City Council

REGULAR MEETING OF THE WOOD VILLAGE CITY COUNCIL SEPTEMBER 22, 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 None. CITIZEN COMMENTS (NON-AGENDA ITEMS) None. PLAY EAST RECREATION UPDATE Recreation Program Manager Jairo Rios-Campos presented and reported on the Summer/Fall programs, participation numbers, registration revenue, budget, sponsors, COVID-19 response, small businesses, and the census. Rios-Campos stated that during the Winter, the program was able to provide more than 14 programs, Spring offered more than 15 classes, but COVID-19 affected the continuation of the programs. Rios-Campos stated that Play East partnered with the two cities and was able to distribute 42,000 eggs to the community instead of the annual hunts. Rios-Campos stated that he also established a YouTube channel for physical activities and skills building at home which included 12 young participants. Rios-Campos stated that registration revenue increased by 35% from last year and program expenses were paid through registration, sponsors, and donations. Unfortunately, the Recreation Program was not able to do its annual fundraising events, but was able to raise $15,800 in sponsorships with $10,000 from First Community Credit Union. Rios-Campos stated that over the Summer, the program helped distributed about 1,000 meals for the Reynolds School District, provided weekly arts and crafts, and launched the virtual art camp. Rios-Campos explained that this fall the plan is to do virtual camps and in-person activities. Starting this week, there will be open enrollment for two basketball and two soccer programs. Miner asked how the activities are working for Parks and Recreation with the safety precautions for kids and families. Rios-Campos stated that all in-person activities practice physical distancing and the park area is big enough to practice social distancing to ensure the safety of the participants. Nissen asked about participation in the art camps. Rios-Campos said that it is not going as expected as there is a lot of concerns from parents on how kids are being engaged. There are five participants for virtual art, and the sports programs have had fewer interests probably due to the weather. The hope is to create a virtual program so the participants can stay active during the colder seasons. Rios-Campos stated that COVID-19 shifted responsibilities and he worked with Census coordinator Crystal to partner with Multnomah County in addressing health concerns in the community. Rios-Campos stated City Council Minutes September 22, 2020 I Page 1  that they were able to train members of the Latino community to help provide and distribute 1,000 resource bags, 25 gallons of sanitizers, and 300 masks to vulnerable community members. Rios-Campos stated that in response to the Latino Community, the Natural Leader Group was formed. There was a graduation ceremony for 17 Wood Village and Fairview residents and change names from Natural Helpers to Natural Leaders. Rios-Campos state that the group organizes weekly meetings on projects to serve the community and census outreach. Rios-Campos explained that with Crystal's help, the group was able to activate the mobile Census centers to do in-person assistance, and was able to help and assist over 200 individuals. Miner asked if the Natural Leaders is a program that Rios-Campos will continue to use for the good work that they are doing. Rios-Campos said they aim to focus on community-based with small training, engaging with the community, and working with community health workers to create a training development so the community can thrive. Rios-Campos stated that the group was able to get the Census questionnaires out along Halsey and were able to receive 50 new responses. Most were done in Spanish and this goes through the network of leaders. The Council stated that they are very pleased and appreciates the work that was done. Harden stated that the City Council set aside $10,000 to help support Play East this year. Harden stated that a suggestion for some of the use is helping create a financial literacy program for kids, and start a savings account for those that complete the program. Rios-Campos stated that some big necessities are electronic devices to attend Zoom meetings and that there is a big need and great opportunity to help with distance learning. DISCUSSION: CITY HALL USE AGREEMENTS Reeser provided an overview of the current facility use agreements. Council is to review and provide feedback for a new strategy on facility use. The new City Hall will have a great new space intended to be used for the community and how can the facility meet those needs and what is considered a priority. The updated agreement will include a fees-purpose, types and tiers of pricing, recovery costs, categories 3 for best public use, frequency and types of use, other considerations, organization status, regulation, and residency rates. Reeser stated that the use agreements could be broken down into tiers like private-, public-, governmental-, nonprofit-, partner-, and free-use. Reeser stated that the old City Hall facility had a simple fee structure that was on a first-come, first-serve basis and whether the user is a Wood Village resident or non-resident, business, or private use. Reeser requested for Council's direction, comparators and pricing development, and proposal. Reeser stated that once effective, the use agreements will achieve City Goal One: A safe, clean, inclusive community with a sense of pride, quality housing, and strong identity. Council responded to keep an incentive for residents and to charge private parties more than NGOs and community partners. Council recommended staff to do a market comparison and look at the hourly cost with depreciation factored in and have another discussion on the pricing methodology at a future meeting. DISCUSSION: COMMUNITY OUTREACH AND ENGAGEMENT OPTIONS PSU Fellow Hannah Anderson provided an overview on community outreach and engagement research, options and a toolkit that could be used by the City. Anderson explained that she was asked to put this together to help the City and its staff find ways to improve public engagement. Anderson explained that City Council Minutes September 22, 2020 I Page 2 there are some upcoming projects that could benefit from these recommendations and approaches and include the Main Streets on Halsey initiative, the 238th fa9ade program, and the manufactured home park co-op roadmap. Anderson stated that the overall idea is to establish procedures for implementing public engagement projects and activities, as well as evaluating and adapting quality of efforts and outcomes. Anderson stated that the report outlines recommendations such as outline a standard public engagement process, conduct an equity, diversity, and inclusion assessment, and identify when and where a robust public engagement process can advance City values and goals. Anderson stated that a short-term objective can be to create administrative procedures to support ongoing public engagement programs, and a long-term goal could be to explore future events to increase public capacity directly, increase community and stakeholder awareness of Mayor and Council roles, adopt a citizen involvement policy, and develop a formal plan to strengthen strategic alliances. Anderson stated that staff is seeking feedback from Council on what next steps if any the Council is interested in pursuing. Anderson stated that staff has developed an outreach survey to help gauge residents on how they feel engaged, and their barriers to further engagement. The Council stated that the report is robust with a lot to take in and are not ready to provide a specific direction at this time. The Council liked the idea of a community survey as a first step. RESOLUTION 35-2020: Banking Services Contract Award Reeser presented the resolution and stated that the last banking services RFP was conducted in late 2016. At that time, the City selected Riverview Community Credit Union as its bank of record. Reeser explained that even though there were no service issues or complaints with Riverview, it is best practice to go out for bid every three to five years for service. Reeser stated that staff contacted six banks directly, and posted the announcement in the Business Tribune. The City received two responses, one from Riverview and the other from Chase. Reeser stated that an evaluation team consisting of Harden, Loy, Dirks, and Reeser met on September 9th to review the submissions. Reeser stated that there was a unanimous decision to recommend Riverview. Reeser stated that the recommendation is to approve the resolution to enter a contract of banking services as it promotes City Goal Four: Long Term Financial Stability. If approves, Reeser explained that he will meet with Riverview to discuss some of their new initiatives that may benefit the City. Upon motion by Miner, seconded by Nissen and passing 5-0, Resolution 35-2020 awarding the banking services contract to Riverview Community Credit Union and authorizing the City Manager to execute a contract for banking services was approved. RESOLUTION 36-2020: Extension of COVID Related Emergency Declaration Dirks presented Resolution 36-2020, and stated that it is an extension of the emergency declaration related to COVID-19. Dirks stated that this was discussed with Council at the last meeting, and the request was to extend the declaration until the end of the calendar year. Dirks explained that the declaration is used to suspended standard utility billing protocols such as shut-off for nonpayment and late fees, having limited access to City Hall, enabling work from home, establishing remote Council and Committee meetings, the closing of City facilities such as the playground and basketball court, and creating the COVID relief program. City Council Minutes September 22, 2020 I Page 3  The Council did not have any questions or comments. Upon motion by Loy, seconded by Smith and passing 5-0, Resolution 36-2020 extending the COVID-19 state of emergency until December 31, 2020 was approved. DISCUSSION: COMMUNITY TURKEY EVENT Nguyen presented the discussion and stated that the idea is to create a new event called the Turkey Drive for the City. Nguyen stated that the purpose of the event is to provide a turkey, meal box, and resources to families in need. Nguyen stated that the estimated cost of the event is $2,000, which will be used to purchase approximately 150 meal boxes. Nguyen explained that she is also working on receiving a $2,000 grant from Walmart, as well as other in-kind donations. Nguyen stated that the event may also qualify for reimbursement under the POX Cares Funding. Nguyen presented three options and event logistic alternatives for Council consideration and direction. Nguyen stated that having this event will achieve City Goal One: A safe, clean, inclusive community with a sense of pride, and strong identity and Goal three: high quality, cost effective public utilities, parks and events. Smith asked if other organizations are providing turkeys or meal boxes. Dirks responded that this event is to help supplement existing efforts and to more strategically meet the needs of the community. Upon motion by Nissen, seconded by Miner and passing 5-0, the Turkey Drive as outlined in option two was approved. PUBLIC WORKS REPORT: JULY AND AUGUST Niiyama presented the report and stated that the Arata Road Fence project has been completed and was under budget. Niiyama explained that there was a lot of individual outreach to property owners and residents for this project and was pleased with staff's efforts. Niiyama stated that the water system remains consistent, but consumption is down about 3.8% from year to year use. Niiyama stated that the public mapping tool on the City's website is now ready to view, and includes the water meters, public fire hydrants, lot address, water main, sanitary sewer main, and storm drain systems. ;; Niiyama stated that in July, 21 permits were issued, 18 in August, and the year to date permits are 155. Niiyama stated that there were 26 code enforcement cases in July with 19 closed cases, and 48 cases in August with 21 closed cases, with a year to date of 311 cases and 182 have been closed. Niiyama stated that permits for the Byway are in process for the temporary leasing building which will be up and running at the beginning of November. Another permit was issued for 24173 NE Halsey for a 4,000 square foot building. Niiyama stated that Craft Coffee House just opened, and the concrete floor should be completed at the new City Hall within the next few weeks. FINANCE REPORT: JUNE AND AUGUST Reeser presented the report and stated that the auditors will be virtually pulling up invoices, account payables, and all financial statements this week for our annual audit. In addition, all budget categories and appropriations from the General Fund were under budget, and there is an increase in savings from the expense side. Reeser stated that for utilities, internal services were down due to COVID, and like the General Fund, there was significant savings in expenditures for FY 19-20. City Council Minutes September 22, 2020 I Page 4 CITY MANAGER'S REPORT Dirks presented the report and stated that as of now, most items on the Annual Performance Plan are on schedule. There will be a joint session with the Urban Renewal Board and City Council for a City Hall tour on October 13th. The management team also selected a furniture vendor, Pacific WRO and will need Council's input on what type of public-facing engagement is envisioned for the public area. Dirks stated that the final selection deadline will be in December. Harden said the decision can be made with Council City Hall design team. Dirks stated that Mark Clark served on the POX Citizen's Noise Advisory Committee and his term is expiring and showed interest in renewing his term. The Council stated they would support renewing the term. CITY ATTORNEY'S REPORT None. MAYOR AND COUNCIL COMMENTS AND REPORTS Harden announced a new community competitive grant through the Mt. Hood Cable Regulatory Commission, and updating the eligibility requirements to better support persons and communities of color. ADJOURN With no further business coming before the Council, the City Council adjourned at 8:50pm. ATTEST: -�-.8yA/ (/4{_£?J 11/13/u� Emel Nguyen T. Scott Harden Date CITY RECORDER MAYOR City Council Minutes September 22, 2020 I Page 5