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DRAFT – Summary of 9/16/19 Board Meeting – New Direction (Revised 9/23/19)
Working Notes for Ad‐hoc Sub‐Committee
MAYORS AND COUNCILMEMBERS ASSOCIATION OF SONOMA COUNTY (SCMCA) Issues / Interests
Increase effectiveness and impact of Sonoma County cities in county, regional and state issues. Review and improve the decision making structure and business process of SCMCA to be more agile in responding to issues of concern or advocacy.
Improve the structure and focus of the meetings. Shift Board meetings to separate meeting date between General Membership meetings. Refine the purpose of each meeting. Allow all members to participate in the reception activities by not holding Board meeting at same time. Enhance programs/speakers with a focus on current priorities of cities at General Membership meetings. Provide greater consistency and reduce workload impact on Host City’s City Clerk by contracting out to an individual to serve as the Clerk to the organization. Will require minor contribution from each city (amount to be determined – rough estimate $2,000 per year).
Recommendations
1. Created Ad‐Hoc Committee
a. Mayors – Tom Schwedhelm ‐ Chair (Santa Rosa), Melanie Bagby (Cloverdale), Teresa Barrett (Petaluma), Neysa Hinton (Sebastopol)
b. City Manager – Cathy Capriola (Sonoma) and Damien O’Bid (Cotati) c. Scope
i. Draft a purpose statement
ii. Develop a 1‐page summary of changes and proposed vision iii. Hold a transition meeting in January with outgoing and incoming Mayors iv. Logistical Changes
1. Board Meetings (Mayors) – Hold separately from General Membership a. Gives time for thoughtful discussion on important issues b. Allow Mayors to participate in peer relationship building c. Focus is on business, decisions, formal actions
d. Meeting occurs between General Member meetings
i. Generally 2‐3 week prior to General Membership meetings, or as required e. Brief Board Meetings before General Membership – for City Selection Committee or SCMCA appointment votes
2. General Membership Meeting
a. Allow time for relationship building and social
b. Speakers to be focused on education and priority issues c. Limited Briefings of time sensitive or other items
v. Program / Speaker
1. Gather input from speakers in October/November; submit to Mayors; committee of Mayors and City Managers to review and recommend speaker programming.
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2. Host City for the year will also organize the speakers once programming of topics is finalized.
2. Mayors to discuss with City Councils
a. Draft purpose statement
b. Summary of proposed changes
c. Top priorities for speakers / programs
d. Financial contribution from each City for staff assistance (example ‐ $2,000 per City for 2019)
3. Next Steps
a. Review proposed changes with the full Board at the next General Membership meeting, and report out at General Membership meeting
b. Next Ad Hoc Meeting
i. Job description and recruitment for contract Clerk
ii. Possibly start by‐law revisions
c. Future (with contract Clerk onboard)
i. Finalize revised by‐laws