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Home My WebLink AboutCITY COUNCIL RETREAT for 02/25/2016 CITY e,nton 1R AGENDA City Council Retreat 8:30 AM -Thursday, February 25,2016 Maplewood Greens, Cedar Room 8:30 am 1. WELCOME & REVIEW OF AGENDA & OUTCOMES Overview&Orientation of Existing Plans a) Planning Documents-when adopted and any scheduled review dates b) Orienting New Councilmembers to Process c) Decision to Prioritize or Review Plans 10:30 am Break 10:45 am 2. DOWNTOWN REVITALIZATION a) Update on Administration & Developer Activities to date b) Brainstorming Ideas from Council c) Review Adopted Downtown Plan & Discuss Possible Revisions d) Proposed Two-way Street Conversion -Conceptual/Design Drawings e) Ideas to Improve Piazza Park f) Ideas to Revitalize/Repurpose the Event Center g) Safety Noon Lunch 12:30 pm 3. DOWNTOWN REVITALIZATION - Continued Discussion 2:00 pm Break 2:15 pm 4. COUNCIL COMMITTEE STRUCTURE & PROCESS a) Purpose &Scope b) Expectations of Council and Staff 3:00 pm 5. COUNCIL COMMUNICATIONS & "COUNCIL ONLY" TIME a) Within Council b) Expectations/Ground Rules c) Email Protocol 4) Council Travel Policies and Procedures 4:30 pm 6. ADJOURN AGENDA ITEM #1. a) EXISTING PLANS REVIEW Background: • Planning is a process in which community values, needs, and objectives are expressed, first and foremost, through the City's Vision and Mission as expressed in the Comprehensive Plan. • The goals of the Comprehensive Plan establish policies that provide guidance for development of land and infrastructure, provision of services, acquisition/disposition of land and facilities, and other functions of municipal government. • The planning process is the means by which the City exercises its police power to regulate health, safety, other interests of the community, and engaging the public. • Plans are the means by which expenditure of public funds can be directed as necessary to achieve a defined objective. • Plans also demonstrate that the City complies with required regulations from the county, state, and/or federal government. • Grant funding agencies require plans to be adopted before grant applications will be considered. • Plans must reflect the current policy direction of the City. • Currency and consistency of plans with one another and with the Comprehensive Plan must be maintained in order to avoid conflict.To do to this, plans must be updated or rescinded to avoid conflicts as they become outdated and are superseded by up-to-date plans. Current Work: • A substantially updated City of Renton Comprehensive Plan was adopted in June 2015. • The Growth Management Act (GMA) requires all City plans be consistent with the Comprehensive Plan.This necessitated a review, as part of the 2015-2016 work program (Docket), of all existing Community and Economic Development Plans to ensure consistency. • This work has been expanded to include review of planning documents from other City Departments. • A matrix has been developed to identify these plans,their administration, purpose, and dates of adoption and renewal. 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Eu » % k \ ELo mE � \ � \ � \ � \ ■ E -a § § � § r7 \ ° ° / 6 / 6 / 6 / 6 » ; M , > 0 o / [ g / / & & 3 ( f / o < _ o : § § } / o ' $ vi / \ D E / G § 2 f ® G t % $ E : & E § / \ / o $ / _ � < � 0 CL CLu � _ 10 - 0 > � / k , t \ \ \ \ § \ } § [ ) \ \ \ ) ( / 7 j \ \ j \ Q © § \ \ o ® \ E / / ƒ » & j 2 ( 2 E - - 3 0 ƒ { k < f J e o £ j j / 0 \ } _ / / 7 ` E 2 ° E ® \ } � f \ § > wx- & < _ \ — k ' o/ \ $ 2 > \ D — S \ 5 § E = j/ / /3 w4 / r ƒ ® tka \ D § $ o o D ) \ 2 - E C- u u uw y J E §§ 0 m m < < e u u ] { { WL-1 „L-IVI Tr., cll = 0 f 2 E00 { \ \ 00 bn tA § _ \ / a ) a E §� \ / \ \ \ \ / \ / Q / \ 0 [ [ [ ) / _ $ 7 m § 2 2 2 2 = / 7 2 / 7 k E [ (u \ j \ \ \ ai § � ± 3 ± @ ± ) ± Q ± Q ± R M ) 49 Rg ® 3 ) � % « ) aG « 1 j j 0 j j \ j \ 0 / $ $j k ® \ > \ � 2 _ k $ k $ ® « \ \ { \ { \ E 0j / j \ — \ » , , 2 CL / [ & & ƒ \ / / 0 / o § g m m � _ : mom — / \ s ! -a (1) > 0 § \\ � \ § — % \ § \ \ - \ § § } \ \ \ \ \ 10 \ w k § k / / / \ E0 to E m / / / / o E § j \ w 0 / 3 / w w w w i C ) \ } E S f \ \ m } § E a E \ { § { / 0 \ / - ( « & _ 7 } § : wx E b.0 / $ / \ 10 § ] w \ ) y ® - § { \ ƒ « \ E / \ 2CL - E / \ / / \ / 7 2 k \ § \ ® E \ ® ® c k ( J \ « \ \ f § 2 k a m m m m ` / } \ \ / \ \ { / / { { AGENDA ITEM #2. a) ATTRACTING PRIVATE DEVELOPMENT DOWNTOWN Background: • The City of Renton is working to partner with the private sector to revitalize downtown. We have defined five keys to success: 1. Engaging business and property owners as partners 2. Building on foundations already in place 3. Making strategic public investments to spur private investment 4. Instilling a sense of pride in our Downtown 5. Supporting existing businesses, attracting new ones, and encouraging development Current Work: • Developer Engagement. We are working with 5 development teams on an ongoing basis to identify building sites and develop projects downtown. • Support Business Development. We support existing businesses directly, through the Renton Downtown Partnership, and partnering with the Renton Chamber and others. We work to fill vacant spaces with new business opportunities. • 200 Mill Redevelopment.We are preparing to offer the former City Hall building and parking area for mixed-use development, possibly with other nearby parcels. • Community Development Block Grant (CDBG) Facade Program. We have established a program to provide matching funds to business and property owners improving the exteriors of downtown buildings. o Renton Western Wear(Cortona Bldg.), under construction 0 801S3 rd Street, in design 0 123 Mill Ave S, under consideration • Improving the appearance of the district. We are focused on cleaning up downtown and bringing new safe, modern, and attractive amenities. o Code enforcement o Street banners, signal boxes, window displays, and other art o Flower baskets o Downtown Streetscape Design Standards and Guidelines • Infrastructure Assessment.The Downtown core has some of the oldest public infrastructure in the city and it is not always adequate to support the scale, scope, and quality of development we seek there. o Sewer,water, and storm water o Streets, streetscape, and transit Next Steps: • Secure resources necessary to implement enhancement projects o 2-way conversions, sidewalks &streetscapes, parklets, outdoor dining, signage, arts • Develop and implement a master design vision for amenities and development o Piazza &Gateway parks, Pavilion, parking garage, transit center, Burnett connections • Align public infrastructure investment with development vision o Invest in public utilities to support development o Evaluate developer incentives • Enhance marketing and promotion efforts Downtown to strengthen the business climate and attract new investment. o Identify new development opportunities and promote them to qualified developers o Continue support of events, festivals, and Renton Downtown Partnership o Initiate Downtown Wayfinding project(redesign and installation) AGENDA ITEM #2. c) DOWNTOWN PLANNING in the Context of City Center Community Plan Background: • The City developed its first ever community plan with the City Center Community Planning Area to ensure the change the area has experienced and is anticipated to continue to experience results in the highest quality livable and workable environment possible, as well as to balance the unique perspectives and needs of the varied land uses. • The Downtown comprises a significant portion of the City Center and many of the goals and strategies of the Community Plan are specifically targeted at improving Downtown as a more vibrant and thriving pedestrian friendly area of the city. Many other goals and strategies, although targeted at the entire City Center area will make positive changes in Downtown too. (see attached) • There are eight primary goals for the City Center and Downtown. o Create a distinct identity, improve o Improve connections to and from visibility and perceptions o Improve connections within o Support diverse economic sectors o Utilize regional trails as connections o Create dynamic Civic Node area and economic development o Protect and enhance o Improve connection to natural neighborhoods features, parks, and open space • The Plan includes an implementation matrix that helps track progress of goals and objectives. (see attached) Current Work: • Implementation of the Community Plan is overseen by the City Center Community Plan Advisory Board. Board members include residents, property owners, and business representatives who live or do business in City Center. • The Board is charged with making recommendations for work program items and ensuring the plan is fulfilled.Their recommendations directly impact Downtown and work towards making positive changes. Some of their recommendations that are near completion or have been completed include: o Initiate a sidewalk cafe case study and develop regulations to encourage sidewalk cafes in Downtown. o Create design standards for gateways,wayfinding, street trees, street lighting, pedestrian-scaled lighting, landscaping, street furniture, utilities, and public art. o Consider rezoning the intact, single-family area of South Renton. • The Advisory Board has also provided valuable feedback and comments regarding other Downtown initiatives such as the conversion of one way streets to two way, mapping the Downtown business district, and parklets. Next Steps: • The City Center Community Planning Board has made the following recommendations as priorities they would like the City advance work on. o Goal 1: Create a distinct identity and improve visibility ■ Work to implement recommendation from the Arts and Culture Master Plan to expand art, art activities, and art facilities in City Center. AGENDA ITEM #2. c) ■ Create a building improvement program for buildings within City Center o Goal 2: Support diverse economic sectors ■ Determine necessary utilities and infrastructure to support the regional employment center and City Center as a whole ■ Continue to improve incentives to encourage investment and employment in City Center ■ Continue to support community events in Downtown o Goal 6: Improve connections within area ■ Conduct a detailed design study for Park Avenue o Goal 7: Finish trail connections and utilize for economic development ■ Implement the Trails and Bicycle Master Plan AGENDA ITEM #2. c) City Center Advisory Board Priorities 2016 Goal 1: Create distinct identity& improve visability. Improve the overall visual character of City Center. Work to implement recommendations from the Arts and Culture Master Plan to expand the presence of 6 art, art activities, and art facilities in City Center. (Planning &Arts Commission) (On-going) (On-going work) 3 Create a building improvement program for buildings within City Center. (Economic Development) (Mid term) (25% complete) Goal 2: Support diverse economic sectors Continue to support opportunities to create a more vibrant City Center where people live,work, learn, and play. 7 Continue to improve incentives to encourage investment and employment in City Center. (Economic Development) (Short Term) (On-going work) Determine necessary utilities and infrastructure to support the regional employment center, and City 3 Center as a whole. (Utilities) (On-going) (No change in status) Continue to support opportunities to create a more vibrant Downtown. 4 Continue to support community events in Downtown. (Community Services) (On-going) (On-going work) Goal 6: Improve connections within area Improve Park Ave N as a key pedestrian connection between Coulon Park,the Landing, North Renton, Downtown, and South Renton with sidewalks, landscaping,wayfinding, public art,and other amenities. 5 Conduct a detailed design study for Park Ave N. (Transportation) (Mid term) (No change in status) Goal 7: Finish trail connections & utilize for economic development Increase bike connections within City Center and connect trails between Green River,Cedar River,and E. Lake Washington. 5 Implement the City's Trails and Bicycle Master Plan. 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v N C 7 E 0 aJ a =O +0+ (b bn Oaj y m �n aJ O u o s m e 0 E c v L? v a c v m bA bA > a U E 0 `^ yO s N u mTj o y_ ° 0 N £ o -0 s bon 0 N U O s o vSD a v m v o e m uc E u i �0 -' .E c c c cc c c .w.+ N m C .�+ Ou u s .0 m ai c U " w c y 3 aaj ° c E v a > > E a c m v y -o 0 a .� O >, O o f m m a ° m a CL 0 U a o a pull 3 0 'O > a v E o NtcvSo su cL NU yo yi ° yca £ U svS E o mE oO E O to o O a E ^ v ai auc3i m o o > � c c ai vosa v a aj E ° ° U CL uun E .v u£ u aj c acu M N M oN m aj v to y r! a N 0 ti ti > N in >i a CN y: N in N Q..... `"'� N 6) N N o o ..GE D I TEM # . c) „ va, v � � 3cco aj y 3 E ° ° o v c ° v s O O w O F N � fo vf0i = O aj F. ai y " 3 0 v v E a 'Fl -o 3 0 c m y E s m ° on y a 3 o v °c° o c C) E s 0- aci u o oo '- to E m o aj E fl to v u o c m o v 3 ° y '� c ° ° v v E aj E ?_ ai u 0- `^ c c c t o 'N' aai i or c a ° a te £ a U O L 0 O — - N m , , aJ •+ bA -o c a1 >aj �O E O 'O E v O v in L fl_ c O c c o O 0 fo c v fo v p O v v — O s ai O_ aj aj -= c v -0 c '- io c - £ E u i N .+ (� i u v 4; a s O ; �n o on o m o E F c c c s c a, 5 a � 'u u m f0 °' ? y o E m u Y °p 0_ E m 'y N r p > o v o E m i v oa O2 s � Q E 0_ > > ai v o ai 3 N Q -o F `IJ p 0 0= v v ai Q v f0 '� o o c c v on v m o v �omn 0 v o"r o � v ° c '� a 3 0 0 ° a y u y o c E o c F c E 0 0 E o c y aj on ai o f 0 o a u y c o v o °u v " c 0 > > v £ i -o c on o c = m ) o m u y 3 0 0 o £ a `°° ° Q O O c N o > Abp C N p ° c U to Nt0 �, m ; c ,� aJ o E - i c o oa o o o 3 c -p E c � c o C y = '6 aJ `—° '° o f jp C t aJ 0 c m aJ , , U f0 aJ m fl_ ry E O fl_ N c U m 0 on on -o E tin O y O fl_ t � Q � on c U j p m O p0 p N C C i u bA p c t0 0- m 0 c N :S aJ 3 O O O v E > Q O . 0 o m '_ v N v o0n u E aj v c x i i " c 3 c oa ^ 0 0 a > c v :° v s o E ai o > N ,� s v c -o y -a -o ai 3 s v c v o v p c O ons O c s m c s c 0 F � E 3 w O .� o_ F N — .� U fo Q U C u on E on E ocn E ai N on E v Ilii O Y E O Y O Y oon m O Y o Q i 0 on O an bo O an bn O an N � on O an O E 3 p E 3 o E 3 0 u �n c 3 o N o O cL O cL O cL p O cL U � z I pl, E on on on on y " E O O O O n r" v = v f0 v f0 v f0 v aJ N aJ aJ aJ N m 0 O_ O o'71 > O i O o- O vNi aJ fl_ c fl_ C C Q O a > O a aJ fl_ c c o 3 o ai E c on fl h0 fl `� `� c o 3 D a p a o -o E O = E z E m Q z E m v 7 d 0 tl�r; m N O z w w m o v w m o m � a a O ai t ai t ai z v� c c u c v aj E E c o o E i cL O O c v`^i p Oaj > > E c c > > O O v ai E u ai c o o bn 0 y c E y o E O E c E c y 0 c c o c E E p fo O fo fl- fo c N OU c Q O 0 0 c a c a s c a v w v c o_ 3 c U O O E E O O w i.= w i.= p_ F i_ p_ i_ p_ i.= O O '6 fl- '6 8- 'c -o fl- N -6 fl- N -6 fl- O '6 fl' to O_ to O- cc7 m a > tp O- > tp cL 0 to O- J V) J V) G J V7 0 J V7 0 J V7 J V7 f0 0 aJ U a aJaJ > on > > Y 2 a N 0 N 0 4 12 Q Q N 0 N y v v i y � E c - 0 t E . aJ N v aJ >� c aJ N E = aJ v o !o a _ fo E 50; p y 0 c o Q O E N opn u p N v a c v v °J c c c o E v v E r- f`o c m v o c j u E a N v 30 E > o .2 3 - c oa m v L a E m = E c E c E 3 E y N o y, 0_ o c E y i ° a `o m e v D -o ocn o o a 3 a c v s c N p o i N ai o v v O o v ° .a U a _ caj ° i v y m m o c u E a" u c 3 Q N c m u 0 u U c o a; 0 0_ 0 3 c f0 ai c ons v a � E E m �0 N c y v c ° '£ aJ ?� c 0 aJ U u O_ �n Q y c N .w.+ ai io 0 £ 0 p_ c Q c m '^ c m v V) U U Q N U U O bpn aJ VI t0 l0 N aJ n fl_ 00 ti ti N ti i N aj O U N in U N N N � s _ IT #2. c) wbA N N y bCA s aJ O_ C in aJ i 3 c Q aJ aJ -0 C aJ C y > N N G V) _7 R Z fl- in m N N r= U ,�apj: 'in .� E C to O �' 0 0� .� d1 > C C O fo vl W c cL i iA � �r Y N O 41 U G _- LN C V, f0 � Y i2 v t bNA y VI W > i0. 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L7 p•, a a a � a a a O £ E E E E E v L L L L ryas y i £ ai a, a, a, ii — bA '6 t ai v v O .� v �n p .� co .� .. c s c °. 3 c °. 3 L t c s Lli ... _cL N _ tZ N '^ O a �n O N aJ t L a N1 a O N N .� v � a v � v NN O v e lJ v co v z '� m m o a m m o m a C7 C7 a` (D a` z o o o o o o v uc N N vi U O E ai u u u c >' u u o > i i O U i o > on i waj aj c aj a cn cn :° y cn ;o u cn u c _ _ on o m 'D cow C '� 'C O_ O '� O d N C C p p c c p p aj p in c p C v u n '�° v £ E c E `L° E E ou c _ a a n E a y c E F - E F w E w v n o o u o `o ° ° `o v `o o ° m E o > Q o o m Q c o_ o_ c o_ > o ai o v = ai c ai f0 of j of j f0 = v = so v a v J U V) 0 J !n ry J !n J J a V) J V) a J V) 0 N r > o v > ° > on N N .c v c t j C C_ �n c ai O u 'o 0 N Y E aj U N aj o aj iJ 30 Y v c N J O o u ro U p`p in co y � o ai X ai -6 N `—� U — t0 v t0 O aj aj N i yco L u O _6 O o S O Z v ° ai vvi co O 7 m on m O i — m >, O aj c Jyl ( rte.+ N -O aj Q N Q .— aj �m p c O. io > N u s " N io N ° `� c co N O P mm _ i c 7 .� tZ N N aj aj U n u L 3 3 v ° a O ° E p E -o ai N O on o aj o y c aj u -a a `� E -o c c vaj v a ;n f0 v o v yy ~ c aj° E o u muj > n _ L — £m 3 > > y o o y o ° 3 0 o j L _ L — ' 2 o ai c m o on Fo c o o R .� c L c c 'p ai c v ai "I y� c � O t0 u Nc ami c N aj c o tip i c U m L ai 3 m 3 o = m ea on — o aj O_ O Ulj U Q O ai N ai ai .N O_ a u s al m in in aj N aj N +�.+ aj aj �+ v c > y v N aJ a1 -o N O :s +p+ p aj y O Q aj .2 aJ Q y aJ 4(+ .+ a vo E v o � m E m c m E v ° v y L o > — o c o u c o > _ o u c 'on o O £ �; v u ai u N ai u o v v a u` c — L r✓ .> N N O aj tZ `~ C aj -1 E N — E M Y o ri m o a E N .o m 0 m £ O m o a o a o R a oo v -p N oo a m oo o_ oo o_ oo u oo m oo a p (7 00 o0 1 o6 1 00 AGENDA ITEM #2. e) CREATING A VISION FOR THE PIAZZA, PAVILION,TRANSIT CENTER,GARAGE AND SURROUNDING AREA Background: • The Department of Community and Economic Development,together with Public Works and Community Services Departments, recommend creation of a high-level, unified Vision and Action Plan to guide the development of strategic public facilities Downtown. Current Issues: • Transit Center. If relocated,what is the highest and best use of the current facility? o Determine Downtown transit needs to remain o Repurpose and utilize area for other benefits • Pavilion. In light of market changes and redesign of the park,what is the role for this building? o Potential repurpose or continuing as center meeting place for Downtown • Piazza and Gateway parks. How should these spaces be designed to serve as a safe, vibrant, and attractive amenity for Downtown? o Expand o Redesign o Programming o Farmers Market • Festival Street. How can we integrate street design elements into the area that support larger events and festivals? o Best location to couple with parks for events, mindful of traffic and bus patterns • Parking Garage. How can we make this structure a safe, successful amenity for businesses, residents, and developers? o Better utilization • Private Investment. How can private investment opportunities be utilized to enrich public amenities? Next Steps: • Work with a professional consulting group to develop Vision and Action Plan o Recommend best practices in public space development to guide further park design o Determine Downtown transit needs o Understand transportation pattern within and through the study area o Evaluate financing options o Promote economic development opportunities in the process ■ Need to partner public investment with private development ■ Need for a regional draw to increase visitors and pedestrian traffic in Downtown • Potential office, retail, hotel, museum or other attraction o Evaluate current and future land use o Consider Farmers Market and event needs o Evaluate central meeting space needs for Downtown o Integrate streetscape and urban design o Address utility/infrastructure needs ■ How do Downtown's larger infrastructure needs impact this area o Interactions between public spaces, sidewalks, streets and storefronts o Evaluate parking needs and role of parking garage ■ Opportunities to attract development nearby with utilizing available parking • Prioritize recommendations, fund and implement projects. AGENDA ITEM #2. e) City of ON Request for Proposals — Executive Summary Downtown Civic Spine Vision and Action Plan Overview and Purpose The City of Renton is seeking a professional consulting group to develop a Vision and Action Plan ("Plan")for the Downtown Business District"Civic Spine" area (see attached map). The goal of this effort is to create a master plan and implementation strategy that will guide the City as it considers future use and development of existing civic facilities and public improvements in the area. The Plan should determine how to re-make the area into a dynamic, active place that energizes and transforms the heart of Downtown into a destination for residents, employees, visitors and businesses. In the late 1990s and early 2000s,the City acquired property within the area to revitalize Downtown with higher density mixed-use development supported by public amenities. Several multi-story residential projects with street level retail space were developed around a city-owned block with key civic facilities, including a transit center, municipal parking garage, event center, and central park/public plaza. In the decade since completion of these improvements, the area has struggled with issues such as long-term retail space vacancies, criminal activity, over usage of curb space for idling busses, and underutilization of many of the civic facilities. To address this situation, the City has initiated several activities. It is currently developing a plan with regional transit systems that would relocate many of the transit center's operations to a location at the southwestern edge of Downtown,while retaining several bus routes providing direct access to Downtown and the Civic Spine. The City owns a vacant property to the west of the central park/public plaza that may be considered in the redesign of this amenity to increase its functionality for events. With numerous public parks and trails, natural areas like the Cedar River, and the IKEA Performing Arts Center located in close proximity to the Civic Spine, there are opportunities to determine and create connections between these amenities and the area. To ensure effective coordination all of these activities,the City desires to select a qualified consultant to determine an effective layout and strategy that will make the Civic Spine a better performing and highly attractive catalyst to continue the revitalization efforts started some 20 years ago. This project brings an opportunity to utilize Placemaking to reimagine and reinvent the public spaces that make up the Civic Spine area, by better understanding the interaction of land uses, public facilities, parks and trails, maintenance, private businesses, streetscapes, programming, and social connections as they merge in 1 AGENDA ITEM #2. e) the center of Renton. The resulting plan and strategies should ensure opportunities to provide positive social activity within a well-designed, functional environment—a sustainable environment that will stimulate economic growth of the entire business district. Key Issues The City would like to better understand how the placement, use, and in some cases, expansion of the civic facilities, as well as their interaction with adjacent and nearby private improvements and uses, impact the performance of the facilities and the overall Civic Spine area. Some of the issues and questions that would be considered in development of the Plan include: • Transit Center. If relocated, what is the highest and best use of the current facility? o Determine Downtown transit needs to remain o Repurpose and utilize area for other benefits • Municipal Parking Garage. How can the structure better serve as a safe,successful parking resource for businesses, employees, residents and developers? o Better utilization o Evaluate parking needs and role of garage o Determine opportunities to attract development nearby by utilizing available parking • Pavilion Event Center. In light of market changes and redesign of the area,what is the role for this building? o Potential repurpose and/or continue as the central meeting place for Downtown o Evaluate central meeting space needs for Downtown • Piazza and Gateway Parks. How should these open spaces be designed to serve as safe,vibrant, and attractive amenities for Downtown? o Expand, Redesign o Programming o Farmers Market and other events o Recommend best practices in public space development to guide further park/plaza design o Connectivity with pedestrian and bike trails and Burnett Linear Park • Festival Street. How can the concept of a festival street be integrated into the area to support larger events and festivals? o Best location to couple with open spaces for events, mindful of traffic and bus patterns. • Private Investment. How can private investment and development opportunities be utilized to enrich the area's public amenities? Additional Project Scope In addition to addressing the key issues listed above, the Plan should consider and evaluate the following related items: 2 AGENDA ITEM #2. e) o Understanding transportation patterns within and through the study area o Creating a pedestrian-friendly environment throughout the area o Promoting economic development opportunities in the process ■ Need for private development together with public investment ■ Need for a regional draw/attraction to increase visitors and pedestrian traffic in Downtown o Integrating streetscape and urban design with improvements o Addressing utility/infrastructure needs for proposed improvements, as well as understanding how Downtown's larger infrastructure needs impact the area o Interactions between public spaces, sidewalks, streets and storefronts o Funding and financing options for Plan recommendations To ensure success,the selected consultant is expected to effectively engage the Renton community in development of the Plan. Submittal Requirements The City invites highly qualified multi-disciplinary consultants to submit proposals to develop the Plan. Proposals must demonstrate a clear understanding of the project, provide a summary of the consultant's qualifications and proposed deliverables,and include all other information listed below. • Project-related experience, including samples of vision and actions plans from other communities • Project approach and scope of work, including deliverables and timeline • Project personnel (with resumes) and consultant structure • Public participation process • References • Schedule of rates. Request for Proposals(RFP) Format The RFP is anticipated to be formatted to include the following parts: • Introduction with City and Downtown background and project purpose • Submittal Requirements • Expected Deliverables • Selection Process and Evaluation Criteria • Anticipated Project Timeline • Additional Information. 3 AGENDA ITEM 10 e) mm,�sJ W-11 .,, ?f 4' / rh /n �„ Z (A "Al / Y NOW �k9 � / ,;7 Sa'�ba Go /ej O a'U A. /� /�//� 'L.� d�vnirX`V bJFI IC:� W� �t (Srf w t ,Jf f"? ( �' 8ny UIUw N m mmmm,,,,,mm � //� � r f / � 2; -�on Yy.u�. OR �r S' a y M � ,;,G« „a�. a 9r J s!!a � , (P 155,12)OR!"I �� .�,+ �: �, ��a y sllaM l� tin any s W e.!!!M any S W e!!!!M c/)' r S any llauin8 ��° (") o,5,QK,,,'F, (777,7, (r r f O d(, yaua 'wine o �� vr )J fQa N N > v g,,), (S m 0111111") w Lu qP , 28y � )n? SUel5O� �� + ¢n any_ c {5 0/ S any saayl!WS C13 a C/) 9A V SIJJON EL QG cn 47 0 Q RT Q s C ��;' W✓k'h n '",r�,�� c' C13 JOM I LL m a s L U_ O i U VU, d d J d W rn� �h _ AGENDA ITEM #4. a) D o city of ;< POLICY & PROCEDURE Subject: Index: LEGISLATIVE COMMITTEES OF THE COUNCIL Number: 800-05 Effective Date: Supersedes: Page: Staff Contact: approved By: 11/16/2015 8/6/2007 1 of 4 Jay Covington 1.0 PURPOSE: To establish guidelines and procedures for the selection of Council committees and appointment of members. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 42.30 4.0 POLICY: 4.1 The Committee on Committees shall consist of three (3) members of the City Council: the President-elect, the President pro-tem elect and the immediate Past Council President. If the immediate Past Council President is no longer a member of the Council, then the third member shall be a Councilmember selected by the incoming Council President. 4.1.1 The Committee on Committees shall recommend to the full Council the organization and membership of Standing Committees and Special Committees, including the discontinuance of any standing or special committee and the reassignment of its duties and functions to another committee or committees. 4.1.2 The Committee on Committees shall recommend to the full Council the Chair, Vice-Chair, and Member to serve on each Standing Committee of the Council. 4.1.3 When determining the various committee assignments the Committee on Committees should at no time act to effectively exclude one or more Councilmembers from serving as a full and equal representative on the Council. a) Committees of the Council AGENDA ITEM #4. p.2 4.1.4 The members of the City Council shall establish, through mutual agreement, the seating arrangement and office assignments for the City Council. Should a conflict related to those issues arise, the Committee on Committees shall convene to study the question and provide a recommendation for Council consideration and action. 4.2 The City Council shall establish Standing Committees consisting of three (3) members each, including the Chair and Vice-Chair. Two members shall constitute a quorum. Members of Standing Committees shall be recommended by the Committee on Committees with the approval of the majority of City Council, as provided in Section 4.1. 4.2.1 The Chair shall act as spokesperson for the committee and will present all reports to the Council. 4.2.2 It shall be the duty of each Standing Committee to fairly examine all subject matters that have been formally referred by the City Council which fall within the scope of the committee's jurisdiction. 4.2.3 The Chair shall have the power to call the members of the committee together at reasonable times and places to consider business before the committee. With proper notice, the Chair or a two-thirds (2/3) majority of the committee may call a committee meeting at any time. 4.2.4 Committee activities, investigation, and recommendations shall be reported to the full Council at a regularly scheduled meeting. All recommendations shall be read from a written document signed by a majority of the committee. Such reports shall be preserved in the records of the City Clerk Division. 4.2.4.1 Whenever any member of a committee cannot agree with the conclusion or written report of the majority of that committee, such member may file a minority report, in writing, stating fully his or her views with regard to the subject matter. The minority report shall be read at the same time the majority report of the committee is reported to the Council. No vote may be taken until all reports have been read. All minority reports shall also be preserved in the records of the City Clerk Division. a) Committees of the Council AGENDA ITEM #4. p.3 4.2.5 Standing Committees of the Council may, at their discretion, and within the guidelines established by law, hold Public Hearings on issues delegated for their review. Information provided at such hearings on issues serve as the basis for recommendations submitted to the full Council provided the subject of the committee recommendation would not be considered at a subsequent Public Hearing of the City Council. Public Hearings/Meetings will be noticed as required by law. 4.3 The Committee of the Whole may convene from time to time for the purpose of Council work sessions or retreats. 4.3.1 The Council President shall serve as Chair. 4.3.2 In the absence of the Council President, the Council President Pro Tempore shall preside. 4.3.3 No final disposition shall be taken at any Council work session; however, nothing shall prevent the Council from taking an informal vote on any matter under discussion. Recommendations shall be offered for final action at a succeeding regular meeting of the Council. 4.4 When deemed necessary, the Council President shall recommend to the full Council the establishment of special, temporary, or ad hoc committees. 5.0 DEFINITIONS: N/A 6.0 PROCEDURES: 6.1 The Committee on Committee shall submit to the Council recommendations for membership and chairs for each committee; this shall occur no later than January 31 for the year in which the committees are to serve. 6.1.1 Should the committee recommendation fail to receive majority approval, the Committee on Committees shall reconvene to prepare alternative proposals until an acceptable organization is achieved. 6.1.2 Membership on the Committee on Committees shall be for a term of one year commencing with the election of the President-elect. 6.2 Membership on all Standing Committees shall be for a term of one year, commencing no later than January 31 and concluding upon approval by the full Council of a successor committee. AGENDA ITEM #4. a) Committees of the Council p.4 6.2.1 Until such recommendation is accepted and Council organization is complete, the previously constituted committees shall continue to meet. Newly-elected Councilmembers shall serve on all committees previously assigned to their predecessor. 6.2.2 Meetings of all Standing Committees will be called by the committee Chair at mutual agreement of members. 6.2.3 The Council President shall not serve as a regular member on any Standing Committee; however, he or she may serve as an ex-officio member of any Council committee and may vote when a regular committee member is unable to attend. At no time shall four (4) members of the City Council hold voting positions on any Standing Committee of the Council. 6.2.3.1 Should a Standing Committee fail to achieve a quorum for a scheduled committee meeting and the Council President is unable to attend, the Chair may appoint another Councilmember to attend and vote on all issues considered by the committee. 6.3 Membership of the Committee of the Whole shall include all duly elected Councilmembers. 6.3.1 Prior to each regular weekly Council meeting, the Council may hold work sessions. 6.3.1.1 Special Committee of the Whole meetings may be held at other times when approved by the majority of Council. 6.3.2 Items for discussion shall be appropriately referred to the Committee of the Whole. 6.3.3 The Council President will determine the items to be listed on the Committee of the Whole meeting agenda. AGENDA ITEM #5. a) •� Q ai tC N U U O a N U , C a U 9 v u o v ro .� Q Q v Q V) t C C C 7 > U aC w OO N C N O N 4L C ro C rro >o C O p O O- N O O- O p i C ai ai -Cc: 'a1 a1 C C C U i C Q. d c O_ O _ p C_ Q dd C E ++ C O_ C O_ O_ O_ C O C w w Q K 0 W K W W Q W U E E E Q Q Q `» sN O O E E E Q Q o Q O o Q 0 ro QE � p E ro E 'O O O ON 0 In Z O 4 ma M 6 -- ^ _ °O a, 00 > ai ro -a fu Q L4 C a C L � N L > i a 'a 'a 'a 'a \ \ v +' O a`ii v v v v v t v O F t v F w � � F N O M O F Q M N M Q -i M N � N O M N � W a a, W U OC EF ai O =3 Q C = a� U N n L (D O Z ai 2 v v ++ p ami ai O to " — — E E >. — v — C E 0 — — Op o ro ro v ro — — — x x o x x x W x x x Y Q u — v o o v F y y y v v Q v (ii � aj � - v O v n ra u u u C C C U = =3 =3 =3 O C 3 C v C •— o O O O O O O F v C0 > C0 N O Q O Y U U C ro — — Q C C r6 K w a1 v v v v v v aJ COU v U v v ° v v a- U m cc � cc K K K N Y CO Y 0 K � K N O_ K N v v v v E E a°1, E E Y_ v v E op ro N = E C O a1 U O ++ ajm Q N C U ai a) aj a1 L v O U U — uO �_'+ E o v EE c4 E E \ i C O C C > O O v E U a _0 E MaJ O p Q O u cm -6C C i a1 O C +�+ ai m L ri O E O +> >O •2 ai aJc:ai O O ro r5 0 i E v=3 aj vcr o vi o o o vEQOQ oQ O Q 0O O > WE °CoD aj ai LL i U Q O +�+ C ra 'Y ro E N U aJ C E U N N Y x Q ou a, ro > E -a p F Q 00 F Ui V) w > '+� U N F v ai L- o Loz mo E U �a � w � oo rn --0 o +� a m N ii LL •� o 'Y O Ln O Q Q ro C C 2i 4J ++ 0 v O > 'a v O oA O oA 'O O p O C m LL J � J K rn w K K U rn w CJ w AGENDA ITEM #5. 4) City of QO '� POLICY & PROCEDURE Subject: Index: FINANCE TRAVEL EXPENSES AND REIMBURSEMENT Number: 210-0 Effective Date: Supersedes: Page: Staff Contact: Approved Y. 9/1/2012 7/1/2007 1 of 9 Iwen Wan 1.0 PURPOSE: To establish policies and procedures for City business expenses incurred by an employee or appointed/elected City official during overnight travel status or tax home status, as defined by the Internal Revenue Service (IRS). This policy also outlines when reimbursement for expenses are considered fringe benefits under the IRS' definition. 2.0 ORGANIZATIONS AFFECTED: All City Departments/ Divisions 3.0 REFERENCES: RCW Chapter 42.24, and Internal Revenue Service (IRS) Regulations 210-08 - Food and Beverage Expenditures 215-18-Travel Authorization & Expenses Report Form (Attachment A) 250-08- Purchasing Card Policy 4.0 POLICY: It is the policy of the City of Renton to reimburse elected/appointed officials and employees for reasonable and necessary expenses incurred while conducting business for the City. Generally, eligible expenditures include travel and reasonable living costs incurred by an employee while away from their regular tax home, as necessitated by City business. Authorized Approvers will make the determination of eligible and ineligible meals in coordination with the Administrative Services Administrator. Reimbursements for necessary and reasonable expenses are made, subject to the rules herein and with Chapter 42.24 of the Revised Code of Washington (RCW). It is assumed and expected that expenses will be consistent with the best interests of the City, including the City's need to manage travel costs. Questions on this policy and procedure should be directed to the Administrative Services Administrator. AGENDA ITEM #5. 4) Travel Expenses and Reimbursement p. 2 5.0 DEFINITIONS: 5.1 A/P. Accounts Payable 5.2 Air Fare / Air Travel. The air travel standard is coach, which is generally the least costly air fare available that adequately meets the City's purpose. 5.3 Authorized Approvers. Those persons or their designees as identified in 6.1.1. 5.4 Conference. Includes, but is limited to, a symposium, seminar, forum, or convention associated with a league, association, alliance, etc. For the purposes of this policy and procedure, the word conference also means any formal training session typically attended by an audience from a wide geographic area and/or organized by a regional or nationally known entity. 5.5 Conference Meals. Meals provided at a conference, including continental breakfast. The cost for such meals are either included in the registration fee or can be obtained by paying an extra fee with the registration payment. The registration form and/or the conference program schedule identify any meals provided or available for purchase. 5.6 Department Account Representative. The person who coordinates the submission of all travel expense reports from their department to A/P. The primary task is to make sure all required documentation is included and required approvals are obtained before department expense reports are submitted to A/P. 5.7 Eligible Meals. While in overnight travel status, meals not provided at a conference will be advanced or reimbursed at the current City M&IE per diem rate. When an employee is not in overnight travel status, non-conference meals can be reimbursed but any per diem paid is subject to income tax withholding as a fringe benefit. 5.8 Employee. Shall include City employees and elected or appointed officials of the City of Renton, and volunteers traveling in an official capacity representing the City. 5.9 Expense Report. The Travel Authorization and Expenses Form attached herein and as amended. 5.10 Hosting. Includes, but is not limited to, activities that are intended to lobby or influence any elected official, governmental official, or vendor and are normally social rather than a governmental business event, and normally include expenditures for food and beverage. City funds are not to be used for "hosting." 5.11 Meals and Incidental Expense (M&IE). The dollar amount allowed for each meal, including tax, gratuities, and incidental expenses. The City Finance Division will publish from time to time the M&IE breakdown or "per diem rates." AGENDA ITEM #5. 4) Travel Expenses and Reimbursement p.3 5.12 Mileage Rate. The reimbursement rate per mile for using a personal vehicle on City business as published by the Finance Division from time to time. 5.13 Non Overnight Travel Status. By the IRS' definition, non overnight travel status to travel to local cities. For example, it is non overnight travel status to go to Olympia, Tacoma, or Woodinville for a day class or workshop and return home the same day. 5.14 Overnight Travel Status. When an employee's duties require them to be away from the general area of their tax home substantially longer than an ordinary day's work and sleep or rest is needed to meet the demands of work while away from home. The rest requirement for overnight travel status is not satisfied by napping in a car. An employee does not have to be away from their tax home for a whole day as long as their relief from duty is long enough to get the necessary sleep or rest. 5.15 Purchasing Card (or P-Card). Any City credit cards used by employees for eligible City expenses and/or purchases. 5.16 Tax Home. The IRS term identifying your principal place of work. 5.17 Travel Authorization and Expenses Form. This form is required for approval of overnight travel, advance of meal and incidental expenses. This form is Attachment A to this policy and procedure. To obtain an, electronic copy of the form, go to RentonNet/City Forms/ Finance forms. 5.18 Travel Time. The time required to reach a destination that is outside of the general area of the employee's or appointed/elected City official's tax home. 6.0 PROCEDURES: 6.1 Travel• 6.1.1 Authorization — An employee must obtain authorization prior to overnight travel. The Mayor, Chief Administrative Officer (CAO), City Council President (for council and council liaison travel), and each Department Administrator or their designee are authorized to approve travel. Use the Travel Authorization and Expenses Form to obtain the required approval signatures. This form includes full cost estimates for travel expenses and a section to request an advance check for meal and incidental per diems. An employee incurring travel related expenses without obtaining prior approval is at risk of not being reimbursed for those expenses by the City. 6.1.2 Councilmember Attending Regional Meeting—Councilmembers attending regularly scheduled and/or standing regional meetings within their committee assignment, or otherwise previously approved by the majority of the City Council, are representing the City officially and are AGENDA ITEM #5. 4) Travel Expenses and Reimbursement p.4 eligible for reimbursement of associated costs. This includes, but is not limited to, regular membership meetings of the Association of Washington Cities and Suburban Cities Association. Councilmembers participating in other regional meetings, forums, and trainings are attending in an unofficial capacity on their own time and resources. 6.1.3 Excess Travel Time—The time it takes to travel in excess of one work day each way. If the excess travel time is required due to the employee's choice of transportation, it will be charged to the employee as accrued time, i.e., vacation, comp time, or personal leave. 6.2 Exceptions: Exceptions to this policy and procedure may be made only for unusual or extenuating circumstances and upon the written authorization of the Mayor, Chief Administrative Officer, or the Administrative Services (AS) Administrator or by a majority of the City Council for Council expenses. Exceptions must be consistent with State law, and Renton Municipal Code. 6.3 Meal and Incidentals Per Diem: 6.3.1 The City advances or reimburses at the M&IE per diem rate for eligible meals during authorized travel status. The current advance or reimbursement is paid at the following City M&IE per diem rate: Breakfast $10 Lunch $15 Dinner $30 Incidental Expenses: $5 and as revised from time to time by the Finance Division. 6.3.2 The City does not advance or reimburse per diems for meals provided at a conference. 6.3.3 No advances will be made for airline tickets, registration fees, lodging, or other expenses that can be billed to the City, charged to a City purchasing card, or paid through the regular accounts payable process. 6.3.4 Obtaining an advance of the M&IE per diems requires planning ahead. An employee with overnight travel authorization may request an advance check for M&IE per diems by using A/P's regular vendor payment schedule. The procedure is as follows: AGENDA ITEM #5. 4) Travel Expenses and Reimbursement P.5 6.3.4.1 Prepare the Travel Authorization and Expenses Form, using M&IE per diems claimed on the first through the last day of travel, provided the person is in Travel Status during the following periods: ® 6:00 to 9:00 a.m. for breakfast • 11:00 a.m. to 2:00 p.m. for lunch ® 5:00 p.m. to 8:00 p.m. for dinner 6.3.4.2 Obtain the required signature approvals. 6.3.4.3 Enter the MME advance amount due into Eden, following the regular A/P schedule. The approved Travel Authorization and Expenses Form is your invoice for an M&IE advance check. Attach the conference registration and program description to the invoice. Submit to A/P by the regular A/P cutoff date. Special checks will not be issued. 6.3.4.4 A/P will release the advance check on the regular accounts payable "mail check" date. 6.3.4.5 Upon completion of travel, recalculate any miscalculation of the meal or incidental per diems that results in the City advancing more money to the employee than was due. The employee shall reimburse the amount of the per diem overage to the City of Renton promptly. Any M&IE advance overage not repaid promptly may be collected through payroll deduction. 6.4 Expense Reporting: 6.4.1 If using a City Purchasing Card, you'll need to get all travel related receipts to your department account representative prior to the close of that month's billing cycle. 6.4.2 Required documentation for travel expenses include receipts for expenses claimed/reported (other than those provided for via per diem), and a copy of the approved Travel Authorization & Report form, if not submitted previously. 6.4.3 For a mileage claim, the mileage is calculated from the starting point to the destination. For a day-trip started from home, the start point should be the closest to the destination, either home or City Hall, even if the traveler begins their trip from home. 6.4.4 For an expense that is outside of policy, include the written approval for the exception. AGENDA ITEM #5. 4) Travel Expenses and Reimbursement p•6 6.5 Eligible Expenses: 6.5.1 Travel Status Meals and Incidental Expenses — The cost for a meal and incidental expenses is advanced or reimbursed at the City's current M&IE per diem rate. All meals taken during travel status are reimbursed on a tax free basis, consistent with IRS rules. The exception is meals provided at a conference, which are not covered. 6.5.2 Transportation: 6.5.2.1 The actual costs for bus travel, train travel, taxi, tolls, car rentals, parking fees, and air travel (coach or economy class only) from SeaTac Airport to the destination and return are eligible expenses., 6.5.2.2 Employees using a personally owned auto to travel out of town on City business, if approved by an authorized approver, will be reimbursed at the current City mileage rate provided the total of the mileage rate does not exceed the total cost of the least expensive round-trip airfare to the same destination. Mileage is calculated from City Hall or your home, whichever is closer to the destination. 6.5.3 Lodging — The actual cost of hotel or motel accommodations at the double occupancy rate is eligible with the following exception: If a family member or guest accompanies the employee resulting in a higher room rate than the conference rate, the employee shall pay the amount over the conference rate. Note the conference accommodation rate on the lodging bill if that information is not contained in the conference registration materials. If a conference organizer offers multiple hotel options, an employee shall generally choose the least expensive hotel accommodation available unless the cost of traveling to and from the less expensive hotel cancels out the savings compared to the cost of a hotel closer to the conference site. The reason for not using the least expensive hotel accommodation should be noted on the Travel Authorization & Expenses Form. 6.5.3.1A lodging bill detailing the charges shall be attached to the backup documentation and sent to A/P for processing. 6.5.3.2 If lodging accommodations are shared between two or more employees, the lodging bill for the employees sharing the room shall be expense reported by the employee who pays the lodging bill. 6.5.4 Laundry, Telephone, Internet Fees—Covered by incidental expenses. AGENDA ITEM #5. 4) Travel Expenses and Reimbursement p.7 6.5.5 Per Diems — Necessary meal and incidental (M&IE) expenses while on travel status are reimbursable at the City's current per diem rates. 6.6 The following expenses shall not be paid for or reimbursed by the City: • Travel expenses paid by another organization. • Meals included in a registration fee. • Tips or gratuities (which are included in the M&IE per diem). • Meals or lodging accommodations for family or guests. • Alcoholic beverages. • Valet or room services. • Tours or sightseeing. • Mileage if traveling as a passenger in a privately-owned car. • Travel insurance. • Hosting. • Theft, loss, or damage to personal property. • Fines or penalties. • Any other personal expenditure or expenditures beyond "reasonable and necessary" as determined by the Authorized Approver. 6.7 Non Overnight Travel Status Meal: An Employee may be reimbursed for their meals during non overnight travel status, but meals in non travel status may be considered taxable by the IRS. 6.7.1 Eligible Meals: 6.7.1.1 Meals included in the cost of a meeting registration are eligible and are not taxable as a fringe benefit. 6.7.1.2 Non-conference local (non overnight travel) meals shall be reimbursed based on actual expenses but not to exceed the per diem rate for the meal as established by the City. Reimbursements for non travel status meals, if'applicable, will be reported as earned income to the employee in accordance with IRS rules. 6.7.1.3 Individuals may be reimbursed for non travel status meal expense from the petty cash fund, provided the proper documentation is attached to the petty cash slip and the amount is within the petty cash limit. Some examples of proper documentation are meeting agendas, sign-in sheets, or appointments/invitations that establish the business purpose. AGENDA ITEM #5. 4) Travel Expenses and Reimbursement P.8 6.7.1.4 Meals for elected or appointed officials conducting formal City business during meal times are authorized. Light dinner/refreshments may be provided for staggered City meetings starting prior to 5:00 p.m. and are expected to continue beyond 7:00 p.m. 6.7.2 Ineligible Meals: 6.7.2.1 Discussing City business during a meal does not make the meal reimbursable when the business could reasonably have been conducted during non meal periods. 6.7.2.2 Authorized approvers or their designees will determine whether meals consumed locally (while attending a meeting or training on behalf of the City) are eligible for reimbursement. The approver's signature on an expense report or petty cash slip indicates his/her approval. Determination of the meal as eligible does not preclude the meal from being taxed as a fringe benefit. AGENDA ITEM #5. 4) Travel Authorization and Expense Report (Policy and Procedure 210-01) Traveling Employee: Ext: Purpose of travel: - EXP Account(w/o last 5 digits,which are identified below by type of exepnses): Destination: Date R0QD25ted: - Dept.Contact: Ext: Departure Date: Return Date: Amount Requested: $ Trans ortation 43.001 Meals&Incidental Ex ense 43.007 Mile a a Parking Air Transit/Taxi Lodging $10 $15 $30 $5 M&IE Other Expenses Date From/To Miles $0.555 Tolls Fare Car Rental Shuttle (43.008) akfast Lunch Dinner IE Subtotal 43.002) Total Registration Cost Desc: Desc: Desc: $ $ Desc: $ $ $ Desc: $ $ Desc. $ $ $ Desc: $ $ $ Desc $ $ $ Desc. $ $ $ Desc Desc. Desc $ $ Desc: $ $ $ Desc: $ $ $ Desc: ..` r Toka'ii l Trav{el x-ense'c � ISI I`#r ,i y iill lIy tti tL _ itit = rA it s �s- id, I� Advance Reirihn`rsementRe 4estQdt:`5 CERTIFICA11ON: icer[ifythatIhave reviewedtherequestandnotclaimedmealper die mforanymealsis)that were providedtomeatnoadditionaIcost,IfIabusinessroealts)waspaid for viaP-Cardduringthistrip,that - meal(s)wasdeducted from the perdi.ern clalitec.I furthercertify-thati have read and understand Citys travel and reimbursement poricyand procedure,and the aboveamountiisforeligibleand correct =- coststhatarenecessaryforofficial City business:;that the journeywas performedwith all practicable dispatchbythe shortest route usua lly traveled in the customaryreasunable manner-,and that l have not -- beenfurnished with transportation or money in lieu thereof forany part'ofthe journeytherem charged for.'.Ifl have used my private vehicle,I also certify that l was duly licensed and ca tried at leastthe minimum insurance coverage required bystate statutes. I understand the City may deduct from my checkfor expenses l claimed over the amount allowed by city`policies; Employee Signature: Date: Approval Signature: Date: Please Indicate Specific Authorrcations for: Rental Car Use of Personal Vehicle(for Mileage reimbursement)