OMA Board of Directors July 27, :00 2:00 p.m. Boulder Falls Inn, Lebanon

Transcription

1 OMA Board of Directors July 27, :00 2:00 p.m. Boulder Falls Inn, Lebanon AGENDA A. Welcome President George Endicott B. Consent Calendar 1. Review and Approval of January 13, 2017 Minutes President Endicott 2. Agenda for July 29 OMA Membership Meeting 3. Report on 2017 OMA Scholarship Recipients 4. Report on 2017 Summer Conference Sponsorships C. Financial Report Jennifer Lewis D. Solicitation of Board Members for 2018 President Endicott E. Solicitations for Future OMA Conferences Jennifer Lewis 1. Report on 2019 RFP 2. Report and discussion on 2020 RFP E. If I Were Mayor Student Contest Jennifer Lewis 1. Report on This Year s Contest Entrants and Winners 2. Discussion of Contest Details F. Other Business Adjourn

2 Oregon Mayors Association Board of Directors January 13, 2017 League of Oregon Cities, Salem MINUTES Present: Board Members: George Endicott, John Cook, Michael Cape, Bob Andrews, Brian Dalton, Robert Russell, Betty Roppe Staff: Mike McCauley, Jennifer Lewis Absent: Lou Ogden, Sandy Roumagoux The meeting was called to order by President Endicott at 8:30 a.m. Consent Calendar: It was moved by Mayor Cook and seconded by Mayor Roppe to approve the consent calendar as presented. The motion passed unanimously. Vacancy on the OMA Board of Directors: President Endicott notified the board that Mayor Matilla did not win his election in November, which created a vacancy on the OMA Board of Directors. His term on the Board would have expired on December 31, President Endicott recommended that Mayor Robert Russell of Eagle Point be appointed to fill the remainder of the term. It was moved by President Endicott and seconded by Mayor Andrews to appoint Robert Russell of Eagle Point to the vacant position on the Board of Directors. The motion passed unanimously OMA Membership: Mrs. Lewis reported that membership forms were mailed to every Oregon city in December. President Endicott asked if the Board had recommendations for potential honorary membership designees. Mayor Cape recommended John Oberst from Monmouth for his dedication and service to OMA. It was moved by Mayor Dalton and seconded by Mayor Roppe to designate Mayor Oberst as an honorary member of OMA. The motion passed unanimously. Quarterly Newsletters: Mrs. Lewis presented the Board with draft 2017 storyboards for the OMA newsletter and asked that City Spotlights and Idea Corner stories be identified. The Board assigned the following articles: 1 st Quarter: Prineville city spotlight, Redmond flag city USA idea corner. 2 nd Quarter: Eagle Point city spotlight, Dallas citizen budget idea corner or an article from Elgin. 3 rd Quarter: Falls City city spotlight. 4 th Quarter: Joseph city spotlight st Quarter: Newberg city spotlight. City Day at the Capitol February 8, 2017: Mr. McCauley announced that the Governor has stated that she will welcome members at City Day at the Capitol. Legislative leaders have been invited to speak, and all legislators have been invited to the reception. Registration for City Day at the Capitol is open. Mr. McCauley encouraged the Board to make appointments to meet with their legislators in the afternoon.

3 Financial Report: Mr. McCauley reported that the Oregon Mayors Association s (OMA) financials were on track in It was moved by Mayor Andrews and seconded by Mayor Roppe to approve the 2016 Financial Report. The motion passed unanimously. Approval of the 2017 Budget: Mayor Cook asked why printing costs were anticipated to be higher in Staff noted that the internal print shop had closed, and the OMA Directory would need to be sent out to print, which would increase the cost. It was moved by Mayor Dalton and seconded by Mayor Cape to approve the 2017 Budget as presented. The motion passed unanimously. Silent Auction Payments: Ms. Lewis reported that it took six months to collect checks for payment of baskets that were won at the OMA Silent Auction. The Board discussed taking payment by credit card at the event, in order to limit staff time on collections. There was unanimous consent to take credit card payment at the silent auction in 2017, and to add a credit card fee line in the budget. The fee should not be collected from those who purchase baskets at the auction or taken out of the total given to the designated charity, but should be considered an administrative expense. Assignment of a Golf Coordinator: The Board asked staff to inform Mayor Burge that together with Mayor Cape they will serve as the golf coordinators for the 2017 event. Mayor Burge is encouraged to acquire prizes for the golf tournament. Conference Sponsorships: Mayor Roppe reported that Facebook sent a letter requesting that organizations that have received money from them in the past consider not applying in Mayor Roppe has requested that Les Schwaub sponsor the OMA Student Contest. Mayor Cook forwarded to staff the conference sponsorship form used last year. The Board agreed to keep the sponsorship levels the same in 2017, and asked staff to update the sponsorship form and mail it to the board of directors OMA Summer Conference Host City Report: Linda Kaser, City Clerk of Lebanon reported that the City of Lebanon would be providing welcome bags for all attendees. With input from the Board it was agreed that lunch would not be provided following the golf tournament. Mayor Cape and Mayor Burge would work directly with the golf course to set up the format and pricing for the tournament. Ms. Kaser asked what type and how many guest tours the Board would like at the conference. In 2016, 27 guests registered for 12 guest tours. The Board asked that instead of guest tours, that the City of Lebanon develop a list of self-guided tours, and a flyer of activities that could be included in the welcome bags. Conference Program: Mrs. Lewis presented a conference program outline to the Board. It was requested that registration open at 1 p.m. on Thursday, and that the tours be available to mayors and guests. The OMA Board meeting will occur on Thursday from 1-2 with lunch provided. Staff was directed to set up a meeting for the planning committee, as well as a conference call for the board of directors following the planning committee s meeting. Fall OMA Workshop: Mayor Cape asked if the board wanted to keep the roundtable format. Last year it was more networking vs. issue driven. Mayor Cook recommended that a topic for the Fall Workshop be determined at the July meeting. Committee Appointments for 2017: President Endicott recommended that staff coordinate conference scholarships and report back to the Board, and that a Constitution and Bylaws Review Committee be appointed when an issues arises. He then made the following appointments to 2017 OMA Committees:

4 Summer Conference Planning Committee George Endicott, Redmond Krisanna Clark, Sherwood John Cook, Tigard Brian Dalton, Dallas Leadership Awards Committee George Endicott, Redmond Betty Roppe, Prineville Hank Williams, Central Point Student Contest Selection Committee Bob Andrews, Newberg Michael Cape, Amity Brian Dalton, Dallas Robert Russell, Eagle Point Nominating Committee Michael Cape, Amity (Chair) John McArdle, Independence Sandy Toms, Boardman Other Business: Mayor Dalton informed the Board about the citizen budget and tax and fee companion that the city of Dallas creates. He provided board members with copies. Mayor Cape reported that he has a bill in the legislature, SB475 which would allow video surveillance from buses to be used to enforce the law that cars stop when the red lights on a school bus are flashing. He would appreciate any support members could provide on this bill. There being no further business, the meeting was adjourned at 12:30 p.m. Respectfully submitted, Jennifer Lewis Executive Assistant

5 OMA Business Meeting July 29, :00-8:30 a.m. Boulder Falls Inn, Lebanon AGENDA A. Welcome President George Endicott B. Recognition of Conference Sponsors President Endicott C. Financial Report Jennifer Lewis D. Upcoming Events Jennifer Lewis Fall Workshop & Business Meeting September 27, DoubleTree Portland Summer Conference July 26-28, Driftwood Shores, Florence E. Other Business President Endicott F. Closing Remarks President Endicott Adjourn

6 Date: July 24, 2017 From: To: Re: Jennifer Lewis, Member and Administrative Services Director OMA Board of Directors 2017 OMA Scholarship Recipient Report The OMA Board budgeted $2,400 for 2017 conference scholarships. The LOC Foundation provided an additional $1,200 for scholarships for mayors to attend the OMA Summer Conference, for a total of $3,600 available for scholarships. OMA received 24 requests for scholarships. $670 is a full scholarship and would cover the registration fee and 3 nights lodging. $407 is a partial scholarship and would cover the registration fee and one night of lodging. $3,600 could provide for: 7 partial scholarships and 1 full scholarship (balance of $81 for next year) 5 partial scholarships and 2 full scholarships (balance of $225 for next year) 4 partial scholarships and 3 full scholarships (if OMA contributes another $38) 3 partial scholarships and 3 full scholarships (balance of $469 for next year) 2 partial scholarships and 4 full scholarships (balance of $106 for next year) 5 full scholarships (balance of $250 for next year) In order to maximize the number of mayors who would be able to attend the conference, it was decided that OMA would offer 7 partial scholarships and 1 full scholarship. Criteria considered included that the applicant not have received a scholarship in the past, and preferably that he/she was new in the position of Mayor. Full Scholarship: John Chavez, Metolius Pop 760 Partial Scholarships: Suzie Hibbert, Sodaville Pop 325 Nancy Diaz, Culver Pop 1410 Gerald Stanley, Yachats Pop 700 Jennifer Spurgeon, Weston Pop 700 Linda McCollum, Reedsport Pop 4154 Robert Baugh Jr., Aumsville Pop 3800 Kathi Simonetti, Coquille Pop 4300 One of the scholarship recipients, Mayor Stanley of Yachats indicated that he would not be able to attend the conference, so the partial scholarship was offered to Mayor Rick Olmsted of Donald Pop 979, who accepted and will be at the conference.

7 Date: July 24, 2017 From: To: Re: Jennifer Lewis, Member and Administrative Services Director OMA Board of Directors 2017 OMA Summer Conference Sponsorships The OMA Board anticipated receiving $9,000 in sponsorships for the 2017 Summer Conference. Board members went above and beyond in obtaining sponsorships, receiving a total of $15,500 in sponsorships for the conference. Of note, is that no single sponsor offered to specifically sponsor the student contest this year. Platinum Sponsors ($5,000) Hayden Homes Comcast Presidential Sponsor ($3,000) Walmart Sustaining Sponsor ($1,000) Attwell off Main Supporting Sponsor ($500) AKS Engineering Beery Elsner & Hammond Pride Disposal The following sponsors representatives plan to attend the conference. Hayden Watson, President, Hayden Homes Robert Watson, Principal, Hayden Homes Rick Thomas, Partner, Quinn Thomas Deborah Herron, Director of Public Affairs and Government Relations, Walmart Nike White, Associate, AKS Engineering Stacy Blanton, Asset Manager, Attwell off Main Tim Goodman, Government Affairs Director, Comcast Sarah Garrison, Government Affairs Director, Comcast Andrea Sargeant, Government Affairs Specialist, Comcast Kristin Leichner, President, Pride Disposal Company

8 OREGON MAYORS ASSOCIATION BUDGET STATUS REPORT June 2017 PROFIT & LOSS BUDGET VS ACTUAL INCOME Budget Actual 06/30/2017 Variance General Fund Beginning Cash Unrestricted 23, , Beginning Cash Scholarship Fund 3, , Membership Dues 21, , , Fall Workshop 4, , Mayor's Sponsors 9, , , Board Functions Scholarship Fund 1, , Silent Auction 2, , Summer Conference 25, , , Total Revenue and Beginning Cash 90, , , EXPENSE Cost of Conferences OMA Summer Hotel Catering 20, , Activity Fees 5, , Speakers Transportation 1, , Postage, Printing , Administration 9, , Conference Scholarships 2, , Silent Auction Host City 1, , Fall Workshop 1, , Other Sub Total Cost of Events 41, , , Operating Expenses Contingency 26, , Directory 3, , , LOC Services 9, , , Board Functions 2, , Mayor's Contest 2, , Miscellaneous Newsletter 2, , Postage 1, Supplies/Marketing 1, , Website 1, , Total Expense 90, , , Net Income Less Beginning Cash 27, , , Net Income including Beginning Cash , ,861.22

9 Election Process and Application 2018 OMA Board of Directors Nomination Process The OMA Board of Directors consists of the president, president-elect, immediate pastpresident and six directors who are active members of the association. In creating a proposed board slate for the membership s consideration, the OMA Nominating Committee gives due consideration to representation of all areas of the state and cities of all sizes. Elections take place at the OMA fall business meeting, which will take place at the Portland Double Tree on Thursday, September 28, The OMA Board is accepting applications from OMA-member mayors interested in serving as a director or president-elect. New Board members will join continuing members in January 2018 for a board retreat and meeting. The meeting date is set in September. The three-year term of office begins January Other meetings normally held throughout the year include one in April (usually via conference call) to discuss the summer conference, one in July during the summer conference, and in September the day prior to the OMA fall workshop and business meeting. How to Apply All candidates for an OMA Board position must return a completed application form (next page) to the OMA office by Thursday, August 3, The application is also available on the home page of the OMA website at The application provides the Nominating Committee with general background on all candidates for Board positions. If you have any questions, please contact Jennifer Lewis at jlewis@orcities.org or (503)

10 APPLICATION FORM 2018 OMA Board of Directors Submit by August 3, 2017, to: OMA Nominating Committee 1201 Court St. NE #200 Salem, OR Fax: (503) Name City Expiration of Term County City Population Please Indicate Position Sought (Director or President-Elect): Please Answer the Following Questions: Why are you interested in serving as a member of the OMA Board of Directors? Please describe your relevant public service experience including elected and appointed positions in local government. What do you see as the two or three most important challenges facing Oregon cities in the near future? And what should the OMA Board of Directors do to address those challenges? What contribution(s) can you bring to the OMA board of directors? In what ways have you been an active member of OMA?

11 2019 OMA Summer Conference Request for Proposal The Board of Directors of the Oregon Mayors Association invites you to submit your city as the location for the 2019 OMA Summer Conference. Approximately 125 people attend this three-day annual conference including mayors, spouses, guests, speakers, sponsors, state agency directors and staff. Please review the specifications then submit your application form by Friday, November 2, 2017 for consideration. Upon receipt of your application, LOC staff will contact the facility/facilities for specifics on pricing, logistics, transportation, etc. The 2018 OMA Board of Directors will review the applications that meet the criteria and make a final selection at their January 2018 board retreat. Conference dates: July or August 1-3 Lodging Accommodations A facility that can provide a block of 80 single or double occupancy sleeping rooms with private bath including a complimentary suite for the OMA President. Facility must be compliant with the Americans with Disabilities Act (ADA). Conference Meeting Space A facility with meeting space that can accommodate the following: General Session for 120 people set in half-rounds of 6 each. Meal function space that can accommodate 140 people at rounds of 8 or 10 each. Two breakout meeting rooms that can accommodate 50 people each set classroom-style. Facility must be compliant with the Americans with Disabilities Act (ADA). Entire facility must be non-smoking. Ideally the lodging accommodations and conference meeting space would be in the same facility. If the meeting space is in a separate location, please see the Transportation section below. Meals, Tours & Events Tell us about the special places in your city that attendees should see and where we can do meals, tours and/or events. The locations should be within easy walking distance of the hotel and/or meeting facility. If transportation is required, please see the Transportation section below. Transportation If the meeting space, meals, tours or events suggestions require transportation, those costs are factored into the registration price and may impact the affordability of your location in the selection process. If your city can assist in defraying the transportation costs or has sponsors who can help defray the costs, please indicate that ability on your application. Suggested Host City Contributions Welcome Gift Bags for Mayors (approximately 80 bags). Thursday Welcome Reception with food & beverage for 125 people. Other suggestions of things unique to your city that you d like to include.

12 2019 OMA Summer Conference Host City Application Form Please submit your completed Host City Application Form by Friday, November 2, 2017 to: Jenni Kistler, Project Coordinator League of Oregon Cities 1201 Court St. NE, Suite 200 Salem, OR Phone: Yes, our city would love to host the 2019 OMA Summer Conference! Mayor: City: Phone: Please complete the following conference information about your city. Lodging Accommodations Hotel Name: # of Guestrooms: Address: Phone: Web Site: Contact Person: Phone: Conference Meeting Space Same as above Facility Name: # of Meeting Rooms: Address: Phone: Web Site: Contact Person: Phone: Distance from lodging facility:

13 Meals, Tours & Events (Copy this page if you have additional locations to be considered) 1. Location: Address: Phone: Web Site: Contact Person: Phone: Brief description of location or tour idea: Transportation Required? Yes No City to Provide? Yes No 2. Location: Address: Phone: Web Site: Contact Person: Phone: Brief description of location or tour idea: 3. Transportation Required? Yes No City to Provide? Yes No 4. Location: Address: Phone: Web Site: Contact Person: Phone: Brief description of location or tour idea: Transportation Required? Yes No City to Provide? Yes No Suggested Host City Contributions Welcome Gift Bags for Mayors Yes, we can provide these. No, we re unable to provide. Thursday Welcome Reception Yes, we can sponsor. No, we can t sponsor this event. Other Suggestions (briefly describe):

14 Date: July 24, 2017 From: To: Re: Jennifer Lewis, Member and Administrative Services Director OMA Board of Directors If I Were Mayor Student Contest The OMA If I Were Mayor Student Contest is designed to get students thinking about community needs, public service and to come up with creative ways to solve issues in their cities. This year, seventeen mayors conducted their own local contest and submitted a total of 34 entries. This is the second year of declining participation. Last year twenty-five mayors held local contests and submitted 41 entries. Entries came from the following cities: Dallas, Dayton, Dundee, Echo, Elgin, Florence, Forest Grove, Happy Valley, Newberg, North Powder, Redmond, Scappoose, St. Helens, Sweet Home, Tigard, Veneta and Westfir. Judges for the statewide competition, Mayors Cape and Russell met at the League s offices and chose first, second and third place winners in each of the three categories. Elementary Schools; Posters 1 st Place Jesse Ledbetter, Elgin 2 nd Place Sydney Cassaro, Redmond 3 rd Place Brockton Thatcher, Forest Grove Middle Schools; Essays 1 st Place Ellaynah Brown, Echo 2 nd Place Zoe Opperman, Elgin 3 rd Place Abigail Rader, Tigard High School; Digital Media 1 st Place Claire Hansen, Forest Grove 2 nd Place Darby Ingram, North Powder 3 rd Place Cameron Rodriguez, Dayton The first place winners will attend the awards ceremony on Saturday to receive their prizes an ipad Air 2 tablet. Second place winners will receive a Kindle Voyage, which will be given to the mayors during the awards ceremony to present locally following the conference. Press releases will be sent to the area media of all first, second and third place winners. Certificates of recognition were sent to all students who did not win first or second place.

15 1201 Court St. NE #200, Salem, OR (503) July 27, 2017 TO: FROM: RE: Oregon Mayors George Endicott, Mayor, Redmond; 2017 OMA President Local and Statewide Student Contest Information The Oregon Mayors Association (OMA) is launching its annual If I Were Mayor, I Would student contest for the school year, and your participation is requested. Each mayor is encouraged to promote a local contest by the same name for the purpose of selecting one elementary poster finalist, one middle school essay finalist, and one high school digital media presentation finalist to be entered in the OMA statewide contest. The local contests may begin any time. For the second year, OMA is kicking off the contest earlier in the school year to give teachers more flexibility in incorporating the contest into their curricula. We encourage you to speak with your school district during the summer, so teachers can promote and incorporate the contest into their lessons. Winning entries from local contests are due to OMA by May 11, 2018 to be entered in the statewide contest. You may submit entries at any point prior to the May 11 deadline. Judging will take place in early to mid-june, and statewide winners and their mayors will be notified shortly after the judging takes place. First place winners and their parents will be invited to attend the awards luncheon held during the OMA Annual Conference in Florence July 26-28, where they will receive their prizes an Apple ipad Air 2 tablet! If funding is available for second-place prizes, the prizes will be given to mayor to present locally by the mayor following the conference. To help you get started, we are enclosing a contest information sheet as well as a sample student contest flyer and entry form. We will be sending these forms electronically to your city manager/administrator/recorder so they can be customized easily for your local contest. These documents are also available on the OMA website at The OMA Board has broadened the description of a mayor (see separate flyer) to better educate students about the mayor s responsibilities. Please direct your questions to Jennifer Lewis, at the League of Oregon Cities: jlewis@orcities.org or (503) I hope you will plan to participate in this year s student contest. Enclosures

16 CONTEST INFORMATION Don t let your city s students miss out on a FREE ipad Air 2! Plan to participate in the If I Were Mayor, I Would student contest, sponsored by the Oregon Mayors Association (OMA). Here s How It Works... Local Contests Each mayor promotes a local contest by the same name for the purpose of selecting one local winner in each of the three categories: Elementary School (grades 4-5) Poster Middle School (grades 6-8) Essay High School (grades 9-12) Digital Media Presentation (e.g., video, PowerPoint, Prezi, etc.) Identify local prizes to be awarded by the city and paid for by the city for the local winners. Examples: Cash award, savings bond or gift card Lunch with the mayor and/or shadow the mayor for a day Recognition/award for the winning student s teacher Article in local newspaper, city newsletter and/or city website It would be the city s responsibility to promote the local contest within the community, for example: In community newsletter In local newspapers Visiting the elementary, middle and high schools, perhaps discussing the role of the mayor At city council meetings At local service club meetings (Chamber, Rotary, etc.) Identify local sponsors for additional exposure and prizes One participating city reported receiving better quality submissions by providing suggested topics for entries. Another city encourages middle school teachers to use the essay contest as an English writing assignment. Local winning submissions may be ed or mailed (posters) by May 11, 2018 to: Jennifer Lewis, jlewis@orcities.org OMA, 1201 Court St. NE #200, Salem, OR Statewide Competition Local mayors will submit no more than one winner from each category grade school, middle school and high school (three total) to Jennifer Lewis at OMA by May 11, 2018 to be eligible for the statewide competition. Previous statewide winners may participate, but are not eligible to receive a prize in the same category (grade level) they have previously won in. Previous statewide winners are eligible to receive a prize in a new category. The local jurisdiction may use their discretion as to whether previous local winners are eligible to participate. A sample flyer and entry form will be sent electronically to each city s manager, administrator or recorder for local customization (e.g., local submission instructions and due date) and reproduction. Statewide winners will be selected by a committee of OMA members. Statewide winners and their mayors will be notified mid-june First-place statewide winners and their parent(s) will be recognized at an awards luncheon held during the OMA Annual Conference in Florence July 26-28, 2018, where they will receive their prizes an Apple ipad Air 2 tablet. Second-place winners are selected depending on funds available for prizes. Second-place prizes are traditionally presented locally by the mayor. First-place statewide winners will receive additional recognition: Press releases sent to their local media Acknowledgment in the OMA quarterly newsletter Acknowledgment on the OMA website ( Questions? Contact Jennifer Lewis at (503) or jlewis@orcities.org

17 If I Were Mayor, I Would Student Contest Sponsorship The Oregon Mayors Association (OMA) sponsors an annual statewide contest for students in grades 4 through 12 where students answer the question, If I Were Mayor, I Would... Mayors from cities across the state host local competitions, with the local winners advancing to a statewide competition. The contest is divided into three age categories: students in grades 4-5 create posters; students in grades 6-8 submit essays; and high school participants create digital media presentations (e.g., video, PowerPoint, Prezi, etc.). The statewide winners will be recognized and applauded by mayors from across the state during the OMA Annual Summer Conference on July 26-28, 2018 in Florence. This contest raises awareness and interest in city government among Oregon s youth. It is an excellent method of engaging youth as they explore the role of mayors and city government. Each year the judges are impressed with the creativity, insights and knowledge of the students. Attached is a copy of the contest rules and entry form. Sponsorship Opportunities: 1 st Place Prize Sponsor o Provide funding of $1,500 for 3 full-size ipad Air 2 tablets (64 GB, Wi-Fi). o The 1 st place sponsor would be invited to send a representative to attend the annual conference to assist the OMA president in presenting the awards to the contest winners, and the sponsor would be recognized in the OMA conference program and on sponsor signage at the conference. 2 nd Place Prize Sponsor o Provide funding of $600 for 3 Kindle Voyage (6, 300 dpi), or similar. o The 2 nd place sponsor would be recognized at the award presentation and in the OMA conference program and on sponsor signage at the conference. If your organization is interested in becoming a sponsor of the OMA Student Contest, please mark the sponsorship level above, fill in the blanks below, and submit this form to Jennifer Lewis, Oregon Mayors Association, jlewis@orcities.org fax (503) ; phone (503) Company Name: Company Address (incl. city, state, zip): Name of Contact Person: Phone: Title: