CCAC | Official Word | May 2023

PRESIDENT’S MESSAGE

Greetings CCAC! Spring is in full bloom and the summer season is almost upon us. Hope everyone is enjoying this non-election year and taking some must needed time off! I’m a little relieved to see that “conference season” is finally over. It was an awesome experience traveling throughout the States in Region IX and most recently in Minneapolis, Minnesota for the annual IIMC Conference but I could use some time off from all the travel!

Speaking of Minnesota, last week I had the privilege of representing CCAC and the State of California at the 77th IIMC Annual Conference. Besides the wonderful education sessions, it was fun exploring downtown Minneapolis while reconnecting with old friends and making new friends from around the world! Already looking forward to next year’s conference in the City of Calgary!

As far as CCAC goes, the Board of Directors met earlier this month and discussed a number of important topics. Amongst those topics was the tough decision of increasing our membership dues by $50 for an overall annual membership fee of $250. This new fee will take affect on July 1, 2023. This incremental adjustment will allow us to sustain the existing benefits while exploring new opportunities to further support your professional development.

We understand the financial considerations many of our members face and carefully deliberated this decision. This modest increase will enable us to continue offering robust educational programs, engaging events, valuable resources, and a strong professional network that can significantly impact your career growth and success. Rest assured, we remain committed to providing exceptional value for your membership investment. The additional funds generated will be reinvested directly into improving and expanding our offerings and ensuring that our members receive the best possible return on their investment. We also finalized our updated Municipal Clerk (formerly City Clerk) handbook! The update took months and months of work from our Municipal Clerk Handbook Committee. We are also happy to share that this updated handbook is now available for free to members of CCAC! You can find more information on how to access the handbook at californiacityclerks.org.

Over the next few weeks, we hope to have our contract finalized with Cal State San Marcos for our new Education Institutes. There’s a more comprehensive update about the institutes from our Professional Development Director later in this newsletter. We also have a page on our website with the most up-todate information on the implementation of our new education institutes. As always, please feel free to reach out to me at [email protected] or (951) 703-4421.

MENTOR PROGRAM UPDATE

Happy May!

It was so nice to connect with so many of you at our Annual Conference last month! I hope you all had as much fun as I did and that you have been able to catch up on sleep since then. In last month’s article, I asked for your help to mentor 15 clerks who I was having trouble assigning. I am incredibly proud to share that I have been able to assign mentors to 11 of them! Thank you, from the bottom of my heart, to those of you who so graciously volunteered to help them. You are absolute ROCK STARS! I do still have 4 mentees from the Cities of National City, San Jacinto, and Sonoma who need mentors. If you are willing and able to assist them, please reach out to me immediately. Thank you so much!

Following are a few data points on the status of mentor assignments:

I am also excited to welcome 9 new mentors to our team, who completed their training on April 26, 2023. Two have already picked up mentees. I’m sure several of you will be paired with new mentees when they complete Nuts & Bolts in June or TTC in September.

Are you an existing mentor but missed our first Mentor Refresher Training on March 30, 2023? I will hold another in June, so please keep an eye out for an email. If you have not attended the Refresher Training by summer, you will be marked as inactive, and your mentees may be reassigned.

Finally, I would also like to take this opportunity to congratulate our newly designated Certified Municipal Clerks and Master Municipal Clerks. These individuals have confirmed their commitment to our unique and awesome profession, and I, along with their mentors, colleagues, and agencies, are so proud of their hard work and dedication.

DID YOU KNOW…?

Did you know that the International Institute of Municipal Clerks (IIMC) is launching a new program called the Education P.L.U.S Program (EPP)? This program for “Professional Leadership United in Service” is not a designation, but a continuing education program for Clerks who have already achieved their Master Municipal Clerks (MMC) designation.

The program will have a two-year enrollment cycle, with the inaugural session set to open for enrollment from June 1 – June 30, 2023. The cost of enrollment is $200 (non-refundable.)

The program requires the individual to:

1. Hold an MMC designation in good standing.

2. Be an active full, additional full, or retired member of IIMC.

3. Reaffirm IIMC’s Code of Ethics.

4. Attain 30 education hours per three-year cycle which include the following:

a. 4 hours Ethics Training (1st enrollment cycle only)

b. 4 hours Diversity, Equity, and Inclusivity Training (1st enrollment cycle only)

c. 22 hours Advanced education from any combination of the following:

• IIMC Approved Academy Program

• Applicable College/University-Based Courses

• State/National/Provincial Association Programs approved with Course Review

• IIMC Education

• Other applicable Advanced Training Programs (Municipal Leader Programs, Certified Public Manager Programs, etc).

5. Completion of a project or assignment such as facilitating an education session for IIMC, writing an article for IIMC News Digest, or Participating in a community event.

For more information, contact Dr. Beatrice Rodriguez, Ed.D., IIMC Director of Professional Development at [email protected].

EDUCATION INSTITUTE UPDATE

I want to take a brief moment to thank the 80+ members who attended the March 21, 2023 Board meeting. I encourage all of CCAC’s members to engage in the actions of the Board by attending the Board of Directors’ meetings which are held on the third Tuesday of odd-numbers months at 10:00 a.m. You can find information on previous and upcoming meetings on the CCAC website

Since the March 21, 2023 Board approval to move forward with contract negotiations, the Education Institute committee has been focused on two primary objectives.

1. Soliciting feedback from membership

2. Drafting a Contract for Services with California State University, San Marcos

SOLICITING FEEDBACK

As the Professional Development Director, I truly appreciated hearing from so many of our members regarding the Education Institutes at the March Board Meeting. As a result of the feedback received at that meeting, the Education Institute Committee put out a survey to our members and received 225 responses by the close of the survey on April 19th.

The survey asked some basic questions that helped the committee draft the initial contract terms, such as the desired number of in-person instruction days, as well as providing an open-ended opportunity for feedback to the committee regarding the transition. The feedback was considered along with the needs and proposed structure by San Marcos. Based on the general feedback received, some FAQs are included below.

Q: How will the transition affect the sessions I have previously attended and the points I have earned towards my designation?

A: Each session of TTC attended earns 15 education points, and each MMCA earns 10 points. These points will remain valid and usable toward your designation. The same level of education points will be earned for each session attended at the new institute.

Q: What happens if I wasn’t able to attend all four sessions and graduate from the TTC program?

A: Those that took less than four sessions with TTC will retain the points for the sessions attended and can earn the same level of points attending the new institute. Graduation from the TTC program is not a requirement to earn your CMC designation.

Q: How will this change affect the Certified Professional Municipal Clerk (CPMC) Certificate I am currently working towards?

A: The CPMC certificate is a program administered and managed by the University of Riverside (UCR) Extension Center. CCAC does not have any oversight for the program or say in its future status. What has been confirmed with UCR directly is that:

- The certificate cannot be achieved by college units completed at another university or by enrolling in other courses at UCR.

- The education units earned may be transferable to other education institutes towards certain associate or bachelor’s degrees, however that determination is made by the receiving institute.

CONTRACT

The Education Institute Committee has been working hard to create a contract for services that would provide a comprehensive agreement ensuring collaboration with CCAC, in particular during the first year, in areas such as communication, financial reporting, and keeping registration costs low. Moving forward, the committee will conduct an annual audit of services, prior to allowing the automatic annual renewal take place.

The proposed contract is currently under review by San Marcos and the committee is expecting to bring a final version to the Board of Directors for approval in the coming weeks.

NEXT STEPS

Following approval of a contract, San Marcos will work closely with CCAC to submit a comprehensive proposal to IIMC based on their Institute and Education Guidelines to receive approval within 30-45 days of contract approval. This step is required to approve the institute and provide institute level education points (1 point per 2 hours).

For more information on the process, please visit the CCAC website or contact the Professional Development Director at [email protected]

UPCOMING EDUCATION OPPORTUNITIES

HOLLY M. CHARLÉTY, MMC, DIRECTOR OF PROFESSIONAL DEVELOPMENT

Check out these upcoming education opportunities through CCAC! You can always find up-to-date information on the CCAC website community calendar. For questions, please feel free to email [email protected]

REGION 14 FOCUSES ON POSITIVE LEADERSHIP

Region 14 closed out the first week of May with a pair of leadership-focused trainings. On May 4, retired City Clerk and Director of Election Services for Best, Best & Krieger

Stephanie Smith facilitated an Athenian Leadership Dialogue focusing on the book Leaders Eat Last, by Simon Sinek. Stephanie led attendees through exercises and discussions focused on empathy, courage, the importance of managing versus leading employees, etc. The participants had a great time thinking about and mapping their Circle of Safety and potential threats to it and left the day with a promise to themselves to take specific actions to help improve their organizations.

On Friday, Hollister City Clerk Jennifer Woodworth provided a training on “Adopting a Positive Leadership Style: How You Can Transform Your Department and Yourself.” We were in Sunnyvale’s beautiful new City Hall and were hosted by Sunnyvale City Clerk and Region 14 Director David Carnahan. We began by thinking about and identifying characteristics of positive leaders in our own lives. Fittingly for Mother’s Day being celebrated the following week, many participants reflected on the positive leadership qualities demonstrated by their mothers. Others acknowledged positive leaders they’ve worked with throughout their careers. Many of the same characteristics could be seen in the various positive leaders, including empowering, non-judgmental, supportive, unselfish, and resilient.

Jen then discussed the importance of adopting a positive leadership style and approach to life because adversity is often a constant in our lives and work, and we must remember that as leaders we set the example for those around us in how that adversity can be overcome. The concept of leaders bringing the weather each day reminds us that we can help create a supportive, optimistic environment for our teams or an atmosphere where individuals are fearful of admitting to mistakes, distrusting of their peers, etc. Even if we are currently a member of a dysfunctional team, we can take steps to create a positive culture and through our examples can model vulnerability and create trust with those around us.

Employee engagement through communication, providing support and resources, and empowering our employees enables us as positive leaders to walk with our teams and stretch to expand our knowledge, experience, and personal and professional growth. The group ended the day by stretching ourselves and our abilities to be resilient in difficult times by building a tower out of spaghetti and other materials capable of holding up a marshmallow, which the groups found to be surprisingly heavy considering the unexpected fragility of the spaghetti.

All attendees enjoyed both sessions and felt energized to go back to their organizations to apply leadership lessons learned. Keep an eye out on the CCAC website for upcoming trainings and learning opportunities.

MEMBERSHIP SERVICES UPDATE

As the summer season arrives, it’s time to renew your membership and continue enjoying the remarkable benefits and opportunities that come with being part of our dynamic community. Please take a moment to ensure that your membership dues are paid by July 1, 2023.

Renewal is quick and easy! Simply visit our website or follow the instructions provided to you by email to secure your membership for another year of growth and success. By renewing your membership, you unlock a wealth of resources and also contribute to the collective strength and impact of our vibrant community.  We greatly appreciate your continued support and want to highlight the incredible benefits that your membership offers.

As a valued member of CCAC, you gain access to a wealth of resources, networking opportunities, and professional development opportunities. Here's a quick recap of the amazing benefits you receive:

• Exclusive Events and Webinars that engage with top experts.

• Networking opportunities that forge valuable connections, exchange ideas, and collaborate on projects that fuel your professional growth.

• Career development support through valuable resources like the Newly Updated City Clerk Handbook and access to the mentorship program ensuring that you have the tools to advance your career.

• Being a part of a collective voice that advocates for our profession.   We appreciate your ongoing commitment. By renewing your membership, you contribute to the sustainability and growth of our community, allowing us to offer even more valuable resources and opportunities to all our members.

If you have any questions or need assistance with your membership renewal, please do not hesitate to reach out to our Member Services Director Michael MacDonald at [email protected]. We are here to help!

IIMC IS ACCEPTING RFPS FOR 2027 ANNUAL CONFERENCE LOCATION

ASHTON R. AROCHO, MMC, 2ND VICE-PRESIDENT

Are you and your City interested in hosting the 2027 IIMC Annual Conference? Responsibilities for the host City include the following:

1. Fundraise toward the enhancement of the conference

2. Market the conference locally and regionally

3. Suggest venues for the IIMC All-Conference Event

4. Provide volunteers (minimum 20-40) throughout the week

If you and your City are interested in submitting a proposal or learning more on this great opportunity to bring the IIMC membership to California, please reach out to me!

The deadline to submit an RFP is June 5.

Contact information:

Ashton R. Arocho, MMC City of Westminster

E: [email protected]