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HomeMy WebLinkAbout04-24-26 Council Retreat Packet SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 711 (TDD only) prior to the meeting date if special accommodation is required. 8:30 Breakfast, welcome 8:45 Budget principles 9:30 City Council strategic goals 10:15 2025-2026 strategic priorities • 2025 budget review • Public safety investments • Capital projects • Fiscal sustainability • Economic development 12:00 Lunch 12:30 2027-2028 Department Draft Work Plans • Jim Kelly – Public Works • Marty Wray – Airport • Bryan Terry – Information Technology • Amy Rusko – Community and Economic Development • Jonathan Ventura – Police • Shawn Friang – Human Resources • Josh Grindy – Maintenance and Operations • Paul Ellis – Community Engagement 1:45 10-year financial plan 2:30 Parking lot 3:00 Adjourn Friday, April 24, 2026 at 8:30 a.m. City Council Chambers – 110 E 3rd Street 1 April 24, 2026 CITY COUNCIL BUDGET RETREAT Budget Principles 2 Fund Accounting Budgeting, Accounting and Reporting System (BARS) Manual directs the accounting and reporting standards for local governments per RCW 43.09.200. Fund structure is based on activities that meet the criteria for using that fund Focus is accountability rather than profitability. Arlington uses 33 separate funds. 3 4 Current Expense Funds 001-099 001 General Fund 004 Mandatory Reserve 005 Program Development 006 CED Permitting 008 Opioid Settlement Special Revenue Funds 100-199 101 Street 107 Growth 111 Public Art 114 Lodging Tax 116 Cemetery 180 Transportation Sales Tax General Government Capital Funds 300-399 303 REET 1 304 REET 2 305 Capital Facilities 306 Bond Construction 310 Transportation Improvement 311 Park Improvement 316 Cemetery Improvement 320 Equipment Replacement Enterprise Funds 400-499 402 Airport 403 Water 404 Sewer 405 Water Improvement 406 Sewer Improvement 409 Storm Improvement 410 Airport Reserve 411 Sewer Bond Reserve 412 Storm 413 Airport Improvement Internal Service Funds 500-599 504 Maintenance & Operations Fiduciary Funds 600 – 699 622 Cemetery Pre-Need 633 City Custodial Fund Permanent Funds 700 702 Cemetery Endowment Fund Balances – January 2026 5 Capital project 23% Enterprise 36% General Fund: Assigned 15% General Fund: Unassigned 12% M&O 0% Other 1%Special purpose 13% 2026 Budgeted Revenues By Fund 6 67% of the City’s revenue is in restricted funds and 60% of all staff are paid from the general fund Capital Projects 15% Enterprise 43% General 33% Internal Service 4% Other 0% Special Purpose 5% General Fund 2026 Budgeted Revenue By Type TAXES 77% LICENSES & PERMITS 2% INTERGOVERNMENTAL 3% CHARGES FOR SVCS 8% FINES & FORFEITS 1% MISCELLANEOUS 2% TRANSFERS 7% 7 77% of general fund revenue comes from taxes. Approximately 50% of tax revenue comes from Sales Tax. General Fund Budgeted Expenses 2026 8 Discretionary versus Non-Discretionary Spending 9 Graph reflects the 2026 General Fund Expense Budget (original, not modified). Salaries and Benefits 56% Discretionary 4% Non-Discretionary 40% Reserve Policies Mandatory Reserve: 10% - 16% of budgeted license/permit/tax revenues •Reserve balance has met policy requirement •Reserve is currently at 16% or $2.97 million General Fund Operating Reserve: Two months of operating expenses •Reserve balance has met policy requirement •Reserve threshold for 2 months would be $3.5 million Equipment Replacement Reserve: Contributions made annually based on availability and as approved in the budget •Reserve balance has met policy requirement •Reserve at $2.9 million Capital Facilities Reserve: Annual contributions from available construction sales tax •Reserve balance has met policy requirement •$50k transfer made in 2025 from construction sales tax and fund has adequate resources to pay for projects budgeted in 2026 •Fund balance $4.4 million 10 11 City Council Strategic Goals 12 2025/2026 Strategic Priorities •Public Safety •Fiscal Sustainability •Economic Development 13 30% 5% 13% 48% 4% 2025 REVENUES BY FUND TYPE $83 MILLION General Funds Special Purpose Capital Project Enterprise M&O 2025 Revenues by Fund Type $83 Million 14 28% 6% 15% 48% 3% 2025 EXPENSES BY FUND TYPE $94.5 MILLION General Funds Special Purpose Capital Project Enterprise M&O 2025 Expenses by Fund Type $94.5 Million 15 Public Safety Investment TOTAL COST: $1,560,000 Early hire in 2024 for budgeted patrol position in 2025 (complete) Purchase of additional vehicle for early hire (complete) Added a sergeant position (complete) Added an administrative assistant position (on hold) Added officer position for 2026 (on hold) New and increased technologies •Intersection cameras – complete •Report writing software – not complete •Body cameras – complete •Digital forensic software – complete Funded by property tax banked capacity taken in 2024. 16 Public Safety Investment (Continued) TOTAL COST: $4,914,000 Continuation of Transportation Benefit District Fund (transportation sales tax) •Neighborhood traffic calming (on going) •Pavement preservation (on going) •Safety projects as identified in transportation improvement plans •74th Avenue Trail pavement (completed in 2025) •Burn Road rehabilitation (seeking funding) •211th Place Project (completed in 2025) •180th Street and 188th Street/Smokey Point Blvd Roundabouts (construction 2027) •Division/Broadway Street Project (mostly completed 2025) •Sidewalk Program (on going) Projects funded by transportation sales tax. Voters passed ballot measure in 2023 extending the tax another 10 years. Grants funded portions of 74th Avenue Trail, Division/Broadway project, and 180th and 188th Street roundabouts. 17 Capital Projects 2025/2026 TOTAL COST: $3,900,000 Dog park at York Park (completed 2025) Bike Pump Track at Jensen Park (July 2026, sponsor funded) Jensen Park Restroom and Parking Lot Expansion (completing in 2026) Pickleball Courts (completing in 2026) Design commercial kitchen facility (2026, grant funded) Police Impound facility (2026) Upgrades to Maintenance & Operations facility (some completed) City hall roof and window replacements (complete) Continuation of fiber program (on-going) Funded by program development reserves, grants, remaining bond proceeds, construction sales tax. 18 Fiscal Sustainability TOTAL COST: $585,000 Update 10-year financial plan (on-going) Update financial policies (complete) Succession planning for Finance and CED departments •Includes overlap for retiring positions (complete) •Includes 3 new full-time employees (Total of 8 FTEs on hold) •Hired one permit tech in 2025, planner for 2025/2026, inspector position on hold Funded by sales tax, utility taxes and permit revenue. 19 •23 job postings •890 applications •38 new hires •21 exiting employees •68 job description updates Human Resources 2025 20 Economic Development – CED TOTAL COST: $220,000 Comprehensive Plan (complete) Island Crossing Sub-area Plan (in-process, complete 2025) Funded by program development reserve. 21 Economic Development – Airport TOTAL COST: $10, 466,000 Taxiway Alpha overlay (complete) Runway 11-29 solar lighting (2027-2028 funding) Master Plan (in progress) Fencing replacement (on-going) Fiber project (on-going) Funded by FAA and WSDOT grants (expected $4.7 million) and accumulated reserves. 22 Economic Development – Water TOTAL COST: $22,000,000 Annual water main replacements (on-going) Water Treatment Plant expansion (construction 2026-2027) Water Treatment Plant filter pre-purchase (2026) Island Crossing water main (pending funding) 211th Place improvements (complete) 180th Street and 188th Street roundabouts-water portion (2025/2026) Reservoir property purchase (2026) Funded by grants and PWTF loan (applied for), water connection fees and accumulated reserves. 23 Economic Development – Sewer TOTAL COST: $6,600,000 Annual sewer main replacements Lift station #11 upgrade (2026) 211th Place improvements (complete) 180th Street and 188th Street roundabouts- sewer portion (2025 2026) Funded by sewer connection fees and accumulated reserves, searching for funding for other projects. 24 Economic Development – Stormwater TOTAL COST: $720,000 Stormwater system repair maintenance (on going) Prairie Creek Culvert (2027-2028) Applied for a federal grant for the Prairie Creek Project. Other projects are funded by accumulated reserves. 25 Economic Development – Transportation TOTAL COST: $16,000,000 Island Crossing Roundabout (grant funded, construction 2027) 169th Street Segment (project phased, 2027-2028 funding) 180th Street/Smokey Point Blvd Roundabout (construction 2026) 188th Street /Smokey Point Blvd Roundabout (project start fall 2025, complete 2026) SR 531 Trail (design) Funded by grants (applying for), traffic mitigation, REET funds and accumulated reserves. Utility & Transportation Projects Completed 2025 26 Division Street / Broadway Avenue Corridor Improvements 27 211th Place Corridor Improvements 28 74th Avenue Trail 29 204th Street and 74th Avenue Signal 30 640 Booster Pump Station 31 City of Arlington Department Draft Work Plans 32 Utility & Transportation Projects 33 Utility & Transportation Projects Utility Projects: • Water Treatment Plant Expansion (2026-2027) Fully Funded • Haller North Wellfield (2026-2028) Seeking additional funding • Haller South Wellfield (2026) Fully Funded • BNSF Prairie Creek Project (2026) Fully Funded • Lift Station 11 Restoration (2026) Fully Funded • 2027 Utility & Pavement Preservation (2027) Fully Funded • 67th Avenue Sewer Main Improvements, Phase 1 & 2 (2026-2027) Fully Funded 34 Utility & Transportation Projects Transportation Projects: • SR-530 & Smokey Point Blvd. Roundabout (2026-2027) Fully Funded • Smokey Point Blvd. & 188th Roundabout (2026) Fully Funded • Smokey Point Blvd. & 180th Roundabout (2026-2027) Fully Funded • Smokey Point Blvd. & 174th Roundabout (2027-2028) Fully Funded • SR-531 Widening (WSDOT) (2027-2028?) See WSDOT for Funding • SR-531 Trail Design & ROW (67th – SR9) (2027) Design & ROW Funded • 188th & 67th Ave. Roundabout (2028) Pending Funding • Burn Road Rehabilitation (2027-2028) Pending Funding 35 Water Treatment Plant Expansion 36 Haller North Wellfield 37 Lift Station 11 Replacement 38 67th Avenue Sewer Main Upsizing 39 SR-530 / Smokey Point Boulevard Roundabout 40 188th Street / Smokey Point Boulevard Roundabout 41 180th Street / Smokey Point Boulevard Roundabout 42 SR 531 Widening Project43rd Avenue to 59th Avenue 43 188th Street / 67th Avenue RoundaboutPlanning Phase 44 45 169th Street Connector Project Arlington Municipal Airport Capital Improvement Projects 46 Airport Current Capital Improvement Projects Taxiway Alpha Improvements Project ◦This project entailed a mill and overlay of Taxiway Alpha and reconstruction of A1 and A4 Taxiway connectors per FAA guidance. ◦ Project cost $7,300,000 ◦95% grant funded (FAA and WSDOT) ◦Currently working with the FAA and engineers on a change order to relocate the Taxiway connecter A1 runway hold short line per recommendations. 47 Airport Current Capital Improvement Projects Master Plan and AGIS Survey (Obstruction Survey and Airspace Analysis) Project ◦The Master Plan will provide the City of Arlington with a plan to address the development needs at the airport for a 20-year planning horizon and will develop a program for implementation. ◦Project cost $833,334 ◦$790,000 grant funded (FAA and WSDOT) ◦80% complete 48 Airport Current Capital Improvement Projects Airfield Electric Sweeper ◦Airport staff is currently applying for various grants/loans to procure an electric sweeper for airfield use. ◦Electric Sweeper cost $354,000 49 Airport Current Capital Improvement Projects Perimeter Fencing Improvements Project – Stage 2 Involves the removal and replacement of approximately 3,900 linear feet of existing perimeter fence of various types on the west side of the airport with new 8-foot chain-link fence. The fence will also include 3-strand barbed wire per FAA technical specifications and four automated vehicle gates with access control. The proposed perimeter fence is critical for compliance with 14 CFR 139.335 Public Protection and 139.337 Wildlife Hazard Management. Project cost estimate $1,200,000◦Anticipated to receive 97.5% in grant funding for eligible costs (FAA and WSDOT) 50 Airport Future Capital Improvement Projects Runway 34 RPZ Property Acquisition Project (year to be determined) The Copart property falls within the Runway 34 RPZ. Acquiring this property would give the City of Arlington control of the property and work that occurs within the RPZ, including a future 168th Street road extension. Project estimated to cost $25,134,000 ◦Requesting 95% in grant funding 51 Airport Future Capital Improvement Projects 2027 Obstruction Removal Project Removing obstructions that penetrate the airport’s airspace ◦Obstruction survey being completed as part of the Master Plan Project. Project estimated to cost $1,366,667 ◦Requesting 95% in grant funding (FAA and WSDOT) 52 Airport Future Capital Improvement Projects 2027 Runway 11/29 Excess Pavement Removal Project ◦This project will remove excess pavement between Runway 11/29 and Taxiway C. This project will bring the runway to current standards by eliminating excess shoulder pavement. ◦Project estimated to cost $500,000 ◦Requesting 95% in grant funding (FAA and WSDOT) 53 Airport Future Capital Improvement Projects 2027 Runway 11/29 Install Lighting Project •This project will install new edge lighting on Runway 11/29 to enhance safety at AWO by lighting a previously unlit runway. •Enhances visibility to Runway 11/29 and provides an alternative landing surface at night and during periods of low visibility at AWO. •Project estimated to cost $1,000,000 •Requesting 95% in grant funding (FAA and WSDOT) 54 Airport Future Capital Improvement Projects 2028 Taxilane Improvements Project •This project is necessary to preserve the useful life of the taxilanes on the south end of the airport. •Project estimated to cost $1,560,000 •Requesting 95% in grant funding (FAA and WSDOT) 55 Information Technology 56 Fiber Update •Airport Fiber Phase 3 complete, Phase 4 set to start this summer. •This completion connects all Airport gates to the fiber network. Information Technology 57 Information Technology 58 Information Technology Information Technology 59 192nd Gate 60 $100k Cyber Security Grant •Provide a new backup system •Threat hunting capability within backups •If backups become compromised, it will only restore clean data. •Recommendation from last IT Security Audit. •Paid for by Cyber Security Grant through DHS. Information Technology Community & Economic Development Old Town Subarea Plan - $300,000 (2027) Haller City Subarea Plan - $250,000 (2027) Smokey Point Subarea Plan with Transit Orientated Development - $350,000 (2028) Gateway Subarea Plan – $250,000 (2028) Proposed to be paid from the Building Revenue Fund. Estimated costs. 61 Police Department Workforce Stabilization Recruitment, Retention, and Succession Planning •Maintain staffing levels to meet service demands. •Strengthen applicant pipeline and lateral recruitment. •Formalize succession planning for key roles. 62 Police Department Training, Professional Standards & Operational Readiness •Continue/increase scenario-based and specialized training (de-escalation, crisis intervention, legal updates, supervision). •Ensure consistent policy compliance and supervision practices. 63 Police Department Community Trust, Engagement and Service Delivery •Expand proactive community engagement strategies. •Strengthen communication and transparency practices. •Improve responsiveness and follow-through on community concerns. 64 Police Department Behavioral Health and Alternative Response Capacity •Enhance coordinated response to mental health/substance use calls. •Strengthen partnerships and protocols with regional providers and co-responding resources where available. 65 Police Department Crime Prevention, Traffic Safety, and Problem Oriented Policing •Focus resources on identified trends and repeat locations. •Strengthen traffic safety emphasis aligned with community priorities. •Expand prevention-focused strategies. 66 Police Department Technology, Data, and Evidence Management Modernization •Improve analytics and performance reporting. •Evaluate systems that support field efficiency and records/evidence workflows. •Maintain strong data governance and security. 67 Police Department Officer Wellness, Resilience and Organizational Health •Strengthen wellness supports, peer resources, and supervisory practices that reduce burnout and support long- term performance and retention. 68 Police Department Emergency Preparedness and Regional Coordination •Continue improving preparedness for major incidents and disasters. •Reinforce mutual aid and interagency coordination. •Ensure consistent after-action learning. 69 Emergency Management 70 Working with Snohomish County Department of Emergency Management •Hosting Volcano Awareness Training in Arlington May 2026 •Comprehensive Emergency Management Plan (CEMP) – due May •Hazard Mitigation Plan (HMP) Update – due December •Employee Emergency Preparedness Campaign – Summer •Emergency Operations Plan - due December •On Planning Team for 2027 South Whidbey Island Fault (SWIF) earthquake training •On Coordination Planning Team for Mt. Baker/Glacier Peak Human Resources 71 Upcoming projects •Police negotiations starting July •Employee Handbook Updates •Accident Prevention Plan (APP) Safety Manual •Implementation of a new Human Resources/Payroll software •Two new training program platforms for safety and management/risk •ADA Transition Plan Outreach and Adoption 2026 focus •Staffing for Police – 7 openings •Re-organization in Finance, Public Works, Airport •Filling in policy gaps 72 •M&O Covered Equipment Shelter ($512,512 2025 HCI 2025 pricing) •M&O Shop window replacement (estimated $20,000) •M&O Shop staircase replacement (estimated $15,000) •M&O Shop fire alarm system install ($34,000 2024 pricing) Maintenance & Operations Shop Proposed Capital Improvement Projects 73 •Quake Park multi-use field lighting (grant and match $75,000) 2027 •Haller Park parking lot paving (State Capital Request $550,000) •Terrace Park play equipment expansion, PARC project ($112,000 estimate) Parks ProposedCapital Improvement Projects 74 Arts/Recreation Community Engagement Projects •Downtown Arlington sound system (estimate $40,000) •Continue Public Art Program 75 City of Arlington 10 -Year Financial Plan Current Adjusted Budget: Ending Fund Balance (EFB) Compared to Reserve Threshold $(15,000,000) $(10,000,000) $(5,000,000) $- $5,000,000 $10,000,000 2026 Adjusted Budget 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 General Fund (GF) Projected EFB Compared to Reserve Threshold ENDING FUND BALANCE General Fund Reserve Threshold 76 Current Adjusted Budget: General Fund Annual Excess/(Deficit) (2,500,000) (2,000,000) (1,500,000) (1,000,000) (500,000) - 2026 Adjusted Budget 2027 2028 2029 2030 2031 2032 2033 2034 2035 General Fund Annual Excess/(Deficit) 77 Reductions Already Made for 2026 (were already reflected in the projections) Haven’t filled some positions in some areas (layoff or vacancy). ◦Finance - 2 FTE ◦Police - 1 FTE ◦Admin - 1 FTE ◦CED - 2 FTE Haven’t added new positions that were planned if revenues were growing. ◦Police - 1 FTE ◦M&O - 1 FTE Other reductions ◦Used opioid settlement funds for embedded social worker, can’t sustain long-term. ◦Delayed purchase of police report writing software. 78 Overall Adjustments That Need to be Made Average of $2 million of long-term reductions or growth in revenue need to be made to avoid the projections based on our current state. This would need to be $ 2 million in reductions of expenses or any combination of reductions in expenses and increases in revenues to cover this deficit. (2,500,000) (2,000,000) (1,500,000) (1,000,000) (500,000) - 2026 Adjusted Budget 2027 2028 2029 2030 2031 2032 2033 2034 2035 General Fund Annual Excess/(Deficit) 79 Proposed Solution $ 1 million in increased revenues from construction sales tax ◦Would be a one-time increase in construction sales tax in 2027, and then a steady 3% growth there after. ◦Feasible with upcoming construction growth in our city. $ 1 million in reduction of expenses ◦Long-term reductions for the 10- year period, unless revenues start to grow steady again and then we will revisit at that time. 80 Strategies to Balance the Budget: Reduction in Expenses in 2026 and Beyond Add full-time employee in-house and end Embedded Social Worker contract with Snohomish County; this will net a savings. Revisit equipment replacement cycles and budgeting ◦Replacement dates Possible fleet reduction ◦Review usage ◦Review costs associated with lease vehicles Discretionary versus non-discretionary spending ◦Set targets of percentage reductions for directors to reduce budgets by area. IT software and IT related equipment replacement budgets adjusted to match what we can afford. Review cost allocations. Revisit every staff vacancy that comes up. Determine if department can be restructured to remain unfilled for the time being. 81 With Proposed Solution: Ending Fund Balance (EFB) Compared to Reserve Threshold $- $2,000,000 $4,000,000 $6,000,000 $8,000,000 $10,000,000 $12,000,000 2026 Adjusted Budget 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 General Fund Projected EFB Compared to Reserve Threshold ENDING FUND BALANCE General Fund Reserve Threshold 82 With Proposed Solution : General Fund Annual Excess/(Deficit) (2,500,000) (2,000,000) (1,500,000) (1,000,000) (500,000) - 500,000 1,000,000 1,500,000 2,000,000 2026 Adjusted Budget 2027 2028 2029 2030 2031 2032 2033 2034 2035 General Fund Annual Excess/(Deficit) 83 City Council Rules of Procedure Amended 08/01/2022 City of Arlington City Council Rules of Procedure City Council Rules of Procedure and Code of Ethics 1.General Rules 1.1 Meetings to be Public: All official meetings of the Arlington City Council shall be open to the public with the exception of executive sessions for certain limited topics (as defined in RCW Chapter 42.30). The journal of proceedings (minute book) shall be open to public inspection. 1.2 Quorum: Four Council members shall be in attendance to constitute a quorum and be necessary for the transaction of business. If a quorum is not present, those in attendance will be named and they shall adjourn to a later time, but no adjournment shall be for a longer period than until the next regular meeting. 1.3 Attendance, Excused Absences: RCW 35A. 12.060 provides that a Council member shall forfeit his/her office by failing to attend three (3) consecutive regular meetings of the Council without being excused by the Council. Members of the Council may be so excused by complying with this section. The member shall contact the Chair prior to the meeting and state the reason for his/her inability to attend the meeting. If the member is unable to contact the Chair, the member shall contact the City Clerk or Deputy City Clerk, who shall convey the message to the Chair. The Chair shall inform the Council of the member's absence, state the reason for such absence and inquire if there is a motion to excuse the member. Upon passage of such motion by a majority of members present, the absent member shall be considered excused and the Recorder will make an appropriate notation in the minutes. If the motion is not passed, the Recorder will note in the minutes that the absence is unexcused. 1.4 Journal of Proceedings: A journal of all proceedings of the Council shall be kept by the City Clerk and shall be entered in a book constituting the official record of the Council. 1.5 Right of Floor: Any member desiring to speak shall be recognized by the Chair and shall confine his/her remarks to one subject under consideration or to be considered. 1.6 Rules of Order. Roberts Rules of Order Newly Revised shall be the guideline procedures for the proceedings of the Council. If there is a conflict, these rules shall apply. City Council Rules of Procedure Amended 08/01/2022 1.7 Remote Attendance. From time to time, it is not possible for a councilmember to attend a City Council meeting and the City would benefit by a Councilmember’s attendance by means of remote communication. The Council recognizes the benefits of fullest practicable attendance and participation by its members. Attendance from remote locations is intended to be an alternative and relatively infrequently used method for participation by Councilmembers. Remote attendance may occur in the following circumstances: (a)The City Administrator may approve a Councilmember’s written request for attendance at a Council meeting via remote communication when there is good cause. For purpose of this policy, the following shall constitute good cause and shall have priority as follows: (i) when traveling on City business; (ii) when illness, injury or family emergency prevents the Councilmember from attending; and (iii) when the Councilmember is away on planned vacations. The request and the reasons for the request shall be made in writing or via email to the City Administrator and City Clerk. The request shall be made as early as reasonably possible, to allow the City Administrator to confirm the availability of the remote communication technology and any required technical staff to participate in the meeting. (b)A Councilmember may attend via remote communication, when approved by the City Administrator, no more than four (4) times per year for planned vacations, and in no event more frequently than three (3) consecutive meetings. (c)Current technology limits the number of Councilmembers who may attend via remote communication to one Councilmember. If more Councilmembers are requesting approval to attend remotely, the priorities set forth in paragraph 1.7(a), above shall determine which Councilmember(s) may attend remotely. The Councilmembers requesting permission to attend remotely shall attempt to reach agreement on which may attend if technological limits prevent all requesting Councilmembers from attending remotely. In the absence of an agreement or a difference in priority levels, the Councilmembers who first requested remote attendance shall have priority to attend remotely. (d)In no event shall the City Administrator approve a Councilmember’s remote attendance request unless satisfactory video conferencing equipment or technology is available. Satisfactory equipment shall mean video conferencing software and connectivity to support the use of the City’s preferred video conferencing platform and complies with the requirements of state law. The device or technology must allow the Councilmember to pose and answer questions that are posed from time to time, and to permit the public to see and hear the Councilmember at all times. (e)During any meeting that a Councilmember is attending via remote communication, the presiding officer or City Administrator shall state for the record that a particular Councilmember is attending via remote communication and the reasons for such attendance. (f)Councilmembers appearing via remote communication may participate and vote during the meeting as if they were physically present at the meeting. (g)Councilmembers appearing remote communication shall comply with all rules and procedures as if they were physically present at the meeting. City Council Rules of Procedure Amended 08/01/2022 (h)In the case of executive sessions, the City Administrator may permit participation from remote location(s) only when the City Administrator on a case-by-case basis considers such participation to be necessary and the City Administrator is confident in the security of such remote communications. (i)These provisions may be superseded in the case of pandemic or other emergency during which the requirements of the Open Public Meetings Act have been suspended by operation of law or proclamation of the Governor or other official with jurisdiction. The City Council reserves the right to make exceptions to the provisions of this paragraph 1.7 via motion at any duly noticed City Council meeting. 2.Types of Meetings 2.1 Regular Council Meetings: The Council shall meet on the first and third Monday of each month at 7 p.m. When a Council meeting falls on a holiday, the Council shall meet on Tuesday following the Monday holiday. The Council may reschedule regular meetings to a different date or time by motion. The location of the meetings shall be the Council Chambers at 110 E. Third Street, unless specified otherwise by a majority vote of the Council. All regular and special meetings shall be public. 2.2 Special Meetings: Special meetings may be called by the Mayor or any four (4) members of the Council. The City Clerk shall prepare a notice of the special meeting stating the time, place and business to be transacted. The City Clerk shall attempt to notify each member of the Council, either by telephone or otherwise, of the special meeting. The City Clerk shall give at least 24 hours' notice of the special meeting to each local newspaper of general circulation and to each local radio and/or television station, which has filed with the Clerk a written request to be notified of special meetings. No subjects other than those specified in the notice shall be considered. The Council may not make final disposition on any matter not mentioned in the notice. Special meetings may be called in less than 24 hours, and without the notice required in this section, to deal with emergencies involving injury or damage to persons or property or the likelihood of such injury or damage if the notice requirements would be impractical or increase the likelihood of such injury or damage. 2.3 Continued and Adjourned Sessions: Any session of the Council may be continued or adjourned from day to day, or for more than one day, but no adjournment shall be for a longer period than until the next regular meeting. 2.4 Study Sessions and Workshops: The Council may meet informally in study sessions and workshops, at the call of the Mayor or of any three or more members of the Council, to review forthcoming programs of the city, receive progress reports on current programs or projects, receive other similar information from city department heads or conduct procedures workshops, provided that all discussions and conclusions thereon shall be informal and do not constitute official actions of the Council. Study City Council Rules of Procedure Amended 08/01/2022 sessions and workshops held by the Council are "special meetings" of the Council, and the notice required by RCW 42.30.080 must be provided. 2.5 Executive Sessions: Executive sessions or closed meetings may be held in accordance with the provisions of the Washington State Open Public Meetings Act (Chapter 42.30 RCW). Among the topics that may be discussed in executive session or closed meetings are: (1) personnel matters; (2) consideration of acquisition of property for public purposes or sale of city-owned property; and (3) potential or pending litigation in which the city has an interest, as provided in the Revised Code of Washington. The Council may hold an executive session during a regular or special meeting. Before convening in executive session the Chair shall publicly announce the purpose for excluding the public from the meeting place and the time when the executive session will be concluded. If the Council wishes to adjourn at the close of a meeting from executive session, that fact will be announced along with the estimated time for the executive session. The announced time limit for executive sessions may be extended to a stated later time by the announcement of the Chair. 2.6 Attendance of Media at Council Meetings: All official meetings of the Council and its 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 of the meetings. 3.Chair and Duties 3.1 Chair: The Mayor, if present, shall preside as Chair at all meetings of the Council. In the absence of the Mayor, the Mayor Pro Tem shall preside. In the absence of both the Mayor and Mayor Pro Tem, the Council shall elect a Chair. 3.2 Call to Order: The meetings of the Council shall be called to order by the Mayor or, in his or her absence, by the Mayor Pro Tem. In the absence of both the Mayor and Mayor Pro Tem, the meeting shall be called to order by the City Clerk or Clerk's designee for the election of a temporary Chair. 3.3 Preservation of Order: The Chair shall preserve order and decorum; prevent attacks on personalities or the impugning of members' motives and confine members in debate to the question under discussion. 3.4 Points of Order: The Chair shall determine all points of order, subject to the right of any member to appeal to the Council. If any appeal is taken, the question shall be "Shall the decision of the Chair be sustained?" City Council Rules of Procedure Amended 08/01/2022 3.5 Questions to be Stated: The Chair shall state all questions submitted for a vote and announce the result. A roll call vote shall be taken upon all questions. 3.6 Mayor - Powers: The Mayor may not make or second motions, but may participate in debate to the extent that such debate does not interfere with chairing the meeting. If the mayor wishes to participate vigorously in the debate of an issue, the Mayor shall turn over chairing of that portion of the meeting to the Mayor Pro Tem, or to another Council member if the Mayor Pro Tem is absent. The Mayor's voting rights and veto power are as specified in RCW 35A. 12. 100. 4.Order of Business and Agenda 4.1 Order of Business For Regular Meetings: The order of business for all regular meetings shall be transacted as follows unless the Council, by a majority vote of the members present suspends the rules and changes the order: (1)Call to Order (2)Pledge of Allegiance (3)Approval of the Agenda (4)Special Guests/Presentations/Proclamations (5)Public Comment (6)Consent Agenda (7)Public Hearings (8)Action Items (9)Comments from Council Members (10)Information/Administrator & Staff Reports (11)Mayor’s Report (12)Executive Session/Reconvene (13)Adjourn The Consent Agenda may contain items which are of a routine and non-controversial nature which may include, but are not limited to, the following: meeting minutes, payroll, claims, budget amendments, park use requests and any item previously approved by Council with a unanimous vote and which is being submitted to Council for final approval. Any item on the Consent Agenda may be removed and considered separately as an agenda item at the request of any Council member or any person attending a Council meeting. 4.2 Order of Business For Workshop Meetings: The order of business for all workshop meetings shall be transacted as follows unless the Council, by a majority vote of the members present suspends the rules and changes the order: City Council Rules of Procedure Amended 08/01/2022 (1) Call to Order (2) Pledge of Allegiance (3) Approval of the Agenda (4) Special Guests/Presentations (5) Workshop Items (6) Information/Administrator & Staff Reports (7) Mayor’s Report (8) Comments from Council Members/Councilmember Reports (9) Review of Consent Agenda Items for Next Meeting (10) Executive Session/Reconvene (11) Adjourn 4.3 Council Agenda: The mayor shall prepare the agenda for Council meetings. Subject to the Council's right to amend the agenda, no legislative item shall be voted upon which is not on the Council agenda, except in emergency situations (defined as situations which would jeopardize the public's health, safety or welfare). 4.4 Mayor and Council member Comments: The agenda shall provide a time when the Mayor ("Mayor's Report") or any Council member ("Comments From Council Members") may bring before the Council any business that he/she feels should be deliberated upon by the Council. These matters need not be specifically listed on the agenda, and deliberation may be deferred until a following Council Workshop. Any formal action on such matters (i.e., Council vote) may be taken at a subsequent Council meeting, except that immediate action may be taken upon a vote of a majority of all members of the Council. There shall be no lectures, speeches or grandstanding. 5. Consensus and Motions 5.1 Motions: No motion shall be entertained or debated until duly seconded and announced by the Chair. The motion shall be recorded and, if desired by any Council member, it shall be read by the Recorder before it is debated and, by the consent of the Council, may be withdrawn at any time before action is taken on the motion. 5.2 Votes on Motions: Votes shall be taken by voice vote; provided, that any member of the Council may request a roll call vote on any matter. Each member present shall vote on all questions put to the Council except on matters in which he or she has been disqualified for a conflict of interest or under the appearance of fairness doctrine. Such member shall disqualify him or herself prior to any discussion of the matter and shall leave the Council Chambers. When disqualification of a member or members results or would result in the inability of the Council at a subsequent meeting to act on a matter on which it is required by law to take action, any member who was absent or City Council Rules of Procedure Amended 08/01/2022 who had been disqualified under the appearance of fairness doctrine may subsequently participate, provided such member first shall have reviewed all materials and listened to all tapes of the proceedings in which the member did not participate. 5.3 Failure to Vote on a Motion: Any Council member present who fails to vote without a valid disqualification shall be declared to have voted in the affirmative on the question. 5.4 Motions to Reconsider: A motion to reconsider must be made by a person who voted with the majority on the principal question and must be made at the same or succeeding regular meeting. No motion to reconsider an adopted quasi-judicial written -decision shall be entertained after the close of the meeting at which the written findings were adopted. 6. Public Hearing Procedures 6.1 Speaker Sign-In: Prior to the start of a public hearing the Chair may require that all persons wishing to be heard sign in with the Recorder, giving their name and whether they wish to speak as a proponent, opponent or from a neutral position. Any person who fails to sign in shall not be permitted to speak until all those who signed in have given their testimony. The Chair, subject to the concurrence of a majority of the Council, may establish time limits and otherwise control presentations. (Suggested time limit is three minutes per speaker or five minutes when presenting the official position of an organization or group.) The Chair may change the order of speakers so that testimony is heard in the most logical groupings (i.e. proponents, opponents, adjacent owners, etc.). 6.2 Conflict of Interest/Appearance of Fairness: Prior to the start of a public hearing the Chair will ask if any Council member has a conflict of interest or Appearance of Fairness Doctrine concern which could prohibit the Council member from participating in the public hearing process. A Council member who refuses to step down after challenge and the advice of the City Attorney, a ruling by the Mayor or Chair and/or a request by the majority of the remaining members of the Council to step down is subject to censure. The Council member who has stepped down shall not participate in the Council decision nor vote on the matter. The Council member shall leave the Council Chambers while the matter is under consideration, provided, however, that nothing herein shall be interpreted to prohibit a Council member from stepping down in order to participate in a hearing in which the Council member has a direct financial or other personal interest. City Council Rules of Procedure Amended 08/01/2022 6.3 The Public Hearing Process: The Chair introduces the agenda item, opens the public hearing and announces the following Rules of Order: (1) All comments by proponents, opponents or other members of the public shall be made from the podium; any individuals making comments shall first give their name and address. This is required because an official recorded transcript of the public hearing is being made. (2) No comments shall be made from any other location. Anyone making "Out of Order" comments shall be subject to removal from the meeting. If you are disabled and require accommodation, please advise the Recorder. (3) There will be no demonstrations during or at the conclusion of anyone's presentation. (4) These rules are intended to promote an orderly system of holding a public hearing, to give every person an opportunity to be heard, and to ensure that no individual is embarrassed by exercising his/her right of free speech. · The Chair calls upon city staff to describe the matter under consideration. · The Chair calls upon proponents, opponents and all other individuals who wish to speak regarding the matter under consideration. · The Chair inquires as to whether any Council member has questions to ask the proponents, opponents, speakers or staff. If any Council member has questions, the appropriate individual will be recalled to the podium. · The Chair continues the public hearing to a time specific or closes the public hearing. 7. Duties and Privileges of Citizens 7.1 Meeting Participation: Citizens are welcome at all Council meetings and are encouraged to attend and participate prior to the deliberations of the Council. Recognition of a speaker by the Chair is a prerequisite and necessary for an orderly and effective meeting, be the speaker a citizen, Council member or staff member. Further, it will be expected that all speakers will deliver their comments in a courteous and efficient manner and will speak only to the specific subject under consideration. Anyone making out-of-order comments or acting in an unruly manner shall be subject to removal from the meeting. Use of cellular telephones is prohibited in the Council Chambers. 7.2 Subjects Not on the Current Agenda: Under agenda item "Comments From Citizens" citizens may address any item they wish to discuss with the Mayor and Council. They shall first obtain recognition by the Chair, state their name, address and subject of their comments. The Chair shall then allow the comments, subject to a three (3) minute limitation per speaker, or other limitations as the Chair or Council may deem necessary. Following such comments, if action is required or has been requested, the Chair may place the matter on the current agenda or a future agenda or refer the City Council Rules of Procedure Amended 08/01/2022 matter to staff or a Council committee for action or investigation and report at a future meeting. 7.3 Subjects on the Current Agenda: Any member of the public who wishes to address the Council on an item on the current agenda shall make such request to the Chair or Presiding Officer. The Chair shall rule on the appropriateness of public comments as the agenda item is reached. The Chair may change the order of speakers so that testimony is heard in the most logical grouping (i.e. proponents, opponents, adjacent owners, etc.). All comments shall be limited to three (3) minutes per speaker, or other limitations as the Chair or Council may deem necessary. 7.4 Manner of Addressing the Council - Time Limit: Each person addressing the Council shall step up to the podium, give his/her name and address in an audible tone of voice for the record and, unless further time is granted by the Council, shall limit his/her remarks to three (3) minutes. Agenda items "Comments From Citizens" and "Continued Comments From Citizens" shall be limited to a total of 30 minutes each, unless additional time or less time is agreed upon by the Council (dependent upon the length of the Council agenda). All remarks shall be addressed to the Council as a body and not to any member thereof. No person, other than the Chair, members of the Council and the person having the floor, shall be permitted to enter into any discussion, either directly or through the members of the Council. No questions shall be asked of the Council members, except through the Chair. 'The Council will then determine the disposition of the issue (information -only, place on present agenda, workshop, a future agenda, assign to staff, assign to Council Committee or do not consider). 7.5 Personal and Slanderous Remarks: Any person making personal, impertinent or slanderous remarks or who shall become boisterous while addressing the Council may be requested to leave the meeting and may be barred from further audience before the Council during that Council meeting by the Chair or Presiding Officer. 7.6 Written Communications: Interested parties, or their authorized representatives, may address the Council by written communication in regard to any matter concerning the city's business or over which the Council had control at any time. The written communication may be submitted by direct mail or by addressing the communication to the City Clerk who will distribute copies to the Council members. The communication will be entered into the record without the necessity for reading as long as sufficient copies are distributed to members of the audience/public. 7.7 Comments in Violation of the Appearance Of Fairness Doctrine: The Chair may rule out of order any comment made with respect to a quasi-judicial matter pending City Council Rules of Procedure Amended 08/01/2022 before the Council or its Boards or Commissions. Such comments should be made only at the hearing on a specific matter. If a hearing has been set, persons whose comments are ruled out of order will be notified of the time and place when they can appear at the public hearing on the matter and present their comments. 7.8 ”Out of Order” Comments: Any person whose comments have been ruled out of order by the Chair shall immediately cease and refrain from further improper comments. The refusal of an individual to desist from inappropriate, slanderous or otherwise disruptive remarks after being ruled out of order by the Chair may subject the individual to removal from the Council Chambers. These rules are intended to promote an orderly system of holding a public meeting and to give every person an opportunity to be heard. 8. Filling Council Vacancies and Selecting Mayor Pro Tem 8.1 Notice of Vacancy: If a Council vacancy occurs, the Council will follow the procedures outlined in RCW 42.12.070. In order to fill the vacancy with the most qualified person available until an election is held, the Council will widely distribute and publish a notice of the vacancy and the procedure and deadline for applying for the position. 8.2 Application Procedure: The Council will draw up an application form which contains relevant information that will answer set questions posed by Council. The application form will be used in conjunction with an interview of each candidate to aid the Council's selection of the new Council member. 8.3 Interview Process: All candidates who submit an application by the deadline will be interviewed by the Council during a regular or special Council meeting open to the public. The order of the interviews will be determined by drawing the names; in order to make the interviews fair, applicants will be asked to remain outside the Council Chambers while other applicants are being interviewed. Applicants will be asked to answer questions submitted to them in advance of the interview and questions posed by each Council member during the interview process. The Council members will ask the same questions of each candidate. Each candidate will then be allowed two (2) minutes for closing comments. Since this is not a campaign, comments and responses about other applicants will not be allowed. 8.4 Selection of Council member: The Council may recess into executive session to discuss the qualifications of all candidates. Nominations, voting and selection of a person to fill the vacancy will be conducted during an open public meeting. City Council Rules of Procedure Amended 08/01/2022 8.5 Selecting Mayor Pro Tem and Alternate Mayor Pro Tem: The Mayor Pro Tem and Alternate Mayor Pro Tem will be selected by a majority vote of the Council members at the second meeting in January in even years or when there is a vacancy. In selecting the Mayor Pro Tem, the Council will be guided by the following principles: • To preserve continuity in the office, the Mayor Pro Tem shall generally serve for a term of two (2) years. • The Mayor Pro Tem should have served as a Council member for at least two (2) years before appointment to the office of Mayor Pro Tem. • The Mayor Pro Tem will generally be selected from the eligible Council members who have served the longest in office. The Alternate Mayor Pro Tem will be the Council member that most recently served as Mayor Pro Tem. 9. Creation of Committees, Boards and Commissions 9.1 Citizen Committees, Boards and Commissions: The Council may create committees, boards and commissions to assist in the conduct of the operation of city government with such duties as the Council may specify not inconsistent with the city code. 9.2 Membership and Selection: Membership and selection of members shall be as provided by the Council if not specified otherwise in the city code. Any committee, board or commission so created shall cease to exist upon the accomplishment of the special purpose for which it was created, or when abolished by a majority vote of the Council. No committee so appointed shall have powers other than advisory to the Council or to the Mayor except as otherwise specified in the city code. 10. City Code of Ethics 10.1. Personal integrity. The professional and personal conduct of City elected officials must be above reproach and avoid even the appearance of impropriety. City elected officials shall endeavor to treat citizens equally and with respect and shall refrain from abusive conduct, threats of official action, personal accusations or verbal attacks upon the character or motives of other members of the Mayor or Council, boards and commissions, the staff or public. City elected officials shall maintain truthfulness and honesty and not compromise them for advancement, honor, or personal gain. Additionally, City elected officials shall not directly or indirectly induce, encourage or aid anyone to violate the Code of Ethics and it is incumbent upon City elected officials to make a good faith effort to address apparent violations of this Code of Ethics. 10.2. Respect for Process. City elected officials shall perform their duties in accordance City Council Rules of Procedure Amended 08/01/2022 with the processes and rules of order established by the City Council and board and commissions governing the deliberation of public policy issues, meaningful involvement of the public, and implementation of policy decisions of the City Council by City staff. 10.3. Conduct of Public Meetings. City elected officials shall prepare themselves for public issues; listen courteously and attentively to all public discussions before the body; and focus on the business at hand. They shall refrain from interrupting other speakers; making personal comments not germane to the business of the body; or otherwise interfering with the orderly conduct of meetings. 10.4. Decisions Based on Merit. City elected officials shall base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations. 10.5. Public Disclosure. City elected officials shall publicly disclose substantive information that is relevant to a matter under consideration by the Council or boards and commissions, which they may have received from sources outside of the public decision-making process. Council members shall represent when making public statements that opinions stated are the Member's own and do not necessarily represent those of the Council unless the Council has voted and passed an ordinance, resolution or motion that so states the expressed policy. 10.6 Punishment. The Council has power under state law to impose punishment on its members, short of removal of office, for violation of state law or Council rules. If a member of the Council shall transgress these rules, the presiding officer shall call such member to order, in which case such member shall be silent except to explain or continue in order. If the presiding officer shall transgress these rules or fail to call such member to order, any other member of the Council may, under a point of order, call the presiding officer or such other member to order, in which case the presiding officer or such member, as the case may be, shall be silent except to explain or continue in order. Additional consequences may include a verbal admonition, written reprimand, censure, expulsion from the meeting at which the conduct is occurring, removal of the Councilmember from the Council committee chair positions or committee memberships, or removal of intergovernmental duties, based on an affirmative vote of a majority of the Council; in such a vote the elected official shall not be entitled to vote. Expulsion for such behavior in the Council’s presence shall require the affirmative vote of a majority of the Council, specifying in the motion or order of expulsion the cause for expulsion. 11. Suspension and Amendment of These Rules 11.1 Suspension of these Rules: Any provision of these rules not governed by the city code may be temporarily suspended by a vote of a majority of the Council. City Council Rules of Procedure Amended 08/01/2022 11.2 Amendment of These Rules: These rules may be amended or new rules adopted by a majority vote of all members of the Council, provided that the proposed amendments or new rules shall have been introduced into the record at a prior Council meeting.