City Council

*-t. Mayor Council President Councilors c"vw<Wood John C Miner Jairo Rios-Campos Lynnea Amend Mark dark DaraTan JOINTWOODVILLAGECITYCOUNCILAND URBAN RENEWAL MINUTES February 27, 2024 PRESENT Mayor John C. Miner, Council President Jairo Rios-Campos, Councilors Lynnea Amend, Mark dark and Dara Tan, City Attorney JeffCondit, City Manager Greg Dirks, Public Works Supervisor Erika Normine, Directorof FinanceSeth Reeser, LIRAVice-ChairStanleyDirks,URAMemberVictoriaMinnieweather,and interested parties. ABSENT None. CITIZEN COMMENTS (NON-AGENDA ITEMS) None. CONSENTCALENDAR A. City Events . Appreciation Dinner Upon motion by dark, seconded by Tan and passing 5-0, the Consent Calendar was approved. 2023 ANNUAL COMPREHENSIVE FINANCIALREPORT Tara Kamp from Pauly, Rogers and Co. presented the 2023 annual comprehensive financial report for the CityofWoodVillageandthe Urban RenewalAgency. Kampsummarizedthegoverningbodyletter included in the Council meeting agenda. Kampcoveredthe resultsofthefinancialstatements auditandstatedthe Cityreceivedan "unmodifiedand clean opinion" for the financial statements, explaining that the City passed with no reservations. Kampcoveredthe resultsofthe Oregonminimumstandardcomplianceauditandexplainedthattherewere a fewexceptionsrequiringcomment,whichweredetailed in a separatemanagementletterdated February 22, 2024, that noted just one accounting error. Kamp stated that the City keeps an excellent financial record and thanked Reeser and the Finance Department stafffor their work on the audit. Minerand Rios-CamposthankedCitystaffand Pauly, RogersandCo.fortheirworkon theaudit. CityCouncilMinutesFebruary27, 2024 | Page 1 GATEWAYSIGNDESIGNUPDATE G. Dirksdiscusseditems pertainingto the UrbanRenewalBond. G. Dirksrecappedthe2020LIRAbond wasjust under$3.4 million for projects. G. Dirks stated that completed Capital projects included City Hall utility relocation,fencingonArata Rd, newcrosswalks, Big Bellycans, gatewaydesign,and restroom design. G. Dirks explained thatjust over $3. 1 million had been spent to date, leaving monies still to spend. G. Dirksofferedoptionsto spendthe remainingfunds, includingan electronicmessagecenter(EMC) atthe north gatewayandaddingadditionalfundsto the parkrestroom project. G. Dirks explained that the City is asking to replace the gateway signs that were installed in 2004 and rehabilitated in 2009. Replacing the signs was budgeted in FY 2022-23. G. Dirkspresentedthenewgatewaysigndesigns. Rios-Campos asked if a designated space was considered for banner placement. G. Dirksexplainedthatthedesignalternativeconsidersthisoptionandthatthecurrentdesignallowsfor banner installation below the welcome sign on the stone facade. G. Dirkspresented a designalternativeforthe Northgatewaysignthatwouldincludea 4'x8'doublesided electronic message center (EMC). G. Dirks noted that the operating costs are approximately $3 perday with a lifespan of 12-15 years and a 7-year warranty. G. Dirksnotedthatthe EMCisfullycustomizableforCityevents, PlayEastprograms, and relevantnews and updates. G. Dirks stated that the EMC would not be used for commercial advertising. G. Dirks stated the EMCestimate is $50, 000with an expected $20,000 costfor electricity run by PGE. G. Dirks asked the LIRA Board for comments on the design alternative and using URA funds for the project. dark asked if the City would be using hotel/motel tax for this project. Reeserexplainedthattransientlodgingtaxwouldpartiallybeutilizedforthesouthgateway. Rios-Campos asked the URA Board for additional questions and comments. Miner stated that he likes the design alternative and the ability to add news updates, such as inclement weatheralerts. Minnieweatherstatedthatshealso likesthe design,butsheexpressedconcernthatthefundscould be usedforotheritems butdidn'thaveanyproposed projects. G. Dirks confirmed that there were currently no other LIRAboard proposed projects to use these funds. Tan askedifthe EMCwouldbedistractingfordrivers,such asflashingmessages. G. Dirksstatedthatthe EMCwouldfollowCityzoninganddevelopmentcode,whichdoesnotallowfor moving or flashing messages. Tan inquiredaboutpoweringthe EMCwithsolarpanels. G. Dirksexplainedthattheproject'sengineeringdesignfirm investigatedusingsolarpanelsforlightingbut had concerns over placement and vandalism. CityCouncilMinutesFebruary27, 2024 | Page 2 Amend asked for clarification on what the URA Board was being asked to decide on. G. Dirksexplainedthatthe URABoardis decidingbetweenthefirst presenteddesignwitha staticwelcome signorthedesignalternativewithan EMCforthenew Northgatewayentrancesign. G. Dirksnotedthe south gateway entrance will be a static sign. darkasked G. Dirksto clarifythattheCityisaskingthe LIRAto usetheirfundsforthis projectand ifthe purposeofthosefundswasto supportprojectsthatwouldbenefitthe community. Minnieweather asked if there was a time constraint on using the remaining bond funds. G. Dirksexplainedthatthe Cityhadalreadyspentthe required85%ofthebondmonieswithinthe required time constraint. G. Dirks and Condit stated that the concern would be earning interest on tax-exempt bond monies meant to bespenton Capitalprojects notas a revenuesource. G. Dirksclarifiedthatthe Cityhadn'tbeenearningmuch intereston thebond moniesuntilthisyear. S. Dirks stated that the LIRAboard seems on board with the EMC and asked about placing artificial plants in the gateway areas to avoid upkeep and maintenance. S. DirksstatedthatMultnomahCountyexpressedthe inabilityto maintainroadsidebioswalesand vegetation, and he offeredalternativesto theseareasthatwouldrequire less maintenance.S. Dirks expressed frustration with the overgrown and dead vegetation that wasn't being upkept. S. Dirks asked if there was money set aside for vegetation upkeep and for the south gateway G. Dirksexplainedthatthe southgatewayisfundedwithGeneral Fundmoniesandthe northgatewayis funded by LIRAfunds because it's within the agency. G. Dirks responded to S. Dirks frustrations and agreed that the County has little ability to maintain the roadsidevegetation, andthe City is looking into alternatives. G. DirksexplainedthattheCitydoes notwant to own the bioswales and will continue asking the County for directions on how to maintain them appropriately. G. Dirks stated that $30, 000 wasset aside to beautifythe City entrance island greenways and that roughly $8,000hadalreadybeenspenton artificialturfandotherbeautificationefforts atthenorthgateway.G. Dirksexpressedthatthe Citycould investigateartificialplantsandvegetation, aswell. Reeser discussed that the bond is for Capital projects and that the projects aforementioned by S. Dirks were for operations and maintenance, which may not fall under the scope of the bond. Reeser recommendednotusingbondfundsfortheseprojectsbut statedthatthe Citycould askthe bondcouncil if those projects would potentially qualify. G. Dirksagreedthattheseprojects maynotqualifyforthe LIRAbondfunds. Reeser explained that these add-on projects were being explored as right sized and impactful options for projects that were currently underway. Rios-Camposasked iftheseadd-onprojectswouldfulfill spendingthebondfunds. CityCouncil MinutesFebruary27, 2024 | Page 3 G. Dirks stated, yes, that between the newsouth gateway sign, the newEMC north gateway sign, and new park restrooms would utilize the remaining bond funds. G. Dirksaskediftherewasconsensuson movingforwardwiththe EMCatthe northgatewaysign. The LIRA Board voiced no objections. PARKRESTROOMDESIGNUPDATE G. Dirksstatedthatthe restroom designupdateisn'tan add-onbuta reallocation. G. Dirks explained that the current restroom facility is neariy 20 years old and needsto be replaced. G. Dirksdiscussedissueswiththe currentrestroomfacilitiesand explainedhowthe newrestroom update would meet community needs, City operation and maintenance abilities, andfit in with the overall aesthetic ofthe City. G. Dirksdetailed theprojectfunding sources asfollows: $550, 000available budgetfundswith$125, 000 from URAasfirstfundsin, $300,000fromARPA,and$125,000fromtheGeneral Fund ifnecessary. G. Dirksreviewedthe newrestroomfacilitydesignplans,whichincludeseightindividualunits, twoofwhich areADA-accessible,andthefacility'samenitiesandoperationalcapabilities. G. Dirks asked the LIRABoard for questions and comments and noted thatthe proposed design still needs to gothrough DesignReview. S. Dirksasked ifthe drinkingfountainwill includea bottle refill station. G. Dirks stated, yes, itwill be the same asthe current option, which includes a drinking fountain, bottle refill, and dog water station. Rios-Camposagainaskedforcommentsandquestions. Tan expressed that she liked howthe design ties in with the newCity Hall & Civic Center. Rios-Campos asked if a camera had been considered to monitor safety concerns outside ofthe restroom facility. G. Dirksstatedthatsecuritycameraswerean expensiveinvestmentand thattherewereconcernsover vandalismandtheabilityto capturehigh-qualityimagesthatcan leadto catchingculprits. Minnieweather asked if the design included vandal proofing. G. Dirksstated,yes, thedesignfirm includedvandalproofing. Amend asked if there were drains in each unit. G. Dirks confirmed that each unit had a drain for easy cleaning. The LIRABoardvoiced no concernsaboutdesign. G. Dirks reviewed the project's financials and next steps with potential construction starting in Mayand finishing at the end ofJuly. G. Dirks noted that a temporary restroom solution for park users may be needed in the interim during construction. CityCouncilMinutesFebruary27, 2024 | Page 4 S. Dirksexpressedthatit madesensetofree up General FundmoniesforotherprojectsanduseLIRA funds for this project. Rios-Camposstatedthathethinksthe newrestroomfacilitywill improve parkuserexperienceand benefit the community. The LIRABoarddid notexpressobjectionto increasingthe LIRAreallocationfundsforthis project. S. Dirksand Minnieweatherleftthe meetingat6:50pm, concludingthe URAportionofthe meeting. INVESTMENTPOLICY Reeserexplainedthatthe lastinvestmentbondswere nearlyten yearsago. Hestatedthatinterestrates have risen and stabilized, which is why the City is exploring an investment policy now. Reeserexplainedthatthe investmentpolicyis a guidingdocumentwithprioritiesandgeneraldirectionfor staffthatcommunicatesgoalsand intentions. Reeserstatedthatthereare manyorganizationsthatcan provideguidanceon Graftingan investmentpolicy. Reeserpresented a sample policypulled fromothercitiesand explainedthatthegeneral purposeofthe policyisto preserve capital, marketrateofreturn, liquidity, andconformwith regulations. Reeserpresentedareasfordiscussion,includingdelegation,approvedfinancialinstmments, prudencyand ethics, internalcontrols, criteriaforthird party, andreporting requirements. Reeser highlighted restrictions on what types, ratings, security length, yield return, and allocations can be used by staff. Reeser presented an example from the City of Corvallis. Reeserexplainedthe investmentpolicywasa recommendationandthatthiswouldbe broughtbackbefore Council for consideration and then adoption dependent on Council's interest. darkaskedabouttheguidelinesand currentinvestmentpolicy, dark asked Reesertoclarifywhatthe City is askingfor. Reeserand G. Dirksexplainedthatthe Citydoesnothavean officialCounciladopted investmentpolicy. Reeserexplainedthatthe Cityis askingCouncilto providetheguidelinesand parametersforan official investment policy for City staffto follow. dark expressed interest in learning more. Tan asked about an investment advisor and why the City isn't seeking one now. Reeser explained that staffwould follow an official investment policy to find an investment advisor. G. Dirksand Reesernotedthattheyweren'tsureanadvisorwouldbe neededbutwantedto include guidelinesforselectingone inthe officialpolicyregardless. Minerstated hissupportforan investmentpolicyandaskediftheannualbudgetauditwouldincludethe investment accounts. Reeserstated, no, itwouldnot, unlesstheCitydirectlyrequested it. Reeserclarifiedthattheactualtransfer offundsbetweenaccounts, includinginvestmentaccounts,wouldbeinvestigatedinthe annualbudget audit,though. CityCouncil MinutesFebmary27, 2024 | Page 5 Minerexpressedthathesupportsan investmentpolicyto ensureandgrowtheendingfund balance. Miner asked Reeserwhat is best practice. Reeserexplainedthatthe Cityhasan unofficialpolicyto notallowtheendingfund balancetofall below 15%ofa one-yearoperatingcost. Reeserstatedthepolicywouldbe structuredsothatthe Citywouldnot haveto borrowto maintaincashflowoperations. Reesernotedthatthe Cityhasa higher-than-average endingfundbalanceintheGeneral Fund. Miner expressed that the City has done well to maintain its ending fund balance. Miner asked Reeser if any calculation had been done on the return for a 5-year treasury bond. Reeserexplainedthatit dependson howmuch is invested andforhowlong. darkstatedthatReeserwouldincludethe investmentaccountsin hismonthlyreporting requirements, whichiswhyhealsosupports creatingan investmentpolicy. Miner agreed. Rios-Campos asked the timeline for considering an investment. G. Dirksexplainedthatanofficialpolicycould be consideredwithinthe nextfewmonthsorso andstated thatonceanofficialpolicyhadbeenadoptedthatCitystaffwouldexplore needsand bestpractices. G. Dirksestimated potentiallyendofsummer. Reeserestimatedtheendofspringorsummer. Rios-CamposandTanclarifiedthatthe policywouldprovideguidanceandtransparency. G. Dirks and Reeser stated that an official policy is also an insurance of how the City will operate moving forward. darkasked Conditifhe hadresearchedtheinvestmentpolicyproposal. Condit stated, yes, he had reviewed it in the Council packet, and it seemed a matter of best practice and not legality. Reeserand G. Dirksstatedthata proposalforadoptioncould be broughtbeforeCouncilinApril orMay. Rios-Camposasked howmuchstafftimewill be requiredto createan investmentpolicy proposal. Reeserexplainedthatoncea policyis createdthatitwon'tneedto bechangedfora whileand that exploring bond options, cash flow forecasting, best practices, and investing would be estimated around 40- 60 staff hours. DIRECTOROFPUBLICWORKSREPORT G. DirksrestatedthatJohnNiiyamalefthispositionasthe PublicWorksDirectoratthe beginningof February.G. Dirksdiscussedthe reorganizingof Niiyama'sduties:Norminewill be PublicWorks OperationsManager;Gallienwill be PublicWorksProjectsManager;and Hinderswill become a Management Analyst. G. Dirksexpresseda continuedneedto see howdutiesare reallocatedand managedand ifthere is a potential needforadditionalstaff. CityCouncilMinutesFebruary27, 2024 | Page 6 G. Dirks briefly discussed updates on current projects, including at Well 3 and the City's utility security. DIRECTOROFFINANCEREPORT ReeseraskedCouncilforquestionson the Director'sreport. Council had no questions. CITYMANAGERREPORT G. Dirksexplainedthatthenextdraftoftheannualperformanceplanwill bepresentedatthe nextCouncil meeting. G. Dirksstatedthatthethreecitiesmetto discussfire serviceoptionsand nextstepsandmentionedthat discussionsweregoingwell. G. Dirks asked Council for questions. Councilhadnoquestions. CITYATTORNEYREPORT Condit had nothing to report. MAYOR& COUNCILCOMMENTS Rios-Camposstatedthattherewasa No IvyDayon Saturday,March9th. G. Dirksdiscussedthepurposeofthe NoIvyDay. ADJOURNMENT Withnofurtherbusiness,the Counciladjournedat7:33pm. John C. Miner AH ST: MAYOR C\TfRECORDER CityCouncilMinutesFebruary27, 2024 | Page 7