AGENDA MUNICIPAL MANAGEMENT ASSOCIATION OF NORTHERN CALIFORNIA

Transcription

1 AGENDA MUNICIPAL MANAGEMENT ASSOCIATION OF NORTHERN CALIFORNIA Board of Directors Committee Meeting Thursday, April 12, :00 p.m. to 5:00 p.m. Webex Link: Dial in: Access code: TOPIC PREPARATION PROPOSED PROCESS 1 Commence Meeting/Roll Call TIME: 2 minutes PURPOSE: Procedure LEADER: Miranda Lutzow/Alexandra Orologas 2 Marketing Plan Survey Questions Discussion TIME: 20 minutes PURPOSE: Discussion/Feedback LEADERS: Miranda Lutzow/Alexandra Orologas/Ryder Smith 3 Approval of the March 8, 2018 meeting minutes TIME: 3 minutes PURPOSE: Procedure LEADER: Miranda Lutzow None None Review minutes - Miranda calls the meeting to order. - Alexandra takes roll. - Ryder from Tripepi Smith will lead Board in discussion of what questions should be asked in membership survey to gather perspectives of MMANC s marketing efforts to date and perceived value of MMANC programs. - Board considers adopting meeting minutes. 4 Director Reports TIME: 2-5 minutes each PURPOSE: Informational/Feedback LEADERS: Miranda Lutzow, Carla Hansen, Shay Narayan, Jessica Deakyne, Justin Lovell, Alexandra Orologas, Monica Davis 5 Endorsement of Ed Shikada for ICMA West Coast Regional Vice President TIME: 3 minutes PURPOSE: Discussion LEADERS: Miranda 6 Approval of (2019) & Hyatt Regency Monterey (2020) Annual Conference Locations TIME: 5 minutes PURPOSE: Decision LEADERS: Miranda Lutzow None Review draft letter endorsing Ed Shikada for the position of ICMA West Coast Regional VP. None - Brief Report from all Directors: President Vice President Finance Program Membership Communications Conference - Board to consider endorsing Ed Shikada as West Coast Regional Vice President for ICMA - Board to consider approving Sacramento and Monterey as future locations of Annual Conference and authorizing the President, Vice President and Conference Director to negotiate contracts.

2 7 Public Service Recognition Week Update TIME: 2 minutes PURPOSE: Informational LEADERS: Miranda Lutzow 8 Policy on Discounted and Complimentary Event Registration TIME: 5 minutes PURPOSE: Decision LEADERS: Miranda Lutzow None - Miranda to give update on PSRW social media campaign None - Board to consider approving a policy outlining elibigility for discounted and complimentary event registration. 9 Signature/Regional Event Updates TIME: 2-5 minutes each PURPOSE: Informational/Feedback LEADERS: All 10 Other Items and Announcements PURPOSE: Informational LEADERS: All 11 Adjournment PURPOSE: Meeting s End LEADERS: Miranda Prepare short update on Region activities and planning None None - Brief Report from all Co-Chairs: Women s Leadership Summit Update Summer Symposium Update Region 1 Region 2 Region 3 Region 4 Region 5 TIME:

3 MINUTES MUNICIPAL MANAGEMENT ASSOCIATION OF NORTHERN CALIFORNIA Board of Directors Committee Meeting Thursday, March 8, :00 p.m. to 5:00 p.m. TOPIC 1 Commence Meeting/Roll Call TIME: 2 minutes PURPOSE: Procedure LEADER: Miranda Lutzow/Alexandra Orologas 2 Approval of the February 8, 2018 meeting minutes TIME: 3 minutes PURPOSE: Procedure LEADER: Miranda Lutzow 3 Director Reports TIME: 2-5 minutes each PURPOSE: Informational/Feedback LEADERS: Miranda Lutzow, Carla Hansen, Shay Narayan, Jessica Deakyne, Justin Lovell, Alexandra Orologas, Monica Davis 6 Public Service Recognition Week May 6-12, 2018 TIME: 5 minutes PURPOSE: Discussion/Feedback LEADERS: All 6 Signature/Regional Event Updates TIME: 2-5 minutes each PURPOSE: Informational/Feedback LEADERS: All DISCUSSION IN BRIEF Miranda called the meeting to order and took roll. Motion: Carla Hanson Section: Chris Baressi Motion Passed Directors provided a brief report on activities. Board discussed ideas for promoting Public Service Recognition Week, including a show us where you do the public s work Twitter campaign. Suggestion was made to promote having a proclamation passed by Council. Event and Region Co-Chairs provided updates to event planning. 8 Other Items and Announcements PURPOSE: Informational LEADERS: All 9 Adjournment PURPOSE: Meeting s End LEADERS: Miranda Lutzow Dave Mora reminded the Board that Cal-ICMA has designated money towards programming that MMANC could request to help cover the cost of Annual Conference programming. TIME: 4:48 p.m.

4 April 13, 2018 Board Review Committee International City/County Management Association (ICMA) Subject: Support of Ed Shikada for ICMA Board of Directors To Whom It May Concern: On behalf of the Municipal Management Association of Northern California (MMANC), I am pleased to offer our whole-hearted support for Ed Shikada s application to serve on the ICMA Board of Directors. At our April 12, 2018 MMANC Board of Directors meeting, the Board unanimously approved voicing support for Ed s candidacy. Ed has been a consummate professional and supporter of local government professional development throughout his 28 years of public service. His longstanding commitment to developing others, including serving as a mentor and coach with both the Cities of San Jose and Palo Alto, as well as the Santa Clara County Leadership Academy, has greatly benefited mid to early-career professionals in Northern California. But Ed s contributions to the profession go beyond coaching and mentorship. MMANC worked closely with Ed during his time on the Cal-ICMA Board, as he spearheaded the ethics committee project to evaluate development of a statewide ethics awareness and recognition program. Ed also serves on the leadership team for the newly formed organization, International Network for Asian Public Administrators. MMANC truly values and supports diversity and inclusion in the local government profession. As ICMA continues its progress in supporting diversity and inclusiveness in city and county management, Ed would bring a unique and important perspective to the effort as the only Asian American appointee on the ICMA board. As a longtime partner of ICMA, the team at MMANC appreciates your consideration of our recommendation to appoint Ed Shikada for the ICMA West Coast Regional Vice President. Yours in service, Miranda Lutzow 2018 MMANC President

5 Supplier Information Image General Information Chain Hyatt Hotels Brand Hyatt Regency Website View Website Address 1 Old Golf Course Rd Monterey, California, USA Total Guest Rooms Total Meeting Space 40,000 Sq. Ft. Largest Meeting Room 11,970 Sq. Ft. Overview The is located adjacent to Pebble Beach Company's Del Monte Golf Course. A beautiful retreat on 22 acres with 2 outdoor heated swimming pools, 2 whirlpools, Marilyn Monroe Spa, 24-hour Stayfit health club, and six tennis courts. The TusCA Ristorante serves authentic Tuscan cuisine made with fresh local ingredients and the Fireplace Lounge is a comfortably chic location to enjoy live jazz and signature cocktails. Knuckles Sports Bar features 20 beers on tap, flat screen TV's, and family friendly atmosphere. Renovated guestrooms feature Hyatt's signature Grand Bed, functional work desks, refrigerators, and IHome stereo. Proposal Status Submitted Proposal Hyatt Hotels Hyatt Regency View Website 1209 L St Sacramento, California, USA > 100,000 Sq. Ft. 15,500 Sq. Ft. Situated across from the California State Capitol, Hyatt Regency Sacramento is a AAA Four Diamond luxury hotel located in the city's vibrant downtown. Adjacent to the Sacramento Convention Center, our hotel offers passionate hospitality and inviting spaces where everyone gets the VIP treatment. With a top-to-bottom refresh recently completed, our stylish Sacramento hotel features modern rooms and suites, a StayFit Gym, a wellness spa and a resort-style pool with a hot tub and cabanas. Savor fresh, seasonal California cuisine at our eclectic restaurants, cafes, and bars. Indulge in sumptuous steak and seafood at Dawson's, enjoy a healthy lunch on the patio at Vines Cafe and sip a specialty cocktail at Amourath When you want to explore downtown Sacramento, you're just steps from exciting shopping, theaters, landmarks and attractions from Old Sacramento to the Crocker Art Museum. Submitted Proposal Page 1 of 9

6 Proposal Introduction Thank you for providing the Hyatt Regency Monterey the opportunity to bid on your client's group event. I understand you have many options when planning this program and Hyatt Regency Monterey is thrilled to be under consideration. Our 40,000 square feet of meeting space is the greatest meeting of land and sea the Monterey Peninsula has to offer. The space has never looked better! The Hyatt Regency Monterey is a great place to hold an event. Along with our renovated meeting space and onsite activities, we are easily accessible to Cannery Row, the Monterey Bay, Carmel and more! We have many fantastic options for onsite activities, including Del Monte Golf Course (a Pebble Beach owned Course), Marilyn Monroe Spa, 2 heated swimming pools, tennis courts, wine tasting, bike rentals, ping pong, and 3 Food Outlets (Tusca restaurant, Knuckles Sports Bar, and Fireplace Lounge). Please know my team and I are at your service and extremely dedicated to make this event be the best it can be! On behalf of all of us at Hyatt Regency Monterey we look forward to the opportunity to work with you. Proposed Dates 04-Oct-2020 to 07-Oct-2020 Additional Information Availability 1st Option - Holding Space Until 15-Sep-2017 Offered Concessions/Contractual Requirements We are pleased to offer: -Group rate of $200 s/d occupancy -20% Attrition -Billing -we accept master bill, IPO, and client can also apply for direct bill) 11-Oct-2020 to 14-Oct st Option - Not Holding Space Additional Concessions- -Complimentary Onsite Valet and Self-Parking -Waived Meeting Room Rental when$25,000 F&B Minimum achieved -Complimentary guest room internet -Group exempt from $25 daily Hotel Services Fee - 3 Monterey Suites offered at the group rate Sleeping Rooms Sleeping Room Needs Met? Yes We are happy to offer the following: Yes Standard king and double bedded rooms - single & double occupancy $200 Three (3) One-bedroom Monterey Suites with upgrades at group rate $200 Sleeping Room Dates 03-Oct-2020 to 06-Oct Oct-2020 to 13-Oct-2020 Page 2 of 9

7 Sleeping Rooms (Alternate Dates 1) Sleeping Rooms (Alternate Dates 2) Sleeping Rooms (Alternate Dates 3) Room Rental Costs Additional Fees Peak Room Nights Run of House Rate USD $ USD $ Single Rate Suite Rate Resort Fee N/A $20 per day for guests. Your group is exempt from paying this fee. Alternate Dates 1 Availability Additional Information Run of House Rate Suite Rate Alternate Dates 2 Availability Additional Information Run of House Rate Suite Rate Alternate Dates 3: Availability Additional Information Run of House Rate Suite Rate N/A Page 3 of 9 Meeting Room Needs Met? All Meeting Room Rental fees waived with $25,000 F&B For additional informaiton on our meeting space, please visit minimum. Breakout - Total Waived space waived based on achieving F&B Minimum General Session Waived Waived when F&B Minimum acheived Meeting Rooms - Total Waived Waived when F&B Minimum acheived Service Charge 23.00% 23.00% Applicable Tax 8.67% 8.50% Contractor Information: Additional Information Occupancy Tax USD $ % City Tax % 3.000% Other Tax USD $1.00 County Tax State Tax USD $0.45 Additional Information Rate also now includes complimentary parking, and guest room internet. Our current tax is 15%, plus $0.45 per night

8 Meeting Rooms Day 2 (8:00 AM - 10:30 AM) Room: Regency Main General Session (General Session) Size: 5310 square feet Note: Buffet Breakfast & Keynote speaker Day 2 (8:00 AM - 5:00 PM) Room: Regency Foyer Registration (Registration) Size: 3680 square feet Room: Regency ABC Size: 6726 square feet Note: Set in Rounds Room: Regency Foyer Size: 3744 square feet Day 2 (12:00 PM - 2:00 PM) Room: Regency Main Lunch with Speaker (Lunch) Size: 5310 square feet Note: Can utilize General Session Day 2 (2:45 PM - 5:00 PM) Room: Regency I Breakout (Breakout) Size: 1110 square feet Day 2 (2:45 PM - 5:00 PM) Room: Regency II and III Breakout (Breakout) Size: 2220 square feet Day 2 (2:45 PM - 5:00 PM) Room: Regency IV Breakout (Breakout) Size: 1110 square feet Day 2 (2:45 PM - 5:00 PM) Room: Regency V and VI Breakout (Breakout) Size: 2220 square feet Day 2 (7:30 PM - 9:30 PM) Room: Regency Foyer Welcome Reception (Reception) Size: 3680 square feet Note: and Regency Terrace Room: Regency ABC Size: 6726 square feet Room: Regency D Room: Regency E Room: Regency F Room: Golden State Size: 1500 square feet Height: 9.20 feet Room: Regency ABC Size: 6726 square feet Note: Outdoor location with a weather back-up OK Page 4 of 9

9 Day 3 (8:00 AM - 10:15 AM) Room: Regency Main General Session (General Session) Size: 5310 square feet Note: Buffet Breakfast & Keynote speaker Day 3 (8:00 AM - 5:00 PM) Room: Regency Foyer Registration (Registration) Size: 3680 square feet Room: Regency ABC Size: 6726 square feet Note: Set in Rounds Room: Regency Foyer Size: 3744 square feet Day 3 (10:45 AM - 5:00 PM) Room: Regency I Breakout (Breakout) Size: 1110 square feet Day 3 (10:45 AM - 5:00 PM) Room: Regency II and III Breakout (Breakout) Size: 2220 square feet Day 3 (10:45 AM - 5:00 PM) Room: Regency IV Breakout (Breakout) Size: 1110 square feet Day 3 (10:45 AM - 5:00 PM) Room: Regency V and VI Breakout (Breakout) Size: 2220 square feet Day 3 (12:00 PM - 2:00 PM) Room: Regency Main Lunch with Speaker (Lunch) Size: 5310 square feet Note: Can utilize General Session Day 3 (7:30 PM - 11:00 PM) Room: Regency Main Reception/ Dinner (Reception) Size: 5310 square feet Room: Regency D Room: Golden State Size: 1500 square feet Height: 9.20 feet Room: Regency E Room: Regency F Room: Regency ABC Size: 6726 square feet Room: Regency ABC Size: 6726 square feet Page 5 of 9

10 Day 4 (8:00 AM - 10:15 AM) Room: Regency Main General Session (General Session) Size: 5310 square feet Note: Buffet Breakfast & Keynote speaker Day 4 (8:00 AM - 5:00 PM) Room: Regency Foyer Registration (Registration) Size: 3680 square feet Room: Regency ABC Size: 6726 square feet Note: Set in Rounds Room: Regency Foyer Size: 3744 square feet Day 4 (10:45 AM - 12:00 PM) Room: Regency I Breakout (Breakout) Size: 1110 square feet Day 4 (10:45 AM - 12:00 PM) Room: Regency II and III Breakout (Breakout) Size: 2220 square feet Day 4 (10:45 AM - 12:00 PM) Room: Regency IV Breakout (Breakout) Size: 1110 square feet Day 4 (10:45 AM - 12:00 PM) Room: Regency V and VI Breakout (Breakout) Size: 2220 square feet Day 4 (12:00 PM - 2:00 PM) Room: Regency Main Lunch with Speaker (Lunch) Size: 5310 square feet Room: Regency D Room: Golden State Size: 1500 square feet Height: 9.20 feet Room: Regency E Room: Regency F Room: Regency ABC Size: 6726 square feet Food and Beverage Note: Can utilize General Session Total F&B Minimum USD $25, USD $40, Break - AM USD $16.00 Per Person (+Tax and Service) Break - PM USD $16.00 Per Person (+Tax and Service) Break - Drinks Only USD $5.00 Per Item (+Tax and Service) Non Alcoholic Beverages USD $10.00 Per Person (+Tax and Service) USD $10.00 Per Person (+Tax and Service) Page 6 of 9

11 Attachments Break - Snacks and Drinks USD $16.00 Per Person (+Tax and Service) Break Packages range from $ per person. See specifics on attached items. Breakfast - Continental USD $25.00 Per Person (+Tax and Service) Breakfast - Buffet USD $37.00 Per Person (+Tax and Service) Breakfast - Plated USD $34.00 Per Person (+Tax and Service) Lunch - Boxed USD $30.00 Per Person (+Tax and Service) Lunch - Buffet USD $40.00 Per Person (+Tax and Service) Lunch - Plated USD $38.00 Per Person (+Tax and Service) Dinner - Buffet USD $68.00 Per Person (+Tax and Service) Dinner - Plated USD $70.00 Per Person (+Tax and Service) Gallon Coffee Reception - Food USD $27.00 Per Person (+Tax and Service) Reception - Beverage USD $23.00 Per Person (+Tax and Service) Reception - Light Appetizers Reception - Heavy Hors D'oeuvres Service Charge 23.00% 23.00% Applicable Tax 8.67% 8.50% Attachments Who will you be working with! Capacity Chart Hotel Floor Plans USD $23.00 Per Person (+Tax and Service) USD $36.00 Per Item (+Tax and Service) USD $40.00 Per Person (+Tax and Service) USD $37.00 Per Person (+Tax and Service) USD $65.00 Per Person (+Tax and Service) USD $57.00 Per Person (+Tax and Service) USD $25.00 Per Person (+Tax and Service) USD $10.00 Per Person (+Tax and Service) A/V And Internet Costs Miscellaneous Costs A/V and Other Needs As our preferred vendor, PSAV can assist you with all your audiovisual needs. Your direct contact with PSAV: Paul Bench office: mobile: pbench@psav.com Internet - Guest Room Waived Internet - Meeting Room N/A N/A Meeting room internet is based users/ bandwidth. Please see attached document fo rmore specifics. Service Charge 23.00% 23.00% Applicable Tax 8.67% 8.50% Miscellaneous - Facility Fee Waived Miscellaneous - Housekeeping N/A $2.50 per day is not Mandatory but greatly appreciated. Miscellaneous - Parking Fee - Self Waived Miscellaneous - Parking Fee - Valet Waived PSAV is our in-house AV company. Amanda West would be happy to put together a proposal for you and assist in making your event successful and memorable! awest@psav.com Included in Package Waived Service Charge 23.00% 23.00% USD $20.00 Per Day USD $29.00 Per Day Page 7 of 9

12 Additional Questions Applicable Tax 8.67% 8.50% Rates quoted are applicable days pre-meeting. 3 days based on availablity Rates quoted are applicable days post-meeting. 3 days based on availability 2 days, based on availability 2 days, based on availability Web address for meeting space detail? or for online sales kit Please select your current Forbes and/or AAA Rating? 3 Star, 3 Diamond 3 Star, 4 Diamond Will the meeting room rentals be waived? If not, what Waived upon meeting a $25,000 F&B minimum. rates will apply? What is your nearest major airport and what is the Monterey Peninsula Airport (MRY): 5 minutes, 2 miles distance (both miles and time)? What are the round trip Hotel shuttle: complimentary shuttle and/or taxi costs? San Jose International Airport (SJC): 1 hour, 50 miles Monterey Airbus shuttle: $35 each way What amenities and activities does your hotel have on or near the property? San Francisco International Airport (SFO): 1.5 hours, 105 miles Monterey Airbus Shuttle: $45 each way ON-SITE ACTIVITIES 18-hole world-renowned Del Monte Golf Course, owned and operated by Pebble Beach Resorts, with full access for our guests Six championship tennis courts with a full service Racquet Club Two outdoor heated pools and Jacuzzis State of the Art *Stay Fit Health Club Table tennis Bike rentals Two Restaurants, TusCA Ristorante and Fireplace Lounge Knuckles Historical Sports Bar (voted # 1 Sports Bar in Monterey), Gift Shop Full Service Marilyn Monroe Spa AREA ACTIVITIES Monterey s astonishing beauty and home town appeal offers those attendees who are not golf or tennis-oriented a variety of off-property alternatives: Tour the World Renowned Monterey County wineries Wine tasting, Monterey Bay Aquarium 17-Mile Drive, Pebble Beach Quaint Carmel-by-the-Sea Art Galleries and Shops Boutique & Outlet Shopping The majestic Big Sur Coastline & Hearst Castle Ocean kayaking, scuba diving or deep sea fishing in Monterey Bay Hang gliding or Sky diving Horseback riding or hiking Pt. Lobos National Park Waived with $40k F&B Min Sacramento International Airport is a 15 minute drive, located 10 miles from the hotel. Super Shuttle is available for $13.00 per person, each way. Taxi service averages $30.00-$ Outdoor heated pool, state-of-the-art fitness center, numerous shops, restaurants, entertainment venues and museums within walking distance. Page 8 of 9

13 What renovations have your property either recently 2009: $65 million dollar room renovation completed or has on schedule? 2012: Brand new 42 inch TV's and granite countertops 2013: lobby renovation, new furniture an rugs Nothing scheduled. We renovated the entire hotel between 2009 and February 2013: $5.5 million renovation: meeting space 2015: New HD TV's in all rooms, new guest room carpeting. 2017: Renovated lobby Floor Are you offering complimentary self parking? Yes Do you offer a complimentary airport shuttle? Yes No No Note: Fields in red are different from the RFP requirement. Page 9 of 9

14 PUBLIC SERVICE RECOGNITION WEEK CAMPAIGN MAY 6-12, 2018 Taking Care of (the People s) Business (#TCPB) For the week of May 6-12, 2018, MMANC will be posting pictures on Twitter, Facebook, and Instagram of local government employees taking care of business in their offices, in meetings, or out in the field, using the hashtag #TCPB. The more interesting the photo, the better! Photos posted to the official MMANC social media accounts will be edited to include the MMANC TCPB logo. Each MMANC Board Member is encouraged to post a photo on their personal social media accounts during the week of May 6-12 th using the hashtag #TCPB. Board Members without social media accounts are encouraged to submit a photo of themselves (and/or coworkers, the public, etc.) by Friday, May 4 th to kick off the campaign. See below for an example:

15 MMANC COMPLIMENTARY AND DISCOUNTED EVENT REGISTRATION The following Policy has been adopted by the Board of Directors of the Municipal Management Association of Northern California (MMANC) on XXXXX. 1. POLICY STATEMENT This policy is intended to provide information regarding eligibility for complimentary and discounted event registration for all MMANC events. 2. OVERVIEW MMANC recognizes the commitment and dedication of its Board of Directors, Members, Corporate Partners, and other local government professionals, who voluntarily give their time to the organization. In recognition of their efforts, MMANC may provide complimentary or discounted event registration as outlined in this policy. 3. EXECUTIVE BOARD MEMBERS All Executive Board members (President, Vice President, Program Director, Finance Director, Communications Director, Conference Director and Past President) are encouraged to attend events coordinated and hosted by MMANC for the purpose of supporting their fellow Board members, build relationships with potential future Board members, making connections with future partners, and recruiting members into the organization. Executive Board members shall be provided one (1) complimentary registration, for their personal use, to any MMANC hosted event. 4. REGION CO-CHAIRS Region Co-Chairs are responsible for coordinating and hosting a minimum of 2 regional events per year. When a Region hosts an event, all Co-Chairs of the Region hosting the event shall be provided one (1) complimentary registration, for their personal use, to attend the event. 5. SIGNATURE EVENT CO-CHAIRS Planning a signature event can be a considerable time commitment. In recognition of their efforts, all signature event Co-Chairs shall be provided one (1) complimentary registration, for their personal use, to attend the event which they are coordinating. 6. PLANNING COMMITTEE MEMBERS It is necessary for Signature Event and Annual Conference Co-Chairs to assemble a planning committee large enough to delegate the many tasks associated with a complex event. In recognition of the need to attract planning committee members, and to reward their efforts, planning committee members of any signature event or annual conference shall be provided registration at a 25% discount from the early bird registration rate.

16 7. SPEAKERS Eligible speakers at any event shall receive one (1) complimentary registration pass, for personal use, regardless of the number of sessions they are presenting at the event. Speakers who are eligible for a complimentary pass through other event roles will not receive an additional complimentary speaker pass, nor are they permitted to transfer their speaker registration to someone else. 8. CORPORATE PARTNERS Corporate Partners shall receive complimentary registrations to Regional Events, Signature Events, and the Annual Conference in accordance with that year s current Corporate Partner Prospectus. 9. OTHER DISCOUNTED AND COMPLIMENTARY REGISTRATIONS Event sponsors, other than Corporate Partners, may receive discounted or complimentary registration as negotiated with the event Co-Chairs, and on approval of the Program Director and President or Vice President.