) President Lima requested anyone with bylaw amendments forward them to Secretary Wimberly by March 31, 2104.

10. ADJOURNMENT President Lima adjourned the meeting at 9:58 a.m.

Central Division

CENTRAL CALIFORNIA CITY CLERKS ASSOCIATION RULES AND REGULATIONS

TABLE OF CONTENTS

General Provisions ............................................................................................................................ 2‐5

Voting Members ....................................................................................................................................... 2

Association Officers and Directors ............................................................................................................ 2

Executive and Standing Committees ........................................................................................................ 3

Nominations/Elections/Vacancies ............................................................................................................ 4

Executive and General Membership Meetings ......................................................................................... 5

Miscellaneous ........................................................................................................................................... 6

Past CCCCA Presidents/Chairs .............................................................................................................. 7

Appendices ..................................................................................................................................... 8‐12

Appendix A – Gift Policy ............................................................................................................................ 8

Appendix B – Scholarship Policy ............................................................................................................... 9

Appendix C – Audit Form ........................................................................................................................ 10

Appendix D – Division Meeting Checklist ............................................................................................... 11

Appendix E – Vendor Policy (pending, under review) ............................................................................ 12

Appendix F – Records Retention ............................................................................... Refer to State Bylaws

Appendix G – Job Descriptions .................................................................................. Refer to State Bylaws

CCCCA Rules and Regulations 2 APPROVED __-__-__

CENTRAL CALIFORNIA CITY CLERKS ASSOCIATION

GENERAL PROVISIONS

STATEMENT OF PURPOSE

To create general provisions for the Central Division of the City Clerks Association of California (CCAC) for the conduct of elections for Association Officers and Directors, formation of this Association’s Executive Committee, and establishment of Executive and General Membership Meetings.

VOTING MEMBERS

Any CCAC Voting Member in good standing in the Counties Calaveras, Fresno, Inyo, Kern, Kings, Madera, Mariposa, Merced, Mono, San Joaquin, Stanislaus, Tulare and Tuolumne shall be eligible for Voting Membership in this Association.

ASSOCIATION OFFICERS AND DIRECTORS

Only Voting Members in good standing of this Association shall be eligible to vote or hold office in this Association. The Officers and Members of the Board of Directors of this Association shall be as follows:

Chair: The Chair shall preside at all meetings of this Association and of the Executive Committee. The Chair shall appoint all Committees with the exception of the Executive Committee, the Legislative and Legal Committee and the Program and Education Committees. The Chair shall be an ex‐officio of all Association Committees. The Chair shall serve for a term of one (1) year.

First Vice‐Chair: The First Vice‐Chair shall perform the duties of the Chair in his or her absence and shall act in an advisory capacity at all times. In the event the office of Chair is vacated for any reason whatsoever, the First Vice‐Chair shall assume the office of Chair for the unexpired term. The First Vice‐Chair shall serve as Chair of the Legislative and Legal Committee and shall appoint all members of said Committee. The First Vice‐Chair shall serve for a term of one (1) year.

Recording Secretary: The Recording Secretary shall keep an accurate record of the proceedings of all meetings of the General Membership and Executive Committee of this Association. The Recording Secretary shall serve for a term of one (1) year.

Treasurer: The Treasurer shall have charge of all monies and shall report thereon at each regular meeting. He or she shall receive the dues from the Treasurer of the City Clerks Association of California. Within thirty (30) days of vacating the office of Treasurer, the Treasurer shall prepare an itemized listing of all books, papers, and records, and shall transfer all such books, papers, records and itemized listing of his/her successor. The Treasurer shall serve for a term of two (2) years.

Trustees: There shall be two (2) Trustees elected at large. One Trustee shall be elected at each Annual Meeting of the Association to hold office for a term of two (2) years or until their successors are elected and qualified. The Trustees shall serve as Co‐Chairs of the Membership and Hospitality Committee (see job description in State Bylaws).

Immediate Past Chair: The Immediate Past Chair shall be a member of the Executive Committee and shall serve for a term of one (1) year.


No Officer may be elected to two (2) consecutive terms to the same office, except for the Treasurer and Recording Secretary. These three Officers may be elected to succeeding terms of office with no limitation thereon. However, any Officer who fills an unexpired term for any length of time due to a vacancy occurring after installation at the Annual Meeting shall be eligible to be nominated and elected to the same office for a full term.

In the event there are no candidates to run for the office of the vacant positions, the person who is vacating a position because of term expiration may run for an additional term for that same position.

If any Executive Board Member fails to perform the duties of his/her office or fails to attend the meetings of the Executive Board for two consecutive meetings without being excused there from by a majority of the Board present, the Board, by a vote of 2/3, shall submit to the general membership the question of whether or not an officer shall be removed from office.

EXECUTIVE AND STANDING COMMITTEES

Executive Committee

The Officers, Trustees and Immediate Past Chair shall constitute an Executive Committee. The Executive Committee may meet on the same dates as the regular meetings, upon call by the Chair, or by any two (2) Members of the Executive Committee.

It shall be the duty of the Executive Committee to supervise the affairs of the Association and devise measures for its growth and usefulness; shall ratify all appointments to fill vacancies; shall transact any business and authorize payment of bills due in the interim between regular meetings and report thereon at the next regular meeting of the Association.

Any urgent matter requiring a vote of the Executive Committee may be accomplished by electronic vote. The matter shall be placed on the agenda of the next regular meeting of the Executive Committee and ratified by the members present.

Legislative Committee

It shall be the duty of the Legislative and Legal Committee to: stimulate interest and activity in legislation affecting Municipal Government; to study proposed legislation and report thereon to members at the regular meetings of this Association; to recommend legislation to be proposed by this Association that supports and is consistent with the CCAC Legislative Committee; and to report on such Association‐sponsored legislation to members of this Association.

The First Vice‐Chair shall be the Chair of the Legislative Committee, and shall appoint all members of said Committee. The First Vice‐Chair shall also serve as a member of the CCAC Legislative Committee, which is chaired by the CCAC Legislative Director.

Program and Education Committee

It shall be the duty of the Program and Education Committee to develop a coordinated program in harmony with the objective of the Association and related to current needs. It shall also be the duty of said Committee to keep the members informed and report on all matters pertaining to continuing educational programs sponsored by the CCAC and investigate and report on all other courses and seminars which will be of benefit to the Members in furthering their professional status.


A Program Chair shall be appointed and serve as Chair, appointing all members of said Committee, and shall work alongside the CCAC Professional Development Representative of the Division to ensure consistency and alignment with CCAC’s goals and objectives.

Audit Committee

It shall be the duty of the Audit Committee to audit the financial records of the Association biennially alternating with CCAC’s audit, such audit to be conducted at the close of the fiscal year and prior to transferring the Treasurer’s records to the newly‐elected Treasurer. The Audit Committee shall present its report to the membership at the first regular meeting of the Association following the Annual Meeting and forward a copy to CCAC through its Treasurer. It shall also be the duty of the Committee to perform any other duties as deemed necessary pertaining to finances.

The Chair of the Association shall appoint three voting members to serve on said Committee and shall designate one of the three members to serve as Chair. The Treasurer shall be ineligible to serve on said Audit Committee.

Membership and Hospitality Committee

It shall be the Trustees’ duty to be the Membership and Hospitality Committee, and to extend hospitality to new, retired and inactive members, to make appropriate acknowledgment of sympathy or condolence for bereavement, sickness, or hospitalization, according to the approved Goals and Objectives of the Committee, to report all changes and activities to the Executive Committee, and to prepare a report for the General Members at their regular meetings.

Special Committees

The Chair may, without authorization of the Executive Committee, or upon direction of the Executive Committee, appoint such other committees and task forces as deemed necessary or advisable. These ad hoc committees shall be responsible for reporting its recommendations to the Executive Committee.

NOMINATIONS/ELECTIONS/VACANCIES

Nominating Committee

At a regular meeting no later than the May, the Chair of this Association shall appoint a Nominating Committee of at least three (3) voting members, consisting of the incumbent Chair, the Trustee remaining in Office, and one or more other members in good standing, whose duty it shall be to nominate qualified voting members to the offices of this Association and to conduct the annual election for said offices. The incumbent Chair shall serve as Chair of the Nominating Committee.

Voting members who accept such an appointment to the Nominating Committee shall be ineligible for nomination or election to any office of this Association until after the Committee presents its canvass of ballots report at the regular July Association meeting.

List of Nominees

Voting members may submit to the Chair of the Nominating Committee the names of eligible candidates for any of the offices to be filled. Any nominations so made must be received by the Nominating Committee Chair in writing prior to the last working day in June.

Written consent of any nominee shall be obtained before the nominee’s name is placed on the ballot.


The Chair of the Nominating Committee shall submit a list of eligible candidates for each office to be filled, including nominations received from the voting members. A minimum of at least one (1) eligible candidate shall be nominated for each CCCCA office. The Committee report shall be submitted to the members presented at the July meeting, at which time nominations maybe made from the floor. The original list shall be sent to the Recording Secretary for the permanent files, and it shall be accompanied by the written consents of the nominees.

Cancellation of Election

If, after the close of nominations at the July meeting, only one person has been nominated for any one office, the voting membership in attendance shall declare by motion and enter in the Minutes that the nominee is elected to the office for the next term, and an election shall not be held for said office. The elected Officer shall be installed at the regular September meeting of the Association and shall assume his/her duties upon the close of the September meeting.

Election

In the event an election is required, officers shall be elected by mail and said officers shall be announced by mail prior to the September regular meeting, and installed to take office that meeting. .

The voted ballots shall be returned to the Chair of the Nominating Committee by August 15th. The Nominating Committee, acting as the Canvassing Board, shall convene prior to the regular September meeting, and shall tabulate all ballots received. A report of the canvass of the ballots shall be made at this meeting.

The candidates declared elected shall be installed at the regular September meeting of the Association and shall assume their duties upon the close of the September meeting.

Vacancies

The Executive Committee shall fill, by appointment, any scheduled and unscheduled vacancies occurring in any office. Written consent of the nominee shall be obtained by the Executive Committee before the appointment is made and given to the Recording Secretary for the record.

EXECUTIVE AND GENERAL MEMBERSHIP MEETINGS

Quorum

Eight (8) members of this Association shall constitute a quorum at a General Membership meeting. Four (4) members of the Executive Committee shall constitute a quorum of that body.

Regular Meetings

Regular meetings of the Executive Committee and General Membership shall be held in January, March, May, July, September and November. The precise date and time of the meetings shall be determined by the Executive Committee, dependent upon the location, program and convenience of the membership. The Executive Committee meeting shall precede the General Membership meetings. In the event that the Executive Committee meeting is not able to finish its business before the General Membership meeting begins, and upon approval of majority of the Executive Committee, the Executive Committee shall adjourn its meeting to reconvene after the General Membership meeting, or reconvene to a Special Meeting.


Every effort should be given to schedule meeting locations equitably throughout the Division and to provide teleconferencing capabilities for the Executive Board meetings, if possible.

Special Meetings

Special meetings of the Association may be called by the Chair, or by two (2) members of the Executive Committee, providing all members are notified in writing of the time, place and purpose of such meetings.

No matter shall be considered at a special meeting, other than that specified in the call of the meeting.

Annual Meeting

The regular September meeting of each year shall be designated as the Annual Meeting, at which time written reports summarizing the year’s activities prepared by the Officers and Committee Chairs shall be submitted to the general membership.

Absences, Excused and Unexcused

Failure to attend the meetings of the Executive Board for two consecutive meetings without being excused by a majority of the Board present will be grounds for removal and/or resignation.

The Board shall excuse an absence upon receipt of advanced written notification by the Chair or Vice Chair and when one or more of the following are present:

Work or personal emergency

Work schedule conflict due to abnormal or last minute work load, activities, and staffing issues

Out of office request to attend meeting is denied by the Supervisor or City Manager and teleconferencing is not available

Personal or family illness/injury Parliamentary Procedure Robert’s Rules of Order, Revised, shall be used as guidelines to govern the procedures of this Association.

MISCELLANEOUS

Fiscal Year

The fiscal year shall be from the first day of July to the last day of June, each year. PAST PRESIDENTS/CHAIRS

1995‐1996 Michael Prandini, City Clerk, Clovis 1996‐1997 Randy Groom, City Clerk, Visalia 1997‐1998 Karen McAlister, City Clerk, Hanford 1998‐1999 Becky Klisch, City Clerk, Fresno 1999‐2000 Melanie Carter, City Clerk, Selma 2000‐2001 Lori Grigsby, City Clerk, Chowchilla 2001‐2002 Anna Vital, City Clerk, Tulare 2002‐2003 Martha Jantzen, City Clerk, Atwater


2003‐2004 Martha Jantzen, City Clerk, Atwater 2004‐2005 Barbara Mergan, City Clerk, Sanger 2005‐2006 Rick Caldiera, City Clerk, Lathrop 2006‐2007 Chris Moore, Deputy City Clerk, Manteca 2007‐2008 Dana Davidson, Assistant City Clerk, Merced 2008‐2009 Nanci Lima, City Clerk, Lemoore 2009‐2010 Rebekah Barr, Acting City Clerk, Chowchilla 2010‐2011 Lori Martin, City Clerk, Waterford 2011‐2012 Lorraine Lopez, City Clerk, City of Concoran 2012‐2013 Jose Jasso, Deputy City Clerk/Project Analyst, City of Manteca 2013‐2014 Jose Jasso, Deputy City Clerk/Project Analyst, City of Manteca


GIFT POLICY

Section 1. OUTGOING PRESIDENT GIFT(s) The outgoing President’s gift allowance shall not exceed $100.00. Section 2. OUTGOING BOARD GIFTS The outgoing Board gift allowance shall not exceed $200.00. Section 3. MEMBER CLERK RETIREMENT, MAJOR ILLNESS, OR PASSING GIFT(s)

The member clerk retirement, major illness, or passing gift allowance shall not exceed $50.00 and requires Board approval. Obtaining consensus from the Board via e‐mail is permissible.

CENTRAL CALIFORNIA CITY CLERKS ASSOCIATION APPENDIX A – GIFT POLICY

Central Division


CITY CLERKS ASSOCIATION OF CALIFORNIA‐CENTRAL DIVISION (CCCAC) SCHOLARSHIP POLICY

CEPO LEADERSHIP TRACK FOR CLERKS (LTC) CEPO MASTER MUNICIPAL CLERK ACADEMY (CEPO/MMCA)

TECHNICAL TRACK FOR CLERKS (TTC) NUTS & BOLTS

NEW LAW AND ELECTION SEMINAR The criteria for award of scholarships by the Central Division of the City Clerk’s Association of California (CCCAC) are as follows: 1. CCAC will forward all appropriate applications to the Central Division for consideration of a scholarship from the Division. This application is the only application that is approved by the CCAC Executive Board for scholarship consideration from the State and Central Division level. Applications for Nuts and Bolts and New Law and Election Seminar should be sent directly to the Central Division Immediate Past Chair. 2. Applicant must be a member of CCAC for one year at the time of attendance at the LTC, TTC, CEPO/MMCA. 3. Nuts and Bolts and New Law and Election Seminar scholarships will be awarded to the applicants with the highest number of points. A maximum of three (3) scholarships for each seminar will be awarded. The Nuts and Bolts scholarship will be for the full cost; the New Law and Election Seminar scholarship will be for one‐half the cost. 4. A limit of one (1) scholarship per person per fiscal year (CCCAC’s Fiscal Year is January 1 through December 31). 5. Scholarships for TTC, LTC, CEPO/MMCA will be awarded up to 20% with an additional 5%, if the applicant has attended a Central Division Meeting within the last 12 months, of the total cost of tuition (rounded to the nearest $5 figure) up to the amount budgeted by the Central Division [the amount budgeted for scholarships by the Central Division will be split equally between the two (2) rounds of scholarships each year – January 1 through December 31]. 6. Attendees will pay in advance for that portion which will be paid by CCCAC. Each scholarship recipient will provide written verification of their attendance to the Treasurer. The Treasurer will reimburse the awardee or their city, as appropriate, directly for the scholarships. 7. The State Professional Development Director will forward a copy of the applications submitted to the CCAC. Applications for Nuts and Bolts and New Law and Election will be accepted via mail, e‐mail, or fax addressed to the Central Division’s Immediate Past Chair. Applications for CEPO Leadership Track for Clerks (LTC), Master Municipal Clerk Academy (CEPO/MMCA), and Technical Track for Clerks (TTC) shall be provided to: CCAC Professional Development Director Applications for Nuts and Bolts and New Law and Election Seminar shall be provided to: Central Division Immediate Past Chair

Central Division

CENTRAL CALIFORNIA CITY CLERKS ASSOCIATION APPENDIX B – SCHOLARSHIP POLICY


201X CCCCA Annual Audit Committee Procedures July 1, ____ through June 30, ____

Review the previous two years' bank statements to ensure they have been reconciled.

Randomly check outstanding checks on reconciliation to see if they appear on the bank statement. Randomly check voided checks to ensure they do not appear on bank statements.

Once the statement is audited, write "Reviewed, auditors initials, and date audited" on bank statement.

Reconcile the Treasurer's Reports to the corresponding bank statements for the previous two years. Review all expenditure receipts for the previous two years. Review all revenue for the previous two years.

FINDINGS:

Notes:

Audit Committee Recommendations:

Audit Performed: _________________ XXXXX, Committee Member XXXXX, Committee Member XXXXX, Committee Member

See Notes Below

See Notes Belo

CENTRAL CALIFORNIA CITY CLERKS ASSOCIATION APPENDIX C – AUDIT FORM

Central Division


CCCCA Division Meeting Checklist

Meeting Date: Location:

Executive Board Meeting Time: (Chair) General Membership Meeting Time: (Chair with Advice/Consent from Host City/Program Chair?)

Scheduled Trainer: (Program Director/2ndVice Chair)

Topic: IIMC Point Approval No. Hrs.: No. Points:

Personal Invitations – Host City Clerk to neighboring cities

E‐mail Executive Board to Ensure Quorum (Chair)

Meeting Invitation Sent to [Distribution] Membership and ListServ (Secretary)

Agendas (Executive and General Membership) with Corresponding Minutes and Treasurers Report (Secretary at Chairs direction)

Forward General Membership Agenda to Communication Director for CCAC Website Posting and CCAC President (Secretary at Chairs direction)

Meeting Sign‐In Sheet (Secretary)

Money Envelope for Meeting Dues (Treasurer)

Bowl or Basket for Raffle & Raffle Tickets with Corresponding Money Envelope (Host City /City Clerk)

Training Evaluation Forms and Survey (Program Chair/2nd Vice‐Chair)

Training Certificates (Program Chair/2nd Vice‐Chair)

New Attendance Recognition (Trustee)

Send Approved Minutes to Mitzi Ortiz for CCAC Website Posting (Secretary)

*Responsible party listed in Parenthesis ( )

Revised: 03/24/11

Central Division

CENTRAL CALIFORNIA CITY CLERKS ASSOCIATION APPENDIX D – DIVISION MEETING CHECKLIST


Central Division

CENTRAL CALIFORNIA CITY CLERKS ASSOCIATION POLICY AND GUIDELINES FOR VENDORS AND SPONSORSHIPS


To establish guidelines and policies for the selection and retention of vendors to sponsor CCCCA General Membership meetings. The Central Division is committed to offering exceptional educational opportunities while keeping training costs to a minimum. Sponsorships allow us to continue to offer educational training opportunities, at great venues, with high‐quality presenters. Exposure to consultants, vendors, and products that may assist our membership in excelling at their jobs may expand their educational experience, and in turn increase success in our profession.

IDENTIFICATION OF VENDORS

The Program Chair may negotiate lower sponsorship fees with the concurrence of the Board Chair. It is the Program Chair’s responsibility to recruit, negotiate and coordinate vendors; however, board members and host city clerks are encouraged to assist in recommending sponsors and facilitating collaboration.

SPONSORSHIP LEVELS

GOLD LEVEL ‐ For a minimum sponsorship fee of $750 CCCCA will provide a 15‐minute presentation opportunity during the luncheon, table, company introduction, and publish the company logo on the meeting notice and agenda.

SILVER LEVEL ‐ For a minimum sponsorship fee of $500 CCCCA will offer a table, provide a 5‐minute company introduction, and publish the company logo on the meeting notice and agenda.

BRONZE LEVEL ‐ For a minimum sponsorship fee of $250 CCCCA will offer a table at the division meeting and company logo will be printed on the meeting notice. This level does not offer a presentation opportunity.

LIMITATIONS

A maximum of one (1) 15‐min presentation will be permitted per meeting.

A maximum of three (3) tables/vendors will be permitted per meeting.

LOCATION OF BOOTHS

Tables will be located in the rear of the facility and attendees will be encouraged to visit vendor tables during the break, lunch, and before and after the division meeting. It will be recommended, but not required, that vendors offer raffle prize(s).

CENTRAL CALIFORNIA CITY CLERKS ASSOCIATION APPENDIX E – VENDOR AND SPONSORSHIP POLICY


SELECTION OF VENDORS

Vendors will be selected on a first‐come, first‐serve basis. Every effort will be made to include vendors that have related services to the program topic.

COMPETITIVE VENDORS

The CCCCA Chair at the request of a vendor may exclude competing vendors from attending the same meeting. The Program Chair, with concurrence from the Board Chair, has the discretion to exclude competing vendors from attending the same meeting.

INVOICE AND PAYMENT

Invoices shall be prepared by Treasurer and vendors shall submit payment by check to the Treasurer promptly after making a reservation. Company logos may not be printed on the meeting notice until payment is received.

CANCELLATION

All requests for cancellation must be received three (3) weeks prior to meeting date for full refund. If notice is received after the deadline, vendor may reschedule its reservation for the next available meeting, but will remain ineligible for refund.

Southern Division

SOUTHERN CALIFORNIA CITY CLERKS ASSOCIATION

EXECUTIVE COMMITTEE RULES AND REGULATIONS TABLE OF CONTENTS

Governing Rules and Regulations .................................................................................................... 3-8

Voting Members ....................................................................................................................................... 3

Association Officers and Directors ............................................................................................................ 3

Executive and Standing Committees ........................................................................................................ 3

Nominations/Elections/Vacancies ............................................................................................................ 6

Executive and General Membership Meetings ......................................................................................... 7

Grant Program Rules and Regulations ............................................................................................ 9-10

Annual Grant Budget................................................................................................................................. 9

Grant Review Committee .......................................................................................................................... 9

Grant Application ...................................................................................................................................... 9

Grant Criteria ............................................................................................................................................ 9

Scholarship Program Rules and Regulations ................................................................................. 11-13

Scholarship Opportunities ...................................................................................................................... 11

General Scholarship Criteria ................................................................................................................... 11

Scholarship Specific Criteria .................................................................................................................... 12

SCCCA Point Structure ............................................................................................................................. 13

Procedures .............................................................................................................................................. 13

Sponsorship Program Rules and Regulations ................................................................................ 14-15

Identification of Venders ........................................................................................................................ 14

Sponsorship Levels .................................................................................................................................. 14

Limitations ............................................................................................................................................... 14

Location of Booths .................................................................................................................................. 14

Selection of Venders ............................................................................................................................... 14

Competitive Venders .............................................................................................................................. 14

Invoice and Payment ............................................................................................................................... 15

Cancellation............................................................................................................................................. 15

Travel Reimbursement Rules and Regulations................................................................................... 16

Reimbursements ..................................................................................................................................... 16

SCCCA Rules and Regulations 2 APPROVED 11-15-2013

Recognition Program Rules and Regulations ................................................................................ 17-18

Nominations ............................................................................................................................................ 17

Program Criteria ...................................................................................................................................... 17

Recognition Nomination Form ................................................................................................................ 18

Fiscal Rules and Regulations ........................................................................................................ 19-21

Availability for Review ............................................................................................................................. 19

Bank Account .......................................................................................................................................... 19

General Membership Meetings .............................................................................................................. 20

Membership Fees .................................................................................................................................... 20

Administration Expenditures .................................................................................................................. 21

Audit Committee ..................................................................................................................................... 21

Budget ..................................................................................................................................................... 21

Past SCCCA Chairs ............................................................................................................................ 22


SOUTHERN CALIFORNIA CITY CLERKS ASSOCIATION GOVERNING RULES AND REGULATIONS


To create general provisions for the Southern Division of the City Clerks Association of California (CCAC) for the conduct of elections for Association Officers and Directors, formation of this Association’s Executive Committee, and establishment of Executive and General Membership Meetings.

VOTING MEMBERS

Any CCAC Voting Member in good standing in the Counties of Imperial, Los Angeles, Orange, Riverside, San Bernardino, San Diego, San Luis Obispo, Santa Barbara and Ventura shall be eligible for Voting Membership in this Association.

ASSOCIATION OFFICERS AND DIRECTORS

Only Voting Members in good standing of this Association shall be eligible to vote or hold office in this Association. The Officers and Members of the Board of Directors of this Association shall be as follows:

• Chair: The Chair shall preside at all meetings of this Association and of the Executive Committee. The Chair shall appoint all Committees with the exception of the Executive Committee, the Legislative Committee and the Program Committee. The Chair shall be an ex-officio of all Association Committees. The Chair shall serve for a term of one (1) year.

• First Vice-Chair: The First Vice-Chair shall perform the duties of the Chair in his or her absence and shall act in an advisory capacity at all times. In the event the office of Chair is vacated for any reason whatsoever, the First Vice-Chair shall assume the office of Chair for the unexpired term. The First Vice-Chair shall serve as Deputy Treasurer. The duties of the Deputy Treasurer shall be assigned by the Treasurer. In the absence of the Treasurer, the Deputy Treasurer shall assume all the rights and obligations of the Treasurer. The First Vice-Chair shall serve for a term of one (1) year.

• Second Vice-Chair: The Second Vice-Chair shall perform the duties of the First Vice-Chair in his or her absence and shall act in an advisory capacity at all times. In the event the office of First Vice-Chair is vacated for any reason whatsoever, the Second Vice-President shall assume the office of the First Vice-President for the unexpired term. The Second Vice-Chair shall serve for a term of one (1) year.

• Recording Secretary: The Recording Secretary shall keep an accurate record of the proceedings of all meetings of the General Membership and Executive Committee of this Association. The Recording Secretary shall serve for a term of two (2) years.

• Communications Coordinator: The Communications Coordinator shall prepare the correspondence of this Association, including the emailing of notices and minutes of all meetings and other appropriate announcements. The Communications Coordinator shall serve for a term of two (2) years.


• Treasurer: The Treasurer shall have charge of all monies and shall report thereon at each regular meeting. He or she shall receive the dues from the Treasurer of the City Clerks Association of California. Within thirty (30) days of vacating the office of Treasurer, the Treasurer shall prepare an itemized listing of all books, papers, and records, and shall transfer all such books, papers, records and itemized listing of his/her successor. The Treasurer shall serve for a term of two (2) years.

• Directors: There shall be a Board of Directors consisting of six (6) members elected at large, three (3) of whom shall be elected at each Annual Meeting of the Association to hold office for a term of two (2) years or until their successors are elected and qualified. No Director may be elected to a consecutive term except any Director who fills an unexpired term due to a vacancy shall be eligible to be nominated and elected to a full term in that office.

• Immediate Past Chair: The Immediate Past Chair shall be a member of the Executive Committee and shall serve for a term of one (1) year.

No Officer may be elected to two (2) consecutive terms to the same office, except for the Treasurer, Recoding Secretary, and Communications Coordinator. These three Officers may be elected to succeeding terms of office with no limitation thereon. However, any Officer who fills an unexpired term for any length of time due to a vacancy occurring after installation at the Annual Meeting shall be eligible to be nominated and elected to the same office for a full term.

In the event there are no candidates to run for the office of the vacant positions, the person who is vacating a position because of term expiration may run for an additional term for that same position.

EXECUTIVE AND STANDING COMMITTEES

Executive Committee

The Officers, Members of the Board of Directors and Immediate Past Chair shall constitute an Executive Committee. The Executive Committee may meet on the same dates as the regular meetings, upon call by the Chair, or by any six (6) Members of the Executive Committee.

It shall be the duty of the Executive Committee to supervise the affairs of the Association and devise measures for its growth and usefulness; shall ratify all appointments to fill vacancies; shall transact any business and authorize payment of bills due in the interim between regular meetings and report thereon at the next regular meeting of the Association.

Any urgent matter requiring a vote of the Executive Committee may be accomplished by electronic vote. The matter shall be placed on the agenda of the next regular meeting of the Executive Committee and ratified by the members present.

Legislative Committee

It shall be the duty of the Legislative Committee to: stimulate interest and activity in legislation affecting Municipal Government; to study proposed legislation and report thereon to members at the regular meetings of this Association; to recommend legislation to be proposed by this Association that supports and is consistent with the CCAC Legislative Committee; and to report on such Association-sponsored legislation to members of this Association.


The First Vice-Chair shall be the Chair of the Legislative Committee, and shall appoint all members of said Committee. The First Vice-Chair shall also serve as a member of the CCAC Legislative Committee, which is chaired by the CCAC Legislative Director.

Program and Education Committee

It shall be the duty of the Program and Education Committee to develop a coordinated program in harmony with the objective of the Association and related to current needs. It shall also be the duty of said Committee to keep the members informed and report on all matters pertaining to continuing educational programs sponsored by the CCAC and investigate and report on all other courses and seminars which will be of benefit to the Members in furthering their professional status.

The Second Vice-Chair shall serve as Chair and appoint all members of said Committee and shall work alongside the CCAC Professional Development Representative of the Division to ensure consistency and alignment with CCAC’s goals and objectives.

Finance Committee

It shall be the duty of the Finance Committee to audit the financial records of the Association biennially alternating with CCAC’s audit, such audit to be conducted at the close of the fiscal year and prior to transferring the Treasurer’s records to the newly-elected Treasurer. The Finance Committee shall present its report to the membership at the first regular meeting of the Association following the Annual Meeting and forward a copy to CCAC through its Treasurer. It shall also be the duty of the Committee to perform any other duties as deemed necessary pertaining to finances.

The Chair of the Association shall appoint three voting members to serve on said Committee and shall designate one of the three members to serve as Chair. The Treasurer and Deputy Treasurer shall be ineligible to serve on said Finance Committee.

Membership and Hospitality Committee

It shall be the duty of the Membership and Hospitality Committee to extend hospitality to new, retired and inactive members, to make appropriate acknowledgment of sympathy or condolence for bereavement, sickness, or hospitalization, according to the approved Goals and Objectives of the Committee, and to report all changes and activities to the Executive Committee. Committee members shall be appointed or regions encouraged to appoint one of their own and transmit same to the Chair of this Committee to represent regional areas throughout the Division and the Chair shall prepare a report for the General Members at their regular meetings. The Chair of this Committee shall be appointed by the Chair of the Association.

Special Committees

The Chair may, without authorization of the Executive Committee, or upon direction of the Executive Committee, appoint such other committees and task forces as deemed necessary or advisable. These ad hoc committees shall be responsible for reporting its recommendations to the Executive Committee.


NOMINATIONS/ELECTIONS/VACANCIES

Nominating Committee

At a regular meeting no later than the January meetings, the Chair of this Association shall appoint a Nominating Committee of at least three (3) voting members, whose duty it shall be to nominate qualified voting members to the offices of this Association and to conduct the annual election for said offices.

Voting members who accept such an appointment to the Nominating Committee shall be ineligible for nomination or election to any office of this Association until after the Committee presents its canvass of ballots report at the regular June Association meeting.

Notice

The Nominating Committee shall cause notice to be given to the SCCCA membership, no later than February each year indicating the offices to be filled in the subsequent election, the processes of nomination, the consent and eligibility requirement and the deadline for submitting nominations.

List of Nominees

Voting members may submit to the Chair of the Nominating Committee the names of eligible candidates for any of the offices to be filled. Any nominations so made must be received by the Nominating Committee Chair in writing prior to the regular March business meeting of the Association.

Written consent of any nominee shall be obtained before the nominee’s name is placed on the ballot.

The Chair of the Nominating Committee shall submit a list of eligible candidates for each office to be filled, including nominations received from the voting members. A minimum of at least one (1) eligible candidate shall be nominated for each SCCCA office. The Committee report shall be submitted to the members presented at the March meeting, at which time nominations maybe made from the floor. The original list shall be sent to the Recording Secretary for the permanent files, and it shall be accompanied by the written consents of the nominees.

No member shall be eligible for nomination or election to the office of Chair unless such member shall have served the Association as an Officer for a period of two (2) years within the previous five-year period. No member shall be eligible for nomination or election to the office of First Vice-Chair unless such member shall have served the Association as an Officer or Director for a period of one (1) year within the previous five-year period.

Cancellation of Election

If, after the close of nominations at the March meeting, only one person has been nominated for any one office, the voting membership in attendance shall declare by motion and enter in the Minutes that the nominee is elected to the office for the next term, and an election shall not be held for said office. The elected Officer shall be installed at the regular September meeting of the Association and shall assume his/her duties upon the close of the September meeting.


Election

In the event an election is required, Officers shall be elected at the Association’s regular meeting in June. No later than May 1st the Chair of the Nominating Committee shall prepare and cause to be mailed to each voting member, a ballot containing all the names ratified by the voting members at the March meeting. An envelope shall be provided for return of the ballot on the outside of which each voting member shall affix his/her signature and indicate the member city.

The voted ballots shall be returned to the Chair of the Nominating Committee two weeks prior to the regular June meeting. The Nominating Committee, acting as the Canvassing Board, shall convene prior to the regular June meeting, and shall tabulate all ballots received. A report of the canvass of the ballots shall be made at this meeting.

The candidates declared elected shall be installed at the regular September meeting of the Association and shall assume their duties upon the close of the September meeting.

Vacancies

The Executive Committee shall fill, by appointment, any scheduled and unscheduled vacancies occurring in any office. Written consent of the nominee shall be obtained by the Executive Committee before the appointment is made and given to the Recording Secretary for the record.

EXECUTIVE AND GENERAL MEMBERSHIP MEETINGS

Quorum

Twenty (20) members of this Association shall constitute a quorum at a General Membership meeting. A majority of the members of the Executive Committee shall constitute a quorum of that body.

Regular Meetings

Regular meetings of the Executive Committee and General Membership shall be held in January, March, June, September and November. The precise date and time of the meetings shall be determined by the Executive Committee, dependent upon the location, program and convenience of the membership. The Executive Committee meeting shall precede the General Membership meetings. In the event that the Executive Committee meeting is not able to finish its business before the General Membership meeting begins, and upon approval of majority of the Executive Committee, the Executive Committee shall adjourn its meeting to reconvene after the General Membership meeting, or reconvene to a Special Meeting.

Every effort should be given to schedule meeting locations equitably throughout the Division and to provide teleconferencing capabilities for the Executive Board meetings, if possible.

Special Meetings

Special meetings of the Association may be called by the Chair, or by six (6) members of the Executive Committee, providing all members are notified in writing of the time, place and purpose of such meetings.

No matter shall be considered at a special meeting, other than that specified in the call of the meeting.


Annual Meeting

The regular September meeting of each year shall be designated as the Annual Meeting, at which time written reports summarizing the year’s activities prepared by the Officers and Committee Chairs shall be submitted to the general membership.

Executive Committee Transition Meeting

The incoming and outgoing members of the Executive Board shall conduct a special joint meeting to discuss duties of each Board member and to transfer documents and files to the incoming board. Such meeting shall be scheduled to take place following the June Association meeting and prior to the Annual Meeting.

Absences, Excused and Unexcused

Failure to attend the meetings of the Executive Board for two consecutive meetings without being excused by a majority of the Board present will be grounds for removal and/or resignation.

The Board shall excuse an absence upon receipt of advanced written notification by the Chair or Vice Chair and when one or more of the following are present:

• Work or personal emergency

• Work schedule conflict due to abnormal or last minute work load, activities, and staffing issues

• Out of office request to attend meeting is denied by the Supervisor or City Manager and teleconferencing is not available

• Personal or family illness/injury

Parliamentary Procedure

Robert’s Rules of Order, Revised, shall be used as guidelines to govern the procedures of this Association.


SOUTHERN CALIFORNIA CITY CLERKS ASSOCIATION GRANT PROGRAM RULES AND REGULATIONS


To establish an annual fund, criteria and procedures to assist and encourage SCCCA members to pursue projects that will provide innovative solutions to municipal operations in the City Clerk’s Office, enhance citizen participation or promote the City Clerk profession.

ANNUAL GRANT BUDGET

During the annual SCCCA budget preparation, a line item allocation shall be set aside known as the SCCCA Grant Program. These funds shall come from the general operating revenue of the Association.

GRANT REVIEW COMMITTEE

SCCCA Chair shall appoint a Director to serve as Chair to the Grant Reviewing Committee, which shall recommend grant awards to the Executive Boards. The Chair of the Reviewing Committee shall appoint members of the Grant Reviewing Committee from other member cities in the Division.

GRANT APPLICATION

Any member in good standing of CCAC, within the Southern Division, will be eligible for the SCCCA Grant Program. Grant applications will be accepted beginning in April of each year. Application must be made on the approved Grant Application Form. It must be submitted to the Chair of the Grant Reviewing Committee by the appropriate deadline. The Grant Reviewing Committee shall submit their recommendation to the Executive Board. The Executive Board will meet to review the Committee’s recommendation. Final decision of the Executive Board will be announced at the June SCCCA general membership meeting. A letter of announcement shall be sent to the recipient Clerk, and Mayor or City Manager.

GRANT CRITERIA

1. Applicant must be in good standing with City Clerks Association of California (CCAC), within the Southern Division, and be a member of CCAC for at least one year at the time of application.

2. A maximum of two (2) $1,000 grants will be awarded in June of each year for proposed projects in the following categories:

a. Elections

b. Records Management

c. Public Relations

d. Council or Legislative Procedures

e. Development of the City Clerk’s profession

f. Minute or agenda preparation

g. Special Project

h. Technology


3. Applications and proposed projects will be reviewed for proven innovative solutions, goals and planning, time/labor or cost effectiveness, and utilization of technologies.

4. Applications will be based on thoroughness and adherence to format rules. Applications must be completed on the forms provided and not exceed one page per descriptive category (summary, goals and planning, utilization of technologies, creative/innovative qualities and benefit/cost effectiveness).

5. Grant monies may be expended for supplies, materials, staffing, advertising, training, software, hardware, etc. Please provide a cost estimate with a breakdown of anticipated costs for this project, listing staffing, training, equipment, licenses, construction, and any other costs needed to complete the project.

6. The total amount of the grant will be presented to the recipient in one payment as reimbursement for monies spent. Only completed projects will qualify for reimbursement.

7. Beginning and estimated completion date of project must be provided.

8. SCCCA Executive Board maintains the authority to audit, at any time, a project which receives grant fund approval.

9. Grant funds must be requested within one year of the date of notification of the grant award. If not requested by the deadline, the applicant forfeits the grant award, no exceptions.

10. Only one grant may be awarded to an eligible city per SCCCA fiscal year, although cities may submit multiple grant applications per fiscal year.

11. A report on the completed project shall be submitted to the SCCCA Board in care of the Chairperson upon completion of the project.


SOUTHERN CALIFORNIA CITY CLERKS ASSOCIATION SCHOLARSHIP PROGRAM RULES AND REGULATIONS


To establish an annual fund, criteria and procedures for the collection and award of scholarship applications to encourage members to pursue professional development through attendance at City Clerks Association of California (CCAC) and International Institute of Municipal Clerks (IIMC) recognized educational programs.

SCHOLARSHIP OPPORTUNITIES

Southern California City Clerks Association (SCCCA) determines available scholarships and the award amounts at the beginning of each business year (see Exhibit 1). Scholarships can be offered for the following conferences, trainings and meetings:

• Technical Track for Clerks (TTC)

• Leadership Track for Clerks (LTC)

• Master Municipal Clerk Academy (MMCA)

• League of California Cities (LOCC) New Law & Elections Seminar

• Nuts & Bolts held in the Southern or Central Division

• CCAC Annual Conference/Academy Session

• SCCCA General Meetings

GENERAL SCHOLARSHIP CRITERIA

1. Applicant must be a paid member of CCAC for at least one year at the time of application and a member of SCCCA at the time of attendance at the training session. (Time and membership requirements waived for Nuts & Bolts.)

2. A limit of one scholarship per person per fiscal year will be awarded unless uncommitted monies remain for such requested second scholarship. (Nuts & Bolts excluded.)

3. If an awardee is unable to attend the training for which the scholarship was granted he/she must alert the SCCCA Scholarship Committee Chair and the funds will be deferred to the next round of scholarships.

4. SCCCA will reimburse scholarship money to the awardee after confirmation of attendance based on attendee roster from the program organizer within ninety days after the program.


TTC/LTC/MMCA Institutes

CRITERIA

1. Scholarships will be awarded based on the highest total number of points compiled, based upon the point structure established by CCAC.

2. Denial of a state level scholarship disqualifies an application for consideration at the Division level except when the Division receives fewer applications in a cycle than scholarships available and the application would have otherwise qualified for a Division scholarship (i.e. someone who received a state scholarship in the previous cycle but not a Division award), then that applicant may receive a Division award.

3. Applicant must have attained a minimum of 30 points. If there is a tie in total points, tie breaker factors will include the length of CCAC membership, seniority of position held, and professional organization activity.

Southern and Central Division Nuts and Bolts

CRITERIA

1. Scholarships will be awarded based on a random lottery of all qualified applicants.

2. Scholarships will not be awarded to applicants that have obtained their CMC certification.

SCCCA General Meetings

CRITERIA

1. Two (2) SCCCA General Meeting registration vouchers will be raffled during each SCCCA General Meeting.

LOCC New Law & Elections Seminar

CRITERIA

1. Scholarships will be awarded based on the highest total number of points compiled, based upon the point structure established by SCCCA.

2. If there is a tie in total points, preference will be given to applicants who are pursuing their Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) certification, who have previously attended the training the least, and seniority in the profession. (Tie breakers will be conducted by process of elimination.)

CCAC Annual Conference/Academy Session

CRITERIA

1. Scholarships will be awarded based on the highest total number of points compiled, based upon the point structure established by SCCCA.

2. If there is a tie in total points, preference will be given to applicants who are pursuing their Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) certification, who have previously attended the training the least, and seniority in the profession. (Tie breakers will be conducted by process of elimination.)


SCCCA POINT STRUCTURE

LOCC New Law & Elections Seminar and CCAC Annual Conference/Academy Session scholarships will be awarded based on the total number of points as follows:

Seniority of Position

35 Points City/Authority/District Clerk*.

*Deputy or Assistant City Clerks serving under a City Manager with the title of City Clerk.

*Deputy or Assistant City Clerks serving under an Elected City Clerk with no administrative duties.

25 Points Deputy or Assistant City Clerk.

20 Points Any position other than above.

Educational Training Budget

10 Points Has no budgeted monies for education within the fiscal year.

LOCC New Law & Elections Seminar or CCAC Conference/Academy Session Attendance

10 Points Never attended a LOCC New Law & Elections Seminar or CCAC Conference/Academy Session.

5 Points Only attended one LOCC New Law & Elections Seminar or CCAC Conference/Academy Session.

*Points will be automatically adjusted to reflect the CCAC Seniority of Position point structure.

PROCEDURES:

1. The CCAC Professional Development Director collects scholarship applications in November (for the March and June TTC sessions) and in June (for the August LTC and September TTC sessions) each year.

2. After review, CCAC forwards the Southern Division applications to the SCCCA Scholarship Committee Chair for consideration.

3. The SCCCA Scholarship Committee Chair collects scholarship applications during the first week of August for Nuts & Bolts and LOCC New Law & Elections Seminar and the first week of March for the CCAC Annual Conference/Academy Session.

4. The SCCCA Scholarship Committee Chair reviews the scholarships, ranks applications and recommends Board approval of the highest ranking applications at the earliest scheduled SCCCA board meeting (or by email vote if needed in a timely fashion).

5. After Board approval, the Scholarship Committee Chair sends scholarship award/denials to applicants.

6. Upon verification of submitted proof of participation by awardee, the SCCCA Scholarship Committee Chair will direct the SCCCA Treasurer to reimburse the awardee.


SOUTHERN CALIFORNIA CITY CLERKS ASSOCIATION SPONSORSHIP PROGRAM RULES AND REGULATIONS


To establish rules and regulations for the selection and retention of venders to sponsor SCCCA General Membership meetings.

IDENTIFICATION OF VENDERS

The Executive Committee shall assist the Second Vice-Chair in identifying venders to sponsor SCCCA General Membership meetings. The Second Vice-Chair shall negotiate and coordinate sponsorship opportunities with the vender.

SPONSORSHIPS LEVELS

• For a minimum sponsorship fee of $500, SCCCA shall offer a table, company introduction, and publish the company logo on the meeting notice and agenda.

• For a minimum sponsorship fee of $1,000, SCCCA shall provide a 15-minute presentation opportunity during the luncheon, table, company introduction, and publish the company logo on the meeting notice and agenda.

The Second Vice-Chair may negotiate lower sponsorship fees with the concurrence of the SCCCA Chair.

LIMITATIONS

A maximum of one (1) 15-min presentation will be permitted per meeting.

A maximum of three (3) booths will be permitted per meeting.

LOCATION OF BOOTHS

Booths shall be located in the rear of the facility and members will be encouraged to visit vender booths during the break, lunch and before and after the meeting.

SELECTION OF VENDERS

Venders will be selected on a first-come, first-serve basis and venders must produce products or services related to City Clerk operations.

COMPETITIVE VENDERS

The SCCCA Chair at the request of a vender may exclude competing venders from attending the same meeting.


INVOICE AND PAYMENT

Invoices shall be prepared by Treasurer and venders shall submit payment by check to the Treasurer promptly after making a reservation.

If multiple meeting dates are reserved then vender shall submit payment for only the upcoming meeting. Following conclusion of said meeting, vender shall determine whether to submit payment for the next reservation and promptly submit such payment.

CANCELLATION

All requests for cancellation must be received three (3) weeks prior to meeting date for full refund. If notice is received after the deadline, vender may reschedule its reservation for the next available meeting, but will remain ineligible for refund.


SOUTHERN CALIFORNIA CITY CLERKS ASSOCIATION TRAVEL REIMBURSEMENT RULES AND REGULATIONS


To establish procedures for the Executive Committee when traveling to attend business meetings as required to fulfill their duties and responsibilities.

REIMBURSEMENTS

Travel expense reimbursements are applicable for travel to and from for CCAC, SCCCA or LOCC scheduled meetings/events, as follows:

• To cover expenses for ½ of hotel cost when it is necessary for Executive Board Members to stay overnight prior to a Division meeting. Sharing a room with another board member is encouraged (Board meeting of 1/19/07). If Board members share a room, 100% of the room may be reimbursed. Division meeting must be located at least 50 miles away from home in order to qualify for reimbursement.

• To cover 100% of IRS Standard Mileage Rate for Executive Board Members to attend Division meetings. ONLY cost of hotel OR mileage may be reimbursed but NOT both.

• To cover expenses for the Chair to attend the annual League of California Cities Conference for participation in the CCAC Executive Board Inauguration and meeting or the CCAC Annual Conference, of up to $1,000.00.

• To cover SCCCA General Membership Meeting registration fees for Board Members whose cities do not pay for such expenses.

• All travel expense requests submitted for reimbursement must have a receipt. No reimbursement will be approved without a receipt, without the approval of a majority of the Executive Board.


SOUTHERN CALIFORNIA CITY CLERKS ASSOCIATION RECOGNITION PROGRAM RULES AND REGULATIONS


To establish an expanded recognition program and nominating procedure to annually recognize a City Clerk, Deputy City Clerk, and Support Staff Member from the Southern Division.

NOMINATIONS

Annually, the Awards and Recognition Director shall solicit and accept nominations from the Southern Division membership for City Clerk of the Year, Deputy City Clerk of the Year, and Support Staff Member of the Year. Information on the recognition program and nomination form will be sent via email to all members February 1st of each year with the nomination deadline of March 1st.

Nomination forms sent by email, fax or regular mail will be received by the Awards and Recognition Director. A Recognition Committee consisting of SCCCA Board members shall be established to review all nomination applications and the Committee shall then forward award recipient recommendations to the Chair.

PROGRAM CRITERIA

The criteria to be used to determine award recipients shall be as follows:

1. SCCCA member at least one year.

2. Development of programs/ideas that provided cost savings/time savings/etc. to their organization.

3. Contribution(s) to City Clerk organization(s).

4. Volunteer service provided to their community.

5. Volunteer service provided to others outside of their community.

6. Continuing education in their field.

7. Mentoring of fellow Clerks and/or support staff.

8. Demonstrating/promoting their city vision.

Award recipients will be presented with a framed Certificate of Recognition at their City Council meeting (unless they prefer not to) and will also be recognized at the quarterly SCCCA meeting held in March. The recipient of the City Clerk of the Year award will be forwarded to the CCAC Board for nomination as the CCAC City Clerk of the Year.


SOUTHERN CALIFORNIA CITY CLERKS ASSOCIATION RECOGNITION NOMINATION FORM

(Please submit by xxxxxx)

Name of Nominee: _____________________________________________________________________

Position/City:__________________________________________________________________________

Nominated For: (please submit separate forms if nominating more than one person and/or one or more categories)

City Clerk of the Year Support Staff Member of the Year

Deputy City Clerk of the Year

Please explain why you believe the nominee should receive the award. (Be as specific as possible and attach any additional information to support your nomination.)

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Contact information on individual submitting nomination (Name/Title/Organization):

_____________________________________________________________________________________

Submit completed form by mail, fax or email to:

Denise Basham, City Clerk City of Cypress

5275 Orange Avenue Cypress, California 90630

(714) 229-6683 (714) 229-6682 (Fax)

[email protected]

mailto:[email protected]


SOUTHERN CALIFORNIA CITY CLERKS ASSOCIATION FISCAL RULES AND REGULATIONS


To establish procedures for the SCCCA Treasury to implement best practices for the record keeping and fiscal management of registration, raffle and membership funds.

AVAILABILITY FOR REVIEW

All accounting records must be regularly upheld so as to be open and available for periodic review by the CCAC or SCCCA Board of Directors. All records are to be maintained by the Treasurer on a portable device and readily accessible at all General Membership Meetings.

DELEGATION OF RESPONSIBILITIES

1. The Treasurer shall delegate responsibilities between the Treasurer and Deputy Treasurer (1st Vice Chair) for the following:

a. Maintenance of checks.

b. Reconciliation of accounts.

c. Review of reconciliations.

2. The Chair shall provide oversight relative to the operations and reconciliation of the Treasury.

BANK ACCOUNT

Cash Disbursements

1. There shall always be three authorized signers on the Treasury’s bank account. The three positions with signing authority shall be the Chair, the Treasurer and the Deputy Treasurer.

2. Every check must have two signatures.

3. The Treasurer shall verify appropriate supporting documentation (purchase order, receiving report, vendor invoice) before authorizing release of checks.

4. Checks shall be properly maintained as follows:

a. Unused checks shall be stored properly in a vault or safe.

b. Checks shall be pre-numbered.

c. Cancelled checks must be backed up by appropriate supporting documentation.

d. Voided checks must be retained and accounted.

5. The Treasurer shall enroll in paperless bank statements and the Chair, Treasurer and Deputy Treasurer shall have access to the online bank account.


a. The Treasurer shall be in charge of printing out monthly bank statements and maintaining the file.

6. Debit card transactions are strictly prohibited.

7. Cash withdrawals are prohibited unless expressly authorized by a vote of the Executive Board. The Treasurer is to file any withdrawal receipts with accompanying supporting documentation.

Investments

At the end of the fiscal year, the Treasurer shall transfer 10% of the overall remaining balance into the savings account. This savings account shall be considered as the Association’s reserves.

Bank Account Reconciliations

Bank reconciliations shall be prepared by and signed off in accordance with the delegation of duties.

GENERAL MEMBERSHIP MEETINGS

Registration

1. The Treasurer shall be in charge of collecting all registration revenue. All registration revenue shall be deposited in the Association’s bank account within seven business days of receipt.

2. Immediately following each General Membership Meeting, the Treasurer, Deputy Treasurer and 2nd Vice Chair are to reconcile registration revenue with registration list.

3. The 2nd Vice Chair shall prepare a SCCCA General Meeting reconciliation report to present to the Executive Board at every regularly scheduled Executive Board Meeting.

Meeting Expenditures

Checks to vendors, speakers, etc. should be made out at the General Membership Meeting whenever possible and only after proper documentation is provided.

Raffle

1. The Deputy Treasurer and/or designee(s) shall be responsible for providing raffle tickets and collecting all raffle revenue. Board Members may assist in the sale of raffle tickets.

2. The Deputy Treasurer and Chair shall tally the raffle revenue and provide the Treasurer with a written receipt.

Vendor Sponsorship

1. Cost of SCCCA general meeting meals to vendors should be deducted from the total donation from vendor.

2. Vendor donation checks shall be deposited into the Association’s bank account within seven business days of receipt.


MEMBERSHIP FEES

1. The Treasurer shall accept membership fee revenue from the CCAC Treasurer and deposit the funds into the Association’s bank account within seven days of receipt.

2. The Treasurer shall prepare a report detailing the number of members and the total amount of funds deposited for the current and previous year. This report shall be submitted to the Executive Board at a regular meeting immediately following the deposit of funds.

ADMINISTRATION EXPENDITURES

1. All requests for reimbursement from the Association shall be accompanied with appropriate supporting documentation.

2. All expenses approved during the affected budget year shall be accompanied with appropriate supporting documentation.

3. All complimentary meals shall be accounted for in the ASSOCIATION’S yearly budget.

AUDIT COMMITTEE

The Chair shall provide a copy of these Fiscal Rules and Regulations to the Audit Committee in advance of the committee’s preparation of their annual audit.

BUDGET

The Treasurer shall prepare and present an annual Treasurer’s Report and a budget for the new Fiscal Year for Board review at the June meeting.


PAST SCCCA CHAIRS 1962-63 Mary Lewis, Bellflower 1963-64 William Longly, Alhambra 1964-65 Harold Campbell, Lynwood 1965-66 Mary Lewis, Bellflower 1966-67 Monty Wilson, Los Angeles 1967-68 Gwen Wisner, Garden Grove 1968-69 Jack Walters, Glendale 1969-70 Anna Martin, La Mirada 1970-71 Paul Jones, Huntington Beach 1971-72 Faye Myers-Dastrup, Ontario 1972-73 Jimmy Frost, Rialto 1973-74 Dean Claar, Azusa 1974-75 Harriet Jenkins, Pasadena 1975-76 Dorothy Outwater, Alhambra 1976-77 Rex Layton, Los Angeles 1977-78 Jody Weir, Seal Beach 1978-79 Doreen “Dee” Carpenter, Upland 1979-80 Robert Shand, Downey 1980-81 Valerie Burrowes, El Segundo 1981-82 Pamela Swift, Pasadena 1082-83 Joann Jelly, Santa Monica 1983-84 Diedre Lingenfelter, Corona 1984-85 Mary Ann Hanover, San Juan Capistrano 1985-86 Gertrude “Trudy” Hill, Whittier 1986-87 Myrna Erway, San Clemente 1987-88 Barbara Kam, San Buenaventura 1988-89 Barbara Bishop Smith, Oceanside 1989-90 Linda Gair, Baldwin Park 1990-91 Marilyn Jensen, Orange 1991-92 Dianna Higdon, Norco 1992-93 Stacey MacDonald, Santa Paula 1993-94 Marilyn Thiel, Camarillo 1994-95 Sheryll Schroeder, Upland 1995-96 Frances Moore, Alhambra 1996-97 June Greek, Temecula 1997-98 Myrna Erway, San Clemente 1998-99 Robin Parker, Calabasas 1999-00 Mary Wirtes, Ontario 2000-01 Sue Herbers, Torrance 2001-02 Cynthia Trujillo, San Gabriel 2002-03 Kay Vinson, Murrieta 2003-04 Debbie Lee, Laguna Niguel 2004-05 Susan Bigelow, Chula Vista 2005-06 Marie Macias, Pomona 2006-07 Susan Jones, Temecula 2007-08 Stephanie Mendenhall, Upland 2008-09 Pat Hammers, Cathedral 2009-10 Joan Flynn, Huntington Beach 2010-11 Juana Laur, Laguna Niguel 2011-12 Susan A. Ramos, Aliso Viejo

2012-13 Peggy Johns, Laguna Hills 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25

CCACStateScholarships

1/18

95.62% 131

4.38% 6

Q1Scholarshipsarecurrentlyawardedupto33%ofthetotalregistrationcost.IftheCCACScholarshipPolicywasmodifiedfrom33%upto100%oftheregistration

cost,wouldyourattendanceataninstitutebeapprovedbyyourAgency?

Answered:137 Skipped:0

Total 137

Yes

No

0% 20% 40% 60% 80% 100%

AnswerChoices Responses

Yes

No


2/18

86.13% 118

13.87% 19

Q2Ifyouareabletoreceiveascholarshipfor100%registrationcost,wouldyour

Agencybeabletofundtheadditionalcostsassociatedwithattendingtheinstitute

training(travel,hotel,etc.)?Answered:137 Skipped:0

Total 137

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


3/18

42.34% 58

57.66% 79

Q3Doesyouragencyprovidefullfundingtoattendinstitutetraining?


Total 137

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


4/18

67.15% 92

32.85% 45

Q4Doesyouragencyprovidepartialfundingtoattendinstitutetraining?


Total 137

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


5/18

59.85% 82

40.15% 55

Q5Wouldyouconsiderutilizingaretiredclerktocoveryourofficewhileattendinginstitutetrainingifsomeonewasavailable

atnochargetoyouragency?Answered:137 Skipped:0

Total 137

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


6/18

16.06% 22

17.52% 24

66.42% 91

Q6Wouldyouragencyallowtheuseofaretiredclerktocoveryourofficewhile

attendinginstitutetrainingifsomeonewasavailableatnocosttoyouragency?


Total 137

Yes

No

NotSure

0% 20% 40% 60% 80% 100%


Yes

No

NotSure


7/18

27.74% 38

12.41% 17

8.76% 12

0.73% 1

28.47% 39

21.90% 30

Q7WhatinhibitsyoufromapplyingforanInstituteScholarship?


Total 137

LackofFunding

Lackoftime

Lackofcov erage

Lackofinterest

Nothing

Other(pleasespecify)

0% 20% 40% 60% 80% 100%


LackofFunding

Lackoftime

Lackofcoverage

Lackofinterest

Nothing

Other(pleasespecify)


8/18

96.99% 129

3.01% 4

Q8UnderthisProgram,alimitofonescholarshipperpersonperfiscalyear,nottoexceed$300,isawarded.IftheCCAC

AlternativeScholarshipPolicywasmodifiedtocover100%oftheregistrationcost,wouldyourattendancebeapproved

byyourAgency?Answered:133 Skipped:4

Total 133

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


9/18

87.22% 116

12.78% 17

Q9Ifyouareabletoreceiveascholarshipfor100%registrationcost,wouldyour

Agencybeabletofundtheadditionalcostsassociatedwithattendingtheinstitute

training(travel,hotel,etc.)?Answered:133 Skipped:4

Total 133

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


10/18

51.13% 68

48.87% 65

Q10Doesyouragencyprovidefullfundingfortraining?


Total 133

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


11/18

81.20% 108

18.80% 25

Q11IstheAlternativeScholarshipProgrameffective?Ifnot,howcanitbe

administereddifferently?Answered:133 Skipped:4

Total 133

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


12/18

60.90% 81

39.10% 52

Q12Ifavailable,wouldyouconsiderutilizingaretiredclerktocoveryouroffice

whileattendinganyoftheeducationalofferingscoveredundertheAlternativeScholarshipProgramifsomeonewasavailableatnocosttoyouragency?


Total 133

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


13/18

15.79% 21

17.29% 23

66.92% 89

Q13Ifavailable,wouldyouragencyallowtheuseofaretiredclerktocoveryour

officewhileattendingeducationalworkshops,seminarsorconferences

coveredundertheAlternativeScholarshipProgramifsomeonewasavailableatno

costtoyouragency?Answered:133 Skipped:4

Total 133

Yes

No

NotSure

0% 20% 40% 60% 80% 100%


Yes

No

NotSure


14/18

46.88% 60

15.63% 20

37.50% 48

Q14DoyouhaveyourCMC?Ifso,willyoubepursuingyourMMC?


Total 128

Yes,andIw illbe...

Yes,andIw illnotbe...

No

0% 20% 40% 60% 80% 100%


Yes,andIwil l bepursuingmyMMC.

Yes,andIwil l notbepursuingmyMMC.

No


15/18

31.25% 40

68.75% 88

Q15DoesyourAgencyrequireaCMC?Answered:128 Skipped:9

Total 128

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


16/18

27.78% 30

37.04% 40

35.19% 38

Q16ContinuingeducationisvitaltotheCityClerkprofession.Whatwouldittaketo

allowyoutosuccessfullypursueyourprofessionaldesignationand/orhigher

education?Answered:108 Skipped:29

Total 108

Continuanceofscholarships...

Fewerscholarships...

Scholarshipsthatinclude...

0% 20% 40% 60% 80% 100%


Continuanceofscholarshipsatcurrentamounts

Fewerscholarshipsatlarger/fullamounts

Scholarshipsthatinc ludedbothregistrationandtravelcosts(hotel,transportation,etc.)


17/18

14.06% 18

85.94% 110

Q17Doyouhaveanygeneralcomments/suggestionsregardingthe

InstituteorAlternativeScholarshipProgramsthatyouwouldlikeconsidered?


Total 128

Yes

No

0% 20% 40% 60% 80% 100%


Yes

No


18/18

100% 54

100% 54

100% 54

0% 0

0% 0

0% 0

0% 0

0% 0

100% 54

90.74% 49

Q18YourContactInformationAnswered:54 Skipped:83


Name:

Agency:

Title:

Address2:

City/Town:

State:

ZIP:

Country:

EmailAddress:

PhoneNumber:

COMMENTS RECEIVED TO 2014 SCHOLARSHIP SURVEY

Institute Scholarship Program:

Question 7 – What inhibits you from applying for an Institute Scholarship?

• Lack of funding and lack of funding to join CCAC for a scholarship • Don’t think would receive a scholarship • Tired of seeing the same people getting the scholarships all the time! • Already an MMC – feel the scholarships should be reserved for those working on CMC or MMC • Lack of funding, time and coverage • I am able to budget some money for training; depending on which trainings I am able to attend,

would determine if the agency can pay for it all or just a portion. The budget wouldn’t cover the annual conf as our training budget has been significantly reduced. I am unable to attend multiple day conferences due to lack of professional “Clerk Coverage” at our council meetings; your conf & IIMC’s seem to always be the week that I have a council meeting. I don’t know if my CM and Council would be comfortable with a retired clerk attending the meeting or not as the retired Clerk may not have stayed up-to-date with laws and further, the retired Clerk being unfamiliar with our process and nuisances of a meeting may make the council and manager uncomfortable. What about offering the classes/trainings throughout the year (one a month instead of 12 during the 3 days of a conference) via webinar thus saving cities expenses of hotel, travel, food, internet access, etc? I know meeting with other Clerk’s is important, but if I am unable to attend then I am not getting the one-on-one with other Clerks, nor I am also not getting the training. (Central Division member)

• My agency funds my training. I leave the scholarship funds to others who need it • Lack of coverage in office (especially if the institute is scheduled for my agenda week) • Distance to the training/lack of funding/short staffing levels require training during off council

times only • If the scholarship only covers 30% of the cost, there is no point in my applying, as my agency is

hesitant to pay the rest • CEPO is great-but the course work was not practical • Opportunity for training is for new staff, they have priority over tenured staff • I feel other cities may benefit from the scholarship more • Lack of funding, time and coverage may be non-issue if TTC courses were offered in NorCal • The City is in a place where it can afford to end me to the training I request • 1 year minimum membership requirement • First time attendees and new clerks get preference

Alternative Scholarship Program:

Question 11 – Is the Alternative Scholarship Program effective? If not, how can it be administered differently?

• We always appreciate getting some funding back, put to future training dates • Some of them are. They need to be relevant to experience as well as new clerks • 100% of all costs associated with conference • With the demand for training, especially those trying to obtain the CMC, or MMC, $300 for one

program doesn’t go very far, especially when you need to attend 3-4 day events yearly • Only individuals that have significant training funds and backup support can utilize the

scholarships (a small percentage of all CCAC members) • Any mechanism to provide more opportunities for Clerks to learn is effective • Allow new clerks/clerks-in-training to apply (need the training ASAP but don’t meet the

membership requirement) • Not enough of the costs are covered for those of us who do not have funding to attend • It is hard to understand the difference between the Alternative Program and regular • Only if it is local (San Diego) with no additional costs, i.e., hotel, travel, etc. • Not familiar with program • I wouldn’t know if it’s effective or not. I do know that it is confusing to most Clerks, since we

don’t tend to differentiate between the two types • Perhaps have a 3rd party, who is not chummy with some clerks decide who receives the award;

sometimes it seems it is “who you know” • Should be expanded to allow CMC and MMC to apply. Once we have these designations, it is

harder to justify funding to attend these important events • Covering the full costs would help a lot • Larger amount of funding • The timing of application deadlines is tricky and deadlines are sometimes easy to miss,

particularly if you have to apply before you even know whether you can attend • I have not used the program so would be unable to say if it is effective or not • Answered no to full funding because we are only allotted so many dollars and scholarships allow

us to stretch those dollars • Fully fund the training opportunities. A lot of individuals are funding their own training, limiting

opportunities

GENERAL QUESTIONS:

Question 16 – Continuing education is vital to the City Clerk profession. What would it take to allow you to successfully pursue your professional designation and/or higher education?

• Re-evaluate the criteria – ie – established clerks get same consideration for scholarships • Available scholarships for membership and then for full program • Ability to attend CEPO without leaving my pre-school age daughter at home for a week or more

Athenian Dialogues in Southern CA (Southern Division Member) • Continuance of scholarships at larger/full amounts • It would be great to have a scholarship cover the entire cost of attending a conference, but then

someone else might not be able to attend because they were not offered any financial assistance at all

• Scholarships for MMC to continue the oath we took to pursue continuing education. With designation, city not as inclined to provide funding

• Does not have an area for those who already have their MMC. But, in general, those who are MOST in need of scholarships are those with small offices, non-dept. head status and limited budget. Providing a half-scholarship does not help in this context so fewer, better scholarships would be better to help those most in need

• If there are fewer scholarships at larger amounts, it doesn’t provide more of an opportunity to be awarded a scholarship

• Menu alternatives for special training – such as in-depth paralegal, or HR or IT specific offerings • Question 1 does not have an area for those who already have their MMC. But, in general, those

who are MOST in need of scholarships are those with small offices, non-dept. head status and limited budget. Providing a half-scholarship does not help in this context so fewer, better scholarships would be better to help those most in need (Northern Division member)

• I’ve always pursued these things on my own volition. Funding assistance is always nice, but necessarily needed

• More training in the SF Bay Area to avoid hotel & high transportation costs • The amount of points awarded for attendance at institutes/educational sessions should be

increased, so that professional designations are much more reachable and affordable

Question 17 – Do you have any general comments/suggestions regarding the Institute or Alternative Scholarship Programs that you would like considered?

• Expand the allowed uses, consider qualifying other industries programs for use, even basics like scholarships as Notary Publics – help City Clerks take care of the business they have at hand, and they will likely appreciate the help to cover the basics, and then consider the CCAC/IIMC programming

• I like the idea of scholarships covering the entire cost of registration

• The more funding that can be put to the division level the better. More efficient and better relationship with members (Northern Division member)

• Scholarships for MMCs to fulfill oath to continue education to ensure CA Clerks keep up on new laws and regulations

• It’s great that you are asking the membership, and I hope the feedback you receive helps more Clerks avail of scholarship opportunities and training

• I think the current process is appropriate and provides the greatest opportunity to the greatest number of people. My only suggestion is to find a way of consolidating applications with the scholarship awarded by divisions (Southern Division member)

• I have my MMC. Appreciated the survey questions and the scholarships provided. Thank you • Perhaps have an alternative program to supplement Clerks that already have their CMC/MMC

but need help with financing attendance • Some of the survey questions do not apply to those who have already achieved MMC status

(Southern Division member) • For me, funding is never guaranteed for any conferences, and has been reduced every year for

many years. Seldom will be able to attend training and conference due to that • I am a scholarship recipient and pleased with the process (Northern Division member) • I think it is important that an agency share the cost of training their employees, so that

scholarship funds can be provided to more people • Need more money to give more clerks the opportunity to receive a scholarship; provide more

items for purchase at the CCAC store • More fund raising events to allow for more money to go towards full scholarships (Northern

Division member) • Offering the TTC modules more frequently so it doesn’t take so long to complete the series • If CCAC would simply offer online learning opportunities, then the CMC designation would be

much more accessible to Clerks throughout the State. As it stands, with travel, hotel accommodations, and registration fees costing so much, there is no amount of scholarship that would cover all the expenses. A college degree can be earned online, why can’t a CMC be earned online? (Northern Division member)

1

Wimberly, Margaret

From: Nanci Lima <[email protected]>Sent: Tuesday, April 01, 2014 2:02 PMTo: Wimberly, MargaretSubject: FW: Bylaw Amendments - April meeting

Categories: Red Category

Nanci C. O. Lima, MMC Chowchilla City Clerk President CCAC and LOCC City Clerks Dept. 130 S. Second Street Chowchilla, CA 93610 559-665-8615 x 102 559-665-7418 Fax “Life is short! Whatever in life is dessert to you, check it out first.”

From: Aguire, Elizabeth [mailto:[email protected]] Sent: Tuesday, April 01, 2014 1:54 PM To: Nanci Lima Cc: Settles, Donna Subject: RE: Bylaw Amendments - April meeting One change to the bylaws as follows: 7.2 NOMINATING COMMITTEE The newly installed President shall appoint the Nominating Committee, to consist of at least six three Voting Members, an equal number to be appointed from each Division, one of whom shall be designated by the President as the Chair. Please feel free to contact me if you have any questions.

Liz

Elizabeth Aguire-Haglund, MMC City Clerk/PIO City of Galt 380 Civic Drive Galt, CA 95632 (209) 366-7130 Fax: (209) 745-3373 [email protected]

2

From: Nanci Lima [mailto:[email protected]] Sent: Tuesday, April 01, 2014 1:41 PM To: [email protected]; Aguire, Elizabeth Subject: Bylaw Amendments ‐ April meeting This is the last call for bylaw amendments and the OW article that goes with them to be sent to Margaret Wimberly. Thank you,

Nanci C. O. Lima, MMC Chowchilla City Clerk President CCAC and LOCC City Clerks Dept. 130 S. Second Street Chowchilla, CA 93610 559-665-8615 x 102 559-665-7418 Fax “Life is short! Whatever in life is dessert to you, check it out first.”

CITY CLERKS ASSOCIATION OF CALIFORNIA EXECUTIVE …thoroughness of the questions and felt the...

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Transcript of CITY CLERKS ASSOCIATION OF CALIFORNIA EXECUTIVE …thoroughness of the questions and felt the...