City Council

w ^ Mayor Council President Councilors a'IYOF.Wood JohnC. Miner Jairo Rios-Campos Lynnea Amend Mark dark Village WOODVILLAGECITYCOUNCIL MINUTES DECEMBER13, 2022 PRESENT MayorT. ScottHarden, CouncilPresidentBruce Nissen,and CouncilorsJohnMiner,JairoRios-Campos, and LynneaAmend, CityAttorney JeffCondit, City Manager Greg Dirks, Director ofFinance Seth Reeser, Metro Councilor Craddick, and interested parties. ABSENT Director of Public Works John Niiyama. CITIZEN COMMENTS (NON-AGENDA ITEMS) Dirks noted that Rabbi Dycewas planning to attend to discuss the Menorah Lightingscheduled for December 19th in the plaza. SERVICEACKNOWLEDGEMENT Harden thanked ChiefHakalafor all his hardworkforWoodVillage. Harden also acknowledged Councilor Nissen'sremarkableserviceto thecityoverthe past 15years. Nissenservedon the PlanningCommission for 7 years and then 8 years on City Council. During this time, hewas involved in the Town Center master plan process, the sale ofthe old city hall property and the design and construction ofthe newCity Hall and Civic Center. Nissen also represented the city on the Fire User Board, participated in the fire study andwas activeatcityevents, mostnotablysetting up thefieldfortheannual EasterEggHunt. Minerstated itwas a pleasure serving with Nissen, recognized hisexperience, advice on fire life safety and generalwisdomduringdiscussions. HewishedNissenthe bestofluck. Rios-Campos stated itwas a pleasure to serving with Nissen and recognized his passion forthe city and the residents. Amend noted itwasgreatworkingwith Nissenatthe Pumpkin Festandrecognizedhisprideinthe community. Shenotedthathisserviceto thecommunitywasimpactful andthankedhimforhisservice. HardennotedthatNissen'sservicewaspragmatic,level-headedand kindand hewouldbe missed. Nissen thanked Council and noted it had been a pleasure to serve. There were tough decisions at times, but he enjoyed all ofit. He takes pride in thefactthat even ifthey don't all agree on a decision they are able to move forward and still get along. He recognized thatall ofthem take pride inthe city and wantto do their best for the residents. While he won't be on Council he will still be around for activities and events. City Council Minutes December 13, 20221 Page 1 DirksnotedthatNissenembodieswhatit meansto bea Councilorwitha goalto enrichthecommunitynot yourself and thanked him for his passion for the community. PUBLICSAFETYREPORT SgtGerkmanpresentedthepublicsafetyreport. Therewere 137dispatchedcallsand 158self-initiated calls,whichis on parfortheyear.Trafficstopswereupfrom previousmonths. Trafficaccidentswereup a bit at 20 possible due to it getting dark earlier or weather. There were only 3 cars stolen, which was slightly lower than average. The Hope team made 96 client contacts during November and were able to get 3 people intoshortterm housingand 1 person intolong-termtransitionalhousing. The HopeTeam is working with the city to mitigate some ofthe issues on Sandy. HardenaskediftheJointOfficeon HomelessServices(JOHS)hadincreasedanyofthe resources available. SgtGerkmannotedthatJOHSopenedsomeadditionalfacilitiesduringthe inclementweather,but resourcesarestill cutbacksubstantiallyfromthepreviousyear. Harden asked what the cost is for towing motor homes. Sgt Gerkman responded thatthe cost ranges from $4, 000to $5,000fortowing which covers thetowfee, storage fee and potential demolition fee. The Hope team has talked to most of the people living in motor homeson Sandyandtheyseemedwillingto move. The Hopeteam istryingtofindthem alternate locations.Someofthem mightbe incapableofmovingatthistime. Harden asked ifthat amount includes any cleanup once the motor homes are moved. SgtGerkmanrepliedthatisjustforthetowandthere mightbeenvironmentalhazardsthatwouldneedto be cleaned up, primarily oil. Dirksnotedthatthe numberofmotorhomesparkedon Sandyhasincreasedandis causingdifficultlyfor semi-trucks getting in and out of businesses safely. There are some environmental concerns with some of the motor homes and we are trying to get voluntary compliance first. The city is working on some possible engineeredcontrolsto limitfuture issues. WearealsoworkingwithJOHSto findplaceswherepeoplecan live in their vehicles with some wrap around supportive services. Hardenaskedifthetrafficstopsareincludedintheself-initiatedandiftheyare moreforeducational purposesthan issuingcitations. SgtGerkmanconfirmedthatisthecase. CONSENTCALENDAR A. City Council Minutes . September 29, 2022 B. CityEvents . 3rd Annual Turkey Drive Debrief . 12thAnnualHolidayTree LightingDebrief Dirks noted that the Turkey Drive and Tree Lighting need to be pulled out of consent. CityCouncilMinutesDecember13,2022 | Page 2 Upon motion by Nissen,secondedby Minerand passing5-0,theConsentCalendarasamendedwas approved. DirksdiscussedtheTree Lightingevent. Thereweresomelearninglessonssuchasit's hardto hearwhen thereare 100people in chambers. Dueto theweatherpeople mostlystayedinsideforthewholeevent makingit difficultto getrefreshmentsor move aroundthe room. Theeventitselfwasgreat. Thechoirwas excellent, and thedecorationsweregood. Therewerea lot more adultsandfewerchildrenthanin previous years. HardennotedthatSantaphotostationwasgreat. Minersaiditwasa greateventandexceededhisexpectations. DirksdiscussedtheTurkeyDrive.Althoughwe partneredwiththefood banktherewasstill a bitofeffort requiredform staffin coordinationandoptimizingthe sign up to makeit morefunctionalforourresidents. Ourstaffwound up picking up most ofthe supplies for the event. The event was budgeted for$6000 and the food pantry submitted receipts forjust under $2900. There's roughly $3000 left in the budget that could bedonatedto thefood pantryforextrafooddrivesoradditionalfood items. Hardennotedtheextra moneycould beusedto supportsomespecialSaturdaymealswithextraitemswith recognition given to the city. Mineraskedifthepartnershipwiththefood pantryworkedand ifit reducedstafftime onthe event. Dirks responded that it's hard to say for sure. Stafftime was used differently, but still more time than anticipated.Therewerealsosomeelementsthatcould havebeenoptimized,suchas sign-upconfirmations and the actual drive up event. It's hard to share the management ofan event. Moving forward we would want to formalize a fewthings up front and have clear expectations and mutual understandings to optimize the event. Hardennotedthattherewerea fewthingsthatcould havefunctionedbetterduringtheactualevent. Rios-Campos asked how many residents were served. Dirksrepliedthat274 meal boxesweregivenoutwith71 to WoodVillageresidentsandthe nextlargest shareto Fairviewresidents,similarto previousyears. CarolineHindersconnectedthefood pantrywiththe deliveryservice Lyftthatofferedto delivermeal boxesat nochargeasa charitablecontributionon their part. Rios-Campos said he would rather have the food bank note that the city is sponsoring the food pantry in general ratherthana specificevent. Upon motion by Miner, seconded by Nissen, and passing 5-0, the motion to donate the remaining money budgetedfortheeventto thefood pantrywasapproved. City Council Minutes December 13, 2022 | Page 3 METRO UPDATE Councilor Craddick presented an update on Metro including the role Metro has in the region. Metro has a regionalresponsibilitythatcrossescity boundaries.Metroisresponsibleforgarbage,recycling, land, transportation, parks, nature, arts, and events. Metro recycled paint is now being sold in 4 or 5 states. The Oregonzoofocuseson endangeredspecies.Thereareabout1.7 million people inthe Metroboundary. OneoftheinitiativesthatMetro isworkingon includesbuildinghousingfor 12,000peoplealongtransit routes with the bond passed in 2019. Over 511 affordable homes have opened, with 2733 in design, permittingorconstruction.Thesupportivehousingmeasurethatpassedenabledfundsthatcovers a portion of rent based on income. These funds also cover other supportive services such as alcohol rehabilitation. The RIDpatrol is also a priorityforMetroandcollectsabout3 tons oftrasha day. Mostof the illegaldumpingisfrom housedpeople nothomeless. The2018bondthatpassed includedfunding specificto buildingtrailswith20 million in grantsavailable. A coupleoftheprojectsfundedincludethe 1.9 millionfortheSandyRiverGreenwayinTroutdaleand4.2 millionforthe Gresham/Fairviewtrail. Thereis 47.3 million availablein regionalflexiblefundingforactivetransportation. Eleven projectswereawarded RFFAfundsincluding7.58 million awardedto Greshamforsidewalks,curbrampsand bikelanesalongthe newtransitcorridoron 162nd,and6.5 million awardedto MultnomahCountyforaddingsidewalks,bike lanes, midblock crosswalks, street lighting and bus pull outs along Sandy Blvd in Fairview. The 2023 regionaltransportationplan updatefocuseson updatingthe climatesmartstrategy, regionalmobilitypolicy, high-capacitytransitstrategyand regionalcongestionpricing.All the planninghasbeen doneforthe updates. These updates are focused on urban arterials to reduce congestion, influence driving behavior, and focus the future rapid transit bus lines. The deadline to submit projects for inclusion in the plan is February17th. Metro is requestingeachcitycouncilsendsa letterlistingthesupported projectsforRTP funding. MinerthankedCraddickforhermanyyearsofserviceto eastcounty,firstasa Greshamcouncilorandthen on Metro. He recognizedthatshe hasbeen a veryimportantpartnerin supportingseveral projectsin east county and wished her the best. Craddickrespondedthatthe mostimpactful successwascomingtogetherandagreeingonthe EastMetro Connectionsplan.Thatplan hasguidedtheworkandthefundingbeingdone ineastcountywitha goalto makesureeveryonewassuccessful. Thisisthefirsttime MultnomahCountyhasreceivedthe lion shareof the regional funding. Rios-CamposthankedCraddickforherserviceand hopethefocuson eastcountycontinues. Amend also thanked Craddick for her service to community. Amend also noted she was surprised that mostofthetrashpickedup bythe RIDteam is predominantlyfrom housedpeople ratherthanhomeless. She asked what information could be shared with the community to make them aware ofthis fact. Craddickrespondedthata lot ofthe illegaldumpingpickedupconsistsoffurnishingsandconstruction debris that are from homed people. The RIDteam does clean up homeless camps, but most ofthe illegal dumping is not from homeless people. She also suggested making people aware the Metro will prosecute for the illegal dumping, CityCouncilMinutesDecember13,20221Page 4 Harden asked about housing affordability and what Metro's role will be once the bond is complete. Craddick noted that Metro's responsibilities have increased significantly over the last ten years, and they are havingdiscussionsto ensuretheycan maintaintheservices. HardenalsothankedCraddickforherserviceand appreciatedthetime andcaregiven. REVIEWBOARD & COMMISSIONAPPLICATIONS Dirksdiscussedthe board/commissionappointmentprocesshistorically. Newforthisyear, all open positions were promoted and open forapplications and all interested parties including incumbents were required to apply. The Urban Renewal Agency had one opening and received one application from the existing board member, Stan Dirks. The Budget Committee had one opening and received one application from a new person, Melissa Thomas. The Planning Commission hadone opening and received two applications, one from the renewing member Stan Dirks and one new application from Janice Dole. Council could change the membership language for Planning Commission to make 5 members a minimum rather than a maximum to enable both applicants and change the expiration date to December 31stto match the other boards. We did not receive any applications forthe Parks Commission; however, there will be three Councilors on the commission in January when dark starts on Council. That could present an issue with a quorum ofthe Council on the commission. The current code requires a minimum of5 people on the Parks withnotmorethanonefromCouncilandonefromthe PlanningCommission. Nissen suggested changing Planning Commission to a minimum number since it has historically been difficult to fill. He also agreed with changing the term end to December to match the other boards. Nissen suggested removing at least one councilor from Parks, but preferably two. Miner agreed to changing the Planning Commission member number so as not to exclude interested people and having a maximum oftwo from Council on the Parks Commission. Rios-CamposandAmendagreedwithNissenand Miner. Harden agreed with changing the Planning Commission term end to December and is finewith two councilorson Parks. He suggestedchangingthe PlanningCommissionmembershipto sevento prevent a tie ratherthan setting a minimum. Harden suggested modifying the council interview questions for commissionapplicantsandsendingthem to councilforreview. Dirkswill work on the code changes forthe Parks Commission and send out the suggested interview questions. This will be used to establish a set process going forward. SELECTIONOFCOUNCILRETREATFACILITATOR Dirks presented the proposals received for the retreat facilitator from Brava Point and Capacity Building Partners. Both firms had the same bid price and followed the RFP in terms ofretreat expectations. The primary differencewasin experience with Brava Pointmorefocused on policy, politics, and organizational growthand leadershipandCapacity Building Partners morefocused on socialjustice, community-based organizations, community health and organizational development. City Council Minutes December 13, 2022 | Page 5 Minernotedthatbothfirmsseemedqualifiedoverall, and itwasdifficultto distinguishingthetwoproposals. He appreciated that the proposal from Capacity Building Partners was organized in a way that aligned with the pointsinthe RFP. BravaPointhada slightedgebecausetheymentionedpreviousworkwithmayors and cities. Rios-Camposnoted CapacityBuildingPartnershada slightedgeas communitybuildingisveryimportant especiallylooking atthe 5-yearworkplan. Amend scored Brava Point slightly higher due to their work with the Grand Ronde. HardengaveBravaPointa slightedgefortheirworkwiththe Grand Rondeand moreexperienceworking with councils and cities. Hardenstrategyis notequalto forecastingbutsolving problemsyou cansee, notequalto ambitionbut problemsolving. Thoughts? Pellegrino with Brave Point stated that she has deep appreciation for the role governments play. When talkingaboutstrategiesthereare constantlychangingthingsyou haveto respondto.focusedon a shortset of priohties that you execute really well. Councilpresentedtheirscoringsheetsforbothfirmsand BravaPointwasselectedfortheretreat. DIRECTOROFPUBLICWORKSREPORT Dirkspresentedthe publicworksdirectorreport. Steven passedhiswaterlevel 1 certificationtest. Two newpublicworksstaffwerehired, JamesYoungasa UtilityWorker1 and ErikaNormineasthe Public WorksSupervisor.TheSCADAcommunicationsystem is backonlinewiththenewprivatecellularsystem, andstaffhas receivedpermitinquiriesforthebuildingacrossthe street. Thedraftwaterandsewermaster plans indicate the existing systems and capacities are good and we are now focusing on next level optimization. Therewere351 codecasesasofNovemberandstaffis makinggreatprogressclosingthe cases. Steadyprogressisalso beingmadeon someofthe morechallengingcodecases.The Halsey crosswalk project is starting in January. DIRECTOROFFINANCEREPORT Reeserpresentedthefinancedirectorreport. Thecityreceivedthe GFOAauditawardforthe 18thyearin a rowforfiscalyear2020-2021withsurprisinglyfewcommentsforcorrection.Theauditforfiscalyear2021- 2022 wrapped up a month earlier than usual. Property tax data came in from Multnomah County. The multi- familychangepropertyratiowentdownsubstantially,from .48to .35 sothe ByWaypropertycameon with anassessedvalue of 16 million insteadoftheprojected22 million. Thiswill impactthe LIRAastherewill not be a margin of funds available for small incentives for a couple more years than anticipated. The assessor'sofficesaidthe multi-familychangepropertyratiodropwasdrivenby mobilehomeparks doublingin real marketvaluefrom 2018to2022. Partofthereductioninthe ratiowasmaskeddueto how the partialconstruction oftheByWaypropertyhitthetaxrolls. Thespreadbetweeneastcountyand Portland used to be large and it's been decreasing over the last several years. Nissen asked if the assessed value ofthe ByWay is locked in ifthey fix the anomalies in the ratio. CityCouncil MinutesDecember13, 20221Page 6 Dirks responded that it is the case, and that Multnomah County did not think they were any anomalies in the ratio that needed to be addressed, Reeser noted that it's likely Multnomah County had mobile homes very undervalued several years ago. He also mentionedthatmobilehomesareverydifferentfromothermulti-familyproperties. Dirks commented how important it isto have a setchange property ratio, because it has such a big impact. With the current calculation method, the change property ratio is always declining. This hasa significant impact on incentives for development ifthere's not return on the investment. This will be a great case study for a legislative change. Reeser noted that mobile home parks are paying closer to 100% ofthe real market value compared to new multi-family properties that are paying a third ofthe value. Dirks noted that Multnomah County is having a difficult time separating the value ofthe mobile home park business from the value of the land. Reeser noted there were also changes to the business income taxto align with the State. This changed the methodology to where the money is earned rather than where the business is headquartered. This will probablyberevenue neutral forthecity. Reeserdiscussed staffprojects forutility assistance andthefacility reservation site. A budget committee meeting will be scheduled to discuss the change allocation for staff dueto reorganization, the 5-yearforecast and the proposed supplemental budget. Harden noted that additional budget committee meetings arefine and ifCouncil agrees, these meetings could be more for citizen members with Council attendance optional. The Council concurred. CITYMANAGERREPORT Dirks presented the city manager report. He noted that grant applications were submitted and awarded for the Las Posadas event and the Menorah Lighting. The city received a capstone project for a fire study. Dirks noted there has been an increase of graffiti recently and asked ifCouncil wants to offeran award for identification and arrest. The Council agreed. CITYATTORNEYREPORT None. MAYOR& COUNCILCOMMENTS Harden asked Council to approve a donation of$1000to Cultivate Initiatives. Upon motion by Miner, seconded by Nissen and passing 5-0the motion was approved. City Council Minutes December 13, 2022 | Page 7 ADJOURNMENT With no further business coming before the Council, the Council adjourned at 8:27 pm. Job C. Miner MAYOR ATTEST: ^ C\T^ RECORDER City Council Minutes December 13, 2022 | Page 8