OMA Board of Directors Retreat - oregonmayors.org · Jeff Gowing, Director ‐ Present ... members as honorary members Mayor Jenifer Spurgeon, Phil Hauck, Sandra Larsen. The motion

OMA Board of Directors Retreat

April 17, 2020 | 9:00 am – 11:00 am

1201 Court St. NE Suite 200, Salem, OR 97301

Via Conference line 800‐504‐8071 Code 8410998#

AGENDA

A. Welcome & Roll Call (Steve Callaway) ……………………………………………………………………1

B. Consent Calendar* (Steve Callaway) ………………………………………………………………………

1. Minutes of the February 27, 2020 Board of Directors Meeting ……………………….2

2. Minutes of the September 29, 2020 Board of Directors Meeting........................9

3. Membership Report for 2020..............................................................................12

4. Financial Report ..................................................................................................13

C. Appointment of Board Position (Steve Callaway)

1. Mayor Jason Snider, City of Tigard......................................................................15

2. Mayor Kyle Palmer, City of Silverton...................................................................16

3. Mayor Riley Hill, City of Ontario..........................................................................17

4. Mayor Bill Carlson, City of Merrill.......................................................................18

5. Mayor, Carol Maclnnes, City of Fossil..................................................................19

6. Mayor James Trett, City of Detroit.......................................................................20

D. Quarter Two Newsletter Assignments (Jon Steiner & Kelly Richardson) …………......21

E. Mayors Nominating Committee Update (Keith Mays)...........................................

F. Conference Committee Updates

1. Summer Conference Updates (Steve Callaway)................................................22

2. Student Contest Committee ...........................................................................28

G. Other Business (Steve Callaway) ……………………………………….………………………………………

H. Adjournment (Steve Callaway) …………………………………….……………………………………………

*Agenda items denoted with an asterisk indicate a motion is recommended. The sample motion will appear in the agenda item’s associated materials.

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Page 1 of 7 OMA Board Meeting 2/27/2020

OMA Board of Directors February 27, 2020 9:03 am – 1:28 pm

Independence Civic Center │ 555 Main Street, Room B, Independence, OR 97351

MINUTES Voting Board Members:

Steve Callaway, President ‐ Present Beth Wytoski, Vice President – Present Brian Dalton, Past President ‐ Present Allan Duffy, Director ‐ Present

Jeff Gowing, Director ‐ Present Christine Lundberg, Director ‐ Present W. John Moore, Director ‐ Present Hank Williams, Director ‐ Present

Staff: Executive Director, Mike Cully ‐ Present

Jon Steiner – Not Required Mark Gharst – Not Required Jayme Hafner – Not Required Jamie Johnson‐Davis – Not Required Jenna Jones – Not Required Jim McCauley – Not Required Patty Mulvihill ‐ Present

Ariel Nelson – Not Required Julie Oke – Not Required Pierre Robert – Not Required Kevin Toon – Not Required Lisa Trevino – Not Required Kelly Richardson ‐ Present

Other: Rodger Craddock, Coos Bay A. Welcome and Pledge of Allegiance 9:03 am President Steve Callaway called the meeting of February 27, 2020 to order at 9:03 am and asked everyone to stand for the pledge of allegiance. B. Consent Calendar 9:32 am

It was moved by Director Moore and seconded by Director Gowing to approve the consent agenda as presented. The motion passed unanimously (8 Yes [Callaway, Wytoski, Dalton, Duffy, Gowing, Lundberg, Moore, Williams, ________], 0 No, 0 Abstain,

C. Vacant Board Position Appointment

President Callaway informed the Board of the sorrowful loss of Mayor Spurgeon and asked staff to send some flowers addressed from the Board.


President Callaway and the Directors discussed the applications received which were from the following regions; 2, 3, 5, 7. The discussion went on briefly and was decided to

post the open director position again because everyone thought it should be from either Region 11 or a similar region in size or area.

D. Committee Appointments President Nebel and the Board discussed briefly the membership applications that were submitted and then Nebel read off the assignments;

Conference Planning Mayor’s Leadership Nominating Student Contest

Chair, Callaway

Allan Duffy Keith Mays John Moore

Cec Koontz

Hank Williams

Beth Wytoski Allan Duffy

Christine Lundberg

Gerry Schirado Rod Cross Eric Swenson

Jason Snider

Jeff Gowing Brian Dalton Steve Callaway

Beth Wytoski

Christine Lundberg Carol Macinnes Teri Lenahan

Scott Hill

It was moved by VP. Wytoski and seconded by Director Gowing to approve the consent agenda as presented. The motion passed unanimously (8 Yes [Callaway, Wytoski, Dalton, Duffy, Gowing, Lundberg, Moore, Williams, ________], 0 No, 0 Abstain,

E. 2020 OMA Summer Conference 10:04 am The Board discussed the validity of the surveys and the accuracy of the information collected. The Board discussed a variety of delivery methods for the best results moving forward. Included in the discussion were incentive ideas to complete the surveys. The Board briefly discussed the importance of participation and involvement needed from the smaller cities and the importance of mentoring and including the smaller cities. Various mentoring ideas were discussed amongst the board.

F. 2020 OMA Membership President Callaway discussed with the Board and staff the measures taken to reach out to membership and to make sure applications and possibly membership was started prior to payment. The Board all agreed membership should not be held hostage to payment. Members of staff explained that payment is an important step in the process. It was also pointed out that part of the issue is the renewal forms come to the city not to the member in some


circumstances and then because of delivery is delayed. Following the discussion everyone agreed notices sent out on the list‐serve would be helpful.

Callaway informed the Board that he felt some sort of recognition for new members at conference to identify who might need help would be nice. Staff was asked to follow up on these items;

1. Send out a reminder if needed to encourage membership renewal. 2. At the April 17th Board meeting a report needs to be done to show which Mayors remain

unregistered. 3. Any new OMA member in 2020 to receive special recognition at conference.

It was moved by Director Williams and seconded by Director Moore to approve the following members as honorary members Mayor Jenifer Spurgeon, Phil Hauck, Sandra Larsen. The motion passed unanimously (8 Yes [Callaway, Wytoski, Dalton, Duffy, Gowing, Lundberg, Moore, Williams, ________], 0 No, 0 Abstain,

G. 2020 Meeting Dates President Callaway informed the board that he and Patty Mulvihill had looked at the space and surrounding area and found that space would be limited for a full dinner location. The Board asked staff to investigate it even if it was just a bar location to meet and have refreshments and snacks, where they could mingle and collaborate. There was no discussion amongst the Board to change meeting dates. Break for lunch at 11:24 am H. Quarterly Newsletters General Counsel Mulvihill presented the Board with two items that President Callaway had hoped to achieve with the newsletter in 2020.

1. Identify cities to spotlight in the Newsletter who have not yet been spotlighted (a list of cities previously spotlighted is attached to this Memorandum); and

2. Include articles that contain a human-interest feature or have a policy/legislative focus – with all such articles including the perspective of or quotes from Oregon mayors. Mulvihill explained in preparation of the attached storyboards that she had attempted to capture the request made of President Callaway. Mulvihill goes on to explain the storyboards are very much a draft and work in process for the Board and staff to work in conjunction.


I. Update on OMA Website General Counsel Mulvihill explained to the Board unfortunately the new website has

been delayed. J. List‐serve General Counsel Mulvihill informed the Board that the list‐serve is working very successfully, however to date Mulvihill is unable to find a use policy. After a brief discussion it was decided by members of the Board and discussion with staff, that the only time staff would address something is if asked and or some type of informational email that needed to go out. K. 2020 OMA Fall Workshop President Callaway presented an overview of what is expected which included topics that were previously discussed. Callaway asked the Board for suggestions. Mayor Dalton suggested something on COVID‐19 and how it affects the public. The Board discussed the probability of this subject, the effects, issues, leadership and it was decided it may be too late in the year since this is in full swing right now. They all agreed emergency preparedness and accurate information sources was a good idea as far as a break‐out session. L. 2020 Cascadia Workshops Mayor Callaway gave a brief overview. General Counsel Mulvihill had a lot of logistical questions which she discussed with the Board and following that discussion the Board agreed that this shouldn’t be rushed, and the board would look at this topic for next year. Mayor Dalton would get in touch with Kelly, Projects Coordinator‐Affiliates and research the subject with her. Email and information would go through Kelly to gather and organize the information. M. 2020 OMA Proposed Budget General Counsel Mulvihill presents the budget and explained the differences from 2019 to

2020 of this year. The largest difference this year is due to sponsorship dollars that your organization procured in 2019.

LOC staff is proposing the following changes from the adopted 2019 Budget:

1. Fall Workshop Income. Given that OMA budgeted $5,500 for its Fall Workshop revenues in 2019 but actually received $6,075, LOC staff recommend the 2020 budget estimate the revenue at $6,100.

2. OMA Summer Conference Administration. In 2019, OMA budgeted $9,000 for the administration of the Summer Conference, but in both 2018 and 2019, the actual expenditure was $3,379 and $4,379 respectively. LOC staff believes budgeting $9,000 again seems excessive; however, we still recommend budgeting conservatively. To that end, LOC recommends OMA budget $5,000 in administration expenses for the OMA Summer Conference.


3. Operating Expenses – LOC Services. LOC is recommending that OMA and LOC enter into a contract for LOC’s provision of affiliate management services. The recommendation is that instead of paying LOC an hourly rate for all professional staff time, OMA instead pay LOC a flat fee of $25,000. To that end, assuming the contract is approved by the OMA Board of Directors, LOC recommends this line in the budget be set at $25,000.

4. Operating Expenses – Miscellaneous. With the OMA Board meeting in Independence in February and in Hillsboro in April, there will be expenses for mileage and hotel accommodations. There is not currently a line associated with Board travel. To cover the anticipated costs in expenses like these, LOC staff recommends increasing the Miscellaneous line to $4,000.

5. Operating Expenses – Website. With the new website, LOC recommends the budget line be increased to $7,500 to ensure it can be properly maintained in accordance with the contract.

6. Operating Expenses – Listserv. If the proposed contract between LOC and OMA is adopted by the Board, the contract calls for OMA to pay LOC $750 per year to manage the listserv, as such you will see that dollar amount reflected in the proposed budget.

7. Operating Expenses – Workshops. If OMA wants to provide Cascadia Workshops across the state, the budget needs to allow for the expenses associated therewith. Given the unknowns surrounding such workshops (amount, locations, fees, etc.), LOC has proposed a budget of $10,000. LOC estimates this amount will cover the cost of two OMA representatives attending the workshop, coffee service, light snacks, and the events being hosted in facilities that do not charge a fee for use. If the Board wishes to provide a higher level of service or cover the cost of more OMA representatives attending the workshops, this number may need to be increased.

8. Scholarship Fund. Last year OMA increased the number of scholarships it provided, and the money allocated was exhausted. The results from the most recent OMA survey indicate that several people who do not attend a conference make that decision because they cannot afford to attend the conference. Based on conversations that occurred during prior Conference Planning Committee meetings, and given the fiscal health of OMA, LOC staff recommends the scholarship funding once again be increased – the recommendation is to allocate $15,000 in total scholarship funds for calendar year 2020.


It was moved by Director Moore and seconded by Director Duffy to approve and adopt the 2020 OMA budget as proposed by LOC staff. The motion passed unanimously (8 Yes

[Callaway, Wytoski, Dalton, Duffy, Gowing, Lundberg, Moore, Williams, ________], 0 No, 0 Abstain.

N. 2021 OMA Summer Conference

Mulvihill presented an overview from the three Cities that responded and following a brief discussion the Board decided as follows;

It was moved by Director Duffy and seconded by Director Gowing to approve the City of Newport for the OMA Summer Conference 2021. The motion passed unanimously (8 Yes [Callaway, Wytoski, Dalton, Duffy, Gowing, Lundberg, Moore, Williams, ________], 0 No, 0 Abstain.

O. Constitution, Bylaws & Policies Update

Mulvihill gives a brief overview to the Board and points out several changes which are outlined in the memo provided in the Board packet on page 132.

It was moved by Director Dalton and seconded by Director Moore to support the proposed changes of Constitution; Bylaws & Policies as presented, and further move that the amendments be brought before the full OMA membership for a vote at the next annual meeting. The motion passed unanimously (8 Yes [Callaway, Wytoski, Dalton, Evans, Duffy, Gowing, Lundberg, Moore, Williams, ________], 0 No, 0 Abstain.

It was moved by Director Dalton and seconded by Director Duffy to approve Board Policies as proposed by the Constitution and Bylaws Committee. The motion passed unanimously (8 Yes [Callaway, Wytoski, Dalton, Duffy, Gowing, Lundberg, Moore, Williams, ________], 0 No, 0 Abstain.

P. OMA & LOC Contract

It was moved by Immediate Past President Dalton and seconded by Director Gowing to approve the contract proposal between OMA and LOC wherein LOC will provide OMA with affiliate management services, and further direct the OMA President to execute the contract on behalf of the organization. The motion passed unanimously (8 Yes [Callaway, Wytoski, Dalton, Duffy, Gowing, Lundberg, Moore, Williams, ________], 0 No, 0 Abstain.

Q. Other Business


President Callaway presented and email to the Board from John Clymer regarding the elimination of Keizer baseball. Following a brief discussion from the Board on various

other opportunities and situations closely related to this subject it was decided by the Board to have the Executive Director and President Callaway work together on a support letter.

R. Adjournment

President Steve Callaway adjourned the February 27, 2020 meeting at 1:28 pm. APPROVED by the Oregon Mayors Association Board of Directors on February 27, 2020. ATTEST: Mike Cully, Executive Director Steve Callaway, President

Oregon Mayors Association

Board Meeting September 25, 2019 | 2:15 pm – 3:22 pm | Riverhouse on the Deschutes

MINUTES

Board Members: Brian Dalton, President

Steve Callaway, President‐Elect

John Cook, Past President

Allan Duffy, Director

Christine Lundberg, Director

Jennifer McClure Spurgeon, Director

Hank Williams, Director

Beth Wytoski, Director

Staff: Mike Cully, Executive Director, League of Oregon Cities (arrived at 2:02 pm)

Megan George, Operations Director, League of Oregon Cities

Other: Jake Boone, Vice President, LOC

Mike Nelson, NLC

Absent:

A. Welcome and Roll Call 2:15 pm

President Brian Dalton called the meeting to order at 2:15 pm.

B. Consent Calendar 2:15 pm

It was moved by John Cook and seconded by Steve Callaway to approve the consent calendar as

presented. The motion passed unanimously (8 Yes [Callaway, Cook, Dalton, Duffy, Lundberg, Spurgeon,

Williams and Wytoski], 0 No, 0 Abstain, 0 Absent and 1 Vacancy).

C. Committee Updates 2:17 pm

Conference Planning Committee

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Brian Dalton referred board members to page nine of the agenda packet and summarized the contents.

The committee met five times and will meet again in November. We had higher revenue as a result of

sponsors, although slightly smaller attendance.

Student Contest Selection Committee

Megan George reported that there were no updates for this committee.

Nominating Committee

John Cook referred board members to page 12 of the agenda packet and summarized the contents. This

year, the board asked all candidates that were not recommended by the committee to consider serving

on one of OMA’s committees.

It was moved by Steve Callaway and seconded by Christine Lundberg to forward the slate of candidates

(see below), as recommended by the OMA Nominating Committee, to the membership for election. The

motion passed unanimously (8 Yes [Callaway, Cook, Dalton, Duffy, Lundberg, Spurgeon, Williams and

Wytoski], 0 No, 0 Abstain, 0 Absent and 1 Vacancy).

President‐Elect – Beth Wytoski, Dayton

Director (2022) – Allan Duffy, Elgin

Director (2021) – Jeff Gowing, Cottage Grove

Director (2020) – W. John Moore, Yachats

Leadership Awards Review Committee

Megan George reported that there were no updates for this committee.

Constitution and Bylaws Committee

John Cook shared that the committee had met to review their priorities in updating the governing

documents and plans to meet again in October. The goal is to have drafts of the contract and revised

governing documents by the board retreat in January/February.

Website and Listserv Committee

The audio recorder started at 2:27 pm.

Megan George referred board members to page 10 of the agenda packet and summarized the contents.

The listserv is now up and running and the committee is working to identify a website developer before

the end of the calendar year.

Ad Hoc Membership Committee

Brian Dalton reported that membership in the OMA has increased to 211 this past year, surpassing the

board’s goal of 200 members. He would like for the board to prioritize retaining these members into the

coming years.

D. Conference Cancellation Policy 2:42 pm

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It was moved by John Cook and seconded by Jennifer Spurgeon to approve the cancellation policy as

presented. The motion passed unanimously (8 Yes [Callaway, Cook, Dalton, Duffy, Lundberg, Spurgeon,

Williams and Wytoski], 0 No, 0 Abstain, 0 Absent and 1 Vacancy).

E. 2020 OMA Board Meeting Calendar 2:43 pm

The board identified the following two dates/times for their first meetings in 2020.

Friday, January 17th from 9:00 am – 2:00 pm in Salem; and

Friday, April 17th from 9:00 am – 11:00 am in Hillsboro.

F. Other Business 2:51 pm

Brian Dalton introduced Mike Nelson from the National League of Cities (NLC). Mike Nelson shared that

the 2109 priorities for the NLC were affordable housing, resiliency and climate change. In 2020, NLC will

be focusing on putting together a presidential taskforce to build relationships, regardless of who is

elected to office. Two representatives from Oregon will serve on this group. Mike Cully shared that he

felt NLC was a great partner to the LOC and encouraged the OMA to consider engaging with NLC

directly.

Brian Dalton shared that members of the OMA met with the Governor early in 2019 to discuss career

technical education (CTE). He met with the Governor again last week. He would like to meet quarterly

with the Governor.

G. Adjournment 3:22 pm

President Brian Dalton adjourned the meeting at 3:22 pm.

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S T R E N G T H I N U N I T Y

1 2 0 1 Cou r t S t . N E #2 0 0 ▪ S A L E M, O RE G O N 9 7 30 1 ▪ 5 03 . 58 8. 65 5 0 ▪ 1 . 8 0 0. 4 5 2 . 0 3 38

TO: OMA BOARD OF DIRECTORS

FROM: KELLY RICHARDSON, LOC STAFF LIASON

SUBJECT: MEMBERSHIP REPORT 2020

DATE: APRIL 14, 2020

CC: JON STEINER

Since 2014 the overall picture of membership has seen both highs and lows. In 2019 in April

numbers were at 144 which is lower than in April of 2020. Overall membership in August of 2019

the numbers grew to 209 total members at a steady rate. With pandemic issues this year we

could see a deficit as funds grow scarce. I have been told by LOC staff, however there are

membership applications that have not been entered as of this date, which brings the total to 166

if all of them pay their membership dues.

2014 182

2015 171 2016 169 2017 186 2018 183 2019 144 2020 158

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Accrual Basis Tuesday, April 14, 2020 08:10 AM GMT-07:00 1/2

Oregon Mayors AssociationBUDGET VS. ACTUALS: CY_2020 - FY20 P&L

January - March, 2020

TOTAL

ACTUAL BUDGET REMAINING

Income

4-4001 Membership Dues 19,272.00 22,000.00 2,728.00

4-4660 Silent Auction 2,700.00 2,700.00

4-4753 Fall Workshop 5,500.00 5,500.00

4-4754 Summer Conference 25,000.00 25,000.00

4-4760 Mayor's Sponsors 12,000.00 12,000.00

General Fund

4-4755 Scholarship Fund 1,200.00 1,200.00

Beginning Cash 91,113.00 91,113.00

Beginning Scholarship Fund 10,432.00 10,432.00

Total General Fund 102,745.00 102,745.00

Total Income $19,272.00 $169,945.00 $150,673.00

GROSS PROFIT $19,272.00 $169,945.00 $150,673.00

Expenses

4-5000 Cost of Events

4-5301 OMA Summer Conference

4-5302 Administration 9,000.00 9,000.00

4-5304 Activity Fees 800.00 800.00

4-5307 Hotel-Catering 21,800.00 21,800.00

4-5310 Postage / Printing 1,200.00 1,200.00

4-5313 Speakers 5,000.00 5,000.00

4-5318 Transportation 500.00 500.00

4-5390 Conference Scholarships 5,000.00 5,000.00

Total 4-5301 OMA Summer Conference 43,300.00 43,300.00

4-5400 Fall Workshop 5,000.00 5,000.00

4-5401 Speakers Fall Workshop 5,000.00 5,000.00

Total 4-5000 Cost of Events 53,300.00 53,300.00

4-6000 Operating Expenses

4-6010 Copy, Fax, Printing 100.00 100.00

4-6013 Directory 3,000.00 3,000.00

4-6017 LOC Services 10,000.00 10,000.00

4-6018 Mayor's Board Expense 2,500.00 2,500.00

4-6023 Mayor's Contest 3,850.00 3,850.00

4-6025 Miscellaneous 600.00 600.00

4-6028 Newsletter 2,500.00 2,500.00

4-6030 Postage 1,000.00 1,000.00

4-6033 Supplies / Marketing 1,000.00 1,000.00

4-6040 WEB 4,100.00 7,500.00 3,400.00

4-6041 Listserv 2,000.00 2,000.00

4-6050 Contingency 82,595.00 82,595.00

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Accrual Basis Tuesday, April 14, 2020 08:10 AM GMT-07:00 2/2

TOTAL

ACTUAL BUDGET REMAINING

Total 4-6000 Operating Expenses 4,100.00 116,645.00 112,545.00

Total Expenses $4,100.00 $169,945.00 $165,845.00

NET OPERATING INCOME $15,172.00 $0.00 $ -15,172.00

NET INCOME $15,172.00 $0.00 $ -15,172.00

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APPLICATION FORM 2020 OMA Board Director Vacancy

Name _______________________________________ City ___________________________________________

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?

Submit by March 20, 2020, to:

OMA Board

1201 Court St. NE #200

Salem, OR 97301

[email protected]

Kyle Palmer Silverton

I believe that our organization plays a vital role in the shaping of governance throughout the state. I am drawn within our community and beyond to opportunities to serve in a leadership capacity - this would be another exciting avenue to explore doing so.

Silverton City Council 2005-2012; 2015-Feb 2017. Appointed Mayor in Feb of 2017 and re-elected in 2018. Service on our budget committee, Urban Renewal Agency Board, chair of our Tourism Promotion Committee, former Parks and Rec Task Force, Homelessness Task Force, Affordable Housing Task Force. Chair of the Silver Falls School District Bond Advisory Committe from 2007-2010 overseeing completion of Silverton High School.

Infrastructure needs and costs. Always.HomelessnessAffordable HousingThe OMA can take the lead on Homelessness and Housing by 1. Talking about the issues and 2. Showcasing successes of some communities in Oregon for the good of the rest of our state.

As a manager/leader by profession and as a volunteer, I have exceptional listening skills and can effectively participate in/help lead collective discussion on any issue respectfully and thoroughly. I also work extensively with the next generations' leaders and understand how to evolve our "historical" thinking to better suit the future.

Attendance at OMA conference (though recently it's been in conflict with a huge community festival that my Rotary Club puts on. Starting this year, I'm "retired" from those duties after 18 years. Participation in the "If I Were Mayor, I Would......" contest. We applied unsuccessfully to host the 2021 OMA conference and will plan to try again for 2022.

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APPLICATION FORM 2020 OMA Board Director Vacancy

Name _______________________________________ City ___________________________________________

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?

Submit by March 20, 2020, to:

OMA Board

1201 Court St. NE #200

Salem, OR 97301

[email protected]

mailto:[email protected]

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Quarter 2 – June 2020 OMA

Articles Due by June 15, 2020. Publication Date is June 30, 2020.

A. Articles in Each Issue

Topic Writer Completed

Message from the President Mayor Steve Callaway

City Spotlight City of Hermiston

Calendar of Events Kelly Richardson

Listserv. Reminder to use and summary of main topics

discussed this quarter.

Kelly Richardson

Trivia Question Kelly Richardson

Crossword Puzzle Kelly Richardson

B. Reminders in This Issue


Save the Date – OMA Conference

Kelly Richardson

Summer Conference Scholarships

Kelly Richardson

Mayor’s Leadership Awards Kelly Richardson

Board Applications for 2021 Kelly Richardson

Save the Date – OMA Fall Workshop

Kelly Richardson

C. Articles for this Specific Edition


OMA Summer Conference Program (Draft Acceptable)

Kelly Richardson

OMA Summer Conference Hotel Information

Kelly Richardson

Importance of Local Newspapers & Local

Journalism

Mayor Steve Callaway

How Cities Responded to COVID – Experiences of Mayors

Beth Wytoski volunteered

Olympic Track Trials in Eugene & Springfield (or

impact of them being cancelled)

Municipal Budgets

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OMA 2020 Conference Planning Timeline FEBRUARY

2/08 Session topic proposals DUE from membership 2/27 OMA Board of Directors meeting – Planning Committee assigned 2/22 Sponsorships announced

APRIL

4/3 Leadership Awards announced 4/17 OMA Board of Directors meeting End of Conference Planning Committee Meeting End of Save‐the‐Date electronically distributed with scholarship information

MAY

TBD Summer Conference Planning Committee Meeting Mid SESSION LEADS: Titles & Descriptions DUE 5/22 Nominations for leadership awards DUE 5/25 Summer Conference registration opens 5/28 SESSION LEADS: Speakers DUE

JUNE

6/1 Scholarship applications DUE 6/5 “If I Were Mayor” local winning submissions DUE to OMA TBD Student Contest Selection Committee Meeting at LOC offices TBD Summer Conference Planning Committee Meeting to select scholarship recipients, etc. 6/15 “If I Were Mayor” statewide winners announced TBD Leadership Awards Committee Conference Call 6/22 Scholarship recipients notified of award TBD Summer Conference Planning Committee Meeting

JULY

7/3 Sponsorships DUE 7/10 SESSION LEADS: A/V Needs DUE 7/15 Fall Workshop registration open 7/16 Summer Conference Hotel reservations cut‐off 7/20 SESSION LEADS: Handouts, PowerPoints, etc. DUE 7/23 Last day for cancellations with refund

AUGUST

8/6‐8 Summer Conference 8/8 Leadership Awards announced at Awards Dinner 8/19 Conference evaluations distributed electronically

SEPTEMBER

9/30 OMA Q3 Newsletter recognizes summer conference sponsors

OCTOBER

10/15 Fall Workshop 10/29 Fall Workshop evaluations distributed electronically

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Oregon Mayors Association

Summer Conference Program August 6‐8, 2020 The Mill Casino

THURSDAY, AUGUST 6 11:00 a.m. – 3:00 p.m. Golf 1:00 p.m. – 5:00 p.m. Registration (The Mill Casino) 2:00 p.m. - 4:00 p.m. City Tour: TBD 3:30 p.m. – 4:30 p.m. OMA Board Meeting (The Mill Casino) 4:30 p.m. – 5:30 p.m. Newcomers Orientation 5:30 p.m. - 7:30 p.m. Get-Acquainted Reception & Silent Auction

Mayors, spouses and guests are invited for a welcome reception and to participate in our annual fund-raiser auction – bring your auction items directly to the reception. This silent auction will feature gift baskets brought by mayors from all over the state. Sixty percent of the funds raised go to the host city mayor’s designated charity and 40 percent goes to the OMA scholarship fund.

7:30 p.m. Dinner on your own 8:30 p.m. - 10:30 p.m. President’s Welcome Reception

Enjoy a nightcap and bring the evening to a close in the company of friends.

FRIDAY, AUGUST 7 7:00 a.m. Registration Opens (The Mill Casino) 7:00 a.m. - 8:00 a.m. Continental Breakfast (The Mill Casino) 8:00 a.m. – 8:30 a.m. Opening Ceremonies (The Mill Casino)

Presider: Mayor Steve Callaway, Hillsboro; OMA President Color Guard: TBD National Anthem: TBD Invocation: TBD Welcome: TBD 8:30 a.m. – 9:45 a.m. Breakout Session - TBD (The Mill Casino) 9:45 a.m. - 10:00 a.m. Networking Break (The Mill Casino) 10:00 a.m. - 12:00 p.m. State Agency Directors Forum (The Mill Casino)

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This is your opportunity to meet with directors and staff of Oregon’s state agencies and Regional Solutions team members in one place. Come with your questions.

12:00 p.m. - 1:15 p.m. Networking Lunch (The Mill Casino) 1:15 p.m. - 2:45 p.m. General Session OR Breakout Sessions (max of 2) (The Mill Casino)

TBD 2:45 p.m. - 3:00 p.m. Networking Break (The Mill Casino) 3:00 – 5:00 p.m. City Tour: TBD

5:30 p.m. – 10:00 p.m. Opportunity for City Hosted Special Event AND/OR Dinner on Your Own SATURDAY, AUGUST 3 7:00 a.m. - 8:00 a.m. Continental Breakfast (The Mill Casino) 8:00 a.m. - 10:00 a.m. General Session OR Breakout Sessions (max of 2) (The Mill Casino)

TBD 10:00 a.m. - 10:15 a.m. Networking Break (The Mill Casino) 10:15a.m. - 11:45 a.m. Breakout Sessions (max of 2) OR General Session (The Mill Casino)

TBD 11:45 a.m. - 12:00 p.m. Networking Break (The Mill Casino) 12:00 p.m. - 1:30 p.m. Lunch & Student Contest Awards Presentation 1:30 p.m. - 3:00 p.m. Breakout Sessions (max of 2) OR General Session (The Mill Casino)

TBD 3:00 p.m. - 3:15 p.m. Networking Break (The Mill Casino) 3:15 p.m. - 5:15 p.m. Mayors Open Forum (The Mill Casino) Presider: Mayor Steve Callaway, Hillsboro; OMA President Do you have current issues or problems facing your city that are in need of

solutions? Are you a new mayor who values the experiences of your peers? Are you an experienced mayor willing to share your successes and failures for the good of other mayors? This moderated session is designed to be interactive. Bring your ideas and concerns and be prepared to ask questions and join the discussions.

5:30 p.m. – 6:00 p.m. Reception (The Mill Casino) 6:00 p.m. – 7:30 p.m. Awards Dinner & Awards Presentation (The Mill Casino)

Opportunity for city hosted entertainment post awards dinner.

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2020 Summer Conference Sponsorships

Established in 1972, the Oregon Mayors Association exists to enhance leadership by mayors by increasing their knowledge and ability through educational programs and the exchange of information and ideas among mayors. Three-quarters of the mayors in Oregon’s 241 cities are members of OMA.

The OMA Summer Conference is the premier educational opportunity focused on Oregon mayors. The 2020 OMA Summer Conference will be held August 6-8 at the Mill Casino in North Bend. The conference brings together approximately 130 attendees, including mayors, state officials and guests. Sponsorship of the OMA Summer Conference is an excellent opportunity to help communities by advancing the knowledge and skills of Oregon’s mayors, the overwhelming majority of whom are unpaid volunteers.

To become a Summer Conference sponsor, please complete and return the sponsorship form on the reverse side by July 3, 2020.

Sponsor Recognition All sponsors will be recognized in the Summer Conference Program and in the 3rd quarter OMA Newsletter. See below for additional recognition provided for each level of sponsorship.

Platinum: $5,000 A display table will be provided during the conference for the Platinum sponsor. In addition, the sponsor will be recognized at a general session or event during the conference. A representative of the sponsor would be invited to address the attendees for 5 to 10 minutes at the session or event where they are recognized. Platinum sponsors may have up to three representatives attend the social functions and general sessions during the conference.

Presidential: $3,500 The Presidential sponsor will be recognized at a general session or event during the conference. A representative of the sponsor would be invited to address the attendees for 5 to 10 minutes at the session or event where they are recognized. Presidential sponsors may have up to three representatives attend the social functions and general sessions during the conference.

Student Contest: $2,750 The Student Contest sponsor provides prizes for the statewide “If I Were Mayor…” contest. There is one sponsorship opportunity at this level. The sponsor will be recognized at the awards presentation luncheon and invited to address the attendees and student contest winners for up to 5 minutes at the event. Sponsors at this level may have up to two representatives attend the social functions and general sessions during the conference.

Elite: $2,000 The Elite sponsor may have up to two representatives attend the social functions and general sessions during the conference.

Sustaining: $1,000 The Sustaining sponsor may have one representative attend the social functions and general sessions during the conference.

Supporting: $500 The Supporting sponsor receives recognition in the Summer Conference program materials and in the 3rd quarter OMA Newsletter.

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2020 OMA Summer Conference Sponsorship To take advantage of this opportunity to help sponsor the premier educational conference for Oregon mayors, please complete and return this form to: Oregon Mayors Association Attn: Lisa Trevino [email protected] 1201 Court St. NE #200, Salem, OR 97301 Please select one (1) sponsorship level:

Platinum ($5,000) Presidential ($3,500) Student Contest ($2,750)

Elite ($2,000) Sustaining ($1,000) Supporting ($500) Please print:

Company

Contact Name Title

Address City State Zip

Phone Email

Authorized by Title Today’s Date

Terms and Conditions: By completing the information above, you are submitting an offer to be a sponsor of the 2019 OMA Summer Conference in Medford. OMA reserves all rights to accept or reject such offers, and a binding contract is not formed until your offer has been accepted by OMA either by written confirmation or email. A contract, once formed, is subject to the terms and conditions below.

1. Sponsorship Offer: All offers for sponsorship must be submitted on the form provided by OMA no later than July 1, 2019. 2. Payment: Sponsor understands and agrees to submit full payment due under this contract within 30 days of OMA’s acceptance of Sponsor’s offer. 3. Consideration: In consideration of the payment made by Sponsor to OMA pursuant to this contract, OMA agrees to provide the benefits described in this brochure. 4. Use of OMA Name: Sponsor understands that acceptance by OMA in no way implies endorsement by OMA of Sponsor’s products, equipment and/or services. Sponsor agrees not to use OMA’s name or logo in correspondence, publications, announcements or other written, visual or audio materials without the express written approval of OMA except to identify its sponsorship of the Conference. 5. Cancellations/Refunds: This contract may be cancelled by Sponsor if a request to cancel is received in writing by OMA no later than close of business on July 1, 2019. There will be a $250.00 fee for any cancellation. No money will be refunded for cancellations received after close of business on July 1, 2019. 6. Conference Cancellation – Limitation of Damages: OMA may cancel the Summer Conference and this agreement at any time for

any reason, including, but not limited to: acts of war, terrorism, civil riots or rebellions; quarantines, embargoes or other similar unusual governmental action; or extraordinary elements of nature or acts of God. Should OMA cancel this contract pursuant to the provisions of this section, Sponsor waives any and all claims arising therefrom. Refunds will be paid up to the full amount of sponsorship minus any costs already incurred by OMA related to sponsorship. 7. Interpretation/Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon. Any claim, action or suit between OMA and Sponsor that arises out of or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court for Marion County, for the State of Oregon. Provided, however, that if any such claim, action or suit may be brought only in a federal forum, it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. 8. Integration: This contract embodies the entire agreement of the parties. There are no promises, terms, conditions or obligations other than those contained in this contract. This contract shall supersede all prior communications, representations or agreements, either oral or written, between the parties. This contract shall not be amended except in writing, signed by both parties.

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2020 OMA Summer Conference August 6th – 8th │ The Mill Casino │North Bend

Scholarship Application Form

The Oregon Mayors Association (OMA) Scholarship Program offers scholarships for mayors of

cities up to a population of 5,000 to attend the OMA Summer Conference scheduled for August

6th – 8th in North Bend. To apply for a scholarship, please complete this form and return it by June

1, 2020.

Mayor’s Name: _________________________________ City: ________________________

Email: ________________________________________ Phone: ______________________

City Population: ________________________________ Member of OMA? Yes No

Applicant’s Name (if different than Mayor): ________________________________________

Applicant’s Email: _______________________________ Applicant’s Phone: ____________

NOTE: Scholarship applicants should make their own hotel reservations, but do not need to

register for the conference until after they have been notified of the award.

Return this completed form by June 1, 2019 to Kelly Richardson at

[email protected]

Questions? Contact Kelly via email or by calling (503) 588‐6550.

Application Guidelines:

The scholarship may be applied for the mayor, or by the city on the mayor’s

behalf, for attendance at the 2020 OMA Summer Conference, to be held

August 6th – 8th at the Mill Casino in North Bend.

The scholarship shall include allowable expenses for the mayor only.

Membership dues for the current year will be waived for non‐OMA

member mayors who are granted a scholarship.

Mileage and expenses to and from the conference will not be reimbursed.

The number of scholarships awarded will be based on funds available.

Scholarship recipients will be notified of their award by June 19th.

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TO: OMA BOARD OF DIRECTORS

FROM: KELLY RICHARDSON, LOC STAFF LIASON

SUBJECT: STUDENT LEADERSHIP REPORT 2020

DATE: APRIL 14, 2020

CC: JON STEINER

The “If I were Mayor” contest letters went out electronically to every Mayor on March 31, 2020

with an extended submission date of June 5th . Along with the letter/invitation to participate all

the submittal forms have been updated to reflect the extended date. They are posted on the OMA

website and are available by email.

As of today, LOC staff have not had any submissions and inquires are few. We need each one of

you to help promote the contest in your community.

Once we receive submission there will be a judging meeting set.

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OMA Board of Directors Retreat - oregonmayors.org · Jeff Gowing, Director ‐ Present ... members as honorary members Mayor Jenifer Spurgeon, Phil Hauck, Sandra Larsen. The motion

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