City Council

REGULAR MEETING OF THE WOOD VILLAGE CITY COUNCIL FEBRUARY 25, 2021 MINUTES PRESENT Mayor T. Scott Harden, Council President Bruce Nissen, and Councilors John Miner, and Jairo Rios­ Campos, City Attorney Jeff Condit, City Manager Greg Dirks, Director of Public Works John Niiyama, Director of Finance Seth Reeser, Assistant to the City Manager Emeline Nguyen, and interested parties. ABSENT Councilor Loy CITIZEN COMMENTS (NON-AGENDA ITEMS) None PRESENTATION: ANNUAL AUDIT Tanya Moffit from Merina & Co. presented a report on the Annual Audit. Moffit stated that the City received the CAFR award in 2019 and is under consideration for one for 2020. Moffit stated that the estimates in the financial statement may include depreciation, cost-of-living increase, and the City's annual contribution to the net pension liability. Moffit added that the procedures were not in place or recorded correctly in the general ledger regarding pension liabilities, resulting in deficiencies with the initial audit report. Moffit stated that management should ensure that the journal entries are accurate and that both the Urban Renewal Agency and City are in good standing. Moffit stated that this had been a unique year as staff could not come on-site and contributed to the delay of the report. Moffit stated that despite the challenges and area identified for improvement, the audit has a clean and unmodified opinion which is the highest rating possible. Miner and Rios-Campos commented that they have no concerns about the report. The Council thanked Moffit for the report and for working with the City staff. PRESENTATION: MT. HOOD COMMUNITY COLLEGE UPDATE Mt. Hood Community College Board member Andrew Spears introduced himself, and stated that the board is excited to do more community engagement and events and taking the opportunity to start a discussion with the City would help move the vision of serving and adapting to communities forward. Mt. Hood Community College President Dr. Lisa Skari presented an update on Mt. Hood Community College. Skari stated that Mt. Hood Community (MHCC) had educated students since 1966, and last year alone, they served over 22,000 students. Although the number seems high, it is low considering that the average of students that attend is 26,000. Skari stated that MHCC has a robust apprenticeship program with over 100 programs available. Last year, they enrolled over 6,500 students and offered more than 1,900 certificates. Skari stated MHCC is mindful of the economic impact; their 2018-19 study showed that the college added $550 million to the economy. Skari added that a partnership with the City of Wood Village could include workforce development, small business support, Reynolds School District, and performing arts. City Council Minutes February 25, 2021 I Page 1 Spears stated that they're working on an agreement and engagement for student outcomes to increase opportunities for students of color and retention. Spears stated that the need is to keep the students focused on outcomes, community needs, and industry gaps in workforce development. Spears stated that the board would be doing a strategic planning session with the community and encourage local elected officials, community members, and government to discuss how to engage more efficiently in addressing the industry and community needs. The Council thanked Spears and Skari for presenting at the City Council meeting and starting a discussion to engage with the community. Miner commented that the City had four (4) scholarships and at least two (2) students went to MHCC. Miner added that the Council is very supportive of the residents and opportunities. Rios-Campos commented that he would like to see more engagement with the school districts and offering career pathways if traditional college doesn't work out. Rios-Campos added that he would also like to see more apprenticeship programs and scholarships for the students. Skari responded that she is working closely with Dr. Diaz and how to engage with cities. Nissen commented that he attended MHCC for a short time and is happy to see new programs to benefit everyone. Harden asked if MHCC offers a machinist program. Skari responded that there is one with Boeing but would find out. Harden commented that the last bond was passed in 1966 and if it's focused on safety. Skari responded that the last one passed in the '70s to keep the facilities operational but is planning to do a full-scale master plan and prioritizing which areas are the safest. Harden asked if Skari knows what the graduation rates are. Skari responded that MHCC has a system that can aggregate the data and targeted interventions to close the opportunity gap so students can succeed at the same level. Dirks commented that Skari has been presenting to other Councils and local entities and hopes to continue that. DISCUSSION: NEW CITY HALL SIGNAGE Dirks presented a discussion on the New City Hall Signage. Dirks stated that there are a few locations for key signage as part of the new building, including Elm Street, monument wall, main conference room, and the reception desk area. Dirks stated that a decision is needed to finalize the bid and look into having simple or common phrases that are easily understood. Dirks stated that staff suggested calling the entry sign Donald L. Robertson Park. Miner commented that he has no issue with the name and would add a logo. Rios-Campos agrees. Nissen commented on having the name without the logo or both entrances. Dirks presented a discussion on the next item for the park entry wall and suggested several languages and colors. Miner commented that he's supportive of the idea. Rios-Campos commented that he appreciates the thought of DEi and is open to the idea. Nissen commented that having a welcome sign is a good idea but prefers a natural design and recommends it to say, City of Wood Village or Welcome to Wood Village. Miner commented on having some schematic before deciding. There were no further comments. City Council Minutes February 25, 2021 I Page 2 Dirks presented the next discussion for the front Monument Wall and stated that there's an opportunity to do messaging or nothing at all. Miner commented on keeping it Wood Village City Hall so avoid confusion. Rios-Campos commented that most community members would like Wood Village Civic Center as it translates better and identifies what the building can be. Nissen commented that keeping it as Wood Village City Hall would help people know that it's for information and resources. Harden commented that the City should keep the name simple and like City Hall or Civic Center. Dirks asked if a logo should be added. The Council agrees to have a logo. Rios-Campos commented, calling the welcome sign Wood Village Community Hub because it includes the ball field, trail, City Hall, and edible garden. Harden commented having Wood Village in bold letters, community in small font with five (5) different translations, and the word Hub, in a larger font. Miner agreed. Nissen asked how thick the sign is. Niiyama responded that it's three (3) to four (4) inches. Nissen responded that the City should focus on building the City Hall first and returning to the signage. Miner agreed. Dirks presented the next item for the 22x14 Conference Room, which is intended for small groups to do business. Harden commented and calling the room Stanley and Rita Dirks Conference Center. Miner commented to call it Stanley and Rita Conference Room with a bio and picture. Minder added that the rest of the building should not be identified since the City is still putting together a policy that would guide the Council. Miner stated that the goal is inclusivity and having young and inspiring leaders. Rios-Campos commented that if the room is named after Stanley and Rita, call it Stanley and Rita Conference Room, but for the whole center, it should be called Conference Center. Nissen agreed. Dirks presented the next item for the Reception Desk and Permits and Administration. Miner commented having two (2) smaller heading that says Permits and Administration. Rios-Campos commented to call it Help Center and is more inclusive. Rios-Campos added that individuals come in not just for permits and administration but also for directions and utility bills. Nissen commented that The Information Station is fun and stands out. Harden commented he also likes The Information Station and Help Station. Dirks responded the City could have Help Center or Help Station. City Council Minutes February 25, 2021 I Page 3 Rios-Campos and Nissen agreed with Help and Information Station. The Council had no further comments. DISCUSSION: GRAND RONDE MEETING DEBRIEF Dirks presented a recap on the Grand Ronde meeting. Dirks stated that the meeting was focused on the history of the Confederated Tribes of the Grand Ronde and discussed the processes and gathering applications. Dirks stated that staff followed up on what is needed by the City to move forward with the trust application. Miner asked what the reason for putting it under the trust to get a full gaming license. Miner added that he would like to be the conduit but would like to know the detrimental impacts on the community and the economic studies that have been done. Dirks responded that the studies most likely are to explore non­ gaming and the return of other investment opportunities. Harden commented that most of this discussion is private within Grand Ronde, but some renderings had food cart pods, entertainment space, 70-units of housing, mixed-use, and non-gaming opportunities for entertainment. Dirks commented that they'd be doing traffic and environmental studies as well as bringing in gambling addiction specialists. Rios-Campos asked what impact it would have on the mobile home park and what can the City do to make sure it does not impact or displace the community members. Rios-Campos added that when the ballot for casinos came out, people were concerned. Dirks commented that the Co-Op just finished and would take preventative steps by doing outreach. Nissen commented that the City would need to work with others as it may be a missed opportunity for development that would benefit the City. Harden commented that he would like to begin discussing taxes and what it would look like in terms of benefitting the City. Dirks commented that he would like to bring back the addiction specialist for more answers around various impacts, do outreach around the manufactured home parks, and pay in lieu of tax arrangements. Rios­ Campos responded that he would like to be part of the rollout efforts and asked what the opportunities look like for the community. Miner agreed. The Council had no further comments. DIRECTOR OF PUBLIC WORKS REPORT Niiyama stated that the last report wrapped up 2020 and presented some items for the new year. Niiyama stated that Multnomah County had their monthly meeting that focused on 238th and is looking into contractors for tree removal. Niiyama added that due to the migration of birds, the road closure would start on April 1 st through late September or early October. City Council Minutes February 25, 2021 I Page 4 Nissen asked if there would be pre-warning closure signs. Niiyama responded that there would be detour signs. The Council has no further questions or comments. Niiyama stated that the 5-year plan was submitted to DEQ and the Utility Worker Ill DRC was completed that included Nguyen, Dirks, and Niiyama. The second phase was the entire Public Works Team. Niiyama stated that the City hired past staff, Randy Lauer, who has all the credentials and would continue working with the Fairview DRC staff during the transition. Niiyama added that Garrett Winterbottom has been with the City for one year and four months and passed his Water Distribution I Certificate. Niiyama stated that the City continued to invest in their staff's skills and development and implemented bilingual pay. Permit Tech Erika Olivares and PW Admin Johnathon Pierce passed both the Spanish written and verbal exams. Niiyama added that mid-year check-ins with Public Works staff have also been completed. Niiyama reported that 16 permits were issued, and 112 inspections took place in January. Niiyama stated that there were four code compliance new cases with 425 opened and 445 closed, water consumption was under 10 million, water production was over 10 million, and system loss was 4.8%. Niiyama stated that The Byway has a March 3rd target date for temporary certificate occupancy. Niiyama stated that staff responded to snow and ice during President's Day weekend and worked long hours; Dirks also came to help shovel snow in the walkway. Harden asked, aside from Language Pay, if there is a way to recognize staff that's non-monetary like a newsletter. Nissen and Miner commented that it's a great idea for the community to know the staff and reinforce the City's efforts in reaching out. The Council thanked the team for their hard work and had no further questions or comments. DIRECTOR OF FINANCE REPORT Reeser presented an update on the expenditures for the first seven (7) months and stated that an in-depth report would be presented at the retreat. Reeser stated that the City would need a letter of support for the Multnomah County tax extension on the temporary increase from 1.45 to 2% last Spring at the next Council meeting. Reeser stated that the tax represented by East County is 8.5%, not 7.5%, and staff wants to make sure that the four cities are kept whole. Reeser added that the cities plan to collect three to four years of data to rediscuss how much tax should be shared. Reeser discussed the next highlight that Oregon passed decriminalization of marijuana where the City received its revenue. The Council had no further questions or comments. CITY MANAGER REPORT Dirks presented an update on the City Manager Report. Dirks stated that there is approximately $40,000 left for the Utility Relief Program and is projected to run out by April. Dirks stated that 37 customers are three months or more behind in their City bills, and 15 are four months or more. It is suggested that the City may need to do shutoffs to force individuals to contact staff to address their bills while relief funds are still City Council Minutes February 25, 2021 I Page 5 available. Dirks added that there's talk at the Federal level but is unsure if the City would receive the funds. Rios-Campos asked out of the 15, is there a history of the customers being late or not paying. If so, there might be other customers that might need assistance after many attempts. Dirks responded that there are some, and about 36 out of the 37 accounts, December's balance is approximately $10,000. Dirks stated that based on past applications, if an individual is more than four months behind, they likely have a total utility balance of at least $1,500, and there's still capacity to help repeats and new customers. Harden commented that staff could notify residents that there's $40,000 remaining and announce the program is ending. Nissen commented that he likes the idea of doing the shutoffs after all attempts are made. Nissen asked that while the City is trying to help and not getting responses, what is the hurdle. Reeser responded that some customers do not pay until it's shut off, and sometimes they choose to pay the late fees and be one month behind. Miner commented that staff should send notices and targeted groups. Dirks responded that staff has already sent notices with no response. Rios-Campos asked if there's a language barrier or digital divide. Rios-Campos added that when the program rolled out last year, he had to help individuals apply online, and maybe the strategy is in the late notice with different languages. Reeser responded that in many of the applications the City received, staff has made every attempt and helped over the phone. Nissen asked if the City can do a hybrid to include a door tag and give the individual a three-day notice before shutoff. Reeser responded that the City wants to make sure that there are multiple avenues to get assistance. Dirks added to target the ones that are most behind on their bills. Dirks presented an update on Waste Management. Dirks stated that their contract ends on February 28, 2021 and requests an extension at the next meeting. The updated agreement would require a public hearing. Dirks updated Council that a Joint Planning Commission meeting is on March 10th and the 3-Cities meeting is on March 16th. Dirks presented the next update on the Easter Egg Drive. Dirks stated that there would be 33,000 eggs and baking boxes per family, and Rios-Campos is working with PlayEast for additional craft kits. CITY ATTORNEY REPORT None MAYOR AND COUNCIL COMMENTS AND REPORTS Rios-Campos stated that he had a meeting with Multnomah County's liaison on how the County can partner up for COVID vaccines for communities of color. Rios-Campos added that having a drive-thru vaccination City Council Minutes February 25, 2021 I Page 6 site in the City is ideal for accommodating the residents and County. Rios-Campos asked the Council and Dirk's input on using Grand Ronde as a potential and sustainable site. Dirks responded that to his understanding, the vaccine control is at the State-level, and County doesn't have control over where the vaccines go. Dirks added that Walgreens has some vaccines at this time, and the City is open to having a site available and facilitating the conversation. Harden commented that people find it hard to receive a vaccine, and a site is a great idea. Nissen left the meeting. Miner asked if the City could reach out to the State. Jairo responded that there's been some talks about having vaccines coming in East County and how the vaccines are decided and distributed in areas with a high concentration of COVID. The Council has no further comments. ADJOURN With no further business coming before Council, the Council adjourned at 9:07pm. J.� T. Scott Harden MAYOR ATTEST: CITY RECORDER City Council Minutes February 25, 2021 I Page 7