January 2005 Strategic Planning Report Card

1. January 2005Strategic Planning Report Card EXECUTIVE BOARD MEETING VISALIA, CA January 20 – 21, 2005

2. Define Strategic Objectives & Report on Progress

3. Chapter Growth and DevelopmentGeorge Bradley – Team leader • Market to non-member(s) agencies and associates to increase membership by 15 percent by December 2004. Progress: July of 2004 promotional letters with tri-folders sent to 238 different agencies in California, both to City Managers and Public Works Directors. Progress: July of 2004 199 issues of the May Maintainer mailed to City Managers Progress: September 2004 255 issues of the August Maintainer mailed to Public Works Directors. Total expense for this effort $1,922.65. • Advertise career opportunities and educational benefits to all agencies organizational wide and increase attendance to educational programs by 25 percent by December 2004. Progress: Career opportunities – a strategy is not in place for the entire organization. LA/Orange has a e-mail program that is effective. Progress: Several educational efforts are currently being implemented. Public Works college course are being introduced at the community college level with some success. October 2004 a vendor sponsored flexible training program introduced. This multifaceted effort will target the Central Valley Chapter area prior to 2005 Conference in effort increase local agency participation. • Create a central library / catalog / reference center administered by the executive office to be used by any chapter for educational programming by December 2005. No progress at this time. • Form a committee to re-establish guidelines for members to participate in meetings by June 2005. No progress at this time. • Form a committee to evaluate current executive board structure and include recommendations for paid staffing to administer organizational duties by December 2005. Progress: November of 2004 a Team Leader meeting was held in San Diego. It was determined that this is a duplication of effort and would be best continue by the Organizational Growth Committee. Nothing further from this committee.

4. Leadership DevelopmentRick Fulmer – Team leader • Develop and implement a program to attract and recruit future leaders by March 2004 Progress: Developing a Leadership Program that will be shared with chapters and their respective cities to promote the MSA and develop leaders throughout the organization during 2005. Program is approximately 75% complete. • Develop and implement transition criteria (i.e. checklist for incoming officers) by March 2004. To include: Survey to measure checklist success. Progress: Using previously developed criteria a checklist is being developed for incoming officers and board members. Program is approximately 95% complete and will be implemented during the first quarter of 2005.

5. Marketing and CommunicationKen Boyce – Team leader • Promote core competencies of MSA via marketing tools developed by a committee selected for that purpose by June 2004. Progress:Committee formed and met via phone and internet Progress:Reviewed existing marketing tools, discussed impacts of other teams and need for solutions of those important groups Recommend:Delineating key decisions for long range goals and then develop marketing tools via available sources, or professional support avenues Recommend:Assist key personnel with in organization to compose and post via internet our progress, intended course of actions, and solicit analysis of proposals/results Recommend:Develop sub-groups to handle specific tasks, measuring results continuously Recommend:Prepare draft marketing materials, including applications for membership, scholarships, information bulletins, etc Recommend:Develop training/promotional group to present overall MSA message, travel road show Recommend:Generate budget impact report for multi-year benefit analysis Recommend:Present cost impacts, based on direction of organization and possible revenue sources

6. Organizational GrowthTom Borman/George Friedenbach – Team leaders • Develop, conduct and evaluate a survey instrument that will identify the needs of our agency and vendor members by December 2003. To include: Questions about connection and understanding of our Mission. Progress: October of 2003 a survey was posted on the MSA website. The survey generated 193 responses. The survey was presented to and reviewed by the E-Board. • Develop a feasibility study including a cost/benefit analysis to determine the need for a professional executive director to run the association by June 2004. Progress: May of 2004 a study was presented to the E-Board that included information related to Secretarial Assistance, Treasurer Assistance, Conference Management Liaison, Vendor Membership coordination, Continuing Education Unit records and Special projects as assigned by the E-Board. 1,120 estimated hours per year at a proposed cost of $53,600 per year. • Develop a method to incorporate vendor member participation on executive board committees by December 2004 Recommend:Recruit volunteer vendors to serve on subcommittees. • Develop key performance indicators that will monitor basic functionality of each chapter by June 2005.

7. Conference Planning and SupportMJ Loomis – Team leader • Evaluate existing conference format and recommend changes by June 2004. Progress:A survey was conducted with a limited number of responses. Only 89 out of a possible 1800 These findings were submitted to the E-board to validate the responses. Core values of the conference are overwhelmingly education, training and trade show Recommend:Establish a core three day conference Recommend:E-board to appoint an educational chairperson for a 3-5 yr term responsible for a consistent qualitative and quantitative programs, perhaps drawing from the MSA library Recommend:Establish CEU credits for educational programs. Recommend:Establish Call For Papers (2006 Conference Goal) Recommend:One day vendor show combined with the opening general session Recommend:One-day special events, rodeos, field worker-training, demonstrations. Recommend:One day devoted to educational sessions Recommend:Business meetings to be conducted prior to or after the conference and be determined by the E-board Recommend:Regional conferences with chapters in the area sharing the supplemental programs, costs and profits

8. Conference Planning and SupportMJ Loomis – Team leader(Continued) • Prepare specific conference guidelines and standard hotel contracts by June 2004. Progress:Conference guidelines were reviewed and only a few changes noted at this time. The existing guidelines work well with the current format. Until specific changes are adopted there are no further changes. Recommend:Develop a basic proposal to request hotel accommodation costs and services for multi years. At this time the committee is ready to make only suggestions as our cost savings strategies impact the hotel costs significantly. Utilizing public facilities, community centers, corporation yards and parks would reduce costs paid to the hotels for food and beverage services, parking lots and related room use.

9. Conference Planning and SupportMJ Loomis – Team leader(Continued) • Evaluate the feasibility of utilizing professional meeting planners, profit sharing among chapters and establishing regional locations for conferences by June 2004. Progress:Contact and interviews were conducted with several professional meeting planners. The committee invited one such firm, Platinum PR, to attend our 2004 conference and observe. Recommend:The determination now needs to be made as to the advantages and disadvantages of having such a service on board and to what extent. Such a service can handle basically all areas or offer assistance (refer to report submitted to E- board at Oct meeting). Recommend:Collective chapters would determine a specific location, programs and activities. Education would be a responsibility of the education chair at the E-board level. There would be a host site as the primary facilitator but other chapters would share in preparation, performance and financially or any other areas deemed to be important It is our hope this approach would stimulate greater attendance by sharing resources and encouraging other regions to attend.

10. Conference Planning and SupportMJ Loomis – Team leader(Continued) Recommend:Profit sharing should the regional approach to conference be adopted would have to be further discussed. Various formulas could be used such as a total or percentage of members per the MSA rooster or an incentive formula such as number of full registrations, daily registrations or both. This needs to be further explored with the formula equitable to each participating chapter.