City Council

Mayor Council President Councilors TYCT.WOOd JohnC Miner Jairo Rios-Campos LynneaAmend Mark dark DaraTan Village WOODVILLAGECITYCOUNCIL MINUTES FEBRUARY 13, 2024 PRESENT Council PresidentJairoRios-Campos,CouncilorsLynneaAmend, Markdark andDaraTan, CityManager Greg Dirks, Director of Public Works John Niiyama, Director of Finance Seth Reeser, and interested parties. ABSENT Mayor John C Miner, City Attorney JeffCondit CITIZENCOMMENTS (NON-AGENDAITEMS) Dirkspresentedfollowup on commentsfromthe previousCouncil meeting regardinghomelessnessand inclementweatherresponse. Staffelevatedthe homelessnessissuewiththeJointOfficeto getresources for the Hope Team. Most ofthe people living in vehicles along Halsey have been housed in a shelter or are on a pathway to more permanent supportive housing and Halsey is now empty. There is the possibility of somewinterweathertomorrowandstaffpreemptivelytreatedthe priorityroadsandparkinglotwithdeicer PUBLICSAFETYREPORT Lt. Stewart presented the public safety report, the Hope Team was successful helping the houseless on Halseybygettingthem intosheltersor housingandassistingwithsalvagingthevehiclesforadditional incomeforthem. He is proudofthe HopeTeam andtheirefforts.Therewere 18emergencycallsfor service and ninetrafficaccidents, most relatedto the severe weatherevent. Therewere 7 domestic related incidents, 106 non-emergency calls for service and 24 arrests, 13 ofwhich were for warrants. The MCSO did an enhanced public safety mission that contributed to the increase oftraffic stops from 80 to 108. There were2 vehiclesreported stolen, on parwithlastyear'saverage. SheriffMorriseyO'Donnellinvites Council to join the MCSO Polar Patrol team at the upcoming Polar Plunge. Rios-Camposappreciatesthe level ofteamworkandeffortto help assisttheindividualson Halsey CONSENTCALENDAR A. City Council Minutes . January9, 2024 . January23, 2024 B. City Events . Easter Egg Hunt CityCouncilMinutes February13, 2024 | Page 1 Upon motion byTan, secondedbyAmend andpassing3-0, the ConsentCalendarwasapproved. SEWERTRUNKLINE FLOWMONITORING Dirks presented the sewertrunkline flow monitoring project. Whilethe project is under$50, 000and does not requireCouncilapproval,weare presentingthe informationto beextratransparentin ourselection of the contractor since there are a limited number offirms that do this work. The number one project from the sewer master plan update is upsizing the main sewer trunktine from 15 inches to 27. Due to the estimated costofthisproject, staffhavetakenadditionalstepsto verifythe sizeneededandto makesurewhatever we build will meet the community's needs for the next 50 or so years. The trunkline was televised and it's in goodshapealthoughthereweresome partsthatwerequitefull. The nextstepoftheanalysisisflow monitoringthatwill verifyourflowsandthatcontributedby Fairview. Partofthetrunkline is a shared facility, and thatportion ofthe projectcostis proportionatebasedonflowpercentagecontributedbyeach city. Theflowmonitoring proposal includesthree locations.Thefirstis rightbeforethediversionto the238th liftstation andincludesflowsfrom originalvillageandTreehill. Sincethe liftstationdoesnotgetuseda lot, there'sa possibilityto betterutilizethisdiversionto reduceflowsalongthe restofthetrunkline.The second location is rightbeforethe Parshallflumeand includesall WoodVillageflows.Thiswill alsoservetoverify thedatafromthe upgradedSCADAsystem. Thethird location is rightbeforethetrunklineenters223rdand includesflowsfrom WoodVillageand Fairviewenablingus to determinetheirportionofthetrunkline project. The proposal isjust over $47, 000 and includes six months offlow monitoring to include both wet anddryseasons.Weare usingourcontractedengineeringfirm, RH2, forthisprojectandtheyare subcontractingwith US3to providetheflowmonitoringequipmentand data. US3wasthe lowerofthetwo flowmonitoringcompaniesthatprovideda quoteto RH2. Tan asked howwe decidedto contract with RH2. DirksrespondedthatRH2 is ourcontractedengineeringfirm. He addedthatwerequested a quotefrom Keller but did not receive a response and that there are only a few companies that do flow monitoring. Amend appreciates how thoughtful and strategic staff is about the improvements. Rios-Campos asked what portion ofthe trunkline would be upgraded if we proceed with the project from the master plan. Dirks responded that the entire trunkline will be evaluated. Rios-Camposasked iftheestimated$3.3 million isjustourportionofthetrunkline. Dirks responded that was the estimate for the entire trunkline and that Fain/iew's cost would be a portion of the cost for the section in Fairview. GRESHAMBURNBAN/FIRECODE Dirkspresentedthe requiredfire codeamendmentsandthe additionalpotentialcode Greshamsuggested. The City follows the State Fire Marshall code and that is updated every 3 to 5 years. The City's code was lastupdatedin 2010andwasrecentlyreviewedbyGreshamFire.Theysuggestedseveral updatesto keep it consistentwiththe State'scode. None ofthe revisionsalter howthe work is doneand updatesto codeto CityCouncilMinutesFebruary13,2024 | Page 2 be consistent with current operations. The second proposed change is a ban on backyard burning requested by Gresham. Backyard burning is meantfor excess yard debris and does not include barbeques, smokers, or recreational fires. Due to increased fire risk, Gresham banned backyard burning and lastfall wastheirlastburnseason. Agriculturalareasin Greshamarestill ableto geta specialpermitto burn. There are a lot of reasons to ban backyard burning including increased density, higherfire risk, and air quality issues. Currently there are a lot ofoptions to get rid ofyard debris including the City's yard debris drop offprogram andcurbsiderecycling. DEQcurrentlyprohibitsbackyardburningwestof 181stand could extendthatatanypoint. Banningbackyardburningwouldalso make it easierto prevent burning illegal items. Tan asked howthe ban would be enforced. Dirks responded that Gresham Firedoesthe enforcement along with education orany citations. Tan asked if itwould be considered a top priority ifsomeone called 911 to report burning. DirksrespondedthatGreshamFiredoestreat it asa priorityespeciallyduringthesummermonths. The current code allows 10specific bum days each spring and fall. Ifthe burn ban is adopted itwould not take effect until fall, so residents would still be able to burn this spring, giving plenty oftime to educate the community on the change. Council could adopt the burn ban in March or consider adopting it later after community outreach. Rios-Camposhowmanypeople dobackyardburning. Dirks responded thatwe don't know how many people use the burn program. A lot ofwhatwe see are people notfollowingtheexistingrules. Rios-Campossuggestedusingthistime asan opportunityto educatethecommunityand makeit clearthat it's enforceable. We could also look at possible extending the yard debris drop offprogram orofferother opportunities. Tan notedthattheamountofpeoplethatwould be impactedseemsverysmalland6 monthsis a longtime to educate and provide alternatives. Dirkssuggestedadoptingthechangespertainingto the Statefirecodein Marchandbringingbackthe bum ban laterto allowforoutreachand educationoftheproposed change. Council agreed. Dirkswillworkwith Greshamto see howtheycommunicatedthe bum ban. BUDGETCOMMITTEERECRUITMENT Reeserprovided informationaboutthe budgetcommittee and its purpose.Thebudgetcommittee reviews the City Manager's proposed budget and approves it before Council ultimately adopts it. Citizen members areappointedbythe Council, must live in WoodVillageandbequalifiedto vote in an election.The minimum number of citizen members should be equal to the number of board members, so 5 members for the Cityand 7 membersforthe LIRA.The Citybudgetcommittee currentlyhas2 citizenmembersandthe URAbudgetcommitteedoesnothaveany. Budgetcommittee memberswouldneedto beappointedby City Council Minutes February 13, 20241 Page 3 the April 9th meeting to allowtime for an orientation before the budget committee meeting. Reeser noted that staffand/or Council good do outreach and direct solicitation ofother City board members and communitymembers. Dirks added that the last newsletter included a notice about the openings, and we did not receive any applications. Tan asked what the time commitment is for a budget committee member. 1, Reeserrespondedthatthereistypicallyonlyone requiredbudgetmeeting althoughthereare sometimes additional meetings to discuss budget related topics. Councilor dark arrived at 6:46 pm. Dirksaddedthatnewbudgetcommittee membersreceivean orientationto explainthe budgetprocessand review the 5-year financial projections. Amend suggestedbothstaffandCouncilreachoutto people. Dirksrespondedthatstaffcould askexistingor pastplanningand parkscommissionmembers. Rios-Campos agreed and suggested that Council also talks to community members and offersuggestions atthefirst meeting in March. COMMUNITYGARDEN Dirkspresentedthe backgroundon the communitygarden.Theprogramranfrom2010to 2017attheold City Hall site. The first two years a fee was charged and the second year most ofthe plots were vacant, so theywere offered forfree the remaining years. There were 2510 ft by 10ft plots with about 10to 15 gardeners, some with multiple plots. There were not anyvandalism issues, butthere were maintenance issues due to people not taking care oftheir plots. The three-city area does not have any public community gardens. Gresham has several community gardens operated byan outside organization. There was a tentative plan fora community garden atthe WoodVillage Baptist Church, butthere is no information on how it might operate. We have received calls from prior users and newcommunity members asking about the availability ofa community garden. One suggestion would beto install raised bedson the south side of City Hall with hasavailable waterand plenty ofsunshine. Wewould need to craft rules and fee structures for a newcommunity garden. Wecould try to get it open this spring orworkon a plan for nextspring. Amend noted this would bea great program and it makes sense to take time to develop the program and generate interest. DirksnotedthatadditionaltimewouldgiveCounciltimeto considerthe rulesandfeesandwecouldadd the implementationto thebudgetfornextfiscalyear. Tan asked how much ofthe field would be impacted. Dirks responded the thought would beto start with 12 beds and see howit goes. There's time tb work on the proposalandgaugecommunityinterest. CityCouncilMinutesFebruary13,2024 | Page 4 Rios-Campos added that we could start out small and seewhatthe demand is. Wewould need to make sure it works with the rest ofthe field programming. COUNCILRETREATRECAP Dirkspresentedthe council retreatrecapandtopicsdiscussed.Topicsincludea recapof2023,a reviewof the mission, motto, valuesand goals,fire service,thefive-yearfinancialprojections, masterplans, community engagement, nextyear's annual performance plan and team building. The majority ofthe day wasspent on fire service and the option ofa fire district to get service that more closely matches the medical needs ofthe emergency calls. Council decided on an aggressive timeline to move forward on a district whileworking on negotiations with Gresham. Several engagement opportunities were presented around some targeted topics along with general topics. Staffhas met with Troutdale andwill be meeting with Fairviewlaterin themonthto discussfire service.Thereis alsoanotherthree citiesmeetingscheduled forthe endofthe month.Staffputtogethera draftstakeholderlistfortargetedoutreacharoundfire services. A draftAPPwill be presentedto Councilin MarchforadoptioninApril beforethe budgethearing. Amend noted that she really enjoyed getting to knoweveryone better and is glad wework so well together. Tan notedthiswasherfirstretreatanditwasreallyenlighteningto understandbetterhoweveryonethinks and how we get to decisions. dark really enjoyed it and suggested switching the outside and inside groups during the circle exercise next time. He appreciated the fire discussion and the work that went into it. Rios-CamposaddedthatCouncilandstaffall gravitatedinthesamedirectionthroughtheconversations. Hethought the retreat wasgreat overall and we came out ofit with good direction. Dirksadded there was a lot of solid direction on multiple topics for community outreach, engagement, and educationforstaffto startdevelopingsome programs. ADJOURNMENT With no further business, the Council adjourned at 7:16 pm. John C. Miner MAYOR ATTEST: ff^ CFTYRECORD CityCouncil Minutes February13,2024 ] Page 5