BUILDING ON SUCCESS
Renaissance
PRELIMINARY AGENDA
Springs Hotel SUBJECT TO CHANGE
City Clerks Association of California presents the 2023 Annual Conference
Build Back Better - Building on Success
April 11-14, 2023
Renaissance Palm Springs Hotel
888 Tahquitz Canyon Way
Palm Springs, CA 92262
Conference Information
BUILDING ON SUCCESS
The City Clerks Association of California is pleased to present the 2023 Annual Conference. This conference is designed to educate clerks on the emerging trends in the industry; as well as provide networking opportunities among clerks and industry partners. 3 IIMC Points are Pending Approval for the Conference.
Registration Information Members: $500
Non-Members: $625
Conference Add on options:
• Athenian Dialogue: $75 – This session will be capped at 30 attendees
• Advanced Academy: $75 - This session will be capped at 30 attendees
• All Conference Event and Oscars: $75 - This event will be capped at 100 attendees
• Annual President’s Banquet and Award Ceremony Guest Ticket: $125 (The Banquet is included in each full conference registration)
Attendees required to pay for social events separately can contact the CCAC office at staff@californiacityclerks.org for assistance.
Cancellation Policy:
Cancellation more than 30 days before an event, a full refund minus a 25% administrative fee will be provided. Cancellation 15 days before an event, a 50% refund minus a 25% administrative fee will be provided. No refunds will be given for cancellations received within 14 days of an event or after the event.
Hotel Information:
Renaissance Palm Springs Hotel
888 Tahquitz Canyon Way
Palm Springs, CA 92262
Discounted Rate: $189
Deadline to Book: March 13, 2023
Click Here To Book
Additional Considerations:
• The registration fee includes a continental breakfast each day, lunch on Tuesday (Pre-Conference Attendees only), Wednesday and Thursday; and dinner on Thursday.
• Conference dress attire is casual. It is recommended that you have a jacket or sweater, as meeting rooms are kept at a cool temperature.
• Attendees requiring ADA accommodations should contact Elizabeth Cardwell (ecardwell@californiacityclerks.org) to ensure that appropriate arrangements are made prior to the event.
Conference Agenda - Subject to Change
Tuesday, April 11, 2023
8:00AM - 3:00PM Registration
9:00AM - 4:00PM Pre-Conference Concurrent Sessions
Athenian Dialogue
“The Light We Carry: Overcoming in Uncertain Times” by Michelle Obama - Facilitated by Randi Johl-Olson, J.D., MMC (3 CMC/MMC points)
“There may be no tidy solutions or pithy answers to life’s big challenges, but Michelle Obama believes that we can all locate and lean on a set of tools to help us better navigate change and remain steady within flux. In The Light We Carry, she opens a frank and honest dialogue with readers, considering the questions many of us wrestle with: How do we build enduring and honest relationships? How can we discover strength and community inside our differences? What tools do we use to address feelings of self-doubt or helplessness? What do we do when it all starts to feel like too much?” - #1 New York Times and USA Today Bestseller
The last few years have been full of challenges – personal and professional. Our communities have struggled from a health, financial and social perspective. Yet we’re still here and we’re still serving. The key now is to go beyond mere survival and resilience into a thriving state of mind. We have tools at our disposable to achieve success. We simply need to be intentional in implementation. This dialogue will help us achieve and sustain a thriving state of mind, both in our personal and professional lives, so that we can continue serving our communities well into the future despite the challenges that are sure to come.
Participants who complete a learning assessment are eligible to obtain points towards their CMC and MMC certification.
Advanced Academy
Registration Deadline for the Advanced Academy: March 17, 2023
Strengths-Based Leadership - Presented by Jim Uhl, Breaking the Chain (3 MMC points)
All attendees must complete the online assessment no later than March 28th. Attendees will be provided with a link and code to access the assessment the week of March 20th.
You can’t afford to not know your strengths and the strengths of your team. The costs are far too high!
Far too many teams are infected with employee disengagement and it costs billions of dollars. Even worse, and overtime, disengagement leaves everyone feeling frustrated, unfulfilled, unhealthy, depressed, and hopeless.
The single most important thing in your organization is the team. Teams are the place where:
• The real work in the organization gets done
• Strong relationships are built so work can get done
• The best ideas emerge so work can get done.
The proven pathway to high team performance and the antidote to employee disengagement is focusing on individual and team STRENGTHS.
Employees who play to their strengths are:
• Six times more likely to be engaged
• Have only a 1% chance of being disengaged
• Live an average of 10 years longer
• Make $12K more per year
• More fulfilled and satisfied in the workplace
During this course, Gallup Certified Strengths Coach, Jim Uhl, will show you the uniqueness of each of your 34 Clifton Strengths Talent Themes and provide you strategies toward:
• Aiming your strengths toward your personal and professional goals
• Using your strengths to build a strong, healthy, and engaged team
• Using your strengths to deliver a killer job interview
Wednesday, April 12, 2023
8:30AM -4:00PM Registration
8:30 - 9:30AM Continental Breakfast with the Exhibitors!
9:30AM - 12:00PM President’s Opening Remarks and Keynote “Stop Being Nice“- Jim Uhl, Breaking the Chain Consulting
The single most important thing in any organization is the team. However, research indicates most teams are unhealthy and disengaged. What’s the culprit causing this team unhealthiness? Being nice to one another.
This sounds controversial - even contradictory, but this presentation will cause you to rethink what it really means to be nice. Being nice can be the polite thing to do, but it also contributes to and tolerates many of our social and workplace miseries. We are needlessly suffering in our societies, our organizations, among our teams, and within our homes because we have muddied the waters of life with the incomplete lies of niceties. Nice erodes the very fabric of what makes us noble, honorable, transcendent, and true. This presentation will challenge and forever change how you think about interacting with one another, both as a leader and as a teammate
12:00 - 1:30PM Annual Recognition Lunch
Recognition of New Certified Municipal Clerks and Master Municipal Clerks and Updates from IIMC Region IX State Presidents (Alaska, Oregon & Washington)
1:30 - 3:15PM | Concurrent Breakouts
Finding the Leader in You - Presented by Camilla G. Pitman, MMC, Certified PLS
“I’m not a leader; I’m just a clerk” is one of the first comments presenter Camilla Pitman heard while encouraging a municipal clerk to participate in her first Athenian Dialogue. As a facilitator with IIMC’s Athenian Leadership Society, Camilla will share the purpose of the IIMC program and will expound upon leadership concepts and principles recognized during dialogues she has facilitated that are relevant to municipal government positions. From Sully Sullenberger’s focus on continuing education to Truett Cathy’s desire to provide quality service to his customers and self-worth to his employees, Camilla will inspire participants to elevate their standards in leadership to a higher level.
How To Effectively Implement New Systems In Complex Organizations And Not Lose Your Mind (Like We Did) - Presented by Leslie Milton, Palo Alto City Clerk, Mahealani Ah Yun, Deputy City Clerk, Vinhloc Nguyen, Deputy City Clerk
Change is inevitable, and often a difficult process. The way things “have always been,” is not how it is today. Now more than ever, new innovative technologies are needed and Clerk Teams are the key players to help our organizations understand that things will look different than they have in the past, and help bring them along through this process of change. During this session our team will share testimonial about our acquisition and implementation of a new agenda management system in an abundantly complex, highly political organization. We will exhibit techniques and strategies we learned to overcome a variety of challenges that may arise (and did) during the implementation of a new system such as how to balance project management, expectation management, change management, scale it appropriately, navigate political landmines, find project champions, and then when things don’t go accordingly to your well-developed plan, overcome barriers and setbacks. We will also offer our experience dedicating resources to our implementation and planning process to ensure our team achieved success at each stage of the transition and how we became a stronger team throughout the process.
3:15 - 3:30PM Break with the Exhibitors!
3:30 - 5:00PM
21st Century Leadership: Preparing Yourself For the Next… - Presented by Bill Gallardo, Brea City Manager, Jim Sadro, City of La Habra City Manager, and Valerie Phillips, President and Recruiter, Bob Murray & Associates
Always be the most interesting person in the room. Now is the time to refocus on preparing yourself for the next step. When the opportunity comes, will you be ready? Leaders are working towards placing staff within their organization into opportunities for growth and development. The workplace is rapidly changing - flexible work schedules, organizational structures, work-life balance, collaborating roles, and changes in the workforce. Whatever your job title is, this opportunity brings out the best in you. This session will be a vital part of your success. Understand what leaders are looking for, develop your skills and experience, think strategically, and set yourself up with realistic goals and expectations. At the end of this session, you will have the tools to strengthen your foundation and be ready to celebrate your successes.
6:30 - 9:30PM All Conference Event at Oscars – Enjoy an evening full of comedy and a drag show!
Additional fee and registration required
Thursday, April 13, 2023
8:30AM - 4:00PM Registration
8:00 - 9:00AM Continental Breakfast with the Exhibitors!
9:00 - 10:30AM Succession Planning for Future Success - Presented by Camilla G. Pitman, MMC, Certified PLS
THE SCENARIO: After 18 years, and with little notice, the City Clerk passes away during the night. All the experience and knowledge is gone, leaving behind a Deputy Clerk with only two months training and no written directives or communications to explain the duties and responsibilities of the office. And, there is a general municipal election 30 days from that date. What does the City do? This presentation serves as a professional testimony for presenter Camilla Pitman who actually experienced this scenario and lived to tell about it. Her personal experience will provide participants with encouraging information on the importance of creating a succession plan and steps in developing and implementing the plan. Camilla will also address concerns employees have when discussing the topic of “succession planning” and share how municipal clerks can make a difference serving as mentors while leading the Clerk’s Office towards a successful future.
10:30AM - 12:00PM JEDI - Infusing a Justice, Equity, Diversity, Inclusion (JEDI) Lens into the fabric of city structure and culture
- Presented by Gail Watts and Reena Doyle, Tribesy Consulting Engage in an experiential activity that utilizes a multi-faceted approach to understanding “community of impact.” Community of Impact, looks at the effect of experiences through a community lens, rather than individual perceptions. Participants will be guided in a process in order to engage in group activities where they can learn from themselves and one another. The experience will highlight ways in which our blind spots and ways of listening impact communities. Debriefing the activity will allow participants to understand how utilizing a JEDI lens (justice, equity, diversity, inclusion) would impact decision making and lead to different behaviors and outcomes. JEDI is composed of 4 discreet and different concepts that connect to form a lens; a way of viewing all aspects of local government. A JEDI Lens is an effective tool to understanding root causes of current outcomes, intentional and unintentional practices and behaviors that are impacted by the culture and structure of local governments. Ultimately, this session will allow participants to think differently about the impact city structures and employees have on communities.
12:00 - 1:30PM Networking Lunch and Updates from IIMC Region IX Directors and IIMC Immediate Past President
1:30 - 3:00PM Leading a Passionate & Successful Team Through Communication - Presented by Jon Barilone, Tripepi Smith
Creating a cohesive team can be challenging. However, with a strong culture and straightforward communication, leaders can guide their teams to become more motivated and productive. Tripepi Smith Principal Jon Barilone will share his insights on how to cultivate and sustain successful teams using the key factors of communication.
3:00 - 3:30PM Break with the Exhibitors!
3:30 - 5:00PM Concurrent Breakouts
Records: Build A Better Records Information Management (RIM) Program - Presented by Wendy McLain, MLIS;
This session will outline steps for implementing or improving a RIM program in your organization. It will cover how get started with strategic planning, identifying stakeholders and team members, and establishing policies. Major program elements such as retention schedules, classification, storage, privacy, security, archiving, disposition, and legal holds will be explored. The session will conclude with suggestions for successful implementation, including training and compliance.
START: Strategic Planning, Identifying Stakeholders, Establishing A Team, Standards, Policies & Procedures
KEEP: Retention Schedule Development
ACCESS: Classification, Storage, Privacy, Security
DISPOSE: Archive vs. Destroy, Holds
IMPLEMENT: Employee Training, Compliance Audits
Initiative, Referendum, and Recall - Presented by Holly Charlety, El Cerrito City Clerk, Bonnie Bush, Santa Cruz City Clerk, and Laura Aguilar Sierra Madre Deputy City Manager/City Clerk
Initiative Petitions, Referendums and Recalls are much more common than they used to be. Join these Clerk Professionals to discuss what every clerk needs to know about how to facilitate these processes from inception to conclusion.
6:30-10:00PM Annual President’s Banquet and Award Ceremony with Live Auction
Join us for a dinner celebrating our community and the invaluable work of promoting the Municipal Clerk profession through education, support, and communication.
The awards celebration will honor the outstanding accomplishments of associations and industry professionals in the areas of:
• Municipal Clerk of the Year
• Assistant/Deputy Clerk of the Year
• Lifetime Achievement Award
• Innovative Program of the Year Award
• President’s Awards of Distinction
Friday, April 14, 2023
8:00 - 9:30AM Breakfast
9:30AM - 12:00PM See Change Clearly; Building Municipal Excellence
- Presented by Jacob Green, Author and Consultant
Best-selling author, experienced local government executive, and national leadership development expert Jacob Green will engage, inspire and energize attendees to navigate change, leverage adversity, and embrace municipal excellence.