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Board of Directors and General Membership MeetingMarcus Whitman Hotel – Explorer Ballroom6 W Rose St, Walla Walla, WAFriday, August 19, 201610:00 a.m. – 11:00 a.m.AGENDAReports and Items of Interest to Full MembershipICMA Update (Bob Harrison and Kevin Duggan)AWC Update (Peter King)Selection of 2017 Summer Conference Site (Derek Matheson) – pages International Committee Update (Lloyd Halverson) NW Next Gen Update (Subir Mukerjee)Form of Government Update (Derek Matheson)BreakItems for Formal Board ActionApproval of Minutes – June 22, 2016 meeting - pages 7-10ICMA Coaching Program representatives – page 11 MRSC contract service changes – pages 12-26Financial Report - page 27Senior Advisor policy options – pages 28-322016 – 2017 Board OrientationAdjournmentIf you are going to participate by conference call please notify Tracy Burrows 206-625-1300 or (tburrows@) or David Cline at 206-571-6918 (david.cline@)To access the conference call: 888-924-9240 Participant pass code: 6696757 #2017 SUMMER CONFERENCE SITES - RESEARCHED - AVAILABLE Semiahmoo Resort Golf & SpaBlaine, WashingtonTotal Guest Rooms: 194Total Meeting Space: 35,000 Square FeetLargest Meeting Room: 7,200 Sq. FtMain Phone: 360.318.2060Attachments:Semiahmoo Meetings GuideComplete Meeting PackageVenue Address:9565 Semiahmoo ParkwayBlaine, Washington 98230-9326USAMap VenueSleeping RoomsDates AvailableTue, Aug 15, 2017 - Thu, Aug 17, 2017Option: 1st OptionRoom Rates? Any: $169.00? Max Room Block: 221Yes, room rates are confirmed.Additional Room Rate Info? Occupancy: 10.500%? State: 8.500%Sleeping Room InformationResort Fee - $15Alternate DatesTue, Aug 22, 2017 - Fri, Aug 25, 2017Option: 2nd Option? Any: $169.00Meeting Space$1200 Set up Fee, with $18,000 F&B minimum.Rental Cost? Meeting Rooms - Total: WaivedMiscellaneous Cost? Internet - Guest Room:0 Complimentary? Internet - Meeting Room: Complimentary? Resort Fee: $15 Per Day +TaxAverage Food & Beverage Costs? Breakfast - Continental: $19 Per Person? Breakfast - Buffet: $30 Per Person? Lunch - Buffet: $29 Per Person? Lunch - Plated: $25 Per Person? Dinner - Buffet: $49 Per Person? Dinner - Plated: $65 Per Person? Reception - Beverage: $15 Per Person? Total F&B Min: $18,000.00? Applicable Tax: 8.50%? Service Charge: 22.00%Hotel OverviewGather in a spectacular Waterfront venue that will inspire your group. We offer 35, 000 sq. ft. of flexible meeting space, 194 luxurious AAA Four-Diamond accommodations and unparalleled service that create the foundation for an unforgettable event.? Outdoor Pool? Whirlpool? Water Sports? Spa/Salon? Health Club? Golf on Grounds? TennisContract Concession InformationThe hotel can meet the following requests:One complimentary large Presidential type suiteMust have complimentary internet in guest roomsComplimentary wifi in the meeting plimentary parking requestedComplimentary 6' tables for exhibits$15 Resort fee covers activities.5 upgrades to suites or deluxe type roomIntroductionLocated on the Semiahmoo Spit, the 212-room Semiahmoo Resort features a pool, full-service spa, fitness center, multiple and diverse restaurants and two challenging and highly acknowledged public golf courses (Semiahmoo Golf & Country Club and Loomis Golf Trail Club).With more than 35,000 square feet of versatile banquet and meeting space, spectacular seaside location and two golf course clubhouses, Semiahmoo Resort is the ideal setting for affordable and memorable events, accommodating groups from 5 to 500.With activities like golf at our two award-winning courses and full-service spa, together with on-site restaurants and professional catering staff to exceed your every expectation, Semiahmoo Resort can turn any group activity into a great event. Alderbrook Resort & SpaUnion, WashingtonTotal Guest Rooms: 93Total Meeting Space: 7,000 Square FeetLargest Meeting Room: 2,250 Sq. FtMain Phone: 360-898-2200Attachments:Meetings_Room_Layout082217 WCCMA 2017 Prop082217 WCCMA 2017 CE2016 Meeting Package Menu2016 Evening MenuGroup Proposal InformationVenue Address:7101 E State Highway 106Union, Washington 98592-9781USAMap VenueSleeping RoomsDates AvailableTue, Aug 22, 2017 - Thu, Aug 24, 2017Option: 2nd OptionRoom Rates? Any: $189.00? Suite: $309.00? Max Room Block: 221Yes, room rates are confirmed.Additional Room Rate Info? State: 8.500%? Occupancy: 2.000%Sleeping Room InformationNo resort fee. Free valet parking. Complimentary high speed internet in all guestrooms & public areas.Meeting SpacePlease see the attached proposal & cost estimate for more information.Rental Cost? Meeting Rooms - Total: WaivedTransportation Cost? Airport Transportation: N/A? Local Transportation: N/AMiscellaneous Cost? Internet - Guest Room: Complimentary? Internet - Meeting Room: Complimentary? Parking Fee - Self: Complimentary? Parking Fee - Valet: Complimentary - if used--we do also offer complimentary self parking? Resort Fee: N/AAverage Food & Beverage Costs? Break - AM: $9 Per Person? Break - PM: $9 Per Person? Breakfast - Continental: $18 Per Person? Breakfast - Buffet: $24 Per Person? Breakfast - Plated: $20 Per Person? Lunch - Buffet: $34 Per Person? Lunch - Plated: $34 Per Person? Dinner - Buffet: $55 Per Person? Dinner - Plated: $55 Per Person? Reception - Food: $38 Per Person? Reception - Beverage: $7 Per Item? Lunch - Boxed: $26 Per Person? Total F&B Min: $35,000.00? Applicable Tax: -? Service Charge: -Hotel OverviewNestled on the beautiful shores of Hood Canal just two scenic hours from Seattle, Washington, Alderbrook Resort & Spa is a world away from the everyday.? Indoor Pool? Whirlpool? Water Sports? Spa/Salon? Health Club? Golf on Grounds? TennisContract Concession InformationPer diem requested if possible - We are unable to offer Per Diem in AugustOne complimentary large Presidential type suite - YesMust have complimentary internet in guest rooms - YesComplimentary wifi in the meeting space. - YesComplimentary parking requested - YesComplimentary 6' tables for exhibits - YesNeed 12 upgrades to suites or deluxe type room - Not AvailableIntroductionThank you so much for considering Alderbrook Resort and Spa. We are very excited at the possibility of being of service to you, as all of your requests are well within the parameters of what we do every day.With our spectacular views of the Olympic mountain range and Hood Canal, luxury guest rooms, cozy waterfront two-bedroom cottages, delicious food, as well as, a professional meeting and event staff that is focused on making your event a complete success, I am confident that we are a great fit for you! Sun Mountain LodgeWinthrop, WashingtonTotal Guest Rooms: 112Total Meeting Space: 8,000 Square FeetLargest Meeting Room: 1,320 Sq. FtMain Phone: 509-996-2211Venue Address:604 Patterson Lake RoadWinthrop, Washington 98862USAMap VenueSleeping RoomsThe Main Lodge guestrooms feature both Kings and Double Queens, with beautiful window views of the North Cascades or sweeping territorial views of the Methow Valley and the National Forest. All of our guestrooms are tastefully appointed with original artwork and hand-crafted wood furniture made byDates AvailableTue, Aug 15, 2017 - Thu, Aug 17, 2017Option: 2nd OptionRoom Rates? Any: $150.00? Max Room Block: 221Yes, room rates are confirmed.Additional Room Rate Info? State: 8.100%? Occupancy: 10.100%Sleeping Room InformationPlease note that as part of our commitment to make the billing process as simple and transparent as possible Sun Mountain does not charge any form of resort, parking, valet, or internet fees.Alternate DatesTue, Aug 22, 2017 - Fri, Aug 25, 2017Option: 1st Option? Any: $150.00Meeting SpaceAll meeting spaces are located in private sections of the main Lodge building and include daylight windows, spectacular views and access to private foyers, and patios.Rental Cost? Meeting Rooms - Total: $500 +TaxAverage Food & Beverage Costs? Break - AM: $6 Per Person? Break - PM: $6 Per Person? Breakfast - Continental: $16 Per Person? Breakfast - Buffet: $22 Per Person? Breakfast - Plated: $22 Per Person? Lunch - Buffet: $24 Per Person? Lunch - Plated: $24 Per Person? Total F&B Min: -? Applicable Tax: -? Service Charge: -Additional InformationOur highly experience conference services staff will work with the client well in advance of arrival to create a detailed formal agenda to include all contracted services, their cost, specific content and timing on an event-by-event basis for your entire stay on site. This is the same form all of our departments operate from thereby assuring continuity of services and satisfaction of expectations. Our conferences services staff will also work with the client to develop menu selections to meet both their budget and preferences. Prices will vary depending upon specific selections. Complete banquet, dining room and lounge menus are available for review by referring to the "Meetings" tab on our website at .Hotel OverviewSun Mountain Lodge is the ideal setting for your conference or retreat. Several of our meeting/banquet rooms offer as a backdrop views of the spectacular Methow Valley. The Sun Mountain Lodge offers Pasayten Room 3,900 sq ft of area for your event.? Outdoor Pool? Whirlpool? Water Sports? Spa/Salon? Skiing? Health Club? TennisContract Concession InformationWe offered a ROH rate of $150.00 per night + taxYes, we will offer 1 comp suiteYes, we have comp wifi in all guest roomsYes, we have comp wifi in all meeting spacesYes, we have comp parkingYes, we will provide comp 6ft tables for exhibitsYes, we will offer 12 upgrades to suite/deluxeYes, we will direct bill for banquets and meetingsYes, we will accommodate for individual guest reservations The Davenport Grand, Autograph CollectionSpokane, WashingtonTotal Guest Rooms: 716Total Meeting Space: 60,000 Square FeetLargest Meeting Room: 18,079 Sq. FtMain Phone: 509-458-3330Venue Address:333 West Spokane Falls BoulevardSpokane, Washington 99201USAMap VenueSleeping RoomsRates are guaranteed as follows:$119 single or double occupancy, $134 triple and $149 quad occupancy exclusive of taxes. Rates are 10% commissionable.Please note - the preferred dates requested are available on a 2nd option basis.Dates AvailableTue, Aug 22, 2017 - Thu, Aug 24, 2017Option: 1st OptionRoom Rates? Any: $119.00? Max Room Block: 221Yes, room rates are confirmed.Additional Room Rate Info? Other: USD $2.000? County: 3.300%? City: 8.700%Sleeping Room InformationThere are no resort fees at our hotels. A $2 per room per night Tourism Promotion Assessment fee applies county wide.Meeting SpaceWe offer complimentary basic WiFi in guest rooms and meeting space.Rental Cost? Meeting Rooms - Total: N/A - set up on sliding scaleTransportation Cost? Airport Transportation: $50 - $25 each way or $50 roundtrip per room? Local Transportation: Complimentary - within 2 mile radiusMiscellaneous Cost? Internet - Guest Room: Complimentary? Internet - Meeting Room: Per Day - basic Wi Fi is complimentary in meeting rooms? Parking Fee - Self: $17 Per Day +Tax - overnight self parking? Parking Fee - Valet: $22 Per Day +Tax? Resort Fee: N/AAverage Food & Beverage Costs? Break - AM: $5 Per Person? Break - PM: $5 Per Person? Breakfast - Continental: $13 Per Person? Breakfast - Buffet: $25 Per Person? Lunch - Buffet: $31 Per Person? Lunch - Plated: $29 Per Person? Dinner - Buffet: $45 Per Person? Dinner - Plated: $40 Per Person? Gallon Coffee: $40 Per Item - Per gallon? Lunch - Boxed: $16 Per Person? Total F&B Min: $19,000.00? Applicable Tax: 8.70%? Service Charge: 20.00%Additional InformationWe will offer our meeting space on the following sliding scale:80-100% of contracted room block realized - complimentary70-79% of contracted room block realized - $2,00060-69% of contracted room block realized - $4,000Below 60% of contracted room block realized - $6,000Hotel OverviewWashington’s newest convention hotel connected to Spokane’s new Convention Center, this 716 room hotel showcases an 18,000 square ft. ballroom and over 64,000 sq. ft of state of the art meeting space.? Indoor Pool? Spa/Salon? Skiing? Health ClubContract Concession InformationWe will offer the following once 80% of the contracted room block is realized:Complimentary upgrade at the Group rate of $119 to our Governor Suite (1500 sf)Reduced overnight self parking rate of $10 for guestsup to 20 eight foot tables for exhibits12 upgrades at the group rate to upper floor Deluxe Kingsin addition - we offer complimentary wi-fi in guest rooms and meeting spaceIntroductionThank you for considering the Davenport Grand for this event. Our hotel has 716 guest rooms (King and King/King rooms) and 64,000 square feet of meeting space-largest ballroom is 18,000 square feet. The Davenport Grand is part of Marriott's Autograph Collection and it opened in June 2015.RESEARCHED - FACILITY DECLINED FACILITYReasonSuncadia Resort & Spa3600 Suncadia TrailCle Elum, Washington 98922Main Phone: 509-649-6460Requested Room Rate Too LowThank you for allowing us to consider this. We cannot get close to per diem and must charge the resort fee. Our rates are in the low $200’s.Board of Directors Meeting Xfinity Arena (Green Room)2000 Hewitt Ave, EverettWednesday, June 22, 201610:00 a.m. 11:45p.m.MinutesCall to Order and Self Roll Call – President Larson called the meeting to order at 10:05. Board members Derek Matheson, David Cline, Dave Scott, Marilynne Beard, Subir Mukerjee, Dawn Masko, Cindy Reents (by phone) and Lynn Nordby were present in addition to WCMA members Adam Lincoln, Pete Butkus, Cliff Moore, Dave Mercier and Senior Advisers Ron Bartels and Bob Jean plus Candace Bock and Peter King from AWC. Nijah Fudge from the Alliance for Innovation was also on the speakerphone.Approval of Minutes – Marilynne Beard moved to approve the minutes of the April 1, 2016 meeting, the motion was seconded by David Cline and approved unanimously.Report of the Secretary-TreasurerFinancial Report - Lynn Nordby reported that the May 31 ending cash balance was $90,398 which includes an $8,000 reserve toward the WCMA contribution to the 2021 Portland ICMA conference. In addition he reported that we had received $36,307 in 2016 member dues against a budget estimate of $30,000. Report of the Executive BoardASPA Conference Support – President Larson reported that WCMA had received a thank you letter from the Evergreen chapter of ASPA for our contribution to the recent Seattle conference.Recognition of Bob O’Neill – President Larson reported that Andrew Neiditz has been putting together a gift for WCMA to give to Bob O’Neill at the summer conference which should be a weekend getaway to the San Juan Islands for him and his wife.Life Membership Requests – President Larson presented requests for Life Membership from Anne Pflug and Dick Zais for Board approval. Marilynne Beard moved to approve the requests, Derek Matheson seconded her motion and the Board approved it unanimously. ICMA Coaching Program – President Larson announced that as part of our participation in the ICMA Coaching program we need to appoint a member for the Advisory Committee. Subir Mukerjee agreed to take the position.Affiliate Agreement with Alliance for Innovation – Nijah Fudge explained the mutual benefit of WCMA entering into an affiliation agreement with the Alliance for Innovation. The Alliance is 37 years old and has been a partner with ICMA in gathering ideas and disseminating them to members to advance local government management. They also sponsor the Transforming Local Government Conference to which WCMA would receive a complimentary registration. In return we would provide a complimentary registration to the Alliance.Marilynne Beard moved to approve the agreement, David Cline seconded it and it passed unanimously.Student Attendance at WCMA Annual Conference – President Larson explained that we have heard through our student members that the cost of registering for WCMA conference can be a barrier to their attendance. To advance our Next Gen goals we should consider some form of assistance. Marilynne Beard explained that there should be some nominal charge at least so that there is some investment by the student members that attend. David Cline moved to offer up to five “student registrations” at a fee of $25. Marilynne Beard seconded the motion and it passed unanimously.2017-18 Conference Locations – President Larson explained that Donita Knutson at MRSC needs to begin requesting proposals from conference venues for the next couple of years so we can be assured to get the times and spaces we want. Several venues were discussed and the consensus was to seek proposals for Sun Mountain, Alderbrook, Semi-ah-moo, SunCadia and Skamania.ICMA Vice President 2017-- Non-CEO Position – President Larson asked that members keep potential candidates in mind. The incoming WCMA President and Membership committee chairs may want to work together on recruiting potential candidates.Reports of CommitteesICMA Report – No reportMembership - Dawn Masko has been working with ICMA through Kevin Duggan and staff as well as Lynn and Donita on comparing WCMA and ICMA membership lists to identify potential members for each as well as those who’ve made it clear if they don’t or can’t join both. She passed around examples of letters used by the Minnesota managers in a similar effort that will be used as a template here. Major effort will be late summer early fall as cities/counties budget efforts get underway.President Larson asked if pro-rating dues for those joining late in the year could be considered. Derek Matheson moved to authorize the Membership Committee to consider a pro-rated dues structure for first time members joining after mid-year. David Cline seconded it and the motion passed unanimously.Legislative Committee - David Cline reported on the role WCMA had played during the recent legislative session. The Board discussed the importance of remaining sensitive to each members own jurisdiction while still being responsive to the AWC legislative agenda when called upon for support. Peter King reviewed some of the issues being considered in the interim.Conference Planning Committee - Derek Matheson thanked the committee and announced the conference theme “Leadership Uncorked” which will include some interesting activities focused on Walla Walla’s unique offerings. The program will also include another “Welcome to Washington” session for managers new to the state or to the munications and Technology Committee - Mike Thomas will be gathering materials for the issue coming out prior to the conference. Bob Larson will be doing a President’s message. Lynn Nordby offered to provide a feature article.International Committee- Lloyd Halverson wrote to reiterate the thanks from our participants at the spring conference from Poland. In addition he had a subsequent delegation from Poland following an international housing conference that were also able to visit local governments in SW Washington.Scholarship Committee - Cindy Reents announced that after we extended the deadline we eventually received five applicants. She asked for volunteers for the committee to review the applicants since one committee member has left the board and another is in transition. David Cline, Bob Larson, Marilynne Beard and David Scott volunteered and will serve along with past recipients.Cindy also reported that student participants at the ICMA Regional Summit suggested that spring is a difficult time for them to prepare application and that we might consider moving the application process to the fall. NW Next Gen - Subir Mukerjee said there is currently only one active mentoring participant. Another just wants a job but no real mentoring.Form of Government - Derek Matheson reported that the petition to change City classification in Port Angeles is still trying to move, Granite Falls new City Manager seems to be getting a good start and SeaTac has a new interim City Manager. A petition to change to strong mayor in Kirkland seems to be going nowhere.Senior Advisors - Marilynne Beard reported on the new process for reviewing and appointing Senior Advisors. She reported that Anne Pflug also suggested that an additional one should be considered for the Puget Sound area due to the volume of activity there.Senior Advisors Reappointment – Derek Moved to reappoint the Senior Advisors for two years which was seconded by David Cline and passed unanimously.Senior Advisors and Interim Work Policy Guidelines – Marilynne Beard also reported that WCMA may want to consider adopting more specific guidelines on the level of work Senior Advisors should take on, particularly interim management assignments, while still being considered a Senior Advisor. Board members commented that some Senior Advisors had been very active both as a Senior Advisor and as interim managers and that further discussions should be held so that the two roles don’t conflict.Nominating Committee - David Cline reported on the nominating process which resulted in an excellent slate of candidates including six nominations for the two new board positions open to Associate members.Unfinished Business - NANew Business -NACommunications - NA2016 Board MeetingsAugust 16-19, 2016, Marcus Whitman Hotel and Conference Center, Walla Walla (WCMA Annual Summer Conference); Day, Time and Meeting Room TBA Adjournment – President Larson adjourned the meeting at 11:45 to allow members to attend the AWC Luncheon program.WASHINGTON CITY/COUNTY MANAGEMENT ASSOCIATIONICMA Coaching Program representativesJuly 15, 2016Bob,We are very excited to convene the inaugural meeting of the National Advisory Committee for the ICMA Coaching Program at the upcoming ICMA Conference in Kansas City. The meeting is scheduled for Monday, Sept 26, from 11:15 am to 12:30 pm at the Kansas City Convention Center.This is what we need from your Association as a Coaching Program Partner:Select at least one senior manager and one emerging leader from your State Association to participate in the meeting Notify me of their names and email addressesAs a follow-up, your representatives will receive a formal invitation to the meeting and the agenda. The meeting will address a number of topics including:Purpose and role of the National Committee Recap of results to date of the ICMA Coaching Program (with participation data from all the States) Sharing of best practices engaging State Association members in the Coaching Program Additional ways to benefit your association and members Your suggestions for future services and opportunitiesPlease confirm by July 29 your two State Association representatives to Frank Benest at frank@.Thanks. FrankFrank Benest, EdDICMA Liaison for Next Generation InitiativesWASHINGTON CITY/COUNTY MANAGEMENT ASSOCIATION MRSC contract service changesAugust 4, 2016Dear WCMA Board Members,The incoming executive board (Bob Larson, David Cline, Derek Matheson, and Cindy Reents) met with MRSC last week to discuss expanding our partnership through additional ongoing support to the organization and assistance with a new strategic plan. At the meeting, there was general consensus around a scope of services and budget for this set of services. In summary, we are recommending an $18,200 increase to the MRSC agreement to pay for ongoing administrative support ($9,920) and one-time costs for a strategic plan ($8,280).This increase is fully paid from increased sponsorships from the conferences (thank you to Derek Matheson and the conference committee). The actual impact would be an increase in $11,300 in the 2016 budget and $11,600 in the 2017 Budget.We would like all board members to weigh in by Monday, August 8th, with a “Yay” or “Nay” to this proposal.If we receive enough support from the Board, we can begin the Strategic Planning efforts at the upcoming summer conference in Walla Walla.Attached you will find:Scope of services and budget for ongoing support and the strategic planRevised WCMA annual budget that reflects these new costs and shows that they are offset by conference sponsorship revenue (note that membership revenues also exceed projections this year)Proposed amendment to the WCMA contract to be adopted at the Summer Conference board meetingSeparate proposed contract for strategic planAs many of you may know, these are issues that the Board has been discussing for a while and we all believe this is a good step forward to make WCMA a more successful organization. If you have any questions, feel free to reach out to any of the Executive Board members.Thanks,Bob Larson – Current WCMA PresidentDavid Cline – Incoming WCMA PresidentMemoTo:WCMA Board of DirectorsFrom:Tracy Burrows, Executive DirectorDate:July 28, 2016Re:Proposal for Enhanced Support for WCMA and Facilitation of Strategic Plan Update______________________________________________________________________________The following proposal was developed in response to WCMA’s request for enhanced support, including a staff person to take the lead on day to day agenda planning and coordination of action items that are identified by the Board. This staff person would be designated as the Executive Coordinator for WCMA. In addition, the proposal includes a scope of services for the facilitation and development of a strategic plan for WCMA. The proposal anticipates working with a steering committee for the plan.In developing this proposal, MRSC contacted a number of other state city manager associations to learn more about how their support service functions were structured. The table below shows that there are a variety of models for organizational support, tailored to the specific needs and areas of emphasis of the chapters. In general, chapters of WCMA’s size and budget spent more on organizational support than WCMA currently does. That increased funding was reflective of a more proactive level of support in terms of providing strategic direction, communications, and overall coordination. That being said, each of the chapters that we contacted rely on significant volunteer support for conference content planning and committee work. Some appear to have a broader volunteer base than does WCMA at the current time.Under MRSC’s proposal, the staffing of WCMA support would change, with Tracy Burrows taking on the role of Executive Coordinator with Donita Knutson providing secretariat and administrative support. Additional staff would assist with finance, communications, and graphic design tasks. Steve Butler, MRSC Policy Manager and former Planning Director for the cities of SeaTac and Mill Creek, would be the project manager for the task of strategic plan facilitation. Included in this proposal are:Description the proposed expanded servicesScope of services for the strategic planBudget for both projectsComparison of administrative support to city managers associationsProposed Expanded Services to WCMAExpanded services include:Provide staff support for the WCMA Board of Directors and Committee Chairs.??Prepare meeting agendas with the WCMA President. Establish and coordinate a monthly Executive Board conference call.Coordinate orientation for new Board members.Contact and receive updates from Committee Chairs on a regular basis.Post committee descriptions and Committee Chair contacts on website.Coordinate follow-up on action items from the Board and Executive Board meetings. Prepare and distribute three newsletters on WCMA events and related topics.Solicit articles for the newsletter from President and Committee chairs. Develop additional content, including news on professional transitions with the assistance of the senior advisors.Coordinate, under direction of the Conference Chair, an annual conference and a biennial conference.Have primary conference coordinator act as liaison to session leaders, including gathering session titles, descriptions, and speaker bios.Follow up with conference sponsors to coordinate payment, site logistics and registration process.Manage the membership database and dues payment process, and maintain a membership directory on the website.Create and maintain a photo directory of Board and Committee Chairs on the WCMA website.Create and maintain a list of all City Managers, City Administrators, and staff with equivalent positions to enhance Membership Committee Outreach efforts.Solicit and maintain personal email contacts for WCMA members.Proposed Scope of Services for WCMA Strategic PlanTask 1Kick-Off Meeting with Steering Team (July/August)MRSC staff will hold a kick-off meeting with WCMA's Board President and other members of the strategic plan Steering team. The meeting will center on actions necessary to begin the strategic planning process, including relevant project background. We will also specifically define and discuss elements of success for the project, and how MRSC and the WCMA team will communicate and work together effectively over the course of the project. As a starting point, MRSC will review the current WCMA Strategic Plan.Task 2 Outreach at WCMA Summer Conference (August)MRSC will plan and lead the facilitation of a Strategic Plan meeting at the WCMA Summer Conference. The meeting will consist of small group conversations that will identify and prioritize:WCMA’s strengths and assetsOpportunities to best meet the needs of the membershipStrategic initiatives that support WCMA’s aspirations for the futureTask 3 Member Online Survey (September – October)MRSC will develop a draft and final online survey developed by MRSC and will promote it to the WCMA membership. The survey will provide useful information on member priorities, what members see as service gaps, and areas where WCMA could have a larger impact.Task 4 Identification of Strategic Options (November)MRSC will meet with the Steering Committee to review the online survey results and summer conference findings and identify strategic options, including options for updated vision and mission statements. Working with the Steering Committee, we will formalize criteria by which choices and strategies will be evaluated. Potential criteria include:Appropriate fit with WCMA’s core mission.Value to members given current and future anizational financial impact.Task 5 Draft and Final Plan (December - February)MRSC will identify the specific action steps necessary to accomplish the Plan's broader goals. The plan will define top level goals and short-term and longer-term strategies to achieve the goals. The short term strategies will be more specific, with the recognition that longer term strategies may evolve over time. We will work with the Steering Committee to determine the process for ongoing monitoring and management of the implementation process. MRSC will revise the strategies and implementation steps for the WCMA strategic plan, based on feedback from the Steering Committee. Strategies will be identified as short-term, mid-term and long-term to assist in monitoring of progress.WCMA Budget Proposal7221526500This amendment (hereinafter referred to as “Amendment”) is entered into on this 19th day of August, 2016, by and between the Municipal Research and Services Center of Washington (hereinafter referred to as “MRSC”) and the Washington City/County Management Association (hereinafter referred to as "WCMA"), parties to the contract dated the 17th of November, 2015.The contract is amended as follows:I. PurposeIts purpose is to establish a cooperative relationship whereby the parties can most effectively fulfill their mutual obligations including MRSC's obligation to the State of Washington to provide education and training to municipal officials of the state, and WCMA 's obligations to provide education to such officials who comprise its membership. WCMA elects new officers each year and has a need for continuity of certain administrative services on a yearly basis and MRSC is willing to provide such services.All participants in various WCMA programs should be fully apprised of MRSC’s secretariat Executive Coordinator role. The WCMA President and MRSC Public Policy and Management Consultant will be the primary contact/referral people for each organization, respectively, and will be responsible for the management of this agreement.It is understood and agreed that MRSC shall provide to WCMA the following secretariat services through MRSC's office in Seattle, Washington.II. ServicesBoard and Committee Chair SupportPrepare meeting agendas with the WCMA President. Attend WCMA board meetings and take minutes.Provide support to Board members in maintaining and updating WCMA webpages. Establish and coordinate a regular Executive Board conference call.Coordinate orientation for new Board members.Contact and receive updates from Committee Chairs on a regular basis.Post committee descriptions and Committee Chair contacts on website.Coordinate follow-up on action items from the Board and Executive Board meetings. MembershipMaintain the online membership directory on the WCMA website.Maintain the WCMA website.Maintain familiarity with activities and respond to requests for information.Broadcast e-mail announcements to membership as requested by board members, committee members, and others. E-mail content will be provided to MRSC for distribution. E-mail new member welcome information as directed by the WCMA membership committee. Create and maintain a photo directory of Board and Committee Chairs on the WCMA website.Create and maintain a list of all City Managers, City Administrators, and staff with equivalent positions to enhance Membership Committee Outreach efforts.Solicit and maintain personal contact information for WCMA members.Annual ElectionPrepare notice of election and petition availability.Prepare and distribute election ballots.Collect and tabulate ballots.Report results to President.AccountingMRSC will provide accounting services and support the WCMA Treasurer in tracking and reporting all WCMA revenue and expenses. The Treasurers role will be that of oversight and overall management of the WCMA finances as noted in Exhibit A. MRSC accounting functions include:Process invoices for payment and generate checks.Process travel and others expense reimbursement.Maintain vendor records.Prepare deposits and post receivable.Post conference revenue and expenses into the accounting system.Reconcile bank statements; prepare journal entries and budget reports.Prepare the quarterly and annual financial submittal packages for NationalPrepare the Treasurer's Report for each Board meeting.Prepare Annual Budget for WCMA.Open, close, monitor and maintain all checking account activity and review with WCMA Treasurer, including WCMA conferences.NewsletterMRSC will pPrepare a template for an electronic newsletter and produce three (3) editions of the newsletter per calendar year.Solicit articles for the newsletter from President and Committee chairs. Develop additional content, including news on professional transitions with the assistance of the senior advisors. ConferencesProvide online registration to conference registrants.Reconcile credit card receipts with conference attendee database and forward to MRSC Bookkeeper.E-mail conference announcements to WCMA members and others as requested.Take registrations and respond to daily inquiries specifically concerning the conference. Registration will be handled online.Maintain registrant list and conference reports showing updated counts on website for use by conference committee members.Collect and deposit registration fees weekly.Reconcile cash log with conference database. Forward deposit slip copy, cash log and database report to MRSC Bookkeeper.Send invoices for unpaid receivables.Act as liaison to session leaders, including gathering session titles, descriptions, and speaker bios.Follow up with conference sponsors to coordinate payment, site logistics and registration process.OtherMaintain WCMA’s permanent address and telephone number at MRSC.Maintain and update WCMA letterhead template.Maintain permanent historical documents and archived accounting records in accordance with a seven year records retention policy.Provide the use of the MRSC conference room (with adequate notice).IV. PaymentBoth MRSC and WCMA desire to mutually benefit from this relationship by providing services to municipal officials and municipalities as a joint and cooperative effort. It is therefore agreed that MRSC shall receive as compensation $1700 2550 per month for the calendar year months of September - December 2016 for its services under Section II. For calendar years 2017 and 2018 this amount shall increase according to the increase in the July IPD for Seattle. WCMA will reimburse MRSC for all direct expenditures made on behalf of WCMA in connection with providing the above secretariat services, such as postage, copying, computer supplies, etc. MRSC will send a bill monthly to the WCMA Treasurer. Dated this __________ day of _________ 2016.______________________________________________________________Tracy Burrows, Executive DirectorDavid Cline, PresidentMunicipal Research and Services CenterWashington City/County Management Association2016-2018 MRSC-WCMA Strategic Plan AgreementThis agreement (hereinafter referred to as “Contract”) is entered into on this 10th day of August, 2016, by and between the Municipal Research and Services Center of Washington (hereinafter referred to as “MRSC”) and the Washington City/County Management Association (hereinafter referred to as "WCMA").I. PurposeThe purpose of this Contract is for MRSC to provide strategic plan consultative services to WCMA and its members as further described in Section II.II. ServicesTask 1Kick-Off Meeting with Steering Committee (August)MRSC staff will hold a kick-off meeting with WCMA's Board President and other members of the strategic plan Steering team. The meeting will center on actions necessary to begin the strategic planning process, including relevant project background. We will also specifically define and discuss elements of success for the project, and how MRSC and the WCMA team will communicate and work together effectively over the course of the project. As a starting point, MRSC will review the current WCMA Strategic Plan.Task 2 Outreach at WCMA Summer Conference (August)MRSC will plan and lead the facilitation of a Strategic Plan meeting at the WCMA Summer Conference. The meeting will consist of small group conversations that will identify and prioritize:WCMA’s strengths and assetsOpportunities to best meet the needs of the membershipStrategic initiatives that support WCMA’s aspirations for the futureTask 3 Member Online Survey (September – October)MRSC will develop a draft and final online survey developed by MRSC and will promote it to the WCMA membership. The survey will provide useful information on member priorities, what members see as service gaps, and areas where WCMA could have a larger impact.Task 4 Identification of Strategic Options (November)MRSC will meet with the Steering Committee to review the online survey results and summer conference findings and identify strategic options, including options for updated vision and mission statements. Working with the Steering Committee, we will formalize criteria by which choices and strategies will be evaluated. Potential criteria include:Appropriate fit with WCMA’s core mission.Value to members given current and future anizational financial impact.Task 5 Draft and Final Plan (December - February)MRSC will identify the specific action steps necessary to accomplish the Plan's broader goals. The plan will define top level goals and short-term and longer-term strategies to achieve the goals. The short term strategies will be more specific, with the recognition that longer term strategies may evolve over time. We will work with the Steering Committee to determine the process for ongoing monitoring and management of the implementation process. MRSC will revise the strategies and implementation steps for the WCMA strategic plan, based on feedback from the Steering Committee. Strategies will be identified as short-term, mid-term and long-term to assist in monitoring of progress.III. PaymentThe total amount of compensation for this project shall not exceed $8,300. MRSC will submit a monthly invoice based on actual hours spent on the project. IV. Effective Date and Term This contract shall be in effect from August 10, 2016 to March 31, 2017, both dates inclusive. The contract may be cancelled by either party as provided in Section VII. V. Relationship of Parties MRSC agrees that it will perform the services under this Contract as an independent contractor and not as an agent, employee, or servant of WCMA. Nothing in this Contract shall be construed to render the parties partners or joint venturers. VI. Hold Harmless and IndemnificationEach party shall defend, indemnify, and hold the other party harmless from any and all claims, injuries, damages, losses, or suits, including attorney fees, arising from any negligent act or omission that party’s officers, employees, volunteers, and agents in connection with the performance of this Contract. VII. TerminationThis Contract may be terminated, with or without cause, by written notice of either party to the other. Termination shall be effective ninety (90) days after written notice. In that event, all finished or unfinished documents or other material prepared by MRSC pursuant to this Contract shall be submitted to WCMA and MRSC shall be entitled to receive compensation for all satisfactory work completed prior to the date of suspension or termination.VIII. Non-assignmentMRSC shall not subcontract or assign any of the rights, duties, or obligations imposed upon it by this Contract without the prior express written consent of WCMA. IX. Governing Law and VenueThis Contract shall be governed by the laws of the State of Washington. X. Ownership of Materials Ownership of the originals and all copies of any computer data files, reports, and any other documents developed, compiled, or produced as a result of this Contract, whether or not completed, shall be vested in WCMA, except those intended as mutual collaborations.XI. Severability Should any clause, phrase, sentence or paragraph of this Contract be declared invalid or void, the remaining provisions of this Contract shall remain in full force and effect. XII. Complete Agreement This Contract constitutes the entire understanding of the parties. Any written or verbal agreements that are not set forth herein or incorporated herein by reference are expressly excluded. This Agreement may be amended, modified, or added to only by a written instrument properly signed by both parties hereto.XIII. ContactsThe WCMA President and the MRSC Executive Director will be the primary contact/referral people for each organization, and will be responsible for the management of this Contract.XIV. Authority Each signatory to this Contract represents that he or she has full and sufficient authority to execute this Contract on behalf of MRSC or WCMA, as the case may be, and that upon execution of this Contract it shall constitute a binding obligation of MRSC and WCMA. Dated this __________ day of _________ 2016.______________________________________________________________________________Tracy Burrows, Executive DirectorDavid Cline, PresidentMunicipal Research and Services CenterWashington City/County Management Association WASHINGTON CITY/COUNTY MANAGEMENT ASSOCIATIONSenior Advisor policy optionsTO:WCCMA BOARD OF DIRECTORSFROM:WCCMA BOARD OFFICERSDATE:AUGUST 1, 2016SUBJECT:RECOMMENDED UPDATES TO SENIOR ADVISOR P0LICYWCCMA’s Senior Police Advisor policy was adopted approximately one year ago in June 2015. Since that time, the Board had identified several areas where updates should be considered. Following is a discussion of each area and possible options for revised policy language.Number of Senior AdvisorsWCCMA currently has five Senior Advisors that are geographically dispersed as follows:-Lloyd Halverson – South Central Washington-Duane Cole – Eastern Washington-Anne Pflug – Central Washington-Bob Jean – Western Washington/Puget Sound-Ron Bartels – Western Washington/Puget Sound (also serves as ICMA Liaison)The workload in the Western Washington is sufficient to warrant the appointment of another Senior Advisor considering the additional teaching, ICMA and professional service (including interim assignments) duties. The current bylaws allow for the appointment of up to six Senior Advisors. The number of WCMA Senior Advisors should not exceed sixWhen appointing Senior Advisors, the WCMA Board and President, will encourage a fair geographic distribution throughout the State of Washington, for example, Senior Advisors located in the Puget Sound region, Central, East and South Washington.There are two options to consider:Add One additional Senior Advisor for the Puget Sound Region.? This will help provide support to Ron Bartell’s and Bob Jean in this area, especially if one or both aren’t able to be available.Separate the ICMA Liaison Role from Senior Advisor and appoint a new Senior Advisor for Western Washington/Puget Sound. The ICMA Liaison could be available as a back-up Senior Advisor when another Senior Advisor needs to temporarily step down due to an interim assignment or other obligation that conflicts with their responsibilities as a Senior Advisor.Limitations on Interim AssignmentsInterim assignments are allowed under the current policy with the qualification that they should not interfere with the duties of the Senior Advisor. In order to provide additional guidance about the Board’s expectations of “should not interfere” additional language could be added to establish a limit on interim assignments. This does not require a Senior Advisor to relinquish their appointment entirely, but may require them to temporarily step down to allow another Senior Advisor to assume their responsibilities. Three options are presented below as a starting point for the Board’s discussion. Option one is no change (e.g. current language. The other two options provide a range of language to consider.Option One: No Change/Current LanguageB.APPOINTMENT PROCESS - The following process shall be used for the appointment ofSenior Advisors.?Creation of an open position by the WCMA Board of Directors through the declaration of a vacancy as a result of the departure of an incumbent or by expanding the total number of Senior Advisor positions.?Notice of any vacancy shall be given to all WCMA members, who then shall begiven at least 30 days from the date of notice to recommend candidates to apply or to recommend others to the WCMA President. Potential candidates shall be requested to submit a letter of interest and a resume. The final selection process shall be determined by the Board of Directors.?Appointments shall be made jointly by the WCMA President with concurrence of the WCMA Board and the Executive Director of ICMA.?The number of WCMA Senior Advisors will be decided by the WCMA Board of directors.Option Two: Time Limitation on Interim Assignments ?OUTSIDE ACTIVITIES?Senior Advisors may engage in part-time consulting or comparable professional activities as private entities and/or sole proprietors. They may also engage in teaching, consulting, or interim services with state agencies, quasi-public entities, local governments or regional agencies. Such part-time activities shall be in accordance with ICMA Senior Advisor Guidelines. Senior Advisors shall advise the WCMA President before accepting any consulting agreement with a local government.?Senior Advisors may engage in interim manager positions and shall notify the WCMA President of the acceptance of any such position. Such an assignment should not exceed commitments of more than six months over a rolling two year period and should not detract from the Senior Advisor’s attention to his/her Senior Advisor responsibilities?Retired administrators who commercially advertise as consultants are not eligible for Senior Advisor appointment. Senior Advisors may be employed by a consulting firm on a part-time basis or as an independent contractor if the focus of the work is on providing technical expertise on individual projects and there is no responsibility for soliciting business or for client development/maintenance for purposes of future business.Option Three: Time Limitation on Interim Assignments with Requirement to Temporarily Step Down from Senior Advisor Duties OUTSIDE ACTIVITIES?Senior Advisors may engage in part-time consulting or comparable professional activities as private entities and/or sole proprietors. They may also engage in teaching, consulting, or interim services with state agencies, quasi-public entities, local governments or regional agencies. Such part-time activities shall be in accordance with ICMA Senior Advisor Guidelines. Senior Advisors shall advise the WCMA President before accepting any consulting agreement with a local government.?Senior Advisors may engage in interim manager positions and shall notify the WCMA President of the acceptance of any such position. Such an assignment should not exceed commitments of more than six months over a rolling two year period and should not detract from the Senior Advisor’s attention to his/her Senior Advisor responsibilities. Once an interim position is accepted, the individual will be temporarily relieved of their Senior Advisor responsibilities. The WCMA Board of Directors may appoint an interim Senior Advisor or reallocate responsibilities among existing Senior Advisors.?Retired administrators who commercially advertise as consultants are not eligible for Senior Advisor appointment. Senior Advisors may be employed by a consulting firm on a part-time basis or as an independent contractor if the focus of the work is on providing technical expertise on individual projects and there is no responsibility for soliciting business or for client development/maintenance for purposes of future business.Senior Advisor ReportingIn order to ensure consistent and informative reporting of Senior Advisor activities to the Board, greater emphasis should be placed on the completeness of the reporting. The Current Senior Advisor policy is shown below:A sample Senior Advisor Performance Review form can be found below and is provided to assist sponsors in establishing a process. This form is based on the process used in California. For illustrative purposes the list of expectations is taken from the recommended state sponsor policy however the actual list should be determined by the state sponsor and the Senior Advisor.?When it is time for the review process, Senior Advisors are asked to complete a self-evaluation using this form or another developed by the state sponsor, followed by a conversation with the designated state sponsor representative. The Senior Advisor and the state sponsor are encouraged to obtain input from members and others who have had experience with the program to insure as thorough of a review as possible.A sample report should be provided to indicate the level of detail that should be provided in the annual report to assure that adequate time and attention is being paid to Senior Advisor activities, including member consults. ................
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