Board of Directors Meeting AGENDA January 13, 2016 – 4:00 PM Conference Call Phone: (650) 479-3207 Access Code: 195 909 146

1.

CALL TO ORDER

2.

ROLL CALL ____President, Alma Janabajab ____Vice President, Arabo Parseghian ____Secretary, Nicholas Gonzalez ____Treasurer, Donna Finch ____Program Chair, Ashley Garcia ____Membership Chair, Alex Hernandez ____Immediate Past President, Jorge Garcia ____Region Three Chairs, Scott Trujillo & Lauren Hall-Rios ____Region Four Chairs, Sean McGovern, Izzy Murguia & Tanya Spiegel ____Region Five Chairs, Chris Castruita, Jackson Hite, Brittany Mello, & Jacqueline Ruiz ____Region Six Chairs, Anna Acosta-Reyes, Kevin Kearney, Ani Keshishian, & Dia Turner ____Region Seven Chairs, Joseph Angeles, Allison Estes, Antonia Graham, James Haston, & Peter Hong ____Region Eight Chairs, Imelda Huerta, Mayela Manasjan, Monica Martinez, Samuel Merrill, David Richards, & Bryce Wilson

3.

APPROVAL OF MEETING MINUTES

4.

PRESIDENT’S REPORT

5.

VICE PRESIDENT’S REPORT

6.

SECRETARY’S REPORT

7.

TREASURER’S REPORT

8.

PROGRAM CHAIR’S REPORT

9.

MEMBERSHIP CHAIR’S REPORT

10. IMMEDIATE PAST PRESIDENT’S REPORT 11. REGION CHAIR REPORTS A. CENTRAL COAST (REGION 1)

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Board of Directors Meeting AGENDA January 13, 2016

B. CHANNEL ISLANDS (REGION 2) C. DESERT (REGION 3) D. INLAND EMPIRE (REGION 4) E. NORTH LOS ANGELES COUNTY (REGION 5) F. SOUTH LOS ANGELES COUNTY (REGION 6) G. ORANGE COUNTY (REGION 7) H. SAN DIEGO COUNTY (REGION 8) 12. LEAGUE OF CALIFORNIA CITIES / ICMA / ILG / MMANC REPRESENTATIVE REPORT 13. EXECUTIVE DIRECTOR’S REPORT 14. UNFINISHED BUSINESS 15. NEW BUSINESS 16. ANNOUNCEMENTS / GOOD OF THE ORDER 17. ADJOURNMENT

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Board of Directors Meeting MINUTES December 9, 2015 – 4:00 PM

1.

CALL TO ORDER  President Janabajab called the meeting to order at 4:04 PM

2.

ROLL CALL (Those present on the call)  President, Alma Janabajab  Vice President, Arabo Parseghian  Secretary, Nicholas Gonzalez  Treasurer, Donna Finch  Program Chair, Ashley Garcia  Membership Chair, Alex Hernandez  Immediate Past President, Jorge Garcia  Region Four Co-Chair, Tanya Spiegel  Region Five Co-Chair, Jacqueline Ruiz  Region Six Co-Chairs, Ani Keshishian, & Dia Turner  Region Seven Co-Chairs, Antonia Graham & James Haston  League of California Cities Representative, Meghan McKelvey  Institute for Local Government Representative, Melissa Kuehne  Executive Director, Kevin Kilkenny

3.

APPROVAL OF MEETING MINUTES  Previous meeting minutes are unavailable due to the transition in Board of Directors. No meeting minutes were available to approve at this time.

4.

PRESIDENT’S REPORT  President Janabajab gave a brief overview of the Executive Board Retreat that was held on Saturday, November 14. Thank you to the City of Arcadia for their assistance in securing the location for the retreat. President Janabajab also gave an update on goals for the 2015-16 year that line up with the organization’s mission of “Developing People. Developing Communities.”

5.

VICE PRESIDENT’S REPORT  Vice President Parseghian gave an update on the 2016 Annual Conference. The theme for the conference is Innovate. Looking for volunteers to serve on the various committees. If you are interesting in serving, please contact [email protected].

6.

SECRETARY’S REPORT  Secretary Gonzalez went over the Board of Directors Letterhead, Event Flyer Template, and Event Registration Forms, which are all posted on the MMASC website for Regional Board use. He also asked that if anyone wants something to be featured in an upcoming newsletter to e-mail their request to [email protected].

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Board of Directors Meeting MINUTES December 9, 2015

7.

TREASURER’S REPORT  Treasurer Finch reviewed the Region Event Report, Cash Advance Form, and Expense Reimbursement Report with the Board of Directors, which are also posted on the MMASC website. Should you have any questions regarding these forms, contact [email protected]. She also gave a brief update on the Winter Forum, which is tentative date for February 25, 2016.

8.

PROGRAM CHAIR’S REPORT  Program Chair Garcia wanted to thank those who attended the Regional Board Orientation in the City of Long Beach. The Orientation gave a briefer overview of responsibilities of the Region Boards on planning events. This year, Program Chair Garcia would like Region Boards to plan one signature, one networking mixer, one education/professional development event, and one “Dress for Success” event. Program Chair Garcia asks that each Region Board submit their first two events to her by December 31, 2015 at [email protected]. If you were unable to attend the Orientation and did not receive the information, please also contact her.  Program Chair Garcia also gave a brief update on the Winter Forum. The tentative date is for February 25, 2016. The intent is to have this event in the City of Burbank area. The theme will focus on “Leadership.” Working on gathering volunteers for the planning committee.  Program Chair Garcia also gave an update on the Women’s Leadership Conference. If you are interested in serving on the planning committee, please contact her. Next conference call will be held on Wednesday, December 15, 2015.

9.

MEMBERSHIP CHAIR’S REPORT  Membership Chair Hernandez was unable to present during the conference call. His Board Report is attached to the December 9, 2015 agenda packet.

10. IMMEDIATE PAST PRESIDENT’S REPORT  Immediate Past President Garcia gave an update on Sponsorship. He is currently working with President Janabajab on updating the sponsorship brochure and increasing activities and efforts. He is looking to create an online form to have the sponsors submit their logos, contact information, advertisements, etc., so that all of this is kept in a centralized area. This year we will be moving away from only advertising the sponsors in our event programs. Instead, we plan to increase the digital presence through the Whova Conference App, social media, website, e-mail blasts, etc.  Immediate Past President Garcia wanted to remind everyone that he is available as a resource to all of the Board of Directors and is able to provide information and historical context. 11. REGION CHAIR REPORTS A. CENTRAL COAST (REGION 1)  No report. B. CHANNEL ISLANDS (REGION 2)  No report.

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Board of Directors Meeting MINUTES December 9, 2015

C. DESERT (REGION 3)  No report. D. INLAND EMPIRE (REGION 4)  Region 4 Co-Chair Spiegel gave an update on their event next week on December 17, 2015. The event is “Learn How to Drive Innovation Throughout Your Organization” and is put on by the Alliance for Innovation. Region 4 is co-chairing this event with Region 8. She reminded everyone that the registration cut-off is Tuesday, December 15, 2015. If you haven’t registered, please email [email protected]. E. NORTH LOS ANGELES COUNTY (REGION 5)  Region 5 Co-Chair Ruiz gave an update regarding their events that they are currently working on for the North Los Angeles Region. They will be having a “Winter Mixer” in the City of Pasadena for new members, ongoing members, and potential new members on December 10, 2015. This is an opportunity for everyone to learn a little more about MMASC and how to become more involved with the organization. She also stated that they are working on their events for 2016 and will have more information soon and will possibly coordinate with Region 6 on a future event. F. SOUTH LOS ANGELES COUNTY (REGION 6)  Region 6 Co-Chair Keshishian and Turner gave a brief overview of potential events that they are planning for 2016. They also mentioned that Region 6 is having spam email problems and only Region Co-Chair Turner is on the distribution list until the situation is resolved. Executive Director Kilkenny is looking into the issue. G. ORANGE COUNTY (REGION 7)  Region 7 Co-Chairs Graham and Haston gave a brief overview of a potential event that they are working on. More information to come soon. H. SAN DIEGO COUNTY (REGION 8)  No report. 12. LEAGUE OF CALIFORNIA CITIES / ICMA / ILG / MMANC REPRESENTATIVE REPORT  League of California Cities Meghan McKelvey gave an update on the League of California Cities. She reminded the Board of Directors that the City Manager’s Department meeting will be on February 3-5, 2016 in the City of Indian Wells. Those that plan on attending will received a discount for being an MMASC member. Policy Committee Representatives will start on January 21 and 22 in Sacramento. For more information on events occurring at the League of California Cities, please contact Meghan.  International City/County Management Association (ICMA) No report.

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Board of Directors Meeting MINUTES December 9, 2015  Institute for Local Government (ILG) Melissa Kuehne informed the Board of Directors that she is working with both MMASC and MMANC on creating a shared calendar for all events in California. This will be a one stop shop for training programs in the state. For more information on ILG, please contact Melissa.  Municipal Management Association of Northern California (MMANC) No report. 13. EXECUTIVE DIRECTOR’S REPORT  Executive Director Kilkenny informed the Board of Directors that the Association Resource Center will close at 1 PM on Thursday, December 24, 2015 and will open again on Monday, January 4, 2016 at 8 AM. There will be a recorded message for the MMASC phone line regarding the office closure. Should you need anything, Executive Director’s direct office number is (916) 932-2229. 14. UNFINISHED BUSINESS  No unfinished business. 15. NEW BUSINESS  No new business. 16. ANNOUNCEMENTS / GOOD OF THE ORDER  No announcements / good of the order. 17. ADJOURNMENT  Due to President Janabajab and Vice President Parseghian being unable to continue on the call, Secretary Gonzalez adjourned the meeting at 4:44 PM.

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Municipal Management Association of Southern California BOARD COMMUNICATION To:

Board of Directors

From:

Alma Janabajab, MMASC President

Date: January 13, 2016

Subject: PRESIDENT UPDATES

RECOMMENDATION Review and file. BACKGROUND AND DISCUSSION I apologize for not being able to make the call until after the League’s City Managers Department conference call which is expected to run until 4:30 PM. This conflict will occur two additional times in April and June and will affect MMANC President Rojanasathira and myself. I have been working with others on several items such as the Winter Forum, Women’s Leadership Summit, Summer Session, and Fun Events. Each chair will provide an update for you today. The Fun Events which was created to provide another way of networking in a less formal setting. A conference call will held tomorrow morning with the group of volunteers to identify 2 events to offer this year. Local Governance Summer Institute We were approached by Mike Garvey a volunteer with ICMA co-sponsor the Local Governance Summer Institute @ Stanford (LGSI) to be held on July 24-29, 2016. Last year there were 17 participants, 12 from cities and 5 from counties. All participants were from California agencies and came from throughout the state: north, south and the Valley. This first year of this new program was strongly support by the League and a generous financial contribution from CSCDA. The City Managers Department, CalICMA, CAOAC, MMANC, and CCMF were also sponsors but MMASC did not sponsor last year. This commitment requires permission to use the organization’s name and our assistance with promoting the program. Financial support is not required though several participants have benefitted from contributions for that purpose in the past. The MMASC Executive Board approved to co-sponsor it this year. Sponsorships We currently received renewal sponsorships from Keenan and Customer Service Advantage, Inc. Stifel and Tripepi Smith & Associates have also expressed interest to renew.

Municipal Management Association of Southern California BOARD COMMUNICATION

Date: January 13, 2016

To:

Board of Directors

From:

Arabo Parseghian, MMASC Vice President

Subject: VICE PRESIDENT UPDATES

RECOMMENDATION Receive and file the Vice President’s update.

BACKGROUND AND DISCUSSION The planning of the 2016 Annual Conference is underway. It is a pleasure to announce the 2016 MMASC Annual Conference Co-Chair, Jacqueline Ruiz with City of Duarte and North Los Angeles Region Chair.

In addition, it is with great pleasure and

enthusiasm to announce this year’s conference Program Committee Chair, Tanya Spiegel with City of Ontario and Inland Empire Region Chair.

There are other

confirmed committee chairs which will be announced at a later date. The Conference co-chairs will be working on filling in the remaining committee chair spots by next week. Once chairs are confirmed then the recruitment period will begin for committee members.

If anyone is interested in volunteering, please contact the conference co-chairs.

Municipal Management Association of Southern California BOARD COMMUNICATION To:

Board of Directors

From:

Nicholas Gonzalez, Secretary

Date: January 13, 2016

Subject: SECRETARY UPDATES

RECOMMENDATION Receive and file

BACKGROUND AND DISCUSSION One of my goals for this year is to increase engagement through our various social media channels. I have started to push out more information on the MMASC’s twitter account and sharing some light articles to read. In addition to this, I have requested assistance from Jackie Ruiz from the City of Duarte and Tanya Spiegel from the City of Ontario to assist me throughout the year with content creation, monitoring, and sharing of information. Remember to stay connected and to like, follow, share and enjoy!

We have paid the year subscription to begin using BaseCamp instead of using Google Drive. I have started to set up the various “basecamps,” so each committee and region board can have their own accounts. I hope to have this completed by the end of this month. You will soon be receiving information to create your own accounts and log in to access the information. Stay tuned for more information.

Municipal Management Association of Southern California BOARD COMMUNICATION To:

Board of Directors

From:

Donna Finch

Date: January 13, 2016

Subject: TREASURER UPDATE

RECOMMENDATION Approve and adopt the 2016 MMASC Draft Budget.

BACKGROUND AND DISCUSSION The 2016 MMASC Draft Budget is included in this report. The budget is for the period of January 1, 2016 through December 31, 2016. Once the 2016 draft budget is approved, it will be posted on the MMASC website.

The figures included in the 2016 MMASC Draft Budget are rough estimates based on the revenues and expenditures identified in the 2014 budget. The MMASC Treasurer is currently working with the Association Resource Center (ARC) to calculate the actual revenues and expenditures received in 2014 and 2015. It is anticipated that ARC will have these calculations completed by February 15, 2016. Once the updated revenue and expenditure calculations are finalized, the Treasurer will create an amended budget for 2016 and present it to the full board for approval. It is anticipated that this item will be presented at the March 2016 full board meeting.

Attachment: 2016 MMASC Draft Budget

2016 MMASC DRAFT Budget 1. Administration REVENUE Full Membership Dues Business Membership Dues Student Membership Dues Annual Sponsors Bank Interest Miscellaneous Revenue

2016 Recom'd 31,000 2,000 1,000 45,000

Total EXPENDITURES ARC Base Contract Mgmt & Admin Reimbursements Staff Travel Reimbursements Buisness Expenses Accounting Fees Tax Filing Fees Bank Fees Office Supplies Web Administration Survey Tool Graphic Artist/Printing Printing Insurance Postage Telephone Awards Training & Meeting Expenses President's Travel Budget President's Membership Fees President's Registration Prior Year Obligations Planning Retreats CEPO ICMA Conference Future City Mngr Seminar League City Manager's Dept Mtg ICMA Coaching Program Next Year's Conference Deposit Sponsor Expenses Program Reserve

79,000 27,000 750

800 3,000 250 7,000 250 1,000 250 1,250 400

7,000 250

400 2,000 325 2,500 5,000 500 Total

59,925

Difference

79,000 59,925 19,075

SUMMARY Revenue Expenditures

2016 MMASC DRAFT Budget 2. Regional Events Revenue Region 1: Central Coast Region 2: Channel Islands Region 3: Desert Region 4: Inland Empire Region 5: North LA Region 6: South LA Region 7: Orange County Region 8: San Diego Additional Events Misc. Revenue

2016 Recom'd Total

EXPENDITURES Region 1: Central Coast Region 2: Channel Islands Region 3: Desert Region 4: Inland Empire Region 5: North LA Region 6: South LA Region 7: Orange County Region 8: San Diego Event Reserve

2016 Recom'd 250 250 250 250 250 250 250 250

Total

2,000

SUMMARY Revenue Expenditures Difference

3. Annnual Conference REVENUE Conference Registration Miscellaneious Revenue Golf Tournament Registration

2,000 (2,000)

35,000 1,200 Total 36,200 EXPENDITURES 2016 Recom'd Food/Bev Minimum 55,000 Conference Program/Mobile App. 4,000 Opening Reception President's Reception 4,000 Conference Postage Hotel Meeting Rooms Comp'ed Speaker Rooms 3,500 Panelists Gifts 875 Attendee Gifts 750 Speaker Fees 5,000

2016 MMASC DRAFT Budget Audio/Visual/Internet Other Rentals Conference Committee Dinner Raffle Prizes Conference Signage Attendees Badges Conference Committee Awards Contingency/Misc. Golf Tournament Gift Bags Golf Prizes Green and Cart Fees Hole-in-one Insurance Tee Signs

7,000 500 100 600 2,000 -

Total

83,325

SUMMARY Revenue Expenditures Difference

4. Winter Forum REVENUE Conference Registration EXPENDITURES Facility Fees Program Marketing Speaker Gifts Meals Audio/Visual Other Rentals Ceremony Programs Entertainment Miscellaneous/Speaker Fees SUMMARY Revenue Expenditures

5. Summer Session REVENUE Conference Registration EXPENDITURE

36,200 83,325 (47,125)

2016 Recom'd 8,200 Total 8,200 2016 Recom'd -

5,200 400 360

1,500 Total 7,460 2016 Recom'd 8,200 7,460 Difference 740

2016 Recom'd 8,500 Total 8,500 2016 Recom'd

2016 MMASC DRAFT Budget Facility Fees Program Marketing Plaques, engraving Meals Speaker Gifts Audio/Visual Other Rentals Ceremony Programs Entertainment Miscellaneous SUMMARY Revenue Expenditures

5,200 400 360

1,500 Total 7,460 2016 Recom'd 8,500 7,460 Difference 1,040

6. Women's Leadership Summit REVENUE Conference Registration

2016 Recom'd -

Total EXPENDITURE Facility Fees Program Marketing Plaques, engraving Meals Speaker Gifts Audio/Visual Other Rentals Ceremony Programs Entertainment Miscellaneous

2016 Recom'd -

Total SUMMARY

2016 Recom'd Revenue Expenditures Difference

-

Budget Summary 2016 Recom'd 1. Administration 19,075 2. Regional Events (2,000) 3. Annnual Conference (47,125) 4. Winter Forum 740 5. Summer Session 1,040 6. Women's Leadership Summit ENDING BALANCE (28,270)

Municipal Management Association of Southern California BOARD COMMUNICATION To:

Board of Directors

From:

Ashley Garcia, Programming Chair

Date: 1/13/2016

Subject: PROGRAMMING UPDATE

RECOMMENDATION All Regions were to submit details and plans of first two Regional Events for 2016 to Programming Chair by Friday, January 8th.

BACKGROUND AND DISCUSSION According to MMASC By-laws, each Region is to plan in advance and sponsor a minimum of four (4) professional events annually. Details and plans for each Region’s first two Regional Events for 2016 to the Programming Chair by December 31st. Realizing that many of us were on vacation for the New Year’s holiday, I extended the deadline to accept plans the first week of January upon everyone’s return to work. Each Region Board is asked to include a brief description of each event and the date it will be held if confirmed, or the month if tentatively scheduled. I look forward to hearing more about each Region Board’s plans to engage MMASC members this year. I am available to provide assistance or answer any questions that arise about Region events.

Treasurer Finch and I are co-chairing the Winter Forum, which is confirmed for March 17, 2016 at the University Club of Pasadena. Our chosen theme is Leadership. A Save the Date will be distributed as soon as possible. We are looking for help from Region Board members with speakers and programming. We are in discussions to hold an ICMA University Mini-Workshop during the Winter Forum. We are also looking to hold a keynote and a panel discussion during the event highlighting best practices or a successful project at a particular agency. We will be seeking CGL approval for this

event under the Organizational Leadership topic. I am also chairing the Women’s Leadership Summit. The next committee conference call is coming up this Thursday, January 14th at 10 am. The theme has been decided as Inspire. Equip. Empower. We are working on scheduling speakers and creating a logo for marketing materials. The event is tentatively scheduled for September 15, 2016 in Newport Beach.

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Municipal Management Association of Southern California BOARD COMMUNICATION To:

Board of Directors

From:

North Los Angeles Region

Date: January 13, 2016

Subject: NORTH LOS ANGELES REGIONAL EVENTS

RECOMMENDATION The North Los Angeles Regional board has identified four events to be held in 2016.

BACKGROUND AND DISCUSSION The Regional Board has identified the following events -April 7, 2016; Trackside luncheon with City Manager at Santa Anita racetrack Regional Board is currently in the planning process to execute the event.

-May 2016; Collaborate with Metro and/or Goldline Construction Authority to gain better understanding of project and SGV regional impact especially economic development and PPP opportunities. Event will also include tour of Metro headquarters.

-Early October 2016; Virtual Tour of City Hall/Careers in City Government for Young/Transitioning Professionals; Collaborate with MMASC mentorship program to recruit MMASC mentors and outreach to local schools of MPA, MPP etc

-December 2016 (week after annual conference); Holiday Mixer

Municipal Management Association of Southern California BOARD COMMUNICATION

Date: January 13, 2016

To:

Board of Directors

From:

Bryce Wilson, Sam Merrill – Region 8 Co-Chairs

Subject: REGION 8 REPORT – JANUARY 2016 RECOMMENDATION UPDATES

BACKGROUND AND DISCUSSION Professional Development Event Date: February (11:30 a.m. – 1:00 p.m.) Topic: “What Got You Here, Won’t Get You There” – Our first event will be held

on February 18 in Poway. Joan Kling will be presenting on the basic premise that there are a handful of workplace habits that often keep successful people from making the next big leap forward in their career Keynote Speaker: Joan Kling –MSEL Educator of Effective Communication Transactional Analysis Practitioner

Location: City Of Poway New Year- New Energy- New Board Members On Jan 11, 2016, the board members met and discussed the calendar of events for 2016. We are in the process of finalizing our Padre Game annual event for this summer. Region 8 looks forward to a fun and exciting new year. Once again, Welcome to the 2016 Chairs:

Bryce Wilson

Samuel Merrill

Monica Martinez

MMASC REGION 8 Michael Stauffer

David Richards

Imelda Huerta

Mayela Manasjan