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League of Oregon Cities Executive Committee Meeting AGENDA

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League of Oregon Cities Executive Committee Meeting AGENDA League of Oregon Cities Executive Committee Meeting March 03, 2021 │ 3:30 pm – 4:30 pm Via Zoom https://us02web.zoom.us/j/87911716672?pwd=Q0FXSWtmWTJjU0xzQk9ma0toUXRXQT09 Meeting ID: 879 1171 6672 Passcode: 265650 One tap mobile +12532158782,,87911716672#,,,,,,0#,,265650# US (Tacoma) +13462487799,,87911716672#,,,,,,0#,,265650# US (Houston) AGENDA A. Welcome (President Keith Mays)........................................................................................ B. Minutes 1.13.2021 & 2.3.021 Executive Committee Meeting* (Pres. Keith Mays)........... C. Financial Overview (Jamie Johnson-Davis) ......................................................................... D. Advocacy: Tiered Voting (J McCauley/S Winkles)............................................................... E. Member Services/Admin Update (Workload) (Christy Wurster)........................................ F. LOC Goals for 2021 (Non-Legislative) (Pres. Mays/M. Cully)............................................... G. LOC Board, Committee and Caucus Processes (Pres. Mays/M. Cully)................................. H. Ongoing LOC Board and Executive Committee Forecasting (Pres. Mays/M. Cully)............ I. Other Business J. Adjournment * Agenda items denoted with an asterisk indicate a motion is recommended. The sample motion will appear in the agenda item’s associated materials. Final LOC Executive Committee Meeting January 13, 2021 │ 3:35 pm – 4:02 pm │ Meeting by Zoom MINUTES Present: Executive Committee Members: Keith Mays, Jake Boone, Taneea Browning, Steve Callaway, and Scott Derickson. Staff: Mike Cully, Christy Wurster, Patty Mulvihill and Kelly Richardson. Other: N/A Absent: Welcome and Roll Call 3:35 pm Keith Mays called the meeting to order at 3:35 pm. A. To Formulate Recommended Goals & Performance Metrics for the Executive Director for Calendar Year 2021 3:36 pm General Counsel Mulvihill presented a memo surrounding the history of this item to the Committee, which can be found on page 2 of the packet. The Executive Director performance evaluation process will be brought to the full board in February. B. Elected Officials Concerns Regarding COVID-19 Restrictions 3:38 pm Executive Director Mike Cully presented an extensive overview of the vison for 2021 for LOC, serval items were given: • Because of the virtual environment work will be different moving forward • Technology pivot • Friday call is still maintaining importance and relevant information • President Round table maintain importance and relevant information • Reinstitution of the Small Cities meetings internal discussion • Striving to not become complaisant, continually adapting to change moving forward and to be responsive to our membership • Continually striving to be compliant with the State mandates C. Update on the Operations and Member Engagement Director: Plan of Action 3:40 pm Executive Director Cully introduced Christy Wurster the new Operations and Engagement Director in response to LOC Board request to have more City type experience, Christy comes to us from the City of Silverton and has hit the ground running. Cully explained that the list he has provided to Wurster is long. • Audit processes • Audit job descriptions • Evaluate employee needs and or employment/staffing needs • Evaluate the training program Many of these are immediate needs and some are more long-term goals, and this is only a portion of the list. Cully then handed the discussion over to Operations and Engagement Director Christy Wurster. Wurster thanked the Board for this opportunity to serve the LOC. Wurster listed several items that she is working on: • Getting to know her staff and their needs and abilities • Touching base with the affiliates, to get to know and assess needs if any • Assess needs of the MASD as a whole • Plan to reach out to each individual Board member • Reevaluate the Small Cities program • Assumed the responsibilities of the DEI Committee and their Subcommittees D. Spring Conference Update 3:50 pm General Counsel Patty Mulvihill presented the Committee with the overview of the Spring Conference Symposium: • In conjunction with OMA as a co-host • Topics and trainings on emergency preparedness, fire, flood, pandemic • May 7, 2021 Date • Virtual event E. Executive Committee Schedule 3:57 pm The Committee decided to move the meetings time to 2:30 pm moving forward. F. Adjournment 4:02 pm The meeting was adjourned. APPROVED by the League of Oregon Cities Executive Committee on March 3, 2021. ATTEST: Mike Cully, Executive Director Keith Mays, President LOC Executive Committee Meeting February 03, 2021 │ 3:31 pm – 4:38 pm │ Meeting by Zoom MINUTES Present: Executive Committee Members: Keith Mays, Jake Boone, Taneea Browning, Steve Callaway, and Scott Derickson. Staff: Mike Cully, Christy Wurster, Patty Mulvihill and Kelly Richardson. Other: Timm Slater and Roland Herrera Absent: Welcome and Roll Call 3:31 pm Keith Mays called the meeting to order at 3:31 pm. A. To Formulate Recommended Goals & Performance Metrics for the Executive Director for Calendar Year 2021 3:32 pm General Counsel Mulvihill presented a memo surrounding the history of this item to the Committee, which can be found on page 2 of the packet. Mulvihill went on to provide a list of items to be considered by the Committee. 1. The Executive Director will communicate the major happenings of the LOC with the full Board of Directors at least one time per month and will further advise the full Board of Directors on any issue that arises in between these monthly updates that the Board would reasonably expect to be notified of immediately. 2. The Executive Director will successfully accomplish the objectives and goals outlined in his Three- Year Professional Development Plan, a copy of which is attached and incorporated herein. While not part of the Executive Director’s Goals and Performance Metrics, the Executive Committee strongly encourages the Board of Directors to modify its current evaluation process for the Executive Director so that a 360 evaluation does not occur on an annual basis, but rather occurs every three years. Motion by Jake Boone to move forward the Committee recommendation to the full Board of LOC and is seconded by Taneea Browning. Motion approved Unanimously. (5 yes {Boone, Mays, Browning, Callaway, Derickson}, 0 NO, 0 Abstain, 0 absent) B. Elected Officials Concerns Regarding COVID-19 Restrictions 3:34 pm Executive Director Mike Cully presented his memo dated January 26, 2021 regarding COVID-19 restrictions, the memo can be read in its entirety beginning on page 3 of the packet. Following the presentation of the memo and its content the Executive Committee discuss the position of the LOC Board and how it represents LOC. Following a brief discussion regarding LOC position and how information should be conveyed there is interest in sending a letter. The consensus of the Committee is to continue to pressure the Governor to keep moving forward and to convey LOC support to our members. C. Discussion Regarding Local Government Center and Potential Internal Moves-League Impacts 3:36 pm Executive Director Cully handed the discussion over to Operations and Engagement Director Christy Wurster. Wurster informed the Committee of her meeting with Operations Director of Oregon School Board and Oregon Counties. Wurster informed the Committee of the local partnership/ownership of the Local Government Center where the LOC offices reside. Wurster informed the Committee that both CIS and Association of Oregon Counties are weighing their options regarding their current building’s status and what the workforce needs are moving forward. Wurster went on to inform the Committee the necessity of a strategic internal plan for LOC and its workforce moving forward. Wurster informed the Committee that she is scheduled to tour the entire building next week and get a floor by floor perspective of space. Wurster pointed out that some of the decision moving forward is: • What is LOC going to do with the building moving forward • Retention of the 1/3 ownership or not • Does LOC want to expand if AOC moves out and purchase more ownership • Does LOC want to reduce its size and move to a smaller space • Sell out LOC share A report will be brought forth in the future to the full Board outlining the outcome. In addition, staff is looking at Capital Improvement needs of the facility and needs of LOC. • Currently LOC contracts with the Oregon School Board, they have a staff member that manages the facility on LOC’s behalf. • The roof is in good condition • The parking lot has had some recent paving, however spots 73-89 need repaving. The estimate is approximately $9,000 • Enclose the alcove on the west side of the building along the train tracks. • Additionally, some improvements need to be made to both the furnace and air conditioning units. Wurster informed the Committee that in the discussion it was agreed that the parking lot paving and the alcove enclosure could be done through the trust. However, the furnace and the air conditioning units (9) are 25 years old and nearing their life expectancy. There is a recommendation that those be replaced, and the estimate is near 100,000 dollars. One item discussed at the staff level was to have a professional firm come in and asses our facility needs for LOC staff. Executive Director Cully informed the Committee members for those that may not know LOC is also landlords, LOC owns the apartment complex adjacent to the LOC building. Cully also informed the Committee that both CIS and AOC engaged the firm
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