ITEM 5. 3
CITY MANAGER' S REPORT
FEBRUARY 10, 2025 CITY COUNCIL REGULAR MEETING
ITEM: OUT OF STATE TRAVEL APPROVAL FOR THE 2025
SAN JOAQUIN COUNCIL OF GOVERNMENTS ( SJCOG)
ONE VOICE TRIP
RECOMMENDATION: Council to Discuss and Consider Adopting a Resolution Authorizing Out of State Travel for the
2025 San Joaquin One Voice Trip to Washington,
D. C. from May 18- 22, 2025, and Approval of Related
Budget Amendment
BACKGROUND:
Over the past several years, City officials have participated in approximately nineteen ( 19) San Joaquin One Voice visits to Washington D. C., to promote jurisdictional projects and needs. This year, the conference will be held from May 18, 2025 through May 22, 2025.
State law 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 Trip 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 Councilmembers attend this event, a budget amendment would be required depending on the selected option.
The City Manager' stravel 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 & City Manager Approx. $16, 200 Approx. $10, 800
2. Send 1 Council Member & City Manager Approx. 510, 80 Approx. S5, 400
3. Send 1 Council Member Approx. 65, 400 Approx. $5, 400
4. Send City Manager Approx. S5, 400 None
5. Do not send representatives in 2025 None None
This report identifies estimated costs to attend the One Voice visit this year. * The proposed cost estimate is based on average from those that attended the 2024 One Voice trip.
CITY MANAGER' S REPORT
FEBRUARY 10, 2025 CITY COUNCIL REGULAR MEETING
2025 ONE VOICE TRIP OUT OF STATE TRAVEL
PAGE 2
This trip assists with promoting regional projects that align with the San Joaquin Council of Governments' themed concepts of Environmental Sustainability, Trade Corridors, Innovation, Technology Growth Management, and Social Equity and Mobility. Therefore, during the December 9, 2024, City Council Regular Meeting, the City Council approved the Louise Avenue and Interstate 5 Project, CIP PS 06- 06, as the City of Lathrop submittal for the 2025 San Joaquin Council of Governments One Voice Project Nominations. The City will pursue approximately
26. 6 Million for design, right -of -away acquisition, and construction.
FISCAL IMPACT:
Depending on the direction provided by the City Council, a budget amendment from the General Fund Reserves to the City Council Training and Travel Account ( Fund 1010-1- 10- 435- 20- 00) will be required to fund the cost of travel. The budget amendment amount may vary depending on the option selected by City Council.
The SJCOG has confirmed that they will reimburse the Delegate Board Member for the following:
50% of airfare and hotel expenses.
100% of ride -share, mileage, or taxi services.
Per diems will be covered ($ 10 for breakfast, $15 for lunch, and $ 30 for dinner), based upon SJCOG' spolicy.
Certain expenses, such as flight upgrades, additional hotel nights beyond the specified group rate period ( May 18 - 22, 2025), and rental cars are not reimbursed by SJCOG. The 2025 Regional Committee Appointment for Calendar Year 2025 assigned to the San Joaquin Council of Governments - Board of Directors is Mayor Akinjo who serves as Chair of the Board.
Options Include Cost Budget
Amendment
1. Send 2 Council Members & City Manager Approx. $16, 200 Approx. 510, 80
2. Send 1 Council Member & City Manager Approx. $10, 800 Approx. 55, 400
3. Send 1 Council Member Approx. S5, 400 Approx. S5, 400
4. Send City Manager Approx. 55, 400 None
5. Do not send representatives in 2024 None None
ATTACHMENTS:
A. Resolution Authorizing Out -of -State Travel Approval for the 2025 San Joaquin Council of Governments ( SJCOG) One Voice Trip
B. San Joaquin One Voice 2025 Registration Information
CITY MANAGER' S REPORT
FEBRUARY 10, 2025 CITY COUNCIL REGULAR MEETING
2025 ONE VOICE TRIP OUT OF STATE TRAVEL
APPROVALS:
esa Vargas
vernment Services Director &
City Clerk
Ca
Financ- Director
PAGE 3
Date
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Date
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Thomas Hedegard Date
Deputy City Manager
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Michael King Date
Assistant City Manager
Salvador Navarrete Date
City Attorney
Stepp 1 J. Salvatore Date
City Manager
RESOLUTION NO. 25 -
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 18, 2025 TO MAY 22, 2025, AND
APPROVING RELATED BUDGET AMENDMENT
WHEREAS, over the past several years, City officials have participated in approximately nineteen San Joaquin One Voice visits to Washington D. C., to promote jurisdictional projects and needs; and
WHEREAS, in previous years, the Mayor, Council Members, and the City Manager have participated on the trip; and
WHEREAS, commencing with FY 2012- 13 budget process, Council approved to eliminate the One Voice expense from the City Council' sbudget. 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 City Council Members attend the One Voice legislative event, a budget amendment would be required depending on the selected option; and
WHEREAS, the City Manager' stravel 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 & City Manager Approx. $16, 200 Approx. $10, 800
2. Send 1 Council Member & City Manager Approx. $10, 800 Approx. $5, 400
3. Send 1 Council Member Approx. $ 5, 400 Approx. $ 5, 400
4. Send City Manager Approx. 55, 400 None
5. Do not send representatives in 2025 None None
Resolution No. 25-
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 2025 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:
Option # Budget Amendment Fund Account
1 10, 800
4 2
3 S5, 400
N/ A
5, 400
1010-1- 10- 435- 20- 0
5 N/ A
The foregoing resolution was passed and adopted this 10th day of February 2025, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Paul Akinjo, Mayor
ATTEST:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney APPROVED AS TO FORM:
Resolution No. 25-
Accommodations:
A room block is reserved at the Hyatt Regency Washington on Capitol Hill for May 18- 22, 2025. (There is a highly limited number of rooms for those who want to arrive Saturday, May 17th). SJCOG has negotiated a group rate of $ 349 or $ 364 ( plus applicable taxes) for single and double occupancy. Rooms are first come, first serve.
Link:
Group Name:
Group Code:
Hotel Name and Address:
Click to book a room
San Joaquin Council of Governments
G- JOAA
Hyatt Regency Washington on Capitol Hill
400 New Jersey Ave NW Washington, DC, District of Columbia 20001 Sunday
May 18
Monday
May 19
Tuesday
May 20
Wednesday
May 21
ETINGS
Thursday
May 22
csr
Participant and Guest Contact Information:
Name: Title:
Organization:
Address: City:
Email: Phone:
Guest Name: CeII Phone:
Registration fees are $ 325 per participant and $ 75. 00 per guest. Materials, all breakfasts, and the Wednesday evening reception are included. If your guest will not be participating in the events, no registration is required.
Participation fees are due on or before April 21. The registration fee is waived for SJCOG Board members.
Amount Enclosed: $
Cancellation Policy: No refund of registration fees for all cancellations after April 25, 2025.
San Joaquin Council of Governments • 555 East Weber Avenue • Stockton, California 95202 Phone:
One Voice®
209-35- 0444 •
is a
Fax: 209-35- 0438 • Email: onevoice@sjcog. org
registered trademark of the San Joaquin Council of Governments