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Council PKT 01-11-2002 & 01-12-2002 - Retreat ! ~. Agenda 2002 - Federal Way City Council Retreat January 11th & 12th Retreat Focus . Planning and Financing Future Capital Investments for the City of Federal Way Key Objectives . Establish a common understanding of the guiding policies, resource choices, and range of capital investment opportunities under consideration by the CounciL . Prepare an agreed upon action plan to move forward with the development of a formal Capital Facilities Plan for the city. Day 1- Friday, January 11th Morning Discussion - 8 A.M. - 12:30 P.M. "Defining the Playing Field" . Review of capital projects that have been made over the past 10 years. . Past, present, and possible future funding of capital investments. . Comprehensive Plan Policies that will shape our future choices and guide capital decisions. . Council Brainstorm Activity - What are the range of possible investments over the next six to ten years? Lunch Break Mternoon Session - 1:30 P.M. - 5 P.M. "Moving Forward" . How do we collectively move forward with our capital investment plan? . Staff development of a "Draft" Capital Investment Action Plan while Council meets to discuss effective small group decision making. . Group discussion and agreement on the Draft Investment Action Plan Day 2 - Saturday, January 12th Morning Session - 8 A.M. - 12 P.M. . Council Rules and Procedures Review . Other Issues -Development code, review & permit approval process -Enhancing Board & Commission input into the Council deliberations -HB 1084 Compensation Commissions Retreat Second Draft Agenda 12~10-01.doc ~. CITY OF FEDERALW A Y MEMORANDUM Date: To: From: Subject: January 10,2002 Federal Way City Council David H. Moseley, City Manager Background Material for Capital Financing Discussion This packet of material is intended to provide Council with background information for the "Defining the Playing Field" session of the Council Retreat on January 11. The material will provide the following information: 1. Historical background regarding the type of projects that the City has previously invested in and how we paid for them; 2. Prospective investment projects that have been either previously approve or discussed by the City Council. Transportation projects are from the recently approved six-year TIP. Most of the Parks and Facilities projects were identified in the City's Comprehensive Plan, with the exceptions denoted on the project lists. 3. Current and projected revenue streams available for capital investments; and 4. Established comprehensive plan vision and policies. Staffwill present the material and respond to any questions you may have at the retreat. k:\fin\cip\cipplandoc\relreal coveuJoc ~ Capital Funding Background Summary . Transportation Improvements: In the last 10 years, the City completed $36 million in transportation improvement projects. ,/ Grants, mitigation, and other entities' participations provided 57% of the total. ,/ City funds total 43% made up of Utility Tax Bonds 31 %, General and Arterial Street Fund 12%. The 6-year TIP identified $103.4 million in proposed improvements. Assuming the same proportion, the City will need to provide $40.6 million. . Parks hnprovements: In the last 10 years, the City completed $39 million in parks acquisition/improvement projects. ,/ Grants, private contributions, and mitigation funds provided 23% of the total, including 15% from countywide open space bonds. ./ City funds total 77% made up of Utility Tax Bonds 22%, General Fund 8%, REET bond 47%. Gfthe $15.2 million parks projects identified for the next 6 years, $13.8 million are without identified funding sources. . Community Facilities: Since the City's incorporation, the City has invested $11.9 million in community facilities. ,/ Grants and donations provided 38% of the total. The City leveraged grants from a variety of sources such as IAC, CDBG, countywide open space and conservation futures bonds primarily for the acquisition and improvement of the Dumas Bay Centre and KFT. ,/ City funds made up the remaining 62%: 16% from Utility Tax Bonds, 30% from REET Bonds, and 16 % from General Fund. The facility projects identified total $106.6 million, with $71 to $96 million unfunded. k :\fin \cip\cipplandoc\summary .doc 1 . This is a combined total of $225.6 million in planned and or desired projects, of which $150.7 is currently without identified funding. . Funding Assumptions and Options: if Future operating surplus will be scarce if any. if Early retirement of the 1993 Celebration Park acquisition bonds with excess Utility Tax collected to free up the REET. if If the Utility Tax is continued at the current 5% level, it will provide approximately $12 million between 2002 - 2007. if The projected other sources, primarily REET, will provide approximately $7 million between 2002 - 2007. if We can borrow against these revenue streams (REET, Utility Tax) to raise more capital funds. k: lI.n \cip\cipplandoc\summary_doc 2 1991 - 2001 Transportation Projects (dollars in thousands) Type of Projects Capacity. $22,742 New Signal, $2,722 Signal Coordln. ,$566 Pedestrian /Mise Safely. $1,221 Acct No Description ~ _5 320Th Traff Signal Coordination .__ 103T Traff 51g 20Th Ave 5 & 316Th___ 104T Traff 51g Coordination 5R99 288Th To 304Th .__ 105T 5R 99 Traffic SIQ Coordination 5 356Th To 5 324Th 106T 21St Ave Sw & Sw 325Th Traff Sia . 107T Sw 340Th & 35Th Ave Sw Traff Sia 109T Dash Point Road & 21St Ave Sw Traff Sig ..~_--_.". 111T Non-Motorized CIP Proiects 112T Sw Camous Dr At 6Th Ave Sw n_ 113T 5 336Th (1il SR99l13Th Ave S To 18Th) 114T Militarv Road & Star Lake 5 Traffic Slana] . .. 115T Sw Campus Drive Traffic Signal Coord 103 Dash Point Rd 1ffl11Th 5 105 Sw 356Th St 1St Ave To 21St Ave 106 Sw336Th 21StT027ThSw 108 16Th Ave S @ SR 18 To SR 99 112 S 348Th 15 To SR 99 113 S. 312Th - SR99 To 23Rd Ave S. ~------_._. - 'H'. 115 Militarv Rd S, S 286Th St To S 28Sfh:Tricf30"4tii- 5C ..116 S 356Til ftiJ SR 99 - Construct EastbOundRI. Lane"' 118 Metro Bus Zone Imorovements - Project CO.!!lpleted 119 Dash Point Road Channelization . 121 S 37l~d Hylebos Bridge RehabjJlta-tJo~~n_~~-~~-_-_.:.:.-=- ..1.17 Other Street CIP Projects (Bond Funded) . _ n __1.22 S 320Th St & Highway 99 Intersection I~r()vements _1~~ ~_St Avef>w & Sw 334Th 5t Pedestriara ___ 124 Sw 312Th & 14Th Ave Sw Pedestrian Impv ~?~ ~QTh St & Hoyt Road" 127 SR99-@S 330Th Street Total Street Resurfacina (1990 - 2000) Total Transoortation with Overlay. . The unused prOject funding wlll be transferred to future proJects. K:IFINICIPlcipplandoc\2002STPLN 1.XLSall S&T Cost 270 177 158 138 792 226 584 22 810 852 222 74 90 6,124 2.421 504 3,215 4,705 1,441 208 22 16 40 3,203 179 100 358 302 27,252 9,190 36,442 Funding Sources Ut Tax Bond 31% .:.......... .......< .>' ProjRelm. ~ ...: 3% ... :..., ..:.: .. Grant 48% Fundlna Sources Pro) Reim, I Impact GenerallSI Mil. Fee 84 - 38 - 157 1 ,. 138 - 287 - (128l 21 1 1 22 - 45 119 160 377 39 24 74 - 90 - 1,121 - 119 124 - 11 368 89 (124l 517 133 104 22 16 40 402 73 52 58 . -24/!. _ -97 -",. 14 1,747 3,287 5682 8,970 1,747 , 3 Grant 186 138 4,975 2783 3.076 1,158 143 48 196 255 13,117 I 13,117 159 Subtotal 270 176 .,.1~ 138 789 ---226 584 22 810- 852 _ r~~_,,__m 74 90 ._.-;~ - _d_?~ 1,997 2,430 465" ---- 477 3,241 4,733 1,469 -----zoa - - --."""22 16 40 340- .. Mif 1,079 m--3~638- --21tf -, ----100 .-----39f 269 27,524 9,190 36,714 General/$l 12% UtTax Bond 47 10 28 191 242 1,0~~_t- 1,232 20if 150 40 -t- - , 8,664 I 3508 t 12,172 i 708 708 Impact Mil. Fee 6% 502 332 534 646 306 01109/20027.32 PM 2002 - 2007 Transportation Improvement Projects (dollars in thousands) Type of Projects Projected Sources Pedestrian &Misc 1% Traffic Flow & Safety 8% Ut Tax Bond 1% Interest & misc 2% General &Misc 4% ....,. ..........." ............ .... - - . . . . . . . . . . . - - - . . ........ ... ::::::::::::::::::::::::::::::::::P.rQl~ct~:SoUr(;~$::::::::::::::::::::::::::::;:::: ... ...,--- .... ..--_......... .--..... ..... ... - - . . . . . . . . . . . . . . . ~ . .......-_. . . . . . . . . - - .....-......... .--- ........ .....-- ............-..... .......--_. . . . . . . . - . . ..,. --.. ...... ..-_.. ... ........-_. . . . . . . . . . . . . - - . . . . . . . . . . - - . . . . ......-_. .--......,.. ...-_. .... ......--_... .........-_....... ....-...... . . . . - - - . . . :p~{;j ---..... .....-----_.. ......----_.. .. .......--_....... ..-_...... . ....-_... --....... ... ..--_... .....-..-_.... . . . . . . - - . . . . . . . . . . . . ~ - . . . . . . . :t~:i~:~ki{~: \~~ili~~( t~~~~)~~~~~: ~~N~~~( .--_..... - . - . . . . . . . . . - - . - - . . . . . . . . . . - - - . . . . ........-.-........ ..-_... .... .-_...... - - . . . . . . . , . . . - - - . . . . . . . - . . - - - - . . . . . . . . . . - - . . . . . . . . . . .---_...... --..-..... ::N6:: :::::::::::::::::::::::: :6~~~66ti~~:::::::::::::::::::::: : ::::::::~~~6t;::::::: :::::::Cb~t::::: :U;;t\irid~' 1 5R99: 5 312th St - S 324th 5t Add HOV lanes 11 973 1 057 241 10464 211 - 11 973 - 2 SR99: S 324th St - S 340th St Add HOV lanes 13671 1335 802 9521 36 - 11 694 1976 3 23rd Ave S: 5 316th St - 5 324th St Widen to 5 lanes 8470 775 844 5634 752 465 8470 - 4 5 312th St 14th Ave S Install sienal 180 150 2 - 0 - 152 28 5 5 336th 5t Weverhaeuser Wv 5 Install roundabout 649 em 426 - 224 - 649 - 6 5 288th St SR99 Add left-tum lane 1 725 (28\ 1 270 - 484 - 1725 - 7 5 312th 5t 8th Ave 5 Install sienal 230 192 19 - 19 - 230 - 8 SR 509 lfIJ 8th Ave 5 Add left-tumlane 504 - 11 - - 368 379 124 9 SR 99: 5 284th 5t . SR 509 Add HOV lanes 9632 - - 4816 - - 4816 4816 10 5 348th 5t: 9th Ave 5 - 5R 99 Add HOV lanes 3096 - 112 1 239 2 - 1 353 1 743 11 5W 312th 5t: 1st Ave 5 - 5R 509 Widen to 3 lanes 6000 - - 2400 - - 2.400 3600 12 5 320th 5t (ij) 1st Ave 5 Add 2nd NB. WB 2760 966 - 022 - - 55 1 - 1 1 738 13 5 356th 5t: 1st Ave 5 - 5R 99 Widen to 5 lanes 8967 451 430 3740 - . - 4621 4345 ~ l? 320th 5t: 8th Ave 5 - SR 99 Add HOV lanes 6 1 f!1 - - 2477 - . 2477 3715 15 5R 18lf1J 5R 161 Add EB WB riClht 3 33!? - - 1 668 - - 1 668 1 668 ~ 16 S 336th 5t @l 9th Aye 5 5ienal modification 100. ~ - - - - - - 100 5 272nd St lfIJ 1-5 Widen under 1-5 _."" 17 ._. 6702 - - 2851 - - 2.851 3851 10th Ave SW / SW 344tl1 St: SWC Extend 3-lane st --, -'." 18 .~ 7900 - - 3160 - - 3160 4740 -,,- ~ 5 348th St lfI1 1st Ave 5 .- Add we 5B riaht 1.809 - 22 720 - - 742 1 058 5 336th 5t lfIJ.1llt Wv S __.. .., 20 Add WB riClht.turn 4,2..Q - - - - - - 420 -,- 21 21 st Ave 5W: 5W 356th 5t - 22nd Realian 2-lane col. 750 . .- . 44 300 - . 344 406 ~ ..5 320th 5t @l 20tj1 Ave 5_~_ Add 2nd left-tu_m .~" 1 358 ...,.... - - 543 - .n'" . 543 815 23 1st Ave 5: 5 320th St - S 330th St Install raised 1.728 - - 692 - - 692 1.037 24 S 336th 5t: 18th Ave S -1-5 Widen to 3 lanes 1.200 - - 480 - - 480 720 f--~9. S 312th 5t (ij) 1~9 u..,.... Deskin 5tudy_,~. 50Q. - - . - . -:=:T45 500 _..26 1-5 lfIJ 5R 18 Desion 5tudv _~65. - - 145 - 2?Q. --" 27 S 324th 5t @ SR 99 Widen to add EB 20QO - - - - - - - 2000 28 1st Ave S: 5 356th St - S 361st'PI Widen west 150 150 - - -I - _1.20 - _.4.!il, S 314th St: 20th'Ave S - 23rd-Alle ~ Install sidewalk' .- 49.0 1~__ - 9lt -_----=-_1_ _.. 111 290 30 Weverhaeuser-W;; s: S323riTSt='s Pave shoulders' 653 - - - - - - 653 Total $ 103,409 $4,095 $ 4 278 $ 51,912 $1,728 , $ 833 $62,846 $40 563 Annual Maintenance at 1.5% $1.551 . . :..::..:.:.:!:>>>> ~~~~n:in:i:;: ~: ~: ~: ~ ,;-:':':-:.:-: , . . . . . - . - - . .. ....--- ...... -.. ... ....--- :.:':.:':.:-:- . ..'....,., ....-.. --. . . . . . .. - - - , .:-:.:-:-:-:-:-:-: .. ....---- .. ....--- .. This is a regional project physically located in Kent. $ reflect anticipated City contribution. . Anticipated/Uncommitted grants are considered at 50% of the maximum possible amount. 4 1991 - 2001 Parks Improvements Type of Projects Funding Sources i I I I I [ j Ut Taxi Bond 22% General 8% Trail, $2.0 Sports Fields lmpv, $1.7 REETI Bond 47% Milg 1% 1:::::::::::::::::::::::::::::::::::::::::::::::::: ProteCt::::::::::::::::::::::::::::::::::::::::::::::::: ::::::: Total::::::: :::::::::::::::::::::::::::::::::::::::::: FUitdiria :Sourcss:::::::::::::::::::::::::::::::::::::::::: J::" . . . '1:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: :::::::::::::::::::::::::::::::::::::: ::::::::::::::::::::::::: ::::::::::::::::::::::: :::::REErr.:=: :::::::::::::::::::::::=1=::::::::::::::::::::::: :::::Uf:Taxt:: :: :No;:: :::::::::::::;::::::::::: N~irt~::::::::::::::::::::::::: :::;:;: D~~~ij~tiijit:::::: ::::::: fogO)::::::; ::: G~h~i::: ::::: iidtli:i::::: ::::::: Mitt;:::::::I::::: Gf~;rti::::: ::::: :;ijijrttf::;: 1 Open S03ce Acauisition 5,002 75 - - 4,927 2 Campus DriveJSaahalie Park ACQ. & Devlpmt 5,497 14 5,183 - 300 3 Steel Lake Park Improvements 902 573 - 19 310 4 Alderdale Park Development _ 560 229 324 7 . 5 Adelaide Park Development n 464 370 - 94 . 6 SPA Trail Phase I & II Development 1,276 421 - - 855 7 School Site Imorovements Mk TwinlLk Grove 1,079 320 . - 759 9 West Camous Trail Imorovements.. 140 140 - - - 10 French Lake Park Acauisltlon Acauisltion 581 43 504 - 11 Sacaiawea Park Improvements 605 205 - - 14 Lakota Pari< Master Plan Master Plan 100 50 - - -. 15 Neighborhocid Parks Playarounds 183 50 - 133 ..- 16 Celebration Park ACQ. & Devlpmt 21,692 404 12,500 - 317 8,470 18 Panther Lake Master Plan __ 110 40 - 70 - - 20 BPA Phase III ___. Development 730 70 - 30 630 - 21 Skateboard Park Development 266 15 250 - 1- 23 Park Pathways Overlay Repair/Renovation 50 50 - . - - 24 Alderbrook Pari< Play Eauip Playarounds"- 61 30 -- 31 - - 25 Hylebos Cabin Pari< DeslgnlTrail De;';. . - m___ 75 - 25 ........-. 50 - :::::::Totilrpiirks:C:3ilital: Soendlna::::::: :::::::::::::::::::::::::::::::::: :::: ::::::::: :39' 373:: ::::::::::::3~1:00: ::::=::18:;186:: :::::::::::::::383:: ::: ::::: :::8;633:: :::::::::3'410:: 34 400 50 1. Including $6.1 million In CountYWide Open Space Fund K:\FIN\CIP\cipplandoc\Pk.xISPK sum 90-00 5 01/10/200211:36 AM 2002 -2007 PARKS PROJECTS (dollars in thousands) r---- I I I Type of Projects Projected Sources Parks & Open Space 20% Neighbrhd Park 8% i. Unfunded 91% General 4% Mitigation I' - 1% I I I I J Sports Field 72% i I i I i li ._~ --..... ::I~'(i?l : ...-............-.. ...... .-.-.... ....-_..... ........ .......-- ........ .. .:.:.:.:.:.:.:.:.:.:-:.:.:.:.:.:. Sources:':':':':':':':':':':':':':':':': . ......-- ................ ...... .... ---.... ....-...... ... .---.... ......- ....... .. .......--- ::::::::::::::::::: P.~~k~: p.~~i~i~::::::::::::::::::: ::::::::::::::::::::::: ti~~cii~ti;;~:::::::::::' ........ .. .......-. ::N~;:: - .... ::::::tos~::::' :':Genl!tl'a~: .:-:-:Mlto-:-:. :-:Qants:.: ':.: Tdta.:-:- ii~ndert 1 Historical Cabins Park/Hylebos Park Historical Cabins Park 287 25 50 75 212 2 Additional Park Play Areas Add 3 Park Play Areas 103 . 103 3 Major Maintenance Major maintenance and rehah projects 300 100 100 200 ALEA grant/DBe Shoreline repair and Erosion control .. 258 4 516 258 516 - Celebration Park Maint Building Store park maintenance equipment 80 . 5 80 80 . 6 Lakota Park Redevelopment Lakota Park Redevelopment 7,783 101 101 7,682 7 Annual Park Renovation Funds Annual fund to provide needed 129 . 129 renovation of Dark facilitv 8 Steel Lake Park Steel Lake Park Master Planning 280 20 20 260 9 Thompson Open Space Thompson Open Space Master Plan - -~- - 124 - 124 10 Spring Valley Open Space Spring Valley Open Space Master 124 5 5 119 11 Poverty Bay Parn Poverty Bay Parn Master Plan 98 92 92 6 -- Panther Lake Open Space and Trail ~.~ . 12 Panther Lake 300 150 150 150 improvement 13 Park/Open Space Acquisition Continue acquire parn land for 520 75 74 149 371 .- neighborhood parn and ooen soace J~', .,"'. 14 French Lake Parn French Lake Park 233 - 233 15 Neighborhood Parn Development Neighborhood Park Development 905 - 905 16 FIshers Pond " .~ Interpretive center for FW's tifsiory 180 - 180 ._.,H" and parn system. .....- ...~. . Sports Field Upgrade Soccer Field ConversIon (all weather 602 - 602 turf) Upgrade,._ .- . Little League Site Improvement Jointly develop the little league site at 2,500 - 2,500 Panther Lake, city portion of the $ only - . ._-",".. --..-.... Continue acquire parn land for --.--". -.., -. -- _._,~, ~_.... Armstrong Property Acquisition 140 140 140 . ."'.- neighborhood park and open space ._~- ..._-~ . Hylebos Open Space Acquirelimprove Hylebos Open Space TBD I . r otai:patks: ProJects:::::::::::::::::::::::::::::: Total :pilik!i: PtOleet$::::::: ... .. :$::15,203:, :$:::::::623:' ::$:.".":j:'........ :$<::Xlizif . :~:: 13,rts:: ..... _".0' . . . ,., , . -:-:.:.:172,' :$-:,:,:-:633: 2.5% Maintenance Cost Annual amount for all nrolects $380 K;IFINICIP\dpplandocl2002par1<plan .xlspares 6 01110/200210:22 AM 1991 ~ 2001 Community Facility Improvements Type of Projects Funding Sources Communily. Facilily, $7,937 REET Bond 30% :::::::::::::::::::::::::::: :~::::::::::::::::::: l~~J~c;t:::::::::::::::::::::::::::::::::::::::::::::::::: </.t~~~~~<) ::::::::::::::::::::::::::::::::::::::: F....i\~i~1i :$~qr~$::::::::::::::::::::::::::::::::::::::: :::Na;:: :::::::::: ::::: ::::::: ::::::::::::::::::::::::Name::::::::::::::::::::::::::::::::::::::::::::: ..... '.' ..(O!>~...' .'. '.' .A..... .........__. ...............-+.... ........ ..-_...... ::::::GeneraJ::::: ::i:tm:~oi-1i:i: :::::: Gr.ant::(::::: Ut::Tax:it~~ .......... ......... . 1 City Hall Acquisition, Improvement and Furnishings 3,536 - 3,536 ~ . "-~~ .. ,._-~~ 2 Community/Senior Center 1,402 1,083 . 319 ~ Center ..,"r" 3,990 " 3 Retreat 336 - 3,654 - c----.. Family Theatre _m__ 4 Knutzen 2,545 34 - 661 1,850 Lake Facility ."r'__ 5 Steel Maintenance Improvement 70 70 .- 6 Police Facility TI 300 300 Municipal .~--,~ 7 Court Facility TI 36 36 ::::::::::::::::::::::::: :rotaf :FacllltV: c.aiiitsl: SOOridh1a::::::::::::::::::::::::: :::::::::::::: 11 ;;S1~:: :::::::::::::::1 :859:: :::::::::::::: :3j)31):: :::::::::::::: ~'I)34: :::::::::::::::-f850: 1. Funded by Countywide Open Space Fund K:\FINICIPlcipplandocIPk.xlsFac sum 90-00 7 01/09/20026:34 PM Community Facility Projects (dollars In thousands) Type of Projects 1-- H_-;~j~~te~~:u;ces---I Commun"y Fae~"les 68% C"y Opernlion 32% Unfunded 86% General & Mise 6% REET 2% ......... ... - - - . . . - - - . . . - - - - - . . . - . - - . - - :::::-:-:-:-:-:-:-:-:::::::::::::::-:SO\1rW::::::::::::-:-:-:-:-:-:-:::::::::::- --. " . . . . . . . , - - - . . . . . . . . . . . . .............-. ...... ....-_.. .... ...... . . . . . . . , , . . . . . . . . . . . . . . .......... ..-. ....... .-_..... . , . . . - - - - - . . . . . . . . . . . . . . . . - . - . . . . . . . . . . . . . ............-.. ..... ....-_... .....---_. . . . . . . . . . ... ...-- -...... ........ .................... ..-_..... . . . . - - . - . - ..... .... . ...... .-...... ........ ...... ............... ..-_.... ...-. ----. :~l!~~~I: ::::;::::::::::: :::::::::::::::::: ;::U1I!I~:: -::::::::::::::::: ........ -, . .....".,........ ...... ............,- ..... ...-.-.... ...--.---- . . . . . . . . . .. ......-.............. .-.................. ......... . . . . . - - - . . ........ . ::::~i~:~~~i~:~~~i~i#::: .......... ................... .....--_.. ........ . ::No;:: ::::::::::::::::::o~ii~j~tiAA:::::::::::::::::: ::::::~:b~{::: :::&)AI$~:: :::Re~:c ::)~~~t::: :::>:ra:i(:: ::::t~i:iF Q~~~#~ 1 Public Safety Facility 1 35-40k sf facility to house police $ 14,000 $ 3,964 $ 542 $ - $ 4,500 $ 9,006 $ 4,994 operations 2 Municipal Court Facility2 8-10 k sf Facility to house court 3,500 650 750 1,400 2,100 ,-- ooerations . Existing City Hall Expansion of CD/PW work area 3,750 . 3,750 (15k sf) and additional parking . New City Hall "-"~..~ Additional 35k sf space for future 7,500 . .- 7,500 - arowth 3 Perfonning Arts Center A 1000-seat perfonnlng arts 25,000 - 25,000 center. ($25 - $35 million) . Multipurpose Field House 1 S-20k sffacility for sports 25,000 TBD . TBD events. conferences exhibitions. 4 Community Center 45k sf multi-purpose community 17,489 - 17,489 center -" 5 Senior Center 20k sf senior activity center 4,500 - 4,500 6 Maintenance Facility 87k sf storage yard and 6000 sf 4,500 . 4,500 office 7 High Crime Area Camera Crime monitoring system 100 10 90 100 - - 8 Dumas Bay Centre Site master planning and Centre 600 100 100 500 plumbing and HVAC upgrade ~,.- -. ~ -- ~"". ",-" 9 Knutzen Family Theatre Equipment 106 . 106 Upgrade/Replacement . Technology Investment Invest in technology to make city 600 . 600 services more accessible l'otllI"OllYFlU:1tltY Prolects- - - . - . - - - - - - - - - - - - - - - - - >$106-645> ' :$ -:4;724- <$1;29-2: :-$:,:,:,:,90:- -:$-4;500: :-$:tO;606- <$<7.1;039 - ...... - . " . - .................'......................_-.-- ---.. 5.00/. Maintenance & ODeratina Cost $ 5,332 I ....... -.- .. ....... -- ...............---- --- ..........-'.--.-- .-.- ..... . --- . Projects not preVIOUSly approved by the Council. Note: 1. PS facility funding shows $3.9 GF ($2.5 million in bonding the lease payment, $1.1 million investment eamings since 1997, and $305k leftover from PS department startup): $542k from REET appropriated in 1999; and $4.5 million Ut Tax Bond proceeds. 2. Court funding shows $650k (under GF) from bonding the lease payment; and Ihe additional $750k appropriated in 2001/02 budget cycle. K:\FIN\CIP\cipplandoc\02facpln_xlssummary 8 01/10/2002 10:22 AM ~ CI) CI) ... ~ en :::: co ... 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Oi - . ~lOlO II> '0 CD N.... 5 C')", fD III ti ~ -.:i~ ~ ~ '0; i -t: 8? co ,g l'! .g a; u '0 8 1l '[ e g <Jl 19 '5. B II> x lL 0:: ...J g ~ 0:: ::: ~ z z w 10 Z ~ :>:: .. ..... N co .... <00 '" .;gl"t ":.1'- 'Q) N,.... :c:l S I- ::> >i~ .i :.:-:0:: e . - ll: II> "" II> 3l 1ij e::> ., :I "C en E <~ t i ~ ::aIE& < .':::885 ~ Capital Funding History and Projection Capital Fundinq1991 - 2001 General/St 16% REET Bond 25% Grant and Mitigation 33% Utility Tax Bond 26% Summary of Past Capital Sources/Uses Uses: --- Transportation 36..714 41.7% Parks 39,373 44.8% .. Facilities 11.879 13.5% Total Uses 87.965 100.0% Sources: Grant and Mitigation 29,222 33.2% Utility Tax Bond 22,493 25.6% REET Bond 22.322 25.4% - -. GeneraliSt 13,928 15.8% Total Sources 87,965 100.0% K:\FIN\CIP\cipplandoc\all proj summary.xlspast&proj Capital Funding 2002 - 2007 Unfunded 58% Ulility Tax Bond 2% Projected Project Total: -.. Transportation 103,409 45.8% ~- n'r Parks 15,547 6.9% ~-'._.- Facilities 106,645 47.3% Projected Uses 225,601 100.0% Potential Project Funding: -- Projected G!ants/Mitigation 58.814 26.1% Utility Tax 5,333 2.4% REET 1.292 0.6% ~,..-...- GeneralISt 9.442 4.2% Project Fundina: 74.880 33.2% Unfunded 150,721 66.8% Pr~ec~dAddmons2002~00~ Continue Utility T~~ JID 5% 12,952 5.7% Additional REET' 5,094 2.3% Mise Grants & Revenues 2 --... 1,892 0.8% Total Addition (2002-2007) 19,938 8.8% Unfunded 130,783 I 58.0% 1. Assume early retirement 0 1993 Gel Pk bond w/excess Ut Taxes collected 2. Miscellaneous grants and revenues include CDBG, lodging tax, trail fuel tax, DBC/KFT net revenue, 11 01109/20026:44 PM Local Government Capital Financing Options (Also see attached capital funding survey of surrounding cilies.) The following are typically sources used by municipalities to finance capital projects. They can be used on a "pay-as-you-go" basis, or in many cases, used to finance long-term bonds . All unrestricted general purpose sources (e.g. Sales, B&O, and Utility Taxes (up to 6%), Admissions Tax and/or General Fund operating surplus) . Project Specific Grants . Impact Mitigation Fees/System Development Charges . REET . Arterial Street Fuel Tax . Local hnprovement Districts . Sources require voter approval: ./ Property Tax (lid lift and/or excess levy) ./ Utility Tax (over 6%) . Capital Facilities District (except KC) Debt Capacity At the beginning of 2002, the City has the following legal and policy limitations in the amount of bonds can be issued. . Legal Limitation: ./ $57 million in Councilmanic Bonds (1.5% of A V less current debt); ./ $56 million in voter approved Excess Levy Bonds (1 %of A V). . Policy Limitation: Debt Policy B (10): Debt service to be repaid with operating revenues should not exceed 8% of the respective operating budget. ./ No general/street operating revenues will be used for debt service in 2002. ./ At 8% of the $30 million general/street operating budget, the amount could be used for debt service, if available, would be $2.4 million a year, which could finance between $15 million (10 years (iil 6% interest) to $25 million (20 years (,i! 6% interest) in bonds. 12 Survey of Capital Improvements Funding Sources Entity What Sources? How much? What for? Comments Auburn REET I~ V.% 100% Non-restricted other Ihan slate 2 capital funds. one parks and one laws segregated for many projects. Lee nan REET 2"~ '1.% 100% ~ This includes excess sales lax 253-804.5022 revcnues and olher general fuud revenues. -.. .--- .______'_.n...._ -..--.- -----... .- King County Open Space Bond left over from 1986 .---.-..',". -. -- --. ....""___u -------.. .-...--.-.. -.- - ~..,.,'. Miligation & Impact fees Transportation --- --...-.-..-..- . ......---- .--- ,. ---,--_..",~'---'-- --. ... --- ----- -.... --_..,- ~-- ,'~.,. Art. Sl. Fuel Tax 100% Transportation ----- .___n_'_.____.. ---. --- - -.....- -.---... "hU' n_' .,.--- Rec class fees, GF transfers 22K Parks >---... ._---- - -. ..u_.. --- SDC connection eharges 100% Ulilil;es Bellevue Sales Tax (2000 ~ S 12,198,000) General CIP (non~restrielive) 77% of general CIP Funding 2001 - $13.6m (32% of total sales laX) 2002 - 13. 1m (31 % of total sales laX) e---_.._...n .-. . '-~"-- -",..~~. -_. Jason Bentoslno B & 0 Tax 0.03% General CIP (non~restrietive) 20% of general CIP Funding 425-452-7105 2001 -4.lm ~. """ ..U"." 2002 ~ 4,~m .-...-.... -- B & 0 Tax .00096% Restricled Transportation only 2001 - 1.3m, 2002 - 1.37m Art: 51. Fuel Taxreslricled 200 I - 748k, 2002 - 756k Restricted Transportalion only -.".. - . '~"-- -~- Art 51. Fuel Tax unrestricled 2001 - 479k Although il is Wlrestricted il is 2002 - 485k used for transportation only REET I" v.% 2001 - 3,7m Transportalion 2002 - 3.9m .. -. REET 2'" v.% 2ool.3.7m Parks 2002 - 3.9m Impact Fees --- I million per year Transportation Tukwila REET 1st v.% 100% Parks & Open Space projects -. Al Doersehel REEf 2nd v.% Transportation -- -- __...'__n 206-433-1838 Sales Tax As available and needed General Govemment funds 85% ... .-...- of City's Capital Projects Street! Arterial Streel Revenues Transportation Des Moines REET I and 2 100% Non.restricted other than stale laws - AIl- appro" $25K Kerry Noes! Haunted House Non~restricted Used for Community Center -~-,- ~~-,. _u 206-870-6538 GF 125K in 2002 to be increased by 25K Non-restriCled . per year -,,.-- Art Sl Fuel Tax. Molor Vehiele lOO"A. Transportation 1.ocal License Fee ~u -..---- --_._,,- Marina Revenues as necessary Marina Improvements Everett REEf I and GF Conlnbulions 100% Parks, Fire Stations, LandlPark Bill Cushman Acquisilions, Business Park 425-257.8601 purchase (now City Hall) -.... '"0- - - -.., - REET 2'" v.% I OO"A. Street & Park major mainl proj. -. ..-...--.- ---.,- .-..---- ..,'- Voler~approved property tax excess Fire Stations, Fire training facility. levies(bond proceeds). grants, GF ~ ~ace rental ...-.---- ~-_.. ~,~~- -..------------- .~'- , -~, Voler-approved property tax exceSs $4.5 million Park land acquisitions levies(bond proceeds), grants, GF contribution ._,.~----- .n_ .-..-.. - -----p.- CIP Public Faeility District: .033% $18,000,000 available for Bonds Public Facility District State sales laX rebale & Holel Stale PFD Credil MOleltax K:\FIN\CIPlcipplandoc\capilal funding survey,xls 5heel1 13 mlo Crealed 12-19,01 Survey of Capital Improvements Funding Sources Entity What Sources? How much? What for'! Comments Kent Sales Tax 25% (2000 is 20% due 10 1.695) GG -- Non Reslrictive Clirr Craig 2001 . 5.2 miIliQII 253-856-5250 2002 - 5.7 million -..--.. ,. .----., -.----.--- ... __.._.._ ..._n__._________..._.." .- -...-..- -- .. --..---- on _ .-------.... REET 2nd V,% 100% Parks Projects -.---..,".----... ---- -.-----",--------.- -- ---- n__ - - -- - u --.. REET ISl Wy. 100% Olher f---.-_.. .~_.. .------ ,,_. .~_... -,.'~ ". --.- ____...._..m _" .---...---..- Utility Tax 1% eomponenl of lhe 100% (2001 - 2.2m) Transportalion Improvemenls Sunsets 12/31/2007 4.8% on ulililies other than garbage and of the 6.8% Utility Tax on Garbage -"."". _..,-- -- _. -- - - Motor Vehicle local License Fee 2001- 600k Transportalion -. ....-- -.-. ...~._'--_.._--- .~'~-'".....,.~~,. .3% of the Utility Tax to Y oulh Teen 32% ($240.876) designaled to Capital Youth Program CIP Per Council preference, nol Programs in 2001 established by or~jn.ance .- -,~~'.' ~-'~"-,--- Granl Funding! Criminal Justicel Funds are used prior 10 use of GG Seizure $ 's funds for Police CIP "...- -~,.._, . -- .. Transfers from Strecl Fnnd 2001 - 4.2m Transportation ._"~-,,. Restricted by cm:linance for - ",,- Lodging Tax Rev tourism not restricted 10 capltal(112 10 chamber of commerce, portion to reliring debt In golf course bonds.) Kirkland REET I~ V,% lOOK Tnnsportation Additional $ received placed into Sandy Hendricks 700K Parks reserves which arc used for granl 425-803.2849 REEf 2001 y. % I million Transportation matches Impact Fees Roads 600K Transportation Parks 40K Parks Intercsl Income 500K Gen gov. projects, ""blic Safely 300K Technology _.. Sales Tax Flat amount 670K Trans Transportation capacity projects GF Contnbutions lOOK Parks projects ."~ Gas Tax 325K Transportation Motor Vehicle Local Ucense Fee "' 400K Transportation -, Transportation Grants Transportation Redmond Parks: GF, REEf, Sales Tax on construction '- ~.- Sherri Wrlghl Transportation: GF, REEf, Sales Tax on conslnlction, developer contributions, State shared rev: pavemenl mgmt, Art Sl, Veh reg. Fee, TlB, TIA --.."". 425-556-2745 Fire: GF, REET, Fire Bond Proceeds, Fire Impacl Fees -." _ .~r_ -- -,-- Police: GF, REEf - Renton Sales Tax 2002 "' 4ooK, (2.5% of total) Municipal Facilities Business License fees -..- _._--,._~ Sylvia Doerschel 80% of collecled fees 2002 $2million Transportalion Improvements .- -..--.. ._n_ ,.-.--- 425-430-69t4 REET I and 2 100% 50% Pay as you go CIP 50% bonded CIP ____,n .-....--.-- - ..~y ---.---.......-.--..- -- Mitigation Fees 100% Fire. Parks. Transport -- m_.._..__.__ ..- _..'.n -- Gas Tall StreelOverlays -~-~- . .. ._._m_.. ~-_. ~.._--_._"-,_.- .----."'. .-,.".'. ,-.--- ..-.... Grants ~~.- ---- --.,.---- .~.'.U_. ---...- ....---. .- ._~~_. Fund Balance Non-restrictive lJ IIder expJOver Revs -- .....--.-- .. -~.,,-~-, .'..,"...'" .- ___._..mm._ --...---- .- ... ...-- ... as delem,ined necessary One time $'s only K:\FIN\CIP\cipplandoclcapilal funding survey.xls $heel1 14 mlo Created 12-19-01 ..~ I #1 SUMMARY OF COOMPREHENSIVE PLAN POLICIES GOVERNING CAPITAL INVESTMENTS The Growth Management Act requires the City to include a Capital Facilities Element in its Comprehensive Plan. The Capital Facilities Element must include "at least a six-year plan that will finance such capital facilities within projected funding capacities. . . . n Further, the GMA mandates that the City "shall perform its activities and make capital budget decisions in conformity with its comprehensive plan." Federal Way's Comprehensive Plan contains several goals and policies that speak both to the City's commitment to provide capital facilities, as well as to the City's general priority list for the kinds of capital facilities the City will fund. The key goals and policies are summarized as follows: . The City will provide capital facilities. and adequate funding for them, to serve both current needs as well as future growth in the City and its PM. . The City will give priority consideration to: (1) capital projects mandated by law; (2) subsequent phases of phased projects when phase one is fully funded and under construction; (3) capital projects that renovate existing facilities or reduce O&M costs; (4) capital projects that correct existing capital facilities deficiencies or replace worn out facilities; (5) capital projects needed to meet concurrency requirements for growth management . The City will also give priority consideration to specific types of projects,including: (1) Transportation projects necessary to maintain specified levels of service; (2) Parks and recreational facilities, including those in the City Center, community parks. and future parks in the Potential Annexation Area; and (3) Civic and cultural facilities in the City Center Core, including a city hall, library, performing arts complex, and structured parking . If the City is faced with capital facility funding shortfalls, the City will either: (1) increase revenues by enacting utility taxes. imposing impact fees. or raising property tax levy rates; or (2) decrease the level of service standard. the facility cost, or demand for the service or facility. . The City will monitor, review and update its Capital Facilities Plan annually, to respond to changes in City priorities and budget and financial considerations. c' r Federal Way Comprehensive Plan - Capital Facilities , -J of a new station that is more centrally located in the north end of the City. This realignment of stations, response areas and revenues would require closure of - Station #5 (4966 South 298th). Second, the Department may have need for an additional station in the south end of the City in the vicinity of356th and Pacific Highway. If this area continues to experience significant commercial growth, the Department anticipates that the calls for service will also continue to grow. In this eventuality, an additional station may be needed to maintain accep- table response times. The Department has acquired property in this area through a swap of properties with Lakehaven Utility District to assure future availability of a station site. -) Any new station should be able to accommodate an on-duty crew of three fire fighters, with appropriate living and sleeping quarters. In addition, the structure should be able to house two engines and an aid car, with room for growth dictated by LOS demands. It may also be appropriate to provide a public meeting room and an office for community policing in new facilities. The cost ofthese facilities is approximately $1,500,000. Equipment would be in the range of $500 000 for a new station in the south end. Equip- ment' for a new station in the north end would be provided from the closures of Stations 5 & 6. Funding Plan .f )" The Fire Department has established a capital reserve fund for the systematic replacement of all capital equipment. These reserves are funded from the annual revenues of the Department. The Department also has established a goal ofa minimum of three paid fire fighters on each fire apparatus. Additional staff that are hired in support of that goal will be funded from new construction levies. The Department has not established any funds for purchase of new stations or associated equipment. These purchases would require voter approved bonds. In the Department's annually adopted budget, capital projects are identified. This capital projects list is up- dated based on completed projects and changing Revised December 1998 priorities. This plan adopts by reference the Depart~ ment's Fire Master Plan as well as the annual capital improvements program update. 6.10 GOALS AND POLICIES The goals and policies in this section implement the State's Growth Management Act requirements and the cWPP's. The City of Federal Way takes responsibility for implementing only those goals and policies for services provided by the City. Special service districts, such as the school, utility, and fire districts, must implement goals and policies which are consistent with their respective plans. The City does intend, however, to closely coordinate the City's plan with these service districts so that the citizens of Federal Way receive the highest level of service possible. Goal CFGl Annually update the Capital Facilities Plan to implement the Federal Way Comprehensive Plan by coordinating urban services, land use decisions, level of service standards, and . financial resources with a fully funded schedule of capital improvements. Policies CFPl Provide needed public facilities and services to implement the City's Comprehensive Plan. CFP2 Support and encourage joint development and use of community facilities with other govern- mental or community organizations in areas of mutual concern and benefit. CFP3 Emphasize capital improvement projects which promote the conservation, preserva- tion, redevelopment, or revitalization of commercial, industrial, and residential areas in Federal Way. VI-38 .' Federal Way Comprehensive Plan - Capital Facilities CFP4 Adopt by reference all facilities plans and future amendments prepared by other special districts which provide services within the City. These plans must be consistent with the Comprehensive Plan. CFP5 Adopt by reference the annual update of the Federal Way Capital Improvement Program for parks/recreation, surface water manage- ment, and the Improvement Program. CFP6 Protect investments in existing facilities through an appropriate level of maintenance and operation funding. CFP7 Maximize the use of existing public facilities and promote orderly compact urban growth. Goal CFG2 To meet current needs for capital facilities in Federal Way, correct deficiencies in existing systems, and replace or improve obsolete facilities. Balancing existing capital facilities needs with the need to provide additional. facilities .to serve growth is a major challenge for Federal Way. It is important to maintain our prior investments as well as serve new growth. Clearly, tough priority decisions are facing Federal Way policy-makers. Policies CFP8 Give priority consideration to projects man- dated by law, and those by State and Federal agencIes. CFP9 Give priority consideration to subsequent phases of phased projects when phase one is fully funded and under construction. CFPIO - Give priority consideration to projects that renovate existing facilities and preserve the community's prior investment or reduce maintenance and operating costs. CFPll Give priority consideration to projects that correct existing capital facilities deficiencies, encourage full utilization of existing facili- ties, or replace worn out or obsolete facilities. ) CFP12 Give priority to projects where leveraged monies such as grants and low interest loans can be used. Goal C~3 Provide capital facilities to serve and direct future growth within Federal Way and its Potential Annexation Area as they urbanize. It is crucial to identify, in advance of development, sites for schools, parks, fire and police stations, major stonn water facilities, greenbelts. open space. and road connections. Acquisition of sites for these facili- ties must occur in a timely maimer and as early as possible in the overall development of the area. Otherwise, acquisition opportunities will be missed, with long tenn functional or [mancial implications. Policies :; CFP13 Provide the capital facilities needed to serve the future growth anticipated by the Compre- hensive Plan. CFP14 Give priority consideration to projects needed to meet concurrency requirements for growth management. CFP15 Plan and coordinate the location .of public facilities and utilities in advance of need. CFP16 Implement a concurrency management sys- tem for which pennits project approval only after a finding is made that there is capacity available in the transporta-tion system sufficient to maintain the adopted level of service standard. CFP17 The provision of urban services shall be coordinated to ensure that areas identified for urban expansion are accompanied with the maximum possible use of existing facilities and cost effective service provisions and ) Revised December 1998 VI-39 Federal Way Comprehensive Plan - Capital Facilities ) extensions while ensuring the protection and preservation of resources. CFP18 Coordinate future economic activity with planning for public facilities and services. CFP19 Purchase property in the Potential Annexation Area and keep it in reserve for future City parks and surface water facilities. Goal CFPG4 Provide adequate fundingfor capital facilities in Federal Way to ensure the Comprehensive Plan vision and goals are implemented ) The GMA requires that the Land Use chapter be reassessed if funding for capital facilities falls short of needs. The intent is to ensure that necessary capital facilities are available prior to. or concurrently with new growth and development. Capital facilities plans must show a balance between costs and revenues. There are essentially five options available for bal- ancing the capital facilities budget: increase revenues, decrease level of service standards. decrease the cost of the facilities. decrease 'the demand for the public service. and reduce the rate of growth and new development. ....... Policies CFP20 Manage the City of Federal Way's fiscal resources to support providing needed capital improvements. Ensure a balanced approach to allocating financial resources between: (1) major maintenance of existing facilities; (2) ..... eliminating existing capital facility deficien- cies; and (3) providing new or expanding existing facilities to serve new growth. CFP21 Use the Capital Facilities Plan to integrate all of the community's capital project resources including grants, bonds, general funds. donations, impact fees, and any other available funding. \ ) CFP22 Ensure that long term capital financing strategies and policies are consistent with all the other Comprehensive Plan elements. CFP23 Pursue funding strategies that require new growth and development to pay its fair share of the cost of facilities that are required to maintain adopted level of service standards. One such strategy that should be implemen- ted in the near tenn is an impact fee program for parks, and . CFP24 Promote a more efficient use of all public facilities by enacting interlocal agreements which facilitate joint maintenance and opera~ tions ofthose facilities. CFP25 Use the following available contingency strategies should the City be faced with capital facility funding shortfalls: . Increase revenues by selling general obli- gation bonds, enacting utility taxes. im- posing impact fees. and raising property tax levy rates. . Decrease level of service standards to a level that is more affordable. . Decrease the cost of the facility by chang- ing or modifying the scope of the project. . Decrease the demand for the service or facilities by establishing a moratorium on development, focus development into areas where facility capacity is available. or changing project timing a,nd/or phasing. CFP26 Aggressively pursue grants or private funds when available to finance capital facility projects. CFP27 Maximize the usefulness of bond funds by using these monies to the greatest extent possible as matching funds for grants. Goal CFPGS Ensure that the Federal Way Capital Facili- ties Plan is current and responsive to the community vision and goals. Revised December 1998 VI-40 ~, Federal Way Comprehensive Plan - Capital Facilities The role of monitoring and evaluation is vital to the effectiveness of any planning program and particu- larly for the Capital Facilities chapter. The City's revenues and expenditures are subject to economic fluctuations and are used to predict fiscal trends in order to maintain the City's adopted level of service for public facilities. This Capital Facilities Plan will be annually reviewed and amended to verify that fis- cal resources are available to provide public facilities needed to support adopted LOS standards. Policies CFP28 Monitor the progress ofthe Capital Facilities Plan on an ongoing basis, including the completion of major maintenance projects, the expansion of existing facilities, and the addition of new facilities. Evaluate this pro- gress with respect to trends in the rate and distribution of growth, impacts upon service quality, and Comprehensive Plan direction. CFP29 Review, update, and amend the Capital Facilities Plan annually. Respond to changes in the rates of growth, new development trends, and changing City priorities, budget, and financial considerations. -') Make provisions to reassess the Comprehen- sive Plan periodically in light of the evolving Capital Facilities Plan. Take appropriate action to ensure internal consistency of the chapters in the plan. CFP30 Continue to coordinate with other capital facility and service providers to ensure that all necessary services and facilities are pro- vided prior to or concurrent with new growth and development. ~ ) ) Revised December 1998 VI-41 , , i Land Use LUP17 LUP18 LUP27 LUP39 LUG 1 0 LUP61 LUP64 LUP74 SUMMARY OF POLICIES from the FEDERAL WAY COMPREHENSIVE PLAN Encourage the development of transportation routes and facilities to serve single family neighborhoods. Special attention should be given to pedestrian circulation. Encourage the development of parks and the dedication of open space in and adjacent to residential areas to preserve the natural setting of Federal Way. Encourage development of regional uses in the City Center. Encourage transformation of Pacific Highway (SR-99) Community Business corridor into a quality mixed-use retail area. Retail development along the corridor, exclusive of the City Center, should be designed to integrate auto, pedestrian, and transit circulation. Integration of public amenities and open space into retail and office development should also be encouraged. Increase public access to shoreline areas provided that private rights, public safety, and the natural shoreline character are not adversely affected. Priority for access acquisition should consider resource desirability, availability, and proximity of population. a. A shoreline element in the parks acquisition and development program should be encouraged so that future shoreline access is acquired and developed by established criteria and standards as part of an overall master plan. General policies. c. Shoreline recreational facilities and other public access points should be connected by trails, bicycle pathways, and other access links where appropriate. A balanced variety of recreational opportunities should be provided for people of different ages, health, family status, and financial ability. , , .. LUP 148 LUP184 LUP185 LUP187 Federal Way should extend its trail and bicycle trail system, particularly as it relates to shorelines, to western Federal Way. Establish priority areas for public facility and service improvements, especially for transportation. These priority areas should be located where public facility and service improvements would effectively advance Federal Way's growth vision. Priority areas will shift over time as improvements are installed and an acceptable level of service is attained. When and where service deficiencies are identified, the City, along with service providers, will develop capital improvement programs to remedy identified deficiencies in a timely fashion or will phase growth until such programs can be completed. The City should limit spending on capital facilities in those areas of the City and potential annexation area that are not designated as priority areas for capital projects. Transportation TP8 TP42 TP43 TP44 TP50 TP51 TP52 Provide funding necessary for transportation needs at the appropriate levels of service. Arterial HOV improvements will be constructed along key corridors to improve flow and encourage use of these more efficient modes. Minor capital projects, placing spot (localized) traffic improvements, will be carried out to extend the capacity of system components. Capacity enhancements will be made where other, lower cosf improvements will not correct deficiencies. They will be carefully justified to compete for limited funds. Provide sidewalks on both sides of arterial streets as funding allows. Provide a one-mile grid of bicycle facilities connecting major activity centers, recreational facilities, and schools. Incorporate pedestrian and bicycle features as design elements in the City Center as reflected in the CityShape Vision and City Center Street Design Guidelines. ..' I~ . I , " Economic Development EDP21 EDP22 Parks Goal #3 Goal #5 The City recognizes the importance of cultural and recreational activity to its economy and through the Arts Commission and Parks Department will pursue joint ventures with private groups and individuals in developing cultural and recreational opportunities. The City will encourage the expansion of existing and development of new multi-purpose facilities to host cultural and recreational activities. Provide well-designed, developed and maintained parks and recreation facilities that offer leisure opportunities for citizens of all ages and interests. Promote the philosophy that investing in the City's unique and diverse recreational opportunities and natural resources will realize outstanding returns for the quality and prosperity of urban life. Community Parks CP2 Acquisition of community park sites should occur far in advance of its actual need. City Center CCP11 CCG19 CCP36 Provide amenities such as community services, parks, and public spaces to meet residential needs. Develop civic and cultural facilities in addition to a public space and park system within the Ci!y Center to meet the needs of residents, employees, and visitors. These facilities and spaces should connect to the citywide and regional system of public spaces, parks and trails. Promote a diversity of public and privately funded recreational and cultural facilities throughout the City Center. Promote partnerships between the City and other agencies, private organizations, and individuals to develop and meet the needs of City Center and the general community for these types of facilities. CCP37 CCP38 CCP41 CCP39 Emphasize locating civic and cultural facilities within the core. Planned public facilities could include a city hall, library, or performing arts complex. Acquire land necessary to provide a broad range of recreational opportunities throughout the City Center. Land bank parcels in the core area for future municipal facilities. Encourage public and private parking structures (below or above ground) in lieu of surface parking in the core area. Consider a public-private partnership to develop structured parking in the downtown commercial core area. Public buildings shall set a high standard for design and compatibility with adjoining uses. In the core, parking for municipal uses should be structured. Under Implementation Strategies - p. VII-26 "Construct civic features, public spaces, parks, and other urban elements to create a true urban center and promote civic identity (5-10 years). Develop major civic facilities in the City Center, such as a City Hall, performing arts center, and recreation'center, to generate social and economic activity (5-10 years) 1995.2005 Actions. p. VII27 . Develop a parks and public spaces plan for the City Center. Begin negotiations for acquisition of land for a City Center park, plaza, or square. . Improve the South 320th streetscape. . Widen 312th and improve the streetscape. . Improve SR-99 and establish mid-block crossings. . Compete the Ring Road (14th Avenue). . Complete the BPA bike trail. . Prepare an economic development program to assist with financing and construction of projects which support City Center development. ,\ .. . Begin negotiations to form a public private partnership to provide structured parking near SeaTac Mall. Construct the parking structure.: . Begin negotiations and acquire property for a City Hall and a City Center park. . Hold competition to design City Hall. Construct City Hall. 2005-2015 Actions - p. VII28 . Construct City Center park with public amenities such as fountains, sculptures, and unique landscaping, separate from Celebration Park. . Continue building public-private parking garages. . Construct a performing arts center. . Construct the HCT line. . Construct streets to serve the transit facility. K:\comp plan updates\2002\summary 3 CITY OF FEDERAL WAY CITY COUNCIL RULES OF PROCEDURE ADOPTED JANUARY 21, 1992 Amended March 17,1992 May 19, 1992 July 21, 1992 December 15, 1992 April 20, 1993 January 18, 1994 June 7, 1994 September 21,1994 December 6, 1994 ' November 16, 1999 January , 2002 OFFICE OF THE CITY CLERK INDEX SECTION NO. TITLE PAGE NO. 1 Authority 4 2 Council Meetings 4 3 Agenda Preparation 8 4 Council Discussion 10 5 Citizen Comment 10 6 Motions 10 7 Ordinances 12 8 Mayor and Deputy Mayor 13 9 Council Relations with City Staff 14 10 Council Meeting Staffing 15 11 Council Member Attendance at Meetings 15 12 Public Hearings 16 13 Media Representation at Council Meetings 16 14 Council Representation 16 15 Confidentiality 17 16 Council Travel & Expenses 17 2 SECTION NO. TITLE PAGE NO. 17 Public Records 25 18 City Manager Evaluation Process 26 19 Mayor/Deputy Mayor Selection Process 27 20 City Advisory Committees 27 21 Council Committees 31 22 Filling City Council Vacancies 32 23 Miscellaneous 35 24 Suspension and Amendment of Rules 35 3 SECTION 1. AUTHORITY 1.1 The Federal Way City Council hereby establishes the following Rules of Procedure ("Rules") for the conduct of Council meetings, proceedings and business. These Rules shall be in effect upon adoption by the Council and until such time as they are amended or new Rules adopted in the manner provided by these Rules. SECTION 2. COUNCIL MEETINGS 2.1 TYPES OF MEETINGS (1) Reeular Meetines. Council's regular meetings will be held the first and third Tuesdays of each month in Council Chambers, City Hall. Regular Council meetings will begin at the hour of 7:00 p.m., and will adjourn no later than 10:00 p.m. To continue past this time of adjournment, a majority of the Council must concur. If any Tuesday on which a meeting is scheduled falls on a legal holiday, the meeting shall be held at 7:00 p.m. on the first business day following the holiday, or on another day designated by a majority vote of the Council. (2) Special Meetines. A Special meeting is any Council meeting other than a Regular Council meeting. Notice shall be given at least 24 hours in advance specifying the time and place of the meeting and the business to be transacted. A Special Council meeting may be scheduled by the Mayor, City Manager or at the request of a majority of the Council Members. (3) Study Sessions. Council's Study Sessions will be held, when needed, as follows: Study sessions may be called by the Mayor, City Manager or by two (2) or more Council Members. Study Sessions will be informal meetings for the purpose of reviewing forthcoming programs, receiving progress reports on current programs or projects, or receiving other similar information. The Mayor and City 4 Manager will determine on-going dedicated schedules for regular Study Sessions. No final decisions can be made at a Study Session. Decisions on those issues will be scheduled for a Regular or Special Council meeting. (4) Emereency Meetines. An Emergency meeting is a Special Council meeting called without the 24-hour notice. An Emergency meeting deals with an emergency involving injury or damage to persons or property or the likelihood of such injury or damage, when time requirements of a 24- hour notice would make notice impractical and increase the likelihood of such injury or damage. Emergency meetings may be called by the City Manager or the Mayor with the consent of a majority of Council Members. The minutes will indicate the reason for the emergency. (5) Executive Session Meetines. An Executive Session is a Council meeting that is closed except to the Council, City Manager and authorized staff members and/or consultants authorized by the City Manager. The public is restricted from attendance. Executive sessions may be held during Regular or Special Council meetings and will be announced by the Mayor or the Chair of the Special Council Committee, respectively. Executive session subjects are limited pursuant to Chapter 42 RCW, including considering real property acquisition and sale, public bid contract performance, complaints against public officers and employees, public employment applications and public employee evaluation, elective office appointments and attorney-client discussions. Before convening an Executive session, the Mayor or Chair shall announce the purpose ofthe meeting and the anticipated time when the session will be concluded. Should the session require more time, a public announcement shall be made that the meeting is being extended. 2.2 ORDER OF REGULAR COUNCIL MEETING AGENDA (1) Call Meetine To Order The Mayor calls the meeting to order. The Mayor will announce the attendance of Council Members and indicate any Council Member who is not in attendance and whether or not the Council Member has an excused absence. The Mayor may, with the concurrence of the Council Members, take agenda items out of order. Agenda items may be added pursuant to Section 3.3 of these Rules. 5 (2) Pledee of Alleeiance Council Members and, at times, invited guests lead the flag salute. (3) Proclamations and Presentations A Proclamation is defined as an official announcement made by either the City Council or the Mayor. City Council Proclamations are defined as those non-controversial events which have a major citywide impact. City Council Proclamations shall be publicly read at a City Council meeting and presented to a representative of the event during the Council meeting. Mayor's Proclamations are defined as those non-controversial events which are requested by and for a special interest group within the City. Mayor's Proclamations are signed by the Mayor and forwarded to a representative of the event. The Mayor and City Manager shall determine if the Proclamation request is for a City Council Proclamation or a Mayor's Proclamation. Controversy is defined as a dispute, especially a lengthy and public one, between sides holding opposing views. City Manager - Introduction of New City Employees and Emerging Issues (4) Citizen Comment Members ofthe audience may comment on items relating to any matter. Citizen comment sign-ups will be available at each regular council meeting for the use of those citizens wishing to address the Council. Comments are limited to three (3) minutes. except that -for a person whose propertv is the subiect of a condemnation ordinance then pendille before the Citv Council. or a person speakinf! on behalf of a eroup. comments are limited to five (5) minutesper person. No speaker mav convey or donate his or her time for speakinf! to another speaker. The Mayor may allow citizens to comment on individual agenda items at times during any regularly scheduled City Council meeting other than the regularly scheduled Citizen Comment period. These agenda items 6 include, but are not limited to, ordinances, resolutions and Council Business issues. (See also Section 5, "Citizen Comment" of these Rules.) (5) Consent Aeenda Consent Agenda items have either been fully considered by a City Council Committee or are considered to be routine and non- controversial and may be approved by one motion. Items on the Consent Agenda include but are not limited to, minutes, resolutions and ordinances discussed at a previous City Council or Committee meetings, bid awards and previously authorized agreements. Any Council Member may remove any item from the Consent Agenda for separate discussion and action. fl-B(6) Public Hearinl!s See Section 12 ofthese Rules for discussion of public hearing procedure. (7) Council Business Council Business items are usually those items other than resolutions and ordinances requiring Council action. (8) Introduction and First Readinl! of Ordinances Discussion and debate by the City Council may be held at this time. Council Members may request amendments to the ordinance at this time or at any time prior to adoption, direct staff to further review the ordinance, or approve placing the ordinance on the Consent Agenda at an upcoming Regular Council meeting for enactment as an enforceable City law. (9) Council Reports The Council Members may report on significant activities since the last meeting. (10) City Manal!er Report The City Manager and staff update the Council Members on current issues or items of Council interest. 7 (11) Adiournment With no further business to come before the Council, the Mayor adjourns the meeting. 2.3 MEETING MINUTES The City Clerk will keep an account of all proceedings of the Council in accordance with the statutory requirements, and proceedings will be entered into a minute book constituting the official record ofthe Council. City Council meeting minutes will not be revised without a majority affirmative vote of the Council at a regularly scheduled Council meeting. 2.4 COUNCIL MEMBER SEATING A City Council Member's seat at the diasdais will be determined as follows: (1) The Mayor shall sit in Chair #4, the center seat at the diasdais, and the Deputy Mayor shall sit to the Mayor's right, in Chair #3; (2) The remaining Council Members will be seated north to south by position #1 through #7, as consecutively as possible. SECTION 3. AGENDA PREPARATION 3.1 The City Clerk will prepare an agenda for each Council meeting specifying the time and place of the meeting, and setting forth a brief general description of each item to be considered by the Council. The agenda is subject to approval by the Mayor and the City Manager. 3.2 An item may be placed on a Council meeting agenda by any of the following methods: (1) A majority vote of the Council; (2) Council consensus; (3) By any two (2) Council Members; (4) By the City Manager; (5) By a Council Committee; or (6) By the Mayor. 8 A draft agenda will be provided to all City Council Members who shall have approximately 48 hours to review prior to publication. 3.3 An item may be placed on a regular Council meeting agenda after the agenda is closed and the notice published if the Council Member or City Manager explains the necessity and receives a majority vote of the Council at a public meeting. 3.4 The City Clerk will endeavor to schedule sufficient time between public hearings and other scheduled items, so the public is not kept unduly waiting, and so the Council will have sufficient time to hear testimony and to deliberate matters among themselves. 3.5 Legally required and advertised public hearings will have a higher priority over other time-scheduled agenda items which have been scheduled for convenience rather than for statutory or other legal reasons. 3.6 Agendas will be finalized by Wednesday, noon - approximately one (1) week prior to the Council meeting. Agenda materials will be available, at City Hall, for the Council, City staff, media and public on the Friday before the meeting. 3.7 All agenda items packet reports will be in the format provided by the City Clerk's Office. 3.8 The Council may use the agenda item cover sheet "Recommendation Statement" language for making a motion. SECTION 4. COUNCIL DISCUSSION 4.1 All Council discussion shall be governed by ROBERTS RULES OF ORDER, NEWLY REVISED. SECTION 5. CITIZEN COMMENT 5.1 Persons addressing the Council, who are not specifically scheduled on the agenda, will be requested to step up to the podium, give their name for the record, and limit their remarks to three (3) minutes. Comments by a person whose propertv is the subiect of a condemnation ordinance then pendin2 before the City Council, or a person spcakin2 on behalf of a 2roUp, are limited to five 9 (5) minutes. No speaker mav convev or donate his or her time for speakine to another speaker. All remarks will be addressed to the Council as a whole., and not to individual City staff members. Any person making personal, impertinent, or slanderous remarks, or who becomes boisterous, threatening, or personally abusive while addressing the Council, may be requested to leave the meeting. 5.2 The Mayor has the authority to preserve order at all meetings ofthe Council, to cause the removal of any person from any meeting for disorderly conduct and to enforce these Rules. The Mayor may command assistance of any peace officer of the City to enforce all lawful orders of the Mayor to restore order at any meeting. 5.3 Citizens with complaints, concerns or questions, will be encouraged to refer the matter to the City Manager, or ask that the matter be placed on a future City Council meeting, or Council Committee agenda with the appropriate background information. Any citizen who voices a concern or complaint at a City Council meeting which involves a potential violation of the City's Code of Ethics shall be advised by the Council, or City Management staff, of the existence of the City's Board of Ethics, and of the procedures for requesting Ethics Board opinions andlor investigations from the Ethics Board. SECTION 6. MOTIONS 6.1 If a motion does not receive a second, it dies. Motions that do not need a second include: Nominations, withdrawal of motion, agenda order, request for a roll call vote, and point of order. 6.2 A motion that receives a tie vote is deemed to have failed. 6.3 When making motions, be clear and concise and not include arguments for the motion within the motion. 6.4 After a motion and second, the Mayor will indicate the names of the Council Members making the motion and second. 6.5 After a motion has been made and seconded, the Council may discuss their opinions on the issue prior to the vote. No further citizen comments may be heard when there is a motion and a second on the floor, unless allowed by the Mayor. Option A (Council member Hellickson reQuest): 10 After a motion h~lS been made and seconded, the Councilmav ask (luestions of staff and or members oHhe public who are present. and lor discuss their opinions on the issue prior to the vote. No further citizen comments may be heard when there is a motion and a second on the floor, unless allowed bv the Mayor or unless in response to a Question by a Council member. Option B (Council member Burbid2e request): After a motion has been made and seconded, the Council may ask Questions of staff and/or discuss their opinions on the issue prior to the vote. No further citizen comments mav be heard when there is a motion and a second on the floor, unless allowed bv the MaYor. 6.6 When the Council concurs or agrees to an item that does not require a formal motion, the Mayor will summarize the agreement at the conclusion of the discussion. 6.7 A motion may be withdrawn by the maker of the motion, at any time, without the consent of the Council. 6.8 A motion to table is undebatable and shall preclude all amendments or debates ofthe issue under consideration. If the motion to table prevails, the matter may be "taken from the table" only by adding it to the agenda of a future Regular or Special meeting at which time discussion will continue; and if an item is tabled, it cannot be reconsidered at the same meeting. 6.9 A motion to postpone to a certain time is debatable as to the reason for the postponement but not to the subject matter of the motion; is amendable; and may be reconsidered at the same meeting. The question being postponed must be considered at a later time at the same meeting, or to a time certain at a future Regular or Special City Council meeting. 6.10 A motion to postpone indefinitely is debatable as to the reason for the postponement as well as lHH-nm-to the subject matter of the motion; is not amendable, and may be reconsidered at the same meeting only if it received an affirmative vote. 6.11 A motion to call for the question shall close debate on the main motion and is undebatable. This motion must receive a second and fails without a two-thirds' (2/3) vote; debate is reopened if the motion fails. 6.12 A motion to amend is defined as amending a motion that is on the floor and has been seconded, by inserting or adding, striking out, striking out and inserting, or substituting. 11 Motions that cannot be amended include: Motion to adjourn, agenda order, lay on the table, roll call vote, point of order, reconsideration and take from the table. A motion to amend an amendment is not in order. 6.13 Amendments are voted on first, then the main motion as amended (if the amendment received an affirmative vote). 6.14 The motion maker, Mayor or City Clerk should repeat the motion prior to voting. 6.15 At the conclusion of any vote, the Mayor will announce the results of the vote. 6.16 When a question has been decided, any Council Member who voted in the majority may move for a reconsideration, but no motion for reconsideration of a vote shall be made after the meeting has adjourned. 6.17 The City Attorney shall decide all questions of interpretations of these Rules and other questions of a parliamentary nature which may arise at a Council meeting. (See also Section 4 ofthese Rules.) All cases not provided for in these Rules shall be governed by Robert's Rules of Order, Newly Revised. In the event of a conflict, these Rules shall prevail. 6.18 6.18 Roll call votes will be taken during all televised Council meetings on non- unanimous votes, or if requested by a Council Member, or as required by law. The purpose of roll call votes is to assist the City Clerk in recording the vote and to communicate to the viewing public during televised City Council meetings the outcome of the vote. The official meeting minutes will always reflect roll call votes on each action item. 6.19 The Presiding Officer's decision on a point of order mav be appealed. If seconded., the appeal may be voted on bv the Council. An appeal may not be amended. is not debatable when it relates to indecorum. transgressions of the rules of speaking. the priority of business. or if the appeal is made while the previous Question remains pen dine. In the event of a tie vote. the decision of the Presidine Officer stands. An appeal is not in order when another appeal is pending. SECTION 7. ORDINANCES 7.1 All ordinances shall be prepared or reviewed by the City Attorney. No ordinance shall be prepared for presentation to the Council, unless requested by a majority of the Council, or requested by the City Manager or City Attorney. 12 7.2 Ordinances will be introduced and enacted by a Council Bill Number. After enactment, the City Clerk shall assign a permanent ordinance number. 7.3 The City Clerk or designee shall read the title of the ordinance prior to voting unless the ordinance is on the Consent Agenda. 7.4 Upon enactment of the ordinance, the City Clerk shall obtain the signature of the City Attorney. After the City Attorney's signature, the City Clerk shall obtain the signature ofthe Mayor. After the Mayor's signature, the City Clerk shall sign the ordinance. 7.5 Ordinances, or ordinance summaries, shall be published in the official newspaper, as a legal publication, immediately following enactment. 7.6 Ordinances become effective thirty (30) days after the passage of the ordinance unless otherwise specified. SECTION 8. MAYOR AND DEPUTY MAYOR 8.1 The Presiding Officer at all meetings ofthe Council shall be the Mayor, and in the absence of the Mayor, the Deputy Mayor will act in that capacity. If both the Mayor and Deputy Mayor are absent, the Council Members present shall elect one of its members to serve as Presiding Officer until the return of the Mayor or Deputy Mayor. 8.2 The Presiding Officer shall: (1) Preserve order and decorum in the Council chambers; (2) Observe and enforce these Rules; (3) Decide all questions on order, in accordance with these Rules, subject to appeal by any Council Member; (4) Recognize Council Members in the order in which they request the floor. The Presiding Officer, as a Council Member, shall have only those rights, and shall be governed in all matters and issues by the same rules and restrictions as other Council Members; and (5) From time to time, appoint Council Members to serve on City Council and ad hoc committees. 13 SECTION 9. COUNCIL RELATIONS WITH CITY STAFF 9.1 There will be mutual respect from both City staff and Council Members oftheir respective roles and responsibilities when, and if, expressing criticism in a public meeting. 9.2 City staff will acknowledge the Council as policy makers, and the Council Members will acknowledge City staff as administering the Council's policies. 9.3 All written informational material requested by individual Council Members shall be submitted by City staff, after approval of the City Manager, to all Council Members with a notation indicating which Council Member requested the information. 9.4 Council Members shall not attempt to coerce or influence City staff in the selection of personnel, the awarding of contracts, the selection of consultants, the processing of development applications or the granting of City licenses or permits. 9.5 The Council shall not attempt to change or interfere with the operating rules and practices of any City department. 9.6 Mail that is addressed to the Mayor and Council Members shall be copied and circulated to all City Council Members by the City Clerk, as soon as practicable after it arrives. 9.7 The City Clerk shall not open mail addressed to individual Council Members if it is marked personal and/or confidential. 9.8 No Council Member shall direct the City Manager to initiate any action or prepare any report that is significant in nature, or initiate any significant project or study without the consent of a majority of the Council. New initiatives having policy implementation shall be directed to a Council Committee for consideration. 9.9 Individual requests for information can be made directly to the Department Director unless otherwise determined by the City Manager. If the request would create a change in work assignments or City staffing levels, the request must be made through the City Manager. 14 9.10 To provide staffthe necessary preparation time, Council Members will provide staff advance notice of any questions or concerns they may have regarding an agenda item prior to a public meeting, if possible. SECTION 10. COUNCIL MEETING STAFFING 10.1 The City Manager shall attend all regular meetings of the Council unless excused. The City Manager may make recommendations to the Council and shall have the right to take part in the discussions ofthe Council, but shall have no vote. When the City Manager has an excused absence, the designated Acting City Manager shall attend the meeting. 10.2 The City Attorney shall attend all meetings of the Council unless excused, and shall, upon request, give an opinion, either written or oral, on legal questions. The City Attorney shall act as the Council's parliamentarian. The Deputy or Assistant City Attorney shall attend meetings when the City Attorney has been excused. 10.3 The City Clerk, or designee, shall attend Regular meetings of the Council, keep the official journal (minutes), and perform such other duties as may be needed for the orderly conduct of the meeting. SECTION 11. COUNCIL MEMBER ATTENDANCE AT MEETINGS 11.1 Council Members will inform the Mayor, a Council Member, the City Manager or City Clerk if they are unable to attend any Council meeting, or if they knowingly will be late to any meeting. The minutes will show the Council Member as having an excused absence. SECTION 12. PUBLIC HEARINGS 12.1 TYPES There are two types of public hearings: legislative and quasi-judiciaL The Mayor will state the public hearing procedures before each public hearing. Citizens may comment on public hearing items. 1 5 12.2 LEGISLATIVE PUBLIC HEARINGS The purpose of a legislative public hearing is to obtain public input on legislative decisions on matters of policy, including without limitation, review by the City Council of its comprehensive land use plan or the biennial budget. 12.3 QUASI-JUDICIAL PUBLIC HEARINGS The purpose of a quasi-judicial public hearing is to decide issues including the right of specific parties and include, without limitation, certain land use matters such as site specific rezones, preliminary plats, and variances. The City Council's decision on a quasi- judicial matter must be based upon and supported by the "record" in the matter. The "record" consists of all testimony or comment presented at the hearing and all documents and exhibits that have been submitted. In quasi- judicial hearings, Council Members shall comply with all applicable laws including without limitation the appearance of fairness doctrine (Chapter 42.36 RCW). SECTION 13. MEDIA REPRESENTATION AT COUNCIL MEETINGS 13.1 All public meetings of the City Council, Council Committees, and Council advisory committees shall be open to the media, freely subject to recording by radio, television and photographic services at any time, provided that such arrangements do not interfere with the orderly conduct ofthe meeting. Seating space shall be provided for the media at each public meeting. SECTION 14. COUNCIL REPRESENTATION 14.1 Ira Council Member appears on behalfofthe City before another g~)Vernmental agency, a community organization, or through the media, for the purpose of commenting on an issue, the Council Member needs to state the majority position of the Council, if known, on such issue. Personal opinions and comments which differ from the Council majority may be expressed if the Council Member clarifies that these statements do not represent the Council's position. Council Members need to have other Council Member's concurrence before representing another Council Member's view or position with the media, another governmental agency or community organization. 16 SECTION 15. CONFIDENTIALITY 15.1 Council Members should keep confidential all written materials and verbal information provided to them during Executive Sessions, to ensure that the City's position is not compromised. Confidentiality also includes information provided to Council Members outside of Executive Sessions when the information is considered to be exempt from disclosure under exemptions set forth in the Revised Code of Washington (RCW). 15.2 If the Council, in Executive session, has provided direction or consensus to City staff on proposed terms and conditions for any type of issue, all contact with the other party should be done by the designated City staff representative handling the issue. Council Members should obtain the permission of the City Manager prior to discussing the information with anyone other than other Council Members, the City Attorney or City staff designated by the City Manager. Any Council Member having any contact or discussion needs to make full disclosure to the City Manager and/or the City Council in a timely manner. SECTION 16. COUNCIL TRAVEL AND EXPENSES 16.1 PURPOSE AND ADMINISTRATION The objectives ofthis policy are to provide elected officials who incur authorized travel, subsistence, registration and related expenses while on city business, reasonable and timely mechanisms for the reimbursement and/or the advancement of such necessary expenditures. It is also recognized that City payment for business related food and beverage for non-travel purposes will be incurred by the City Council wherein reimbursement will be provided. This policy statement also serves to provide guidelines by which to determine whether or not expenditures by the City Council may be reimbursable to the Council Member, and by which to determine refreshments and related costs served or made available at meetings involving volunteers and other quasi-employees are legitimate City expenditures. Claimants have the responsibility for becoming knowledgeable about authorized expenditures and the documentation requirements. Care must be taken to avoid unnecessary or excessive expenditures, and those not directly and reasonably related to the conduct of City business. 1 7 16.2 DOCUMENTATION Except for per diem allowances, no claim for reimbursement shall be paid unless it is accompanied by a bona fide vendor's receipt. Such receipts should show the date, a description ofthe purchase, vendor identification and amount paid. 16.3 CLAIMS Claims for reimbursement shall contain the following: (1) The name ofthe person who consumed the goods or used the service for which reimbursement is requested, whether it be for meals, lodging, transportation or any other purpose. (2) A description of the event, occasion or circumstances related to the claim and the public policy or public purpose served. 16.4 MEALS Meal costs must be incurred directly by the claimant; direct billing to the City by a restaurant is prohibited except by way of an authorized City credit card. Payment for table service at a restaurant, commonly referred to as a tip, not to exceed fifteen percent (15%) ofthe restaurant price ofthe meal, is reimbursable as a reasonable and necessary cost for such service. 16.5 PER DIEM SCHEDULE OF REIMBURSABLE MEAL COSTS The reasonable cost of necessary meals while conducting City business is authorized for reimbursement. All City officials claiming reimbursement for meals consumed while on City business shall be entitled to reimbursement not to exceed the Renzheimer MeaVLodging Index. Notwithstanding the foregoing index, actual meal costs may be claimed when they are part of a regularly scheduled business event such as training seminar, professional meeting, or other business meeting. If the costs of meals for persons other than the claimant are included, those persons must be entitled to meal reimbursement in their own right and they shall be listed by name and title in claim documentation. 18 16.6 EXPENDITURES NOT INCLUDABLE AS ACTUAL MEAL COSTS Unauthorized expenditures include, but are not limited to: (1) Liquor (2) Expenses of a spouse or other persons not authorized to receive reimbursement under this policy. 16.7 TRAVEL Reimbursement for reasonable costs of business travel is authorized. General guidelines are as follows. 16.8 CITY VEHICLE Out-of-the-area costs of vehicle operation are authorized, such as gas, oil, tires and necessary repairs. 16.9 PERSONAL VEHICLE Expenses shall be reimbursed for travel within a 300 mile radius of the City at such rate per mile as shall be established from time to time by the City Manager in his/her discretion, but not to exceed the then current maximum rate allowed by the United States Internal Revenue Service for reimbursement of such expenses for purposes of business travel expense deductions. Trips beyond this limit will be reimbursed at the lower of a) the established rate per mile, or b) the lowest available (other than non-refundable) airfare obtainable by the City's Purchasing Manager plus mileage reimbursement at the then current City rate, based upon the estimated distance between the airport and the destination. Incidental travel costs such as parking, ferry or bridge tolls are reimbursable as they would be if a City vehicle was provided. 16.10 RENTAL VEHICLE The cost of vehicle rental is considered an exception to this policy and must be approved in writing per Section 4A (Meal Reimbursement for Non-City Officials). Vehicle rental authorization must be separately set out in any request for approval of such expenses. Approval of vehicle rental as an item on a travel advance request will not be considered sufficient authorization without a separate statement presenting the reason such an expenditure is required. 16.11 AIR TRAVEL 19 Arrangement for air travel on City related business shall be arranged by the Purchasing staff of the Finance Department or as otherwise designated by the City Manager as outlined below: (1) Whenever feasible, the need for air travel arrangements should be provided by way of the normal requisition process at least 5 weeks in advance of the departure date. (2) The authorized procurer will arrange for air travel based on the lowest available (other than non-refundable) airfare for a regularly scheduled flight which reasonably accommodates the time oftravel requested, and the destination as specified by the requisitioning department. (3) The authorized procurer will purchase the tickets at the time the rate is quoted and the Council Member will be advised of the arrangements for acquiring the tickets. (4) If personal travel is combined with business related travel, the traveling Council Member shall be responsible for paying the increase in airfare necessary to accommodate the personal part ofthe flight. The City shall only pay the lowest available (other than non-refundable) airfare for the round trip between the Seattlerracoma airport and the business related destination. Such payment for a personal travel shall accompany the City's payment to the vendor for the tickets. (5) If changes in travel plans occur that are the result of City business requirements, (i.e. delays in departure, cancellations, extended stays, or revised itinerary) any associated costs shall be paid by the City. However, all increase in cost of travel due to changes for personal convenience will be borne by the Council Member. (6) Officials who obtain airline tickets on their own will be reimbursed based on the lower of: a) Actual out-of-pocket cost paid for the airline tickets or alternate means oftransportation (substantiated by a receipt); or b) the lowest (other than non-refundable) airfare available for their time of travel, unless an exception is granted in writing by the City Council. In this case, the official must pay the cost ofthe travel and seek reimbursement along with all other travel expenses. Direct billing of airfare to the City is allowed only if ordered by the Purchasing Staff, as may be authorized by the City Manager. 16.12 FIRST CLASS AIR TRAVEL First class air travel is not authorized. 20 16.13 OTHER TRAVEL EXPENSES Miscellaneous travel costs such as bus, taxi, bridge or other tolls, parking, ferry, porter, bellman and the like (not including any maid service) are authorized by a listing of same as provided by the reimbursement form. Payment of a reasonable amount for porter service, bellman service and the like is considered to be a necessary payment for such service and, therefore, reimbursable. 16.14 VENDOR'S RECEIPT A vendor's receipt will be required only when the single item cost of this type expense exceeds $10.00. Local parking, ferry and bridge tolls may be reimbursed through the Petty Cash system, subject to the Petty Cash Guidelines. 16.15 OUT-OF-STATE OR OVERNIGHT TRAVEL To be eligible for any City reimbursement for out of state and/or overnight travel expense, the one way travel distance must be greater than 50 miles from City or home. 16.16 ACCOMMODATIONS Reasonable hotel/motel accommodations for officials are acceptable and will be reimbursed at a maximum of the single room rate. A vendor's receipt for this category is required for all claims. Direct billing of hotel/motel charges is not allowed unless by way of an authorized City credit card. 16.17 INCIDENTAL EXPENSES Includes all reasonable and necessary incidental expenses and includes, but is not limited to, the following. 16.18 ALLOWABLE INCIDENTAL EXPENSES Laundry expenses if away from home four (4) or more calendar days. Baggage checking. Business telephone and postage expenses. Personal telephone calls home, if away from home for more than a 24 hour duration, are considered a business telephone expense. 21 16.19 16.20 NON-ALLOWABLE INCIDENTAL EXPENSES Personal entertainment. Theft, loss or damage to personal property. Expenses of a spouse, family or other persons not authorized to receive reimbursement under this policy Barber or beauty parlor services. Airline and other trip insurance. Personal postage, reading material, telephone calls. Personal toiletry articles. NON-TRAVEL FOOD AND BEVERAGE REIMBURSEMENT POLICY Reimbursable expenses are subject to the followin2: (1) Meals consumed by the City official during meetings and other functions which conduct official City business or serve to benefit the City of Federal Way are reimbursable to the official. (2) Generally, the City will not incur costs for refreshments, and other related items, for meetings or functions held in the normal course of business or that are attended solely by City officials. However, such meetings or functions wherein a municipal function, public purpose, or City program is served or furthered, and wherein the City Council has expressly approved the meeting as such, the City may incur such costs directly or as a reimbursement to employees who have incurred such costs on behalf of the City. (3) Refreshments purchased solely for personal entertainment are not a legitimate City expense. 16.21 CEREMONIES AND CELEBRATIONS (1) Reasonable expenses, including food and beverage, associated with commemorating a dedication or an unveiling that is recognized as serving a public purpose are legitimate City expenditures. 22 16.22 16.23 16.24 16.25 (2) Private celebrations rather than public celebrations are not generally considered as serving a public purpose. Refreshment, food and beverage related costs would therefore not be recognized as legitimate City expense. (3) Support of a local "event" or celebration may not take the form of a gratuitous contribution of public funds to a private person, committee or organization. Expenditure of public funds on a publicly sponsored event requires the existence of a recognizable public purpose that relates to the City's existence, proper authorization from the legislative authority for such public sponsorship, and a reasonable relationship between the amount of the City's expenditure and the "public" nature of the event. MEAL REIMBURSEMENT FOR NON-CITY OFFICIALS Council Member claims for the reimbursement of meal costs for non-city employees and non-city officials shall be documented by a memo authorized by the Mayor or, in the Mayor's absence, the Deputy Mayor. The memo must identify: (1) The names of the individual or individuals being hosted; (2) Their official title or capacity as it related to City business; (3) The explanation of why this expenditure was an appropriate use of City funds. CLAIMS AND APPROVAL PROCEDURE All claims shall be submitted for reimbursement using the form provided by the City Finance Department. Travel and subsistence expenses except for incidental and minor costs will not be paid from any Petty Cash Fund, unless as in compliance with petty cash policy adopted by the City. Special approvals required by this policy shall be obtained by Council Members, from the Mayor, or in his/her absence, by the Deputy Mayor. Such approvals shall be by separate memo which identifies the policy exception being authorized and explains the reasons therefor. Claims may include the reimbursable costs of other City officials who would be entitled in their own right to claim business expenses. 23 16.26 Claims of Council Members must be approved by the Mayor or in his/her absence the Deputy Mayor. 16.27 Exceptions to the expense rules for unusual circumstances may be approved at a regular City Council meeting by a majority vote of the Council Members present at the meeting. 16.28 In preparation of the City's annual operating budget, Council Member travel and training expenses shall be anticipated and included in budget appropriations. Attendance at annual conferences of municipal officials, such as the National League of Cities or Association of Washington Cities, shall be addressed at the time of budget adoption to reflect the number of Council Members who will attend to represent the City. Meetings, conventions or training programs that require expenditure of funds to be reimbursed or paid on behalf of Council Members, and that are not anticipated at the time of budget adoption, must be submitted to the Council for approval. The request must be presented to the Council in a timely manner prior to the event to permit an opportunity for the Council to review and approve or deny the request based on its merit, to allow all Council Members opportunity to discuss the appropriate Council attendance. The request shall include: (a) Name of organization sponsoring meeting, (b) Why attendance is requested; benefits to the City, (c) Council Member(s) to attend, (d) Location, (e) Attendance dates, and (1) Estimated cost to the City. 16.29 A report, oral and/or written as appropriate, shall be made to the Council at a meeting no later than two (2) weeks following said conference, seminar or training, in order that the full Council may benefit from the training experience received by the Council Member who attended. A record of such reports shall be maintained by the City Clerk. The Mayor shall make an annual State of the City report during a regularly scheduled City Council meeting; a written report shall be made available to the public at the time of the meeting. The City Manager shall provide an Executive Summary following each City Council retreat; a written report shall be made available to the public the first working day following the retreat. SECTION 17. PUBLIC RECORDS 24 17.1 Public records created or received by the Mayor or any Council Member should be transferred to the City Clerk's office for retention by the City in accordance with the Public Records Act, Chapter 42.17 RCW. Public records that are duplicates ofthose received by, or in the possession of the City, are not required to be retained. Questions about whether or not a document is a public record or if it is required to be retained should be referred to the City Attorney. 17.2 SECTION 18. (Reserved for Electronic Records/Electronic Mail) CITY MANAGER EVALUATION PROCESS 18.1 The Mayor, Council Members and City Manager will determine the evaluation criteria and format for the process. 18.2 After the criteria have been developed, the Council Members need to concur on when the completed evaluation forms are due and who will collect these documents. 18.3 Council Members need to discuss and decide if the Mayor and one (1) or more Council Members should meet prior to the actual evaluation; this meeting would allow time to summarize the comments; also, this sub-committee (ofless than a quorum) could determine recommendations for the City Manager's employment contract amendments, including, but not limited to, salary, performance payment, cost-of-living increase; the sub-committee can make a recommendation to the entire Council at the time of the evaluation. 18.4 Copies of the City Manager's current employment contract shall be made available to the entire Council. 18.5 At the evaluation session, the summary comments may be given, as well as individual comments by Council Members; the City Manager may wish to respond which is usually at the conclusion of the Council comments; the City Manager's contract should be discussed and any recommendations may be concurred to by the Council. 18.6 The evaluation is held in Executive session. Attendance is limited to the Mayor, Council Members, City Manager and City Attorney. 18.7 The final step of the City Manager evaluation process is to have the City Attorney prepare amendments, if any, to the City Manager's employment contract. This contract needs to be approved as a Consent Agenda item at a Council meeting. 25 18.8 The Mayor shall prepare a press release no later than the next working day following the Executive Session regarding the results of the evaluation. SECTION 19. MA YORlDEPUTY MAYOR SELECTION PROCESS 19.1 The Mayor and the Deputy Mayor shall be nominated and elected from the ranks of the sitting Council Members. 19.2 The Mayor and Deputy Mayor shall be elected for two (2) year terms at the first Regular City Council meeting in January ofthe applicable year, by a majority vote of the City Council in accordance with RCW 35.'\.12.06535A.13.030 and .035. 19.3 The City Clerk or designee shall conduct the election for Mayor. The Mayor shall then conduct the election for the Deputy Mayor. (See Appendix "A" to these Rules.) SECTION 20. CITY ADVISORY COMMITTEES 20.1 Federal Way's commissions, committees and task forces provide an invaluable service to the City. Their advice on a wide variety of subjects aids the Mayor and Council Members in the decision-making process. Effective citizen participation is an invaluable tool for local government. 20.2 These advisory bodies originate from different sources. Some are established by ordinance while others are established by motion ofthe City Council. It is at the discretion of the Council as to whether or not any advisory body should be established by ordinance. 20.3 Federal Way advisory bodies bring together citizen viewpoints which might not otherwise be heard. Persons of wide-ranging interests who want to participate in public service but not compete for public office can be involved in governmental commissions, committees and task forces. These bodies also serve as a training ground or stepping stone for qualified persons who are interested in seeking public office. 20.4 As Federal Way advisory bodies have been formed since incorporation, the adoption of uniform rules of procedure is necessary to assure maximum productivity. The following policies govern the City's advisory groups; some of 26 20.5 20.6 20.7 20.8 20.9 20.10 20.11 20.12 20.13 these advisory groups may have more specific guidelines set forth by ordinance, resolution, the Federal Way City Code, or at times by state law. Every advisory body, when it is formed, will have a specific statement of purpose and function, which will be re-examined periodically by the City Council to determine its effectiveness. This statement of purpose is made available to all citizen members when they are appointed. The size of each advisory group is determined by the City Council and the size is related to its duties and responsibilities. Another determination to be made prior to formation, is the cost impact for City staffing a proposed advisory body. The Council may dissolve any advisory body that, in their opinion, has completed its working function or for any other reason. Members and alternate members of all advisory bodies are appointed by majority vote of the Council Members during a regularly scheduled meeting. The Council Committee of the Whole that the advisory committee reports to shall be convened to review, interview and recommend Citizen Advisory Committee appointments to the City Council at a regularly scheduled meeting. Any Council Member who shall attend the public interview session shall be eligible to vote on the recommendation to be made to the full Council. A quorum of three (3) Council Members shall be required to forward any recommendation to the full Council. The full City Council shall vote on the appointments to the Citizen Advisory Committee at a regularlv scheduled Council meeting. The City Council may approve reappointment of citizens wishing second terms subject to any limits established by ordinance or other laws. Council Members will raise any concerns about any recommendation prior to the City Council meeting that is scheduled for the approval oCthe appointment. Vacancies are advertised so that any interested citizen may submit an application. Applicants must be citizens oCthe City of Federal Way if required by the Federal Way City Code or if required by the City Council. Council Members are encouraged to solicit applications from qualified citizens. Applications shall be available from the Office of the City Clerk. Lengths of terms vary from one advisory body to another, but in all cases overlapping terms are intended. On special work task forces, where a specific project is the purpose, there need not be terms of office. 27 20.14 20.15 20.16 20.17 20.18 20.19 20.20 20.21 Newly appointed members will receive a briefing by the commission, committee or task force chairperson and/or City staff, regarding duties and responsibilities of the members of the advisory body. This will include a review of the City of Federal Way Ethics Code. Each newly-appointed member will receive an information packet which will include a Certificate of Appointment signed by the City Council, a commission, committee or task force membership list, responsible City staff member, statement of purpose for the advisory body which may include an ordinance, resolution, bylaws, or annual work program and a copy of the City of Federal Way Ethics Code. All advisory bodies will be responsible for adopting their operating policies consistent with the establishing resolution or ordinance. All meetings of advisory bodies are open to the public in accordance with the public meeting laws ofthe State of Washington which requires a minimum 24- hour advance notice; no advisory committee will schedule a meeting earlier than 7:00 a.m. The number of meetings related to business needs of the advisory group may be set by the individual body, unless set forth in a resolution or ordinance. Notice of all meetings, including date, time, place and principal subjects to be discussed will be published in accordance with the public meetings laws of the State of Washington and the policies of the City of Federal Way. The advisory body chairperson will be responsible for coordinating the meeting agendas with the appropriate City support staff. Minutes will be kept of all meetings in accordance with the public meeting laws of the State of Washington. The appropriate City support staff will be responsible for preparation of the minutes of each advisory committee meeting. Excessive absenteeism, excluding illness or required travel, is cause for the removal of an advisory body member. Three (3) consecutive absences will be considered resignation from the body unless prior to the third absence, the member has requested, and been granted, an excused absence. The advisory body granting the excused absence will determine the validity of the request. Members may resign at any time their personal circumstances change to prevent effective service. Members may be removed, from any advisory committee, prior to the expiration of their term of office, by a majority vote of the City Council. 28 20.22 20.23 20.24 20.25 20.26 20.27 20.28 A quorum for conducting business is a simple majority ofthe membership ofthe advisory body. All members of advisory bodies should be aware of the need to avoid any instance of conflict of interest. No individual should use an official position to gain a personal advantage. Lobbying efforts by any advisory bodies on legislative, or political, matters should first be checked for consistency with existing City policy by contacting the City Manager's office. In the event a position is taken that differs from that of the City's policy, an advisory body acting as an official body of the City of Federal Way, cannot represent that position before another body, i.e., the State Legislature or the King County Council. An individual member is free to voice a position, oral or written, on any issue as long as it is made clear that he or she is not speaking as a representative of the City of Federal Way, or as a member of his or her commission, committee or task force. Members of advisory bodies are encouraged to attend City Council meetings to keep abreast of Council actions. The City Council transmits referrals for information or action through the City Manager to the advisory groups. These advisory groups transmit findings, reports, etc., to the City Council through the City Manager. While the City stafrs role is one of assisting the commission, committee or task force, the City staff members are not employees of that body. The City staff members are directly responsible to his or her Department Director and the City Manager. Annually, each advisory committee shall develop a work program for the City Council's consideration and approval. The City Council may amend the committee's work program. COUNCIL COMMITTEES SECTION 21. 21.1 Council committees are policy review and discussion arms of the Council. Committees may study issues and develop recommendations for consideration by the Council. Committees may not take binding action on behalf of the City unless a quorum ofthe City Council is present, the Council Committee has been advertised as a Special Meeting of the Whole City Council and, by majority vote, the City Council has directed that such action occur at the Council Committee. 29 Council Committee structure shall be as determined by the City Council in January of each year. The 1999 committees are as follows: FINANCE/ECONOMIC DEVELOPMENT/REGIONAL AFFAIRS COMMITTEE LAND USE/TRANSPORTATION COMMITTEE PARKS/RECREATION/HUMAN SERVICES & PUBLIC SAFETY COMMITTEE 21.2 Committees shall establish regular meeting schedules as determined by the Chair of the Committee. 21.3 Each committee will have staff support assigned by the City Manager. Staff will work with the committee chairs to set agendas, provide support materials and prepare reports. 21.4 Summaries of each meeting will be prepared by staff and distributed to the Mayor and Council Members. These summaries will be in lieu of verbal reports at Council meetings. 21.5 The City Manager or Mayor may send issues directly to committees for their review in lieu of being referred to committee by the entire Council. 21.6 Committee appointments (chairs and members) shall be made by the Mayor. The Mayor will take into account the interests and requests of individual Council Members in making committee assignments. 21.7 Membership of each committee will consist of three (3) Council Members. 21.8 The Mayor shall be "ex officio" members of each committee. The Deputy Mayor may serve as "ex officio" or be appointed to a committee. 21.9 The Mayor will make committee assignments each January, with members serving one (l):-years terms. SECTION 22. FILLING CITY COUNCIL VACANCIES 22.1 PURPOSE The purpose of this section is to provide guidance to the City Council when a Federal Way Council Member position becomes vacant before the expiration of 30 the official's elected term of office. Pursuant to state law, a vacancy shall be filled only until the next regular municipal election, to serve the remainder of the unexpired term. 22.2 REFERENCES RCW 42.30.110(h) - Executive Session Allowed to Consider Qualifications of a Candidate for Appointment to Elective Office RCW 42.30.060 - Prohibition on Secret Ballots RCW 42.12 - Vacant Position RCW 35A.13.020 - Vacancies - Filling of Vacancies in CounciVManager Form of Government 22.3 APPOINTMENT PROCESS (1) A Council position shall be officially declared vacant upon the occurrence of any of the causes of vacancy set forth in RCW 42.12.010, including resignation, recall, forfeiture, written intent to resign, or death of a Council Member. The Council Member who is vacating his or her position cannot participate in the appointment process. (2) The City Council shall direct staff to begin the Council Member appointment process and establish an interview and appointment . schedule, so that the position is filled at the earliest opportunity. (3) The City Clerk's Office shall prepare and submit a display advertisement to the City's official newspaper, with courtesy copies to all other local media outlets, which announces the vacancy consistent with the requirements necessary to hold public office: that the applicant (a) be a registered voter ofthe City of Federal Way, and (b) have a one (1) year residency in the City of Federal Way. This display advertisement shall be published once each week for two (2) consecutive weeks. This display advertisement shall contain other information, including but not limited to, time to be served in the vacant position, election information, salary information, Council Member powers and duties, the deadline date and time for submitting applications, interview and appointment schedules, and such other information that the City Council deems appropriate. (4) The City Clerk's Office shall prepare an application form which requests appropriate information for City Council consideration of the 31 applicants. Applications will be available at City of Federal Way offices, King County libraries located in Federal Way, the Federal Way Chamber of Commerce office, the Federal Way School District administration office and such other locations that the City Council deems appropriate. Copies ofthe display advertisement will be provided to current members of City of Federal Way commissions, committees, task forces and other City-sponsored citizen groups. (5) Applications received by the deadline date and time will be copied and circulated, by the City Clerk's Office, to the Mayor and City Council. Packets may also contain additional information received such as endorsements, letters of reference and other pertinent materials. (6) The City Clerk's Office shall publish the required public notice(s) for the meeting scheduled for interviewing applicants for consideration to the vacant position. This meeting may be a regularly scheduled City Council meeting, or a special City Council meeting. (7) The City Clerk's Office shall notify applicants of the location, date and time of City Council interviews. (8) Prior to the date and time of the interview meeting, the Mayor shall accept one interview question from each Council Member. 22.4 INTERVIEW MEETING Each interview of an applicant/candidate shall be no more than 30 minutes in length as follows: (1) The applicant shall present his or her credentials to the City Council. (10 minutes) (2) The City Council shall ask the predetermined set of questions which must be responded to by the applicant. Each applicant will be asked and will answer the same set of questions, and will have 2 minutes to answer each question. (14 minutes) (3) An informal question and answer period in which Council Members may ask and receive answers to miscellaneous questions. (10 minutes) (4) The applicantsallplicants' order of appearance will be determined by a random lot drawing performed by the City Clerk. 32 (5) The Council may reduce the 30 minute30-minute interview time if the number of applicants exceed six (6) candidates, or alternatively, the Council may elect not to interview all of the applicants if the number exceeds six (6) candidates. The decision as to which applicants to interview will be based on the information contained in the application forms. 22.5 VOTING Upon completion of the interviews, Council Members may convene into Executive Session to discuss the qualifications of the applicants. However, all interviews, nominations and votes taken by the Council shall be in open public session. (1) The Mayor shall ask for nominations from the Council Members. (2) After a nomination and second has been received, the City Clerk shall proceed with a roll-call vote. (3) Elections will continue until a nominee receives a majority of four (4) votes. (4) At anytime during the election process, the City Council may postpone elections until a date certain or regular meeting if a majority vote has not been received. (5) Nothing in this policy shall prevent the City Council from reconvening into Executive Session to further discuss the applicant/candidate qualifications. (6) The Mayor shall declare the nominee receiving the majority vote as the new Council Member and shall be sworn into office by the City Clerk at the earliest opportunity or no later than the next regularly scheduled City Council meeting. (7) If the City Council does not give a majority vote within 90 days of tbe declared vacancy, the Revised Code of Washington delegates appointment powers to King County. SECTION 23. MISCELLANEOUS 23.1 When Council Members register to attend an official conference requiring voting delegates, such as the annual National League of Cities or Association of Washington Cities, the Council shall designate the voting delegate(s) and 33 alternate voting delegate(s) during a public meeting, by a majority vote; when possible, said selection of voting delegate(s) shall be done on a rotating basis for the purpose of allowing all Council Members the opportunity to be an official voting delegate. SECTION 24. SUSPENSION AND AMENDMENT OF RULES 24.1 Any provision of these rules not governed by state law or ordinance, may be temporarily suspended by a two-thirds (2/3) majority vote of the Council. 24.2 These rules may be amended, or new rules adopted, by a majority vote of the Council. K:\DOClIMENl\CCRULES.200Z 01/09/02 34 APPENDIX "A" MA YORlDEPUTY MAYOR ELECTION PROCESS (l) Any Council Member may nominate a candidate; no second is needed. (2) Nominations are closed by a motion, second and 2/3 vote of Council. (3) If only one (1) nomination is made, it is appropriate to make a motion and obtain a second to instruct the City Clerk to cast a unanimous ballot for that nomination. Approval is by majority vote of Council Members present. (4) If more than one (1) nomination is made, an open election is conducted by roll call vote. (5) To be elected, the nominee needs a majority vote of the Council. (6) Elections will continue until a Mayor and Deputy Mayor are elected by a majority vote of the Council. fl2.}(7) The City Clerk shall declare the nominee receiving the majority vote as the new Mayor. The new Mayor shall declare the nominee receiving the majority vote as the new Deputy Mayor. The Clerk shall swear the individuals into office. 35 FINAL BILL REPORT DB 1084 C 73 L 01 Synopsis as Enacted Brief Description: Authorizing independent salary commissions for cities, towns, and counties. Sponsors: By Representatives Ogden, Dunn, Boldt and Fromhold. House Committee on Local Government & Housing Senate Committee on State & Local Government Background: Article XXVIII, Section I of the Washington Constitution establishes an independent salary commission to fix salaries for members of the Legislature, elected officials of the executive branch of state government, and judges of the state supreme court, court of appeals, superior courts, and district courts. No state official, public employee, lobbyist, or any immediate family member of a state official, public employee, or lobbyist may serve on the salary commission. The constitutional salary commission provisions supersede conflicting state constitutional salary provisions for legislators, state officers, and judges. Salary changes established by the salary commission are filed with the Secretary of State and become effective 90 days after filing. Decisions of the salary commission are subject to referendum for a 90 day period. The Washington Constitution also specifies that the salary of any county, city, town, or municipal officer may not be increased or decreased after the officer's election or during the officer's term of office unless these local officials do not fix their own compensation. Summary: Salaries of city and town elected officials may be set by salary commissions in accordance with city charter or by ordinance. The members of these local salary commissions are appointed by the mayor with the approval of the city council. Counties are authorized to establish ten member independent salary commissions for county commissioners and council members by ordinance or by resolution of the county legislative authority. Six members are selected at random by the county auditor from the list of registered voters in the district. The remaining four members are appointed by the county executive or commissioner, or by a majority vote of the county legislative House Bill Report - 1 - HB 1084 authority. These four members must have experience in the personnel management field, and represent each of the following four sectors: business, professional personnel management, legal, and organized labor. Salary commission members may not be appointed to more than two terms. City and county officers, officials, and employees and their immediate family members are not eligible to serve on the salary commissions. Commission members may be removed during their tenns only for incapacity, incompetence, neglect of duty, malfeasance in office, or a disqualifying change of residence. Salary changes detennined by the local salary commission are filed and become effective and incorporated into the budget without further action. Salary increases may be effective during the term of office, but salary decreases become effective during the subsequent term. Decisions of the local salary commissions are subject to referendum in the same manner as an ordinance upon filing a petition within 30 days. If a valid referendum petition is filed, any challenged salary changes do not become effective until approved by the voters at the next general or municipal election occurring at least 30 days after the petition is filed. Local salary commission decisions to fix salaries supersede other provisions of state statute or local ordinances related to municipal budgets or salaries for local officials. Current salaries established under an ordinance or charter provision substantially complying with the salary commission requirements remain in effect unless and until changed according to the new requirements. Votes on Final Passage: House 71 23 Senate 33 IS Effective: July 22, 2001 House Bill Report - 2 - HB 1084