Board of Directors 8/9/12 meeting - County of Sonoma

Mayors' & Councilmembers' Association of Sonoma County
Cloverdale, Cotati, Healdsburg, Petaluma, Rohnert Park,
Santa Rosa, Sebastopol, Sonoma & Windsor
BOARD OF DIRECTORS MEETING
Thursday, October 11,2012
6:00 p.m.
Charlie's Restaurant
At the Windsor Golf Club
1320 19 th Hole Drive
Windsor, CA 95492
AGENDA
1. CALL TO ORDER:
By Association Chair Debora Fudge, Town of Windsor
2. ROLL CALL:
Cloverdale, Cotati, Healdsburg, Petaluma, Rohneli Park, Santa Rosa, Sebastopol,
Sonoma, Windsor
3. APPROVAL OF MINUTES:
August 9,2012 Board of Directors Meeting.
4. PUBLIC COMMENTS:
5. BUSINESS ITEMS:
a. Appointment of next Mayors' and Councilmembers' Association Chair and
Vice Chair effective January 1,2013.
6. NEW BUSINESS:
7. NEXT BOARD OF DIRECTORS' MEETING:
The next meeting will be held on February 14,2013 in Cloverdale.
8. ADJOURNMENT:

I do hereby certify that a copy of the foregoing agenda was posted according to law.
~~ ,~X &
Windsor Town Clerk
Copies ofall staffreports and documents subject to disclosure that relate to any item of
business referred to on the agenda are available for public inspection the Thursday before
each regularly scheduled meeting at Town of Windsor Town Hall, located at 9291 Old
Redwood Highway, Building 400, Windsor, CA. Any documents subject to disclosure that are
provided to all, or a majority ofall, ofthe members oftlte Association regarding any item on
this agenda after the agenda has been distributed will be made available for inspection at the
Town of Windsor Town Clerk's office, 9291 Old Redwood Highway, Building 400, Windsor,
CA during regular business IlOurs. (707) 838-1000.
In accordance with the Americans With Disabilities Act, ifyou need special assistance to
participate in this meeting, please contact the Town of Windsor Town Clerk (707) 838-1000.
Notification 72-llOurs before the meeting will enable the Association to make reasonable
arrangements to ensure accessibility to this meeting.

Mayors' & Councilmembers' Association of Sonoma County
Cloverdale, Cotati, Healdsburg, Petaluma, Rohnert Park,
Santa Rosa, Sebastopol, Sonoma & Windsor
BOARD OF DIRECTORS MEETING
Thursday, August 9, 2012
6:00 p.m.
Sonoma Valley Library
755 West Napa Street
Sonoma, CA 95476
MINUTES
1. CALL TO ORDER:
Association Chair Debora Fudge, Town of Windsor, called the meeting to order at
6:08 p.m.
2. ROLL CALL:
Cotati, Petaluma, Rohnert Park, Santa Rosa, Sebastopol, Sonoma, and Windsor
Cloverdale and Healdsburg were absent.
3. APPROVAL OF MINUTES:
Santa Rosa Councilmember Sawyer moved to approve the minutes of the June 14, 2012
Board of Directors Meeting. Rohneli Park Mayor Mackenzie seconded the motion. The
motion passed by a 7/0/2 vote as Cloverdale and Healdsburg were absent.
It was noted for the record that Healdsburg Mayor Plass and Sonoma Mayor Cox anived
at approximately 6:15 p.m.
4. PUBLIC COMMENTS: None.
Agenda Item 6(a) (Discussion of the Sonoma County Library Joint Powers Agreement
(JPA» was heard in advance of Agenda Item 5(a) (Consideration of Association
Treasurer Position and Bank Account).
5. BUSINESS ITEMS:
a. Consideration of Association Treasurer Position and Bank Account.

6. NEW BUSINESS:
a. Discussion of Sonoma County Library Joint Powers Agreement (JP A).
5. BUSINESS ITEMS:
John Dell'Osso, Rohnert Park Councilmember, summarized the Joint Powers
Agreement (JP A) for the Board and noted that a City Managers group had been
formed to discuss issues related to the JP A.
Sonoma City Manager Linda Kelley noted that a memo dated August 8, 2012 had
been distributed to the Board of Directors regarding the formation of a
subcommittee of the Sonoma/Mendocino City/County Managers' Association to
consider the County Library JP A. She said that the subcommittee agreed that the
JP A needed to be revised. The subcommittee is willing to work with the County
Administrator to serve as a resource for facilitation of revisions to the JP A.
Discussion followed regarding the Sonoma County Library JP A. Supervisors
Valerie Brown and Mike McGuire were in attendance. Supervisor McGuire
suggested the formation of an ad hoc committee with M&C Board representation
to consider revisions to the JP A. Following discussion which included the desire
for each jurisdiction to be represented on such a committee, the M&C Board
provided direction to request that each Council appoint an individual to serve on a
subcommittee to consider revision of the Library JP A agreement. The City
appointed representative may be a Councilmember, staff member, or other
individual as designated by each individual Council (for instance, the City
appointed Library Advisory Board member for that jurisdiction). The committee
will be made up of 11 members: 9 members representing one from each city; 1
member from the County; and 1 member from the Library Commission. The goal
is to have each appointment reported to the County Administrator by September
20, 2012. Therefore, each jurisdiction must agendize their City's appointment
selection for action prior to September 20, 2012.
After its discussion, Sonoma Mayor Sanders moved to approve the composition
of an ad hoc committee to be made up of 11 members: 9 members representing
one from each city; 1 member from the County; and 1 member from the Library
commission. Each city shall be responsible to report their appointment selection
to the County Administrator no later than September 20,2012. Petaluma Mayor
Glass seconded the motion. The motion carried unanimously.
a. Consideration of Association Treasurer Position and Bank Account
Town Manager Mullan reported that there are no provisions in the By-laws for the
rotation of the position of Association Treasurer. He said that this position had
traditionally been held by the Sebastopol City Manager. However, with the recent
departure of the Sebastopol City Manager, there have been various questions
raised regarding the designation of the Association Treasurer position. One ofthe
questions raised was if there is a need for this position and how to designate
and/or rotate the Association Treasurer position if needed. Also, he questioned if
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the Association needed to maintain a checking account noting that there was a
fund balance of $1 ,832.02. He asked the Board of Directors to determine whether
there is a need for the Treasurer position and the maintenance of a checking
account. He said that if the Board approves to refund and close the business
checking account than the funds should be split equally among the nine Sonoma
County cities. He also suggested that the cities reach an agreement on a consistent
manner to pay for speaker dinners. He recommended that the host city pay for the
speaker(s) dinner.
Based on its discussion, the Board of Directors supported leaving the
Treasurer position vacant, closing the M&CA checking account and refunding the
remaining funds equally among all nine Sonoma County cities. Therefore, there
will be no need to maintain any related financial records. In addition, the Board
concurred that it will be the responsibility of the hosting city to cover the costs for
the speaker(s) dinner.
Santa Rosa Councilmember Sawyer moved to leave' the Treasurer position vacant,
close the M&CA bank account and refund the remaining funds equally among the
nine Sonoma County cities. Petaluma Mayor Glass seconded the motion. The
motion carried unanimously.
7. NEXT BOARD OF DIRECTORS' MEETING:
The next meeting will be held on October 11, 2012 in Windsor.
8. ADJOURNMENT:
Chair Fudge adjourned the meeting at 6:55 p.m. to Thursday, October 11,2012 in the
Town of Windsor.
I HEREBY CERTIFY that the foregoing minutes were duly and regularly adopted at the
regular meeting of the Mayors' and Councilmembers' Association of Sonoma County on the
11 th day of October 2012.
1. MATTHEW MULLAN DATE
TOWN OF WINDSOR TOWN MANAGER
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