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2024, 08-13 Formal MeetingAGENDA SPOKANE VALLEY CITY COUNCIL REGULAR MEETING FORMAL FORMAT Tuesday, August 13, 2024 6:00 p.m. Remotely via ZOOM Meeting and In Person at Spokane Valley City Hall, Council Chambers 10210 E. Sprague Ave. Spokane Valley, WA 99206 Council Requests Please Silence Your Cell Phones During Council Meeting NOTE: Members of the public may attend Spokane Valley Council meetings in -person at the address provided above, or via Zoom at the link below. Members of the public will be allowed to comment in -person or via Zoom as described below. Public comments will only be accepted for those items noted on the agenda as �nublic comment opportunity" If making a comment via Zoom, comments must be received by 4:00 pm the day of the meeting. • Sign up to Provide Oral Public Comment at the Meeting via Calling -In • Submit Written Public Comment Prior to the Meeting • Join the Zoom WEB Meeting CALL TO ORDER INVOCATION: Pastor Brad Bruszer, Gensis Church PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF AGENDA INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS: COUNCILMEMBER REPORTS MAYOR'S REPORT PROCLAMATIONS: GENERAL PUBLIC COMMENT OPPORTUNITY: This is an opportunity for the public to speak on any subject except agenda action items, as public comments will be taken on those items where indicated. Please keep comments to matters within the jurisdiction of the City Government. This is not an opportunity for questions or discussion. Diverse points of view are welcome but please keep remarks civil. Remarks will be limited to three minutes per person. If a person engages in disruptive behavior or makes individual personal attacks regarding matters unrelated to City business, then the Council and/or Mayor may end that person's public comment time before the three -minute mark. To comment via zoom: use the link above for oral or written comments as per those directions. To comment at the meeting in person: speakers may sign in to speak but it is not required. A sign -in sheet will be provided at the meeting. NEW BUSINESS: 1. Consent Agenda: Consists of items considered routine which are approved as a group. Any member of Council may ask that an item be removed from the Consent Agenda to be considered separately. Council Agenda August 13, 2024 Page 1 of 2 Proposed Motion: I move to approve the Consent Agenda. a. Approval of Claim Vouchers, August 13, 2024, Request for Council Action Form: $2,859,279.64. b. Approval of Payroll for Pay Period ending July 31, 2024: $822,062.95. c. Approval of Council Meeting Minutes of June 18, 2024 d. Approval of Council Meeting Minutes of June 25, 2024 e. Approval of Council Meeting Minutes of July 9, 2024 2. Motion Consideration: Bid Award for Trent Access Control Project — Erica Amsden [public comment opportunity] 3. Motion Consideration: Bid Award Indiana Pavement Preservation Project, Phase I — Erica Amsden [public comment opportunity] ADMINISTRATIVE REPORT: 4. Admin Report: Whatcom County Visit — John Hohman, Lance Beck, Zeke Smith 5. Admin Report: Spokane County Housing & Community Development 2025-2029 Consolidated Plan Update - Gloria Mantz, Aldan Fritz, George Dahl 6. Admin Report: Opioid Funding Discussion — Erik Lamb 7. Admin Report: Council Goals & Priorities for Use of Lodging Tax — Sarah Farr, Chelsie Taylor, John Hohman 8. Admin Report: HCDAC Appointment — John Hohman 9. Admin Report: Squatter Rights Review — Kelly Konkright 10. Admin Report: Governance Manual Revisions — John Hohman 11. Advance Agenda — Mayor Haley INFORMATION ONLY (will not be reported or discussed): COUNCIL COMMENTS CITY MANAGER COMMENTS ADJOURNMENT Council Agenda August 13, 2024 Page 2 of 2 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: August 13, 2024 Department Director Approval: Check all that apply: ® consent ❑ old business ❑ new business ❑ public hearing AGENDA ITEM TITLE: Approval of the Following Vouchers: 7/18/2024 65040-65058 $208,856.27 7/18/2024 10790-10817 (Parr refunds) $3,129.00 7/19/2024 65059-65120 $648,479.89 7/23/2024 65121-65128 $21,581.51 7/23/2024 10818-10840 (Park refunds) $3,868.00 7/24/2024 65129-65162 $128,992.21 7/26/2024 65163-65182 $106,820.30 7/30/2024 65183-65202 $1,039,856.97 8/1/2024 65203-65238 303,706.19 8/5/2024 10841-10867 (Park refunds) $3,212.0 8/5/2024 65239-65265 $390,777.30 TOTAL: $2,859,279.64 Fund Description 001 General Fund 101 Street Fund 103 Trails & Paths Fund 104 Tourism Facilities Tax Fund 105 Hotel/Motel Fund 106 Solid Waste Fund 107 PEG Fund 108 Affordable -Supportive Housing 109 Tourism Promotion Area Fund 110 Homeless Housing Program Fund 120 CenterPlace Op Reserve Fund 121 Stabilization Res Fund 122 Winter Weather Reserve Fund 204 LTGO Bonds Fund 301 REET 1 Capital Projects Fund 302 REET 2 Capital Projects Fund 303 Street Capital Projects Fund Explanation of Funds Fund Description 309 Parks Capital Projects Fund 310 Buildings Capital Project Fund 311 Pavement Preservation Fund 312 Capital Reserve Fund 314 Railroad Grade Separation Fund 315 Transportation Impact Fee Fund 316 Economic Dev Capital Proj Fund 402 Stormwater Management Fund 403 Aquifer Protection Area Fund 501 Equip Rental/Replacement Fund 502 Risk Management Fund 631 Check Clearing Fund 632 Passthrough Fees & Taxes Fund 901 Government Asset Fund 999 Pooled Cash Fund Explanation of Cost Centers and OrE Codes AD594189 Administrative Svcs -Capital 30000 Facilities Admin. FA515419 Fac External Legal AdviceNR Cost Org Code Description Cost Org Code Description Center Center 11000 Legislative FA518200 Fac Prop Management Branch FA518300 Fac Bldg Maintenance CC511600 Council Legislative Activities FA518399 Fac Bldg MaintenanceNR CC511700 Council Lobbying Activities FA594180 FacAdm Capital -Gen Svcs CC515450 Council Ext Legal Claims & Lit 30100 City Hall Maint. 12000 Communications CH518300 CHall Bldg Maintenance P1557200 PIO Community Svcs CH518399 CHall Bldg Maintenance NR P1573999 PIO-Cult/Comm Events-OthCCE CH573900 Chall-Cult/Comm Events- 13000 City Manager OthCCE CM513100 CityMan Executive Office 30200 CenterPlace Maint. CM513199 CtyMgr Executive Office NR CX575500 CX MP/Comm Center MX CM594139 CtyMgr Capital-ExecutiveNR CX594750 CPMnt Capital-Rec Facilities 14000 Financial 30300 Precinct Maint. Services PM521500 PrecMx Facilities FN514200 Finance Financial Services PM521599 PrecMx FacilitiesNR 14500 Finance 30301 Precinct Programs Maint/LE FP558700 FinPgm-Economic Development PS521500 PubSaf Police Facilities FP558709 FinPgm-Economic Development 30500 Balfour Maint. NR BM518300 BalfFac Maintenance FP565100 FinPgm-Welfare BM573900 BalFac-Cult/Comm Events- FP565109 FinPgm-Welfare NR OthCCE FP565300 FinPgm-Services for Disabled BM594180 BalfFac Capital -Gen Gov FP565400 FinPgm-Homless Services BM594590 BalFac Capital -Prop Dev FP565409 FinPgm-Homless Services NR 30600 Police Campus Maint. FP565500 FinPgm-Domestic Violence PC521500 Police Campus Maintenance FP567000 FinPgm-Children Services 30900 Other City Facilities FP567009 FinPgm-Children Services NR OF518200 Oth Fac Prop Mgmt FP569000 FinPgms-Aging & Disability Svc OF518300 OthFac Maintenance FP569009 FinPgms-Aging & Dis Svc NR OF594180 OthFac Capital -Gen Gov 15000 City Attorney 40000 Public Works Admin. CA515310 CityAtty Internal Advice PW518900 CPW Oth Central Services CA515350 CityAtty Internal Litigation PW594440 PubWks Capital -Street Ops CA515410 CityAtty External Advice 41000 Engineering CA515450 CityAtty External Litigation EG543100 Eng Street OH Management CA594110 CityAtty Capital -Legal Svcs EG558500 Eng BldgPermits & Plan Reviews 16000 Public Safety 43000 Building PS512520 PubSaf Contracted Court BD521300 Bldg Crime Prevention PS515350 PubSaf Int Legal Litigation BD524600 Bldg Code Enforcement PS515910 PubSaf Indigent Defense BD558500 Bldg Permits & Plan Review PS521200 PubSaf Police Operations 44000 Planning PS521299 PubSaf Police OperationsNR PL558600 Planning CP/ED Planning PS523600 PubSaf Prisoner Housing 45000 Housing & Homeless Svc. PS525600 PubSaf Disaster Prep Svcs Exp HS565400 Housing SS -Homeless Svcs PS554300 PubSaf Animal Control HS565499 Housing SS -Homeless SvcsNR PS586000 PubSaf Court Remittances Exp HH565400 HHAA-Soc Srv-Homeless PS594210 PubSaf Capital -Law Services Enforcement 46000 Economic Development PS594219 PubSaf Capital -Law EnforceNR ED558700 EcoDev CP/ED Economic Dev 17000 Information ED558799 EcoDev CP/ED Economic DevNR Tech ED594570 EconDev Capital -Comm Svcs IT518800 IT IT Services 76000 Parks & Rec Admin. 18000 Deputy City Mgr PR575599 P&Radm Cult/Rec Fac DM513100 DCM Executive Office MP/CCtrNR 19000 Human PR576800 P&Radm Park Fac-Gen Parks Resources PR576899 P&Radm Park Fac-Gen ParksNR HR515410 HumRes External Legal Advice 76100 Parks & Rec Recreation HR518100 HumRes Personnel Services RC571000 Rec Educ/Rec Activities 20000 Administrative RC589300 Rec Custodial Remittances AD518900 City Administrative Svc -Gen 76200 Parks & Rec Aquatics AQ576200 Aqua Park Fac-Pools AQ576299 Aqua Park Fac-PooIsNR Cost Org Code Description Center AQ589300 Aqua Custodial Remittances 76300 Parks Maintenance PX576800 ParksMnt Park Fac-Gen Parks PX576900 ParksMnt Park Fac-Other PX594760 ParksMnt Capital -Park Fac PX594769 PksMnt Cap-Prk Facilities NR 76400 Senior Center SC575500 SenCtr Cult/Rec Fac MP/CCtr 76500 CenterPlace Activities CP571200 CenterPlace Activities-Ed/Rec 90000 General Government GG513100 GenGov City Manager Activities GG514200 GenGov Financial Services GG514299 GenGov Financial ServicesNR GG514400 GenGov Election Services GG514900 GenGov Voter Registration GG517900 GenGov Other Emp Benefits GG518100 GenGov Personnel Services GG518300 GenGov Facilities Maintenance GG518639 GenGov General GrantsNR GG518800 GenGov IT Services GG518850 GenGov Gen IT Services GG518900 GenGov Oth Central Services 508001 508002 508003 508004 508005 508006 508007 508008 508009 508010 508011 508012 508013 508014 508015 508016 508017 508020 508021 508022 508023 508024 508025 508027 508028 Explanation of Obiect Codes VEH LIC FRAUD TRAUMA CARE CNTY CRIME VICTIMS AUTO THFT PREV TRUM BRAIN INJ LAB-BLD/BREATH WSP HIWAY ACCT ACCESSCOMMACCT M U LTITRANSACCT HWY SAFETY ACT DEATH I NV ACCT ST GEN FUND40 ST GEN FUND 50 ST GEN FUND 54 DNA ACCOUNT JIS ACCOUNT SCH ZONE SAFETY DV PREV STATE DIST DRIV PREV MC SAFE ACCT WSBCC SURCHARGE Sales Tax SVFD Fire Fees VUL RDWY USER DOLTECHSUPP GG519000 GenGov Risk Management GG553700 GenGov Pollution Control GG558700 GenGov Cp/ED Economc Dev GG558799 GenGov CP/ED Economic Dev NR GG55870A GenGov ED Outside Agency Grant GG559300 Gen Gov Property Development GG565199 GenGov SS Outside Agency Grant GG56510A GenGov SS Outside Agency Grant GG565499 Gen Gov SS -Homeless ServicesNR GG566000 GenGov Chem Dependancy Svcs GG567099 Gen Gov SS -Children ServicesNR GG589300 GenGov Custodial Remittances GG591180 Gen Gov Debt Repmt-Gen Gov GG592180 Gen Gov DebtSvcCost-GG GG594180 GenGov Capital-GenGov GG594189 GenGov Capital-GenGovNR GG594440 GenGOv Capital -Street Ops GG594519 Capital -Affordable Housing NR GG597000 Gen Gov Transfer Out GG597099 Gen Gov Transfer OutN R 508029 LAW LIBRARY 508030 JUDICIAL STABILIZATION TRUST 531000 Miscellaneous Supplies 531001 Office Supplies/Equipment 531004 Operating Supplies 531006 Safety Supplies 531008 Repair & Maintenance Supplies 531009 Janitorial Supplies 531010 Vehicle Supplies 531012 Holiday Decorations 532001 Vehicle Fuel 535001 Small Tools & Minor Equipment 535004 JAG Grant Supplies 535008 Security Hardware 535009 Network Hardware 535011 Desktop Hardware 535012 Desktop Software 535013 Emp Health & Wellness Supplies 535014 Non Capital Server Hardware 535018 Non Capital Security Software 535019 Non Capital Network Software 535020 Non Capital Server Software 536006 Capital Construction Materials 539007 TCD-Accident Damage Materials 540001 Merchant Charges (Bank Fees) 541069 Crave NW 540002 Penalties & Interest 541070 Valleyfest Cycle Celebration 541000 Tourism Promotion 541071 Farmers Market - JAKT 541001 Accounting And Auditing 541072 Northwest Winterfest 541002 Engineering & Architectural 541073 JAKT- Brews Beats and Eats 541003 GIS Services 541077 Spokane Valley Summer Theatre 541004 Contract Attorney Services 542001 Postage 541005 Professional Services -General 542002 Telephone Service 541006 Land Survey Services 542003 Cell Phone Service 541007 Geo Technical Services 542004 Web Site Service 541008 Materials Testing Services 542008 Internet Service 541009 Contracted ED Services 542010 Network Infrastructure Access 541010 Consulting Services 542011 Network Inf Access -SCRAPS 541011 Contracted Street Maintenance 543001 Employee Travel Expenses 541012 Contracted Snow/Ice Removal 543010 Emp Travel Reimb - Fed Lobby 541013 Broadcasting Services 543011 Pos 1- Travel Expenses 541014 Contract Signal Maintenance 543012 Pos 2 - Travel Expenses 541015 WSDOT Snow/Ice Removal 543013 Pos 3 - Travel Expenses 541017 Advertising 543014 Pos 4 - Travel Expenses 541018 Legal Notices 543015 Pos 5 - Travel Expenses 541019 Transient Relocation/Transport 543016 Pos 6 - Travel Expenses 541020 Decant Facility Usage 543017 Pos 7 - Travel Expenses 541021 Janitorial Services 544003 Taxes and Assessments 541023 Valley Youth Voice 545003 Equipment Rental 541024 811 Service 545005 Computer Leases 541025 Encampment Cleanup 545007 Interfund Vehicle Lease 541026 Vehicle Towing/Relocation 545050 Operating Facilities Rent 541027 Homeless Outreach Services 546001 Auto & Property Insurance 541028 Federal Lobbyist Services 546002 Payments to Claimants 541029 State Lobbyist Services 546051 Public Defender 541030 COVID JAG LE Services 546052 Law Enforcement (Sheriff) 541031 Contracted Park Maint 546053 Law Enforcement Equipment 541032 Contracted IT Support 546054 Spokane County Contracts 541033 Liquor Excise Tax 546055 Spokane County Contracts - EMS 541034 Liquor Profits 546056 Law Enforcement Equipment 541040 Watershed Studies 546057 Election Costs 541041 Uncollectible Accounts Expense 546058 Spokane County Air Poll Auth 541047 Contracted SW Maintenance 546059 Street Maintenance -County 541054 Hearing Examiner Services 546060 District Court Contract 541060 Outside Agency Grants 546061 Prosecutor 541061 Visit Spokane 546062 LEC Labor Contract Settlement 541062 Sports Commission 546063 Jail:Contract Confinement 541063 Spokane County Fair & Expo 546064 Law Enforcement Vehicles 541064 Valleyfest 546065 WSDOT Maintenance Contract 541065 Spokane Valley Heritage Museum 546066 Pretrial Services 541066 HUB 546067 Emergency Management 541067 Evergreen Region Volleyball 546068 Voter Registration 541068 Spokane Octoberfest 546069 Animal Control 546070 Unemployment Claims 549033 COVID: Food Insecurity 546071 Ecology Permit 549034 COVID: Small Business Grants 546072 Utility Permits 549035 COVID: Non-profit Org Grants 546923 2023 Settle & Adjust 549036 COVID: School Districts 546924 2024 Settle & Adjust 549050 Emp Health/Welln Events - Sery 546925 2025 Settle & Adjust 560000 Capital Outlay - Budget Only 547001 Gas/Electric Service 561000 Land Acquisition 547002 Water Service 561001 ROW Acquisition 547003 Sewer Service 561002 ROW Land Improvements 547004 Waste Disposal 561003 Tennant Relocation - CIP 547005 Telvision Service 561005 Utilities Insallation/Removal 547006 Utility Relocation 562000 Bldgs & Strctr Construction 548001 Repair & Maintenance Services 562001 Building Purchases 548002 Copier Service 562002 Building Improvements 548003 Vehicle Service - Rep & Maint 562003 Precinct Imp w/ JAG Funds 548007 Building/Grounds Rep & Maint 562005 Park Buildings 548031 Desktop SW Subscript/Maint 563000 Construction 548032 Hosted Software as a Service 563003 Capital Traffic Control Equip 548033 Server HW Subscript/Maint 563005 Capital Stormwater Impr 548034 Server SW Subscript/Maint 563006 Park Structures 548035 Network HW Subscript/Maint 563007 Utility Relocations - CIP 548036 Network SW Subscript/Maint 563008 Construction - BNSF Expenses 548037 Security HW Subscript/Maint 563009 Construction - UPRR Expenses 548038 Security SW Subscript/Maint 563041 Street Cap Imp 2011+ Budget 549000 City Wide Records Management 563099 Contingency - Budget Only 549001 Subscription Services 564000 Capital IT Equipment 549002 Memberships 564001 Capital Office Furniture/Equip 549003 Printing Services 564004 Capital PEG Equipment 549004 Registrations & Training 564005 Capital Machinery & Equipment 549005 Filing & Recording Fees 564006 Capital Vehicles 549006 Miscellaneous Services 564011 Capital Computer Hardware 549007 TCD-Accident Damage Services 564012 Capital Computer Software 549008 Code Enforcement Abatement Svc 564013 IT HW Lease Asset 549010 Education Reimbursement 565000 Park Construction 549011 Pos 1- Registrations 571001 Street Bonds - Principal 549012 Pos 2 - Registrations 571002 Mirabeau Bonds - Principal 549013 Pos 3 - Registrations 571003 LTGO '16 - Principal 549014 Pos 4- Registrations 575001 Lease Service (Principal) 549015 Pos 5 - Registrations 582001 Debt Service - Other 549016 Pos 6- Registrations 583001 Street Bonds - Interest 549017 Pos 7 - Registrations 583002 Mirabeau Bonds - Interest 549018 Vehicle License & Registration 583003 LTGO '16 - Interest 549019 Homelessness Response Services 584001 Street Bonds - Issue Costs 549023 Discounts & Scholarships 584002 Mirabeau Bonds - Issue Costs 549025 Professional Licenses 584003 LTGO '16 - Issue Costs 549026 Refund -prior period revenues 585001 Lease Service (Interest) 549031 COVID: Rental/Mortgage Asst 590000 Estimated Ending Fund Balance 549032 COVID: Utility Asst 599099 CIP Contingency Budget Prepaid Expense Accounts GF001000 143700 Prepaid expenses fund 001 SF101000 143700 Prepaid expenses fund 101 SW402000 143700 Prepaid expenses fund 402 RECOMMENDED ACTION OR MOTION: Move to approve attached list of AP Check Run Reports [Approved as part of the Consent Agenda, or may be removed and discussed separately.] STAFF CONTACT: Chelsie Taylor, Finance Director ATTACHMENTS: AP Check Run Reports 00 LO O CO O O O L /O i! 4) w N_ 00 LO 00 � 0c� O 00 ,AA,+ O N N W s U < Z d W N Z) E-Q0 Q ova O w —m -0 c 'I) Co t _ w T a > 41) O 0% C a m C 0 O O i O_ O O U O Z O ._ VU w a 5 a> c 'm C co c 0 c :_ o m o m O O Cu :o t Co W n m � a`> C m Cu E -c O Co w o 7 m o t _ .. 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[Approved as part of the Consent Agenda, or may be removed and discussed separately.] STAFF CONTACT: Raba Nimri MINUTES City of Spokane Valley City Council Study Session Meeting Tuesday, June 18, 2024 Mayor Haley called the meeting to order at 6:00 p.m. The meeting was held in person in Council Chambers, and also remotely via Zoom meeting. Attendance: Councilmembers Pam Haley, Councilmember Rod Higgins, Councilmember Laura Padden, Councilmember Jessica Yaeger, Councilmember Al Merkel, Councilmember Absent Tim Hattenburg, Deputy Mayor Ben Wick, Councilmember Staff John Hohman, City Manager Erik Lamb, Deputy City Manager Gloria Mantz, City Services Administrator Kelly Konkright, City Attorney Bill Helbig, Community & PW Director Jill Smith, Communications Manager Dave Ellis, Police Chief John Whitehead, HR Director Jerremy Clark, Traffic Engineering Manager Virginia Clough, Legislative Policy Coordinator John Bottelli, Parks & Rec Director Mike Basinger, Economic Development Director Adam Jackson, Engineering Manager Henry Allen, Senior Engineer Justan Kinsel, IT Specialist Marci Patterson, City Clerk ROLL CALL: City Clerk Patterson called roll; all Councilmembers were present except for Deputy Mayor Hattenburg and Councilmember Wick. It was moved by Councilmember Higgins, seconded and unanimously agreed to excuse Deputy Mayor Hattenburg and Councilmember Wick from this evening's meeting. APPROVAL OF AGENDA It was moved by Councilmember Higgins, seconded and unanimously agreed to approve the agenda. PROCLAMATION: GENERAL PUBLIC COMMENT OPPORTUNITY: After Mayor Haley explained the process, she invited public comment. Ms. Barb Howard, Spokane Valley (via Zoom), Mr. Mike Dolan, Spokane Valley, Ms. Kim Pollan, Spokane Valley and Mr. John Harding, Spokane Valley all provided comments on various topics. A point of order was stated by Councilmember Merkel regarding the parliamentarian. City Attorney Konknght stated that public comments should be addressed to the council as a whole and not individually. Ms. Ragina Luedke, Spokane Valley and Mr. Chuck Simpson, Spokane Valley provided comments on various topics as well. ACTION ITEM: 1. Public Hearing: 6 Year Transportation Improvement Program - Adam Jackson Mayor Haley opened the public hearing at 6:25 p.m. Mr. Jackson spoke about the current six -year transportation improvement program. Mr. Jackson detailed the projects that would be included in the program as well as the 2025 closeout projects. Mr. Jackson briefly spoke about each of the project topics that included the bridge & grade separation projects, intersection improvement projects, reconstruction/preservation projects, annual arterial preservation projects, safety, sidewalk, trail and stormwater projects. Mayor Haley invited public comment. Mr. John Harding, Spokane Valley and Mr. Chuck Simpson, Spokane Valley provided comments. Council questioned the need for some of the projects and costs associated with the projects. Mayor Haley closed the public hearing at 6:37 p.m. Council Meeting Minutes, Study Session: 06-18-2024 Page 1 of 3 Approved by Council: 2. Resolution 24-011: 6-Year Transportation Improvement Program — Adam Jackson It was moved by Councilmember Higgins and seconded to approve Resolution 24-011, adopting the 2025- 2030 Six -Year TIP as presented. Mr. Jackson noted that the information provided in the previous discussion was everything that would be included in the approval of the six year TIP. Vote by acclamation: in favor: Mayor Haley, Councilmembers Yaeger, Padden and Higgins. Opposed.- Councilmember Merkel. Motion carried. 3. Motion Consideration: Memorial Sign Program - Jerremy Clark It was moved by Councilmember Higgins and seconded to approve the adoption of a Memorial Sign Policy and accompanying fees to add to the Master Fee Schedule for the yearly update. Mr. Clark provided a PowerPoint presentation that reviewed the criteria for the signs, the cost associated with the signs, the program process and the updated information for the Master Fee Schedule. Mayor Haley invited public comment. Mr. Mike Dolan, Spokane Valley provided comment. Vote by acclamation: in favor: unanimous. Opposed: none. Motion carried. NON -ACTION ITEMS: 4. Admin Report: Potential Grant Opportunity — Transportation Improvement Board — Adam Jackson Mr. Jackson discussed a potential grant opportunity with the Transportation Improvement Board (TIB). Mr. Jackson explained the background of TIB, the TIB funding, and the recommended projects. Those projects included the Urban Arterial Program (UAP) - Argonne Concrete (Indiana - Knox), Active Transportation Program (ATP) - Sullivan sidewalks (8th-16th) & potential crossing near 12', and the Complete Streets (CSP) - Barker/8th roundabout. Council discussed the funding for the projects and how the projects would be submitted. A point of order was presented, the Mayor asked to state the point. Councilmember Merkel stated that noting that he was running for office during a meeting was violating the governance manual. Mayor Haley sought assistance from the city attorney and requested the Governance Manual to review. Mayor Haley noted that she would take a 15-minute recess to confer with the city attorney. Recess was called at 7:15pm for 15 minutes and that the meeting would resume at 7: 30pm. Upon return from the recess, city attorney Konkright reviewed the governance manual and noted that speaking about an election during a meeting is codified in RCW 42.17A.555 and that statute is incorporated into the council conduct standards. That statute prevents the use of public resources from being used for election purposes. Mr. Konkright also noted that Mayor Haley should recuse herself as she is also seeking office. Mayor Haley recused herself from the decision of the point of order and requested a "Mayor Pro Tem" to be chosen for the decision of the point of order. It was moved by Councilmember Merkel and seconded to appoint Councilmember Padden as Mayor Pro Tem for the ruling on the point oforder item. Vote by acclamation: in favor: Councilmember Yaeger, Higgins and Merkel. Opposed.- none. Motion carried. Mayor Pro Tem Padden ruled that the statement made by Councilmember Higgins was not for or against Councilmember Merkel and that the statement was neutral. It was simply stated that Councilmember Merkel was running for office and without hearing the exact wording, that would be her ruling. Councilmember Merkel requested an appeal and with no second, the appeal did not move forward. Mayor Haley stepped back as the presiding officer for the meeting. Mr. Jackson requested consensus to return at a later meeting with a motion to move forward with the grant request. Council provided consensus for the grant item to come forward as a motion at a later meeting. 5. Admin Report: Solid Waste Program — Bill Helbig Mr. Helbig opened the discussion with a review of the current contract for the solid waste program for transfer, transport and disposal. Mr. Helbig detailed the history of solid waste disposal management within the city and provided information on the plan that is currently in place for solid waste. Currently, there are two providers, Sunshine Disposal and Spokane County that meet the criteria for the needs of the city. The key agreement considerations that were reviewed in the request for information were the current and future rates, current and future waste handling capacity, solid waste program management, and the term of the agreement. Staff provided all the details of the request for information to council and requested that council Council Meeting Minutes, Study Session: 06-18-2024 Page 2 of 3 Approved by Council: review the documents and return at a later date to speak with each of the providers and ask any pertinent questions of the providers at that time in order to determine the provider for the disposal contract. Mr. Helbig noted that the important elements to consider included: contract type, proposed rates for each provider, flow control issues, final garbage disposal location, transfer station capacity concerns, types of waste at the facility customer service opportunities, and education and outreach efforts. Council discussed a number of the considerations and looked forward to speaking with the providers at a future council meeting. 8. Advance Agenda — Mayor Haley Councilmember Merkel stated he had received a number of complaints regarding smells along Sprague Ave and requested a smell ordinance. City Manager Hohman suggested the complaints be submitted to staff for further review and that there may be something that can be done about it at a staff level. COUNCIL COMMENTS Councilmember Merkel spoke about SCRAPS and read a letter regarding a dog bite from an aggressive dog. Mayor Haley provided clarification on the current copiers that the city uses and noted that we are on the state contract and that our prices are very competitive for the copies and copiers. Mayor Haley also stated that the city will not be closing the pools and that was only a brief conversation that took place during the budget meeting last week. CITY MANAGER COMMENTS Mr. Hohman reminded council that city hall would be closed the next day for the observation of the Juneteenth holiday. It was moved by Councilmember Higgins, seconded and unanimously agreed to adjourn. The meeting was adjourned at 8:11 p.m. ATTEST: Pam Haley, Mayor Marci Patterson, City Clerk Council Meeting Minutes, Study Session: 06-18-2024 Page 3 of 3 Approved by Council: MINUTES City of Spokane Valley City Council Regular Meeting Formal Format Tuesday, June 25, 2024 Mayor Haley called the meeting to order at 6 p.m. The meeting was held in person by Council and staff in Council Chambers, and also remotely via Zoom meeting. Attendance: Councilmembers Staff Pam Haley, Mayor John Hohman, City Manager Laura Padden, Councilmember Erik Lamb, Deputy City Manager Tim Hattenburg, Deputy Mayor Gloria Mantz, City Services Administrator Rod Higgins, Councilmember Chelsie Taylor, Finance Director Jessica Yaeger, Councilmember John Bottelli, Parks & Rec Director Al Merkel, Councilmember Kelly Konkright, City Attorney Ben Wick, Councilmember Jill Smith, Communications Manager Tony Beattie, Sr. Deputy City Attorney Sean Walter, Assistant Police Chief Mike Basinger, Economic Development Director John Whitehead, HR Director Virginia Clough, Legislative Policy Coordinator Kendall May, Recreation Coordinator Christa Crago, Parks & Rec Specialist Chad Knodel, IT Manager Marci Patterson, City Clerk INVOCATION: Zack Reiber with United Methodist Church gave the invocation. PLEDGE OF ALLEGIANCE Council, staff and the audience stood for the Pledge of Allegiance. ROLL CALL City Clerk Patterson called the roll; all Councilmembers were present. APPROVAL OF AGENDA It was moved by Deputy Mayor Hattenburg to approve the amended agenda, seconded and agreed unanimously. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS n/a COUNCILMEMBER REPORTS Councilmember Yaeger: attended the Coffee with a Cop event, the AWC business meeting virtually and attend the Felts Field neighbor day event. Councilmember Padden: attended the Felts Field neighbor day event and provided a chamber board meeting update. Councilmember Higgins: stated he attended the Clean Air meeting and they are currently looking for a new Executive Director. Councilmember Wick: attended the AWC annual conference and provided details on the conference. Councilmember Merkel: stated he had an Opioid Abatement Council meeting and an OAC round table meeting as well. Deputy Mayor Hattenburg: attended the AWC annual conference and the Fairy Festival located at 4t1i and Dishman Mica. MAYOR'S REPORT Council Meeting Minutes, Formal: 06-25-2024 Page 1 of 3 Approved by Council: The Mayor attended F1yFest, and STA Board meeting, a transit planning public meeting and spoke at a VFW convention. PROCLAMATIONS: July Parks and Recreation Month Mayor Haley read the Proclamation for July Parks and Recreation Month. Christa Crago, Parks and Recreation Specialist accepted the proclamation and provided an update on the Go Play Campaign that was running for the summer. Ms. Crago also provided details on the parks passports that would be handed out as part of the campaign. GENERAL PUBLIC COMMENT OPPORTUNITY: After Mayor Haley explained the process, she invited comments from the public. Mr. Mike Dolan, Spokane Valley; Mr. Dan Allison, Spokane Valley; and Mr. John Harding, Spokane Valley all provided general comments. NEW BUSINESS: 1. Consent Agenda: Consists of items considered routine which are approved as a group. Any member of Council may ask that an item be removed from the Consent Agenda to be considered separately. Proposed Motion: I move to approve the Consent Azenda. a. Approval of Claim Vouchers, June 25, 2024, Request for Council Action Form: $3,584,534.52. b. Approval of Payroll for Pay Period ending May 31, 2024: $794,936.21. c. Approval of Payroll for Pay Period ending June 15, 2024: $553,228.56. d. Approval of Council Meeting Minutes of February 6, 2024 e. Approval of Council Meeting Minutes of February 13, 2024 £ Approval of Council Meeting Minutes of February 20, 2024 g. Approval of Council Meeting Minutes of February 27, 2024 h. Approval of Council Meeting Minutes of May 14, 2024 i. Approval of Council Meeting Minutes of May 21, 2024 J. Approval of Council Meeting Minutes of May 28, 2024 k. Approval of Council Meeting Minutes of June 11, 2024 It was moved by Deputy Mayor Hattenburg, seconded and unanimously agreed to approve the Consent Agenda. Deputy Mayor Hattenburg requested to add July 5' as a holiday for all employees. Council noted that it would be a one time holiday addition. It was moved by Deputy Mayor Hattenburg, seconded and unanimously agreed to add July 5:h as a holiday for all employees. ADMINISTRATIVE REPORTS: 2. Admin Report: Continuity of Operations Plan (COOP) Review — Virginia Clough, Mark Conrad Ms. Clough provided a PowerPoint presentation that detailed the Continuity of Operations Plan (COOP). Ms. Clough reviewed the current interlocal agreement with Spokane County that was renewed for three years in May of 2023. Mr. Mark Conrad, Planning Coordinator with Spokane County Emergency Management provided additional details on the interlocal agreement. Ms. Clough then went into details on the background, the objectives of the COOP, the purpose of having a COOP and the next steps that the city may take to approve the COOP document. Ms. Clough reviewed the overview of the emergency plans and where the COOP lands within the family of all the plans. Ms. Clough also provided examples of the COOP incidents and then reviewed the objectives of our specific plan, the purpose of our plan, and detailed the next steps for adopting the plan. Council questioned the role that they would have in the COOP and when the COOP would be available for review. 3. Admin Report: Restricted Revenues — Capital Proiects Discussion — Chelsie Tavlor Chelsie Taylor, Finance Director provided a PowerPoint presentation that included a definition of what is a restriction. She detailed the current restricted revenue sources, capital projects to include, Real Estate Excise Taxes (REET), Stormwater Fees, Aquifer Protection Area Fees, Lodging Taxes, and Grants and Matching Funds. Ms. Taylor reviewed the examples of sources of restrictions and noted that the use of Council Meeting Minutes, Formal: 06-25-2024 Page 2 of 3 Approved by Council: restricted funds is audited by the State Auditor's Office annually. Ms. Taylor provided details on the REET funds and how the funds are assessed and calculated for the city and that the city generally uses the funds for match on grant funded street projects and for city funded preservation projects. Funds for REET 2 are only available to jurisdictions planning under the GMA and REET 2 is generally more restrictive than REET 1 and are typically more specifically directed to infrastructure and parks capital projects. Ms. Taylor reviewed the Stormwater Utility Fees and stated that the rates are adopted as part of the fee resolution and went over the aquifer protection area fees. There was also a review of the lodging taxes and how they are assessed and what the funding is used for. Ms. Taylor reviewed the grants and matching funds as well. City Manager Hohman stated that there appeared to be some misinformation as there is a lot in the community to be cleared up and that this is a much deeper dive on the restricted funds for public information. 4. Advance Agenda — Mayor Haley Councilmember Merkel requested that Avista come present and clear up issues regarding any rolling blackouts as he noted were reported in the newspaper. There was not consensus to move the item forward. Councilmember Merkel requested a discussion on the opioid funding options and that council should move forward with presentation options. City Manager Hohman stated that there was currently a discussion item coming forward on the advance agenda within the next few meetings. INFORMATION ONLY (will not be reported or discussed) 5. Department Monthly Reports 6. Fire Dept Monthly Report COUNCIL COMMENTS Councilmember Merkel stated that this was a waste of a meeting and that there are very important topics such as policing, SCRAPS, very important topics. He stated he does not just wait and have wasted meetings. Councilmember Higgins commented on the investigation of Councilmember Merkel and that he has a letter to the US Attorney and the FBI and invited any other councilmembers to sign the letter if they so choose. Councilmember Yaeger stated that she did not believe that the meeting was a waste of time and noted that there were many items on the advance agenda that were being moved forward. Mayor Haley stated that she agreed there are new challenges bringing items forward and noted that she has always believed that police, public safety, police pay and vehicles have been a priority with her and the rest of council. CITY MANAGER COMMENTS City Manager Hohman stated that he spent the day in Bellingham with the representatives of our region to review Measure One previously on the ballot. Whatcom County stated it was their 3rd attempt as well to put forward the jail issue on their ballot. There was a discussion regarding the plan to get the ballot measure passed and if council would like, staff can add a presentation to a future agenda. Consensus was provided to add that item to the future agenda. City Manager Hohman also noted that there would be no meeting next week due to the holiday. It was moved by Deputy Mayor Hattenburg, seconded and unanimously agreed to adjourn. The meeting adjourned at 7:18 p. m. ATTEST: Pam Haley, Mayor Marci Patterson, City Clerk Council Meeting Minutes, Formal: 06-25-2024 Page 3 of 3 Approved by Council: MINUTES City of Spokane Valley City Council Regular Meeting Formal Format Tuesday, July 9, 2024 Mayor Haley called the meeting to order at 6 p.m. The meeting was held in person by Council and staff in Council Chambers, and also remotely via Zoom meeting. Attendance: Councilmembers Staff Pam Haley, Mayor John Hohman, City Manager Tim Hattenburg, Deputy Mayor Kelly Konkright, City Attorney Rod Higgins, Councilmember Gloria Mantz, City Services Administrator Al Merkel, Councilmember John Bottelli, Parks and Rec Director Laura Padden, Councilmember Tony Beattie, Sr. Deputy City Attorney Ben Wick, Councilmember John Whitehead, HR Director Jessica Yaeger, Councilmember Mike Basinger, Economic Dev. Director Bill Helbig, Public Works Director Sean Walter, Assistant Police Chief Jill Smith, Communications Manager Virginia Clough, Legislative Policy Coordinator Adam Jackson, Engineering Manager Justan Kinsel, IT Specialist Marci Patterson, City Clerk INVOCATION: Pastor Isaac Hebden with The Intersection Church gave the invocation. PLEDGE OF ALLEGIANCE Council, staff and the audience stood for the Pledge of Allegiance. ROLL CALL City Clerk Patterson called the roll; all Councilmembers were present. APPROVAL OF AGENDA It was moved by Deputy Mayor Hattenburg to approve the presented agenda. Councilmember Merkel asked to amend the motion to include adding an action item discussing Chief Ellis' proposal for the ten additional officers and their positions and our response as the city. Councilmember Padden provided a second to the amended motion. Councilmember Merkel asked to "have it added as administrative report and have the City Manager and whatever appropriate staff discuss with council what the contents of that proposal were for those ten officers." Council noted that they had already heard the presentation at a previous meeting and that Chief Ellis was not at the meeting and would not be able to speak to the proposal. Vote by acclamation on the amended motion: in favor: Councilmember Merkel. Opposed: Mayor Haley, Deputy Mayor Hattenburg Councilmembers Wick, Higgins, Yaeger and Padden. Motion failed. Vote by acclamation on original motion: in favor: Mayor Haley, Deputy Mayor Hattenburg, Councilmembers Wick, Yaeger, Higgins and Padden. Opposed.- Councilmember Merkel. Motion carried. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS n/a COUNCILMEMBER REPORTS Councilmember Padden: said she attended Valley Chamber meeting and the Sunshine Garden 75 year anniversary event. Councilmember Wick: noted that he attended the Fairchild 92nd air refueling wing event as the commander moved to next assignment, a FMSIB event, and a Hoopfest event. Councilmember Yaeger: said she attended the Sunshine Gardens 75 anniversary event and noted that the CRAVE event would be this weekend. Council Meeting Minutes, Formal: 07-09-2024 Page 1 of 4 Approved by Council: Councilmember Merkel: spoke about attending an OAC work group roundtable meeting, items that he felt should have been on the agenda. A point of order was raised. Mayor Haley asked to speak to the point. Councilmember Padden stated that what Councilmember Merkel was talking about was outside the scope of the councilmember reports and more suited for the council comments at the end of the meeting. Mayor Haley stated the point was well taken. Councilmember Higgins: stated that he had nothing to report. Deputy Mayor Hattenburg: spoke about graffiti in the Greenacres Park and attended an open house for AKIN. A point of Order was raised. Mayor Haley asked to speak to the point. Councilmember Merkel noted that he felt that Deputy Mayor Hattenburg's first statement regarding the graffiti had nothing to do with meetings. Mayor Haley stated that noting the point of order after the discussion will not do us much good. MAYOR'S REPORT Mayor Haley attended a lot of the same meetings and events that were already spoken about. Mayor Haley also stated that she had received a call from the manager at the Outback Steakhouse Restaurant and wanted to provide clarification that they are still open for business. PROCLAMATIONS: GENERAL PUBLIC COMMENT OPPORTUNITY: After Mayor Haley explained the process, she invited comments from the public. Ms. Barb Howard, Spokane Valley (via Zoom); Mr. Mark Small, Spokane Valley; Mr. John Harding, Spokane Valley; and Mr. Mike Dolan, Spokane Valley all provided general comments. NEW BUSINESS: 1. Consent Agenda: Consists of items considered routine which are approved as a group. Any member of Council may ask that an item be removed from the Consent Agenda to be considered separately. Proposed Motion: I move to approve the Consent Agenda. a. Approval of Claim Vouchers, July 9, 2024, Request for Council Action Form: $953,065.60. b. Approval of Payroll for Pay Period ending June 30, 2024: $779,863.01. It was moved by Deputy Mayor Hattenburg, seconded and unanimously agreed to approve the Consent Agenda. 2. Motion Consideration: Transportation Improvement Board (TIB) Grant — Adam Jackson Mr. Jackson discussed a potential grant opportunity with the Transportation Improvement Board (TIB). Mr. Jackson explained the background of TIB, the TIB funding, and the recommended projects. Those projects included the Urban Arterial Program (UAP) - Argonne Concrete (Indiana - Knox), Active Transportation Program (ATP) - Sullivan sidewalks (8th-16th) & potential crossing near 12th, and the Complete Streets (CSP) - Barker/8th roundabout. Mr. Jackson detailed the grant request amounts and detailed why the city was requesting the specific funding amounts. Council discussed where else the projects might be submitted and noted that they would go to WSDOT and FMSIB and spoke about the award process. Council also discussed the various specifics of some of the projects that included the acquisition of property, sidewalk width, and the funding sources for the projects. Mayor Haley invited public comment. Mr. Mike Dolan, Spokane Valley and Mr. Dan Allison, Spokane Valley provided comments. Councilmember Merkel motioned to call for a division of the items. Councilmember Padden provided a second. Council discussed the potential for dividing the projects to vote on them separately and then what would be done if they were not all successfully voted for. Mayor Haley called for the vote on the division of the items: All in favor: Councilmember Merkel. Opposed.- Mayor Haley, Deputy Mayor Hattenburg Councilmembers Wick, Higgins, Padden and Yaeger. Council then returned to discussion on the projects and the original motion. A Point of Privilege was raised by Councilmember Yaeger stating that she could not hear council, but only the voices and conversation in the audience and couldn't stay focused. The audience members became vocal and Mayor Haley asked multiple times to not speak out or they would be removed. Councilmember Yaeger continued with the discussion. Vote by acclamation on the original motion: in favor: Mayor Haley, Deputy Council Meeting Minutes, Formal: 07-09-2024 Page 2 of 4 Approved by Council: Mayor Hattenburg, Councilmembers Wick, Higgins, Padden and Yaeger. Opposed.- Councilmember Merkel. Motion carried. ADMINISTRATIVE REPORTS: 3. Admin Report: 2024 State Legislative Workplan —Virginia Clough. Briahna Murray Ms. Clough provided a brief overview of the workplan and then introduced Ms. Murray with Gordon Thomas Honeywell. Ms. Murray reviewed a detailed draft of the workplan and what the potential funding requests and policy issues included. Ms. Murray also provided details on what the next steps would look like. Council discussed some of the policy issues questioned supplemental money for recording fees, the RCO Grant program and additional funding sources that may be available. 4. Admin Report: Opioid Class Action Suit, Kroger — Tony Beattie Mr. Beattie presented information on an opioid settlement with Kroger that included background information, settlement information and the settlement amount if council chose to move forward with approving the documents. Council noted that the potential for the roughly $20,000 a year would not be much for the city to be able to fund a program. Council provided consensus to return with a motion consideration at a future council meeting. 7. Advance Agenda — Mayor Haley Councilmember Merkel requested a presentation of the plan previously presented by Chief Ellis for the allocation of the ten officers. City Manager Hohman suggested that Chief Ellis present an update on the current recruiting efforts thus far. There was consensus to bring the item forward. Councilmember Merkel requested a presentation regarding dumping near the charity bins. Councilmember Padden suggested using our communications platforms and reaching out to the public that way instead of giving a presentation. There was consensus to allow the communications team to reach out to the community and inform them of the no dumping rules and what can properly be left in the charity bins. Councilmember Merkel requested allowing a Planning Commission member to assist with the city community response efforts for various growth management programs. City Manager Hohman stated that it was a staff responsibility to ensure that it was done according to state law. Councilmember Padden requested to have the information on the Grants Pass ruling expedited and include information on our current ordinances that are in place and how that may change with what we can and can't do. City Manager Hohman stated that the item would be presented at the next meeting. A consensus was reached to continue with the presentation the following week. Councilmember Padden stated that the lithium -ion battery discussion was set for the next meeting, but that if possible, she would like to have information from the Department of Ecology included in the presentation as well. City Manager Hohman stated that staff would reach out to them and the state patrol to see if they could get additional information to include in the presentation. Councilmember Yaeger noted that City Manager Hohman spoke about productivity issues and would like to have a list compiled of time spent up and evidence to show the time that has been used in these other issues. INFORMATION ONLY COUNCIL COMMENTS Councilmember Padden spoke about the investigation that was a result of an official complaint that Councilmember Merkel filed against Councilmember Higgins and Mayor Haley. Councilmember Padden went on to provide details on the third party investigation results that included that Councilmember Merkel incorrectly invoked the Governance Manual enforcement procedures as they do not offer remedy for the alleged violation. Councilmember Higgins did not violate the Governeance Manual or Roberts Rules of Order by interrupting for a point of order. Higgins and Merkel did squabble with each other, however Merkel did violate the Governance Manual and Roberts Rules of Order by not allowing CM Higgins to explain the point of order and bickering. Councilmember Padden went on to explain additional concerns with Councilmember Merkel's pattern of behaviors. Council Meeting Minutes, Formal: 07-09-2024 Page 3 of 4 Approved by Council: Councilmember Yaeger spoke about a false rumor around six meetings being canceled and additional news articles that contain false information and that the information was provided by Councilmember Merkel. Councilmember Merkel spoke about the press being independent and verifying on their own. He also stated that chapter one of the Governance Manual is not subject to investigations. Councilmember Merkel stated that we are not working on the things that matter and that action needs to be taken on our priorities such as public safety and homelessness and budget concerns. He also stated that there is a motion on the floor to close the pools. A point of order was raised. Mayor Haley asked to speak to the point. Councilmember Higgins stated that there is no motion on the floor to close the pools, let's correct that. He went on to note that meetings are being canceled and that there are things that need to be discussed such as SCRAPS. Mayor Haley provided information regarding the budget process and how the information is gathered and reviewed many times before the budget is approved. The Mayor also noted that the city understands that we don't want to close the pools and by putting that information out on social media only confuses people when it has yet to be determined. Mayor Haley also stated that the misinformation that is being broadcast on social media is causing problems and needs to be stopped. Mike Basinger - letter of support - the strategic funds - mayor to sign a letter of support for Kaiser for grant funding. consensus - all approved Hohman - a lot of criticism on the staff regarding the meetings - focus on the city business (Activated at 01:49:41) CITY MANAGER COMMENTS Mr. Hohman introduced Mike Basinger, Economic Development Director, to speak to council regarding a letter of support for Kaiser for grant funding. Mr. Basinger provided background and additional details on the request for the letter for Kaiser and noted how successful Kaiser has been in our community. Council reached consensus to allow the Mayor to sign the support letter. City Manager Hohman spoke about the criticism towards the staff and council regarding the meetings and that it is time to focus on the city business and review the advance agendas for the upcoming information. It was moved by Deputy Mayor Hattenburg, seconded and unanimously agreed to adjourn. The meeting was adjourned at 8: 57 p.m. ATTEST: Pam Haley, Mayor Marci Patterson, City Clerk Council Meeting Minutes, Formal: 07-09-2024 Page 4 of 4 Approved by Council: CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: 08/13/2024 Department Director Approval: Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Motion Consideration — Construction Contract Award for Trent Ave Access Control Safety Improvements Project - CIP #0349 GOVERNING LEGISLATION: SVMC 3.35.10 —Contract Authority PREVIOUS COUNCIL ACTION TAKEN: • 02/22/2022: City Council authorized the City Manager to apply for the City Safety Program grant. • 06/14/2022: City Council passed Resolution 22-010 adopting the 2023-2028 Transportation Improvement Program (TIP), which included this project. • 06/20/2023: City Council passed Resolution 23-007 adopting the 2024-2029 Transportation Improvement Program (TIP), which included this project. • 02/20/2024: Admin report discussing the 2024 construction projects, which included this project. BACKGROUND: Through the development of Spokane Valley's Local Road Safety Plan (LRSP), crash trends were identified along Trent Avenue (SR-290) and similar arterials, including angle-T and left -turn crashes related to driveway and side street access. The Trent Ave Access Control Safety Improvements Project includes left turn channelization for turning movements off of Trent, and onto Trent, with the use of concrete medians, pavement markings, and vertical elements such as tubular markers or object markers. The proposed channelization improvements are located at the intersections of Dale Ln, McDonald Road, and Evergreen Road with Trent Avenue as shown in the attached exhibit. The intent of this project is to provide areas for a two -stage left turn to reduce, or separate, the conflict points related to turning vehicles. Vehicles are expected to turn left from the side street into the receiving lane, then wait for a gap to merge onto Trent. In one location, a median is provided to prevent left turns onto, or off Trent, adjacent to the Evergreen Road signalized intersection. The project is fully funded by a grant from the Highway Safeway Improvement Program. A summary of the project costs and budget is shown: Project Costs Project Budget Preliminary Engineering (PE) $ 55,000 HSIP Grant $ 419,000 Right of Way (ROW) $ 0 Construction (CN) $ 364,000 Total Estimated Costs $ 419,000 Total Budget: $ 419,000 The Engineer's Estimate for construction was $264,482, excluding contingency and construction engineering. The project was advertised on July 5, 2024 in the Spokesman Review, Spokane Valley Herald, and Exchange. The City received and opened three bids on July 26, 2024. The lowest, responsive, responsible bidder is Liberty Concrete with a bid of $264,290, approximately 0.07% lower than the engineer's estimate. The project's bid tabulation is attached. Since Trent Avenue is a state highway, WSDOT has reviewed the bid package and given concurrence to award the construction contract. OPTIONS: 1) Move to award the contract to the lowest responsive and responsible bidder, or 2) take other appropriate action. RECOMMENDED ACTION OR MOTION: Move to award the Trent Avenue Access Control Safety Improvements Project - CIP #0349 construction contract to Liberty Concrete in the amount of $264,290 and authorize the City Manager to finalize and execute the construction contract. BUDGET/FINANCIAL IMPACTS: The total project budget is $419,000 and there are sufficient funds to cover the costs for this project. The HSIP grant fully funds the project and does not require local match. STAFF CONTACT: Erica Amsden, PE, CIP Engineering Manager ATTACHMENTS: Bid Tabulation — Trent Ave Access Control Safety Improvements Project Project Limits Exhibit W L 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O O N O 01 O C O O O O M C N O N W N W O O O O O O O O r Vt Vt rl rl N N M V1 M r Vt W O O V1 N O O V1 O W M V1 O M W W tD O pj O m C m U - O N 0 Vt N N 01 N N tD N C N M rl r N N V1 W N N N Vt 01 N N O N r N N C N N C N N N C N N N iy^ N eel m V N d Y > > Q > > > > Z O O O O O O O O O O O V1 O N O O O V1 O O O V1 O O O O O O O O O O O O O O O O O O O tD O O VO O O O N O 01 O C O O O O M C N W N N N O r O tD O N Vt M N C N N rl ci N N M Vt M N V1 N M O C� N O D Vt W N Vt N N M O O tD _ C 7 N N N N N C N r N N N N N 0 � O O 0 O O O O O O 0 0 O O V1 O O O O O 0 o O O O O O O O O M o O C W O O O O 0 0 O O O tD O O O O 0 0 O O r 0 O O O O N N O O O O o vi O N V1 O O O O O o 0 V1 V1 r N O O O O 0 0 O O V1 M O O O O 0 0 O M O O O O o p O N tD ,y J- N N N N N M N tD N N N N N N rl N N r N N N N N N O O m N 'O O > > Q > > > > Z O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O V1 O O d d a V O O O Vt O O O O o O c-I O O O O O O N O M rl O N r O Vl O Vt O N Vt Vl O M Vt N N rl ci N N O V1 O M Vt N N N V1 O Vt N N N O O O Vt N N O W Vt N� M N O N 7 N N N N N M N tD N N N N N O O o O O O O O O tD 01 W Vt Vt Vt O O O O N1 0 tD O 01 W O O O O 01 O 01 O W N O O O O O O O 1 O t O O O O O O C O 01 tD O O O O ti ti N K O O O O W V1 N tD tD C O O O O 0 o O Vt r N O O O O tD O W O 01 M O O O O W O C O C Vt O O O O C p O m 01 o U V1 N r�� 01 N V1 r N V1 O N N V1 tD N tD N C N C N C N a^ y o d N N O V Z O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O V1 O O `t i d O O O tD 01 W Vl Vl Vl M O tD O 01 W 01 Vl 01 N W O W O W O N r O N M N N N N W rl N tD N C O M A N tD O W 01 N N N r N N tD r C d C 7 N N N M N C N N N N O O O O O O O O O O O O O O O O O O O O O O o y E a +• y E a +• E v E o v- o o � o v `3 O �O J O o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o in in O V1 o 0 0 �n �n 0 0 o o� V1 0 o 0 nj 0 op Y -Q O ._ T O p v' E o m +• }, -E Y E t o O I o tD I M r 0 0 0 0� tD N V1 � M N N M 01 F s- ,v, > ,v - +• T 3 N '� - O� -O E '- U y N N N N N N N N V o v O O N V p v o N E V ++ o m O N y O o. v v - = -o o y m_ .. 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BACKGROUND: The Indiana Preservation Project -Phase 1 will reconstruct the roadway with concrete pavement between Sullivan Road and the 1-90 westbound off -ramp. The current Pavement Condition Index (PCI) for this section of roadway is 32. The roadway continues to require street maintenance throughout the year due to the condition of the deteriorating asphalt. Reconstruction with concrete pavement will increase the longevity of the roadway and reduce maintenance costs. Project Costs Project Budget Preliminary Engineering $ 70,000 Fund 311 $ 1,670,000 Right of Way $ 0 Construction Phase $ 1,600,000 Total Estimated Costs $ 1,670,000 Total Budget: $ 1,670,000 The Engineer's Estimate for construction was $1,381,896.00. The project was advertised on July 12, 2024 Spokesman Review, Spokane Valley Herald, and Exchange. The City received and opened three bids on July 26, 2024. The lowest, responsive, responsible bidder is Cameron Reilly, LLC with a bid of $1,220,901.00, approximately 11.7% less than the engineer's estimate. The project's bid tabulation is attached. OPTIONS: 1) Move to award the contract to the lowest responsive and responsible bidder, or 2) take other appropriate action. RECOMMENDED ACTION OR MOTION: Move to award the Indiana Avenue Preservation Project — Phase 1 contract to Cameron Reilly, LLC in the amount of $1,220,901.00, plus applicable sales tax, and authorize the City Manager to finalize and execute the construction contract. BUDGET/FINANCIAL IMPACTS: The total project budget is $1,670,000.00 and there are sufficient funds in the Pavement Preservation Fund (Fund 311) to cover the costs for this project. STAFF CONTACT: Erica Amsden, PE, CIP Engineering Manager ATTACHMENTS: Bid Tabulation — Indiana Avenue Preservation Project — Phase 1 Project Limits Exhibit 0 a s 0 a s O O - cy d .o z_ =s a W z 0 uu a o0000 0... 00 0 0............00000000 cs Lj W----------------------------------------- o s- Q z z ----------------------------------------- Ix 111-11-Illf- z G ---- 5 a z � z � H z O z z Z "' U Q w w � N u u i a w O u zu o o w a JO z o O r LL o F Q o r z u o�oz��=1� a O 1 o 1 x o O w 2 z T Q 7E a ou z o o ° x o Q �3 w J Q n - LL �5z O Q z O- z a o w x a z o Q o o o w Noz w a z w w F w a a \ o z=u o c zz o o a uu o a 5 0 0 o Sao a 3 0 -za5 mom`-' 0 0 w3 o o z u u w a LL m G °o x 3 N a 6 o Q o z 3 m z a °'�^ 5 J G a Y? 'o 'o w w 0 o o o u = u a z N w z w G 4 w° o 7'^ o F z z o w ��- a u w G zzzzzzz a o o 5 o a° 3 o o Q Q° w 3 ou z a a a a a a a 17 W > O - U2 W j O lu EE z z E E 3 0v¢ c U� 3 - E « - vOK v v o r `v o v � o _ o a � V N t� O U1 W N � O � N d � C ' W O � O � Y d U W � O O Y � c v � ¢ o E n o w V o] z 0 LU U) LW ry n W ZD z W Z Q z op CL-L. G ry QN/ LL 0 m 3: rly Q J J ZD U) CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: August 13, 2024 Department Director Approval: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Whatcom County Visit Presentation GOVERNING LEGISLATION: NA PREVIOUS COUNCIL ACTION TAKEN: None BACKGROUND: On June 23-25, 2024, a delegation from Spokane visited Whatcom County to learn how the County and surrounding Cities worked together to pass a public safety sales tax ballot measure in November 2023. The visit was organized by Greater Spokane Incorporated, Empire Health Foundation, the Downtown Spokane Partnership, and the Greater Spokane Valley Chamber of Commerce in a cooperative effort to initiate discussions regarding public health, safety, and justice in the Spokane region. City Manager Hohman participated in the discussions on June 241n Zeke Smith, the President of Empire Health Foundation, and Lance Beck, the President and CEO of the Greater Spokane Valley Chamber of Commerce will discuss the visit and present ideas for continued dialog on the need for health, safety, and justice proposals in our region. OPTIONS: Discussion Only RECOMMENDED ACTION OR MOTION: Discussion BUDGET/FINANCIAL IMPACTS: N/A STAFF CONTACT: John Hohman, City Manager; Lance Beck, Spokane Valley Chamber of Commerce President; Zeke Smith, Empire Health Foundation President ATTACHMENTS: PowerPoint Presentation C Ca (/) Z3 7C3 O 4-- O i C- qT N CU CD � N �N CU N }' Cc Co Q +' o +� N bA � cc � O N Cl o - c O -0 . 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In 2023, the City entered into a three-year interlocal agreement (2024, 2025 and 2026) to participate in the Spokane County (County) CDBG Consortium. BACKGROUND City staff has been coordinating with Spokane County Housing and Community Development (HCD) for the periodic update of the Consolidated Plan, a five-year strategic plan designed to help local jurisdictions assess their affordable housing and community development needs and develop funding priorities for the next five years. This plan is a requirement from the Housing and Urban Development (HUD) for entitlement communities. Identified priorities will be used to shape funding allocations over the next 5-year period to support programming for individuals and households earning less than 80% area median income. Each meeting will seek feedback on the following areas: Affordable Housing, Community Development, and Homeless Services. In 2023, the City elected to defer its entitlement and entered into a three-year interlocal agreement (2024, 2025 and 2026) to participate in the Spokane County (County) CDBG Consortium. The consolidated planning process is intended to be a community -wide dialogue to identify housing and community development priorities that align and focus funding from the entitlement programs including Community Development Block Grant (CDBG), Home Investment Partnerships (HOME) Program and Emergency Service Grant (ESG). Per the agreement with Spokane County, an annual set -aside for Spokane Valley is established every year. The City's set -aside was $780,596 for 2023. Although, this is a county plan and process, the final consolidated plan will inform how Spokane Valley's set -aside is prioritized and awarded. The current planning process includes several stakeholder meetings to obtain public input regarding the consolidated plan and the upcoming request for proposals (RFP). The data from these stakeholder meetings will guide the County's development of their next RFP for entitlement program funding. The City of Spokane is undergoing a similar process for their Consolidated Plan update and the three entities are collaborating in regional planning. Spokane County and City staff will provide an overview of the planning and outreach process to the City Council on August 13, 2024. OPTIONS: Discussion only RECOMMENDED ACTION OR MOTION: N/A Page 1 of 2 BUDGET/FINANCIAL IMPACTS: The set -aside is not an annual guarantee as it is subject to the annual HUD entitlement allocation provided by OFM and is subject to eligible applications submitted by the City and/or providers. Using the 2023 allocation, the City's set -aside was $780,596 for 2023. STAFF CONTACT: Gloria Mantz, City Services Administrator Spokane County, Aidan Fritz, Community and Development Manager, George Dahl, Housing and Community Development Administrator ATTACHMENTS: Presentation Page 2 of 2 U ca Z) r C— Ca bu0 C- O N Cc_0 On N � CD o Lr O O N CcCc Q O Q N U �C)o .-. 0 Z) a--+ N Q O � N +� CU > N N 0 0 O C- � cc Z) cn U -O Q) ca r •— O cc •> bu0 7p�p +, CD V cc • U) Ca O O U) = bu0 O o E U . cc — cn _0 i c N cc cc 'E_ O Ln i 7QA Q In, •— 70 a) 70 c N 4-fO •� fn W N a--+ cn a--+ N U U Q — 4-J cn ca w CD 5- m O 0 U = E U o U � O 0- � cn m i W 0- 2 � N }' U N i 0 a->+ O U � — N bA E E N O O E U 2 w cn cn cn cn C— bu0 �U N Q X C2 ca 0 O cn Q U cn N O 0 O cn L— O cn i O cn 0 Q cn N m cn c Ca � U � Z N c cn M O O N }, � N � U N N Q O_ fn ^ U cc U)� N _0 N '> N � O 0- _ cc 'U cn Q N U) 'U U O .� � O 0 O N C— }' O i F- � O O > CD O cn L— O CD4-1' O o Co O � p cc cc o O r- cc >, cc buo cB N O }' c — =5 Z O U O U cn N 'i ca � N O U) m O ca 2 Q m U 2 a ca a ca O O N O N O N O N 0 C ru w ct at c 4 [Y3 dl to Lam` d p •jd 7 m o in ' d- .N. a 67 p ® Q •u E m 4f] C [fl m p •N L fp y] ca. 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O cc C— cc cn a cn 0 m ca O U J O Cl) U E cB i U O 0 O E O U o O = U ca � c: o E � 0 o O cn O 0 J � N E U O O cnn U) C— O ca N .C— Ca bu0 i O U) O 0 O Q a) U cu N O N U N • uk N LL O LO bo 1i, 0 ca N N 0 O N bo n cu c N a� E 0- a) cn 0 0 0 M u 0 a-J L cc 4-J Z cn 0 a� > � L E (\\a z3 L / c/) CC 7C3 cc N N }' > E � � cn O Q cn cn U § | |« §§ () §( kk d$ \/ zg e> §2 ■£ §§ \| L� § ) a a ) 2 ! ¥ § Q ` ¥ [ ) ` ` E § 0 3A3g¥oN3 d� §zOz N��Nol clvv§zoz �J L CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: August 13, 2024 Department Director Approval: Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Opioid Settlement — Project options GOVERNING LEGISLATION: SVMC 2.15.020 PREVIOUS COUNCIL ACTION TAKEN: Numerous meetings from April 2022 through July 2024: Approval of One Washington MOU for settlements with (1) opioid distributors ("Settlement f'); (2) pharmacies and manufacturers ("Settlement If'); (3) Johnson & Johnson; and (4) Kroger. Approved MOU establishing Spokane Regional Opioid Abatement Council August 29, 2023. BACKGROUND: Over the course of the previous two years, the State of Washington and litigating local jurisdictions secured settlements against various entities involved in the production, sale, and distribution of opioids. City Council chose to participate in each of the settlements secured by the State of Washington against various entities contributing to the opioid crisis, which include the following: The distributors settlement ("Settlement f'). The City is expected to receive a total of $140,844.29 through 2038, with payments ranging from $5,773 to $9,727.98 per year. To date, the City has received a total of $26,703.92 from Settlement I. The pharmacies and manufactures settlement ("Settlement If'). The City anticipates receiving a total amount similar to Settlement I over the course of 15 years. The national opioid settlement administrator has yet to provide the exact breakdown for local governments for Settlement II; however, estimates from the Attorney General show that the City is expected to receive a total of $140,021.39 through 2037 with payments ranging from $3,152.36 to $11,784.51 per year. To date, the City has received a total of $34,840.96 as a result of Settlement IL Payment amounts are higher in the first two years given the structure of the settlement. The Johnson & Johnson settlement ("Settlement IIf'), included a one-time payment in mid -June, which resulted in $37,680.96 to the City. The Kroger settlement ("Settlement IV). The national opioid settlement administrator has yet to provide the exact breakdown for local governments for Settlement IV; however, estimates from the Attorney General show that the City is expected to receive a total of $15,342.32 through 2035 with payments ranging from $1,256.81 to $1,478.60 per year. In total the City has received $99,225.84 from the settlements to date. According to a press release in late April from the Office of the Attorney General, the total expected funds allocated to the City of Spokane Valley for all settlements thus far is projected to be $333,889 (to be received through approximately 2038). One challenge in directing money is that not all payments will be received equally in annual amounts through 2038. Staff have put together received and estimated annual payment amounts for 2022 through 2038 based on current understanding of the settlements that the City has entered into to date. Note that there is still ongoing litigation, including the Purdue lawsuit, that may result in settlements and additional funding to the City. That litigation is not included in the estimated total revenues. Tonight, City staff are providing information about possible uses for the funds. All money received from the settlements must be spent on opioid abatement related measures to support treatment of opioid use disorder and any co-occurring substance use disorder or mental health conditions through evidence -based programs. Specific approved uses are identified in the List of Opioid Remediation Uses attached to this RCA. Priority strategies include: 1. Priority Services - Naloxone (or other similar drugs) - Medication -assisted treatment and support services - Pregnant and postpartum women and neonatal care - "Warm" hand-off programs and services to ensure those in need receive assistance in transitioning between programs (e.g., navigators to assist getting individuals from ER to recovery services) - Treatment for incarcerated population - Prevention programs — youth education, media campaigns, medical provider education, community drug disposal, and pre -arrest diversion programs - Expanding syringe service programs, such as providing wrap -around services to provide connection to care - Data collection and research regarding abatement strategies 2. Other approved uses - Treatment: treatment of opioid use disorder, supporting people in treatment and recovery, connecting people in need to appropriate care, and addressing the needs of criminal justice - involved people - Prevention: preventing over -prescribing and dispensing of opioids, preventing misuse of opioids, and preventing overdose deaths and other harms - Assisting first responders when dealing with fentanyl or other drugs and providing wellness services to first responders who experience trauma associated with opioid-related emergency events - Supporting planning, training, and other technical assistance for those carrying out other opioid abatement strategies - Supporting opioid abatement research Within the available opioid abatement strategies, there are several options that Council could consider. Some options for consideration are provided below. These are options where staff and/or Councilmember(s) have had discussions with providers to get more information regarding specific costs, project outcomes, etc. 1. Public information: Enhancing Spokane Regional Health District Opioid Dashboard. The Spokane Regional Health District ("SRHD") collects data regarding opioid overdoses within Spokane County from emergency rooms, EMS, and the medical examiner. They combine and provide this information through the Opioid Dashboard, located at hllps://counlyhealthinsights.or /cg ounty/spokane/initiative/opioid- dashboard/. Currently, the data focuses on identified overdoses, overdose deaths, age, sex, ethnicity, education level, limited location information (Spokane County as only identified location), and limited information regarding naloxone (otherwise known as "Narcan") use. There is also some information distinguishing overdoses by type of drug (any opioid, fentanyl, cocaine, and some other types). Options for funding: A. Enhanced overdose dataset, including location. SRHD is in process for looking at options to expand information on the dashboard. This could include an enhanced EMS overdose dataset that includes additional information, such as more detailed location of encounter, how much Narcan was administered, and who administered the Narcan. Spokane Valley funding could be used to allow customized information for overdoses included in the EMS dataset within Spokane Valley. SRHD staff did also believe that emergency rooms may be collecting other demographic data such as zip codes and would check to see what could be done to add that to the dashboard. SRHD staff did not have costs for the EMS enhanced dataset at this time. SRHD staff did indicate that generally there is a larger upfront cost to develop and configure the dataset and dashboard and lower annual costs (approximately $10,000 annually) to continue collecting and maintaining the data. B. Needs assessment. Spokane Valley funding could be used for a one-time needs assessment within the community. This would include outreach and data collection for opioid treatment needs within Spokane Valley, which could then be used for planning purposes for future treatment or other abatement options. SRHD staff did not have costs at this time for a one-time needs assessment. C. "Upstream" data regarding opioid use not resulting in overdoses. Currently SRHD only collects data regarding overdoses. Staff did discuss whether SRHD could collect information regarding opioid use not resulting in overdoses in order to gather information that could be used for preventative treatment or education prior to overdoses and continued negative impacts from ongoing opioid use. SRHD staff understood the premise and value, but were not aware of sources where such data could be collected at this time. They did indicate they would continue to think about how such data could be collected to allow more preventative actions rather than reactive abatement measures after someone had already overdosed. 2. Transportation: One critical need that is generally not supported through many of the normal funding sources is transportation to get those in need to necessary services. This is especially true for getting individuals to sobering, withdrawal, or other recovery services other than directly to emergency rooms. Providing non -emergency transportation for those in need to non -emergency services such as sobering or recovery houses gets those individuals to services that they need and frees up emergency room and first responder resources that are currently used to treat those who are intoxicated but in need of assistance. One example of non -emergency transportation is the "Car 50" project in the City of Spokane provided through a partnership between Spokane Fire and Spokane Treatment and Recovery Services ("STARS"). Pursuant to the agreement between Spokane Fire and STARS, Spokane has provided a non -emergency vehicle, covers gas and maintenance, and STARS provides drivers to pick up and transport intoxicated individuals to STARS sobering and treatment facilities in lieu of Spokane Fire or Spokane Police taking them to emergency rooms. Car 50 operates within the City of Spokane Monday through Thursday 8 am to 12 am and Friday through Sunday 8 am to 3 am. STARS generally takes individuals to their treatment facility for sobering and detox management. STARS has indicated that it would be able to operate a similar transportation program in Spokane Valley. They have identified that the cost would be approximately $250,000 per year, plus costs to acquire a vehicle and ongoing vehicle maintenance costs. As identified above, the City does not have sufficient funds from the opioid settlements to cover full costs for the STARS transportation program and would have to find additional funds from other sources if it wished to implement such a program. Alternatively, the City could seek proposals from other providers for similar transportation services with the available City funding. 3. Support one or more Spokane County opioid abatement projects. The following are projects being managed and funded by Spokane County in whole or in part with its opioid settlement funding. If the City pursued one or more of these options, the City would provide money to Spokane County and the County would manage the project. A. Stabilization facilities: Spokane Regional Crisis Stabilization Center Expansion (allowing 23- hour crisis relief and sobering center). Spokane County has identified a desire to expand the existing Spokane Regional Crisis Stabilization Center to provided 23-hour crisis relief and sobering services. They have directed opioid funding to be used as a portion of the necessary capital investment to expand the current facility to allow the additional services. They have estimated ongoing operations costs of approximately $200,000, with funding coming from Medicaid and other commercial insurance plans, as well as utilization of Federal Block Grant funding. On March 26, 2024, City Council were provided an update of the Spokane Regional Crisis Stabilization Center Expansion and the City's extensive and successful use of the facility. Council provided consensus to submit a letter of support for Spokane County's request for federal congressionally directed spending. City funding would not cover capital or ongoing operational costs and so would only fund a portion of any part of funding used by the Expansion project. City funds could be directed to a variety of purposes towards the Expansion project, including capital and operations. B. Braided funding for co -responder programs. The Program pairs behavioral health professionals with emergency medical response to allow for early intervention, diversion from Emergency Departments, diversion from law enforcement and the criminal justice system. Spokane Regional Behavioral Health is working to create programs to enhance crisis response, improve connection to services, reduce pressure on the healthcare system, and reduce pressure on law enforcement and the criminal justice system. Currently, the program is envisioned to pair behavioral health professionals with fire/EMT/paramedics to create co -response teams. This will allow dispatch to direct the appropriate service to persons in crisis from either (1) Law Enforcement, (2) Fire, (3) Law Enforcement + Behavioral Health Co -Response Team (currently in place and part of City's Law Enforcement Agreement), or (4) Fire/EMT/Paramedic + Behavioral Health Co -Response Team. In addition to expanding co - response teams, the new teams will allow medical assessment in addition to behavioral assessment and allow the co -response team to get the individual to necessary services. The team will also have necessary equipment to medically clear individuals allowing for direct transport when appropriate rather than first visiting Emergency Departments for medical review. The program currently envisions funding for six total teams: four teams in the City of Spokane and two teams in Spokane Valley (using Spokane Valley Fire Department staff). Total program costs are currently estimated at approximately $2 million. Funding is currently identified through the County's 0.1% mental health sales tax and billing through the behavioral health crisis system. While funding is currently identified for this program, staff continue to have ongoing discussions with Spokane County about possible opportunity for the City given the potential benefits within Spokane Valley. The County has also supported other projects, but the support is for capital improvements and/or fully funds the projects, so there is limited possibility of City involvement. These include: A. Housing support for parents/caregivers of infants with neonatal abstinence syndrome. Spokane County has directed funding towards a one-time capital investment to support creation of a housing complex for the target population through a request for proposal process. B. Direct treatment services — expansion of crisis relief and sobering facilities. Spokane County has identified support for funding capital improvements and expansion of an existing privately operated substance use disorder treatment provider to also provide 23-hour crisis relief and sobering services. This will allow such services in a shorter time frame than expansion of the County's stabilization facility. C. Sheriff's Office - Civilian analyst in RAVEN Task Force, which is a drug and gang unit that generally handles larger scale drug investigations. The analyst will have an emphasis on investigating who gave the fentanyl or other controlled substance to those who die from controlled substance overdose. This will allow prosecution of those delivering drugs on our streets. The position will be fully funded by Spokane County. Other: As identified above, these options are not comprehensive and funding may be used for any purpose on the approved list. The discussion tonight is intended to be informational and staff are seeking any questions or comments from Council. Staff will be coming back with more detailed information based on questions and comments at a later date. OPTIONS: Discussion. RECOMMENDED ACTION OR MOTION: Discussion. BUDGET/FINANCIAL IMPACTS: To date, the City has received a total of $99,225.84 as a result of settlements I -III. The table below provides a breakdown of the total payments distributed thus far. Please note that the "Janssen" (i.e. Johnson & Johnson) amount in row two is blank because the State of Washington secured a separate settlement directly with Janssen as evidenced by row eight. 1. Distributor $26,703.92 $26,703.92 2. Janssen $0.00 $0.00 3. Teva $3,786.96 $3,736.96 4. Allergan $4,178.91 $4,173.91 5. CVS $ 4,169.28 $4,169.28 6. W a (greens $ 4,482.04 $4,432.04 7. Walrnart $18,223.77 $18,223.77 8. Janssen Washington $37,680.96 $37,680.96 9. Totals $99,225.84 $99,225.84 The City has entered into the Kroger settlement and will receive approximately $15,000 over the course of the next 11 years. An estimated payment schedule is attached to this RCA with estimated future payments. STAFF CONTACT: Erik Lamb, Deputy City Manager. ATTACHMENTS: Estimated Settlement Payment Schedule Spokane County Opioid Settlement Fund Project Plans Presentation Spokane Regional Behavioral Health Co -Responder Presentation Spokane Regional Behavioral Health Co -Responder Program f §»; m I I o 6 1� N �o s ca I.J4— as V � •0 CX c � ,� o i (/� .0 C •i LM _ a 4- o V00 4- m V '� •O W i = i m O • V \ E x C V o c o •- o V is � c ,N a � •� 0 u 4q �" •� _ •° t5l a� O � =z o oth o V40: W i a m 0 ca O V m m O (U N i (U Ln Ln Q) U O Ln Ln N U U O U D- 0. 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Pairing Behavioral Health Professionals with emergency medical response, allows for early intervention, diversion from Emergency Departments, diversion from Law Enforcement and the criminal justice system. First responders are often the first on scene when responding to an opioid overdose, making Intercept 1 of the Sequential Intercept Model a crucial opportunity to connect individuals struggling with opioid use challenges with ongoing treatment and harm reduction resources. The Sequential Intercept Model details how individuals with behavioral health challenges, including opioid use disorder, come in contact with the criminal justice system. PROGRAM GOALS • Enhance Crisis Response - A joint partnership between behavioral health professionals and first responders allows for more effective crisis de-escalation which seeks to reduce the need for additional crisis and acute care services. • Improve Connection to Services - Having a behavioral health professional available to respond to an emergency situation allows for prevention of future crises through connection and transport to voluntary community services. • Reduce Pressure on Healthcare System - Co -responder Teams mitigate the burden of behavioral health crises on health care providers by reducing unnecessary emergency department visits and community hospitalizations. • Reduce Pressure on Law Enforcement & Criminal Justice System - Co -responder Teams in the community alleviate pressure on the criminal justice system by diverting individuals in crisis away from the criminal justice system. THE PROGRAM Funded through Mental Health Sales Tax and existing crisis services contracts, the Spokane Regional Behavioral Health Co -Responder Program is currently being piloted in two municipalities, the City of Spokane and the City of Spokane Valley. These municipalities were selected based upon having the largest population sizes in Spokane County and demonstration of the greatest need for services. of City of Spokane • Valley Fire r Fire Fighters/Emergency Medical Technicians (or Behavioral Health Paramedics) will be Professional funded through Spokane County Mental Health Sales Tax dollars. FireMT or Paramedic 1 1 1 I T 1 Co -Response Team Co -Response 1 Team Behavioral Health Behavioral Health P—faccinnal I r P—faccinnal Fire/EMT or Fire/EMT or 11 FUNDING r V Co -Response Team Behavioral Health Professionals will be funded through the behavioral health crisis system and billing applicable insurance companies. I 0 1 � 1 Co -Response I Co -Response j Team Team ! E ral Healthssional EMT ormedic The Behavioral Health Co -Responder Program will use a braided funding model to maximize the impact of the program. Spokane County Mental Health Sales Tax funding will cover the six (6) Paramedic/Emergency Medical Technician (EMT) positions, while the six (6) Behavioral Health Professional positions will be integrated into the existing behavioral health crisis system. ME PROGRAM PROCESS 1. Person in crisis or someone on their behalf calls 911 or 988 2.911 or 988 will dispatch the appropriate service a. Law Enforcement b. Law Enforcement + Behavioral Health Co -Response Team c. Behavioral Health Co -Response Team 3.If the Behavioral Health Co -Response is dispatched, the team will arrive on scene, assess the person's needs. a.The team will address any minor medical needs, provide crisis de- escalation services as well as provide education, connect and transport to the appropriate resources to meet the needs of the individual. Dispatch •,@5sy attess to care instead of arrest or hospitalizat Sequential Intercept Model & I , Person Person in Co -Response Crisis in crisis crisis calls Team Stabilization 911 or 988 Center (if necessary) ems.. Connection to resources and Connection to ongoing resources and support ongoing services support services An Individual experiencing a crisis may initiate a response either through calling 911, Crime Check, 988 National Suicide Prevention Line, or the Regional Crisis Line (RCL). Dispatch staff will operate within existing protocols, utilizing the Co -Responder Teams as determined necessary and safe. In situations where safety is of concern, existing protocols for Law Enforcement response and clearance would apply prior to dispatch. Response The Behavioral Health Co -Response Team will arrive on site and assess the situation and the person(s) involved. The assessment will include a brief medical assessment as well as a behavioral health screening to identify the person's current needs. If necessary, minor medical needs will be addressed at the scene. Additionally, the Co -Response Team will be equipped with the equipment necessary to complete medical clearance in the field, allowing for direct transport to inpatient treatment options when appropriate. Connection When stabilized and cleared by the Co -Response Team, coordination to necessary supports and services, including transport to appropriate resources would occur. These resources may include crisis stabilization centers, inpatient behavioral health facilities, hospitals, shelters and other staffed/attend facilities that meet the needs of the person in crisis. 04 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: August 13, 2024 Department Director Approval: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Council Goals and Priorities for Lodging Tax Advisory Committee (LTAC). GOVERNING LEGISLATION: State Law RCW 82.08 and 67.28; Spokane Valley Municipal Code 3.20 PREVIOUS COUNCIL ACTION TAKEN: An administrative report was presented to Council on this topic on July 30, 2024. BACKGROUND: On July 30, 2024, an administrative report was delivered to Council that addressed the process leading to the annual award of lodging tax proceeds to applying organizations. Topics in the report included a discussion on the tax itself as well as the roles of the Lodging Tax Advisory Committee (LTAC) and City Council. During the July 301" meeting, Council discussed potential modifications to the goals and priorities and allocation process. State Rules Governing Use of the Lodging Tax Washington law allows the City to impose lodging taxes and to use the revenues for the following purposes: • Tourism marketing. • The marketing and operations of special events and festivals. • The operations and capital expenditures of tourism -related facilities owned or operated by a municipality or public facility district. • The operations (but not capital expenditures) of tourism -related facilities owned or operated by non-profit organizations. State Rules Governing Applications, Reporting, and Allocation of Lodging Tax Washington law establishes application and reporting procedures for cities with a population of greater than 5,000. Applicants must submit their applications to the Lodging Tax Advisory Committee (LTAC). Proposals must include estimates of how money awarded to them will result in increases in the number of people traveling for business or pleasure on a trip in the following categories: • Away from their place of residence or business and staying overnight in paid accommodations; • To a place 50 miles or more one way from their place of residence or business for the day or staying overnight; or • From another country or state outside their place of residence or their business. Organizations who receive funding are required to submit a final report to the City which includes actual numbers in these same categories listed above, and the methodology used to collect that data. The City must provide both the estimates and actuals in a report to the Washington State Joint Legislative Audit and Review Committee (JLARC). Page 1 of 5 There are three options for City Council action. The two that are clearly established in chapter 67.28 RCW include either (1) approving some or all of the listed recipients and amounts recommended by the LTAC or (2) not approving any recipients and having the LTAC revise its recommendation for further City Council action. There is a third option that has been identified under RCW 67.28.1817. Under that statute, a municipality may propose "a change in the use of revenue received under [RCW 67.28]," but must submit the proposal to the LTAC for review and comment. Then, the LTAC must be given at least 45 days to review and provide comments prior to final action by the municipality. This allows the City Council to conduct its own review of the materials submitted, including the minutes and recommended amounts by the LTAC, to propose a change in the amount distributed to any of the recipients recommended by LTAC. Final action on the proposed change in the amount distributed to a recipient may not be acted upon until 45 days after City Council submits the proposal to LTAC for review and comment. Tourism Strategic Plan The City completed the Tourism Strategic Plan and Project Development Prioritization in August 2023 after significant research and stakeholder meetings. Utilizing funding to support events and facilities that promote a strong tourism identity, especially around sports and outdoor recreation, is a key recommendation in this plan. The plan also recommended the City implement a marketing and branding program to position itself as a tourism destination. This process is underway and supported through the implementation of the city's Tourism Promotion Area, which generated about $1.3 million in revenue in 2023 to support destination marketing initiatives. The plan identified and prioritized six product opportunities in which to invest and develop new tourism assets. These included a Cross County & Cyclocross facility, Ice Sheets (skating) facility, Whitewater Park, and/or renovations to enhance Plante's Ferry Sports Complex, CenterPlace Regional Event Center or the Interstate Fair & Expo/Avista Stadium complex. The Cross Course facility ranked highest for development based on financial investment, probable economic benefit, and in recognition of the region's growing sports -centric focus. The City is moving forward with construction of a Cross Country and Cyclocross facility on 60 plus acres of vacant land along the Spokane River at Flora Road. This premier sports complex will position the City to host national and regional collegiate, post -collegiate and high school competitions as early as fall 2025. Other recommended asset development opportunities, such as enhancements to Plante's Ferry, will continue to be investigated as funding allows. In recognition of the recommendations form the Tourism Strategic Plan, staff recommends the prioritization of funding through the lodging tax process for capital projects to develop tourism assets as well as funding to promote sports -related events in the City. Staff has heard these recommendations echoed with community stakeholders as well. Application and Recommendation Process In discussions with various stakeholders regarding the lodging tax process, City staff have heard requests for additional changes, specifically in how available funding is communicated to potential applicants and the how to streamline the process of allocating funds. One major hurdle for applicants in the past has been the partial award of requested funds. In some cases, applicants have turned down the awards because they cannot complete the proposed project with a partial award and do not have additional funds available to make up the difference. Even if the applicants accepted the partial awards in the past, they have often expressed that there will be additional difficulties in delivering the project. In response to these discussions, staff are suggesting a change to the process and the approach the City uses to present the available funding to the LTAC and potential applicants. In order to strategically utilize the lodging tax revenue to increase tourism and better prepare Page 2 of 5 applicants regarding funding options, the potential funding is proposed to be designated into categories — capital expenditures for tourism related facilities, marketing and operations of special events, and operations and marketing of tourism related facilities. Using data from the last five years of Council awards from the 2% portion, staff calculated the average award in each of these categories, including the average transfer to Fund #104 for capital purposes. These averages were used to create proposed available funding in each category. Additionally, staff have outlined suggested updated Council goals and priorities based on the Tourism Strategic Plan, stakeholder feedback, and Council feedback (see next section in this RCA below). Beyond suggesting the creation of categories for funding with designated funding levels each year, staff are also proposing a change to the allocation methodology employed at the LTAC meeting. The new methodology would work based on the prioritization of applications by the LTAC, and each project would be funded in order of priority in each category until funds are exhausted. This would mostly eliminate the issues with partial funding from prior years. The 2025 application and award process will begin early fall of 2024, and will again be open to for -profit organizations as well as non-profit organizations for tourism promotion projects. Interested organizations may apply by submitting a proposal through the City's online application process, completing all required sections and submitting attachments. Staff will offer a technical assistance meeting to support potential applicants in the application process and address questions. After the submission deadline, staff will perform an administrative review of each application for completeness and to ensure they meet the eligibility requirements and fit into the appropriate category of funding according to state law. Following administrative review, staff will prepare a short analysis for each complete and eligible application. The staff analysis will be provided to the LTAC to assist in creating Council priority driven recommendations. Each applicant will be asked to provide a presentation of highlights of their proposals and answer questions during the annual LTAC meeting. Staff will provide a worksheet to the LTAC to rank the proposals in each of the three categories, in order of priority. Staff will compile those rankings into a table with the top -ranked proposals in each of the three categories. Following any deliberations, it is anticipated that the LTAC will make its recommendations based upon the outcome of the rankings. These recommendations will be presented to the City Council for final determination of awards in January 2025. The City anticipates that through this process, it will avoid awarding partial funding as appropriate and to the extent possible. Some key points to the recommendation process are as follows: • Committee members will rank the proposals in each of the three categories, from 1 to "X" with the number 1 being the highest priority project. In no event will any agency receive an allocation greater than their initial request. • LTAC will independently rank projects and provide their recommendation on the allocation sheet to staff immediately following applicant presentations. • Proposals tallied according to top ranking until funds are exhausted. • As recommendations are made through committee discussion and a motion, the LTAC may choose to adjust the recommended awards by changing amounts in the ranked column, or recommend not awarding all the available funds • Total awards cannot exceed available funding from that category or total across the available funds. Page 3 of 5 Council Goals and Priorities for Use of Lodging Tax Annually Council discusses and adopts goals and priorities that it encourages the LTAC to consider when making award recommendations. Based on feedback from a variety of stakeholders and applying the City's tourism strategies as well as Council discussion on July 301", suggested Council goals for the 2025 award year are as follows: 1. Council desires to direct awards toward funding projects, events, or festivals that will distinguish Spokane Valley as a tourism destination and result in measurable increases to Spokane Valley tourism. As part of this goal, Council would like to prioritize funding new and innovative projects as well as existing programs that can show increasing self- sustainability. 2. Council desires to prioritize funding for capital expenditures to develop tourism destination facilities or venues within Spokane Valley and use lodging taxes in the following categories including suggested funding levels: a. Capital expenditures (must be a tourism related facility owned or operated by a municipality). Available funding for 2025 is $2,554,000. ($2M from the 1.3% portion and $554,000 from the 2% portion) b. Tourism marketing and operations for special events and festivals and the operations and marketing (not capital expenditures) of tourism related facilities owned and operated by non-profit organizations or municipalities. Available funding for 2025 is up to $339,000. 3. Council desires to prioritize projects with the greatest potential long-term impact to Spokane Valley tourism, including the economic impacts of all major components of the tourism - based economy such as overnight room nights in lodging businesses, shopping, and dining. 4. Council wishes to avoid partially funding requests in the capital expenditure category to the extent possible. This will be accomplished by allocating funds through a prioritized ranking process. Partial funding of requests may be recommended as determined appropriate by the LTAC and awarded in limited circumstances, particularly when evaluating the overall budget of the organization and the project's matching funds, or if it becomes necessary to award any remaining funding in a particular category. OPTIONS: Discussion only. RECOMMENDED ACTION OR MOTION: This is a discussion item only, but staff is seeking consensus from the Council on the 2025 goals and priorities the LTAC should consider when evaluating applications. Suggested goals include specific funding categories and a revised recommendation ranking process. This is scheduled to come before Council as a motion consideration at the August 201" Council meeting. Staff is also communicating to Council that the 2025 Budget is again being developed to set aside $30,000 of lodging tax revenues to enhance CenterPlace advertising expenses resulting in an increase in that marketing budget from $30,000 to $60,000. This increase has been requested by area hoteliers. The Council is able to make this decision independent of any input from the LTAC because this represents a historical use by the City. Page 4 of 5 BUDGET/FINANCIAL IMPACTS: Estimates revenues in 2025 for the 2% portion of the lodging tax is currently budgeted at $900,000 and for the 1.3% portion at $600,000. We will be watching revenue collections closely as the year progresses and estimates will be updated as needed. Total expenditures are budgeted at $923,000 in Fund #105, including $30,000 to offset advertising at CenterPlace and a total of up to $893,000 to be allocated through this award process across the funding categories discussed in this RCA. The fund balance at the conclusion of 2025 is expected to be about $228,000 in Fund #105, which should be adequate to cover cash flow needs. There are currently no budgeted 2025 expenditures in Fund #104; however, if projects are awarded, expenditures will be added in a future budget amendment. We anticipate approximately $2 million to be available for awards in 2025. If we combine this with the $554,000 mentioned in the capital category suggested in this RCA, there would be a total of just over $2.5 million available to award for capital. Currently, the estimated remaining fund balance at the end of 2025 is approximately $2.8 million, which is prior to any potential award of these funds. STAFF CONTACT: John Hohman, City Manager; Chelsie Taylor, Finance Director; Sarah Farr, Accounting & Finance Program Manager ATTACHMENTS: • 2% Lodging Tax Award History — 2020 through 2024 • Revised and Tentative 2025 Lodging Tax Application and Award Process Calendar • Combined Sales and Lodging Tax Rate Table Page 5 of 5 0) N N N N f0 a c O c.)O Q N J Q Ol 3 F o w c o �N O N d J i In O N LL -ET O O w Y IL F_o (i N IL O O O O O O N O O O O O O O O O O O O O O O LO O O O O O O O M_ O W O NI�O O O O O O ON V V N OLO LO I�N ONOO�LO I�O Nt` O M Lp V 0 V V OOt`LO1-O(O V N 00 �00N O LO OI:M N N LOh(M0!0000, QCl) N Cl) LO N � N O H r O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O 00 00 — O O O V O O O O O O O O O O O O O 000000000 O 0 0 0— 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O L 0 0 0 0 0 0 0 0 O N O 00�OONt`N N M O 000 LOOS LO LOI—OM0 0 0 LOO V U .Q N NM N LO LO M� M O O N 'IT 'IT�O I— OI`I`N 'IT LO LO N N M N V N M N t` I� O_ Q N O O O O O O O O O O O O O O O O O O O O O O LO O O O O O O O LO O '6 O LO O O LO LO LO LO LO N O LO O LO I— O N O O I- N N t` N O I- LO I- LO O N m I-- 00 N t` 00 N (O O N (O LO 00 I: M M N 3 M N LO N N M � N Q V N O N c 000000000000000000000000000000 O O O — 000 O 00 O (O O 00 O 00 O O O O O O O 0 0 0 L O O O O O (D M_ 00 LO LO I` LO O LO O U (O N V O I— M N LO N N V O_ Q O O O O O O N O O O O O O O O O O O O O O O O O O O O O O O 000 '6 O 00000 O 00 00 O O O O O 00 LO LO 0 0 0 O 0 0 0 0 O 0 00 O O (0 V I— O I` O t: LO LO M 00 M V N 3 LO M r M I— N N Q LO 00 N O N c O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O — O O O O V O 00 000 O 000 O 0 0 0,— 0 O O O O O O O O O O N cu O O O O (D O LO O (D O LO O O LO O LO V U Q N LO LO (fl N V LO O N M — N LO O_ Q 000000000000000000000000000000 00 'O 00000 O O 0000 O O N 0 0 0 O O 0 0 0 L O O O O Lp LO (D (fl O t` LO V I` O V Cl) M 3 LO M r (D N N N I` t` Q N LO N N O N c 000000000000000000000000000000 O O O — 000000 O O 0000 O O O O O O O O O O O O O O O LO N N O LO O LO LO O O O LO LO O LO LO NO V I— V NM I� Q Q 000000000000000000000000000000 00 '6 O 000 00 O O 00 V O O O (q N N O O (O W 00 V N (0 O N LO N Ln I` O O N O 00 3 M v v v 00 O N O N c 000000000000000000000000000000 O O O — 000 00 O O O 00 O O O O O O O O O O O O O N LO O LO O O O LO 00 LO M U Q V N N N LO LO LO O M O_ Q 000000000000000000000000000000 00 '6 O N 00 O O O O 000 O O O O (O O V O O O (O M O O O O LO> O LO 00 00 00 00 (O LO 00 — O O O > M LO — 'IT CIO 'IT— LO LO m Q v I— O N O N c 000000000000000000000000000000 O O O O O O O O O O O O O O LO 00 W O O LO O O Ln O U Ln co r N LO I— LO LO N LO co LO O_ Q 0 o � .5 U 06 V J a) E O O J C O E O N ' N N O N y c U o u Q o w O .` o w 3 w 0 w of o~ w ' n 0)-0¢ o cu r 0s � Y aTi o a o06 Y m E N t? Xk 7 U U V r Ecu N E r- N lL C m N Z a) 't O � N T a N T T N LL H O .O U N N O C- w C C r N N T N O- O w Y 'o 'O U c U) to o rn 3 > E o .� > U o a m m 'L0 >_-O000w>> W NNU�E> ra)NNOQy WYcO O -co(D Q-O LL o00 U U LL a' 0 0 0 0 0 0 N N O 2 N EL O Z t d d t t Y Y Y Y Y Y Vl N W 'T O H H H H H H a) a) a) O �U-0 E �-.U, mYYYYYYrr o 0 0 0 0 0 0-- � �_ o o m (7 — a)Z o m= m n�QQQQQQ o o QQQQQQQm m w m H Q QUUULLLL222<<<<<<ZZ(AlA(A(AlA(A(A»»�� .ti O rl Combined Sales and Lodging Tax Rates Table Tax Components Retail Hotel Sales tax State of Washington 6.50% 4.50% City of Spokane Valley 0.85% 0.85% Spokane County 0.15% 0.15% Criminal Justice 0.10% 0.10% Spokane PFD 0.10% 0.10% Public Safety 0.10% 0.10% Juvenile Jail 0.10% 0.10% Mental Health 0.10% 0.10% Law Enforcement Communications 0.10% 0.10% Spokane Transit Authority 0.80% 0.60% Total sales tax 8.90% 6.70% Lodging tax City of Spokane Valley (initial 2.0% tax) 0.00% 2.00% City of Spokane Valley (additional 1.3% tax) 0.00% 1.30% Spokane PFD 0.00% 2.00% Total lodging tax 0.00% 5.30% Total tax 8.90% 12.00% Tues 8/13/2024 Tues 8/20/2024 Fri 911312024 Timeline Leading to 2025 Lodging Tax Awards Admin Report - Review Council goals and priorities for use of lodging tax proceeds. Motion seeking Council approval of goals and priorities for the use of lodging tax proceeds. Application process opens. City runs notice in newspaper, places on web site, and notifies 2024 award recipients and others agencies that may have expressed interest. Grant proposals are due through online submission through website by Fri 10/11 /2024 4pm (no late submissions will be accepted). Tues 10/28/2024 Proposals available for Lodging Tax Advisory Committee review. Thurs 11/7/2024 8:30 am Applicant presentations to Committee. Tues 11/19/2024 Formal Council Meeting Admin Report: LTAC Recommendations to City Council Tues 1/7/2025 Formal Council Meeting City Council Motion Consideration: Award Lodging Tax for 2025 RCW 67.28.1817 requires that the City wait for a period of at least 45 days after the LTAC meeting before action can be taken by the City Council. 1/7/2025 Council Action 11/7/2024 LTAC meeting 61 days CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: August 13, 2024 Department Director Approval: ❑ Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Administration Report: HCDAC Mayoral Appointment GOVERNING LEGISLATION: N/A PREVIOUS COUNCIL ACTION TAKEN: N/A BACKGROUND: In 2023, the City entered into a three-year interlocal agreement (2024, 2025 and 2026) to participate in the Spokane County (County) Consortium for the Housing & Urban Development (HUD) Entitlement Funds including the Community Development Block Grant, the Home Investment Partnership Program (HOME) and the Emergency Solutions Grants (ESG). The Housing Community Development Advisory Committee (HCDAC) serves as an advisory committee to the Housing, and Community Development Division and to the Board of County Commissioners. The HCDAC reviews all of the funding proposals for housing, homeless, and community development administered by Spokane County including HUD entitlement funds. The HCDAC bylaws provide for up to four City representatives in the committee due to the City's population. Currently, the following are serving in the committee: • Deputy Mayor Tim Hattenburg • Councilman Ben Wick • Citizen representative — Tom Hornel • Vacant, position expired June 30, 2024 Historically, the City's membership consisted of one council member, two citizen representatives and one City staff. In January 2024, the Mayor decided to add a second council member to provide additional elected representation with the future step of restoring the staff position once the vacancy arose in June. Gloria Mantz, City Services Administrator, currently serves in several regional boards that advise on priorities and funding that support homeless, housing and community development goals including the Continuum of Care (CoC), the City of Spokane Community Housing and Human Services (CHHAS — as a liaison for the CoC. She is also the non -voting ex-officio member for the City of Spokane Valley Homeless and Housing Task Force. Due to her participation in these regional boards, it is the Mayor's recommendation to appoint Gloria Mantz for the vacant position in the HCDAC. The intent is for Gloria to help provide coordination and consistency between the various housing and homeless services boards. OPTIONS: Discussion only RECOMMENDED ACTION OR MOTION: Council consensus to return with a motion consideration to confirm the Mayor's recommendation for appointment. BUDGET/FINANCIAL IMPACTS: Not Applicable STAFF CONTACT: John Hohman, City Manager ATTACHMENTS: None CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: Department Director Approval: ❑ Check all that apply: ❑ consent ❑ old business ❑ public hearing ❑ information ® admin. report ❑ new business AGENDA ITEM TITLE: Review of Squatters and Landowner Rights in Washington GOVERNING LEGISLATION: RCW 59.12 et seq; RCW 9A.52.105 PREVIOUS COUNCIL ACTION TAKEN: None BACKGROUND: Council requested a presentation regarding "squatters' rights" under Washington law. A "squatter" is someone "who settles on property without any legal claim or title." See Black's Law Dictionary (12the ed. 2024). This is distinguished from a "holdover tenant" (which moves onto property with a legal right, typically under a lease agreement). Holdover tenants typically have greater rights than squatters because holdover tenants are protected by the Washington Residential Landlord -Tenant Act. This memorandum only discusses the rights of squatters and private property owner remedies to remove squatters from their property. Property owners are largely prohibited from resorting to self-help means to remove a squatter. Under Washington law, squatters may be removed (1) through a legal action commenced by the property owner (called an "unlawful detainer" action); or (2) by law enforcement for trespass. Unlawful Detainer Process: An unlawful detainer action is a statutory proceeding under RCW 59.12 et seq. that provides an expedited method to resolve rights to possession of real property. Christensen v. Ellsworth, 162 Wn.2d 365, 370-71 (2007). It requires the owner to proceed through the court system to ultimately receive a court order that law enforcement can enforce against the squatter. Before a property owner can file an unlawful detainer action to eject a squatter, the alleged squatter has a right to be given three days notice to vacate the property. The notice to vacate must be in writing and served on the squatter in accordance with RCW 59.12.040. If they do not leave the property within 3 days after being served, then they are in "unlawful detainer" status, and the owner can proceed with an unlawful detainer action to have them removed. An unlawful detainer action is commenced by filing a summons and complaint with the court of the county where the property is located. RCW 59.12.050, .070, and .080. The squatter must respond to the allegations in the complaint between 7 and 30 days after being served. If the squatter does respond and claims either an ownership or possessory interest in the land, then the court will set a trial date to hear evidence and enter judgment. RCW 59.16.030 and 59.12.170. If the squatter does not respond, then the owner can request the court to enter a default judgment against the squatter and issue a writ of restitution to restore possession of the land to the owner. If a trial is to occur, there is ordinarily a significant delay between filing the unlawful detainer action and trial. For example, a local outside law firm's experience in Spokane County is that trial generally occurs approximately two to three months after the action is filed. That being said, the property owner does not have to wait until trial to eject the squatter. Owners can motion the court to enter a writ of restitution, before trial, that puts the owner in possession and removes the squatter. RCW 59.12.100. If the court concludes on a more probable than not basis (i.e. 50.1%) that the squatter does not have a right to occupy the land, then the court can grant the motion and issue a writ of restitution. Upon receiving a writ of restitution, the sheriff must serve a copy of the writ on each squatter named in the unlawful detainer action. The squatter must be personally served unless the sheriff cannot locate the squatter or another person occupying the property to serve. Where no person can be found to serve, the sheriff may serve the writ by "affixing a copy of said writ in a conspicuous place upon the premises." RCW 59.12.100. During the next three days after service, the sheriff cannot execute the writ (i.e. cannot forcibly remove the squatter). After this three day waiting period, the sheriff may forcibly remove the squatter unless the squatter has obtained a bond on which the owner can collect in the event the owner prevails at trial or on appeal. The bond must be sufficient to cover the owner's fees, court costs, payment for use, and any other damages the owner may sustain due to the squatter keeping possession of the property pending trial. Removal by Law Enforcement for Trespass: A squatter may also be removed under RCW 9A.52.105. This statute enables a property owner to seek assistance from law enforcement to remove a person who enters their property without permission. However, as a practical matter, law enforcement often requires the owner to first obtain a court order through the unlawful detainer process — particularly when they perceive there to be any question as to the alleged squatter's right to be on the property. The removal of squatters from property requires the property owner, or their registered agent, to provide a declaration under penalty of perjury. RCW 9A.52.105(1). The declaration must contain statements establishing, among other things, the following: (1) the declarant is the owner or authorized agent of the owner; (2) the squatter entered and is remaining unlawfully on the premises, and is not (and has not been within the last 12 months) a tenant or homeowner on title; (3) the declarant has demanded the squatter vacate the premises, but they have not left; (4) the premises were not abandoned or open to the public at the time the squatter entered the property; and (5) the declarant agrees to indemnify law enforcement for its actions or omissions. RCW 9A.52.105(4)(a)-O). Once the declaration is made and given to law enforcement, a law enforcement officer has the authority to remove the squatter from the premises and order the person(s) to remain off the premises or face arrest for criminal trespass. RCW 9A.52.105(1). Removal does not require an arrest to be made. RCW 9A.52.105(1)(a). However, before removing the squatter, law enforcement must provide them with a reasonable opportunity to secure and present credible evidence showing the person(s) are either tenants, legal occupants, or the guests or invitees of tenants or legal occupants. RCW 9A.52.105(3). In determining whether to remove the alleged unauthorized person, law enforcement must consider all information made available and act in good faith. If a person is removed from the premises due to false statements made by the property owner (or its authorized agent), then that person may bring a legal action against the property owner/authorized agent for monetary damages and attorney fees. RCW 9A.52.105(4)(h). OPTIONS: Informational only. RECOMMENDED ACTION OR MOTION: Discussion BUDGET/FINANCIAL IMPACTS: None. STAFF CONTACT: Kelly E. Konkright, City Attorney ATTACHMENTS: PowerPoint Slides L 3 0 401 (1) rML O L on r1 J Wo 'u" 4� a--j a--j Cc cr Ln kill a-J rt V c $:� C 0 • 0 J 4- 4 •�, o v •� v r� v . v 4-, 4-J v °j ' o 0 0 � 3 r o v o v o •� 4 o o +, (1' H z a a--r 0 75 •� �° a--+ ro 3 o aA � ° 75 a Ln W u O i N N 0 °� • v .,� ° ° v � o +) _ v vo v .° C) � v o ;:� $:� •�, v 3 u O cn ' aA 75 �, Ln a.. • -- v a-J ro v) cn +- v) • 4-j c O U i m O a-•+ O N CZ 0 7:� c U U 0 0 4O � C N W v P4 � cn 7 � CIO wu��. En •0 U U -C� u n a a--j c O U . 2O u Q i N N 0 O a-J a-J u Q� v 4 .� 75 u 75 v � o � v '� o o 0 0 -J •� •� o v � a� a� •cn u u � }, v, p 4—J cc v .� u � .o °J J o v �, k V J Q 0 �4-J V 1 cn �75 C) 4-1 4-J 4 4-J o 3 � � +J v 4 O v 0 .� � �' ;5 v 4--j J 0 v � v cn ° 4-J v '� CL o 4-J � cn 4-J � rt v � v > DC I LS u cl 0 4--j c O U O N � • �--� � u v � 4-J 4-1 v � � v O � v o � 4-J O v O v� 3 ° v v ,N 4-1 75 4-J o ++ v � v � O r O Kw, Si S, 'Ci 75 75 0 v O .r 4-) c O U 1 N Ln f6 Q N H u L 4-o i r' 0 0 0 75 °moo vv o v Do��v� 75 �v o -05 0 c O 7 V c O U N N 7 0 � 0 ' ° v v o � � v aA 0 4 3 3 o +� � v v 4-; � �� rb o E w 0 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: August 13, 2024 Department Director Approval: Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Repealing and Replacing Governance Manual April 16, 2024 GOVERNING LEGISLATION: Chapter 42.30 RCW; RCW 35A.12.110; City Council Governance Manual PREVIOUS COUNCIL ACTION TAKEN: • Resolution 24-006, adopted Apr. 16, 2024. • Resolution 23-014, adopted Dec. 19, 2023. • Resolution 23-006, adopted Apr. 18, 2023. • Administrative Report on updates to Governance Manual, Dec. 12, 2023. • Administrative Report on updates to Governance Manual, Mar. 12, 2024 BACKGROUND: The City Council has the authority to establish its own rules of procedure, policies, and standards of conduct. Such policies and procedures are identified in the City Council Governance Manual, which is periodically updated. The Governance Manual Committee met on June 11, 2024 and July 18, 2024. The committee reviewed the current manual and developed proposed additions, deletions, and updates to Chapter 1 and Appendix H. OPTIONS: (1) Direct staff to make additional edits to the manual, or (2) take other action as deemed appropriate. RECOMMENDED ACTION OR MOTION: Consensus to return at a future meeting with a motion consideration. BUDGET/FINANCIAL IMPACTS: N/A STAFF CONTACT: John Hohman, City Manager ATTACHMENTS: • Proposed Amended City of Spokane Valley Governance Manual Chapter 1 and Appendix H A. GENERAL 1. Council Meetings -Time and Location The regular meetings of City Council will be held at Spokane Valley City Hall Council Chambers, 10210 E. Sprague Avenue, Spokane Valley, Washington, after notice thereof has been posted on the City's official website (www.spokanevalleywa.gov) for at least 72 hours. Regardless of location, regular meetings are held on Tuesdays beginning at 6 p.m. Pursuant to RCW 42.30.070: "If at any time any regular meeting falls on a holiday, such regular meeting shall be held on the next business day." As noted, in such case, the meeting held on the next business day after a holiday would also be a regular meeting, as opposed to a special meeting. The Council always has the option of cancelling such meeting. 2. Council Meetings - 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). 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 ortemporarydisability, 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. B. MEETINGS 1. Regular Meetings: Foi inai Format A a. Normally held on second and 4#+rfourth Tuesdays of each month. 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-the 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. b. Requests for presentations from outside entities or individuals to be placed on a future agenda will only be permitted if they are considered the official business of the City. Such requests should be submitted to the city clerk at least 10 days priorto the appropriate Council meeting. The city clerk shall 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, DVDs, PowerPoints, or mother digital or electronic presentations shall be pre-screened and pre -approved by the city manager who shall determine the appropriateness of the material. In the event the presenter has no Pavver—O'H-." presentation 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 City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 20241 08.07.24 DRAFT to be discussed. All written materials, including the written summary, must be submitted to the city clerk at least 10 days prior to the appropriate Council meeting. c. Forms of Address. The Mayor shall be addressed as "Mayor (surname)." 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. d. Order of Business. The business of all regular forrnaFFormat A 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." t1. Call to Order by the Presiding Officer. +2 -Invocation. Scheduling religious organization representatives to lead an invocation is solely the responsibility of a Spokane Valley church leadership group. City staff does not schedule or plan for invocation participants, does not accept requests from individuals or groups requesting participation in the invocation, and does not monitor or modify the list of participants. iit3. Pledge ofAllegiance. iv4. Roll Call. (See Chapter 1, C5b [page 19] for procedure to excuse an absence) try. Approval of Agenda/Amended 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 a Councilmember, and suggested as an amended agenda item for the present meeting. If a new item(s) is added, Council shall then consider a motion to approve the amended agenda. ("Three -Touch Principle" should be followed whenever possible.) It is preferable that any motion to amend the agenda be made at the onset of the meeting in place of `Approval of Agenda,' recognizing that there will emergencies or other situations when such motion to amend the agenda might need to be made at other times during the meeting. v+6. Special Guests/Presentations (Ifapplicablej. 7. Councilmember Reports. Council or government -related activities (e.g. synopsis of committee, commission, task force, of —other board meetings, or events). These verbal reports are to be brief, city 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,ot-commission, or event, whether as a formal or informal member. Individual Councilmember reports shall not exceed 8-three minutes duratiam. Extended reports shall be placed as future agenda items for presentation or submitted in writing as an informational memo. 8. Mayor's Report. Same as +3-7 above, except given by the Mayor. ix9. ProclamationW. (If applicable -The Mayor will announce the proclamation, announce who has requested this proclamation and after the Mayor or Councilmember reads the proclamation, invites that person or other appropriate person to the podium. The original proclamation will be handed tot the appropriate person bythe£ttr ityclerkortheMayor, and the individual will be permitted to speak for ame-erno more than two minutes. City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT x4l0. Consent Agenda. Items which may be placed on the Consent Agenda are those which have been previously discussed by the Council; can be reviewed by a Councilmember without further explanation; are so routine, technical or nonsubstantive in nature that passage without discussion is likely; or are otherwise deemed in the best interest of the City. The proper Council motion on the Consent Agenda is: "I move approval of the Consent Agenda." This motion has the effect of moving to approve all items on the Consent Agenda. 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, or the matter may be addressed immediately after passage of the remaining items on the Consent Agenda. FAM Xttt11. Action Items. 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 maychange the order of speakers so that comment is heard in the most logical groupings. Public Hearings fall into the Action Items category. "l2. Re 5oFHNon-Action Items Reporting information, providing updates, or tracking of an administrative issues or topics. The presenter 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. 13. Information Only Items. Written reports included in the meeting packet: generally not discussed or reported. 14. General Public Comment. (See Chapter 1, Section C. Subsection la-c for procedural details. 15. Advanced Agenda wit 16. City Manager Comments. The purpose of this item is to allow the city manager the oaaortunity to inform Council on activities or issues which either iust arose. needs immediate or imminent action, or to simply inform Council of items that transpired since the last Council meeting, or will occur before the next Council meeting. x+x17. Executive Session. (as required) x-x18. Adjournment. No Council meeting should be permitted to continue beyond approximately 9 p.m. without the approval of a majority of the Councilmembers present. A City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT newtime limit shall be established before taking Councilvote to extend the meeting. When a motion is made to adjourn into Executive Session for a specified period of time, and if the executive session is the last item on a regular agenda, no additional motion is needed to extend the meeting beyond 9 p.m. since that is implied as part of the motion to adjourn into Executive Session. 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 Council meeting, unless the Council by a majorityvote of members present determines otherwise. 2. Regular Meetings: Study Sess Format B a. Normally held on the +stfirst, Btd-third and S#+rfifth Tuesdays of each month. The development process is identical to Format A, as outlined in Chapter 1: Section B Subsection 1(a)-(c) above. --------------- 111114111, 11 -------- -- ---- -- - - - - -- --- - -- - -- - -- - -- -- - -- obd MEN M-011 MIN MINIM- MW I .... i�' - - l J.ISIR.I J.�ll�l..l� Jr City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT gb. Order of Business. The business of all Format B 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." f1. Call to Order by Presiding Officer. +2 Roll Call. (See See Chapter 1 C5b [page 191 for procedure to excuse an absence -wee) 3. Invocation (See Subsection 1(d)(2) above. 4. Pledge of Allegiance ttr.5. ADDroval of Agenda/Amended Agenda. ON =111 - --- - - - - --- --- - - - - - - - _- - - - above. 6. Special Guests/Presentations (If applicable) vi8. Action items. (as needed) See Subsection 2(d)(1 1) above. vii9. Non -action items. Presenter's Raiee Dtiring the 6otineil sttidy session., the prese City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT E)ffieer when it is appropriate, to schedule the tople for a mation or afficial direction of the See Subsection 1(d)(12) above. vile. AdvameeAgemda. tx10. Information Only Items.- These itemqs are generally not disetissed ar repar See Subsection 1(d)(13) above. x11. General Public Comment. (See Chapter 1, Section C, Subsection 1(a)-(c) for procedural details . 12. Council Comments. The purpose of this item is to allow Councilmembers an opportunity to report on recent activities or issties which either jtist arose, needs issues that require immediate or iffifflinent action or to silgiply report on topics trt eanneetesnconnected with their role as a Councilmember which have recently transpired . It is also an opportunity to bring up topics for clarification or to address other upcoming concerns. Councilmember comments shall not exceed three minutes. x .13. City Manager Comments: See Subsection 1(d)(15) above. x+14. Executive Session (as neededIf applicable) x+ 15. -Adjournment. shall be established before taking a E)otineil vote to extend th-e mieeting. See Subsection 1(d)(19) above. 3. Executive Sessions a. Executive sessions shall be held pursuant to the Open Public Meetings Act chapter 42.30 RCW. 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; when the executive session will be concluded; and the likelihood of Council taking action at the close of the executive session and return to open session. i. At the close of the executive session and upon Council's return to the meeting place, the Presiding Officer will declare Council out of executive session, and ask for the appropriate motion (i.e. an action motion or a motion to adjourn). ii. To protect the best interests of the city, Councilmembers shall keep confidential allverbal 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 42.56). b. RCW 42.30.110 explains the purpose for holding an executive session, some of which include: City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 20241 08.07.24 DRAFT i. 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). ii. 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. [The only employee subject to this evaluation is the position of city manager.] 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 the public. [Note: stating that an executive session's purpose 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 public employee) iii. 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). iv. 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 likelyto 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: (a) 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; (b) 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 (c) 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. c. 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. [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. d. Attendance at Executive Sessions. Attendance shall only be in person. Except in extreme circumstances, there shall be no virtual attendance at an Executive Session. The city attorney or City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT deputy city attorney shall 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. 4. Special Meetings a. 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). The noticing regarding such decision to hold a special meeting (made by the Mayor or any three Councilmembers), shall be handled by the City Clerk's Office through the city manager. b. The notices provided in this section may be dispensed within the circumstances provided by RCW 42.30.080, that is: (a) As to any memberwho, 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 noticewould make notice impracticaland increasethe likelihood of such injury or damage; or as otherwise provided by law. c. 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#efniatFormat A and sttidysessiortFormat B meetings. The processes and rules for agenda content apply to regular fa Format A. study sessi farmatFormat Bps and special meetings. d. Special meeting agendas may include action and non -action items. 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. -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 not be taken on any other matter at such meeting, which means that the governing body may address other matters not identified in the special meeting notice or agenda, provided `final disposition' regarding such matters is nottaken (RCW42.30.080(3)) Council may not pass a franchise ordinance at a special meeting [RCW 35A.47.040]. e. There have been questions about whether it is necessary to call a special meeting in situations where Councilmembers are invited to attend a public meeting not called by the City as an official Council meeting, and whether it is legal for a quorum of Councilmembers to be present without violating the Open Meeting Act. According to the Washington State Attorney General Opinion 2006, No. 6, the "presence of a quorum of members of a City or County Council does not, of itself, cause the Open Public Meetings Act to apply if Councilmembers attend a public meeting called by a third party. The gathering of Councilmembers would be a `meeting' for purposes of the Act only if the Councilmembers take `action' as defined in the Act, such as voting, deliberating, or other official business of the Council." City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT f. There are times when several Councilmembers desire to attend a meeting of a city department, such as a meeting scheduled by the city engineers to discuss a construction project, or a meeting scheduled through the Finance Department to hear a report from the state auditors, or a meeting scheduled by the Parks and Recreation Department to discuss parks or other city business. Because these meetings can at times present questionable concern when it comes to the Open Public Meeting Act, Councilmembers who desire to attend such meetings shall notify the city staff at least two working days prior to the meeting, of their intent to attend, and only the first three Councilmembers who indicate they will be attending any particular meeting, may attend. This is necessary in order not to violate or perceive to violate the Open Public Meetings Act. g. RCW 42.30.070 states in part: "It shall not be a violation of the requirements of this chapter for a majority of the members of a governing body to travel together or gather for purposes other than a regular or special meeting provided that they take no action as defined in this chapter." [MRSC Research News — Summer, 20161 A quorum of Councilmembers traveling together for a scheduled tour would not be in violation of the Open Public Meetings Act provided they do not discuss city business. However, comments and discussion as a result of the tour, shall be done at a regular Council meeting and not during the tour or outside of a regular or special Council meeting. 5. Emergency Meetings Emergency Council meetings may be called by the Mayor or any two Councilmembers, consistent with the provisions of chapter 42.30 RCW. Meeting time, location and notice requirements do not apply to emergency meetings called for emergency matters as permitted by RCW 42.30.070, 42.30.080, and 42.14.075: "If, by reason of fire, flood, earthquake, or other emergency, there is a need for expedited action by a governing bodyto meet the emergency, the presiding officer of the governing body may provide for a meeting site other than the regular meeting site and the notice requirement of this chapter shall be suspended during such emergency." [RCW 42.30.070] "The notices provided in this section may be dispensed with 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." [RCW42.30.080(4)] "Whenever, due to a natural disaster, an attack or an attack is imminent, it becomes imprudent, inexpedient or impossible to conduct the affairs of a political subdivision at a regular or usual place or places, the governing body of the political subdivision may meet at any place within or without the territorial limits of the political subdivision on the call of the presiding official or any two members of the governing body. After any emergency relocation, the affairs of political subdivisions shall be lawfully conducted at such emergency temporary location or locations for the duration of the emergency." [RCW 42.14.075] 6. Pre-Agenda/Advance Agenda Meetings The city manager, city clerk, Mayor and Deputy Mayor generally meet at a fixed weekly time to review 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 City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT document to aid in scheduling items on future Council agendas. (see also Agenda Committee under Chapter 4 internal committees) 7. Cancellation of Meetings State law does not require any specific procedure for canceling an upcoming meeting, however, notice of the cancellation to the public, Councilmembers, and staff should be given by the clerk in a similar mannerto the noticets-given for a special meeting. The decision to cancel a meetingwill be made by the city manager in consultation with the Mayor and/or Agenda Committee and time permitting, will be noted on the Advance Agenda. The noticing of such decision will be handled by the city clerk through the city manager. ___ , H , 19�ediately before stieh 199eetimg arthe sttidy session imimiediately after stieh m9eeting, shall C. MEETING RULES AND PROCEDURES 1. Public Comments This is an opportunityfor public comments regarding issues relatingto the operation of the City, but which are not otherwise on the agenda for action. If the Presiding Officer is unclear whether comments relate to the operation of the City, the Presiding Officer shall ask how the comments are pertinent for consideration by the Council as business of the City. Speakers may sign in to speak, but it is not required. Under the general public comment opportunity, each speaker may only make comments once and comments are limited to three minutes unless modified by the Presiding Officer. Members of the public shall be prohibited from allocating any of their own speaking time to other members of the public. This time is an opportunity to hear from various members of the public in a limited public forum on issues relating to city business, and not an opportunity for extended comments or dialogue. Although the City Council desires to allow the opportunity for public comment, the business of the city must proceed in an orderly, timely manner. Council meetings are considered a `limited public forum' which means the time, place and manner of speech can be regulated. At any time. the Presiding Officer, ti-,-atthe Presiding Officer's sole discretion, may set such reasonable limits as are necessary to prevent disruption or undue delay of other necessary business. The desired total time for public comments shall not exceed 45 minutes; however, that time limit may change at the Mayor's discretion. The Council states that it is not the business of the city to have discussion about any past, current, or future possible/probable election or campaign - related issues during Council meetings. The only exception to this prohibition on discussion of election or campaign -related topics would be if the Council requests that Spokane County place a ballot item on for election. (See Chapter 2, F Ballot Measures.) a. Verbal Comments: i. 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. An exception to this prohibition shall be allowed when public comment is only permitted via remote access due to emergency. The public shall be reminded that this is not an opportunityfor dialogue or questions and answers, but public comment. When appropriate, staff shall research issues and report back to those making the comment as well as to Council. Public comments are opportunities for speakers to briefly address the entire Council, and those speaking are to address members of Council and not the audience. Speakers should refrain from personal attacks on individual Councilmembers. In order to prevent disruption of the Council meeting, members of the public are asked to refrain City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 20241 08.07.24 DRAFT from distributing materials to the audience, since Council meetings are not a public forum to address the audience. Since this is an opportunity for public comment relating to city business, 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 permitted to be displayed or distributed at the place of the meeting, although written comments and written materials including photographs and petitions may be submitted to Council via the city clerk. ii. Demonstration, applause, or other audience participation before, during or at the conclusion of anyone's public comments is prohibited because it is disruptive. Any disruptive conduct, as determined bythe Presiding Officer, shall be cause for removalfrom the meeting room. Any ruling by the Presiding Officer relative to these subsections on public comments may be overruled by a vote of a majority of Councilmembers present. iii. 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 page 26 for proeeddre for taking iv. Disruptive public conduct: a. Conduct in any form that interferes with Council's ability to timely conduct the business of the City will not be allowed. If a situation arises where a speaker exceeds the three minutes (unless permitted to continue by the Presiding Officer), is speaking on matters other than city business, or is otherwise disruptive in a manner that interferes with the ability of the Council to conduct the business of the city, the city clerk, with permission of the Mayor, will turn off the microphone, and the Mayor will ask the speaker to please stop talking and step away from the podium. In the case of remote meetings, the speaker will be muted. b. If the speaker continues after the first request, the Mayor will askthe speaker once again to stop talking and will warn the speaker that failure to stop will result in a suspension of their privilege to speak at public comment for 90 days. If the speaker continues, the Mayor will gavel in a five-minute recess. c. Upon return from recess, public comment will start again with a caution from the Mayor that if any other speaker refuses to stop talking after being asked to do so after the three minutes or is otherwise disruptive, the remainder of the public comment for the night will be terminated. d. If necessary, -at. the discretion of the Presiding Officer, and in an attempt to reasonably calm a situation or resolve a conflict, the law enforcement officer in attendance (or in their absence. the city attorney or deputy city attorneys shall act as a staff liaison with a member of the public who refuses to stop talking and refuses to move away from the podium. b. Written 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 Mayor asks the clerk to read written mailed or emailed comments, or the citizen reads their own prepared written comments, such comments shall not be read aloud during regular or special Council meetings although they shall be included as part of the public record on the topic and if appropriate, may be publicly acknowledged. Any written comments submitted to Councilvia the city clerk shall be distributed to Council by placing copies at each Councilmember's workstation or city City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT desk; or in the case of emailed or other electronic comments, shall be forwarded to Council via email, unless such email has already been supplied to members of Council. 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. c. Electronic Comments: Councilmembers shall avoid accessing any electronic messages 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 to the entire Council at once. (See also page-e9Section C. Subsection 9 Imtermet Use) 2. Council Rules of Order The city clerk shall serve as the official parliamentarian for all Council meetings, and shall keep a copy of the most current "Robert's Rules of Order" (RONR) at meeting locations during Council meetings. 3. 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 doors of the place where the meeting is held pursuant to RCW 42.30.090. Council meetings adjourned under the previous provision shall be considered regular meetings for all purposes. (RCW 35A.13.170, 35A.12.120) 4. Seating Arrangement Councilmembers shall occupy the respective seat in the meeting place assigned to them by the Mayor. 5. Attendance a. Unexcused Absences: A Councilmember's responsibility to attend Council meetings should not be taken lightly, nor should a decision to remove a Councilmember for missing meetings. Pursuant to RCW 35A.12.060 "a council position shall become vacant if the councilmember fails to attend three consecutive regular meetings of the councilwithout being excused bythe council." As soon as possible after two consecutive unexcused absences, and prior to a third consecutive unexcused absence, the absent Councilmember must request a leave of absence if theydesire to remain on the Council. At a third consecutive meetingwhere a Councilmember is not excused and there has been no request for a leave of absence, the absent Councilmember's office shall be forfeited effective immediately. b. Excused Absences: Members of Council may be excused from meetings with prior notification to the Mayor, City clerk, or City Manager prior to the meeting, and by stating the reason for the inability to attend. Acceptable absences may include death of a family member, family or personal illness, inclement weather, accident, scheduled vacations, family or personal emergency, city -related business, or unusual or unforeseen circumstances. Following or prior to 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. The motion shall be nondebatable. Upon passage of such motion by a majority of City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT members present, the absent members hall be considered excused and the city clerk shall make an appropriate notation in the minutes. c. Leave of Absence: A Councilmember whose serious health or physical condition would prevent them from performing the duties of Councilmember may ask to be placed on a leave of absence under the following conditions: i. Such serious health or physical condition must be certified in writing by a medical physician. ii. The request for a leave of absence shall be in writing, and hand -delivered or mailed to the Mayor, city clerk, or city manager at least one week prior to the date when such leave would commence. iii. The request for a leave of absence must state the anticipated date the Councilmember will resume their duties. iv. By majorityvote of the whole Council, a leave of absence shall be granted as follows: a. The absence shall not exceed 90 days from the date the motion is passed by Council. b. The absent Councilmember shall retain pay and medical benefits during the leave of absence. c. At the end of the 90-day leave of absence, the absent Councilmember shall either: i. Return to normal Council duties commencing with the first Tuesday following the end of the 90-day leave; or ii. Be subject to RCW 35A.12.060 concerning three consecutive absences, beginning with the first Tuesday following the end of the 90-day leave. d. A leave of absence may only be granted twice during a Councilmember's four-year term, with no less than six months between each request. Upon approval of a leave of absence, the absent Councilmember shall not be replaced with a pro-tem Councilmember during the absence. 6. 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 Councilmembers shall not interrupt or argue with any other member or staff, except in order to make a Point of Order. Councilmembers shall be courteous in their language and deportment, and shall not engage in contemptuous or disorderly behavior. Councilmembers shall not discuss or comment on personalities, make derogatory or accusatory remarks or insinuations with respect to the Presiding Officer, other Councilmembers, staff, or the public. Councilmembers shall, at all times, confine their remarks to those facts that are relevant, as determined by the Presiding Officer, to the question or matter under discussion. Councilmembers shall treat all staff as professionals. Clear, honest communication that respects the abilities, experience, qualifications, and dignity of each individual is expected Councilmembers and the public shall comply with the directives of the Presiding Officer. Any Councilmember making disruptive, disparaging or impertinent remarks, or unreasonably disturbing the business of the Council shall be asked to cease such disruption. Any other person attending a Council meetingwho disrupts the meeting in such a fashion that the Council is impaired in its ability to attend to the business of the City, 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 City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT 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. If the person making the remark is a Councilmember, the Presiding Officer may ask the Councilmember to cease. If the person making the remark is a member of the public, the Presiding Officer shall determine if the remark is actually disruptive, and whether the remark has impaired the ability of the Council to attend to the business of the city. If so, the Presiding Officer shall seek the removal of that person from the meeting. Continued disruptions may result in a recess or adjournment as set forth in #10 below. Councilmembers shall not leave a meetingwithout being excused by the Presiding Officer, nor shall they encourage or participate in disruptive behavior originating from the public seating areas. 7. 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 in the minutes. 8. Remote Participation a. Remote Council Meetings: In the event of unusual circumstances such as a pandemic or other health or safety emergency where Council meetings would need to be held in such a manner as to protect the health, safety and welfare of Council, staff and citizens, participation in such meetings shall be done remotely provided an option is available for the public to attend through internet or other electronic means. Council, staff and the public must be able to see and hear the meeting proceedings. At least a quorum of Councilmembers must be able to participate. b. Remote Broadcast: All City Council meetings shall be broadcast live using an online remote meeting platform, such as Zoom, Microsoft Teams, or another similar platform, to allow citizens to attend the meetings remotely. Public comment will be accepted from remote attendees at the appropriate portion(s) of the meeting as defined per the agenda. c. Councilmembers may appear at a Council meeting by remote connection: Any Councilmember intending to attend a meeting remotely should notify the Mayor and city clerk in advance of the meeting, such request shall be for reasons where the Councilmember cannot physically attend the meeting, and should be made only when necessary. Councilmembers' cameras should remain on for the duration of the remote meeting. If a technical problem prevents such participation where the remote Councilmember cannot hear or be heard, the Councilmember shall be counted as an excused absence and the technical difficulty shall be stated for the record. During any meeting that a Councilmember is attending remotely, the Mayor or Presiding Officer shall so state for the record at the beginning of such meeting. In instances where the Mayor is remotely attending a meeting, the Mayor may still function as the Presiding Officer. More than one member of Council may attend a meeting remotely, provided all together in person and remotely, there is a quorum of Councilmembers attending. 9._ Internet Use a. 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 City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT technology resources and to preserve and enhance the integrity of those resources which belong to the citizens of Spokane Valley. b. As noted on age -Section C. Subsection 1(cl, Councilmembers shall avoid accessing any electronic message during Council meetings whether by email, text or other means. 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 shall avoid browsing the Internet during Council meetings in order that Council's full attention can be given to the topic at hand. c. 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 is prohibited unless it has been determined by the city attorney, Washington state attorney general, or Washington Public Disclosure Commission, that such use is not a violation of RCW 42.17A.555 or is otherwise authorized by law. d. Confidential material shall not be sent via email or text. e. All letters, memoranda and interactive computer communication (email, text, tweet, etc.) 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 provided to the public or news media without the member of the public or news media filings public record request with the city clerk. With this in mind, texting and tweeting concerning city business is strongly discouraged. f. Email 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 email 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. 10. Adjournment Due to Emergency or Disruption In the event of an emergency such as a fire or other natural or catastrophic disaster, threatened violence, 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 and if necessary, leave the building. The Presiding Officer may reconvene the meetingwhen it has been determined bythe appropriate safety officials that it is safe to do so. 11. 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. 12. Approaching the Dais by Members of the Public Once a Council meeting has been called to order, members of the public are prohibited from stepping between the speaker's podium and the dais, or stepping behind any part of the dais or stepping behind those sections adjacent to the dais. If citizens wish Council to receive materials, City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 20241 08.07.24 DRAFT those materials should be handed to the city clerk prior to the meeting or during the public comment section of the agenda, and the clerk will distribute the materials to members of Council. Council reserves the right to invite anyone forward to the podium to be addressed by Council. - --- -- - -_- :. _ - - -.:III - o::: - LE2111 L�v: :: �- Will W I:- -1413. Photographs, Motion Pictures or Videos Requiring Artificial Illumination - Prior Permission Required No overhead projection, photographs, motion pictures or videos shall be used by the public at City Council meetings without the prior consent of the Presiding Officer or the city manager. 4514. Placing Items on a Future Agenda a. New Item Council Business: During the Advance Agenda portion of a council agenda, a Councilmember 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, unless the Council wants to discuss the item prior to staff's involvement. The following process shall be used to propose an item for a future Council meeting: i. A Councilmember may propose an item and give a brief explanation of the issue and its importance to the City. ii. Councilmembers may ask clarifying questions. iii. By a show of hands, a consensus of four or more Councilmembers may move the item forward to a future agenda. b. 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. 4615. Motions and Discussion a. Order of Procedure: i. Member of Council makes a motion by stating: "I move.. ." After the motion is seconded, staff makes their presentation, then the Mayor will ask Council if there are any questions of staff. Once all questions have been addressed, the staff member shall step away from the podium to allow for any public comment. ii. The Mayor will invite public comments. Public comments should be limited to one comment per person per topic and limited to three minutes. The Mayor can remind the public this is time for comments and not discussion; and if the public has questions, those questions shall be addressed by staff at another time outside the meeting. iii. The Mayor will open 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 City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 20241 08.07.24 DRAFT not become a speech (RONR §4). All Council remarks should be addressed through the Mayor. iv. When discussion has ended, the Mayor will re -state the motion or ask the clerk to restate the motion. Once the motion is re -stated, the Mayor will call for the vote, which is normally taken byvoice. The Mayor or the clerk will then state whether the motion passed or failed. b. In General: i. 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. ii. Unless otherwise stated by the Presiding Officer, agenda items requiring Council action shall begin with a motion by a Councilmember prior to discussion. If a motion fails, the agenda item shall be considered concluded. However, said item could be reconsidered if done during the same meeting, or through Council majority vote it could be brought back at a later meeting to "rescind an action," or to "amend something previously adopted." (Mayoral appointments excepted. See Chapter 4, page 41 for further discussion on Committees.) iii. Councilmembers should direct questions to the city manager orthe designated presenter. iv. 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. v. The maker of a motion can withdraw their motion with the approval of the majority of Councilmembers (see notes below table below). The person making the motion is entitled to speak first to the motion. A maker of the motion may vote against the motion but cannot speak against their own motion. vi. No Councilmember should be permitted to speak twice to the same issue until all Councilmembers wishing to speak have spoken. All remarks shall be directed to the Presiding Officer and shall 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. vii. 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. viii. Motions should be reserved for items marked on the agenda for action, so as to avoid any surprises for Council, staff and the public. City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT Parliamentary Procedure at a Glance Roberts If you want to: You say: May Needs a Can be Can be Vote Rules # interrupt? second? debated? amended? Postpone I move to postpone indefinitely (the indefinitely .... (an affirmative 11 purpose is to vote can be reconsidered; a No Yes Yes No Majority prevent action or negative vote cannot) kill an issue) 12 Modify wording of I move to amend the motion No Yes Yes Yes Majority a motion by...... Postpone to a Ex. I move to postpone the 14 certain time motion to the next Council No Yes Yes Yes Majority meeting 16 Close debate I move the previous question, No Yes No No Majority or I call for the question 17 Table a motion I move to lay on the table, the No Yes No No Majority motion to... Complain about Chair 19 noise, room Point of Privilege Yes Yes Yes Yes decision temperature, etc. 20 Take a break I move to recess for... No Yes No Yes Majority 21 Adjourn meeting I move to adjourn No Yes No No Majority Object to Chair 23 procedure or Point of Order Yes No No No decision personal affront 25 Suspend rules I move to suspend the rules No Yes No No Majority and.... 34 Take matter from I move to take from the table No Yes No No Majority the table the motion to... Reconsider I move we reconsider action 35 something already No Yes Yes Yes Majority disposed of on... 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 simplywithdraw the motion. The consent of the seconder is not needed to withdraw a motion, however, withdrawal of a motion should be done with the approval of a majority of Councilmembers present [Mayor, I request permission to withdraw my motion. The Mayor asks if there is any objection, and if none, the motion is withdrawn. If there is objection, the Mayor will call for a vote.] While a motion is still on the table, no other motion on the same subject is in order. The motion to table enables the assemblyto laythe pending question aside temporarilywhen 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"Edition) *Robert's Rules of Order Newly Revised states 2/3vote 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. City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 20241 08.07.24 DRAFT ***Call for the Question: If it is felt that debate on a motion on the floor has continued longer than warranted, a member of Council may "call for 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. -1-716. 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 byvoice or a show of hands. At the request of any Councilmember or the city clerk, a roll call vote shall be taken by the city clerk. The order of the roll call vote shall be determined by the city clerk. b. Unless otherwise provided by statute, ordinance or resolution, in case of a tie vote on a motion, the motion shall be considered lost. c. Every member who was present when the question was called, 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 recused themself due to actual or perceived appearance of a conflict of interest, which shall be so stated prior to the vote at hand. Abstentions are not permitted as abstentions are equivalentto notvoting, and the members of the public expect their elected officials to vote on issues. 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 (RCW 35A.12.120). 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 thattakes effect immediately), expenditures for any calamity, violence of nature, riot, insurrection, or war; 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.13.190). 4817. Recusal From Discussion and Consideration a. Situations mayarisewhen a Councilmember should consider whether to recuse themselves from the consideration and decision -making on a particular item. These situations can arise in various ways, including having an interest in a contract being considered by the City, or when a Councilmember has a bias in some fashion regarding an issue before the Council. For additional discussion and explanation, please see Appendix C — Spokane Valley Councilmembers' Statement of Ethics. The overarching goal of the conflict of interest laws is to prevent municipal officers from engaging in self -dealing. Seattle v. State, 100 Wn.2d 232, 246 (1983). [Self -dealing is defined as a situation in which a fiduciary acts in his own best interest in a transaction rather than in the best interest of his clients. A fiduciary is legally obligated to act in the best interest of his clients. A fiduciary is a person to whom property or power is entrusted for the benefit of another.] City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 20241 08.07.24 DRAFT b. Prohibited acts. There are some conflicts which cannot be waived, and some actions in which Councilmembers shall not engage. RCW 42.23.070 prohibits municipal officers from: i. Using "his or her position to secure special privileges or exemptions for himself, herself or others." ii. Directly or indirectly giving or receiving or agreeing to receive "any compensation, gift, reward or gratuity from a source except the employing municipality, for a matter connected with or related to the officer's services as such an officer unless otherwise provided for by law." iii. Accepting employment or engaging in business or professional activity that"the officer might reasonably expect would require or induce him or her by reason of his or her official position to disclose confidential information acquired by reason of his or her official position." iv. Disclosing confidential information "gained by reason of the officer's position, nor may the officer otherwise use such information for his or her personal gain or benefit." c. Conflict of interest — contracts. In contractual matters, Councilmembers are required to avoid directly benefitting from contracts entered into by the city. When a Councilmember is aware that they may benefit from such a contractual relationship, they are required to recuse themselves. Other situations may arise where a Councilmember may indirectly benefit. In these circumstances, the determination of whether a conflict of interest exists such that they should recuse themselves will have to be made by that Councilmember based on facts and circumstances known at the time. d. Bias for or against a proposed action. There will be situations for each Councilmember where, based upon their current or prior work or personal relationships, that Councilmember may not be able to participate in a discussion and decision on a given issue because they likely can't be objective. In such an event, the Councilmember must give due consideration to their potential to be predisposed, and whether they believe they can objectively consider and decide on the issue. If the answer is yes, then the Councilmember may proceed. If this self-analysis is difficult as to whether the Councilmember can be objective, but the determination is that they can, the Councilmember should strongly consider disclosing the nature of the potential bias to the Council, and then announce whether they believe they can or cannot proceed. If the Councilmember does not believe they can be reasonably objective, they should recuse themselves from the discussion and consideration. The purpose for recusal under such circumstances is that the Council wants the public to have the utmost confidence that decisions are made objectively, and that all citizens and businesses will be treated equally and fairly. e. Process and Disclosure. When a Councilmember determines recusal is appropriate, or when it is required by law, the Councilmember shall announce that they need to recuse themselves, explain the factual circumstances, then step off the dais and out of the meeting place. A staff member will retrieve the Councilmember once that issue is finished being discussed. The determination of whether to recuse oneself from an issue, and then formally recusing, shall occur before any discussion has taken place on that issue to ensure that Councilmember does not participate in the matter in any fashion. f. The following is an example of appropriate language where recusal is warranted: Following careful analysis and consideration, I think it is appropriate for me to recuse myself from any discussion and decision on this matter. I have known the owners of * business for * years, am City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT friends with them, and believe it would be most appropriate for me not to participate in this matter. As such, I will recuse myself and step out of the room. OR Following careful analysis and consideration, I think it is appropriate for me to recuse myself from any discussion and decision on this matter. I own a business that competes directly with the business at issue and believe it would be most appropriate for me not to participate in this matter. As such, I will recuse myself and step out of the room. g. The following is an example of appropriate language where the Councilmember determines that he/she does not need to recuse themselves from the matter: Following careful analysis and consideration, I think it is appropriate for me to participate in the discussion and decision on this matter. Although I am somewhat familiar with this matter from my prior association with *, I believe I can be objective and unbiased. As such, I will not recuse myself, and will participate with the rest of the Council in the discussion and decision. 18. Ordinances a. Except for unusual circumstances or emergencies, ordinances and resolutions shall customarily be prepared, introduced and proceed in normal fashion with an administrative report, then first and second reading in accordance with the "Three Touch Principle." Prior to final passage of all ordinances or resolutions, such documents shall be designated as drafts. b. A Councilmember may, in open session, request the city manager bring forth an ordinance for a specific purpose. 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 readingfails, the ordinance shall be considered lost, unless a subsequent motion directs its revision and resubmission to a 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. g. Council may not pass a franchise ordinance at a special meeting [RCW 35A.47.0401. h The passage of any ordinance, grant or revocation of franchise or license shall require the affirmative vote of at least a majority of the whole membership of the Council. [RCW 35A.13.170] i. The passage of any public emergency ordinance (an ordinance that takes effect immediately), expenditures for any calamity, violence of nature, riot, insurrection, or war; and provisions for a City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT 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.13.190). j. Occasionally, an ordinance will be on an agenda the same night as a public hearing on the same topic, such as a public hearing on a budget, amended budget, proposed tax, or moratorium, and an ordinance approving that item. When that occurs, after the public hearing has been closed and Council moves to the ordinance action item, public comment shall not be taken on the ordinance since it was just taken as part of the public hearing process. Public comment will also not be taken duringthe ordinance's second reading at a subsequent Council meeting. This procedure will also be used if a public hearing on a specific issue is held before the Planning Commission; so that when the resulting ordinance comes before Council, public comment will not be taken on either the first or the second reading. 2@19. Resolutions a. 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 ask the city clerk to read the resolution title in order to facilitate public understanding and/or comment. 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. b. The passage of 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. c. Occasionally, a resolution will be on an agenda the same night as a public hearing on the same topic, such as a public hearing on an amended Transportation Improvement Program, and a Resolution approving that amendment. When that occurs, after the public hearing has been closed and Council moves to the resolution action item, public comment shall not be taken on the resolution since it was just taken as part of the public hearing process. This procedure will also be used if a public hearing on a specific issue is held before the Planning Commission, which would result in a resolution for Council consideration. 21+20. Community Recognition Program a. In an effort to acknowledge outstanding citizens, businesses and organizations who have made a significant contribution, or have had or continue to have, a positive impact on the citizens of our community, the Council has implemented a Community Recognition Program. b. Eligibility: Must be a citizen/resident or an owner/operator of a business within Spokane Valley City limits. City of Spokane Valley elected officials, staff members and their relatives are not eligible for nomination, however, they may submit nominations. There is no limit to the number of nominations one may submit. c. Selection: will be made by the Mayor with confirmation by the Council. If selected, recognition will take place at a City Council meeting and depending upon the nature of the nomination, the honoree will be presented with a proclamation, certificate of appreciation, and/or a key to the city. City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT d. Process: Nominations shall be submitted on a Community Recognition Form, addressed to the city clerk, and may be made at anytime. e. Selection of these recipient(s) will typiea 1:1�y be held during a Council meeting, under the Agenda Item of lmtFadttetiom &FSpecial Guests/Presentations. 2221. Proclamations a. Ceremonial proclamations not associated with the Community Recognition Program. i. These proclamations are not statements of policy but are a means by which the City can recognize an event, group or individual. As part of the ceremonial duties of the Mayor, the Mayor is charged with approval of proclamations at his/her discretion; and reserves the right to decline any proclamation request as well as the right to make exceptions to these guidelines and procedures. Individual Councilmembers will not issue proclamations, and requests for a proclamation should be directed to the Mayor or the city clerk. ii. Proclamations will be considered for approval which will proclaim certain events or causes when such proclamation positively impacts the community and conveys an affirmative message to Spokane Valley residents. Proclamations will not be considered which are potentially controversial, political or religious in nature, unless approved by the majority of Councilmembers. iii. Proclamations can be issued at the discretion of the Mayor, and may be for organizations, individuals, or businesses within or outside Spokane Valley's jurisdiction. b. Procedure for proclamations to be read at a Council Meeting: i. The person making the request need not be a Spokane Valley resident. ii. Requests should be made at least four weeks in advance of the scheduled Council meeting. iii. The person askingforthe proclamation should agree to be in attendance or have someone attend in their stead. iv. The city clerk will inform the requestor whether the proclamation request is approved. v. The person making the request shall draft the proclamation and send it to the city clerk once approval is given. vi. The city retains the right to modify and/or edit the proposed proclamation as it sees fit vii. It is the Council's preference to have proclamations read at farfflaPFormat A meetings, which are generally held the second and 4#+rfourth Tuesdays; however, proclamations may be read at Format B meetings due to scheduling conflicts. c. For those instances where proclamations are requested for events other than to be read at an open Council meeting, the same procedure as above shall be followed, but instead of having someone at a Council meeting to officially receive the proclamation, the city clerk will mail the proclamation to the requestor, or it can be hand -carried by the Councilmember attending the event to read the proclamation. d. Reading of these proclamations will typieaRy take place at a Format A Council meeting, , Session City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 20241 08.07.24 DRAFT 2322. Taxes: Increasing or Imposing New Taxes The Council strongly believes in fiscal restraint, and that increasing the tax burden on its property owners and citizens by increasing or imposing new taxes should be avoided except as a last resort. In addition to complying with all applicable statutory requirements, increasing or imposing new taxes should only be done as follows: a. As requested by the City Council, the City Manager in consultation with the finance director, shall notify the city clerk of Council's desire for a proposed ordinance, and ask the city attorney to prepare a draft ordinance. b. Within 14 days following notice to the city clerk, the city clerk shall publish a notice of public hearing once a week for two consecutive weeks in the official newspaper of the City, stating: i. The date, time and place of Council's public hearing. ii. The purpose of the hearing: that a tax increase or newtax has been proposed. iii. That a copy of the proposed draft ordinance shall be furnished to any City taxpayer who requests it; and iv. That any city taxpayer may appear and provide verbal or written comment for or against the proposed draft ordinance. c. Preceding such public hearing, staff will provide an administrative reportto Council describingthe financial deficit and need for the increased or new tax; and if Council concurs and after the public hearing, the proposed draft ordinance shall proceed as follows: i. Proceed with a first reading of the proposed draft ordinance. (same or different meeting as the public hearing) ii. Second reading of the proposed draft ordinance at a subsequent meeting. d. Approval of increasing or imposing new taxes requires an affirmative vote of a majority plus one of the whole Council. 2423. Hearings [note: See Appendix A, pftge--66-for quasi-judicial hearings) a. Purpose i. Held to obtain public input on legislative decisions on matters of policy. ii. Are required by state law in such matters as comprehensive plan use plans, or annual budget. iii. Do not involve legal rights of specific private parties in a contested setting. iv. Affect a wide range of citizens or perhaps the entire jurisdiction. v. Decisions reached as a result of these hearings are not second-guessed bythe courts, and if challenged, are reviewed only to determine if they are constitutional orviolate state law. b. Process i. State statutes do not specify how public hearings should be conducted. Because legislative hearings are generally informal, the main concern is to provide an opportunityfor all attending members of the public to speak if they desire. Individual comments shall be limited to a specific amount of time as determined by the Presiding Officer, and the public City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT 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: a. All public comments shall be made from the speaker's podium, shall be directed to the Mayor and Council, and any individual making comments shallfirst give their name and city of residence. Speakers may be asked to spell their last name beeatise an for the record. b. No comments shall be made from any other location, and anyone making "out of order" comments shall be subject to removal from the meeting. c. Unless otherwise determined by the Presiding Officer, all public comments shall be limited to three minutes per speaker and members of the public are not permitted to give any of their own speaking time to other members of the public. This time is an opportunity to hear from various members of the public in a limited public forum, and not an opportunity for extended comments or dialogue. d. At the discretion of the Presiding Officer, members of the public shall only speak once per issue. e. There shall 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. f. Unless read and/or handed in by the individual speaker during the public hearing, previously received written public comments shall 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 who 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. g. These rules are intended to promote an orderly system of holding a public hearing, to give people an opportunity to be heard, and to ensure that individuals are not embarrassed by exercising their right of free speech. ii. The Presiding Officer declares that the public hearing on the topic at hand is open, notes the time for such opening, and asks staff to make their presentation. iii. After staff presentations, the Presiding Officer calls for public comments. iv. The Presiding Officer asks if any members of Council have questions of any of the speakers or staff. If any Councilmember has questions, the appropriate individual shall be recalled to the podium. v. The Presiding Officer declares the public hearing closed and notes the time for such closing. 2524. Reconsideration a. 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: City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT i. any action previously reconsidered; ii. motions to adjourn or motions to suspend the rules; iii. an affirmative vote to lay an item on, or take an item from, the table; iv. previously passed motion to suspend the rules; or v. a vote electing to office one who is present and does not decline. b. Such motion for reconsideration: i. Shall be reconsidered during the same Council meeting; ii. Shall be called up when no business is pending (no action is pending); iii. If action is pending, the Mayor asks the clerk to note that the motion to reconsider has been made and shall be taken up when a member calls the motion to reconsider the vote when no other business (action ) is pending; iv. Shall 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 motion, but believes there are valid reasons for one, to tryto persuade someone who voted on the prevailing side, to make such a motion. v. A member who makes this motion should state that he or she voted on the prevailing side; vi. Needs a second, and can be seconded by any member; vii. Is debatable if the type of motion it reconsiders is debatable; and viii. Is not amendable and requires a majority vote to adopt. c. 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. d. 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 newvote. e. 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. 25. 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. A good opportunity to do this is at the Advance Agenda meeting. 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 they would like the materials considered for a future meeting, since except in an emergency, Councilmembers would City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT 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 Format A or s" session Format B agendas under "Council Comments." b. Council Packets: Councilmembers shall personally pick up their agenda packets from their city 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 (5therwise, The city clerk shall prepare a +gel eetdiital/electronic agenda packet for individual Councilmembers, with hard copies available upon request. 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 (such 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. 21726. "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 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" would be 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 Council decision. City of Spokane Valley I Governance Manual I Chapter 1: Council Meetings I Approved April 16, 2024 1 08.07.24 DRAFT APPENDIX H Councilmember Social Media Policy OFFICIAL COUNCILMEMBER-SPECIFIC SOCIAL MEDIA ACCOUNTS Councilmembers may choose to create and maintain a Councilmember-specific social media account, such as on Facebook, X (formerly Twitter) and/or Instagram, to communicate with constituents as part of their Councilmember role. When doing so, Councilmembers agree to the following guidelines: Requirements: Before setting up a social media account on any given platform, you must receive written verification from the city's IT manager that the social media platform is sufficiently compatible with the city's social media archiving platform to assure that all content, including posts and comments, is archived for public records retention. Such verification may be by email from the IT manager to you. If the IT manager does not provide the above verification, then you are not able to establish a Councilmember-specific account on that particular social media platform. 2. Create the account using your @SpokaneValleyWA.gov email alias. On Facebook, per Facebook policy, create a `page' from your personal `profile'. 3. When creating Councilmember accounts, include: Title including your official role of "Councilmember" in the name (Ex. Councilmember first last name) Category of "Government Official" Identifiable, official Councilmember photo (can be provided by city staff) Disclaimer, "All content is mine and does not represent the views of the Spokane Valley City Council or City of Spokane Valley." 4. Familiarize yourself with and adhere to the City of Spokane Valley Social Media Policy, outlined in Administrative Policy and Procedure No. 300.020 Communications Policy. 5. Contact the city's IT manager regarding your new account(s) and provide the account handles. The IT manager or designee will associate your account with the city's social media archiving platform, currently Page Freezer, to ensure that all content, including posts and comments, is archived for public records retention. Content may be public record if it relates to the conduct of government or the performance of your office. Costs for the social media archiving platform shall be deducted from each Councilmembers' individual annual budgets. 6. Be aware that the Open Public Meetings Ac- (OPMA) applies to social media/electronic platform interactions between elected officials just as it does to in -person or phone interactions. Please do not have a discussion of agency business publicly or privately on City of Spokane Valley I Governance Manual I Appendix H: Social Media Policy I Approved April 16, 2024 social media, because if it constitutes a quorum, you may be in violation of the OPMA. An OPMA prohibited meeting may be deemed to have occurred electronically when a quorum is ultimately involved and a discussion of city business occurs. 7. Be aware that all posts, comments and content are public records when theyare setforth on an official city account and may constitute speech protected by the constitutions of Washington and the United States of America. Councilmembers shall not delete their posts, comments or content. Posts, comments or content of third parties on Councilmember's official social media accounts shall not be deleted unless the content at issue violates the city's Social Media Policy as outlined in Administrative Policy and Procedure No. 300.020 Communications Policy. 8. The Council desires to ensure Council remains in compliance with the OPMA. The Council therefore agrees that this policy prevents any individual Councilmember from (a) following another Councilmember's social media accounts, and (b) engaging (such as liking, sharing, and commenting) on any fellow Councilmember's social media pages. 9. A Councilmember shall not post content on any social media platform regarding the City (including but not limited to city business, projects or programs) that they know or should know is factuallyfalse atthe time said contentwas posted. ACouncilmember shall not encourage_ , ,constituents and/or social mania followers to post content on social media platforms that the Councilmember knows or should know is factually false. If a Councilmember posts factual information on a social media platform that they believed was accurate at the time of posting but later becomes aware that the information is false, then they shall correct the false statements immediately after they become or should have become, aware that the information is false. Such correction shall be completed by editing the original post clearly identifying the update or posting a new message on the same social media platform that clearly identifies (1) the post containing false information, (2) the false information within the post, and (3) if known, the accurate factual information. Whether and/or when a Councilmember knew or should have known information is false is determined using the "reasonable person" standard. That is, a Councilmember "should have known" the information to be false when a reasonable person, under the same or similar circumstances, would have understood that the information is false. 10. Once a Councilmember term ends, close the page. All records will be archived through the city's archiving platform. Recommendations: 11. For best practices, post regularly (suggested minimal post of once perweek). Accounts that are not actively used should be closed or hidden. 12. Keep your followers informed of city events, projects and opportunities to get involved and inform city decision -making by sharing City of Spokane Valley social media messages. City of Spokane Valley I Governance Manual I Appendix H: Social Media Policy I Approved April 16, 2024 PERSONAL OR CAMPAIGN SOCIAL MEDIA ACCOUNTS OF INDIVIDUAL COUNCILMEMBERS Councilmembers who maintain a personal or campaign social media account shall: Use a personal or campaign email alias. Do not use an @SpokaneValleyWA.gov alias to set up and manage any personal or campaign account. State law prohibits the use of official city accounts for campaign purposes so all campaign -related social media communications must be made on personal or campaign accounts. Campaign purposes include supporting or opposing any candidate for public office and supporting or opposing any ballot proposition. 2. Post a disclaimer on your personal account that identifies the account purpose and that the opinions expressed are your own. 3. Not write posts on personal or campaign accounts that relate to the conduct of city government or the performance of your office. Merely posting Council agendas or information regarding city events or providing general information regarding the City's activities is not conducting city business and will not convert your personal post or the posts of others into public records. Personal communications that are not related to the conduct of government or the performance of your office are not public records. However, if you use your personal account to transact city business, any posts or comments generated in doing so may be public records. 4. Not link private or campaign accounts to a city account, with the exception of Facebook requirements for setting up a Facebool< page. 5. Refrain from discussing personal accounts in public meetings or documents. 6. Not use city devices to maintain or access private accounts. OFFICIAL CITY SOCIAL MEDIA ACCOUNTS City Administration creates and maintains official City of Spokane Valley social media accounts to: • Share information about city projects, programs and events to keep the community informed with timely, accurate and transparent information. •Provide positive stories in an effort to build a sense of community within the City. • Disseminate decisions made by a vote of the City Council. • Recruit community involvement and pProvide an environment where community members can freely exchange their views and inform city decision -making. In relation to the official city social media accounts, City Councilmembers shall have the following responsibilities: 1. Councilmembers are encouraged to share city posts and help amplify messaging to the broader community. City of Spokane Valley I Governance Manual I Appendix H: Social Media Policy I Approved April 16, 2024 2. Councilmembers shall not post personal opinions. Rather, individual viewpoints could be shared on a Councilmember-specific account. 3. Councilmembers shall not post false information or misleading comments. 4. Councilmembers shall not violate someone's privacy. 5. Councilmembers shall not discourage individual opinions from members of the community or post comments or other content that creates an environment of fear and intimidation. Violation of these provisions may result in the City Administration disabling commenting on the accounts and may be used to discipline offending Councilmembers after review per Chapter 5 of this manual. Resources • City of Spokane Valley Social Media Policy • Association of Washington Cities social media guidelines for elected officials • MRSC social media policies City of Spokane Valley I Governance Manual I Appendix H: Social Media Policy I Approved April 16, 2024 DRAFT ADVANCE AGENDA as of August 7, 2024; 3:00 p.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 August 20, 2024 Study Session, 6:00 p.m. 1. Motion Consideration: HCDAC Appointment - John Hohman 2. Motion Consideration: Council goals & priorities for use of Lodging Tax - Sarah Farr, C 3. Admin Report: Broadlinc PDA Interlocal - Bill Helbig, Ariane Schmidt 4. Admin Report: ARPA/CLFR Allocation Update Discussion - Sarah Farr 5. Admin Report: Pavement Preservation, Fund 9311 Discussion - Chelsie Taylor 6. Admin Report: City Hall Update - Kelly Konkright, Glenn Ritter 7. Admin Report: Periodic Update Grants - WA Department of Commerce - Chaz Bates 8. Admin Report: Stormwater Capital Utility Plan - Adam Jackson 9. Admin Report: Aquifer Protection Area Report - Adam Jackson 10. Advance Agenda - Mayor Haley [due Tue Aug 131 (10 minutes) Taylor (10 minutes) (10 minutes) (10 minutes) (10 minutes) (10 minutes) (10 minutes) (10 minutes) (10 minutes) (5 minutes) [*estimated meeting: 95 mins] August 27, 2024 Formal Meeting, 6:00 p.m. [due Tue, Aug 201 1. Consent Agenda (claims, payroll, minutes) (5 minutes) 2. Motion Consideration: LTAC Appointments - Mayor Haley (5 minutes) 3. Motion Consideration: Potential Grant Opp- Energy Efficiency Retrofit - Gloria Mantz (10 minutes) 4. Motion Consideration: Periodic Update Grants - WA Department of Commerce - Chaz Bates (10 minutes) 5. Admin Report: Camera Update - Erik Lamb (10 minutes) 6. Admin Report - 2025 Budget - Estimated Revenues & Expenditures - Chelsie Taylor (10 minutes) 7. Advance Agenda - Mayor Haley (5 minutes) 8. Info Only: Department Monthly Reports; Fire Dept Monthly Report, TPA 2025 Budget/Work Plan [*estimated meeting: 55 mins] September 3, 2024 Study Session, 6:00 p.m. [due Tue Aug 271 1. Admin Report: 2025 State Legislative Agenda - Virginia Clough, Briahna Murray (20 minutes) 2. Advance Agenda - Mayor Haley (5 minutes) September 10, 2024 Formal Meeting, 6:00 p.m. [due Tue Sept 31 1. Consent Agenda (claims, payroll, minutes) (5 minutes) 2. Ordinance 24-012: First Reading - CTA Oversize & Overweight Vehicle Permit - Jerremy Clark (5 minutes) 3. Motion Consideration: Continuity of Operations Plan (COOP) Adoption - Virginia Clough (10 minutes) 4. Admin Report: Potential Grant Opp. - WSDOT Traffic Analytics - Adam Jackson (10 minutes) 5. Admin Report: Fund 312 Discussion - Chelsie Taylor (10 minutes) 6. Advance Agenda - Mayor Haley (5 minutes) September 17, 2024 Study Session, 6:00 p.m. [due Tue Sept 101 Proclamation: National Diaper Need Awareness Week 2024 1. Public Hearing #1: 2025 Revenues including Property Taxes - Chelsie Taylor (20 minutes) 2. Motion Consideration: Set 2025 Budget Hearing for Oct 8 - Chelsie Taylor (5 minutes) 3. Motion Consideration: 2025 State Legislative Agenda - Virginia Clough, Briahna Murray (10 minutes) 4. Admin Report: TPA Written Report, 2025 Budget & Work Plan - Lesli Brassfield (15 minutes) 5. Admin Report: Camping Regulations Update - John Bottelli, Kelly Konkright (10 minutes) 6. Advance Agenda - Mayor Haley (5 minutes) September 24, 2024 Formal Meeting, 6:00 p.m. [due Tue, Sept 171 1. Consent Agenda (claims, payroll, minutes) (5 minutes) 2. Motion Consideration: TPA Written Report, 2025 Budget & Work Plan - Lesli Brassfield (10 minutes) Draft Advance Agenda 8/8/2024 4:05:33 PM Page 1 of 2 3. Admin Report: Proposed Ordinance Adopting 2025 Property Taxes — Chelsie Taylor (10 minutes) 4. Admin Report: Group Home Presentation — Chaz Bates (15 minutes) 5. Advance Agenda — Mayor Haley (5 minutes) 6. Info Only: Department Monthly Reports; Fire Dept Monthly Report October 1, 2024 Study Session, 6:00 p.m. [due Tue Sept 241 1. City Manager Presentation, 2025 Preliminary Budget - John Hohman (20 minutes) 2. Advance Agenda — Mayor Haley (5 minutes) October 8, 2024 Formal Meeting, 6:00 p.m. [due Tue Oct 11 1. Consent Agenda (claims, payroll, minutes) (5 minutes) 2. Public Hearing #2: 2025 Budget — Chelsie Taylor (20 minutes) 3. Ordinance 24-XX: First Reading, Property Tax — Chelsie Taylor (10 minutes) 4. Admin Report: 2024 Budget Amendment — Chelsie Taylor (10 minutes) 5. Consent Agenda (claims, payroll, minutes) (5 minutes) 6. Advance Agenda — Mayor Haley (5 minutes) October 15, 2024 Study Session, 6:00 p.m. [due Tue Oct 81 1. Admin Report: Retail Strategies Annual Update — Mike Basinger, Susan Nielsen (20 minutes) 2. Advance Agenda — Mayor Haley (5 minutes) October 22, 2024 Formal Meeting, 6:00 p.m. [due Tue, Oct 151 1. Consent Agenda (claims, payroll, minutes) (5 minutes) 2. Public Hearing: 2024 Budget Amendment — Chelsie Taylor (20 minutes) 3. Ordinance 24-XX: First Reading, 2024 Budget Amendment — Chelsie Taylor (10 minutes) 4. Ordinance 24-XX: First Reading, 2025 Budget — Chelsie Taylor (10 minutes) 5. Ordinance 24-XX: Second Reading, Property Tax — Chelsie Taylor (10 minutes) 6. Advance Agenda — Mayor Haley (5 minutes) 7. Info Only: Department Monthly Reports; Fire Dept Monthly Report October 29, 2024 Study Session, 6:00 p.m. [due Tue Oct 221 1. Admin Report: TPA: Spokane Sports & 116 & West proposals — Lesli Brassfield (15 minutes) 2. Advance Agenda — Mayor Haley (5 minutes) November 5, 2024 Study Session, 6:00 p.m. [due Tue Oct 291 1. Advance Agenda — Mayor Haley (5 minutes) November 12, 2024 Formal Meeting, 6:00 p.m. [due Tue Nov 51 1. Consent Agenda (claims, payroll, minutes) (5 minutes) 2. Advance Agenda — Mayor Haley (5 minutes) 3. Info Only: Department Monthly Reports; Fire Dept Monthly Report November 19, 2024 Study Session, 6:00 p.m. [due Tue Nov 121 1. Advance Agenda — Mayor Haley (5 minutes) *time for public or council comments not included OTHER PENDING AND/OR UPCOMING ISSUES/1VIEETIP 250th USA Celebration SCRAPS DOT Clean Up Sign Code Review Electric Scooter Regulations Gang Task Force Update Group Home Regulations Investment Policy Review Lithium -Ion Battery Policies Mirabeau Park Forestry Mgmt. Peer Court Protection of Utility Infrastructures Draft Advance Agenda 8/8/2024 4:05:33 PM Page 2 of 2