Orientation New Clerk Clerks 101: 2019 County and District Clerks - - PDF document

2019 County and District Clerks’ Association

• f Texas Winter Education Conference

January 28-31, 2019 Embassy Suites by Hilton Hotel Conference Center & Spa, San Marcos

Piece of the Puzzle, Part of the Whole

Clerks 101: New Clerk Orientation

• Hon. Jennifer Lindenzweig

Hunt County, County Clerk

• Acronyms
• Certification of Deputies for Secretary of State
• ListServ Application
• Clerk 101 CE Tracker
• Electronic Display of Official and Legal Notices by County Clerk
• Who Can Help

Acronyms: what they stand for. Listed are just a few that are common in our everyday, listed in no particular order. TAC Texas Association of Counties SOS Secretary of State CDCAT County & District Clerks’ Association of Texas JBCC Judicial Branch Certification Commission JCIT Judicial Committee Information Technology CC County Clerk DC District Clerk TCEQ Texas Commission Environmental Quality TABC Texas Alcohol Beverage Commission OCA Office of Court Administration VSU Vital Statistics Unit DSHS Department State Health Services CJIS Criminal Justice Information System JJIS Juvenile Justice Information System TER Texas Electronic Registration TxEVER Texas Electronic Vital Events Registration TJJD Texas Juvenile Justice Department TDCJ Texas Department of Criminal Justice LGC Local Government Code GC Government Code

HUNT COUNTY COUNTY CLERK CERTIFICATION OF ALL COUNTY CLERK DEPUTIES July 2, 2018 TO THE SECRETARY OF STATE: THIS CERTIFIES THAT THE FOLLOWING DEPUTY COUNTY CLERKS HAVE THE AUTHORITY TO CERTIFY BIRTH, DEATH, MARRIAGE AND ANY OTHER DOCUMENTS ISSUED BY MY OFFICE Name of Deputy Deputy’s Signature (1) Deputy’s Signature (2) MELISSA AVEN _______________________ _______________________ MERCADES BROWN _______________________ _______________________ CHAD DAWSON _______________________ _______________________ ELIZABETH“LIBBY” DUNHAM _______________________ _______________________ GLORIA HINOJOS _______________________ _______________________ BECKY LANDRUM _______________________ _______________________ TIFFANY LOTHRINGER _______________________ _______________________ MISTY LUTZ _______________________ _______________________ RORY MCGAHAN _______________________ _______________________ GINA TOVAR _______________________ _______________________ KATHI TROUBLEFIELD _______________________ _______________________ CHRISTIE WOOTEN _______________________ _______________________ MELISSA YOUNG _______________________ _______________________ I hereby certify under my hand and seal this _____ day of July, 2018, that the above listed deputies and signatures are duly authorized to issue certifications from the Hunt County Clerk’s Office. _____________________________________ Jennifer Lindenzweig Hunt County Clerk Mail To: Texas Secretary of State Authentications P.O. Box 13550 Austin, Texas 78711-3550

COUNTY & DISTRICT CLERKS’ ASSOCIATION LISTSERV APPLICATION FOR ACTIVE & AFFILIATE MEMBERS MAIL OR FAX APPLICATION TO: Stacey Kemp, CDCAT Treasurer Collin County County Clerk 2300 Bloomdale Rd., Suite 2106 McKinney, TX 75071 (972) 548-4185 Office (972) 547-5731 Fax County: Name: Title: Address: Office Phone: Office Fax: E-Mail: (ListServ e-mail must be the same as your CE Tracker e-mail)

Clerk Renewal Newly Elected/Appointed Clerk Date: ____________ Associate Member Renewal New Associate Member

I would like to apply for membership to the listserv. I have read and agree to abide by the CDCAT listserv rules and regulations; and I am an Active/Affiliate Member of the CDCAT. Signature of Applicant Date I, ___________________________________, County/District/Combination Clerk of ______________________ County approve this applicant. Signature of Elected Clerk DO NOT WRITE IN THIS SPACE Approval: Date: TAC Fax: (512) 478-3573 Date Received: Received By:

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Clerk 101: CE Tracker

How to with screen shots

CE Tracker: CDCAT Home page

• Go to www.cdcatexas.com
• Go to “continuing education” tab
• Click on the tracker link in the body
• Put in your member number or email address
• Put in your password
• If you need your password reset, contact Laura Hinojosa, Vice President, at

• You may also use the direct link to CE Tracker and log in
• http://cdcat.cehourstracker.com.

2

CE Tracker: Submit conference hours

• To submit conference hours for approval click on the My Info button

and then select Submit conference hours.

• To view your conference hours for a period click on the My Info

button and then select Conference history.

• To download certificates you have earned click on the My Info button

and then select My Certificates.

• To change your password, please contact the Vice President, Laura

Hinojosa, at laura.Hinojosa@co.hidalgo.tx.us

CE Tracker: Submit conference hours

• You will pick the Conference you wish to submit hours for by scrolling

• Find the conference and click it
• You will now pick the sessions you are claiming
• Before you finish, you will be able to see the total hours claimed for that

• When you are finished, click “submit hours”
• If the conference has breakout sessions that are at the same time, tracker will not

• Your submitted hours will then be approved by the Vice President
• Certificates will be available in January; certificates for 2019 can not be

3

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CE Tracker: Conference History

• To check your conference history, or to see how many credit hours

you have, click on “conference history” under the “my info” tab

• Choose the year you wish to view and click “generate”
• This will show you hours submitted, approved, and pending approval
• You can print a pdf summary or pdf detail from here as well for your

records

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PDF Summary

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PDF Detail

How to print your certificate when they are ready How to print your certificate when they are ready

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Posting notices at Courthouse and on Website

Electronic Display of Official and Legal Notices by County Clerk: LGC 82.051

• Sec. 82.051.ELECTRONIC DISPLAY OF OFFICIAL AND LEGAL NOTICES BY

COUNTY CLERK. (a) In this section, "electronic display" includes a display: (1) by the use of an electronic kiosk, electronic bulletin board, or other similar device designed to provide readily accessible information; or (2) on a county's public Internet website. (b) A county clerk may post an official and legal notice by electronic display instead of posting a physical document. An electronic display of information posted under this section using a device described by Subsection (a)(1) must meet the location, time, and accessibility requirements provided by law for the posting of the notice. An electronic display of information posted under this section on a county's public Internet website must meet the time requirements provided by law for the posting of the notice. Added by Acts 2009, 81st Leg., R.S., Ch. 968 (H.B. 3601), Sec. 2, eff. June 19, 2009. Posting of appointments of Sheriff Deputies: LGC 85.003 (b) A person appointed as a deputy, before beginning to perform the duties of office, must take and subscribe the official oath, which, together with the certificate of the officer administering the oath, must be endorsed on the appointment. The appointment and oath shall be deposited and recorded in the county clerk's office. A list of the appointments shall be posted in a conspicuous place in that office. Proposed Budget filed with the County Clerk: LGC 111.006 (a) When the county judge has completed the preparation of the budget, the judge shall file a copy of the proposed budget with the county clerk. (b) The copy of the proposed budget shall be available for inspection by any person. If the county maintains an Internet website, the county clerk shall take action to ensure that the proposed budget is posted on the website. Approved Budget filed with the County Clerk: Posting on Internet: LGC111.009

(a) On final approval of the budget by the commissioners court, the court shall: (1) file the budget with the county clerk; and (2) if the county maintains an Internet website, take action to ensure that: (A) a copy of the budget, including the cover page, is posted on the website; and

(B) the record vote described by Section 111.008(d)(2) is posted on the website at least until the first anniversary of the date the budget is adopted. (b) The commissioners court shall take action to ensure that the cover page of the budget is amended to include the property tax rates required by Section 111.008(d)(3) for the current fiscal year if the rates are not included on the cover page when the budget is filed with the county clerk. The commissioners’ court shall file an amended cover page with the county clerk and take action to ensure that the amended cover page is posted on the county's website.

Foreclosure/Trustee Sale Notices: Texas Property Code 51.002(f) & (f-1) (f) Each county clerk shall keep all notices filed under Subdivision (2) of Subsection (b) in a convenient file that is available to the public for examination during normal business

• hours. The clerk may dispose of the notices after the date of sale specified in the notice has
• passed. The clerk shall receive a fee of $2 for each notice filed.

(f-1) If a county maintains an Internet website, the county must post a notice of sale filed with the county clerk under Subsection (b)(2) on the website on a page that is publicly available for viewing without charge or registration. Judicial Appointment & Fee Report: Texas Government Code 36.004 (b) Not later than the 15th day of each month, the clerk of a court shall: (1) submit a copy of the report to the Office of Court Administration of the Texas Judicial System; and (2) post the report at the courthouse of the county in which the court is located and on any Internet website of the court. Annual List of Attorneys Ad Litem, Guardians Ad Litem, Guardians, Mediators: Government Code 37.003 (a) In addition to a list required by other state law or rule, each court in this state shall establish and maintain the following lists: (1) a list of all attorneys who are qualified to serve as an attorney ad litem and are registered with the court; (2) a list of all attorneys and other persons who are qualified to serve as a guardian ad litem and are registered with the court; (3) a list of all persons who are registered with the court to serve as a mediator; and (4) a list of all attorneys and private professional guardians who are qualified to serve as a guardian as defined by Section 1002.012, Estates Code, and are registered with the court.

• Sec. 37.005. POSTING OF LISTS. A court annually shall post each list established under

Section 37.003 at the courthouse of the county in which the court is located and on any Internet website of the court. Added by Acts 2015, 84th Leg., R.S., Ch. 1223 (S.B. 1876), Sec. 1, eff. September 1, 2015.

WHO WHO CAN CAN HEL HELP ME ME?

Frequently asked questions As As clerks clerks we we have have ma many ny que questions fo for general general inform information ation on

• n a day

day to to day day ba basis and and ma may need need assistan assistance ce in in kn knowing ing wh who to to cont contact act for for a spe specific ific need.

• need. Yo

You can can alw alway ays co conta ntact th the CDCA CDCAT President President, Jennif nnifer Lindenzweig, ndenzweig, at at jlindenzweig@hunt jlindenzweig@huntcounty.net

• unty.net for

for an any re reason ason; howe however th the dif different rent CDCA CDCAT Office fficers rs have have spe specific ific resp responsibil

• nsibilities

ties th they do

• do. Here

Here are are a fe few of

• f the

the quest questions ions usually usually aske asked and and wh who wi will be be th the person person of

• f cont

contact act. Wha What is is Tracker? Tracker? Tracker is the web based system that CDCAT uses to keep track of its member’s continuing education hours to save paper and help the process be more streamlined. Can Can I get get cr credit edit for for a cl clas ass th that at I took

• ok or
• r wa

want nt to to take take th that is is not not Tracker? Tracker? It is possible. The statute requires each clerk obtain 20 hours of CE hours each year, it does not state how those hours are

• btained or that the only hours are those approved by CDCAT. For more information, contact the

Vice President, Laura Hinojosa, at laura.hinojosa@co.hidalgo.tx.us Who Who put puts conf conferences erences in in Tracker? Tracker? The Vice President I can’ can’t sign sign int into Tracker, Tracker, wh who can can help help me? me? Contact the Vice President, Laura Hinojosa, at laura.hinojosa@co.hidalgo.tx.us I’m I’m not not re recei ceiving ing anyt anything hing on

• n list

list se serve, rve, who who can can he help me? me? Contact the Treasurer, Stacey Kemp, at skemp@collincountytx.gov How How do do I get get on

• n list

list se serve rve? Make sure your dues are paid, go to www.cdcatexas.com>listServ>Application. Fill out the application and send to the Treasurer, Stacey Kemp. Please read the directions and rules completely. Note: anyone who is NOT an elected/appointed clerk must have written approval of the Clerk to be added to list serve with dues paid. I wil will be be ou

• ut of
• f th

the office ffice; can can I put put an an “ou “out of

• f offic
• ffice” reply

reply to to auto automatically tically go go out

• ut on
• n my

my list list se serve rve? It is preferred that you don’t as this will generate each time an email goes through list serve. You can have your account put on “hold” by contacting the Treasurer, Stacey Kemp, at skemp@collincountytx.gov Who Who approves approves CEUs CEUs fo for regionals? regionals? The agenda for the regional meetings should be sent at least 2 weeks prior to the meeting to the Vice President, Laura Hinojosa, at laura.hinojosa@co.hidalgo.tx.us Who Who do do we we send send memorial rial donat donations

• ns to?

to? All memorial donations should be sent to the Treasurer, Stacey Kemp, at skemp@collincountytx.gov and she will then notify the Memorial Committee chair. Who Who do do we we send send donat donations

• ns to

to for for th the door door priz prize for for Annual Annual Conf nferen erence? ce? The host clerks of the conference.

How How can can I ge get a cop copy of

• f a power

power point point used used in in cl class ass? Most power point presentations are uploaded to the CDCATexas.com website after the conferences. You can find them under the Resource tab, Education materials. How How can can I updat update my my photo photo and and info inform rmation ation in in the the direct directory?

• ry? Contac the Website Chair, Sheri

Woodfin, at sheri.woodfin@co.tom‐green.tx.us I’m I’m a new new clerk, clerk, do do I owe

• we dues?

dues? Contact the Treasurer, Stacey Kemp, at skemp@collincountytx.gov; if you were appointed to finish a term, or you are newly elected, the dues paid by the sitting clerk for the current year should carry over. Can Can I pay pay my my dues dues wit with a credit credit car card? Yes. Dues are handled by Texas Association of Counties (TAC) so contact luzh@county.gov or verify payment has been made with the Treasurer, Stacey Kemp, at skemp@collincountytx.gov Who Who are are my my directors directors an and how how do do I be become me one?

• ne? Directors for each region are elected by

members in the region to serve a 2 year term‐one year as Director, one year as Director in Charge and serve no more than two consecutive terms. Region Region I‐Sherri Jones, Wheeler County, District Clerk Julie Smith, Potter County, County Clerk Region Region II II‐Sandra Roblez, Yoakum County, District Clerk Karen Winter, Archer County, County Clerk Region Region III III‐Judy Crawford, Crane County, Combo Clerk Berta Rios Martinez, Brewster County, County Clerk Region Region IV IV‐Beverly Crumley, Hays County, District Clerk Region Region V‐Jon Gimble, McLennan County, District Clerk Andy Harwell, McLennan County, County Clerk Region Region VI VI‐Sherry Dowd, Navarro County, County Clerk Loretta Cammack, Nacogdoches County, District Clerk Region Region VI VII‐Schelana Hock, Polk County, County Clerk Lisa Teinert, Lee County, District Clerk Region Region VIII III‐J.C. Perez, III, Jim Wells County, County Clerk Esther Degollado, Webb County, District Clerk Wha What do do th the Dire Directors ctors do? do? You can find the qualifications, guidelines and expectations listed in the bylaws at www.cdcatexas.com How How do do I get get placed placed on

• n a co

committe ittee? You can find the volunteer form at www.cdcatexas.com, fill it out and submit to the Vice President, Laura Hinojosa, at laura.hinojosa@co.hidalgo.tx.us I th thin ink I wa want nt to to run run fo for th the Execu Executive ive Boar Board, d, how how do do I do do th this? is? There are qualifications that must be met in order to be placed on the ballot for election at the Summer Conference. Please refer to the bylaws, found at www.cdcatexas.com for qualifications and instructions on how to submit your name for consideration for election.