EPHRATA CITY COUNCIL  MAYOR BRUCE REIM  MAYOR PRO-TEM WILLAMCOE  MATILPENALISTOISARAIN MCDONNELL, VALLIMILLARD.  MNTINOORI.TONY MORA, MARK WANKE CITY ADMINISTKATOK MIKEWARREN -AGENDA FOR June 2, 2021-  ZOOM VIDEO PNMIWIVTRY  OR  CALL IN PHONE NUMBER 1-253-215-8782, follow prompts  City of Ephrata Meeting ID: 642-397-7833  7:00 PM  REGULAR: SESSION 1. Called to Order 2. Roll Call 3. Pledge of Allegiance 4. Recording of Meeting: YES Presentations: None CONSENT AGENDA  5. Additions or corrections to published Agenda  II  1. Approval of Claim Fund Bills and Checks Issued 2. Approval of Council Minutes: May 19, 2021 3. Approval of Special Event Application:  Senior Class Graduation Party,June 4, 2021 from 9:00 p.m. to 1:00a.m.  at Rock Park Plaza Utility Easement  4. Set Public Hearing for. July 7, 2021 at 7:00 p.m. - Request to Vacate Public  BILLS: Coe, Moore, Wanke    III STAFE.COMMITTEL & AGENCY REPORTS  IV CLOSED RECORD DECISIONS KCWCHAPIERS 36, OMNMIBLEINMTT) P:RMITTED)  V  PUBLIC: HEARINGS  1. Ordinance 21-05 Amendment to Ephrata Municipal Code 19.02 and 19.04  VI ORDINANCES & RESOLUTION  1.Ordinance 21-05 Amending EMC Title 19  VII ITEMS FOR COUNCIL CONSIDERATION  VIII ITEMS FOR COUNCILACTION  1.1 Policy 4085 - Reserve Fund Balance and Immaterial Collections  2. Policy 3130 - Employee Transportation  IX CITY ADMINISTRATOR REPORT  BILLS: Coe. Moore. Wanke    CITY COUNCIL MINUTES  May 19, 2021  City Council of the City of Ephrata, Grant County Washington met in regular session on May 19, 2021. The meeting was called to order at 7:00 p.m. by Mayor Bruce Due to the COVID-19 Pandemic and Governor Inslee's Proclamation 20-28, this meeting Members Present: Mayor Bruce Reim, Mayor Pro Tem William Coe, Council  Reim.  is being conducted remotely using the ZOOM video conferencing.  members Mark Wanke, Matt Moore, Sarah McDonnell, Tony City Administrator Mike Warren, City Attorney Anna Franz, Public Works Director Bill Sangster, Community Development Director Dan Leavitt, Community Relations Director Traci Bennett, Police Captain Erik Koch and City Clerk/Finance  Mora and Kathleen Allstot  Staff Present:  Director Leslie Trachsler  Motion to excuse Council member Millard. (m/s Allstot/Moore) Motion carried.  Pledge of Allegiance was said. No public signed up to speak.  Mayor Reim noted the passing of two prominent community members, former Grant County Sheriff Felix Ramon, and former Ephrata Mayor and Council Member Randy Boruff. The flag will be flown at half-staff for the remainder of this week. Agenda: There were no additions or corrections to the agenda.  Presentations: None  Consent Agenda: Motion was made to approve consent agenda. (m/s  Moore/McDonnell) Motion carried. Items on the consent agenda are as follows:  Claims #93374 through #93429 in the amount of $695,429.50    Claims #93370 through #93373 in the amount of $71,918.80  Manual Checks #86052021, 87052021, 88052021, and 89052021 in the amount  of $3,251.21  Minutes of the May 5, 2021 Council meeting Special Event Applications:  Graduation Parade June 3, 2021 at 6:00 p.m. Approval of Moon Security Contract Extension  K21 Event at Rock Park on June 12, 2021 from 8:00 a.m. to 11:30a a.m. Set Public Hearing for. June 2, 2021 at 7:00 p.m. on amendment to EMC 19.02  and 19.04  Accept donations for BOLD and SplashZone: Director Bennett advised that the Recreation Department received two $500 donations from Interstate Bank. Both are to equally support scholarships for the BOLD program and SplashZone swim lessons. Motion to accept two $500 donations from Interstate Bank for scholarships for BOLD Final Plat approval for Prairie Bluff Major Plat Phase 3B: DirectorLeavitt gave a brief staff report. This plat is located east of Ivy Street NE and north of3rd Avenue NE. The approval of the final plat allows for filing with the County Auditor completing the division of this parcel ofl land into 28 residential lots. The final plat conforms with the previously approve preliminary plat. Staffhas reviewed the required improvements and Mayor Reim asked Council to adhere to the Appearance of Fairness Disclosures and 1. Have you had any contact, including through written or other media, with any interested parties in this matter? All Counçil Members responded "No". 2. Do you have ai financial or personal interest in this matter? All Council Members 3. Can you render fair and impartial judgment, without undue ori improper influence, over this matter? All Council Member responded "Yes". 4. Does any member of the Public or the Council have a specific objection to any member of the Council hearing this matter? There were none. Motion to approve and accept the final plat for Prairie Bluff Major Plat Phase 3B. (m/s Coe/Wanke) Council discussion ensued regarding additional phases, access issues and parks/open space. Staff advised that there are two additional phases planned; developers have been opting to pay the park impact fee in lieu of dedicating open space; and access crossing the railroad tracks is cost prohibitive but we are looking at other options.  and SplashZone. (m/s Mora/Moore) Motion carried.  recommends approval.  answer the following questions.  responded "No".  Motion carried.    City Administrator Report:  Recycle Center Update: Administrator Warren updated Council on the current conditions for recycling and what options are available. Presently, the only recyclable items are paper, tin/aluminum cans, and restricted types of plastic bottles. Consolidated Disposal and Lakeside Disposal are the two companies that provide recycling services in Grant County. The City currently provides a cardboard and paper collection center for recycling free of charge. Other communities in our area provide curbside pick-up at an Council discussion ensued regarding different options; the feasibility of curbside pick-up; volume VS cost of transport; and are the citizens willing to pay for recycling. Staff will continue to work with our current contractor, Consolidated Disposal, and continue to  additional cost.  research options.  There being no further business meeting adjourned at 7:34 p.m.  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler, City Clerk    SPECIAL EVENT PERMIT APPLICATION  City of Ephrata 121 Alder Street SW Ephrata, WA 98823 (509)754-4601 ph (509) 754-0912 fax 1. Name ofEvent: 2. Setup Start Time/Date: 6/4 4.oopm. 3. Event End Time: 4. 5. 6. 7. 8. 9.  PERMIT APPROVED:  YES Date:  NO  Authorized City Signature:  of Event: Event Start Time: Clean Up End' Time/Date:  SeMOR class ufter ghud. Prpaige  6/4 9pm  a  2 an -6/s  Sponsoring Organization: SenioR Rent  Group  Event Coordinator/Primary Contact: Mailing Address: (o45 Day Phone: Email: Secondary Contact: 10. Is alcohol being served?  Reloecca Lybbert  Rd "Ephrata Cell Fax: Phone:  Maringo  771-2906  (ga)  reblyb@msn.com  YES (NO IfYES include a copy of the State Liquor Permit.  11. Do you wish to utilize any City property, such as a park?(YES) NO  IfYES, which one(s)?  Rock Park  12. Will this event include Food Vendors of any type?  (YES) NO Fat Bwrgey  Ifyes, all vendors must apply for a Temporary Food Service Permit with the County Healt"District. A list  of vendors is required to be submitted with the application.  13. Anticipated number of attendees?  50-200  THE PRIMARY CONTACT MUST LIST AI DAY OF EVENT PHONE NUMBER IF NOT LISTED ABOVE.  FOR OFFICE USE ONLY: Park & Rec. Community Development Fire  Code Enforcement Police Public Works  STAFF - INITIAL AND DATE UPON APPROVAL OR ATTACH MEMORANDUM WITH CONDITIONS.  PAYMENT AMOUNT: RECEIVED BY:  CASH CC CHECK; # DATE:  7    CITY OF EPHRATA STAFF REPORT Mayor and City Council, Mike Warren, City! Manager May 25, 2021 Public Hearing  To: From: Date: Proceeding Type: Subject:  Daniel Leavitt, Community Development Director  Ordinance- Amend Ephrata Municipal Code 19.02 and 19.04  Legislative History: June: 2, 2021 Consideration  First Presentation: Requested. Action: Staff ReportSummary  The Ephrata Municipal Code (EMC) currently does not allow correctional facilitiesi in any land use zone. The proposed amendment to EMCTitle 19 will allow correctional facilities as a conditional  usei in the Airport Enterprise zone.  Background  In March of 2021, Grant County Central Services submitted to the City a siting report for the location of a new Grant County jail. In the report were two potential Ephrata sites for the new jail; the downtown site of the current jail, and the work-release site near the Port of Ephrata on Division! Street. A third site was in the report, but that site is not within the Ephrata city limits. In response to the submittal and in accordance with the Comprehensive Land Use Plan, a site evaluation committee was formed to review the two Ephrata sites. The committee met on March 23, 2021 and determined the work-release site as the best location for the new Grant County. Jail. The committee also approved by vote, a recommendation that Ephrata Municipal Code Title 19 be amended to allow correctional facilities as a conditional use in the Airport Enterprise zone. The conditional use permit process requires a public hearing before the Hearing Examiner where citizens of Ephrata and Grant County can provide public comment.  Page1of2    On April 7, 2021, the Ephrata City Council accepted by resolution, the recommendation of the site evaluation committee and directed the Planning Commission to review amending the Municipal Code to allow correctional facilities as a conditional use in the Airport Enterprise zone. The Planning Commission met on April 22, 2021 to discuss amending the Ephrata Municipal Code. The Commission then passed a resolution proposing amendments to Chapters 19.02, Definitions, and 19.04 District Regulations of Title 19, Zoning. The proposed amendments arei in  Ordinance 21-05. Staff Recommendation  Staff recommends Council consider approving the ordinance as presented.  Attachments A. B.  Ordinance 21-05 amending EMC: Sections 19.02 and 19.04 Planning Commission Resolution 21-004  Legal Review  The following documents are attached and subject to legal review:  Date Reviewed by Legal Counsel 4/20/21  Type of Document Ordinance  Title of Document  Ordinance 21-05, Anordinance oft the City of Ephrata adopting regulations pertaining to Correctional Facilities in  the Airport Enterprise zone.  Page 2of2    ORDINANCE NO. 21-05  AN ORDINANCE OF THE CITY OF EPHRATA ADOPTING REGULATIONS PERTAINING TO CORRECTIONAL FACILITIES IN THE. AIRPORT ENTERPRISE ZONE  THE CITY COUNCIL OF THE CITY OF EPHRATA, WASHINGTON ORDAINS AS Section 1. New Section. Ephrata Municipal Code Chapter 19.02.0915 entitled "Correctional  FOLLOWS:  Facility" is hereby adopted to read as follows: 19.02.0915 Correctional Facility.  Means any prison, penitentiary, penal facility, jail, detention unit, or other facility  in which persons are incarcerated by government officials.  Section 2. Amendment. Ephrata Municipal Code Section 19.04.040 is hereby amended to read  as follows:  19.04.060 Transportation, public, and utilities land uses.  Zoning Districts  Key P= Principally Permitted Use S= Special Uses C= Conditional Uses A=A Accessory Uses  Commercial parkingl lots ors structures Hospitals Transportation: and transit facilities Railway: and bus depots, taxi stands  C C  P P P P P  C C C C C C C C C  C P  C C C C C C C C C C C PI6) C P P  C  C C C P  P    Utilitya andt transportation facilities: Electrical substations, pumpingo or transmission ofv water, gas, steam, petroleum, etc. Public facilities: Firehouses, police stations, libraries, and governmental: agencies, primary ands secondary schools, vocational schools, and colleges Accessory uses and buildings customarily appurtenant toa permitted use Wireless telecommunications façilities (WTCF)by administrative approval Wireless telecommunications facilities (WTCF)by conditional use permit (Correctionall Facility)) Battery Exchange Station Electric vehicle charging station, Levelia and2 Electricy vehicle charging station, Level3  regulating devicesf for the aaaaaagann CP  administrative offices of C 1c celcle SnS  A A A A A A A A A A A A A A P  pizw3)  Pi2M3)  pt2x3) pi23)  plIxs  ptixa) paxs pixa)  P  CISND) CSK 3) CSK3) CISX0) CISX3) C(543)  C4R3 CS C1443) C14X3) C13) C143 C14X3) P  ((C) A P P  P P  P P P P P P P P P P  P P A P P  P P P  P P A P P  Section 3. Effective Date. This ordinance shall take effect and be in full force five (5) days after  this ordinance or a summary thereofc consisting oft the title is published.  PASSED by the City Council of the City of Ephrata, Washington, this  day of  2021.  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler, City Clerk/Finance Director    APPROVED ASTOI FORM:  Katherine L. Kenison, City Attorney  PASSED the APPROVED the PUBLISHED the  day of day of day of  2021. 2021. 2021.    Resolution No. 21-004  A RESOLUTION RECOMMENDING APPROVAL OF AMENDMENTS TO THE EPHRATA MUNICIPAL CODE  TITLE 19, ZONING  FINDINGS:  1. WHEREAS, the Ephrata Planning Commission has reviewed the permanent zoning regulations as proposed by the City of Ephrata Community Development Director including amendments to Chapter 19.02, Definitions, and 19.04, District Regulations of Title 19, Zoning, to address correctional facilities in the. Airport Enterprise Zone as set forth in the work plan established under 2. WHEREAS, the Ephrata Planning Commission finds that it is in the public interest to adopt the amendments to Chapters 19.02, Definitions, and 19.04 District Regulations ofTitle 19, Zoning. THE EPHRATA PLANNING COMMISSION DOES HEREBY RESOLVE AS FOLLOWS:  City Council Resolution No. 21-005.  1. The Ephrata Planning Commission recommends that the Ephrata City Council approve the proposed amendments to Chapters 19.02, Definitions, and 19.04 District Regulations of Title 19, THIS RESOLUTION was passed and adopted at the regular meeting of the Planning Commission oft the  Zoning, attached tot this resolution as Exhibit A. City of Ephrata, Washington on theaardday oflpul  2021.  Tom MoncriefChair  ATTEST: Baehupr Stacy Hoaper, Setretary    EDEPHEA  CITY OF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Manager Leslie Trachsler, Finance Director May25, 2021 Council Action Policy 4085 Legislative History: June: 2, 2021 N/A Council Approval  To: From: Date: Proceeding Type: Subject:  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: Policy recommendation to establish reserve target level for General Discussion/Analyss: The City has been striving to increase the General Fund reserve balance. This policy defines the parameters of what the target goal is for a reserve balance and to assign any dollars over that amount for capital purenasesymprovemens, Additionally, it defines what "immaterial" is which will aidi int the evaluation of certain collections and expenditures. This policy in no way authorizes the spending of these dollars. It is just a tool that allows Mayor/staff toi intentionally set dollars aside for emergency reserve and capital  Fund and define 'immaterial" collections/expenses.  improvements/ purchases. Financial Implications: N/A Attachments A.  Staff Recommendation: Council approve and accept Policy 4085  Proposed Policy 4085  Page 1of2    Legal Review  Thei following documents are attached and subject to legal review:  Date Reviewedk by LegalCounsel 5-24-2021  Type of Document Policy  Title of Document  Reserve Fund Balance andl Immaterial Collections  Page 2of2    PERSONNELPOLICY 1. Purpose  NO.4085  RESERVE FUND BALANCE AND IMMATERIAL COLLECTIONS  The purpose of this policy is to designate General Fund Reserve Balances and define Immaterial  Collections and Expenditures.  2. Cash Balances as prescribed by the State Auditor's Office  Unspendable: Portion off fund balances that cannot be spent, i.e. permanent endowments Restricted: Portion of fund balances that can be used only for specific purposes and have been Committed: Portion oft fund balances Council hasi implemented specific limitation/Purposes on Assigned: Portion of fund balances that reflects Council's intended use - no specific designation Unassigned: Remaining balances after all other classifications have been applied  restricted by RCW/WAC or other external party through the passage of an Ordinance or Resolution  3. Reserve Fund Balance  Al healthy unassigned fund balance is needed to provide cash flow to pay expenditures when due. A fund balance reserve target allows for cash flow while the city waits to receive its tax collections and: shared revenues. The unassigned fund balance is also a security against unforeseen changes or needs. The general fund unassigned fund balance should be approximately 25-30% of budgeted expenditures of the Reserves above the targeted reserve level in the General Fund may be assigned by the Mayor for future capital purchases or improvements. Use of Reserve Balances will be determined by the City Council  general fund.  through the next budget cycle or budget amendment.  4. Immaterial Collections  Iti is the intent of the City that collections or expenditures are considered immaterial ift the aggregate  amount is 2% or less of the annual collections or expenditures for that fund.    ADE  CITYOF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City! Manager Leslie Trachsler, Finance Director May 21, 2021 Council Action Policy 3130 Legislative History: June 2, 2021 N/A Motion to approve  To: From: Date: Proceeding Type: Subject:  First Presentation: Second Presentation: Requested Action: offenses.  Staff Report Summary: Udate policy to reflect consistency with union contract and vehicular Discussion/Analysis: Use of City vehicles is part of the Police Officers Collective Bargaining Agreement. This modification provides consistency with this agreement and makes corrections  tot the legal offenses.  Staff Recommendation: Council approve and accept amended Policy 3130  Financial Implications: N/A Attachments A.  Policy 3130  Page: 1of2    Legal Review  Thei following documents are attached and subject to legal review:  Date Reviewedby Legal Counsel  Typec of Document  Title of Document  Page2of2    PERSONNEL POLICY EMPLOYEETRANSPORTATION  NO:3130  Use of Cityowned vehicles: City owned vehicles are to be used for official business only. Employees who are "on call" as determined by the City Administrator may be given permission to take a vehicle home. This permission is to expedite the response time for an emergency situation. At no time shall any city owned vehicles be used for personal use, such as shopping, stopping at restaurants to eat or drink, or to run personal errands. The use of city owned vehicles for regular meals will be permitted when vehicles are being used for official business and/or out of town travel. All department heads are responsible, and will be accountable for, the use of all vehicles in their departments to insure compliance with this policy. All department heads shall insure that any department policies are consistent with this policy. An employee authorized to drive a City vehicle while on official business must have a current Washington operator's permit. Employee's operating City vehicles shall observe all Unless-speeieallewempled-bytReCWy-AdiRSse,moempleyeeshalrbeissueda-City-vehiele Ressthey-resdewhmieradauseFCiyHax City employees issued a City vehicle shall reside within as seven (7)mile radius of City Hall: with the exception of commissioned police officers, who will be bound by the terms of the Collective Bargaining Agreement. The City When employee(s) are required to attend training or classes longer than fourteen days in duration and more than 90 miles away, such as Basic Law Enforcement Academy, the following policy shall apply: 1) The employee(s) will be assigned a vehicle if onei is available. The employee may be requiredt to 2) Ifa vehicle is not assigned to the employee(s) than the City will reimburse mileage for one round- Any unique or unforeseen circumstances that would necessitate amending this policy must be pre- An annual background check will be performed for all employees and volunteers authorized to drive City vehicles. If unable meet the qualifications to operate a vehicle under this policy, employees and volunteers whose essential job function involves driving City vehicles may be subject to transfer, Any employee or volunteer authorized to drive City vehiçles must meet the following three qualifications:  traffic laws, rules, and regulations.  Administrator may make exceptions on a case-by-case basis.  carpool or otherwise limit expenses to the City. trip home per month of training.  approved, prior to travel, for full reimbursement.  demotion, and/or termination,  1) Valid Washington State Driver's License. 2) Nos serious offenses within the last three years. 3) Acceptable rating on the Annual Driving Matrix. Serious offenses are defined as convictions of the following:  1) DUI 2) License Suspended 3) VUCSA  4) Reckless Driving- or similar conviction 5) Eluding al Police Officer- or similar conviction 6) Leaving the Scene of an Accident- or similar conviction 7) VehsuarMamaghe-eF-OFSBHArcONwcteN Vehicular Assault  8) Vehicular Homicide  Policy 3130amend 6_02.2021.docx    Ifa ane employee or volunteer disputes the results of an annual background check, an appeal may be filed with the City Administrator, in writing, within 10 calendar days of notification from their supervisor. The City Administrator, the Chief of Police, and the Mayor will review the appeal. A hearing shall bel held with the reviewers where the employee or volunteer may introduce such evidence or materials to: support their appeal. Following the hearing, a determination will be made by the reviewers, in writing, within 10 calendar days. This determination  shall be final. DEFINITIONS  1. "Major Collision" is a collision, which involves life threatening injuries or loss of Human life. 2. "Moderate Collision" is one that involves one or more individuals being treated for non-life threatening injuries or one in which one or more vehicles are transported from the scene by a tow truck or other vehicle, or a minor collision that involves any other non-City vehicle. 3. "Minor Collision" is one in which involves one or more vehicles without any injuries and all vehicles are able to leave the collision scene safely and under their own power. 4. "At Fault Collision" shall mean an accident where, absent environmental or technological mitigating circumstances, and representing no pattern of driving incidents, the driver was officially determined by thei investigating officer tol be solely responsible for the incident. For example, a snowplow operating in hazardous, icing conditions (or suffering a mechaniçal failure) that slides through an intersection striking another vehicle would not represent an Atl Fault  Collision, unless it demonstrated aj pattern of behavior for the driver.  Annual Driving Matrix  OAt Fault Accidents Acceptable Acceptable Acceptable  1At Fault Accident Acceptable  2At Fault Accidents Conditional Unacceptable Acceptable  3+ At Fault Accidents  OMoving Violations 1Moving Violation 2Moving Violations 3Moving Violations 4+ Moving Violations  Acceptable Unacceptable Unacceptable Conditional Unacceptable Unacceptable  Acceptable  Conditional Unacceptable Unacceptable Unacceptable Unacceptable Unacceptable Unacceptable Unacceptable  Acceptable  *Conditional Acceptable-Subyect to approval by the City Administrator, with justification documented inj personnel  file.  POST-COLLISION ACTIONS  Immediately aftera collision, the following process shall be followed:  1. Major Collisions shall require al blood screening for alcohol and controlled substances. 2. Moderate Collisions shall require a portable breath tester for alcohol and a urinalysis for 3. Minor Collisions shall only require alcohol or controlled substances tests if there are additional  controlled substançes.  Policy 3130 amend 6.02-2021.docx    circumstances that create ar reasonable suspicion in the mind of the employee' 's supervisor. 4. Use of alcohol or controlled substances or illegal drugs following a collision is strictly prohibited. 5. Post-collision alcohol testing will be administered within two-hours following the collision. Employee(s) required to take a post-collision alcohol test, shall refrain from alcohol use or consumption for eight-hours following a collision, or until he/she undergoes a post- collision 6. Post-collision controlled substances testing will be administered within 32-hours following the 7. An employee who is subject to post-collision testing shall remain readily available for such testing or may be deemed by the City to have refused to submit to testing. 8. Mandatory documentation is required for any delay inj post-collision testing. 9. Post-collision testing conducted by Federal, State or local officials having independent authority 10. Nothing in this section shall be construed to require the delay of necessary medical attention for injured people following a collision or to prohibit the driver from leaving the scene of an accident for the period necessary to obtain assistance in responding to the collision, or to obtain necessary  alcohol test, whichever occurs first.  collision.  is recognized as meeting this requirement.  emergency medical care  Use of private vehicles: Ifan employee is required by his or her supervisor to use aj personal vehicle in the performance of official duties, he or she shall be reimbursed by the City for the mileage driven at the rate as established byt the IRS. The City credit cardi is not to be used for the purchase of fuel for privately owned vehicles. Marking of City Vehicles: AlI City owned vehicles (except those allowed under RCW 46.08.030) must be marked with the City of Ephrata name and the words "For Official Use Only". An allowed alternative is thes same information plainly and conspicuously marked on the lower left-hand corner of the rear window. Markings must be onat transparent adhesive material and conform to the: standards established by the Department of General Administration under RCW 43.19.554(1). Vehicles classified as rolling stock shall likewise be marked with the Collisions: Ifwhile operating a City owned vehicle or a privately owned vehicle in the performance of official duty, an employee is involved in a collision resulting inj personal injury or property damage he or shes shal!:  official Seal oft the City.  I) 2)  Request that all parties and properties concerned remain at the scene of the collision if possible Refrain from any discussion of the collision with anyone other than thei investigating law enforcement representative, appropriate City officials, and representatives of the Insurance provider designated by the City and representatives of his or her own Insurance provider if the Be disciplined only after he or she has a meeting with his or her supervisor and/or department head, andi it is determined that the employee was responsible for the collision.  until a law enforcement representative has released them.  employee's privately owned vehicle is involved.  3)  Expenses: When any City offiçer or employee or other officially authorized person is required to travel on the business of the City, he or she shall be entitled to receive his or her actual and reasonable expenses for lodging, and other necessary expenses when traveling outside of the City. Authorized or mandatory meetings inside the City The employee shall receive mileage provided that such transportation be by use of privately owned motor vehicle not a public conveyance. The transportation expense shall be at a rate established by the IRS for each mile actually and necessarily traveled on such business and provided that traveling expense shall not be received for travel from the residence of the officer or employee to or from his or her place of employment. The City credit card is not tot be  limits that include ai meal may also be reimbursed by the City.  used to for the purchase of fuel for privately owned vehicles.  Policy 3130 amend 6.02.2021.docx    Prior to departure upon said travel authorization must be approved by the Department Head and expenses must have been' budgeted for. Upon return, the employee/official using the City credit card] has five (5) days from the date of charges (o submit a fully itemized travel expense reimbursement report approved by the: authorized approval authority along with an approved purchase order with correct charge account coding to accounts payable. Meals are not to be purchased on the City's credit card. The employee will be paid for meals according to the following  schedule:  Breakfast Lunch Dinner  $16.00 $18.00 $30.00  ifg gone from City! before 6:00a.m. ifg gone from City between 11:00a.m. and 3:00 p.m. ifg gone from City after 6:00 p.m.  Ifmeals are provided in the registration fee, there will be no reimbursement for those meals to the employee. Compensation will not be provided for banquets, golf packages, tours etç. outside the scope of the allowed schooling, seminar, training courses etc. Compensation will be allowed for schooling, seminars, training courses etc. that require additional hours over a normal 81 hour day. The employee's regular shift, to accommodate training, may be altered to coinçide with the scheduled schooling, seminar and training courses etc. Use of City Credit Card: When any City officer or employee or other officially authorized person isr required to travel on the business of the City, he or she may have use of the City Credit Card. Authorized uses of the City Credit Card are for the actual and reasonable expenses for, lodging and other necessary expenses while traveling. If the employee or other officially authorized person has use ofa City owned vehicle, the Credit Card may be used for the purchase of fuel. Ifthe employee is required to use a personal vehicle in the performance of official duties, the City Credit Card is not to be used for the purchase off fuel for that vehicle; instead the employee or officially authorized person will be reimbursed actual mileage at the rate established by thel IRS. The officer, employee or other officially authorized person using the City Credit Card has five (5) days from the date of charges tos submit a fullyi itemized travel expense report approved by the: authorized approval authority along with an approved purchase order with correct charge account coding to accounts payable. Any charges against the City credit card that are not properly identified on the travel expense report, or not allowed; following audit required Ifdisallowed charges are not paid, then the City Administrator is authorized to assert al lien authorized by RCW 42.24.115, and may withhold any or all funds payable to or to become payable to the official or employee up to the amount of disallowed charges, late fees and interest at the same rate as charged by the company which issued the credit card. The City Administrator may also revoke the use of the City Credit Card by any official or employee when disallowed charges are outstanding. Failure tos submit travel expense reports and purchase order in a timely  by RCW 42.24.080, shall be paid by the charging official or employee.  manner will resulti in disciplinary action.  Revised 11-1-2001 Revised 4-2005 Revised 6-2008 Revised 10-2008 Revised 06-18-2014 Revised 11-20-2019 Revised 04-21-2021 Revised 06-02-2021  Policy 3130 amend 6.02.2021.docx