LACEY CITY COUNCIL AGENDA MARCH 14, :00 P.M. 420 COLLEGE STREET, LACEY CITY HALL

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1 CITY COUNCIL ANDY RYDER Mayor CYNTHIA PRATT Deputy Mayor LACEY CITY COUNCIL AGENDA MARCH 14, :00 P.M. 420 COLLEGE STREET, LACEY CITY HALL LENNY GREENSTEIN JASON HEARN MICHAEL STEADMAN RACHEL YOUNG CAROLYN COX CITY MANAGER SCOTT SPENCE CALL TO ORDER: 1. PLEDGE OF ALLEGIANCE 2. APPROVAL OF AGENDA & CONSENT AGENDA ITEMS* A. Council meeting minutes of February 28, 2019 B. A motion to approve payment of claims, wages, and transfers for February 21, 2019 through March 4, * Items listed under the consent agenda are considered to be routine and will be enacted by one motion and one vote. There will be no separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and will be considered separately. 3. PUBLIC RECOGNITIONS AND PRESENTATIONS: A. Boy Scout Christmas Tree Roundup Presentation (John Tulloch, Assistant Scout Master for Troop 222) B. Compassion is Contagious Recognitions (Jenny Bauersfeld) 4. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA* *The City Council will allow comments under this section on items NOT already on the agenda. Where appropriate, the public will be allowed to comment on agenda items as they are addressed during the meeting. 5. PUBLIC HEARING: 6. PROCLAMATION: 7. REFERRAL FROM PLANNING COMMISSION: 8. REFERRAL FROM HEARINGS EXAMINER: 9. RESOLUTIONS: 10. ORDINANCES: A Encumbrance Carryover Budget Amendment (Troy Woo) 11. MAYOR'S REPORT: A. Recommend appointment of Daphne Retzlaff to Planning Commission B. Recommend reappointment of Sarah Daniels to Board of Park Commissioners

2 12. CITY MANAGER'S REPORT: A. A. Travel Policy (Troy Woo) 13. STANDING GENERAL COMMITTEE A. Community Relations (02.04) 14. OTHER BUSINESS: 15. BOARDS, COMMISSIONS, AND COMMITTEE REPORTS: A. Mayor Andy Ryder: 1. Mayors Forum 2. Thurston Chamber Shared Legislative Committee 3. Transportation Policy Board (TPB) B. Deputy Mayor Cynthia Pratt: 1. Joint Animal Services Commission (JASCOM) 2. LOTT 3. Olympic Region Clean Air Agency (ORCAA) C. Councilmember Rachel Young: 1. Economic Development Council (EDC) 2. Thurston Thrives D. Councilmember Lenny Greenstein: 1. Emergency Medical Services (EMS) 2. TCOMM Thurston County Law & Justice E. Councilmember Jason Hearn: 1. Lodging Tax Advisory Committee (LTAC) 2. Olympia-Lacey-Tumwater Visitor & Convention Bureau (VCB) 3. Thurston County Coalition Against Trafficking (TCCAT) F. Councilmember Michael Steadman: 1. Lacey South Sound Chamber 2. Solid Waste Advisory Committee (SWAC) G. Councilmember Carolyn Cox: 1. Community Action Council 2. Intercity Transit (IT) 3. Thurston Regional Planning Council (TRPC) 4. Ad Hoc Committee on Homelessness and Affordable Housing 5. Health & Human Services Council (HHSC) 16. ADJOURN

3 MINUTES OF A REGULAR MEETING OF THE LACEY CITY COUNCIL HELD THURSDAY, FEBRUARY 28, 2019, IN LACEY COUNCIL CHAMBERS. CALL TO ORDER: Mayor Ryder called the meeting to order at 7:00 p.m. PLEDGE OF ALLEGIANCE: Mayor Ryder led the Pledge of Allegiance. COUNCIL PRESENT: COUNCIL EXCUSED: A. Ryder, C. Pratt, J. Hearn, M. Steadman, R. Young, C. Cox L. Greenstein STAFF PRESENT: S. Spence, J. Burbidge, S. Egger, D. Schneider, T. Woo, P. Edmonds Mayor Ryder amended the agenda to move Business and Occupation Updates to reflect under Ordinances. APPROVAL OF AGENDA AND CONSENT AGENDA: Consent Agenda Items: A. Council Meeting Minutes of February 24, B. Council Worksession Minutes of January 24, C. Council Worksession Minutes of February 7, D. A motion to approve payment of claims, wages and transfers for February 7, 2019, through February 20, DEPUTY MAYOR PRATT MOVED TO APPROVE THE CONSENT AGENDA AND AGENDA. COUNCILMEMBER COX SECONDED. MOTION CARRIED. Page 1 of 7

4 PUBLIC RECOGNITIONS AND PRESENTATIONS: Nardine Sandberg, President, GFWC Capital Women s Club of Lacey thanked Council for selection of the club as a non-profit organization and 501c3 for Washington Center for the Performing Arts. Members of the GFWC are putting on a fundraiser March 16, 2019, at the Washington Center for the Performing Arts where all proceeds will go to benefit the Seattle Children s Hospital s Uncompensated Care Fund. The goal is to make this fundraiser an annual event. Dave Schneider, City Attorney, administered the Oath of Office to Kenneth Semko, Lacey Chief of Police. Chief Semko is Lacey s fifth police chief and was accompanied by his wife, who completed the pinning of his badge. ORDINANCES: Scott Spence, City Manager, requested Council amend LMC and relating to Business & Occupation (B&O) Tax. Historically, the City of Lacey has exempted warehousing and manufacturing from local B&O taxes. LMC , however, omits warehousing and manufacturing from exempted activities. The proposed ordinance would officially exempt amounts derived from manufacturing or selling at wholesale from the City s B&O tax. DEPUTY MAYOR PRATT MOVED TO APPROVE ORDINANCE 1542 AMENDING LMC SECTIONS AND TO MEET CURRENT Page 2 of 7

5 PRACTICES RELATED TO COLLECTION OF BUSINESS AND OCCUPATION TAXES. COUNCILMEMBER YOUNG SECONDED. MOTION CARRIED. MAYOR S REPORT: Mayor Ryder recommended the reappointment of Councilmember Hearn to the Lodging Tax Advisory Committee. MAYOR RYDER MOVED TO APPROVE THE REAPPOINTMENT OF COUNCILMEMBER HEARN TO THE LODGING TAX ADVISORY COMMITTEE. COUNCILMEMBER STEADMAN SECONDED. MOTION CARRIED. CITY MANAGER S REPORT: Scott Spence, City Manager, requested Council approve the donation of a shed located on City-owned property to Homes First. The City purchased a home located at th Avenue SE as part of a lift station project. The home is scheduled for demolishing in 2020 as the project gets underway. The City is currently leasing the property to Homes First to be used as affordable housing. Homes First approached the City about moving the shed to another property they manage. Staff have indicated that there is no internal need for the shed. If the shed remains at the 26th Avenue property, it will be demolished along with the home to accommodate the proposed lift station. DEPUTY MAYOR PRATT MOVED TO APPROVE THE DONATION OF A SHED CURRENTLY LOCATED ON CITY-OWNED PROPERTY TO HOMES FIRST. COUNCILMEMBER YOUNG SECONDED. MOTION CARRIED. Page 3 of 7

6 Scott Egger, Public Works Director, requested Council approval for Lacey Contract PW to low bidder Active Construction, Inc. for the Lebanon Street Extension. Lebanon Street Extension contract provides for the construction of a roadway connecting Pacific Avenue SE and Lacey Blvd SE to include stormwater, water, sewer, illumination, landscaping and other work. Nine responsive bids ranging from a low of $613, to a high of $832, Active Construction from Puyallup, Washington, is the low bidder at $613, The Engineer s Estimate is $760, The apparent low bidder, C&R Tractor and Landscaping s bid was non responsive. The City rejected their bid because Section Bid Deposit of the specifications requires a power of attorney submitted with their bid bond. C&R Tractor submitted a bid bond but it was missing the associated power of attorney. City staff consulted with the City Attorney and came to the conclusion that without rejecting all bids, the City had no other choice but to reject the bid as non-responsive and award the bid to the second bidder, Active Construction, who are both responsive and responsible. Start date of the project is anticipated to begin April 2019, and there are 70 working days allotted. COUNCILMEMBER STEADMAN MOVED TO AWARD LACEY CONTRACT PW TO LOW BIDDER ACTIVE CONSTRUCTION, INC. IN THE AMOUNT OF $613, FOR THE LEBANON STREET EXTENSION. COUNCILMEMBER YOUNG SECONDED. MOTION CARRIED. Page 4 of 7

7 STANDING GENERAL COMMITTEES: Finance & Economic Development Committee Mayor Ryder reported the Committee discussed the Business and Occupation Tax updates and a utility bill request. Mayor Ryder reported that there was a unique circumstance relating to a citizen utility bill request that ultimately resulted in the City waiving half the billed amount. General Government & Public Safety Committee Deputy Mayor Pratt reported the Committee discussed the Homes First donation and proposed changes to the Council Travel Policy. Land Use Committee Councilmember Cox reported the Committee discussed the Woodland District Branding Project. BOARDS & COMMISSIONS: Transportation Policy Board Mayor Ryder reported on several items: Election of Officers, where Mayor Ryder was reelected as Chair, making it his sixth year. Election of Doug DeForest as the Emeritus Business Representative. WSDOT Update on the State Route (SR) 510 Yelm Loop regional project. Approval of City of Tumwater s request for federal funds reprogramming and STP amendment. JASCOM Deputy Mayor Pratt reported on several items: Final interviews to take place March 7, 2019, for the four finalists in recruitment for Animal Services Executive Director. Reserve policy. Page 5 of 7

8 Strategic plan work plan. Current case updates include the award for the cat mutilation killings is up to $53,000 but no further progress in the investigation. Thurston County Coalition Against Trafficking Councilmember Hearn discussed the upcoming annual 5k fundraising event. Funds raised goes towards free training and education to schools, staff, and moteliers. Community Action Council Councilmember Cox reported on several items: Over 3,000 responses to annual client survey. Approved 2019 top three priorities. Impact on prosperity reported that CAC touched 7,876 families and helped more than 18,514 community members move towards lasting selfsufficiency. Extending Weatherization Program to Klickitat and Skamania Counties. Emergency fund with United Way. Intercity Transit Councilmember Cox reported on several items: Received update report for 2018 Dial-A-Lift, Travel Training and Bus Buddies programs. Discussed design feedback regarding the Pattison Street Master Plan. Debrief from General Manager, Ann Freeman- Manzanares on how Intercity Transit continued operations during the most recent snow events. Thurston Regional Planning Council Councilmember Cox reported the next meeting is scheduled for March 1, Ad Hoc Committee on Homelessness and Affordable Housing Councilmember Cox reported the next meeting is scheduled for March 14, Page 6 of 7

9 Mayor Ryder took a moment to commend Public Works staff again for their efforts during the past couple weeks and welcomed Chief Semko to the City of Lacey. Mayor Ryder adjourned the meeting at 7:50 p.m. MAYOR: ATTESTED BY CITY CLERK: DATE APPROVED: Page 7 of 7

10 LACEY CITY COUNCIL MEETING March 14, 2019 SUBJECT: Disbursement Approval RECOMMENDATION: By motion, approve payment of claims, wages, and transfers. STAFF CONTACT: Troy Woo, Finance Director ORIGINATED BY: Troy Woo, Finance Department BACKGROUND: The action requested of the City Council is by motion to approve payment of claims, wages and transfers for 2/21/2019 through 3/4/2019. The disbursements consist of the following: Checks: Week of Beg. Check No. End. Check No. Amount 2/22/ , /1/ , *3/1/ , Electronic Transfers: Week of Amount 2/11/ , /22/ , /25/ , /25/ , /1/ , *3/1/19 35, *3/1/19 1,287, /4/ Payroll: Month Ended: Wages *2/28/19 1,342, Significant Disbursements: Vendor Amount Description Pape & Sons Construction $ 74, Lift Station 2 Replacement Project Puget Sound Energy $ 62, Utilities Thurston Co. Auditor $ 73, Voter registration services * Disbursements for employee out-of-pocket deductions and employee benefits. Page 1 of 1

11 LACEY CITY COUNCIL MEETING March 14, 2019 SUBJECT: 2018 Budget Encumbrance Carryovers RECOMMENDATION: Upon review and concurrence, adopt the proposed ordinance. STAFF CONTACT: Scott Spence, City Manager Troy Woo, Finance Director ORIGINATED BY: Troy Woo, Finance Department ATTACHMENTS: 1. Ordinance No Summary for Ordinance FISCAL NOTE: See attached Ordinance Exhibit A PRIOR REVIEW: Finance and Economic Development Committee on February 26, 2019 BACKGROUND: Despite all the extensive budget planning and efforts to complete projects and purchases prior to the year-end closing, staff is not always able to complete all of the projects and purchases. The projects and purchases are expected to be completed during 2019, so it becomes necessary to carryover previously approved budget appropriations into the next year. These proposed amendments are limited to carryover encumbrances and capital projects. This carryover process relieves concerns that authorized budgets will be exceeded when large carryover projects do not have the authorized appropriations until late into the year. It is the City s practice to amend the budget once per year during September. If the City Council approves these appropriations earlier in the year, the risk of exceeding authorized expenditure levels is minimized. The encumbrance and capital carryover requests are limited to purchase orders that were initiated in the previous year and capital projects that were authorized in the previous year s Page 1 of 2

12 budget. The outstanding purchase order carryover requests are limited to significant (over $2,500) unfilled material, equipment, and supply orders. Capital project carryover requests do not have a dollar threshold. The funds requesting the carryovers must have adequate fund balance before the requests can be granted. Each fund is detailed separately on the proposed carryover amendment list. There are three columns of dollar values. The first column contains the amount currently authorized for that line item in the 2019 budget. The second column is the amount of the proposed adjustment. The last dollar column shows what the new total of that particular line-item account will be if the amendments are adopted. Total lines are included to illustrate the grand total of the fund before and after the amendments. This is important since the budget is adopted by fund total and not by line-item detail. A brief explanation or description is also provided for each lineitem of the form. It is requested that the City Council review the proposed carryover amendment ordinance and upon concurrence adopt the proposed ordinance. ADVANTAGES: 1. The proposed adjustments to the 2019 Budget reflects more accurately the necessary requirements of each fund or adjustments made by City Council action. 2. The proposed adjustments ensure that the proper level of budget appropriations have been authorized to complete prior year projects and purchases. DISADVANTAGES: 1. There are no significant disadvantages since there must be adequate fund balance to match the proposed carryover expenditure. Page 2 of 2

13 ORDINANCE NO CITY OF LACEY AN ORDINANCE AMENDING THE 2019 FISCAL YEAR BUDGET AND ORDINANCE NO ADOPTING SAID BUDGET TO RE-APPROPRIATE 2018 BUDGETED AMOUNTS FOR PROJECTS NOT COMPLETED IN 2018 AND ADOPTING A SUMMARY FOR PUBLICATION. WHEREAS, at the end of the 2018 fiscal year, certain funds which had been appropriated had not been spent because the programs, improvements, contracts or orders had not, as yet, been completed, and WHEREAS, in order to complete such programs, projects and orders, and to pay the cost thereof, it is necessary that such funds be re-appropriated in the 2019 budget, NOW, THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LACEY, WASHINGTON, AS FOLLOWS: Section 1. The 2019 fiscal year budget and Ordinance No adopting said budget are hereby amended in the manner set forth on Exhibit A, which is attached hereto and made a part hereof as though fully set forth at length. Section 2. The City Clerk and the codifiers of this ordinance are authorized to make necessary corrections to this ordinance including, but not limited to, the correction of scrivener's/clerical errors, references, ordinance numbering, section/subsection numbers and any references thereto. Section 3. The Summary attached hereto is hereby approved for publication. PASSED BY THE CITY COUNCIL OF THE CITY OF LACEY, WASHINGTON, on this 14 th day of March, CITY COUNCIL Approved as to form: By: Mayor Ordinance No. 1543

14 City Attorney Attest: City Clerk Ordinance No. 1543

15 SUMMARY FOR PUBLICATION ORDINANCE NO CITY OF LACEY The City Council of the City of Lacey, Washington, passed on March 14, 2019, Ordinance No entitled AN ORDINANCE AMENDING THE 2019 FISCAL YEAR BUDGET AND ORDINANCE NO ADOPTING SAID BUDGET TO RE- APPROPRIATE 2018 BUDGETED AMOUNTS FOR PROJECTS NOT COMPLETED IN 2018 AND ADOPTING A SUMMARY FOR PUBLICATION. A section by section summary of this ordinance is as follows: Section 1 amends the 2019 fiscal year budget and Ordinance No. 1537, adopting said budget by re-appropriating funds from the 2018 fiscal year budget which were not expended because the programs, projects, contracts and orders were not completed in Section 2 provides provisions for corrections. Section 3 approves this summary. A copy of the full text of this ordinance will be mailed without charge to any person requesting the same from the City of Lacey. City Clerk Published: March 18, 2019 Ordinance No. 1543

16 2019 Budget Amendments - Ordinance No Exhibit "A" 2019 Budget 2019 Budget Account Numbers Account Description Budget Amendment as Amended Comments Current Expense Fund Revenues Beginning Cash 1,185,575 95,040 1,280,615 Beginning Cash Total Current Expense Fund Revenues 40,364,139 95,040 40,459,179 Expenditures Inter-Governmental 100,000 44, ,633 Regional Climate Mitigation Plan Inter-Governmental 144,633 18, ,582 Comcast Franchise Renewal Economic Development Council 80,000 4,592 84,592 ScaleUp Thurston program Supplies / Office & Operating Supply 3,267 6,011 9,278 Mayor's Gala - "Vans for Vets" Program (fuel and volunteer recognition) Supplies / Office & Operating Supply 9,278 8,500 17,778 Mayor's Gala - Emergency Vouchers Program Supplies / Office & Operating Supply 17,778 2,318 20,097 Mayor's Gala - Volunteer Recognition Repairs & Maintenance / Rep & Maint-Equipment 2,000 1,354 3,354 Mayor's Gala - "Vans for Vets" Program Capital Outlays - Equipment - 8,682 8,682 Mayor's Gala - Training and Meeting Room Equipment Total Current Expense Fund Expenditures 40,364,139 95,040 40,459,179 Arterial Street Fund Revenues Beginning Cash 1,126,950 20,000 1,146,950 Beginning Cash Total Arterial Street Fund Revenues 6,235,992 20,000 6,255,992 Expenditures Road Way 4,564,774 20,000 4,584,774 Closeout items for the Hogum Bay Road Improvements project Total Arterial Street Fund Expenditures 6,235,992 20,000 6,255,992 Transportation Improvement Fund Revenues Beginning Cash - 500, ,000 Beginning Cash Total Transportation Improvement Fund Revenues 6,513, ,000 7,013,926 Expenditures Road Way 5,353, ,000 5,853,920 Final paving of Stikes Drive (2018 Overlay Program) Total Transportation Improvement Fund Expenditures 6,513, ,000 7,013,926

17 2019 Budget 2019 Budget Account Numbers Account Description Budget Amendment as Amended Comments Building Improvement Fund Revenues Beginning Cash 415,000 1,135,187 1,550,187 Beginning Cash Total Building Improvement Fund Revenues 567,901 1,135,187 1,703,088 Expenditures Capital Outlays / Capital Improvements 140,000 18, ,166 Pedestrian safety imp - crosswalks, lighting, ADA ramps Capital Outlays / Capital Improvements 158, , ,166 Vet Affairs Lacey Outstation Center lease tenant imp Capital Outlays / Capital Outlays - Buildings 375, , ,000 Lacey Museum-5700 Pacific (Trail Amenity) Capital Outlays / Capital Outlays - Buildings 800, , ,439 Lacey Museum at the Depot Capital Outlays / Capital Outlays - Buildings 954,439 30, ,729 Council Chambers AV Project Capital Outlays / Capital Outlays - Buildings 984,729 7, ,021 Master Plan for Museum/5700 Pacific Total Building Improvement Fund Expenditures 567,901 1,135,187 1,703,088 Capital Equipment Fund Revenues Beginning Cash 500, ,159 1,477,159 Beginning cash Total Capital Equipment Fund Revenues 2,294, ,159 3,271,496 Expenditures Capital Outlays / Community Relations 500,000 25, ,000 Veteran's Service HUB signage Capital Outlays / Community Relations 525,000 50, ,000 Website Design Review and Upgrades Capital Outlays / Parks and Recreation 330,054 30, ,054 Replace Kid's Fishing Dock at Long's Pond Capital Outlays / Economic Development - 198, ,125 MakerSpace Capital Outlays / Economic Development 198, , ,125 Port of Olympia MOU Capital Outlays / Economic Development 408, , ,159 Woodland District Total Capital Equipment Fund Expenditures 2,294, ,159 3,271,496 Parks & Open Space Fund Revenues Beginning Cash 618,295 46, ,454 Beginning cash Total Parks & Open Space Revenues 1,169,865 46,159 1,216,024 Expenditures Capital Outlays / Capital Improvements 53,500 46,159 99,659 Safety Imp. at Long Lake Park Beach - Total Parks & Open Space Expenditures 1,169,865 46,159 1,216,024

18 2019 Budget 2019 Budget Account Numbers Account Description Budget Amendment as Amended Comments RAC Capital Fund Revenues Beginning Cash - 150, ,000 Total RAC Capital Revenues 1,569, ,000 1,719,223 Expenditures Capital Outlays / Capital Improvements 308, , ,846 Security Camera System - Total RAC Capital Expenditures 1,569, ,000 1,719,223 Water Construction Fund Revenues Beginning Cash - Construction 2,991,718 2,150,054 5,141,772 Beginning cash Total Water Construction Fund Revenues 11,232,204 2,150,054 13,382,258 Expenditures Preliminary Engineering 2,890, ,590 3,789,215 Carry forward preliminary engineering cost various water construction projects Construction Engineering 622,200 98, ,528 Carry forward construction engineering costs various water construction projects Construction/Utilities 6,762,675 1,153,136 7,915,811 Carry forward utility construction costs various water construction projects Total Water Construction Fund Expenditures 11,232,204 2,150,054 13,382,258 Wastewater Construction Fund Revenues Beginning Cash - Construction 10,157,882 1,459,809 11,617,691 Beginning cash Total Wastewater Construction Fund Revenues 13,549,000 1,459,809 15,008,809 Expenditures Preliminary Engineering 2,020,100 52,264 2,072,364 Carry forward preliminary engineering cost various wastewater construction projects Construction Engineering 887, , ,257 Carry forward construction engineering costs various wastewater construction projects Construction/Utilities 10,441,725 1,300,463 11,742,188 Carry forward utility construction costs various wastewater construction projects Total Wastewater Construction Fund Expenditures 13,549,000 1,459,809 15,008,809 Stormwater Construction Fund Revenues Beginning Cash - Construction - 357, ,562 Beginning cash Total Stormwater Construction Fund Revenues 1,471, ,562 1,829,066 Expenditures Preliminary Engineering 257,500 84, ,486 Carry forward preliminary engineering cost various stormwater construction projects Storm Drainage 33, , ,633 Carry forward utility construction costs various stormwater construction projects Construction Engineering 410,600 21, ,443 Carry forward construction engineering costs various stormwater construction projects Total Stormwater Construction Fund Expenditures 1,471, ,562 1,829,066

19 LACEY CITY COUNCIL MEETING March 14, 2019 SUBJECT: Amended Section of the Council Policies and Procedures Related to Travel and Training Budget RECOMMENDATION: Motion to approve amended Section of the Council Policies and Procedures Related to Travel and Training Budget. STAFF CONTACT: ORIGINATED BY: Scott Spence, City Manager Jacob Ewing, Assistant to the City Manager Troy Woo, Finance Director City Manager ATTACHMENTS: 1. Amended Council Policies & Procedures Section FISCAL NOTE: PRIOR REVIEW: The proposed changes may increase City expenditures to adequately fund Councilmembers annual travel and training expenses. The General Government Committee reviewed the proposed amendments on January 22, 2019, as well as on February 26, The proposed amendments were later discussed at the March 7, 2019, City Council Worksession. BACKGROUND: At the December 13, 2018, Council Worksession, Councilmembers discussed potential changes to the Council Policies and Procedures related to the Council s budget for training and travel. Councilmembers expressed concern that the current policy and budget was not adequate, and had left Councilmembers waiting several months to be reimbursed for travel taken during the year. The Council concluded that no later than March of each year, each Councilmember will submit one local and one national conference they wish to attend along with a good faith estimate of total cost. If a Councilmember anticipates not using all or a portion of their travel budget, then the remaining funds could be used by another Councilmember. If it is determined there is not enough funds in the Council travel and training budget to accommodate all requests, a budget amendment could be requested. Page 1 of 2

20 On January 22, 2019, the General Government Committee reviewed a proposed draft of the Council Travel Policy. The Committee suggested changes including: updating wording to read two conferences, language stating that remaining funds would be distributed amongst other Councilmembers to cover travel funding shortages. The General Government Committee reviewed the final amendments on February 26, The proposed amendments were later discussed at the March 7, 2019, City Council Worksession. ADVANTAGES: 1. The proposed amendments to the Council Policies and Procedures encourage Councilmembers to attend two conferences per year. 2. The proposed amendments allow for Councilmembers to access remaining travel and training funds earlier in the year to cover additional travel or training expenses compared to the previous policy. DISADVANTAGES: 1. The proposed changes could increase City expenditures to adequately fund Councilmembers annual travel and training expenses. Page 2 of 2

21 10.02 Allocation of Annual City Council Travel and Training Budget It is the intent of the City Council that each member takes advantage of training and professional development opportunities to broaden his/her understanding of municipal government and enhance his/her role as an elected city official. To that end, funds are budgeted annually to accommodate reasonable travel for conferences, seminars, workshops, and other training opportunities for each Councilmember. Councilmembers are encouraged to attend events sponsored by Association of Washington Cities, National League of Cities, or similar local government associations, including conferences, seminars, legislative meetings, and training programs. (Refer to Chapter 4, Paragraph 4.04.) Funds allocated to Council travel and training shall be distributed equally by Council position to adequately allow a Councilmember to attend two conferences annually. In addition, adequate funds will be budgeted annually to accommodate travel by the Mayor or other selected Councilmember to meet with the city s congressional delegation to discuss community needs. Councilmembers shall determine which conferences they wish to attend during the calendar year as well as a good faith estimate of total training and travel costs by the first Council worksession of March. If a Councilmember s travel request is lower than their budgeted funds, their remaining funds will be distributed to other Councilmember s whose travel requests are higher than their budgeted funds. Any remaining funds not allocated towards training and travel during the March worksession shall be held in reserve to cover additional training or travel requests from Councilmembers. If a Councilmember wishes to attend additional conferences or trainings during the calendar year, they must present their proposal to the General Government Committee for recommendation to be approved by the City Council. Approval shall be granted by a majority vote of the City Council. If there are not adequate funds for each Councilmember to attend two conferences, the City Council may propose a budget amendment to cover the additional costs. Registration and travel arrangements for the Mayor and Councilmembers are to be coordinated through the City Manager s office. Deleted: annually budgeted Deleted: distributed equally by Council position to provide for attendance at regional or national conferences. Deleted: may submit for reimbursement of unspent funds, if available, no later than December 1 each year. Deleted: Each Councilmember requesting reimbursement will receive equal portions of the unspent funds. If a Councilmember s request is lower than the portion of unspent funds received, the difference will be equally divided amongst the other Councilmembers who requested reimbursement. Deleted: Travel authorization and expenditures for Councilmembers requires approval of the Mayor. Travel authorization for the Mayor requires approval by the Deputy Mayor. All travel and training are subject to City policy. (Refer to Attachment 10.02A - Reimbursement for Expenses Incurred in the Conduct of City Business; also refer to Chapter 4, Paragraph 4.04.)

22 COMMUNITY RELATIONS & PUBLIC AFFAIRS COMMITTEE FEBRUARY 4, :13 A.M. 11:37 A.M. COUNCIL PRESENT: CHAIR RACHEL YOUNG, MICHAEL STEADMAN, CAROLYN COX STAFF PRESENT: SCOTT SPENCE, JENNIFER BURBIDGE, ERIN QUINN VALCHO, TROY WOO AND LIVIA ROMERO ACTION: MOTION: APPROVE COMMUNITY RELATIONS & PUBLIC AFFAIRS COMMITTEE AGENDA MOTION MADE, SECONDED, AND CARRIED BY COUNCILMEMBERS STEADMAN AND COX NEW MUSEUM PROGRAMS STAFF: ACTION: JENNIFER BURBIDGE, DIRECTOR OF PARKS AND RECREATION INFORMATION ONLY The Lacey Museum will be hosting the Sasquatch Revealed, a temporary exhibit courtesy of Canadian Bigfoot expert Christopher Murphy, opening on May 31, 2019, and will stay throughout the summer. Murphy s exhibit is the largest collection of sasquatch-related artifacts and artwork ever assembled. Attendance is free of charge. The Lacey Museum will be hosting History Talks, a series of speakers on topics of local interest. The series kicks off this month with Lacey Then, Lacey Now, hosted by Erin Quinn Valcho, Lacey Museum Curator. It s a photographic journey through Lacey s past featuring nostalgic images of the past and what those places look like today. Then in March in commemoration of the 100 th anniversary of women s suffrage, writer Mayumi Tsutakawa, will speak and present five woman warriors in the arts and journalism whose inspiring stories reach back to the early years of our region. Additional events are planned for the spring, summer and fall months. Community Relations & Public Affairs Committee February 4, 2019 Page 1