Board of Directors and General Membership Meeting

Board of Directors and General Membership Meeting

Marcus Whitman Hotel – Explorer Ballroom

6 W Rose St, Walla Walla, WA

Friday, August 19, 2016

10:00 a.m. – 11:00 a.m.

AGENDA

Reports and Items of Interest to Full Membership

ICMA 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)

Break

Items for Formal Board Action

Approval of Minutes – June 22, 2016 meeting - pages 7-10
ICMA Coaching Program representatives – page 11
MRSC contract service changes – pages 12-26
Financial Report - page 27
Senior Advisor policy options – pages 28-32

2016 – 2017 Board Orientation

Adjournment

If you are going to participate by conference call please notify Tracy Burrows206-625-1300 or () or David Cline at 206-571-6918 ()

To access the conference call: 888-924-9240 Participant pass code: 6696757 #

2017 SUMMER CONFERENCE SITES - RESEARCHED - AVAILABLE

Semiahmoo Resort Golf & Spa
Blaine, Washington
Total Guest Rooms: 194
Total Meeting Space: 35,000 Square Feet
Largest Meeting Room:7,200 Sq. Ft
Main Phone: 360.318.2060 / / Attachments:
Semiahmoo Meetings Guide
Complete Meeting Package / Venue Address:
9565 Semiahmoo Parkway
Blaine, Washington 98230-9326
USA
Map Venue
Sleeping Rooms
Dates Available
Tue, Aug 15, 2017 - Thu, Aug 17, 2017
Option: 1st Option
Room Rates
•Any: $169.00
• Max Room Block: 221
Yes, room rates are confirmed.
Additional Room Rate Info
• Occupancy: 10.500%
• State: 8.500%
Sleeping Room Information
Resort Fee - $15
Alternate Dates
Tue, Aug 22, 2017- Fri, Aug 25, 2017
Option: 2nd Option
• Any: $169.00 / Meeting Space
$1200 Set up Fee, with $18,000 F&B minimum.
Rental Cost
• Meeting Rooms - Total: Waived
Miscellaneous Cost
• Internet - Guest Room:0 Complimentary
• Internet - Meeting Room: Complimentary
• Resort Fee: $15 Per Day +Tax / Average 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 Overview
Gather 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
• Tennis / Contract Concession Information
The hotel can meet the following requests:
One complimentary large Presidential type suite
Must have complimentary internet in guest rooms
Complimentary wifi in the meeting space.
Complimentary parking requested
Complimentary 6' tables for exhibits
$15 Resort fee covers activities.
5 upgrades to suites or deluxe type room
Introduction
Located 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 & Spa
Union, Washington
Total Guest Rooms: 93
Total Meeting Space: 7,000 Square Feet
Largest Meeting Room:2,250 Sq. Ft
Main Phone: 360-898-2200 / / Attachments:
Meetings_Room_Layout
082217 WCCMA 2017 Prop
082217 WCCMA 2017 CE
2016 Meeting Package Menu
2016 Evening Menu
Group Proposal Information / Venue Address:
7101 E State Highway 106
Union, Washington 98592-9781
USA
Map Venue
Sleeping Rooms
Dates Available
Tue, Aug 22, 2017 - Thu, Aug 24, 2017
Option: 2nd Option
Room Rates
•Any: $189.00
• Suite: $309.00
• Max Room Block: 221
Yes, room rates are confirmed.
Additional Room Rate Info
• State: 8.500%
• Occupancy: 2.000%
Sleeping Room Information
No resort fee. Free valet parking. Complimentary high speed internet in all guestrooms & public areas. / Meeting Space
Please see the attached proposal & cost estimate for more information.
Rental Cost
• Meeting Rooms - Total: Waived
Transportation Cost
• Airport Transportation: N/A
• Local Transportation: N/A
Miscellaneous 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/A / Average 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 Overview
Nestled 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
• Tennis / Contract Concession Information
Per diem requested if possible - We are unable to offer Per Diem in August
One complimentary large Presidential type suite - Yes
Must have complimentary internet in guest rooms - Yes
Complimentary wifi in the meeting space. - Yes
Complimentary parking requested - Yes
Complimentary 6' tables for exhibits - Yes
Need 12 upgrades to suites or deluxe type room - Not Available
Introduction
Thank 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 Lodge
Winthrop, Washington
Total Guest Rooms: 112
Total Meeting Space: 8,000 Square Feet
Largest Meeting Room:1,320 Sq. Ft
Main Phone: 509-996-2211 / / Venue Address:
604 Patterson Lake Road
Winthrop, Washington 98862
USA
Map Venue
Sleeping Rooms
The 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 by
Dates Available
Tue, Aug 15, 2017 - Thu, Aug 17, 2017
Option: 2nd Option
Room Rates
•Any: $150.00
• Max Room Block: 221
Yes, room rates are confirmed.
Additional Room Rate Info
• State: 8.100%
• Occupancy: 10.100%
Sleeping Room Information
Please 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 Dates
Tue, Aug 22, 2017- Fri, Aug 25, 2017
Option: 1st Option
• Any: $150.00 / Meeting Space
All 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 +Tax / Average 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 Information
Our 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 Overview
Sun 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
• Tennis
Contract Concession Information
We offered a ROH rate of $150.00 per night + tax
Yes, we will offer 1 comp suite
Yes, we have comp wifi in all guest rooms
Yes, we have comp wifi in all meeting spaces
Yes, we have comp parking
Yes, we will provide comp 6ft tables for exhibits
Yes, we will offer 12 upgrades to suite/deluxe
Yes, we will direct bill for banquets and meetings
Yes, we will accommodate for individual guest reservations
The Davenport Grand, Autograph Collection
Spokane, Washington
Total Guest Rooms: 716
Total Meeting Space: 60,000 Square Feet
Largest Meeting Room:18,079 Sq. Ft
Main Phone: 509-458-3330 / / Venue Address:
333 West Spokane Falls Boulevard
Spokane, Washington 99201
USA
Map Venue
Sleeping Rooms
Rates 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 Available
Tue, Aug 22, 2017 - Thu, Aug 24, 2017
Option: 1st Option
Room Rates
•Any: $119.00
• Max Room Block: 221
Yes, room rates are confirmed.
Additional Room Rate Info
• Other: USD $2.000
• County: 3.300%
• City: 8.700%
Sleeping Room Information
There are no resort fees at our hotels. A $2 per room per night Tourism Promotion Assessment fee applies county wide. / Meeting Space
We offer complimentary basic WiFi in guest rooms and meeting space.
Rental Cost
• Meeting Rooms - Total: N/A - set up on sliding scale
Transportation Cost
• Airport Transportation: $50 - $25 each way or $50 roundtrip per room
• Local Transportation: Complimentary - within 2 mile radius
Miscellaneous 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/A / Average 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 Information
We will offer our meeting space on the following sliding scale:
80-100% of contracted room block realized - complimentary
70-79% of contracted room block realized - $2,000
60-69% of contracted room block realized - $4,000
Below 60% of contracted room block realized - $6,000 / Hotel Overview
Washington’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 Club
Contract Concession Information
We 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 guests
up to 20 eight foot tables for exhibits
12 upgrades at the group rate to upper floor Deluxe Kings
in addition - we offer complimentary wi-fi in guest rooms and meeting space
Introduction
Thank 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

FACILITY / Reason
Suncadia Resort & Spa
3600 Suncadia Trail
Cle Elum, Washington 98922
Main Phone: 509-649-6460 / Requested Room Rate Too Low
Thank 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.

Conference Site Selection

Return to Agenda 8/19/16

Board of Directors Meeting

Xfinity Arena (Green Room)

2000 Hewitt Ave, Everett

Wednesday, June 22, 2016

10:00 a.m. 11:45p.m.

Minutes

1)Call to Order and Self Roll Call– President Larsoncalled 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.

2)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.

3)Report of the Secretary-Treasurer

Financial 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.

4)Report of the Executive Board

ASPA 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.

5)Reports of Committees

ICMA Report – No report
Membership - 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 profession.
Communications 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.