City Council

^ -. Mayor Council President Councilors areOT. Wood John C Miner Jairo Rios-Campos LynneaAmend Mark dark ?e WOOD VILLAGE CITY COUNCIL MINUTES JANUARY24, 2023 PRESENT MayorJohnC Miner, CouncilPresidentJairoRios-Campos,andCouncilorsLynneaAmend andMark dark, CityAttorneyJeffCondit, City ManagerGreg Dirks, FinanceDirectorSeth Reeser, PublicWorks DirectorJohnNiiyamaand interested parties. ABSENT None. CITIZEN COMMENTS (NON-AGENDA ITEMS) Marcela and Claudia with the Lideres Naturales noted that the group worked on covid response and cultural eventsand partneredwiththecityforseveral events. Theyare honoredtoworkwiththecityand wouldliketo continuethecollaboration. TheyinvitedtheCityCounciland managementstaffto a celebrationon February2nd. Minerrespondedthatthe cityappreciateseverythingtheydoforthecommunityand believestheir collaborationhasenabledthe cityto engagemore residents. Dirks will get the details ofthe event and email to council. COMMUNITYMEMBEROFTHEYEARAWARDPRESENTAION MinerrecognizedAmarjitKaurasthe2022communitymemberoftheyearandthankedherforsupporting the community for over 30 years. PRESENTATION: FY22ANNUALAUDIT Tiffany Elvrum with Pauly Rogers and Co. presented the fiscal year 2022 auditreport. The auditfocuses on performing a review ofthe financial statement and compliance with regulations. The City received an unmodifiedopinionwithno issuesrequiringcommentora managementletter. Overall, the auditwentwell, andsheappreciatedthe hardworkbythefinancestaff. RESOLUTION03.2023:CDBGPROJECTBIDAWARD Niiyama presented the CDBG Project Bid Award. The Donald L Robertson Park Enhancement Project will add site amenities listed in the park master plan such as picnictables, barbeque pits, larger picnic tables, CityCouncilMinutesJanuary24, 2023 | Page 1 concrete pathways and upgrading the northeast bleachers. The project was awarded CDBG grantfunding of $79, 000. Three qualified bids were received with the lowest just under $120, 000. The south ballfield was removed from the scope and will be completed bythe publicworks staff. This reduced the bidtojust over $108,000andthe project hasa budgetof$115,000. Staffrecommends awardingthe project to Paul BrotherIncnotto exceedthebudgetedamount. Rios-Camposaskedwhatthetimelineisforcompletion. Niiyamanotedtheprojectshouldbecompleted beforeJune30th. Dirks noted that some ofthe equipment orfurnishings may have a longer lead time butshould still be complete byJune30th. Staffwill belookingataddingsome largerpicnictablesin additiontoADAto accommodatelargerfamilysizes. Upon motion by Rios-Campos, seconded byAmend and passing 4-0, Resolution 03-2023 passed. PRESENTATION:WAGECOMPENSATIONANALYSIS Dirks presented the 2022 wagecompensation analysis. Council policy requires a compensation analysis every three years to help ensure fair and competitive wages and benefits to attract and retain quality staff. The analysis reviewed compensation for similar positions in similarorganizations including wages, healthcare, contributions to HSA/VEBA, retirement and paid time off. The analysis compared city costs and gross take home pay and includes some assumptions in analyzing comparable positions based on skills, knowledge, abilities, education, supervisory tasks, andjob functions. Information was request from cities with comparable size and from Troutdale and Fairview. Wereceived comparable information for utility workers, office specialists and director level positions. The basewageswere atorslightly above average with a bitofa drop when considering employee gross take home due to a higherhealth insurance cost. Dirks noted that Fairview recently completed a wage increase varying from 2% to 17% thatwas not included in the analysis. Miner asked ifstaff is happy with the health plans offered and the corresponding costs. Dirks noted that it might come up in a couple years when discussing the share plan for non-union insurance. Reeser noted that people choose between our plans based on preference for Regence versus Kaiser ratherthan costs. Dirkscontinued thatthe positions not covered in the analysis are difficult to find comparable positions in cities oursize. These positions, accountant, engineering technician, management analyst, and the public works supervisor, will beevaluated at a future date. The groundskeeper position was not included in the analysis since we recently hired a utility worker I focused on grounds. The COLA adjustment is capped with a 2 to 4% range. Last year's cpi was 7. 5% and this year is anticipated at 7% resulting in a 6.5% loss ofearning powerovertwo years, plus the additional 0.6% employee share forthe newstate paid leave act. Staffrecommends a one-time COLAadjustment to align wages and partially to prevent a higher COLA cap request during the next union negotiation. Other CityCouncilMinutesJanuary24, 20231Page 2 proposedchangesincludea cell phoneallowanceforofficestaffwhoare usingtheirpersonal phonesfor workuseand re-addingregistereddomesticpartnersto the healthinsurancecoverage. Rios-Campos noted it is responsible to add registered domestic partners. Dirksnotedthereareno structural adjustmentsneededbasedon theanalysisotherthanthe recommended one-timeCOLAadjustmentof6.5% startingwiththe Januarypayroll. Staffalsorecommendsestablishing a cell phone stipend of$15 per month and adding registered domestic partners for nextyear's health insurance coverage. The fiscal impact ofthe COLAadjustment is approximately $50,000. About 2/3 ofthis amountwouldbeexpensedto theutilitiesduetothe staffreallocationandthe utilitiesdid havea 7.5% rate increase. Thisis reasonablebudgetwiselooking atthe nextcoupleofyears. Compensationisa partof retainingemployees. Staffwillworkto gathermorespecificinformationto comptheother4 positions. Rios-Campos asked if the adjustment is only for six months. Dirksnotedthatthe costisjustforthe sixmonths. Thewagescalewill beadjustedby6.5%andthatwill bethenewwagebaseusedforbudgetingnextfiscalyear. Reesernoted ourrevenuesourcesare startingto increasedueto inflationincludingfranchisefeesand businessincometax revenues. Investmentrevenuesarealsoreturning morethananticipated. Rios-Campos noted it's very important to retain staff and get ahead of issues to prevent staffturnover. dark asked when the next union bargaining is scheduled. Dirks responded bargaining would start in about two years. darkalso commentedthatwearefluidandtryingto hita mark.Alwaysconcernedaboutlosing people. Would like a longevity chart. Miner noted that this is a thorough report with solid comparable data and would like to see us continue to beinthetop 50%wagegroupasa principlethatdrivesnegotiationsandbudgeting. Henotedthatwe shouldalwaysbethinkingaboutretention andrecruitmentandit's goodto keepcompetitive. He askedwhy Troutdale's wage base is so much higher. Dirksrespondedthatweare notsure. Theymaybe lookingat retention andtheirabilityto payis alsoa lot differentthan other cities. Reeser added that Troutdale has a higher property tax and more money. Dirks noted one benefit we offer that other cities don't is a great education reimbursement policy. Upon motion bydark, secondedby Rios-Camposand passing4-0,the2022CompensationAnalysiswas approved. Upon motion by Amend, seconded by dark and passing 4-0, Resolution 04-2023 passed. CityCouncil MinutesJanuary24, 2023 | Page 3 PUBLICWORKSDIRECTORREPORT Niiyama presented the publicworks director report recapping 2022. He highlighted the code compliance changesthatoccurred mid-yearwitha more proactiveapproachandthe resultingincreaseincode compliance cases. Dirksnotedwearewaitingfora courtdatefora fewofthe codeissues. Minerasked howthe process has been goingforstaff. Niiyama responded that it's a team effort and has been going well. We've received good guidance on stepsto proceed and himand Dirkshavebeenhandlingthe morecontentiouspostings. Thenew communityengagementpersonworkingwithcodecomplianceperson, puttingdoorhangersandflyerson cars. Minerreiteratedthatif people need helpto cleansomethingup to makesureweoffersomething. Niiyama continued the report noting that water production also increased substantially for 2022 and streets are in goodcondition. Thecityhasbeenlimitedon street maintenancethelastfewyearsbutwill beableto makesomesubstantialimprovementsin a fewyears. Dirknotedthattherearea fewthingsnottrackedsuchasgarbagepickupandgraffitiremoval. Staffhas been doing a lot of both over the lastyearand it's hard to quantify. darkcommentedthatthewatersystem lossisa bit highand needsto be investigated. Niiyamarespondedthatwearegoingthrougha majorSCADAsystemoverhaulandwill be monitoringthe waterlossasweget morereliabledata. Dirksnotedwearealso lookingathydrantflushingcalculationsand otherunmeteredwateruse calculations to get more accurateestimates. Mineraskedwhenthe SCADAupgradewill be complete. Niiyama noted the project should be complete in October or November. Rios-CamposthankedNiiyamaand histeamfortheamazingjob, responsiveness,andtheirhelpwithother jurisdictions. FINANCEDIRECTOR REPORT Reeserpresentedthefinancedirectorreport. All expendituresareunderbudgetand revenuesarecoming in asexpected. The propertytaxescame in betterthananticipatedon thecitysideandnotsurewherethe extracamefrom. Businessincometaxrevenueshaveincreasedalmost20%overthelastcoupleofyears. Investmentsareat3%and interestisjust over3%. WeappliedfortheGFOAdistinguishedbudgetaward forPff23and receivedtheaward!Staffis still workingon someprocessimprovementsandwill incorporate their feedback. Dirks noted this wasthefirst application and weweren't' necessarily expecting to getthe award. Reeser overhauledthe budgetin abouta monthand it'sreallygreatthatwereceivedtheaward. CityCouncilMinutesJanuary24, 20231Page 4 CITYMANAGER REPORT Dirkspresentedthe city managerreport. TheAPPwill be covered in moredetailattheretreatina coupleof weeks.Communityengagementwill bediscussedatthe retreatandwill looka little differentthan anticipated based on feedback Reeser received from otherentities. Council photos are scheduled forthe next council meeting starting at4:30pm. Future council meeting agendas will include a list ofother meetings and community events. Miner commented that would enable council to discuss who will be able to attend ahead of time to make sure we have representation at events. Dirksnotedthatthe LideresNaturalesgroupwantsto startdoingsome monthlyhealthclinicsandweare workingwiththem to set upa schedule. Amend stated that is great news. Rios-Camposcommentedthatthiswouldbea greatopportunityto getcommunityinput. CITYATTORNEYREPORT Conditcongratulateddarkonwinningtheelectionasa write-in. MAYOR& COUNCILCOMMENTS Rios-Campos mentioned he attended SenatorWyden's town hall which covered some great initiatives for transportation and publicsafety. Mineraskeddarkto let council knowwhatprojectsarepresentedat EMCTCforthe RTP. Dirksnotedthat MultnomahCountysenta listofregionalprojectsto usforreview.Thethreecitiesare looking at a general template for Halsey as part ofthat project since the Main Streets on Halsey won't be completed until after the RTP is complete. Minersuggested appointing dark to EMCTC and Harden requested to continue as the representative on the MHCRC. Upon motion by Rios-Campos, seconded by dark and passing 4-0, the appointments were confirmed. Minernoted hewill betravellingforthe February28thandMarch 14thmeetingsandwill beattending remotely. Rios-Camposstatedthere is a Trimet/Metro/MainStreetson Halseyopen houseThursdayat FairviewCity Hall starting at5:00 pm. Metro will be updating the community on new route services they are looking to implementandsome reductionin servicesandworkingto getcommunityinput. Dirksnoted MainStreetson Halseywill beprovidinginformationon upcomingmeetings. City Council Minutes January 24, 20231 Page 5 ADJOURNMENT WithnofurtherbusinesstheCounciladjournedat 7:34pm. /\l John C. Miner MAYOR ATTEST: ^ c^- C\TY RECORDER CityCouncilMinutesJanuary24, 20231Page 6