Notice of Nominations - 2019 City Clerks Association of California (CCAC)

League of California Cities - City Clerks Department

Notice is hereby given of the opening of nominations on May 22, 2019, for the following officers:

Officers to be Nominated Term Division/Region

◊ President One Year Northern

◊ First Vice-President One Year Southern

◊ Second Vice-President One Year Northern

◊ Recording Secretary One Year At-Large

Communications Director One Year At-Large

Treasurer Two Years At-Large

Region Director Two Years 2, 4, 5, 6, 10, 14

◊ These positions carry out additional duties as set forth in the City Clerks Department of the League of California Cities Bylaws.

Eligibility Requirements Any Voting Member whose dues are paid in full for the current year may be nominated for, and elected to, any

office; provided that, in order to be eligible to be nominated for President, the Voting Member shall have served at least one full year as a member of the Executive Board.

Candidates for the offices of President, First Vice-President, Second Vice-President, Recording Secretary, and

Legislative Director shall be from member cities of the League of California Cities.

Nomination Process Nominations must be filed with the Nominating Committee Chair no later than July 17, 2019, on an Acceptance

of Nomination and Candidate Statement form that has been dated and bears the signature of the qualified

nominee. Electronic signatures are accepted. All nominees must be paid voting members at the time the Acceptance of Nomination and Candidate Statement

form is filed. No other method of nomination will be accepted.

Consent and Candidate Statement

All qualified nominees must consent to nominations in writing on the Acceptance of Nomination and Candidate

Statement form. Qualified nominees who want a Candidate Statement included with the electronic ballot (e-ballot) must complete

the Candidate Statement Request portion of the Acceptance of Nomination and Candidate Statement form OR decline to provide a Candidate Statement by completing the Candidate Statement Waiver portion of the form; and

file it no later than July 17, 2019. Candidate Statements submitted after the nomination acceptance deadline will not be included with the e-ballot. Candidate Statements shall not exceed 200 words. Candidate Statements will be typed with uniform type size and spacing. No special typesetting will be permitted,

similar to California Elections Code §13307 guidelines. The Official Word will not print Candidate Statements.

Write-In Candidates Any Voting Member who does not file an Acceptance of Nomination and Candidate Statement form by June 17,

2019, and who wants to run for office, may be voted upon as a write-in candidate. Write-in candidates must declare their candidacy in writing to the Nominating Committee Chair by June 29, 2019.

Candidate Statements for write-in candidates will not be distributed to the Voting Members; however, this does

not prohibit any candidate from distributing a Candidate Statement at his/her expense. The Official Word will not print write-in Candidate Statements.

Limitation of Terms and Exception No Officer may be elected for two consecutive terms to the same office, except the Recording Secretary, Treasurer,

Legislative Director, and Communications Director.

Election Schedule No later than August 6, 2019, an e-ballot notification will be emailed to each eligible Voting Member whose dues

have been paid by January 1, 2019. The Nominating Committee Chair must receive all e-ballot submissions by September 6, 2019.

CCAC NOMINATIONS - 2019 CALENDAR

The League of California Cities Annual Conference will be held October 16, 2019 to

October 18, 2019, in Long Beach. In accordance with CCAC Bylaws and Policies, the

nominees elected shall be installed during the Conference at a time to be set by the Program

Committee and shall assume the duties of their respective offices immediately. In the event

the Conference is canceled and/or postponed, the nominees elected shall assume the duties

of their respective offices upon notification by the Nominating Committee Chair and shall be

installed when determined by the Executive Board.

Event Deadline

Notice of Nominations (147 days prior)

May 22, 2019 (Wednesday)

Nomination Filing Deadline (91 days prior)

July 17, 2019 (Wednesday)

Nominations submitted to Executive Board (87 days prior)

July 22, 2019 (Monday)*

Write-In Candidate Declaration (81 days)

July 29, 2019 (Monday)*

Emailing of Ballots (71 days prior)

August 6, 2019 (Tuesday)

Last Day to of Vote Electronically (40 days prior)

September 6, 2019 (Friday)

* In accordance with CCAC Bylaws and Policies, deadlines associated with nominations or

elections that fall on a weekend or holiday are extended to the next business day.

Leilani I. Brown, MMC

City Clerk, City of Newport Beach Nominating Committee Chair

100 Civic Center Drive, Newport Beach, CA 92660

949-644-3005 | lbrown@newportbeachca.gov

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.

(Only sign in one of the applicable boxes below)

Candidate Statement Request I hereby request that the following candidate statement be published:

(The candidate statement shall not exceed 200 words and shall be typewritten with uniform

type size and spacing, similar to California Elections Code §13307 guidelines. An additional

sheet may be attached if necessary.)

Signature _____________________________________ Date ________________________

Candidate Statement Waiver I hereby decline the publishing of a candidate statement.

Signature _____________________________________ Date ________________________

Note: Candidates can submit their Acceptance of Nomination and Candidate Statement form electronically,

by mail or in person. Electronic signatures are acceptable.

Leilani I. Brown, MMC

City Clerk, City of Newport Beach Nominating Committee Chair

100 Civic Center Drive, Newport Beach, CA 92660

949-644-3005 | lbrown@newportbeachca.gov

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CCAC REGION DIRECTORS

Region Name Term City Region Name

1 April Sousa 2018-2020 Blue Lake 1 – Redwood Empire

2 Donna Settles 2019-2021 Galt 2 – Sacramento Valley

3 Jennifer Ferraiolo 2018-2020 Lodi 3 – Central Valley

4 Yvonne Spence 2019-2021 Fresno 4 – South San Joaquin Valley

5 Melinda Sayre 2019-2021 Hesperia 5 – Desert Mountain

6 Vicki Kasad 2019-2021 Ontario 6 – Inland Empire

7 Steven Aguilar 2018-2020 Eastvale 7 – Riverside County

8 Debra Jackson 2018-2020 Imperial 8 – Imperial County

9 Zack Beck 2018-2020 Escondido 9 – San Diego County

10 Molly McLaughlin Perry 2019-2021 Irvine 10 – Orange County

11 Adrian Garcia 2018-2020 Azusa 11 – Los Angeles County

12 Kevin Christian 2018-2020 San Luis Obispo 12 – Channel County

13 Patricia Barajas 2018-2020 Salinas 13 – Monterey Bay

14 Jennifer Woodworth 2019-2021 Midpeninsula Regional Open Space District

14 - Peninsula

15 Joelle Fockler 2018-2020 Concord 15 – East Bay

16 JoAnne Buergler 2018-2020 Rohnert Park 16 – North Bay

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Central Valley - #3

Angels Camp Atwater Ceres Chowchilla Dos Palos Escalon Gustine Hughson Lathrop

Livingston Lodi Los Banos Manteca Merced Modesto Newman Oakdale

Patterson Ripon Riverbank Sonora Stockton Tracy Turlock Waterford

Channel Counties - #12

Arroyo Grande Atascadero Buellton Camarillo Carpinteria Fillmore Goleta Grover Beach Guadalupe*

Lompoc Moorpark Morro Bay Ojai Oxnard Paso Robles Pismo Beach Port Hueneme

San Luis Obispo Santa Barbara Santa Maria Santa Paula Simi Valley Solvang Thousand Oaks Ventura

Desert Mountain - #5

Adelanto Apple Valley Barstow Big Bear Lake Bishop

California City Hesperia Lancaster Mammoth Lakes Needles

Palmdale Ridgecrest Twentynine Palms Victorville Yucca Valley

East Bay - #15

Alameda Albany Antioch Berkeley Brentwood Clayton Concord Danville Dublin El Cerrito Emeryville

Fremont Hayward Hercules Lafayette Livermore Martinez Moraga Newark Oakland Oakley Orinda

Piedmont Pinole Pittsburg Pleasant Hill Pleasanton Richmond San Leandro San Pablo San Ramon Union City Walnut Creek

Imperial County - #8

Brawley Calexico Calipatria

El Centro Holtville

Imperial Westmorland

Inland Empire - #6

Chino Chino Hills Colton Fontana Grand Terrace

Highland Loma Linda Montclair Ontario Rancho Cucamonga

Redlands Rialto San Bernardino Upland Yucaipa

Los Angeles County - #11

Agoura Hills Alhambra Arcadia Artesia Avalon Azusa Baldwin Park Bell Bell Gardens Bellflower Beverly Hills Bradbury Burbank Calabasas Carson Cerritos Claremont

Glendora Hawaiian Gardens Hawthorne Hermosa Beach Hidden Hills Huntington Park Industry Inglewood Irwindale La Canada Flintridge La Habra Heights La Mirada La Puente La Verne Lakewood Lawndale Lomita

Pasadena Pico Rivera Pomona Rancho Palos Verdes Redondo Beach Rolling Hills Rolling Hills Estates Rosemead San Dimas San Fernando San Gabriel San Marino Santa Clarita Santa Fe Springs Santa Monica Sierra Madre Signal Hill

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Commerce Compton Covina Cudahy Culver City Diamond Bar Downey Duarte El Monte El Segundo Gardena Glendale

Long Beach Los Angeles Lynwood Malibu Manhattan Beach Maywood Monrovia Montebello Monterey Park Norwalk Palos Verdes Estates Paramount

South El Monte South Gate South Pasadena Temple City Torrance Vernon Walnut West Covina West Hollywood Westlake Village Whittier

Monterey Bay - #13

Capitola Carmel Del Rey Oaks Gonzales Greenfield Hollister

King City Marina Monterey Pacific Grove Salinas San Juan Bautista

Sand City Santa Cruz Scotts Valley Seaside Soledad Watsonville

North Bay - #16

American Canyon Belvedere Benicia Calistoga Corte Madera Cotati Dixon Fairfax Fairfield Healdsburg Larkspur

Mill Valley Napa Novato Petaluma Rio Vista Rohnert Park Ross San Anselmo San Rafael Santa Rosa

Sausalito Sebastopol Sonoma St. Helena Suisun City Tiburon Vacaville Vallejo Windsor Yountville

Orange County - #10

Aliso Viejo Anaheim* Brea Buena Park Costa Mesa Cypress Dana Point Fountain Valley Fullerton Garden Grove Huntington Beach Irvine

La Habra La Palma Laguna Beach Laguna Hills Laguna Niguel Laguna Woods Lake Forest Los Alamitos Mission Viejo Newport Beach Orange*

Placentia Rancho Santa Margarita San Clemente San Juan Capistrano Santa Ana Seal Beach Stanton Tustin* Villa Park Westminster Yorba Linda*

Peninsula - #14

Atherton Belmont Brisbane Burlingame Campbell Colma Cupertino Daly City East Palo Alto Foster City Gilroy Half Moon Bay

Hillsborough Los Altos Los Altos Hills Los Gatos Menlo Park Millbrae Milpitas Monte Sereno Morgan Hill Mountain View Pacifica Palo Alto

Portola Valley Redwood City San Bruno San Carlos San Francisco San Jose San Mateo Santa Clara Saratoga South San Francisco Sunnyvale Woodside

Redwood Empire - #1

Arcata Blue Lake Clearlake Cloverdale Crescent City

Eureka Ferndale Fort Bragg Fortuna Lakeport

Point Arena Rio Dell Trinidad Ukiah Willits

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Riverside County - #7

Banning Beaumont Blythe Calimesa Canyon Lake Cathedral City Coachella Corona Desert Hot Springs Eastvale

Hemet Indian Wells Indio Jurupa Valley La Quinta Lake Elsinore Menifee Moreno Valley Murrieta

Norco Palm Desert Palm Springs Perris Rancho Mirage Riverside San Jacinto Temecula Wildomar

Sacramento Valley - #2

Alturas Amador Anderson Auburn Biggs Chico Citrus Heights Colfax Colusa Corning Davis Dorris Dunsmuir Elk Grove Etna Folsom Fort Jones Galt Grass Valley Gridley Ione

Isleton* Jackson Lincoln Live Oak Loomis Loyalton* Marysville Montague Mt. Shasta Nevada City Orland Oroville Paradise Placerville Plymouth Portola Rancho Cordova Red Bluff Redding

Rocklin Roseville Sacramento Shasta Lake South Lake Tahoe Susanville Sutter Creek Tehama Truckee Tulelake Weed West Sacramento Wheatland Williams Willows Winters Woodland Yreka Yuba City

San Diego County - #9

Carlsbad Chula Vista Coronado Del Mar El Cajon Encinitas

Escondido Imperial Beach La Mesa Lemon Grove National City Oceanside

Poway San Diego San Marcos Santee Solana Beach Vista

South San Joaquin Valley - #4

Arvin Avenal Bakersfield Clovis Coalinga Corcoran Delano Dinuba Exeter Farmersville Firebaugh Fowler Fresno

Hanford Huron Kerman Kingsburg Lemoore Lindsay Madera Maricopa McFarland Mendota Orange Cove Parlier

Porterville Reedley San Joaquin Sanger Selma Shafter Taft Tehachapi Tulare Visalia Wasco Woodlake

CITY CLERKS ASSOCIATION OF CALIFORNIA REGION DIRECTOR JOB DESCRIPTION AND DUTIES

AS REGION DIRECTOR YOU WILL:

Attend all CCAC Board meetings as a voting member representing respective Region

Develop and maintain a direct and regular communication with fellow Region Directors

Keep all Regional Members advised of CCAC Goals and Board actions.

Assist the Professional Development Director and PDD Committee in facilitating a minimum of two (2) region educational meetings/trainings each year (additional networking opportunities in your region are also encouraged)

Solicit volunteers from your region to work with you as your “region committee” to facilitate educational meetings and trainings

Absent anything time sensitive, submit articles or information for publication in the Official Word upon notification from the Communications Director (schedule with deadlines will be e-mailed)

Actively encourage membership in CCAC and IIMC to new regional members

Write letters of recommendation for members seeking CMC and MMC certification

Disseminate information to region members from the Board as requested and directed

Actively engage in and support the CCAC’s legislative agenda, which includes education and advocacy

Develop, organize and staff regional fundraising activities and events; support CCAC fundraising efforts, activities and events

Make contact with new CCAC Members within your Region upon notification from the 2nd Vice-President and/or Association Management Firm

Make contact with new CMC and MMC members within the Region upon notification from President

Develop and maintain an active region roster

Region Director Job Description and Duties

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Strengthen and encourage positive programs which will result in a stronger professional image and knowledge of the office of Municipal Clerks

Undertake special projects that may be requested by the CCAC President and/or Board

Transfer current information and materials to successor Region Director upon transition

Perform responsibilities consistent with all CCAC By-Laws and Policies & Procedures

Other duties as assigned

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EXECUTIVE BOARD POLICIES

Title ELECTIONS AND NOMINATIONS

Number 108

Dates Adopted: 4/26/13 Revised: 2/28/19

1. POLICY STATEMENT AND PURPOSE

To hold elections for officers of the Executive Board so the membership of the Association has a voice in selecting the organization’s leadership. This 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. The Nominating Committee Chair does not need to be an Executive Board member.

4. PROCESS AND PROCEDURES

4.1 Notification Process

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

A. The offices to be filled in the subsequent election; B. The nomination process; C. The consent and eligibility requirement; and D. The deadline for submitting nominations.

The Nominating Committee shall then provide a slate of eligible nominees for each election in accordance with Section 4.9.

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4.2 Office of President and 1st Vice President Shall Appear on Ballot

The office of President and 1st Vice President shall appear on each annual ballot, allowing members the opportunity to confirm those officers for those positions. While it is the general practice of this Association that the 2nd Vice President automatically ascends to the office of 1st Vice President and the 1st Vice President automatically ascends to the office of President, placing the names on the ballot for confirmation provides members the opportunity to reaffirm the Presidential succession. In the event a President, 1st Vice President, or 2nd Vice President cannot ascend to the next level due to retirement, job change, or other reason, this provision allows the Association to seek nominations for those offices if the anticipated vacancy occurs during the nominating process as opposed to filling the vacancy by appointment. This provision does not change the mid-term appointment process for unanticipated vacancies.

4.3 Nominees Named by the Nominating Committee

All nominees must be paid Voting Members at the time of nomination. Any member consenting to a nomination from the Nominating Committee must complete, sign and date an Acceptance of Nomination and Candidate Statement form. Electronic signatures are acceptable. Nominees who choose to submit a candidate statement shall provide his/her candidate statement by completing that portion of the Acceptance of Nomination and Candidate Statement form. The candidate statement shall not exceed 200 words. Statements shall be typed with uniform type size and spacing, similar to California Elections Code §13307 guidelines. Candidates must submit their Acceptance of Nomination and Candidate Statement form to the Nominating Committee Chair either electronically, by mail, or in person by the deadline specified on the Notice of Nominations. The Nominating Committee Chair must receive the Acceptance of Nomination and Candidate Statement at least 91 days before the League Annual Conference. Candidate statements submitted after the nomination acceptance deadline will not be distributed to the membership. A nominee may decline to submit a candidate statement by signing the waiver of candidate statement on the Acceptance of Nomination and Candidate Statement form. If a nominee withdraws after 91 days before the League Annual Conference, but before the distribution of the ballot, that nominee's name shall not appear on the ballot.

4.4 Write-in Candidates

Any member who is an eligible nominee and does not file an Acceptance of Nomination and Candidate Statement form at least 91 days before the League Annual Conference may run for any office as a write-in candidate.

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Write-in candidates must complete, sign and date an Acceptance of Nomination and Candidate Statement form and submit it to the Nominating Committee Chair at least 81 days before the League Annual Conference. Electronic signatures are acceptable. Write-in candidates are ineligible to submit a candidate statement for distribution by the Nominating Committee.

4.5 Campaigning

Any candidate, whether nominated by the Nominating Committee or a write-in candidate, may distribute a candidate statement at his/her own expense. However, no candidate statements shall be included in The Official Word. A. A member may begin to campaign no earlier than the annually held League of California

Cities City Clerks New Law & Elections Seminar, in the year prior to the election year that they will be running for office.

• Campaigning is defined as any communication or organized effort, including but not

limited to: communication through websites, social media posts, email, presentations, and/or distributing printed materials for the avocation or advancement of a candidate for election.

B. Section A notwithstanding, no mass distribution emails shall be distributed prior to

March 1 of the election year.

• Mass distribution is defined as more than 50 recipients, in the aggregate, for the purposes of direct campaigning.

CCAC shall provide, upon request, a current list of CCAC members to each candidate. Candidates may not use the League of California City Clerk’s Department ListServ to disseminate election or campaign materials.

C. Candidates are not permitted to campaign during any educational session presented

under the umbrella of CCAC or related educational institutes. Campaigning is permitted during break periods, in a manner that is not unreasonably distracting or a deterrent from interaction with vendors, prior to the start and after the session is completed when potential voters are completely on their own time free of obligations to the session they are attending. Candidates may not use training session equipment such as microphones, laptops, or projectors for campaigning.

In institute type training such as TTC, MMCA, or Nuts and Bolts, campaigning is not permitted during working lunch or break sessions.

D. The Board of Directors, nor any individual Member of the Board of Directors, in their role as Board Members, shall neither endorse nor assist any candidate or be mentioned in any election materials. Candidates may state their current or past roles as Board Members in their campaign materials. Individual members of the Board of Directors who endorse or assist a candidate shall indicate that they are expressing themselves as a private person, not as representatives of the Board of Directors.

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E. In the spirit of California Elections Code Section 13308, candidate statements and campaign materials shall be limited to a recitation of the candidate’s own personal background, character, qualifications and activities, and shall not reference other candidates.

F. The Nominating Committee Chair shall provide a copy of this Policy with the call for

nominations along with all other nomination materials.

4.6 List of Eligible Nominees to Run for Office

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

4.7 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 the election shall not be affected. The Nominating Committee Chair shall immediately notify the President and the Executive Board of the cancellation of the election of Association officers. The President shall notify the membership of this action immediately.

4.8 Election by Voting Members

The Nominating Committee shall conduct the annual election of officers either by mail or electronic ballot (e-ballot). All Voting Members whose current dues have been paid shall be eligible to vote. The Second Vice-President shall submit to the Nominating Committee Chair a list of the eligible Voting Members.

4.9 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 space for a “write-in” vote for each office. The Nominating Committee shall also prepare and distribute appropriate voting instructions with each ballot. Ballots shall be submitted to the members in one of the following ways: a. The Nominating Committee may mail one ballot to each eligible Voting Member at least

71 days before the League Annual Conference. The mailed ballot shall include an envelope with an area on the outside where the Voting Member must affix his/her signature and indicate the Member City.

b. The Nominating Committee may email to each eligible Voting Member an e-ballot or link to an online ballot at least 71 days before the League Annual Conference.

The voted ballots must be received by the Nominating Committee Chair at least 40 days before the League Annual Conference.

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When mailed ballots are received after the deadline, a member of the Nominating Committee shall indicate the date and time received on the envelope. Late ballots are not opened or counted. Also, votes for persons who do not comply with the provisions of this Policy shall not be tallied nor reported. If using mailed ballots, 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 at least one member of the Nominating Committee shall be present during the counting of the ballots. If neither member can be present, a Board Member who is not on the ballot shall be in attendance. 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. If using e-ballots, at the close of the election period, the Nominating Committee Chair shall have the ballots electronically tallied and verified by all the members of the Nominating Committee prior to releasing the results.

4.10 Tie Vote

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.

4.11 Scheduling

In the event the League of California Cities Annual 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 shall be extended to the next business day.

4.12 Reporting

Upon verifying the results of the election, the Nominating Committee Chair shall notify all candidates of the results. The Nominating Committee Chair shall also have the results distributed to the Association via the League of California City Clerk’s Department Listserv and posted on the Association website. A 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.

4.13 Installation

The nominees elected shall be installed during the League Annual Conference.

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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 revised 4/25/2017, 6/6/2018.

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