HomeMy WebLinkAbout091525 City Council Business Meeting PacketPORT TOWNSEND CITY COUNCIL AGENDA
CITY HALL COUNCIL CHAMBERS, 540 WATER STREET
Business Meeting 6:00 p.m. September 15, 2025
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L Call to Order
II. Roll Call
III. Changes to the Agenda
IV. Proclamation(s) or Special Presentation(s)
A. Arbor Day Proclamation
V. City Manager's Report
VI. Comments from the Public (re consent agenda items and items not on the agenda)
(Each person has 3 min. to comment- City Clerk will signal at 2 min. 30 sec.)
A. Public comment
B. Staff or Council response, as needed
VII. Consent Agenda
Action: Move to adopt the consent agenda and/or request to remove any
individual item from the consent agenda.
A. Approval of Bills, Claims and Warrants
B. Approval of Minutes: August 11, 2025
VIIL Old Business (None)
IX. New Business
A. Status of Transportation Benefit District Funding and Investments along with
Priority Streets Presentation
Proposed Action: No action requested. Discussion only.
i. Staff presentation and Council questions
ii. Public Comment
iii. Council deliberation and action
B. Ordinance 3353 Relating to Bonds for City Officers and Employees; Adopting a
New Chapter 2.09 and New Section 2.09.010, Official Bonds, in the Port
Townsend Municipal Code (PTMC); and Adopting a New Section in 2.10.050 in
the PTMC
Proposed Action: Move to approve first reading of Ordinance 3353 Relating to
bonds for city Officers and Employees; Adopting a New Chapter 2.09 and New Section
2.09.010, Of cial Bonds, in the Port Townsend Municipal Code (PTMQ; and Adopting a
New Section in 2.10.050 in the PTMC
i. Staff presentation and Council questions
ii. Public Comment
iii. Council deliberation and action
C. Budget: 2026 Budget Revenue Estimates
Proposed Action: No action requested. Discussion only.
i. Staff presentation and Council questions
ii. Public Comment
iii. Council deliberation and action
D. Ordinance 3354 Adopting 2025 Supplemental Budget Appropriations
Proposed Action: Move to approve first reading of Ordinance 3354 Adopting
2025 Supplemental Budget Appropriations
i. Staff presentation and Council questions
ii. Public Comment
iii. Council deliberation and action
E. Resolution 25-028 Adopting Updated Comprehensive Financial Management
Policy Guidelines and Repealing Resolution 21-004
Proposed Action: Move to approve Resolution 25-028 Adopting Updated
Comprehensive Financial Management Policy Guidelines and Repealing Resolution 21-
004
i. Staff presentation and Council questions
ii. Public Comment
iii. Council deliberation and action
X. Presiding Officer's Report
XI. Suggestions for Future Agendas
XII. Comments from Council
XIII. Adjourn
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PROCLAMATION
WHEREAS, in 1872, the Nebraska Board of Agriculture declared that a special day be set
aside for the planting of trees; and
WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more
than a million trees in Nebraska; and Arbor Day is now observed throughout the nation and the
world; and
WHEREAS, the City of Port Townsend is a Tree City USA partner committed to effective
urban forestry management; and
WHEREAS, trees are a source of carbon mitigation. Trees buffer our carbon footprint.
They store carbon on timescales relevant to climate change. We need them at least as much as
they need us; and
WHEREAS, trees can reduce the erosion of topsoil by wind and water, moderate the heat
island effect with urban canopy, clean the air, produce oxygen, and provide habitat for wildlife;
and
WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for
our hearths, and countless other wood products; and
WHEREAS, the Arbor Day Foundation and Tree City USA promote the concept of 'No Net
Loss', so that when trees are lost in a community, they are replaced with 'The Right Tree In The
Right Place'; and
WHEREAS, trees, parks, trails and open space in our city beautify our community;
enhance the economic vitality of business areas, and are a source of joy and renewal; and
WHEREAS, autumn is the recommended time to plant trees in our climate and the
Governor has declared the month of October to be Urban and Community Forestry Month;
NOW, THEREFORE, I, David J. Faber, Mayor of the City of Port Townsend, do hereby
proclaim October 4, 2025 as
Arbor Day
and urge everyone to plant trees for urban canopy, to produce oxygen, and to promote the
well-being of this and future generations.
David J. Faber, Mayor
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PORT TOWNSEND CITY COUNCIL
CONSENT AGENDA
September 15, 2025
A. Approval of Bills, Claims and Warrants:
• Vouchers 177543 through 177544 in the amount of $32,381.88
• Electronic Fund Transfers in the amount of $42,369.48
B. Approval of Minutes: August 11, 2025
Action: Move to adopt the consent agenda or request to remove any individual
item from the consent agenda. (Short statements or easily resolved questions are
appropriate without removing item from the consent agenda).
CITY OF PORT TOWNSEND
MINUTES OF THE CITY COUNCIL WORKSHOP MEETING OF AUGUST 11, 2025
CALL TO ORDER/ ROLL CALL
The City Council met in a regular workshop meeting with Planning Commission August
11, 2025 in Council Chambers at 540 Water St, Port Townsend, WA 98368. Mayor Faber
called the meeting to order at 6:OOpm.
Councilmembers present at roll call were David Faber, Amy Howard, Monica MickHager,
Neil Nelson, Owen Rowe, Ben Thomas, Libby Wennstrom, and City Clerk Alyssa
Rodrigues.
Staff members present were Public Works Director Steve King , and Assistant City
Engineer Jeff Kostechka .
Planning Commissioners present at roll call were Lois Stanford, Rick Jahnke, Robert
Doyle, Stephen Mader, Viki Sonntag, with Andreas Andreadis, and Samantha Bair -Jones
excused.
GENERAL PUBLIC COMMENT (REGARDING ITEMS NOT ON THE AGENDA)
James Kelly spoke about The Wall that Heals event.
DISCUSSION ITEMS
Comprehensive Plan Update- Transportation (Planning Commission and Council)
Public Works Director Steve King and Assistant City Engineer Jeff Kostechka
presented the PT Sustainable Street Plan which included Presentation Purpose,
Acknowledgements, Context, Context- Crescendo of Planning, Relationship to Other
Plans, Honoring Previous Goals and Policies, Past Meetings and Events, Why PT
Sustainable Streets Plan?, Relationship to Land Use and Housing, Historic City
Plats, Plat Integrity Compromised, Plat Integrity Sustained, Housing Opportunity -
Comp. Plan Focus, Relationship of Rights of Way and Open Space Preservation,
Preservation of Open Space and Trail Corridors, People Prosperity Planet Tour
Guide, Street Outcomes (This), Relationship to Street Network and Fiscal
Sustainability, Cost of Infrastructure and Tax Burden, Active Transportation,
Emergency Access and Evacuation Route Planning, Minimizing streets and
addressing redundant streets, Basis for Plan Formation -Review of How Plan was
Created, PT Sustainable Streets Plan Development- GIS layers, Historic Plats Drive
the Plan Development, Cappy's Excluded from Streets Plan- Preservation Area,
Results, Results- Emergency Access Planning, Application of PT Sustainable Plan,
Application- Predictability for realtors, sellers, buyers, builders, property owners,
everyone, Allows development of streets standards, Application- Development
Review, Application- Functional Plan Updates, Application- Redundant Streets,
Application- Open Space and Trails Planning, Application- Role in Comprehensive
Plan, Next Steps, transportation demographic survey, and Summary.
In response to Council and Planning Commission's clarifying questions staff
explained 776 acres, 375 acres of undeveloped open space, 14th street, locally
designated as arterial, total acres of Right of Way and un-platted land, secondary
access on Jackman St, bollards on secondary access, conceptual vs. actual routes,
level of detail incorporated into Comprehensive Plan, emergency access dotted
lines, how to handle negotiations during permit process, existing and future local
access, concept future land use map, street frontage, building on short side process,
property owner responsibility, abandoning streets, transportation demographic
survey, goals/policies/action in transportation element, drywells, goals for public
transportation and specific plans, and how public can express concerns.
Jeff Kostechka provided the 2025 Active Transportation Plan which included Non -
Motorized Transportation Plan, Current Stakeholder Group Members, Purpose and
Goals, Active Transportation, 2011 Non -Motorized Plan Map, 2010 Non -Motorized
Plan, Why Update the Plan?, Existing Conditions, Future, Future with Balanced
Sustainable Streets and Active Transportation Plans, What We Plan For Matters,
Sustainable Transportation, Change With Time, Community Outreach, Online
Survey, Online Survey -Areas of Concern, LTS (Level of Traffic Stress), LTS (Level of
Traffic Stress) -DRAFT, Infrasturcture Hierarchy, ADA Routes, Connected Routes,
Shared Vision, Comprehensive Plan Changes, 2016 Comprehensive Plan, ADA and
Connected Routes, SE ADA and Connected Routes, Shared Streets SB 5595, Trails,
Trail Map, and Summary of 2025 Active Transportation Plan.
In response to Council and Planning Commission's clarifying questions staff
explained timing of September 22 open house, ADA priority routes in relation to
walking, colors and lines on maps, electric bicycle mph, horse traffic, Sims Gateway
Transportation Project, and agenda items.
Public comment:
Dylan Quarles spoke about fair housing impact fees.
Jason Victor Serinus spoke about statement at end of Comprehensive Plan,
appreciation for staff, 10mph transportation concern, and magical thinking.
Tom Bull spoke about Lynnsfield community/housing development concerns, and
regular bike speeds.
Kelly Bretsky spoke about Lynnsfield community and traffic concerns.
In response to public comment staff explained development process, who pays for
roads during development, and impact fees.
Discussion ensued around Planning Commission review and suggestions, reediting,
Challenge/Opportunity review, policy section editing, maps, appreciation for staff,
strategic vs. reactive, postponing public comment, parking challenges re: Park and
Ride, Hwy 20 traffic and Dept of Transportation, sensibility on introduction, glossary
of definitions, Capital Facilities- Library, Port Angeles airport, next Planning
Commission meeting, and 2009 Transportation Functional Plan.
ADJOURN
There being no further business, the meeting adjourned at 9:03pm.
Attest:
Alyssa Rodrigues
City Clerk
Agenda Bill AB25-087
1° Meeting Date: September 15 2025
(fPort
bb,10� Agenda Item: IX.A
® Regular Business Meeting
Townsen ❑ Workshop/Study Session
❑ Special Business Meeting
Submitted By: Steve King, Mike Connely, Brian Reid
Date Submitted: September 12, 2025
Department: Public Works Contact Phone: 360-379-5090
SUBJECT: Presentation on the status of Transportation Benefit District Funding
and Investments along with priority streets
CATEGORY: BUDGET IMPACT: N/A
❑ Consent ❑ Resolution Expenditure Amount: $
❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑
❑ Contract Approval ❑x Other:
❑ Public Hearing (Legislative, unless otherwise noted)
❑ 3-Year Strategic Plan: 4 - Ensure sustainable future for public services and facilities
Cost Allocation Fund: Choose an item,
SUMMARY STATEMENT:
The last couple of years have been big for City of Port Townsend Street maintenance.
With a combination of grants and Transportation Benefit District Funding, street
maintenance has been stepped up considerably. There is still much work to do as the
community claws back from years of lack of investment.
This presentation is intended to share successes, learning, financials relative to the
Transportation Benefit District, and possible street priorities as part of the budget
development process.
Staff will be looking for Council feedback on investment priorities.
ATTACHMENTS: Presentation
CITY COUNCIL COMMITTEE RECOMMENDATION: N/A
RECOMMENDED ACTION:
No action. Feedback from this meeting will be used to help establish budgets for street
preservation and repairs.
ALTERNATIVES:
❑x Take No Action ❑ Refer to Committee ❑x Refer to Staff ❑ Postpone Action
❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑ Other:
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City0f
Port
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Agenda Bill AB25-088
Meeting Date: September 15, 2025
Agenda Item: IX.B
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Submitted By: Jodi Adams Date Submitted: September 9, 2025
Department: Finance Contact Phone: 379-4403
SUBJECT: Ordinance 3353 Relating to Bonds for City Officers and Employees;
Adopting a New Chapter 2.09 and New Section 2.09.010, Official Bonds, in the Port
Townsend Municipal Code (PTMC); and Adopting a New Section in 2.10.050 in the
PTMC
CATEGORY: BUDGET IMPACT: n/a
❑ Consent ❑ Resolution Expenditure Amount:
❑ Staff Report ❑x Ordinance Included in Budget? Yes ❑ No ❑x
❑ Contract Approval ❑ Other:
❑ Public Hearing (Legislative, unless otherwise noted)
❑ 3-Year Strategic Plan: N/A
Cost Allocation Fund: Choose an item,
SUMMARY STATEMENT: Staff recommend that City Council approve adding new
sections to the Port Townsend Municipal Code requiring official bonds for designated
officers and employees, consistent with RCW 35A.12.080 and RCW 35A.13.160.
State law requires that cities with a council—manager form of government provide an
official bond, renewed annually, to ensure the honest and faithful performance of official
duties.
Faithful performance bonds help reinforce accountability and provide assurance that
City officials and staff carry out their duties with integrity and care. They provide
assurance that City operations are carried out faithfully and responsibly, while also
offering protection in the unlikely event of errors or oversights. The bonds also extend
coverage to deputies and staff, ensuring that the City's operations as a whole are
supported by this added layer of accountability.
Requiring these bonds is considered a good practice in municipal governance because
it.
• Promotes transparency and accountability in public service.
• Provides financial protection for the City and taxpayers.
• Strengthens public trust in how the city conducts its business.
• Mitigates risk exposure by ensuring coverage for both officials and their
subordinates.
The City Manager will review and approve the terms and amounts of the bonds.
Premiums will be paid by the city and are expected to be a modest cost compared to
the level of protection provided.
Adding these provisions to the Municipal Code will align the City with state requirements
while giving us an important tool to safeguard public funds and ensure accountability.
Staff recommends approval.
ATTACHMENTS:
1. Ordinance 3353
CITY COUNCIL COMMITTEE RECOMMENDATION: N/A
RECOMMENDED ACTION: Move to approve first reading of Ordinance 3353 Relating
to Bonds for City Officers and Employees; Adopting a New Chapter 2.09 and New
Section 2.09.010, Official Bonds, in the Port Townsend Municipal Code (PTMC); and
Adopting a New Section in 2.10.050 in the PTMC
ALTERNATIVES:
❑x Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑x Postpone Action
❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑ Other:
Ordinance 3353
PERFORMANCE BONDS
Page I of 3
ORDINANCE NO.3353
AN ORDINANCE OF THE CITY OF PORT TOWNSEND RELATING TO BONDS FOR
CITY OFFICERS AND EMPLOYEES; ADOPTING A NEW CHAPTER 2.09 AND NEW
SECTION 2.09.010, OFFICIAL BONDS, IN THE PORT TOWNSEND MUNICIPAL
CODE (PTMC); AND ADOPTING A NEW SECTION IN 2.10.050 IN THE PTMC.
WHEREAS, Washington state law, through sections �35A.12.080 and 35A.13.160 of the
Revised Code of Washington ("RCW") requires the clerk, treasurer, if any, chief of police and
such other officers or employees as may be designated by ordinance or by charter to furnish
annually an official bond conditioned on the honest and faithful performance of their official
duties; and
WHEREAS, RCW 35A.13.070 requires the city manager of a code city to execute and file
with the clerk of the council a bond in favor of the city in such sum as may be fixed by the council
before entering upon the duties of his or her office; and
WHEREAS, the official bonds of officers of a municipality must comply with the
requirements of Chapter 42.08 RCW; and
WHEREAS, the premiums for bonds for appointive officers and City staff must be paid
by the City per RCW 48.28.040; and
WHEREAS, the State of Washington Auditors office recommends bond coverage should
be provided for all employees, under a blanket bond.
NOW THEREFORE, the City Council of the City of Port Townsend does ordain as
follows:
Section 1. A new section 2.10.050, City manager — Bond and oath, is hereby created in
Port Townsend Municipal Code Chapter 2.10 (City Manager) as follows:
2.10.050 City manager —Bond and oath.
Before entering upon the duties of his or her office the city manager
shall take an oath or affirmation for the faithful performance of his
or her duties and shall execute and file with the clerk of the council
a bond in favor of the city consistent with the provisions of PTMC
2.09.010.
Section 2. A new Chapter 2.09 titled "Official bonds." A new Section 2.09.010 "Official
bonds," is hereby adopted in Chapter 2.09 of the PTMC titled "Official bonds" in the Port
Townsend Municipal Code to read as follows:
Ordinance 3353
PERFORMANCE BONDS
Page 2 of 3
2.09.010 Official bonds.
In accordance with RCW %5A.1 %.4)74) and %5A.1'% 1.64), the
employees of the city listed in this section shall each, before entering
upon the performance of their respective duties, furnish to the city
an official bond conditioned upon the honest and faithful
performance and discharge of their official duties, and for the proper
application of all money or property received by them by virtue of
their position or employment. All such official bonds shall be
approved by the city manager, except that the bond of the city
manager shall be approved by the city attorney. Such bonds shall
run in favor of the city and be executed by a fidelity or surety
company authorized to transact such business within the state. The
form shall be approved by the city attorney and must meet the
requirements of any proper department of the state supervising the
same. The premiums on said bonds shall be paid by the city.
A. The director of finance and technology services who serves as
the city treasurer shall qualify by furnishing a faithful performance
bond at the expense of the city in the sum of not less than $100,000.
B. The city clerk and all persons authorized by the city to sign
checks or warrants shall be covered by a blanket faithful
performance bond in the sum of not less than $75,000.
C. The city manager shall be covered by a blanket faithful
performance bond in the sum of not less than $100,000.�
D. The chief of police shall be covered by a blanket faithful
performance bond in the sum of not less than $100,000.�
E. All other city officers and employees shall be covered by a
blanket faithful performance bond in the sum of not less than
$50,000.
All amounts provided in this section may be increased to a greater
amount as may be specified by state law as hereafter amended.
Section 3. Severability. If any sentence, clause or phrase of this Ordinance should be held
to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or
unconstitutionality shall not affect the validity or constitutionality of any other section, sentence,
clause, or phrase or work of this Ordinance.
Section 4. Effective Date. This Ordinance shall take effect and be in force five days
following its publication in the manner provided by law.
Ordinance 3353
PERFORMANCE BONDS
Page 3 of 3
Adopted by the City Council of the City of Port Townsend, Washington, at a regular
meeting thereof, held this 6th day of October, 2025.
David Faber, Mayor
Attest:
Alyssa Rodrigues, City Clerk
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Agenda Bill AB25-090
Meeting Date: Sept 15, 2025
Agenda Item: IX.D
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Submitted By: Jodi Adams, Director of Finance & Technology Services
Date Submitted: September 10, 2025
Department: Finance
Contact Phone: 360-379-4403
SUBJECT: Ordinance 3354 Adopting 2025 Supplemental Budget Appropriations
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CATEGORY: BUDGET IMPACT:
❑ Consent ❑ Resolution Expenditure Amount:
❑ Staff Report ❑x Ordinance Included in Budget? Yes ❑ No ❑x
❑ Contract Approval ❑ Other:
❑ Public Hearing (Legislative, unless otherwise noted)
❑ 3-Year Strategic Plan: N/A
Cost Allocation Fund: N/A
SUMMARY STATEMENT:
Our second budget supplement for 2025 has been kept to a minimal amount, and only
items that were emergency repairs or had unexpected price increases are included.
There are many reasons why supplemental appropriations are needed.
• Carry forward budget from 2024 for projects that were not completed
• Donations that were made in previous years and not spent.
• Capital Projects that are new or have carry forward money from previous years
• Additional expenditures emerge as new information or activity occurs that was not
previously known or available when compiling the current year's budget.
• Increased costs due to supply chain issues, labor shortages and inflation factors.
• Unforeseen emergencies.
• Obtaining legislative authority for the proper management of funds in the general
ledger.
All expenses must be approved by council prior to being spent, so a budget amendment
includes all unbudgeted expenditures. However, we are not required to reduce or credit
unspent line items or to increase revenue during the supplement process. An increase
in an expenditure line does not necessarily mean an increase in spending. There may
be an offset under another line that is not reflected in the supplement process.
The 2025 Budget Supplement #2 includes
General Fund:
Planning and Community Development received additional grant funding from Commerce
for the Shoreline Master Plan in the amount of $30,034, increasing the total award amount
to $92,674. The professional service budget needs to be increased to match the
additional award money. You will need see the revenue line in the supplement process
but this increase in expenditures is covered by the additional grant revenue.
Unemployment expenses have increased in 2025 compared to the last couple years. City
of Port Townsend is self -insured which means we cover unemployment costs for staff
that have left the city. Instead of paying ongoing taxes into the state trust fund, we
reimburse the state dollar -for -dollar for the actual unemployment benefits paid to our
former employees. We need to increase the unemployment fund to cover these additional
expenses.
Community Services:
Community Services presented to Finance & Budget Committee on July loth, and then at
City Council July 21St, regarding a few unexpected repairs needed for city owned property.
A couple of the items discussed are presented in the second supplement.
The boilers at City Hall broke at the beginning of the summer and they are past their life
expectancy and unable to be repaired further. Replacement boilers are needed for staff
before the weather becomes cold.
Painting the Bell Tower was proposed as part of the 2025 budget but moved to 2026
when it was identified as a lower priority than other projects. Now that we are further into
2025 and funds are available to make these repairs, we would like to move that budget
item back to 2025.
Both the chlorinator at the pool and playground equipment at Chetzemoka Park have
unexpectedly had broken parts that need to be replaced prior to 2026.
The additional expenditures for facilities will be taken from the Community Services fund
balance which is higher than the required 2-3% of required fund expenditures.
Public Works:
Discovery Road (TIB grant shortfall):
The City anticipated $2.7 million from the Transportation Improvement Board for the
Discovery Road project. The grant came in lower than expected and $228,000 from the
Transportation Benefit District is needed to cover the cost.
Streets Operating- Catchup for Hot Spot Repairs and increase for County Chip Seal
work.
While Hot Spot Repairs was included in the 2025 adopted budget for the Transportation
Benefit District, Street Operations Hot spot repairs were inadvertently left out of the
2025 adopted budget. Give the magnitude of work required for Discovery and Mill Road,
the hot spot repair budget is recommended to be increased from $100,000 to $219,000
In addition, expenditures are increased to the county partnered chip seal work to be
reimbursed by Transportation Benefit District.
Close Utility Surcharge Fund / Return Residuals:
With utility surcharges ending in April 2024 (Ordinance 3332), the dedicated surcharge
fund is no longer needed. The remaining balance will be transferred back to Water,
Sewer, and Storm funds using the most recent allocation percentages. These transfers
do not create new spending; they return residual dollars to the operating utility funds.
The Main Street Tax Credit Program through the state allows local businesses to
support downtown revitalization projects while receiving a state tax credit in return. Port
Townsend Main Street applied for and was awarded an additional $85,000 in 2025
through a Q4 Tax Credit Incentive Program (TIP). These funds will be issued to the City
and subsequently passed through to Port Townsend Main Street. The $85,000 is being
included in the supplemental budget under Utilities and is fully offset by the TIP funds
that will be received.
ATTACHMENTS:
1. Ordinance 3354
2. City of Port Townsend 2025 Supplemental #2 Detail
CITY COUNCIL COMMITTEE RECOMMENDATION: At their September 8, 2025
meeting, the Finance and Budget Committee recommended forwarding the
Supplemental Budget #2 request to City Council.
RECOMMENDED ACTION:
Move to approve the first reading of Ordinance 3354 Adopting 2025 Supplemental
Budget Appropriations.
ALTERNATIVES:
❑x Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑x Postpone Action
❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑ Other:
Ordinance 3354
Page 1 of 1
ORDINANCE NO. 3354
AN ORDINANCE OF THE CITY OF PORT TOWNSEND, WASHINGTON,
ADOPTING 2025 SUPPLEMENTAL BUDGET APPROPRIATIONS
WHEREAS, the City Council adopted a supplemental budget per Ordinance 3347 on June
2, 2025 and was set forth in the document entitled "City of Port Townsend 2025 Supplemental 41
Detail"; and
WHEREAS, new or unforeseen projects were not identified at the time of compiling the
2025 budget; and
WHEREAS, staff recommends appropriating funds for the new and unforeseen projects
as identified for 2025; and
WHEREAS, the City Council reviewed the supplemental budget on September 15, and
considered the matter further on October 6, 2025;
NOW, THEREFORE, the City Council of the City of Port Townsend, Washington, do
ordain as follows:
Section 1. The supplemental budget for the City of Port Townsend, Washington, for the
fiscal year 2025, is adopted as set forth in the document entitled "City of Port Townsend 2025
Supplemental 42 Detail", making revenue and expenditure revisions.
Section 2. This Ordinance shall take effect upon its passage, approval, and publication in
the form and manner provided by law.
ADOPTED by the City Council of the City of Port Townsend, Washington, by a vote of
the majority of the City Council plus one, at a regular business meeting thereof, held this 6th day
of October 2025.
David J. Faber
Mayor
Attest.
Alyssa Rodrigues
City Clerk
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City0f
Port
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Townsen
Agenda Bill AB25-091
Meeting Date: September 15, 2025
Agenda Item: IX.E
® Regular Business Meeting
❑ Workshop/Study Session
❑ Special Business Meeting
Submitted By: Jodi Adams Date Submitted: September 9, 2025
Department: Finance Contact Phone: 379-4403
iiiiiiiiiiiiiiiiiiiiiillillillillillillilliillillillillillilliillillillillilliillillillillillillilliillillillillillillilliillillillillillillillillillillilliillillillillillillilliillillillillillillilliillillillillillillillillillillilliillillillillillillilliillillillillillillilliillillillillillillillillillillilliillillillillillillilliillillillillillillilliillillillillillillillillillillilliillillillillillillilliillillillillillillilliillillillillillillillillillillilliillillillillillillilliillillillillillillilliillillillillillillillillillillilliillillillillillillilliillillillillillillilliillillillillillillillillillillilI
SUBJECT: Resolution 25-028 Adopting Updated Comprehensive Financial
Management Policy Guidelines and Repealing Resolution 21-004
CATEGORY: BUDGET IMPACT: n/a
❑ Consent ❑x Resolution Expenditure Amount:
❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑x
❑ Contract Approval ❑ Other:
❑ Public Hearing (Legislative, unless otherwise noted)
❑ 3-Year Strategic Plan: N/A
Cost Allocation Fund: Choose an item,
SUMMARY STATEMENT: Annual Update to Comprehensive Financial Management
Policy Guidelines. Staff recommend that City Council adopt the proposed amendments
to the Comprehensive Financial Management Policy Guidelines to update language,
add a new section on vendor payments, and establish an interfund loan policy.
On December 2, 2024, City Council adopted Ordinance 3343, amending the City's
Comprehensive Financial Management Policy Guidelines. These guidelines provide the
framework for sound financial practices, transparency, and accountability in managing
public resources.
The 2025 annual update includes minor revisions to modernize existing language and
introduces two substantive additions:
Section XVII — Vendor Payments
This new section outlines best practices in accounts payable and formalizes
procedures already in place within the Finance Department. The policy ensures
timely, accurate, and secure vendor payments while safeguarding City resources
and strengthening internal controls.
2. Appendix C — Interfund Loan Policy
On March 10, 2025, the Finance and Budget Committee reviewed and
recommended establishing a formal policy for interfund loans. This policy
authorizes staff to bring interfund loans to city council for approval through
ordinance, per state law. It also allows for the issuance of temporary interfund
loans, with a term of less than 60 days. Temporary loans are a useful tool to
manage cash flow when large grant -related expenditures occur prior to
reimbursement. They help prevent funds from going negative, particularly at
year-end when budget amendments cannot be made.
By state law, temporary interfund loans may be authorized by policy but must be
repaid within 60 days. Any interfund loan exceeding 60 days continues to require
a resolution and Council approval. The proposed policy aligns with these
statutory requirements while improving the City's ability to manage short-term
cash flow needs responsibly.
No significant fiscal impact is anticipated. The vendor payment policy codifies current
practice, and the interfund loan policy provides flexibility for managing cash flow without
requiring additional resources.
The proposed updates bring the Comprehensive Financial Management Policy
Guidelines current, formalize existing practices, and add important tools for effective
financial management. Staff recommends approval of the ordinance adopting these
amendments.
ATTACHMENTS:
1. City of Port Townsend Comprehensive Financial Management Policy Guidelines
2. Resolution 25-028
CITY COUNCIL COMMITTEE RECOMMENDATION: Finance and Budget Committee
recommended updating the Financial Management Policies to include an interfund loan
policy at the December 2, 2024 meeting.
RECOMMENDED ACTION: Move to approve Resolution 25-028 Adopting Updated
Comprehensive Financial Management Policy Guidelines and Repealing Resolution 21-
004
ALTERNATIVES:
❑x Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑x Postpone Action
❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance
❑ Other:
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page I of 22
City of
Port Townsend
Comprehensive
Financial
Management
Policy Guidelines
Adopted September 15, 2025
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 2 of 22
Comprehensive Financial Management Policies Index
I. FINANCIAL POLICY GUIDELINES........................................................................4
II. ORGANIZATION...................................................................................................4
III. ACCOUNTING, AUDITING AND FINANCIAL REPORTING
...............................5
IV. FUND STRUCUTURE & FUND RESERVE GUIDELINES..................................7
V. REVENUE POLICIES.........................................................................................
10
VI. OVERHEAD COST RECOVERY (COST ALLOCATION) ..................................
12
VII. GENERAL BUDGET POLICIES.......................................................................
13
VIII. FINANCIAL PLANNING POLICIES.................................................................
15
IX. ENTERPRISE FUNDS......................................................................................
15
X. CAPITAL INVESTMENT PROGRAM PLAN POLICIES .....................................
16
XI. DEBT MANAGEMENT POLICY........................................................................
16
XII. PURCHASING POLICY....................................................................................
18
XIII. ELECTRONIC FUNDS TRANSFER POLICY ..................................................
18
XIV. GRANTS MANAGEMENT POLICY.................................................................
18
XVk VACANCY RATE
POLICY
;• 18. .... ..... .... ....
.................................................................................................................................................................................................................................................................................................................
..... .....92 0
-( Formatted: Check spelling and grammar
Formatted: Normal
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....................................................... TIP21
..............
APPENDIX B: CITY OF PORT TOWNSEND FEDERAL AWARDS STANDARDS
& CODE OF CONDUCT.........................................................................292
All:::all:::alf::.I IG:)IX. Cwm III...1..If:::::.11= If=1JI IG:) II....0AIN II:::aCIL...JCY................................................25.......
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 3 of 22
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 4 of 22
I. FINANCIAL POLICY GUIDELINES
e t;carm�pE .! �21 siive 1 1l�,gd�dii�ll 1Ioal i6es flr e &.outlined in this document
have been developed in accordance with the Government Finance Officers
Association's "Best Practices". These policy guidelines are intended to aid the
City Council and City management in financial decision making. These policy
guidelines also provide a means to test short term financial and budget decisions
to help ensure the City 4-2],q„v meet its immediate and long-term financial
service objectives and obligations.
The City of Port Townsend is accountable to its r esiicV�,m�# a 4izermFLfor the use of
public funds. Municipal resources must be wisely used to ensure adequate
funding for services, public facilities„, and infrastructure nee4ed to meet the
community's present and future needs. These policies are designed to help
safeguard the fiscal stability required to achieve the City's goals and objectives.
The City's Comprehensive Financial Policies have the following objectives:
• To guide the City Council and management policy decisions that have
significant financial impact.
• To set forth operating principles which minimize the cost of government
and financial risk to the City.
• To employ balanced, consistent, and fair revenue policies that provide
adequate funding for desired programs.
• To promote sound financial management by providing accurate and timely
information on the City's financial condition.
• To protect the City's credit rating and provide for adequate resources to
meet the provision of the City's debt obligations for all municipal debt.
• To ensure the legal use of financial resources through an effective system
of internal controls.
II. ORGANIZATION
The City provides municipal services for its re s..Jd e mats, �s, �s�, including e�tiiviitiies
suprogrem.2 life and property, 2s. q.g,srrpublic
health and welfare, and prcamcate improved quality of life.
The Council, as the legislative and governing body, sets the City's Financial and
Budget Policy Guidelines, and through its Finance and Budget Committee,
monitors and reviews the City's overall financial performance. The City Council
deems it a hill h riorit to deliver miunici al services in the manner consistent for
all citizens and withp,iich,st t.�rassiilrll, effciencv and financial prudence.
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 5 of 22
The City Manager, as the City's Chief Executive Officer and Chief Budget Officer,
is responsible to the Council for managing City operations and program services,
and preparation of the City's Annual Budget consistent with established 0 inancial
and b udget Rhaolicy,gGuidelines.�
The Director of Finance & Technology Services, as the City's Chief Financial
Officer and Chief Auditing Officer, is responsible to the City Manager for the
preparation of accurate and timely financial and budget reporting. Additional
responsibilities include information technology administration, general
accounting, business license/tax administration and utility billing operations, grant
rm ;gd ,gg M!2j t, federal & state funding compliance, gd d purchasing administration,
as well as policy advice to the City Manager and Council.
The Department Heads are responsible to the City Manager for department
operation budget observance, capital project management, and grants
administration. Department Heads monitor related revenue performance and
expenditure control with the assistance of the Finance Department.
The City must prioritize its services and, should revenues become constrained,
the following services are considered priorities in the following general order:
III. ACCOUNTING, AUDITING AND FINANCIAL REPORTING
The City will maintain a system of financial monitoring, control,, and reporting for
all operations and funds to provide effective means of ensuring that overall City
goals and objectives are met.
Accounting Records and Reporting — The City will maintain its accounting
records in accordance with state and federal regulations. Budgeting, accounting,
and reporting activities will conform to the Budgeting, Accounting,, and Reporting
System (BARS) for Governments as prescribed by the Washington State Auditor.
The City maintains its accounting and budgeting records on a cash basis and
adheres to the cash basis BARS manual.
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Adopted September 15, 2025
Page 6 of 22
Capital Assets ,As a cash basis entity, the City records and reports only inflows
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and outflows of cash. When a capital asset is purchased, the entire expenditure
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is recorded when the cash is expended and depreciation is not recorded. The City
considers capital assets to be real and intangible assets above $7,500 in value
that have an anticipated life of one year or more. Capital assets are tracked by
the Finance Department as a fixed asset inventory. Items that are no longer
needed or no longer functional will be disposed according to the City surplus
policy and state law.
Capital assets tare --purchased with grant funds may be subject to additional
compliance requirements. The department obtaining the grant is responsible for
understanding � ,d,�! 0..!�, [li,u ,g,;tcaany compliance requirements related to acquiring,
inventorying, tracking, and disposing of assets obtained through these types of
funds.
Small and Attractive Assets — The Cityidentifies small and attractive assets as
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items with a cost greater than $500 but less than $7,500. These items have a life
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expectancy of more than one year AND are not likely to be immediately missed
upon disappearance. These items are generally mobile in nature and may be
easily transported from the workplace. Some exceptions to the $500 minimum
include tablets, phones, personal computers, and other lower cost items that have
ongoing maintenance or service costs associated with them. Department Heads
are accountable for the security of these items and are responsible for following
the Small and Attractive Assets Policy and Procedures 14at h . adopted
�by Councill. The Director of Finance and Technology Services (Finance Director)
has oversight responsibility for this policy and the associated inventory of these
items.
Auditing — The State Auditor will perform the City's financial, federal single audit
and accountability/compliance audits in accordance with state and federal laws.
Results of the audit will be provided to the Council in a timely manner.
Cash Management — The Director of Finance & Technology Services will ensure
that cash management systems are developed to ensure accurate and timely
accounting for all cash and security of all cash assets.
Careful financial control of the City's daily operations is an important part of the
City's overall fiscal management practices. Achieving adequate cash
management and investment control requires sound financial planning to ensure
that sufficient revenues are available to meet the current expenditures of any
operating period.
The City's cash management and investment guidelines are as follows
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Adopted September 15, 2025
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• The City will maintain a cash management program, which includes
internal control practices for collection of accounts receivable,
disbursement of funds, and prudent investment of its available cash.
The Director of Finance and Technology Services (Finance Director)
serves as the investment officer of the City of Port Townsend. The
Finance Director is authorized to oversee the investment program and to
develop operating procedures to administer the program. The Finance
Director may delegate the authority to conduct investment transactions and
manage the operation of the investment portfolio to one or more
subordinates as outlined in the investment program operating procedures.
All participants in the City's investment process shall act responsibly as
custodians of the public trust.
• As permitted by law and City ordinances and to maximize the effective
investment of assets, all funds needed for general obligations may be
pooled into one account for investment purposes. The income derived from
this account will be distributed to the various funds based on their average
fund balances on a periodic basis.
See Appendix A for,.ulll Investment Policy.
IV. FUND STRUCUTURE & FUND RESERVE GUIDELINES
The City's accounting and budgeting systems are organized and operated on a
fund basis. Funds are accounting entities used to record revenues and
expenditures. By definition, balanced funds mean that total revenues equal total
expenditures. The budgeted funds are grouped into categories: General, Special
Revenue, Debt Service, Capital Projects, Enterprise, and Internal Service.
The following provides a brief description of the fund types and reserve guidelines
for each fund. The numbers in parentheses represent the BARS manual fund
series numbering scheme.
GENERAL FUND (010) -- This is the primary operating fund or current expense
fund of the City. To maintain the City's credit rating and meet seasonal cash flow,
the budget shall provide for an anticipated undesignated fund balance between
8% and 15% of estimated annual revenues for general government fund types.
The fund balance shall be exclusive of all reserves not anticipated to be readily
available for use in emergencies and contingencies. Should the fund balance fall
below 8% of revenues, a plan for expenditure reductions and/or revenue
increases shall be submitted by the City Manager to the Council. If, at the end of
a fiscal year, the fund balance falls below 8%, then the City shall rebuild the
balance within a period not to exceed three fiscal years.
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Adopted September 15, 2025
Page 8 of 22
GENERAL FUND COUNCIL RESERVE (Included in the General Fund) — In
addition to the Fund balance and the Contingency Fund, the budget for the
General Fund shall provide for a "Council Reserve" equivalent to approximately
1 % of estimated operating revenues in the General Fund (010). Only the General
Fund shall maintain a "Council Reserve." The Council Reserve is established to
provide for non -recurring community requests or unanticipated needs deemed
necessary by Council. The Council Reserve shall be suspended during times of
significant economic downturn, especially during years when the General Fund
ending fund balance falls below 5%. The Council Reserve is a budgeted
appropriation expected to be specifically allocated at the Council's discretion.
SPECIAL REVENUE FUNDS (101-1991 — These funds account for revenues
derived from special taxes, grants„, or other restricted sources designed to finance
particular activities. Apart from any unrestricted General Fund contributions to a
Special Revenue Fund, the unexpended ending fund balances carry over year to
year and should retain enough revenue to cover operating cash flow and
anticipated major project or program obligations of the fund.
Of these funds, the Street, Library, and Community Services funds are of an
operations nature. The Street and Community Services Funds reserve balance
will be equivalent to 2-3% of fund expenditures. The Library Fund reserve is set
at 5-8% of Library property tax revenue.
Other Special Revenue Funds are more cyclical or project related and only need
retained ending fund balances or transfers in to cover anticipated obligations:
Drug Enforcement, Lodging Tax, Fire/EMS, Affordable Housing, and CDBG
Grants.
CONTINGENCY — Rainy -Day Fund (102) — Each fund should retain enough in
its own Ending Fund Balance Reserves to offset minor non -recurring or
unanticipated expenses during the budget year. Beyond those reserves, the
City's Contingency — Rainy -Day Fund is intended as a strategic reserve to meet
emergency conditions or to help maintain essential services during periods of
economic downturn. The fund will build to between 5% - 10% of General Fund
annual operating revenues (but below the requirements of RCW 35.33.145) after
its creation and subsequent to its intended use.
The Rainy -Day Fund will be seeded through the following:
• Unrestricted one-time revenues from projects with assessed value at over
$3..miilllli!c"o
• Contributions from the General Fund Reserve
• Contributions from the vacancy rate (see Vacancy Rate Policy)
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Adopted September 15, 2025
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DEBT SERVICES FUND (200) — These funds are used to pay general
government debt. The City shall retain or transfer in funds sufficient to cover the
annual debt service obligations and retain such "coverage" amounts to comply
with bond covenants or other loan restrictions.
CAPITAL PROJECTS FUNDS (300) — These funds are established for the
acquisition or construction of general government (non -utility) capital
improvements. Ending Fund Balance Reserves should be maintained at levels
sufficient to cover anticipated annual expenditures with transfers in from
supporting funds (General, REET, etc.) to cover project needs.
ENTERPRISE FUNDS (400) — These funds are the proprietary or "business -like"
funds for operations providing services to the general public supported primarily
through user's fees (Water, Sewer, Stormwater, and Utility Revenue Bond). The
Ending Fund Balances of these funds should be equal to or greater than 60 days
of operating expenditures and any additional amounts needed to build towards
future project cash or debt payment needs. To the extent that the reserved Fund
Balance and operating cash flow are not adequate to fund needed utility system
improvements, additional rate increases or surcharges may be adopted by
Council. Included in the Enterprise funds are Debt Service Reserve Funds, Utility
Capital Project Funds and System Development Fund.
Revenue bonds may be issued by the Enterprise Funds. Investors may require
additional lending requirements or covenants. The ending fund balance of the
Enterprise Funds should include a reserve to cover any additional covenant
requirements.
INTERNAL SERVICE FUNDS (500) — These funds are also internal "business-
like" funds for operations providing services to other City departments (funds) on
a direct cost -reimbursement basis (e.g..,, Equipment Rental including Information
Technology services and equipment and Facilities, Public Works Administration
and internal Engineering Services). Fund balances should break even, after set
aside of funds for future capital equipment replacements.
FIDUCIARY FUNDS (600) — These funds account for assets held by the City as
a trustee or as an agent on behalf of others. Ending Fund Balances and any
transfers in should be maintained consistent with fund restrictions.
ENDING FUND BALANCE, RESERVES, CONTINGENCY SUMMARY
The following is a summary of the reserves guidelines. Guidelines will be reviewed
annually as a part of the Budget process:
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Adopted September 15, 2025
Page 10 of 22
General Fund .................................
Library...........................................
Street............................................
Community Services ........................
Other Special Revenue Funds ...........
Contingency ...................................
Debt Service ................................
General Capital .............................
Enterprise Funds ...........................
System Development Charges Fund
(Enterprise) ....................................
Internal Service ...............................
Fiduciary Funds ..............................
8-15% of operating revenue
5-8% of property tax
2-3% of expenditures
2-3% of expenditures
Sufficient to meet obligations
No less than 2% of operating
revenue
Sufficient to meet obligations
Sufficient to meet obligations
60 days of operating
expenditures
Sufficient to meet obligations
Sufficient to meet obligations
Sufficient to meet obligations
The undesignated General Fund Balance (the balance not tied to a known project)
will be maintained at a level that provides the City with sufficient working capital
and a comfortable margin of safety to address emergencies and unexpected
declines in revenue without borrowing. The City should not use the undesignated
General Fund Balance to finance recurring operating expenditures. Annual
General Fund revenues should be equal to or greater than annual regular
operating expenditures.
Reserves above the target can be used for new expenditures, with emphasis
placed on one-time uses that achieve future operating cost reductions.
General Fund revenues will be used for general government, street,,,. and
community service programs only. General Fund revenue for other purposes will
require approval by the City Council.
General Fund revenues will not be used to subsidize utility or enterprise
operations, which will be self-supporting through user rates.
V. REVENUE POLICIES
General Revenue Policies — The City will strive to maintain a diversified and
stable revenue system to shelter the government from short -run fluctuations in
any one revenue source and ensure its ability to provide ongoing service.
Restricted revenue shall only be used for purposes legally permissible and in a
fiscally responsible manner. Programs and services funded by restricted revenue
will be clearly designated as such.
One-time revenues shall support one-time expenditures
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Adopted September 15, 2025
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County, state or federal funding will be used to finance only those capital
improvements that are consistent with the capital improvement plan and local
government priorities, and whose operation and maintenance costs have been
included in operating budget forecasts.
Enterprise Fund Revenue Policies — Enterprise funds will be operated in a
manner that maintains a minimum ending fund balance that is not less than 60
days of operating expenditures.
Utilities will be self-supporting through user rates and charges.
Utility user charges for each of the City utilities will be based on cost of service
(i.e., set to full support the total direct, indirect, and capital costs) and established
so that the operating revenues of each utility are at least equal to its operating
expenditures and annual debt service obligations. The user rates of a utility shall
be designated so that a portion covers replacement of the utility's facilities.
The Utility will conduct a study of its user rates no less than every 5 years to
ensure rates are adequate to fund operations and meet future needs.
Fund balances may be used to temporarily offset rate increases, after sufficient
funds have been accumulated for identified capital improvement needs or
alternative funding for projects has been secured.
Fees and Charges (Non -Utility) —All fees for licenses, permits, fines, and other
miscellaneous charges shall be set to recover the City's expense in providing the
attendant service. Average cost or actual cost methodology may be used. These
fees will be reviewed periodically and will be incorporated into the budget process
for possible action by Council.
Fees and charges for services will generally be set to recover the actual cost of
service delivery. Fees t set lower than the cost -of -service delivery will be
reviewed at least every other year to determine if those fees are still appropriate
based on City finances and the community needs.
Where direct beneficiaries of a Git-y-- .Iy program or services can be identified,
fees will be established to recover the costs of that program or service. Fees will
also be set in a manner that protects taxpayers from subsidizing special service
users. A fee shall be charged for any service that benefits limited interests within
the community, except for human needs type services to persons with limited
ability to pay.
Rental fees will be established to recover full cost of use of the property or facility.
Fees related to the rental of City properties may be waived only through approval
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Adopted September 15, 2025
Page 12 of 22
of the City Manager. The waiver of fees will only be provided if the purpose of
the rental or its associated event will benefit the community at large.
Some services provide greater benefit to the community. When a greater
community benefit is identified, the Council may choose to subsidize, either whole
or in part, such services.
Park Fees
Through a volunteer recruitment program, the Parksf;; p,arLrm, nL will seek to
minimize the subsidy required for partial and minimum fee support programs.
Solicitation of funds through donations, fund raising events, non-traditional
sources, and various other modes will be encouraged by the City through its park
user groups. Funds collected for any special purpose shall be earmarked for that
purpose.
VI. OVERHEAD COST RECOVERY (COST ALLOCATION)
As provided in the State Auditor's Office guidelines, "Cost allocation is a method
to determine and assign the cost of central services to the internal -government
users of those services. Cost allocation thereby enables local governments to
more accurately account for the complete cost of the services it provides to the
public —and to better assess the fees it should charge them." Included in cost
allocation are direct costs (not otherwise charged to budget units) and indirect
costs. Direct Costs are those costs that can be specifically identified with a
particular service or unit if not already charged directly (e.g.,., facilities, janitorial,
etc.) Indirect Costs are costs incurred for common or joint purposes, benefiting
more than one unit, not readily assignable to a specific unit (e.g., legal, human
resources, administration, clerk, etc.).
The term "allocation" implies that there is no overly precise method available for
direct charging a cost to a unit, so the City Is the most appropriate
method available for doing so. However, a cost allocation plan should be designed
and used to provide a reasonable, consistent,,, and equitable means to allocate
costs. Inequitable charges result in questionable charges to grant, utilities,, and
restricted funds. For grant purposes, costs that benefit the public at large cannot
be included and should follow the OMB A-87 and/or 2CFR Part 200 guidelines.
The Council adopted a Cost Allocation Plan in Resolution 14-035 on June 25,
2014. In addition to using the overhead cost recovery model to assess the
appropriate amount of overhead to utilize for establishing user fees, the model will
be used to apply charges to Departments/Funds for City-wide overhead indirect
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Adopted September 15, 2025
Page 13 of 22
cost recovery where allowed (Council, City Manager, City Clerk, City Attorney,,
and Finance).
The Council may authorize waiver of the overhead cost -recovery in all or part if
Council determines doing so will provide a general benefit to the citizens,
taxpayers, or utility rate payer. If a portion of the overhead cost -recovery is
waived, the General Fund must absorb these costs; waived costs may not be
absorbed by or reallocated to a Special Revenue or Enterprise Fund.
VII. GENERAL BUDGET POLICIES
Annual Budget— The City's annual budget will be developed in accordance with
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the policies and priorities set forth in the comprehensive plan, the City Council's
strategic plan, City Council goals and priorities, the needs of the community, and
federal and state laws.
In general, budgeted revenues must meet or exceed budgeted appropriations
each year. Current year operating expenses, maintenance costs and direct and
indirect costs of services provided will be covered by current year revenues. One-
time expenditures may be appropriated if one-time revenues or excess fund
balance (in excess of reserve requirements) are available.
The City budget appropriations are adopted at the fund level. Department heads
are responsible for preparing a budget that reflects realistic expense projections
and that adhere to guidelines within this policy document.
Expense (Appropriation) Policies — Operating expenditures will be proposed at
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a level that will be supported by ongoing annual operating revenues.
Staffing Budget — Salaryand benefit costs are the Cit 's most significant
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operating expense. The City will strive to provide a total compensation package
that is comparable to other cities and similar type positions within the same labor
market or other cities of a similar size with comparable type and quality services
in cw-(-�P.an„ e„f.o. rl_to recruit and retain high quality staff.
The City Manager's proposed budget will identify staffing levels and provide
justification for any increases or decreases in overall City staffing.
Union Contract negotiations may impact budget expenditures annually. However,
if a collective bargaining agreement is, or will be, under negotiation, a specific
amount will not be included in the budget from potential wage adjustments
resulting from the negotiation, other than a base COLA adjustment. This is to
protect the City from any claims of not "bargaining in good faith". Funding for
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Adopted September 15, 2025
Page 14 of 22
unknown contract terms must be considered in balancing ongoing revenues with
ongoing expenses.
Equipment Replacement & Maintenance — Equipment replacement and -( Formatted: Font: Not Bold, No underline
........ ..... ........ ......... ......... .........
maintenance projections will be updated each year. Replacement of items with a
cost of 7,500 or more will be reviewed to time such expenditures at stable intervals
to preserve cash flow, when possible. Deferment of regular repair and
maintenance will not be used to balance the budget.
Training and Travel — City employees or others on official City business or
training may be required to travel outside the City to conduct their business or
training for the City. City employees and officials will be reimbursed for reasonable
and customary expenses incurred in the conduct of their business for the City,
including food, lodging,, and travel expenses while away, excluding any expenses
for personal entertainment or alcoholic beverages, as provided in the City's
Personnel Policies Manual for business or training travel. Such training or travel
shall be as provided either specifically or generally in the annual budget.
Training is an investment in maintaining the certifications and skills of the City's
employees. Allocating 1% of the department's budgeted salary expense is
recommended for certifications and skills training. The City will also include a
targeted amount of 1% of City-wide salaries for organizational development and
process improvement.
Investments that Forestall Adding Permanent Staff Since personnel -related
expenditures represent the largest portion of the City's budget, funding of
technology or process improvements that increase efficiency and effectiveness of
the delivery of City services should receive priority funding.
Budqet Monitorinq — The Director of Finance and Technology Services will
maintain a system for monitoring the City's budget performance. This system will
provide timely information to Department Heads and the City Manager to ensure
accuracy of financial data and compliance with budget appropriations. The
Council will receive (at a minimum) quarterly reports regarding fund level
revenues and expenditure performance compared to budget.
Significant financial issues that need to be addressed between regular monitoring
reports will be provided to Council as warranted.
The Finance Director will monitor unanticipated needs or emergency expenditures
and prepare budget amendments or supplementals in compliance with State Law.
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Adopted September 15, 2025
Page 15 of 22
Vill. FINANCIAL PLANNING POLICIES
Financial Forecast — The City will develop a 5-year Financial Plan and Forecast
Model based on these financial policy guidelines and a best estimate of likely
revenues and expenditures. The model will be used to test the policies against
likely surrounding economic conditions. The model will be used for long-range
financial planning and is not a replacement for budgeting.
The City's financial planning will include the current year budget plus five
additional years of projected data. The City may elect to extend its planning
horizon further if conditions warrant.
The long-range financial plan operating revenues and expenses will include data
for the General Fund, Contingency Fund, Library Fund and Community Services
Fund. In addition to ongoing revenues and expenses, this forecast will utilize
assumptions that forecast general obligation debt and general fund contributions
to capital projects.
The long-range financial plan should present trends and projections in key
financial indicators, such as:
• Revenues and expenses per capita including nominal and Inflation F Formatted: Indent: Left: 0.2s"
.....................................................................................................................
adjusted data.
• Staffing levels per 1,000 population: total and by major department.
• Projected annual growth rates of revenues and expenses including
personnel costs.
The long-range financial plan may include comparisons to other cities and
benchmarks, recognizing that the data for comparable cities may reflect
differences in service delivery, financial structure and financial policies.
Comparative information may include,,,,,:
b comparative revenues and expenses by major type to include:
Total revenues and expenses per capita.
•,,,,„Taxes per capita by tax source.
IX. ENTERPRISE FUNDS
The Water, Sewer,, and Stormwater utilities will be managed as self-supporting
business enterprises. Each utility will be managed in a professional manner in
accordance with applicable laws and r ,pcg a ;i f standards. The long-range
financial plan model for each utility will analyze rate revenues, rate structure,
operating costs, replacement capital costs, debt service.,, and other utility
considerations (special rate programs, paybacks, etc.). The City may utilize
specialized rate consultants to evaluate the rate and cost structure of the utilities.
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Adopted September 15, 2025
Page 16 of 22
X. CAPITAL INVESTMENT PROGRAM PLAN POLICIES
General Policy Considerations — The major resources for funding capital
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improvement and capital maintenance programs are revenues, grants and debt.
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Financing planned capital replacement costs are an ongoing challenge. Preparing
for the challenges of infrastructure replacement or enhancements demands a
long-term view of replacement needs. In order to plan for these needs the City will
develop a six -year Capital Improvement Plan (CIP) for adoption by Council as
required by the Washington's Growth Management Act. The CIP will be
consistent with the Capital Facilities Element of the City's Comprehensive Plan.
A capital project over $15,000 with a minimum of a five-year anticipated life will
be included in the CIP.
XI. DEBT MANAGEMENT POLICY
Long Term Deb! —The City will manage its long-term debt in a manner designed
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to utilize its credit to optimize City services while balancing overall debt levels and
annual a service obligations. Long-term debt includes Bonds, - ail federell
or _`4ate- „tat„ loans (e.g.,, PWTF, FHA), or private placement financing. The City
shall only use long-term debt for capital projects that cannot be financed out of
current revenues. Annual debt payments should not exceed 15% of the total of
annual General Government operating revenues plus budgeted transfers from
capital funding sources. General Government Funds include the General Fund,
Contingency Fund and Special Revenue Funds.
Debt financing will generally be limited to one-time capital improvement projects
and only under the following circumstances:
• Debt payments shall not extend beyond the estimated useful life of the
project being financed. The City shall keep the average maturity of general
obligations bonds at or below 30 years, unless special circumstances arise
warranting the need to extend the debt schedule.
• When project revenue or specific resources as identified will be sufficient
to service the debt;
• When projects greater than $100,000 cannot be financed on a pay-as-you-
go basis from anticipated cash flows.
Debt financing will not be considered appropriate for:
• Current operating and maintenance expenses (except for issuing short-
term instruments such as revenue anticipation notes or tax anticipation
notes); and any recurring purpose (except as indicated above).
• Grant match less than $100,000 where funding is anticipated from on-
going cash flow or reserve balances.
•...... Projects less than $100,000 where funding is anticipated on a pay-as-you-
go basis from anticipated cash flows or reserve balances.
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Adopted September 15, 2025
Page 17 of 22
Tax anticipation debt will be retired annually, and bond anticipation notes will be
retired within six months of the completion of the project. Short-term debt
outstanding at the end of the year will not exceed 5% of net operating revenue
(including tax anticipation notes but excluding bond anticipation notes.)
The City's Limited (non -voted) General Obligation (LTGO) Debt Capacity per
State Law is 1.5% of total assessed value. The City should seek to retain 5-10%
of its LTGO Debt Capacity for unforeseeable catastrophic emergencies.
Options for Interim or "Bridge" financing may include:
• Bond Anticipation Notes (BANS)
• Tax Anticipation Notes (TANS)
• Lines of Credit with major financial institutions
• Interfund Loans
Short Term Debt — Transfers and Interfund Loans_— General Fund transfers to
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other funds are intended as payments for the support of specific programs or
services. Amounts not needed to support such specific program or service
expenses will remain in the General Fund's fund balance. For example, the
General Fund may make transfers to the Debt Fund to fund annual debt service
payments or to the Community Services Fund to support parks or service
programs.
Interfund loans are temporary in nature. The requirements for interfund loans are
as follows:
• The Council must approve all interfund loans by resolution. The resolution- --
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will include a planned schedule of repayment of the loan principal as well
as setting a reasonable rate of interest to be paid to the lending fund.
• The borrowing fund must reasonably be able to anticipate sufficient
revenue to repay the principal and interest payments as required by the
authorizing resolution.
• The rate of interest should not be lower than the "opportunity cost" if the
funds were otherwise invested, such as the LGIP (Local Government
Investment Pool) rate or a bank CD rate for a similar term; not higher than
the external rate available to the municipality.
• Interest is not required in the following circumstances:
o If the borrowing fund has no independent source of revenue other than- ---(Formatted:
Indent: Left: o.s°
the lending fund;
o The lending fund is the General Fund, which, being unrestricted, can
provide interest free loans to other funds.
• The term of the interfund loan will not exceed three ears. An interfund----
Y Y
{Formatted: Indent: Left: o.zs°
loans that are not repaid within three years will be scrutinized for a
"permanent diversion" of moneys. (Note: These restrictions and limitations
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 18 of 22
do not apply to those funds which are legally permitted to support one
another through appropriations, transfers, advances, etc.)
For short-term cash deficits in non -General Fund operating funds during the
course of the year, City interfund loans are preferable to outside short-term or
private sector lines of credit try,avcaiid l�ii„gl er interest rate casts..
111Al11ZT91aeFyI►Lei li11EWA
Purchases of goods, services,,, and capital items will be made consistent with the
annual budget appropriations, state and federal law, the City's Purchasing
Ordinance,, and t4 ----State Auditor'V requirements. The City's Purchasing
Ordinance edit --outlines the City Manager's spending and contracting authority.
Any purchases or contracts above those authority limits must be authorized in
advance by City Council (some exceptions for public emergencies will apply). The
City Manager may delegate spending authority (within his/her limits) to
Department Heads to facilitate operating efficiency.
The City Manager and Department Heads purchase goods and services at a
reasonable cost, using an open, fairly., documented„, and competitive process
whenever reasonable and possible. The Director of Finance & Technology
Services (Finance Director) is charged with developing administrative/operating
procedures to implement sound purchasing policies. These procedures will be
based on guidelines provided in ....:t-ate...al"I�?..federal law art applicable
r�rartt reritirrrbrtt; and by the State Auditor's Office. All purchases made by the
City will ultimately be approved by the Council through the voucher approval
process.
IIIIA:14x01:T91►1[02111►UIRSI:ULlPya:I:J11111191IIW1
Commented [7E7]: Added federal here since there are some
purchasing guidelines that differ when using federal funds and
following federal requirements.
Electronic payment methods are a safe and efficient method to process
disbursements and receive payments for City business. (City policy is to establish Commented [JE8]: This is confusing. Are you intending to
that the City policy e
the best methods to process payments to employees and vendors. k--addiit 04—, say that it is the Cits policy to establish these methods,or
' establishes the best methods? They aren't
an o receivepayments rom quite the same thin I recommend clarifying this.
V�I................................... q g• Y 9
customers and vendors. Electronic payment methods may include :the ......use .....of
Electronic Funds Transfer (EFTs), Automated Clearing House (ACH), Wire
Transfers, credit cards,,, and debit cards.
The Director of Finance & Technology Services (Finance Director) will maintain — Commented [7E9]: This is stated throughout the document.
For owards
administrative/operating procedures to manage sound electronic fund transfer thetopciedthensi mmendyFinanou c Direco"throunce up throughout
the top and then simply use "Finance Director" throughout the
policies and procedures. document.
XIV. GRANTS MANAGEMENT POLICY
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 19 of 22
Leveraging City and community resource with external financial assistance...iiun the
fcarrm...p:.f. .r l :t , can enhance the quality and level of public services, facilities,, and
infrastructure It iis..al c. City's k'policy its to seek out spell„.. fcar and accept grants
and other financial assistance consistent with the City's strategic plan.
External assistance also carries with it the goals and restrictions of the grantor.
Grant relationships are partnerships where the goals of both the City and grantor
must be in alignment. The benefits, costs,, and long-term implications of the
partnership must be considered prior to formal application. The City's Grants
Management Policy involves the following steps:
search out and identify potential grants which may further the City's vision
and goals, within the City's financial limitations.
Pre -Application — Department Directors and staff shall pursue rants Formatted: Font: Not Bold
p p g
within their purchasing authority identified in City Purchasing Policies. The
City Manager shall be advised of all grant considerations over a $10,000
total.
Formal Applications Formal applications directly by the City, or indirectly -( Formatted: Font: Not Bold
by other agencies involving the City, must fall within Departmental
Purchasing levels.
AfN In ;q,RRyun fear end �euverr er grant f�... s tl q.., t�...... will seek
reimbursement of direct cost departmental and City wide indirect or administrative
costs to the maximum extent allowable by the grantor.
Grants by other agencies involving the City or by the City involving other grantees
must have (City Manager, or Council approval beyond the $60,000 Purchasing
levels, as cauHl nc d lin (he II �,prclgs�lln II �callli�;, es� anr�,,,ll Ircacedures� IM,arru-J.
Award and Contract — Upon formal Notice of Grant Award (NOGA) or informal -( Formatted: Font: Not Bold
notification, a written contract for the grqut award must be approved prior to any
City commitment, formal or otherwise relI tunq to tl e qr nt car pllsnncr sc tiiviitiies
that_uvi HI be uppg.!tq.� �. rent rmrraniies. All grant contracts must be within the City's
Purchasing levels.1 l_fio gronr! r,qulins o rrm�f� �rrof�alr� f�lr, li[y qu[Ircarligf�licam� fiuc�nf
Co un6li Il rn ust be r� a e iily d l�riicar #c grams# opplliia o#iiram�. Any needed budget
amendments for grant match not otherwise within general budget authority shall
be adopted prior to formal grant acceptance and contract signing.
Accounting and Reporting,— City departments shall coordinate with Finance to
assure that grants comply with d „federal, S2tate., and local requirements for timely
reimbursements, monitori - . vendors and sub recipients fear grant rcgtgilrprtpu:Ls,
corms„pllusnc.2, 4--a- n,r� ensui„p adhercnc�e tcaCity Purchasing Policies. Any
Formatted: Font: Not Bold
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 20 of 22
notification of audit of grant programs or funds should be sent to the f::::Fetr;af
d::iiG o c lla y--" G@s iiinanc 1I )iir ctor even if the audit is coordinated
in another department.
COOS@ �Ut — �f£v �al� Nr:.�C'C9kNl "WWII —( Formatted: Font: Not Bold
Upon conclusion of each grant, the
Department grant manager shall prepare a grant close-out report in coordination
with the City's Finance Department. IMulltii yt, E grglllll l , v � eriicar ii
e��ca��ntuuzq...... rcviievvs u22t (less than at the c�losc of eac�l�...flsc�all ycsr,..,.A complete
grants management file record shall be maintained per City policy, either in the
Department, Finance or Clerk's Office.
The City Council Adopted Federal Awards Standards, Procurement Policy and
Code of Conduct Policy for all Federal Loans and Grants on July 10, 2017I.
Standards for federal awards are detailed in Appendix B.
EVI W%TIM Ll Ewa MYN 9 :8 1i11 EWA
�As part of the annual budget process, the Vacancy Rate Policy requires setting
vacancy rate based on an assessment of market conditions and vacancy rate
trends. The rate would then be used to calculate an equivalent General Fund
savings from unspent employee salaries and benefits, from which eligible
expenses can be funded up to those savings. Expenses must have direct nexus
to the impacts of or mitigation of staff vacancies, including:
• Employee engagement programs facilitated through the People &
Performance Department
• Staff training
• Short-term contracts of less than 6 months duration
• Seeding the Rainy -Day Fundl
At least 20% of the Vacancy Rate savings, should there be any, is
recommended go tea-seedNRg-oft sae„gatd to seers the Rainy -Day Fund.
Formatted: Font: 12 pt
... ....... ...... ...... .........
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numbering
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 21 of22
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Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 22 of22
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Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 23 of 22
APPENDIX AI *- - - Formatted. Centered
INVESTMENT POLICY
To the extent possible, funds not needed for operations should be invested in
approved investment vehicles. Investments shall be made with judgment and
care, under circumstances then prevailing, that persons of prudence, discretion,
and intelligence in the management of their own affairs, not for speculation, but
for investment, considering the probable safety of their capital as well as the
probable income to be derived.
The standard of prudence to be used by investments officials shall be the prudent
person standard and shall be applied in the context of managing the overall
portfolio. Investment officers acting in accordance with written procedures and
the investments policy and exercising due diligence shall be relieved of personal
responsibility for an individual's security's credit risk of market price changes,
provided deviations from expectations are reported in a timely fashion and
appropriate action is taken to control adverse developments.
The City will strive to maximize the return on its investments, with the primary
objective of preserving capital and prudent investment practices, including
diversification.
Investments will be made in accordance with the following objectives:
1) Legality: Funds of the City will be invested in accordance with the Revised -__--Formatted:
Underline
Code of Washington (RCW), the BARS manual, these policies,,,,, and any
LFormatted. Indent: Left: Hanging: 0.19"
applicable administrative procedures.
2) aafety: Investments of the City will be undertaken in a manner that seeks
-Formatted: Underline
to ensure the preservation of capital in the overall portfolio. To attain this
objective, diversification is required in order that potential losses on
individual securities do not exceed the income generated by other
investments.
3) Lin quiditx: The City's investments will remain sufficiently liquid to enable the
-( Formatted: Underline
- - - -- ------------
Gt�ity to meet red can a�alla aryl cuauted operating requirements-*,
be rea&GRablly a.
4)pYield: The City's investments will be designed with the objective of attaining
a market rate of return throughout budgetary and economic cycles, taking
into account the City's investment risk constraints and cash flow
Formatted: Underline
characteristics.
The d;4@4 r :: a G o �rw : G a tc l unau
1I ).l.r .c:t2.r. will approve financial institutions to be eligible to conduct investment
business with the City, in accordance with Washington State Law.
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 24 of22
The
����[vU periodically furnish the City Manager and Council with a report that
shall include the amount ofinterest earned to date. At least annually, a report
summarizing investment activity and rate ofreturn will be provided.
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 25 of 22
APPENDIX B -
CITY OF PORT TOWNSEND FEDERAL AWARDS STANDARDS;,,
AINID IFIEJI:XEJRAII..... IFUINII)S CODE OF CONDUCT
���Y�]Ali]:i�riP�9►69�►1�7���7�:7e1�e\h%1:��>��/e1►1�7e1:����
PURPOSE
Establish and maintain internal controls that provide reasonable assurance that
d:.;:e... :f derail..awards are �I -managed in compliance with,aI�federaI ll,aws,a,nd,
regulations and cconsustcn,twith the terms and conditions of the award. The City
of Port Townsend will follow the ..f.e. d e ra.J Uniform Guidance, the Local Agency
Guidelines (LAG) distributed by The Washington State Department of
Transportation (WSDOT), and the City of Port Townsend's Comprehensive
Financial Management Policy Guidelines ,as.,i2p cablle and a pro riiate'for federal)
r�wardsf .
INTERNAL CONTROLS
The City of Port Townsend will maintain effective internal controls over tt
Fe. ... f dera.11awards *t - q...s t..q.. [gvLde reasonable assurance that
...11 .........
the City of Port Townsend is managing t fodoraawards, in
compliance with aPt.!!Jcablle G.:e- :federal) statutes, regulations, and the
terms and conditions of the .I....: deFail f.e. d, .ra..11...award ....a...he QJIshall)):
• Take prompt action when instances of noncompliance are identified
including noncompliance identified in audit findings.
• Take reasonable measures to safeguard protected personally identifiable
information and other information the d:.;.... -,f derall••••,awarding agency or
pass -through entity designates as sensitive.
ADVANCE PAYMENTS AND REIMBURSEMENTS
Payment methods must minimize the time elapsing between the transfer of funds
from the United States Treasury or the pass -through entity and the disbursement
by the City of Port Townsend whether the payment is made by electronic funds
transfer, or issuance or redemption of checks, warrants, or payment by other
means.
• Advanced payments must be limited to the minimum amounts needed and
be timed to be in accordance with the actual, immediate cash requirements
of the City of Port Townsend to carry out the purpose of the approved
program or project. Any advanced payments must be consolidated to
cover anticipated cash needs.
• The City of Port Townsend shall minimize the time elapsed between receipt
of federal aid funds and subsequent payment of incurred costs.
ALLOWABLE COSTS
Formatted: Centered
*- -- Formatted: Centered
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 26of22
will meet the following general criteria to
Ueallowable except where otherwise authorized bystatute:
° Be necessary and reasonable for the performance of the
award-,
° Conform to any limitations orexclusions set forth in these principles orin
tha award aohotypes oramount ofcost itamo�
° Baconsistent with policies and procedures that apply uniformly hoboth
�..federally- financed and other activities of the City of Port Townsend;
° Baaccorded consistent traatmant
.
° Not be included as cost or used to meet cost sharing or matching
requirements ofany other nanoadprogram ineither the
current oraprior pariodia n d
• Be adequately documented.
SINGLE AUDIT ACT
The City ofPort Townsend, aoarecipient of funds, shall adhere
to CFR§2OO.5O1 ee��a ndaUo I h e r.
applicableandand regulations.
_CLOSURE Formatted: Font: Not Italic
A project agreement end date will be established in accordance with 2 CFR
§200.309. Any costs incurred after the project agreement end date are not eligible
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 27 of 22
EE.l.:�IEJI�AII..... IFUINII.. S CODE OF CONDUCT �-�Formattea: Centered
CITY OF PORT TOWNSEND.................................................................................................................
PURPOSE
The purpose of the Code of Conduct is to ensure the efficient, fair,,, and
professional administration of federal grant funds in compliance with 2 CFR
§200.112, 2 CFR §200.318,, and other applicable federal and state standards,
regulations, and laws.
APPLICATION
This Code of Conduct applies to all elected officials, employees,, or agents of the
City of Port Townsend engaged in the award or administration of contracts
supported by federal grant funds.
REQUIREMENTS
No elected official, employee.,, or agent of the City of Port Townsend shall
participate in the selection, award„, or administration of a contract supported by
federal grant funds if a conflict of interest, real or apparent, would be involved.
Such a conflict would arise when any of the following has a financial or other
interest in the firm selected for award:
• The City employee, elected official, or agent; or
• Any member of their immediate family; or
• Their partner; or
• An organization which employs or is about to employ any of the above.
The City of Port Townsend's elected officials, employees,,,, or agents shall
e er knot„solicit nor accept gratuities, favors, or anything of monetary value
from contractors, stbc ou to gg.1 r „x„_ca,r„_tl�, ,ii,r..ag,ents,,,,,_or potential contractors,,,, or
subcontractors or tj2.j agents..
REMEDIES
To the extent permitted by federal, state,, or local laws or regulations, violation of
these standards may Gaa. r st,Illt iiun penalties, sanctions,, or other disciplinary
actions (up to and including employment or contract termination) tG—he F
against the City of Port Townsend's elected officials, employees,, or agents, or the
to ll....2.r....p.ot u�tiisll...contractors, teal ap t,^ —subcontractors,, or their
agents. Any potential conflict of interest will be disclosed in writing to the ede-�;ali
.f.e. awarding agency or pass -through entity in accordance with applicable
f'e... � f d 2.j awarding agency policy.
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 28 of22
ARR1:..:..jqEY1X C-
.....................................................................................
i N T' E::: 1R 1F U N E ) I OAN PQ1 lICY
........................ = ............................................................................................................................................
PURPOSI:
..................................................................................................
El 2 P..Lim.22!2 2-112....s e ggjr.d e i e.s firm t ti. e.,
.... .. ... .. .... .. .... .... .. .... ..... .... .. .... .
trraru
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s a non charter..code ciry.,, L ��,,..gjsl.a �v b d t
.� .......................................................................................... ............................ ............. . .. .. ........... ....... t ,
! 2 Y Y.
t';car.uu dill ln�gu�,"zg'Lgise Is 12 g.p ... rove interfund Moans.
.. .... ..................... ............. .. ......................................................................................................................
I. PG1 icy
..............................................................................
j]js. a p ................................ .................... Y . ...... . .. �Jes to a�l Moans rnade between two or rnore Gc.l funds,, Orfl that
.......... Y P . ..................................................................................................................................................................................................................................................................... ...... Y'. . ...........................
122rfiori of agliven fund wNclt is clla y nagfive or carries a ballance in excess of
: .................................................... . ..................................................................................... ] .......... ..... ..... e . ......... r - . ..............................................................................................................................................................................................................................................
i ti.6.pgted or qgrEg,..nt needs for thy, anfi6j,.�gj§,,� �gDq " �gg D ! D f, Y t.2 g, g 0 g, 0
.. ................................................................................. ........ ............................. ..
to other rnun�cr . g
..................................................................... !g.D.0
...............
.1 1 te rf.0 r i d I!.o.a r i s a-Feconsiist.of the le.r....n...... p... rarer or shred terryboriowri of cash or
.................................................................................................................................g ............................................................
.o e r a s s el..s a r i d ry.a be rnade for tLe fo!j
I .................................................................................. I ........ ............ nuM.O.a ma...
-R-
r.att.d. Centered I
.................................................................................................................................................................................................................................................... . .
a�Jo offset firy.jin 6fferences in cash flow Formatted: Bulleted + Level: 1 + Aligned at: 0.75" +
. ...................................................................................... I .......... U ............................................................................................................................................. Indent at: 1"
.................... *To offset firri.in 6fferences bet e "n ex.[..�,, (ures arid ... ......................................................................................... ....... ..
....... ...................................................................... ....... YZ �� ......... ............. .........................................................
r..e..r r Y] b u rs. e r Y] e r A.s.,
.. ..... . . . .... ... .. ... ..... . . ..... . ....
=!ypircalHy e DI !gDolna�.
................... g pE2y.I..d.......e......funds,,,,,for .......n.......t....e..........l..r....n........f....i..n.......a...........ci.n .i..n...... .c.....2nt.g.! .g...fi.......o.......n..........w..........i....l..h .....o........b......t....a........l.....j....r...r...c - [Formatted: Indent: — — Left:— — — — — — — — — — — — — -
to r r Y.],
............................ FF.rmatted. Bulleted + Level 1 + AHgned at 0 75- +
......... ...
F:: . or short terryi b r ow.n in ..... . . . . Indent at: 1"
o � . ............... q. g g
...................... ................................................................................ ............ .. .. .. . ............. .. .
0-�F::or other needs as deerned ar)DrOr)rlate bv the GN Coun6lll
r2terfund Ilraran rilonies rna oruJy..be used for th
§ .
d e ri t[e d i t t]e
............................................................................................................ ...................Y. .................................................................................................. ...... ...�...
auktrrariiz ii.r i g A.�p...Egp Ela eacco rifingEff go, �M41shall be rnaintained to
. ........... ......... .......... ................................................................. .r...................................................................................................................................
Leff e c..t I t] e
.b a!!.a.r2ces of oarrs in eve fund affected by 2gj].jE2Dg 21or)s
....................................................................... .............................. ........................................................................................ ..�� .. J�.. .......... .
reasor.iab.J.e L�?!e ofrnterest based on rnark.et rates wrbe ,.�gid on each interfund
..... ........ ..... ... .... ........ ...... ..............j......................................... ............................................................................................................................ ...............[................. ................................................................................................................... �loan
I II L �P IR 0 C E.:..: E) U IR E:"::'
. ................................................................................................................
It
s riissiUe to rnake interfund Moans of those rnur.jcp
.................................................................................................................................................................................................................................................................... ........... ..... g 1� i Mgojes wNch are
...........................................................................
ell E!!y nagfive or carry a ba ance [I excess of antic.ipg.1 .0 ,.!It needs for
g.[ g2.E[§
. ................................................................................... ..................................................................................... ... .. .................................................................
21.� ..... . . . . �g..Olr c 2.f the Moan arid ��e a�l.y ..ypilaUe for investryie.rit (j,.e, car]
y ... . ..... g
.. ........ ............................................................................................ 9 ............ . ........................................................................................................ .......... ... ........ ....... ._
.r i o r..e..s ti r.c..t.Jro...D..s o n L.t.��.a..,9.el, jtr� ..... . . . . Einance lirector, aFl4iin
. ..... .. ..... .... . . .. .... . .. .... .... ..... .... . .. .... ..... . ........................................................... ............................ .............................................................. .................................... ................................
ggns,gj!,tp..!lon withj e Cily h QL la 21. i
deterrn�ne wNch in ne or in y
2 ! ot
be
..................ay.a........i..l...a........U.........e...........f....o.......r........i...n.......t...e.........r....f....u.......n........d......IlemncVinq . ....�.as. .t....h.......e...... ................ .....................................c..............h.........a......r........a...........c...........t........e................r...........o.............f...............................
.....m...................c......e........r....t...a.. .....n
ynyqty�"� ggmr..�(rts drticfioris, wNcliWuildRl
.car .........
il i d �.YJ d u a c o r i aid e r al.J..o o
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 29 of22
I.j].�... �.,...q... ireryients for rri tills: n .arid accourit�ri ... firm nterfund Moans are as fo�ows
.j..................................................................................... ...........................................................................................!.........................................................................................................................................................................................................�.�
.
"" . 2�j u t a p 1 Fhe Gly I ry � Egy
�o!4! I s P -feGe 41 interfu d �oa s b ... .............................
.. ... ....... .................................................................................... 0 ............... 0 ....... ....... Y
E!22okiHon �#&Such resoluliori jj rricud.e..a
................................................................................................................................................................ .. .. ... .. .............................. ........ ........
n i
D6q, , ., ., 2 1,.1L.. c 22=2 D! 2L!ii� 122. g, ..pt .............. t a r..e a s o r i a b ll..e r..a t e.�
.o.... f.. i. r i.le..... r...6.."..s.....l .t... 2 1.r�.. paid to the er16rig t2gjref t h e i nLe r fLln d
............................................................................................ �.�...... ..... . .... .... . .... ....... . . .... .....
o a n ............... ti. e firallllrauwiiri.,q a s i.je 2f ... . .................................................................................................................................................................................................... ......... ....... 1.�]§ g.2�ide���iries shoUd be used in est U�r N.rig Lg
e r e..s I
a INot Ilower than th.e..."op 2EIg.! Ir �.y
.................................................................................................. .......... ........ ............ .... p .... ... . ...... gg�.j f t t] e f..0 r i d s w..e r e ol t] e r.w..J.s. e.
rrives.ted such as the I G I F:1 t �:1 0l
.. . ........................ .................. .................................................................................................... .... M..r Y.] e r i t I r i v..e..s t r Y.] e r i o
rate or a bank. CA ) rate for a sirniilar terryi
.......................................................................................................................................................................................................................................
Y�eIds or shod te.rryi bo.nd yieUs for a sirniilar terryl Formatted: Indent: Left 1", Hanging: 0 1 9
...... . ........................................................................................... .............. ............. .............. . .................................................................................................................................... ... ....................................................................................................................................... ]
2. N.2! t].r her than the exterr4� rate ava��aUe to the ry un�cp.g. .g I � i ��r ... .................................................................................................................................................................................................................................................................................... .... !..Y
2 1 rite e t i n tr e a d on ryterfund oans Formatted: Indent: Left 0.44", Hanging: 0. 1 9
q 2.r re d to b p
..................... ............. E o ...... ..... e .. ..................... ............ .............. ........ ... ............................................................... ...................................................................... I
g.l.E.c u Y.] s t a i c..e..s
a Fhe boriowlfg.!0 O.q Ilrde'. endent source of revenue othe Formatted: Indent:
........................................................................... ............. .... ........................2 ...............................................................................................................................................................................
I t] a r i t t] e g,.rij ii.r i g I o r
. .. .... . . . .... . . ...
.. ....... .... .... ............
.b ............ t] e b o r.1 o.wrrig Dd is rio.rrnal.[y i r 1,q I ... ...... .. .. ... .. ....
.......... . ....... ........ ............. ........................ .. ......... !g
�!::::urid ��s used to !grid Streets arid a �14!
.............................................................................................................................................................................................................................................. 2 P ..................
as, .............. It i e e r i d i r i.,q fund is the Geriera�� F:: u r i d whjch belng I I cted,.
. .............................................................................. . . g.! E�
.................... ........... ... .............................. ................ ................. ........................ .... . L�� .........................
can oan ir t re t fi e e ce tj a a fun (�r .e
........................................................... i .......... ................ . .. . . . . . . . . . ....... 2� .............. 12 2 ........ . .......... ! 11 ....................... d . . .... .......
fundssuch as Water arid Sewer.,. ... .... .. ....................................................................................................................................................................................................... .... )
3 Fh e bo.riowl fg.!10 Y I i i .g.M.g.lent revenues to be in a
! rg, 1 g!
.................................... .............. ........................... ....... .... .... .... .. ........ ......................................................................................................................................
p.osi(iori over the p.g,..E�od of the Moan to rna.k.e the sp .,,.g.jified p.Eirr I c i
................................ i .................................................. i ................................................................................................ ................. ............. .................. ....... . ....................... .. ................. :call
r I t e.Le.s
. . .... .... .... yjl]...11.11..'2..� ff."'..9.21e. d i r i t t] e a u I t] o r..r.z.Jr.r r.g o ri
.... .... . . .. .... .... .... . .. .... . . .... .. . ....................
FF.rmatted. Indent:
.4 ............ t] e terryi of the o.an rna rig g,.L� o d ........... o f r Y i o r e t It i a n one e y y 2 ................ o e a g
...... ........................................................................... ............. ................. . ....... Y L
tAAhowever the interfund ��oan r s e , e I
.................................................................................................................................................................................. 11 u Lb I ry.p ..E.y' in the sense that no
......... ..... .............. ......................... . . ..........................................................................................................................
1,.�.g,..Ernarierit diversiori of the er16r.a fg! d resuRs fiorn the failure to r6, 1,2!g ... ......................................................................................................................................................................... I i ...................................................................................................................................................................y.,
1.1y 111� . .. . . . . . ln.Lnyr r I g L! d A Moan that confinues O.r I Y �Yr
.......... ....................................................................................................................................... ......... ....... .. .......
.b. e s c r u IJ r i ii..z e d firera I Y I f n these Ej iarient divers�ori . ..... o rno e ., (. §
.... ................................................................................................... ........... ................................. Y, . !�21 .........................................
.r.. e....s... t. .. .i. r. c..... I... J... 2..... ri.... ....r.i d.... Iliirrriita#iirrrr.... d.... o.... r.i o.... t.a.......p...p...y Ig !1]g� § funds wNch are 11e ag ..�............................................................................................. ..........
j.,.�e.LMj((ed..to s u j,...jp I u p,.....E2P at.lo.ris t i a r i s fe rs.,.
2! e another thro q..�] g P.
......................... ........... .............. ............................................................................................ . .... ............ ......... ............. ..................................................
............ ....................................................................................................................................................................................................................................
I L.lpmesa2 t n Ee.g2.Lo
. ..... t un jr g g........... ......... .. �y�.J.� b e r Y.] a..J r i t..a..J r i e d 12 r e [!..e c I I t] e.. Formatted: Indent: Left: 0.44", Hanging: 0.19", Numbered
ballarices of Iloaris in Give fund affected b I + Level: 1 + Numbering Style: 1, 2, 3, ... + Start at: 1 +
y sact��oris
.. .................................................................................................... .......... ....... !1 ......................................................................................... ..................................................................... Alignment: Left + Aligned at: 0.25" + Indent at: 0.5", Tab
Interfund loaris rece�vaUe arid interfund loaris be stops: 0.63", Left
.......................................................................................................................................................................................................................................................................... Y . .. .6...................................................................................................................................................................................................................................................... .
recor16l�ed r.)6,rio6callv b—Fhe oriair4l interfund Moan arid reL.)awrients of
#tr6, !!..o a a r e r e c..o rd.e d as no.riexr..�e.odr lure 6sbursernents arid
.............. ............. .............. ..................... .. ............................................................................................................................................
r orii-evenue rec ii t � 1 � interest ori an interfund Moan will be
................................................................................... : ..: . .......................................................................................................................................................................................................
Comprehensive Financial Management Policy Guidelines
Adopted September 15, 2025
Page 30 of22
I. TIENPORARY HTTIERFUNE) I OANS
................................................. ............................................................................................. = ........................................ ....................................................
Aulhor�zafior o2hrrmo r IriterfuridIl oaris Fhe F::Iriarice DIrector is aulhor�rze.d FF.r-att.d. I
....... ................................................................ . .......... 2 12 Y ..................................................................................................................................................................................... :: ............................................................................................... ............. .......
arid 6rected.to rn.ake tern.p n a
...... .................................................................. ........... .......... .................... ..................... .... 2.E�?E.y �.22. r i s fl o r Y] t e G e .......... e r [::: u r i d 12 1.�]§
g 1pir (all F:: unds as ne e s r to elhrniriate n q .j.r e cash ballarices arisjrrig !L . ....
.. ........................................................................................... 2 2 Y ................................................................................. Y ............................................................................................... .................... .. .......
j.r 1iin .6ffererice bewe n e pg..O.Ji1ure of [.�.Egj221 22j� gD� [.�j 2! .!it
............................................................................................................ . .............. ... ........................................ � .. ..... ...r..e..J Y] b u r.s. e r Y.] elits or..other..ap .. revenues p
................. ............. ............................... ........ . ...................................................................
e ........... arYioumi# t i a r i s f c..� r i e d ........... a t g,..r id of is does riot exceed ... . .... .... y
a ....... ............ . ............................................................................................................ e t e r r Y].�
is. r i ol 12 e x c e e..d 60 day
.............. .............. . ..
I oar i ['.e rr Y]sa amid d C o o d.(o r i s :
.......iJ...
. . .................................................................................................................................................................................................................................................
2..,..,,[Dje rest FRate Coiri§steirit With FBAR.S Mairrua.J X,.g) E�2 Formatted: Underline
...... ..................................................................................................................................................................................... ......... ....................... .............. ...
i r I lerest sha�l accrue on these oans because flle ...e.1.1d i r i.q fund is the
. . ........................................................................................................................................................................................................................................................... ..... . .... .... . . .. ...............................................................
Genera�� F::und arid each borioWna fund is a aovernrnenta�l fund
2.1 y t SchedUe E.:.:ach oan sha�l be rej.,.��?1d in fUl rnrne6at.ej
2 ................................................................................................................................................................................... ........... ................................................................................................... ......... ... y
Formatted: Underline
91.220 gflt��.
p p caegg!lt rmbuserneit oothe r
.. !j..f..................................................................................................... ........... ............................. in no event ate.r..tha.ri six y & t Q.) fgy .. , fg
....................................................................................... ..... .................. ....... .................... .. 2.e. r t e c..��.o. s e o f t �2. e.
.f.]C. .s 12 .. .. .... C. .
L .i...n........N..........c...h.......t..h.....e.........o.a...............i.s......na.d......e.........
riFhe F�riarice D�rector sha�l record a�l oan . . .................................................................................................................................................................................................................................................
9.;........................................................................................ :: ........................................................................................................................................................... , -
fg Formatted: Underline
.............. . a dy.allc...6..." s r.f'.111..i�ay I !11� UJri ba�larices in accordance Wiffi, Formatted: Indent: Left: 0.44", Hanging: 0.119", Numbered
..... .... ..... ... ....
..........................................................................................................................................................................
'ii[y Start
at.
,the BAFRS IMarivall ari.d..shaj.l re[.i.q!j jt1� of each oan to the. C. + Level: 1 + Numbering Style: 1, 2, 3, ... + Sta . 1
g ..................................................................................... .................. ............... Alignment: Left + Aligned at: 0.5" + Indent at: 0.7'5"
4 � C', ............................................................................................................................................................................ .........
........................ 2uric��� at ��east a n a�j urit��� t�le �oarl ��s ret��red
................................................................................... 0 2 ! Y ..........................................................................................................................................
�R E::: �F E::: �R E:::Iq �C E::: S
............ = ........... ............ :::::� ..................... =
S.12.1.e A u d..it.o r.'..s 0
.0 E: U., o-.1 i a d R p
.... ... . ... �.r.,q q.E! :3 d . .... . . ........ M.g. D.g.g.
S i.r. T i a 1.! C iit...Y I lairidbook
.....................................................................
Resolution 25-028
Page 1 of 2
RESOLUTION NO.25-028
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT
TOWNSEND, WASHINGTON, ADOPTING UPDATED COMPREHENSIVE
FINANCIAL MANAGEMENT POLICY GUIDELINES AND REPEALING
RESOLUTION 21-004
WHEREAS, the City Council adopted a set of Financial Policies and Budget
Guidelines relating to Revenues, Expenditures, Reserves, and general Budget goals and
guidelines in Resolution 99-051; and
WHEREAS, the City Council adopted an updated set of Financial Policies and
Budget Guidelines relating to Revenues, Expenditures, Reserves, and general Budget goals
and guidelines in Resolution 14-042; and updated by Resolution 16-042; Resolution 18-034;
Resolution 19-085; and Resolution 21-04; and
WHEREAS, the City Council adopted an updated set of Comprehensive Financial
Policy Guidelines relating to Revenues, Expenditures, Reserves, and General Budget goals
and guidelines through the budget process in years 2023, and 2024 (Ordinance 3325; and
Ordinance 3344); and
WHEREAS, the State Auditor's Office and the Government Finance Officers
Association recommend cities adopt and perform periodic updates of Financial Policies; and
WHEREAS, the City is now consolidating its Comprehensive Financial
Policy Guidelines to incorporate previous actions on these topics, as well as
conducting updates to the same to incorporate changes to state law and other
technical changes; and
WHEREAS, the City Council finds it in the best interest of efficient operations and
prudent stewardship of taxpayer dollars to adopt updates to the City's Comprehensive
Financial Management Policy Guidelines at this time, including incorporating new section
XVII titled "VENDOR PAYMENTS" and APPENDIX C titled "INTERFUND LOAN
POLICY."
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Port Townsend, Washington, as follows:
Section 1. Resolution 21-004 is repealed and replaced by the attached updated
Comprehensive Financial Management Policy Guidelines included in Exhibit A to
this resolution.
ADOPTED by the City Council of Port Townsend, WA at a regular meeting thereof,
held this 15th day of September, 2025.
Resolution 25-028
Page 2 of 2
David Faber
Mayor
Attest:
Alyssa Rodrigues
City Clerk
Mayors for Peace
Registration Form
To Mr. MATSUI Kazumi
Mayor of Hiroshima
President of Mayors for Peace
I hereby express my city/municipality's support for the abolition of nuclear weapons and desire to join
Mayors for Peace.*
Name of the city/municipality**:
**This is the name we will use to refer to your city/municipality in our database.
Name of country:
Mayor's name:
Title:
Mayor's Signature:
Date:
Mayor's office address:
TEL: FAX:
E-mail:
Website:
Municipal Population: (as of )
Contact person
Name:
Title:
Position:
E-mail:
Questionnaire
How did you find out about Mayors for Peace?
El Member City: (Name) El Ministry of Foreign Affairs of your country
❑NGO/Organization: (Name) El Meeting with Mayor of Hiroshima
❑ Other: (please specify)
Please send this form to:
Mayors for Peace Secretariat
FAX :+81-82-242-7452
E-mail: mayorcon@pc£city.hiroshima.jp
Note
*This registration form implies your city/municipality's decision to join Mayors for Peace. If your
city/municipality requires specific procedures, including approval from your city/municipal
council, please submit this form after such procedures are completed.
*Mayors for Peace runs several social media sites (X @Mayors4Peace, Facebook
@mayorsforpeace) where we would like to introduce our new member cities. We ask your
permission to share information about your new membership with our followers. If you agree to
the above, we ask that you please provide (1) a photo of the current mayor and (2) a photo that
represents your city (landmark, landscape, etc.). Thank you in advance for your cooperation.
IMayarsfar III,,,,1
Seciretaidat
c/o II- liroshilima IFneace CLA quire IFbU inda�&loin, 1 r INalkaJlliimac1ho, INalkaIkU, II fiiiroshilima 730-0811 JAIFIAIN
I.-imailll: imayoircoru@1ccf.city .lhiliiroshiliima,,lll WlW/elbsiit : rnrcnrrnr.imayorsfoirpeace oirg
July 2025
Dear Fellow Mayor,
I trust this letter finds you well.
In August 1945, two atomic bombs instantly reduced the cities of Hiroshima and Nagasaki to
rubble, taking more than 210,000 precious lives by the end of the year. The hibakusha—those
who barely survived —still suffer from the harmful aftereffects, notably of radiation. While their
minds and bodies are in pain, they continue to make their appeal that "no one else should suffer
as we have."
With our hibakusha aging, we are determined to have their experiences and strong desire for
peace shared and wholeheartedly accepted by future generations, and to have those commitments
spread throughout the world. I am convinced that spreading their message will eventually lead to
the realization of their most cherished will, the abolition of nuclear weapons.
In 1982, Hiroshima and Nagasaki established Mayors for Peace to achieve this goal. It is a non-
partisan, global network of municipalities that is registered at the UN with ECOSOC. Since its
establishment, Mayors for Peace has expanded its membership and worked in solidarity with its
member cities to call for the realization of a world free from nuclear weapons and lasting world
peace. Presided by the Mayor of Hiroshima and vice presided by the Mayor of Nagasaki along
with 10 other mayors of cities from across the world, as of July 1 st of this year, Mayors for
Peace has grown to 8,497 member cities from 166 countries and regions.
In January 2021, the Treaty on the Prohibition of Nuclear Weapons entered into force, which is
the first multilateral treaty to clearly and fundamentally define that nuclear weapons are
subjected to total prohibition. This is a proof that voices of hibakusha and those who share their
fervent wish for the total elimination of nuclear weapons pushed international society forward. In
this context, Mayors for Peace adopted the Vision for Peaceful Transformation to a Sustainable
World (PX Vision) and Action Plan (2021-2025) in July of the same year. The Vision sets forth
three objectives: "Realize a world without nuclear weapons," "Realize safe and resilient cities,"
and "Promote a culture of peace." In order to pursue these objectives, we have decided to put a
greater emphasis on the expansion of our membership.
The growing number of Mayors for Peace member cities is a powerful force building real
momentum toward peace and the abolition of nuclear weapons. To this end, I humbly ask that
you share in our sincere message from the atomic bombed cities of Hiroshima and Nagasaki and
join Mayors for Peace to support our initiatives toward genuine and lasting world peace.
Sincerely yours,
MATSUI Kazumi
President of Mayors for Peace
Mayor of Hiroshima
Mayors for Peace
Registration Form
To Mr. MATSUI Kazumi
Mayor of Hiroshima
President of Mayors for Peace
I hereby express my city/municipality's support for the abolition of nuclear weapons and desire to join
Mayors for Peace.*
Name of the city/municipality**:
**This is the name we will use to refer to your city/municipality in our database.
Name of country:
Mayor's name:
Title:
Mayor's Signature:
Date:
Mayor's office address:
TEL: FAX:
E-mail:
Website:
Municipal Population: (as of )
Contact person
Name:
Title:
Position:
E-mail:
Questionnaire
How did you find out about Mayors for Peace?
El Member City: (Name) El Ministry of Foreign Affairs of your country
❑NGO/Organization: (Name) El Meeting with Mayor of Hiroshima
❑ Other: (please specify)
Please send this form to:
Mayors for Peace Secretariat
FAX : +81-82-242-7452
E-mail: mayorcon@pc£city.hiroshima.jp
Note
*This registration form implies your city/municipality's decision to join Mayors for Peace. If your
city/municipality requires specific procedures, including approval from your city/municipal
council, please submit this form after such procedures are completed.
*Mayors for Peace runs several social media sites (X @Mayors4Peace, Facebook
@mayorsforpeace) where we would like to introduce our new member cities. We ask your
permission to share information about your new membership with our followers. If you agree to
the above, we ask that you please provide (1) a photo of the current mayor and (2) a photo that
represents your city (landmark, landscape, etc.). Thank you in advance for your cooperation.
CMayors for Peace
1. Outline
In August 1945, atomic bombs dropped on the cities of Hiroshima and Nagasaki instantly reduced them
to rubble, taking more than 210,000 precious lives. With more than 75 years since the bombings, many
survivors (hibakusha) still suffer from the physical and emotional aftereffects of radiation. To spread
throughout the world the hibakusha's ardent wish symbolized in the message that "no one should suffer
as we have," and to ensure it is passed on to future generations, Hiroshima and Nagasaki remain
steadfast in our assertion to the world that nuclear weapons are inhumane and continue to call for their
abolition.
On June 24, 1982, at the 2nd LIN Special Session on Disarmament held at the LIN Headquarters in New
York, then Mayor Takeshi Araki of Hiroshima called for cities throughout the world to transcend national
borders and join in solidarity to work together to press for nuclear abolition. Subsequently, the Cities of
Hiroshima and Nagasaki established "The World Conference of Mayors for Peace through Inter -city
Solidarity" (now, Mayors for Peace), composed of mayors around the world who formally expressed
support for this call. In 1991, the organization was registered as an NGO in Special Consultative Status
with the LIN Economic and Social Council (ECOSOC).
'On August 5, 2001, the organization changed its name from "The World Conference of Mayors for Peace through Inter -city Solidarity"
to "Mayors for Peace."
2. Mission
The purposes of"Mayors for Peace" are to contribute to the attainment of lasting world peace by arousing
concern among citizens of the world for the total abolition of nuclear weapons through close solidarity
among member cities as well as by striving to solve vital problems for the human race such as starvation
and poverty, the plight of refugees, human rights abuses, and environmental degradation.
3. Structure
1) Member Cities (as of July 1, 2025
Area Countries & Regions Member Cities
Asia 39 3,370
Oceania 9 137
Africa 49 441
Eurooe 41 3.462
North America 3 344
Latin America 25 743
and the Caribbean
Regions: Taiwan / Palestine / Northern Cyprus (Asia), Northern Mariana Islands / French Polynesia (Oceania), Somaliland (Africa),
Kosovo(Europe), Greenland (North America), Puerto Rico (Latin America and the Caribbean)
2) Executive Cities
The following 21 cities are executive cities (From oldest to newest).
President City:
Hiroshima (Japan)
Vice President Cities: Executive Cities:
Nagasaki (Japan)
Hannover (Germany)
Malakoff (France)
Muntinlupa (Philippines)
Manchester (UK)
Ypres (Belgium)
Granollers (Spain)
Halabla (Iraq)
Biograd na Moru (Croatia)
Des Moines (US)
Montreal (Canada)
3) Secretariat
Santos (Brazil)
Wellington (New Zealand)
Sarajevo (Bosnia and Herzegovina)
Bangkok (Thailand)
Cartago (Costa Rica)
Tehran (Iran)
Grigny (France)
Cervia (Italy)
Evora (Portugal)
'Underlined are Lead Cities in charge of their regional chapter:
19 cities
Address : c/o Hiroshima Peace Culture Foundation
1-5 Nakajima-cho, Naka-ku, Hiroshima 730-0811 JAPAN
E-mail : mayorcon@pcf.city.hiroshima.jp
Website : www.mayorsforpeace.org
4. How to Join
1) Registration Process
i. If your city/municipality would like to join us, please send a "Registration Form" to the Secretariat.
ii. The Secretariat registers its new member cities once a month (around the 20th).
iii. Date of affiliation is the 1st day of the month following the date registration procedures are
completed by the Secretariat. "Certification of Membership" will be sent out to newly affiliated cities
after the date of affiliation.
2) Membership Fee
2,000 yen/year
3) Member Cities' Activities (Examples)
i. Promote the petition drive calling for all states to join the Treaty on the Prohibition of Nuclear
Weapons as soon as possible
ii. Hold peace -related events such as the Mayors for Peace Atomic Bomb Poster Exhibition and share
re po rts
iii. Invite mayors of your sister cities and neighboring cities who are not yet members to join Mayors
for Peace
iv. Attend the General Conference
'Please see "Peace -Related Activities Offered to Members of Mayors for Peace" for more activities that member cities will get the
opportunity to participate in.
5. Conferences
1) General Conference
Mayors for Peace holds a General Conference once every four
years in principle. Hosted alternately between Hiroshima and
Nagasaki, the General Conference is an opportunity for member
cities to decide and adopt agenda items significant to the
organization.
2) Executive Conference
Mayors for Peace holds an Executive Conference
generally once every two years in one of the executive
cities, where executives discuss future initiatives and plans
for the next General Conference.
10th General Conference
(October 2022, Hiroshima)
6. Vision for Peaceful Transformation to a Sustainable World (PX Vision)
- Peacebuilding by Cities for Disarmament and Common Security -
1) Outline
In order to achieve a world in which all people can perpetually benefit from peace by realizing the total
elimination of nuclear weapons and by attaining and maintaining peaceful coexistence between the
whole of humanity, subsequent to the 2020 Vision, Mayors for Peace adopted the Vision for Peaceful
Transformation to a Sustainable World (PX Vision): Peacebuilding by Cities for Disarmament and
Common Security at the 12th Executive Conference in July 2021. Based on this, we build cities where
citizens act with a strong sense of solidarity for the ultimate goal of realizing lasting world peace.
2) Initiatives
For cities to ensure the safety
and security of their citizens
from the great threat of nuclear
weapons and to attain and
maintain peaceful coexistence
between the whole of humanity,
under three objectives set forth
in the Vision, Mayors for Peace
member cities implement the
initiatives outlined in the
Mayors for Peace Action Plan
(2021 — 2025) to promote
peacebuilding by cities.
Lasting World Peace
Action Plan
1. Sharing in the hibakusha's (�2. Contribute to a sustainable Earth and
earnest wishes `, society: Promoting the SDGs
3. Foster and expand international
public support
4. Promote sustainable development of '1
Mayors for Peace as an organization
[Main Initiatives]
1. Appeal to the UN and national governments
2. Mayors for Peace Atomic Bomb Poster Exhibition
3. Providing opportunities to hear hibakusha's testimonies
4. Distribute and nurture seeds from atomic bomb survivor trees (hibaku trees)
5. Children's Art Competition "Peaceful Towns"
6. Peace Education Webinar
7. Collaboration with member cities
Speech by the President
at the second Meeting of States Parties
to the Treaty on the Prohibition of
Nuclear Weapons
(November 2023, New York)
Presentation by Mayors for Peace
youths at the Mayors for Peace Youth
Forum held in UNOG
(August 2023, Vienna)
Petition Drive by the President
and high school students in the street
(August 2022, Hiroshima)
Meeting with UN Secretary -General
Guterres
(November 2023, New York)
"Photo provided by: UN / Evan Schneider"
Planting ceremony of a second
generation atomic bomb survivor trees
seedling by a member city
(March 2024, Obu)
Presenting signatures to the
representatives of UN by high school
students participating in the petition drive
(July 2023, Vienna)
Mayors for Peace
Meeting with national government
representatives
(November 2023, New York)
Holding a Peace Education Webinar
(February 2024, Hiroshima)
Holding the Mayors for Peace
Atomic Bomb Poster Exhibition
by a member city
(August 2023, Kadogawa)
Secretariat
c/o Hiroshima Peace Culture Foundation, 1-5 Nakajima-cho, Naka-ku, Hiroshima 730-0811 JAPAN
E-mail: mayorcon@pcf.city.hiroshima.jp Website: www.mayorsforpeace.org
� Peace -Related Activities Offered to
Members of Mayors for Peace
Upon joining Mayors for Peace, your city will have the opportunity to participate in activities and
programs which reflect the ultimate goal of the Mayors for Peace Action Plan: lasting world peace.
We hope you will j oin us and that together, we will make significant strides towards realizing our
goal.
Below please find a list of activities which we offer to our member cities:
1. Seeds from Atomic Bomb Survivor Trees
Mayors for Peace distributes seeds from trees that survived the
atomic bombings to all member cities who wish to receive them.
It is our hope that by taking care of these trees, which serve as
symbols of peace, member cities can foster the ideals of peace
amongst their citizens.
Seeds are provided free of charge.
2. Children's Art Competitions
Based on the art prompt "Peaceful Towns", Mayors for Peace has held
an art competition for children ages 6 to 15 in member cities since 2018
with the aim of furthering the promotion of peace education in younger
generations around the world.
3. Atomic Bomb Poster Exhibitions
Mayors for Peace calls on member cities to hold exhibitions of
Hiroshima -Nagasaki Atomic Bomb Posters and other related
materials to foster a deepened understanding of the realities of
the atomic bombings and strengthen the resolve towards nuclear
abolition among their citizens.
Posters are available in: Japanese, English, German, French, r ��
Russian, Dutch, Spanish, Catalan, and Portuguese
Posters are provided free of charge (files can be downloaded from the Mayors for Peace website).
4. Online Hibakusha Testimonies
By request, Mayors for Peace can help connect venues in
member cities to the Hiroshima Peace Memorial Museum so they
can experience online hibakusha testimonies.
Available free of charge.
5. Peace Education Webinar
Mayors for Peace holds a Peace Education Webinar annually
with the aim of stimulating youth -led peace activities in member
cities. This webinar provides an opportunity for young leaders
involved in peace activities to share information and engage in
dialogue.
For more information, please contact:
Mayors for Peace Secretariat
c/o Hiroshima Peace Culture Foundation
1-5 Nakajima-cho, Naka-ku, Hiroshima 73 0-08 11 JAPAN
E-mail: mayorcon@pc£city.hiroshima.jp
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