City Council

^.. Mayor Council President Councilors " CTreCT. Wood John C Miner Jairo Rios-Campos Lynnea Amend Mark dark DaraTan Village" WOOD VILLAGE CITY COUNCIL MINUTES NOVEMBER 14, 2023 PRESENT Mayor John C Miner, Council President Jairo Rios-Campos, Councilors Lynnea Amend, Mark dark and DaraTan, CityAttorney JeffCondit, City ManagerGreg Dirks, Directorof PublicWorksJohn Niiyama, Directorof FinanceSeth Reeser, and interested parties. ABSENT None CITIZENCOMMENTS (NON-AGENDAITEMS) Amendwantedto acknowledgethe genocideand ethniccleansing in Palestine.Thoughtit would beclear and it's so complicatedfeels like it would be remiss. CondemnthewaragainstPalestine. Couldn'timagine that in our community. PUBLIC SAFETY REPORT Lt. Hemsworth presented the publicsafetyreport. Therewere 133dispatchedcallsforservice and 169 self-initiated. Emergencycalls forservicewereat 3 minutes, 57 secondson average,which is slightly belowaverageand non-emergencyat7 minutes41 seconds, which is aboutnormal. Therewere4 hitand run accidents, all parked vehicles. Therewereseveral communitycontacts, and a deputy attendsthe Treehill Condominiumsmonthly meetings. There were4 vehicles reported stolen, whichis slightlyabove average. Mineraskedwhythe reportshows 10stolen vehicles in the call summary, butonly4 on the detail page. Lt. Hemsworth respondedthatcalls mightlist thatas the complaint, butwhena deputy responds it was likely determined that it wasn'ta stolen vehicle. Dirks noted that he participatedon the community panel forthe Lieutenantposition interviews and appreciated the thoughtfulness and thoroughness of the vetting process for a leadership role and the dedicationto communityservice. He addedthatthe MCSOseemed to reallyvaluethe inputof the community panel. Rios-Camposcommented thatthe MCSOseems to be really trying to engagepartners and the community in a meaningfuland thoughtfulway City Council Minutes November 14, 2023 | Page 1  CONSENT CALENDAR A. CityCouncil Minutes . October 10,2023 B. City Events . 8th Annual Pumpkin Fest Debrief C. 2024 OLCC Liquor License Renewals D. 2024 City Council Meeting Dates Rios-Campos stated thatthestaffdid a tremendous job atthe Pumpkin Festand itwas a hugesuccess. He participated aspartofPlayEastandranoutof300bagsin 2 hours. Therewasthoughtfulness behind everything, and everyone seemed to have fun. DirksthankedtheCouncilforparticipating intheactivities. Thereweresomerecommendations toimprove the event next year. Rios-Campos thanked Caroline fordoing a greatjob with the event. Upon motion byAmend, seconded byTan and passing 5-0, the Consent Calendar wasapproved. DLRPARKRESTROOMDESIGNBIDUPDATE Niiyamapresented an updateontheparkrestroom design bid.Thedesign RFPreceived twoformal bids and one informal bidfrom ourengineering firm RH2forthe restroom design. Wereceived a design bid from Koble Creative below$30, 000. Staffchecked references andthey have done a lotoflocal work in the area. Contracts under $50, 000 do not require Council approval and staff intends to award the contract to Koble Creative. Rios-Campos asked whythere wasa hugedifference between the bids. Dirksresponded thatwhenyou pulloutthearchitectural aspects andjust lookattheengineering side, they are about the same bid wise. LRS had about 160 hrs as opposed to 40 hrs from Koble for architectural and theyhadsignificantlyhigherhourlywages.Therestroom ismuchmorebasicthanourcityhallproject. Miner asked if Koble is a local company and how long it's been around. Niiyama responded they are local anddo mostly commercial work. Dirksaddedtheyhavebeenaroundabout8 yearsandtherestroom isa 20by24buildingwithbasic utilities and there's not a lot of architecturalwork. Niiyama staff recommends moving forward with the design from Koble and will reevaluate once we receive the construction bid. Dirksaddedthedesignshould becomplete bytheendofJanuary. Rios-Campos asked ifthisgets usbacktotheoriginal budgetfortheproject. Dirksresponded thatithelps, butwewill haveto seewhenwegettheconstruction bids. City Council Minutes November 14, 20231 Page 2 ODOTIGAFORRIGHTOFWAY PARCEL Niiyama presented the ODOT IGAfor the right of way parcel off238th Dr. ODOT owns a parcel on the east side of238thjust south of Sandy between ARCO and Jack-in-the-Box. The parcel isjust under 1/2acre and was part ofthe ODOT 184 interchange project. City staffhave had to deal with issues like parked vehicles, graffiti, and litter in that area for several years and we would like to resolve issues faster than ODOT does. ODOToffered to relinquish the property for free. The City evaluated the property and the storm drains. The storm drainsarefunctional, butthe asphaltwasin poorcondition. The Cityasked ODOTto do a grind and overlay on the asphalt before we would acquire the property. Itwould be beneficial to own the property and be able to resolve issues in a timely manner. Once the repairs are completed by ODOT, it should be a minimal cost to maintain. Dirksaddedanotherbenefitis if there is any redevelopment in thatarea, wewould be the road authority ratherthan ODOT. dark askedwherethestorm drainsgo and ifwewould be responsibleforthem. Niiyamarespondedtheydrain into the Countystorm drainsystem on Sandyand wewould haveto maintain them. Oncethe IGAis finalizedit will be broughtbackto Council. PARKS COMMISSION RECAP Niiyama presented a recap on the Parks Commission meeting. The Parks meeting in October discussed the multipurpose field restoration, CDBG project, signage, disc golfcourse, staffing, restroom project, and the upcoming CDBGprojectsubmittal for2024.A coupleofprojects weresuggestedforthe CDBGgrant. Adding more tables and barbeque pits to the area behind the splash pad in a continuation ofthe recently completed CDBGproject. Taking elementsofthe HawthorneTrailheaddesignto add a natureplay in the open are in the NEcomerofthe park. Proposed projects will be broughtto Councilearly nextyearfor the March 2024 submittal to CDBG. Minerasked howmuch the grant is for. Niiyama responded the grant is anywhere from $70 to $80 thousand and we won't know the amount until March, Rios-Campos asked ifwe are updating the sign at Hawthorne to match the rest ofthe new park signage. Niiyamarespondedthatthe signs at Treehill will be replaced and all the existing signs are being evaluated for upgrade. Dirks added we are still working on the entry sign design. Niiyamanoted the ParksCommissionwasalso very big on lighting being incorporated intowhateverproject we move forwardwith.Wecould potentially add additionallightingwith the restroom, nature play or picnic table projects. Amend noted that the trail around the field is very dark, City Council Minutes November 14, 2023 | Page 3 Dirks added that the parking lot lights are too shielded, and we are working on increasing the lighting with less shielding. Niiyama noted other parks recommendations include tree city, tree ordinance, or tree removal/replacement program. Thatwill bediscussedduringthe Council retreat. Amend asked what a tree ordinance would look like. Niiyama responded it could require a permit to remove based on size and they would be required to plant a tree. Dirks added it could prevent trees over a certain diameter from being removed if the tree is healthy. The tree city program has changed since the last time we looked at the program. There are some grey areas in our planning code that could be tightened up to get appropriate trees replaced if they need to be removed. dark added that new neighbors have cut down all the trees on their property, primarily to avoid raking up leaves and it impacts the canopy. MAIN STREETS ON HALSEY REDIRECTION Dirks presented an update ofthe Main Streets on Halsey project. This effort to build out the corridor in a unique and cohesive manner that fits a collective vision, started in 2016 as a three-city initiative and shortly after included Multnomah County. The first project completed was a full economic analysis that looked at the opportunities and obstacles along the corridor for development or re-development. There was a planning effort in 2019 that reviewed the zoning and development codes for each community for barriers to development, inconsistencies, and opportunities to expand the code and development options. For Wood Village code changes included new uses, increased heights and height bonus, potential for parking reductions, and consistent but flexible design elements and was adopted in 2021. We received a TGM grant in 2020 to look at the road template and work started in late 2022. Since Halsey is already built in Wood Village, there was not a lot of updating. Fairview looked at their road template since they wanted to add on street parking in areas. Edgefield was the biggest opportunity since they own both sides ofthe road and it's notdeveloped. It lackssidewalks,lighting,and a shoulderon one side. It's been a circular conversation with Edgefield. Recently Multnomah county had taken over the conversation with Edgefield and it seems Edgefield wants to keep it fluid as it develops over time. However, something needs to be done sooner rather than later for safety reasons. Minerasked ifTroutdale wasofferingany input. Dirks responded that Troutdale has taken steps back from the original concept since this effort started basedon theirperspective. Rios-Campos noted that Troutdale is going to let Edgefield do what they want, because they are more concerned about their downtown and confluence project. Dirks responded that Edgefield is similar to the Greyhound parcel, and it will develop as it develops. The County is trying to playa largerrole in the process. City Council Minutes November 14, 2023 | Page 4 Amend noted that peoplefrom all communities usethe bus stops by Edgefieldor ridetheirbikes along that sectionof road and it needsto be improved forsafetyreasons. Dirks agreed and added that other than preventing things that don't make sense forWood Village, the road template around Edgefield is one ofthe most important parts ofthis effort. Miner suggested bringing these issues up with the County during the monthly meetings as it's a safety issueforourcommunity. Amend asked ifthere is a wayfor us to push forsidewalksthere. Dirksrespondedthatwe could tell the Countyas theyown the road, buttheycan do whattheywant. Rios-Campos suggested trying to put pressure on the County. Dirkscommented thatthere hasbeen a lot ofwastedtime withthe current effortand Edgefieldis the priority. There was a branding effort in 2022 and nothing was adopted. There was good community engagementthatincluded someWoodVillagecommunitygroups and members. Itwasvery enlightening and thoughtful and kind of confirmed where we want to take Halsey. The different work groups and cities couldn'tagreeon taglinesand logos and that's whereit ended. The HalseyCorridorCollaborative Committee (HC3) wasformed in 2017to be a constantdrivingeffort keepingthings moving forward but they haven't met since April. The current TGM project has purposefully left the committee out of the process. In the future, the HC3 could play a role in advocating for improvements for grant opportunities. The TGM should wrap up around Febmary 2024 and each city will get to consider adopting the changes to theirtransportation system plan as well as the County's transportation system plan. Ifthe County approves the plan, then there is the opportunity to apply for grants for improvements. We will continue to advocate for our Halsey vision and look at additional improvement opportunities in addition to advocating for improvements by Edgefield. We have alreadyaddedthree crosswalksalong Halsey andwill be installing three solar compacting garbage cans near the transit stops, The newgarbage cans have a wrap that really promotes WoodVillageand hasour motto on the backside. There are messagepanelstoo so wecan promote differentthingslikeTriMet's app, cityevents, projects, etc. We are alsoworking on refreshingthe gateway signs and islands. Rios-Camposasked ifwe mentioned the trash cans and signageto the othercitiessincetherewasa lot of push back about the crosswalks. Dirksrespondedthatthe crosswalkswere alreadyin the County's plan and therewasnothing preventing the other cities from building crosswalks. We already waited on the branding effort for two years and couldn'tdelaythe trash cans any longer, Rios-Campos suggested reaching out to TriMet to see if they would consider installing them at other bus stops along Halsey. Dirks responded that we could talk to TriMet about improvements to other bus stops. We can also do some messaging for the TriMet app, there's lots of cross promotional opportunities. Minerasked ifthe garbagecanswill be secure. Dirksrespondedthattheywill be anchored in concrete, CityCouncil Minutes November 14, 20231 Page 5 Minter asked if it would be difficult to move them later. Dirksreplied thattheycould bemoved ifneeded andthattheyaresectional so individualcomponents can be replaced ifdamaged. Tan asked ifwecould let local businesses advertise on thegarbagecans. Dirks responded thatwecould butwould have to look carefully atthe policy. Wedo have an advertising policyforthe newsletter. Rios-Campos suggested asking TriMet abouttheir advertising experience. Miner added that it would be good to promote our local businesses. Dirksnoted thatwecould lookatoptions to permitadvertising. To recap,forthecurrentTGM projectwewill continue to advocate forEdgefield andWood Village and remain partofthe HC3. GRANDRONDEMEETINGRECAP Dirks presented a recapofthe meeting with the Confederated Tribes ofthe Grand Ronde (CTGR). Discussiontopics included thegamingapplication hiatus, currentzoning, andnon-gaming development options such asfamilyentertainment, housing, ormicrocommercial pods.Theyarepausingthegaming application dueto thepolitical environment. TheirCouncil members talked aboutthe historyoftheGrand Rondeandtheirexperiences growing upon a reservation. The meeting concluded witha tree planting ceremony in the arboretum for Kathryn Harrison. ANNUAL CITY COUNCIL RETREAT Dirks presented the potential council retreat discussion options. The purpose ofthe annual retreat is to communicate thebudgetprojections, facility masterplans, ongoing projects, team building, discuss priorities andwhatwewanttodomovingforwardandto structure theupcoming annualperformance plan. The proposed location is here at City Hall and forlogistical reasons it is not live streamed, but it isan open public meeting. Proposed topics include: . Recaptheaccomplishments ofthepastyearoryears, andthechallenges andopportunities inthe year or years ahead. . Discussion/Review ofthe mission, motto, values, andgoals. . Team Building . Five-year Financial Projection . Fire Service- whatdoesa firedistrict andfinancing look like . Homeless Services - service gaps & howcan we have advocate/partner for better services . Transportation and Road Authority . Outreach and Engagement on the above items City Council Minutes November 14, 20231 Page 6  . MasterPlan Updates . 2024/25APP Development Minernoted that's a lotoftopics to coverand it would be hardto thoroughlydiscussall oftheseat the retreat. Rios-Campossuggested thatthe Council start makingconnectionswithour regional partners to start mobilizingon some ofthese issues. It looks likewe maywind up leadingthe effortand as westart developing an intentional plan, it would be good to get the other cities focused and engaged in the effort to makea meaningful impact. Dirksrespondedthatcertainlyforfire, homelessness, and transportationwecan discusshowto communicatewithour neighborsand strengthen the direction. Amend likesthe ideaofusingtheseopportunitiesto partner. Minernoted weare trying to workwith ourneighborsand look at the region as a whole. WoodVillageis representing the three cities in a lot ofdifferentways.Weshould have a conversation and thinkabouthow we can be representative ofourcity and speakfor the regionso wecan influencesomeofthesetopics. We would need to putsometime limitson the topics and the consultantwould need to keep it tightto get through alt ofthese. He asked ifthe transportation and road authoritytopiccould be a workshopinstead. Dirksnoted thatthe transportation topic is internallydriven, and wecould discussit duringa Council meeting or add it to theAPPfora more thoroughevaluation. He noted that homelessness is a highpriority item. We needto determinewhatto advocatefor and howto partnerwiththe othercities, butit doesn't need to be a retreat item, Miner stated that the five-year financial projection and fire services topics are critical. Amend asked ifwe are usingthe samefacilitator. Dirksrespondedthatthe facilitatordid a goodjob lastyearon team building and keepingthe discussion moving forwardand staffrecommends usingthe samefacilitator. Mineraddedthatthe facilitatorspokewith Council priorto the retreatto get perspectives and thoughtsso everyone is more prepared forthe retreat. Dirks suggested removing the homeless services and transportation topics from the retreat and bringing them backto futurecouncil meetings. Rios-Camposmentioned thatparks are also an importanttopic, andwecould let the pre-retreat interviews refinethe agenda. Dirksasked ifeveryonewasavailableFebruary 10thfrom 8 am to 4:30pm forthe retreat. Council agreed. City Council Minutes November 14, 20231 Page 7 DIRECTOROF PUBLICWORKSREPORT Niiyama presented the public works director report. Staff installed the turf atthe 238th medians. Tany's has final inspections scheduled and Chipotle is still in progress. Staffis getting readyforwinteroperations and cleaning leaves from storm drains. There have been several residential waterservice line replacements overthe lastcoupleofweeks. DIRECTOR OF FINANCE REPORT Reeser presented the finance director report. There was a change to one ofthe graphs to depict what funds own the investments, part ofthe cash balance. Miner appreciates the new graph. OTHER Amend asked about the upcoming events. Dirks responded thatthetoy drive collection event is atWalmart, Kohls, and Fred Meyers on November 25thand the toy distribution is on December 9thattheWood Village Baptist Church. The Turkey drive is at Smith Presbyterian Memeorial Church November 18thfrom 2 to 4 pm and the Tree Lighting is Dec2ndfrom 5 to 6 pm. dark mentioned he as photos ofthe newconstruction at PDXand would like to show Council. Dirks responded that we would add it to the January agenda. Rios-Campos reminded everyone aboutthe Metro mixer December 7thfrom 3:30to 5:30pm. ADJOURNMENT With no further business, the Council adjourned at 7:56 pm. ^ John C. Miner MAYOR ATTEST: ^ CITYRECORDER City Council Minutes November 14, 20231 Page 8