City Council

REGULAR MEETING OF THE WOOD VILLAGE CITY COUNCIL SEPTEMBER 10, 2020 MINUTES PRESENT Mayor T. Scott Harden, Council President Patricia Smith, and Councilors Bruce Nissan,-and Brian Loy, City Manager Greg Dirks, Assistant to the City Manager Emeline Nguyen, Public Works Director John Niiyama, Finance Director Seth Reeser, Recreation Program Manager Jairo Rios-Campos, City Attorney Jeff Condit, and interested parties. ABSENT Councilor John Miner CITIZEN COMMENTS (NON-AGENDA ITEMS) None. PUBLIC SAFETY REPORT Sheriff Matt Jordan filled in for Lieutenant Weber. Jordan stated that for the month of August in Wood Village, there were 349 calls for service, 174 dispatch calls, 175 self-initiated calls for activity and slightly up from last month. Calls were serviced by priority and out of those calls, 38 were emergencies and 135 were non-emergencies. Average response time by call priority for emergencies was 5 minutes 14 seconds, and 6 minutes 18 seconds for non-emergencies. Total service in August was 141 hours and 17 minutes, and was up from last month of 104 hours. The average amount of time spent on a call was 24 minutes and 8 seconds, up by 18 minutes and 44 seconds. There was a total of 17 car crashes in Wood Village. Harden asked about the response time of 5 minutes and 14 seconds and what may have caused that. Lieutenant Matt responded that the number can be skewed at times and happens quite a bit. For example, when a deputy is on the way for to an emergency, and either neglects or forgets to click the on­ scene button, which ends up skewing the numbers. Mayor T. Harden asked about the 75 traffic stops which is still well under the average, and if the officers are still responding to the COVID-19 guidelines? Lieutenant Matt responded that to some degree, yes, officers been letting certain violations go due to COVID-19, and the department is transitioning to some normalcy in order to refocus their efforts in traffic stops. GRESHAM FIRE-SAFER WORKGROUP Gresham Fire Chief Snyder stated that the SAFER Council had intended to meet last night, but was cancelled due to wildfires. The group is made up of the five entities that the Gresham Fire Department serves which includes the City of Gresham, Troutdale, Fairview, Wood Village, and the unincorporated areas of Fire District 10. Each entity will have two people on the Board, and each entity was asked to budget $20,000 to help support this effort. Snyder stated that the main idea behind this initiative is to bring the fire service into the 21st century of service. Snyder explained that how the system was built over 30 years ago, is not what the system and community needs for optimal service. City Council Minutes September 10, 2020 I Page 1 Snyder stated that there are three draft goals, which are to: Make a determination of the level of fire and emergency protection for the community, determine what it will take to establish that response such as the station location and size, and lastly what it will cost and how to fund the service. Snyder explained that there are five members of the Fire Department that will be present with special expertise from education, management, labor group, and financial analyst. Snyder stated that there will be six meetings scheduled over a 20-month period ending May of 2022 with a final report which would go to each City Council for consideration. Smith asked if any of the previous work on this topic will be used in the study. Snyder responded that there is a number of items for educational purposes and a study in 2003, would be good to look at. Mayor Harden said the 2015 study may be good look at as well. Harden asked when we know what kind of financial resource is needed for this effort. Snyder stated that he hopes it would be sooner rather than later, and it would be if there is any outside consulting needed. Harden stated that the Council will need to have that discussion when the times comes. RESOLUTION 32-2020: UPDATE TO FIRE FEES & REGULATIONS Niiyama stated that Resolution 32-2020 is reflected in Municipal section 8.28. The last time fire fees were updated was back in 2008. Niiyama stated that the City has an IGA with Gresham Fire, and the IGA covers enforcement, codes, and penalties. Niiyama explained that Gresham administers all the fees. Niiyama explained that the fee schedule is shown in Exhibits A-C. Niiyama stated that if approved, the new fees would be effective starting on Oct 1 st. Niiyama stated that because of the IGA with Gresham, there are few alternatives with this matter. Snyder stated that he wanted to clarify that fire code enforcement is mandatory, but not the fees. For example, Troutdale does not enforce the fees, which is a problem because there's no incentives for people to follow the rules. Snyder stated that it is up to the City regarding the enforcement fees. Harden stated that in most cases the fees are doubling, and bringing them back more often or indexing the fees could be a way to avoid large increases at a time. Upon motion by Nissen, seconded by Smith and passing 4-0, Resolution 32-2020 Updating Gresham Fire fees was approved. ORDINANCE 4-2020: AMENDMENT TO THE ZONING & DEVELOPMENT CODE FOR AUTO ORIENTED USES Contract City Planner Matt Straite presented on the proposal of the zoning codes and discussed that there are currently two types of auto-related uses. Those uses are quick service and vehicle repair. Straite stated that this Ordinance would create a third category for vehicle maintenance. Straite stated that the other revision is to the City's temporary use code. Staite stated that the proposed amendment includes clarifying that construction trailers do not need a temporary use permit. The code also clarifies the signage code and restroom requirements. Straite presented a summary of the findings of fact for both the auto-related and temporary uses, and stated that the full findings can be found in the staff report. Staite stated that the Planning Commission recommended that both revisions be approved and adopted. City Council Minutes September 10, 2020 I Page 2 Smith asked if the auto related revisions are for commercial areas only. Straite stated that is correct. Dirks stated that anywhere auto repair is currently enabled, auto maintenance is also allowed. The only new zone for auto maintenance is in the Town Center as a conditional use. Upon motion by Smith, seconded by Nissen and passing 4-0, Ordinance 4-2020 for Zoning and Development Code revisions was adopted on its first reading. RESOLUTION 33-2020: AMENDMENT TO THE PAVEMENT MANAGEMENT PRESERVATION PROJECT Niiyama presented the resolution and stated that it is for a change order to the Pavement Preservation Contract. Niiyama explained that at its meeting in July, the City Council adopted Resolution 30-2020 authorizing City Manager to enter into an award contract for a street preservation project on Ash and Birch Aves. Niiyama stated that the bid amount was for just over $94,000, and there was a recent change order request due to additional work needed. Niiyama explained that the change order is for $3,028.50, which keeps the entire project under the $100,000 budgeted amount. Niiyama stated that it is a fair price for the additional work, and presented alternatives which could include legal costs and issues. Harden asked if this will result in a better and longer lasting project. Niiyama stated that is correct. Upon motion by Nissen, seconded by Smith and passing 4-0, Resolution 33-2020 approving the change order to the street preservation project was approved. RESOLUTION 34-2020: IGA WITH THE CITY OF PORTLAND FOR POX-CARES ACT FUND SHARING Dirks presented the resolution and stated that PDX Cares is a program where Portland received $128,401,261 in Federal CARES Act resources. The state of Oregon received about $2.45 billion in CARES Act resources, and prohibited cities in Washington and Multnomah Counties from state CARES reimbursement because those counties and Portland received Federal dollars. Dirks explained that the Mayors of the area cities met and agreed to share part of the PDX CARES fund for the East County cities. Dirks stated that the City managers gathered agreed to split the fund allocation based on relative population. Dirks stated that that Wood Village will receive $130,404.57 and must be used on eligible expenses under Federal CARES, and as approved by the City of Portland. Dirks stated that because of those requirements, our direct reimbursement program for City utilities are not eligible. Dirks stated that other eligible items include $9,000 in PPE; $41,000 in telework capacities; $75,000 in COVID relief programs; and $5,000 staff time reimbursement. Dirks stated that the next steps are to finalize IGA with Portland, confirm programs and reimbursements, budget adjustment, submit monthly invoices to Portland, brand programs with POX-Cares, and the program expires December 30, 2020. Upon motion by Smith, seconded by Loy and passing 4-0, Resolution 34-2020 authorizing the IGA with the City of Portland for PDX Cares Act Fund Sharing was approved. REVIEW OF BILLS PAID a. Contracts $2,500-$50,000 • Global Network Support: Desktop PC's - $9,255.00 City Council Minutes September 10, 2020 I Page 3  • PPV Inc: Cedar Lane Vault Cleaning - $4,500.00 • River City Environmental: Hot Spot Cleaning - $5,062.20 • League of Oregon Cities: Annual City Membership - $3,576.86 • Pumptech, Inc.: 238th Lift Station Pump Replacement - $24,900.00 • Rose City Blueprint: Building Plan Scanning - $3,012.00 There were no questions. CONSENT CALENDAR a. City Council Minutes • July 14, 2020 • July 30, 2020 Upon motion by Nissen, seconded by Smith and passing 4-0, the Consent Calendar was approved. DISCUSSION: EMERGENCY DECLARATION UPDATE & CITY UTILITY RELIEF PROGRAM Dirks presented the discussion and stated that this is an update on the City's Utility Relief program, as well as a discussion on whether or not to extend the current state of emergency. Dirks stated that the current relief program was started in April, and covers one months' worth of utility bills. Dirks stated that to date, the City has paid out about $31,000 in relief payment to 48 applicants. Dirks explained that we are not seeing a large number of applicants, but those that do apply have a larger need than one month's worth of bills. Dirks stated that options for program revisions include paying the full due amount, and not just the current month due, enable one application per month instead of program cycle which has been quarterly, and there can still be an option for a future true-up or payment to the City's water and sewer accounts. Dirks stated that there are also options for a potential program expansion especially with POX CARES funds. Dirks explained that an expanded program could include gift cards to grocery stores, or a mechanism that could help pay for rent or other necessities. Dirks stated that programs could also include assistance with digital access. Dirks stated that staff is seeking direction on the Utility Relief program, and can bring back expansion options at a future meeting if there is interest. The Council stated that they would like to see more detailed program offerings at a future meeting. Dirks stated that he will target that discussion for the first meeting in October. Dirks stated that the current state of emergency due to COVID-19 expires September 30th unless extended. Dirks stated that the Multnomah County declaration expires September 30th, and the State declaration expires November 3rd. Dirks stated that the Council may elect to extend the declaration to a date certain, monthly, to match the state, or to have it open until rescinded. Dirks stated that the Council can also let the declaration expire and still keep certain elements in place such as late fees/shut off fees. Dirks stated that an extension can be brought back to the Council at the September 22nd meeting. Smith stated that the declaration should be extended because it lets people be more mindful and not let up on it just yet. Loy stated that there is no reason not to extend it. Nissen asked why the state selected November 3rd. Dirks stated that it was a 90-day extension, which ends on that date. Harden stated that he likes the idea of extending it to the end of the year, which would match up with the CARES Act resources. The Council agreed. Dirks stated that he will bring the resolution to the next meeting. City Council Minutes September 10, 2020 I Page 4 DEBRIEF: 2020 OREGON MAYOR'S CONFERENCE Harden provided a summary debrief of the Oregon Mayor's Conference that was hosted virtually this year. Harden stated that he forwarded the video presentations which included a presentation from the Oregon Historical Society on institutional racism and financial depression. There were also presentations on the difference between resolutions and ordinances and why civil ordinances may be better for restorative justice. Harden stated there were also a couple of good presentations on overall equity and inclusion. Council thanked Harden for supplying the videos from the conference. DIRECTOR OF FINANCE REPORT Finance Director Seth Reeser reported for July; there's not much to report in July and doing a lot of clean up from last year. We paid the entirety of the PERS fund in July. There are June amounts for the revenues (full years' worth of revenue and budget) and there's some information that the state gas tax dropped in June/July at a 16-17 level. Another item is Business Income Tax which is a topic that has come up. There's a significant drop at the end of the year and might be due to payments and coming after the fiscal year. There are several areas that are higher, and auditor will be out on the 21st. CITY MANAGER REPORT Dirks stated that there is a vacancy on the Planning Commission, and we have received one application. Dirks asked when the Council would like to close the application period and interview those that have applied. The Council stated that they would like to wait until the end of October to review the applications. Dirks provided an update on the Wood Village Opportunity Scholarship winners and asked if the Council would like to hold a socially distant award event. The Council agreed. ADJOURN With no further business coming before the Council, the City Council adjourned at 7:32pm. ATTEST: l\ / 13) 1vv0 EmeliNguyen Date T. Scott Harden Date CITY RECORDER MAYOR City Council Minutes September 10, 2020 I Page 5