ITEM 5. 4
CITY MANAGER' S REPORT
FEBRUARY 13, 2023 CITY COUNCIL REGULAR MEETING
ITEM: OUT- OF- STATE TRAVEL APPROVAL FOR THE 2023
SAN ) OAQUIN COUNTY ONE- VOICE TRIP
RECOMMENDATION: Adopt Resolution Authorizing Out-of-State Travel for the 2023 San ] oaquin One Voice Trip to
Washington, D. C. from May 6- 11, 2023, and
Approval of Related Budget Amendment
CEQA Status: The Activity is not a Project as Defined in Section 15378 of the State CEQA Guidelines
BACKGROUND:
Over the past several years, City ofFicials have participated in approximately seventeen ( 17) San Joaquin One Voice visits to Washington D. C., to promote jurisdictional projects and needs. This year, the conference will be from May 6, 2023 through May 11, 2023. 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 all 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. $ 13, 800 A prox. $ 9, 200
2. Send 1 Council Member & Cit Mana er A rox. $ 9, 200 A rox. $ 4, 600
3. Send 1 Council Member A prox. $ 4, 600 A prox. $ 4, 600
4. Send Cit Mana er A rox. $ 4, 600 None
5. Do not send re resentatives in 2023 None None
This report identifies estimated costs to attend the One Voice visit this year.
CITY MANAGER' S REPORT PAGE 2
FEBRUARY 13, 2023 CITY COUNCIL REGULAR MEETING
2023 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 seventeen ( 17) years.
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. $ 13, 800 A rox. $ 9, 200
2. Send 1 Council Member & Cit Mana er A rox. $ 9, 200 A rox. $ 4, 600
3. Send 1 Council Member A rox. $ 4, 600 A prox. $ 4, 600
4. Send Cit Mana er A rox. $ 4, 600 None
5. Do not send representatives in 2023 None None
ATTACHMENTS:
A. Resolution Authorizing Out- of-State Travel
B. San ) oaquin One Voice 2023 Registration Information CITY MANAGER' S REPORT PAGE 3
FEBRUARY 13, 2023 CITY COUNCIL REGULAR MEETING
2023 ONE- VOICE TRIP OUT- OF- STATE TRAVEL
APPROVALS:
Teresa Varga Date
Government Services Director &
City Clerk
0 Cari James Date
Finance Dir ct r
Z - Zoz3
Salvador Navarrete Date
City Attorney
2 •9 •Z3
Ste en J. Salvatore Date
City Manager
RESOLUTION NO. 23 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP
AUTHORIZING OUT- OF- STATE TRAVEL FOR THE SAN JOAQUIN ONE VOICE TRIP TO WASHINGTON, D. C. FROM MAY 6, 2023 TO MAY li, 2023, AND
APPROVING RELATED BUDGET AMENDMENT
WHEREAS, over the past several years, City ofFicials have participated in approximately seventeen San Joaquin One Voice visits to Washington D. C., to promote jurisdictional projects and needs; 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 up 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. At that time, it estimated 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. $ 13, 800 A rox. $ 9, 200
2. Send 1 Council Member & Cit Mana er Approx. $ 9, 200 Approx. $ 4, 600
3. Send 1 Council Member A rox. $ 4, 600 A rox. $ 4, 600
4. Send City Mana er A prox. $ 4, 600 None
5. Do not send re resentatives in 2023 None None
WHEREAS, the activity is not a Project as defined in Section 15378 of the State CEQA Guidelines.
Resolution No. 23-
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop discussed the matter and hereby approves option # to have City and Council participant( s) attend the 2023 One Voice legislative event in Washington, D. C.; 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 9, 200
2 4, 600
3 4, 600 1010- 11- 10- 435- 20- 00
4 N/ A
5 N/ A
The foregoing resolution was passed and adopted this day of 202_, 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 Resolution No. 23-
San .loaquin One Voice A ACHMENT " $ p
The San Joaquin One VoiceO trip to DC is scheduled for May 8- 11, 2023 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 06- 11, 2023. SJCOG has negotiated a group rate of 369 ( 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: 06- MAY- 2023 OR 07- MAY- 2023
Check- out: 11- MAY- 2023
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 2023 San Joaquin One Voice° trip. The fee is due by April 14, 2023 and includes the costs of your materials, breakfast each day, and the SJCOG sponsored 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:
No refund of registration fees for all cancellations after April 21, 2023. Substitutions are 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 Govemments • 555 East Weber Avenue • Stockton, California 95202 Phone: 209- 235- 0600 • Fax: 209- 235- 0438 • Email: onevoice@sjcog. org qui r e i+ e°
R gi tratic n F'orm
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 participant( spouses and/ or guests must pay if they will be participating in any meals) and must be paid by April 14. 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 filling 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 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 Voice meetings.
v San Joaquin Council of Governments • 555 East Weber Avenue • Stockton, California 95202 Phone: 209- 235- 0600 • Fax: 209- 235- 0438 • Email: onevoice@sjcog. org