EXHIBIT B
MAYORS & COUNCIL MEMBERS
ASSOCIATION OF SONOMA COUNTY CLERK
NEED TO WRAP THIS IN A CONTRACT AGREEMENT
WITNESSETH
WHEREAS, the Mayors’ and Councilmembers’ Association (MCA) of Sonoma County is comprised of the Mayors and Councilmembers of the incorporated cities in the county of Sonoma; and
WHEREAS, the MCA Board of Directors (Board), consisting of Mayors of each member city, meets monthly, or holds special meetings more frequently as needed; and WHEREAS, the MCA General Membership meets every other month (February, April June, August and October), and consists of elected officials from all member cities; and WHEREAS, the MCA General Membership meetings typically rotate alphabetically, with the Host City responsible for locating a meeting venue and coordinating food service, with the Board developing the informational program for the meetings that the Clerk coordinates; and
WHEREAS, the MCA General Membership is desirous of securing certain professional services in order to carry out the purposes of the MCA, consisting of membership from all nine (9) cities in Sonoma County; and
WHEREAS, the Chair City of the MCA rotates through member cities alphabetically; and
WHEREAS, the MCA desires an independent contractor to provide Clerk services to the MCA consisting of but not limited to the following further described in Exhibit 1 attached hereto:
1. Preparation of the meeting agendas, meeting minutes, and resolutions.
2. Manage the date, time and location of MCA meetings,
3. Dissemination of information, and correspondence and
4. Coordination with the annually rotating Chair City and the Host Cities to provide professional, efficient and consistent management of the MCA so that Sonoma County cities can effectively coordinate on issues of joint interest; and WHEREAS, the City of XXXXX (Fiscal Agent) has agreed to serve as the fiscal agent for the MCA and will be responsible for invoicing cities on an annual basis for the cost of providing Clerk services based on the scope and annual budget approved by the MCA Board of Directors.
WHEREAS, in recognition of the in-lieu contributions to manage the Contractor and act as .the Fiscal Agent, the City of XXX will receive a 50% discount on the annual costs under this agreement; and
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WHEREAS, the Contractor is organized and equipped for the purpose of providing such professional services.
PROPOSED FUTURE MOTION ACTION OF THE MCA GENERAL MEMBERSHIP,
CONCURRENT WITH OR IN ADVANCE OF BY-LAW AMENDMENTS
The Mayors & Councilmembers Association of Sonoma County (MCA) hereby:
1. Approves the Scope of Services for an Association Clerk (Exhibit 1).
2. Approves a budget of $XXXXXX for Year 1.
3. Authorizes the Board of Directors to work with the Fiscal Agent to select a contract Association Clerk.
4. Authorizes the designation of the City of X as the Fiscal Agent.
BE IT FURTHER RESOLVED that the MCA authorizes the Fiscal Agent to bill each city for the agreed upon cost share for Clerk services. 3 | P a g e
EXHIBIT 1
SCOPE OF SERVICES
1. The Association Clerk (Contractor) shall perform the following activities and services:
a. Serve as the Clerk of the MCA, including:
• Updating the MCA Handbook as needed, but no less than annually. • Drafting meeting agendas for review by the Chair City; and • Publishing approved agendas in accordance with the Ralph M. Brown Act.
• Clerking MCA meetings, including any subcommittee meetings; and • Keeping good and sufficient record of the proceedings through preparation of meeting minutes and resolutions.
• Distribute information of common interest to the MCA, as directed by any of the member cities.
• Track MCA appointments and vacancies and put out requests for nominations as vacancies occur or in advance of terms expiring.
Provide cities sufficient time in advance of the MCA Board meetings to agendize and discuss applicants.
b. Coordinate with the County Clerk and Chair City for City Selection Committee meetings, including:
• Publishing agendas in accordance with the requirements of Government Code §50270-50279.2.
• To track City Selection Committee appointments and vacancies of regional agencies and put out requests for nominations as vacancies occur or in advance of terms expiring. Provide cities sufficient time in advance of the City Selection Committee meetings to agendize and discuss applicants.
c. Coordinate with the League of California Cities North Bay Representative, who serves as Secretary of the MCA Legislative Committee, to ensure regular updates to the Board and MCA membership; and
d. Receive direction from the MCA Board on presentation programs for the MCA meetings and work with the Chair City to identify potential speakers to fulfill the program direction. Coordinate with and arrange for the speakers to present at MCA meetings. Coordinate with the Host City to ensure the venue has sufficient A/V equipment for the presenter, and other duties as needed to effectively coordinate the presenter logistics.
e. Coordinate with Host City to obtain the date/time, venue location, menu, cost and related information from the Host City. Distribute this information to MCA cities via an online event platform capable of taking member reservations, food orders, collect payments and provide timely confirmation of Commented [DO1]: Not sure what we call Nancy
Hall Bennet?
Commented [JK2R2]: Not really relevant to this
doc, but in AlCo the League rep had a slot on every
agenda for legislative updates.
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totals with Host City prior to the meeting. Within 30 days of the meeting, remit payments collected to the Host City.
f. Maintain and consistently update the MCA website to host meeting materials, provide a platform for MCA coordination, and generally host MCA information. • Retain digital files of all matters related to the MCA and post meeting agendas, and related documents, and business meeting minutes, resolutions, and position/comment letters on the MCA website for public access.
g. No later than February of each year, in coordination with the City of XXXXX, prepare and present any proposed changes to this agreement to the MCA Board. h. Maintain files for all reports, correspondence, and other business of the MCA.
i. Perform such other duties as the MCA Board may from time to time direct.
OTHER CONTRACT TERMS AND CONDITIONS
Term: The initial term of this agreement shall be five (5) years, renewable in 5-year increments by the MCA Board.
Costs: $XXXX/year, with a CPI escalator of X%. Contractor shall also receive an automobile allowance of XXX per month. Contractor shall also be reimbursed for out-of-pocket expenses incurred on behalf of the MCA.
Billing: Contractor shall bill the Fiscal Agent monthly.