City Council

Mayor Council President Councilors ?cmCT, Wood T. Scott Harden Bmce Nissen John Miner Jairo Rios-Campos Lynnea Amend WOODVILLAGECITY COUNCIL MINUTES MONTH JULY12, 2022 PRESENT MayorT. Scott Harden, Council PresidentBruce Nissen,CouncilorsJohnMiner, JairoRios-Campos,and Lynnea Amend, City Attorney JeffCondit (late), City Manager Greg Dirks, Director of Public Works John Niiyama, Director of Finance Seth Reeser, and interested parties. ABSENT None CITIZEN COMMENTS (NON-AGENDA ITEMS) None PUBLICSAFETYREPORT- SGTGERKMAN In June there were 145 dispatched calls, slightly lower than the monthly average, with 35 ofthe calls for emergencies. Therewere 194self-initiatedcallswhichis up fromtheyearlyaverage, primarilytrafficstops. Trafficstops up significantlyforsecond month in a rowlikelydueto warmweatherandtraffic& safety initiatives. Therewere 13trafficcrashes, no significantinjuryor loss oflife. Vehiclesreported stolen was downfrom the averageat3 forJuneand morevehicleswere recoveredthanthe previousmonth. There was a tactical incident on 237th due to a mental health crisis related that was resolved with a minimum amount of force. Minernoted thatthe City hasmore peopleandtraffic, butaccidentshaveactuallybeentrendingdown since 2012. REVIEWOF BILLS PAID: JUNE 2022 A. Contracts: $2,500- $50,000 . Allwood Recyclers: DLRTrail CedarChips- $13,300 . City of Fairview: Halsey IGAfor Regulatory Evaluation Grant- $3, 000 . Atlwood Recyders: DLRPlayground Engineered Wood Fiber- $3, 364 . City of Fairview: Fairviewemployee cost to waterflower baskets - $6, 714. 50 . Riverview CC: Events Canopy 10' X 20' - $3766. 73 . CanyonContracting:Holladaywaterline repair, Parkrestroom meter- $8,562 . Pauly, Rogers & Co: Audit FY2021-2022 - $47, 150 City Council MinutesJuly 12 2022 | Page 1 CONSENTCALENDAR A. Urban RenewalAgencyMinutes . April 14, 2022 B. CityCouncil Minutes . April 14, 2022 . April 19, 2022 Upon motion by Nissen, seconded by Miner and passing 5-0, the Consent Calendar was approved. RESOLUTION 17.2022 MASTER FEESSCHEDULE FOR UTILIPTRATES Reeser presented the update to the master fee schedule. The update contains changes to the utility bill fees and the building permit fees. Utility fees would be effective Jan 1, 2023 and the building fee increases would be effective once accepted by the state building code division. The CPI increase was 7. 5% last year. This year the proposal is a straight 7. 5% increase across all the utility rates. Once the utility rate model is completed it should provide a better model for increases instead ofjust the CPI. Nissen asked ifthe Master Plan process will give us a formula to adjust rates. Reeser replied that the formula will break down operating, capital and ongoing to forecast the rate increase neededto maintainthesystem. Nissen asked whythe utility rate change is not effective until January instead ofJuly. Harden responded that January is a low use month, so it's easier for people to adjust to the rate increase. Harden asked ifthe newformula rate increase projection would be less than inflation, given that inflation will impactthe costofcapital projects. Reeser replied that it will probably track with inflation over the long term, but it depends on the capital projects. The formula will allow us to ramp up with larger capital projects then ramp down with smaller projects. Dirks responded that rate increases also depend on deferred maintenance that had not previously been accountedfor, howeveroursystems generallyhavebeenwell maintained. Miner commented that the process makes sense to increase the utility rates 7. 5% based on increases to our operating costs. The better we can maintain the system the lowerthe operating costs should be Reeser presented the proposed building fee increases. There are five main changes being proposed. The first isjust the new hourly rate Gresham has for additional inspections of$150. This typically does not apply to most ofour permits. Some fees in the proposal are increased to align with Gresham due to inflation. Another change involved some fee consolidation to simplify the process. Two areas that had additional cost not relatedto inflation includeelectricaland plumbingfornewconstruction. Thecurrentfeesdo not cover the actual costs for processing the permit and the proposed increase is about 15%to 20%. Harden asked ifthe permit fees can be used to encourage people awayfrom gas and towards renewable energy or solar. Reeser responded that the fees are reviewed and approved bythe state, so not sure ifwe can try to make policychangesusingfees unlessthe legislatureenabledit. Dirks mentioned this could be discussed at retreat as some cities have restricted certain fuel sources for new construction. CityCouncil MinutesJuly 12, 2022 | Page 2 Miner would also like to discuss how to incentivize low carbon footprints in new construction. Reeserstatedthatthe proposedfeechangesalso includeaddingfeesto coversolarinstallationfor residential and commercial and rounding fees that are not aligned with Gresham to the nearest dollars. Miner mentioned that the fees don't always seem equitable when they are based on the value ofthe project whichis driven bymaterialsand laborand not actuallytied to theengineeringand inspections requirements. Dirks responded that some fees are valuation based and the building official has formulas to calculate the value basedon reasonablecosts and not necessarilytheactual material orlaborthe person pays. Reeser mentioned that City also subsidizes lower cost permits and loses money on small permits. That's anotherreasonthere is BCDreviewoffees, to makesurethefeesaretiedto thecostofprovidingthe service and not just to generate revenue. Upon motion by Rios-Campos, seconded by Miner and passing 5-0, Resolution 17-2022 was approved. RESOLUTION18.2022SDCRATEUPDATE Reeser presented the proposed SDC rate increase based on the Engineering News Report (ENR) index, whichwas 8.47%. Afterthe rate study is completed, these rates will also be tied to the City's actual operations and anticipated capital projects. Hardenasked howmuch areais left in the Cityforsinglefamilyresidentialdevelopment. Dirks responded there wasn't much area left, probably less than 6, and most likely would see more ADU's or multiplexes, maybearound 150multi-familyas currentlyzoned. Upon motion by Miner, seconded by Nissen and passing 5-0, Resolution 18-2022was approved. DISCUSSION:HOLIDAYFOODDRIVE Dirks presented a recap on the holiday food drives over the past couple ofyears including some logistical challenges such as obtaining food items and storage. These events rely on a lot ofvolunteers to both create and boxthe items. Management discussed partnering with the East County Food Pantry. Lastyear they also did a thanksgiving meal program, and we don't wantto duplicate efforts. We met with them to see ifwecouldcombineeventsandsupportmore people. Wewouldstill require registrationwith a preference given forWood Village residents. The meals would be served the week priorto Thanksgiving. We would provide funds and any in kind donation we receive, such as turkeys. They also provide fresh items that we can't provide with our program. Harden mentionedthattherewere issuesdeliveringthe meals lastyearand it would be betterto support the East County Food Pantry program. Miner commented that running the holiday meal programs takes a lot ofstaff time and supporting the East County Food Pantry program would be a more targeted use ofour resources and centralizes the service in ourcommunity. Councilwouldstill havethe optionto volunteer. City Council Minutes July 12, 2022 | Page 3 Rios-Campos stated that assembling the meal boxes in house had the benefit ofstrengthening the relationships between the City and community volunteers. He would like to continue building those relationships. Nissen agreed with Miner and Rios-Campos and suggested partnering with East County Food Pantry for one eventand runningtheothereventin houseto getthe benefitsofboth methods. Mineralso recognizedthe benefitsofbuildingrelationshipswithvolunteers; however,thiseventis onethat seems better suited to the food bank. We have a lot ofevents during the yearand would still be able to build those relationships. Harden noted thatwe could encourage our volunteers to help the food bank. Wecould also look at adding a more culturally based event to build trust and increase knowledge in our community next year. This could focuson the Latinocommunitysincethey makeup41% ofthe population. Miner liked the idea of posing that question to the Natural Leaders group abouta specific cultural event. Amend feels strongly about helping people with food and suggested we can help the organizations that provide this service. Dirks suggested that we could partner with the food bankfor the Turkey Drive and keep the Holiday Meal in house this year. Harden mentioned one ofthe issues was people not being home for delivery and a lack ofvolunteers for delivery. Rios-Campos suggested only delivering to Wood Village residents. Dirks commented thatwe might get more volunteers forthe Holiday Meal event ifwe aren't doing the Turkey Drive. We can split the events and track staff time, volunteers, and the community's response. Minerprefers moving botheventsto thefood bank. Nissen suggested a motion to move the Turkey Drive and keeping the Holiday Meal in house. Rios- Campos seconded. The motion to partner with the food bankforthe Turkey Drive and keep the Holiday Meal in house passed 4-1. The Holiday Meal event wassimplified tojust ham and a gift card for logistical concerns. RESOLUTION 19-2022 MULTNOMAH COUNTY IGA CROSSWALK MAINTENANCE Niiyama presented the IGAwith Multnomah County for crosswalk maintenance. The City received a Small CityAllotment Grant from ODOTfor design and construction of up to 4 rapid flashing beacon pedestrian crossings on Halsey. ODOTrequires an IGAbetween the City and Multnomah County for asset retention and maintenance before releasing the grant money. Rios-Campos asked if the fourth location has been identified. Niiyama responded that the fourth location is still being determined and will be moving forward with the other three. Upon motion by Miner, seconded by Nissen and passing 5-0, the Resolution 19-2022 was approved. CityCouncil MinutesJuly 12, 2022 | Page 4 DISCUSSION: COMMUNITY EVENT GRANT PROCESS Dirksnotedthatthere havebeen some communityled eventsandan increasein otherstartup events. Council allottedfundingfornextfiscalyearto fundcommunityevents. Therearetwo optionsforprocessing event grant requests, reviewing on a case-by-case basiswith more discretion and flexibility or using a detailed application process, period and standardized terms and condition with less discretion and flexibility. Harden stated it would be easiest tojust set a cap such as $250 or $500 and roll over unused funds. Mineragreed with a cap and suggested keeping the process simple and letting staff respond to requests. Rios-Campos suggested stating that the funds are up to an amount such as $1000 and basing the amount ofthegranton theirpresentationof howthe eventtiesto Citygoals. Nissen likes an application process including howthe event ties to City goals and including a budget. Maybe split the budgeted amount into each quarter so it doesn't all run out at the beginning of the year and can adjustas neededafterthefirstyear. Hardennotedthatwe needto makesurethe Citydoesn'tlose moneyifthe eventdoesn'toccur. Dirkssuggested the grant money could be issued on a reimbursable basis and could state generally the grantis notto exceeda certain amount. Rios-Camposnotedwe mayneedto bea bitflexiblesincethis is thefirstyearofthe program. Amend stated applications should be reviewed by the Council, especially determining how it aligns with our goals and keeping some flexibility. Harden suggested the amount could be up to $1000 and the application should include a basic event plan, other sponsors, general budget, how it ties to City goals and agreement to return money if event doesn't occur. The Councilagreedto moveforwardwiththis process. 2023 LOCLEGISLATIVEPRIORITIES Dirks presented the background on how the LOG legislative priorities are determined. Dirks summarized eachofthe priorities. Council discussed the LOGlegislative priorities and identified the following top five priorities to relay to the LOG: 4C: InfrastructureFundingto SupportNeededHousing 5A: Protecting PublicEmployeesand Officials 7A: PropertyTaxReform 8A: DigitalEquityand Inclusion 8C: Incentivesfor BroadbandAffordability,Adoptionand ConsumerProtections City Council Minutes July 12, 2022 | Page 5 OTHERITEMS Dirks mentioned we received notice from Cultivate Initiatives that they will not be able to maintain working on the Park due to organizational structure and development growth. Theywill continue to maintain the Park grounds until we hire someone. Niiyamaaddedthattheyare still interested in special projects, theyjust can'tmanagetheday-to-day maintenance. Dirks reminded everyone to meet at the Wood Village Baptist Church by4:40 pm to be transported over to the town center for the Nite Out. ADJOURNMENT With no further business coming before the Council, the Council adjourned at 8:27 pm. ^ ^W/I^^ T. Scott Harden MAYOR ATTEST: _^^ Cirf RECORDER CityCouncil MinutesJuly 12, 2022 | Page 6