City Council

^ Mayor Council President Councilors CTW.OF,Wood John C Miner JairoRios-Campos Lynnea Amend Mark dark Dara Tan WOOD VILLAGE CITY COUNCIL MINUTES APRIL 25, 2023 PRESENT Mayor John C Miner, Council President Jairo Rios-Campos, Councilors Lynnea Amend and Mark dark, City Attorney JeffCondit, City Manager Greg Dirks, Director of Public Works John Niiyama, and interested parties. ABSENT Director of Finance Seth Reeser. CITIZEN COMMENTS (NON-AGENDA ITEMS) None CONSENTCALENDAR A. City Council Minutes . 35th Annual EasterEgg Hunt Debrief Upon motion by Rios-Campos, seconded by Amend and passing 4-0, the Consent Calendar was approved. PRESENTATION: WATER MASTER PLAN - KELLERASSOCIATES PeterOlsen & Maureen Hennenfentwith KellerAssociatespresented the WaterMasterPlan. Hennenfent noted the objective of the master plan process is to compare capacities to existing and future system demands. The orocess mimics the existing system in a hydraulic model to assess pressures and fireflowand uses anydeficienciesand otherrequired improvements to develop a capital improvement plan. The 2021 population of 4478 was used for existing demands and a population of 5204 in 2042 was used for the future 20-year projections with build out predicted to occur sometime around 2045. There are four wells, three currently in use. Well 1 has been offline for several years due to water quality issues and higher levels of iron and manganese. There are three reservoirs and one booster station. Historical SCADA data was used to calculate existing demand and unaccounted for water loss was evaluated to remain at or below 10%. Projected growth at build out was used to calculate future demand and was then compared to existingwell and storagecapacity. Mineraskedwhatassumptionswere madeforthe population projections. City Council Minutes April 25, 20231Page 1 Dirksrespondedthatstaffcheckedwith the Grand Rondeto seewhattheirprojected waterdemand and metersizewould be forthe proposed entertainmentcomplexand the remainderis Metro predicted housing growthfor underdevelopedareas. Olsen noted the maps in the masterplan showthe likely areasof increasedgrowth and the suggested pipe sizes to meet those demands. Hennenfent noted that a capacity analysis was done with the largest producing well offline at maximum day demand and there is a projected deficit of 49 gpm as a worst-case scenario in the 20-year projections. A hydraulicmodel wasdeveloped and calibratedwithfield testing to evaluateaveragedaydemand (ADD), maximumdaydemand (MDD) and peakhourdemand (PhD)with the required 40 psi minimumflow. There were a couple ofareas with low pressure over a 24-hour period, in particular one comer ofWood Village Green. Thefireflowanalysisshowedseveral areaswherefireflowwas insufficient, mostly in private lines. Fireflow requirements haveincreasedsincethe publicfire line wasinstalled at WoodVillageGreen. dark askedwhenthe minimum psi changedfrom 20to 40. Olsen respondedthatwhilethe health department minimum in the system is 20 psi, for planningcriteria40 psi during peakhourdemand is used. Rios-Camposnoted that mostofthe deficiencyseems to be in mobile homeparks. dark noted thatthose areasalso don'thavelooped lines, Olsen agreed and addedthatthese are also private lines not public lines. Niiyama commented that the public fire system has roughly 120 hydrants and the map shows a combinationof private and public hydrants. Dirksnoted more state legislation is neededfor mobile home parks protection and howdisinvestmenton the private side leads to public concerns and issues. Amend asked what a looped water line is. Olsen respondedthat a loopedwaterline is supplied from two directionswhich providesa bettersupplyfor higherflows. Mostofthe system hasthe rightamountofflow, it's the fireflowsthatcreate a deficiency sincethere is such a highdemand.There are some areasin the system that havetoo higha pressure and pressure reducing valves (PRV's) were installed. Hennenfentnoted recommended improvementsweredeveloped to addresscapacityand pressure issues. Proposedcapital projects includeWell 1 rehab,WoodVillageGreen waterpressure issue and fireflow issueastwoseparate projects and upsizingseveral fire lines. Olsen added that the capital improvement plan shows proposed projects over the next several years, their priority, the project's trigger, SDCeligibilityand estimated cost. Privatelyowned portions ofthe systems were included as theywould mitigatedeficiencieseven thoughthe City does notown or maintainthese pipelines, Severalofthe projects listed aredevelopmentdriven and SCDeligible. Miner asked ifstaff is stilt reviewing the master plan with Keller. City Council MinutesApril 25, 2023 | Page 2 Dirks responded it's close although there are still a few minor changes in process and the master plan will be broughtbackto Council foradoption atthe next meeting. Miner noted we are already working on one of the priority one projects and the other is development driven. He asked Kellerifthe improvements would need to be completed in a particularorder. Olsen responded that is more critical in the wastewater system. The water system projects can be completed individually. Amend asked if it's possibleto makechangesto private watersystems. Dirks responded it is possible, but complicated. When we installed the public fire line in Wood Village Green therewasa nexusto loop thewaterline to benefitthe wholesystem with betterwaterpressure and quality. A lot depends on the funding used and howthe improvement is structured, Hennenfentpresentedthewatermanagementconservation plan required bythe OregonWaterResource Department, The plan serves as a guide for water management and conservation programs and consists of a four-stage water curtailment plan in case of emergency and 5-year benchmarks. The City already does a lot of the system maintenance items in the plan, but the update is required every five years. PRESENTATION: WASTEWATER MASTER PLAN- KELLER PeterOlsen & Maureen Hennenfentwith KellerAssociatespresented the WastewaterMasterPlan. Hennenfentnoted the objective ofthe masterplan is evaluateexisting and future demandsusing planning criteria including peak loads. Any deficiencies discovered using the model and other recommended improvements were then developed into a capital improvement plan. This plan used the same population projections as the water master plan. The wastewater system consists of three pump stations, 6, 400 feet of force main, over300 manholes and a flume at Parshallalong the main trunk line, The wastewateris then conveyed to the Gresham Wastewater Treatment Plant, The peak instantaneous flow (PIF) during a five- year storm was used to determine the pipeline capacity at a max flow ration of 0.67 or 2/3 full. The model was calibrated based on flow monitoring and rainfall data and analyzed with the largest pump offline and projected demand allocation. Existing capacity deficiencies were located along the main trunk line with a fewother areas in the City also over capacity. The 20 yr capacity evaluation added a few additional areas that would be over capacity. Smoke testing was conducted in the field to identify areas of inflow and infiltration (l&l) where rainwater enters the wastewater system. Most of the issues identified were clean outs at private residences. A private storm water cross connection and a manhole requiring sealing was also identified, Rios-Camposaskedwhatthe clean out is. Olsen responded that it is an access point for cleaning or scoping the sewer lines. Dirks added that most of the issues with the cleanouts seemed to be missing or cracked lids. Olsen addedthatcleanoutsare minorcontributors to l&l, butthe storm watercross connection is a high prioritysince it directlycollects rainwater City Council Minutes April 25, 20231 Page 3 Miner asked ifthe properties had been notified. Niiyamarespondedthat notificationwas in process. Hennenfentpresented the wastewatercapital improvement plan. The improvement plan consistsofseveral capacity driven priority 1 projects including upsizing the main trunk line, regrading or upsizing other sewer lines, Sheapump station improvements and manholesealant. Thestorm watercrossconnection is also listed as a high priority althoughthis is a private improvement. Miner asked how much of the main trunk line needs to be replaced. Dirks responded that the entire line needs replacing. CITYCOUNCILINTERVIEWS Minerstated the interviewprocesswouldconsistofthe candidatesmaking a statementfollowed byeach Councilorasking oneofthe interviewquestions. The Council wouldthen rankthe candidates'responses and the combined highscorewould be used to selectthe nextCouncilor. CandidateVictoriaMinnieweatherstated herfamily has lived in WoodVillageforthree years although her family has owned the property for ten years, She has a BS in criminology and criminal justice and is planning to enroll in law school. She is interested in community service and wants to see the community do well. She is gregarious and is looking to work with and learn from others. Shecurrently serves on the student legal service board and is interested in policy. Shewould liketo apply herknowledgeand experience to positively affect the community, see it thrive and make sure different voices are heard. Leadership is having the ability to cultivate others while maintaining a bit of separation to provide oversight and constructive criticism. Being assertive, working with other people and open communication. It's important when making group decisions to be aware the decision is for the good of the whole community notjust personal wants. It's also important to have respect for others even when you disagree. The biggest issue for the City is community involvement, especially with youth. It's important to really cultivate relationshipswith the youth in the communityand teachingthem howtheycan impacttheircommunity. She feels she can bring common sense, respect, and a willingness to work with people to the position, She believes in advocatingfor people, showingup forthem in waystheywouldn'tanticipateand seeingthose opportunitiesto build and improve the community. Candidate Dara Tan stated herfamily has lived in Wood Village for 16 years. She is focused on making an impacton hercommunity. She hasworked in thefinancialindustryfor 20 years and has a backgroundin strategic planning, setting goals and achieving them, and working towards common goals. She works for OnPoint Community Credit Union which is a community focused business. She has been a spokesperson forthem at variouscampaignsand volunteers forvariousevents. There is a differencebetween being a leaderand a manager. A leaderis someonethat peoplewantto follow, thathasgained respectand leads by example. Someone who set the team up for success and helps them achieve the common goal. Group decision making is about respect and taking the time to really listen to each other. Collaborating with each other and holding each other accountable, One of the issues facing the community is howcan we make an impact. The population of the City is 50% Hispanic. There's a need for us to be more involved in that City Council MinutesApril 25, 2023 | Page 4 community, to understandthe needsofthatcommunity, and to really emphasizediversity, equity, and inclusion. Ifwe understand the needs ofourcommunity, we will understandwhatwecan do to help support them and the resourcesthat are available, Sheis willingto committhe time to being on Council and believes this will have a huge impact on the future of her kids. She really wants to see the City thrive, improveefficiencies,and see the Citycontinueto growand develop. The final score was 97 for Victoria and 98 for Dara. Upon motion by Amend, seconded by dark and passing 4-0, DaraTan was appointed to serve on Council Position#3 through December31, 2024. DIRECTOROFPUBLICWORKSREPORT Niiyama presented the public works report. Staffspent a lot oftime working with Keller on finalizing the master plans. The CDBG park improvements project is progressing well. Alpha Environmental withdrew theirbid forthe sewerCCTVand cleaning project. The projectwill be re-scoped and sentoutfor bid. Rios-Camposasked if they underquotedthejob. Niiyama responded that they needed to rent equipment and it turned out to be more expensive than anticipated.Thestaffdid a greatjob cleaning up the park area beforethe event. The pre-construction meeting forChipotleoccurred and building permits are ramping up with the newcommercial buildings. Code enforcement is progressing. Minerappreciatesthe monthlycrash andfatalities report. Moneyspenton crosswalksand making streets safe is important. DIRECTOR OF FINANCE REPORT Dirksasked if there are anyquestionson the financereport. Therewere none. CITY MANAGER REPORT Dirks noted for the engagementeffortstaffis planningto set up an informational booth atthe Nite Outto presentfun and unique information.Thiswill be an opportunityfor Councilorsand staffto engagewiththe community. Therewill also be a dunktankforthe city manager. Miner liked the idea. Rios-Camposasked if Council would be asking specificquestionsor ifthe processwould be more organic and what the desired result is. Dirks added staff is still refining the information to be presented, but it will cover a broad spectrum ofwhat the City does. The main purpose is to educate the community on City services and functions using graphical and fun information. This may spark additional questions or suggestions from the community Minersuggested including props. Rios-Campossuggestedaddinga spin wheelorgamesand turning that into an educational piece. City Council Minutes April 25, 20231 Page 5 Dirksnoted thefirestudyfrom thecapstone project is complete and includesa hotspot map. Alternative fundingmodels in the report include potential grantoptions. The legislativesession has been very busy with a lot ofengagementfrom staff. We'rea small City butthatdoesn'tmean wedon have a hugeimpact and we've been ableto dothings tikegetthe birthingcenter reopened. We'vealso been impactful on the manufactured home park funding and protection measures, homeless services and other planning and development measures. CITY ATTORNEY REPORT Condit no comments. MAYOR& COUNCILCOMMENTS Rios-Camposmentioned the PlayEastannualfundraiseris May 10th, 6:00pm atthe Fork in Fairview. dark noted hecouldn'tmakethe EMCTC meeting. Minerasked ifthere's been anydiscussionabouttolling at the EMCTCmeetings. Niiyamarespondedthere have been some presentationson tolling but not conversations. Miner noted they would be discussing tolling at the Metropolitan Mayor's Consortium meeting. dark addedthatWashingtonhasvoted againstpaying highwaytolls to Oregon. Dirkscommented thatODOThas been spendingtime with communitiescloserto 205 and there's an initiative petition in process to put it to voters. Minernoted he will not be ableto makethe clean-upday. ADJOURNMENT With no further business, the Council adjourned at 7:42 pm. ^[ John C. Miner MAYOR ATTEST: rr,ee*- . CITYRECORDER City Council MinutesApril 25, 20231 Page 6