City Council

AGENDA City Council Regular Meeting Tuesday, January 20, 2026 at 6:00 PM Happy Valley City Hall in the Council Chamber 16000 SE Misty Drive, Happy Valley, OR 97086 Page 1. Work Session 1.1 Council Policy 26-23: Adopting Policy for Council 3-5 Proclamations Presenter: Kevin McGrane (Policy Analyst) Policy 26-23 Council ProclamationsEMM (01002148xB8084).pdf 1.2 Apartment Safe Neighborhood Initiative (ASNI) Annual 6 - 13 Update Presenters: Steve Campbell (Director of Community Services and Public Safety), David Coan (Community Service Officer), and Deputy Matt Bigoni (Police Liaison) ASNI Presentation.pptx 1.3 Happy Valley Empathy and Assistance Resource Team 14 - 21 (HEART) Program Annual Update Presenters: Steve Campbell (Director of Community Services and Public Safety) and David Coan (Community Service Officer) HEART Presentation.pptx 1.4 Wildfire Mitigation Program Annual Update 22 - 40 Presenters: Steve Campbell (Director of Community Services and Public Safety), Ben Hodges (Community Service Officer/Arborist), and Katie Coffey (Public Engagement Specialist) Wildfire Risk Reduction Grant Recap-January 2026.pptx 1.5 Community Center Survey & Listening Session Approach 41 - 47 Presenter: Ashley Hagg (Communications & Public Relations Program Manager) Page 1 of 47  CommunitySurvey&ListeningSessionApproach.docx 1.6 Adjournment Virtual Link: https://happyvalleyor.zoom.us/j/85388685136 Webinar ID: 853 8868 5136 The meeting location is accessible to people with disabilities. To request an accommodation, please contact Ivy Markesino, the Human Resources Director at (503) 886-8426 or hrinfo@happyvalleyor.gov at least 48 hours before the meeting. You may also call City Hall at (503) 783-3800 or email cityrecorderinfo@happyvalleyor.gov. Page 2 of 47  AGENDA STATEMENT Title Council Policy 26-23: Council Proclamation Policy Presenter(s) Kevin McGrane, Policy Analyst Explanation The City receives regular requests from various community groups and individuals to consider support for proclamations. Proclamation requests range from honoring the City’s Tree City USA designation, recognizing Parkinson’s Awareness Month, Child Abuse Prevention Month, Mental Health Awareness Month, and more. While most proclamation requests are apolitical, more and more cities are fielding requests for proclamations that could appear to make partisan political statements. On October 7, 2025, City Council discussed considerations of a Proclamation Policy. The draft policy incorporates feedback from the October discussion, along with information staff collected from council policies issued by the Happy Valley Council since 2015. In that period, proclamations issued by Council have broadly fallen into four categories: Medical Awareness (21%), Behavioral Health Awareness (21%), Safety Awareness (13%), and Arbor Day/Tree City proclamations (26%). The draft policy seeks to maintain the Council’s current proclamation practices while providing guidance for future Council proclamations. Special Issues None Financial Impact None Recommendations Staff recommend Council adopt Council Policy 26-23. Page 3 of 47 Policy 26-23: Council Proclamation Policy Adopted: 20 JAN 2026 Purpose: The purpose of this Council Proclamation Policy is to dedicate staff resources and Council time efficiently in support of the Council’s goals and to ensure every Proclamation expresses the City’s voice. The policy encourages recognition and celebration of causes and events that the Council identifies as having particular significance to the City. Statement of Policy: 1. The City Council may issue proclamations recognizing days, weeks, months or specific events, in support of causes, events and activities that the Council endorses as having significance to the City of Happy Valley. 2. Proclamations presented for consideration by the Council should advance the wellbeing of Happy Valley residents and should recognize the collective values of the Happy Valley community. 3. Appropriate proclamation topics include, but are not limited to: a. Medical Awareness, b. Behavioral Health Awareness, c. Personal Safety Awareness, d. Recognition of Cultural Events, and e. Recognition of Municipal Events. 4. Proclamations will not be issued for commercial ventures, supporting or opposing a candidate for public office, or supporting or opposing a measure on the ballot. Likewise, requests for proclamations that take sides in matters of significant controversy in the community such as political, geopolitical/international, ideological, or religious disagreements will be rejected. 5. The City reserves the right to approve or decline the production and/or issuance of a proclamation. The City may edit any drafted material for final wording in order to ensure the proclamation accurately reflects the City’s views on a particular issue. 6. In issuing proclamations, the City is using its own voice to honor, celebrate, or create awareness of an event or an issue of importance to the City. These proclamation guidelines create a process for the City to engage in speech on its own behalf, and in adopting such guidelines, the City has not and does not intend to create any type of forum for the public to engage in free speech activities. As a result, there is no right to a proclamation, and the City, acting through the Council and staff, may edit any drafted material for final wording or deny any proclamation request. Page 4 of 47 Scope of Applicability: City staff are directed to evaluate proclamation topics, and to present appropriate proclamation topics to the City Council for consideration based on the policy outlined above. Page 5 of 47  AGENDA STATEMENT Title Apartment Safe Neighborhood Initiative (ASNI) – One-Year Status Update Presenter(s) Steve Campbell, Director of Public Safety – Officer David Coan, ASNI City Liaison, Deputy Matt Bigoni Police Liaison. Explanation The Apartment Safe Neighborhood Initiative (ASNI) has officially completed its first year of operation and is considered a significant success. Since implementation, the program has demonstrated measurable improvements, including reduced call volumes for service within participating apartment communities, fewer nuisance-related complaints, and stronger collaboration between the City, law enforcement, and apartment owners and managers. The success of ASNI is largely attributed to proactive engagement, education, and ongoing communication with property owners and managers, resulting in increased cooperation and shared responsibility for neighborhood safety. Property representatives have responded positively to the program and continue to work closely with City staff to implement best practices that prevent crime and reduce the need for police response. Staff will provide a status update to the committee highlighting program outcomes, trends in service calls and nuisance activity, and feedback from apartment owners and managers. Staff will also share how the program continues to strengthen partnerships and contribute to safer, more stable apartment communities throughout the city. Special Issues None Financial Impact Cost Recovery Recommendations Review Information Page 6 of 47 Page 7 of 47  ASNI Program Presentation Page 8 of 47  Introduction ASNI focuses on safer apartment communities through collaboration and varied strategies to maintain a high standard of living. Page 9 of 47  How ASNI Operates Core elements of the program include: • Annual training for property managers • Property walkthroughs and recommendations • Ongoing coordination with Police, Fire, and City staff • Activity Documentation Page 10 of 47 ASNI Report Example Page 11 of 47  ASNI Program Success: Year-to-Date • Call volume drop of 29% across all properties • Call volume has stabilized and is less volatile • Calls have shifted from reactive to Program preventative • Less chronic nuisance concerns Success Stabilization at a Higher-Need Locations. Since implementation of the program, locations, previously identified as higher-need due to elevated call volumes has experienced a measurable reduction in calls for service, with call activity remaining consistently low and stable over time. Page 12 of 47  • The Apartment Safe Neighborhood Initiative (ASNI) focuses on building strong partnerships with apartment communities to benefit both the immediate neighborhood and the broader community. By collaborating closely with apartment owners and managers, the City and property ASNI owners work toward shared goals that improve communication, coordination, and outcomes for residents. This collaborative approach supports safer properties, reduced nuisance activity, and stronger, more resilient communities. Page 13 of 47  AGENDA STATEMENT Title HEART Program – Annual Status Report Presenter(s) Steve Campbell, Director of Public Safety, Officer David Coan City’s Houselessness Liaison. Explanation The Happy Valley Empathy and Assistance Resource Team (HEART) Program is a City of Happy Valley initiative funded through a grant that supports one full-time equivalent (FTE) position for a three-year period. The program establishes a dedicated liaison role focused on working directly with the houseless population to coordinate services, connect individuals to resources, and support pathways toward stability. The HEART liaison works collaboratively with other City departments, Community Service Officers (CSOs), and Police to ensure a coordinated, compassionate, and effective response to homelessness-related concerns within the community. The program emphasizes relationship-building, individualized support, and coordination with regional service providers. Tonight, staff will present the HEART Program’s annual report, providing an overview of program activities over the past year, outcomes achieved, partnerships developed, and lessons learned. The report will highlight how the program has supported individuals experiencing homelessness while improving coordination, communication, and service delivery across City operations. Special Issues None Financial Impact Grant Funded – 3 years Recommendation Review information. Page 14 of 47  HEART Program Presentation Page 15 of 47  Introduction The HEART program demonstrates value in serving our communities most vulnerable population by offering resources and creating partnerships that benefit the entire community. Page 16 of 47  HEART Overview • The HEART (Happy Valley Empathy and Assistance Resource Team) program was a proposal to secure grant funding for city led homelessness initiatives. • The grant secured through Metro’s Supportive Housing Services pays for three years of a dedicated homeless liaison that works with the houseless community. • A component of the HEART program is to record the number of all interactions with the cities houseless community. A weekly report is provided and shared with police and our community service officers. Those numbers are further utilized in a quarterly report submitted to the Clackamas County Health, Housing & Human Services Page 17 of 47  HEART Report Example Page 18 of 47  • LoveOne Partnerships – Partners with HEART to provide housing- focused outreach and case management, helping stabilize individuals and connect them In Action to longer-term housing solutions. • Bybee Lakes Hope Center – Works with HEART to offer structured transitional housing and workforce pathways for individuals ready for increased support and accountability. • Fathers Heart – Collaborates with HEART to conduct trust- based street outreach that connects hard-to- reach individuals with services and reduces escalation. • 4D Recovery – Partners with HEART to provide peer-based recovery and behavioral health support, helping individuals engage in treatment and move toward stabilization. Page 19 of 47  Camp Enforcement Page 20 of 47  Happy Valley’s HEART Program focuses on supporting individuals who are experiencing hardship while also addressing concerns raised by community residents. By establishing a fully funded full-time position dedicated to working HEART directly with this population, the City is better able to connect individuals with appropriate resources while ensuring community concerns are addressed in a timely and coordinated manner. I Page 21 of 47  AGENDA STATEMENT Title Wildfire Mitigation Program Presenter(s) Steve Campbell, Director of Public Safety, Katie Coffey Public Engagement Specialist, Officer Ben Hodges, CSO/Arborist. Explanation The City of Happy Valley began increasing its wildfire prevention and mitigation efforts in 2020 in response to growing wildfire risk and regional fire activity. Since that time, the City’s Wildfire Mitigation Program has continued to evolve and expand, resulting in several significant improvements to prevention, preparedness, and interagency coordination. Key program enhancements include the implementation of a more detailed and structured backyard burning program, completion of grant-funded mitigation projects on City-owned properties, and the development of a grant-funded program to assist Homeowners Associations (HOAs) with creating and maintaining defensible space within open space areas. The City has also provided direct support to HOAs seeking to become and maintain Firewise Community status, further strengthening neighborhood-level wildfire resilience. In addition, the City continues to collaborate closely with Clackamas County on wildfire mitigation efforts within environmentally sensitive watershed areas. Happy Valley has also taken a leadership role in regional wildfire mitigation through active participation in the Clackamas Wildfire Coalition, a multi-agency collaboration focused on coordinated planning, mitigation strategies, and shared resources. Tonight, staff will present an overview of wildfire mitigation efforts following Year One of the three-year grant supporting HOA open space mitigation. The presentation will also outline overarching program goals for the coming year, including continued partnership with HOAs, expanded interagency coordination, and ongoing efforts to reduce wildfire risk throughout the community. Special Issues None Page 22 of 47 Financial Impact Grant Funded Projects Recommendations Review Information Page 23 of 47  WILDFIRE RISK REDUCTION GRANT January 2026 Page 24 of 47 UPDATES  OBJECTIVE •The City received an $72,000 grant in November 2024 from OSFM and ODF to engage HOA’s in creating defensible spaces on or around the greenspaces by participating in Community Clean up events. •The project focused on reducing wildfire risk by creating defensible space between HOA’s-managed green spaces and residential areas. 14 (HOAs) were identified as priority participants based on wildfire exposure and vegetation conditions noted in the City’s previous wildfire risk assessment done in 2022. Page 25 of 47  KEY PLAYERS •Steve Campbell-Director of Community Services & Public Safety •Chris Randall-Public Works Director •Chris Sliwka-Public Works Supervisor •Ben Hodges-Community Service Officer, **obtained his Certified Arborist Certification in 2025** •Katie Coffey-Community Engagement Specialist •Dale Guenther-Firewise Community Member-Happy Valley Heights HOA •Glen Sachet-Firewise Community Member-Deerfield 1 & 2 HOA Page 26 of 47  PROGRESS Completed HOA’s Needs More Assistance Pending HOA’s Approx. 23.3.7 acres cleaned up 1. Taralon 1. Grandview Estates 1. Eastbourne Downs 2. Jackson Hills IV 2. Greyhawk Ridge 2. Claremont 3. Kensington Bluff 3. Madison Heights 3. Red Rose Valley II Estates 4. Forest Highland 4. Sunnyside Highlands 5. Red Rose Valley I 6. Sunrise Heights 7. The Reserve 8. Westview Page 27 of 47  BEFORE/AFTER Taralon Happy Valley Heights HOA HOA Page 28 of 47  CITY PROPERTIES •Protecting City Parks, Trails and Greenspaces •Ensuring defensible space within and around nature parks and protected green spaces is a key priority for the City. Through regular maintenance and assessments, these efforts help reduce wildfire risk. •With funding from a FEMA grant, the City is actively safeguarding the following areas: •Hidden Falls Nature Park •Mt. Scott Nature Trail •Happy Valley Library Page 29 of 47  RESOURCES •Website Page 30 of 47  RESOURCES •Tool Trailer Page 31 of 47  BUDGET Total Grant Amount: $72,778 Spending to Date: $11,582 Remaining Balance: $61,196 Funds continue to support HOA coordination, staff time, and materials for defensible space maintenance and vegetation removal. Page 32 of 47  WHAT IS A FIREWISE COMMUNITY? A Firewise Community is a neighborhood where residents work together to reduce the risk of wildfire and protect homes, families, and shared spaces. By taking simple steps like clearing brush, reducing debris, and creating defensible space around homes, communities become safer and better prepared. Firewise is about being proactive and partnering with fire professionals and the city to protect what matters most. Page 33 of 47  FIREWISE COMMUNITIES • Deerfield Park 1 & 2-Glen Sachet • Coordinated community wide awareness/educational activities that increased wildfire risk reduction actions and overall preparedness. • Hazardous tree removal, chipped trees/limbs and used mulch for nutrient recycling in HOA. • $5,358.40 worth of time invested. • Happy Valley Heights-Dale Guenther • RiverHealth Watershed Stewardship Grants: Happy Valley Heights HOA, Wexford HOA, Claremont HOA, Red Rose Valley HOA, Kent Zeiglar & Cavilier HOA, Taralon. • Goats were used to naturally remove invasive plants while providing educational field trip opportunities for students from HVE to learn about habitat restoration. • Invasive plant spraying, cutting & planting natives • $27,831invested for grant. Page 34 of 47  THINGS WE LEARNED 1. Regular communication with HOA leadership and management companies is essential for sustained progress. 2. Many HOAs found hiring contractors more feasible than organizing volunteer cleanup days. 3. Continued follow-up and field assessments are key to ensuring completion. 4. Some HOAs require extended timelines due to limited contractor availability or varying levels of engagement. Page 35 of 47  NEXT STEPS 1. Correspondence  Send completion and follow-up letters to respective HOAs with deadline of June 2026.-DONE 2. Assessment Review Review of the 2020 Wildfire Assessment Report to identify additional HOAs that may require support. 84 active HOA’s 24 have completed Wildfire Risk Reduction cleanup or low risk Remaining HOA’s are requiring additional assistance-In Process 3. Follow-Up Coordination  Continue outreach to HOAs with partial or pending work, offering guidance and training opportunities.-In Process Page 36 of 47  NEXT STEPS 4. Final Report Preparation  Compile a full project summary and budget report by January 2026 and submit it to the Oregon State Fire Marshalls Office-DONE 5. Launch Happy Valley Wildfire Partnership  In collaboration with Clackamas Fire and the Clackamas Wildfire Collaborative create a long-term partnership that will support our community with training, education, and outreach that builds stronger wildfire resilience. Continue working with community volunteers and Firewise communities to support wildfire prevention and neighborhood safety efforts. 6. Continue Partnership with Oregon National Guard-Camp Withycombe § Mobilize and utilize the National Guard for large natural areas that need attention. Page 37 of 47  CONCLUSION The Wildfire Mitigation Grant has made substantial progress toward its goal of enhancing wildfire resilience throughout Happy Valley. With more than half of the targeted HOAs now complete and the remainder we are actively working on, the city continues to demonstrate leadership in proactive fire prevention and community safety. Page 38 of 47  QUESTIONS, CONCERNS, FEEDBACK Page 39 of 47  THANK YOU January 2026 Page 40 of 47  AGENDA STATEMENT Title Community Center Survey & Listening Session Approach Presenter(s) Ashley Hagg, Communications & Public Relations Program Manager Explanation In December Council directed staff to put together a plan for gathering feedback from Happy Valley residents about Bond Measure 3-626, to fund the construction of the Happy Valley Community Center. Specifically, Council would like to better understand why the bond measure failed. Staff have determined that the best way to gather this information would be through a community input survey, followed by a facilitated listening session. Attached is the plan outlining the approach for the survey and listening session, which includes draft questions for the survey. Staff is looking for feedback on the questions and needs approval to move forward with the approach as outlined. Staff have also contacted an outside facilitator to host the listening session. If this approach is approved, staff will confirm timing and finalize a contract with the facilitator. Financial Impact $1,500 for the facilitated session. Recommendations Provide feedback to staff on survey questions and the approach. Page 41 of 47 Bond Measure 3-626 Community Survey & Listening Session Approach Introduction & Background: In November of 2025 Measure 3-626 to fund the construction of a community center in Happy Valley failed to pass, with 73% of people voting against. While polling indicated that there was broad support for the bond measure as a funding mechanism and outreach efforts demonstrated community support for the facility itself, the outcome suggests there were unanticipated factors that impacted voter support for a new tax increase. City Council have directed staff to conduct community outreach to better understand why residents did not support the measure. Staff have determined that the best way to gather this information would be through a community input survey, followed by a facilitated listening session. This plan outlines how a community input survey and listening session could be conducted and the communications efforts that would be used to publicize them. Goals: 1. Demonstrate to Happy Valley residents that City Council and City staff are actively engaging with the community to understand their viewpoints on the bond measure. 2. Encourage participation in the survey and listening session to gain a better understanding of why voter support for the bond measure changed and determine what factors may have contributed to its failure. 3. Share information on how City Council is moving forward with plans for the community park. Target Audiences: • Primary: City of Happy Valley residents who voted in the November 2025 election. • Secondary: Community leaders, civic & business organizations, school/PTA groups and other influential community members who can help publicize the survey and listening session. Key Messages: Page 42 of 47  • City Council and City staff are interested in hearing directly from residents about the outcome of Bond Measure 3-626. • Community input is important and understanding why the bond measure failed will help Council make decisions in the future. • In the meantime, City Council is moving forward with design of a future community park, which could bring a much needed and desired amenity to the City. Approach: Survey • Utilize the City’s MailChimp account to create a survey that can be accessed via weblink. • Create a landing page on the City website that includes introductory paragraphs about the survey, information on the listening session, and the MailChimp link to the survey. • Leave the survey open for 3 weeks to give people ample time to participate. • Use the City’s various communications channels to publicize the survey. • Analyze the responses and share the data in a report, which will be reviewed by City staff and City Council, and shared with the external facilitator hired to host the listening sessions. • Share the report with the community via the City’s website. Listening Session • Staff have contacted an external facilitator who would be able to host the listening session. • Staff would share the report summarizing feedback received in the survey, which the facilitator would use to guide their approach in the listening session. • Use the City’s various communications channels to publicize the listening session. • Analyze responses received in the listening session and share the data in a report, which would be reviewed by City staff and City Council. • Share the report with the community via the City’s website. Survey Questions: 1. Did you vote in the November 2025 election that featured Bond Measure 3- 626 to fund the construction of a community center in Happy Valley? a. Yes b. No Page 43 of 47  2. Did you participate in any of the City’s community outreach efforts about the Community Center over the last few years? (This would include taking surveys, attending open houses, participating in the Community Center Steering Committee, Focus Groups, or talking with City staff at booths during community events). a. Yes b. No 3. Where did you find information about Bond Measure 3-626 prior to the election? (Select all that apply) a. Happy Valley News b. City of Happy Valley social media pages c. City of Happy Valley website d. HOA Presentations e. Community Events f. Email listserv g. Other 4. Did you vote in favor of Bond Measure 3-626? a. Yes b. No 5. Did you vote against Bond Measure 3-626? a. Yes b. No The next few questions are intended for people who voted in favor of Bond Measure 3-626. If you voted in favor of Bond Measure 3-626, rank the following reasons for why you voted yes on a scale of 0-5 (zero meaning it had no impact on your vote, and five meaning it had the most impact on your vote). 6. I wanted a community center in our city and didn’t mind if taxes were increased to pay for it. 7. I wanted access to the planned amenities like a recreational pool, exercise equipment, gym space, and community gathering spaces. 8. I think our community would benefit from having a community center, even if I didn’t plan to use the facility. 9. I wanted my children or grandchildren to have access to additional Parks & Recreation programming and events that would’ve been provided at the facility. The next few questions are intended for people who voted against Bond Measure 3-626. Page 44 of 47 If you voted against Bond Measure 3-626, rank the following reasons for why you voted no on a scale of 0-5 (zero meaning it had no impact on your vote, and five meaning it had the most impact on your vote). 10. I like the idea of a community center in our city, but I didn’t want my taxes increased to pay for it. 11. I do not want a community center in our city. 12. I did not like the planned location for the community center. 13. I did not like the proposed amenities included in the community center. 14. Current economic factors influenced my decision to vote against the measure. 15. Is there additional information you would like to share about why you voted either in favor or against Bond Measure 3-626? a. [Open text box] 16. Are you a homeowner or a renter? a. Homeowner b. Renter 17. How long have you been a resident of Happy Valley? a. 1-5 years b. 5-10 years c. 10-15 years d. 15-20 years e. 20+ years 18. How satisfied are you with the conditions of parks in Happy Valley? a. [Scale of 0-5 range] 19. How satisfied are you with the quality of recreational programs in Happy Valley? a. [Scale of 0-5 range] 20. How satisfied are you with the quality of public safety in Happy Valley? a. [Scale of 0-5 range] 21. How satisfied are you with the library programs and services in Happy Valley? a. [Scale of 0-5 range] 22. How satisfied are you with the road maintenance and repairs (e.g. roadway surface condition and street sweeping) in Happy Valley? a. [Scale of 0-5 range] 23. Is there additional information you would like to share about services the City provides? a. [Open text box] Timing Page 45 of 47 Staff will spend the next few weeks building out the survey on Mailchimp, creating the webpage that will host the survey and prepping communications materials. We will be discussing this plan with Council on January 20th. If Council approves this approach at that time, the survey could then go live February 2nd and close February 20th. Staff recommends hosting the listening session once the survey has concluded, to provide an opportunity for the facilitator to drill down further into community sentiment. Staff will need time to review the feedback received in the survey and create a report. Given that timing, staff recommend hosting the listening session in early March. Outreach Survey Channel Timing Content Notes Type Happy Valley News Final deadline for content Article Council needs to – February Edition is January 25. approve approach & questions on 1/20 to meet the deadline for inclusion in Feb issue. Community Center Send an update when the Newsletter This is our distribution Newsletter survey goes live, mid-way list for people who through the month and a were interested in final reminder before it Community Center closes. updates. Committee Member Send an email when the Email This is our list of listserv survey goes live, mid-way outreach current advisory through the month and a committee members. final reminder before it closes. Facebook/Instagram Post when the survey Infographic goes live, mid-way through the month and a final reminder before it closes. Website Post a Stay Up to Date Article & article when the survey survey goes live & feature the landing landing page in the hero page section of the main page. Workvivo Create a post when the Infographic survey goes live and an event that lasts for the month of February Page 46 of 47  encouraging employees who are residents of HV to participate. Listening Session Channel Timing Content Type Notes Happy Valley News Final deadline for content Article – March Edition is February 22nd. Community Center Send an update once the Newsletter This is our Newsletter date for the listening distribution list session is confirmed for people who inviting participation. were interested in Community Center updates. Committee Member Send an update once the Email This is our list of listserv date for the listening outreach current advisory session is confirmed committee inviting participation. members. Facebook/Instagram Post when the listening Infographic session is confirmed & reshare ahead of the actual date. Website Post a Stay Up to Date Article article once the date is confirmed. Workvivo Create an event Infographic encouraging employees who are residents of HV to participate. Page 47 of 47