2024 CAJPA Board of Directors On-Boarding Mannual

2024

BOARD OF DIRECTORS ON-BOARDING MANUAL

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2024 CAJPA ON-BOARDING MANUAL

CAJPA ON-BOARDING MANUAL TABLE OF CONTENTS Welcome Letter 3 Good Governance 4 - 5 Articles of Incorporation 6 - 7 Bylaws 8 - 18 Board Minutes 20 - 37 Financials 38 - 51 Board and Committee Roster 52 - 53 Strategic Plan 54 - 55 Budget Overview 56 - 59 Staff Responsibilities 61 - 63

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Welcome Letter

Welcome to CAJPA’s leadership!

On behalf of the CAJPA Board of Directors, committee members and staff, I want to thank you for your willingness to be part of California’s voice for risk sharing pools. CAJPA was founded in 1981, when the pooling concept for insurance purposes was still relatively new and fairly obscure. Not wanting to venture alone in unchartered waters, CAJPA was formed to meet the need for communication and cooperation among the newly formed JPAs. CAJPA has always taken challenges head-on and provides its members with essential member benefits and advocacy unique to California’s risk sharing pools. For the last 39 years, CAJPA has provided its members with up-to-date professional development opportunities, an accreditation program requiring the highest of standards, impactful advocacy at both the Capitol and with state regulators; as well as a family-like culture where professionals share knowledge and support one another.

As a member of CAJPA’s Board of Directors, you will be playing a part in the future of the organization, providing input and making vital decisions on how to best serve our members. Regardless if you are one of the nine elected board members or one of the committee chairs, you will find a strong unity of purpose on the CAJPA Board.

Currently, the Board of Directors meets virtually each month. We have an annual multi-day strategic planning session as well. Directors are encouraged to attend as many CAJPA events as possible.

CAJPA is managed by an association management company, Smith Moore & Associates, with its headquarters located in downtown Sacramento, California. We have included a staff roster with roles and responsibilities to assist you. If you ever need assistance or have questions, please feel free to reach out to staff. CAJPA’s legislative advocate is Faith Lane Borges with California Advocates.

Again, thank you for your service to CAJPA and its members. We look forward to working with you.

Most sincerely,

Catherine Smith Catherine Smith Executive Director

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2024 CAJPA ON-BOARDING MANUAL

Good Governance

As a board member, you are in a unique position to make an invaluable contribution to the effectiveness of CAJPA’s Board, the performance of CAJPA as an organization and to promote the role of risk sharing JPA’s in California. Each of you comes to the place of leadership as a subject matter expert within California’s public risk sharing community. That knowledge will be beneficial as a board member. That said, the role of a board member of a non-profit association is unique and will require each of you to perhaps learn a new role, especially if you haven’t served previously as a board member.

Today’s boards are being held to a higher level of scrutiny to ensure legal and ethical integrity. Today’s boards are committed to greater transparency and seekers of new and innovative ways to serve members. Your service on CAJPA’s Board of Directors will require more than good will, common sense and good intentions. Your decision to step into a leadership role reflects that you are committed to serving as part of the governing body. No individual board member has any authority to singularly make a decision on behalf of the full Board. Many boards discuss what is termed “a unity of purpose” – so each of those serving is committed to the same outcomes.

There shall be a Board of Directors consisting of nine (9) voting members elected from among the Regular JPA Members of CAJPA and elected by all other Regular JPA Members. Chairs of standing committees shall also serve as ex-officio, non-voting members of the Board of Directors. That said, all of the CAJPA Board members are asked to actively engage in all Board discussions. Voting is the only difference between the two types of board members.

Good boards focus on setting direction, ensuring and protecting resources, acting as ambassadors, and providing operational oversight. CAJPA is primarily a volunteer-driven organization with the support of an association management company and legislative advocacy firm so clarity of direction and fiscal stability is key to moving forward. As well, being a visible and influential organization in California which represents almost all public entity risk sharing pools in the state being an advocate, ambassador and voice of California’s for our members and the public agencies they serve is a high-priority.

Come to meetings prepared. Understand the organization’s strategic vision. Understand your roles and responsibilities as a board member. Speak your mind but ultimately support any and all final decisions of the Board externally. Have no hidden agendas. Be engaged. Be an advocate for CAJPA and risk sharing pools across California.

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Good Governance

Duties of a Board Member (called the 3 Ds) Duty of Care: The board and the board member’s obligation to be reasonably informed, to act in good faith, and to be diligent in making decisions.

Duty of Loyalty: - The board and the board member’s obligation to be accountable by putting your personal interests aside for the greater good of the organization.

The Duty of Obedience: The board and the board member’s obligation to comply with legal, regulatory, and reporting requirements and to serve as a guardian of your association’s mission.

And, each board member has a fiduciary responsibility to the organization which is to protect and enhance its assets to help ensure short- and long-term fiscal stability.

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Articles Of Incorporation

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Articles Of Incorporation

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2024 CAJPA ON-BOARDING MANUAL

CAJPA Bylaws

CALIFORNIA ASSOCIATION OF JOINT POWERS AUTHORITIES (CAJPA) BYLAWS As Amended September 15, 2022

Supersedes previous versions: As amended March 5, 2013 As amended October 6, 2010 As amended September 9, 2009 As amended September 15, 2004 As amended September 19, 2001 As amended September 18, 1997 As amended November 16, 1984 As originally adopted January 21, 1982

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CAJPA Bylaws

CALIFORNIA ASSOCIATION OF JOINT POWERS AUTHORITIES (CAJPA) BYLAWS As amended September 15, 2022 TABLE OF CONTENTS ARTICLE I - NAME ............................................................................................................................................ 4 ARTICLE II – PRINCIPAL LOCATION ......................................................................................................... 4 ARTICLE III – PURPOSE .................................................................................................................................. 4 ARTICLE IV – MEMBERSHIP ......................................................................................................................... 4 Section 1 - Regular Membership ........................................................................................................................ 4 Section 2 - Affiliate Membership ....................................................................................................................... 4 Section 3 - Associate Membership ..................................................................................................................... 4 Section 4 - Membership Dues ............................................................................................................................. 4 ARTICLE V – VOTING ...................................................................................................................................... 5 Section 1 – Regular Members............................................................................................................................ 5 Section 2 – Affiliate Members ........................................................................................................................... 5 Section 3 – Associate Members ......................................................................................................................... 5 ARTICLE VI – WITHDRAWAL ....................................................................................................................... 5 ARTICLE VII - MEETINGS OF THE ASSOCIATION ................................................................................. 5 Section 1 - Meetings of the Association ............................................................................................................. 5 Section 2 - Notice ............................................................................................................................................... 5 Section 3 - Quorum - General Membership Meetings ........................................................................................ 6 ARTICLE VIII - BOARD OF DIRECTORS..................................................................................................... 6 Section 1 – Intent ................................................................................................................................................ 6 Section 2 - Board Members ................................................................................................................................ 6 Section 3 - Eligibility .......................................................................................................................................... 6 Section4 - Duties ................................................................................................................................................. 6 Section 5 - Meetings of the Board of Directors .................................................................................................. 6 ARTICLE IX - ELECTION OF THE BOARD OF DIRECTORS .................................................................. 7 Section 1 - Terms ................................................................................................................................................ 7 Section 2 - Nominating Committee .................................................................................................................... 7 Section 3 - Votes to Elect ................................................................................................................................... 7 ARTICLE X - DUTIES OF OFFICERS ............................................................................................................ 7 Section 1 - Officers ............................................................................................................................................. 7 Section 2 – Election of Officers ......................................................................................................................... 7 Section3 - President ............................................................................................................................................ 7 Section 4 - Vice President ................................................................................................................................... 7 Section 5 - Secretary ........................................................................................................................................... 7 Section 6 - Treasurer ........................................................................................................................................... 8 ARTICLE XI – VACANCIES ............................................................................................................................. 8 Section 1 –Vacancies ......................................................................................................................................... 8 Section 2 – Resignations .................................................................................................................................... 8 Section 3 – Removal from Office....................................................................................................................... 8 ARTICLE XII – COMMITTEES ....................................................................................................................... 8 Section 1 - Committees ....................................................................................................................................... 8 Section 2 - Members ........................................................................................................................................... 8 ARTICLE XIII – ACCOUNTS AND RECORDS ............................................................................................. 8 Section 1 - Fiscal Year ....................................................................................................................................... 8 Section 2 - Budget .................................................................................................................................................. 8 Section 3 - Funds and Accounts ........................................................................................................................ 8 2

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CAJPA Bylaws

Section 4 - Treasurer's Report ........................................................................................................................... 9 Section 5 - Annual Audit ................................................................................................................................... 9 Section 6 - Costs ................................................................................................................................................. 9 ARTICLE XIV - LIMITATION OF ASSOCIATION’S LIABILITY ............................................................ 9 ARTICLE XV – INDEMNIFICATION ............................................................................................................. 9 ARTICLE XVI – DISSOLUTION ...................................................................................................................... 9 ARTICLE XVII - AMENDMENTS OF BYLAWS ........................................................................................... 9 DEFINITIONS .................................................................................................................................................... 10 Affiliate Member .............................................................................................................................................. 10 Associate Member ............................................................................................................................................ 10 Board of Directors............................................................................................................................................ 10 Delivery ............................................................................................................................................................. 10 Designated Representative ............................................................................................................................... 10 Meeting ............................................................................................................................................................. 10 Regular Member .............................................................................................................................................. 10

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CAJPA Bylaws

CALIFORNIA ASSOCIATION OF JOINT POWERS AUTHORITIES BYLAWS ARTICLE I - NAME The organization shall be known as the "California Association of Joint Powers Authorities" hereinafter referred to as CAJPA or the Association.

ARTICLE II – PRINCIPAL LOCATION The principal office of the Association will be located at such place within the State of California as the Board of Directors may designate.

ARTICLE III – PURPOSE The purpose of the Association: 1. To provide a forum for Joint Powers Authority (JPA) members to exchange information on mutual issues arising in the administration of self-funded and group purchasing insurance programs, and other programs associated with the operation of such JPAs; 2. To work effectively in initiating legislation and/or administrative policies and regulations, and provide support for or opposition to legislation affecting programs of JPAs; 3. To provide accreditation standards and award Certificates of Accreditation to JPAs which meet those standards; 4. To act as a peer resource to members in administering programs; and 5. To sponsor educational conferences and programs to benefit and enhance the administration of JPAs. ARTICLE IV – MEMBERSHIP Section 1 - Regular Membership Regular Membership is open to all JPAs formed under California Government Code Section 6500, et seq, which provide self-funded, group purchase insurance, or other risk financing/risk management programs. Each JPA shall appoint one Designated Representative to receive mailings and official communications and to represent the Regular Member at general membership meetings. Regular Members are subject to policy, rules and procedures adopted by the Board of Directors relating to activities at Association meetings or conferences.

Section 2 - Affiliate Membership Affiliate Membership is open to any government or non-profit entity that does not otherwise meet the criteria for Regular Membership. Affiliate Members may attend Association meetings. Affiliate Members are subject to policy, rules and procedures adopted by the Board of Directors relating to activities at Association meetings or conferences.

Section 3 - Associate Membership Associate Membership is open to JPA service providers, including individuals. Associate Members may attend Association meetings. Associate Members are subject to policy, rules and procedures adopted by the Board of Directors relating to activities at Association meetings or conferences.

Section 4 - Membership Dues Annual membership dues as established by the Board of Directors shall be payable no later than 90 days following the date of the invoice.

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ARTICLE V – VOTING Section 1 – Regular Members Each Regular Member is entitled to one vote, which shall be cast by the Regular Member’s Designated Representative at the general membership meeting.

Section 2 – Affiliate Members Affiliate Members do not have voting privileges.

Section 3 – Associate Members Associate Members do not have voting privileges.

ARTICLE VI – WITHDRAWAL Any Regular, Affiliate or Associate Member may withdraw from membership at any time by filing a written notice of withdrawal with the Association. No dues shall be refunded in the case of withdrawal from membership.

ARTICLE VII - MEETINGS OF THE ASSOCIATION Section 1 - Meetings of the Association There shall be at least one meeting of the Association’s Regular Members (“general membership meeting”) held each year, which shall be called by the President. Additional general membership meetings may be called by the President or by a majority of the Board of Directors.

Section 2 - Notice Notice of the time and place of all general membership meetings shall be delivered to all Designated Representatives at least two weeks prior to the meeting. The notice shall specify the place, date and hour of the meeting, and the means of electronic transmission by and to the Association or electronic video screen communication, if any, by which members may participate in the meeting. For the annual meeting, the notice shall state the matters that the Board of Directors, at the time notice is given, intends to present for action by the members. For a special meeting, the notice shall state the general nature of the business to be transacted and shall state that no other business may be transacted. The notice of any meeting at which directors are to be elected shall include the names of all persons who are nominees when notice is given.

Approval by the members of any of the following proposals, other than by unanimous approval by those entitled to vote, shall be valid only if the notice or written waiver of notice states the general nature of the proposal or proposals: (a)

Removing a director without cause;

(b)

Filling vacancies on the board;

(c)

Amending the Association's articles of incorporation;

(d)

Electing to wind up and dissolve the Association.

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CAJPA Bylaws

Section 3 - Quorum - General Membership Meetings Each Designated Representative of a Regular Member of the Association shall register prior to general membership meetings, and fifteen (15) of these registered Members shall constitute a quorum for the transaction of the business of the Association. Unless otherwise provided for in these Bylaws, action shall be by a majority vote of the Designated Representatives present at the general membership meeting with each Regular Member limited to one vote. Proxy voting is not permitted.

ARTICLE VIII - BOARD OF DIRECTORS Section 1 – Intent It is the intent of the Association that it be governed by Board Members whose primary function is to participate in the management or governance of a JPA and that such Board Members are not also vendors who are providing additional products and/or services to the JPA or to the pooling community on a for-profit basis.

Section 2 - Board Members There shall be a Board of Directors consisting of nine (9) voting members elected from among the Regular Members of CAJPA and elected by the Regular Members. Chairs of standing committees shall also serve as exofficio, non-voting members of the Board of Directors.

Section 3 - Eligibility Every CAJPA Board Member must be either a public employee who is a member of the management team of a Regular Member, a public employee who is a voting member of the governing board of a Regular Member, or an individual public employee whose primary duties are the operation of a Regular Member agency. A Board Member will become the Designated Representative of “his or her” Regular Member upon assuming office on the CAJPA Board, if he or she is not already so designated before that date.

Section4 - Duties The Board of Directors shall govern the Association and shall have such authority as is not inconsistent with these Bylaws to carry out all functions of the Association; to receive, accept, and utilize property, real or personal, from any members of the Association; and to receive, accept, and expend and disburse monies by contract or otherwise, for purposes consistent with the provisions of these Bylaws, which monies may be provided by any revenues of the Association. The Board of Directors shall annually, on or before the first day of the Association's fiscal year, adopt a budget showing each of the purposes for which the Association will need money and the estimated amount of money that will be needed for each such purpose for the ensuing fiscal year. The Board of Directors shall establish annual membership dues not later than 60 days prior to the ensuing dues fiscal year. The Board of Directors shall ensure that a complete and accurate system of accounting of the Association's funds shall be maintained at all times consistent with established accounting procedures and practices. The Board of Directors has the authority to delegate certain duties as it deems appropriate.

Section 5 - Meetings of the Board of Directors Meetings of the Board of Directors shall be called by the President or may be called by a majority of the Board of Directors. Written notice of such meetings shall be delivered to members of the Board of Directors not less than three (3) days prior to such meeting. Five (5) or more voting members of the Board of Directors present at a meeting shall constitute a quorum. In the event action is necessary by the Board of Directors prior to a scheduled meeting, an affirmative vote of six (6) or more of the members of the Board of Directors by telephonic, electronic or mail poll conducted by the President shall be sufficient to constitute action. Issues decided by this voting method shall be reported at the next regular Board of Directors meeting.

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CAJPA Bylaws

ARTICLE IX - ELECTION OF THE BOARD OF DIRECTORS Section 1 - Terms Each director shall be elected to serve a three-year term. The term of office for each director shall commence on January 1, following the election and expire on December 31 of the elected term. The Board of Directors positions shall be numbered One through Nine. The Secretary of the Association shall maintain a record of position numbers and the corresponding board member's name and term expiration dates.

Section 2 - Nominating Committee There shall be a Nominating Committee appointed by the President of the Board of Directors and composed of no fewer than three (3) Designated Representatives of Regular Members. The Nominating Committee shall be responsible for seeking nominations; identifying one or more eligible candidates for each Director's position on the Board of Directors whose term is scheduled to expire; and recommending as many eligible candidates as there are Directors’ positions up for election. At least two weeks prior to the election, a written report of the nominating committee stating the names of all eligible persons nominated, and the names of the persons recommended by the Nominating Committee, shall be delivered to all Designated Representatives.

Section 3 - Votes to Elect Those nominees receiving the greatest numbers of votes cast by Designated Representatives of Regular Members shall be elected. In the case two or more candidates for one position receive an equal number of the votes, the election shall be determined by drawing.

ARTICLE X - DUTIES OF OFFICERS Section 1 - Officers Officers of the Association shall consist of a President, Vice President, Secretary and Treasurer. The officers shall have such duties as are herein prescribed.

Section 2 – Election of Officers The Board of Directors shall elect a President and Vice President, each to hold office for a two-year term, except as hereinafter provided, and until a successor is elected. In the event the President or Vice President so selected ceases to be a member of the Board of Directors, or for other reasons is unable to serve, the resulting vacancy in the office of President or Vice President shall be filled at the next Board of Directors meeting held after such vacancy occurs. The offices of Secretary and Treasurer, shall be elected by the Board of Directors at the first Board meeting following the general election, and the persons so elected shall serve for a one year term from January 1 to December 31. The officers shall have such duties as are herein prescribed.

Section3 - President The President shall preside at all meetings of the Association and the Board of Directors, and shall appoint, replace, or reaffirm committee chairperson(s). The President shall serve as an ex-officio member of all committees.

Section 4 - Vice President The Vice President shall preside in the absence of the President and in case of vacancy in the office of President, perform the duties of that office until a President shall be elected.

Section 5 - Secretary The Secretary shall maintain a record of proceedings of all meetings and shall be the custodian of official documents and records other than financial records for the Association.

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CAJPA Bylaws

Section 6 - Treasurer The Treasurer shall maintain a record of the financial transactions of the Association, including but not limited to, income and expense statements, bank accounts and investments. Financial records shall be subject to an annual audit by an independent, Certified Public Accountant.

ARTICLE XI – VACANCIES Section 1 –Vacancies A vacancy or vacancies on the Board of Directors shall be deemed to exist upon the specific circumstances which may include any of the following: (i) the death, resignation or removal of a director; (ii) an increase in the number of authorized directors; or (iii) the failure of the Designated Representatives to elect directors by ballot. Vacancies on the Board of Directors shall be filled by appointment by a majority vote of the Board of Directors after they have considered the recommendations of the Nominating Committee. The replacement shall serve for the remainder of the term of the Board Member whose position was vacated.

Section 2 – Resignations Any director or officer may resign by giving written notice of resignation to the President, Vice President or Board Member. Should a director no longer meet the eligibility criteria as provided in Article VIII, Section 3 of these Bylaws, that director shall immediately be deemed to have resigned.

Section 3 – Removal from Office The Board of Directors, by an affirmative vote of five or more of the Board members, shall have the power and authority to remove an officer or director with or without cause and declare his or her office vacant if he or she (i) has been declared of unsound mind by a final order of court; (ii) has been convicted of a felony; (iii) has been found by a final order or judgment of any court to have breached any duty under Section 7230 through 7238 of the California Nonprofit Mutual Benefit Corporation Law (relating to the standards of conduct of directors); (iv) fails or ceases to meet any required qualification that was in effect at the beginning of that director’s current term of office; (v) has three unexcused absences from Board of Directors meetings during a calendar year; or (vi) fails to fulfill the duties of a Board member.

ARTICLE XII – COMMITTEES Section 1 - Committees The Board of Directors may establish or dissolve committees or Ad Hoc committees as may be appropriate.

Standing Committees are advisory to the Board of Directors. The Board of Directors may delegate certain duties to the committees as it deems appropriate.

Section 2 - Members With the exception of the Nominating Committee, the chairpersons of each committee shall select members from among the Regular, Affiliate and/or Associate Members, subject to the approval of the Board of Directors.

ARTICLE XIII – ACCOUNTS AND RECORDS Section 1 - Fiscal Year The fiscal year of the Association shall be established by the Board of Directors.

Section 2 - Budget The Board of Directors shall adopt an operating budget for the Association prior to the start of each fiscal year.

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CAJPA Bylaws

The Treasurer shall establish and maintain such funds and accounts as may be required by good accounting practice or by the Board of Directors. Books and records of the Association shall be open to inspection at all reasonable times by representatives of a Member.

Section 4 - Treasurer's Report The Treasurer, 120 days after the close of each fiscal year, shall give a complete written report of all financial activities for such fiscal year to the Board of Directors.

Section 5 - Annual Audit The Board of Directors shall provide for a certified, annual audit of the accounts and records of the Association which audit shall conform to generally accepted auditing standards. When such an audit of the accounts and records is made by a Certified Public Accountant, such report shall be reviewed and approved by the Board of Directors.

Section 6 - Costs Any costs of the audit, including contracts with, or employment of, Certified Public Accountants, in making an audit pursuant to this Article, shall be borne by the Association.

ARTICLE XIV - LIMITATION OF ASSOCIATION’S LIABILITY No officer, director, or member shall make or incur any debt or liability in the name of the Association or on its behalf unless such debt or liability is authorized by the Board of Directors and is not inconsistent with these Bylaws.

ARTICLE XV – INDEMNIFICATION Every director, officer or employee of the Association and such others as may be specified from time to time by the Board of Directors, shall be indemnified by the Association against all expenses and liabilities, including legal fees, reasonably incurred or imposed upon them in connection with any proceeding to which they may be made a party, or in which they may become involved, by reason of being or having been a director, officer or employee of the Association, or any settlement thereof, whether the person is a director, officer or employee at the time such expenses are incurred, except in such cases wherein the director, officer or employee is adjudged guilty of negligence, willful misfeasance or malfeasance in the performance of his or her duties. The foregoing right of indemnification shall be in addition to and not exclusive of all other rights to which the indemnified person may be entitled (such as, by way of example and not limitation, the rights to be defended and indemnified under a policy or policies of insurance purchased for such purposes by the Association).

ARTICLE XVI – DISSOLUTION The Association shall use its funds only to accomplish the purposes specified in these Bylaws. No part of the funds shall be used to the advantage of any single person or entity or be distributed to the members of the Association. In the event of the dissolution or final liquidation of the Association, its remaining net assets shall be distributed to such nonprofit corporations or associations as are exempt from Federal Income Tax under Section 501(c)(6) of the Internal Revenue Code, as deemed appropriate by the Board of Directors.

ARTICLE XVII - AMENDMENTS OF BYLAWS Amendments to these Bylaws may be proposed at any time by a vote of two-thirds (2/3) of the Board of Directors, but any such amendment shall not be effective until approved by a majority vote of the Designated Representatives of the Regular Members voting at a general membership meeting or by a majority vote of the 9

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CAJPA Bylaws

Designated Representatives of the Regular Members if the vote is by mail ballot. The Board of Directors may establish the effective date of the Bylaw amendments as any date on or after the date such amendments are approved by the Regular Members’ Designated Representatives.

DEFINITIONS Affiliate Member Any government or nonprofit entity that does not otherwise meet the criteria for Regular Membership. Affiliate Members must be approved for membership by the Board of Directors and must be in good standing.

Associate Member An individual or agency which is in the business of providing products or services to one or more Regular Members and/or other agencies. Generally, Associate Members operate on a for-profit basis and provide some services or products to Regular Members or other agencies. Associate Members must be approved for membership by the Board of Directors and must be in good standing.

Board of Directors The governing body of the California Association of Joint Powers Authorities (CAJPA).

Delivery The delivery of communications regarding Association meetings or other business either personally, by telegraph, teletype, or other form of wire or wireless communication; or by first class U.S. mail or private carrier. Notice given by electronic transmission by the Association shall be valid only if: (1.) Delivered by (i) facsimile telecommunication or electronic mail when directed to the facsimile number or electronic mail address, respectively, for that recipient on record with the Association; (ii) posting on an electronic message board or network that the Association has designated for those communications, together with a separate notice to the recipient of the posting, which transmission shall be validly delivered on the later of the posting or delivery of the separate notice of it; or (iii) other means of electronic communication; (2.) To a recipient who has provided an unrevoked consent to the use of those means of transmission for communications; and (3.)

That creates a record that is capable of retention, retrieval, and review, and that may thereafter be rendered into clearly legible tangible form.

Designated Representative The Designated Representative who is elected or appointed by the Board of Directors, Executive Committee, or other duly-empowered authorizing body of a Regular Member to represent the interests of the Regular Member at Association general membership meetings. This person is eligible to cast the sole vote of that Regular Member at general membership meetings.

Meeting A gathering of members of the Board of Directors, or of Designated Representatives of Regular Members of the Association, for purposes of transacting Association business. Any board or general membership meeting may be held either by attendance in person; or by attendance by conference telephone, video screen communication, or other communications equipment; or both by attendance in person and by attendance via electronic means.

Whether effected by personal appearance or by electronic means, participation in a meeting shall constitute presence in person at the meeting if (1.) Each member participating in the meeting can communicate concurrently with all other members; and (2.) Each member is provided the means of participating in all matters before the Board of Directors, including the capacity to propose, or to interpose an objection to, a specific action to be taken by the Association.

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CAJPA Bylaws

A public risk pool which is a Joint Powers Authority formed pursuant to California Government Code section 6500, et seq which provides self-funded, group purchase insurance, or other risk financing/risk management programs and services to a California public agency or agencies. Regular Members must be approved for membership by the Board of Directors and must be in good standing.

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December 16, 2022 Board Minutes

California Association of Joint Powers Authorities (CAJPA) Board of Directors Meeting December 16, 2022 10:00 am – 1:30 pm PRISM Office 75 Iron Point Circle, Suite 200 Folsom, CA 95630

Attendees: Gina Dean, CAJPA President, PRISM Craig Schweikhard, CAJPA Vice President, SMCSIG Andy Sells, CAJPA Past President, ACWA JPIA John Stenerson, CAJPA Treasurer, SISC (Virtual) Marinda Griese, CAJPA Secretary, CJPRMA Dave George, SELF Beth Lyons, PERMA Alex Smith, CJPIA Cindy Wilkerson, RESIG Mike Pott, PRISM Lois Gormley, SELF Robin Flint, ACWA JPIA Bill Scribner, BETA Healthcare Group Puneet Behl, PRISM Staff & Guest: Catherine Smith, CAJPA Executive Director Carmen Berry, CAJPA Deputy Director Melissa Feltz, CAJPA Account Coordinator Faith Borges, CAJPA Lobbyist Phil Brown, SIA

Call to Order & Opening Remarks CAJPA President, Gina Dean, called the meeting to order at 10:07 a.m. A quorum was established.

Approval of Agenda President Dean announced there are two additions to the agenda: new item 5D, Defense Consortium Database and new item E, Data Collection Project Next Steps.

Consent Calendar Approval of October 21, 2022, Minutes Approval of the November 2022, Financials Approval of Rose Burcina Accreditation Contract Approval of New Committee Member: Tech & Finance Committee – Lam Le, Sedgwick

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December 16, 2022 Board Minutes

CAJPA Past President Andy Sells motioned to approve the consent calendar. CAJPA Vice President Craig Schweikhard seconded. Motion carried.

2022 Strategic Planning Findings and Recommendations CAJPA Executive Director Catherine Smith reported out to the board the results from the three parts of the Strategic Planning session: Succession Planning, Diversification and Board Eligibility.

Part 1: Succession Planning Smith shared that many long-time members are beginning to retire so staff has looked to restructure the PD Committee. With board approval, PD committee will focus on the overarching programs like the summit series, RMP and any committees that offer education (Finance, Tech, LITL). There will be a conference sub-committee that is separate from the PD committee to focus solely on the Annual conference and the PD Committee will help to generate opportunities for future leaders. CAJPA Deputy Director Carmen Berry shared the suggested makeup of each committee via the document in the packet. There will be 9 members in total for the PD Committee and 11 members in total for the conference sub-committee.

Dean recommended, due to time, it might be best to have a working group meet separately to discuss this before putting it to motion. Beth Lyons, Craig Schweikhard, Marinda Griese, Puneet Behl volunteered to be the working group to make this decision. Behl suggested bringing in other members to sit on these committees rather than chairs would help to encourage more involvement from younger members.

Part 2: Revenue Diversification Smith shared the four different ways staff came up with the diversify revenue. 1 - Additional educational programs outside of the conference as well as 2 - Additional revenue options at the conference. 3- Membership working group. 4 - Sell ad space in the CAJPA quarterly newsletter.

CAJPA Treasurer, John Stenerson, proposed that larger JPAs should pay more than smaller JPAs for the annual fees. Dean recommended the Finance Committee look at these options to come up with the best way to move forward. The Finance Committee can make a recommendation to the board regarding the revenue diversification. This should be considered for the 2024-2025 fiscal year so members can budget for the change. Staff will add this to the Finance Committee’s January agenda and the committee will report to the board within the next three months to make their suggestion.

Part 3: Board Eligibility Smith shared that the bylaws have been updated regarding who is eligible to sit on the board.

Language regarding CalSTERS has been eliminated. Staff will update membership.

Board Action/Discussion Items Appointment to Fill Brady Vacancy CAJPA President Dean shared that Martin Brady has submitted his resignation as of December 31st. Brady recommends appointing Brooks Rice to fill his seat by January 1.

Andy Sells motioned to approve Brooks as Martin’s replacement. Marinda Griese seconded.

Motion passed.

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December 16, 2022 Board Minutes

Appointment of Officers 2023 The board agreed Craig Schweikhard will serve as president in 2023 for a two-year term with Marinda Griese as Vice President for a two-year term. Andy Sells will be treasurer for a oneyear term. Dave George be the secretary position with a one-year term limit. John Stenerson motioned to approve the appointments of the board. Andy Sells seconded. Motion carried.

Approval of Member Satisfaction Survey Dean shared that the SMA contract is coming up in 2023 and herself and Craig will work on a member satisfaction survey that will go out to all members.

Defense Consortium Database Schweikhard shared that there have been some new cases that have emerged recently that require stronger defensive tactics, and in response the SAM Defense Consortium are now recommending expanding the database beyond SAM claims. The database would house shared information which defense attorneys could access in an effort to expand and strengthen the membership’s legal defense knowledge and resources. This could potentially be a good project for CAJPA or the Legislative Committee. Nuclear verdicts are an existential threat for all pools.

The board recommend that staff add this to the strategic planning session agenda as an action item.

Data Collection Project Next Steps Dean shared the board needs to decide if it is time to refresh the data. CAJPA would have to get a quote and then would need to discuss how to fund this project. AB 218 expires at the end of December and Schweikhard recommended we collect those numbers to determine how to move forward. The existing database is stored by AON and there was conversation regarding housing the data at CAJPA, which will need storage solutions evaluated. Bill Scribner shared storage will be easy, but decisions around permissions/access are crucial. An Ad hoc task force with different levels of expertise was determined as the next step to link up with Julie/AON. Sells, Scribner, Pott and Schweikhard will be on the task force with Sells as chair. Pott recommended reaching out to find out what format the existing data is stored in. Smith will connect with Julie at AON for this. Staff will add this to the Technology Committee agenda to discuss as well as the strategic planning agenda if there is an update.

2023 Annual Budget Smith shared the 2023 Annual Budget. The Accreditation committee added fees to help them be self-sustaining. There was an addition of CEO training to put our new PD committee plans into place. Speaker fees for the annual conference continue to rise so there needs to be more discussion on this at the Conference subcommittee meeting. $126,000 has been proposed for the pooling academy in 2023. New scholarships have been added from Alliant, $15,000 a year for 5 years, but this is a restricted fund.

Andy Sells motioned to approve the 2023 Annual Budget. Beth Lyons seconded. Motion carried.

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December 16, 2022 Board Minutes

Cal Advocates Contract Renewal CAJPA Legislative Chair Robin Flint shared that Faith Borges reached out regarding a pay increase of $10,000. Flint reported Borges’ current stats, tasks, and responsibilities to the board. Borges proposed that this increase is be held for two years.

Marinda Griese motioned to approve the Cal Advocates Contract Renewal with the pay increase. Alex Smith seconded. Motion passed.

2021 Financial Audit Smith shared the financial audit is approved. The audit is preformed by SMA Accounting alongside Carmen Berry.

John Stenerson approved the 2021 Financial Audit. Andy Sells seconded. Motion passed.

Membership Report Renewals are right on track.

Standing Committee Action/Discussion Items Legislative Committee Committee Chair Robin Flint reported that the committee met in October and LAD is tentatively set for March 28, 2023. The committee will be securing a room at the Capitol Annex Swing Space to meet with legislature regarding key bills.

Professional Development Committee Committee Chair Craig Schweikhard shared that CAJPA has agreed to partner with CHS Consulting regarding the RMP Program. Chair of the PD Committee will be added to the steering committee of the CHS Consulting RMP Program going forward. The RMP has plentiful scholarship opportunities and Berry shared we might be able to align these with other related CAJPA scholarships.

Due to space issues, there is an RFP out for 2024 Annual Conference. The PD committee will review the RFP response and return the results with a recommendation for the Board. Feltz and Berry have a site visit of the new event space in South Lake Tahoe coming up alongside potential transportation options.

Speed of production on Pooling Academy sessions is accelerating. Possible finance track coming. Lexipol has a program manager contract. Introductory rates are going up.

Regarding the Spring Workshop, Finance Committee Chair Behl shared the new program update with concurrent sessions. Technology Committee Chair Scribner reported that the thought process was to have two shorter days for those who are flying so they can make it for the full event without stress. The concurrent sessions allow for folks to attend Tech or Finance sessions of their choice. The concurrent session program for 2023 will then be used for the 2024 program in Southern California.

Board gave consensus to move forward.

Communications Committee Committee Chair Lois Gormley shared that the committee is working on updating goals going forward and the possible addition of a podcast.

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December 16, 2022 Board Minutes

LITL Committee Committee Chair Marinda Griese updated the board that the next LITL meeting is January 9th and put out a request for upcoming webinar topics.

Accreditation Committee No report.

Technology Committee Committee Chair Bill Scribner shared they have updated their policies and procedures document to reflect their transition to two subcommittees: education and best practices. Chair position has also been aligned with the co-chair position with term limit of 2 years. The committee’s two vice chairs will chair each subcommittee.

Alex Smith motioned to approve the changes to the policy and procedures document. Andy Sells seconded. Motion carried.

Legal Affairs Committee No report out.

Finance Committee No report out.

Additional Updates CCWC No report out.

2023 Meeting Discussion 2023 Planning Meeting Staff informed the board that CAJPA still has an active deposit down at the Lodge at Tiburon for the meeting to be held in 2023. The board has preference of dates April 24 - 25 if the property has the availability, with May 22 - 23 as the second option. Staff will confirm availability with the lodge and report back to the board to get this on the calendar.

Board Meeting Frequency Incoming CAJPA Board President Craig Schweikhard shared board meetings should be held every other month, half virtual, half in person, with Strategic Planning and the December meeting being in person. The board requested the meetings be on a different day besides Friday. Staff will poll the board to see what day of the week works best for meetings then staff will create a calendar.

CAJPA President Gina Dean recognized and thanked Martin Brady and John Stenerson for their years of service to CAJPA. Then, with no further business to discuss, adjourned the meeting at 12:21 p.m.

Respectfully Submitted, Melissa Feltz CAJPA Account Coordinator

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February 22, 2023 Board Minutes

California Association of Joint Powers Authorities (CAJPA) Board of Directors Meeting February 22, 2023 12:30 pm – 2:30 pm Attendees: Craig Schweikhard, CAJPA President, SMCSIG Gina Dean, PRISM, CAJPA Past President Dave George, SELF, Secretary Andy Sells, ACWA JPIA, Treasurer Beth Lyons, PERMA Cindy Wilkerson, RESIG Mike Pott, PRISM Lois Gormley, SELF Robin Flint, ACWA JPIA Bill Scribner, BETA Healthcare Group Puneet Behl, PRISM Staff/Guests: Catherine Smith, Executive Director Brett Moore, Legislative Assistant Faith Borges, Legislative Advocate Teri Anticevich, Conference Planner Maria Galvan, CJPIA Call to Order & Opening Remarks CAJPA President Craig Schweikhard called the meeting to order at 12:39 p.m. A quorum was established.

Approval of Agenda One minor edit was shared to change Section 3/c. to Legal not LITL. With the edit, Director Cindy Wilkerson moved to approve the agenda. Director Beth Lyons seconded. Motion carried.

Consent Calendar Approval of December 16, 2023, Minutes Approval of the January 2023, Financials Legal Committee Appointment of Stephan Birgel, ASCIP CAJPA Director Andy Sells moved to approve the consent calendar. Director Wilkerson seconded. Motion carried.

Board Action/Discussion Items Member Satisfaction Survey Update

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No additional update currently. Results will be discussed at the upcoming planning session.

Membership Report CAJPA is currently at an 93% retention rate for JPA members. There are six (6) left to renew. Staff anticipates those will come in as well. Associates are at 61% retention rate with an expectation for that retention rate to rise as the conference approaches.

Standing Committee Items Legislative Committee Chair Robin Flint ad Advocate Faith Borges provided an update on current legislative activities.

2,600 bills were introduced so far in the session. CAJPA’s bill review day is March 27, 2023.

Legislative Education Day is March 28, 2023. Due to the significant number of new legislators and legislative staff, the Legislative Committee decided to focus this year on educating legislators/staff on CAJPA, our members, issues of concern, and what a public risk sharing pool provides to its members. Legislative Advocate Borges did alert the Board of the introduction of AB 452 (Addis) which moved to eliminate the statute of limitations on child sexual abuse.

CAJPA has been discussing with various pools throughout the state to update CAJPA data on claims regarding child sexual abuse.

Professional Development Committee Staff provided an update on the discussion of restructuring the Professional Development Committee to separate out a subcommittee targeted just for the annual conference. A working group has been identified and working with staff on potential structure. Conference Director Teri Anticevich gave an update on the 2023 annual conference. Due to significant remodeling at the Lake Tahoe Resort the PD Committee and staff are having to make sure decisions on location and program flow.

Greg Ockner has been confirmed for the Wednesday Keynote Speaker. Ockner has risk management experience and incorporate music into his presentation. Based on a decision on Thursday lunch, there may be need to identify a second keynote.

President Schweikhard provided an update on the Risk Management Practitioner (RMP) program. He currently represents CAJPA on the program’s oversight board. The program provides a certificate, has received strong reviews, and offers networking opportunities.

Spring Workshop is set for May 16-17, 2023. Finance and Technology Committees are working on program. Chairs Bill Scribner and Puneet Behl will share additional updates later in the meeting.

Staff updated the Board on the status of the Pooling Academy. There has been a bit of a setback on some technology support challenges. AGRiP has shared that when the Pooling Academy platform is more firmly developed, that association is considering running all their webinar trainings through it. CAJPA will be receiving another invoice for 2022 costs to be paid out of the $300,000 pledge we made.

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February 22, 2023 Board Minutes

Communications Committee Chair Lois Gormley shared the committee met on January 23 and discussed some additional communication efforts to support members. Chair Gormley will present to the Board at the upcoming April planning session.

LITL Committee Maria Galvan indicated that the LITL Committee has three upcoming trainings schedule. The first program is a webinar. The second canine law enforcement/active shooter training will be in person and the final one will be in august on field investigation.

Accreditation Committee Chair Kimberly Dennis shared the Accreditation Committee met in January and will meet again in March. They have set a limit on five (5) reviews per meeting to maintain quality and consistency. Focused on ensuring Accreditation Consultants are supported, trained, and utilizing same resources, processes, etc. The committee will be updating their policies and procedures once concluded. Chair Dennis has tentatively set a retirement date for July 2023.

David Bernardi will be setting in as Accreditation Committee chair. Chair Dennis will remain on the committee to support until she retires.

Finance and Technology Committees Chairs Scribner and Behl provided an update on the development of the 2023 Spring Workshop program. Chair Behl also shared she is working on providing dues structure alternatives for the Board’s future consideration.

Having no further business to discuss, President Schweikhard adjourned the meeting at 1:18 p.m.

Respectfully Submitted, Brett Moore Legislative/Association Assistant 2023 Meeting Dates June 28, 2023, 12:30 pm -2:30 pm (virtual) August 23, 2023, 12:30 pm – 2:30 pm (potential in person) Oct 25, 2023, 12:30 pm -2:30 pm (virtual) Dec 12, 2023, 10:00 am – 2:00 pm (in person)

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June 28, 2023 Board Minutes

California Association of Joint Powers Authorities (CAJPA) Board of Directors Meeting June 28, 2023 12:30 pm – 2:30 pm Attendees: Craig Schweikhard, CAJPA Board President, SMCSIG Marinda Griese, CAJPA Vice President & LITL Chair, CJPRMA Gina Dean, CAJPA Past President, PRISM Andy Sells, CAJPA Treasurer, ACWA JPIA Dave George, CAJPA Secretary, SELF Cindy Wilkerson, RESIG Brooks Rice, SIA, joined at 12:38 p.m.

Kimberly Dennis, CAJPA Accreditation Chair, ACSIG Puneet Behl, CAJPA Finance Chair, PRISM Nicole Montalvo, CAJPA Technology Vice Chair, PRISM Lois Gormley, CAJPA Communications Chair, SELF Staff: Catherine Smith, CAJPA Executive Director Melissa Feltz, CAJPA Account Coordinator Daniela Dejeu, CAJPA Administrative Assistant Faith Borges, CAJPA Legislative Advocate Teri Anticevich, CAJPA Conference Planner Call to Order & Opening Remarks CAJPA Board President Craig Schweikhard called the meeting to order at 12:33 p.m.

Approval of Agenda CAJPA Vice President Marinda Griese motioned to approve the agenda as presented. CAJPA Past President Gina Dean seconded. Motion carried.

Consent Calendar February 22, 2023, Board Meeting Minutes May 2023, Financials Technology Committee Appointments Max Larkin: PRISM LITL Committee Appointments Tasha Lane: SMCIG Amy Northam: CIRA Jimmy Rowe: SELF Finance Committee Appointments Heidi Singer: ACWA/JPIA Kyle Hutchings: ACWA/JPIA

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June 28, 2023 Board Minutes

Tony Waterford: ACWA/JPIA (replacing Patricia Slaven as the HR chair) CAJPA Secretary Dave George motioned to approve the consent calendar. Director Cindy Wilkerson seconded. Motion carried.

Board Action/Discussion Items April 24 – 25, 2023, Strategic Planning Notes NEW Professional Development Committee Structure CAJPA Executive Director Catherine Smith reported that the conference committee will be separate from the PD committee. Smith shared the proposed description of the restructuring.

Staff will adjust the structure to state 15 instead of 13 to not eliminate anyone. CAJPA Treasurer Andy Sells motioned to approve the new Professional Development Committee structure. Past President Dean seconded. Motion carried.

Ratification of New Membership Structure Executive Director Smith shared that the Board approved the new tiered structure at the strategic planning session. Vice President Griese motioned to approve the new membership structure. Director Brooks Rice seconded. Motion carried.

CAJPA Scholarship Program Relaunch Executive Director Smith shared that staff has been meeting regarding the marketing of the three scholarships. John Keenan Memorial Scholarship is two conference registrations with hotel and travel. CAJPA facilitates the collection of the applications and will confirm with Keenan on the selected recipients. Joseph Farrell is a scholarship for general professional development for any CAJPA members. Michael Fleming Education Scholarship Fund (Alliant) is for undergraduate or graduate students who are pursuing a degree related to risk management, insurance, business, actuarial studies, etc. Outreach will be focused on colleges and universities that offer programs in those fields. This scholarship has an annual distribution of $15,000. Director Wilkerson shared that CSU – Northridge has a robust program in these areas and should be added to the contact list.

Tort Data Working Group Verbal Report Executive Director Smith shared meetings have been happening. Path and criteria have been identified. There have been some delays. The Working Group continues to focus on the project outcomes.

Standing Committee Items Professional Development Committee 2023 Annual Conference Update CAJPA Conference Planner Teri Anticevich mentioned she anticipates some construction at the Lake Tahoe Resort (LTR) during our conference. LTR has assured us they won’t disrupt the flow of our conference or impact attendee sleeping rooms. Alex Shein, Because I Said I Would, will be the Thursday lunch keynote speaker.

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Legislative Committee Cal Advocates Report CAJPA Legislative Advocate Faith Borges shared the AB 452 report with CSAC. The concern was about the numbers we have been providing with our data. The author of the bill is willing to work with CAJPA. No statue of limitations. Director Mike Pott drafted language to explicitly document specifics of the law. Presumption bills were heard today. Labor, employment and safety issues are being brought forward at this time.

Legal Affairs Committee No report Communications Committee No update, meeting in the next couple weeks.

LITL Committee Committee Chair Griese shared information regarding the in person LITL event that took place May 31. There is excitement regarding the three new members.

Accreditation Committee No report Technology Committee Nicole Montalvo reported that the 2023 Spring Workshop was a success, and now the focus is on finding a Southern California location for 2024. The committee is leveraging topics from Spring Workshop and moving forward. The Technology committee now consists of two subcommittees.

Finance Committee Executive Director Smith highlighted the significant efforts taken by this committee on the new membership dues tier.

Additional Updates CCWC Director Rice reported that there will be an annual conference in the beginning of June that will cover presumptions and how they vary from state to state.

AGRiP Past President Dean reported on the new composition of the AGRiP Board of Directors to address diversity and inclusion. Future events and future educational programs are being looked at.

Adjournment With no further business to discuss, Past President Dean moved to adjourn the meeting. Vice Griese seconded. President Schweikhard adjourned the meeting at 1:03 p.m.

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June 28, 2023 Board Minutes

Gina Dean motioned to approve adjournment. Marinda Griese seconded. Motion carried.

Respectfully Submitted,

Melissa Feltz CAJPA Account Coordinator

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August 23, 2022 Board Minutes

California Association of Joint Powers Authorities (CAJPA) Board of Directors Meeting August 23, 2023 12:30 pm – 2:30 pm Attendees: Craig Schweikhard, Board President, SMCSIG Marinda Griese, Vice President, CJPRMA Dave George, SELF Lois Gormley, SELF Beth Lyons, PERMA Cindy Wilkerson, RESIG Bill Scribner, BETA Healthcare Brooks Rice, SIA Puneet Behl, PRISM David deBernardi, ACWA JPIA Andy Sells, ACWA JPIA joined 12:37 p.m.

Staff & Guests: Catherine Smith, CAJPA Executive Director Carmen Berry, CAJPA Deputy Director Melissa Feltz, CAJPA Account Coordinator Teri Anticevich, CAJPA Conference Planner Call to Order & Opening Remarks CAJPA Board President Craig Schweikhard called the meeting to order at 12:32 p.m.

Approval of Agenda Cindy Wilkerson motioned to approve the agenda. Dave George seconded. Motion carried.

Consent Calendar June 28, 2023, Board Meeting Minutes July 2023, Financials Legislative Committee Appointments Tony Giles, CJPRMA – JPA Subcommittee Debra Russell, SIA – Workers Comp Subcommittee Beth Lyons motioned to approve the consent calendar. Marinda Griese seconded. Motion carried.

Board Action/Discussion Items Board Vacancy Catherine Smith reported Andy Sells retires at the end of September and there is a need to fill his position. A nominating committee is available if the board cannot decide internally. There was a consensus to open it up to the membership for interested parties - qualifications will be

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August 23, 2022 Board Minutes

outlined in the marketing sent to membership. A nominating committee will be set up at the beginning of each year so when vacancies come up, they can determine who is the best fit moving forward.

Officer Appointment With Andy Sells retiring the Treasurer position is up for fill. Brooks Rice mentioned Alex Smith as a good replacement. The board can appoint at their leisure. The board mentioned that the benefit of doing it at the conference is that the bank is there to validate the change of hands in the position.

2023 Annual Conference Update Carmen Berry shared the registration report stating that the 2023 registrations have surpassed the 2019 numbers with 832 registrations thus far. Sponsor/exhibitor revenue is currently $422,500. All three hotels are full even after adding rooms.

LTR Construction: President Schweikhard and Deputy Director Berry drove to Lake Tahoe Resort to check on the status of the hotel and address concerns. Two thirds of the rooms are currently renovated and will be reserved for conference attendees. The lobby is still under construction but should be available by the time of the event. Meeting rooms are ready to go minus the rooms that are being converted to the Margaritaville bar. There is a major change in staff. The new manager has expressed interest in having our event go smoothly and stated the construction will be completed by the time of the event. Berry shared current photos of the hotel. The foyer has been redone.

“In Memory” Video – Volunteers: Robin Johnson, Jeanette Mason, Roger Carol Scholarship Recipient – Keenan: Lucio and one more, will be awarded at Fall Conference.

The Thursday evening reception will be held on the lawn of the Event Center and tours will be held for the board.

Standing Committee Items Professional Development Committee Staff shared on behalf of the committee that there is a need to lock in the final two sessions.

Robin Flint recommended an AI Panel be added to the program. CAJPA Coordinator Feltz recommended Dan Shuart speak as his session about AI was well received at the Spring Workshop. Brooks Rice volunteered to join the panel, and staff will work with the committee members to solidify one more individual to sit on this panel. A DEI session was recommended by staff as the other session to fill the vacant spot. Puneet Behl recommended Lillian from Alliant as a speaker. Staff will reach out to confirm.

Legislative Committee Catherine Smith shared they have confirmed the Legislative speaker for Friday, Nannette from Rambo Communications.

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Cal Advocates Report No report out.

Legal Affairs Committee No report out.

Communications Committee Committee Chair Lois Gormley shared their next committee meeting will be in October.

LITL Committee Committee Chair Marinda Griese shared their last event of the year went well and their committee meetings have concluded for 2023.

Accreditation Committee David diBernardi has become the new chair.

Technology Committee Committee Chair Bill Scribner shared the 2023 Spring Workshop made a profit and there is room for growth.

Finance Committee Staff will schedule a combined F+T meeting for Fall. 2024 location will be discussed and solidified at this meeting.

Additional Updates CCWC – Brooks reported an update.

AGRiP – Cindy Wilkerson reported it was a robust conference and quality practical information was shared.

Adjournment With no further business to discuss, CAJPA President Craig Schweikhard adjourned the meeting at 1:22 p.m.

2023 Meeting Dates Oct 25, 2023, 12:30 pm -2:30 pm (virtual) Dec 12, 2023, 10:00 am – 2:00 pm (in person)

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October 25, 2022 Board Minutes

California Association of Joint Powers Authorities (CAJPA) Board of Directors Meeting October 25, 2023 12:30 pm – 2:30 pm Attendance: Craig Schweikhard, Board President, SMCSIG Marinda Griese, Vice President, CJPRMA Dave George, SELF Beth Lyons, PERMA Brooks Rice, SIA Puneet Behl, PRISM Bill Scribner, BETA Healthcare Lois Gormley, SELF Cindy Wilkerson, RESIG Robin Flint, ACWA JPIA, joined at 12:38 pm Staff & Guests: Catherine Smith, CAJPA Executive Director, left at 12:46pm Carmen Berry, CAJPA Deputy Director Mel Feltz, CAJPA Account Coordinator Faith Borges, CAJPA Legislative Representative Call to Order & Opening Remarks President Craig Schweikhard called the meeting to order at 12:30 p.m.

Approval of Agenda Vice President Marinda Griese moved to approve the agenda. Director Cindy Wilkerson seconded. Motion carried.

Executive Director Catherine Smith shared that Meetings and Association Management Services (M&AMS) and SMA may be merging soon. SMA and M&AMS have worked together on CAJPA since the beginning of the partnership. Conversation is working on this beginning in 2024.

Combined staff will be more beneficial for clients and better support both firms.

Consent Calendar August 23, 2023 Board Meeting Minutes October 17, 2023 Board Meeting Minutes 2022 Audited Financials September 2023 Financials Secretary Dave George moved the consent calendar. Director Wilkerson seconded. Motion carried.

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Board Action/Discussion Items Board Vacancy Deputy Director Carmen Berry shared the three candidates. Robert Greenfield, general counsel for ACWA JPIA. He served on the Legal Affairs and Legislative Committee. Dave Ostash is from SISC and is active in being involved in pooling. Roy Monge is a board member at RSRMA, working at Riverside. Berry shared the process for appointment. Vice President Griese movbed to nominate Greenfield. Brooks Rice seconded. Motion carried. Staff will reach out to Robert to confirm him joining the board.

Officer Appointment Director Wilkerson volunteered to take over this position. The financials, check runs, audit and budget are what fall under the responsibility of the Treasurer. Director Rice motioned to nominate Director Wilkerson as Treasurer. Beth Lyons seconded. Motion carried.

2023 Annual Conference Wrap-Up Deputy Director Berry shared that numbers were higher than what we saw in 2022. Revenue is right on track. This year we had 926 attendees. Still waiting for the Lake Tahoe Resort invoice.

Berry asked for comments regarding the Tahoe Blue Events Center. Director Lyons liked the facility and shared that some agencies may have issue being out of state. Robin Flint likes the high-tech of the facility and there would be a need to have the shuttle as well as parking with ADA. Lunch option with a tent outside is nice. Director Wilkerson reiterated that the sidewalks are dangerous so the shuttle is a must.

Scholarship Update Berry shared that contacts have been identified. The flyers have been produced and the webpage needs to be redone completely so it links to each application. If any other contacts are missing, please reach out. Director Flint sent an email to staff with more contacts.

Standing Committee Items Professional Development Committee Marinda Griese Annual Conference Subcommittee seats. Request for PD Committee clarification from all committees prior to deadline.

Legislative Committee Robin Flint Setting dates for next year. Dialing into the Legislative Advocacy Day. Cal Advocates Report Faith Borges The egislature is out until January 2024. 890 bills were signed. Borges shared the key bills that were related to CAJPA and their results. AB 456 was signed but prospective only.

Legal Affairs Committee Mike Pott Murgia v Tulare AIMS File No. FR98267; CARMA File No. C2019-027 President Schweikhard shared that CAJOA may need to allocate more money to the amicus brief.

Vice President Griese mentioned that this should be agendized for the December meeting to discuss next steps.

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October 25, 2022 Board Minutes

Communications Committee Lois Gormley Committee Chair Lois Gormely reported that the Communications Committee needed to reschedule its next meeting and she is working with staff on a date.

LITL Committee Marinda Griese LITL historically ends in October. Next meeting will be in January. Next training will likely be on Medicare compliance.

Accreditation Committee David deBernardi December and February meetings are scheduled. Director Lyons requested the letter for PERMA as they are up for reaccreditation in February.

Technology Committee Bill Scribner Going to meet November 15 to discuss Spring Conference and their PD Committee interest.

Finance Committee Puneet Behl Going to meet November 15 to discuss Spring Conference and their PD Committee interest.

Additional Updates CCWC No report.

AGRiP No report.

Adjournment Having no further business to discuss, the meeting was adjourned at 1:30 p.m.

2023 Meeting Dates Dec 12, 2023, 10:00 am – 2:00 pm (in person)

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Financials

12:08 PM California Association of Joint Powers Authorities (CAJPA) 12/01/23 Accrual Basis

Statement of Financial Position As of November 30, 2023

Nov 30, 23 ASSETS Current Assets Checking/Savings 10000.0 · Restricted Cash Accounts 1000.00 · CA Bank Scholarship Checking

8,053.84

1001.00 · CA Bank Scholarship M/M

23,087.27

Total 10000.0 · Restricted Cash Accounts

31,141.11

11000 · Unrestricted Bank Accounts 1115.00 · Local Agency Investment Fund

421,759.70

1110.00 · CA B&T - General Checking 1931

61,547.21

1105.00 · CA B&T - Money Market 7629

207,896.65

Total 11000 · Unrestricted Bank Accounts

691,203.56

Total Checking/Savings

722,344.67

Other Current Assets 1201 · YM Accounts Receivable

3,825.00

1500 · Prepaid Expenses

16,416.38

Total Other Current Assets

20,241.38

Total Current Assets

742,586.05

TOTAL ASSETS

742,586.05

LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities 2600 · Deferred Revenue 2620 · Deferred Membership Dues

6,000.00

Total 2600 · Deferred Revenue

6,000.00

2410.00 · Accreditations in Progress-Inc

65,053.12

Total Other Current Liabilities Total Current Liabilities

71,053.12 71,053.12

Total Liabilities

71,053.12

Equity 3901.00 · TRNA

30,290.70

Retained Earnings

361,504.94

Net Income

279,737.29

Total Equity

671,532.93

TOTAL LIABILITIES & EQUITY

742,586.05

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Financials

California Association of Joint Powers Authorities (CAJPA) Statement of Financial Income and Expenses January through November 2023

12:13 PM 12/01/23 Accrual Basis

Jan - Nov 23

Jan - Nov 22

$ Change

Ordinary Income/Expense Income 4015.00 · Accreditation Administrative

9,500.00

3,000.00

6,500.00

114,112.50

92,300.00

21,812.50

4040.3 · JPA Member Dues

174,000.00

174,000.00

0.00

4040.4 · Associate Member Dues

145,000.00

127,500.00

17,500.00

4010.00 · Accreditation Studies 4040 · CAJPA Dues Income 4040.1 · Current Year Dues

4040.5 · Affiliate Member Dues

6,000.00

14,000.00

-8,000.00

Total 4040.1 · Current Year Dues

325,000.00

315,500.00

9,500.00

325,000.00

315,500.00

9,500.00

4070.1 · Conference Registration Fees

318,950.00

288,400.00

30,550.00

4070.2 · Golf Registration Fees

13,720.00

13,500.00

220.00

4070.3 · Golf sponsorships

9,900.00

15,500.00

-5,600.00

4070.4 · Exhibitor Income

211,375.00

118,000.00

93,375.00

4070.5 · Sponsorships

175,500.00

245,350.00

-69,850.00

0.00

755.00

-755.00

729,445.00

681,505.00

47,940.00

0.00

0.00

0.00

0.00

0.00

0.00

4073.1 · FT-Registration Fees

24,725.00

14,800.00

9,925.00

4073.2 · FT-Sponsorships

9,135.00

8,000.00

1,135.00

33,860.00

22,800.00

11,060.00

Total 4040 · CAJPA Dues Income 4070 · Fall Conference Income

4070.8 · Mulligan Ticket Sales-golf tour Total 4070 · Fall Conference Income 4071.00 · Legislative Action Day Income 4071.1 · LAD-Registration Fees Total 4071.00 · Legislative Action Day Income 4073.00 · Finance & Tech Spring Training

Total 4073.00 · Finance & Tech Spring Training 4074.0 · LITL Educational Programs 4074.2 · Program Sponsors

2,000.00

1,000.00

1,000.00

4074.1 · Registration Fees

2,350.00

1,780.00

570.00

4,350.00

2,780.00

1,570.00

1,120.00

0.00

1,120.00

4080.4 · SCH-Interest Income

95.84

4.82

91.02

Total 4080.0 · Scholarship Income

1,215.84

4.82

1,211.02

4090.1 · LAIF

7,225.81

1,087.34

6,138.47

4090.3 · Money Market

2,120.81

218.24

1,902.57

9,346.62

1,305.58

8,041.04

3,850.00

4,950.00

-1,100.00

15.00

0.00

15.00

3,865.00

4,950.00

-1,085.00

1,230,694.96

1,124,145.40

106,549.56

1,230,694.96

1,124,145.40

106,549.56

Total 4074.0 · LITL Educational Programs 4080.0 · Scholarship Income 4080.1 · Raffle Ticket Sales

4090 · Assn Interest Income

Total 4090 · Assn Interest Income 4095 · Misc Other Income 4095.1 · Website Job Postings 4095.3 · Misc. Income Total 4095 · Misc Other Income Total Income Gross Profit

Page 2 of 15

39

2024 CAJPA ON-BOARDING MANUAL

Financials

California Association of Joint Powers Authorities (CAJPA) Statement of Financial Income and Expenses January through November 2023

12:13 PM 12/01/23 Accrual Basis

Jan - Nov 23

Jan - Nov 22

$ Change

Expense 66900 · Reconciliation Discrepancies

550.00

0.00

550.00

5,875.00

0.00

5,875.00

0.00

119.63

-119.63

3,850.00

0.00

3,850.00

0.00

17.36

-17.36

464.36

2,800.00

-2,335.64

0.00

1,223.44

-1,223.44

6100 · Fall Conference Expense 6170 · Prior Year Conference Adj. 6110 · Printing and Materials 6100.35 · Tickets/Trifolds/Session HO 6100.45 · Mobile App. 6100.55 · Postage & Shipping 6100.60 · Printing/Design of Programs 6100.65 · Registration Brochure/Logo Des. 6100.70 · FC-Signage

4,471.24

2,420.67

2,050.57

6100.80 · Supplies- Badges, Ribbons, Etc.

132.26

1,564.35

-1,432.09

6100.75 · Sponsored Attendee Giveaways

15,393.82

14,882.49

511.33

0.00

3,559.04

-3,559.04

Total 6110 · Printing and Materials

24,311.68

26,586.98

-2,275.30

6113 · Exhibitor Expense

12,184.78

15,302.53

-3,117.75

6116 · Audio/Visual

55,714.02

22,339.13

33,374.89 1,406.72

6100.30 · Hotel Keys

6118 · Social Functions/F&B 6118.40 · FC-Food & Beverage/Tips-Other

13,406.72

12,000.00

6118.20 · FC-Decorations and Centerpieces

1,778.97

694.63

1,084.34

6118.80 · FC-Music/Entertainment

10,958.12

6,583.00

4,375.12

0.00

9,497.03

-9,497.03

137,219.01

19,982.94

117,236.07

163,362.82

48,757.60

114,605.22

6123 · Attendance Tracking / CPE

8,208.12

450.00

7,758.12

6133 · Grand Prize Drawing

2,500.00

3,000.00

-500.00

423.07

1,072.04

-648.97

1,500.00

0.00

1,500.00

55.48

0.00

55.48

55.48

0.00

55.48

6158 · Staff Travel

11,578.44

3,467.38

8,111.06

6159 · Room Credits

-6,081.45

0.00

-6,081.45

6118.60 · FC-Meeting space/breakouts 6118 · Social Functions/F&B - Other Total 6118 · Social Functions/F&B 6120 · Administrative/Operations

6141 · Misc. Supplies/ Gifts/ Awards 6144 · Photographer 6150 · FC-Program Printing/Prod 6150.10 · Printing/Copy - Handouts, Misc.

Total 6150 · FC-Program Printing/Prod

6120 · Administrative/Operations - Other Total 6120 · Administrative/Operations

1,323.00

0.00

1,323.00

19,506.66

7,989.42

11,517.24

6163 · Speaker Fees/Travel Costs 6163.20 · Speaker Honorarium

41,500.00

26,000.00

15,500.00

6163.60 · Speaker Travel

1,314.12

0.00

1,314.12

6163.40 · Speaker Gifts

350.00

400.00

-50.00

1,955.54

7,500.00

-5,544.46

Total 6163 · Speaker Fees/Travel Costs

45,119.66

33,900.00

11,219.66

6165 · Board & Committee Expense

4,111.19

674.32

3,436.87

6163 · Speaker Fees/Travel Costs - Other

Page 3 of 15

2024 CAJPA ON-BOARDING MANUAL

40

Financials

12:13 PM 12/01/23 Accrual Basis

California Association of Joint Powers Authorities (CAJPA) Statement of Financial Income and Expenses January through November 2023 Jan - Nov 23

Jan - Nov 22

$ Change

6167 · Fall Conference Golf Tournament 6167.80 · Tournament Exp/Green Fees

19,623.86

20,272.80

6167.40 · Insurance

170.00

180.00

-10.00

6167.50 · Prizes/Gifts

9,948.01

546.29

9,401.72

0.00

269.21

-269.21

6167.10 · Awards Reception 6167.60 · Signage Total 6167 · Fall Conference Golf Tournament 6100 · Fall Conference Expense - Other Total 6100 · Fall Conference Expense

-648.94

678.02

800.09

-122.07

30,419.89

22,068.39

8,351.50

0.00

-20,052.00

20,052.00

360,605.70

157,566.37

203,039.33

6175 · Legislative Action Day Expense 6130.60 · Program printing & production

550.00

0.00

550.00

6175.40 · Program materials & Regis exp

0.00

119.95

-119.95

1,158.50

0.00

1,158.50

1,708.50

119.95

1,588.55

5,510.00

0.00

5,510.00

6170.60 · Food and Rental Total 6175 · Legislative Action Day Expense 6178 · Finance & Tech Workshop 6178.20 · FT-Audio/Visual 6178.40 · FT-Program printing prod

0.00

342.56

-342.56

6178.60 · FT-Program mat & Regis exp

2,364.05

856.37

1,507.68

6178.80 · FT-Food and Beverage

23,467.08

20,923.51

2,543.57

6178 · Finance & Tech Workshop - Other Total 6178 · Finance & Tech Workshop

0.00

350.00

-350.00

31,341.13

22,472.44

8,868.69

483.25

0.00

483.25

483.25

0.00

483.25

4,750.00

4,959.00

-209.00

6180 · Other Workshops and Training 6180.10 · LITL Programs Total 6180 · Other Workshops and Training 6185 · Accreditation Program 6185.20 · Accreditation Consultant-Mtgs 6185.50 · Accreditation Program Manager 6185.40 · Accreditation Cons - Studies 6185.60 · Certificates/Framing 6185.80 · ACCR-Postage

9,015.10

9,000.00

15.10

102,701.25

83,070.00

19,631.25

820.98

604.69

216.29

280.55

533.41

-252.86

1,903.50

0.00

1,903.50

119,471.38

98,167.10

21,304.28

6193.20 · Annual Financial Audit

10,200.00

14,000.00

-3,800.00

6193.60 · Tax Preparation

3,015.45

0.00

3,015.45

13,215.45

14,000.00

-784.55

6185 · Accreditation Program - Other Total 6185 · Accreditation Program 6193 · Accounting

Total 6193 · Accounting 6345 · Bank Service Charge A42 · Checking Account B49 · Credit Card Processing Fees Total 6345 · Bank Service Charge

41

478.00

217.48

260.52

25,740.20

19,591.39

6,148.81

26,218.20

19,808.87

6,409.33

2024 CAJPA ON-BOARDING MANUAL

Page 4 of 15

Financials

California Association of Joint Powers Authorities (CAJPA) Statement of Financial Income and Expenses January through November 2023

12:13 PM 12/01/23 Accrual Basis

Jan - Nov 23

Jan - Nov 22

$ Change

6200 · Meetings 6290 · Other Meetings 6297 · Strategic Planning 6297.60 · F&B, Facility, Travel Total 6297 · Strategic Planning Total 6290 · Other Meetings

16,122.20

750.00

15,372.20

16,122.20

750.00

15,372.20

16,122.20

750.00

15,372.20

858.25

522.15

336.10

858.25

522.15

336.10

799.19

0.00

799.19

799.19

0.00

799.19

306.43

0.00

306.43

306.43

0.00

306.43

13.57

0.00

13.57

13.57

0.00

13.57

325.39

537.47

-212.08

6210 · Accreditation Commitee Meetings 6210.50 · AC-Food & Beverage Total 6210 · Accreditation Commitee Meetings 6220 · Board of Directors Meetings 6220.20 · Board Member Travel Total 6220 · Board of Directors Meetings 6250 · Legislative Commitee Meetings 6250.40 · LC-Food & Beverage Total 6250 · Legislative Commitee Meetings 6270 · Prof Dev Committee Meetings 6270.40 · EC-Food & Beverage Total 6270 · Prof Dev Committee Meetings 6280 · Technology Committee 6280.10 · TC-Food & Beverage Total 6280 · Technology Committee

325.39

537.47

-212.08

18,425.03

1,809.62

16,615.41

11,840.95

21,061.57

-9,220.62

11,840.95

21,061.57

-9,220.62

6330.60 · Attorney Fees

0.00

1,485.00

-1,485.00

6330.20 · Amicus Briefs

6,088.50

0.00

6,088.50

Total 6200 · Meetings 6320 · Assn Insurance 6320.10 · Liability and E&O Total 6320 · Assn Insurance 6330.00 · Legal Expenses

6330.00 · Legal Expenses - Other Total 6330.00 · Legal Expenses

0.00

25.00

-25.00

6,088.50

1,510.00

4,578.50

6340 · Dues & Memberships 6340.30 · CA Coalition on Workers Comp

3,310.00

3,310.00

0.00

6340.20 · AGRIP

15,000.00

13,200.00

1,800.00

6340.10 · CA Public Private Alliance

0.00

1,500.00

-1,500.00

6340 · Dues & Memberships - Other

0.00

5,000.00

-5,000.00

18,310.00

23,010.00

-4,700.00

Total 6340 · Dues & Memberships 6350 · Office Supplies 6350.80 · Volunteer Recognition/Gifts

117.75

212.28

-94.53

6350.60 · Records Storage

838.82

1,047.15

-208.33

Total 6350 · Office Supplies

956.57

1,259.43

-302.86

6370.90 · Administrative

162.77

138.81

23.96

Total 6370 · Postage & Delivery

162.77

138.81

23.96

6370 · Postage & Delivery

2024 CAJPA ON-BOARDING MANUAL

Page 5 of 15

42

Financials

California Association of Joint Powers Authorities (CAJPA) Statement of Financial Income and Expenses January through November 2023

12:13 PM 12/01/23 Accrual Basis

Jan - Nov 23

Jan - Nov 22

$ Change

6380 · Printing & Reproduction 6380.60 · Misc. Printing & Reproduction Total 6380 · Printing & Reproduction

281.26

205.04

76.22

281.26

205.04

76.22

237,952.00

229,749.52

8,202.48

6390 · Professional Fees 6390.10 · Association Management 6390.40 · Legislative Advocacy 6390.42 · FPPC Filings

115.50

0.00

115.50

6390.44 · Expenses

3,061.50

231.00

2,830.50

6390.46 · Retainer

87,083.37

77,913.00

9,170.37

90,260.37

78,144.00

12,116.37

328,212.37

307,893.52

20,318.85

Total 6390.40 · Legislative Advocacy Total 6390 · Professional Fees 6410 · Scholarship Expenses 6410.40 · Scholarships

504.06

0.00

504.06

Total 6410 · Scholarship Expenses

504.06

0.00

504.06

6420 · Telephone

473.83

489.22

-15.39

6430 · Travel Expense 6430.60 · Misc. Travel & Lodging

43.72

0.00

43.72

2,498.79

2,979.80

-481.01

2,542.51

2,979.80

-437.29

8,856.21

6,774.49

2,081.72

8,856.21

6,774.49

2,081.72

710.00

0.00

710.00

Total Expense

950,957.67

679,266.23

271,691.44

Net Ordinary Income

279,737.29

444,879.17

-165,141.88

279,737.29

444,879.17

-165,141.88

6430.50 · PARMA Travel & Marketing Total 6430 · Travel Expense 6440 · Website 6440.70 · Software & Licensing Total 6440 · Website 6450 · Bad Debt Expense

Net Income

Page 6 of 15

43

2024 CAJPA ON-BOARDING MANUAL

Financials

California Association of Joint Powers Authorities (CAJPA)

12/01/23 Accrual Basis

Profit & Loss Budget vs. Actual January through November 2023 Jan - Nov 23

Budget

$ Over Budget

% of Budget

Ordinary Income/Expense Income 4015.00 · Accreditation Administrative

9,500.00

3,750.00

5,750.00

253.33%

114,112.50

100,000.00

14,112.50

114.11%

4040.3 · JPA Member Dues

174,000.00

150,000.00

24,000.00

116.0%

4040.4 · Associate Member Dues

145,000.00

100,000.00

45,000.00

145.0%

4040.5 · Affiliate Member Dues

6,000.00

14,000.00

-8,000.00

42.86%

Total 4040.1 · Current Year Dues

325,000.00

264,000.00

61,000.00

123.11%

325,000.00

264,000.00

61,000.00

123.11%

4070.1 · Conference Registration Fees

318,950.00

280,000.00

38,950.00

113.91%

4070.2 · Golf Registration Fees

13,720.00

13,000.00

720.00

105.54%

4070.3 · Golf sponsorships

9,900.00

14,000.00

-4,100.00

70.71%

4070.4 · Exhibitor Income

211,375.00

118,000.00

93,375.00

179.13%

4070.5 · Sponsorships

175,500.00

255,000.00

-79,500.00

68.82%

0.00

650.00

-650.00

0.0%

729,445.00

680,650.00

48,795.00

107.17%

4073.1 · FT-Registration Fees

24,725.00

15,000.00

9,725.00

164.83%

4073.2 · FT-Sponsorships

9,135.00

7,000.00

2,135.00

130.5%

33,860.00

22,000.00

11,860.00

153.91%

4074.2 · Program Sponsors

2,000.00

4,000.00

-2,000.00

50.0%

4074.1 · Registration Fees

2,350.00

2,000.00

350.00

117.5%

4,350.00

6,000.00

-1,650.00

72.5%

4075.1 · SS-Current CEO Training

0.00

4,583.35

-4,583.35

0.0%

4075.2 · SS-Future CEO Training

0.00

2,291.65

-2,291.65

0.0%

Total 4075.0 · Summit Series Program

0.00

6,875.00

-6,875.00

0.0%

15,000.00

-15,000.00

0.0% 8.11%

4010.00 · Accreditation Studies 4040 · CAJPA Dues Income 4040.1 · Current Year Dues

Total 4040 · CAJPA Dues Income 4070 · Fall Conference Income

4070.8 · Mulligan Ticket Sales-golf tour Total 4070 · Fall Conference Income 4073.00 · Finance & Tech Spring Training

Total 4073.00 · Finance & Tech Spring Training 4074.0 · LITL Educational Programs

Total 4074.0 · LITL Educational Programs 4075.0 · Summit Series Program

4080.0 · Scholarship Income 4080.1 · Raffle Ticket Sales

1,120.00

4080.2 · Mike Fleming Scholarship

0.00

4080.4 · SCH-Interest Income

95.84

Total 4080.0 · Scholarship Income

1,215.84

15,000.00

-13,784.16

4090.1 · LAIF

7,225.81

733.35

6,492.46

985.32%

4090.3 · Money Market

2,120.81

137.50

1,983.31

1,542.41%

9,346.62

870.85

8,475.77

1,073.28%

3,850.00

4,583.35

-733.35

84.0%

4090 · Assn Interest Income

Total 4090 · Assn Interest Income 4095 · Misc Other Income 4095.1 · Website Job Postings 4095.3 · Misc. Income Total 4095 · Misc Other Income Total Income Gross Profit

15.00 3,865.00

4,583.35

-718.35

84.33%

1,230,694.96

1,103,729.20

126,965.76

111.5%

1,230,694.96

1,103,729.20

126,965.76

111.5%

Expense

Page 7 of 15

2024 CAJPA ON-BOARDING MANUAL

44

Financials

California Association of Joint Powers Authorities (CAJPA)

12/01/23 Accrual Basis

Profit & Loss Budget vs. Actual January through November 2023 Jan - Nov 23

66900 · Reconciliation Discrepancies

Budget

$ Over Budget

% of Budget

550.00

6100 · Fall Conference Expense 6170 · Prior Year Conference Adj.

5,875.00

6110 · Printing and Materials 6100.35 · Tickets/Trifolds/Session HO 6100.45 · Mobile App. 6100.55 · Postage & Shipping 6100.60 · Printing/Design of Programs 6100.65 · Registration Brochure/Logo Des. 6100.70 · FC-Signage

0.00

1,500.00

-1,500.00

0.0%

3,850.00

5,000.00

-1,150.00

77.0%

0.00

45.85

-45.85

0.0%

464.36

2,500.00

-2,035.64

18.57%

0.00

2,000.00

-2,000.00

0.0%

4,471.24

2,000.00

2,471.24

223.56%

6100.80 · Supplies- Badges, Ribbons, Etc.

132.26

1,500.00

-1,367.74

8.82%

6100.75 · Sponsored Attendee Giveaways

15,393.82

15,000.00

393.82

102.63%

6100.30 · Hotel Keys

0.00

3,500.00

-3,500.00

0.0%

Total 6110 · Printing and Materials

24,311.68

33,045.85

-8,734.17

73.57%

6113 · Exhibitor Expense

12,184.78

17,000.00

-4,815.22

71.68%

6116 · Audio/Visual

55,714.02

20,000.00

35,714.02

278.57%

6118.40 · FC-Food & Beverage/Tips-Other

13,406.72

115,000.00

-101,593.28

11.66%

6118.20 · FC-Decorations and Centerpieces

1,778.97

800.00

978.97

222.37%

6118.80 · FC-Music/Entertainment

10,958.12

7,000.00

3,958.12

156.55%

0.00

9,500.00

-9,500.00

0.0%

137,219.01

0.00

137,219.01

100.0%

163,362.82

132,300.00

31,062.82

123.48%

6123 · Attendance Tracking / CPE

8,208.12

10,000.00

-1,791.88

82.08%

6133 · Grand Prize Drawing

2,500.00

3,000.00

-500.00

83.33%

423.07

600.00

-176.93

70.51%

6118 · Social Functions/F&B

6118.60 · FC-Meeting space/breakouts 6118 · Social Functions/F&B - Other Total 6118 · Social Functions/F&B 6120 · Administrative/Operations

6141 · Misc. Supplies/ Gifts/ Awards 6144 · Photographer

1,500.00

6150 · FC-Program Printing/Prod 6150.10 · Printing/Copy - Handouts, Misc.

55.48

Total 6150 · FC-Program Printing/Prod

55.48

6154 · Security

0.00

0.00

0.00

0.0%

6158 · Staff Travel

11,578.44

3,000.00

8,578.44

385.95%

6159 · Room Credits

-6,081.45 19,506.66

16,600.00

2,906.66

117.51%

6163.20 · Speaker Honorarium

41,500.00

40,000.00

1,500.00

103.75%

6163.60 · Speaker Travel

1,314.12

1,500.00

-185.88

87.61%

6163.40 · Speaker Gifts

350.00

1,500.00

-1,150.00

23.33%

6120 · Administrative/Operations - Other Total 6120 · Administrative/Operations

1,323.00

6163 · Speaker Fees/Travel Costs

6163 · Speaker Fees/Travel Costs - Other

1,955.54

Total 6163 · Speaker Fees/Travel Costs

45,119.66

43,000.00

2,119.66

104.93%

6165 · Board & Committee Expense

4,111.19

500.00

3,611.19

822.24%

19,623.86

18,000.00

1,623.86

109.02%

0.00

2,000.00

-2,000.00

0.0%

6167.40 · Insurance

170.00

200.00

-30.00

85.0%

6167.50 · Prizes/Gifts

9,948.01

2,000.00

7,948.01

497.4%

6167 · Fall Conference Golf Tournament 6167.80 · Tournament Exp/Green Fees 6167.30 · Food/beverge (Golf)

45

2024 CAJPA ON-BOARDING MANUAL

Page 8 of 15

Financials

California Association of Joint Powers Authorities (CAJPA)

12/01/23 Accrual Basis

Profit & Loss Budget vs. Actual January through November 2023 Jan - Nov 23

6167.10 · Awards Reception 6167.60 · Signage Total 6167 · Fall Conference Golf Tournament

Budget

$ Over Budget

% of Budget

0.00

300.00

-300.00

0.0%

678.02

1,000.00

-321.98

67.8%

30,419.89

23,500.00

6,919.89

129.45%

360,605.70

285,945.85

74,659.85

126.11%

6130.60 · Program printing & production

550.00

550.00

0.00

100.0%

6175.40 · Program materials & Regis exp

0.00

100.00

-100.00

0.0%

1,158.50

3,500.00

-2,341.50

33.1%

1,708.50

4,150.00

-2,441.50

41.17%

5,510.00

3,000.00

2,510.00

183.67%

0.00

350.00

-350.00

0.0%

6178.60 · FT-Program mat & Regis exp

2,364.05

850.00

1,514.05

278.12%

6178.80 · FT-Food and Beverage

23,467.08

18,000.00

5,467.08

130.37%

Total 6178 · Finance & Tech Workshop

31,341.13

22,200.00

9,141.13

141.18%

483.25

1,500.00

-1,016.75

32.22%

483.25

1,500.00

-1,016.75

32.22%

Total 6100 · Fall Conference Expense 6175 · Legislative Action Day Expense

6170.60 · Food and Rental Total 6175 · Legislative Action Day Expense 6178 · Finance & Tech Workshop 6178.20 · FT-Audio/Visual 6178.40 · FT-Program printing prod

6180 · Other Workshops and Training 6180.10 · LITL Programs Total 6180 · Other Workshops and Training 6181 · Summit Series 6181.10 · SS-Current CEO Training

0.00

1,000.00

-1,000.00

0.0%

6181.20 · SS-Future CEO Training

0.00

0.00

0.00

0.0%

6181.30 · SS-Board Governance Training

0.00

2,500.00

-2,500.00

0.0%

6181.40 · SS-Pool ProfessionalsTraining

0.00

126,000.00

-126,000.00

0.0%

0.00

129,500.00

-129,500.00

0.0%

6185.20 · Accreditation Consultant-Mtgs

4,750.00

4,500.00

250.00

105.56%

6185.50 · Accreditation Program Manager

9,015.10

9,000.00

15.10

100.17%

102,701.25

70,000.00

32,701.25

146.72%

6185.60 · Certificates/Framing

820.98

1,000.00

-179.02

82.1%

6185.80 · ACCR-Postage

280.55

550.00

-269.45

51.01%

119,471.38

85,050.00

34,421.38

140.47%

6193.20 · Annual Financial Audit

10,200.00

10,000.00

200.00

102.0%

6193.60 · Tax Preparation

3,015.45

3,000.00

15.45

100.52%

13,215.45

13,000.00

215.45

101.66%

Total 6181 · Summit Series 6185 · Accreditation Program

6185.40 · Accreditation Cons - Studies

6185 · Accreditation Program - Other Total 6185 · Accreditation Program

1,903.50

6193 · Accounting

Total 6193 · Accounting 6345 · Bank Service Charge A42 · Checking Account B49 · Credit Card Processing Fees Total 6345 · Bank Service Charge

478.00

641.65

-163.65

74.5%

25,740.20

17,416.65

8,323.55

147.79%

26,218.20

18,058.30

8,159.90

145.19%

16,122.20

13,750.00

2,372.20

117.25%

16,122.20

13,750.00

2,372.20

117.25%

16,122.20

13,750.00

2,372.20

117.25%

6200 · Meetings 6290 · Other Meetings 6297 · Strategic Planning 6297.60 · F&B, Facility, Travel Total 6297 · Strategic Planning Total 6290 · Other Meetings 6210 · Accreditation Commitee Meetings

Page 9 of 15

2024 CAJPA ON-BOARDING MANUAL

46

Financials

California Association of Joint Powers Authorities (CAJPA)

12/01/23 Accrual Basis

Profit & Loss Budget vs. Actual January through November 2023 Jan - Nov 23

6210.50 · AC-Food & Beverage Total 6210 · Accreditation Commitee Meetings

Budget

$ Over Budget

% of Budget

858.25

1,650.00

-791.75

52.02%

858.25

1,650.00

-791.75

52.02%

799.19

916.65

-117.46

87.19%

6220 · Board of Directors Meetings 6220.20 · Board Member Travel 6220.60 · BOD-Food & Beverage

0.00

916.65

-916.65

0.0%

799.19

1,833.30

-1,034.11

43.59%

0.00

916.65

-916.65

0.0%

0.00

916.65

-916.65

0.0%

306.43

916.65

-610.22

33.43%

306.43

916.65

-610.22

33.43%

0.00

458.35

-458.35

0.0%

0.00

458.35

-458.35

0.0%

13.57

458.35

-444.78

2.96%

13.57

458.35

-444.78

2.96%

6280.10 · TC-Food & Beverage

325.39

700.00

-374.61

46.48%

Total 6280 · Technology Committee

325.39

700.00

-374.61

46.48%

18,425.03

20,683.30

-2,258.27

89.08%

11,840.95

13,000.00

-1,159.05

91.08%

11,840.95

13,000.00

-1,159.05

91.08%

Total 6220 · Board of Directors Meetings 6240 · Finance Committee 6240.60 · FIN-Food & Beverage Total 6240 · Finance Committee 6250 · Legislative Commitee Meetings 6250.40 · LC-Food & Beverage Total 6250 · Legislative Commitee Meetings 6260.0 · LITL Committee Meetings 6260.40 · JR-Food & Beverage Total 6260.0 · LITL Committee Meetings 6270 · Prof Dev Committee Meetings 6270.40 · EC-Food & Beverage Total 6270 · Prof Dev Committee Meetings 6280 · Technology Committee

Total 6200 · Meetings 6320 · Assn Insurance 6320.10 · Liability and E&O Total 6320 · Assn Insurance 6330.00 · Legal Expenses 6330.60 · Attorney Fees

0.00

2,000.00

-2,000.00

0.0%

6330.20 · Amicus Briefs

6,088.50

5,000.00

1,088.50

121.77%

Total 6330.00 · Legal Expenses

6,088.50

7,000.00

-911.50

86.98%

6340 · Dues & Memberships 6340.30 · CA Coalition on Workers Comp

3,310.00

3,500.00

-190.00

94.57%

6340.20 · AGRIP

15,000.00

13,200.00

1,800.00

113.64%

18,310.00

16,700.00

1,610.00

109.64%

Total 6340 · Dues & Memberships 6350 · Office Supplies 6350.80 · Volunteer Recognition/Gifts

117.75

300.00

-182.25

39.25%

6350.60 · Records Storage

838.82

870.85

-32.03

96.32%

Total 6350 · Office Supplies

956.57

1,170.85

-214.28

81.7%

6370.90 · Administrative

162.77

100.00

62.77

162.77%

Total 6370 · Postage & Delivery

162.77

100.00

62.77

162.77%

281.26

229.15

52.11

122.74%

281.26

229.15

52.11

122.74%

237,952.00

238,939.47

-987.47

99.59%

6370 · Postage & Delivery

6380 · Printing & Reproduction 6380.60 · Misc. Printing & Reproduction Total 6380 · Printing & Reproduction 6390 · Professional Fees 6390.10 · Association Management 6390.40 · Legislative Advocacy 6390.42 · FPPC Filings

47

115.50

2024 CAJPA ON-BOARDING MANUAL

Page 10 of 15

Financials

California Association of Joint Powers Authorities (CAJPA)

12/01/23 Accrual Basis

Profit & Loss Budget vs. Actual January through November 2023 Jan - Nov 23

Budget

$ Over Budget

% of Budget

6390.44 · Expenses

3,061.50

366.65

2,694.85

6390.46 · Retainer

87,083.37

87,083.35

0.02

100.0%

90,260.37

87,450.00

2,810.37

103.21%

328,212.37

326,389.47

1,822.90

100.56%

Total 6390.40 · Legislative Advocacy Total 6390 · Professional Fees

834.99%

6410 · Scholarship Expenses 6410.40 · Scholarships

504.06

14,666.65

-14,162.59

3.44%

Total 6410 · Scholarship Expenses

504.06

14,666.65

-14,162.59

3.44%

6420 · Telephone

473.83

2,498.79

3,000.00

-501.21

83.29%

2,542.51

3,000.00

-457.49

84.75%

8,856.21

6,500.00

2,356.21

136.25%

8,856.21

6,500.00

2,356.21

136.25%

6430 · Travel Expense 6430.60 · Misc. Travel & Lodging 6430.50 · PARMA Travel & Marketing Total 6430 · Travel Expense

43.72

6440 · Website 6440.70 · Software & Licensing Total 6440 · Website 6450 · Bad Debt Expense

710.00

Total Expense

950,957.67

968,843.57

-17,885.90

98.15%

Net Ordinary Income

279,737.29

134,885.63

144,851.66

207.39%

279,737.29

134,885.63

144,851.66

207.39%

Net Income

Page 11 of 15

2024 CAJPA ON-BOARDING MANUAL

48

Financials

12:51 PM 12/01/23 Accrual Basis

California Association of Joint Powers Authorities (CAJPA) January through November 2023 Accreditation Studies

Dues

Fall Conference

Job Posting

Leg. Day

LTL Ed.

Ordinary Income/Expense Income 4015.00 · Accreditation Administrative 4010.00 · Accreditation Studies

9,500 114,113

4040 · CAJPA Dues Income

325,000

4070 · Fall Conference Income

729,445

4073.00 · Finance & Tech Spring Training 4074.0 · LITL Educational Programs

4,350

4080.0 · Scholarship Income 4090 · Assn Interest Income 4095 · Misc Other Income Total Income Gross Profit

3,750 123,613

325,000

729,445

3,750

4,350

123,613

325,000

729,445

3,750

4,350

Expense 66900 · Reconciliation Discrepancies

550

6100 · Fall Conference Expense

360,606

6175 · Legislative Action Day Expense

1,709

6178 · Finance & Tech Workshop 6180 · Other Workshops and Training 6185 · Accreditation Program

483 119,471

6193 · Accounting 6345 · Bank Service Charge 6200 · Meetings

4,127 858

56

6320 · Assn Insurance 6330.00 · Legal Expenses 6340 · Dues & Memberships 6350 · Office Supplies 6370 · Postage & Delivery 6380 · Printing & Reproduction 6390 · Professional Fees 6410 · Scholarship Expenses 6420 · Telephone 6430 · Travel Expense 6440 · Website

2,062

6450 · Bad Debt Expense

10

Total Expense

122,391

Net Ordinary Income Net Income

1,222 1,222

365,283 325,000 325,000

364,162 364,162

3,750 3,750

1,765

493

-1,765 -1,765

3,857 3,857

Page 12 of 15

49

2024 CAJPA ON-BOARDING MANUAL

Financials

12:51 PM 12/01/23 Accrual Basis

California Association of Joint Powers Authorities (CAJPA) January through November 2023 PE Data Collection Project

Spring (Fin. & Tech.)

Scholarships

Unclassified

TOTAL

Ordinary Income/Expense Income 4015.00 · Accreditation Administrative

9,500

4010.00 · Accreditation Studies

114,113

4040 · CAJPA Dues Income

325,000

4070 · Fall Conference Income

729,445

4073.00 · Finance & Tech Spring Training

33,860

33,860

4074.0 · LITL Educational Programs

4,350

4080.0 · Scholarship Income

1,216

1,216

4090 · Assn Interest Income

9,347

4095 · Misc Other Income

115

3,865

Total Income Gross Profit

9,347

1,216

33,860

9,462

1,230,696

1,216

33,860

9,462

1,230,696

Expense 66900 · Reconciliation Discrepancies

550

6100 · Fall Conference Expense

360,606

6175 · Legislative Action Day Expense

1,709

6178 · Finance & Tech Workshop

31,341

31,341

6180 · Other Workshops and Training

483

6185 · Accreditation Program

119,471

6193 · Accounting

13,215

13,215

6345 · Bank Service Charge

22,092

26,219

6200 · Meetings

17,510

18,424

6320 · Assn Insurance

11,841

11,841

6330.00 · Legal Expenses

6,089

6,089

6340 · Dues & Memberships

18,310

18,310

6350 · Office Supplies

957

957

6370 · Postage & Delivery

163

163

6380 · Printing & Reproduction

281

281

325,497

328,212

6390 · Professional Fees

2,715

6410 · Scholarship Expenses

504

504

6420 · Telephone 6430 · Travel Expense 6440 · Website 6450 · Bad Debt Expense

474

474

2,543

2,543

6,794

8,856

700

710

Total Expense

2,715

504

32,041

425,766

950,958

Net Ordinary Income Net Income

-2,715 -2,715

712 712

1,819 1,819

-416,304 -416,304

279,738 279,738

Page 13 of 15

2024 CAJPA ON-BOARDING MANUAL

50

Financials

California Association of Joint Powers Authorities (CAJPA)

11/06/23 Accrual Basis

Prepaid Expense

As of November 30, 2023

Type

Date

Num

Name

Memo

Amount

1500 · Prepaid Expenses 1500 · Prepaid Expenses - Other

Your Membership (6440.70) - YM Annual Service 1/1/24-3/31/24- (4/1/23-3/31/24)

1,592.04

Bill

06/27/2023 1020-1000034107 YourMembership.com

Bill

10/13/2023 101682175

Affinity Nonprofits Insurance

Bill

10/13/2023 2020-23902

Suralink, Inc.

Bill

10/13/2023 206222

Aon Association Services (Division) Aon Associaion- Insurance GL 6320.10 to 9/30/824

9,339.59

TOTAL PREPAID EXPENSES

16,416.38

Affinity Insurance Policy GL 6320.10- to 9/30/24 ( 6185) Suralink Inc. Professional Document Exchange for 1/1-08/11/24

Total 1500 · Prepaid Expenses - Other

3,095.25 2,389.50

CAJPA -November 2023 YM Accounts Receivable Date

Invoice

Last Name Organization West San Gabriel Property & Liability JPA 6/1/2023 200007251 Lin 8/23/2023 200007722 Vackar Glendora Unified School District 4/3/2023 200007051 Ghazzagh Canopy Health 5/16/2023 200007185 Przybyla City of Oakley 8/28/2023 200007766 Simonson CA Schools VEBA 9/13/2023 200007807 O'toole Paradigm 7/5/2023 200007371 Evans Keenan & Associates

7/28/2023 200007565 Winslow

Carl Warren & Company

Amount

GL Code/Item Name

$ 300.00 FALL CONFERENCE - 2023:Registration 4070.1 $ 50.00 FALL CONFERENCE - 2023:Registration 4070.1 $ 700.00 FALL CONFERENCE - 2023:Registration 4070.1 $ 700.00 FALL CONFERENCE - 2023:Registration 4070.1 $ 750.00 FALL CONFERENCE - 2023:Registration 4070.1 $ 750.00 FALL CONFERENCE - 2023:Registration 4070.1 $ 300.00 FALL CONFERENCE - 2023:Registration 4070.1 $ 3,550.00 SUBTOTAL 4070.1 $ 275.00 FALL CONFERENCE - 2023:Golf Sponsor 4070.3 $ 3,825.00 TOTAL AR

Page 14 of 15

51

2024 CAJPA ON-BOARDING MANUAL

Board Roster

2023 CAJPA Board of Direct Officers

First Name

Last Name

Agency

President - 2 year terms Vice President - 2 year terms Past President - 2 year terms Treasurer - 1 year terms Secretary - 1 year terms Director Director Director Director

Craig Marinda Gina Cindy Dave Robert Alex Brooks Beth

Schweikhard Griese Dean Wilkerson George Greenfield Smith Rice Lyons

San Mateo County Schools Insurance G California Joint Powers Risk Managem PRISM Redwood Empire Schools Insurance Gr Schools Excess Liability Fund ACWA JPIA CJPIA Schools Insurance Authority PERMA

Committee Chairs - no term limits Accreditation Finance LITL Technology Legislative Legal Affairs Professional Development Communications

David Puneet Marinda Bill Robin Mike Craig Lois

deBernardi Behl Griese Scribner Flint Pott Schweikhard Gormley

ACWA JPIA PRISM California Joint Powers Risk Managem BETA Healthcare Group ACWA JPIA PRISM San Mateo County Schools Insurance G Schools Excess Liability Fund

Staff to include in meeting invites Catherine Smith Carmen Berry Melissa Feltz Jessica Harris Brett Moore Teri Anticevich David McMurchie Faith Borges

2024 CAJPA ON-BOARDING MANUAL

CAJPA Executive Director CAJPA Deputy Director CAJPA Account Coordinator CAJPA Account Assistant CAJPA Legislative Assistant CAJPA Conference Planner CAJPA Legal Counsel CAJPA Legislative Advocate

52

Board Roster

tors -Three Year BOD Terms Email Address

Group ment Authority

roup (RESIG)

ment Authority

Group

Phone Number

cschweikhard@smcsig.org marinda@cjprma.org gdean@prismrisk.gov cwilkerson@resig.org Dave@selfjpa.org rgreenfield@acwajpia.com asmith@cjpia.org brice@sia-jpa.org blyons@perma.dst.ca.us

(650) 365-9180 (925) 290-1315 (916) 850-7300

ddebernardi@acwajpia.com pbehl@prismrisk.gov

(925) 225-1030 x24 (916) 850-7300 (925) 290-1315 (916) 207-8626 (916) 763-4900

bill.scribner@betahg.com rflint@acwajpia.com mpott@prismrisk.gov lois@selfjpa.org

Officer Terms

Board Term 3 Year Terms

2023 - 2024 2023 - 2024 2023 - 2024 2023 2023

2023 - 2025 2023 - 2025 2023 - 2025 2023 - 2025 2023 - 2025

(916) 364-1281

(650) 365-9180 (916) 553-3203

casmith@cajpa.org cberry@cajpa.org mfeltz@cajpa.org jharris@cajpa.org bmoore@cajpa.org teri@cajpa.org dmcmurchie@mcmurchie.com fborges@caladvocates.com

53

2024 CAJPA ON-BOARDING MANUAL

2022 - 2024 2022 - 2024 2022 - 2024

CAJPA 2021 - 2023 Strategic Plan

Goal 1: Ensure short and long term financial transparency and stability Objectives: Identify additional revenue opportunities to diversity CAJPA's income and reduce dependency on annual conference Explore partnerships and collaborative opportunities that provide cost-effective benefits and future our mission *Continue to build Pooling Academy in partnership with AGRiP and NLC Risk *Support legislative coalitions on issues of concern such as CCWC and ; identify others as presented *Continue to seek financial support for the Tort Reform Data Project to offset project costs with the goal of fully funding the project Expand CAJPA's professional development offerings to different formats to increase participation and enhance revenues.

Establish standards for financial operations *Provide a proposed annual budget for the Board's review by the November board meeting for comments; in December for final approval

Responsible Party

Timeline

Treasurer, Executive Director, Staff

Ongoing

Staff, Board of Directors Ongoing Executive Director, Administrative Director Dec-21 Legislative Committee, Legislative Advocate, Executive Director Ongoing

Updates 2023

Academy Launched. Sessions still being developed.

Board of Directors, Executive Director

Mar-21

Complete

Professional Development Committee, Staff Treasurer, Executive Director, Accountant

Mar-21 Feb-21

In process.

Complete

*Ensure annual audit is completed

Treasurer, Executive Director, Accountant November, December Treasurer, Executive Director, Administrative Director, Accountant Monthly Executive Director, Administrative Director, January, April, July, Accountant November/December Executive Director, Administrative Director, Accountant Apr-21

Goal 2: Champion the value of public agency risk sharing pools in California

Responsible Party

Timeline

Updates 2023

Administrative Director, Staff

Bi-monthly

Complete

Weekly Ongoing Launch - January 2021 Sep-21

Complete Complete Launched and continuing to Update In process w/AGRiP

Continue to brand CAJPA as the authoritative voice of public risk sharing pools

Administrative Director, Staff Administrative Director, Communications Director Administrative Director, Communications Director Executive Director, Communications Committee Legislative Committee, Communications Committee, Staff, Legislative Advocate

Ongoing

Develop marketing plan for CAJPA scholarship program

Communications Committee, Staff

Mar-21

In process In Process - Staff Change - staff has created marketing material for all three scholarship programs and started to currate a scholarship contact list with CA colleges, next steps are developing a scholarship committee and direct marketing

Goal 3: Support successful public risk sharing through education and training

Responsible Party

Timeline

Updates 2023

Administrative Director, Staff Board of Directors, Committees, Staff, Legislative Advocate Professional Development Committee, Staff Administrative Director, Executive Director

Ongoing Ongoing Mar-21 Ongoing

Complete Academy Launched. Sessions still being developed.

Professional Development Committee, Staff Professional Development Committee, Staff

Ongoing Sep-21

Complete

Administrative Director, Staff Administrative Director, Staff Staff

Aug-21 Ongoing

Communications Committee, Staff

Ongoing

*Provide monthly financial statements with budget notes on any red flags or abnormalities *Work closely with the Treasurer to monitor CAJPA's cash flow, short- and long-term fiscal stability

Objectives: Support efforts of the Communications Committee including agenda development, minutes, packets and ensure the development of a final strategic communications plan Proactively communicate with members on all of CAJPA's programs, events and special projects to spark increased engagement and participation *Utilize Linked-in and Facebooks as CAJPA social media tools Launch CAJPA's new website and keep it updated Update the AGRiP/CAJPA PR Toolkit

Objectives: Continually evaluate members' needs and leverage membership data to deliver exceptional core services Capitalize on opportunities to collaborate with members, partners and stakeholders in delivery exceptional education, advocacy and accreditation services Evaluate technology platforms to expand education and training services Continue work on the CAJPA/AGRiP Pooling Academy Continue to work on Summit Series with goal to offer virtual governance series (including taping of sessions to provide on demand via website as member benefit) and Current CEO program Oversee and deliver a successful annual conference (in-person, virtual or hybrid) *Develop criteria to evaluate success of annual conference (attendance, revenues, exhibitors, etc.)

Prepare, present and implement annual member recruitment and retention campaigns Respond to member inquiries within one business day Develop messages to communicate the value of CAJPA as not only an annual conference but advocacy, accreditation and professional development trainings

2024 CAJPA ON-BOARDING MANUAL

Implemented Implemented Implemented Complete

Complete Complete

54

CAJPA 2021 - 2023 Strategic Plan

Goal 4: Be the influential voice for California's public risk sharing pools Objectives: Represent public risk sharing pools' interests in California legislative and regularly arenas Develop relationships with policymakers, state agencies and stakeholders and participate in coalitions that educate and advocate on behalf of public risk sharing pools Provide regular updates and educate CAJPA members on legislative and regulatory developments to ensure timely awareness Continue to expand CAJPA's grassroots advocacy *Host a successful Legislative Action Day (either in-person or virtual and local)

Responsible Party Board of Directors, Legislative Committee, Staff, Legislative Advocate Board of Directors, Legislative Committee, Staff, Legislative Advocate Legislative Committee, Legislative Advocate, Staff Legislative Committee, Legislative Advocate, Staff Legislative Committee, Legislative Advocate, Staff

*Utilize Voters' Voice to generate letters of support or opposition of key bills Legislative Committee, Legislative Advocate, Staff *Build out the legislative data project Administrative Director, Staff, Legislative Committee *Develop key messages and effective legislative leave back packets Legislative Committee, Legislative Advocate, Staff Work with Board, Legislative Committee and consultants to identify strategies on possible tort reform efforts

55

Timeline

Updates 2023

Ongoing

Complete

Ongoing

Complete

Ongoing Ongoing March-21 Looking for alternative to VV ($$$$) Ongoing

Complete Complete

Complete Complete

Ongoing

Goal 5: Maintain operational efficiency and effectiveness

Responsible Party

Timeline

Updates 2023

Objectives: Finalize policies and procedures manual including all committees and ensure annual review moving forward Support CAJPA committees as pre-determined by Board on an annual basis Establish ongoing process to evaluate AMC and set up annual review of scope to ensure its current and adequate resources are provided

Administrative Director, Staff Administrative Director, Staff

Feb-21 Ongoing

Complete Complete

Executive Director

July-21

Establish associate partnership program to retain financial support of CAJPA from vendors

Staff, Professional Development Committee

January-21

*Develop annual sponsorship opportunities

Staff, Professional Development Committee

January-21

*Develop specific conference sponsorship opportunities and exhibitor program Staff, Professional Development Committee Develop and implement volunteer leadership onboarding program Executive Director *Prepare written onboarding procedures and supporting documentation Administrative Director, Staff *Schedule onboarding volunteer training after the September board elections for any new leader Administrative Director, Staff Provide board packet one week prior to meeting including update on strategic plan and annual operating plan Administrative Director, Staff

January-21 August-21 August-21

In process We met with vendors and added sponsorships to the LITL program. Staff will report on feedback from our vendors.

Staff developed annual sponsorship options in 2021 during COVID, but have not continued them now that events are back in person.

Staff is revamping the conference prospectus to fit the new venue.

Complete Complete

November-21

Complete

Ongoing

2024 CAJPA ON-BOARDING MANUAL

2023 Budget Overview

4:30 PM

California Association of Joint Powers Authorities (CAJPA)

Profit & Loss Budget Overview

01/17/23

January through December 2023

Accrual Basis

Jan - Dec 23 Ordinary Income/Expense Income 4015.00 ꞏ Accreditation Administrative 4010.00 ꞏ Accreditation Studies 4040 ꞏ CAJPA Dues Income 4040.1 ꞏ Current Year Dues 4040.3 ꞏ JPA Member Dues 4040.4 ꞏ Associate Member Dues 4040.5 ꞏ Affiliate Member Dues Total 4040.1 ꞏ Current Year Dues Total 4040 ꞏ CAJPA Dues Income 4070 ꞏ Fall Conference Income 4070.1 ꞏ Conference Registration Fees 4070.2 ꞏ Golf Registration Fees 4070.3 ꞏ Golf sponsorships 4070.4 ꞏ Exhibitor Income 4070.5 ꞏ Sponsorships 4070.8 ꞏ Mulligan Ticket Sales-golf tour Total 4070 ꞏ Fall Conference Income 4073.00 ꞏ Finance & Tech Spring Training 4073.1 ꞏ FT-Registration Fees 4073.2 ꞏ FT-Sponsorships Total 4073.00 ꞏ Finance & Tech Spring Training 4074.0 ꞏ LITL Educational Programs 4074.2 ꞏ Program Sponsors 4074.1 ꞏ Registration Fees Total 4074.0 ꞏ LITL Educational Programs 4075.0 ꞏ Summit Series Program 4075.1 ꞏ SS-Current CEO Training 4075.2 ꞏ SS-Future CEO Training Total 4075.0 ꞏ Summit Series Program 4080.0 ꞏ Scholarship Income 4080.2 ꞏ Mike Fleming Scholarship Total 4080.0 ꞏ Scholarship Income 4090 ꞏ Assn Interest Income 4090.1 ꞏ LAIF 4090.3 ꞏ Money Market

3,750.00 100,000.00 180,000.00 125,000.00 14,000.00 319,000.00 319,000.00 280,000.00 13,000.00 14,000.00 118,000.00 255,000.00 650.00 680,650.00 15,000.00 7,000.00 22,000.00 4,000.00 2,000.00 6,000.00 5,000.00 2,500.00 7,500.00 15,000.00 15,000.00 800.00 150.00 950.00

Total 4090 ꞏ Assn Interest Income 4095 ꞏ Misc Other Income 4095.1 ꞏ Website Job Postings Total 4095 ꞏ Misc Other Income

5,000.00 5,000.00 1,159,850.00

Total Income

1,159,850.00

Gross Profit

Page 1

2024 CAJPA ON-BOARDING MANUAL

56

2023 Budget Overview

4:30 PM 01/17/23 Accrual Basis

California Association of Joint Powers Authorities (CAJPA)

Profit & Loss Budget Overview January through December 2023

Jan - Dec 23 Expense 6100 ꞏ Fall Conference Expense 6110 ꞏ Printing and Materials 6100.35 ꞏ Tickets/Trifolds/Session HO 6100.45 ꞏ Mobile App. 6100.55 ꞏ Postage & Shipping 6100.60 ꞏ Printing/Design of Programs 6100.65 ꞏ Registration Brochure/Logo Des. 6100.70 ꞏ FC-Signage 6100.80 ꞏ Supplies- Badges, Ribbons, Etc. 6100.75 ꞏ Sponsored Attendee Giveaways 6100.30 ꞏ Hotel Keys

2,000.00 5,000.00 50.00 2,500.00 2,000.00 2,000.00 1,500.00 19,000.00 3,500.00

Total 6110 ꞏ Printing and Materials

37,550.00

6113 ꞏ Exhibitor Expense 6116 ꞏ Audio/Visual 6118 ꞏ Social Functions/F&B 6118.40 ꞏ FC-Food & Beverage/Tips-Other 6118.20 ꞏ FC-Decorations and Centerpieces 6118.80 ꞏ FC-Music/Entertainment 6118.60 ꞏ FC-Meeting space/breakouts 6118 ꞏ Social Functions/F&B - Other

17,000.00 40,000.00

Total 6118 ꞏ Social Functions/F&B 6120 ꞏ Administrative/Operations 6123 ꞏ Attendance Tracking / CPE 6133 ꞏ Grand Prize Drawing 6141 ꞏ Misc. Supplies/ Gifts/ Awards 6154 ꞏ Security 6158 ꞏ Staff Travel Total 6120 ꞏ Administrative/Operations 6163 ꞏ Speaker Fees/Travel Costs 6163.20 ꞏ Speaker Honorarium 6163.60 ꞏ Speaker Travel 6163.40 ꞏ Speaker Gifts

115,000.00 800.00 7,000.00 9,500.00 0.00 132,300.00 10,000.00 3,000.00 1,000.00 0.00 7,500.00 21,500.00 40,000.00 1,500.00 1,500.00

Total 6163 ꞏ Speaker Fees/Travel Costs

43,000.00

6165 ꞏ Board & Committee Expense 6167 ꞏ Fall Conference Golf Tournament 6167.80 ꞏ Tournament Exp/Green Fees 6167.30 ꞏ Food/beverge (Golf) 6167.40 ꞏ Insurance 6167.50 ꞏ Prizes/Gifts 6167.10 ꞏ Awards Reception 6167.60 ꞏ Signage

3,500.00

Total 6167 ꞏ Fall Conference Golf Tournament Total 6100 ꞏ Fall Conference Expense 6175 ꞏ Legislative Action Day Expense 6130.60 ꞏ Program printing & production 6175.40 ꞏ Program materials & Regis exp 6170.60 ꞏ Food and Rental Total 6175 ꞏ Legislative Action Day Expense 6178 ꞏ Finance & Tech Workshop 6178.20 ꞏ FT-Audio/Visual 6178.40 ꞏ FT-Program printing prod 6178.60 ꞏ FT-Program mat & Regis exp 6178.80 ꞏ FT-Food and Beverage Total 6178 ꞏ Finance & Tech Workshop

18,000.00 2,000.00 200.00 2,000.00 300.00 1,000.00 23,500.00 318,350.00 600.00 100.00 3,500.00 4,200.00 3,000.00 350.00 850.00 18,000.00 22,200.00

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California Association of Joint Powers Authorities (CAJPA)

Profit & Loss Budget Overview January through December 2023

Jan - Dec 23 6180 ꞏ Other Workshops and Training 6180.10 ꞏ LITL Programs

1,500.00 1,500.00

Total 6180 ꞏ Other Workshops and Training 6181 ꞏ Summit Series 6181.10 ꞏ SS-Current CEO Training 6181.20 ꞏ SS-Future CEO Training 6181.30 ꞏ SS-Board Governance Training 6181.40 ꞏ SS-Pool ProfessionalsTraining

1,000.00 0.00 2,500.00 126,000.00 129,500.00

Total 6181 ꞏ Summit Series 6185 ꞏ Accreditation Program 6185.20 ꞏ Accreditation Consultant-Mtgs 6185.50 ꞏ Accreditation Program Manager 6185.40 ꞏ Accreditation Cons - Studies 6185.60 ꞏ Certificates/Framing 6185.80 ꞏ ACCR-Postage

6,000.00 12,000.00 70,000.00 1,000.00 600.00 89,600.00

Total 6185 ꞏ Accreditation Program 6193 ꞏ Accounting 6193.20 ꞏ Annual Financial Audit 6193.60 ꞏ Tax Preparation

10,000.00 3,000.00 13,000.00

Total 6193 ꞏ Accounting 6345 ꞏ Bank Service Charge A42 ꞏ Checking Account B49 ꞏ Credit Card Processing Fees

700.00 19,000.00 19,700.00

Total 6345 ꞏ Bank Service Charge 6200 ꞏ Meetings 6290 ꞏ Other Meetings 6297 ꞏ Strategic Planning 6297.60 ꞏ F&B, Facility, Travel Total 6297 ꞏ Strategic Planning Total 6290 ꞏ Other Meetings 6210 ꞏ Accreditation Commitee Meetings 6210.50 ꞏ AC-Food & Beverage Total 6210 ꞏ Accreditation Commitee Meetings 6220 ꞏ Board of Directors Meetings 6220.20 ꞏ Board Member Travel 6220.60 ꞏ BOD-Food & Beverage Total 6220 ꞏ Board of Directors Meetings 6240 ꞏ Finance Committee 6240.60 ꞏ FIN-Food & Beverage Total 6240 ꞏ Finance Committee 6250 ꞏ Legislative Commitee Meetings 6250.40 ꞏ LC-Food & Beverage Total 6250 ꞏ Legislative Commitee Meetings 6260.0 ꞏ LITL Committee Meetings 6260.40 ꞏ JR-Food & Beverage

15,000.00 15,000.00 15,000.00 1,800.00 1,800.00 1,000.00 1,000.00 2,000.00 1,000.00 1,000.00 1,000.00 1,000.00 500.00 500.00

Total 6260.0 ꞏ LITL Committee Meetings 6270 ꞏ Prof Dev Committee Meetings 6270.40 ꞏ EC-Food & Beverage Total 6270 ꞏ Prof Dev Committee Meetings

500.00 500.00

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2023 Budget Overview

4:30 PM

California Association of Joint Powers Authorities (CAJPA)

Profit & Loss Budget Overview

01/17/23

January through December 2023

Accrual Basis

Jan - Dec 23 6280 ꞏ Technology Committee 6280.10 ꞏ TC-Food & Beverage Total 6280 ꞏ Technology Committee

1,000.00 1,000.00 22,800.00

Total 6200 ꞏ Meetings 6320 ꞏ Assn Insurance 6320.10 ꞏ Liability and E&O

13,000.00 13,000.00

Total 6320 ꞏ Assn Insurance 6330.00 ꞏ Legal Expenses 6330.60 ꞏ Attorney Fees 6330.20 ꞏ Amicus Briefs

2,000.00 5,000.00 7,000.00

Total 6330.00 ꞏ Legal Expenses 6340 ꞏ Dues & Memberships 6340.30 ꞏ CA Coalition on Workers Comp 6340.20 ꞏ AGRIP

3,500.00 13,200.00 16,700.00

Total 6340 ꞏ Dues & Memberships 6350 ꞏ Office Supplies 6350.80 ꞏ Volunteer Recognition/Gifts 6350.60 ꞏ Records Storage

300.00 950.00 1,250.00

Total 6350 ꞏ Office Supplies 6370 ꞏ Postage & Delivery 6370.90 ꞏ Administrative

200.00 200.00

Total 6370 ꞏ Postage & Delivery 6380 ꞏ Printing & Reproduction 6380.60 ꞏ Misc. Printing & Reproduction

250.00 250.00

Total 6380 ꞏ Printing & Reproduction 6390 ꞏ Professional Fees 6390.10 ꞏ Association Management 6390.40 ꞏ Legislative Advocacy 6390.44 ꞏ Expenses 6390.46 ꞏ Retainer Total 6390.40 ꞏ Legislative Advocacy

260,661.27 400.00 95,000.00 95,400.00 356,061.27

Total 6390 ꞏ Professional Fees 6410 ꞏ Scholarship Expenses 6410.40 ꞏ Scholarships

16,000.00

Total 6410 ꞏ Scholarship Expenses 6430 ꞏ Travel Expense 6430.50 ꞏ PARMA Travel & Marketing

16,000.00 3,000.00 3,000.00

Total 6430 ꞏ Travel Expense 6440 ꞏ Website 6440.70 ꞏ Software & Licensing

8,000.00 8,000.00

Total 6440 ꞏ Website

1,042,311.27

Total Expense

117,538.73

Net Ordinary Income Net Income

117,538.73

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Staff & Responsibilities

CAJPA Staff Responsibilities Catherine Smith (Executive Director): casmith@cajpa.org / (916) 996-4345 • • • • • • •

Nominating Committee Lead* o Board Elections Annual Budget Lead Strategic Plan Lead Summit Series – Board Governance Lead Legislative Committee Lead* Legislative Action Day Support* Communications Committee Lead*

Carmen Berry (Deputy Director): cberry@cajpa.org / (916) 267-5772 • • • • • • • • • • • •

Board of Directors Meeting Lead* Professional Development Committee Lead* Legal Affairs Committee Lead* Accreditation Program Lead Invoice Coding/Check Runs Accreditation Committee Lead* Annual Budget Support Strategic Plan Support Weekly Email Oversight Annual Audit Oversight Scholarship Program Oversight Program Oversight o Finance & Technology Spring Workshop o Legislative Action Day o LITL Program o Annual Conference o Summit Series o Pooling Academy o Annual Meeting

Melissa Feltz (Coordinator): mfeltz@cajpa.org / (916) 231-2139 • • • • •

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LITL Committee Lead* Finance Committee Lead* Technology Committee Lead* Finance & Technology Spring Workshop Lead* PD Committee Support o PD Committee minutes

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Staff & Responsibilities

• • • • • •

Board Meeting Support o Meeting Minutes o Meeting location and logistics Accreditation Committee Support o Prepare packets and secure locations Accreditation Program Support o Secure presenters for approved studies o Collect final studies to be posted Legislative Action Day Support Annual Conference Sub-committee Lead Membership Renewal Process Lead

Brett Moore (Policy Assistant) bmoore@cajpa.org / (916) 231-2139 •

Legislative Committee support o Committee packets o Meeting Minutes o Meeting logistics o LAD support o Legislative data portal o Tort Reform Project

Jessica Harris (Assistant): jharris@cajpa.org / (916) 231-2139 •

•

• • • • • •

CAJPA Program Registration o Finance & Technology Spring Workshop o Legislative Action Day o LITL Program o Annual Conference o Summit Series o Pooling Academy Meeting Minutes o Legislative Committee o Finance Committee o Technology Committee o LITL Committee o Communications Committee o Annual Conference Subcommittee Manage info@cajpa.org emails YM Dashboard Membership Renewals and Reports Support Creating Invoices Job Posting Invoices/Payments Accreditation Program Support

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Staff & Responsibilities

o o o o

Application approval Check processing Updating spreadsheet Mailing certificates

MAMS (Teri Anticevich/Marisa Anticevich/Beth Ramirez) Teri: teri@cajpa.org / (951) 780-7997 •

Annual Conference o Budget/Program/Site Selection/Exhibitor Sponsor Sales

Launch (Audie Whitt): Audie: • • • • • •

Website Updates Emails Job Postings Communications Committee Support Posting Accreditation Studies Graphic Design

Accounting (Sandy Goree): sgoree@cajpa.org / (916) 231-2139 • • • • • •

Check Runs Monthly Financials Annual Budget Open A/R Annual Audit Check Processing

*Calendar/website updates, marketing emails, Doodle polls and packet preparation is managed (or delegated) by the Committee lead

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BOARD OF DIRECTORS ON-BOARDING MANUAL

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