County and District Clerks' Association of Texas Winter Conference

February 3 - 6, 2020

Embassy Suites Hotel and Conference Center
1001 E. McCarty Ln.
San Marcos, TX 78666

For more information contact Luz Hinojosa or Sam Burke​ at (800) 456-5974.

Join the County and District Clerks' Association of Texas at its 2020 Winter Conference, scheduled Feb. 3-6, 2020 at the Embassy Suites by Hilton Hotel Conference Center & Spa in San Marcos. County clerks, district clerks and combination clerks can earn continuing education credits to help fulfill their annual continuing education requirements.  An integral part of this meeting will be the opportunity to network with your fellow clerks and exchange ideas that are helpful to you and your county.

Registration opens Tuesday, Oct. 1, at 8 a.m. You must register for the conference before you can receive instructions for booking your hotel room.

In honor of the Association's 125th anniversary, this year's conference theme is “Deeply Rooted in History.” Attendees will receive comprehensive information on popular topics that affect them directly. In addition, attendees are invited to attend the 125th Anniversary Celebration scheduled for Wednesday, Feb. 5 at the host hotel. This special celebration is a formal event, so get ready to celebrate in style!

Registration Fees

Full conference registration includes all education sessions, meals and breaks.

Description Early Registration
by January 10
Registration
after January 10
Clerk/Deputy Registration $200 $225
Retired Clerk Package $100  
Corporate Attendee $500  
On-Site Registration $225  
One-Day Registration $100  
Guest Ticket for Banquet $25  

Hotel Accommodations

The conference host hotel is the Embassy Suites by Hilton Hotel Conference Center & Spa in San Marcos. You must register for the conference before you can receive instructions for booking your hotel room. The hotel does not accept room reservations by phone.

Host Hotel Room Cancellations

If you have a room reservation at the host hotel and you need to cancel the reservation, please do not cancel directly with the hotel. Contact Sam Burke, project coordinator, Texas Association of Counties, at (512) 478-8753 to cancel your host hotel room reservation.

Host Hotel

Embassy Suites by Hilton San Marcos Hotel Conference Center & Spa
1001 E. McCarty Ln.
San Marcos, TX 78666                            
Room Rate: $132 per night plus a 15 percent occupancy tax.
Hot breakfast provided at hotel.

If special accommodations are needed, please contact Sam Burke at (800) 456-5974.

Parking at Host Hotel

There is NO charge for guests' overnight self-parking. Valet parking is available for $12 per day.

For a list of overflow hotels, visit the Hotel Page.

Continuing Education

Application will be made for continuing education credit for county, district and combination clerks. Please check back here for approval updates.

Vendor Information

For information on vendor registration and sponsorship opportunities, please contact Sarah Lazarowitz , events director, Zachary Publications, at (325) 673-4822 ext. 2121.

Payment Information

Please make checks payable to Texas Association of Counties.

Mail checks to:
CDCAT Annual Fall Conference
c/o Texas Association of Counties
P.O. Box 2711
San Antonio, TX 78299

Association Officers

Hon. Laura Hinojosa, President
District Clerk - Hidalgo County

Hon. Stacey Kemp, Vice President
County Clerk - Collin County

Hon. Lisa Johnson, Treasurer
Combination Clerk – Hemphill County

Hon. Patti L. Henry, Secretary
District Clerk – Chambers County

Hon. Jennifer Lindenzweig, Immediate Past President
County Clerk - Hunt County

The conference host hotel is the Embassy Suites by Hilton Hotel Conference Center & Spa in San Marcos. You must register for the conference before you can receive instructions for booking your hotel room. The hotel does not accept room reservations by phone.

Host Hotel Room Cancellations

If you have a room reservation at the host hotel and you need to cancel the reservation, please do not cancel directly with the hotel. Contact Sam Burke at (512) 478-8753 to cancel your host hotel room reservation.

Host Hotel (ROOM BLOCK FULL)
Embassy Suites by Hilton San Marcos Hotel Conference Center & Spa
1001 E. McCarty Ln.
San Marcos, TX 78666                            
Room Rate: $132 per night plus a 15 percent occupancy tax.
Hot breakfast provided at hotel.

If special accommodations are needed, please contact Sam Burke at (800) 456-5974.

Parking at Host Hotel

There is NO charge for guests' overnight self-parking. Valet parking is available for $12 per day.

Host Hotel Policies

Conference registration is required to guarantee a hotel reservation in the conference room block; otherwise your hotel reservation is subject to cancellation or an increased hotel rate.
 

Overflow Hotels

Courtyard Marriott San Marcos (1.8 miles from Embassy Suites San Marcos)
625 Commercial Loop
San Marcos, TX 78666
(512) 359-7550
Group Code: Tell them you are with the County and District Clerks group
Room Rate: $132 per night plus a 15 percent occupancy tax
Breakfast vouchers provided to CDCAT attendees at this hotel.

Country Inn and Suites San Marcos (3.5 miles from Embassy Suites San Marcos)
1560 IH-35 South
San Marcos, TX 78666
(512) 392-8111
Group Code: CDCAT—County and District Clerks
Room Rate: $89 per night plus a 15 percent occupancy tax
Hot breakfast provided at hotel.

Holiday Inn San Marcos (4.0 miles from Embassy Suites San Marcos)
105 Bintu Dr.
San Marcos, TX 78666
(512) 805-1000
Group Code: Tell them you are with the County and District Clerks group
Room Rate: $94 per night plus a 15 percent occupancy tax
Hot breakfast provided at hotel.

Holiday Inn Express & Suites San Marcos South (0.5 miles from Embassy Suites San Marcos)
900 Barnes Dr.
San Marcos, TX 78666
(512) 392-6355
Group Code: Tell them you are with the County and District Clerks group
Room Rate: $94 per night plus a 15 percent occupancy tax
Hot breakfast provided at hotel.

Download the print version here.

Sunday, Feb. 2
5:30 p.m. CDCAT Executive Board Meeting
Monday, Feb. 3
10 a.m.-5 p.m. Registration and Information Desk Open
10:30 a.m.-noon CDCAT Full Board Meeting
1:30-3:30 p.m. Clerk User Group Meeting — Clerk Networking by Case Management System (CMS)
Attendees will divide into groups based on their individual CMS interests. Join your fellow clerks for an interactive discussion of topics specific to each CMS system. A panel of seasoned clerks who use each CMS system will share their knowledge and experiences, and they will answer questions.
Tyler Technologies/Odyssey
Local Government Solutions (LGS)
NET Data
iDocket
Edoc Technologies
General Session for County Specific, Minimal or No CMS
3:45-5 p.m. General Session: Legislative Fee Changes and OCA Updates
Ms. Margie Johnson, Assistant General Counsel, Office of Court Administration 
Ms. Megan LaVoie, Director of Public Affairs/Special Counsel, Office of Court Administration
5-6:30 p.m. Committee Meetings
By-Laws Committee Meeting
Legislative Commitee Meeting
Education Committee Meeting
Banking and Finance Committee Meeting
Community Outreach Meeting
6-10 p.m. Offsite Event: Gruene River Grill Restaurant
Sponsored by: Kofile Technologies, Inc.
Food, drinks, entertainment and door prizes. Transportation provided from Embassy Suites Hotel lobby.
Tuesday, Feb. 4
7:30-8 a.m. Exhibit Hall Open, coffee served
Sponsored by: Certified Payments
8 a.m.-5 p.m. Registration and Information Desk Open
8 a.m.-5 p.m. Silent Auction
8 a.m.-5 p.m. Resistance Response Simulator
Welcome General Session
Moderator: Hon. Laura Hinojosa, Hidalgo County District Clerk, CDCAT President
8-8:30 a.m. Welcome and Vendor Appreciation

Presentation of Colors
Hays County Color Guard

Invocation
Hon. J.C. Perez, Jim Wells County Clerk

National Anthem
Singing Clerks

Pledge of Allegiance/Texas Pledge
Hon. Ruben Becerra, Hays County Judge
8:30-9 a.m. Deeply Rooted in History: A Look at the Creation of the Office of the Clerk
Hon. Laura Hinojosa, Hidalgo County District Clerk
Hon. Sheri Woodfin, Tom Green County District Clerk

As the Association celebrates its 125th Anniversary, we take a walk down memory lane and explain the history of the Office of the Clerk throughout the ages.
9-10 a.m. Bureau of Vital Statistics: Adoptions
Ms. Leslie Olmos, Field Services Respresentative, Bureau of Vital Statistics, Texas Health and Human Services
The session will give an overview on the adoption process from a vital statistics point of view. Presenter will go over how to fill out the Certificate of Adoption and tips for families, attorneys and district clerks. Scenarios will also be used to better comprehend the process. All forms related to adoption will be reviewed collectively, and lastly, a Q & A session to end the training.
10-10:30 a.m. Refreshment break with vendors
Sponsored by: Kofile Technologies, Inc.
10:30 a.m.-noon Cybersecu"root"y
Mr. Jonathan Turner, IT Services Manager, Information Technology, Texas Association of Counties
Presenter will address the current cybersecurity threat landscape and everyday best practices for risk mitigation.
Noon-1:30 p.m. Lunch on your own
1:30-3 p.m. Keynote: Be Happy, Work Happy. Because Happy People Make Good Things Happen
Ms. Kim Hodous, The Happiness Speaker
Happiness is not an elusive goal to strive for. Happiness is already in you and ready to emerge! In this inspiring and hands-on session, Kim shares astounding research and proven science-backed habits that will increase your emotional well-being and sense of fulfillment while leading you to living an all-out Happy life!
3-3:30 p.m. Refreshment break with vendors
Sponsored by: US Imaging
3:30-4:30 p.m. Criminal Justice Information Services (CJIS) and National Instant Criminal Background Check System (NICS) — Reporting for Mental Assessments
Mr. Craig Lopez, CJIS Auditor III, Texas Department of Public Safety (DPS)
The presentation will include a CJIS overview, CJIS site, reporting tips, NICS reporting and CJIS conference information.
4:30-5 p.m. Deeply Rooted in History:  A Look at the Creation of CDCAT
Hon. Laura Hinojosa, Hidalgo County District Clerk
Hon. Sheri Woodfin, Tom Green County District Clerk
This presentation will also focus on the creation of the Association and the rich history that we share as county and district clerks in Texas.
5-7:30 p.m. Happy Hour/Scholarship Fundraiser
Sponsored by: Data Preservation Solutions
 
Wednesday, Feb. 5
7:30-8:30 a.m. Exhibit Hall Open
8 a.m.-5 p.m. Registration and Information Desk Open
8 a.m.-3:30 p.m. Silent Auction
Deeply Rooted in Education (Breakout Sessions)
  Breakout 1: Civil Related to Criminal Breakout 2: Criminal Breakout 3: Miscellaneous
8:30-9:15 a.m. Collections
Mr. Jim Lehman, Co-CEO, Coalition of American Court Collectors
HR 101:  What Does A Supervisor Need to Know About Employees and HR?
Ms. Diana Cecil, SPHR, SHRM-SCP, Senior Human Resources Consultant, Texas Association of Counties
 
This session will cover several hot topics to assist supervisors with employee issues. We will cover a variety of issues including hiring, job descriptions, leave issues, discipline and documentation and terminations. 
Archive Plan and Requirements
Hon. Patti Henry, Chambers County District Clerk
Hon. Donece Gregory, Tyler County Clerk

Presenters will discuss the reason behind the creation of the archive plan, implementation process of the plan and the fee, and the collection method.
9:15-10 a.m. Collections (repeat session)
Mr. Jim Lehman, Co-CEO, Coalition of American Court Collectors
  Protecting and Preserving Historical Roots: Don't just think outside the box...SHRED the box!
Hon. Clarissa Webster, Ector County District Clerk

One county's successful example of how clerks benefited from collaborating with multiple local departments, utilizing designated funding, contracting with outside vendors, integrating archival records into current case management systems, and implementing available technology and digital resources.
10-10:30 a.m. Refreshment break with vendors
Sponsored by: Local Government Solutions
10:30-11:30 a.m. Committee Reports
Hon. Sharena Gilliland, Parker County District Clerk
Hon. Jon Gimble, McLennan County District Clerk
Hon. Sheri Woodfin, Tom Green County District Clerk
HR Forms: Document, Document, Document
Hon. Lynne Finley, Collin County District Clerk
Open Records
Ms. Tamara Smith, Assistant Attorney General, Office of the Attorney General

This session with cover the charges for providing information pursuant the Public Information Act.
11:30 a.m.-1 p.m. Lunch on your own
1-1:45 p.m. Escheating From a Clerk's Perspective
Hon. Sheri Woodfin, Tom Green County District Clerk
This session will discuss registry of the court and escheating funds by the clerk.
Dig Deep: Internal Audits and Quality Control Processes
Ms. Lindsey Klein, Tax Auditor, Texas Comptroller of Public Accounts

Session will review how to prepare for a Texas Comptroller's local revenue audit on criminal and civil fees.
Marks and Brands
Mr. Scott Williamson, Executive Director, Law Enforcement, Brand and Inspection Services, Texas and Southwestern Cattle Raisers Association
Mr. Bryan Yates, Sr. Software Systems Analyst, Collin County
 
This session will be a discussion on preparing for the 2021 brand registration, new technology and electronic options.
1:45-2:30 p.m. Non-Criminal Surety and Cash Bonds
Hon. John Warren, Dallas County Clerk

Presentation will discuss the bond process and what the law requires. It will also provide best practices to ensure the processes being used are effective.
 
Dig Deep: Internal Audits and Quality Control Processes (repeat session)
Ms. Lindsey Klein, Tax Auditor, Texas Comptroller of Public Accounts
Official Public Records
Hon. Nancy Rister, Williamson County Clerk
 
Presentation will be a basic review of Official Public Records recording laws plus the weird things that come up, duties as a recorder, searches, fees, indexing, fraudulent filings, redaction, voiding, electronic filing, plats, DBAs and recording certified copies.
2:30-3 p.m. Refreshment break with vendors (silent auction ends during break)
Sponsored by: US Imaging
3-4 p.m. Mandatory Reporting to the Office of Court Administration
Ms. Sandra Mabbett, Judicial Analyst, Office of Court Administration

Overview of the Monthly Court Activity Report and the Appointments and Fees Reports.
Court Reporter Exhibits (Receiving, Cataloguing, Dispose)
Ms. Paula Frederick, Official Court Reporter, 85th District Court

This Q&A session will present information on court reporter exhibits from an official court reporter's point of view.
Marriage License
Hon. Lori Bohannon, Wichita County Clerk
Hon. Stacey Kemp, Collin County Clerk


Presenters will cover the basics of properly issuing and recording formal and informal marriage licenses.
4-5 p.m. Panel: District Clerks ListServ Live
Hon. Tammy Robinson, Taylor County District Clerk
Hon. Clarissa Webster, Ector County District Clerk
Hon. Sheri Woodfin, Tom Green County District Clerk
Panel: Combo Clerks ListServe Live
Hon. Judy Crawford, Crane County Combo Clerk
Hon. Lisa Johnson, Hemphill County Combo Clerk
Hon. Melissa Mead, Hartley County Combo Clerk
Panel: County Clerks ListServ Live
Hon. Sherry Dowd, Navarro County Clerk
Hon. Sasha Kelton, Clay County Clerk
Hon. Brenda McKanna, Moore County Clerk
6:30-9 p.m. 125th Anniversary Celebration (Formal attire requested)
Entertainment: Mr. Terry Mikeska, Pianist
 
Thursday, Feb. 6
7:30-8:30 a.m. Coffee
Sponsored by: Texas Association of Counties
Closing General Session
8:30-9 a.m. Lifetime Protective Orders — House Bill 1343: Clerk Procedures and Processes
Hon. Lisa David, Williamson County District Clerk
An in-depth look at House Bill 1343 and the processes and procedures related to the bill.
9-10 a.m. Court of Criminal Appeals/re:Search and Misc. Court Orders
Ms. Holly Taylor, Staff Attorney, Texas Court of Criminal Appeals
This session will explore Court of Criminal Appeals decisions over the last few years that impact county and district clerks. She will also discuss Court of Criminal Appeals' miscellaneous orders impacting clerks. In addition, the session will include an update on E-filing and re:SearchTX decisions and developments.
10-11:30 a.m. National Security Background Investigations/Courts
Mr. David J. Hicks, Chief-Law Enforcement Liaison Office, Defense Counterintelligence and Security Agency
Hicks will be briefing on the National Security Background Investigation program as it relates to the cooperation and working relationships with the court system.

The Defense Counterintelligence and Security Agency is responsible for conducting over 2 million background investigations each year. A vital part of their ability to deliver efficient and effective background investigations to safeguard the integrity and trustworthiness of the Federal workforce is obtaining Criminal History Record Information (CHRI) from state and local criminal justice agencies
Conference Adjourns - Deeply Rooted in History

Application will be made for continuing education credit for county, district and combination clerks. Please check back here for approval updates.

Conference registration is transferable to another person within your organization to attend without additional charge. Cancellation refund requests received in writing (email and fax acceptable) by January 10 will be granted, minus a $10 administration fee. We are unable to honor refund requests received after January 10. Please contact Sam Burke for cancellations or by fax at (512) 477-1324.

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