City Council

Mayor Council President Councilors CTIYOTWood T. Scott Harden Bmce Nissen JohnMiner Jairo Rios-Campos LynneaAmend ^vm^' WOOD VILLAGE CITY COUNCIL MINUTES MAY 26, 2022 PRESENT MayorT. Scott Harden, Council PresidentBruce Nissen, Councilors JairoRios-Campos, and Lynnea Amend, CityAttorney JeffCondit, City ManagerGreg Dirks, Directorof PublicWorksJohn Niiyama, Directorof FinanceSeth Reeser, Assistantto the City ManagerEmeline Nguyen, and interested parties. ABSENT Councilor John Miner. SWEARING-INOFAPPOINTEDCOUNCILOR City Council Position5: LynneaAmend CITIZEN COMMENTS (NON. AGENDA ITEMS) None PUBLIC HEARING FY 22.23 CITY BUDGET a, Resolution 12-2022: Receipt of State Shared Revenue b, Resolution 13-2022: City Budget Adoption FY 22-23 c. Resolution 14-2022: Levying and CategorizingAd Valorem Taxes FY22-23 Reeser presented the FY22-23 City Approved Budget and stated that there is no change in the number of personnel and all operating budgetshave revenues in excessofexpenses. There are multi-year reserve appropriations for equipment, software acquisition, a dump truck and new this year, the municipal building. The Budget Committee increased funds for Community Engagement and Community Event Grants and addedfundsforthe Tree Lightingevent and payingdownfuture PERScosts. Reeserpresented proposed modificationsto the approved budgetfor Council adoption. There are two capital projects that might not be completed by the end of FY22, Smart Meters are back ordered, and the vendor cannot guarantee delivery by June 30th, The operations building refurbishment was delayed due to City Council Minutes May 26 2022 | Page 1 issues with the originalcontractorselected and a newcontractorwasjust selected. Also proposed are additional appropriations for the SCADA upgrade in capital and programming work that allows for flexibility as masterplanningwork highlightswaysto improve operations. These proposed changeswerepublished in the budgethearing noticeand included in the Council packet, Reeserrecapped the operating budget. Mostofthe City's expendituresare in personnel and materials and services. The total materials and services expense is large because of contracts for police, fire, planning, building and other services. Total operating revenues are up 3. 3% and costs are up 4. 6%, Net operating margins decreased due to revenue projection decrease and more employees in step progression. Reeserstated thatsince publication,there are hvo additional proposed changesto the budget. The first is a roll-over appropriation for the new pickup truck due to delayed delivery. The second proposed change is additional operating appropriations for personnel. During the annual retreat, Council suggested adding an additional staff person. Since we now have a hard to fill vacant position, management is looking at potentially reorganizing duties that could result in elevating 1 or 2 existing employees and adding 1 or 2 additional positions. This will allow staffing flexibility depending on the recruitment process and what comes from the community engagement survey. The proposed change would add $10, 000 to streets and $25, 000 each to water and sewer. Changes to position classifications and adding additional positions would be brought back to Council at a later date, depending on the recruitment and/or reorganization process. Council has the option of adding this to the budget now or waiting until staffcan bring back more detailduring a supplemental budgetprocess. Rios-Campos asked if this is enough funding along with the reorganization to retain employees given the cost-of-living increase, Dirks responded that management had looked at retention and recruitment. There are 3 positions that could be elevated and an entry level position that could be added, The annual performance plan for next fiscal year includes a compensation analysis of payroll and benefits that will inform any future changes to the pay structure. Upon motion by Nissen, seconded by Rios-Campos and passing 3-0, Resolution 12-2022 was approved. Upon motion by Rios-Campos,secondedby Nissen and passing 3-0, Resolution 13-2022as amendedwas approved excluding General Fund RecreationsServices. Rios-Camposabstainingfrom reasonsof conflict of interest, Upon motion by Nissen,seconded byAmend and passing 3-0, Resolution 13-2022wasamendedto include appropriationsfor General Fund Recreation Services. Upon motion by Nissen, seconded by Rios-Campos and passing 3-0, Resolution 14-2022 was approved. CONSENTCALENDAR a. City Council Minutes City Council Minutes May26 2022 | Page 2  . February 10, 2022 . March 8, 2022 b. City Events . Community Cleanup Day Debrief Upon motion by Nissen, seconded by Jairo and passing 3-0, the Consent Calendar was approved. ORDINANCE 2.2022: HB 2001 Dirks mentioned the presentation by Scott on HB2001 presented during the Planning Commission meeting. Dirks pointed out that HB2001 permits additional housing options but does not include tiny homes & RVs. There were two public comments received, one from a citizen and the other from the Fair Housing Council. Theircomments have been addressedand the ordinancecan be adopted tonightwith a unanimousvote following the public hearing. The Planning Commission unanimously recommended the ordinance for adoption. Ifadopted tonight the code will be effective prior to the June 30th deadline. Harden opened the public hearing for Ordinance 2-2022 Hearing no additional comments, Harden closed the public hearing. Upon motion by Nissen, seconded by Rios-Campos and passing 4-0, Ordinance 2-2022 was approved. DIRECTOROF PUBLICWORKSREPORT Niiyama presented the public works monthly report. Niiyama thanked Council for supporting the public works staff and attending the national public work's week luncheon. Nissenthanked Niiyamafor putting it all togetherand inviting the neighboringcities. Harden commented that it was nice to include Cultivate Initiatives in the invitation. Niiyama shared the Metro fatality report. Cultivate Initiatives worked on the 238th median plantings and it's more robust this year. There is a minor water main leak on Holladay Place and staff is contacting contractors for repair. Building permits and inspections were down a bit, but they will be increasing in the next month or so with Jersey Mike's and the Joint Chiropractor tenant improvements. Chick-fil-A and Chipotle are in the pre-design stage for their submittal. Dirks mentioned there is also a full home refurbishment on Birch. Niiyama stated code compliance is ramping up. Niiyama thanked Dirks and Chief Hakala for working through some ofthe reporting issues, so staffis not on hold forover an hour. We received 90% design for three of the Halsey Street Crossings and it's currently being reviewed by City staff. Nissen mentioned we signed an IGA with Multnomah County for 6 designs and asked if we will be able to use thesedesignsforthe othercrossings. City Council Minutes May 26 2022 | Page 3 Dirksresponded thateach design is location specificbutsaid staffwill talk with the County abouttheir actual capacityfor the design workon the otherthree or ifwe can have ourengineersdesignthe others andjust havethe County review. Niiyamastated waterconsumption is 11, 758,006gallons, waterproduction is 13, 550,782gallons, and system loss is 13%. Flowerbaskets have been hung up and we have an agreementwith Fairviewfor watering. Harden asked ifthe SCADAimprovements will help determinewhythe system loss is high. Dirks responded thatthe confidencein the numbers is questionable, but we will be looking at the numbers with the newSCADAsystem and the informationfrom the master plans to help determine possible issues. DIRECTOROF FINANCEREPORT Reeserprovided an updateon the Business IncomeTax(BIT) which is the third largest revenueforthe general fund at about $300, 000 this last year. Multnomah County increased the rate over two years ago butdidn'tincreasethe amountdistributed to the cities. We reachedoutto the Countywith the arguments thatoverthe last 30 years, more and more ofthe economic activitythat's generated bythattax is actually coming from EastCounty, whereasthe services supporting EastCounty haven'tnecessarilyrisen in line with the additional revenues. Multnomah County agreed to make sure the City is not harmed by future rate changes, and we received a bit more of the revenue split, Portland will be working on collecting data to see how revenues generated from East County are aligned with services provided. CITY MANAGERREPORT Dirksprovided an updateon the currentAPP. There are three items thatare a bit behindor had issues come up. The Municipal Code update is delayed as thechanges madeto the documentwere notdone in tracked changes, making it difficultto verify the changesmade. The BOECIGAhas been delayed because the County has additionalquestions and wants moretime to review. The Parksign rollout has been delayed, and will probably roll out some ofthese as workprogresseswith the CDBG park update nextyear. Some prioritieswill be shifted on nextyear'sAPP. The Community EngagementSurveywill be moved to fall orwinter. The comprehensive CI/Manufacturingzone updatewill be moved backa bit. CITY ATTORNEY REPORT None MAYOR AND COUNCIL COMMENTS & REPORTS Harden mentioned the recent gun violence and would like a moment of silence at the next agenda. Also wants to draft a letter of condemnation. City Council Minutes May26 2022 | Page 4 Nissen would like the letter to recognize that it's notjust gun violence, there is a lot of violence in general that doesn't make the media. Harden and Rios-Campos would be switching places on the Main Streets on Halsey board, with Rios- Campos the main member. Harden has also resigned his position on the PlayEast board and will need a member of the Council to replace him. His term on the MHCRC will end June 30th if anyone is interested in participatingon that board. Rios-Campos attended the Main Streets on Halsey meeting yesterday and it sounds like the committee will pauseforthe summer pendingthe TGM grant. ADJOURN With no furtherbusinesscoming before Council, the Council adjourned at 6:55pm. ^. ^tt4^Ji^ T, Scott Harden MAYOR ATTEST: 4 Lt^^- . TV RECORDER City Council Minutes May 26 2022 | Page 5