City Council

l^ s&-y ^ Mayor Council President Councilors CTreOT. Wood John C Mmer JairoRios-Campos LynneaAmend Mark dark DaraTan WOOD VILLAGE CITY COUNCIL MINUTES SEPTEMBER 26, 2023 PRESENT Mayor John C Miner, Council President Jairo Rios-Campos, Councilors Lynnea Amend, and Mark dark, City Attorney Jeff Condit, City Manager Greg Dirks, Director of Public Works John Niiyama, Director of FinanceSeth Reeser, and interested parties. ABSENT Councilor Dara Tan CITIZENCOMMENTS (NON-AGENDAITEMS) None RESOLUTION 22-2023: WASTE MANAGEMENT RATE INCREASE Dirks presented the waste management proposed rate increase. Dirks presented the background on the Waste Management franchise agreement and previous rate increases. The franchise agreement enables a 10% rate of return, and the last increase was July of2022. The proposed rate increase is due to increased tipping fees by Metro and increased expenses for Waste Management. The rate increase is based on weight and is under $1 for the average residential customer. Overall, the proposed rates are comparable with neighboring cities. Dirks introduced Dave Huber and Mike Jefferies with Waste Management. Jefferies noted that Waste Management was trying to keep the rates steady for a couple ofyears but the increasedtippingfeesfrom Metro aredrivingthe needforthis rate adjustment. Amend asked for clarification on the 10% rate of return. Dirksrespondedthatthefranchiseagreementpermits a profitof 10%forWasteManagement. Miner asked ifthe rate includes yard debris and recycling and what the process is for not getting automatically billed when you aren't using the service, Jefferiesrespondedthat it's a bundled ratefor all threeserviceswith someopt outoptionsand that customers can call for a vacation holdto prevent billingwhenthe service is not used. City Council Minutes September 26, 2023 | Page 1 darkstatedthatthe WasteManagementstaffdoesan excellentjob, and he appreciatesthem. Heasked for clarification that this rate increase would not occur if it was not forthe increased Metro tipping fees. Jefferies responded thatthe last adjustment included a lot ofthe operational needs and that this request is just because of a fee outside their control. Dirksnotedthattherewasa large increaseseveral yearsagoandthe direction bycouncilatthetime was to do more frequent smaller increases instead ofa large increase after several years. It's been about 2% for the last several increases. Rios-Campos stated he appreciates the partnership and that they are mindful ofthe impacts of rate increases. He asked ifthey anticipate any more increases coming from Metro in the future. Huber responded that Metro indicated they will likely keep increasing the rate over the next several years. Jefferies added that they should knowwhat the next increase from Metro will look like in May of next year. There arediscussionsabouthowto getto the actual costofserviceofthetransferstationsandthat might have some impacton operationalcosts. WasteManagementis looking atwaysto keep operation coststo a minimumto help keepfuture increasesto a minimum. darkthankedthemfortheirhelpwiththe Cleanup Dayevent. Amend askedwherepeoplecanaccessinformationifthey havequestionson theirbill otherthan calling. Huber responded that there is an app that enables customers to see their account and service information. Amend askedifthe app showsrate increaseinformation. Jefferies responded that information would be on the website. Amend askedwhatthe increasewould befor averagecustomers. Dirks responded that the increase would be $0. 65 for the most popular service. He added that there's a linkon ourwebsiteto the WoodVillagespecificsite on WasteManagement'swebsite. Miner asked if the rate information was in the newsletter. Rios-Campos asked for confirmation that holiday trees can be disposed in lieu ofyard debris. Dirksconfirmedas long asthe tree is undersixfeetand notflocked. Dirks noted the rate increase was advertised in the newsletter, website, Gresham Outlook and on social media. Nocommentswerereceived. The rate ifapprovedwould be effectiveOctober1, 2023. Rios-Camposopenedthe publichearing. There were no comments. Rios-Camposclosedthe publichearing. Upon motion by dark, seconded byAmend and passing 4-0, Resolution 22-2023 was approved. City Council Minutes September 26, 2023 | Page 2 RESOLUTION 23-2023: PARK SYSTEM DEVELOPMENTCHARGE UPDATE Reeserpresentedthe proposed parkSDCrate increase. SDCchargesare neededfor infrastructure based on the master plan. Historically the rate has been increased for inflation based on the Engineering News Report Construction Cost Index (ENR CCI). The proposed increase is 3. 695% based on the ENR CCI from May2022 through September2023. Theeffectivedateofthe ratewould be October 1,2023. Amend asked ifthis increaseis for parks maintenance. Reeser explained that the SDC is charged for new construction to buy into the existing system and the fundscanonly be usedforcapital improvements thatresult in capacitygrowthsuch as purchasingpark land or adding amenities. Dirks noted that the capital improvement plan in the master plan includes engineering estimates at the time the plan was created, and these annual increases are used to keep up with construction cost inflation. Upon motion byAmend, seconded by Miner and passing 4-0, Resolution 23-2023 was approved. RESOLUTION 24-2023: UTILITY RATES Reeserpresentedthe proposed utility rate increase.The utility ratesfundthe maintenanceand operations ofthe water, sewer, street, and storm systems. In July, Donovan presented the recommended rate increases of4% for water and 8% for sewer based on the updated master plans and driven by large capital projects in sewer. Changes to the rate methodology forwater and sewer will be discussed at the October 10th meeting with a proposed change in January 2025 to provide time for meaningful communication and outreach with the community. Staffrecommends using the proposed 4% and 8% increases for water and sewer recommended by Donovan and indexing the streeVstorm fee bythe 6.4% CIP-U All Cities rate. The proposed rates would be effective January 1, 2024 and would result in a 6.6% overall increase for a typical single-family household. The proposed rates are comparable to neighboring cities, with Wood Village on the lowend ofthe waterratesandthe highend ofthe sewerrates. Minerappreciatesthe delayon changesto the rate methodologyto allowtime to inform residents. dark noted these rate increases are barely keeping up with inflation and that we'll likely need to look at higher increases in the future. Reeser responded that rates can be adjusted accordingly once the cost of projects is known and it's a balancing act. The pending changes to the rate structure will hopefully allow more flexibility to respond to volatility in construction costs or behavior of users in the system. Dirksaddedthat eventhoughweare still analyzingthe needforthe sewertrunk line upgrade,we decided to go ahead with the higher rate increase to get ahead a little bit in the sewerfund. Rios-Campos asked howthis increase affects multi-family customers. Dirksrespondedthatmulti-familycustomers suchas mobile home parksare allowedto bill the residents directlyifthey are individuallymetered. He addedthatthey can adda small administrativefee to cover theirbilling costs but not makemoney City Council Minutes September 26, 20231 Page 3 Upon motion by dark, seconded by Amend and passing 4-0, Resolution 24-2023 was approved. RESOLUTION 25.2023: 2023 NATURAL HAZARD MITIGATION PLAN UPDATE Niiyama presented the natural hazard mitigation plan update. This is a five-year multi-jurisdictional plan required by FEMA in order to get reimbursed during natural disasters. There was some staff time involved meeting with Multnomah County Emergency Management and a federal grant covered some ofthe update costs. The changes in the plan were presented to Council at the September 12, 2023 meeting. Amend asked ifthe plan is available online for the public. Niiyama responded that there is information available on the Multnomah County website. Dirks added that this is a technical plan that includes operational and security information not available to the public. He noted that the city's website contains resources for individuals to prepare their own emergency plans and supplies. Rios-Campos asked ifthe city provides any opportunities or events for residents to team about making an emergencykit. Dirks responded that prior to Covid the city had done some workshops for residents. Also, every newsletter includes an emergency management article. Niiyama added the newsletter and website also includes regional contacts for emergency management. Dirks noted that Wood Village and Gresham held CERT training for members in the community several years ago and there might be an opportunity to use some ofthe emergency management funds for a program. dark noted that his neighborhood meets routinely to update information and review an emergency response plan. Amend likesthe ideaofa CERTtrainingprogram. Miner asked why high wind events were not at the highest rating in the severe weather category. Dirks responded that staffcould ask Multnomah County Emergency Management to see how it was scored. It's likely that the highwind event risk pertains to loss of power and with a high percentage ofelectrical lines undergrounded we are seeing less power dismption with highwind events. Miner noted the report mentions the possibility of manufactured homes getting blown offtheirfoundations during highwindevents. Dirks responded that the city did a grant funded manufactured home tie down program 14 or 15years ago. Upon motion by Miner, seconded by dark and passing 4-0, Resolution 25-2023 was approved. City Council Minutes September 26, 20231 Page 4 DISCUSSION: GATEWAY SIGNS DESIGN/BUILD Niiyama presented an update on the gateway sign design/build project. The existing signs were installed in 2004, rehabilitated in 2009, and the current condition is deteriorating rapidly. The design/build RFP did not receive anybids. Staffhascontracted with RH2 to design the signsforunder$20, 000, andthe project budget is $180, 000. Once the design is complete, an RFP for construction will be posted. Separating the project into two components will hopefully allow smaller construction firms that don't have an in-house design team to bid on the project. The proposed design will be composed of a basalt base with decorative timbers and will be tall enough to include room for city event banners. The example shown is from Tillamook with our updated city sign overlaid. Tillamook provided us with some oftheir construction documents andthat informationwassentto the engineers. Dirks noted that the main problem with the current design is the deterioration ofstructural components and in the new design, the timbers will be more decorative and easier to replace if needed. dark noted the rock wall and arbor at his house has similar features. He suggested pre-building the sign in a couple of pieces that could then be put together on site so there is less traffic disruption. Niyama stated that the design will be presented to Council as it progresses. Amend appreciates that the city goals impacted bythe project are listed on the presentation. Miner agrees with dark that this is a great design. He added that he really likes the new Welcome to Wood Village signs installed on Halsey. Rios-Campos agreed that the design looks good and asked ifthere would be some elements from the Main Streets on Halsey project incorporated into the design. Dirks responded that basalt, timbers, and metal are common elements along the corridor and are part of the MainsStreets on Halseyproject. DISCUSSION: DLR PARK RESTROOM DESIGN/BUILD Niiyama presented the park restroom design/build project update. The current restroom is nearly 20 years old and is no longer optimal forthe park. Replacing the facility is part ofthe 23-24 APP and was budgeted at $550, 000 with $125, 000 from the LIRA, $300, 000from ARPAfunds and the final $125, 000from the general fund. The general layout ofthe proposed restrooms was 8 individual stalls with compatible designs and security features. The design/build RFP did not receive any bids, although one firm did a site visit. The estimate for a prefabricated unit came in around $600, 000 to $650, 000 not including removal of the existing unit or site work. The bulk of the costfor a prefabricated is the transport. We contacted LRSArchitects for an estimate and they responded the design would be about $80, 000 and construction came in around $500, 000. Staffrecommends posting an RFPfor design work since the LIRAfunds need to be spent by April of 2024. Once the design is complete, we can post a construction RFP with the hope that smaller construction firms are able to bid on the job. We might not be able to build the restrooms right away if the cost is prohibitive, but we would at least have the construction documents. There is also the possibility that we could manage the project in-house and bring in various contractors for parts ofthe project. The ARPA funds could be used for the sewer line ifthe restroom project doesn't proceed. City Council Minutes September 26, 2023 | Page 5 darksuggestedtrying to store the existingrestroom foruse at anotherpark. Amend was surprised by the cost ofthe project but likes the design ofthe new restrooms. Mineragreedit would begoodto go aheadwiththe designworkand managethe project in-houseif needed. Dirks noted that maybe another community might wantthe existing restroom, but may still be cost prohibitiveto move. Rios-Camposaskedaboutthe ARPAdeadline. Reeser responded that the funds must be contracted by December 2024 and spent by 2026. DIRECTOR OF PUBLICWORKS REPORT Niiyama presented the public works report. Staffhave been working on several projects. Code compliance ramped up in August and permits and inspections also increased. The water system loss hasdecreased. Miner likes the disc golf course. He commented that hiswife had picked up considerable litter and one of the PWworkersstoppedto assistherwithdisposal. Niiyama responded that it's nice to get positive feedback for staff. He is working on scheduling a Parks Commissionmeeting in October. Rios-Campos commented that the water system loss seems to be getting back to normal and it seems the upgradeis alreadypayingoff. Niiyamaaddedthat havingneweyeson the system hasalso been helpful. Amend stated the disc golfcourse is great and she's seen lots of people out there. She added that staff is great, and routinely clear, kind, and helpful during interactions. Rios-Camposaddedthatsomeone reachedoutto himto saytheyreally enjoyedthe discgolfcourse, and it waswell thoughtout. Dirksnotedthatthe course is marked on the newparkmaps. Staffareworkingon more permanentsigns for the holes. We also got a comment on social media about it being a good use oftax dollars. Also, we mighthave lessons at Pumpkin Fest. DIRECTOR OF FINANCE REPORT Reeserpresented the financereport. It'sstill earlyin the year, sothere are no trendsto highlight.We doubled the budget for interest revenue this year and it's likely we will receive more than that. The businessincometaxis still strong. City Council Minutes September 26, 20231 Page 6 CITY MANAGER REPORT Dirks presented the city manager report. There will be a fire service discussion at the next Council meeting. There will hopefully be an update on flood safety in October. There have been many recent complaints about the homeless and staff is working with the Hope team to see what options are available. There will be an update at the second meeting in October and they will also discuss the legal reasons for some of the constraintsin tackling the issue. Wearealsoadvocatingfor needsthat have not been met. Staffmetwith Multnomah County Transportation specifically about the lack of maintenance on 238th and Arata. The County does not have a plan to maintain those roads. We are working on possible solutions since the bioswales on Arata are not functional and there are several issues on 238th that reflect poorly on our City. We are trying to be positive partners while holding them accountable, but the current lack ofmaintenance is notacceptable. dark noted that the County continues to build things like bioswales but there's never money to maintain it. He also suggested sending them a code compliance letter. Miner stated that the City received a letter from a resident, and it was submitted to County staff. Dirks added that this was the most disappointing response we've gotten from the County, and we will work on getting the issuesaddressed.The Parshalltrunk linewasscopedwith a cameralastweek, andthe line is in good condition. The Climate-Friendlyand EquitableCommunities rulesfrom DLCDthatmandated parking and development restrictions were adopted in2022. The City is subject to Parking A rules which prevent the Cityfrom mandating parking within a half mile of a major transit corridor. The Parking B rules took effect July 1 and pertain to restrictions on new parking lots and the items a developer must complete to construct a parking lot. This part ofthe mandate had a waiver process that extends the deadline for incorporating these rules into the City's zoning and development code. The City's waiverwas approved, and the newdeadline is June of2025, giving us time to put together thoughtful approaches and to see how other communities handle the regulations. The City's Transportation System Plan was due to be updated with new metrics and standards and that deadline has been extended to 2028. CITYATTORNEY REPORT Conditstated the legislature hasnot publishedthe session lawsfrom the lastsession. He noted that one of the items in the last session increased the procurement thresh-holds were from $10, 000 and $150, 000 to $25,000and $250, 000, respectively. Thesethresh-holds determine when a government entity can direct appoint a contractor, use an informal process, or must use a formal RFP process. These amounts hadn't been increased in 10 years andwill go into effect January 1, 2024 MAYOR & COUNCIL COMMENTS Miner thanked Rios-Campos for covering the lastfew meetings. Rios-Campos noted the PlayEast 5k Dash is October 7th at 9:00 am and the Pumpkin Fest is October 28th at 11:00am. The GreshamSummitwaspostponed,and hewill let Council knowwhen it's rescheduled. Amend stated she would not be able to attend the 5K Dash, but she would be at Pumpkin Fest. CityCouncil Minutes September26, 2023 | Page 7 Rios-Campos stated he would not be atthe October 10th Council meeting. ADJOURNMENT With nofurtherbusiness,the Counciladjournedat 7:35pm. Jo . Miner MAYOR ATTEST: CITY RECORDER CityCouncil MinutesSeptember26, 20231 Page 8