City Council

Mayor Council President Councilors ^moF,Wood ran OF T. Scott Harden Bruce Nissen John Miner Jairo Rios-Campos Lynnea Amend ^illagvre WOOD VILLAGE CITY COUNCIL MINUTES JULY28, 2022 PRESENT Mayor T. Scott Harden, Council President Bruce Nissen, Councilors John Miner and Jairo Rios-Campos, LynneaAmend, CityAttorneyJeffCondit, CityManagerGreg Dirks, DirectorofPublicWorksJohn Niiyama, Director of Finance Seth Reeser, and interested parties. ABSENT None. CITIZEN COMMENTS (NON. AGENDA ITEMS) None. PRESENTATION:SCHOLARSHIPAWARDS Dirkspresented backgroundonthe scholarshipprogram. This is thefourthyearofthe program, and all five applicants received the award. Three had received the award previously, and two were new applicants. The awardsweregrantedto JeffreyCastillo Reyes, Brian Monies, MariaHernandezAngel, Malaysia Jones, and Abigail Fox. Harden& Minerpresentedthe awardletters to theawardrecipientsthatwerepresent, Jeffrey, Maria,and Brian. CONSENTCALENDAR A. City Council Minutes . April 26, 2022 B. City Events . 24thAnnual City NiteOut Debrief Rios-Camposcommended Dirksforstepping in and runningthe NiteOuteventon shortnotice. Upon motion by Miner, seconded by Nissen and passing 5-0, the Consent Calendar was approved. City Council Minutes July 28, 2022 | Page 1 RESOLUTION20-2022:CRACKANDSLURRYSEALBIDAWARD Niiyama presented background on the bid process for the pavement preservation project. We only received one qualified bid and it significantly exceeded the appropriation for the project. The initial scope included patching, crack sealing and slurry seal on three segments of NE236th. In order to save funds for future significant investment, the scope was reduced by removing dig out on the hill section from Shannon to Shamrock. This reduced the cost to just over the budgeted appropriation, however there is available capitalfundingto cover. Mineraskediftheywill beableto startbeforethe rainyseason. Niiyama replied that the project will be completed between August 1stand September 20th. Rios-Campos commented that the price would likely increase with inflation ifwe delayed and bid again in the spring. Niiyama confirmed and noted that slurry seal costs per square foot have already tripled over the last couple of years. Nissen appreciates thatweworkwiththe contractor to getthe cost reduced whilestill completing the majorityofthe scopedwork. Harden asked ifthe area between Shannon andShamrockwould include anycrackseal orslurry. Niiyama responded that crack seal and slurry was not scoped for that section, the intent was just to provide some treatment for that section. Upon motion by Nissen, seconded by Rios-Campos and passing 5-0, Resolution 20-2022 was approved RESOLUTION21-2022:SCADAOVERHAULBIDAWARD Niiyama presented the proposed SCADA/HMI overhaul bid award. SCADA/HMI is real time monitoring and the interface system to monitor and control the water and sewer system. The City has had the same provider for over 20 years and although we've had annual projects scheduled to improve the system, we have gotten little results. RH2 was contracted to perform an audit on our existing system and later contracted to provide a thorough overview and assessment of our system. The City has already paid for this audit and the subsequent thorough assessment and received a detailed cost estimate and scope of work for suggested improvements. Attempting to conduct a competitive bidding process would be difficult given thefewfirms availableto providetheseservicesandwouldconsumestafftime in additionto funds given the amount oftime required to fully understand and evaluate our system. The City would like to sole source with them as authorized under ORS279B. 075 for overhaul ofthe SCADA/HMI system since they haveextensiveexistingknowledgeofoursystem, andthiswouldeliminate redundantworkand reduce costs. Dirks noted that RH2 spent extensive time over several months to gather all ofthe specific equipment information and create a thorough and detailed plan for upgrading the system and integrating with current components. Harden noted that our current provider has larger clients and frequently installed equipment removed from the larger systems. City Council Minutes July 28, 2022 | Page 2 Dirksrespondedthatwascorrectandwewere unawarethatsomeoftheequipmentin oursystemwas completely obsolete and no longer supported. Niiyamanotedthatthis projectwill impactthe budget.There is only$90,000budgetedforSCADA improvements and the total project cost is $275, 000. There is operating contingency available, orwe could use ARPA funding. This is a large investment however RH2 has identified some obsolete equipment in our system, and this is a 15-to-20-yearinvestment. Thisprojectwould be rolled intoourcurrentmasterplan process and SDC rate study. Miner asked how much is remaining from the ARPA funds. Dirksreplied we haveabout$800,000 remaining. Rios-Campos asked if this is a onetime cost and what the monthly costs would be. Niiyama responded this is a one-time cost and the monthly costs are very comparable to the current provider. In addition, RH2 hasa team foremergenciesand problemswhereare currentprovideris a single individual. Miner asked whatthis project includes. Dirksrespondedthe project includeshardware,software, alarms, and programmed improvements. The upgradewill allowstaffto havebettercontrol ofthe system, pull informationdirectlyandseewherethe information is coming from. The system will also improve communication between system components, so we don't have a reservoir overflow because the power to the computer controller was turned off. Reesernotedthatwe budget$30,000a yearforinvestment in oursystem andtheactual numbersthat get spenthavebeen under$5,000. Miner - you'll have more accurate info for budget Nissen asked if they will provide life span of equipment so we can build appropriate reserves Niiyama replied that information would be included and will also be built into the master plan. Hardenaskedifthe budgetedoperatingcontingencyisfrom ARPAfunds. Reesernotedweput$400,000each intowaterandsewerknowingtherewouldbe projectscomingfrom the master plans. Since we didn't have identified projects at budget time, we budgeted the amounts in contingencysowecould bring backspecificprojectsto Councilandappropriatethefundsvia a supplemental budget. There is alsofund balanceavailablethatCouncilcould use insteadofARPA. Dirksmentionedwe receivedan updatefrom Kelleron thewatermasterplan andthere are notmany updatesto the system needed. Upon motion by Miner, secondedby Rios-Camposand passing5-0, Resolution 21-2022wasapproved DISCUSSION:PUMPKINFEST Dirks presented the history of the pumpkin fest and how the activities have changed over the last seven years. Optionsforthisyearincludea drive-thru,walkup limited eventorfull in person event. CityCouncil MinutesJuly28, 2022 | Page 3 Harden thinks it should be kept as a drive-thru forthis year. Nissenaskedwhichtypewould requirethe leastamountofstafftime. Dirks responded that the drive-thru option is the simplest and a limited walk-up event would be an increment more of staff time. Preference for walk up so community can talk without holding up traffic Nissen commented thatevents consume a lotofstaffs time, andwecould usethewalk-up event to get feedbackfrom the community on the event and provide an opportunity forthe community to talk withstaff and Council. Miner likes the idea ofwalk-up event, but there are several events coming up in the next couple of months. The drive-thru event still meets the needofengaging community, andthewalk-up event could still cause traffic issues. With Covid still a concern, may be best to keep the event a drive-thru. Rios-Campos asked what will be handed out if the event is a drive-thru. Dirks responded the bagswould include carving, art and baking kits, inadditionto the pumpkins. Rios-Camposnotedthat it requiresa lot ofstaffandvolunteertime to run a drive-thrueventwithover 1000 goody bags. A walk-up event would provide better opportunities to engage community and we could work withpartnersto provideactivitiesandreducestafftime. Minerasked ifthevolunteer partners Rios-Campos mentioned could provide theirown goodybags. Dirks noted you could also let people bagtheirownthings at stationswitha walk-up style eventwhich would reduce staff time. Harden commented thatstuffing bagsdoestake a longtime, howeverwe haven't hadtrouble getting volunteers to assemble the bags, but we might have an issue getting vendors for a walk-up event. Dirks a lot oforganizations are stretched thin right now. Amend would lean towards the drive-thru since it's cold and flu system. Harden mentioned the benefitofhandingout bagged items, isyou get rid ofeverything andaren't leftwith several ofone item. It sounds like Council is leaning towards a drive-thru event. Minersuggested a motion to have a drive-thru pumpkin fest event. Nissen seconded and the motion passed4-1. DIRECTOR OF PUBLIC WORKS REPORT Niiyamapresented the PWupdate. The publicworks crewcleaned up theamphitheater areaand spread excess trail chips in the area. Keller provided an update on the master plans and the water system is in good shape and has capacity as modeled out to 2042 including a large entertainment complex. The sewer system will need more work. Upcoming projects include the pavement preservation project and the crosswalks on Halsey. The public works crew dug out some asphalt in soft spots and backfilled in the upper village. Hubbard then paved the areas. Jersey Mike's opening is still delayed due to issues with their firesystem. Staffhastaken a more proactive approach on code compliance, primarily on graffiti, vegetation, and parked vehicles. Staff completed hydrant flushing and we are planning to paint the hydrants in the nearfuture. Watersystem losswasabout 13% City Council Minutes July28, 2022 | Page 4 Harden mentionedthatsome citiesare usingsatellitetimeto getgoodviewsoftheircityforcode compliance and asked about using our drone. Dirks noted it is difficult to address code issues not visible from the right ofway and staff is currently working with Condit to determine what Oregon law permits. Rios-Campos asked about parking in front of the bus stop at the ByWay. Niiyamarepliedweareworkingwith Multnomah Countytransportationto addressthe issue. Peoplehave also been parkingon thefire accessandtoo closeto the entrance.Wearetryingto getthe curbspainted and additional No Parking signs. Dirksnotedthatwhileourcodeprohibitsparking infront ofthe busstop, the MCSOis unableto enforce if it's not appropriately marked. Niiyama volunteered our staffto paintthe curbs since it's public safety since the county was concerned about long term maintenance. DIRECTOROFFINANCEREPORT Reeserpresented the preliminaryfinancereportforJuneaswe arestill postingto Juneforyearend. There are no issueswiththe pre-audit.The bookswill be closed atthe endofAugust, andwewill havea better ideaofourfinalfiscalyearendstandingin September. Businessincometax revenuein Junewas oneof the highestreceived. Interestratesalso increased. Expensesarewithinbudgetacrossall appropriation categories. Reeserrecappedthe utilityassistanceprogram from theARPAfundingthatendedJune30. There was good participation with 87 unique applicants. PGE was the largest expense atjust over half and our water/sewer utility made up majority of the remaining funds spent. The majority of applicants had income levels belowpoverty level. Onlytwoapplicantswererejected dueto income levels andabouthalfof all applicantsonlyappliedforthe programonce. Asthe programwrappedup, latefeesandshutoffs resumed. Staffmade direct calls to customer on the shut-off list in addition to the automatic calls. Customerswereableto applyforthe assistanceprogram even on shutoffday. Dirksnotedwe gotto engagewith residentsthatdon'thave directwateraccounts, especiallymultifamily and people gotto knowus throughthis program. CITY MANAGER REPORT Dirkspresentedan updateon theAPP.Thethree citiesare startingto gatheraroundfire services. The Main Streets on Halsey program will ramp up in fall with the ODOT grant. We sent the Council's priorities to the LOGand are alsoworkingon someofCouncil'sconcerns regardingmanufacturedhome parks, housing insecurity and property tax reform. Dirks mentioned that Chris Damgen from Troutdale sent out a whitepaper on transportation and transit that talked aboutissuesand potential solutionsto enhanceservices. Mightbe discussedatan upcoming three city meeting this fall. Dirksstated thatDLCDapprovedthefinal rulesforthe climatefriendlyandequitablecommunities actfrom the legislature. LOGis partneringwithcities in a pendinglawsuitagainstDLCDoverthe regulations. Harden mentioned we have already signed one letter opposing the regulations. City Council Minutes July 28, 2022 | Page 5 Dirks mentioned the rules are very much a one size solution that especially doesn't work in our region. We can bring this back at future meeting if Council is interested injoining the lawsuit. Dirks noted we have gotten a lot ofcompliments on the park and itsfacilities, including the splash pad and City Hall building. CITY ATTORNEY REPORT None. MAYOR& COUNCILCOMMENTS Rios-Campos mentioned the Family Friday Fun Night scheduled for August 5th at the park. Harden mentioned the Reynolds School Board is using City Hall fortheir meetings and they are really like the building. ADJOURNMENT With nofurther business coming before the Council, the Council adjourned at 7:36pm. T. Scott Harden MAYOR ATTEST: A^. CITY RECORDER City Council Minutes July28, 2022 | Page 6