COUNTY RECORDERS’ ASSOCIATION OF CALIFORNIA



COUNTY RECORDERS’ ASSOCIATION OF CALIFORNIA

And

CALIFORNIA ASSOCIATION OF CLERKS & ELECTION OFFICIALS

2011 JOINT NEW LAW WORKSHOP & SEMINAR

December 6 – 9, 2011

Hyatt Regency Hotel

Sacramento, CA

COUNTY RECORDERS’ ASSOCIATION OF CALIFORNIA

CALIFORNIA ASSOCIATION OF CLERKS & ELECTION OFFICIALS

NEW LAW 2011

RECORDERS

Tuesday, December 6th: Room

10:00 – 11:30 RECORDERS Golden State

Document Reference Committee

and Mutual Problems

David Valenzuela, Ventura County

Danielle Rifilato, Riverside County

11:30 – 1:00 Lunch on your own

1:00 – 2:50 RECORDERS Golden State

Legislative Committee Meeting

Craig Kramer, Sacramento County

3:00 – 5:00 CRAC Board of Directors Meeting Golden State

President Larry Ward, Riverside County

Vice President Jim McCauley, Placer County

Treasurer Gina Alcomendras, Santa Clara County

Secretary Gregory Diaz, Nevada County

Dinner on your own

Wednesday, December 7th: Room

8:00 – 10:00 RECORDERS Golden State

Principals Only Breakfast

9:00 – 12:00 Registration Gift Shop

10:00 – 12:00 RECORDERS Regency A

New Law Presentation

Leslie Morgan, Shasta County

12:00 – 1:30 Lunch on your own

1:00 – 4:00 Registration Gift Shop

1:30 -3:00 RECORDERS Regency A

Best Practices Presentation

Documentary Transfer Tax Ordinance

John Tuteur, Napa County

Courtesy Notice Program

Tauna Mallis, Riverside County

Danielle Rifilato, Riverside County

3:00 – 3:30 Exhibitor Visitation Foyer

Wednesday continued: RECORDERS Room

3:30 – 5:00 RECORDERS Regency A

PREP Committee Meeting

Theresa Rabe, San Mateo County

PRIA Industry Updates

De Ana Thompson, San Bernardino County

6:00 – 8:00 Welcome Reception & Ornament Exchange – All Attendees Regency EF

Introduction of Exhibitors

Thursday, December 8h: Room

8:00 – 12:00 Registration Gift Shop

8:00 – 9:00 Continental Breakfast/Exhibit Visitation Foyer

8:00 – 4:00 Exhibitor Visitation Foyer

9:00 – 10:00 RECORDERS Regency A

Document Reference Manual / Mutual Problems

Donna Johnston, Sutter County

Danielle Rifilato, Riverside County

David Valenzuela, Ventura County

10:00 – 10:30 Refreshment Break/Exhibit Visitation Foyer

Exhibitor Bingo Drawing

10:30 – 12:00 RECORDERS Regency A

“Fire in Your Wallet…How to Deal With Insurance

Companies, Post Disaster”

Gina Alcomendras, Santa Clara County

Dennis Curran, Brown’s River Marotti Co.

Tips on dealing with insurance companies “post disaster”. How a CA

Clerk/Recorder was able to secure $1 M settlement years after the flood.

Explanation of the different interpretations between “freeze drying” paper and

“restoring” paper…”post disaster”.

12:00 – 1:30 Lunch on Your Own

1:30 - 3:00 RECORDERS Regency A

County Records: The Past Informing the Present

Jim Hofer, Archives Manager, Riverside County

3:00 – 3:30 Refreshment Break/Exhibit Visitation Foyer

Exhibitor Bingo Drawing

3:30 Adjourn

ELECTION ADMINISTRATION

Wednesday, December 7th: Room

9:00 – 9:50 ELECTIONS – Committee Meeting Regency C

Voters with Specific Needs

Tim McNamara, Los Angeles County

Meeting closed to Exhibitors

9:00 – 11:00 ELECTIONS – Committee Meeting Regency E

SB-90

Alice Jarboe, Sacramento County

10:00 – 11:00 ELECTIONS – Committee Meeting Regency C

HAVA

Tim McNamara, Los Angeles County

Meeting closed to Exhibitors

11:10 – 12:00 ELECTIONS – Committee Meeting Regency E

Future of Voting

Austin Erdman, San Joaquin County

11:00 – 12:50 ELECTIONS Regency C

Petitions

Deborah Seiler, San Diego County

Bring your lunch

12:30 – 5:00 Exhibitor Visitation Foyer

1:00 – 4:00 Registration Gift Shop

1:00 – 3:00 ELECTIONS Regency C

Legislative Committee Meeting

Jill LaVine, Co Chair, Sacramento County

Deborah Seiler, Co-Chair, San Diego County

3:10 – 5:30 CACEO Board of Directors Meeting Regency C

President Gail Pellerin, Santa Cruz County

Vice President Cathy Darling Allen, Shasta County

Treasurer Neal Kelley, Orange County

Secretary Dean Logan, Los Angeles County

6:00 – 8:00 Welcome Reception & Ornament Exchange - All Attendees Regency EF

Introduction of Exhibitors

Dinner on Your Own

ELECTION ADMINISTRATION

Thursday, December 8th: Room

8:00 – 12:00 Registration Gift Shop

8:00 – 9:00 Continental Breakfast/Exhibit Visitation Foyer

8:00 – 4:00 Exhibitor Visitation Foyer

9:00 – 10:00 ELECTIONS Regency BC

Pledge

Welcome Remarks

Housekeeping Remarks

Jill LaVine, Sacramento County

Deborah Seiler, San Diego County

National Voter Registration Act

Diane Hinkle, Voter Service Program Manager,

Secretary of State

Jennie Bretschneider, Assistant Chief Deputy & Counsel

Secretary of State

Easy Voter Guide

Kathy Armstrong, Vice President Voter Services,

League of Women Voters of California

10:00 – 10:30 Refreshment Break/ Exhibitor Visitation Foyer

Exhibitor Bingo Drawing

10:30 – 12:00 ELECTIONS Regency BC

“Vote-by-Mail Today & Tomorrow”

Elizabeth Bergman, Ph.D., Assistant

Professor of Political Science, California State

University East Bay

Fair Political Practices Commission Updates

Dixie Howard, Assistant Division Chief, Technical

Assistance Division, FPPC

Department of Justice Updates

Alameda County’s Consent Decree

Dave Macdonald, Alameda County

San Diego County’s Memo of Agreement

Deborah Seiler, San Diego County

12:00 – 1:30 Lunch on Your Own

1:30 – 3:00 ELECTIONS Regency BC

New Law Presentations

Subcommittee Reports

3:00 – 3:30 Refreshment Break/Exhibit Visitation Foyer

Exhibitor Bingo Drawing

ELECTION ADMINISTRATION

Thursday continued:

3:30 – 5:00 ELECTIONS Regency BC

SB-6

Ballot Layout

Dean Logan, Los Angeles County

Michael Wagaman, California Assembly

David Tom, San Mateo County

Roberta Kanelos, Sacramento County

Charlie Wallis, San Diego County

New Language Outreach Tim McNamara, Los Angeles County

Michael Vu, San Diego County

Dinner on Your Own

Friday, December 9th:

CACEO New Law Workshop

Secretary of State Session

Friday, December 9, 2011

9:00 a.m. – 12:00 p.m.

Secretary of State Building

Auditorium

1500 11th Street, First Floor

Sacramento, CA 95814

Agenda

9:00 – 9:15 Welcoming Remarks

Secretary of State Debra Bowen

9:15 – 10:15 Top Two Candidate Open Primary Implementation

10:15 – 11:00 Redistricting

11:00 – 11:45 Topics of General Interest

• New Language Requirements

• Realignment & Felony Convictions

• County Central Committees

• State Voter Registration Form Online (AB 1357)

• Online Voter Registration (SB 397)

11:45 – 12:00 General Questions and Answers

12:00 Noon Adjournment

COUNTY CLERKS

Wednesday, December 7th: Room

8:00 – 9:30 COUNTY CLERK - Reference Manual Regency D

Gina Alcomendras, Co-Chair, Santa Clara County

Vicki Petersen, Co-Chair, Sonoma County

9:30 – 12:00 COUNTY CLERK Regency D

Legislative Committee Meeting

Vicki Petersen, Co-Chair, Sonoma County

Kathleen Moran, Co-Chair, Colusa County

12:30 – 5:00 Exhibitor Visitation Foyer

1:00 – 4:00 Registration Gift Shop

3:10 – 5:30 CACEO Board of Directors Meeting Regency C

President Gail Pellerin, Santa Cruz County

Vice President Cathy Darling Allen, Shasta County

Treasurer Neal Kelley, Orange County

Secretary Dean Logan, Los Angeles County

6:00 – 8:00 Welcome Reception & Ornament Exchange – All Attendees Regency EF

Introduction of Exhibitors

Dinner on Your Own

Thursday, December 8th: Room

8:00 – 12:00 Registration Gift Shop

8:00 – 9:00 Continental Breakfast/Exhibit Visitation Foyer

8:00 – 4:00 Exhibitor Visitation Foyer

9:00 – 10:00 COUNTY CLERK Regency EF

Welcome Remarks

Kathleen Moran, Co-Chair, Colusa County

Vicki Petersen, Co-Chair, Sonoma County

Legislation – Summary County Clerk Sponsored Legislation

Matt Siverling, Legislative Advocate

10:00–10:30 Refreshment Break/Exhibit Visitation Foyer

Exhibitor Bingo Drawing

10:30 – 12:00 COUNTY CLERK Regency EF

Chaptered Legislation – Review

Legislative Committee members

12:00 – 1:30 Lunch On Your Own

Thursday Continued:

1:30 – 3:00 COUNTY CLERK Regency EF

State Requirements regarding Banknote Paper

Debbie Balsley, Vital Records Insurance

and Preservation Branch

Karen Roth, Section Chief of the Birth and

Marriage Registration Section, California Department

of Public Health - Vital Records (CDPH-VR)

3:00 – 3:30 Refreshment Break/Exhibit Visitation Foyer

Exhibitor Bingo Drawing

3:30 – 5:00 COUNTY CLERK Regency EF

Mutual Problems Session

Facilitated by Legislative Committee members

Adjourn

CLERK OF THE BOARD OF SUPERVISORS

Wednesday, December 7th: Room

1:00 – 4:00 Registration Gift shop

3:10 – 5:30 CACEO Board of Directors Meeting Regency C

President Gail Pellerin, Santa Cruz County

Vice President Cathy Darling Allen, Shasta County

Treasurer Neal Kelley, Orange County

Secretary Dean Logan, Los Angeles County

6:00 – 8:00 Welcome Reception & Ornament Exchange - All Attendees Regency EF

Introduction of Exhibitors

Dinner on Your Own

Thursday, December 8th: Room

8:00 – 12:00 Registration Gift Shop

8:00 – 9:00 Continental Breakfast/Exhibit Visitation Foyer

8:00 – 4:00 Exhibitor Visitation Foyer

9:00 – 10:00 CLERK OF THE BOARD Regency D

Demonstration of Clerks of the Board Assessment

Appeal Module of Megabyte Systems’ Integrated

Property Tax System

Alen Darr, CPA, CISA

Senior Business Analyst, Megabyte Systems, Inc.

Scott Jonk, Megabyte Systems Inc.

See a demo of a very interesting new assessment appeal system that

can automate your appeal process and has been designed to

integrate with your assessor’s property tax system. This is one of

only a handful of solutions developed over the last few years

designed to save your office thousands of dollars in processing appeals

and to provide taxpayers with an on-line, “error-free” method of

filing their assessment appeal applications.

10:00 - 10:30 Refreshment Break, Exhibitor Visitation Foyer

Exhibitor Bingo Drawing

Thursday Continued:

10:30 – 12:00 CLERK OF THE BOARD Regency D

2011 Chaptered Laws Affecting the Duties of the

Clerk of the Board of Supervisors and

Discussion of Proposed CACEO-Sponsored

Legislation for 2012 and

Discussion of CACEO Position on SB 46 (Correa)

John McKibben, Los Angeles County

Learn what bills affecting clerks have been signed by new/old Governor

Jerry Brown after his first/ninth year in office. Discuss ways to implement the

new changes in law. Review and discuss proposed legislation for CACEO

sponsorship in 2012. Discuss CACEO’s position on SB 46, a two-year bill

that would require County Clerks (i.e., Clerks of the Board) to receive and

post on the Internet compensation disclosure forms filed by county officials

and officials of school districts, special districts, JPAs and other local

agencies that are required to file a Form 700 with the clerk.

12:00 – 1:30 Lunch on your own

1:30 – 3:00 CLERK OF THE BOARD Regency D

Annual Clerk of the Board Roundtable

Discussion Leaders:

Dawn Duran, City and County of San Francisco

Assessment Appeals Board

Laura Welch, San Bernardino County

Diane Patterson, Marin County

Share YOUR solutions to recurring problems faced by Clerks of the

Board around California. Feel free to bring copies of your solutions for

other clerks to take home. Bring your problems too and go home with

a solution!

• How do you go about preparing the administrative record for

a BOS matter that is being appealed to the Superior Court? Are

electronic records handled differently than paper records in any

way? Do you prepare the record or does your county counsel?

Guidelines to share?

• How are clerks utilizing technology in handling electronic records

management? How are you integrating your very old records into

your electronic records system? Are they interfaced with your

archives? Does your current records management system integrate

with your archives?

• Do you work with other agencies or non-profits with regard to

retention and maintenance of your historical documents?

• What COBs have conducted studies to determine costs and make

recommendations to reduce or consolidate advisory boards and

commissions? What processes were used? Were you successful?

• Once again, what COBs are developing succession plans? Are clerks

modifying organization charts and job descriptions due to layoffs, cuts,

changing business practices and baby boomer retirements?

• How have you handled transition planning when seasoned staff

members retire or when cutbacks result in reassignment of duties?

What practices or tools have you used to help get people up to speed?

Thursday Roundtable Continued:

• Who is using new products or recently re-designed agenda

management systems or assessment appeal processing? What are

the pros, cons and costs of the system you are using, new or not?

• Does your BOS use iPads in the board meeting? For what purposes?

How does your county handle Public Records Act requests for written

materials resident on the iPads? What Brown Act issues have you

encountered in using iPads?

• What “enforcement” methods do you use with respect to non-payment

of findings of fact in assessment appeals? (R&T Code Sec. 1610.5)

• What sanctions are available against an agent who withdraws an

assessment appeal application without notifying the applicant? What

procedures have you developed to prevent this from even happening?

• Do you send follow-up letters informing assessment appeal applicants

of actions by the board? (Bring examples to share)

• Do you require one AAB application for each parcel/APN?

• How do clerks get applicants to correct incomplete or incorrect AAB

applications? Do you require forms to be returned corrected within a

certain number of days? (Bring letters and procedures to share)

• Has anyone found any grants out there that could help fund COB

operations? Where should one look for these? Does anyone have

experience in applying for grants? How did you do it?

• What other possible sources of revenue exist for COBs other than

assessment appeal fees and records copying fees?

• Other questions from the floor

3:00 – 3:15 Refreshment Break/ Exhibitor Visitation Foyer

3:15 – 4:00 CLERK OF THE BOARD

Promptly Docent-Guided Tour of the Capitol Off-Site

Join us for a docent-led tour of California’s beautiful Capitol building, including the

Historical offices of the Governor, Secretary of State and State Treasurer as they

Appeared in the late 19th Century, the Capitol Museum, visitor galleries of the

Assembly and the Senate Floors, the magnificent Capitol Rotunda, a committee

hearing room in the old part of the Capitol, Governor Jerry Brown’s official portrait

from the 1970s (a hoot!), and more. Tour approximately 60-minutes.

4:00 Adjourn

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