City Council

"^ ^ ^. Mayor Council President Councilors T. Wood TLO John C Miner JairoRios-Campos LynneaAmend Mark dark DaraTan ?e WOOD VILLAGE CITY COUNCIL MINUTES JULY25, 2023 PRESENT MayorJohnC Miner, Council PresidentJairoRios-Campos, Councilors LynneaAmend, Markdark and Dara Tan, City Attorney JeffCondit, City Manager Greg Dirks, Director of Public Works John Niiyama, Director of Finance Seth Reeser, and interested parties. ABSENT None COMMUNITYMEMBERRECOGNITION:JORDANLAMBERT MinerrecognizedJordanLambert. Conditarrived at 6:07pm. PROCLAMATION: PLAYBALL Rios-Camposread the Playball proclamation. PROCLAMATION:VIETNAMESEHERITAGE Tan read the Vietnamese Heritageproclamation. CITIZENCOMMENTS (NON-AGENDAITEMS) None. CONSENTCALENDAR A. City Council Minutes . May 9, 2023 . May 23, 2023 B. City Events . 25th Annual City NiteOut Debrief . 13th Annual HolidayTree Lighting City Council Minutes July 25, 20231 Page 1 The City events were pulled from the consent calendar for discussion later in the meeting. Upon motion by dark, secondedby Rios-Camposand passing5-0, the ConsentCalendarwasapproved. DISCUSSION:FIRESERVICE Mitch Snyder presented the fire service discussion. He has a little over 40 years of experience in fire service. While he was at Puget Sound Regional Fire Authority, they developed a program called FD Cares thatchangedhowthey respondedto a lot ofthe call types thatwereoverwhelming the responsesystem. The fire service originally started to handle fires and fire departments today still have to be prepared to respond to a fire. The National Fire Protection Association standards, while not mandated, drive best practicessuch as a four-minuteresponsetime. So, firestation locationsweredetermined basedon a four- minutedrivetime to any buildingin the responsearea resulting in stations beingapproximatelyeight minutes apart. As wetalk aboutfire, we'retalking aboutnon-medicalresponses becauseoverthe yearsfire departments have taken on several other tasks like hazardous materials response, rescues, and confined space issues. Thesecan all impactresponsetimes. In the late sixties, fire departmentsstarted takingon emergency medical services as their secondary priority. Since then, there have been so many types of medical services added that these calls have significantly outpaced fire calls across the nation. Medical response calls now make up 75% to 80% ofthe service calls. Whatyou have is a growing call volume with a growing community and a growing utilization of the system because of the increasing call types thatthe firedepartments havetaken on. And lately overthe last 15to 20 years, we'veseen an exponentialgrowth in non-emergent(non-life-threatening)medicalcalls. Whenfiredepartmentsstarted takingon medicalcalls, theystill hadto be structured to beableto respondto a fire and it wasimportantto ensurethat medical responses didn'tnegatively impactthe abilityto respond to fires. The more critical calls you have at the sametime, the more that impactsyourresponsesystem. Ifwewere buildingthe system today, wewould build it differentlywith more efficiencyin thesystem. Currently all medical calls are treated as if it's a life-threatening emergency when only about 15% ofthose calls need an advanced life support response. For the roughly 20% of non-medical calls, only about 8% actually require a true fire emergency response. Ifyou round bothofthese, only 30%ofthe call types in our system are the ones the system is designed for. The question is why do we continue to respond to the other 70% in the same manner as if it needed a true emergency response. Ifwewant to be a truly data- driven system, we should be looking atour data and adjusting our responses to a more cost-effective response that would better help the call types that we're talking about. We should be handling the other 70% of calls differently, and in a waythat doesn't impact the 30% true emergency calls, then wewouldn't need to build outourfire system as much as we are. Rios-Campos asked what's the hurdle to transition the system to be more efficient if this is what the data shows. Snyder responded that the biggest hurdle is that there's an existing system that we're trying to change. Whereasiftherewasn'ta system at all, it could be built basedon whatwe knowtodayto create a system that meets the fire response needs, the advancedlifesupport needs, and then an additionalsystem that would addressthe non-emergent medicalservices. Thatsystem should be builtwithinfire departments today. Whenhewasfire chiefin Gresham, theystarted working on that. They builta partnershipwith City Council MinutesJuly25, 2023 | Page 2 American Medical Responsewhowasvery happyto contributefundsto help build thatsystem becauseit improved efficiencieswithintheirsystem and wasmore cost effectivefor a numberofdifferentreasons. The question is how do we start shifting from where we are to moving this larger volume into a different responsesystem. The non-emergentresponsescan have longerresponsetimes and there would befail safes in the system to prevent life-threatening emergencies from slipping through the cracks. The system should also bedesignedto provide the right response and transportfor the situation. Miner commented that there's usually about 13 fires annually in Wood Village and around 500 total calls annually. He asked what Snyder's experience has been shifting a fire system to align with current service needs and how the three cities could move forward. Snyderrespondedthatthesystem in East County is uniqueas the fire departmentdelivers services to 5 entities but is controlled byone. Ifthe citieswantto staywiththis fire department, they need a championto saythis is the system wewantto build, and this is wherewe need to go. With an existingdepartment, addingthe additionalresponsesystem is an up-frontextracost and the benefitwould not be seen for a while. This transition would prevent adding more emergencyrespondersand facilities. Ifthe citieswantto build their own system, it could be built around needs and what the cities can afford, which mav not be the bestsystem dependingon availablefunding. Amend asked howlaborrelations and unions play into transitioningthe fire service response model. Snyder responded that this topic has been dealt with in another community. The labor union was initially concerned aboutlosingjobs butweresupportive oncethey understoodtheyjust wouldn'tbe growing as fast. It would also make sense to have the new non-emergency responders be part ofthe labor union. dark liked the ideaof building a system, possiblywith volunteer responders. He askedwhatwould happen to the existingfacilitiescurrently run by Gresham but located in the threecities. Snyder responded that the facilities are owned by the taxpayers. When you start moving things around or having different entities or dividing entities, those become contractual discussions between the entities wheretheyend up and howthey're transferred. Thoseare legal questions and that is one ofthe topicsthat wewerestarting to talk abouton the SaferCouncil. It can bedone and has been done.As you've seen here in this community, back when District 10 served this entire area they owned all the fire stations. As Gresham, Portland andthe three citiesexpanded,those fire stationswere all absorbedby the communities. Three ofthe firestations in this areaare owned by District 10and havevarying maintenanceand capital needs. Snyderrespondedthat he believes every community is served well by havingsome form ofvolunteer program. There is still stafftime and funding needed to support a volunteer program, including equipment, transportation, training,certifications, etc. Everyone in the programwould need to meetthe same minimum standardsforemergency response. A fully volunteerfire department in this area is complex and difficult, but not necessarilyimpossible. You would still need a professionalstaffto serve this community because of the call volume. Minernoted thatvolunteerdepartments in the coastal region are havinga hard time staffing their stations. Most people heredrive somewhereelse to work and wouldn'tbe in rangeto respond. Sustainability, equipment, training, etc. would also makethis a challengingtask. City Council Minutes July 25, 2023 | Page 3 Snyder noted those are all fair concerns and you would still need professional staff to service this community based on the call volume. Gresham does have a cadet program and those members help with some tasks other than fires. The program could be expanded to make it more robust. dark noted that since most of the calls are medical related, he's not sure how volunteers would work. Snyder noted that the SaferCouncil was focused on sustainable, affordable funding. Would the community support a certain amount offunding for an emergency response system designed to meet the current needs. The three cities still have several options including continuing the contract with Gresham, joining District 10, or creating a newfire district. All these options have pros and cons, but they start to address the funding issues. Dirks asked what the key steps and timeline would be ifthe cities wanted to create a newdistrict. Snyder responded the Safer Council was trying to decide what type of fire response system we want, what we can afford and how to pay for it by bringing all five communities together to work towards a common goal. It's possible that the entities could still have a discussion, get to a resolution, and maybe have a contract by 2025. Starting a newsystem by then would be challenging and decisions would have to be made quickly. The sustainable funding topic is the main question that needs to be addressed as costs are rising faster than revenues. Miner commented that we will need to continue working on this and discussing how to move forward with the otherjurisdictions, but we might not get to answer by 2025. Snyder added that time is of the essence, mostly due to the contract expiration, Discussions should be happening sooner than later with everyone involved in the emergency response system. He would advise having a Council member or committee driving the discussions and setting the direction and asking the other entities to get behind the direction. Once you get everybody on board and moving in the same direction that that's when you'll have the healthiest response and the quickest timeline to meeting your goals. Rios-Campos asked that the final discussions were from the Safer Council and why it didn't move forward, Snyder responded that the Safer Council had looked at the pros and cons of the various options and were at the point of hiring a consultant to determine the financial impacts if all the entities merged with District 10. That RFP was never sent out and that would be a good point to take backto Gresham since we're asking the same questions today as we were 2 years ago. The decision makers from all five entities were making good decisions and it would be good to restart those conversations. Miner noted we will have to start strategizing and having more conversations, He suggested a sub- committee with him, Council President Rios-Campos, and Bruce Nissen as a working group to start thinking about ways to approach this and bring suggestions back to Council. Outreach with the community will be critical, but first we must decide what the service will look like. Upon motion by dark, seconded by Tan, and passing 5-0 the sub-committee as proposed was approved. Snyder suggested including Gresham as the conversations move forward and making sure that there is a consistentwritten messagerelayed backto all thejurisdictions. City Council Minutes July 25, 2023 [ Page 4 NITEOUT DEBRIEF Dirks presented the Nile Out recap. The event was well attended, and the City booth was very popular with the addition of the dunk tank. There is room for improvement including engagement with the community and the parade procession. Should we make the parade biggeror do something different to start the event. There were more vendors and organizations this year and they all enjoyed the event and want to beon the list for future events. The sports activities in the field didn't work well and we may transition those items to the Family FridayFun Night. Rios-Campos asked ifwe had considered an actual parade instead of a procession. Dirks responded that we have in the past and it's very difficult. There are crossing issues at intersections and there are not any good detours. Itwould have to go through County transportation and the Sheriff's office for approval. Rios-Campos suggested it could be part of the conversation moving forward. He also suggested bringing backpolice demonstrationsto get more activitiesout in the field. Miner noted the parade seems to have lost its purpose, but the event was a good opportunity for families and neighborsto gettogether. dark commented he really enjoyed the questions for the community members, and several people were ableto guess the right answer. Amend thanked the staff for the level of detail and consideration but into the event. She noted that the parade didn't work and maybe we could do a walking parade instead. Miner added that the vendors were very happy as they don't usually have families attending their booths. TREE LIGHTING DISCUSSION Rios-Campos suggested ending the Tree Lighting with the lighting of the tree instead of having that in the middle of the event. Miner agreed that was a good idea and suggested changing the upcoming event. DISCUSSION:PUMPKINFEST Dirks presented the plan forthe upcoming Pumpkin Festevent, Theevent is plannedfrom 11 am to 2 pm and will include pumpkins, can/ingkits, and crafts as take-homeactivities. Tmnk-or-treatwill be a new addition to the event along with community organization booths to provide additional free resources. Staff will reach outthe LideresNaturalesas a partnerto incorporate Diade los Muertos activities, crafts, or some cultural performances. Not sure if there will be pumpkin carving onsite as that depends on tent availability and the cost. Other option include a petting zoo, games or a bounce house. Rios-Camposagreed this event is very weatherdependentand likes the ideaofa trunk-or-treat and booths. City Council MinutesJuly25, 20231 Page 5 Amend agreed the event should include something interactive. She liked the idea of a petting zoo and suggested having the County shelter bring some dogs. ORDINANCE4-2023: MUNICIPALCODEREVISIONS Dirks presented the proposed municipal code revisions. The ordinance would set the weekend hours between 10 am and 7 pm for non-commercial construction noise and extend the chicken code to include the LR12 zone. Upon motion by Amend, seconded by Rios-Campos and passing 5-0, Ordinance 4-2023 was approved. DIRECTOROF PUBLICWORKSREPORT Niiyama presented the public works director report. Staff have been working on the pavement preservation contractand the inflowand infiltration identifiedin the masterplans. Waterproduction increasedand the loss is goingdown. dark asked about the hydrant flushing loss calculations and howthat was determined. Niiyama responded that a hydrant meter was used to measure the loss. Rios-Camposasked aboutthe statusof the ByWay. Dirks responded there are some pre-building permit discussions and still anticipating maybe a restaurant or two by the end ofthe year. He also noted that Tany's has a permit ready to issue. DIRECTOR OF FINANCE REPORT Reeser presented the finance director report. The preliminary report forfiscal year 2022-2023 showed an increase in revenues of about $500 thousand and expenses under budget in all categories. The auditors did their initial audit in June and are currently working on a transient lodging tax audit for Best Western. Minerasked if it's standardprocedureto audit BestWestern. Reeser responded that we alternate between Best Western and Travelodge, so each gets audited every 2 to 4 years. This audits their gross revenues that determines the transient tax submitted. CITYATTORNEYREPORT Condit noted the legislature has been slow in getting out a list of changes from the last session. MAYOR & COUNCIL COMMENTS Rios-Campos noted that the Family Fun Friday Night is August 4th and starts at 6 pm. The PlayEast mobile van will be at theevent and Council is invited to take a photo in frontofthe van with SenatorGorsek, Representative Hudson and Commissioner Stegmann, CityCouncil MinutesJuly25, 20231 Page 6 ADJOURNMENT With no furtherbusiness, the Council adjourned at 7:54 pm. M John Miner MAYOR ATTEST: CITY RECORDER City Council Minutes July 25, 20231 Page 7