City Council

Mayor Council President Councilors aIYOF.Wood JohnC Miner JairoRios-Campos LynneaAmend Markdark Village WOODVILLAGEC\Vf COUNCIL MINUTES FEBRUARY 14, 2023 PRESENT MayorJohnC Miner, Coundlors LynneaAmend and Markdark, CityAttorneyJeffCondit, CityManager Greg Dirks, Director of PublicWorks John Niiyama, Director of Finance Seth Reeser, and interested parties. ABSENT Council President Jairo Rios-Campos. CITIZEN COMMENTS (NON-AGENDA ITEMS) None. PUBLICSAFETY REPORT Lt Hemsworth presented the public safety report. Lt Hemsworth is newto the MCSOand is the newchief forWoodVillage. Therewere330callsforservicewithabouthalfself-initiated.Self-initiatedcalls declined during the pandemic, andthey areworking on increasing these to pre-pandemic levels nowthat staffing levelsarebackup. Therewereno majorcallsoverthelast month. Therewere7 hitand runs, 5 ofwhich occurred in parkinglots andwereunattendedvehicles. dark noted that Hyundai and Kia'sseem to beeasyto steal and asked ifthat is prominent in WoodVillage. Lt Hemsworthrespondedthatin generalthatseemsto bethecasealongwithsomeoftheoldermost prevalent stolen cars. The recommendation would beto use aftermarket devices to prevent theft, like the cluborgas/brakeimmobilizer. dark asked if those methods are still effective. Lt Hemsworthnotedthattheycan bedefeated,but ittakesa lot longerand moretools. Minernotedthatself-initiatedcallshavebeentrendingup andaskediftherewasa particularcause. LtHemsworthrespondedthatdeputiesareencouragedto be proactiveandwithstaffingbackup to normal levels, mandatoryovertimehassloweddownandtheyhavemoretimeto focusonself-initiatedcalls. Minernoted it's goodto hearstaffinglevels are backto normal andappreciatestheemphasison being proactive. Heaskedfora descriptionofabbreviationslisted inthe report. CityCouncilMinutesFebruary14, 20231Page 1 LtHemsworthhasaskedfora keyledgerto beaddedto thereport. CONSENTCALENDAR A. CityCouncilMinutes . October 11, 2022 . October25, 2022 B. City Events . CommunityCleanupDay Dirksnotedthe CleanupDayis May20thatthegreyhoundparkandthestarttime istypicallyaround8 am forvolunteers. Theremaybe additionalitemsacceptedattheeventin partnershipwithMetro. Upon motion by Amend, seconded by dark and passing 3-0, the Consent Calendar was approved. ORDINANCE 2-2023: MUNICIPAL CODE UPDATE FOR INDUSTRIAL PRETREATMENT & SOLID WASTE Niiyamapresentedthemunicipalcodeupdateforindustrialpretreatmentandsolidwaste. Ordinance2- 2023revisesMunicipalCodesection8.24 regardingSolidWasteManagementin accordancewith regulations adopted by Metro in the 2030 Regional Waste Plan and section 13. 16 as it relates to pretreatment, in accordancewiththe IndustrialPretreatmentProgramAgreementwiththe CityofGresham. Upon motion by Amend, seconded by dark and passing 3-0, Ordinance 2-2023 was approved. UFSWQDUPDATE Reeserpresented a briefoverviewonthe Urban FloodSafety& WaterQualityDistrict(UFSWQD).They pump water out of the floodplain and maintain the Columbia river levees. The current temporary board will determinethe revenuecollection model and levels. Oncecomplete, thefourlegacydistrictswill dissolve and a newboard will be elected from the district. The Port of Portland fallswithin the flood plain along with some residentialandcommercial entities. The proposed budgetofabout24 milliondollarsis almostdouble the current budget and includes a large increase in administrative and support staffwith some increase in engineering. Miner asked if any ofthe conversations exolained the giant increase in admin staff. Reesernotedthere isa needforadditionalpeopleduringthetransitionprocess, butthere isa question if it makessenseto hireduringthis periodor iftheyshouldjustcontract. Henotedthereare severalflood districts that can be used for comparison, and none have more admin than operators. UFSWQD is proposing more admin than operating. Miner asked what budget year this is for. Reeser responded this is forthe proposed first yearofthe district in FY24-25. The advisory group has providedfeedbackthatstaffinglevelsafterthetransitionneedto bemore in linewithareaagenciesof similarworkand purpose. Theotherconversationthat'soccurringiswhois payingforthe district.They haveauthorityto gooutforgeneralobligationbondto votersforcapitalimprovementandtheywillwant CityCouncilMinutesFebruary14, 20231Page 2 letterofsupportfrom Council. Revenue modelsarestill beingdiscussedandwe'vebeen providing feedbackthatpeople inthedistrictneed to shouldermostofthe cost. Everyonewill be impactedbythe bond. Mineraskedifthe propertiesthatwill be most impactedbyfloodingwill be payinga substantialcostand peopleoutsidetheareawithoutdirectimpactwouldpaya lowerpercentage. darknotedthatWoodVillagegaveup some ofthecitylimits inthe 1990'sdueto thisandconsequentlyis notreceivingtheassociatedtaxbenefits.He notedthatshouldbetaken into considerationwhen determiningthecostallocationto WoodVillageresidents. Reeser responded he has been providing feedback thatthe model should alignwith properties receiving the benefitspayingmoreofthe cost. Theirmodeldoeshavea setoffeesthatonlyapplyto people in the floodplain, some fees for people bordering the floodplain and then everyone else. Weare still trying to determinehowmuch is in eachcategory. Thedistrictcould collectthefee, butitwouldbe difficult,andthey wouldnot havecollection recourse. Theycouldalsocontractit to a governmentagencyor private utilitybut it's hardto collectallthefeesin thefirstcoupleofyears. Thedistrictreachedouttotheareacitiesto see if they would bewilling to add the fee to their utility bills. The revenue model is notyetfinalized but ifthey get to a reasonablecostshareforthe benefitreceivedwouldCouncil consideraddingthisfeetothe utility bill. Reeser thinks it would bejust under $1 per month for residential and maybe around $2 for commercial. In total the contribution would be around $50, 000 to $100, 000 peryear. This approach makes sense ifthe numbersarereasonable.Wecould sayno, and itwouldlikelygo backto the State,whichmaynotworkout in our best interest. MineraskedtheCouncilmemberstheirthoughtsifthe amountwasreasonable. dark noted that he toured the levee through the Portof Portland advisory committee and learned aboutthe agencies involved and it's very complicated. Hewould not argue over pennies as long asthe money is not wasted. Reesernotedthis isjust a discussionto gaugeintentnotauthorization. Amendaskedwhatwouldhappenifwedon'tcollectforthem. Reeserrespondedthedistrictwouldhaveto spendabout4 or 5 million a yearto collect. Dirksnotedtheywouldalsohaveto addmorethanthatto the budgetto accountforthe uncollectable amountsandto covercollection costs. Itdoesmakesenseto haveonedistrictmanagingthesystemand theoriginal intentwasforthe regionto help a little bit. Reesernotedthatwhenyou sayit's moreefficientto consolidateyou haveto demonstrateyou are spending less or doing a lot more and the numbers haveto showthe efficiency. With the proposed geo bond there should be protection for 50 to 75 years MinernotedthatCouncilwouldbeopento billingthefeeatthis point iftheamountis reasonable. CityCouncilMinutes February14, 2023 | Page 3 COUNCILRETREATDEBRIEF Dirkspresentedthe councilretreatdebriefincludingthetopicsdiscussed. Theretreatreviewedpast accomplishments,themission, motto, valuesandgoalsforthecityalongwiththemasterplan updatesand the 5-yearfinancialforecast. Suggestedchangesto thevaluesstatementincludechangingcourtesyto community and enthusiasm to engagement to make it more relevant. Dirks asked if Council wanted to proceedwiththesechangesand startusingthis in citybranding. Councillikedthechangesandwouldliketo useit forbranding. Dirkscontinuedwiththemasterplans. The masterplanupdatesfocusedonwaterandsewer. Therecent parkssurveywasalsodiscussedandthe resultswill bepresentedto the ParksCommissionandCouncil. Thiswill shapethe prioritiesoffutureprojects. DuringtheAPPdiscussion,some itemsweremoved into dailyoperations. The whole listwill come backin Marchfordiscussion before bringing it backfor adoption. Someitemswererolledfromthe currentAPPastheyare multi-yearprojectsandadditionalitemswere added from staffand council. The Parkamenities listed are notfinalized and will depend on grant opportunities.Theteambuildingwasa hugepartoftheretreatandoverall, itwentwell. Mineraskedifthe proposedAPPfitswithstafftime, giventhatsomeitemswereincorporated intodaily operations. Dirksnotedthatstaffdiddiscussthetime involvedandthecommunityoutreachmayrequirea lotoftime depending on the level of engagement. Minerrespondedthathedoesn'texpecta largerobustprogramto start. CITYCOUNCILAPPOINTMENT Dirkspresentedthe suggestedprocessforCityCouncilappointment. TheapplicationdeadlineisApril 17th withthe interviewsandappointmentscheduledforApril25th. Applicantsmusthavelived inthecityfor 1 year and be eligible to vote. REGIONALMEETINGS& CITYAPPAREL Dirks discussed expectations for meeting and event attendance and branded apparel for Council and board/commissionmembers. Therehavebeensome unspokenexpectationsforcouncilmembersto attendall eventsand meetingsinthe past. Also,thereare currentlythreecouncil memberson the Parks Commission whilethe code permits one member, andwe need a council liaison to the Planning Commission. dark suggested that him and Rios-Campos remain on Parks and appointAmend asthe Planning Commission liaison. MinerremovedAmendfrom Parksandappointed herasthe PlanningCommissionliaison. Dirksthere was unwritten expectation that councilors attend all city events. What isthe expectation Council wantsto setforcitysponsoredeventsandoutsideeventswithpartners? CityCouncilMinutes Febmary14,20231Page 4 Minernotedthatwedo needa representativeon EMCTCforvoting purposesanddarkhas been appointed. There are certain expectations of elected officials. It's important to be at city events so you can engage with the community. But there should also be an understanding that sometimes it might be impossibleto attend an event. Asa Council,we needa collective ideaon expectations. Amend suggesteddiscussingeventsaheadoftimeto ensuresomeonewill beattendingandthateveryone try to attend if possible. Minerdoes notwantto excludepotentialcandidatesfromservice iftheytravel orare not ableto attend every event or meeting. Amend agreed and asked what would happen if one person routinely misses meetings or events. Minerrespondedhewouldtalkto anyindividualwhomisseda lotofmeetings. Dirks noted the code does talk about unexcused absences from meetings and the person can be removed from the position. Amend noted newmembersshouldbe madeawareofthe expectations.you haveto letthem knowthe expectation to with new members. Miner asked if there is anything in the application that discusses expectations. Dirksnotedthere is a job descriptionforthe council positionsthatwe could be sentto applicants. dark providedbackgroundon Councilinvolvementateventsandstressedtheimportanceofattendingto engagewiththecommunity, promotefuture boardmembersandmotivatestaffandCouncil. Hesuggested makingsurewehaveat leasttwoCouncilmembersateachevent. Mineragreedto discussupcomingeventsanddeterminewhowill beattendingaheadoftime. Amend noted she wasn't sure what her role was at the events and suggested having a more experienced Councilor available to help. Dirksdiscussedthecitybrandedapparel. Typically, councilorsonlyreceivedsafetyvestswiththeirnames. He asked what other branded items Council would like, such as novelty t-shirts, polos, fleece jackets, dress shirts. dark responded he would like all of it. Amend responded she would like a fleece jacket, hat and beanie. Minerrespondedhewouldlikea long sleeve shirt. Dirkswill puttogetheran orderforCouncilto fill outandwill ordernewnametags. Dirksasked if brandedT-shirtsshouldbe providedto otherboard/commissionmembers. Councilagreed. City Council Minutes February 14, 2023 | Page 5 ADJOURNMENT With no further business the Council adjourned at 7:49 pm. ^ John C Miner MAYOR ATTEST: <y*_ CITY RECORDER City Council Minutes February 14, 20231 Page 6