City Council

^ Mayor Council President Councilors " cmw^Qod John C Miner JairoRios-Campos LynneaAmend Mark dark Dara Tan JOINTWOODVILLAGECITY COUNCIL URBAN RENEWAL AGENCY MINUTES APRIL 11, 2023 PRESENT Mayor John C Miner, Council President Jairo Rios-Campos, Councilors Lynnea Amend and Mark dark, City Attorney JeffCondit, Director of Public Works John Niiyama, Director of Finance Seth Reeser, City ManagerGreg Dirksand interested parties. ABSENT None CITIZENCOMMENTS (NON-AGENDAITEMS) None PUBLICSAFETYREPORT Lt Hemsworth presented the public safety report. Calls were up slightly from the previous month, with 285 total servicecalls. Therewere 166self-initiatedcalls and 119dispatchedcalls. Several hit and runs, however like last month all but one occurred in parking lots and were unattended. There were three stolen vehicles, onewhichwasoccupied and the person wasarrested, Nothingelse ofsignificanceto report. Amend asked ifthe trafficaccidentportion ofthe reportwasnew. Dirksresponded that information is analyzedand includedquarterly to trackhotspots, Rios-Campos asked what programs the MCSO is planning for violence prevention this summer and how the citycan support it. Lt Hemsworth responded thatthe MCSOhasenhancedpublicsafety initiatives. The most recentone in Wood Village was on stolen vehicles. There are other programs in the works. darkthanks Lt Hemsworthand the MCSOfor theirattendanceat the EasterEgg Hunt and the positive interactions with the children and attendees. City Council Minutes April 11, 2023 |Page 1 EASTEREGG HUNTCOMMENTS Rios-Camposstated he received a coupleofcommentson the event from a community member. They were really pleased with the turnout. They suggested moving the ADA hunt from the parking lot to the plazaso it's closerto the otherhunt areas. Theyalso suggested moving the sensory hunt insidecity hall and having it closer in time to the other hunts. Amend noted all the feedbackshe received waspositive. There were a coupleof parentsthatwould have preferredto enterthe huntareawith theirkids. dark mentioned one person went to the wrong place because the map pulled up the old city hall address, but he was able to get redirected. Also, dark was atthe backofthe field and couldn't hear the countdowns. He could see the hand raised for the countdown, so using a visual as part of it is a good idea. Dirksnoted that it's alwaysbeen a balanceto maintainthe huntareasand havethesound at a good level to prevent the wrong hunt area from starting. This yearwas the first time for the sensory hunt. We thought about having it insidecity halt, butthe insidewasset up with activities as a calming centerforkids and that was really appreciated. There's room to growand makesomechangesto the sensoryhuntfor nextyear. Minerreceived lots of positive comments and noted therewerefolksfrom all overalong with a lot of volunteers. CONSENT CALENDAR A. City Council Minutes . February 14, 2023 Upon motion by dark, seconded by Rios-Camposand passing4-0, the ConsentCalendarwasapproved. PLAYEAST RECREATION UPDATE Rios-Campospresented the PlayEastRecreation program update. This lastsummerwasone of the biggestwith 10camps in 7 categories. Weserved 169participants, a 71% increasefrom the previous year. The fall term had 9 classes in 5 categories and serving 158 participants, surpassing all previous yearsforquartertwo. Thefirsttwo quarters ofthis calendaryearthere's been a 45% increasefrom the priortwo quarters. Registration revenue is more than $27,000 in the firsttwoquarters, a 68% increase. The program is in great shape and registration revenue is covering 99% of program costs and doesn't include fundraiseror grantrevenues. PlayEasthas made it a goalto participatein a varietyofevents, including city, community, and partnerevents. Lastsummerwe participated in fourevents and hosted thefirst Family FridayFun night. Winterclass registration offered 18classes and the firstwinterbreakcamp. Served nearly 200 participants and increases of 77%. PlayEast has formed a new partnership with the City of Gresham and now offers 5 additional programs in Gresham. So farthis year, we have served more than 500 participants and will continue to focus on growth and variety ofcamps. We are working to extend the contract with Gresham for a 2-year term. This summer we will be offering 32 camps including the ones in Gresham, City Council MinutesApril 11, 2023 | Page 2 Minerasked if the addition is to the varietyofcampsorjust the quantity. Rios-Campos responded that a fewwill be new but adding quantity rather than types, so there will be more camps available in a variety of locations. PlayEast will continue to participate in partner events and wilt offer an expanded lunch program this year with the addition of the program at Fairview Oaks. Minerasked howmanywereserved bythe lunch program last year. Rios-Campos responded it was close to 1600. The modified program for this yearwill also allow adults to eat as culturally some kidsweren'teatingbecausetheir parentsweren'tableto eat. Minerasked abouttheARPAfunds PlayEastreceived. Rios-Campos responded that PlayEast received an ARPA grant in 2021 and was able to purchase a van for mobile recreation use thatwill be ableto provide activitieson site at apartmentand mobilehome complexes. RESOLUTION09-2023:APPADOPTION Dirks presented the proposed APP for FY 23-24. APP projects and items were discussed at the February 11th City Council retreat, and a draft Annual Performance Plan was presented to Council at its March 28th meeting. The proposed plan is identified as follows, and the timelines for accomplishment are indexed to the items in the attached spreadsheet. Where items have a split timeline, that is typically done when a project has a definitive start point, but then often has a waiting period for design work, procurement, or similar where no direct action is taking place. That is then followed by the final implementation and completion of the project. The proposed plan for FY23-24 includes Community Outreach and Analysis, Replacing the Main City Gateway Signs, Review and Revise the C/l, LM and GM Zones, Participate in Regional Fire Service Discussion, Design and Funding ofthe Main Sewer Trunk Line, Park Restroom Replacement, Park Signs & Lighting, Facility Security, Online Customer Portal, USFWQSupport, Manufactured ParkCo-OpPromotion and a Community Day. Upon motion by Rios-Campos, seconded by Amend and passing 4-0, Resolution 09-2023 was approved. COMMUNITY ENGAGEMENT STRATEGY Dirks presented the community engagement strategy. The current APP called for a robust outreach and engagement effort. Several concepts were discussed at the retreat and other meetings. We are now looking at specific focus points to further refine an upcoming outreach and engagement process. Council was presented a chart to gauge what level the engagement and outreach should take. Resource allocation can be optimizing current resources, a small increase in resources or a large increase of resources in six categories: City Events, Community Partners, Equipment/Supplies, Training, Media, and Time & Volunteers. Rios-Campos suggested starting with existing city events and making a small resource increase across the categories. City Council Minutes April 1 1, 20231 Page 3 Minernoted this is a fluid process and it would begood to start withexisting resources and some small increasesas needed.As the processcontinues it will inform futuredecisionson level ofengagement. dark agreedwith Minerand Rios-Campos. Amend also agreed although liked the ideaofa youth council. Dirks responded that staffwould work on optimizing opportunities at existing events and with community partners. Something like a youth council could be shaped through this process or organically come through this process. We can use the information gathered to grow the engagement and outreach effort. Rios-Camposaskedwhen staffwould report backon informationgathered, aftereach eventor at theend. Dirksrespondedthatstaffwouldworkon optionsfor Council at the NiteOut and the informationgathered will be broughtbackto Council afterthe event. Rios-Camposaddedthatfeedbackwill be helpful to determinewhatworkedwell and whatif any additional training might be needed. Miner noted this is a fluid process and we will need to use the information gathered to adjust and inform the process moving forward, Dirks added that $50, 000 was budgeted for engagement and outreach that is undefined and could be used for training or otherneeds asdeterminedfrom the effort. CITYMANAGERANNUALEVALUATIONPROCESS Dirks presented the city manager evaluation process. The City Managerworks directly for the Council and the evaluation process previouslywasdone by a personnel committee oftwo Councilors and presented to Council. Theevaluation template haseleven targeted areaswith rating and narrativesections, The evaluation process could be changed to include all Councilors performing the evaluation and/or interviewingstakeholdersand area managers. dark suggested having all Councilors fill out the evaluation and discuss the results at an executive session to create a finalevaluation for presentation at an open session. Miner liked the idea. OTHER ITEMS Dirksasked if Councilwanted alcoholserved at the appreciationdinnerand council confirmed. Amend noted she will not be ableto attend the budgetcommittee meeting. City Council MinutesApril 1 1, 20231 Page 4 ADJOURNMENT With no furtherbusiness, the Council adjournedat 7:24 pm. John C. Miner MAYOR ATTEST: ^ ' <-.- CITYRECORDER City Council Minutes April 1 1, 20231 Page 5