CITY MANAGER' S REPORT
ITEM 5. 1
MARCH 14, 2022 CITY COUNCIL REGULAR MEETING
ITEM: OUT- OF- STATE TRAVEL APPROVAL FOR THE 2022
SAN 70AQUIN COUNTY ONE- VOICE TRIP
RECOMMENDATION: Adopt Resolution Authorizing Out-of-State Travel for Up to Two Council Members and the City
Manager to Attend the 2022 San Joaquin One Voice
Trip to Washington, D. C. from May 7- 13, 2022, and
Approval of Related Budget Amendment
BACKGROUND:
Over the past several years, City officials have participated in fifteen San Joaquin One Voice visits to Washington D. C., to promote jurisdictional projects and needs.
On August 9, 2021, the City Council adopted resolution 21- 4943 authorizing travel for representation from the City; however due to the increase in COVID- 19 cases and new variants, the San Joaquin Council of Governments ( SJCOG) trip was cancelled September 2021.
This year, the conference will be from May 7, 2022 ( arrival date) through May 13, 2022 ( checkout date). In order to prevent a quorum from doing City business during the trip, attendees have traditionally been limited to two ( 2) members of the Council, one of whom may include the Mayor.
City policy requires Council approval for a l out- of- state travel. Additionally, commencing with the FY 2012/ 13 budget process, Council voted to eliminate the One Voice expense from the City Council' s budget. The same was done for subsequent fiscal years. The travel funds were removed from the Council budget with the notion that if Council elected to have one or two Councilmembers attend this event, a budget amendment would be required depending on the selected option.
The City Manager' s travel budget was kept unchanged, therefore, if Council elects to send the City Manager to attend this event, funds are available in the current budget. If Councilmembers are interested in attending, the following options are available for consideration.
Options Include Cost Budget
Amendment
1. Send 2 Council Members & Cit Mana er A rox. $ 11, 400 A rox. $ 7, 600
2. Send 1 Council Member & Cit Mana er A rox. $ 7 600 A rox. $ 3 800
3. Send 1 Council Member A rox. $ 3 800 A rox. $ 3 800
4. Send Cit Mana er A rox. $ 3 800 None
5. Do not send re resentatives in 2022 None None
This report identifies estimated costs to attend the One Voice visit this year.
CITY MANAGER' S REPORT PAGE 2
MARCH 14, 2022 CITY COUNCIL REGULAR MEETING
2022 ONE- VOICE TRIP OUT- OF- STATE TRAVEL
REASON FOR RECOMMENDATION:
This trip helps to promote regional projects. In addition, the City has benefited with more than $ 1, 790, 000 in federal appropriations from its efforts over the past fifteen ( 15) years. Tonight, prior to this report, staff recommended a resolution approving Louise Avenue/ I- 5 Interchange and Lathrop Road/ I- 5 Interchange as two priority projects for Federal funding to SJCOG for the 2022 One Voice Trip. These interchange projects are aligned with the thematic concept of trade corridors to enhance the transportation of goods to and from the City of Lathrop.
FISCAL IMPACT:
Depending on tonight' s decision by Council, a budget amendment from the General Fund Reserves to the City Council Training and Travel Account ( Fund 1010- 11- 10- 435- 20- 00) will be required to fund Council participants to attend this years' One Voice Legislative Event. The budget amendment amount may vary depending on the option selected by Council.
Options Include Cost Budget
Amendment
1. Send 2 Council Members & Cit Mana er A rox. $ 11 400 A rox. $ 7 600
2. Send 1 Council Member & Cit Mana er A rox. $ 7 600 A rox. $ 3 800
3. Send 1 Council Member A rox. $ 3 800 A rox. $ 3 800
4. Send Cit Mana er A rox. $ 3 800 None
5. Do not send re resentatives of the Cit in 2022 None None ATTACH M ENTS:
A. Resolution Authorizing Out- of- State Travel
B. San Joaquin One Voice 2022 Registration Information
CITY MANAGER' S REPORT PAGE 3
MARCH 14, 2022 CITY COUNCIL REGULAR MEETING
2022 ONE- VOICE TRIP OUT- OF- STATE TRAVEL
APPROVALS:
7 WG//
resa Varg Date
overnment Services Director &
City Clerk
3 9
Cari Jame Date
Finance i ector
3 - - a zZ
Salvador Navarrete Date
City Attorney
3'• ZZ
Step en J. Salvatore Date
City Manager
RESOLUTION NO. 22-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP
AUTHORIZING OUT- OF- STATE TRAVEL FOR UP TO TWO COUNCIL MEMBERS AND THE CITY MANAGER TO ATTEND THE SAN 70AQUIN ONE VOICE TRIP TO WASHINGTON, D. C. FROM MAY 7, 2022 TO MAY 13, 2022, AND
APPROVING RELATED BUDGET AMENDMENT
WHEREAS, over the past several years, City officials have participated in fifteen San Joaquin One Voice visits to Washington D. C., to promote jurisdictional projects and needs; and
WHEREAS, the City Council adopted resolution 21- 4943 authorizing travel for representation from the City; however due to the increase in COVID- 19 cases and new variants, the San Joaquin Council of Governments ( SJCOG) trip was cancelled in September 2021; and
WHEREAS, in previous years, the Mayor, a Council Member, and the City Manager have participated on the trip; and
WHEREAS, in order to prevent a quorum from doing City business during the trip, attendees have traditionally been limited to two ( 2) members of the Council, one of whom may include the Mayor; and
WHEREAS, commencing with FY 2012/ 13 budget process, Council approved to eliminate the One Voice expense from the City Council' s budget for a savings of 3, 500 for that fiscal year; and
WHEREAS, the travel funds for subsequent fiscal years were also removed from the Council budget with the notion that if Council elected to have one or two City Council Members attend the One Voice legislative event, a budget amendment request would come back to Council for approval; and
WHEREAS, the City Manager' s travel budget was kept unchanged, therefore, if Council elects to send the City Manager to attend this years' One Voice legislative event, funds are available; and
WHEREAS, the following options were considered by Council:
Options Include Cost Budget
Amendment
1. Send 2 Council Members & Cit Mana er A rox. $ 11, 400 A rox. $ 7, 600
2. Send 1 Council Member & Cit Mana er A rox. $ 7, 600 A rox. $ 3, 800
3. Send 1 Council Member A rox. $ 3, 800 A rox. $ 3, 800
4. Send Cit Mana er A rox. $ 3, 800 None
5. Do not send re resentatives in 2022 None None
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop hereby approves option # to have City and Council participant( s) attend this years' One Voice legislative event; and
BE IT FURTHER RESOLVED, that the City Council of the City of Lathrop approve the corresponding budget amendment based on the selected option, from the General Fund Reserves to the City Council training and travel account:
O tion # Bud et Amendment Fund Account
1 7, 600
2 3, 800
3 3, 800 1010- 11- 10- 435- 20- 00
4 N/ A
5 N/ A
The foregoing resolution was passed and adopted this 14t'' day of March 2022, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney San Joaquin One Voice AttachmentB
The first San Joaquin One VoiceO trip to DC since the pandemic is scheduled for May 8- 12, 2022 in Washington, DC*. The firm of C. J. Lake, LLC is once again scheduling and facilitating our meetings with our Congressional representatives, various transportation officials, and others from USDOT, housing, education, air quality, and water agencies.
Accommodations:
A block of rooms is being reserved at the Hilton Washington DC Capitol Hill Hotel ( formerly Washington Court Hotel) for May 07- 13, 2022. SJCOG has negotiated a graup rate of 349 ( plus applicable taxes) for single and double occupancy. More details regarding accommodations will follow.
Link: Click to book a room
Group Name: San Joaquin Council of Governments
Group Code: SJCG
Check- in: 07- MAY- 2022 OR 08- MAY- 2022
C heck- out: 13- MAY- 2022
Hotel Name: Hilton Washington DC Capitol Hill
Hotel Address: 525 New Jersey Ave NW Washington,
DC, District of Columbia 20001
Registration:
A $ 175 registration fee is required for each participant attending the 2021 San Joaquin One Voice° trip. The fee is due by April 08, 2022 and includes the costs of your materials, breakfast each day, and the Wednesday evening reception.
The registration fee for SJCOG Board members ( or their elected designee) is waived, however, we do ask that everyone complete the attached form. Spouses and guests may participate in breakfasts/ receptions on a per-diem basis.
Transportation:
Everyone is responsible for booking their own transportation to and from Washington, DC.
SJCOG Board members ( or their elected designee) shall be reimbursed for 50% of their airfare and hotel costs.
Cancellation Policy:
All cancellations after April 08, 2022 are subject to payment for all costs; i. e. meals, copying fees, etc. Substitutions are always accepted.
Additional Information:
A pre-trip planning session will be scheduled in early April ( date and time are pending). We will be discussing logistics for the trip and identifying lead speakers and discussing their roles.
Please note that plans may be subject to change due to the status of COVID- 19 at the time of the trip, ability to meet in person with administration and legislative persons, and travel restrictions
San Joaquin Council of Governments • 555 East Weber Avenue • Stockton, California 95202 Phone: 209- 235- 0600 • Fax: 209- 235- 0438 • Email: onevoice2022@sjcog. org a `"'. a ' a ''"
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Name Title:
Organization:
Address: City:
State/ Zip: Phone:
Email: Cell Phone:
Cost is $ 175 per person and includes all breakfasts and the Wednesday evening reception.
Registration fees apply to each participan# ( spouses and/ or guests must pay if they will be participating in any meals) and must be paid by April 15. The reqistration fee is waived for SJCOG Board members. Registration fees underwrite the direct costs of the trip.
Amount Enclosed $
Additional Contact Information:
If you are fil(ing out this registration form for someone and would like to be included in future communication for scheduling purposes please include your contact information below:
Name: Title:
Email: Phone:
Please Note:
The purpose of the San Joaquin One VoiceO trip is to seek federal support or funding for projects of broad community- wide benefit and regional significance within San Joaquin County. In order to accomplish this goal, we need to present a unified presence as we meet with Congressional, Legislative, and Departmental representatives to advocate for the regionally significant issues that have been agreed upon during the COG selection process.
We understand many of our public officials do double- duty while in D. C. However, please keep in mind the effectiveness of the scheduled One VoiceO meetings rely on participation from our delegates. Please discuss any separate meetings you may be scheduling with our staff so the One VoiceO meeting schedule can be modified to insure maximum and comprehensive attendance at all One VoiceO meetings.
vo cE San Joaquin Council of Governments • 555 East Weber Avenue • Stockton, California 95202 Phone: 209- 235- 0600 • Fax: 209- 235- 0438 • Email: onevoice2022@sjcog. org