Policies and Procedures...2014/11/11 · Executive Board, the Divisions, and the membership on its...

City Clerks Association of California 2014-2015 Board Manual

Policies and Procedures

CITY CLERKS ASSOCIATION OF CALIFORNIA

EXECUTIVE BOARD POLICIES REVISED APRIL 2013

TITLE PAGE

101 POLICY AND PROCEDURE ADMINISTRATION ........................................................................... 2 102 EXECUTIVE BOARD RULES AND REGULATIONS ....................................................................... 5 103 BYLAW AMENDMENT ............................................................................................................ 11 104 FINANCE AND INVESTMENT POLICIES ................................................................................... 14 105 EXPENSE REIMBURSEMENTS FOR MEETINGS AND TRAVEL .................................................. 37 106 DUES STRUCTURE................................................................................................................... 42 107 ANNUAL CONFERENCE ........................................................................................................... 44 108 ELECTIONS AND NOMINATIONS ............................................................................................ 46 109 COMMITTEES ......................................................................................................................... 51 110 VOLUNTEERS .......................................................................................................................... 54 111 SCHOLARSHIPS ....................................................................................................................... 58 112 COMMUNICATIONS ............................................................................................................... 83 113 RECORDS MANAGEMENT ...................................................................................................... 91 114 MMC RECOGNITION .............................................................................................................. 97 115 IIMC RELATIONSHIP ............................................................................................................... 99 116 MENTORING POLICY …………………………………………………………………………………………………………………….102 APPENDIX 1 – NORTHERN DIVISION CONSOLIDATED POLICIES .................................................. NA APPENDIX 2 – CENTRAL DIVISION CONSOLIDATED POLICIES ..................................................... 108 APPENDIX 3 – SOUTHERN DIVISION CONSOLIDATED POLICIES.................................................. 121

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CCAC BOARD POLICIES

Title POLICY AND PROCEDURE ADMINISTRATION

Number 101

Dates Adopted: 04/26/2013 Revised: N/A

1. POLICY STATEMENT AND PURPOSE

It is the policy of the City Clerks Association of California (CCAC or Association) to organize itself in an effective structure to efficiently serve its membership by providing clear guidance to the CCAC Executive Board, the Divisions, and the membership on its adopted rules and procedures. This policy provides guidelines for the format, responsibility, and dissemination of policy and procedure documents (Policies) used to meet this goal.

2. SCOPE

The adopted policies of CCAC are a supplement to the City Clerks Association of California Bylaws and pertain to the Association as a whole. Note that these CCAC policies may differ from the policies used by the League of California Cities City Clerk Department Bylaws although members may belong to both organizations and have dual responsibilities.

3. RESPONSIBILITY

The CCAC Executive Board (Board) is responsible for adopting or revising any policy and procedure deemed important to assist the Association in conducting its business. The CCAC Recording Secretary is charged with the responsibility of numbering, maintaining, and cataloging the documents. The Communications Director is charged with keeping the current version of policies and procedures available on the CCAC website. It is the duty of all of the officers of the Board to ensure that all policies are relevant and kept current.

4. BACKGROUND

The Board last reviewed its policies and adopted changes in June 2011. As part of the 2012 Sustainable CCAC Project separate policies maintained by the Divisions were selected to be folded into the CCAC’s policies in order to create a one source policy document to better serve the whole Association with greater consistency. This effort resulted in a comprehensive overhaul of how all policy documents were formatted and maintained, thereby resulting in this policy.

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5. PROCEDURE 5.1 Policy and Procedure - Creation, Revision and Deletion

New policies, revisions to policies, and the act of rescinding a policy may be suggested by any Association member for the Board to review and act upon. Typically, a committee consisting of Board officers and Association members is convened to review and write the new or revised policy for presentation to the Board. Board officers assigned to the committee ensure the item is agendized for Board consideration and are responsible for making the presentation at a Board meeting. The Board reviews and directs any changes and votes for adoption. Once adopted, the policy will be codified and placed on the Association website. Policies may be rescinded by a majority vote of the Board. It is suggested that policies are comprehensively reviewed annually or bi-annually in their entirety.

5.2 Document Format

Attached is a template detailing the standard Policy and Procedure document format. Some sections are optional depending on the topic; but some sections are required. Each policy shall begin with a policy purpose statement and scope detailing who the policy affects.

6. POLICY HISTORY

This policy was initially adopted by the Board of Directors on April 26, 2013.

7. X-REF Attachment – CCAC Policy & Procedure Template

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CCAC BOARD POLICIES

Title TITLE GOES HERE (may not start with guidelines or procedure for …)

Number <Secretary will assign>

Dates Adopted: __/__/__ Revised: __/__/__


It is the policy of the City Clerks Association of California (CCAC) to … This policy provides guidelines to … (required)

2. SCOPE

This policy shall apply to … (required) 3. DEFNIITIONS

Insert definitions here (if needed)

4. RESPONSIBILITY

Insert who is responsible for what (if applicable).

5. BACKGROUND

Insert background information (if needed)

6. PROCEDURE

Follow standard format with as many sections as needed (required)

6.1 Section outline style

(a) Alpha identify subsection within a section 6.2 Sample second subsection

7. POLICY HISTORY (required)

8. X-REF (if applicable) Attachment – (if needed)

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CCAC BOARD POLICIES

Title EXECUTIVE BOARD RULES AND REGULATIONS

Number 102



It is the policy of the City Clerks Association of California (CCAC or Association) to ensure that elected and appointed board members understand their roles, and have documented rules and procedures in place to be effective leaders and ensure the smooth running of the Association’s business and objectives. This policy and procedures document (Policy) provides guidelines on the Board’s organization, how it conducts its business, and on officer roles and responsibilities.

2. SCOPE

This Policy is pertinent to the officers of the CCAC Executive Board. 3. DEFINITIONS

Board Member – Officer of the CCAC Executive Board, used interchangeably with Board member

4. RESPONSIBILITY

Board members are expected to assume a number of responsibilities and duties. These

responsibilities and duties are divided among officers as follows: Note that additional duties and

specific tasks for each position are outlined in the job description for each officer (Attachment 1).

4.1 President

The President shall 1) plan, organize and direct the work program for the Board; 2) preside at all meetings; and 3) appoint members of the Audit Committee, Nominating Committee and Special Committees. The President shall be an ex-officio member of all Committees.

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4.2 First Vice-President

The First Vice-President shall perform the duties of the President in the President’s absence and shall act in an advisory capacity at all times. The First Vice-President shall serve as the Chair of the Program Committee and appoint all members. This officer will also be responsible for the CCAC Banner and Past President’s pins.

4.3 Second Vice-President

The Second Vice-President shall perform the duties of First Vice-President in the First Vice-President’s absence and shall act in an advisory capacity at all times. The Second Vice-President will select the site of the CCAC Annual Conference at which he/she shall preside. The Second Vice-President shall have primary responsibility for Membership and the Association Directory and report on Association activities at the Association Division meetings.

4.4 Recording Secretary

The Recording Secretary shall serve as the Historian and keep an accurate record of the proceedings of all meetings of the Association, the City Clerks’ Department of the League of California Cities, and of the Executive Board. The Recording Secretary shall preserve, in a permanent file, all records and letters of continuing value to the Association and its Officers, to be transferred to the successor at the expiration of the term. The Secretary shall maintain up-to-date copies of all Board Policies, as outlined in this Executive Board Policies and Procedures document, and provide the same for publication in the Association Directory. The Recording Secretary shall distribute a copy of the minutes of all meetings of the Executive Board to each member of such Executive Board. The Recording Secretary shall distribute, upon request, a copy of the minutes of Association meetings or Executive Board meetings to any member of the Association.

4.5 Communications Director

The Communications Director shall coordinate with the President, Legislative Director, Professional Development Director, and other appropriate individuals on the content of the communication. The Communications Director shall oversee the publications of the Association in alignment with the Association and Department mission statements. This includes responsibility for The Official World, including advertising. The Communications Director shall serve as the repository for Association supplies, including stationery, brochures, and certificate forms and folders, and official Association artwork needed for production. The Communications Director shall notify Members and other individuals of all Association meetings.

4.6 Legislative Director

The Legislative Director shall report regularly to the Association Executive Board and seek sponsorship and/or position statements regarding legislation from the Executive Board. The Legislative Director shall communicate through the First Vice-President of each Division to Division members regarding legislation and whether it is supported by the Executive Board. The Legislative Director shall serve as Chair of the Legislative Committee and shall appoint members of the committee in addition to the First Vice-Presidents of each Division. The Legislative Director shall serve as the League’s City Clerks Department representative on the League Board of Directors.

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4.7 Treasurer

The Treasurer shall have charge of all moneys and shall report thereon at each Executive Board meeting, at the League Annual Conference and at the Annual CCAC Conference. This includes collecting dues from all members. The Treasurer shall pay all bills upon written authorization of the President, such payments to be confirmed by the Executive Board at its next meeting after payment; keep an itemized record of all receipts and expenditures in a permanent file; and turn over all such books, records and papers to the successor after completion of the term of office, taking a listed receipt therefor. It shall be the duty of the Treasurer to complete and file the required Internal Revenue and Franchise Tax Board forms by the designated deadlines each year. The Treasurer shall be responsible for the State Association membership pins and the California pin and Handbook sales. The Treasurer shall be empowered to appoint any Voting Member as Deputy Treasurer, such appointment to be effective upon confirmation by the Executive Board of this Association. The duties of the Deputy Treasurer shall be as assigned by the Treasurer. In the absence of the Treasurer, the Deputy Treasurer shall assume all the rights and obligations of the Treasurer. The Treasurer and Deputy Treasurer shall be bonded in the minimum amount of one hundred thousand dollars ($100,000) each, the cost of said bonds to be paid by this Association. The Executive Board shall review this provision as needed and shall have the power to amend the amount of the bonds required. Although the incoming Treasurer shall be installed and shall assume office in accordance with the provisions in the Bylaws and explained in these Executive Board Policies, the books shall not be accepted by the incoming Treasurer until after completion of all accounting for the League Annual Conference has been made, and all outstanding bills paid.

4.8 Professional Development Director

The Professional Development Director shall serve as Chair of the Professional Development Committee and shall appoint members of the Committee. The Professional Development Director shall be responsible for matters pertaining to continuing education, certification and professional development programs sponsored by the Association and/or the International Institute of Municipal Clerks.

4.9 Trustees

The Trustees shall serve on the Committee, chaired by the Immediate Past President, to review and update the Association Bylaws at a minimum in each odd-numbered year and to review and update the Handbook at a minimum in each even-numbered year, and more often if deemed necessary by the Executive Board. The Trustees shall assume responsibility for monitoring City Clerks who are retiring, assisting the Second Vice-President with Membership, assisting the President with planning the CCAC Annual Conference, handling fundraising, and any other special assignments as directed by the President and/or the Executive Board. The Trustees also will assist with any other special assignments as directed by the President and/or the Executive Board.

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4.10 Division Chairs

The Chairs, representing their respective divisions, shall attend CCAC Board meetings, provide reports of division activities, serve as a link between the State Executive Board and the Division Boards, and in the event of a vacancy in the office of Trustee, select a division member to fill such vacancy.

4.11 Immediate Past President

The Immediate Past President shall receive applications for scholarships to the CCAC Annual Conference and award the three scholarships, one to each Division. The Immediate Past President also will coordinate the work of the Trustees in carrying out their duties to review and update the Association Bylaws at a minimum in each odd-numbered year and to review and update the Handbook at a minimum in each even-numbered year, and more often if deemed necessary by the Executive Board.

5. BACKGROUND

This policy was compiled from several separate policies as part of the Sustainable CCAC project in 2012.

6. RULES AND REGULATIONS

6.1 Executive Board Meetings

(a) Attendance: (new language added from Division policies)

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 President or Vice President 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

(b) Alternates:

The First Vice-President or Second Vice-President shall serve as the designated alternate for the President of the City Clerks’ Department, League of California Cities, if he/she is unable to attend the CCAC Executive Board meeting. The First Vice-President or Second Vice-President of a Division is the designated alternate if the Division President is unable to attend the CCAC Executive Board meeting.

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A designated alternate liaison for IIMC should attend the CCAC Executive Board meetings if the liaison is unable to attend a meeting.

(c) Meeting Expense:

Expenses relating to a scheduled meeting will be paid regardless of whether or not there is a quorum. The meeting will be held and discussion will take place, although no action will be authorized. Expenses for the meeting will be paid as if there were a quorum. Board members shall be reimbursed by CCAC for expenses that their respective cities will not reimburse. For more information about reimbursement of board member expenses, refer to Policy 105 “Expense Reimbursement.”

6.2 Board Member Removal Of Office

As set forth in the Bylaws, an Executive Board Member may be removed from office for failing to perform the duties of his/her office.

(a) Valid causes for removal are:

1. Continued, gross, or willful neglect of the duties of office. 2. Failure or refusal to disclose necessary information on matters of organization

business. 3. Unauthorized expenditure, signing of checks, or misuse of organization moneys. 4. Misrepresentation to outside parties of the organization and its officers. 5. Failure to attend the meetings of the Executive Board for two consecutive meetings

without being excused by a majority of the Board present.

(b) Process for removal:

The Executive Board, through the President, will state the specific reason(s) for removal and advise the Officer in writing or electronic mail. The Officer shall have fifteen (15) days from the date the notice is distributed to submit his/her written statement to the President. Both the Association Executive Board’s specific reason(s) for removal and the Officer’s statement will be considered prior to any action being taken to effectively remove said officer. In the event the President is the Executive Board Member sought to be removed from office, the First Vice-President shall perform the duties associated with removal of an officer.

6.3 Correspondence/CCAC Letterhead

Official correspondence shall be written on CCAC letterhead and express the collective view of the Executive Board.

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7. BOARD PRODUCTS

7.1 Handbook

(a) Sale:

Treasurer or his/her designee shall be responsible for inventory, sale and receipt of funds. Purchase price will be established, as necessary, by the Executive Board. The Handbook will be produced in electronic format only.

(b) Revisions:

The Legislative Committee, in conjunction with the Professional Development Committee, will update the City Clerks’ Handbook annually. All revisions will be produced electronically following approval by the Executive Board.

7.2 CCAC Banner and Past Presidents Pins

The First Vice-President shall be responsible for the CCAC Banner and Past President’s pins.

7.3 CCAC and IIMC PINS

The California pins distributed at the Annual IIMC Conference shall be inscribed “California”. The Treasurer shall retain responsibility for the State Association membership pins and the California pin.

8. POLICY HISTORY This policy includes the contents of policies previously known, prior to April 2013, as Appendix VIII – Board Member Duties; and Executive Board Policies document.

9. X-REF Bylaws: Article VI - Officers; Article X - Meetings; Article XII – Quorum; Article XIII – Vacancies. CCAC Board Officer Job Descriptions and Duties.

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CCAC BOARD POLICIES

Title BYLAWS AMENDMENT

Number 103

Dates Adopted: 04/26/2013 Revised: NA


It is the policy of the City Clerks Association of California (CCAC or Association) to keep the Association’s Bylaws updated and current. This policy and procedure document (Policy) provides procedures and processes to be used to update the Bylaws when needed or in an urgent situation.

2. SCOPE

This policy is pertinent for the entire Association. 3. RESPONSIBILITY

The Chair of the Nominating Committee has specific duties related to Bylaw amendments as detailed in Process in Section 5.

4. BACKGROUND

In 2011 the CCAC Bylaws were thoroughly reviewed and updated to include references to Divisions resulting in the Association’s single source Bylaws document.

5. PROCESS

5.1 Amendments Deemed Non Urgent – Regular Election

Measures submitted by the Executive Board to be considered at a regular election shall be considered for placement on the ballot no later than the April Executive Board Meeting. The full text of all measures submitted by the Executive Board shall be forwarded to the Nominating Committee Chair at least 137 days before the League Annual Conference. Measures submitted by a petition signed by at least 10 percent of the Voting Members in good standing shall be submitted to the Nominating Committee Chair at least 137 days before the League Annual Conference.

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The Nominating Committee Chair shall submit all measures and a call for arguments for and against measure(s) for publication in the June issue of The Official Word. All arguments shall be submitted to the Nominating Committee Chair not less than 91 days before the election. Arguments shall be submitted by Voting Members only, typed on a form available from the Nominating Committee Chair and shall be no more than 200 words. The statement shall include the title of the measure, the date the argument was submitted, name and signature of Voting Member, and if the argument is in support or opposition to the measure. Arguments shall be typed with uniform type size and spacing. No special type setting shall be permitted. All arguments must contain the signature of the Voting Member submitting the argument. Only one argument for and one argument against each measure shall be printed. In the event more than one argument for or against a measure is submitted, it shall be the duty of the Nominating Committee Chair to determine which statement shall be published in the following order:

1. Association Executive Board 2. Committee of the Executive Board 3. Division Executive Board 4. Individual Voting Member

In determining the statement to be published, the Nominating Committee Chair shall consider the clarity of the language and comprehensiveness of content. The name(s) of the Voting Member(s) submitting the argument shall be printed with each argument. Not more than five (5) Voting Members’ names shall be printed with each argument. Arguments may not be withdrawn after submittal to the Nominating Committee Chair.

All care shall be taken to ensure the secrecy of all ballots cast by the Voting Members. Those measures scheduled for a regular election shall be subject to the election procedures described in Executive Board Policy No. 108.

5.2 For Amendments Deemed Urgent – Urgent Election

For those measures scheduled for an urgency election, if time permits, the Nominating Chair shall cause the full text of the measure and a call for arguments for and against to be published in The Official Word. Arguments for and against those measures submitted to the Voting Members at an urgency election shall be received by the Nominating Chair no later than twenty (20) working days after receipt of the measure by the Nominating Chair. If an urgency is stipulated in the petition, the following procedures will apply: A copy of the proposed amendment(s) shall be distributed to every Voting Member, together with a ballot containing boxes designating votes “for” and “against” such amendment(s), not more than forty (40) working days after receipt of such proposed

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amendment(s) by the Nominating Chair from either the Executive Board or the ten percent (10%) Voting Members specified herein. Voted ballots, in an identification envelope which has clearly printed or typed on it the name of the city by which the Voting Member is employed, together with the signature of said Voting Member, shall be received by the Nominating Chair within twenty (20) working days of the date on which ballots were distributed by the Nominating Chair to the Voting Members. The voted ballots so received shall be canvassed by a special committee of three Voting Members, the Chairman of which shall be the Nominating Chair, and the other members of which shall be named by the proponents of the amendment(s). The voted ballots shall be canvassed at a time and place determined by the Nominating Chair, which time shall be within thirty (30) days after the deadline for submitting ballots. Late ballots shall not be counted. Voted ballots, including the unopened late ballots, shall then be destroyed after receiving authorization of the Voting Membership. Results of the balloting shall be reported to the members as soon as possible, either electronically, or by inclusion in an Association publication. If receipt of eligible proposed amendment(s) by the Nominating Chair, occurs after the first day of June, and before the annual election ballots have been prepared by the Nominating Committee, the proposed amendment(s) shall be combined with and shall appear as a “proposition” on the ballot to elect officers of this Association. In this event, the votes shall be canvassed by the Nominating Committee when they canvass the votes for officers, but the results shall be reported to the members as provided above.

6. POLICY HISTORY This Policy was part of Executive Board Policies reformatted into separate policies in April 2013.

7. X-REF Bylaws Article XI – Amendments Executive Board Policy No. 108 – Elections and Nominations

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CCAC BOARD POLICIES

Title FINANCE AND INVESTMENT POLICIES

Number 104



It is the policy of the City Clerks Association of California (CCAC or Association) to adhere to the highest standards of non-profit accounting practices in the fiscal management of its assets and to maintain a reserve of funds so delivery of services to the Association would be uninterrupted even in the event of a downturn in the economy. This policy and procedure document (Policy) outlines the expectations for the maintenance of the Association’s finances and provides guidelines on accountability, responsibilities, timeliness, financial practices and investment rules to meet this policy.

2. SCOPE

This policy is for the entire Association with specificity for the CCAC Treasurer, Deputy Treasurer and Division Treasurers.

3. DEFINITIONS

The Association – is comprised of the State board and the divisions. Chart of Accounts – categorization of income and expenditures in a systematic way. The chart of accounts is attached as Exhibit A. The Treasurer, in collaboration with the Finance Committee and/or with the advice of the Association’s accountant, may modify the chart of accounts as necessary to conform to current needs. Fiscal Year – July 1 to June 30 of each year. Finance Committee – Five members comprised of the treasurers of each division, the state treasurer, and deputy treasurer. The CCAC Treasurer shall chair and convene the committee as needed. Financial Reports – Shall mean a set of reports including a Balance Sheet, Income and Expense Statement, and a Budget Variance report. Each financial report shall reflect figures as of the last day of the month or “month end”.

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Treasurers – refer to all state and division treasurers. CCAC treasurer refers to the state treasurer.

4. RESPONSIBILITY

The Treasurers of the Association are responsible for following the procedures outlined herein (or where applicable at the Division level). The CCAC Treasurer is also responsible for overseeing the completion and timely filing of all required financial forms and financial reports on behalf of the Association as a whole. The Executive Board officers are responsible for diligently reviewing all financial reports and filings presented by the Treasurer(s) and at the State level approving all tax documents prior to filing.

5. BACKGROUND

These procedures were written and compiled from information reflected by the Association’s by-laws, existing policies and procedures, job descriptions, research into non-profit accounting practices and reflect the practices of the state and all three divisions. This comprehensive rewrite was undertaken as part of the CCAC sustainability efforts launched in 2012 and included analysis and input from the three division treasurers, the state deputy treasurer and the state treasurer. The policy was then vetted by a financial restructuring team consisting of the Chairs and Treasurers of each division and the state before presentation for adoption by the CCAC Executive Board in April 2013. Comprehensive financial restructuring was sought between the state and the divisions to clarify that CCAC and its divisions are one entity, there is no legal distinction between CCAC and its Divisions, and all aspects of the Association’s financial reporting needed to be updated to reflect these facts in order to remain in compliance with the law:

CCAC is recognized as one 501(c)(3) Non-Profit Corporation per Internal Revenue Code as Established in the Articles of Incorporation (Filed November 29, 1977, No. 832616) (California Corporations Code 5110 et seq.)

CCAC has one Federal Tax Identification No. 94-2473410 (issued March 24, 1978)

CCAC has one California Corporation No. D-0832616

All State and Federal tax filings, documents and related correspondence require one TIN

All fundraising documents and correspondence for tax deduction purposes require only one TIN

The Association operates under a single set of Bylaws (per Articles of Incorporation, California Corporations Code Section 5150 et seq.)

The Association desires stronger financial controls and transparency throughout the organization. This policy seeks to implement conformance with standard non-profit corporate financial accounting practices and controls, and further seeks: 1) a systematic approach to provide information on income and expenses at the division level in order to easily include it in the annual filings done at the state level; 2) a common financial infrastructure (chart of account and bank account) so that sharing of information is clear and consistent among all parties, to ensure uniform practices, and to ensure consistent reporting to the membership; 3) for the divisions and the state to hold each other accountable for its fiscal practices; 4) to put procedures in place for emergency access and back-up of data in the event a treasurer is unable to perform his/her

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duties; and 5) to provide a method for training and assistance among treasurers in the performance of their duties and through transitions in the role.

6. POLICIES AND PROCEDURES

6.1 Treasurer – General Duties Defined

(a) The Treasurers are responsible for the timely collection, deposit and recording of all monies, the payment and recording of all bills, monitoring and maintaining sufficient funds for the conduct of business in the bank account(s), the reconciliation of all accounts, managing any accounts receivable and any accounts payable, producing budgets as required, collecting receivables, generating financial reports, and managing investment funds.

(b) The Treasurers shall provide financial reports to the Executive Board at each Board

meeting.

(c) The Treasurers shall keep thorough itemized records of all receipts and expenditures in a permanent file and turn over all such records to their successor.

(d) Each Division Chair shall appoint one member from each Division to be on the Audit Committee to audit all Division financial records. The audits will be performed in one meeting on one day. The CCAC Treasurer shall coordinate the annual audit and Division Treasurers shall be available by phone to respond to questions or clarify information.

(e) The Treasurers shall create and maintain appropriate reference manual(s) to detail steps required to perform the Treasurer’s duties.

(f) The Treasurers shall provide financial information on a timely basis to complete the filing of taxes and other reports.

(g) As well as the duties described above, the CCAC Treasurer shall coordinate an audit of the Association’s financial records annually by a Certified Public Accountant to begin within 30 days of the end of the fiscal year – the audit should be completed no later than September 30th of each year.

(h) The CCAC Treasurer shall cause to have made the proper State and Federal tax filings in a timely manner - IRS Form 990 currently due on or before March 15 covering the prior year commencing November 1 and ending October 31 of each year.

(i) The CCAC Treasurer shall ensure the purchase of a fidelity bond for $100,000 covering each Treasurer.

(j) The CCAC Treasurer shall maintain a list and keep a current copy of any agreement(s) with all vendors, consultants, professional services firms, financial institutions or for any commitment that requires payment. The Treasurer shall be a signer on all contracts, agreements or anything requiring payment or processing with bank accounts.

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See attached Exhibit B for State Treasurer’s job description and chronology of duties and Exhibit C for Division Treasurer’s job description and chronology of duties, both incorporated herein by reference

6.2 CCAC shall maintain strong Internal Financial Controls

(a) Distribution of Duties – CCAC encourages that a Deputy Treasurer be appointed

whenever possible to assist with the workload and as a financial control. A Deputy

Treasurer is mandatory at the State level. The Treasurer and Deputy Treasurer shall

split duties so as to have oversight over key components of the job and be a cross

check on activity (e.g., If the Treasurer makes the deposits and writes checks, the

Deputy Treasurer shall reconcile the bank accounts and monitor for suspicious

activity). The Treasurer must have written approval from the President/Chair for any

reimbursements made directly to themselves.

(b) Signing Authority – The checking account shall have three authorized signors – the

President, 1st Vice President and Treasurer or equivalent at the Division level. Checks

shall require one signature provided oversight controls established via the

distribution of duties has been implemented in 6.2(a).

(c) Single Banking Institution – CCAC and the divisions shall belong to the same banking

institution, but shall maintain separate bank accounts in order to facilitate training,

transfers, and accountability.

(d) Chart of Accounts – The Association shall use the same chart of accounts to simplify

the transfer of data and sharing of information.

(e) Credit Cards – Credit Cards are issued to the President, 1st Vice President and

Treasurer, or equivalent at the Division level, and are to be used for approved

expenses and approved travel only during the duration of their term. It is the

responsibility of the card holder to submit complete receipts for every charge

incurred and reconcile the credit card statement. Upon completion of their term, the

credit card is to be cut-up and delivered to the Treasurer who will cancel the card

with the bank.

(f) Debit Cards – Debit cards are not authorized. If cash is required (for example to

provide change for a cash sales box at a meeting) a check may be written for no more

than $200 and it should be noted in the affiliated deposit that this cash box seed

money was paid back.

(g) Mail – All official STATE financial information shall use the mailing address via the

League of California Cities at: 1400 K Street, Sacramento, CA 95814 and no individual

state Treasurers’ home or work address shall be used. All mail is forwarded from the

League on a weekly basis.

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(h) Email – The CCAC Treasurer’s email shall be via the CCAC website,

[email protected] and all emails shall be automatically forwarded to

the Treasurer’s work email. All references to an email in any financial account shall

use the official Treasurer’s email.

6.3 CCAC shall implement electronic systems and methods, in conformance to internal controls, to do its business in the most expeditious way.

(a) Access to Financial Data – All Treasurers shall be the “Administrator” for any electronic

financial account access and the Deputy Treasurer shall maintain his/her own logon with

access to accounts in order to perform their assigned duties or step-in when required.

At least one other Executive Board member, preferably the President or equivalent,

shall have the ability to access all logons and passwords at the Administrative level to

ensure continuity of operations in the event of an emergency. Administrative level

passwords shall be maintained in an electronic password lockbox (such as LockBox).

Electronic accounts may include, but not be limited to: banking, Quickbooks, PayPal,

Registration, cloud, and Credit Card processing sites.

(b) Establishment of Electronic Accounts – All electronic financial accounts shall be set-up

as a business account under CCAC, or the Divisions, and shall not be established under

any individual member’s name or social security number.

(c) Maintenance of Records – As much as practicable, all records shall be digitized and

stored electronically through a secured cloud site to facilitate availability for auditing,

tax filings, and to ease the transference of records in a transition.

6.4 CCAC shall be responsive and timely on all financial service requests

(a) Bookkeeping Timeliness – Requests for payment and the deposit of funds should be

attended to with diligence and timeliness and as much as practicable should be handled

as received or held no longer than one week without action. The Treasurer’s systems

should use every means available to increase efficiency, e.g., computer checks,

automatic payments for recurring expenses, electronic payments, and scanning checks

for remote deposits, provided clear audit trails and transaction details are maintained.

(b) Financial Reporting Timeliness – The standard shall be that by the 30th day of each

month, all financial transaction data entry and affiliated reconciliations shall be

completed and Financial Reports generated for entries through the last day of the

previous month so that Financial Reports may be produced at any time upon demand

that will reflect the Association’s financial situation with the most current, balanced

data.

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mailto:[email protected]

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(c) Special Reports – Reports for board members or committees overseeing a special

function such as Accounts Receivable for advertising on the website, pledge tracking,

conference budget variance, or profit and loss for trainings shall be produced as needed.

(d) Remittance of Dues to Divisions – The schedule to remit membership dues to Divisions

(membership fees are due by January 1st for the upcoming year – billing begins in

November) shall be: the 1st payment on 1/31, 2nd payment on 3/31, and 3rd payment by

5/1. Any additional payments received for membership shall be recorded as an Accounts

Payable and remitted monthly until calendar year-end.

6.5 CCAC is committed to ensuring that the Association’s financial health is known to its membership

(a) Transparency - all accounting records shall be regularly updated so as to be open and

available for periodic review by the Board.

(b) Financial reports shall be posted on the CCAC website following presentation and

approval by the Board.

(c) IRS tax filings shall be posted on the CCAC website following approval by the Board.

6.6 CCAC uses non-profit generally accepted accounting principles and best practices to ensure the Association’s fiscal health and conformance with the law

(a) CCAC shall contract with a Certified Public Accountant specializing in non-profit

accounting, to advise the Association and the Treasurers on systems and best practices, review the books as necessary, perform a comprehensive annual audit, and prepare the annual tax statement and other such duties as are required from time to time.

(b) CCAC shall follow fund accounting rules to recognize, and shall account for and hold

separate, all donor designated funds. 6.7 Board Meeting Expenses - CCAC covers executive board member meeting expenses when

the board member city does not cover the costs to attend, if the meeting is affiliated with a conference. For more information see Expense Reimbursement for Meetings and Travel policy. Expenses related to a scheduled meeting will be paid regardless of whether or not there is a quorum.

6.8 CCAC is committed to its partnerships with the League of California Cities (League) and the

International Institute of Municipal Clerks (IIMC) and funds its involvement accordingly. IIMC Annual Conference – CCAC will pay the expenses for the state President, state 1st Vice-

President and Professional Development Director to attend the conference, as per the guidelines in the Expense Reimbursement for Meetings and Travel policy, to ensure the state’s interests are met and critical relationships maintained.

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IIMC Region IX Conference Attendance – CCAC will pay for the expenses of the CCAC President, or designee, to attend out-of-state Regional IX conferences, as per the guidelines in the Expense Reimbursements for Meetings and Travel policy.

IIMC Conference Held in California – CCAC will host the current IIMC President and assume

all costs except travel. CCAC will provide a financial donation and/or a special fundraising effort to assist the host city with expenses at an amount as set by the Executive Board.

IIMC Region IX Trustee Travel Fund – CCAC, along with its four other Region IX member

states (Alaska, California, Hawaii, Oregon, and Washington), remits an annual contribution to the Region IX Directors to assist in funding their travel expenses based on a calculation of $5 per dues paying Association member in their respective state.

League Annual Conference – CCAC will pay for the expenses of the CCAC state President, or

designee, as per the guidelines in the Expense Reimbursements for Meetings and Travel policy, and to provide the reception at the League’s New Law and Elections seminar put on by the League’s City Clerk’s Department. CCAC partners with the League on the educational program for New Law and Elections.

6.9 CCAC provides an annual educational conference for its members as detailed in the

Conference Policy and commits to the following financial practices: Fundraising – At the conference fundraising events are scheduled and proceeds may be

designated for a particular cause (for example: scholarships, educational programs, or IIMC Region IX assistance) as directed by the Executive Board.

Executive Board Expenses – For the conference the CCAC President shall have a

complimentary suite and the 1st Vice-President shall have a complimentary upgraded room at the expense of CCAC.

Region IX Attendance – a Region IX President, or designee, will be hosted at the CCAC

annual conference including registration fee, all events and related costs except travel and lodging expenses.

6.10 CCAC relies on member volunteers to organize, run events, programs, trainings and special

projects, as assigned, in order to accomplish the Association’s mission and meet its goals. Budget – Any CCAC member having the responsibility for running a program shall work with

the Treasurer on establishing a budget before commencing activity. Receipt of payments – A CCAC member may receive payments directly (for instance for Nuts

and Bolts or Athenian Dialogues) in order to track and record the participants; the Association member shall send the payments to the Treasurer and shall include a transmittal listing of all payments being transferred.

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8

Request for payments – Payment requests for supplies, services, fees shall be submitted to the Treasurer on an Expense Reimbursement Form.

Contract for services – Any contract or agreement for services (e.g., hotel room rentals,

catering services, etc.) committing the Association financially, shall require the CCAC President and CCAC Treasurer’s signature.

Report – The CCAC member responsible for the program shall provide a budget report to

the Treasurer with the final receipts and/or request for payments. 6.11 CCAC recognizes that the role of state Treasurer requires specific experience

Treasurer Background – a member running for office of the state Treasurer it is highly

desirable the candidate has experience in bookkeeping and/or accounting. Experience

working in Quickbooks, or similar accounting software program is encouraged.

6.12 Treasurer Transition - Scheduled

Following the swearing in of the CCAC Treasurer at the Annual League of California Cities

Conference in September, or the Division Treasurer at the Division’s transition business

meeting, the exiting Treasurer and incoming Treasurer shall arrange for a transfer of all

materials, books, and shall meet for training. This may occur immediately preceding or

following the Fall goal setting session.

(a) The formal Treasurer transition shall be performed in a single day and shall include a

receipt signed by both the exiting and incoming treasurer attesting to:

List of the funds balance currently in all accounts, money market accounts,

certificates of deposits, etc.

Receipt of passcode to the password LockBox – verifying the immediate change of

master password

the removal of the exiting Treasurer from all on-line accounts

the changing of all passwords

receipt of the audit

all spreadsheets, budgets, electronic forms, etc.

listing of key financial institution contact names, addresses, emails and phone

numbers

receipt and cutting-up of the credit card

all hard copy material not otherwise stored digitally and included above

all supplies for the maintenance of Treasurer’s business

(b) All books for the State shall be turned over with all data entry and reconciliations

complete through September 30th and Division’s through the previous month-end.

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(c) Immediately preceding or following the transition or goal setting meeting each year, the

new Treasurer will arrange to update signatures on the banking accounts – removing

the immediate past President and Treasurer and adding the new 1st Vice President and

the new Treasurer or equivalent at the Division level.

6.13 Treasurer Transition – Unscheduled In the event of an unexpected vacancy in the Treasurer’s role:

(a) The Deputy Treasurer shall assume all duties and be classified as Acting Treasurer.

(b) The Acting Treasurer, working with the President, shall immediately change all

passwords to all on-line accounts and remove the Past Treasurer’s name, access, email,

and phone association to all accounts.

(c) The President and Acting Treasurer shall sign an affidavit attesting to the account

balances of all funded accounts, noting the date and time when access changed, and

this shall be held for the audit.

(d) Any bank account(s) shall be immediately notified and all things necessary and properly

done to speedily remove the Past Treasurer’s signature authority.

(e) The President and Acting Treasurer shall with all due haste arrange to pick up checks

and materials from the past Treasurer.

(f) The Acting Treasurer shall immediately verify a reconciliation of all accounts.

6.14 Investments The Treasurer shall take all steps necessary to keep a balance between investment accounts

earning a higher interest rate of return and checking account balances based on the cyclical liquidity needs of the Association or the Divisions. The Treasurers shall have the authority to transfer between investments and checking to meet the cash needs of its Association.

(a) CCAC’s investment strategy is to use conservative traditional investment vehicles. Direct

purchase and investment in the stock market is not authorized. High volatility investments are not authorized.

(b) Approved investments may include but are not limited to: Certificates of Deposit, a managed Money Market or other liquid asset account with the approved banking institution, a savings account to supplement checking for urgent cash needs. Investment levels to be kept in each financial vehicle depends on the cash reserves available to each entity.

(c) Changes in the choice of investment vehicle shall be brought to the board for approval before instituting the change.

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(d) A minimum of cash reserves shall be kept on hand in investments to equal TBD% of the annual budget. Spending of the reserves may only occur with Board action with 51% of the quorum in the affirmative

(e) In the event that there is cash left over at the end of the year after all expenses have been paid; TBD% of any cash shall be dedicated to reserves to continue to build and ensure the long term fiscal health of the Association.

7 POLICY HISTORY Previously captured in Appendix VII of the Executive Board Policy document

8 X-REF Executive Board Policy No. 102, Section 4.7 on Treasurer duties. Executive Board Policy No. 105 for reimbursement of expenses. Executive Board Policy No. 106 for dues structure.

ATTACHMENT A – Chart of Accounts ATTACHMENT B – State Treasurer Job Description ATTACHMENT C – Division Treasurer Job Description

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City Clerks Association of California ATTACHMENT A

General Ledger Account Listing00 ALL

100 00-00 Cash and Investments Roll-up account 10 CCAC XX

101 01-XX General Fund - Checking 11 Central XX

02-XX General Fund - Savings 12 Northern XX

03-XX General Fund - CD's 13 Southern XX

04-XX General Fund - Money Market 14 Affiliate XX

05-XX General Fund - Interest Earned

102 00-00 Restricted Funds Roll-up account

01-XX Donor Designated Funds

02-XX Association Designated Reserves

103 00-00 Accounts Receivable Roll-up account

01-XX Membership

02-XX Late Fees

03-XX Advertising

04-XX Collections (bounced checks/no-shows)

05-XX Donations/sponsorships pledged

104 00-00 Inventory & Assets Roll-up account

01-XX Computer & printer

02-XX Supplies on hand

03-XX Merchandise for sale

200 00-00 Accounts Payable Roll-up account

01-XX Accounts Payable (outstanding payments)

201 00-00 Charge Cards Roll-up account

01-XX Name & last 4 digits of card



203 00-00 Other Liabilities Roll-up account Balance Sheet Accounts

Draft 1 CCAC Chart of Accounts Page 1 of 4 April 23, 201324


General Ledger Account Listing

300 00-00 Revenue Roll-up account Income & Expense Accounts

01-XX Membership Dues

02-XX Late Fees

301 03-XX Interest Income Roll-up account

302 04-XX Advertising Sales Roll-up account

303 05-XX Handbook Sales Roll-up account

304 06-XX Merchandise Sales Roll-up account

305 07-XX Donations - Sponsorships Roll-up account

306 08-XX-00 Fundraising: Roll-up account

08-XX-01 - Scholarship fund from dues

08-XX-02 - Silent Auction

08-XX-03 - Live Auction

08-XX-04 - Raffle - Association income

08-XX-05 - Fundraising - MCEF 1

08-XX-06 - Fundraising - MCEF 2

08-XX-07 - Other Fundraising

307 09-XX-00 Training/Education/Meeting Income Roll-up account

09-XX-01 - Nuts & Bolts - Central

09-XX-02 - Nuts & Bolts - Northern

09-XX-03 - Nuts & Bolts - Southern

09-XX-04 - Division Meeting Income

09-XX-05 - Athenian Dialogue Income

308 10-XX-00 Conference Income Roll-up account

10-XX-01 - Advanced Academy

10-XX-02 - Fee Member - Early Bird Rate

10-XX-03 - Fee Member - Regular Rate

10-XX-04 - Fee Non-member - Early Bird Rate

10-XX-05 - Fee Non-member - Regular Rate

10-XX-06 - Fee All conference Event (Wednesday)

10-XX-07 - Fee Banquet (Thursday)

10-XX-08 - Vendor Booth Fees

10-XX-09 - Vendor Sponsorships

10-XX-10 - Donations




400 00-00 Expenses Income & Expense Accounts

401 00-00 Membership Dues to Divisions Roll-up account

01-XX - Central

02-XX - Northern

03-XX - Southern

402 00-00 Scholarships Roll-up account

01-XX - CCAC Conference

02-XX - TTC/LTC

03-XX - Alternative

403 00-00 Grants Roll-up account

01-XX - Special Projects

02-XX - 3rd Party Funded

404 00-00 Public Relations Roll-up account

01-XX - Booth at LOCC

02-XX - Social gatherings at conferences

03-XX - Advertising

405 00-00 General Expenses Roll-up account

01-XX - Bank Fees

02-XX - Credit/Payment processing Fees

03-XX - Supplies

04-XX - Postage / Mailing Service

05-XX - Technology Fees

06-XX - Printing (stationery/envelopes)

07-XX - Recognitions & Awards

406 00-00 Professional / Consultant Expenses Roll-up account

01-XX - Audit Fees

02-XX - Accounting & Tax Prep Fees

03-XX - Legal Fees

04-XX - Insurance - Gen Liab

05-XX - Bonds

06-XX - Institute Director Contracts

407 00-00 Merchandise Expenses Roll-up account

408 00-00 Handbook Expenses Roll-up account

409 00-00 President / Chair Expenses Roll-up account

01-XX - Travel, Meeting Attendance

02-XX - Gifts and thank yous

03-XX - Discretionary expenses

410 00-00 Board Meeting Expenses Roll-up account

01-XX - Goal Setting

02-XX - Other meetings

411 00-00 Region IX Expenses Roll-up account

01-XX - Annual Dues based on membership

02-XX - IIMC Conf. Region IX Dinner

03-XX - Conf. Donation (when in Region IX)

04-XX - Other / Misc




400 00-00 Expenses (Continued) Income & Expense Accounts

412 00-00 Committee Expenses Roll-up account

01-XX - General

02-XX - Election / Nomination Costs

03-XX - Legislative

04-XX - Education / Professional Development

05-XX - Finance Committee

06-XX - Scholarship Committee

07-XX - Hospitality

413 00-00 Fundraising Expenses Roll-up account

01-XX - Silent Auction

02-XX - Live Auction

03-XX - Raffle - Association expenses

04-XX - Fundraising - MCEF 1

05-XX - Fundraising - MCEF 2

06-XX - Other Fundraising

414 00-00 Training Expenses Roll-up account

01-XX - Nuts & Bolts - Central

02-XX - Nuts & Bolts - Northern

03-XX - Nuts & Bolts - Southern

04-XX - Division Meeting Fees & Expenses

05-XX - Athenian Dialogue Expenses

06-XX - Inst. Directors to attend IIMC/Conf

07-XX - Other Training Expenses

415 00-00 Conference Expenses Roll-up account

01-XX - Conference Facilitation & Fees

02-XX - Registration Expenses

03-XX - Advanced Academy Fees

04-XX - Speaker fees

05-XX - Speaker expenses

06-XX - Speaker travel costs

07-XX - Advanced Site Visit

08-XX - Site Fees (Hotel room rental)

09-XX - Conference bags & lanyards

10-XX - All Conference Event Expenses (Wed)

11-XX - Banquet Expenses (Thu)

12-XX - Supplies (general)

13-XX - VIP Dinner (Tue)

14-XX - VIP Gifts & Hospitality

15-XX - Retiree Luncheon

16-XX - Volunteer Expenses (inc. super)

416 00-00 Special Projects Roll-up account


Revised 4/2013


STATE TREASURER JOB DESCRIPTION AND DUTIES

Section 6.3 of the CCAC by-laws provides that the position of Treasurer shall be a two-year term, expiring in odd-numbered years and the Treasurer may hold consecutive terms.

GENERAL INFORMATION Acceptance of Office

Accept funds and books from outgoing Treasurer following the procedure for Treasurer Transition in Executive Board Policy #104.

Duties

The duties and responsibilities of the Treasurer are outlined in Executive Board Policy #104 and #105.

CHRONOLOGICAL DUTIES SEPTEMBER If applicable, attend LOCC Annual Conference City Clerks Department

Meeting for oaths of office ceremony.

If applicable, make arrangements to meet incoming Treasurer and follow Treasurer Transition procedure outlined in Policy #104 section 6.12. Outgoing Treasurer handles books through September 30th, incoming Treasurer takes over books effective October 1st File updated Secretary of State Business Information form Ensure delivery of annual audit (fiscal year 7/1 to 6/30) is received by September 30th to include with Transition. By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. On the last business day of the month, make sure all pending deposits are submitted to the bank.

28

Treasurer Job Description and Duties

2

OCTOBER Attend the Board Goals and Objectives/Team Building Workshop. Change bank account signatories and order new credit cards at Goal

Setting. Arrange meeting with 2nd Vice President to outline procedures for transmission of membership dues which are due by January 1st for the next calendar year. By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. On the last business day of the month, make sure all pending deposits are submitted to the bank.

NOVEMBER Nuts & Bolts (South) reconciliation

By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. On the last business day of the month, make sure all pending deposits are submitted to the bank. Provide Accountant October 31st reconciled financial information, including Division’s information for tax form preparation.

DECEMBER Attend the Board Meeting prior to or after the New Law and Election

Seminar.

By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet.

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3

On the last business day of the month, make sure all pending deposits are submitted to the bank.

Begin CCAC Conference planning JANUARY Work with Accountant to ensure that Tax form is ready to be submitted

to the Board for approval.

Attend the Board Meeting conducted via conference call. If approved, file the taxes.

CCAC Conference planning, provide committee draft conference budget, confirm registration is properly set-up to receive credit card payments

Get meeting dates from Divisions and Submit Charities Raffle Program

form to the California Attorney General office for CCAC and all Divisions.

By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. On the last business day of the month, make sure all pending deposits are submitted to the bank. January 31st remit 1st dues payments to Divisions.

FEBRUARY CCAC Conference planning – update budget Nuts and Bolts Reconciliation (Northern) If taxes were not yet approved or submitted, work with President to call

a special meeting to approve the tax form.

By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet.

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4

On the last business day of the month, make sure all pending deposits are submitted to the bank.

MARCH File taxes by March 15th CCAC Conference planning

By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. On the last business day of the month, make sure all pending deposits are submitted to the bank. March 31st remit 2nd dues payments to Divisions.

APRIL Attend the Board Meeting in conjunction with the Annual Conference. Pay all bills at the CCAC annual Conference

By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. On the last business day of the month, make sure all pending deposits are submitted to the bank.

MAY Close out CCAC conference financials


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May 1st remit 3RD dues payments to Divisions.

JUNE Attend the Board Meeting conducted via conference call.


JULY Nuts and Bolts Reconciliation (Central)


AUGUST Submit Treasurer’s Report and other agenda items for September

Board Meeting. August 1st - Submit fiscal year end books to the Accountant for annual

audit – to be completed by September 30th. By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. On the last business day of the month, make sure all pending deposits are submitted to the bank.

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Revised 4/2013


DIVISION TREASURER

JOB DESCRIPTION AND DUTIES

Section 6.3 of the CCAC by-laws provides that the position of Treasurer shall be a two-year term, expiring in odd-numbered years and the Treasurer may hold consecutive terms.

GENERAL INFORMATION Acceptance of Office

Accept funds and books from outgoing Treasurer following the procedure for Treasurer Transition in CCAC Executive Board Policy #104.

Duties

The duties and responsibilities of the Treasurer are outlined in Executive Board Policy #104 and #105. Participate in the Finance Committee with the State Treasurer and other Division Treasurers, as needed.

CHRONOLOGICAL DUTIES SEPTEMBER If applicable, incoming Treasurer should attend the Division meeting to

receive oath of office.

If applicable, outgoing Treasurer makes arrangements to meet incoming Treasurer and follow the treasurer transition procedures outlined in Policy #104 section 6.7. Outgoing Treasurer handles books through September 30th, incoming Treasurer assumes responsibilities for books effective October 1st. By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet.

OCTOBER Attend the Division’s Transition Goal Setting and arrange meeting with Incoming/Outgoing Treasurer for official transfer of books.

ATTACHMENT C

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Division Treasurer Job Description and Duties

2

If applicable, change bank account signatories and order new credit cards. By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet.

NOVEMBER By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. Provide State Treasurer October 31st reconciled financial information for inclusion in IRS tax filing by 30th of November. As soon as the Divisions’ meeting schedule has been formalized for the upcoming year send the schedule to the State Treasurer for inclusion in the filing of the Registration for Nonprofit Raffle Program with the state’s Attorney General’s Office.

DECEMBER By the 30th of the month, complete all data entry, reconciliations and

produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank.

Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet.

JANUARY By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month.

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3

On the last business day of the month, make sure all pending deposits are submitted to the bank. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. Receive 1st scheduled payment of Division membership dues by January 31st from State Treasurer.

FEBRUARY By the 30th of the month, complete all data entry, reconciliations and

produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet.

MARCH By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. Receive 2nd scheduled membership dues payment by March 31st from State Treasurer.

APRIL By the 30th of the month, complete all data entry, reconciliations and

produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank.

Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet.

MAY Receive 3rd scheduled membership dues payment by May 1st from State Treasurer.

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4

By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet.

JUNE By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet.

JULY By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank. Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet.

AUGUST By the 30th of the month, complete all data entry, reconciliations and produce financial reports for the previous month. On the last business day of the month, make sure all pending deposits are submitted to the bank.

Send financial reports, if applicable after approval by the Board, to the Communications Chair for posting on the website. If applicable send to Secretary to be part of upcoming meeting packet. If applicable, begin to prepare for Division Treasurer transition.

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1

CCAC BOARD POLICIES

Title EXPENSE REIMBURSEMENTS FOR MEETINGS AND TRAVEL

Number 105



It is the policy of the City Clerks Association of California (CCAC or Association) to be fiscally prudent by ensuring that travel and meeting expenses are not excessive. This policy and procedures document (Policy) outlines when travel and meeting expenses will be reimbursed by CCAC and provides the process and procedure to secure reimbursement.

2. SCOPE

This policy pertains to all Association members.

3. RESPONSIBILITY

The Treasurers have primary responsibility to make sure that travel and reimbursement policies are followed. This policy pertains to the State and the Divisions.

4. BACKGROUND

Division reimbursement policies were folded in to the CCAC policy in October 2012 as part of the Sustainable CCAC project.

5. TRAVEL, MEETING AND REIMBURSEMENT POLICIES

It is the overall policy of CCAC for members to look first to their member cities for reimbursement of expenses.

5.1 Travel

(a) The use of air or private car should be selected on the basis of the least total cost to the

Association.

Airfare – When an airline is used for travel, only coach class will be reimbursed. Upgrades to a higher class of air service will be at the Board Member’s expense. Airport parking is reimbursable at the most economical lot.

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2

Private car – When travel by private automobile is utilized, reimbursement will be the same as allowed by the IRS rates; however, the total mileage reimbursement cannot exceed the price of a coach airfare ticket to and/or from the same destination. The CCAC Treasurer shall update the reimbursement form mileage rate whenever the rate changes.

Transportation from airport to meeting location – Courtesy shuttle service, buses, taxis, or executive car service between airports and meeting locations will be reimbursed by CCAC, if reasonable.

Parking – payment for parking while conducting Association business shall be reimbursable at the most economical rate.

(b) Lodging

Lodging at the site of the Board meeting is reimbursable. Board Members are encouraged to share rooms in order to keep costs at a minimum. Personal costs for room service, movies, personal telephone calls, etc. are not reimbursable.

(c) Meals

The actual cost of meals, including a reasonable tip, will be reimbursed for meals in route to the destination. The US General Services Administration (GSA) rates for the region. The cost of alcoholic beverages is not reimbursable.

(d) Tips

Tips for service related to taxi transportation and baggage handling are reimbursable.

(e) Other

Costs associated with a spouse attending a meeting or conference are not reimbursable.

5.2 League of California Cities (League) Policy Committees

Following prior approval of a specific request for assistance with expenses for representatives serving on a League policy committee, CCAC shall pay for airfare and/or mileage only. League corporate tickets shall be used whenever possible to achieve a cost savings.

5.3 Conference Attendance

For approved reimbursable conference attendance per the Finance and Investment Policy (104) and Annual Conference Policy (107), expenses as referred to in this section are outlined in Section 5.1 of this policy.

5.4 Reimbursement of Personal Expenses

Generally, members of this Association will not receive reimbursement for their personal expenses incurred in the official performance of their duties. However, in these situations, expenses will be reimbursed:

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3

(a) Board members will be reimbursed for mileage at the IRS standard mileage rates for the

use of their vehicle.

(b) The President may be reimbursed for other verified expenses only when such expenses are not borne by or reimbursed by the President’s city.

(c) Pursuant to the direction of either the President or a majority of the Executive Board. A

member of the Association may receive reimbursement for expenses incurred in attending a meeting or function while representing the Association.

5.5 Reimbursement of Purchases for CCAC or Division Special Projects

When an Association member is facilitating an assigned project such as an event, a training, a publication, a fundraiser, décor for the banquet, a meeting, etc., the Treasurer shall provide a budget for expenses; expenses exceeding the budget will need approval before purchases may be made.

5.6 Committing CCAC or its Divisions through a Contract

Only the President and the Treasurer may sign a contract or purchase order making a financial commitment on behalf of CCAC or the Divisions.

6. PROCEDURE FOR REIMBURSEMENT

The request for reimbursement of expenses which have been approved in the adopted budget or by action of the Executive Board, shall be made on either a Travel and Expense Report form (Exhibit A) or a Reimbursement Request form (Exhibit B) and shall be accompanied by proper itemized receipts. The CCAC Treasurer is authorized to make modifications to the form as required. Personal expenses may be reimbursed only if they are legitimate expenses as outlined here and the expenses are not reimbursed by the Member’s city.

7. POLICY HISTORY Previously captured in Appendix V – Travel and Meeting Reimbursement Policy of the Executive Board Policy document in effect prior to April 2013.

8. X-REF ATTACHMENT A – Travel and Expense Report ATTACHMENT B – Reimbursement Request

39

City Clerk's Association of California

Member Name:

Purpose of Expense Rpt:

Make Check Payable To:

Address to Mail Check to: Event Date(s):

EXPENSES: Sun Mon Tues Wed Thurs Fri Sat Total

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

Auto # Miles: -

Expense: 0.55 -- -- -- -- -- -- -- --

Total: $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00

TOTAL: $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Total Actual Expenses: $0.00

Less Prepaid Expenses:

Signature: ____________________________________ Total Due from CCAC: $0.00

Date: __________________________

INSTRUCTIONS:

Input only in highlighted areas, print form and sign and affix all receipts and scan to Treasurer with all attachments.

Use a separate form for each payee - even if costs are split between City and member for same trip.

Submit this form to CCAC or Division Treasurer w/in 30 days of return

Attach all receipts. Make sure receipts include itemized costs. Include tax and gratuity if appropriate.

Airfare receipt should detail itinerary and all costs.

Submit a check payable to the Association if reimbursement is due.

For Treasurer's Use

Date Paid: Check No. Notes:

Travel and Expense Report

Miscellaneous:

Hotel

Breakfast

Lunch

Dinner

Air Travel

Shuttle/Taxi

Registration Fees

40

Member Name:

Make Check Payable To: Purpose of Reimbursement Request

Address to Mail Check to:

I request reimbursement for the following items:

Item Date Explanation $ Amount

TOTAL: -$

Member Signature: ____________________________________

Date: _________________________

INSTRUCTIONS:

Submit this request within 30 days of purchase(s).

Attach all itemized receipts.

Fill in highlighted areas, print, sign, and date form and scan or mail to Treasurer with all attachments.

For Treasurer's Use

Date Paid: ________________ Check No: _________________ Note: _____________________________________________________

City Clerk's Association of California

Reimbursement Request

41

CCAC BOARD POLICIES

Title DUES STRUCTURE

Number 106

Dates Adopted: 4/26/2013 Revised: 10/24/2014


It is the policy of the City Clerks Association of California (CCAC or Association) to set membership dues by taking into consideration the Association’s ability to have sufficient funds to provide services to its members balanced by remaining affordable to agencies of all sizes. This policy sets the current dues structure and rates.

2. SCOPE

This policy shall apply to all Association members.

3. RESPONSIBILITY The second Vice-President is responsible for billing member agencies according to the approved dues structure.

4. DUES STRUCTURE

Member dues are payable for the calendar year by January 1st of each year.

POPULATION PRIMARY MEMBER

DUES

EACH ADDITIONAL MEMBER DUES

ANNUAL MEMBERSHIP FEE

City of Less than 10,000 $ 90 $40 N/A

City of 10,000 to 49,999 $130 $55 N/A

City of 50,000 to 100,000 $170 $70 N/A

City of More than 100,000 $210 $85 N/A

Lifetime, Honorary Members N/A N/A N/A

Affiliate Members (Includes Retired Members) N/A N/A $75

Governmental Agencies (Includes Special Districts, Joint Powers Authorities, and Any Other City, County or State Government Agency)

$160 $65 N/A

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5. POLICY HISTORY

Previously Appendix I – CCAC Dues Structure, revised 4/26/13, and last Revised 10/14

6. X-REF Bylaws Article IV – Dues

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CCAC BOARD POLICIES

Title ANNUAL CONFERENCE

Number 107

Dates Adopted: 04/26/2013 Revised: June 17, 2013


It is the policy of the City Clerks Association of California (CCAC or Association) to provide the Association with an annual conference that provides quality educational and learning opportunities, networking connections, interaction and demonstrations from relevant state-of-the-art vendors, and fundraising opportunities to engage the membership and support CCAC’s specific scholarship goals. This policy and procedures document (Policy) provides policy guidelines and directs outcomes for certain aspects of the annual conference. Procedures are covered in-depth in the Conference Manual.

2. SCOPE

This policy shall apply to Board Members and Annual Conference Committee members. 3. RESPONSIBILITY

A conference committee led by the First Vice-President and consisting of volunteer members shall convene after the League of California Cities annual conference in the Fall to begin planning. Specific details regarding the planning, scheduling, timing, roles and responsibilities of the board members and the CCAC Conference committee are found in the CCAC Conference Manual - attached to this document for reference.

4. POLICIES AND OUTCOMES

4.1 Site The site of the CCAC Annual Conference will be based on the recommendation of the Second Vice-President for his/her year as President.

44

4.2 Theme The theme for the CCAC Annual Conference will be provided by the President presiding at the conference.

4.3 Finances All CCAC Conference facility and program expenses shall be accounted for and a written report shall be submitted to the Board within forty-five (45) days of the close of the CCAC Annual Conference.

4.4 Expenses for President and First Vice-President

The President shall have a complimentary suite and the 1st Vice-President shall have a complimentary upgraded room at the expense of CCAC and the conference registration for the President and 1st Vice President shall be complimentary. Cross reference Policy No. 105 Expense Reimbursements.

4.5 Fundraising

All proceeds derived from the annual conference fundraising efforts will be used to fund training and educational workshops sponsored by CCAC. All fundraising expenses and receipts shall be submitted to the CCAC Treasurer for processing and reporting purposes.

4.6 Visiting Regional Presidents/VIPs

When an invitation to the CCAC Annual Conference is extended to a Regional President, IIMC President and/or Designee, IIMC Executive Director, MCEF Foundation President and/or Designee, IIMC – California Institute Directors, and Two Region IX Directors, CCAC will assume costs (registration fee, all events at conference, and all other related costs), except travel and lodging expenses.

4.7 Complimentary Rooms and Waiving of Registration

Any complimentary rooms other than the past practice of President, 1st Vice President,

Event Planner, Assistant Event Planner, AV person, and speakers, shall be approved by the 1st Vice President or the President if for some reason the 1st Vice President is not available.

A vote of the full CCAC Board is required to waive registrations not covered in 4.4 and 4.6.

5. POLICY HISTORY

This Policy was part of Executive Board Policies reformatted into separate policies in April 2013; last revised 6/1/2011.

6. X-REF Executive Board Policy No. 105 – Expense Reimbursements for Meetings and Travel

Attachment – CCAC Annual Conference Manual (updated 10/01/12)

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1

CCAC BOARD POLICIES

Title ELECTIONS AND NOMINATIONS

Number 108



It is the policy of the City Clerks Association of California (CCAC or Association) to hold elections for officers of the Executive Board so the membership of the Association has a voice in selecting the leadership of the Association. This policy and procedure document (Policy) provides procedures on the conduct of the election and nomination process.

2. SCOPE

This policy shall apply to the Association. 3. RESPONSIBILITY

The President appoints a Nominating Committee Chair to carry out the duties and specific tasks of the nomination and election process with independence and objectivity.

4. PROCESS AND PROCEDURES

4.1 Nominating Process

The Nominating Committee shall notify the membership in writing at least 147 days before the League Annual Conference, indicating:

(a) The offices to be filled in the subsequent election; (b) The offices are to be filled from the Northern, Central, and Southern parts of the

State, respectively; (c) The nomination process; (d) The consent and eligibility requirement; and (e) The deadline for submitting nominations.

The Nominating Committee shall then provide a slate of eligible nominees for each election. There shall be at least one eligible candidate nominated for each office.

46

2

4.2 Nominees Named by the Nominating Committee

Any member consenting to a nomination from the Nominating Committee must complete an Acceptance of Nomination and Candidate Statement form, including signing and dating it. All nominees must be paid Voting Members at the time they file this form. Also, any nominee who desires to publish a candidate’s statement shall provide his/her candidate statement by completing that portion of the Acceptance of Nomination and Candidate form. This candidate statement shall not exceed 200 words. Statements shall be typed with uniform type size and spacing. No special type setting shall be permitted, as stated on the Acceptance of Nomination and Candidate Statement form. Candidates can submit their Acceptance of Nomination and Candidate Statement form either electronically, by mail or in person. Electronic signatures are acceptable. The Chair of the Nominating Committee must receive the Acceptance of Nomination and Candidate Statement at least 91 days before the League Annual Conference. Statements submitted after the nomination acceptance deadline will not be printed and distributed to the membership. A nominee may decline to publish a candidate statement by signing the waiver of candidate statement on the Acceptance of Nomination form. If a nominee withdraws after 91 days before the League Annual Conference, but before the printing of the ballot, that nominee's name shall not appear on the ballot. The Chair of the Nominating Committee shall submit a list of all eligible nominees, to all members of the Executive Board for their information at least 87 days before the League Annual Conference. The list also shall be sent to the Recording Secretary for the permanent files, and it shall be accompanied by written confirmation of all members of the Nominating Committee, and by the written consents of the nominees.

4.3 Write-in Candidates

Any member who is an eligible nominee and does not file an acceptance of nomination at least 91 days before the League Annual Conference and yet desires to run for any office may run as a write-in candidate. Write-in candidates must declare their candidacy in writing to the Nominating Committee Chair at least 81 days before the League Annual Conference. Write-in candidates must complete an Acceptance of Nomination and Candidate Statement form, including signing and dating it. However, write-in candidates will not be able to use the candidate statement portion of the form for a written candidate statement.

4.4 Candidate Statements at the Candidates’ Expense

Any candidate, whether nominated by the Nominating Committee or a write-in candidate, may mail a candidate statement at his/her own expense. However, The Official Word shall not publish candidate statements for any candidates.

47

3

4.5 List of Eligible Nominees to Run for Office

The Chair of the Nominating Committee shall submit a list of all eligible nominees, to all members of the Executive Board for their information at least 87 days before the League Annual Conference. The list also shall be sent to the Recording Secretary for the permanent files, and it shall be accompanied by written confirmation of all members of the Nominating Committee, and by the written consents of the nominees.

4.6 Cancellation of Election

If, at the close of the write-in period, only one or no candidates are nominated for each available office, the election for Association officers shall be canceled. Measures that have qualified for this election shall not be affected. The Nominating Committee Chair shall immediately notify the President and Members of the Executive Board of the cancellation of the election of Association officers. The membership shall then be notified of this action as soon as possible.

4.7 Election by Voting Members

The Nominating Committee shall conduct the annual election of officers by mail. All Voting Members whose current dues have been paid by January 1 of the election year will have an opportunity to vote. The Second Vice-President shall submit to the Nominating Committee Chair a listing of those eligible Voting Members.

4.8 Ballots

The Nominating Committee shall prepare the ballot with the names of all qualified nominees for office, subject to the consent and eligibility requirements. The ballot shall provide a space for a “write-in” vote for each office. The Nominating Committee shall also prepare and distribute with each ballot appropriate voting instructions The Nominating Committee shall mail one ballot to each eligible Voting Member at least 71 days before the League Annual Conference. The ballot will include an envelope. The envelope shall have a place on the outside so 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 so as to arrive at least 40 days before the League Annual Conference. When any ballots are returned after the deadline, a member of the Nominating Committee shall indicate on each envelope received the date and time it was received. Late ballots are not opened or counted. Also, votes for persons who do not comply with the provisions shall not be tallied nor reported. The Nominating Committee Chair shall designate a counting site for the ballots. Following the deadline for receipt of ballots, the ballots shall be publicly opened and tallied at the counting site. The Nominating Committee Chair and two members of the Nominating Committee shall be present during counting of the ballots. Ballots need not be transported to or counted at the League Annual Conference. All care shall be taken to ensure the secrecy of all ballots cast by the Voting Members.

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4

In the event of a tie vote for any office, the Voting Members present at the League Annual Conference shall, by secret ballot, select the successful nominee for the office.

4.9 Scheduling

In the event the Annual League of California Cities Conference is not scheduled or not scheduled in sufficient time to accommodate an Association election, the Executive Board will designate a substitute Annual Conference date for purposes of implementing the election schedule. Any deadline associated with nominations, elections and/or installation of officers that falls on a weekend or holiday will be extended to the next business day.

4.10 Reporting

Upon counting of the ballots, the Nominating Committee Chair shall immediately notify all candidates of the results. A full and complete report of the election results shall be made to the members at the Business Meeting session at the League Annual Conference. At the conclusion of the report and acceptance thereof, the Nominating Committee Chair shall ask authority from the Voting Members present at the League Annual Conference to destroy the ballots.

4.11 Installation

The nominees elected shall be installed during the League Annual Conference. Although the incoming Treasurer of the Association shall be installed and shall assume office in accordance with these provisions, the incoming Treasurer shall not accept the books of the outgoing Treasurer until the books are properly transferred according to the Executive Board Policies.

5. POLICY HISTORY

This Policy was part of Executive Board Policies reformatted into separate policies in April 2013; last reviewed for update in 2011.

6. X-REF Bylaws – Article VII – Committees Bylaws – Article VIII – Nominations Bylaws – Article IX – Elections and Installation

Attachment – Acceptance of Nomination and Candidate Statement Form

49

City Clerks Association of California (CCAC)

Acceptance of Nomination and Candidate Statement

I, ______________________________________, a Voting Member of the City Clerks

Association of California whose dues are paid in full for the current year and having been

nominated for the office of ____________________________________________________, do

hereby accept said nomination and declare that I will serve in the position if elected.

Signature _____________________________________ Date ________________________ Candidate Statement Request I hereby request that the following candidate statement be published:

(The candidate statement shall not exceed 200 words, shall be typewritten with uniform type size and spacing. An additional sheet may be attached if necessary.)

Print Name _______________________ Nominated for _____________________ Candidate Statement Waiver I hereby decline the publishing of a candidate statement. Signature ____________________________ Date _______________________ Please Note: This form, dated with original signatures, must be returned to the Nominating Committee Chair not later than June 19, 2013. Facsimile and emailed forms will be accepted.

Return Dated Form with Original Signatures to:

Elizabeth Aguire, City of Galt, Nominating Committee Chair 380 Civic Drive, Galt, CA 95632-2039

OFFICE: (209) 366-7130 — FAX: (209) 745-1758 [email protected] 50

1

CCAC BOARD POLICIES

Title COMMITTEES

Number 109



It is the policy of the City Clerks Association of California (CCAC or Association) to offer opportunities for Association members to participate in helping the organization through volunteering for committee work This policy provides guidelines on standing committee set-up and rules.

2. SCOPE

This policy shall apply to all members of the Association. 3. RESPONSIBILITY

The responsibilities of the Standing Committees are as follows:

3.1 Audit Committee

The Audit Committee shall conduct an audit that covers the financial records of the Association at the end of a Treasurer’s first year in office. This covers the period from the previous audit to the date when all bills have been paid for the Annual League Conference. After the audit, the books may be closed and a final report made. A report of the audit shall be presented at the next regular Executive Board meeting. In addition to the work performed by the Audit Committee, the financial records of the Association shall be audited at the end of the Treasurer’s term of office, whether or not the Treasurer is re-elected, by a Certified Public Accountant recognized as such in the State of California.

3.2 Legislative Committee

The Legislative Committee shall stimulate interest and activity in legislation affecting municipal government; study proposed legislation and report thereon to members of this Association; recommend legislation to be sponsored by the Association; and report to the members concerning such Association sponsored legislation.

51

2

The Legislative Committee shall be composed of the First Vice-President of each Division and those other members as appointed by the Legislative Director. The First Vice-President of each Division shall be active members of the Legislative Committee. Legislative Committee members shall attend meetings of the Election Legislation Committee of the California Association of Clerks and Election Officials (CACEO), as assigned by the Legislative Director, and following attendance at such meetings, prepare a report to the Legislative Director for publication in the Association newsletter. Committee Members shall review legislative bulletins and correspondence from the League of California Cities (LCC), Secretary of State (SOS), Fair Political Practices Commission (FPPC), National League of Cities (NLC), and other related materials as necessary. Members shall report on any urgent or routine matters of importance regarding legislation to the Legislative Director. Committee Members may be asked to attend Legislative Hearings in Sacramento to testify on behalf of the Association. Independent of CCAC Board action, the Legislative Committee may take a position on proposed legislation as long as the position is in conformance with the position of the LCC. If the position differs from that of the LCC, the Legislative Director shall bring the matter forward to the President for Board action. In addition, the position taken by CCAC shall be representative of and reflect at least a majority, if not all the members of CCAC, as surveyed Any position taken on proposed legislation shall be conveyed in writing to the Legislator sponsoring the bill with a copy to the LCC Administrative Services Policy Legislative Representative and co-signed by the President and Legislative Director when possible. (6/12)

3.3 Nominating Committee

The Nominating Committee shall process nominations for the offices of the Association and conduct the annual election for the offices, all as set forth in the Bylaws and described in more detail in these Executive Board Policies.

3.4 Professional Development Committee

The Professional Development Committee shall keep the members informed and report on all matters pertaining to continuing education and professional development programs sponsored by the Association and ensure that such programs fulfill the professional objectives of City Clerks. The Committee shall investigate and report on courses and seminars that may be of benefit to the members in furthering their professional status. The Committee shall evaluate the reports regarding State Institute Programs and applications submitted for scholarships and make recommendations to the Executive Board regarding any modifications or enhancements to current policies and/or contract obligations. The Professional Development Director shall serve as the Committee Chair and appoint all members.

3.5 Program Committee

The Program Committee shall develop and coordinate a program for the CCAC Annual Conference and the League Annual Conference, seminar on laws and elections, and Special Meetings in harmony with the objectives and related needs of this Association. The First Vice-President shall serve as the Committee Chair and appoint all members.

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3

4. POLICY HISTORY

This Policy was part of Executive Board Policies reformatted into separate policies in April 2013; last updated 04/11.

5. X-REF Bylaws Article VII - Committees

53

1

CCAC BOARD POLICIES

Title VOLUNTEERS

Number 110



It is the policy of the City Clerks Association of California (CCAC or Association) to encourage volunteerism within the organization and among our members by reaching out to ask for their assistance. This policy provides guidelines to ensure annual outreach to membership on offering volunteer opportunities.

2. SCOPE

This policy shall apply to CCAC Trustees. 3. RESPONSIBILITY

The CCAC Division Trustees shall be responsible for the annual update of the Member Interest Forms.

4. PROCEDURE The Trustees shall: 4.1 Review Member Interest Card

(a) Update Trustees listed. (b) Ensure committees listed are active. (c) Review committee descriptions and revise as needed.

4.2 Submit to the Board, at the October meeting, the updated/revised Member Interest Forms

and committee descriptions for approval.

4.3 Once Board approval is received, forward the documents to the Communications Director for posting on the website.

4.4 Forward the Member Interest Forms to their Divisions for inclusion in newsletters, Facebook, Division meetings, and other available forms of outreach.

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2

4.5 The Trustees shall designate one Trustee to implement utilization as follows:

(a) Member Interest Forms forwarded to the Trustee assigned for the term. (b) Trustee updates the spreadsheet for the current year. (c) Trustee forwards the spreadsheet monthly to the Board and Committee Chairs. Bi-

weekly during the months of January to March. (d) Board members will utilize volunteers from this list to fill committee vacancies or

when additional assistance is needed. (e) Board and Committee Chairs report back to the Trustee, monthly, the volunteers

appointed to serve on committees. (f) The Trustee updates the spreadsheet when the Board and Committee Chairs report

back, noting committee name and date appointed.

4.6 Trustee notifies the Recording Secretary when volunteers are assigned to committees for the President’s Recognition List.

5. POLICY HISTORY

Previously captured in Appendix X – Update and Utilization of CCAC Member Interest Forms of the Executive Board Policy document in effect prior to April 2013; last updated 12/10.

Attachment – Member Interest Form

55

MEMBER INTEREST FORM

The City Clerks Association of California (CCAC) needs willing members to volunteer for various committee assignments throughout the year. If you are interested in serving on a committee and would like to be contacted as opportunities arise, please fill out this Member Interest Form (Form).

Serving on a committee is a great way to meet other City Clerks and by doing so, as an extra bonus, you will earn one (1) point per committee or volunteer effort towards CMC and MMC Certification. A great deal of committee assignments are handled via conference call.

If you are interested in serving the CCAC, please fill out and submit this Form, via email or regular mail, to your respective Division Trustee listed below (i.e. Northern, Central, or Southern Division Trustee). Forms may be submitted at any time throughout the year. The CCAC President will communicate via email when a new committee is formed or volunteers are needed.

Additional information and descriptions regarding positions on the CCAC Board can be found on the website at: www.californiacityclerks.com

Name/Designation/Title: _______________________________________________________________

Address: ____________________________________________________________________________

Municipality: ________________________________________________________________________

Email: _____________________________________________________________________________

Daytime Phone Number: __________________________ FAX: _______________________________

I am a member of the: Northern Division Central Division Southern Division

I am interested in: (Check all boxes that apply; see explanation of Committees on CCAC website)

Serving on a Standing Committee: Program, Audit, Nominating Committee

I would like more information about serving on the State Board

Serving on a Special Committee: Fundraising, Equal Access Committee

I would be interested in more information about serving on the Division Board

I would like to serve on a committee that meets via conference call only

I would be interested in more information about serving on a committee at the Division Level

I can assist during a conference I would be interested in hosting a Division Meeting

I would be interested in hosting an Athenian Dialogue

56

http://www.californiacityclerks.com/

CCAC Standing Committee Descriptions Please check committee boxes you are interested in

Program Committees

It shall be the duty of the Program Committees to develop and coordinate programs for:

Annual Conference

League’s Annual Conference

New Law/Election Seminar

Mentoring Committee

Mentors must have already achieved CMC designation and will be required to take a training session on IIMC requirements for certification. Upon meeting these requirements, mentees will be assigned.

Audit Committee

The President shall appoint three Voting Members to be the Audit Committee, and shall designate one of the three members to be the Chair. The Treasurer shall be ineligible to serve on the Audit Committee.

Nominating Committee

The newly installed President shall appoint the Nominating Committee, to consist of at least six Voting Members, an equal number to be appointed from each Division, one of whom shall be designated by said President as the Chair.

CCAC Special Committee Descriptions Please check committee boxes you are interested in

Current Special Committees include: Fundraising Committee

The purpose of the Fundraising Committee is to raise money for educational scholarships toward tuition for the professional development courses needed for IIMC certification and the cost associated with attendance at CCAC sessions and annual conferences, and for other purposes as determined by the Executive Board.

Equal Access Committee

The purpose of the committee is to ensure equal access to education, scholarships, networking opportunities, etc. for all members including areas such as the far north, central valley, desert and other remote areas. In addition to the President, Immediate Past President, and Chairs of each Division, the committee will consist of two members from each division representing remote areas. Return completed Member Interest Form to:

Northern Division Trustee Central Division Trustee Southern Division Trustee Margaret Roberts, MMC, City Clerk Lori Martin, MMC, City Clerk Susan Ramos, MMC, City Clerk City of Menlo Park City of Waterford City of Aliso Viejo 701 Laurel St. 312 E Street / PO Box 199 12 Journey Menlo Park, CA 94026 Waterford, CA 95386 Aliso Viejo, CA 92656 [email protected] [email protected] [email protected]

Revised: 2012-13

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June 2012 Page 1

CCAC BOARD POLICIES

Title SCHOLARSHIPS

Number 111

Dates Adopted: Pending Revised: __/__/____

This policy is pending review and edit by the Professional Development Committee. Attached are the current policies relating to Scholarships.

58

SCHOLARSHIPS

Monies donated to CCAC may be designated by the donor for scholarships only. Applications: Scholarship applications shall NOT be included in the agenda packet. The Professional Development Director shall provide a spread sheet on the scholarship applicants. Institute (LTC and TTC) Scholarships: In order to support the State Institute programs, scholarships are not granted to attend out-of-State IIMC accredited programs. The purpose of these scholarships is to further the membership’s achievement of CMC and MMC status. Ties in points will be broken based on membership, seniority of position held, length of municipal service and committee activity. The Professional Development Committee approves scholarships up to the authorized individual award and within the budget established by the Executive Board, based on the Executive Board’s adopted policy. Point Determination Schedule: See conditions in Appendix III and point system in Appendix IV.

APPENDIX III – INSTITUTE SCHOLARSHIP POLICY

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

TECHNICAL TRACK FOR CLERKS (TTC)

The criteria for award of scholarships by the City Clerks Association of California (CCAC) are as follows:

1. Applicant must be a member of CCAC for one year at the time of attendance at the LTC or TTC training session.

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

3. Scholarships will be distributed to those with the highest number of points, and then in descending order.

4. A limit of one scholarship per person per fiscal year (CCAC’s Fiscal Year is July 1 – June 30) will be awarded unless uncommitted monies remain for such requested second scholarship.

5. Scholarships will be awarded up to 33% of the total cost (rounded to the nearest $5 figure).

59

6. If an awardee is unable to attend the session for which the scholarship was granted, the scholarship may be utilized at another session held within the same fiscal year (CCAC’s Fiscal Year is July 1 – June 30).

7. Deadlines for submitting applications are November 1 for the February, March, and June sessions, and June 1 for the August and September sessions.

8. Attendees will pay in advance for that portion which will be paid by CCAC. The Institute Directors will verify attendance at the sessions and notify the Professional Development Director. The Professional Development Director will notify the CCAC Treasurer. The CCAC Treasurer will reimburse the attendees or their cities, as appropriate, directly for scholarships.

9. CCAC forwards all applications to the appropriate 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 Division levels.

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ALTERNATE SCHOLARSHIP PROGRAM CRITERIA

1. Applicant must be a full time Municipal Clerk or Deputy Clerk and have a minimum of one year service as an appointed or elected Municipal Clerk, Assistant, Chief Deputy, Deputy, or Clerk performing the duties commensurate to duties performed by a Municipal Clerk in any city in the State of California.

2. Applicant must be a member in good standing of CCAC for one year at the time of attendance of the educational session.

3. Scholarship applications will be considered and scholarships awarded based on the following applicant criteria:

a. Those who are members in good standing of CCAC and IIMC and actively pursuing their CMC, Recertification, or MMC;

b. The applicant’s number of service years as a full-time City Clerk; c. The applicant’s number of service years as a full-time Assistant, Chief Deputy,

Deputy City Clerk, or Clerk as described above; d. Applicant’s municipality has not provided full funding or allocated only partial

funding for travel, training, conferences, etc. in the municipality’s budget. 4. Awards will be granted on a FIRST COME, FIRST SERVE basis. A limit of one scholarship per

person per fiscal year, not to exceed $300, will be awarded. 5. Scholarship funds may only be used for the CCAC Nuts & Bolts Workshop, MMC Academy

sessions (similar to one-day academy sessions held prior to CCAC Annual Conference), IIMC Online Learning Institute courses, the CCAC Annual Conference or the New Law & Election Seminar (NLES).

6. If an attendee is unable to attend the educational session for which the scholarship was granted, the scholarship may be utilized at another approved educational session held within the same fiscal year.

7. The deadline for submitting an application is May 1. 8. Attendees will pay in advance for their educational session. After verification that the

educational session is completed and receipt is submitted to the CCAC Professional Development Representatives (PDR) subcommittee, a member of the subcommittee will notify the Professional Development Director and the CCAC Treasurer. The CCAC Treasurer will reimburse the attendees or their cities directly, as appropriate, for a scholarship in an amount up to $300.00

NOTE: Mail, email or FAX your application to State Professional Development Director ONLY. If you FAX or email your application, there is no need to forward a copy via mail. A copy will be sent to your division president for you. This will avoid duplication and confusion. (6/12)

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APPENDIX IV - CALIFORNIA MUNICIPAL CLERKS INSTITUTES Scholarship Point Determination Schedule

30 POINTS MINIMUM POSITION: Minimum of one year required. POINTS City Clerk, Chief Deputy City Clerk, Deputy City Clerk, or Assistant City Clerk serving under a City Manager with title of City Clerk

35

Deputy or Assistant City Clerk 25 Any Position Other Than Above 20

INSTITUTE SESSIONS ATTENDED POINTS Two or more 30 One 25 None 0

OTHER ITEMS POINTS 1 Point Per Year for CCAC Membership (Maximum 15 Points)

15

I Point Per Year for IIMC Membership (Maximum 5 Points)

5

1 Point Per Year for Officer in Division or State (Maximum 10 Points)

10

1 Point for Each State Conference Attended (Maximum 10 Points)

10

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APPENDIX VI – SCHOLARSHIP FOR CCAC ANNUAL CONFERENCE

Scholarships are awarded for attendance at the CCAC Annual Conference. Three scholarships are awarded, one to each Division (Central, Northern and Southern). The Immediate Past President is responsible for awarding the CCAC Annual Conference scholarships. The Immediate Past President shall notify CCAC members of the application period and provide the application. The application deadline should be set in order to allow for travel accommodations by scholarship recipients. The Immediate Past President will review the applications and select the recipients from each Division. All applicants shall be informed of the scholarship recipients by March 1. The Immediate Past President shall also inform the CCAC Treasurer and President of the scholarship recipients. Payment will be made following the conference and upon submittal of receipts of expenditures. The CCAC Treasurer shall notify the scholarship recipient of additional specifics related to the award of scholarship including reimbursement process. Criteria for Award of Scholarship:

1. Applicant must be a member of CCAC and be either a City Clerk, Deputy if City Manager serves as City Clerk, Board Clerk or District Clerk

2. Applicant must have not attended a previous CCAC Annual Conference 3. Applicant’s organization must have limited City Funds available for attendance 4. Applicant must be current in CCAC membership dues

The following expenses are covered by the CCAC Annual Conference Scholarship:

1. CCAC Annual Conference Registration 2. Hotel for two nights - shared accommodations are encouraged 3. Transportation in an amount not to exceed $200

(03/95; Am. 6/11)

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APPENDIX VII – CCAC INVESTMENT POLICY

1. CCAC shall invest in two CD’s in the amount of $23,000 each (or other appropriate amount as determined by the Treasurer but in compliance with number 2 below) coming due six months apart in the months of March and September which will allow for liquidity if needed during high expenditure times prior to the Annual Conference and the League’s seminar on laws and elections.

2. The savings account shall hold between $3,000 and $10,000 varying upon the need for payment of invoices. If the savings account exceeds $10,000, additional funds shall be transferred to the next CD available in an amount to be determined appropriate by Treasurer.

3. Following Executive Board approval of a specific request for assistance with expenses for representatives serving on League of California Cities policy committees, CCAC shall pay for airfare only. League corporate tickets shall be used whenever possible to achieve a cost savings.

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APPENDIX VIII – BOARD MEMBER DUTIES President The President shall 1) plan, organize and direct the work program for the Board; 2) preside at all meetings; and 3) appoint members of the Audit Committee, Nominating Committee and Special Committees. The President shall be an ex-officio member of all Committees. First Vice-President The First Vice-President shall perform the duties of the President in the President’s absence and shall act in an advisory capacity at all times. The First Vice-President shall serve as the Chair of the Program Committee and appoint all members. This officer will also be responsible for the CCAC Banner and Past President’s pins. Second Vice-President The Second Vice-President shall perform the duties of First Vice-President in the First Vice-President’s absence and shall act in an advisory capacity at all times. The Second Vice-President will select the site of the CCAC Annual Conference at which he/she shall preside. The Second Vice-President shall have primary responsibility for Membership and the ASSOCIATION Directory and report on ASSOCIATION activities at the ASSOCIATION Division meetings.

Recording Secretary The Recording Secretary shall serve as the Historian and keep an accurate record of the proceedings of all meetings of the ASSOCIATION, the City Clerks’ Department of the League of California Cities, and of the Executive Board. The Recording Secretary shall preserve, in a permanent file, all records and letters of continuing value to the ASSOCIATION and its Officers, to be transferred to the successor at the expiration of the term. The Secretary shall maintain up-to-date copies of all Board Policies, as outlined in this Executive Board Policies and Procedures document, and provide the same for publication in the ASSOCIATION Directory. The Recording Secretary shall distribute a copy of the minutes of all meetings of the Executive Board to each member of such Executive Board. The Recording Secretary shall distribute, upon request, a copy of the minutes of ASSOCIATION meetings or Executive Board meetings to any member of the ASSOCIATION.

Communications Director The Communications Director shall coordinate with the President, Legislative Director, Professional Development Director, and other appropriate individuals on the content of the communication. The Communications Director shall oversee the publications of the ASSOCIATION in alignment with the Association and Department mission statements. This includes responsibility for The Official World, including advertising. The Communications Director shall serve as the repository for ASSOCIATION supplies, including stationery, brochures, and certificate forms and folders, and official ASSOCIATION artwork needed for production. The Communications Director shall notify Members and other individuals of all ASSOCIATION meetings.

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Legislative Director The Legislative Director shall report regularly to the ASSOCIATION Executive Board and seek sponsorship and/or position statements regarding legislation from the Executive Board. The Legislative Director shall communicate through the First Vice-President of each Division to Division members regarding legislation and whether it is supported by the Executive Board. The Legislative Director shall serve as Chair of the Legislative Committee and shall appoint members of the committee in addition to the First Vice-Presidents of each Division. The Legislative Director shall serve as the League’s City Clerks Department representative on the League Board of Directors. Treasurer The Treasurer shall have charge of all moneys and shall report thereon at each Executive Board meeting, at the League Annual Conference and at the Annual CCAC Conference. This includes collecting dues from all members. The Treasurer shall pay all bills upon written authorization of the President, such payments to be confirmed by the Executive Board at its next meeting after payment; keep an itemized record of all receipts and expenditures in a permanent file; and turn over all such books, records and papers to the successor after completion of the term of office, taking a listed receipt therefor. It shall be the duty of the Treasurer to complete and file the required Internal Revenue and Franchise Tax Board forms by the designated deadlines each year. The Treasurer shall be responsible for the State Association membership pins and the California pin and Handbook sales.

The Treasurer shall be empowered to appoint any Voting Member as Deputy Treasurer, such appointment to be effective upon confirmation by the Executive Board of this ASSOCIATION. The duties of the Deputy Treasurer shall be as assigned by the Treasurer. In the absence of the Treasurer, the Deputy Treasurer shall assume all the rights and obligations of the Treasurer.

The Treasurer and Deputy Treasurer shall be bonded in the minimum amount of one hundred thousand dollars ($100,000) each, the cost of said bonds to be paid by this ASSOCIATION. The Executive Board shall review this provision as needed and shall have the power to amend the amount of the bonds required.

Although the incoming Treasurer shall be installed and shall assume office in accordance with the provisions in the Bylaws and explained in these Executive Board Policies, the books shall not be accepted by the incoming Treasurer until after completion of all accounting for the League Annual Conference has been made, and all outstanding bills paid.

Professional Development Director The Professional Development Director shall serve as Chair of the Professional Development Committee and shall appoint members of the Committee. The Professional Development Director shall be responsible for matters pertaining to continuing education, certification and professional development programs sponsored by the ASSOCIATION and/or the International Institute of Municipal Clerks.

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Trustees The Trustees shall serve on the Committee, chaired by the Immediate Past President, to review and update the ASSOCIATION Bylaws at a minimum in each odd-numbered year and to review and update the Handbook at a minimum in each even-numbered year, and more often if deemed necessary by the Executive Board. The Trustees shall assume responsibility for monitoring City Clerks who are retiring, assisting the Second Vice-President with Membership, assisting the President with planning the CCAC Annual Conference, handling fundraising, and any other special assignments as directed by the President and/or the Executive Board. The Trustees also will assist with any other special assignments as directed by the President and/or the Executive Board. Chairs The Chairs, representing their respective divisions, shall attend CCAC Board meetings, provide reports of division activities, serve as a link between the State Executive Board and the Division Boards, and in the event of a vacancy in the office of Trustee, select a division member to fill such vacancy.

Immediate Past President The Immediate Past President shall receive applications for scholarships to the CCAC Annual Conference and award the three scholarships, one to each Division. The Immediate Past President also will coordinate the work of the Trustees in carrying out their duties to review and update the ASSOCIATION Bylaws at a minimum in each odd-numbered year and to review and update the Handbook at a minimum in each even-numbered year, and more often if deemed necessary by the Executive Board. The above is a brief summary of duties for officers. Additional duties and specific tasks for each position are outlined in the relevant job description for each officer.

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APPENDIX IX – WEBSITE REGULATIONS I. PURPOSE AND OBJECTIVES

The purpose of this Website Policy is to set forth regulations governing the content, format, and submission of information for the CCAC Website. The primary objective in establishing regulations governing content of information for the CCAC Website is to ensure the posting of updated and accurate information. The secondary objective is to provide guidelines for all Divisions to submit information for the CCAC Website and to ensure the posting and uploading of all submissions in a consistent manner.

II. CONTENT 1. CCAC News 2. About CCAC 3. CCAC Membership Information 4. Membership Directory 5. CCAC Board and Agendas 6. CCAC Constitution and By-Laws 7. Education Information 8. Calendar of Events 9. CCAC Newsletter – “The Official Word” 10. Advertisers 11. Legislative Updates 12. Job Opportunities 13. Northern, Central, and Southern Division News

Newsletters Agendas Minutes Meeting Announcements Other information pertinent to the Division, as determined by the

Communications Director 14. Feedback and Suggestions 15. FAQs (Facts about the City Clerk Profession) 16. CCAC Store 17. Helpful Links (Professional and Legislative links to assist City Clerks and related

professions) 18. Contact Information

III. PROCEDURES

A. SUBMISSION OF INFORMATION Information to be posted on the CCAC Website shall be submitted to the CCAC Communications Director using the following procedures: 1. All information to be posted on the Website shall be forwarded via email in

Microsoft Word (.doc) format.

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2. All documents to be linked on the CCAC Website shall be forwarded via email in Adobe (.pdf) format.

3. Submissions must include a beginning and end date for inclusion on the CCAC Website.

B. POSTING OF DIVISION CONTENT

A designated representative from each Division shall be authorized to post content to their respective Division News page using the following procedures: 1. All documents shall be in Adobe (.pdf) format, and should not exceed 5MB in

size. 2. All documents shall be named according to the following standards: Always use the underscore character as separator and ALWAYS use lower

case ONLY for all file names. Newsletter file name format = nccca (for Northern Division) + 1210 (month and year) + newsltr (or just

“news” if it’s not a newsletter) + .pdf. Example: The file name for Northern Division December newsletter would be

“nccca_1210_newsltr.pdf” Agenda file name format = cccca (for Central Division) + 012811 (for month, day & year or just month &

year if only one per month) + agenda.pdf. Example: The file name for Central Division January 28, 2011 agenda would

be “cccca_012811_agenda.pdf” Minutes file name format = sccca (for Southern Division) + 012711 (for month, day & year) + minutes.pdf. Example: The file name for Southern Division January 27, 2011 minutes

would be: “sccca_012711_minutes.pdf” 3. The designated representative from each Division shall verify the uploading of all

information to ensure it appears on the CCAC Website.

B. JOB ANNOUNCEMENTS 1. Job announcements will be posted on the CCAC Website for a fee that is set by

the Board. This fee will be reviewed by the Board on an annual basis. 2. Job announcements are removed from the CCAC Website upon the filing

deadline for the job that is posted. 3. If a job announcement filing deadline is extended, there will be an additional

cost to renew the announcement. The renewal fee is set by the Board. This fee will be reviewed by the Board on an annual basis.

4. Job announcements that are “Continuous – open until filled” will be posted for 30 days and are subject to the renewal fee.

5. Job announcements are to be submitted to the CCAC Communications Director in format approved by the CCAC Communications Director.

C. ADVERTISERS

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1. Commercial advertisers will be charged an annual fee for advertising on the CCAC Website. This fee will be set by the Board on an annual basis.

2. The Communications Director reserves the right to determine how and where ad links will appear on the CCAC Website.

3. If the advertiser wishes to become a CCAC sponsor, the advertisement cost will be waived or adjusted accordingly. Please refer to the CCAC Sponsorship program for additional information relating to advertisers.

D. EXTERNAL LINKS

For purposes of this policy, an “external link” is a hyperlink from the CCAC Website to a website maintained by another party. All external links on the CCAC Website are provided as a convenience to its users and are not an endorsement or approval of the content found at the target website. The CCAC provides links to websites that are relevant and appropriate to the CCAC’s mission to promote the profession of City Clerks through education, support and communication. The CCAC Communications Director or his/her designee shall review the merits of a link to determine whether the link serves the overall purpose of the CCAC’s Website. Neither the CCAC Website nor the external links listed on the CCAC Website constitute a forum for expressive activity by members of the public. Furthermore, the following criteria are used in determining what links are displayed on the CCAC Website: Sponsored by CCAC, governmental or educational institutions Maintained by organizations in a contractual relationship with, funded or

created by CCAC Corporations, foundations, associations, etc. with a purpose statement

devoting itself to assisting CCAC Organizations partnering with CCAC to meet the CCAC’s strategic or

operational goals That provide City Clerk related information and/or services in a way that is

not otherwise available on the CCAC website

The CCAC Website will not provide links to sites: Promoting or exhibiting hate, bias, discrimination, pornography, libelous or

otherwise defamatory content Consisting of personal home pages operated by individuals

Entities and organizations wishing to establish external links on the CCAC official website must submit a written request containing all information necessary to verify the facts stated and as may be necessary to establish that the proposed link is in compliance with this policy, including the relevant website address, website description and purpose, brief statement as to how the proposed website fulfills the purpose of the CCAC Website as set forth in Section 1, contact name, phone number and email address. The applicant shall submit the request by email to [email protected] or by mail to CCAC, c/o League of California Cities, 1400 K Street, Suite 400, Sacramento, CA 95814.

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The CCAC reserves the right to: deny an external link application to any person, business or organization

when it is determined, following review of a request, that the entity or organization for which application is made does not meet the criteria set forth in this policy;

deny an external link application to any person, business or organization which fails to provide all required information, or fails to provide truthful information;

remove any external link if the nature of the organization or business to which the link relates no longer complies with the CCAC’s external link policy; or

to revise this policy without prior notice when to do so is deemed to be in the best interest of the CCAC.

E. LINKS TO THE CCAC WEBSITE

Advance permission to link to the CCAC Website is not necessary. However, the party linking to the CCAC Website should be aware that its subpages may change at any time without notice. Entities and individuals linking to the CCAC’s Website shall not capture pages within frames, present the CCAC’s Website content as its own, or otherwise misrepresent the website’s content or misinform users about the origin or ownership of its content. Any link to the CCAC’s Website should be full forward link that passes the client browser to the CCAC’s Website unencumbered. The web browser’s “back” button should return the visitor to the originating site if the visitor wishes to back out.

IV. DISCLAIMERS/TERMS AND CONDITIONS OF USE

A. DISCLAIMER OF ENDORSEMENT The information posted on the City Clerk’s Association of California (CCAC) Website includes hypertext links to information created and maintained by other public and/or private organizations. CCAC provides these links solely for the information and convenience of users of the website. When users select a link to an outside website, they are leaving the CCAC Website and are subject to the privacy and security policies of the owners/sponsors of the external website. Reference in this site to any specific commercial product, process, or service by trade name, trademark, manufacturer or any specific commercial product, process, or service by trade name, trademark, manufacturer or otherwise, does not constitute or imply an endorsement, recommendation, or favoring by the CCAC.

B. LIABILITY DISCLAIMER The CCAC shall not be held liable for any improper or incorrect use of the materials or information contained on this site and assumes no responsibility for any user’s use of them. In no event shall the CCAC be liable for any damages, whether direct, indirect, incidental, special, exemplary or consequential (including, but not limited to, business interruption or loss of use, data, or profits) regardless of cause, and on

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any theory of liability, whether in contract, strict liability, or tort (including negligence or otherwise) arising in any way out of the use of this site or the materials and information contained on this site, even if advised of the possibility of such damage. This disclaimer of liability applies to any damages or injury, including but not limited to those caused by any failure of performance, error, omission, interruption, deletion, defect, delay, computer virus, communication line failure, theft, or destruction of data, whether for breach of contract, tortuous behavior, negligence, or under any other cause of action.

C. DISCLAIMER OF WARRANTIES / ACCURACY AND USE OF INFORMATION The CCAC is neither responsible nor liable for any delays, inaccuracies, errors or omissions arising out of use of the CCAC Website or with respect to the material contained on the website, including without limitation, any material posted on the website nor for any viruses or other contamination of your system. The CCAC Website and all materials contained on it are distributed and transmitted “as is” without warranties of any kind, either express or implied, including without limitations, warranties of title or implied warranties of merchantability or fitness for a particular purpose. The CCAC is not responsible for any special, indirect, incidental or consequential damages that may arise from the use of, or the inability to use, the website and/or the materials contained on the website whether the materials contained on the website are provided by the CCAC or a third party. The CCAC is neither responsible nor liable for any viruses or other contamination of the user’s system.

D. INDEMNIFICATION To the extent permitted by applicable law, by using the CCAC’s Website, the user agrees to defend, indemnify, and hold harmless, the CCAC, its agencies, officers, employees, representatives, and agents from and against all claims and expenses, including attorneys’ fees, arising out of the user’s use of this site or materials and information contained on this site.

E. UNAUTHORIZED USE All material on the CCAC Website (content, logos, graphics, and images) is property of the CCAC and no person or entity may duplicate, upload, republish, modify, transmit, post or distribute or mirror the information without the expressed written permission to do so from CCAC.

(7/06; Am. 7/09; Am. 04/12)

APPENDIX X – UPDATE AND UTLIZATION OF CCAC MEMBER INTEREST FORMS

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The CCAC Division Trustees shall be responsible for the annual update of the Member Interest Forms. The Trustees shall:

1. Review Member Interest Card Update Trustees listed. Ensure committees listed are active. Review committee descriptions and revise as needed.

2. Submit to the Board, at the October meeting, the updated/revised Member Interest Forms and committee descriptions for approval.

3. Once Board approval is received, forward the documents to the Communications Director for posting on the website.

The Trustees shall designate one Trustee to implement utilization as follows: 1. Member Interest Forms forwarded to the Trustee assigned for the term. 2. Trustee updates the spreadsheet for the current year. 3. Trustee forwards the spreadsheet monthly to the Board and Committee Chairs. Bi-

weekly during the months January to March. 4. Board members will utilize volunteers from this list to fill committee vacancies or when

additional assistance is needed. 5. Board and Committee Chairs report back to the Trustee, monthly, the volunteers

appointed to serve on committees. 6. The Trustee updates the spreadsheet when the Board and Committee Chairs report

back, noting committee name and date appointed. 7. Trustee notifies the Recording Secretary when volunteers are assigned to committees

for the President’s Recognition List.

(12/10)

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APPENDIX XI – USE OF SOCIAL MEDIA

The City Clerks Association of California (CCAC) encourages the use of social media sites to enhance communication and to further the goal and mission of the Association. Social media sites are primarily internet- and mobile-based tools for sharing and discussing information among people. These are a wide variety of social media sites that individuals may find useful; however, CCAC Executive Board approval must be sought prior to use of a new social media site on behalf of CCAC. The CCAC Executive Board approves the following:

1. The CCAC Communications Director shall seek CCAC Executive Board approval prior to joining any social media site. CCAC shall maintain one account per approved social media site. Each CCAC social media account shall include the CCAC seal, an introductory statement which clearly specifies the purpose and, when possible, shall link back to the official CCAC Website.

2. The CCAC Communications Director shall manage, monitor, and post the social media site content. The Communications Director may also designate CCAC Trustees and/or representatives recommended by Division Chairs to contribute and post content.

3. The Communications Director reserves the right to restrict or remove any content that he/she deems, in his/her sole discretion to be unwarranted, offensive, abusive, obscene, defamatory, in violation of copyright and/or trademark law, or other intellectual property of any third party, or is in violation of CCAC policies or any applicable law.

Division use of social media: 1. Divisions shall seek CCAC Executive Board approval through the CCAC Communications

Director prior to joining any social media site. Divisions shall operate in accordance with Section A and shall include a link or reference to the corresponding CCAC social media page.

2. Divisions using social media shall designate a Division Board Member position to manage, monitor, and post social media site content.

3. Divisions shall provide the CCAC Communications Director with administrative access to all social media accounts.

4. The CCAC Executive Board, at its sole discretion, reserves the right to terminate any social media accounts established by a Division.

(12/10; Am. 04/12)

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APPENDIX XII – HONORING MEMBERS EARNING THE MMC CERTIFICATION

The City Clerk’s Association of California (CCAC) encourages its members to seek high standards in education. It supports a variety of education forums and courses and urges its members to seek those education goals and designations as developed by the International Association of Municipal Clerks (IIMC). As the designation of Certified Municipal Clerk requires many hours of education, training, and professional development, the Master Municipal Clerk Certification (MMC) is a loftier goal to achieve. To recognize this achievement, the CCAC Board took action to honor each of its members who attain this prestigious designation. It is the intent of the CCAC Board to recognize the member receiving this designation and bring awareness to the member’s City Council and community of the value of the member’s contributions and the value of CCAC, by sending a delegate, per the selection process provided herein, to present a “Certificate of Exceptional Professional Achievement” at a City Council meeting of that member. Additionally, a press release shall be issued in the recipient’s city. The CCAC Board approves the following: 1. Designate or appoint a member, Coordinator, to coordinate this effort, who will select an

appropriate volunteer delegate to make each presentation. Delegates must be CCAC members in good standing and are to be selected from this list, in priority order: CCAC Officers – President, 1st Vice President, 2nd Vice President; CCAC Executive Board Member; CCAC Division Board Member, where honoree is located; Past CCAC or CCAC Division Board Member, or an IIMC Board Member; CCAC, MMC member, as approved by the CCAC President; or CCAC member as approved by the CCAC President.

2. Upon receiving notification of the MMC designation, it shall be the duty of the CCAC President to sign the Certificate of Exceptional Professional Achievement, which may be printed on high quality paper.

3. The duties of the Coordinator shall include: Receive notice of newly conferred MMC members from CCAC President or Professional

Development Director; Contact the new MMC and City Manager of her/his city to arrange for a presentation at

an upcoming City Council meeting, and Notify the delegate making the presentation. Issue a press release in the recipient’s city by contacting the recipient for specifics to

include in the press release; forward the press release to media outlets local to that recipient’s place of employment, as provided by the recipient; forward a copy to the CCAC President; and forward a copy to the recipient (recipient or recipient’s agency may distribute the press release to other media outlets, if desired).

4. While it is anticipated that this project will not impact the CCAC budget as it already addresses allowances for awards and recognitions, funding for reimbursing delegates for travel expenses will be allowed on a case by case basis as approved by the CCAC Board.

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5. The Coordinator will determine whether to utilize a frame or presentation folder and make arrangements for its delivery.

(4/07; Am. 12/10; Am. 1/11)

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APPENDIX XIII – CITY CLERKS’ LISTSERV POLICY The purpose of the League of California Cities’ City Clerks’ listserv is to provide a means for City Clerks to communication and share information. It should not be the resource of first resort. Please check appropriate sources (i.e., City Clerk’s Handbook, City Attorney, etc.) before posting your query on the listserv. 1. City Clerks should avoid posting inquiries on the City Clerks’ private listserv on behalf of

other city officials and departments. Here is the link to sign up for the “public” listservs: http://lists.cacities.org/mailman/listinfo/ - for PUBLIC listservs

2. Posting of job announcements are not allowed on the listserv. However, if you advertise in Western City magazine or on the City Clerks Association of California (CCAC) website, you may request a notice be placed on the listserv announcing the job posting.

3. Posting of press inquiries on behalf of the media is not allowed. 4. Non-city officials, other than consultants or vendors, who wish to communicate

electronically with City Clerks, may submit the message to Lorraine Okabe who moderates the listserv. The listserv is not available to consultants or vendors. However, the consultant or vendor may ask their member city client to post the message.

5. The purpose of the listserv is to exchange pertinent information related to the profession. The purpose of the listserv is not to serve as a “chatroom” and/or “blog” for personal opinion and/or general commentary. Messages will be moderated and posted based on their direct informational relevance to the subject matter.

6. Contact Lorraine Okabe (League staff) to see if the question has already been asked. She might have summaries or other information she can share.

7. The League does not sell or make available its lists of e-mail addresses. 8. The League’s listservs are not to be used for commercial purposes. 9. The League discourages the posting of council reorganization notices on the listserv.

City Clerks’ Listserv Tips Posting a message Subscribers can post messages by emailing them to [email protected]. Your message will be reviewed for consistency with the City Clerks’ listserv policy and approved, or denied, by the listserv moderator. Subscribing/unsubscribing: http://lists.cacities.org/mailman/listinfo/city_clerks Digest function: If you would like to receive only one email a day digesting the listserv inquires for that day – go to: http://lists.cacities.org/mailman/options/city_clerks/ (ignore the “Error: no address given” at the top of the page). Type in your email address and password and login.

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http://lists.cacities.org/mailman/listinfo/


http://lists.cacities.org/mailman/listinfo/city_clerks

http://lists.cacities.org/mailman/options/city_clerks/

On the next page you can change your subscription configuration. Go to the “subscription options” and turn on the “Set Digest mode.” Once this is enabled, you will be sent one email a day with all the inquiries/responses for that day. This prevents being constantly bombarded by emails throughout the day. Sharing the information: Subscribers are responsible for providing a summary of the responses they received to their listserv question. It is important for members to share information; this is the fundamental purpose of the listserv. When sending a summary, please identify the message as a “Summary” in the subject area. Also include the date, the source and the name of the person who conducted the survey. Please include the “original” question. Forgot your password? Go to the link above, type in your email address, scroll down and hit the password “reminder” button and your password will be emailed to you. General information: http://lists.cacities.org/mailman/listinfo/city_clerks Questions/Comments? Contact Lorraine Okabe at mailto:[email protected]. (2006; Am. 1/09)

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APPENDIX XIV – RECORDS RETENTION AND DESTRUCTION POLICY I. PURPOSE

The purpose of the Records Retention and Destruction Policy is to set forth guidelines and procedures regarding maintenance, storage and disposition of CCAC electronic and paper records, in accordance with federal, state, and local laws and acceptable business practices.

II. OBJECTIVE The primary objective is to identify records to be maintained by the organization; identify the Office of Record for each record series; and establish the practice of storing, maintaining and disposing of CCAC records.

III. GENERAL PROVISIONS 1. The Records Retention Schedule is the guiding document for disposition of all Board

records. 2. The Board Secretary is the person responsible for managing the destruction of records. 3. Each Board member is responsible for the maintenance of their records. When a Board

member leaves office, it is his/her responsibility to transfer his/her records to the incoming Board member.

4. The Board President and the Board Secretary have the authority to approve destruction of records and update the retention schedule as needed. The Board Secretary will provide copies of updated retention schedules to each Board member.

5. Retention dates apply to all forms of records including paper, electronic, CD, tape, etc. 6. Copies may be destroyed without obtaining approval as long as the location and

disposition of the original has been confirmed. 7. When the originals of a record are destroyed, all paper and electronic copies of that

original record must also be destroyed. The retention of copies should not exceed the retention of the original.

8. Records may be retained longer than the retention period for historical purposes. This is the exception, not the rule.

9. Records may also be retained longer than the retention period for legal reasons. When legal action has been taken on the subject matter of the record, the retention period of that particular record(s) is suspended. The retention period resumes after settlement or completion of the legal matter. A legal action would include but is not limited to claims, litigation, investigations/audits, complaints, subpoenas, and public records requests.

10. Annual purging of records is good practice and should be implemented by each member.

11. A “Request for Destruction” authorization form must be completed and submitted to the Board President and Secretary for approval before any original record that requires approval can be destroyed. The authorization form is attached. Signed authorization forms will be kept on file by the Board Secretary.

12. Records for destruction containing confidential information must be destroyed by method of shredding. All other records can be recycled.

Attachments: Records Retention Schedule; Destruction Authorization Form (4/10)

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RECORDS RETENTION SCHEDULE

Records Description Retention Accounting Documents (Bank Deposit Slips, Bank Statements, Deposits, Cancelled Checks, Check Stubs, Division Payout Reports, Expenditure Receipts, Income and Expense Reports)

7 Years

Agenda 2 years

Annual Reports Permanent Audit Reports Permanent Awards (Applications, Nominations Correspondence) 2 Years Awards (Roster or Recipients) Permanent Budget Superseded + 2 Years Bylaws Permanent Committee/Division Membership List Current + 10 Years Contracts & Agreements Completion + 4 Years Correspondence 2 Years Destruction of Records Requests Permanent Elections (Nominations, Ballots) Date of Election + 6

Months Goals and Objectives Superseded + 2 Years Grants and Scholarships (Applications, Correspondence, Notifications) Successful

Closed + 5 Years

Grants and Scholarships (Applications, Correspondence, Notifications) Unsuccessful

Closed + 2 Years

Insurance Permanent Minutes Permanent Official Word/Newsletter 2 Years or Permanent

for Historical Value Policy and Procedures Superseded + 2 Years Public Records Requests Completion + 2 Years Reference Materials When no longer

needed Special Projects Completion + 2 Years Surveys Superseded + 2 Years Treasurer Reports Permanent

(04/11)

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City Clerks Association of California Authorization to Destroy Records

I request authorization to destroy the following records pursuant to the Board’s Records Retention and Destruction Schedule adopted April 29, 2011:

Record Description Dates of Records From/To

(Mo/Year)

Retention Schedule

Paper/Electronic (Check one)

Record(s) Scanned & QC’d

Yes No

REQEUSTED BY:

Board Member Name Print Name Signature

I, __________________________ Board ___________________ herby certify that I have caused the records listed above to be destroyed.

AUTHORIZED FOR DESTRUCTION

Board Secretary Signature Print Name Date

Board President Signature Print Name Date (04/11)

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1

CCAC BOARD POLICIES

Title COMMUNICATIONS (Website / ListServ / Social Media)

Number 112



It is the policy of the City Clerks Association of California (CCAC or Association) to ensure that communication flows to and from our membership in the most efficient and cost effective way. This policy and procedures document (Policy) provides guidelines on the use of communication methods.

2. SCOPE

This policy shall apply to the Association. 3. RESPONSIBILITY

The CCAC Communications Chair has overall responsibility for oversight and implementation of this policy.

4. WEBSITE REGULATIONS

4.1 Purpose And Objectives

The purpose of this Website Policy is to set forth regulations governing the content, format, and submission of information for the CCAC Website. The primary objective in establishing regulations governing content of information for the CCAC Website is to ensure the posting of updated and accurate information. The secondary objective is to provide guidelines for all Divisions to submit information for the CCAC Website and to ensure the posting and uploading of all submissions in a consistent manner.

4.2 Content

(a) CCAC News

(b) About CCAC

(c) CCAC Membership Information

(d) Membership Directory

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(e) CCAC Board and Agendas

(f) CCAC Constitution and By-Laws

(g) Education Information

(h) Calendar of Events

(i) CCAC Newsletter – “The Official Word”

(j) Advertisers

(k) Legislative Updates

(l) Job Opportunities

(m) Northern, Central, and Southern Division News

Newsletters

Agendas

Minutes

Meeting Announcements

Other information pertinent to the Division, as determined by the Communications Director

(n) Feedback and Suggestions

(o) FAQs (Facts about the City Clerk Profession)

(p) CCAC Store

(q) Helpful Links (Professional and Legislative links to assist City Clerks and related professions)

(r) Contact Information

4.3 Procedures

(a) Submission Of Information

Information to be posted on the CCAC Website shall be submitted to the CCAC Communications Director using the following procedures:

1) All information to be posted on the Website shall be forwarded via email in Microsoft Word (.doc) format.

2) All documents to be linked on the CCAC Website shall be forwarded via email in Adobe (.pdf) format.

3) Submissions must include a beginning and end date for inclusion on the CCAC Website.

4.4 Posting Of Division Content

A designated representative from each Division shall be authorized to post content to their respective Division News page using the following procedures: (a) All documents shall be in Adobe (.pdf) format, and should not exceed 5MB in size.

(b) All documents shall be named according to the following standards:

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Always use the underscore character as separator and ALWAYS use lower case ONLY for all file names.

Newsletter file name format =

nccca (for Northern Division) + 1210 (month and year) + newsltr (or just “news” if it’s not a newsletter) + .pdf.

Example: The file name for Northern Division December newsletter would be “nccca_1210_newsltr.pdf”

Agenda file name format =

cccca (for Central Division) + 012811 (for month, day & year or just month & year if only one per month) + agenda.pdf.

Example: The file name for Central Division January 28, 2011 agenda would be “cccca_012811_agenda.pdf”

Minutes file name format =

sccca (for Southern Division) + 012711 (for month, day & year) + minutes.pdf.

Example: The file name for Southern Division January 27, 2011 minutes would be: “sccca_012711_minutes.pdf”

(c) The designated representative from each Division shall verify the uploading of all information to ensure it appears on the CCAC Website.

4.5 Job Announcements

(a) Job announcements will be posted on the CCAC Website for a fee that is set by the Board. This fee will be reviewed by the Board on an annual basis.

(b) Job announcements are removed from the CCAC Website upon the filing deadline for the job that is posted.

(c) If a job announcement filing deadline is extended, there will be an additional cost to renew the announcement. The renewal fee is set by the Board. This fee will be reviewed by the Board on an annual basis.

(d) Job announcements that are “Continuous – open until filled” will be posted for 30 days and are subject to the renewal fee.

(e) Job announcements are to be submitted to the CCAC Communications Director in format approved by the CCAC Communications Director.

4.6 Advertisers

(a) Commercial advertisers will be charged an annual fee for advertising on the CCAC Website. This fee will be set by the Board on an annual basis.

(b) The Communications Director reserves the right to determine how and where ad links will appear on the CCAC Website.

(c) If the advertiser wishes to become a CCAC sponsor, the advertisement cost will be waived or adjusted accordingly.

4.7 External Links

(a) For purposes of this policy, an “external link” is a hyperlink from the CCAC Website to a website maintained by another party. All external links on the CCAC Website are provided as a convenience to its users and are not an endorsement or approval of the

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content found at the target website. The CCAC provides links to websites that are relevant and appropriate to the CCAC’s mission to promote the profession of City Clerks through education, support and communication. The CCAC Communications Director or his/her designee shall review the merits of a link to determine whether the link serves the overall purpose of the CCAC’s Website. Neither the CCAC Website nor the external links listed on the CCAC Website constitute a forum for expressive activity by members of the public. Furthermore, the following criteria are used in determining what links are displayed on the CCAC Website:

Sponsored by CCAC, governmental or educational institutions

Maintained by organizations in a contractual relationship with, funded or created by CCAC

Corporations, foundations, associations, etc. with a purpose statement devoting itself to assisting CCAC

Organizations partnering with CCAC to meet the CCAC’s strategic or operational goals

That provide City Clerk related information and/or services in a way that is not otherwise available on the CCAC website

The CCAC Website will not provide links to sites:

Promoting or exhibiting hate, bias, discrimination, pornography, libelous or otherwise defamatory content

Consisting of personal home pages operated by individuals

Entities and organizations wishing to establish external links on the CCAC official website must submit a written request containing all information necessary to verify the facts stated and as may be necessary to establish that the proposed link is in compliance with this policy, including the relevant website address, website description and purpose, brief statement as to how the proposed website fulfills the purpose of the CCAC Website as set forth in Section 1, contact name, phone number and email address. The applicant shall submit the request by email to [email protected] or by mail to CCAC, c/o League of California Cities, 1400 K Street, Suite 400, Sacramento, CA 95814. The CCAC reserves the right to: 1) deny an external link application to any person, business or organization when it is determined, following review of a request, that the entity or organization for which application is made does not meet the criteria set forth in this policy; 2) deny an external link application to any person, business or organization which fails to provide all required information, or fails to provide truthful information; 3) remove any external link if the nature of the organization or business to which the link relates no longer complies with the CCAC’s external link policy; or 4) to revise this policy without prior notice when to do so is deemed to be in the best interest of the CCAC.

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4.8 Links To The CCAC Website

Advance permission to link to the CCAC Website is not necessary. However, the party linking to the CCAC Website should be aware that its subpages may change at any time without notice. Entities and individuals linking to the CCAC’s Website shall not capture pages within frames, present the CCAC’s Website content as its own, or otherwise misrepresent the website’s content or misinform users about the origin or ownership of its content. Any link to the CCAC’s Website should be full forward link that passes the client browser to the CCAC’s Website unencumbered. The web browser’s “back” button should return the visitor to the originating site if the visitor wises to back out.

4.9 Disclaimers/Terms And Conditions Of Use

(a) Disclaimer Of Endorsement

The information posted on the City Clerk’s Association of California (CCAC) Website includes hypertext links to information created and maintained by other public and/or private organizations. CCAC provides these links solely for the information and convenience of users of the website. When users select a link to an outside website, they are leaving the CCAC Website and are subject to the privacy and security policies of the owners/sponsors of the external website. Reference in this site to any specific commercial product, process, or service by trade name, trademark, manufacturer or any specific commercial product, process, or service by trade name, trademark, manufacturer or otherwise, does not constitute or imply an endorsement, recommendation, or favoring by the CCAC.

(b) Liability Disclaimer

The CCAC shall not be held liable for any improper or incorrect use of the materials or information contained on this site and assumes no responsibility for any user’s use of them. In no event shall the CCAC be liable for any damages, whether direct, indirect, incidental, special, exemplary or consequential (including, but not limited to, business interruption or loss of use, data, or profits) regardless of cause, and on any theory of liability, whether in contract, strict liability, or tort (including negligence or otherwise) arising in any way out of the use of this site or the materials and information contained on this site, even if advised of the possibility of such damage. This disclaimer of liability applies to any damages or injury, including but not limited to those caused by any failure of performance, error, omission, interruption, deletion, defect, delay, computer virus, communication line failure, theft, or destruction of data, whether for breach of contract, tortuous behavior, negligence, or under any other cause of action.

(c) Disclaimer Of Warranties / Accuracy And Use Of Information

The CCAC is neither responsible nor liable for any delays, inaccuracies, errors or omissions arising out of use of the CCAC Website or with respect to the material contained on the website, including without limitation, any material posted on the website nor for any viruses or other contamination of your system. The CCAC Website and all materials contained on it are distributed and transmitted “as is” without warranties of any kind, either express or implied, including without limitations, warranties of title or implied warranties of merchantability or fitness for a particular purpose. The CCAC is not responsible for any special, indirect, incidental or consequential damages that may arise from the use of, or the inability to use, the

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website and/or the materials contained on the website whether the materials contained on the website are provided by the CCAC or a third party. The CCAC is neither responsible nor liable for any viruses or other contamination of the user’s system.

(d) Indemnification

To the extent permitted by applicable law, by using the CCAC’s Website, the user agrees to defend, indemnify, and hold harmless, the CCAC, its agencies, officers, employees, representatives, and agents from and against all claims and expenses, including attorneys’ fees, arising out of the user’s use of this site or materials and information contained on this site.

(e) Unauthorized Use

All material on the CCAC Website (content, logos, graphics, and images) is property of the CCAC and no person or entity may duplicate, upload, republish, modify, transmit, post or distribute or mirror the information without the expressed written permission to do so from CCAC.

5. USE OF SOCIAL MEDIA REGULATIONS

The City Clerks Association of California (CCAC) encourages the use of social media sites to enhance communication and to further the goal and mission of the Association. Social media sites are primarily internet- and mobile-based tools for sharing and discussing information among people. These are a wide variety of social media sites that individuals may find useful; however, CCAC Executive Board approval must be sought prior to use of a new social media site on behalf of CCAC.

5.1 The CCAC Executive Board approves the following:

(a) The CCAC Communications Director shall seek CCAC Executive Board approval prior to

joining any social media site. CCAC shall maintain one account per approved social media site. Each CCAC social media account shall include the CCAC seal, an introductory statement which clearly specifies the purpose and, when possible, shall link back to the official CCAC Website.

(b) The CCAC Communications Director shall manage, monitor, and post the social media site content. The Communications Director may also designate CCAC Trustees and/or representatives recommended by Division Chairs to contribute and post content.

(c) The Communications Director reserves the right to restrict or remove any content that he/she deems, in his/her sole discretion to be unwarranted, offensive, abusive, obscene, defamatory, in violation of copyright and/or trademark law, or other intellectual property of any third party, or is in violation of CCAC policies or any applicable law.

5.2 Division use of social media:

(a) Divisions shall seek CCAC Executive Board approval through the CCAC Communications Director prior to joining any social media site. Divisions shall operate in accordance with Section A and shall include a link or reference to the corresponding CCAC social media page.

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(b) Divisions using social media shall designate a Division Board Member position to manage, monitor, and post social media site content.

(c) Divisions shall provide the CCAC Communications Director with administrative access to all social media accounts.

(d) The CCAC Executive Board, at its sole discretion, reserves the right to terminate any social media accounts established by a Division.

6. CITY CLERK LISTSERV The purpose of the League of California Cities’ City Clerks’ listserv is to provide a means for City Clerks to communication and share information. It should not be the resource of first resort. Please check appropriate sources (i.e., City Clerk’s Handbook, City Attorney, etc.) before posting your query on the listserv.

6.1 Rules And Regulations

(a) City Clerks should avoid posting inquiries on the City Clerks’ private listserv on behalf of

other city officials and departments. Here is the link to sign up for the “public” listservs: http://lists.cacities.org/mailman/listinfo/ - for PUBLIC listservs

(b) Posting of job announcements are not allowed on the listserv. However, if you advertise in Western City magazine or on the City Clerks Association of California (CCAC) website, you may request a notice be placed on the listserv announcing the job posting.

(c) Posting of press inquiries on behalf of the media is not allowed.

(d) Non-city officials, other than consultants or vendors, who wish to communicate electronically with City Clerks, may submit the message to Lorraine Okabe who moderates the listserv. The listserv is not available to consultants or vendors. However, the consultant or vendor may ask their member city client to post the message.

(e) The purpose of the listserv is to exchange pertinent information related to the profession. The purpose of the listserv is not to serve as a “chatroom” and/or “blog” for personal opinion and/or general commentary. Messages will be moderated and posted based on their direct informational relevance to the subject matter.

(f) Contact Lorraine Okabe (League staff) to see if the question has already been asked. She might have summaries or other information she can share.

(g) The League does not sell or make available its lists of e-mail addresses.

(h) The League’s listservs are not to be used for commercial purposes.

(i) The League discourages the posting of council reorganization notices on the listserv.

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http://lists.cacities.org/mailman/listinfo/

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6.2 City Clerks’ Listserv Tips

(a) Posting a message:

Subscribers can post messages by emailing them to [email protected]. Your message will be reviewed for consistency with the City Clerks’ listserv policy and approved, or denied, by the listserv moderator.

(b) Subscribing/unsubscribing:


(c) Digest function:

If you would like to receive only one email a day digesting the listserv inquires for that day – go to: http://lists.cacities.org/mailman/options/city_clerks/ (ignore the “Error: no address given” at the top of the page). Type in your email address and password and login. On the next page you can change your subscription configuration. Go to the “subscription options” and turn on the “Set Digest mode.” Once this is enabled, you will be sent one email a day with all the inquiries/responses for that day. This prevents being constantly bombarded by emails throughout the day.

(d) Sharing the information:

Subscribers are responsible for providing a summary of the responses they received to their listserv question. It is important for members to share information; this is the fundamental purpose of the listserv. When sending a summary, please identify the message as a “Summary” in the subject area. Also include the date, the source and the name of the person who conducted the survey. Please include the “original” question.

(e) Forgot your password?

Go to the link above, type in your email address, scroll down and hit the password “reminder” button and your password will be emailed to you.

(f) General information:


(g) Questions/Comments?

Contact Lorraine Okabe at mailto:[email protected].

7. POLICY HISTORY Previously captured in the following Appendices of the Executive Board Policies in effect prior to April 2013: a. Appendix IX – Website Regulations (7/06; Am. 7/09; Am. 04/12) b. Appendix XI – Use of Social Media (12/10; Am. 04/12) c. Appendix XIII – City Clerks’ Listserv Policy (2006; Am. 1/09)

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http://lists.cacities.org/mailman/options/city_clerks/



CCAC BOARD POLICIES

Title RECORDS MANAGEMENT

Number 113



It is the policy of the City Clerks Association of California (CCAC or Association) to manage records of the organization in such a way as they protect the history of decision making without overwhelming scant resources. This policy and procedures document (Policy) provides guidelines on records management policies, details the records retention schedule, and provides procedures for destroying obsolete records.

2. SCOPE

This policy shall apply to all officers and Committees of the Executive Board. 3. DEFINITIONS

Permanent Records: The following are designated as permanent records (copies are retained electronically): minutes, policies, bylaws, The Official Word. All other records may be destroyed after they are retained electronically and/or their useful purpose has been served. (Public Records Act requires retention of two years.)

4. RESPONSIBILITY

Historian: The Recording Secretary, in coordination with the Communications Director. shall serve as Historian. All documents determined to be historical (minutes, agendas, etc.) shall be forwarded to the Historian for review and safekeeping.

5. RECORDS RETENTION SCHEDULE

The purpose of the Records Retention and Destruction Policy is to set forth guidelines and procedures regarding maintenance, storage and disposition of CCAC electronic and paper records, in accordance with federal, state, and local laws and acceptable business practices.

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5.1 Objective

The primary objective is to identify records to be maintained by the organization; identify the Office of Record for each record series; and establish the practice of storing, maintaining and disposing of CCAC records.

5.2 General Provisions

(a) The Records Retention Schedule is the guiding document for disposition of all Board records.

(b) The Board Secretary is the person responsible for managing the destruction of records.

(c) Each Board member is responsible for the maintenance of their records. When a Board member leaves office, it is his/her responsibility to transfer his/her records to the incoming Board member.

(d) The Board President and the Board Secretary have the authority to approve destruction of records and update the retention schedule as needed. The Board Secretary will provide copies of updated retention schedules to each Board member.

(e) Retention dates apply to all forms of records including paper, electronic, CD, tape, etc.

(f) Copies may be destroyed without obtaining approval as long as the location and disposition of the original has been confirmed.

(g) When the originals of a record are destroyed, all paper and electronic copies of that original record must also be destroyed. The retention of copies should not exceed the retention of the original.

(h) Records may be retained longer than the retention period for historical purposes. This is the exception, not the rule.

(i) Records may also be retained longer than the retention period for legal reasons. When legal action has been taken on the subject matter of the record, the retention period of that particular record(s) is suspended. The retention period resumes after settlement or completion of the legal matter. A legal action would include but is not limited to claims, litigation, investigations/audits, complaints, subpoenas, and public records requests.

(j) Annual purging of records is good practice and should be implemented by each member.

(k) A “Request for Destruction” authorization form must be completed and submitted to the Board President and Secretary for approval before any original record that requires approval can be destroyed. The authorization form is attached. Signed authorization forms will be kept on file by the Board Secretary.

(l) Records for destruction containing confidential information must be destroyed by method of shredding. All other records can be recycled

6. POLICY HISTORY Previously captured in Appendix XIV – Records Retention and Destruction Policy of the Executive Board Policy document in effect prior to April 2013; last amended 04/2011.

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Attachment

Attachment A – Destruction Authorization Form Attachment B – Records Retention Schedule.

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ATTACHMENT A

CCAC

AUTHORIZATION FORM TO DESTROY RECORDS

I request authorization to destroy the following records pursuant to the Board’s Records Retention and Destruction Schedule adopted April 29, 2011:

Record Description Dates of Records From/To

(Mo/Year)

Retention Schedule

Paper/Electronic (Check one)

Record(s) Scanned & QC’d

Yes No

REQUESTED BY: Board Member Name Print Name Signature

I, , Board ________________, hereby certify that I have caused the records listed above to be destroyed.

AUTHORIZED FOR DESTRUCTION:

BOARD SECRETARY DATE SIGNATURE

BOARD PRESIDENT DATE

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ATTACHMENT B

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CCAC

RECORDS RETENTION SCHEDULE

Records Description Retention

Accounting Documents (Bank Deposit Slips, Bank Statements,

Deposits, Cancelled Checks, Check Stubs, Division Payout Reports,

Expenditure Receipts, Income and Expense Reports, ) 7 Years

Agenda 2 years

Annual Reports Permanent

Audit Reports Permanent

Awards (Applications, Nominations Correspondence) 2 Years

Awards (Roster or Recipients) Permanent

Budget Superseded + 2 Years

Bylaws Permanent

Committee/Division Membership List Current + 10 Years

Contracts & Agreements Completion + 4 Years

Correspondence 2 Years

Destruction of Records Requests Permanent

Elections (Nominations, Ballots) Date of Election + 6 Months

Goals and Objectives Superseded + 2 Years

Grants and Scholarships (Applications, Correspondence,

Notifications) Successful Closed + 5 Years

Grants and Scholarships (Applications, Correspondence,

Notifications) Unsuccessful Closed + 2 Years

Insurance Permanent

Minutes Permanent

Official Word/Newsletter 2 Years or Permanent for

Historical Value

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ATTACHMENT B

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Records Description Retention

Policy and Procedures Superseded + 2 Years

Public Records Requests Completion + 2 Years

Reference Materials When no longer needed

Special Projects Completion + 2 Years

Surveys Superseded + 2 Years

Treasurer Reports Permanent

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CCAC BOARD POLICIES

Title MMC RECOGNITION

Number 114



It is the policy of the City Clerks Association of California (CCAC or Association) to encourage its members to seek high standards in education. It supports a variety of education forums and courses and urges its members to seek those education goals and designations as developed by the International Association of Municipal Clerks (IIMC).

This policy and procedures document (Policy) provides guidelines for recognizing clerks who have earned their Master Municipal Clerks (MMC) designation through IIMC.

2. SCOPE

This policy shall apply to all Association members who earn their MMC designation. 3. RESPONSIBILITY

The Coordinator shall be responsible for coordinating recognition of Association members who earn their MMC designation.

4. BACKGROUND

As the designation of Certified Municipal Clerk requires many hours of education, training, and professional development, the Master Municipal Clerk Certification (MMC) is a loftier goal to achieve. To recognize this achievement, the CCAC Board took action to honor each of its members who attain this prestigious designation. It is the intent of the CCAC Board to recognize the member receiving this designation and bring awareness to the member’s City Council and community of the value of the member’s contributions and the value of CCAC, by sending a delegate, per the selection process provided herein, to present a “Certificate of Exceptional Professional Achievement” at a City Council meeting of that member. Additionally, a press release shall be issued in the recipient’s city.

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5. PROCEDURE The CCAC Board approves the following:

5.1 Designate or appoint a member, Coordinator, to coordinate this effort, who will select an

appropriate volunteer delegate to make each presentation. Delegates must be CCAC members in good standing and are to be selected from this list, in priority order:

CCAC Officers – President, 1st Vice President, 2nd Vice President;

CCAC Executive Board Member;

CCAC Division Board Member, where honoree is located;

Past CCAC or CCAC Division Board Member, or an IIMC Board Member;

CCAC, MMC member, as approved by the CCAC President; or

CCAC member as approved by the CCAC President.

5.2 Upon receiving notification of the MMC designation, it shall be the duty of the CCAC President to sign the Certificate of Exceptional Professional Achievement, which may be printed on high quality paper.

5.3 The duties of the Coordinator shall include:

Receive notice of newly conferred MMC members from CCAC President or Professional Development Director;

Contact the new MMC and City Manager of her/his city to arrange for a presentation at an upcoming City Council meeting, and

Notify the delegate making the presentation.

Issue a press release in the recipient’s city by contacting the recipient for specifics to include in the press release; forward the press release to media outlets local to that recipient’s place of employment, as provided by the recipient; forward a copy to the CCAC President; and forward a copy to the recipient (recipient or recipient’s agency may distribute the press release to other media outlets, if desired).

5.4 While it is anticipated that this project will not impact the CCAC budget as it already addresses allowances for awards and recognitions, funding for reimbursing delegates for travel expenses will be allowed on a case by case basis as approved by the CCAC Board.

5.5 The Coordinator will determine whether to utilize a frame or presentation folder and make

arrangements for its delivery.

6. POLICY HISTORY Previously captured in Appendix XII – Honoring Members Earning the MMC Certification of the Executive Board Policy document in effect prior to April 2013; last amended 01/2011.

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CCAC BOARD POLICIES

Title IIMC RELATIONSHIP

Number 115



It is the policy of the City Clerks Association of California (CCAC or Association) to take all steps necessary to manage and maintain an effective partnership with the International Institute of Municipal Clerks (IIMC). This policy and procedures document (Policy) provides guidelines on specific relationships with IIMC.

2. SCOPE

This policy shall apply to formal CCAC relationships with IIMC. 3. CALIFORNIA HOST CITY OF AN IIMC CONFERENCE

Prior to submitting an application to IIMC, any California city wishing to host an IIMC Conference must obtain support of the CCAC Executive Board. This request shall be submitted to the CCAC Board in the form of the official IIMC Conference Site Bid Form no later than the deadline set by the President to be considered by the Board at its June regular meeting. In the event more than one city submits an application, CCAC may endorse only one site based upon IIMC Guidelines for Selecting an Annual Conference Site. The request shall also include:

(a) A budget for expenses that CCAC will be requested to support, including the Sunday

President’s Opening Reception;

(b) A listing of the local Host Committee members (members in addition to those selected by the CCAC President);

(c) Letters of support/commitment from local chambers of commerce and convention and visitors bureaus; and

(d) Letter of support from the Host City Clerk’s Mayor and Council. (4/94)

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4. REGION IX DIRECTOR AGREEMENT

4.1 Rotation Purpose

To affirm the policy that the IIMC Region IX Director position rotates among the states of Alaska, California, Oregon, and Washington; to establish a schedule for that rotation; to agree to a process for submitting the candidate’s name to IIMC; and to agree to an assessment pool for Region IX Director travel costs.

4.2 Staggered Terms and Rotation Policy

The term of office for IIMC Region Directors is three years. Region IX is represented by two directors whose terms are staggered. Each time one director ends a term, the next director to be voted upon by the region membership shall be selected from the state association next in the rotation schedule. From the time of this agreement, Region IX Directors will rotate according to the following schedule:

(a) Alaska serves 2010-2013 term, expires May 2013; California elected May 2012 (b) California serves 2012-2015 term, expires May 2015; Washington elected May 2013 (c) Washington serves 2013-2016 term, expires May 2016; Oregon elected May 2014 (d) Oregon serves 2014-2017 term, expires May 2017; Alaska elected May 2015 (e) Alaska serves 2015-2018 term, expires May 2018; California elected May 2016

Rotation repeats beginning with California serving the 2016-2019 term expiring in May 2019, with Washington elected May 2017.

4.3 Candidates

The candidate for Region IX Director must meet the qualifications for office as outlined by IIMC:

(a) Served at least three years as a Municipal Clerk; (b) Been a member of IIMC for at least three years; (c) Attended at least three annual IIMC conferences; (d) Be a full or additional full member of IIMC and if elected remain a full or additional full

member during the term of office; (e) Provide written endorsement of candidacy from the candidate’s governing body. (f) In addition to the IIMC criteria, the representative must:

1. Have served on or chaired an IIMC Committee;

2. Possess the CMC or MMC designation; and

3. Meet any further criteria established by their individual state association.

4.4 Each Region IX State Association will select a single nominee through its selection process. Each state’s selection of a nominee will occur with sufficient time to forward the name of the nominee to each of the other Region IX states for confirmation prior to the deadline for it being submitted to IIMC.

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4.5 In the event that a state association has no eligible candidate for the Region IX Director

position, that state association may pass on their turn and the next state association in line may put forth a candidate.

4.6 Each Region IX State Association shall annually contribute $5.00 per dues paying member, beginning with the May 2013 billing invoices, into an assessment pool for travel costs for the Region IX Directors. Travel funds may be used by the Region IX Directors for:

Coach airline travel made at least 21-days in advance.

Hotel room and tax charges during the conference only.

Reasonable, actual meal expenses.

Mileage and parking.

Gifts.

No travel funds shall be used for IIMC conferences.

No travel funds shall be used for conference expenses held in the state that the Region IX Director is from, except for gifts.

5. VISITING IIMC PRESIDENTS

For IIMC Annual Conferences held in California, CCAC will assume all costs, except travel for visiting IIMC Presidents.

6. POLICY HISTORY Previously captured in Appendix II – International Institute of Municipal Clerks of the Executive Board Policy document in effect prior to April 2013

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CCAC BOARD POLICIES

Title MENTOR PROGRAM

Number 116

Dates Adopted: 10/24/14 Revised: __/__/__


It is the policy of the City Clerks Association of California (CCAC) to provide a Mentor Program to ensure the success of those attending the Technical Track for Clerks (TTC) series. This policy provides guidelines to facilitate the Mentor Program.

2. SCOPE

This policy shall apply to the entire Association. 3. RESPONSIBILITY

3.1 The CCAC Professional Development Director shall appoint a Mentoring Program Committee Chair for a term of two years. The Chair shall be eligible for re-appointment.

3.2 The Mentoring Program Committee Chair, with the assistance of the Professional Development Representatives for the Northern, Central and Southern division are assigned the task of coordinating and monitoring the mentoring assignments.

3.3 The CCAC Membership Committee Chair (2nd Vice President) and the Executive Director of TTC are designated as “Mentoring Program Liaisons” and will share information about new members and institute participants with the Mentoring Program Committee Chair.

3.4 The Professional Development Director and the Mentoring Program Committee Chair are tasked with assuring that mentors are provided training and on-going support to ensure success.

3.5 The Board of Directors of CCAC shall provide funding for annual mentoring/coaching training purposes.

4. BACKGROUND

To be eligible to mentor, a clerk must have already achieved CMC designation and completed a one-day training session on IIMC requirements for certification. Mentors become members of the Mentoring Committee, a subcommittee of the Professional Development Committee. Mentees are matched with mentors by the Mentoring Program Committee Chair.

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In 2007, when the original mentoring policy was adopted there were about 46 mentors and 200 mentees. The number of mentors and their ability to handle multiple mentees fluctuates drastically with fluctuating workloads and staffing challenges. In spite of those issues, the program has continued to grow.

5. PROCEDURE

5.1 Outreach

(a) The Professional Development Director and the Mentoring Program Chair shall publish articles in issues of The Official Word describing the mentoring program.

(b) The Mentoring Program Liaisons shall relay information about new members and institute

participants to the Mentoring Program Committee Chair. New CCAC members will be invited to participate in the mentoring program and newly registered institute participants will be assigned a mentor by the Chair/Professional Development Representatives.

(c) At the CCAC Annual Conference, the Professional Development Director and/or the

Mentoring Program Committee Chair (or their designees) will ensure that information about the Mentoring Program is disseminated.

5.2 Pairing of New Clerks and Mentors The Mentoring Program Committee Chair/Professional Development Representatives will

attempt to match mentors and mentees within the same CCAC Division whenever possible. The most efficient means of communicating with mentors and mentees should be used when

advising them of the matching. Mentors shall observe the following Mentoring Norms:

(a) Mentors can be any clerk in California who is a CMC and competent to train and mentor in California.

(b) Mentors must participate in training.

(c) Mentors are proactive in contacting mentees.

(d) Mentors shall have no more than five (5) mentees.

(e) Meet with Mentees face-to-face at least twice a year, to the extent possible.

(f) Help Mentees make contacts around issues (i.e.: elections, best practices).

(g) Mentors and Mentees shall enter into a “Mentoring Contract”, or development plan.

(h) Mentors shall report to the Mentoring Program Chair progress annually, subject to a date

specified by the Chair.

(i) The Chair will provide a consolidated report to the Professional Development Director annually, subject to a date specified by the Professional Development Director.

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5.3 Recognition

The City Clerk’s Association of California encourages its members to seek high standards in education. It supports a variety of education forums and courses and urges its members to seek those education goals and designations as developed by the International Association of Municipal Clerks (IIMC). Recognition of the Mentoring Program and, in particular recognition of clerks who meet milestones in the certification process is a high priority. Methods for recognizing the Mentoring Program and individual achievements by clerks who earn the Certified Municipal Clerk (CMC) designation may include brief recognition ceremonies at the CCAC Annual Conference, New Law & Election Seminar and Division Meetings, as well as mentions in The Official Word. In addition, the CCAC President shall individually acknowledge the achievement of the CMC personally in writing. An invitation by the Professional Development Director or the Mentoring Program Committee Chair to the new CMC to become a mentor is highly encouraged. Clerks who earn the Master Municipal Clerk (MMC) certification, shall be awarded and presented Certificates of Exceptional Professional Achievement pursuant to the CCAC Policy for Honoring Members earning the MMC Certification.

6. POLICY HISTORY Previously adopted December 2007.

Attachment – Mentoring Contract

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CCAC MENTOR/MENTEE CONTRACT Start date Mentor’s Name Title

City Phone W

Address

Email

Council meeting: M T W Th F Open Fridays? Y N

Mentee’s Name Title

City Phone W

Address

Email IIMC Membership Y N

Council meeting: M T W Th F Open Fridays? Y N

Goal/s

The Development Plan Date/s: Event: Complete _________ ______________________________________ _________ ______________________________________ _________ ______________________________________ _________ ______________________________________ _________ ______________________________________

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Face-to-Face Meetings

(2 are required)

Date: Where: Complete _________ ______________________________________ _________ ______________________________________

Guidance/Referrals Contact initiated by

Date Issue Action

NOTES: Signed: _______________________________ ____________________________ Mentee Mentor

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Mentoring Norms

•Mentors are proactive in contacting mentees •Meet with mentees face-to-face at least twice a year •Help mentees make contacts around issues (i.e.: elections, best practices, see Resource List •Send a copy of development plan and contract to Program Coordinator •Report to Program Chair progress annually by January 1 •Not more than five (5) mentees assigned to a mentor •Mentors can be any clerk in California who is a CMC and competent to train and mentor in California (retirees?, sure!) •Mentors must participate in training •Celebrate progress (New Law, Annual CCAC Conference, in addition to Official Word)

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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

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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.

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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.

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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


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.

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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.

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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

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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

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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

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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

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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

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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

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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

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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.

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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

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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

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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.

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• 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.

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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.

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NOMINATIONS/ELECTIONS/VACANCIES


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.

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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.

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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.

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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

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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.

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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.

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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.)

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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.

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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.

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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.

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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.

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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.

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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]

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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.

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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.

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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.

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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

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