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2015, 07-07 Study Session AGENDA SPOKANE VALLEY CITY COUNCIL STUDY SESSION FORMAT Tuesday, July 7,2015 6:00 p.m. CITY HALL COUNCIL CHAMBERS 11707 East Sprague Avenue,First Floor (Please Silence Your Cell Phones During the Meeting) DISCUSSION LEADER SUBJECT/ACTIVITY GOAL CALL TO ORDER ROLL CALL 1. Chris Bainbridge Governance Manual Discussion/Information 2. Steve Worley Transportation Improvement Board(TIB) Discussion/Information Call for Projects 3. Eric Guth Public Works Project Updates and Progress Discussion/Information Report 4.Mike Stone Parks&Recreation Project Updates and Discussion/Information Progress Report 5.John Hohman Community&Economic Development Project Discussion/Information Updates and Progress Report 6.Mayor Grafos Advance Agenda Discussion/Information 7.Information Only (will not be reported or discussed): (a)Mullan Road Street Preservation (b)Stormwater Call for Projects 8.Mayor Grafos Council Comments Discussion/Information 9.Mike Jackson City Manager Comments Discussion/Information 10. EXECUTIVE SESSION: [RCW 42.30.110(1)(i)] Pending Litigation ADJOURN Study Session Agenda July 7,2015 Page 1 of 1 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: July 7, 2015 Department Director Approval: ❑ Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. Report ❑ pending legislation [' executive session AGENDA ITEM TITLE: Governance Manual Review PREVIOUS COUNCIL ACTION TAKEN: At the August 12, 2014 Council meeting, it was suggested that the Governance Committee meet to consider adding language about the process Council should follow concerning changing taxes. BACKGROUND: The Governance Committee, consisting of Councilmembers Bill Bates and Ed Pace, City Manager Mike Jackson, City Attorney Cary Driskell, Deputy City Attorney Erik Lamb, and City Clerk Chris Bainbridge met to discuss verbiage regarding changing taxes. The Committee also discussed other areas for possible revision, including minor editorial or clarification changes. In June 2105, the Governance Committee met again. Three new draft sections include: (1) placing items on an agenda, (2) tax rate changes; and (3) process for appointment of a permanent Councilmember and for selection of a temporary Councilmember. Proposed substantive changes are as follows: Page 12: New Section: Placing Items on an Agenda Page 13: New Section: Tax Rate Changes Page 14: Under telephone conference, clarifying that at present, we only have the capability of handling one telephone number per meeting. Page 18: Clarifying what the motion "call for the question" means. Page 19-20: Clarification of the purpose and process for a reconsideration motion. Page 23-28: (1) Clarifying the process for selection of the Mayor; (2) clarifying the process for appointment of a permanent Councilmember due to a vacancy, and (3) a new section to address the selection of a Temporary Councilmember due to extended excused absences. Other edits include minor edits such as correcting typos, clarifying statements, and updating the Table of Contents. OPTIONS: At a future council meeting proceed with a resolution amending the current Governance Manual, with or without further changes. RECOMMENDED ACTION OR MOTION: Council discretion. BUDGET/FINANCIAL IMPACTS: n/a STAFF/COUNCIL CONTACT: City Clerk Chris Bainbridge ATTACHMENTS Governance Manual Redline Version CITY OF oKane Valley® Governance Manual Adopted by Resolution 15- A Comprehensive Collection of Rules and Procedures Adopted Resolution 03-028 adopted 5-13-2003,replaced by Resolution 04-013 adopted 5-25-2004,replaced by Resolution 05-021 adopted 9-13-2005,replaced by Resolution 06-022 adopted 11-14-2006,replaced by Resolution 07-020, adopted 12-11-2007,replaced by Resolution 09-012, adopted 09-08-2009,replaced by Resolution 10-020, adopted 12-28-2010,replaced by Resolution 12-002, adopted 04-10-2012,replaced by Resolution 13-005, adopted 04-23-2013,replaced by Resolution 14-003, adopted 02-25-2014, replaced by Page 1 of 56 TABLE OF CONTENTS CHAPTER 1: Council Meetings ... 4 A. General .. 5 1.Time and Location 5 2. Open to the Public 5 3. Presiding Officer 5 B. Types of Meetings 6 1. Regular Meetings 6 a.Formal Format 6 b. Study Session Format 9 c.Executive Sessions 10 2. Special Meeting 11 3. Pre-Agenda Meeting 12 C. Meeting Rules and Procedures 13 1. Council Rules of Order 13 2. Quorum 13 3.Attendance,Excused Absences 13 4.Respect and Decorum 13 5. Seating Arrangement 13 6. Dissents and Protests 13 7. Councilmember Meeting Participation by Telephone/Video Conference 13 8. Internet Use 14 9.Adjournment Due to Emergency or Disruption 14 10. Permission Required to Address the Council 15 11.Approaching the Dais 15 12. Out of Order Requests 15 13. Photographs,etc. Requiring Artificial Illumination Prior Permission Required 15 14.Voting 15 15.Motions and Discussion 16 Table of Parliamentary Procedure at a Glance 17 16. Ordinances 18 17. Resolutions 18 19. Reconsideration 18 19. Council Materials/packets 19 20. Three Touch Principle 20 CHAPTER 2: Legislative Processes and Procedures 21 A. Election of Council Officers 22 I B. Filling Council Vacancies or Extended Absences C. Legislative Agendas . 25 D. Council Travel Provisions 25 E. Ballot Measures 26 CHAPTER 3: Council Contacts 27 A. Citizen Contacts and Interactions 28 1.Mayor/Council Correspondence 28 2. Citizen Concerns,Complaints and Suggestions to Council 28 3.Administrative Complaints to Individual Councilmembers 28 4. Social Media 28 5. Donations 28 B. Staff Contacts and Interactions 29 1. Role of the City Manager 29 2. City staff Attendance at Meetings 29 3. City Clerk-Minutes 29 Page 2 of 56 4.Administrative Interference by Councilmembers 29 5. Informal Communications Encouraged 30 CHAPTER 4: Hearings 31 A. General Public Hearings 32 1. Purpose 32 2. Legislative Hearings 32 B. Quasi-Judicial 33 1. Purpose 33 2. Specific Statutory Provisions 33 3.Actions/Procedures for a Quasi-Judicial Public Hearing 33 4.Appearance of Fairness Doctrine 35 CHAPTER 5: Committees,Boards, Commissions 37 A. Regional 38 1. Committees 38 2. Council Relations with Boards, Commissions,Advisory Bodies 38 B. In-house 38 1. Standing Committees 38 a. Planning Commission 38 b. Lodging Tax Advisory Committee 39 c.Finance Committee 39 C. Private Committees,Boards, Commissions 41 CHAPTER 6: Disclaimer 42 A. Purpose 42 B. Use 42 C. Reliance 42 Appendices: A. Definitions . 43 B. Frequently Used Acronyms 44 C. Chart of Council Comments/reports 47 D. Policy Resolution of Core Beliefs 48 E Statement of Ethics . 50 F. Index 51 Endnotes 53 Page 3 of 56 CHAPTER 1 Council Meetings 1 t„ Spokane — Page 4 of 56 A. General 1. Council Meetin2s-Time and Location Unless otherwise specified in a meeting notice, regular meetings of the City Council shall be held at Spokane Valley City Hall Council Chambers on Tuesdays beginning at 6:00 p.m. 2. Council Meetin2s-Open to the Public All meetings of the City Council and of committees thereof shall be open to the public, except as provided for in RCW 42.30.110'(Executive Sessions),or RCW 42.30.140 "(Open Public Meetings Act). I Councilmembers shallwill notify appropriate staff of Councilmember's plans to attend any of the various outside public meetings hosted by other organizations or agencies, or City meetings hosted by various City Departments, so that notice may be published concerning such attendance in order not to risk any real or perceived violation of the Open Public Meetings Act. 3. Presiding Officer The Mayor shall preside at meetings of the Council and be recognized as the head of the City for all ceremonial purposes. The Mayor shall have no regular administrative or executive duties unless specifically set forth herein. In case of the Mayor's absence or temporary disability, the Deputy Mayor shall act as Mayor during the continuance of the absence. In case of the absence or temporary inability of the Mayor and Deputy Mayor, an acting Mayor Pro Tempore selected by majority vote of the remaining members of the Council, shall act as Mayor during the continuance of the absences [RCW 35A.13.035'"] The Mayor, Deputy Mayor (in the Mayor's absence) or Mayor Pro Tem are referred to as "Presiding Officer"from time to time in these Rules of Procedure. Page 5 of 56 B. Types of Meetings 1. Regular Meeting Any Council meeting that meets in the Spokane Valley City Council Chambers on Tuesday at 6:00 p.m. shall be deemed a"regular meeting." a. Formal Format 1. Normally held 2nd and 4th Tuesdays. The City Clerk, under the direction of the City Manager in consultation with the Mayor, shall arrange a list of proposed matters according to the order of business and prepare an agenda for the Council. On or before close of business on a Friday preceding a Tuesday Council meeting, or at the close of business at least 24 hours preceding a special Council meeting, a copy of the agenda and supporting materials shall be prepared for Councilmembers, the City Manager, appropriate staff, and the media who have filed a notification request. Agendas may be amended as required, and expeditiously distributed to Council and appropriate staff. 2. Requests from outside entities or individuals for presentations will only be allowed if they are to be scheduled on any Council agenda imply that the presentation is theconsidered the official business of the City, and such requests should be submitted to the City Clerk at least ten days prior to the I appropriate Council meeting. The City Clerk willshall consult with the City Manager and the Mayor for a determination of whether the matter is an administrative issue, and whether it should be placed on an upcoming Council agenda. Playing of videos tape-s, DVD's, PowerPoints, or other electronic presentations shall be pre-screened and pre-approved by the City Manager or designee who shall determine the appropriateness of the material. In the event the presenter has no PowerPoint or other material to submit prior to the meeting, the presenter shall be requested to provide a brief written summary of the topic and items to be discussed. All written materials, including the written summary, must be submitted to the City Clerk at least ten days prior to the appropriate Council meeting. I 3. Forms of Address. The Mayor shall be addressed as "Mayor (surname)," or "Your Honor." The Deputy Mayor shall be addressed as "Deputy Mayor (surname)." Members of the Council shall be addressed as"Councilmember(surname)"unless waived by the Presiding Officer. 4. Order of Business. The business of all regular formal meetings of the Council shall be transacted as follows, provided, however, that the Presiding Officer may, during a Council meeting, rearrange items on the agenda to conduct Council business more expeditiously,without the necessity of a formal action or motion. However, adding or removing items from the agenda once a meeting has been called to order requires Council to make a motion and vote on approving the "amended agenda." a. Call to Order by the Presiding Officer. b. Invocation. c. Pledge of Allegiance. d. Roll Call. (See Chapter 1, C3 [page 13] for procedure to excuse an absence) e. Approval of Agenda. In case of an emergency or an extremely time-sensitive issue which neither the administration nor the entire Council was aware of prior to the distribution of the agenda and accompanying materials, a new item may be introduced by the Presiding Officer,by a concurrence of at least three Councilmembers, or by the City Manager and suggested as an amended agenda item for the present meeting. If a new item(s) is added, Council willshall then consider a motion to approve the amended agenda. ("Three-Touch Principle" should be followed whenever possible.) f. Introduction of Special Guests and Presentations. g. Councilmember Reports. Council or government-related activities(e.g. synopsis of committee, commission, task force or other board meetings). These verbal reports are intended to be brief, I cityCity work-related reports of significance in keeping the Council informed of pertinent policy issues or events stemming from their representation of the City on a regional board, committee, task force or commission,whether as a formal member or as a liaison. Extended reports shall be Page 6 of 56 placed as future agenda items for presentation or submitted in writing as an informational memo. I (See Appendix C for-chart concerning Council comments and reports) h. Mayor's Report. i. Proclamation. +j.. Public Comments. 1. An opportunity for public comments on subjects not on the agenda for action(as well as comments connected with action items) are limited to three minutes each unless modified by the Presiding Officer. Although the City Council desires to allow the opportunity for public comment, the business of the City must proceed in an orderly, timely manner. At any time the Presiding Officer, in the Presiding Officer's sole discretion, may set such reasonable limits as are necessary to prevent disruption or undue delay of other necessary business. a. Subjects Not on the Current Agenda. Although it is not necessary for members of the public to sign in to speak, tThe Presiding Officer may invoke a sign-in procedure for speakers. Any member of the public may request time to address the Council. Speakers shall state their name and city of residence, and the subject of their comments, and spell their last name for the record. The Presiding Officer may allow the verbal comments subject to such time limitations as the Presiding Officer deems necessary. Following such verbal comments, the Presiding Officer may place the matter on a future agenda,or refer the matter to administration for investigation and/or report. b. Subjects on the Current Agenda. Any member of the public who wishes to verbally address the Council on an action item on the current agenda, shall proceed to the podium at the time when comments from the public are invited during the agenda item discussion. The Council may hear such comments before or after initial Council discussion. The Presiding Officer may also invoke a sign-in procedure. If necessary the Presiding Officer in consultation with the City Manager and/or City Attorney shall rule on the appropriateness of verbal public comments as the agenda item is reached. The Presiding Officer may change the order of speakers so that comment is heard in the most logical groupings. c. Comments shall only be made from the podium microphone, first giving name,city of residence and subject.No comments shall be made from any other location, and anyone making "out of order" comments shall be subject to removal from the meeting. The public shall be reminded that this is not an opportunity for dialogue or questions and answers, but public comment. When appropriate, staff willshall research issues and report back to those making the comment as well as to Council. Verbal public comments are opportunities for speakers to briefly address Council, and those speaking are to address members of Council and not the audience. In order to prevent disruption of the Council meeting, members of the public are asked to refrain from distributing materials to the audience, since Council meetings are not a public forum to address the audience. Since this is an opportunity for verbal public comment, in the interest of time and keeping in mind all documents submitted during Council meetings become the property of the City, graphs, charts, posterboards, PowerPoint presentations, or other display materials are not permittedwill not be allowed, although written comments and written materials including photographs and petitions may be submitted to Council via the City Clerk. d. There will be no dDemonstrations applause or other audience participation before, during or at the conclusion of anyone's public commentspresentation is prohibited. Any disruptive behavior, as determined by the Presiding Officer, shall be cause for removal from the meeting room. e. Any ruling by the Presiding Officer relative to the subsections 1 and 2 above may be overruled by a vote of a majority of Councilmembers present. f. Council shall not permit public comments if they relate to any matter upon which a quasi-judicial hearing has been required, scheduled, or held. (See Chapter 4 for procedure for taking public comment on legislative matters.) Unless solicited and scheduled, comments shall not be permitted relative to any future or possible/probable Page 7 of 56 future ballot issue. (See Chapter 2, E Ballot Measures for further direction concerning ballot measures.) 2 Written Public Comments. Citizens have the option of submitting written views, opinions,comments, data and arguments to Council on any topic and at any time,not just prior to or during public Council meetings.Unless the citizen reads their own prepared written comments, such comments willshall not be read aloud during regular or special Council meetings although they willshall be included as part of the public record on the topic and if appropriate, may be publicly acknowledged. Any written comments submitted to Council via the City Clerk willshall be distributed to Council by placing copies at each Councilmember's workstation or City desk; or in the case of e-mailed or other electronic comments, willshall be forwarded to Council via e- mail. If individual Councilmembers receive written (including electronic) public comments or materials for the purpose of reading/sharing those materials during Council meetings, those materials should be submitted to the City Clerk prior to the Council meeting so the Clerk can make copies for later distribution to members of Council. (See #6 above and Chapter 2, Ballot Measures; see also Public Hearings section regarding public comments.) Councilmembers willshall avoid accessing any electronic message during Council meetings. Accessing such communication could be construed as receiving public comment without the benefit of having the citizen in person to address their concerns. (See also C8 Internet Use) II. Public Hearings. (See Chapter 4 for procedural details) lk. Consent Agenda. 1. Items which may be placed on the Consent Agenda are those which: (1) have been previously discussed by the Council; (2) based on the information delivered to members of the Council by administration can be reviewed by a Councilmember without further explanation; (3) are so routine, technical or nonsubstantive in nature that passage without discussion is likely;or(4)otherwise deemed in the best interest of the City. 2. The proper Council motion on the Consent Agenda is: "I move approval of the Consent Agenda." This motion will has e the effect of moving to approve all items on the Consent Agenda. Since approval of any item on the Consent Agenda implies unanimous consent, any member of the Council shall have the right to remove any item from the Consent Agenda. Therefore, prior to the vote on the motion to approve the Consent Agenda, the Presiding Officer shall inquire if any Councilmember wishes an item to be withdrawn from the Consent Agenda.If any matter is withdrawn,the Presiding Officer shall place the item at an appropriate place on the agenda for the current or a future meeting,including addressing the issue immediately after passage of the remaining items on the Consent Agenda. ml. Unfinished Business [includes matters that were pending when a previous meeting adjourned, or matters specifically postponed to the present meeting] nm. New Business. [Action items are designated as New Business] Oft. Public Comments. [Same as—`i—' above] (Three-minute time limit each) pe. Administrative Reports. Reports or tracking of an administrative issue or topic. pp- Information Only Items. These items arewil-1 generally not be discussed or reported. rq. City Manager Comments. sf. Executive Session (as required). (See Chapter 1, section Blc below) ts. Adjournment. No Council meeting should be permitted to continue beyond approximately 9:00 p.m. without approval of a majority of the Councilmembers present. A new time limit shall be established before taking a Council vote to extend the meeting. When a motion is made to adjourn into Executive Session for a specified period of time, no additional motion is needed to extend the meeting beyond 9:00 p.m. since that is implied as part of the motion to adjourn into Executive Session. Page 8 of 56 In the event that a meeting has not been closed or continued by Council as herein specified, the items not acted on shall be deferred to the next regular formal Council meeting, unless the Council by a majority vote of members present determines otherwise. b. Study Session Format 1. Normally held 1st, 3rd and 5th Tuesdays. The purpose of the study session format is to allow Councilmembers to be made aware of impending business and allow informal discussion of issues that might be acted on at a future meeting. Action items should not be included on a study session agenda,but there may be times when,due to deadlines or other pertinent issues, action items must be included. Study sessions shall be in a less formal setting than regular formal meetings. Council may be seated other than at the dais, but shall not discourage public observation. Unless there are designated action items which I permit public comment,there wit1shall be no public comment at study sessions although the Council may request staff or other participation in the same manner as a regular formal Council meeting. The City Clerk, under the direction of the City Manager, shall arrange a Council study session agenda for the meeting. For each item,the agenda shall contain the discussion subject,the discussion leader,the activity and the discussion goal. A copy of the agenda and accompanying background materials shall be prepared for Councilmembers, the City Manager, appropriate staff and the press, on or before 4:30 p.m., one day before the meeting. Councilmembers have the option of accessing their Council packet via the City's I website. Unless notified otherwise, the City Clerk willshall prepare a hard copy agenda packet for individual Councilmembers. During a Council meeting, the Presiding Officer may rearrange items on the agenda to conduct Council business more expeditiously without the necessity of a formal action or motion. However, adding or removing items from the agenda once a meeting has been called to order requires Council to make a motion and vote on approving the "amended agenda." a. Voting. 1. Action Items on the Agenda. Although action items may occasionally be included on a study session agenda,it is the practice of Council to keep those instances to a minimum. Because a study session is a recognized meeting according to the "Open Public Meetings Act," it is permissible for Council to take final action during these meetings. 2. Non-action Items on the Agenda. Because study sessions are usually understood by the public and media as referring to meetings at which Council willshall only consider and discuss items and not take final action or vote, it could be misleading to the public as to the purpose of the meeting if a motion is made unexpectedly. As it is Council's practice to invite public comment after most motions,it would be inappropriate to make a"surprise"motion unless there is a rare special circumstance.Voting or making a motion when neither is included on an agenda does not violate state law, but for consistency sake and to avoid any surprises to the public and media, the practice is discouraged. 2. Discussion Leader's Role. During the Council study session, the discussion leader should introduce the subject and give background information, identify the discussion goal, act as facilitator to keep the discussion focused toward the goal, and alert the Presiding Officer when it is appropriate, to schedule the topic for a motion or official direction of the Council. 3. The role of the Presiding Officer is to facilitate Councilmembers engaged in free flowing discussion without the necessity of each Councilmember being recognized by the Presiding Officer. The Presiding Officer retains the option of assuming the function of the discussion leader at any time in order to maintain decorum and ensure all Councilmembers have the opportunity to be heard, and to keep the discussion properly focused. 4. Requests from outside entities or individuals for presentations will only be allowed if they areto be scheduled on any Council agend '• . . •• . • •• . ' considered the official business of the City, and such requests should be submitted to the City Clerk at least 10 days prior to the appropriate Council meeting. The City Clerk shall consult with the City Manager and the Mayor for a Page 9 of 56 determination of whether the matter is an administrative issue, and whether it should be placed on an upcoming Council agenda. Playing of videos tapes, DVD's, PowerPoints, or other electronic presentations shall be pre-screened and pre-approved by the City Manager, or designee who shall determine the appropriateness of the material. In the event the presenter has no PowerPoint or other material to submit prior to the meeting, the presenter shall be requested to provide a brief written summary of the topic and items to be discussed. All written materials, including the written summary, shall be submitted to the City Clerk at least 10 days prior to the appropriate Council meeting. 5. Council Comments. The purpose of this agenda item is to allow Councilmembers an opportunity to report on an activity or key issue which either just arose, needs immediate or imminent action, or to simply report on something in connection with their role as a Councilmember that transpired since the last Council meeting. It is also an opportunity for Councilmembers to bring up topics for clarification, or to address other upcoming concerns. (See Appendix C for chart concerning Council comments and reports.) Pre-scheduled materials Council wishes to share as part of the Council packet, may also be included on study session agendas under"Council Comments." [See also page 19] 6. City Manager Comments. The purpose of this agenda item is to allow the City Manager the opportunity to brief Council on an activity or issue which either just arose, needs immediate or imminent action,or to simply inform Council of items that transpired since the last Council meeting. 7. Forms of Address. Councilmembers and staff have the option of addressing each other on a first name basis during the study session format meetings. 8. Roll Call. The City Clerk shall conduct a roll call of Councilmembers. (See Chapter 1, C3 for procedure to excuse an absence.) c. Executive Sessions 1. If Council holds an executive session, it shall be held pursuant toin accordance with the Open Public Meetings Act, RCW Chapter 42.30. Council may hold an executive session during a regular or special meeting. Before convening in executive session,the Presiding Officer shall ask for a motion from Council to: publicly announce the purpose for adjourning into executive session; the approximate length of time for the executive session; and the likelihood of Council taking action at the close of the executive session and return to open session. a. At the close of the executive session and upon Council's return to chambers, the Presiding I Officer will declares Council out of executive session, and will asks for the appropriate motion (i.e. an action motion or a motion to adjourn). b. To protect the best interests of the City, Councilmembers shall keep confidential all verbal and written information provided during executive sessions. Confidentiality also includes information provided to Councilmembers outside of executive sessions when the information is considered exempt from disclosure under the Code of Ethics for Municipal Officers (RCW 42.52'") and/or the Public Records Act(RCW 42.56v). 2. RCW 42.30.110 explains the purpose for holding an executive session,some of which include: a. RCW 42.30.110(1)(b). To consider the selection of a site or the acquisition of real estate by lease or purchase when public knowledge regarding such consideration would cause a likelihood of increased price (pending land acquisition); b. RCW 42.30.110(1)(g). To evaluate the qualifications of an applicant for public employment or to review the performance of a public employee. However, subject to RCW 42.30.140(4) (labor negotiations), discussion by a governing body of salaries, wages, and other conditions of employment to be generally applied within the agency shall occur in a meeting open to the public, and when a governing body elects to take final action hiring, setting the salary of an individual employee or class of employees, or discharging or disciplining an employee, that action shall be taken in a meeting open to Page 10 of 56 the public; [note that stating that an executive session is to discuss a"personnel matter"is not sufficient because only certain types of personnel matters are appropriate for discussion in an executive session.] (review qualifications of a public employee) c. RCW 42.30.110(1)(h). To evaluate the qualifications of a candidate for appointment to elective office. However, any interview of such candidate and final action appointing a candidate to elective office shall be in a meeting open to the public (review qualifications of an elected official) d. RCW 42.30.110(1)(i). To discuss with legal counsel representing the agency matters relating to agency enforcement actions, or to discuss with legal counsel_representing the agency litigation or potential litigation to which the agency, the governing body, or a member acting in an official capacity is, or is likely to become, a party, when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the agency. For purposes of this subsection (1)(i), "potential/pending litigation" means matters protected by Rules of Professional Conduct (RPC) 1.6 or RCW 5.60.060(2)(a)concerning: (i) Litigation that has been specifically threatened to which the agency, the governing body, or a member acting in an official capacity is, or is likely to become, a party; (ii) Litigation that the agency reasonably believes may be commenced by or against the agency, the governing body, or a member acting in an official capacity; or (iii) Litigation or legal risks of a proposed action or current practice that the agency has identified when public discussion of the litigation or legal risks is likely to result in an adverse legal or financial consequence to the agency. 3. Council may adjourn into executive session even if it is not listed on the meeting agenda. There is a requirement in RCW 35A.12.160'that the public be made aware of the preliminary agendas of meetings in advance of the meeting, but that does not mean that an item that arises after the agenda has been posted cannot be discussed at the meeting,even in executive session. Since final action on the matter would not be taken at the executive session, it would not violate any provision in state law to hold an executive session at a regular Council meeting even if the executive session was not listed on the agenda. [per MRSC Index-General Government-Executive sessions.] Although amending the agenda is not required in order to adjourn into executive session, it is a good practice for the Mayor to announce at the beginning of the meeting, that Council will be adjourning into an executive session at the end of the regular meeting. 14. Attendance at Executive Sessions. The City Attorney or Deputy City Attorney shall will be present at executive sessions and is required to attend executive sessions which address litigation or potential litigation. The question of who may attend an executive session other than the Council is determined by the City Manager. 2. Special Meetings Meetings set at days, times, and places other than Tuesdays at 6:00 p.m. in the Spokane Valley City Council Chambers shall be deemed"special meetings," such as joint meetings with other jurisdictions or entities(Board of County Commissioners,Planning Commissioners),and Council workshops or retreats. A special meeting may be called by the Mayor or any three members of the Council. (RCW 35A.13.170', 35A.12.110') Written notice of the special meeting shall be prepared by the City Clerk. The notice shall contain information about the meeting, including date, time, place, and business to be transacted and shall be posted on the City's website and displayed at the main entrance of the meeting location (RCW 42.30.080). The notice shall be delivered to each member of Council at least 24 hours before the time specified for the proposed meeting (RCW 35A.12.110'x). Page 11 of 56 The notices provided in this section may be dispensed within the circumstances provided by RCW 42.30.080X,that is: (a)As to any member who, at or prior to the time the meeting convenes,files with the City Clerk a written waiver of notice, (b) As to any member who was actually present at the meeting at the time it convenes, and(c) In the event a special meeting is called to deal with an emergency involving injury or damage to persons or property or the likelihood of such injury or damage, when time requirements of such notice would make notice impractical and increase the likelihood of such injury or damage; or as otherwise provided by law. Agendas shall be drafted in a form submitted by the City Clerk, approved by the City Manager, and distributed in a manner similar to agendas for formal and study session meetings. The processes and rules for agenda content apply to regular formal, study session format, as well as special meetings. I Agenda Items: Voting: 1. Action Items on the Agenda. Action items may be included on an agenda for a special meeting, and could even be the reason the special meeting is called. It is the practice of Council to allow time for the public to comment on action items and the "public comment" should be so noted on the agenda. As with other types of meetings, Council adheres to the Open Public Meetings Act, therefore it would be permissible for Council to take final action during these meetings. Once the Special Meeting Agenda has been published and distributed, the agenda may be amended provided the amended agenda is distributed to Councilmembers and to the media, and posted on the City's website and at the meeting doorway, at least 24 hours in advance of the special meeting. Final disposition shall only be taken on those noted action items, and shall not be taken on any other matter at that special meeting (RCW 42.30.080(3))Action items could be added during the meeting and the agenda amended accordingly, but would not give the public, staff, and press adequate time to realize public comment would be permitted. 2. Non-action Items on the Agenda. Special meetings arc generally more in the form of a workshop-e retreat, or with other jurisdictions, shall only include non-action items and as noted above, no final disposition shall be taken during these meetings. , and are usually understood by the public and media as times when no action will be taken. Therefore, it could be misleading to the public as to the purpose of the meeting if a motion is made unexpectedly. As it is Council's practice to invite public comment after most motions, it would be inappropriate to make a "surprise"motion unless there is a rare special circumstance. Voting or making a motion when neither is included on an agenda does not violate ,tate law, but for consistency sake and to avoid any surprises to the public and media, the practice is discouraged. 3. Pre-Agenda Meetings: The City Manager, City Clerk, Mayor and Deputy Mayor generally meet at a fixed weekly time to go over the Council agenda of the upcoming meeting, which gives all involved an opportunity to ask questions and gather any additional materials or research needed for the impending meeting. This meeting also serves as an opportune time to discuss the Advance Agenda, which is a planning document to aid in scheduling items on future Council agendas. 4. Placing Items on an Agenda: a. Routine Council Business: Through the normal course of business, Council may move items forward to a future agenda by consensus. b. New Item Council Business: At the appropriate time during a Council meeting (such as Council Comments, or Advance Agenda), Councilmembers may request to have items placed on a future agenda. Each request shall be treated separately. The City Manager is most familiar with staff's workload and shall determine when the item can be prepared and brought forward to Council. The following process shall be used to propose an item on a future Council meeting: i. A Councilmember proposes an item and gives brief explanatory background of the issue and its importance to the City; ii. Councilmembers may ask clarifying questions but should not engage in debate; Page 12 of 56 iii. The item shall be considered at the next meeting of the Agenda Committee taking into account legal or other appropriate scheduling issues as determined by the City Attorney or City Manager:, a. The Committee may place the item on a future agenda or as a pending item; or b. The Committee may determine not to place the item on a future agenda or as a pending item and shall notify the proposing Councilmember who has the option of bringing the issue up again during the advance agenda portion of a meeting for further discussion. At that time, a consensus of three or more Councilmembers shall move the item forward to a future agenda or as a pending item, taking into account legal or other appropriate scheduling issues as determined by the City Attorney or City Manager. c. Staff: except for routine items such as those found on most Consent Agendas, requests for items to come before Council shall be routed through the City Manager or come directly from the City Manager as part of the normal course of business. 5. Tax Rate Changes The Council believes strongly in fiscal restraint, and that increasing or decreasing the tax burden on its property owners and citizens is one of the most important actions a Council can take. In addition to complying with all applicable statutory requirements,changing tax rates should only be done as follows: a.As requested by the City Council,the City Manager, in consultation with the Finance Director, shall prepare file with the City Clerk a proposed tax increase or decrease. b. Within 14 days following the filing of the proposed tax increase or decrease with the City Clerk, the City Clerk shall publish a notice once each week for two consecutive weeks in the official newspaper of the City, stating that a tax increase or decrease has been proposed, that a copy of the proposed ordinance shall be furnished to any taxpayer of the City who requests it from the City Clerk's office, and that the City Council shall conduct a public hearing prior to an ordinance first reading on such proposed tax increase or decrease. c. The notice shall designate the date,time and place of the public hearing, and that any taxpayer may appear and provide verbal or written comment for or against the proposed tax increase or decrease.— d. The proposal then proceeds as a normal Council agenda item. C. Meeting Rules and Procedures 1. Council Rules of Order The City Clerk shall serve as the official parliamentarian for all Council meetings, and willshall keep a copy of the most current "Robert's Rules of Order" (RONR) in Council Chambers during Council meetings. 2. Quorum At all regular and special meetings of the Council, a majority of the Councilmembers who hold office shall constitute a quorum for the transaction of business. A lesser number may adjourn from time to time, provided that written notice of said adjournment is posted on the exterior Council Chamber doors I pursuant toper RCW 42.30.090'. Council meetings adjourned under the previous provision shall be considered regular meetings for all purposes. (RCW 35A.13.170X" 35A.12.120' ") 3. Attendance,Excused Absences RCW 35A.12.060 Xi"provides that a Councilmember shall forfeit his/her office by failing to attend three consecutive regular meetings of the Council without being excused by the Council. Members of the Council may be so excused by complying with this section. The member shall contact the Mayor, City Clerk,or City Manager prior to the meeting and state the reason for his/her inability to attend the meeting. Following roll call,the Presiding Officer shall inform the Council of the member's absence, and inquire if there is a motion to excuse the member. This motion shall be nondebatable. Upon passage of such motion Page 13 of 56 by a majority of members present, the absent member shall be considered excused and the City Clerk willshall make an appropriate notation in the minutes. 4. Respect and Decorum It is the duty of the Mayor and each Councilmember to maintain dignity and respect for their offices, City staff and the public. While the Council is in session, Councilmembers shall preserve order and decorum and a Councilmember shall neither by conversation or otherwise,delay or interrupt the proceedings of the Council, nor disrupt or disparage any Councilmember while speaking. Councilmembers and the public shall comply with the directives of the Presiding Officer. Any person making disruptive, disparaging or impertinent remarks or unreasonably disturbing the business of the Council, either while addressing the Council or attending its proceedings, shall be asked to cease such disruption,or may be asked to leave, or be removed from the meeting. At any time during any Council meeting, any Councilmember may object to personal affront or other inappropriate comments, by calling for a "point of order." After the Councilmember is recognized by the Presiding Officer and the Councilmember explains their point concerning respect and decorum, or lack thereof, the Presiding Officer shall rule on the remark and may ask the person making the disturbance to cease or leave the room. Continued disruptions may result in a recess or adjournment as set forth in#8 below. 5. Seating Arrangement Councilmembers shall occupy the respective seats in the Council Chamber assigned to them by the Mayor. 6. Dissents and Protests Any Councilmember shall have the right to express dissent from or protest verbally or in writing, against any motion,ordinance or resolution of the Council and have the reason therefore entered or retained in the minutes. 7. Councilmember Meeting Participation by Telephone/Video Conference Telephone/video conference participation by Councilmembers may be allowed provided that a quorum of Councilmembers willshall be physically present for the Council meeting in question, and provided technical availability and compatibility of electronic equipment enables the conferencing Councilmember(s) to hear the proceedings, be heard by those present, and participate in Council discussion. More than one Councilmember may request participation via telephone for the same meeting, provided that those Councilmembers would be able to be reached at the same phone number, as the Council Chamber's current system can only accommodate the use of one telephone number per meeting. a. Requests to use telephone/video conference participation shall be approved by the Council by motion. Such participating Councilmember(s) shalleuld be present and counted. So as not to disrupt the Council meeting, adequate notice shallmust be given to allow appropriate setup in time for the beginning of the meeting. b. Telephone/video conference participation for voting purposes shall be allowed for public hearings or any quasi-judicial proceedings, and the requesting Councilmember(s) shall declare that (s)he has reviewed the associated material (if any) provided for those hearings and/or proceedings prior to the time the vote will be taken by Council. 8.Internet Use Use of the City's network systems implies Council is aware of and understands that the system is provided to assist in the performance of their roles as Councilmembers, and as such, Councilmembers are obligated to use, conserve and protect electronic information and information technology resources and to preserve and enhance the integrity of those resources which belong to the citizens of Spokane Valley. a. As noted on page 8, Councilmembers willshall avoid accessing any electronic message during Council meetings. Accessing such communication could be construed as receiving public comment without the benefit of having the citizen in person to address their concerns. Likewise, Councilmembers I willshall avoid doing any browsing of the Internet of non-City business during Council meetings in order that Council's full attention can be given to the topic at hand. Page 14 of 56 b. Information technology resources are provided for the purpose of conducting official City business. The use of any of the City's information technology resources for campaign or political use, unless such use has been determined not a violation of RCW 42.17A.555 by the City Attorney, Washington State Attorney General, or Washington Public Disclosure Commission, or as otherwise authorized by law,is absolutely prohibited. c. Confidential material shall not be sent via e-mail. d. All letters, memoranda, and interactive computer communication (e-mail) involving Councilmembers, the subject of which relates to the conduct of government or the performance of any governmental function,with specific exceptions stated in the Public Records Act(RCW 42.56) are public records. Copies of such letters, memoranda and interactive computer communication shall not be I provided to the public or news media without filing of a public recorddisclosure request with the City Clerk. e. E-mail communications that are intended to be distributed among all Councilmembers,whether concurrently or serially, shall be considered in light of the Open Public Meetings Act. If the intended purpose of an e-mail is to have a discussion that should be held at an open meeting, the electronic discussion should not occur, and Council discussion should wait until everyone has had ample opportunity to view the message before including such topic(s)on an upcoming agenda. 9. Adjournment Due to Emergency or Disruption In the event of an emergency such as a fire or other natural or catastrophic disaster, threatened violence, I or inability to regain or retain good order, the Presiding Officer shall forthwith declare a recess, adjourn, or continue the meeting, and the City Council as well as everyone in the room shall immediately leave the meeting room. The Presiding Officer may reconvene the meeting when it has been determined by the appropriate safety officials that it is safe to do so. 10. Permission Required to Address the Council Persons other than Councilmembers and staff shall be permitted to address the Council upon recognition and/or introduction by the Presiding Officer or City Manager. 11. Approaching the Dais Once a Council meeting has been called to order, stepping between the speaker's podium and the dais is prohibitedwill not be allowed, and stepping behind any part of the dais, including those parts occupied by staff is also prohibitednot rmitted. This includes, but is not limited to, video recording, still photography, tape recording, and distributing written handouts. Council reserves the right to invite anyone forward to the podium to be addressed by Council. 12. Out of Order Requests Occasionally a member of the public may wish to speak on an agenda item but cannot remain until the item is reached on the agenda. During "Open Comments From the Public," such person may request permission to speak by explaining the circumstances. The Presiding Officer in his/her sole discretion shall rule on allowing or disallowing the out of order request. I 13. Photographs, Motion Pictures or Videos_-ape Requiring Artificial Illumination—Prior Permission Required I No overhead projection, photographs, motion pictures, or videos tape)that require the use of floodlights, or similar artificial illumination shall be used by the public at City Council meetings without the prior consent of the Presiding Officer or the City Manager. 14. Voting The votes during all meetings of the Council shall be transacted as follows: a. The Presiding Officer shall first call for a vote from those in favor of the motion, followed by a call for those opposed to the motion, and afterwards shall state whether the motion passed or failed. Unless otherwise provided by statute, ordinance, or resolution, all votes shall be taken by voice. At the request of any Councilmember or the City Clerk, a roll call vote shall be taken by Page 15 of 56 the City Clerk. The City Clerk may also request a roll call vote. The order of the roll call vote shall be determined by the City Clerk. b. In case of a tie vote on any proposal,the motion shall be considered lost. c. Every member who was present when the question was calledptrt, shall give his/her vote. If any Councilmember refuses to vote "aye" or "nay," their vote shall be counted as a "nay" vote unless the Councilmember has abstained or recused themself due to actual or perceived appearance of a conflict of interest,which shall be so stated prior to the vote at hand. d. The passage of any ordinance, grant,or revocation of franchise or license, and any resolution for the payment of money, any approval of warrants, and any resolution for the removal of the City Manager shall require the affirmative vote of at least a majority of the whole membership of the Council' Except as provided in "e" below, all other motions or resolutions shall require an affirmative vote of at least a majority of the quorum present. e. Majority Plus One: The passage of any public emergency ordinance (an ordinance that takes effect immediately), expenditures for any calamity, violence of nature, riot, insurrection, or war (except for the statutory powers of the Mayor in accordance with RCW 35A.13.030'); and provisions for a lesser emergency, such as a budget amendment(RCW 35A.33.090), shall require the affirmative vote of at least a majority plus one of the whole membership of the Council. (RCW 35A.13.190x ). The passage of any motion or resolution not subject to the provisions of Washington law, the Spokane Valley Municipal Code, or a Resolution as amended requiring a "super majority" for approval, shall require the affirmative vote of at least a majority of the membership of the Council who are present and eligible to vote. 15. Motions and Discussion a. Order of Procedure: 1.Member of Council makes a motion by stating: "I move . . ." The motion is seconded. Staff makes their presentation. Mayor asks Council if there are any questions for staff. Once all questions have been addressed,the staff member steps away from the podium to allow for the public comment opportunity. 2. The Mayor invites public comments. Public comments should be limited to one comment per person per topic and limited to three minutes. The Mayor reminds the public this is time for comments and not discussion; and if the public has questions, those questions willshall be addressed by staff at another time outside the meeting. 3. The Mayor opens the floor to Council for discussion. The maker of the motion normally begins the discussion. The discussion must have bearing on whether the pending motion should be adopted (RONR§43); and can be prefaced by a few words of explanation,but must not become a speech (RONR§4).All Council remarks should be addressed through the Mayor. 4. When discussion has ended, the Mayor re-states the motion or asks the Clerk to re-state the motion. Once the motion is re-stated, the Mayor calls for the vote, which is normally taken by voice.The Mayor or the Clerk then states whether the motion passed or failed. b. In General: 1. Except in rare circumstances, Council motions shall be in the form of an affirmative motion. Affirmative motions are preferred to prevent"approval by default"of a failed negative motion. 2. Agenda items scheduled for Council action shall require a motion by a Councilmember before discussion unless the Council suspends the requirement by majority vote. Upon failure of either a prior motion or rule suspension, the agenda item shall be passed over and may not be 1 RCW 35A.12.120 Council-Quorum-Rules-Voting Page 16 of 56 reintroduced until the next regular meeting. (Mayoral appointments excepted. See Committees for further discussion.) 3. Councilmembers should direct questions to the City Manager or the designated presenter. 4. Main motions are made when no other motion is pending (see chart below). They are debatable and subject to amendment. Since seconding a motion means"let's discuss it,"if there is no second but discussion ensues,the matter of having a second to proceed is moot and the motion can proceed. However, if there is no second and no discussion, the motion does not progress. Note that the motion does not"die for a lack of a second"but it merely does not progress. 5. The maker of a motion can withdraw their motion without the consent of the seconder, and if the mover modifies the motion, the seconder mayeaft withdraw the second. The person making the motion is entitled to speak first to the motion. A maker of the motion maycan vote against the motion but cannot speak against their own motion. 6. No one should be permitted to speak twice to the same issue until everyone else wishing to speak has spoken. All remarks shallmust be directed to the Presiding Officer and shallmust be courteous in language and deportment (Robert's Rules of Order Newly Revised, Article VII, Section 43, Decorum in Debate), keeping in mind it is not the Councilmember, but the measure that is the subject of debate. 7.When an amended motion is on the floor,the vote is taken on whether to adopt the amendment. If adopted,the next vote is on the fully amended motion. 8. Motions should be reserved for items marked on the agenda for action, so as to avoid any surprises for Council,staff and the public. Page 17 of 56 Parliamentary Procedure at a Glance Roberts Can be Rules of IF YOU INTERRUPT NEED Debated Can be Order§ WANT TO YOU SAY ? 2"'D? ? Amended? VOTE 11 Postpone I move to postpone. indefinitely(the . . .(an affirmative purpose is to vote can be prevent action reconsidered;a or kill an issue.) negative vote cannot.)indefinitely No Yes Yes No Majority 12 Modify wording I move to amend the of motion motion by. .. No Yes Yes Yes** Majority 14 Postpone to a Ex:I move to certain time postpone the motion to the next Council meeting. No Yes Yes Yes Majority 16 Close debate I move the previous question,or I call for the question*** No Yes No No Majority* 17 To Table a I move to lay on the motion table,the motion to No Yes No No Majority 19 Complain about Point of Privilege noise,room temperatures, Chair etc. Yes Yes Yes Yes decision 20 Take break I move to recess for. No Yes No Yes Majority 21 Adjourn I move to adjourn meeting No Yes No No Majority 23 Object to Point of Order procedure or Chair personal affront Yes No No No decision 25 Suspend rules I move to suspend the rules and. . . No Yes No No Majority* 34 Take matter I move to take from from table the table the motion No to.. . No Yes No Majority 35 Reconsider I move we reconsider something action on.. . already disposed of No Yes Yes Yes Majority It should be noted that the purpose of tabling a motion is not to simply postpone an issue or a vote.If the intended purpose is to postpone,then the motion to postpone should be used.If more information is needed or desired in order to make the most informed vote possible,then an option would be for the maker of the motion to simply withdraw the motion.The consent of the seconder is not needed to withdraw a motion.While a motion is still on the table,no other motion on the same subject is in order.The motion to table enables the assembly to lay the pending question aside temporarily when something else of immediate urgency has arisen. The motion to "Lay on the Table" is out of order if the evident intent is to kill or avoid dealing with a measure. (Robert's Rules of Order Newly Revised,10(h Edition) *(Robert's Rules of Order Newly Revised states 2/3 vote required.Council direction is to base vote on majority except on matters where 2/3(or majority plus one)is required by state statute. **If the main motion to amend can be amended. ***Call for the Question: if it is felt that debate on a motion on the floor has dragged on longer than warranted, a member of Council may "call the question." The "call for the question" is a motion to end debate and vote immediately. If this "call for the question" motion is passed by a majority vote, then the vote must be taken on the original debated motion on the floor. Page 18 of 56 16. Ordinances I Except for unusual circumstances or emergencies, ordinances and resolutions willshall customarily be prepared, introduced and proceed in accordance with the "Three Touch Principle." Prior to final passage of all ordinances or resolutions, such documents shall be designated as drafts. a. A Councilmember may, in open session, request of the Presiding Officer that the Council consider enacting an ordinance for a specific purpose. The Presiding Officer then may assign the proposed ordinance to the administration, a committee, or the Council for consideration. The committee or administration shall report its findings to the Council. The City Manager may propose the drafting of ordinances (RCW 35A.13""") Citizens, Boards and Commissions may also propose consideration of ordinances and resolutions. b. Sponsorship. When a Councilmember wishes to assume sponsorship of an ordinance or resolution,once on the agenda,he or she should so announce,make the initial motion and provide an introduction of the measure. c. Ordinances shall normally have two separate readings at separate Council meetings. Unless waived by the City Council at each reading, the title of an ordinance shall be read by the City Clerk prior to its passage. However, if a Councilmember requests that the entire ordinance or certain sections be read, such request shall be granted. Printed copies shall be available upon request to any person attending a Council meeting. d. The provision requiring two separate readings of an ordinance may be waived at any meeting of the Council by a majority vote of all members present. (This would require a successful motion to suspend the rules and pass the ordinance on a first reading.) e. If a motion to pass an ordinance to a second reading fails, the ordinance shall be considered lost,unless a subsequent motion directs its revision and resubmission to first reading. f. Any ordinance repealing any portion of the Spokane Valley Municipal Code shall also repeal the respective portions of the underlying ordinance(s). Ordinances repealing earlier ordinances shall not apply to acts,incidents,transactions or decisions occurring before such repeal. 17. Resolutions A resolution may be approved on the same day it is introduced. While it is not necessary to have the title of a resolution read aloud, Council may invoke the two reading procedures described above to facilitate public understanding and/or comment on the resolution. If Council invokes the two reading procedures,a Councilmember may request that the entire resolution or certain sections be read, and such request shall be granted and the City Clerk shall read as requested. Printed copies shall be made available upon request to any person attending a Council meeting. 18. Reconsideration The purpose of reconsidering a vote is to permit change or correction of an erroneous action, or to take into account added information or a changed situation that has developed since the taking of the vote.Any action of the Council,including final action on applications for legislative changes in land use status, shall be subject to a motion to reconsider except: 1. any action previously reconsidered; 2. motions to adjourn or motions to suspend the rules; 3. an affirmative vote to lay an item on,or take an item from,the table; 4. a previously passed motion to suspend the rules;or 5. a vote electing to office one who is present and does not decline. Such motion for reconsideration: 1. shallmust be reconsidered during the same Council meeting; 2. shallmust be called up when no business is pending (no action is pending); 3. if action is pending,the Mayor asks the Clerk to note that the motion to reconsider has been made and shallis to be taken up when a member calls the motion to reconsider the vote when no other business(action)is pending; 4. shallmu be made by a member who voted on the prevailing side on the original motion, This means a reconsideration can be moved only by one who voted aye if the motion involved was adopted,or no if the motion was lost. It is permissible for a Councilmember who cannot make such a Page 19 of 56 motion, but believes there are valid reasons for one, to try to persuade someone who voted on the prevailing side,to make such a motion. 5. a member who makes this motion should state that he or she voted on the prevailing side; 6. needs a second, and can be seconded by any member; 7. is debatable if the type of motion it reconsiders is debatable; and 8. is not amendable and requires a majority vote to adopt. Step 1: A member of Council who voted on the prevailing side makes the motion, such as "I move to reconsider the vote on the resolution relating to holidays. I voted for [or against] the resolution." This motion needs a second,which can be seconded by any Councilmember. Step 2: If the motion for reconsideration is adopted,the original motion is then placed before Council as if that motion had not been voted on previously; and Council again takes that motion under discussion, followed by a new vote. Any motion for reconsideration of a matter which was the subject of a required public hearing or which is a quasi-judicial matter, may not be discussed or acted upon unless and until the parties or their attorneys and the persons testifying have been given at least five days advance notice of such discussion and/or action. 19. Council Materials a. Council Material Councilmembers and staff should read the agenda material and ask clarifying questions of the City Manager or other appropriate staff prior to the Council meeting when possible. Council recognizes there are times when Councilmembers may wish to bring additional documentation to a meeting on a specific subject,whether that subject is on the agenda or not,in order to share with Council and staff. When possible, the materials should be distributed to Councilmembers and staff prior to the Council meeting, or if distributed during a meeting, Councilmembers should indicate the materials are for future reading, since except in an emergency, Councilmembers would normally not take time at the dais to read material just received. Pre-scheduled materials Council wishes to share as part of the Council packet could also be included on study session agendas under"Council Comments." [See also page 10] b. Council Packets Councilmembers shall personally pick up their agenda packets from their individual inboxes provided at each Councilmember's desk, unless otherwise arranged by the Councilmember or further directed by Council. Councilmembers have the option of accessing their Council packet via the City's website. Unless notified otherwise, the City Clerk shallwill prepare a hard copy agenda packet for individual Councilmembers. c.Packet Materials Request for Council Action form (RCA): This is a cover sheet used by staff to introduce an agenda item. It includes the agenda item title, citing of governing legislation associated with the topic, previous Council action taken, and background on the topic. Options for Council consideration are also included,as well as a staff recommended action or motion. The options and recommended action or motion should be viewed as aids to Council in making a motion or taking action, but should not be thought of as obligatory, as Council always has the option of making a motion different from what is included on the form. Generally, by the time an item is ready for a motion, Council has already read, heard, and/or discussed the item at least three times (as an informational item, an administrative report, and lastly as an action item), and the wording of a motion would not normally be controversial, although it is important to state the motion as a motion, such as"I move to"or"I move that"or other similar language. Page 20 of 56 20. "Three Touch Principle" Decision makers and citizens at all levels of the City should have adequate time to thoroughly consider the issues prior to final decisions. It is the intent of the Council that the Council and administration shall abide by the "Three Touch Principle" whenever possible. These procedural guidelines are designed to avoid"surprises"to the City Council,citizens and administrative personnel. Any request or proposal for adopting or changing public policy, ordinances, resolutions or City Council directives which will require a decision of the City Council or administration, should"touch"the decision makers three separate times. This includes verbal or written reports, "information only" agenda items, or any combination thereof. To facilitate the Council's strategic use of legislative time at its meeting, staff may satisfy the first touch by issuing an informational memorandum,unless the subject matter is complex in nature. Quasi-judicial matters and any subject discussed in executive sessions are excluded from application of the "Three Touch Principle." It is recognized that unexpected circumstances may arise wherein observance of the "Three Touch Principle" is impractical. However, when unusual circumstances arise which justify a "first discussion" decision, the persons requesting the expedited decision should also explain the timing circumstances. This principle excludes staff reports and other general communications not requiring a Council decision. I (See page 12 for procedure to place items on an agenda.) Page 21 of 56 CHAPTER 2 Legislative Process k v to it t - � f.r�! Y `4 V5 --r sIS. x-_ a i sem --'.y r ' 1 `'--' .r W •t v s 1, ilk mily ,.- AN z i/I-41.,,, .,.. All Page 22 of 56 A. Election of Officers Procedures for electing officers are as follows: 1. Biennially, at the first meeting of the new Council, the members thereof shall choose a Presiding Officer from their number who shall have the title of Mayor. In addition to the powers conferred upon him/her as Mayor, he/she shall continue to have all the rights, privileges and immunities of a member of the Council. If a permanent vacancy occurs in the office of Mayor, the members of the Council at their next regular meeting shall select a Mayor from their number for the unexpired term. Following the election of the Mayor, election of a Deputy Mayor shall be conducted in the same manner. The term of the Deputy Mayor shall run concurrently with that of the Mayor. (RCW 35A.13.030' ') 2. The election for Mayor shall be conducted by the City Clerk. The City Clerk shall call for nominations. Each member of the City Council shall be permitted to nominate one person, and a nomination shall not require a second. A nominee who wishes to decline the nomination shall so state at that time. Nominations are then closed. The election for Deputy Mayor shall be conducted by the Mayor, and nominations shall be made in the manner previously described for the election of the Mayor. 3. Except when there is only one nominee, election shall be by written ballot. Each ballot shall contain the name of the Councilmember who cast it. Selection of Mayor and of Deputy Mayor shall each be determined by majority vote of Councilmembers present. The City Clerk shall publicly announce the results of the election. Thereafter,the City Clerk shall record the individual Councilmember's votes in the minutes of the meeting. 4. If the first round of votes results in no majority vote of Councilmembers present, the voting process shall be repeated no more than two more times. During subsequent votes,Councilmembers do not have to vote the same as they did in the previous vote. If after three attempts, Council is unable to agree on a Mayor by majority vote of Councilmembers present, the office of Mayor shall be temporarily filled by an Acting Mayor, which shall be the Councilmember who just previously served as Mayor if that person is still a member of Council, or if the previous Mayor is no longer a Councilmember, then by the Deputy Mayor, or if such person prefers not to serve as Mayor or if that person is no longer a member of Council, the Councilmember with the next highest seniority. The Acting Mayor shall continue in office and exercise such authority as is described in RCW 35A.13X'x until the members of the Council agree on a Mayor,which shall be determined at the next scheduled Council meeting, at which time the role of Acting Mayor shall cease and terminate. 5. At the next scheduled Council meeting voting for Mayor shall proceed in the same manner as I the initial first round of voting from the previous Council meeting, but Councilmembers willshall only vote on the Councilmembers who received the highest number of votes. If after three voting attempts, there is still no majority vote of Councilmembers present, the vote shall be determined by whichever Councilmember has the most votes at the third voting attempt. If at that time, there is a two-way tie of Councilmembers receiving the most votes,the tie shallwill be broken based on the flip of a coin. The City Manager shall flip the coin. If there are more than two Councilmembers tying with the most votes,that tie shallwill be determined by another means of chance to narrow the Councilmembers down to two, at which time the outcome willshall be determined by written ballot. B. Filling Permanent Council Vacancies or Temporary Extended Excused Absences I. FILLING A VACANCY If a vacancy occurs on the City Council, the Council shallwill follow the procedures outlined in RCW 35A.13.020X"and Council's adopted procedure in compliance with RCW 35A.13.020'°',as well as RCW 42.12.070 which is included below. The timeline will vary depending on when the process begins. Pursuant to RCW 35A.13.020, City Council has within 90 days from e€the vacancy to appoint a qualified person to the vacant position. If this timeframe is not met, the City's authority in this matter would cease and the Spokane County Board of Commissioners would appoint a qualified person to fill the vacancy. I Public comment shallwill not be taken during this entire process. Page 23 of 56 PROCEDURE FOR FILLING A COUNCIL VACANCY A. Timeline/Procedure: 1. Publication The City Clerk willshall publish the vacancy announcement inviting citizens of the City who are interested and qualified to sit as a Councilmember, to apply on an application form provided by the City. Qualifications to sit as a Councilmember are set forth in RCW 35A.13.020, which refers to RCW 35A.12.030. If possible, the vacancy announcement willshall be published for three consecutive weeks. 2. Deadline for the City Clerk to receive applications shall be no later than 4:00 p.m. 3. Special Meeting,Executive Session, set for . [RCW 42.30.110(1)(h)] 5:00 p.m. Council willshall meet and adjourn to executive session to review and discuss all of the applications. After the review and discussion, Council willshall return to Council Chambers and the Special Meeting willshall be adjourned. Regular Meeting, same evening as above Special Meeting. [RCW 42.30.110(1)(h)] 6:00 p.m. Council willshall meet in open session and part of this agenda willshall include selection of applicants to interview. Selection willshall be by nomination and second. A vote willshall be taken and candidates receiving three or more votes willshall be interviewed. Immediately after this Council meeting or as soon as practicable, the Clerk willshall send a list of potential questions to all those to be interviewed. 4.Tuesday, . [RCW 42.30.110(1)(h)] The interviews willshall be conducted during an open Council meeting. Each interviewlshall be a maximum of 30 minutes. 5. Special Meeting,Executive Session set for [RCW 42.30.110(1)(h)] 5:00 p.m. Council willshall meet and adjourn to executive session (closed session) to discuss applicants.After the discussion,the Special Meeting willshall be adjourned as usual. Regular Meeting, same evening as above Special Meeting [RCW 42.30.110(1)(h)] 6:00 p.m. Council willshall meet in open session and the last action item of that agenda will include a vote to fill the vacancy. Upon selection of the new Councilmember, that person shallwill be sworn in by the City Clerk,and take their seat at the dias. B. Interview Questions/Process: 1. During the interview, each Councilmember may ask each candidate up to three questions. Follow- up questions are to be counted as one of the three questions. 2. Candidates willshall be interviewed in alphabetical order of last name. Questions for Candidates: Candidates should be prepared to answer any of the following questions, even though every question might not be asked of each candidate, and Council has the option of asking questions not included in this list of potential questions. Council has the option of asking follow-up questions up to a total of three questions per candidate. Follow-up questions are included as part of and not in addition to,the three maximum questions. Potential Council Applicant Interview Questions 1. What is a Councilmember's primary responsibility to the citizens of Spokane Valley? 2. What are the most important issues our City faces today? 3. Please explain your view of the most difficult aspect of being a Councilmember. 4. What do you think is the biggest challenge facing the City Council? Page 24 of 56 5. What are the three highest priorities the City needs to address and how do you propose to address these issues? 6. As a Councilmember, one of the most challenging issues we face is balancing the City budget. Keeping in mind that the majority of our revenue is from sales tax and property tax, how would you propose to strike a balance between revenues and expenses; and at what point, if at all,would you support additional revenues to maintain service levels? 7. Discuss your ideas on pavement preservation including solutions for long-term sustainability of our roads. 8. How can we determine what the citizens want for the future of Spokane Valley? 9. What do you envision the City of Spokane Valley will be like ten and twenty years from now? 10. All total, Councilmembers serve on approximately 20 different boards, committees, councils and task forces. Does your life style allow you to serve on outside committees and share these responsibilities?It could mean up to 10 hours per month in addition to your Council duties. 11. Do you plan to run and/or actively campaign for the November election for what will be a four- year term? 12. Have you attended City Council meetings in the past? 13. What did you discover from attending Council meetings? 14. Why do you want to be on the City Council? 15. Please explain your familiarity with and understanding of our City's form of government, including the difference between Council and staff responsibilities. 16. What do you hope to accomplish as a Councilmember and what do you offer the City? 17. If the majority of the Council took a position that you were against, how would you handle your response to the public and/or media? 18. As a Councilmember,what new or different perspective would you bring to the City Council? 19. Are you aware and knowledgeable about the Open Public Meeting Act? 20. Are you aware and knowledgeable about the Public RecordDisclosuro Act? C.Nomination and Voting Process: 1.NOMINATION PROCESS. Councilmembers may nominate an applicant to fill the vacancy. A second is required. If no second is received,that applicant shall not be considered further unless no applicant receives a second,in which case all applicants who were nominated may be considered again. Once the nominations are given, I the Mayor shallwill close the nominations and Council wi1lshall proceed to vote. 2. VOTING PROCESS. State statute, [RCW 42.12.070], states that where one position is vacant, the remaining members of the governing body shall appoint a qualified person to fill the vacant position. By adoption of this policy,Council has chosen the following process for making such appointment: a.A vote for an applicant shall be by voice or raised hand. b. The vacancy maycan only be filled when a majority of the remaining City Council (whether present or not) present affirmatively votes for the applicant, i.e. if five City Councilmembers are present, this would require at least fourt r City Councilmembers voting for an applicant. If subsequent rounds of voting are needed, each round of voting follows the same process. The Mayor may ask for Council discussion between voting rounds. Round One Vote: I The applicant receiving the majority of votes shallwill be the new Councilmember. If no applicant receives a majority of votes from the City Council, then the three applicants receiving the most affirmative votes would be considered in a second round. I Round Two Vote: Round Two proceeds the same as Round One. If one of the three applicants still fails to receive a majority of affirmative votes, then the two applicants of the three who received the most affirmative votes would then be considered in a third round; or if there are only two applicants I and they receive tie votes, a third round shallwill be taken. Councilmembers may, of course, change their vote between rounds. Page 25 of 56 Round Three Vote: Round Three proceeds the same as Rounds One and Two. If after this round,the vote of the two applicants results in a tie,then the City Manager, with concurrence of Council shall flip a coin to determine who shall fill the vacancy, with the applicant whose last name is closest to the letter A being assigned"heads" and the other person assigned"tails."In the rare circumstance where both applicants have the same last name,the applicant whose entire last name is closest to the letter A shallwill be assigned"heads" and the other person assigned"tails." D. Seating of New City Councilmember: 1. Once an applicant either has received a majority of votes or wins the coin flip, if the appointed applicant is at the meeting, the City Clerk shall administer the oath of office, and the new Councilmember willshall be officially seated as a City Councilmember. If the appointed applicant is not at the meeting, such action is not official until the applicant takes the oath of office II. TEMPORARY COUNCILMEMBER A. Publications/Applications: Process for Selection of a Temporary Councilmember Any member of Council may request that the Council discuss the extended excused absence of a Councilmember. This could either be an impromptu discussion, or one scheduled for an upcoming Council meeting. Once the issue has been discussed, a motion may be made to begin the process of temporarily filling the Council position. Council should also consider the length of the term for the temporary Councilmember, particularly if the absent Councilmember's term is set to set to expire in ninety days or less since the impending election would render this process moot. Public comment shall not be taken during this entire selection process. If such motion is approved: 1. Publication: The City Clerk shall publish the vacancy announcement inviting citizens of the City who are interested and qualified to sit as a Temporary Councilmember (maximum of one year), to apply on an application form provided by the City. Qualifications to sit as a Councilmember are set forth in RCW 35A.13.020,which refers to RCW 35A.12.030. If possible, the vacancy announcement shall be published for two or three consecutive weeks. 2. Deadline for the City Clerk to receive applications shall be no later than 4:00 p.m. 3. Once applications are received and the due date has passed, the City Clerk shall send each Councilmember copies of all the applications for Council's review. 4. Council has the option of holding an Executive Session to discuss applicants (RCW 42.30.110(1)(h)). B. Qualifications: 1. a.registered voter of the City at the time of selection b. by the time of selection, continuously resided within the City limits of Spokane Valley for at least one year c.never been convicted of a felony d. no member of the selected individual's family may be currently employed by the City of Spokane Valley e. selection shall not create a conflict of interest or an appearance of a conflict of interest f. Councilmembers shall not hold any other office or employment within the Spokane Valley City government [RCW 35A.12.030]. C. Considerations and Process: 1. This term shall be for a maximum of one year and shall terminate upon the return of the absent Councilmember or the permanent vacation of the position, whichever of those three instances occurs first. 2. If the disability or absence of the Councilmember becomes permanent (through resignation or other reason), Council shall follow the procedures set forth in RCW 35A.13.020 and Council's adopted procedure for handling Council vacancies. The pro tempore individual may apply for the Council position if it is permanently vacated, if so desired. If the time period of the selected pro tempore Page 26 of 56 individual is set to expire prior to the selected timeframe for filling a Council vacancy, Council mays by majority vote of the whole Council (including the pro tempore Councilmember), move to permit the pro tempore individual to remain in that capacity until such Council vacancy has been filled. 3.Nomination Options for Conducting Interviews. a. After holding an executive session to review applications, during a subsequent open session, any Councilmember may 1.nominate an applicant to be interviewed. 2. the nomination must be seconded 3. Councilmembers may make more than one nomination,but only one at a time 3.the Mayor shall ask if there are further nominations 4. if no further nominations,the Mayor shall close the nominations 5.votes shall be taken on each applicant in the order of nomination. 6.votes shall be by raised hand 7. applicants receiving three or more votes shall be interviewed 8. once all voting has taken place,the City Clerk shall summarize which applicants shall be interviewed based on the voting outcome 9. as soon as possible after the Council meeting,the City Clerk shall a.notify each applicant to inform them if they will or will not be interviewed b.notify those to be interviewed,of the date and time for their interview c. send each person to be interviewed,the list of possible interview questions or b. Instead of the above nomination process, after holding an executive session to review applications, Council may choose to interview all applicants. 1. the length of the interview shall be determined based upon the number of applicants 2. interviews shall be done in last-name alphabetical order 3.the City Clerk shall notify all applicants of the date,time and procedure for their interview 4. to keep the process as fair as possible, on the date of the interview applicants not yet interviewed, shall be asked to wait in a waiting area outside the Council Chambers. 4.Nomination and voting Process for Filling the Position a. Council again has the option of holding an Executive Session to discuss applicants [RCW 42.30.110(1)(h)]. b. Voting Process: shall be done in open session 1.Any Councilmember may move to nominate an applicant to fill the position.A second is required. If no second is received,the applicant shall not be considered further. 2. Additional nominations shall continue in the same manner. (Councilmembers may make more than one nomination,but only one at a time.) 3. The Mayor shall ask if there are any further nominations. If there are no further nominations,the Mayor shall close the nominations. 4.Any vote for approval shall be by raised hand. 5. The position shall only be filled if a majority of the remaining (six, assuming there is one council position to consider) City Council affirmatively votes for the applicant. If there are only five members present at the time the vote is taken, this would require at least four out of those five Councilmembers voting for an applicant. [RCW 35A.13.035. Note: By statute, this process differs from filling a permanent position where a coin-flip option is included.] 6.Votes shall be taken on the applicants in the order of nomination. 7. If the vote to approve the first nominated individual fails, voting shall continue on the remaining nominated individuals until a majority of affirmative votes is received. The first applicant to receive a majority of affirmative votes shall be the new Councilmember. 8. If no one applicant receives a majority vote, Council has the option to make a motion for reconsideration for any of the motions just failed; or request that the process start Page 27 of 56 again from the beginning with City staff re-advertising for the position, and the selection shall be scheduled for a future Council meeting; or decide not to fill the position. 9. Once either the first vote or a subsequent vote results in a majority,if the applicant is at the meeting, the City Clerk shall immediately administer the oath of office and the temporary Councilmember shall be officially seated at the Council dais. If the approved applicant is not at the meeting, such action is not official until the applicant takes the oath of office. D. Interview Question Process: 1. During the interview, each Councilmember may ask each candidate up to three questions. Follow-up questions shall be counted as one of the three questions. 2. Candidates shall be interviewed in alphabetical order of last name. Questions for Candidates: Candidates should be prepared to answer any of the following questions, even though every question might not be asked of each candidate. Potential Council Applicant Interview Questions 1. What is a Councilmember's primary responsibility to the citizens of Spokane Valley? 2. What are the most important issues our City faces today? 3. Please explain your view of the most difficult aspect of being a Councilmember. 4. What do you think is the biggest challenge facing the City Council? 5. What are the three highest priorities the City needs to address and how do you propose to address these issues? 6. As a Councilmember, one of the most challenging issues we face is balancing the City budget. Keeping in mind that the majority of our revenue is from sales tax and property tax, how would you propose to strike a balance between revenues and expenses; and at what point,if at all,would you support additional revenues to maintain service levels? 7. Discuss your ideas on pavement preservation including solutions for long-term sustainability of our roads. 8. How can we determine what the citizens want for the future of Spokane Valley? 9. What do you envision the City of Spokane Valley will be like ten and twenty years from now? 10. Have you attended Spokane Valley City Council meetings,or other Council meetings in the past? 11. What did you discover from attending Council meetings? 12. Why do you want to be on the City Council? 13. Please explain your familiarity with and understanding of our City's form of government, including the difference between Council and staff responsibilities. 14. What do you hope to accomplish as a Councilmember and what do you offer the City? 15. If the majority of the Council took a position that you were against,how would you handle your response to the public and/or media? 16. As a Councilmember,what new or different perspective would you bring to the City Council? 17. Are you aware and knowledgeable about the Open Public Meeting Act? 18. Are you aware and knowledgeable about the Public Records Act? Page 28 of 56 C. Legislative Agenda Councilmembers work each year(or sometimes every two years)to draft a"legislative agenda"to address Council ideas, suggestions and specific legislative programs in terms of upcoming or pending legislative activity in Olympia that would or could have an effect on our City. Additionally, Councilmembers have the option of creating a similar legislative agenda to address concerns on a national level, which can be addressed during Council's participation in the annual National League of Cities Conferences held in Washington,D.C. D. Council Travel Provisions Council is allocated a budget to handle certain City business-related travel expenses. The total allocation of travel funding budgeted for the legislative branch for the fiscal year willshall be apportioned one- seventh (1/7) to each Councilmember. These monies may be used to defray expenses for transportation, lodging, meals and incidental expenses incurred in the conduct of City business. Periodic updated statements of expenditures willshall be provided to each Councilmember by the Finance Department. Should a Councilmember exhaust their apportionment of funds, that person willshall be responsible for payment of any travel and related expenses, or they may request a voluntary allocation from another Councilmember who has a balance in their travel apportionment. To be reimbursed for expenses incurred as part of City business, Councilmembers should timely submit detailed receipts with their reimbursement I form. Sec the City Policy No. 300.110 for a list of unauthorized travel expenses. During the last six months of a Councilmember's current term of office, incurring City business-related travel expenditures requires the prior authorization of the Finance Committee, except when such travel fulfills the obligations of the Councilmember's service on statewide or regional boards, commissions or task forces. E. Ballot Measures: 1. State Law RCW 42.17A 555. State law has enacted statutory prohibitions (with limited exceptions) against the use of public facilities to support or oppose ballot propositions: "No elective official nor any employee of his or her office nor any person appointed to or employed by any public office or agency may use or authorize the use of any of the facilities of a public office or agency, directly or indirectly,for the purpose of assisting a campaign for election of any person to any office or for the promotion of or opposition to any ballot proposition. Facilities of a public office or agency include, but are not limited to, use of stationery, postage, machines, and equipment, use of employees of the office or agency during working hours, vehicles, office space, publications of the office or agency, and clientele lists of persons served by the office or agency. However, this does not apply to the following activities: (1)Action taken at an open public meeting by members of an elected legislative body or by an elected board, council, or commission of a special purpose district including, but not limited to, fire districts, public hospital districts, library districts, park districts, port districts, public utility districts, school districts, sewer districts, and water districts, to express a collective decision, or to actually vote upon a motion, proposal, resolution, order, or ordinance, or to support or oppose a ballot proposition so long as (a) any required notice of the meeting includes the title and number of the ballot proposition, and (b) members of the legislative body, members of the board, council, or commission of the special purpose district, or members of the public are afforded an approximately equal opportunity for the expression of an opposing view. (2) A statement by an elected official in support of or in opposition to any ballot proposition at an open press conference or in response to a specific inquiry; Page 29 of 56 (3) Activities which are part of the normal and regular conduct of the office or agency."[emphasis added] 2. City's Implementation of RCW 42.17A.555 hi the City's implementation of RCW 42.17A.555, the City Council shall not, during any part of any Council meeting, consider requests from outside agencies for Council to support or oppose ballot I measures; nor shallwill Council permit any public comment on any proposed or pending ballot issue, whether or not such comments seek endorsement or are just to inform Council of upcoming or proposed ballot issues;nor shall Councilmembers disseminate ballot-related information. 3. Providing Informative Materials to Council The requestor has the option of mailing materials to individual Councilmembers via the United States Postal Office. Because even the use of e-mail for ballot purposes could be construed as use of public facilities and could be interpreted as being in violation of RCW 42.17A.555,materials should be sent via regular mail through the United States Postal Office. Information shall be objective only and not soliciting a pro or con position. 4. Public Comment. Council has chosen not to support or oppose ballot issues as those are left to the will of the people voting. The use of any of the City's facilities including the use of the Council chambers and/or broadcast system would likely be construed as being in violation of RCW 42.17A.555 and therefore, general public I comment on ballot issues,or proposed ballot issues shallwill not be permitted. I Page 30 of 56 CHAPTER 3 Council Contacts 117411111171 0 Page 31 of 56 A. Citizen Contact/Interactions Outside of a Council Meeting 1. Mayor/Council Correspondence Councilmembers acknowledge that in the Council/Manager form of government,the Mayor is recognized I by community members as a point of contact. To facilitate full communications, staff willshall work with the Mayor to circulate to Councilmembers, copies of emails and written correspondence directed to the I Mayor regarding City business. This provision willshall not apply to invitations for mayoral comments at various functions, nor requests for appointments or other incidental contact between citizens and the office of the Mayor. 2. Concerns, Complaints and Suggestions to Council When citizen concerns, complaints or suggestions are brought to any, some, or all Councilmembers, the Mayor shall, in consultation with the City Manager, first determine whether the issue is legislative or administrative in nature and then: a. If legislative, and a concern or complaint is about the language or intent of legislative acts or suggestions for changes to such acts, and if such complaint suggests a change to an ordinance or resolution of the City, the Mayor and City Manager may refer the matter to a future Council agenda for Council's recommendation in forwarding the matter to a committee,administration, or to the Council for study and recommendation. b. If administrative, and a concern or complaint regards administrative staff performance, execution of legislative policy or administrative policy within the authority of the City Manager, the Mayor should then refer the complaint directly to the City Manager for review, if said complaint has not been so reviewed. The City Council may direct that the City Manager brief the Council when the City Manager's response is made. 3. Administrative Complaints Made Directly to Individual Councilmembers When administrative policy or administrative performance complaints are made directly to individual Councilmembers, the Councilmember shall then refer the matter directly to the City Manager for review and/or action. The individual Councilmember may request to be informed of the action or response made to the complaint. However, the City Manager shall not be required to divulge information he/she deems confidential,in conformity with applicable statutes,ordinances,regulations,policies or practices. Although citizens' direct access to elected officials is to be encouraged to help develop public policy,City Councilmembers should not develop a "personal intervention" pattern in minor calls for service or administrative appeals which may actually delay a timely customer service response. The best policy is to get the citizen into direct contact with customer service unless an unsatisfactory result has occurred in the past. In that case,refer to the paragraph above. 4. Social Media Councilmembers shall not use social media as a mechanism for conducting official City business, although it is permissible to use social media to informally communicate with the public. Examples of what may not be communicated through the use of social media include making policy decisions, official public noticing, and discussing items of legal or fiscal significance that have not been released to the public. As with telephone and e-mails, communication between and among Councilmembers via social media could constitute a "meeting" under the Open Public Meetings Act, and for this reason, Councilmembers are strongly discouraged from"friending"other Councilmembers. 5.Donations On occasion, Councilmembers could be contacted by citizens or businesses regarding donations. The City has administrative procedures to receive donations, and Councilmembers should direct the donor to I Page 32 of 56 contact the appropriate City staff. Councilmembers shall not accept nor physically receive any donation. Councilmembers shall always be cognizant of their ethical responsibilities when discussing donations with citizens, including but not limited to a responsibility to avoid conflicts of interest, the prohibition on creating a special privilege or exemption for themselves or others, and from disclosing confidential information of the City. Councilmembers should avoid circumstances which are likely to give rise to a perception of a conflict of interest or of providing or procuring a special privilege or exemption. B. Staff Contacts and Interactions 1. Role of the City Manager The City Manager is the chief administrative officer of the City of Spokane Valley. The City Manager is directly accountable to the City Council for the execution of the City Council's policy directives, and for the administration and management of all City departments. The powers and duties of the City Manager are defined by Washington law RCW 35A.13.08022. Such duties may be expanded by Ordinance or Resolution. Balanced with the City Manager's accountability to the City Council for policy implementation is the need for the Council to allow the City Manager to perform legally defined duties and responsibilities without interference by the City Council in the day-to-day management decisions of the City Manager. 2. City Staff Attendance at Meetings The City Manager or his/her designee shall attend all meetings of the City Council,unless excused by the Presiding Officer or Council. The City Manager shall be responsible to the Council for the proper administration of all affairs of the City. The City Manager shall recommend for adoption by the Council such measures as he/she may deem necessary or expedient; prepare and submit to the Council such reports as may be required by the body or as the City Manager deems advisable to submit; keep the Council fully advised as to the business of the City; and shall take part in the Council's discussion on all matters concerning the welfare of the City. (RCW 35A.13.08023) It is Council's intent that the City Manager schedule adequate administrative support during Council meetings for the business at hand,keeping in mind that the City Manager must also protect the productive capability of department heads and of all staff. Required attendance at meetings by City staff shall be at the pleasure of the City Manager. 3. City Clerk-Minutes The City Clerk, or in the Clerk's absence the Deputy City Clerk shall keep minutes as required by law, and shall perform such other duties in the meeting as may be required by the Council, Presiding Officer, or City Manager. In the absence of the City Clerk and the Deputy City Clerk,the City Clerk shall appoint a replacement to act as Clerk during the Council meeting. The Clerk shall keep minutes which identifies the general discussion of the issue and complete detail of the official action or agreement reached, if any. As a rule and when possible and practical, regular meetings, or those Council meetings held at 6 p.m. on Tuesdays, (which includes formal format and study session format) shall be video-recorded. Special I meetingslshall not normally be video-recorded. Executive Sessions shall not be video or audio recorded. Original, signed and approved minutes shall be kept on file in the City Clerk's office and archived according to State Record Retention Schedules. Copies of the approved minutes shall also be posted on the City's website as soon as practical after such minutes are approved and signed. Whenever possible, video recordings of Council meetings shall be posted on the City's website. 4. Administrative Interference by Councilmembers I Page 33 of 56 Neither the Council nor any of its committees or members shall direct or request the appointment of any person to, or his/her removal from, any office by the City Manager or any of his/her subordinates. Except for the purpose of inquiry, the Council and its members shall deal with the administrative branch solely through the City Manager and neither the Council nor any committee or member thereof shall give any directives,tasks, or orders to any subordinate of the City Manager, either publicly or privately; provided, however,that nothing herein shall be construed to prohibit the Council, while in open session, from fully and freely discussing with the City Manager anything pertaining to appointments and removals of City officers and employees and City affairs. (RCW 35A.13.12024.) 5. Informal Communications Encouraged The above RCW requirement is not to be construed as to prevent informal communications with City staff that do not involve orders, direction, or are meant to influence actions or administrative policy. Members of the Council are encouraged to interact informally and casually with City staff for the purpose of gathering information, obtaining explanations of policies and programs or providing incidental information to staff relevant to their assignment. Such informal contacts can serve to promote better understanding of specific City functions and problems. However, Councilmembers must be careful in such interaction to avoid giving direction or advice to members of City staff. While maintaining open lines of communication, City staff responding to information requests from Councilmembers willshall inform their supervisor of such contact and provide the supervisor with the same information shared with the Councilmember. I Page 34 of 56 CHAPTER 4 HEARINGS aallOPT Page 35 of 56 A. General Public Hearings 1. Purpose Legislative public hearings are hearings held to obtain public input on legislative decisions on matters of policy. Legislative public hearings are required by state law when a city or county addresses matters such as comprehensive land use plans, or the annual budget. They are generally less formal than quasi-judicial public hearings. They do not involve the legal rights of specific,private parties in a contested setting,but rather affect a wider range of citizens or perhaps the entire jurisdiction. The wisdom of legislative decisions reached as a result of such hearings is not second-guessed by the courts; if challenged, they are reviewed only to determine if they are constitutional or violate state law. For example, a court will not review whether the basic budgetary decisions made by a city were correctly made. 2. Legislative Public Hearings a. State statutes do not specify how public hearings should be conducted. Because legislative hearings are generally informal,the main concern is to provide an opportunity for all attending members of the public to speak if they so desire. Time limits should be placed on individual comments if many people are intending to speak, and the public should be advised that comments must relate to the matter at hand. The "ground rules" for the conduct of the hearing may be stated by the Presiding Officer at the beginning of the hearing: 1. All public comments shall be made from the speaker's podium, shall be directed to the Mayor and Council, and any individual making comments shall first give their name and city of residence. This is required because an official recorded transcript of the public hearing is being made. 2. No comments shall be made from any other location, and anyone making "out of order" comments shall be subject to removal from the meeting. 3. Unless otherwise determined by the Presiding Officer, all comments by the public shall be limited to three minutes per speaker. 4. Therelshall be no demonstrations, applause or other audience participation,before, during or at the conclusion of anyone's presentation. Such expressions are disruptive and take time away from the speakers. 5. Unless read and/or handed in by the individual speaker during the public hearing, previously received written public comments willshall be read by the City Clerk at the pleasure of the Mayor. In the interest of time, the Mayor may limit the reading of such comments, to the Clerk reading whom the letter or written material is from, and if easily discernible, whether that person is for or against the issue at hand.All written comments become an official part of the record. 6. These rules are intended to promote an orderly system of holding a public hearing, to give persons an opportunity to be heard, and to ensure that individuals are not embarrassed by exercising their right of free speech. b. The Presiding officer declares the public hearing on (topic) open,notes the time for such opening,and asks staff to make their presentation. c.After staff presentations,the Presiding Officer calls for public comments. d. The Presiding Officer asks if any members of Council have questions of any of the speakers or staff. If I any Councilmember has questions,the appropriate individual willshall be recalled to the podium. e. The Presiding Officer declares the public hearing closed and notes the time for such closing. Page 36 of 56 B. Quasi-Judicial Hearings 1. Purpose Quasi-judicial public hearings involve the legal rights of specific parties, and the decisions made as a result of such hearings must be based upon and supported by the "record" developed at the hearing. Quasi-judicial hearings are subject to stricter procedural requirements than legislative hearings. Most quasi-judicial hearings held by local government bodies involve land use matters, including site specific rezones, preliminary plats, variances, and conditional uses. (MRSC Public Hearings When and How to Hold Them by Bob Meinig, MRSC Legal Consultant August 1998) 2. Specific Statutory Provisions a. Candidates for the City Council may express their opinions about pending or proposed quasi-judicial actions while campaigning, per RCW 42.36.04025, except that sitting Councilmembers shall not express their opinions on any such matter which is or may come before the Council. b. Ex parte communications should be avoided whenever possible. During the pendency of any quasi-judicial proceeding, no Councilmember may engage in ex parte communications with proponents or opponents about a proposal involved in the pending proceeding unless the Councilmember: (1)places on the record the substance of such verbal or written communications; and (2) provides that a public announcement of the content of the communication and of the parties' rights to rebut the substance of the communication shall be made at each hearing where action is taken or considered on the subject. This does not prohibit correspondence between a citizen and his or her elected official if the correspondence is made a part of the record, when it pertains to the subject matter of a quasi-judicial proceeding. (RCW 42.36.06026) c. Public Disclosure File. The City Clerk shall maintain a public disclosure file, which shall be available for inspection by the public. As to elected officials, the file shall contain copies of all disclosure forms filed with the Washington State Public Disclosure Commission. d. Procedure On Application. Any person making application for any action leading to a quasi-judicial hearing before the Planning Commission and/or City Council shall be provided with a document containing the following information: (1)the names and address of all members of the City Council, and the Planning Commission, (2) a statement that public disclosure information is available for public inspection regarding all such Councilmembers, and (3) a statement that if the applicant intends to raise any appearance of fairness issue,the applicant should do so at least two weeks prior to any public hearing, if the grounds for such issue are then known and in all cases, no later than before the opening of the public hearing. The applicant shall sign a receipt for such document. 3. Actions/Procedures for a Quasi-Judicial Public Hearing See the following excerpt from the Spokane Valley Municipal Code Appendix C for City Council Appeal Hearing Procedures: Appendix C CITY COUNCIL APPEAL HEARING PROCEDURES A. The Council shall not consider any new facts or evidence outside the verbatim transcript and certified record submitted by the Hearing Examiner,except for: 1. Grounds for disqualification of the Hearing Examiner,when such grounds were unknown by the appellant at the time the record was created;or 2.Matters that were improperly excluded from the record after being offered by a party to the hearing before the Hearing Examiner; or 3.Matters that were outside the jurisdiction of the Hearing Examiner. The Council shall allow the record to be supplemented if the offering party demonstrates grounds for supplementation as set forth in subsections(A)(1), (2)or(3)of this appendix. Page 37 of 56 a. Any party requesting that the record be supplemented shall submit such request, along with the specific evidence to be offered to the Council, within 14 calendar days of the date the appeal hearing was scheduled. b. The Council may require or permit the correction of ministerial errors or inadvertent omissions in the preparation of the record. I c. The Council willshall allow the submittal of memoranda by the appellant, or a party of record in opposition to the appeal,subject to the following requirements: i. The appellant may file a memorandum in support of the appeal. The memorandum must be filed no later than 12:00 noon on the third Friday preceding the date set by the Council for consideration of the appeal. ii. Any party of record in opposition to the appeal may submit a reply memorandum in opposition to the appeal. Any reply memorandum must be filed no later than 12:00 noon on the second Friday preceding the date set for consideration of the appeal. iii. All memoranda shall be limited to stating why the record or applicable laws or regulations do or do not support the decision, and shall not contain any new facts or evidence, or discuss matters outside the record,except as permitted above. iv. The offering party shall promptly submit a copy of the memorandum or request to supplement the record to the City Attorney, and to opposing parties as practicable. B. The Council willshall allow oral argument by the appellant, or a party of record in opposition to the appeal, subject to the following requirements: 1. It is expected that all parties can reasonably be aligned as either in support of the appeal or opposed to the appeal.Accordingly, all parties who desire to make oral argument shall communicate with other parties aligned on the same side of the appeal and attempt to reach agreement in selecting a representative, or otherwise arrange for the allocation of time allowed under these rules to those in support of or those opposed to the appeal. 2. Oral argument shall be presented first by the appellant, followed by those parties of record in opposition to the appeal, and then rebuttal and surrebuttal. 3. Oral argument shall be limited to stating why the record or applicable laws or regulations do not support the decision, and shall not contain any new facts or evidence unless allowed by subsection A of this appendix. 4. Oral argument shall be limited to 20 minutes total for the appellant, and 20 minutes total for those parties in opposition to the appeal,regardless of how many parties make up each side. 5. The respective times allowed for oral argument above include the combined time used by a side for opening argument, rebuttal and surrebuttal. The time taken to respond to questions from the Council is not included in the time allowed for argument. C. The Council may affirm or reverse the Hearing Examiner's decision, or remand it for further I proceedings. The Hearing Examiner's decision willshall be presumed to be correct and supported by the record and law. A tie vote on any motion shall have the effect of affirming the Hearing Examiner's decision. D. The Council may reverse the Hearing Examiner's decision, or remand it for further proceedings, if the appellant has carried the burden of establishing that one or more of the following standards are met: 1. The Hearing Examiner engaged in unlawful procedure or failed to follow a prescribed process, unless the error was harmless; 2. The decision is an erroneous interpretation of the law,after allowing for such deference as is due to construction of law by a local jurisdiction with expertise; 3. The decision is not supported by evidence that is substantial when viewed in light of the entire record; 4. The decision is a clearly erroneous application of the law to the facts; 5. The decision is outside the authority of the Hearing Examiner. E. The Council may also remand the decision to the Hearing Examiner if the appellant offers newly discovered evidence that would reasonably have affected the decision had it been admitted in the proceedings before the Hearing Examiner. "Newly discovered evidence"is evidence that with reasonable I Page 38 of 56 diligence could not have been discovered and produced at the time the proceedings before the Hearing Examiner were conducted. F. The Council shall adopt written findings and conclusion in support of its decision. If the Council concludes that a finding of fact by the Hearing Examiner, upon which the decision is based, is not supported by substantial evidence, the Council may modify the finding or substitute its own finding, citing substantial evidence in the record that supports the modified or substitute finding. In the event of a tie vote on the proposed fmdings of fact, that vote shall be considered a final action, the findings shall reflect the same, and the decision of the Hearing Examiner shall be affirmed. G. The Council's decision shall include a notice stating that the decision can be appealed within 21 calendar days from the date the decision was issued,by filing a land use petition with the Superior Court as provided in Chapter 36.70C RCW 27and meeting the other provisions of such chapter, and that the decision shall act as official notice under RCW 43.21C.07528. H. The notice included in the Council's decision shall also state that affected property owners may request the Spokane County Assessor for a change in valuation for property tax purposes notwithstanding any program of revaluation,pursuant to RCW 36.70B.13029. I. The City Clerk shall,within five business days from the date of the Council's decision on the appeal, mail a copy of the Council's decision to the appellant, the applicant (if different than the appellant), any other party who testified or submitted a memorandum at the closed record appeal hearing before the Council, any person who requested notice of the decision, and any person who submitted substantive comments on the application. The City Clerk shall also provide notice of the decision to the County Assessor. J. Where the Hearing Examiner's decision recommends approval of the proposal and no appeal has been filed within the time period set forth above, the City Manager or designee shall modify the official zoning map of the City according to the Hearing Examiner's decision. The modification of the zoning map completes the Hearing Examiner's decision and shall be considered the final legislative action of the City Council. Such final action, for zoning purposes, is considered an official control of the City by exercise of its zoning and planning authority pursuant to Washington law. (Ord. 08-022,2008). 4. Appearance of Fairness Doctrine a. "The test of whether the Appearance of Fairness Doctrine has been violated is ... as follows: Would a disinterested person,having been apprised of the totality of a board member's personal interest in a matter being acted upon, be reasonably justified in thinking that partiality may exist? If answered in the affirmative, such deliberations, and any course of conduct reached thereon, should be voided." Swift vs. Island County, 87 Wn.2d 348 (1976); Smith vs. Skagit County, 75 Wn.2d 715 (1969). b. Types of Hearings to Which the Doctrine Applies. The Appearance of Fairness Doctrine shall apply only to those actions of the Council which are quasi-judicial in nature. Quasi-judicial actions are defined as actions of the City Council which determine the legal rights,duties,or privileges of specific parties in a hearing or other contested proceeding. Quasi-judicial actions do not include the legislative actions adopting, amending, or revising comprehensive, community, or neighborhood plans or other land use planning documents or the adoption of area-wide zoning ordinances or the adoption of a zoning amendment that is of area-wide (versus site-specific) significance (RCW 42.36.0103°). Street vacations are typically legislative actions, unless clearly tied to, and integrated into, a site-specific development proposal which is quasi-judicial in nature. c. Obligations of Councilmembers-Procedure. 1. Immediate self-disclosure of interests that may appear to constitute a conflict of interest is hereby encouraged. Councilmembers should recognize that the Appearance of Fairness Doctrine does not require establishment of a conflict of interest,but whether there is an appearance of conflict of interest to the average person.This may involve the Councilmember or a Councilmember's business associate, or a member of the Councilmember's immediate family. It could involve ex parte(outside the hearing) Page 39 of 56 communications, ownership of property in the vicinity, business dealings with the proponents or opponents before or after the hearing, business dealings of the Councilmember's employer with the proponents or opponents, announced predisposition, and the like. Prior to any quasi-judicial hearing, each Councilmember should give consideration to whether a potential violation of the Appearance of Fairness Doctrine exists. If the answer is in the affirmative,no matter how remote,the Councilmember should disclose such facts to the City Manager who will seek the opinion of the City Attorney as to whether a potential violation of the Appearance of Fairness Doctrine exists. The City Manager shall communicate such opinion to the Councilmember and to the Presiding Officer. 2. Anyone seeking to disqualify a Councilmember from participating in a decision on the basis of a violation of the Appearance of Fairness Doctrine must raise the challenge as soon as the basis for disqualification is made known, or reasonably should have been made known, prior to the issuance of the decision. Upon failure to do so, the doctrine may not be relied upon to invalidate the decision consistent with state law. The party seeking to disqualify the Councilmember shall state with specificity the basis for disqualification; for example: demonstrated bias or prejudice for or against a party to the proceedings, a monetary interest in outcome of the proceedings, prejudgment of the issue prior to hearing the facts on the record,or ex parte contact. Should such challenge be made prior to the hearing, the City Manager shall direct the City Attorney to interview the Councilmember and render an opinion as to the likelihood that an Appearance of Fairness Doctrine violation would be sustained in Superior Court. Should such challenge be made in the course of a quasi-judicial hearing, the Councilmember shall either recuse him/herself or the Presiding Officer shall call a recess to permit the City Attorney to make such interview and render such opinion. 3. The Presiding Officer shall have authority to request a Councilmember to excuse him/herself on the basis of an Appearance of Fairness Doctrine violation. Further, if two or more Councilmembers believe that an Appearance of Fairness Doctrine violation exists, such individuals may move to request a Councilmember to excuse him/herself on the basis of an Appearance of Fairness Doctrine violation. In arriving at this decision, the Presiding Officer or other Councilmembers shall give due regard to the opinion of the City Attorney. d. When Council conducts a hearing to which the Appearance of Fairness Doctrine applies,the Presiding Officer(or in the case of a potential violation by that individual,the Mayor Pro Tem) willshall ask if any Councilmember knows of any reason which would require such member to excuse themselves pursuant to the Appearance of Fairness Doctrine.The form of the announcement is as follows: All Councilmembers should now give consideration as to whether they have: 1. A demonstrated bias or prejudice for or against any party to the proceedings; 2. A direct or indirect monetary interest in the outcome of the proceedings; 3. A prejudgment of the issue prior to hearing the facts on the record;or 4. Had ex parte contact with any individual, excluding administrative staff, with regard to an issue prior to the hearing. If any Councilmember should answer in the affirmative, then the Councilmembers should state the reason for his/her answer at this time, so that the Chair may inquire of administration as to whether a violation of the Appearance of Fairness Doctrine exists. I Page 40 of 56 CHAPTER 5 COMMITTEES, BOARDS, COMMISSIONS 0 / + \ rfis F Page 41 of 56 A. Regional Committees, Boards, etc. 1. Committees Spokane Valley Councilmembers and/or residents who seek representation on any standing committee, board, or commission required by state law, shall be appointed by the Mayor with confirmation by the Council. a. Appointment Process: Any committee, board, commission, task force, etc., requiring Mayoral appointment of committee members, shall also require confirmation by the Council, which shall be by majority vote of those present at the time the confirmation vote takes place.By majority vote, Council can reject the appointment. If Council fails to confirm the recommended appointment,the Mayor could either make another recommendation, or the appointment may be postponed to a later date, giving City staff opportunity to further advertise for committee openings. 2. Council Relations with Boards, Commissions and Council Citizen Advisory Bodies Councilmembers are encouraged to share with all Council members,copies of minutes from any statutory boards, commissions, or committees on which they serve and participate. Communications from such boards, commissions and bodies to the City Council which seek action or feedback, should be acknowledged by the Council, preferably by a letter from the Mayor. Any member of the Council may also bring such communication to the Presiding Officer's attention under the agenda item "Committee, Board and Liaison Reports." If any member of the Council requests that any such communication be officially answered by the Council, the Presiding Officer may place the matter on an agenda under New Business, Information, Council Comments (study session format), or other appropriate place, for a specific Council meeting,or take other appropriate action. Councilmember(s) may be designated by the City Council to take the lead on particular significant issues and to provide appropriate feedback of information to Council, in order to gain corporate approval and coordination of corporate efforts. No Councilmember may speak for the Council unless Council has designated that person as the lead on that particular issue. B. In-House Committees, Boards, etc. 1. Standing committees or commissions required by law shall be appointed by the Mayor for a time certain not to exceed the term provided by law or the term of office of the appointing Mayor and confirmed by Council.Following are established in-house committees: a. Planning Commission -- 7 members. "SVMC 18.10.010 Establishment and purpose. There is created the City of Spokane Valley Planning Commission (hereafter referred to as the "Planning Commission"). The purpose of the Planning Commission is to study and make recommendations to the Mayor and City Council for future planned growth through continued review of the City's Comprehensive Land Use Plan, development regulations, shoreline management, environmental protection, public facilities, capital improvements and other matters as directed by the City Council. (Ord. 07-015 § 4,2007). 18.10.020 Membership. A. Qualifications. The membership of the Planning Commission shall consist of individuals who have an interest in planning, land use, transportation, capital infrastructure and building and landscape design as evidenced by training,experience or interest in the City. B. Appointment. Members of the Planning Commission shall be nominated by the Mayor and confirmed by a majority vote of at least four members of the City Council. Planning commissioners shall be selected without respect to political affiliations and shall serve without Page 42 of 56 compensation. The Mayor,when considering appointments, shall attempt to select residents who represent various interests and locations within the City. C. Number of Members/Terms. The Planning Commission shall consist of seven members. All members shall reside within the City. Terms shall be for a three-year period, and shall expire on the 31st day of December. D. Removal. Members of the planning commission may be removed by the mayor, with the concurrence of the cityCity councilCouncil, for neglect of duty, conflict of interest, malfeasance in office, or other just cause, or for unexcused absence from three consecutive regular meetings. Failure to qualify as to residency shall constitute a forfeiture of office. The decision of the cityCity councilCouncil regarding membership on the planning commission shall be final and without appeal. E.Vacancies.Vacancies that occur other than through the expiration of terms shall be filled for the unexpired term in the same manner as for appointments. F. Conflicts of Interest. Members of the planning commission shall fully comply with Chapter 42.23 RCW, Code of Ethics for Municipal Officers; Chapter 42.36 RCW, Appearance of Fairness; and such other rules and regulations as may be adopted from time to time by the cityCity councilCouncil regulating the conduct of any person holding appointive office within the City. No elected official or City employee may be a member of the planning commission. (Ord. 07-015 §4,2007). b. Lodging Tax Advisory Committee -- 5 members. "SVMC 3.20.040 Lodging tax advisory committee. The City Council shall establish a lodging tax advisory committee consisting of five members. Two members of the committee shall be representatives of businesses required to collect the tax, and at least two members shall be persons involved in activities authorized to be funded by this chapter. The City shall solicit recommendations from organizations representing businesses that collect the tax and organizations that are authorized to receive funds under this chapter. The committee shall be comprised equally of members who represent businesses required to collect the tax and members who are involved in funded activities. One member of the committee shall be from the City Council. Annually, the membership of the committee shall be reviewed. The Mayor shall nominate persons and the Councilmember for the lodging tax advisory committee with Council confirmation of the nominees. Nominations shall state the term of committee membership.Appointments shall be for one-and two-year terms. (Ord. 27 §4,2003)." c. Finance Committee-- 3 members. "SVMC 2.50.120(a) and (b)Establishing travel policies and procedures. a. The responsibility and authority for developing, adopting, modifying and monitoring the travel policies and procedures for reimbursement of expenses incurred while on official business of the City of Spokane Valley is delegated to the City Council Finance Committee. It is recognized by the City Council that public officials and employees will periodically be required to travel and incur related expenses on behalf of the City. The purpose of the travel policies and procedures is to provide criteria for payment and/or reimbursement of valid expenses. The Council directs that the Finance Committee consider the following in the development of travel policies and procedures: (A). Reimbursement for transportation costs when using personal automobiles including rates to be established on a mileage or other reasonable basis and for airfare or other mode of travel; (B).Reimbursement for hotel/motel accommodations; (C). Reimbursement for meals either at actual cost including a per meal maximum amount or a per diem allocation; (D).Reimbursement for incidental expenses such as parking, taxis, buses, rental cars,etc.; and(E). Such other matters that are reasonably related to travel. Page 43 of 56 b. The finance department, under the supervision of the Finance Committee, is directed to develop a fully itemized travel expense form which shall be used to administer the City travel policy and account for expenditures and reimbursement of officials or employees. Claims for reimbursement must be accompanied by receipts showing the amount paid and items/services received unless otherwise provided in the policies and procedures. All claims for reimbursement shall be duly certified by the individual submitting such claim on a form approved by the Finance Director in compliance with state regulations and guidelines established by the State Auditor. For administrative staff, the City Manager or designee shall approve expenses and reimbursement. The City Council shall approve, through budget allocation, travel expenses and reimbursement for Council members. The Council reserves the right to review the travel policies and procedures of the City including modifying and amending the same from time to time. (Ord.29 § 1,2003)." The Finance Committee shall have no regularly prescribed duties or meetings except the bills/payroll and warrant procedures required by state law,unless specifically charged by the City Council. The City Manager may also request meetings to discuss matters of financial interest with the Finance Committee. SVMC 3.35.010(D) Contract Authority The Finance Committee of the City Council is authorized to approve change orders on short notice that are in excess of the amounts authorized in subsection C of this section, in circumstances where such a change order is necessary to avoid a substantial risk of harm to the City. In such an event, the cityCity Mranager shall provide appropriate information to the City Council at its next regular meeting setting forth the factual basis for the action. (Ord. 07-004 §2, 2007; Ord. 03-072§ 2,2003.). 2. When required by law, committee meetings should be open to the public, including the media, unless discussing matters which would qualify for an executive session if discussed within the whole Council. All Council committee meetings shall be for the purpose of considering legislative policy matters, rather than administrative matters unless requested by the City Manager. Legislative policy considerations should be brought to the Council unless referred to a committee for pre-study. 3. The Mayor may appoint such other ad hoc advisory committees or liaisons from the Council or community for the purpose of advising the Council in legislative policy matters. All ad hoc committees shall be defined by a clear task and a method of "sunsetting" the committee at the conclusion of the assigned task. As with all committee vacancies, ads announcing a vacancy or soliciting membership or I participation in a task force or other committee willshall be placed on the City's website, and in the City's official newspaper. 4. Council Liaison. Appointments shall be by the Mayor and confirmed by the Council for a time certain not to exceed the term of the appointing Mayor. Individual members of the Council may be assigned as liaisons whose duties involve keeping current with a group or activity by either attendance when the group or activity takes place, or communication with appropriate leaders so the liaison Councilmember can keep Council informed. Liaisons may, at times, advocate Council actions on behalf of their assigned group or activity. Extreme care must be taken to avoid an Appearance of Fairness Doctrine violation, or conflict of interest possibilities with agencies or circumstances where such possibilities may exist (i.e.: Planning Commission quasi-judicial). Liaison functions and duties may be further defined and/or directed by the Presiding Officer with concurrence of Council. 5. Task Force. The City Council may create, and confirm the Mayor's recommendation to appoint members to small task force groups.A task force is a temporary group formed and"tasked"by legislative authority to study a specific subject for a specified period of time. I Page 44 of 56 6. After consultation with the City Manager, any other Council committees, citizen task forces or similar organized groups shall have rules or operating procedures thereof established by Council directive with special attention to RCW 35A.13.12031. Such committees shall be commissioned for a time certain, not to exceed two years or the term of the appointing Mayor, whichever is less and be provided with a clear task description. Appointment shall be by the Mayor. Council may waive confirmation in the instrument creating said committee or group. Such committees shall be subject to review whenever a new Council is seated following elections, so as to determine whether the committee and its functions continue to be appropriate and necessary. Members of any committee, board or commission which have been appointed or confirmed by the Council, may be removed without cause by a majority vote of the Council. No advisory board,commission, committee or task force shall take any final action outside of an open public meeting unless permitted to do so per state statutes, and when permitted by state statutes, no final action shall be taken without the foreknowledge and approval of majority vote of the Council. C. Private Committees, Boards, Commissions The Council recognizes there are various other private boards and committees, such as Spokane Neighborhood Action Partners (SNAP), which appointments are made by their own board. These boards and committees which do not require an appointment by our Mayor, with confirmation by our Council, are nonetheless important aspects of our community and we recognize the time commitment any Councilmember may extend as a member of any of these committees and/or boards. As well, Council appreciates hearing a periodic report or update on activities and issues surrounding those boards and committees. Page 45 of 56 CHAPTER 6 Disclaimer = DISCLAIMER = A. Purpose These City Council Rules of Procedure are designed to provide guidance for the City Council. They are not to be considered restrictions or expansions of City Council authority. These rules have been prepared from review of many statutes, ordinances, court cases and other sources but they are not intended to be an amendment or substitute for those statutes, ordinances, court decisions or other authority. B. Use No action taken by a Councilmember or by the Council which is not in compliance with these rules, but which is otherwise lawful, shall invalidate such Councilmember's or Council action or be deemed a violation of oath of office, misfeasance or malfeasance. No authority other than the City Council may enforce these rules or rely on these rules. Failure of the City Council to follow any of these rules shall be considered a Council decision to waive such rule. No notice of such waiver need be given. C. Reliance Public Use or Reliance Not Intended. Because these rules are designed to assist the City Council and not to provide substantive rules affecting constituents, it is expressly stated that these rules do not constitute land use regulations, official controls, "appearance of fairness rules," public hearing rules, or other substantive rules binding upon or to be used by or relied upon by members of the public. These rules do not amend statutory or other regulatory (such as ordinance) requirements. Page 46 of 56 Appendix A: Definitions Action: All transactions of a governing body's business, including receipt of public testimony, deliberations, discussions, considerations, reviews, and evaluations, as well as "final" action. [RCW 42.30.01032,42.30.020(3)33] Codified: The process of forming a legal code (i.e., a codex or book of laws) by collecting and including the laws of a jurisdiction or municipality. Consensus: A collective judgment or belief; solidarity of opinion: "The consensus of the group was that they should meet twice a month. General agreement or harmony. [Random House Webster's College Dictionary, April 2001] [Wikipedia: explains it as a group decision making process; not necessarily the agreement. In other words,the question to the group is: "Is this something you can live with?" or, Does anyone object?] It is not unanimity,but more a process for deciding what is best overall. Members of the group reach a decision to which they consent because they know it is the best one overall. It differs from voting which is a procedure for tallying preferences. Sometimes knowing there will be an up-down vote at the end often polarizes the discussion. It does not require each member of the group to justify their feelings. [Taken from: Consensus Is Not Unanimity: Making Decisions Cooperatively, by Randy Schutt.'J Similar to a type of verbal "show of hands" on who feels particularly strong on this?" Sometimes thought of as preliminary approval without taking final "action." A show of hands is not an action that has any legal effect. ["Voting and Taking Action in Closed Sessions"by Frayda Bulestein.] Ex-parte: from a one-sided or partisan point of view; on the application of one party alone. An ex-parte judicial proceeding is conducted for the benefit of only one party. Ex-parte may also describe contact with a person represented by an attorney,outside the presence of the attorney. Motion: An enacted motion is a form of action taken by the Council to direct that a specific action be taken on behalf of the municipality. A motion, once approved and entered into the record, is the equivalent of a resolution in those instances where a resolution is not required by law, and where such motion is not in conflict with existing state or federal statutes, City ordinances or resolutions. Ordinance: An enacted ordinance is a law passed [enacted] by a municipal organization legislatively prescribing specific rules of organization or conduct relating to the corporate affairs of the municipality and those citizens and businesses therein. Council action shall be taken by ordinance when required by law, or where prescribed conduct may be enforced by penalty. Special ordinances such as adopting the budget, vacating a street, amending the Comprehensive Plan and/or Map, and placing a matter on an election ballot,including general obligation bonds, are not codified into the City's municipal code. Resolution: An enacted resolution is an administrative act which is a formal statement of policy concerning matters of special or temporary character. Council action shall be taken by resolution when required by law and in those instances where an expression of policy more formal than a motion is desired. Regular Meeting: Any Council meeting that meets in the Spokane Valley City Council Chambers on Tuesday at 6:00 p.m. shall be deemed a"regular meeting." Social Media: A term used to define the various activities that integrate technology, social interaction and content creation. Through social media, individuals or collaborations of individuals create on-line web content, organize content, edit or comment on content, combine content, and share content. Social media uses many technologies and forms including syndicated web feeds, weblogs (blogs), wiki, photo-sharing, video-sharing, podcasts, and social networking. (From MRSC, and Social Media and Web 2.0 in Government,WebContent.gov) Page 47 of 56 Appendix B: Frequently Used Acronyms AACE -American Association of Code Enforcement ADA-Americans with Disabilities Act ADT -Average Daily Traffic ATF -Bureau of Alcohol,Tobacco&Firearms AWC -Association of Washington Cities BOCC-Board of County Commissioners CAFR-Comprehensive Annual Financial Report CDBG-Community Development Block Grant CIP -Capital Improvement Plan CM-City Manager CM/AQ-Congestion Mitigation&Air Quality Program CTED -Community,Trade,&Economic Development(now Department of Commerce) CTR-Commute Trip Reduction(legislation) CUP -Conditional Use Permit DEIS -Draft Environmental Impact Statement DEM-Department of Emergency Management DNR-Department of Natural Resources DNS-Declaration of Non-Significance DOE-Department of Ecology; Department of Energy DOT-Department of Transportation E911 -Enhanced 911 EA-Environment Assessment EDC -Economic Development Council EEO/AA-Equal Employment Opportunity/Affirmative Action EEOC -Equal Employment Opportunity Commission EIS -Environmental Impact Statement EOE-Equal Opportunity Employer EPA-Environmental Protection Agency ERU-Equivalent Residential Unit(for measuring water-sewer capacity and demand) ESU-Equivalent Service Unit(for measuring stormwater utility fees) F &WS-Federal Fish&Wildlife Service FAA-Federal Aviation Administration FCC-Federal Communications Commission Page 48 of 56 FEIS-Final Environmental Impact Statement FEMA-Federal Emergency Management Agency FICA-Federal Insurance Contribution Act FIRM-Flood Insurance Rate Maps FLSA-Fair Labor Standards Act FMLA-Family Medical Leave Act FY-Fiscal Year GAAP -Generally Accepted Accounting Principles GASB-Governmental Accounting Standards Board GIS -Geographic Information System GMA-Growth Management Act GPM- Gallons Per Minute HOV-High-Occupancy Vehicle HR-Human Resources HUD-Housing&Urban Development(Department of) ICMA-International City/County Management Association L&I-Labor&Industries(Department of) LID -Local Improvement District MGD-Million Gallons per Day MOA-Memorandum of Agreement MOU-Memorandum of Understanding MPO-Metropolitan Planning Organization MRSC -Municipal Research Services Center NEPA-National Environment Policy Act NIMBY-Not In My Backyard NPDES-National Pollutant Discharge Elimination System PE-Preliminary Engineering; Professional Engineer PERC -Public Employment Relations Commission PMS-Pavement Management System PPE-Personal Protective Equipment PPM-Parts Per Million; Policy&Procedure Manual PUD -Public Utility District PW-Public Works QA-Quality Assurance RCW-Revised Code of Washington Page 49 of 56 REET-Real Estate Excise Tax RONR Robert's Rules of Order Newly Revised ROW-Right of Way SAO- State Auditor's Office SBA- Small Business Administration SEPA- State Environmental Policy Act SMA-Shorelines Management Act SWAC - Solid Waste Advisory Committee TIB-Transportation Improvement Board TIP -Transportation Improvement Program TMDL-Total Maximum Daily Load UBC -Uniform Building Code UFC-Uniform Fire Code UGA-Urban Growth Area WAC -Washington Administrative Code WACO-Washington Association of County Officials WCIA-Washington Cities Insurance Authority WCMA-Washington City/County Management Association WSDOT-Washington State Department of Transportation WSP -Washington State Patrol WUTC -Washington Utilities&Transportation Commission WWTP -Wastewater Treatment Plant Page 50 of 56 APPENDIX C: Council Report/Council Comments Formal Council Meetings Study Sessions Council Reports/Committee Updates General Council Comments Concerning Council's Participation on General Comments Not necessarily Regional Committees and Boards: connected with any committee or board: • Budget updates or proposed cuts • Upcoming events • Upcoming or recent events • Items that occurred after last • Newly appointed or assigned week's meeting that you CEO's want/need to share before the next • Vision,mission,goals& Council meeting objectives discussed,adopted or • General questions or comments to changes City Manager • Long range financial plans Page 51 of 56 APPENDIX D: RESOLUTION 07-019 CITY OF SPOKANE VALLEY SPOKANE COUNTY,WASHINGTON RESOLUTION NO.07-019 AMENDED GENERAL POLICY RESOLUTION OF CORE BELIEFS A RESOLUTION OF THE CITY OF SPOKANE VALLEY AMENDING RESOLUTION 03-027, ESTABLISHING A GENERAL POLICY RESOLUTION EMANATING FROM THE CORE BELIEFS OF THE CITY COUNCIL AND COMMUNITY AND SETTING FORTH DUTIES OF BOTH ELECTED AND APPOINTED OFFICIALS OF THE CITY TO HELP GUIDE LEGISLATIVE AND EXECUTIVE DECISIONS TOWARD EFFECTIVE,RESPONSIVE,AND OPEN GOVERNMENT WHEREAS, the City Council of the City of Spokane Valley, as the elective legislative body, is charged with promulgating Ordinances and Resolutions which become the law of the city; and WHEREAS, such Ordinances and Resolutions must provide enforceable provisions subordinate to, and in harmony with,all other applicable federal and state statutes and regulations; and WHEREAS, the City Council desires to provide a clear set of general policy guidelines for the conduct of city government; Section 1. Modifying Resolution 03-027 as set forth below by adding new section 7. The remainder of the resolution 03-027 is unchanged: NOW, THEREFORE, the City Council of the City of Spokane Valley does hereby affirm and resolve that the following core beliefs shall serve as guidelines for the conduct of affairs by all branches of Spokane Valley City Government. Section 1. We believe that Spokane Valley should be a visionary city encouraging its citizens and their government to look to the future beyond the present generation and to bring such ideas to public discussion and to enhance a sense of community identity. Section 2. We believe that elected body decision-making is the only lawful and effective way to conduct the public's legislative business and that careful observance of a clear set of Governance Coordination rules of procedure can best enhance public participation and decision making. Section 3. We believe in the City Council as policy leaders of the City. One or more City Councilmembers are encouraged to take the lead, where practical, in sponsoring Ordinances or Resolutions excepting quasi-judicial or other public hearings and the statutory duties of the City Manager as set forth in RCW 35A.13.02034 Section 4. We believe in hearing the public view. We affirm that members of the public should be encouraged to speak and be heard through reasonable rules of procedure when the public business is being considered, thus giving elected officials the broadest perspectives from which to make decisions. Page 52 of 56 Section 5. We believe that the City of Spokane Valley's governance should be known as "user friendly," and that governance practices and general operations should consider how citizens will be served in the most responsive,effective and courteous manner. Section 6. We believe that the economic and commercial job base of the community should be preserved and encouraged to grow as an alternative to increasing property taxes. We believe it imperative to have an expanded and diverse economic base, Section 7. We believe that Councilmembers set the tone for civic discussion and should set an example by: (a) Setting high standards of decorum and civility. (b) Encouraging open and productive conversation amongst themselves and with the community about legislative matters. (c) Demonstrating respect for divergent points of view expressed by citizens, fellow Councilmembers and the staff. (d) Honoring each other and the public by debating issues within City Hall and the Community without casting aspersions on members of Council,the staff,or the public. (e) Accepting the principle of majority rule and working to advance the success of "corporate"decisions. Section 8. We solicit the City Manager's support in conducting the affairs of the city with due regard for: (a) Promoting mutual respect between the Citizens, City staff and the City Council by creating the organizational teamwork necessary for effective,responsive and open government. (b) Providing the City Council and public reasonable advance notice when issues are to be brought forward for discussion. (c) Establishing and maintaining a formal city-wide customer service program with emphasis on timely response, a user-friendly atmosphere, and an attitude of facilitation and accommodation within the bounds of responsibility, integrity, and financial capability of the city, including organizational and job description documents while pursuing"best practices"in customer service. (d) Seeking creative ways to contain or impede the rising cost of governmental services, including examination of private sector alternatives in lieu of governmentally provided services. (e) Providing a data base of future projects and dreams for the new City of Spokane Valley so that good ideas from its citizens and leaders are not lost and the status of projects can be readily determined. Approved by the City Council this 11th day of December,2007. ATTEST: /s/DIANA WILHITE Diana Wilhite,Mayor /s/CHRISTINE BAINBRIDGE Christine Bainbridge, City Clerk Approved as to form: /S/MICHAEL F. CONNELLY Office of the City Attorney Page 53 of 56 APPENDIX E: STATEMENT OF ETHICS SPOKANE VALLEY CITY COUNCILMEMBERS' STATEMENT OF ETHICS By adoption of the Resolution which adopts this Governance Manual,the Spokane Valley City Councilmembers hereby agree to be bound by the following rules of ethics: DECLARATION OF PURPOSE: • Provide guidelines and set high ethical standards for Councilmembers to perform their duties in an open, honest,and unbiased manner. • Establish procedures for prevention and/or elimination of possible conflicts of interest. • Improve and strengthen the public's perception and trust in their local government. DEFINITIONS: Compensation: Anything of economic value regardless of amount, however designated, which is paid, loaned, advanced, granted, transferred, or gifted, or to be paid, loaned, advanced, granted, transferred or gifted for or in consideration of personal services to any person or that person's immediate family as that term is defined in RCW 42.17A.005(24)35. Contract: Includes any contract or agreement, sale, lease, purchase, or any combination of the foregoing. A contracting party is any person, partnership, association, cooperative, corporation, whether for profit or otherwise,or other business entity which is a party to a contract with a municipality. PROHIBITED CONDUCT: (a) Acceptance of Gifts: No Councilmember, based solely on their position with the City of Spokane Valley, shall receive, accept, take, seek, or solicit, directly or indirectly, anything of economic value regardless of the amount, as a gift, gratuity, or favor from any person or entity outside the City organization. Campaign donations made and reported in conformance with Washington law are exempt from this provision. (b) Interest in Contracts, Exceptions: No Councilmember shall be beneficially interested, directly or indirectly, in any contract where the City of Spokane Valley is named as a party to the contract; and no Councilmember shall accept, directly or indirectly, any compensation, gratuity or reward in connection with such contract. This prohibition shall not apply to the exceptions specified in RCW 42.23.030 36 which are incorporated herein as if fully set forth. (c) Incompatible Service; Confidential Information: No Councilmember shall engage in or accept private employment or render services for any person, or engage in any business or professional activity when such is incompatible with the faithful discharge of his/her official duties as a Councilmember.No Councilmember shall disclose confidential information acquired by reason of such official position, nor shall such information be used for the Councilmember's personal gain or benefit. PERSONAL OR PRIVATE INTERESTS,PUBLIC DISCLOSURE: Any Councilmember who has a financial or other private or personal interest in any ordinance, resolution, contract,proceeding,or other action pending before the City Council or any of its committees, shall promptly disclose such interest at the first public meeting when such matter is being considered by the City Council, and a summary of the nature of such interest shall be incorporated into the official minutes of the City Council proceedings. Any Councilmember who feels disqualified by reason of such interest in any matter before the City Council, shall make a public statement and disclose the reasons why that Councilmember feels disqualified, and state that they are recusing themselves from the issue, and with permission of the Presiding Officer, will leave the Council Chambers until such time as the issue at hand has been disposed of in the regular course of business. Page 54 of 56 Endnotes: RCW 42.30.110—Open Public Meeting Act,Executive Sessions RCW 42.30.140-Open Public Meeting Act, RCW 35A.13.035-Optional Municipal Code(35A)—Council-manager plan of government RCW 42.52—Ethics in Public Service RCW 42.56—Public Records Act RCW 35A.12.160 Optional Municipal Code (35A) — Council manager plan of government; public notice of hearings and meeting agendas vii RCW 35A.13.170—Optional Municipal Code (35A)— Council manager plan of government; council meetings— quorum,rules-voting viii RCW 35A.12.110—Council meetings,shall meet regularly,at least once a month. ix RCW 35A.12.110—ibid. X RCW 42.30.080-Open Public Meetings Act,Special Meetings,procedures for calling Special Meetings RCW 42.30.090—Open Public Meetings Act,Adjournments XI'RCW 35A.13.170 -Optional Municipal Code (35A)—Council manager plan of government; council meetings— quorum,rules-voting XIII 35A.12.120—Council meetings,shall meet regularly,at least once a month XIV RCW 35A.12.060—A council position shall become vacant if the councilmember fails to attend three consecutive regular meetings of the council without being excused by the council. RCW 35A.13.030 Mayor election chair to be mayor duties: Biennially at the first meeting of the new council members shall choose a chair from among their number;the chair shall have the title of mayor and preside at meetings.. XVi RCW 35A.13.190—Ordinances,emergencies,may be effective upon adoption if passed by a majority plus one of the whole membership of the council and have the ordinance designated as a public emergency;but such ordinance may not levy taxes,grant,renew or extend a franchise,or authorize the borrowing of money. XVII RCW 35A.13-Council-manager plan of government. XV1Il RCW 35A.13.030 -Mayor— election—chair to be mayor— duties: Biennially at the first meeting of the new council members shall choose a chair from among their number;the chair shall have the title of mayor and preside at meetings.. xix RCW 35A.13—Council-manager plan of government. RCW 35A.13.020—Mayor—election,chair to be mayor,duties XCXI RCW 35A.13.020—ibid. 22 RCW 35A.13.080- City manager—powers and duties. Page 55 of 56 23 RCW 35A.13.080—ibid. 24 RCW 35A.13.120 - City manager—interference by councilmembers; council shall deal with the administrative service solely through the manager 25 RCW 42.36.040—Appearance of Fairness—public discussion by candidate for public office 26 RCW 42.36.060—Quasi-judicial proceedings,ex-parte communications prohibited,exceptions. 27 Chapter 36.70C RCW—Judicial review of land use decisions 28 RCW 43.21C.075—State environmental policy;Appeals. 29 RCW 36.70B.130—Local Project Review;Notice of Decision;distribution 30 RCW 42.36.010 Appearance of fairness doctrine—local land use decisions. 31 RCW 35A.13.120 - City manager—interference by councilmembers; council shall deal with the administrative service solely through the manager 32 RCW 42.30.010 - Open Public Meetings Act; legislative declaration. It is the intent of this chapter that their actions be taken openly and that their deliberations be conducted openly. 33 RCW 42.30.020(3)—Definitions—defines"action" 34 RCW 35A.13.020—Election of councilmembers—eligibility—terms—vacancies—forfeiture of office —council chair. 36 RCW 42.17A.005(24) —. "Immediate family" includes the spouse or domestic partner, dependent children, and other dependent relatives, if living in the household. For the purposes of the definition of"intermediary" in this section, "immediate family" means an individual's spouse or domestic partner, and child, stepchild, grandchild, parent, stepparent, grandparent, brother, half brother, sister, or half sister of the individual and the spouse or the domestic partner of any such person and a child, stepchild,grandchild,parent, stepparent, grandparent,brother,half brother, sister, or half sister of the individual's spouse or domestic partner and the spouse or the domestic partner of any such person. 36 RCW 42.23.030 - Code of Ethics for municipal officers, contract interests, interest in contract prohibited — exceptions. "No municipal officer shall be beneficially interested, directly or indirectly, in any contract which may be made by, through or under the supervision of such officer, in whole or in part, or which may be made for the benefit of his or her office,or accept,directly or indirectly,any compensation,gratuity or reward in connection with such contract from any other person beneficially interested therein." Some exceptions include furnishing utility services.Most exceptions apply to entities other than cities. Page 56 of 56 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: July 7, 2015 Department Director Approval: Check all that apply: [' consent ❑ old business [' new business [' public hearing [' information ® admin. report [' pending legislation [' executive session AGENDA ITEM TITLE: 2015 Transportation Improvement Board (TIB) Call for Projects GOVERNING LEGISLATION: PREVIOUS COUNCIL ACTION TAKEN: Adoption of 2016-2021 Six-Year TIP, June 23, 2015; Informational RCA, June 30, 2015. BACKGROUND: The Washington State Transportation Improvement Board (TIB) issued a 2015 Call for Projects on June 1, 2015 for allocation of funding for the Urban Arterial Program (UAP) and Urban Sidewalk Program (SP). Approximately $87M is available statewide for funding the Urban Arterial Program (UAP). The anticipated funding levels for the Urban Arterial Program in the Northeast Region have increased from $8.3M last year to $9.6M this year. The East Region Urban Sidewalk Program decreased $1.1M from last year to $0.84M this year. Project applications are due Friday, August 21, 2015. Staff evaluated the TIB grant criteria and worked with TIB staff to identify projects that will score well and have a high potential to receive funding. Staff reviewed the adopted 2016-2021 Six- Year TIP, the Pavement Management Program, accident hot-spots, and other elements of the City's transportation network. Staff also coordinated project ideas with the Community and Economic Development Department staff. Based on this evaluation, the following preliminary list of projects was developed for submitting to TIB for consideration. In the PROJECT NAME 6-Yr TIP YEAR ESTIMATED TIP? PROJECT COST Urban Arterial Program Mirabeau & Pines (SR-27) Parkway Traffic Signal YES 2016 $350,000 McDonald Rd Pavement Preservation, 8th to YES 2016 $1,300,000 Mission Sullivan/Euclid Concrete Intersection (RW/CN) YES 2017 $2,108,000 Broadway at Argonne/Mullan Concrete YES 2019 $1,703,000 Intersections (CN Only) Urban Sidewalk Program Opportunity Elementary—SRTS (Bowdish Rd) No N/A $500,000 OPTIONS: Discussion RECOMMENDED ACTION OR MOTION: Discussion BUDGET/FINANCIAL IMPACTS: The City's match on TIB funded projects is typically 20% of the total project cost. As the proposed TIB applications are developed, staff will coordinate with the Finance Department to ensure there are sufficient City funds to provide the needed match for the proposed TIB projects. Right-of-way is not an eligible cost for sidewalk projects. STAFF CONTACT: Steve M. Worley, PE — Senior Capital Projects Engineer Eric P. Guth, PE — Public Works Director ATTACHMENTS: Project Summary Sheets niecx Mirabeau Pkwy & Pines (SR-27) Traffic Signal CI] Valley 41 __ ~I,I 1;11 -�-.• _ °. r 1 I • �, w fi •T- -• E a•te, - Mirabeau Pkwy&Pines (SR-27), Traffic Signal , " — `r -- -.w---_,u _ _}a ;r f r: - - — NIIMC: ,Phr.,42- �� » ` r" iiii/ ., ._ . _ r7 - ?I 5-- S:,mor SP.-em. . )' - "` , - ( c a - E a° �_ North "s'-'' % '''.7.-1L-5"4"11 . 1 -• ., __, ..II1I,1 � 2016 2017 2018 2019 2020 2021 Project Description: The Mirabeau Pkwy& Pines(SR-27)Traffic Signal project installs a new traffic signal at the Mirabeau Pkwy and Pines(SR-27) in- tersection. New commercial development along Mirabeau Pkwy and increased traffic along Pines(SR-27) has made it increasingly difficult to access Mirabeau Pkwy during the morning peak hour and Pines Road during the evening peak hour. Benefits of Project: Installing a new traffic signal at Mirabeau Pkwy& Pines(SR-27)will increase the level-of-service at the intersection from LOS"F" to"LOS" B during the AM & PM Peak Hour. A failing LOS places the burden of mitigating this condition on new development which is oftentimes cost prohibitive. Installing a traffic signal at this location will encourage business to locate and develop along Mirabeau Pkwy, Pinecroft Way,and Cherry Street. Project Cost Estimate: Preliminary Engineering(PE)-$30,000 Construction (CN)-$320,000 Total Project Cost—$350,000 DRAFT(7-7-2015) McDonald Rd Pavement Preservation, S`pokanne Valley Jritopvx '.R _-- AIM i'' R ..�. ow. _ 2--.-.1 . _ _ - s� , Spokane Valley - 'z' A� _ S; �' Mission Ave - s _—` -: :za ` . 4 -3 . z , j a. - , McDonald Rd Pavement . r- Ili - aj_ • +. -reservation,8th to Mission s a x z. � � s di I • *• I • `,c Sprague Ave _ r —.1.. a --1.17-:`,4- _ • _■ * , _ , - - - C. i -�.7 Ct� A-we _ - - rr.,- ` _■� f/ + "'11;ti F.va _.. 4 'T - _ �. z, • - �� 1 th'Ave - - �" _ - _- a`. , +.- m_ r 1 ` 3 L - rE 131.1 xve'r w '-r '"* ''� eh '� 7.5fh :A�•-e. __. _. • -' } ilk North t 96th Ave c , � o` 'E 7'7t- A: r 2016 2017 2018 2019 2020 2021 1 Project Description: This project will place a moderate overlay(1.5-2.5 inches)on McDonald Road from 8th to Sprague Avenue and a thin overlay(1.5 inches or less)from Sprague Avenue north to Mission. In addition,over 80 sidewalk curb ramps will be rebuilt to comply with current ADA requirements. This project will also upgrade the current stormwater system. Funding has been received for the pavement markings and signs needed to reconfigure McDonald Road from a 4-lane road section from Sprague Avenue to Mission to a 3-lane section with bike lanes, and add bike lanes south of Sprague to 16th Avenue using Highway Safety Improvement Funds. Benefits of Project: The McDonald Rd ROAD DIET project will enhance safety from Sprague to Mission by reducing accidents by at least 20%for all accident types. Providing new marked bike lanes along McDonald will give bicyclists excellent north-south access in the heart of the City and access to the Appleway Trail which provides excellent east-west access to the City's commercial core. Project Cost Estimate: Preliminary Engineering(PE)-$133,000 RW—$1,000 Construction (CN)-$1,166,000 Total Project Cost—$1,300,000 Awarded$608,900 in HSIP to construct traffic components for Road Diet, this project is for pavement preservation and sidewalk ramps. DRAFT(7-7-2015) Euclid Concrete Intersection RW CN ` c.-.• �`` Sullivan /Euclid (RW/CN) — e �; t , - C ,fr it 1 - .•:_. Sullivan/Euclid Concrete . I i I - _-- ntersection(RW/CN}Project ! I IT. _- _ - -, :1110111M11611 r- uchd Ave. :+ _-- '. n . __. A. imMillat a —i ++�. i Tr dif —■■�I1 r y • t. f '� n J _•1 -- --r i I•.,. a I - , . -..ci cr ' _ _ �, it -- - _ 2016 2017 2018 2019 2020 2021 Project Description: This project will reconstruct the intersection of Sullivan Rd and Euclid Ave with Portland Cement Concrete and provide ADA up- grades as necessary. Benefits of Project: The existing intersection is experiencing severe rutting,ravelling and longitudinal cracking. Significant truck traffic continues to destroy the pavement. Preservation of the existing pavement is not an option in that the existing pavement section does not have the structural integrity to support the heavy turning trucks. To reconstruct this intersection using PCC Pavement at a de- signed depth to support the type of traffic using it will provide a long term solution to prevent pavement deterioration. This is the most cost effective solution and the least expensive over the long run for the taxpayer. Project Cost Estimate: Right of Way(RW) =$26,000 Construction (CN)=$2,082,000 Total Estimated Construction and Right of Way cost=$2,108,000 DRAFT(7-7-2015) Broadway @ Argonne/Mullan Concrete Intersection (CN only) _- _ ,,r polcane F Valls P R - I �. ay Cll. i RIz. ,1%z_ t� ' „� -=n __l_s1t tti _.___ - — - -a ' — - 11111i117-177 ` . ,t '4 s - / .4 :„,.., . .. _t . --:-.=- - a c ' ,4- ,111 2016 2017 2018 1 2019 1 2020 2021 Project Description: This project will reconstruct the intersections of Broadway Avenue at Argonne and Mullan Roads with PCC pavement and provide ADA upgrades as necessary. Benefits of Project: The existing intersection is experiencing severe rutting,raveling and longitudinal cracking. Significant truck traffic continues to destroy the pavement. Preservation of the existing pavement is not an option in that the existing pavement section does not have the structural integrity to support the heavy turning trucks. To reconstruct this intersection using PCC Pavement at a de- signed depth to support the type of traffic using it will provide a long term solution to prevent further pavement deterioration. This is the most cost effective solution and the least expensive for the taxpayer.The design life of the project is 30 years. Project Cost Estimate: Construction (CN)=$1,703,000 DRAFT(7-7-2015) Opportunity Elementary-SRTS (Bowdish Road) 000..\...., Val ley - ------. Otili , , _ 7.-cc_ . . ....r ,, — algilANIIWV 8th Ave ' w L - ... - �,:. " �� ...� - _ ,d fir. .. - m - 7. _ '�'�a_7- - _ .''•• �` �R'r� -_ r i • _ ` Bowdish Road r_;'its _ __�'' a •4 _ -�AT _ ". -4. - - !! t bPPORTUNITY A t 11th Ave , : ELEMENTARY w SCHOOL r . '+1. 041 '''7 '1 -r-i-I: 1lik -6:, • i_ rLHN * lifir 12th Ave . o 2016 2017 2018 2019 2020 2021 Project Description: This project is a Safe Routes to School(SRTS) project that provides new sidewalks to the Opportunity Elementary School. New sidewalks will be installed along the east side of Bowdish Road beginning at 8th Avenue and ending at 12th.At 11th Avenue, new sidewalks will be installed on the south side of the street from Bowdish Road east to Wilbur Road. The project will include new curbing,a minimum 5'wide sidewalk, new ADA curb ramps at street corners,some roadway paving where new curbs will be be- yond the existing edge of road,some right-of-way acquisition,curb walls and stormwater facilities. Benefits of the Project: New sidewalks provide a safer route to school.Sidewalks build a sense of neighborhood and community and these sidewalks will hopefully reduce the number of cars dropping children off at school during the day. Sidewalks promote safety and encourages children and their parents to walk and be more active. Project Cost Estimate: Preliminary Engineering =$90,000 Right of Way&Construction=$6,000 Construction=$404,000 Total Estimated Project Cost=$500,000 DRAFT(7-7-2015) CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: July 7, 2015 Department Director Approval: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Public Works Projects Update GOVERNING LEGISLATION: N/A PREVIOUS COUNCIL ACTION TAKEN: N/A BACKGROUND: This presentation is intended to provide Council with an update regarding the status of current Public Works projects. OPTIONS: Discussion RECOMMENDED ACTION OR MOTION: N/A BUDGET/FINANCIAL IMPACTS: N/A STAFF CONTACT: Eric Guth, Public Works Director ATTACHMENTS: Public Works projects presentation Public Works Department 2015 Project Updates and Progress Report July 7, 2015 o.utiF: .....__- Public Works Department: 2015 Projects Update Argonne Road Corridor Upgrade • Signal Upgrade at Knox complete , # i • Argonne/Knox Intersection . . - � : � .- r � 4.. reconstructed ` '4 , _ - • Working on Right Turn Lane at Montgomery , _ - a • Paving scheduled for July 10 i • Installation of fiber optic cable ' scheduled for July 2 1.0 ,....---- Public Works Department: 2015 Projects Update Mansfield Avenue Connection • 6-plex has been removed • Ready to begin construction — late July • All ROW has been acquired • Utility work to start in advance of contract - . i ; _.,__ _ ___., ______ p . 10-1110111--- . " . ; 'i` _. 4-4 -7 ---:: :n r_ 1 -154 . ,'C., : in. -1 poi , • 1 ' t1' ;Li - bl r 3 Public Works Department: 2015 Projects Update Sullivan West Bridge Replacement t; • Northbound bridge improvements 4 4 g p r le f complete - �; • Phase 3 traffic control in place a -r jor1 • Contractor building temporary work �" s• � z t = ti. bridge - - �� t� • Demolition of bridge scheduled for late July _ * - -- - - • Web cam operational °. ▪ a r _ 4 en �; 4 eIMIMEIE .P' g---- Public Works Department: 2015 Projects Update Appleway Trail — University to Pines • Construction Complete To • • Parking agreements - STA & CVSD r • ParkingWayfinding Signs installed , - Y� g - _ �{ 0- - T • Unveil the Trail event — Jul 9th _ _`, - =L- v iiimoimpir7"---,..,-- ------ft---......„ ______________„,.......7.0- Public Works Department: 2015 Projects Update ill PT ' Street Preservation Projects - - r .�,, k R • Sullivan Road (WSDOT) P} Under construction i, _ - • Sullivan Road - Sprague to Mission Under construction, Pave out July loth • Houk, Sinto, Maxwell Construction starting July 6th to Mid August • Montgomery Ave - Dartmouth to University _ I :ri Pt 414%VW Estimated Start Date August 3rd to Mid August _ ' t ` _ , t., .w. r • Mullan Road - Sprague to Broadway ' 4 "11';'''' ''. Advertised for bids June 26th, Construction in August " Public Works Department: 2015 Projects Update Sprague/Long Sidewalk • CDBG Grant funded . ` I • Plans & Specifications being _____.F. . = 1 1 . - ,: finalized .041, iltike 4 ._ 1, , • Ready to bid mid-July - • Construction to be completed by - mid-September litimmia - *AL'IP.-2,-_, iniew .„,..._ Public Works Department: 2015 Projects Update Citywide Bike/Pedestrian Safety Improvements L_ • Designed 4 Rectangular Rapid T. Flashing Beacons (RRFB) s _ M T. ill' 'lel:: o Argonne/Valleyway ,d o Mullan/Valleyway ,. o Indiana/Twigs Valley Mall y- o 32nd Ave/Collins ;( • Coordinated High Reflectivity Signs, 1 • Bike Route Signs & Countdown 4 -,1,16'-: �4 i Pedestrian Heads • Traffic Signal Modifications for Pedestrian Safety 1 utimem ......... . Public Works Department: 2015 Projects Update Transportation Planning Reports - • Finalized Sullivan Road .. - _ . Corridor Study _ A'�' ' '- _ '° Nit Sullivan Road Corridor Study • Finalized University „ ,, Overpass Study FeJRepot!' • Signal Warrant , `Y. • .rsp..d kr, PripliViirr Analyses ` � • �yl� W ”. Il.,. �apI��SYily! '+.tl'.G*Fe.Tf A.w®518'A? F I H`#sraa .. 9l9�.ak'k+!!"4„4+a�d9ib +a+=.WA.;� ? 9tFiv i k r:,,�e3al, F)1 linlveTsity Road Overpass'Rudy Frnal Report 9 . 0•11------ft"...........„.„.„......., Public Works Department: 2015 Projects Update Broadway, Havana to Fancher Storm Drain Retrofits = {: , - .-.r, N - - ti .uY A 4 V - --'. • Project Completed on June T- • 30thril Project eliminates several t drywells and improves ar protection of others. - . - • Partnership with Fairgrounds with R " constructing swales .,, imumpupww•---........„.....„- .- 1[......7-1..,,,,.., ..„........„....:,:„...„ Public Works Department: 2015 Projects Update 41 " $ _ Porous Asphalt Project Adams & F ..7 Wellesley, 24th and Bowdish ,i...4- - lt � 1 • Project Completed June 12th. - = • Partnered with Safe Routes to __1; School project on Adams and - Wellesle -4 . ' ` , ' - Y .-rt • Pilot project to install an k" = � alternative to drywells, EPA r approved Green infrastructure. / Public Works Department: 2015 Projects Update Spokane Valley Regional Decant • Tested through Winter with WSDOT ° • City started using facility on -, 3/16/2015. • Saved the City over $40,000 so far in costs to handle and dispose. • Savings could be used to dean more structures. • IPMEIFI''' Public Works Department: 2015 Projects Update Bridge Maintenance • Barker Road Bridge — Trees Removed • Sands Road Bridge — Epoxy Overlay on Deck L it . h -'" J, ' _ \ '/,S.-. 4 - M. - r - 1 SIF ; • �, ,yam' �. i y '" a.. E • y` - s ft. . ,rte _� _ - I Wit e , 13; Public Works Department: 2015 Projects Update • Pavement Preservation - POE Asphalt Repairs • $75o,000 in upcoming Asphalt repairs • Project sites include: " _ "k �� • Progress north of Sprague g• NB Sullivan at 4th I 1 • Utah west of 4th • SB Dishman-Mica Appleway to 8th • 22nd west of University • Woodruff and 36th i4 Public Works Department: 2015 Projects Update Design Projects 'in the works' • Citywide Reflective Signal Back Plates (2015) • Evergreen/Indiana Transit Access Improvements (STA Project-2o15) • Citywide Bike/Pedestrian Safety Improvements (2015-2016) • Pines (SR 27) & Grace Ave Intersection Safety Improvement (2016) • McDonald Road Diet — Mission to 16th (2016) • ITS Infill — Broadway, Fancher, University (2016) • Appleway Resurfacing — Park to Dishman Mica (2017) • Sprague/Barker Intersection Improvements • Sullivan/Euclid Concrete Intersection • Broadway/Argonne/Mullan Concrete Intersection • Mission Ave Improvements — Flora to Barker IMEME Public Works Department: 2015 Projects Update 411111 0 1' ir Questions? CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: July 7, 2015 Department Director Approval: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Parks and Recreation 2015 Projects/Programs Update GOVERNING LEGISLATION: N/A PREVIOUS COUNCIL ACTION TAKEN: N/A BACKGROUND: 2015 has been an extremely active and busy time for the Parks and Recreation Department. There are a variety of much anticipated construction projects as well as numerous programs and services that our citizens can take advantage of. The administrative report will focus on and highlight what is happening within the Parks and Recreation Department so far in 2015. OPTIONS: N/A RECOMMENDED ACTION OR MOTION: None BUDGET/FINANCIAL IMPACTS: All projects and programs discussed within this report are included in the 2015 Parks and Recreation Department's general fund and capital fund budgets. STAFF CONTACT: Michael D. Stone, CPRP. Director of Parks and Recreation ATTACHMENTS: PowerPoint Presentation Parks & Recreation 2015 What ' s Happening ? 2 Browns Park - Sand Volleyball ....„.„...,„...._....,..,,_.,._,4,g,., .: ,,,, . i vr*,,. ..„ ,,...,:....„,„... .......,,,,k,,444,-.7 i.:7..-t,, --.1011%.- ,..., - - - to0),, R. °� I ?7nr-- i/ ld }r - ..., f ' Ir R£ 'M . ;a. illit21111" C i HTS �.._ 1 11111111111.111 _. W.: ' L ti .r .. e.. >r ,. qc.. 3 Browns Park - Sand Volleyball • , - ),1 IIIIIIIIIIPII L. ., ,..„. • 'Ir.vit)461 .. -2.,..__ 4 Browns Park — Sand Volleyball _ ..... by - nq _ ..,„... _ , .. . _ __. ......_,_....„ _ , _ _ _ . - ,„ a= . _ ■ . .._,... -,,*:r-oil.NC ,-.. .. . . u- `.�. p .'.s=per ' �.� Browns Park - Sand Volleyball 6 drowns Park - Sand Volleyball 111111111111111.111 �_ _ owl". . ._ _- /- - -r T 7 Browns Park - Sand Volleyball • 0."191- I•up . � .rte` .,_ 8 Browns Park - Sand volleyball ... :, .... _ i,,.. rAigimewg 4 ION __ 0 ' ---..;. 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Ed l •ff Park Shelter . . •-. . . .,;. • :4,, . . , Ir• imer -7-"' It '”.....' ,:f ...:*1','7' :.. . ...-.-'..., , ,, • -,,:. . t . 1 •1". .. _ _ • , ,_ __ .. . • „.. . . ., , , _. t _...,,A, .41. _ ........_ . ... . a . ,r - ——7.1,__........ —ri ,--' ---a _...--......" — - I. ...v _ r. -0:,'.'•iir ,4 : _---__ L4 44.,.. ... - . . ittitytt ._. __ -.... I L .-—L"...•.47.: - . - -•- -.- - , "- -r : T ' ,, ' ••,;1 '•--,,--,-: • —- ''' '''' " ;;,,,'-',7,..---' _.,....1m,-• 11%4' ` — ..„._ ... ...„ 13 P rk i n a S s ...., .._..„„..4. ,.J . , y i t I y ' , by A�. Y �, yn�'SWOkaa' alley .` Spokane11 REENACRESPARKG..--, ! - art • _-Va11ey ^.; "j film ;.;41 BROWNS PARK -- tsnEP 1979 - w m iiz }d t j Y,rl s �ft eyF11� + � yt �. art l �Y � } r�y f��, , —_ 14 Valley Mission - Pool Tank fi 41 14.4111) Joy 4 15 Summer Programs/Aquatic ,, ,,,.... ikane � .. .. a . , ., ,.. . . A CIV of 5pokarie°lolley +4117_, ed• r PAH%& ecrieation Pupa 1111 i `11,:r),',1_,-V6 r) ,14 _ UATE .. i . 2015 Information Guid t } (.. ....4:(1/2.2._ ,.11,... .,:.: . II, 4 ,,,,,..,..„ 4'", 4;▪ L PARK RQ A I f ; ,`_ 1��4�1t,11,1 111II,`,I:xt o TERRACE VIEW °-i sa1,'Lt 1 I. ` VALLEY MISSION WAY .�[Vali,. 1rc. L r..4�""w. •+ .1.: 7111• a Ar.Z.+ $ 4m 2 %IP 46 ii . w �.� i ....OF Valley +061...rwMdwg, sun w 0 ? ,0 Pool Opening Day Ceiebr loa FREE Sw i rriaf� mtki Saturday, June 13, 2015 . 1 to 5 p.m. and 5:30 to 8 p.m. "- Enjoy a day of FREE Open Swim at all three Spokane Valley Outdoor Pools 3„ www.5pokaneValley.org/Poolsk Park Road Pool Valley Mission Pool Terrace View Pool 906 N Park Rd. 11123 E M15sIon Ave. 13525 P 24th Ave. Arif .�` - =- 111=K FREE Summer Outdoor Movies at Mirabeau Meadows Park - * • . 1 * * . * .. . . * • FRIDAY, JULY 24: FRIDAY,AUGUST 21: • # ` . PADDINGTON BIG HERO 611iTE STARTING AT 8:50 P.M. STARTING AT 8:10P.M. 111)AR: .. There will be movie-related crafts for kids lead by Parks and Recreation staff an hour before the movie in the park . i Event Gold ors: VVS E C IJ . www.5pokaneValley.org! 5pansw.=.E Movies lnThePark • 18 Starting July 10, every Friday in July., r�' 'arks Fun enthusiastic Park Program Leaders will and 1ecr.e • travel to two different prescheduled l 'a ` fe Fndays parks to engage park users in awesome fun. Participate every Friday at one park and get entered to win a swim pass for e.. - inz the Parks the month of August valid at all three Spokane Valley Outdoor Pools. ow July www.SpokaneYalley.org/ParkPassport run in u - i'a t>t 1 1 :-� ta i. Sprliaokane ,, 1� � i�_ . �►:. , - . _..\ . ,► . 4000 MtlleY' 5,okane Valley Parks and Recreation ■ 509-688-0500 M_ 19 Summer Da ' am Y p ¢ i i 9i pJ • r•" ....r V I � _ .. - r i SPP.,', 4° fives+r.,► . 1.o e -, . . b. rail/ e r bus► 461ii ilY►n1 P • lle finer..::,40 -•VIE; s11FfhE�1 rail/ Ifk' aiIMM[N pare ,. rr.w. �, p • e" /� ifIC, ;IiPnNEA� %A 5i , i� jor �nuilf .r .....,- A l 4. 7 s ., , fi ' . .. _ _ 1 Ai . 1 20 Summer DayCamp , ,...... ,,,,.. _ , v...4 - w. ,,,..., ,...„. a Siiiimar.-- ira -3r: , ,:: 1: - 1504000, I --idiom" , 4011-‘ ... C. M 21 Summer DayCamp imm_.._ • . ;ti.. ..... ma r�� y , 40... -.tip , _ 0., . T No i. p / tib. . - SF) CO` Nk - AL IVIIVIEF 4 . •t .y - ' •:71. i 22 Summer Day Camp etz,, - k _ 411, 1!%, —40 • — 1-1 4t '‘ 1. ' 1r. • - _ . „."1"004177' • .....:;eodirv: c.: 0114,10***4 23 Summer DayCamp • ,, ,, ..., ., . gigt 1 4 y( • r i'lrn•' r pj ". _ 24 Summer DayCampC . ,, . -iii,_-.„,... ---„,„ .� � _ � � i 1- 1ccj4tPMl1glMM c , +f .44 -_,, T k i • , 'ittI , .. a 1 i ma i + t"rii •.:'.P4'�n; :'+y0".'4->'.� 25 CenterPlace , . _.. -:• i 1-... -4L------- ..' -„-- , - ---- ' ‘ . - __ -- - . ' .1- ..:__ ___- ,,,,,::. - -----,- . --„., ..,----14. ,,,-.4-5-T .p= -,.' .-1 --,..-. ..• -1. - - - ., _. 4,404,,. ---7, - -. . _. ,.k. . ,..,,-„. 10.. ,ii - . ',"-X ',•-!..* '';'.-i'', ,,:nkr--, _ --AP)..,,,,,;,,,;. --, -... . ..x----_,H.____-_-___-------.., . .., . ,-.,-.7,674,, 4. . , .: -,--- - .'6.,,-- --1.41/4--E,;•64., 'j---.:--.7&,"' ;,...27,,f,:' "4'-''' 'e-• . • “." _ -7-' '14,-`'‘-,' '"Ir-.,' •., 0' - t Ili ' 4... 1" .11 M.7 ,'•,-..... 1141 a--.y. . . .0 . . ,,,_ . . ,,, . 7 . • ,..„. -. . - rf fiv.,• _ . . ali -. . '. — . 17.,.. . Mr ---. Mili liNEEm 26 1_015 LE) D is RE D 'ION .:jJi { TH wtkri Cam %tom CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: July 7, 2015 Department Director Approval: 02 Item: Check all that apply: 0 consent D Old business ❑ New business ❑ Public.Hearing Information Admin. Report Pending Legislation AGENDA ITEM TITLE: Community & Economic Development Project Updates and Progress Report GOVERNING LEGISLATION: None PREVIOUS COUNCIL ACTION TAKEN: None BACKGROUND: The mission of the Community and Economic Development Department is to foster vibrant growth in the City by providing streamlined services and support to encourage private investment for a safe well-designed physical environment, maintain regional competitiveness, assist business development and recruitment, and promote a strong, diverse, and competitive local employment base. The Community and Economic Development Department provides engineering, planning, design review, construction inspection, permitting, code enforcement and economic development services. OPTIONS: Discussion only. RECOMMENDED ACTION OR MOTION: NIA BUDGET/FINANCIAL IMPACTS: N/A STAFF CONTACT: John Hohman, Community and Economic Development Director Attachments: • Presentation • Pagel of 41 CommunityEcon m c Development Progress Report Updates ,,, July 7 20 [ 5 . = John Hohman, CED Director r. , - µ. . .: = �_... "t'. :'`333 ." qr.,�;- ' Mt' u je Spokane -• ,; ,� Walley. C'[alo,inunrh' '(Upporfmil.). Mission Statement To foster vibrant growth in the City by providing streamlined services and support to: encourage private investment for a safe well-designed physical environment, maintain regional competitiveness, assist business development and recruitment, and promote a strong, diverse, and competitive local employment base. Spukan e� (.om,rrerrrh'r f Upprnrrrrrirl i n Topics[discusso ® Master Plans • Permitting a Committees & Regional Meetings o Business Development ® Marketing S`pakane (`r rrrrurra+rr'Il frurn P! ns Master a _ -� i# .W' j — 7 ..111 it- . . _4... , .. .. ... #1.,al : . ,..---., , iii .. , , ,,,4il:+ .. !.._At.---- Ic.:,,I, , 1 ,.... ..__. •4 V p + r S`pokan �' .Valley. ,,on,m..,,,.q Opporrumlti Comprehensive PUpdate ® CommunityVisioning Report • Audit of current Comprehensive Plan ® Citizen Initiated Amendment Requests ® Existing Conditions Report ® Population Allocation • Environmental Analysis (potential EIS) • Draft Plan and Development Regs S`pakane~'' C'uurl7i!u11ry'ri,f Opj.ur!i!/P1 it CityHall Design ® Managing the Design Portion of the Project ' la 7 , ,,,,,,,, , 7 ,► - - v -----z Sprague ' ei leo .,L, :,: _:,::, ,, i )",:/-:-,,,,:::-IfHt•-•.- :: - 1 .:;\4TO __It . , 1. ._._ ;ilia:- .,_,:*' --L)-.1/1 w « V H ty.�� ► I ri �� f••l �r v , - tr�° fa . Spvl�an' ne Salle A. Wirth [`OnrnnrnaIV uj Opprsrlrulrny Plan h relineMaster 0 , _ ® In review by Ecology • No comments received during official comment period - r .: odoption after - � approved by Ecology - , �,s, : r ri6 � _ . - r,y ski Spnkane ti r - r� y ". + ..w. .- Valley' i-,,,,,.„, t= . :T1 'rn rrurrrrr Retail eman d An .111""Uisis an d Strategy ® Identified gap in regional retail recruitment efforts ® Hired consultant to develop a retail recruitment plan • Trade Area Analysis • Retail Sales & Gap Analysis • Competitive Assessment & Growth Scenario • Retail Strategy and Action Plan o Hosting workshop with economic development partners, brokers, and property owners Spokane , valley ('rrrfrxrrrrrrti•c,I t)j yr,r lrleru Forker Draw Floodplain ® Floodplain analysis is being finalized ® Next steps r P {tF, . Community meeting _Y. =-- - •; + „ a ' , Final review by FEMA - , . LI Revise flood maps - p y :...1„., •;- ,,,, .<.E :* a;_-,,,-;-. _ . . ., _.,-,., J.„.,,-;,', - {o . -- 777 rF i r : -'--.- '. - :-. ■ r R aY li4 r + p f p Valle p i ��' �� 1��'�, � � �� - 1 ,p.,. Yr I .t-,J1J}lilulllj}'(I Oppr'7Ymiih' .a '. ' ail i.- e 4• - r ,� i j�' : "' 11111.11.1111.711 .11...11.1111.1111111 Permitting w . so to .44, ....4...._....., At' . rl,. o wr. / _s r _ . .111 . rilir . Vis. ' 1 �� .. lits a--- - —_--__ .l a .a a.tifr.E3.' _ r nY.a P r -ru . - -: - .F _ r • On zw r ItJg®kn�e�' • �sValley• ...t- ' (...MFiu+eir1l'0 0ppoi l:mili' a-.,:. ,� .. Streamline Permitting Processes ® Code text amendments ® Developed hydraulic model to assist citizens with floodplain map revisions • Eliminated unnecessary forms ® Developing restaurant online tool = Website with restaurant permitting requirements for all agencies = Partnering with Department of Commerce & City of Spokane ® Expanding online permitting Spvkan'��c• Coordinating egress safety coordination with Fire Department and business owners 2015 Pro 'J e cts @ Expansions and tenant improvements for 5 schools • Sunrise, Chester, Greenacres, Opportunity Elementary Schools • Evergreen Middle School ® Painted Hills Subdivision ® Home Goods o Comcast Call Center ® Insurance Auto Auction ® New Shock training facility o Traditions on Pines - 200 unit multifamily apartment complex Spokane� ley. runrnrrrtrrr of(71rpoo tallow Construction Permits Issued 4500 4010 3961 4000 3340 3454 3431 3500 2993 3000 • 11 1981 Permit 2500 Issued 2000 1500 - I YTD 1000 _ 500 0 - - - r-- a — , — I 7 (77 2009 2010 2011 2012 2013 2014 2015 Spokane 'L alley. c.'rrmr✓rurr+rti•rad flppwlrolufr 20 15 Permit Processing Time 11111 7 ': / o ourp emits are proesse in 3 ay s or less "'okane�` �'L�alley• C'ngtrr+rerrilr r�jf7rypurfruiih' Online Permitting 38.75% Permits Processed through the Online Public Portal ❑ Total Permits Received since July 2014 0 Total Permits Processed Online Sgokan � ('�irunrarrrr(r'u/Opvurlrerrrri Committees Regional M Greater GREATER SPOKANE pokane -- VALLEY CHAMBER Incorporated OF COMMERCE SELECT` � UISIT SPOKRII — • ��„�,a Y SPOKANE REGION s i.... staso of 'acnln�at sn i Near Nature.Near Perfect. 40°..\%%, �+rlr rorerlf5•11 eycx trntirt • • VisitSpokane o Attend meetings and events ( 12 to date) ® Coordinate the development of a tourism brochure o Represent the City on committees o Participate in the development of the regional wayfinding plan o Collaborate to ensure their website promotes the City effectively o Participate in the development of their marketing strategy Spookka�nr](e�i lyp�JJ r!UFIIIIflI( Crprlrrrun Visit S --_� - w w.vI 1t5pokane.corn •SpolraneVaM/warkage Museum places to Stag •Quality Inn vaBq Sub's 111.2 muswnn was focrnrd to colt=piasum tato]90 Em 237 Cunphnagreary lull and wh atfw Nssuk and culture 61 the •Condon Inn ' - brvaifastbuNn SQ497&5.r!&Boo 7777355 i Spokane Valley and teaturos rtnkingd•.sre Full hol lxwl 2•t-hour 11 �— �. 89:3 EAhs5.4 Am Wan Yekf. +_.. o.h�has lHoughosn the yay.Located n _,i orator$P�anprdaynreda QF is i Ow!shuck Opporturliry Tau nshq Halt the PsoE hottuh arouse nook- �/. e, •A •Residence kin Married �10 w ";;; rvrtoraled 5099.6743; buJdu4@ti on the 5,ateard Plattonsi Htsleric '?- r a uers and is Sive rsma,ll TowmhiP SOO 1;40961 r24t5E Mtssarr - i-.y Aitsaly PrWr+tY with hllk Oc•PPvd 1.4-1-17.0',' Hag it tha State of Washington 1210.1{ NWeovs.t.tary r w,!Y ioo337 Nestled1. dt teirway.5043'9243t1Q koS r10 lur.rho,rls.cam &JP?37?13r.r5aclI❑sd rata...Krr 24 SFr ape A4C we51•..CSIprtXrda,1K[rdcr:7 'Ydky rrk>r'+a:itLd'ri • 411tand Suites j -` The Wort horny room •ipdewq beta Stites - �.•• Per Free c[I[rtugrgat b,aat}est wSIN$h` 14. , fKRilelp,5099286. • business aknua :Pr 1[eMllot pei•ditNldy. P4$3sTrez # erauvlvrs 5{r4928d}0'.t timet 6rOklen ly 604635 SpoWzne ualie U . 841445.SdP. 3•gy b'JJiJ17.6. H1TE WRIER16 TIBErrx&s Indium scams gar y rwwrodwga nrLm LOVED? �,. _•- WAN. rorciforpoios lar,r ram IrdnrPo°( P5 wt[dossntenaLEncarp A Spokane Region - -. .norw chamals S.perStan Breakfast 'Iiollday Ms Limits soa92a•f88a so0.B0e Kat 2020 NArpaar4 ,r �h Onctive COM/T=4 ' lko. Ire Ste WW1ilthovalk,"Merano ram 5polaoWiresMt*sra e91X03C M >r r 0••411.401t..509 927710 80046543.E r WO E hI.i1Lrt Sprf.a v41:y White Water Retreats cap:L.rnssr , r '. a - r I3r,NL,,,,.P 't we,Kks a unquv 04:001.4111 y •Mtwiean Pah.Rota a Convention tante - - ••kr''''' -'„,il• for •adnnts of SOX*Val y ll Obis fa* 3ww1E0 NM-Service curious Style hale!woN O t o copies l s t Sulks,kg lair l rigenClass otasraPds at Flood and fug anwntres.504914.90010 86658446N. © hen [ 1`� y..,C l LV GJ r. `,,PI'rran for iarya.ny:ntla int: NOON 5Wxa�t Rd Sp urr YdR'Y VISIT S1 u1TIiuuc *mum ::--....,%,...¢ +' Min CGam ware tlass ii-no m+abnrePaltuelrrm distributed tU hotels r�;must,eamburnlrwBadereaa«msaroFlxh •MI4R w...w.r w...r..r.rz .000 ] r. P.pds--a hip-neve sirotch d it 8I CUSS itsw8th Remafalvd rooms ctasa to shopping i888.SPOKANE afew planners hobs and boulders to be asaded restaurants and the Noon ay 60993S 5399 rwVnitSpotana cent <- _ Loc•nad rrrw Wt. Chmati a 11K4Ptiiy Spat. 800•tt c•8356 i9T4NfYrtadvnxa Ri Sp r 5099211000 �}•[I i �^• }r 1 1 e-}- l5r Foy.*AA mrAd6rowt ®:f7 P ..,..,.SPoI+a•wair.y erg, - 0,46=E0 l.k I�l 4'tiduf IJl !Fuer adrailsTi ramie :Cavia n ivr aad�d vV; el.M• . Guntsanicans The riddr Place yw missthe on rr4-r kit a ti a mole carry • 2 SW... destinations [umcrtlh4 sat unetgw wbr krxada back up ayask sit he res accatusant errnM7u aaM PIRA t'.uinWa u1an. y; r,..•. Stdvan Flol. root ons endoonp or.Xrer.Q tdotC thus ratt4 .,, •okonoVillay _ JJ - Located ant above the M4SKat Ave access. v i i_ Ssdiran HOW IS papula PLSYSpel wltvrortwy •[lpy a Oxford roat yp aria y� SPS �• _.. . • local paddlers Int learned on kayak The wan h SPakar,c Y•lis)ir .. - - anylosllanw7thalaryooale eddy dim rnasarn Omorkq{tr4f.the ipptarw Riser 509&t7rp00 .Washln n - - r S6d868icris r8015E A-.dwaAyc Spr1.�o - - 2aCWasrrUauw Wky,a{rlserd�+{ '+ryeevrt .. -� Kontos'. - S - pokaneI located abortar74adIW!drumvesnp! .Park lama - Sul-Wan tide the it a non4.01F0.rein Myrn rodeos rooms to an aunglhl4lst0,an Oregon 1 wrkrskfLatxtvl ngwa.vnId rdd¢and o mauled stay SO*53616264.112E Srevue L . .....Valley. [a 1y r Aeeewawvt sorters On Arc Seaters Nik7 worew[fa�mue[um [Ilsho - ----- U 151 i s urta�illt'h e)/Ups urrrrfrrr!' '`— . J j Near Nature.NNlsar Ported. Greater Spokane Incorporated ® Attend Economic Development Advisory Group meetings (3 to date) • Participate in regional competitiveness study (TADZO) meetings (4 to date) • Coordinate with GS1 industry managers o Assist with recruitment efforts Spoken'e� �S1ey. - [`uarrnru Ill.c?1'Qplrorturrirti' Regional Selector • Attend consortium meetings (6 to date) ® Partnered on the new web interface: • Widget • City photos to ensure the City's representation • City GIS layers o Collaborated on the development of a marketing plan ® Next steps • New interface to improve site usability Spokane rnrlrfAl O drrriiw Greater okaneValle chamber of P Y Commerce ® Attend business education program, transportation program meetings (3 to date) a Attend Business Showcase ( I per year) ® Promote Chamber programs through our website o Next steps: Participate in development of Big 5 for the Greater Spokane Valley Spokan' ��Valley. C'r rrarlrrrrrrlti a/')pp.rrrerrrri' Water Resource Committees ® Water Resource Inventory Area • Monthly meeting w/ local agencies and stakeholders • Management of watershed resources • Aquifer and surface water - Drinking water • Aquatic habitat • Recreation uses o Aquifer Joint Board • Monthly meeting w/ regional purveyors • Protection of aquifer resources �"pokan �` ( ins murr uj O�rpar7arrri Water Resource C Idaho/Washington Aquifer Collaborative • Monthly meetings wi water purveyors • Managing regional drinking water supply • City staff researching water rights of local water districts Spokane River Regional Toxic Task Force • Monthly meetings wl regional NPDES dischargers & stakeholders • Reduction of PCBs in surface & groundwater *Wanne 'ey. ('rrnxxernerx-r:J C)pp J1'r1,luv 1— mm.mulmil..11...111..l Committees Permitting 0 Marijuana Regulatory Partners Group • Quarterly meetings with state and local agencies • Coordination of 1-502 businesses and licenses • Created resource documents to help business owners navigate permit process (`rtnlnrirrlili'a/'Or y„rwurary Business Development ' C i ....., fi . / ....- 01i \ A 'I, .. . ....., ..i ...,,, , I'• 0:`,..-' . . ii • \ , .4. i ''''' I ' :. \ ,s ..._ \ •., , ./ I, Olg" 41%, Siiik \ane .0...Valley. C'smuntulify 4 .1pport it;re ty Business recruitment, retention and expansion ® Since 2014, provided assistance to 38 existing and new businesses: • s a its+ NICKSO'ReillyAUTO PARTS.EA 2 T 2 CUSTOM SOOTS tnd[pende+MExpert5ervktLR[pnir net ._..i fitness r PEMCO • cp:la. INSURANCftd Cmill BREAD' PLACE ECONOMY EXTENOES STAY ® Working on two active recruitment projects in coordination with GSI Spoknn .....Valley. t'ruunn:n 1 ,I(Jpfxrr'I7iiUI 11."1... ..immmimminilliiiiiiiiiiiiiiiiii111 Business recruitment, retention and expansion • Visited existing businesses with GSI to introduce ED staff, determine . 1 expansion needs and business issues k 'IA 1I ,f:t s Teo. IF ® Visited potential business location sites with GSI, business owners and - , brokers . +b' I '' 1 11 w` ® Provided preliminary site layouts and relevant information to potential r ' 411 business owners ,Yitk, F / i ii 1 • Sewer/septic plans i- • Grading plans ,'` ` 1. • Railroad infrastructure - `* " ▪ Street and water improvements - --'wt ..v _ Obi ,1,; i • Connected potential industries with land owners in the City " , td 1 , Spokan � - Va.xey. c f,„w„flim u!Upporhrrrirw Coffered creative solutions ® Kemira Water Solutions • Problem: Inadequate fire flow for site between two water districts • Solution: Future installation of new water line and temporary office building to serve their immediate needs ® Potential Industry • Problem: Sewer not available ® Solution: Coordinated with adjacent business with private pump station to allow sewer connection S`pukan' ems' Va11ey• [' uu n,nhI r(CJS j. i1Ji oin' ......................1 Infrastructure Funding Opportunities ® Community Economic Revitalization Board (CERB) ® Community Development Block Grant (CDBG) r . . ;* WRONG o Other rant o portunitiesril;ti - llICII t � � z . - , �Y' ▪ Beautification it — 41,I '_ _ • Sewer a_ Spokane Valley t.i,1u rr1nI rr(fli yorlrrrr+{l' Information Technology ® Continue to update Community & Economic Development website • Provide business resource information • Make information easily accessible • Implement ways to track number of views • Mobile friendly Researched GIS options to develop tools for citizens and business owners • Web applications and interactive maps • Integration with SmartGov *Wane 7ltl i7 rl�{ i'1Mn iv arketing IP t II, �_�" 71.1 Y ` e-. ' ,, ,,, ...., . _ , ,. t . , , . ,, . ..,,,, ,,, . , „.. .„. ....,_, . _ „w . '104 y F 411iiiii i v u} I 4, . ` _'` y} ty .7...-• .... .4:..), . ,W.*„.--...-..,r,,- • , _,,, ,IR 1 f' e, 1-1,Illllf 4.+ iI. Vtiiey • f'ru>.1ia.>im ui-fppxrNn+lily Marketing Promoted the City as business and family friendly ® Photo portfolio to use in marketing materials ® Developing new marketing materials • Television & radio commercials • Print media for magazines & billboards • New testimonials Spokan _ Walley C'rxrrnrrrrrrt•of )pprrrrrrrrrrr Questions Sbaane r Cw�+ruirrrilti r� ey rrrrrrr� DRAFT ADVANCE AGENDA For Planning Discussion Purposes Only as of July 2,2015; 9:00 a.m. Please note this is a work in progress; items are tentative To: Council& Staff From: City Clerk,by direction of City Manager Re: Draft Schedule for Upcoming Council Meetings July 14,2015,Formal Meetin2 Format,6:00 p.m. [due Mon,July 6] 1. Consent Agenda(claims,payroll,minutes) (5 minutes) 2. First Reading Proposed Ordinance 15-014 Fatbeam Franchise—Erik Lamb (10 minutes) 3. Proposed Resolution 15-006 Adopting Indigent Defense Standards—Erik Lamb (10 minutes) 4. Motion Consideration: TIB Call for Projects— Steve Worley (10 minutes) 5. Motion Consideration: Mullan Road Street Preservation Bid Award— Steve Worley (10 minutes) 6. Admin Report: Lodging Tax Update—Mark Calhoun (15 minutes) 7. Admin Report: Stormwater Call for Projects—Eric Guth (10 minutes) 8. Admin Report: Advance Agenda (5 minutes) 9. Info: Regional Wayfinding Concept Plan [*estimated meeting: 75 minutes] July 21,2015, Study Session Format,6:00 p.m. [due Mon,July 13] 1. Comp Plan Overview/Progress Report—John Hohman (90 minutes) 2. Admission Tax—Erik Lamb (15 minutes) 3. Marijuana Legislative Update—Erik Lamb (15 minutes) 4. Advance Agenda (5 minutes) [*estimated meeting: 125 minutes] July 28,2015,Formal Meetin2 Format,6:00 p.m. [due Mon,July 20] Presentation: Special Recognition of Eagle Scout Austin Dill—Mike Stone (5 minutes) 1. PUBLIC HEARING: Mining Moratorium—Erik Lamb (20 minutes) 2. Consent Agenda(claims,payroll,minutes) (5 minutes) 3. Second Reading Proposed Ordinance 15-0 14 Fatbeam Franchise—Cary Driskell (10 minutes) 4. Motion Consideration: Stormwater Call for Projects—Eric Guth (10 minutes) 5. Admin Report: Julie Oliver, Spokane Regional Clean Air Agency (15 minutes) 6. Admin Report: Regional Wayfinding Concept Plan—Eric Guth (15 minutes) 7. Admin Report: Uncovered Loads—Cary Driskell (15 minutes) 8. Admin Report: Advance Agenda (5 minutes) 9. Info Only: Dept. Monthly Reports [*estimated meeting: 100 minutes] Au2ust 4,2015—No Meeting(National Night Out) Au2ust 11,2015,Formal Meetin2 Format,6:00 p.m. [due Mon,Aug 3] 1. Consent Agenda(claims,payroll,minutes) (5 minutes) 2. Admin Report: 2016 Budget Estimated Revenues/expenditures— Chelsie Taylor (20 minutes) 3. Admin Report: Advance Agenda (5 minutes) [*estimated meeting: minutes] Au2ust 18,2015, Study Session Format,6:00 p.m. [due Mon,Aug 10] 1. Historic Preservation—Gloria Mantz (15 minutes) 2. LID (Local Improvement District) —Erik Lamb (20 minutes) 3. Advance Agenda (5 minutes) [*estimated meeting: minutes] Draft Advance Agenda 7/2/2015 1:08:52 PM Page 1 of 3 August 25,2015,Formal Meetin2 Format,6:00 p.m. [due Mon,Aug 17] 1. PUBLIC HEARING: 2016 Budget Revenues, including Property Taxes—Chelsie Taylor (15 minutes) 2. Consent Agenda(claims,payroll,minutes,motion to set Sept 22 Budget Hearing) (5 minutes) 3. Admin Report: Spokane County Library District Update— Sheree West and Diane Brown (15 minutes) 4. Admin Report: Advance Agenda (5 minutes) 5. Info Only: Dept. Monthly Reports [*estimated meeting: 40 minutes] September 1,2015, Study Session Format,6:00 p.m. [due Mon,Aug 24] 1. Outside Agency Presentations (Economic Development, & Social Service; 5 minutes each) (-90 minutes) 2. Advance Agenda (5 minutes) [*estimated meeting: 95 minutes] September 8,2015,Formal Meetin2 Format,6:00 p.m. [due Mon,Aug 31] 1. Consent Agenda(claims,payroll,minutes) (5 minutes) 2. Mayoral Appointment: Lodging Tax Member—Mayor Grafos (5 minutes) 3. Admin Report: City Manager Presentation of 2016 Preliminary Budget—Mike Jackson (30 minutes) 4. Admin Report: Advance Agenda (5 minutes) September 15,2015, Study Session Format,6:00 p.m. [due Mon, Sept 7] 1. Advance Agenda (5 minutes) September 22,2015,Formal Meetin2 Format,6:00 p.m. [due Mon, Sept 14] 1. PUBLIC HEARING: 2016 Budget—Chelsie Taylor (20 minutes) 2. First Reading Property Tax Ordinance —Chelsie Taylor (15 minutes) 3. Motion Consideration: Outside Agency Grant Allocations—Chelsie Taylor (20 minutes) 4. Admin Report: 2015 Budget Amendment—Chelsie Taylor (20 minutes) 5. Admin Report: Advance Agenda (5 minutes) 6. Info Only: Dept. Monthly Reports [*estimated meeting: 80 minutes] September 29,2015, Study Session Format,6:00 p.m. [due Mon, Sept 21 1. Advance Agenda October 6,2015, Study Session Format,6:00 p.m. [due Mon, Sept 28] 1. Advance Agenda October 13,2015,Formal Meetin2 Format,6:00 p.m. [due Mon, Oct 5]] 1. PUBLIC HEARING: 2015 Budget Amendment— Chelsie Taylor (10 minutes) 2. Consent Agenda(claims,payroll,minutes) (5 minutes) 3. Second Reading Property Tax Ordinance —Chelsie Taylor (10 minutes) 4. First Reading Ordinance Adopting 2016 Budget— Chelsie Taylor (15 minutes) 5. First Reading Ordinance Amending 2015 Budget—Chelsie Taylor (10 minutes) 6. Admin Report: Advance Agenda (5 minutes) [*estimated meeting: 55 minutes] October 20,2015, Study Session Format,6:00 p.m. [due Mon, Oct 12] 1. Advance Agenda (5 minutes) October 27,2015,Formal Meetin2 Format,6:00 p.m. [due Mon, Oct 19] 1. Consent Agenda(claims,payroll,minutes) (5 minutes) 2. Second reading Adopting 2016 Budget— Chelsie Taylor (10 minutes) 3. Second Reading Amending 2015 Budget—Chelsie Taylor (10 minutes) 4. Admin Report: Lodging Tax Advisory Cmte (LTAC) Recommended Allocations—Mark Calhoun(25 minutes) 5. Admin Report: Advance Agenda (5 minutes) 6. Info Only: Dept. Monthly Reports [*estimated meeting: 55 minutes] Draft Advance Agenda 7/2/2015 1:08:52 PM Page 2 of 3 November 3, 2015, Study Session Format,6:00 p.m. [due Mon, Oct 26] 1. Fee Resolution for 2016—Chelsie Taylor (15 minutes) 2. Advance Agenda (5 minutes) November 10, 2015,Formal Meetin2 Format,6:00 p.m. [due Mon,Nov 2] 1. Consent Agenda(claims,payroll,minutes) (5 minutes) 2. Admin Report: Advance Agenda (5 minutes) November 17,2015, Study Session Format, 6:00 p.m. [due Mon,Nov 9] 1. Advance Agenda (5 minutes) November 24,2015—no meeting (Thanksgiving week) December 1,2015, Study Session Format,6:00 p.m. [due Mon,Nov 23] 1. Advance Agenda (5 minutes) December 8,2015,Formal Meetin2 Format,6:00 p.m. [due Mon,Nov 30] 1. Consent Agenda(claims,payroll,minutes) (5 minutes) 2. Proposed Fee Resolution for 2106— Chelsie Taylor (10 minutes) 3. Motion Consideration: LTAC Allocations—Mark Calhoun (20 minutes) 4. Admin Report: Advance Agenda (5 minutes) December 15 2015, Study Session Format,6:00 p.m. [due Mon,Dec 7] December 22,2015—no meeting December 29,2015, Study Session Format,6:00 p.m. [due Mon,Dec 21] January 5,2016, Study Session Format,6:00 p.m. [due Mon,Dec 28] 1. Council Officer Elections for Mayor and Deputy Mayor—Chris Bainbridge (15 minutes) *time for public or Council comments not included OTHER PENDING AND/OR UPCOMING ISSUES/MEETINGS: Appointments (either Dec 29 or Jan 12)— 3 PC Appointments (either Dec 29 of Jan 12) -2 LTAC Appts: Various Committees (Dec 29 or Jan 12) Avista Electrical Franchise (2"d read Ord 15-011) Coal/Oil Train Environmental Impact Statement Marijuana,Minor in Consumption Public Safety Quarterly Costs Sidewalks and Development SRTMC Interlocal Agreement(prior to end of year) Used Oil Signage Ordinance Draft Advance Agenda 7/2/2015 1:08:52 PM Page 3 of 3 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: July 7, 2015 Department Director Approval: Check all that apply: [' consent ❑ old business ❑ new business ❑ public hearing ® information ❑ admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Mullan Road Street Preservation Project, Sprague to Broadway - #0224 GOVERNING LEGISLATION: N/A PREVIOUS COUNCIL ACTION TAKEN: November 17, 2014 Adopted 2015 Budget, Resolution 14-015 which included this pavement preservation projects. BACKGROUND: The Mullan Street Preservation project will place a two-inch asphalt overlay on Mullan Road between Sprague Avenue and Broadway Avenue along with Argonne Road between Sprague Avenue and Appleway Boulevard. The pedestrian ramps will be updated, Intelligent Transportation System (ITS) conduit will be installed and the storm water facilities will be upgraded. This project is funded with City Street Preservation funds. Public Works staff designed the project. Bids were advertised on June 26 and are scheduled to be opened on Friday, July 10, 2015. A copy of the bid tabulation will be provided at the July 14th council meeting for award consideration. OPTIONS: Information Only RECOMMENDED ACTION OR MOTION: Information Only BUDGET/FINANCIAL IMPACTS: Council approved the 2015 budget with $2,615,050 in Fund 311 Street Preservation projects. The project budget for Mullan Road Street Preservation Project is $352,915 to be paid out of Fund 311, $162,375 to be paid out of Fund 303 for ITS work, and $36,745 to be paid out of Fund 402 for stormwater work. There are sufficient funds in Funds 311, 303 and 402 to cover the cost for this project. STAFF CONTACT: Steve M. Worley, PE — Senior Capital Projects Engineer Eric Guth, PE — Public Works Director ATTACHMENTS: Vicinity Map 11111 *lei" 41 Kin woe,. Nut_ 10 mot 116 si n wirmm rnamaitapi glinA 1111 11111 111 11111111 EMI Mai 11 I SUM mookTama NIIII 11. 1111 1111 11111 I SPRAGUE kki p gap • APPLEWA IW#* -57 Spokane LEGEND 00Valley. PROJECT LIMITS MULLAN ROAD STREET PRESERVATION VICINITY MAP 500 250 0 500 1000 DRAWN BY: DATE: RPB 6/30/2015 SCALE FEET CHECKED BY: DATE: EKA 6/30/2015 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: July 7, 2015 Department Director Approval: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ® information ❑ admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Ecology FY16 Stormwater Pre-Construction, Regional and Statewide Significance, and Capacity Grant Funding Programs GOVERNING LEGISLATION: RCW 90.48, Chapter 173-200 WAC, Title 33 U.S.C. 1251-1376; Storm and Surface Water Utility: SVMC 3.80. PREVIOUS COUNCIL ACTION TAKEN: Approval of 2016-2021 Stormwater CIP, June 9, 2015. BACKGROUND: On June 24, 2015, Ecology announced the opening of three grant programs to assist the National Pollutant Discharge Elimination System (NPDES) Municipal Stormwater Permitees in improving stormwater quality in Washington State. These three grant programs are the Storm water Pre-Construction Grant, Grants of Regional or Statewide Significance (GRSS), and the Stormwater Capacity Grants. Spokane Valley has several projects that would qualify and were included in the 2016-2021 Stormwater Capital Improvement Plan (CIP) that was approved on June 9, 2015. Staff is preparing an admin report for the July 14th Council meeting to go over a list of proposed projects to pursue with this grant call for projects. Application deadline for these grant programs is July 30, 2015. OPTIONS: Information only RECOMMENDED ACTION OR MOTION: Information only BUDGET/FINANCIAL IMPACTS: These grant funds require no match; therefore, there will not be any budget or financial impacts to the City of Spokane Valley. STAFF CONTACT: Eric P. Guth, PE — Public Works Director Art Jenkins, PE —Stormwater Engineer CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: July 7, 2015 Department Director Approval Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation ® executive session AGENDA ITEM TITLE: EXECUTIVE SESSION: Pending Litigation GOVERNING LEGISLATION: [RCW 42.30.110(1)(i)] PREVIOUS COUNCIL ACTION TAKEN: BACKGROUND: OPTIONS: RECOMMENDED ACTION OR MOTION: "I move that Council adjourn into executive session for approximately thirty minutes to discuss pending litigation, and that no action will be taken upon return to open session." BUDGET/FINANCIAL IMPACTS: STAFF CONTACT: Cary Driskell ATTACHMENTS: