City Council

^5i^- Mayor Council President Councilors cmw. Wood John C Miner JairoRios-Campos LynneaAmend Mark dark Data Tan ?e JOINT WOOD VILLAGE CITY COUNCIL URBAN RENEWAL AGENCY MINUTES MARCH 28, 2023 PRESENT Mayor John C Miner, Council President Jairo Rios-Campos, Councilors Lynnea Amend and Mark dark, Urban Renewal Agency Vice-Chair Stan Dirks, City Attorney JeffCondit, Director of Public Works John Niiyama,Directorof FinanceSeth Reeser, and interested parties. ABSENT City ManagerGreg Dirks RESOLUTIONURA01-2023:SUPPLEMENTALBUDGET Minercalled the Urban RenewalAgency Board meeting to orderandopened the public hearingfor the LIRAFY22-23supplement budget, Reeser presented the FY22-23 supplemental budget forthe Urban Renewal Agency. The supplemental budget consists of a staff reorganization that changed allocations along with a one-time cost of living adjustment. The staff reorganization changes were presented to the LIRA and the budget committee. The reallocation moved allocation from general administration to actual services and created a public safety account. The URA personnel allocation increased as a result ofthis redistribution and the onetime COLA adjustment. The LIRA has done significantly more in the past few years and this represents actual staff time spentsupporting the LIRA. Minerclosed the publichearing. Upon motion by dark, seconded by Amend and passing 5-0, Resolution LIRA01-2023 was approved. With no furtherbusiness, the URAadjournedat 6:07pm and S. Dirksleft the meeting. Miner convened the Wood Village City Council. CITIZEN COMMENTS (NON-AGENDA ITEMS) None City Council Minutes March28, 2023 | Page 1 CONSENTCALENDAR A. City Council Minutes . January24, 2023 B. Proclamation: Parkinson'sAwareness Month Miner read the Proclamation. Upon motion byAmend, seconded by Rios-Camposand passing4-0, the ConsentCalendarwasapproved. RESOLUTION 06.2023: SUPPLEMENTAL BUDGET Mineropened the public hearingforthe City FY22-23supplemental budget. Reeserpresented the City FY22-23supplemental budget. Reesernoted thatthe supplemental budgetwas posted last week, and we have not received anycomments. The items triggeringthe public hearing include the SCADAupgradeand the sewerCCTVprojects. The SCADAsystem consistsof hardwareand softwarethatcontrols and monitorsthe city'swells, reservoirs, pumps, lift stationsand monitoring stations for both waterand sewer. Council elected to proceedwith the wholeupgradeproject ratherthan a phased approach in July 2022. The sewer CCTV was budgeted at $90, 000 and the low bid wasjust under $200, 000. The restofthe items on the supplemental budgetare housekeepingitemsfortransparencyutilizing either contingencyor unusedfundsfrom lastfiscal year. Personnel re-allocation increasedthe coststo the utilities and decreasedthe generalfund responsibilities. Therewereseveral multi-fund items includingthe truck plow, pre-fundingofcomputerservers and desktopsfor nextyear, city hall HVACmaintenance,window cleaningand barkdustand a late planning invoice. In the generalfund there werea coupleof adjustments in parksforthe splash padwaterand park restroom repairs. The personnel changein the generalfundwas a net zero as costs were shifted from administration to parks, events and public safety. The park, truck plow and internal services adjustments totaled just over $28, 000. The sewer fund proposed change includesthe SCADAupgrade, sewerCCTV, personnel reallocation, plowand internal service adjustments totaling just under $280, 000. The water fund proposed change includes the SCADA upgrade, water master plan, several watermain breaks, personnel reallocation, plow and internalservice adjustmentstotalingjust over$256,000. The streetfund includesthe personnel reallocation, traffic reader, plow, bioswale replacement and internal service adjustments totaling $50, 000. Miner asked what the traffic reader information is used for. Niiyamarespondedthat in the pastwewould haveto requestthe countyto do a trafficstudyto measure speed and counttraffic. Mademore senseto spend moneyto acquireourown. Minerappreciatesthatwe are trackingspeed and trafficcounts on Arata and WoodVillage Blvd. Niiyamanoted thatthe highspeed recorded was79 mph between RiverwoodandArataand WoodVillage Blvd sees about2500 movements a day. Reeseradded its helpful information ifwe ask the MCSOto do targetedtrafficenforcementoreducation. City Council Minutes March 28, 2023 | Page 2 Miner noted that Reeser is doing well anticipating contingency and that allowed us to make some purchasesthis year. dark asked howlong the SCADAupgradeprojectwith take. Niiyama noted the project is in process and scheduled to be complete in November. Minerclosed the public hearing. Upon motion by Amend, seconded by Rios-Campos and passing 4-0, Resolution 06-2023 was approved. RESOLUTION 07.2023: SEWERCCTV BIDAWARD Niiyamapresentedthe SewerCCTVBidAwardfor cleaning and inspectionoftheentirewastewater system. The last sewer cleaning and inspection was completed in 2017 and resulted in several CD'S and binders for reference, Using newer technology, electronic files and GPS mapping would produce a more user-friendly comprehensive overview of the wastewater system. With the approved supplemental budget there are allocations for this project, Niiyama noted that the high bid company wasjust getting back into the businessand would haveto allocate all oftheirresources to do thejob and that's whythe bid wasso high, dark asked howmanymiles ofsewerpipe. Niiyamaresponded about 13 miles. dark noted that larger cities do their own work, but it wears down the equipment. Niiyama noted we could postpone the project, but it would be better to have the information sooner as we move onto newcapital projects. Upon motion by dark, seconded by Rios-Campos and passing 4-0, Resolution 07-2023 was approved. RESOLUTION08-2023:HALSEYCROSSINGSCHANGEORDER& COUNTYDESIGN Niiyama presented thechangeorder to the Halsey Street Pedestrian Crossing Safety Project and forthe design work completed by Multnomah County. We received a 100k grant for this project. The adopted budget was $700, 000 and the Citycontracted with Multnomah County fordesign and engineering ofthe project. The bid award authorized for construction was not to exceed $520, 000. Brown Contracting ran into some unknown items during the construction, such as boulders that resulted in relocation of some items. The specification in the bid was based on 6" cut and the actual was double. Additional concrete walkways were required to meet ADA slopes and additional signage recommended by Gresham electricians. These changes resulted in additional aggregate, asphalt cutting and other materials atjust under $40, 000. The Multnomah County design work was just over $67, 000. Staff requests an increase in the construction contract to not exceed $540, 000 and $67, 485 for design work. The total project cost is still below the $700,000 budgeted. Upon motion by Amend, seconded by dark and passing 4-0, Resolution 08-2023 was approved. City Council Minutes March 28, 2023 | Page 3 PRESENTATION:DRAFTAPP Reeser presented the draft APP for FY23-24 for review and feedback, The goal ofthe APP is to utilize 10% ofstafftime forone-time projects, improvements, etc. TheAPPitemsfor Goal 1 includethe redesign and replacementofthe gatewaysigns and a comprehensivereviewofthe Cl, LM and CM zones. This is the last section ofthe zoning code that hasn't had a comprehensive update. The APP items for Goal 2 include participating in the regional fire service discussion, follow up on joint meetings and next steps after the USC Capstoneprojectto updatethe fire study. Minerasked ifthe fire study is beingsharedwith theothercities. Reeserresponded it will besharedonce complete. Reeserstatedthe APPitemsfor Goal 3 includethe main sewertrunklinedesign, customerself-service portal, facilitysecurity, parksigns and lighting, and parkrestroom replacementto expandcapacity. Goal 4 APP item includes funding options for the main trunkline replacement. Goat 6 APP items include UFSWQD supportdetermining bond, proposed project list and sizinganddeterminingsustainablelevels offunding. Goal 8 APPitems includecommunity outreach and analysis, a communitydayproject, and manufactured parkcoop promotion. Rios-Campos asked why there is a break in the timeline over winter for the park restroom replacement. dark noted thatthe project months on theAPPindicatewhen staffis activelyworkingon a project andwill be reporting status updatesto council. Miner asked how much the main sewer tmnkline replacement would cost. Reeserresponded it's projected to be about3.5 to 4 million and will be broughtbacknext month during budget. DIRECTOR OF PUBLICWORKS REPORT Niiyama presented the public works director report. Staffpicked up the new truck and plow. Keller will be presenting draftmaster plans on April 25th. The HalseyPedestrianCrossingsproject is complete. Water system loss is still high, and staff is checking meters at wells and working on SCADAdata to figure out whatthe issue is. Weareworkingwith WVBaptistChurchto getsome helpfor a coupleof homeowners with code compliance issues. Amend asked what help we requested from the WV Baptist Church. Niiyama responded we requested volunteers to help with cleaning up the properties, Rios-Campos noted that Anthem Church in Fairview sends out postcards around this time of year for volunteeropportunities in the areato help elderly residentsclean up debrisand mightbe a good contact as well. City Council Minutes March 28, 20231 Page 4 DIRECTOR OF FINANCE REPORT Reeser presented the finance director report. Interest and BIT revenues continue to increase, and expenses are on track. Two staff are currently in the process ofgetting their notary certificates. There was a utility billing snafu in February and the usage tables got flipped, so the February consumption was billed at the old rate. The amount was fairly minimal, so we did not correct the billing and the rate issue has been resolved. Rios-Camposasked if there will be a noticesentout. Reeser responded that it doesn't seem worth engaging the public since the amount was small and there may be a potential rate change after the master plans are finalized. CITY MANAGER REPORT Reeser asked if there are any questions on the city manager report, CITY ATTORNEY REPORT None. MAYOR & COUNCIL COMMENTS dark noted that he wasn'table to attend the EMCTCmeeting dueto wife'ssurgery. Amend stated that after the shooting that happened yesterday, it would be good to reaffirm commitment to supporting smartgun laws. Mineragreed that it deserves more conversation at some point. Rios-Campos added that there are a few representatives working on legislation for safer gun laws and he will share what information he finds, Miner noted that legislators also need to know there's support for taking a controversial stand. We need to help them know where we as a council stand. He will bring it up with the county commissioner. Rios-Campos mentioned there is information being sent out on the county capital gains tax measure that seems to be a little misleading and could impact marginalized residents. Minersigned an endorsementforthe repeal opposing this measure. Rios-Camposalsoendorsed againstthe measure. City Council Minutes March 28, 2023 | Page 5 ADJOURNMENT With no furtherbusiness, the Council adjourned at 7:28pm. Jo n C. Miner MAYOR ATTEST: CITY RECORDE City Council Minutes March 28, 2023 | Page 6