City Council

<%? Mayor Council President Councilors cmw,Wood JohnC Miner JairoRios-Campos LynneaAmend Mark dark DaraTan ?e WOODVILLAGEC\Tf COUNCIL MINUTES March 12, 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 Operations Manager Erika Normine, Directorof FinanceSethReeser, and interested parties. ABSENT PublicWorksProjects ManagerBeckyGatlien. PROCLAMATION:APRILAS PARKINSONSAWARENESSMONTH Tan readthe proclamationannouncingApril as ParkinsonsAwarenessMonth in WoodVillage. KevinMansfield,a residentofPortland, Oregon,andan ambassadorfortheMichaelJ. FoxParkinsonsFoundation, thankedCouncilfortheirproclamationandthe Cityforallowinghis ParkinsonsSupportGroupto usetheCouncil Chambers for a meeting earlier in the day. CITIZEN COMMENTS (NON-AGENDA ITEMS) Dirks relayed that a community member living on Sandy Boulevard called last week to address the houselessnessand RVslocatedon SandyBoulevardnearthedead-endcul-de-sac.Heexplainedthe City wasawareofthe RVson SandyBoulevardand stated it wasthe nextCitypriorityafterassistingthe houseless living on Halsey. Dirks addressed the reluctancy of those living in RVs to relinquish their "homes" to accept services and statedthe CityisworkingwiththeJointOfficeto addressthe needfora locationforthoseliving in RVshere in East Multnomah County. He stated that once the houseless community on Sandy Boulevard had either accepted services or relocated the City would install physical barriers to prevent a recurrence of this activity. Dirks discussed the City's cooperation with the MCSO HOPE Team and the City's continued efforts tq communicate with the Joint Office to express the ongoing need for houseless services in East'M'ultnomah County. PUBLICSAFETYREPORT Lt. Hemsworthpresentedthe publicsafetyreportwhileLt. Stewartwasunavailableforthe meeting. CityCouncilMinutesMarch 12,20241Page 1 Lt. Hemsworth reviewed public safety stats for February 2024:116 dispatch calls with 179 self-initiated; 2 hitand runs, both involvingunattendedvehicles;and2 reported stolenvehicles. Hediscussedthe progress towards initiating the Comfort Dog program. Dirks asked Lt. Hemsworth to refresh Council on the Comfort Dog program. Lt. HemsworthexplainedtheComfortDogis a therapydogto providecomfortfordeputiesandcommunity members. Lt. Hemsworth recapped the MCSO Polar Plunge that was held in February. Dirksdiscussed his recent involvement in the MCSOsergeant review panel and the thoroughness ofthe MCSO recruitment process. Lt. Hemsworth thanked Dirks for participating in the panel. Rios-Camposstated heheardofa newjointeffortto combatretailtheftandtrafficsafety. Lt. Hemsworthdiscussedthe multi-agencypublicsafetymissionon Friday, March8thto combatretailtheft in Wood Village, Fain/iew, and Troutdale that resulted in 43 traffic stops, 10arrests, 1 confiscated handgun, and recovered just under $2, 500 ofstolen merchandise. Council thanked Lt. Hemsworth for his presentation. CONSENTCALENDAR A. City Events . Clean Up Day B. New OLCC Liquor License . Arco AM/PM - BP Products North America Upon motion bydark, secondedbyTanand passing5-0,theConsentCalendarwasapproved. DISCUSSION:PLAYEASTUPDATE Rios-Campos presented the PlayEast annual report. Rios-Campos stated that the FY22-23 Winterterm served 194 participants, whichwas a 75% increase from the last fiscal year. Rios-Campos explained that PlayEast launched a newparkour course with a local business, Parkour Revolution, and began a pilot program offering four programs within the City of Gresham.The FY22-23Springterm served 193participants,whichis a 34%increasefrom lastyear. Rios-Campos reviewed yearto year registration and stated thatthe program registration is up49% and registration revenue is up 74% from the lastfiscal year. The increase could be dueto the increased number ofsummercamps,theadditionofnewprogramming,includinginthe CityofGresham,andthe registration cost to run these programs. Rios-Camposcommentedthatthe FY22-23Summerterm served 197 participants,a 17%increasefrom lastsummer, whichwaslowerthan expecteddueto the large numberoffamiliestravelingduringthe CityCouncilMinutesFebruary27, 2024, | Page 2 summer. He discussed the Summer Lunch Program in partnership with the Reynolds School District and the launchofthe mobile PlayEastvan. Rios-Campos stated the Pf'22-23 Fall term served 231 participants, a 46% increase from last fall and a 144% increasein the numberofprogramsoffered. Hestatedthat PlayEastsigneda two-yearcontractto offerprogrammingwiththeCityofGreshamin May2023and mentionedthatPlayEasthasbeenableto cover100%ofprogramexpendituresthroughits program revenueforthe last5 out6 years. Rios-Campos discussed the 15 community events at which PlayEast either participated or hosted and notedthatstaffarenowplanningthe Spring/Summer2024programmingandanticipategrowthin registration.He mentionedthatCommissionerStegmannannouncedan amendmentto providean additional $45, 000 to youth programs, available through a grant to PlayEast, in EastMultnomah County through a partnership with the Department of Criminal Justice Family Services and the SUN Program. darkasked if PlayEastwastakingoverrecreation programmingfortheCityofGresham. Rios-Campos stated that the City of Gresham does not currently offer their own recreational programming, so PlayEastis nowofficiallycontractingwiththeCityofGreshamto provide quarterlyprogrammingin Greshamfor$10,000perquarterandwill reimburseforscholarshipsawardedto Greshamresidents regardless of the program location. darkexpressedhisexcitementoverthenewpartnership. Rios-Campos explained how the partnership with the City of Gresham was operating and how PlayEast staff ensure their level of service in programming. Miner stated his appreciation for PlayEast operating the Summer Lunch Program and asked ifthe Reynolds School District (RSD) was providing the food for this program. Rios-CamposconfirmedthatRSDwasproviding meatsforthose 18andunderandexplainedthatPlayEast has made their lunch sites family-friendly with PlayEast reimbursing the school district for meals for those 18 and over. Minerasked Rios-CamposwhatPlayEastmaylook like in fiveyearsorthefuture. Rios-Campos discussed that the vision for PlayEast is largely set by the Board but that he looks to continue growingexistingpartnerships, likethe partnershipwiththe CityofGresham, ina morepermanentmanner. He also stated that the program should look at investing in more capital, such as a central facility space. Tan asked how PlayEast decides what programs to offer. Rios-CamposexplainedPlayEastreviewswhichprogramscontinuetofill upand theirpartners'capacityto offeradditionalprogrammingandifthereis a needfornewpartnershipsto offerpopularprograms. Healso statedthattheyaskforparticipantfeedbackforinputon newprograms,whichhe notedoften includesswim lessons, and statedthatthiswouldbean exampleofa needfora newpartnerwithanexistingfacility. Tan commented that Reynolds Middle School has a swimming pool. Rios-Campos explained that Reynolds Middle School does not operate or manage the pool. City Council Minutes February 27, 2024, |Page 3 dark noted that he could see the need for a permanent facility with amenities as the program continues to grow. Rios-CamposstatedthattheWoodVillageCityHaltand DonaldL Robertson Parkoffernecessities,like restroomsand runningwater,whichallowsthemto offerprogramsinthosespaces. MinerstatedthatPlayEasthasstepped intofill voidsandwill continueto fulfillcommunityneeds. Dirks asked Rios-Campos to explain the scholarship reimbursement program. Rios-Camposdiscussedhowtheirscholarshipsmirrorthe RSDfreeandreducedlunch program. Rios- Campos stated thatfamilies fill out a short questionnaire, and those who are already a part ofthe RSDfree and reduced lunch program receivean automatic50%reductionin cost, butthe reductionis alsoscalable to familyneedand lastsfora full calendaryearwithan optionfora renewalapplicationeveryyear. He explainedthat PlayEaststrivesto offerlowbarrierapplicationsforscholarships. Rios-Camposalsodiscussedandinvitedthe Councilto the upcomingannualfundraiser,whichis on Thursday,May9th atthe FairviewFoodPlaza. ORDINANCE2.2024: FIRECODE REVISIONS Dirksdiscussedthe Staterequiredfirecodeupdatesthatwere presentedatthe February13th Council meeting. He explained thatthese updates do not alter current practices and that they should prevent the need to revise the City's code forat least the next decade orso. He added that this does not impact backyard burning and explained the Citywould still perform community outreach on backyard burn bans. Dirks noted that ifadopted the Citywould update its code and send it for review to Gresham Fireto ensure the Cityis in compliance. Upon motion byTan, seconded by dark and passing 5-0, Ordinance 2-2024 was approved. RESOLUTION5-2024:3CITYCOUNTYAMRRESPONSE Dirksdiscussed State requirements to develop and implement an Ambulance and Emergency Medical ServicesPlan,whichwaslast updatedin2016buthasrecentlybeen reopenedforrevision. Heexplained thattheCountyhashistoricallynotinvolvedthe Cityorits EastCountyneighborsintheprocess, Headded thattheCountyhasseena dramaticshiftin 911 callvolume and medicalneedssince2020. Dirks presented the current County plan and explained howthe current contracted provider, AMR, has not been able to meet response times, especially outside of Portland city limits. Hediscussed proposals by AMRto revisethecurrentstaffingmodelto includetwooptionsto increasethe numberofambulanceson thestreet: basiclifesupportwithone paramedicandone EMT;andadvancedlifesupportwithtwotrained paramedics. DirksnotedthatGreshamand Portlandare askingtheCountyto trythis revised model intheinterimto decreaseambulanceresponsetimes. He explainedthatthe resolution presentedtonightis a jointeffortof thethreecitiesto showsupportforthis revised modelthatmirrorsthesupportgiven byGreshamand Portlandwitha fewrevisionsandnotesthe historicalpattern ofthe City'sexclusionofinvolvementinthe CityCouncil MinutesFebruary27, 2024, | Page 4 process. Hediscussedthe nextsteps ifapprovedandmentioneda companionletterthatwouldbe sentto the County outlining specific requests accompanying the resolution. Rios-CamposandDirkscommentedthatthecooperationandjointefforts madein the region, especially betweenthethreeorfourcities, havecaughttheattentionoftheCounty. Upon motion bydark, secondedbyTanand passing5-0, Resolution5-2024wasapproved. DISCUSSION:FACILITYUSEFEE ReeserstatedthatCouncil last reviewedthefacilityuse policieson June22, 2021, andhadaskedfor a summary of how the space was being utilized at the last February 2024 Council meeting. Reeserdiscussedthe currentpolicyon alcoholusage,pricing,and classesofusers. Tanaskedwhatinsurancean individualfacilityuserprovides. Dirks and Reeser explained that it varies but often is included as a rider on a user's current insurance homeowneror renter's insuranceorthereare insuranceorovidersspecificallyforspecialevents. Tan askediffacilityusersare requiredto haveinsurance. ReeserandDirksexplainedthatinsuranceis requiredwhenCitystaffis notpresentandwhenalcoholwill be on site. Dirks stated that the City has only filed one insurance claim for minor damage. Reeserreviewedthefacilityuseoverthe lasttwoyears:88total meetings, 31 RSDboardmeetings, 31 in gratisuse, and26 otherpaiduses. Theaverageisaround6 facilityreservationsa month. Hediscussed the financials: RSD paid nearly $10, 500 for 31 meetings; other paid events totaled just under $9, 500. Reeser recapped the in gratis use: mostly mid-week mornings during regular business hours with majority comingfrom RSD,MultnomahCountyAnimal Services,otherMultnomahCountydepartments, and Lideres Naturales,a local communitygroup. Dirksnotedthatthe LideresNaturalesmeetingswereoften inthe eveningand a jointventurewiththe City. Reeser overviewed paid meetings: 26 other paid events between $50 and $700 perevent mostly falling on weekendafternoonsand eveningsandonly5 eventsservedalcohol. He recalledthatCouncilhadasked aboutweddingsat City Hall butnotedthatnone hadbeen heldto date. Reeseralso notedthatCitystaff also investigatedadvertisingthespaceforweddingsbutexplainedthatnogood optionto doso presented itself. Healsomentionedthatthe DirksConferenceRoomhadbeen rentedalonejust ninetimes, threeof which were in gratis use. Miner asked ifthere was data on where facility users live. Reeser and Dirks explained that most paid users live within Wood Village, but a few were from the neighboringcities. Miner asked if any feedback from facility users had been collected. Dirks stated that not much feedback has been received but noted that a few users had issues with key card access and locating the dumpster. CityCouncilMinutes February27,2024, | Page 5 Dirksand ReeserexplainedthatCitystaffreviewthefacilityspace,amenities,policies, andexpectations prior to all events. Reeserexplainedthatpositivefeedbackloops existwithrepeatfacilityusersbutthatmanyone-timefacility users do not offer feedback. Minernotedthattheadoptedfacilityusefee seemsreasonableconsideringthefacilityand accommodationsbutaskedReeser'sopiniononthis. ReeserstatedthatCitystaffare notgivinganyrecommendationon increasingordecreasingthe ratesand explainedthatthe currentfeeswere mostlyan incentiveto ensurefacilityusers respectthespace. Dirksexplainedthatthefacilityuse revenuescan gotowardcarpetcleaningandchairsbutthattheseare routine and that the City has not seen any adverse effects from renting thefacility. Minernotedthathedid notsee anyneedto broadlyadvertisethespaceforadditionaluses. Reeserexplainedthatthe Citymayadvertisein its newsletter. Tan mentioned advertising for family reunions. Dirksnotedthatmanyfamilyreunionsandsimilareventstypicallyrenta parkfacility. Rios-Campos asked about stafftime to prepare and cleanup from events. Dirksstatedthe largeststafftimeconsumption is movingthedais, butgenerallystaffdonotneedto spend a lot oftime preparing/cleaning upfrom events. Dirks and Reeser commented that repeat facility and in gratisusersare bothverygoodat cleaningup and leavingthespaceas it wasfound. Rios-Camposasked howmanycommunitymembersrentthespaceat least 10dayspriorto theirevent. Reeser and Dirks stated that not many facility users are requesting less than 10 days prior to their event, buttheyclarifiedthattheCityoffersa reducedcostforreservationswithlessthan 10days'noticeasthe Citywould notbeexpectinganyrevenue elsewise. DISCUSSION:DRAFTAPP Dirkspresentedthe draftannualperformanceplanforthe upcoming FY2024-25fortheCouncil'sreview and feedback. He explained that Council should take tonight to ensure these are the goals and objectives forthe upcomingyearandthatCouncilwouldformallyadopttheseata latermeeting inApril. Dirks discussed the following for each goal: Goal 1: Public Health and Safety Training: work early with community partners to discuss opportunitiesforcommunitytrainings,suchasCPR, FirstAid,andNarcanuse. Community Conversations: partner with regional organizations, such as EastCounty Resolutions, to bridgecultures andtopics in thecommunity. Goal 2: CommunityEmergencyManagementResilience:workearlywithpartnerorganizationsto roll out newprogramsandshareinformationon existingprograms; continuenewsletter articles aboutdisasterpreparedness. CityCouncilMinutesFebruary27, 2024, | Page 6  o Participate in Regional Fire Service Discussions: falls under more than one goal; discussions going well with neighboring cities. . Goal 3: o UtilityRateAdjustmentCommunication:communicatefee restructuringto broader communityoverthe nextyear. o CDBG Park Project: submitted grant for nearly $80, 000to increase picnicking area & lighting in north area of park. o Wetlands Park: submitted three grants to facilitate $750, 000 in funding. o Main Trunk Line Design & Funding Alternatives: flow monitoring now through August/Septemberto decidehowto moveforwardforthe next50years. . Goal 4: o Nospecificprojectsthisyear. . Goal 5: o CompensationAnalysis:doneeverythreeyearsandas needed;collective bargainingfor the Public Works field operators as the current contract ends June 2025. . Goal 6: o Legislative Work: current interests - EMS, support & funding for manufacturing co-ops, change-propertyratio, PGEratestructure & increasedfees. Dirksexpressedfrustration overthe Cityproducingmore energythan it consumedlastsummerwhilestill having a high electric bill. o Port of Portland East County Economic Development Forums. . Goal 7: o Nospecificprojects buttheWetlandsProjectfits. . Goal 8: o CommunityCivics:buildingseriesofciviceducationworkshopsaboutthe local, county, and state levels for community members and how they can get involved. Dirksexplainedthat mosteffortswouldtake placein late summerto early Fallandthen resume afterthe NewYear into early Spring. Miner thanked Dirks for his efforts on the fire service updates and his cooperation with the neighboring cities. Rios-CamposaskedhowCouncilorhe personallycould helpachievetheseobjectives. Dirks explained that there would be further opportunities for Council participation at community trainings, events, and workshops. He noted that the City would look to outside PR firms for initial talking points that Council and staff could then communicate to community members. Minercommentedthatthereare manyopportunitiesforpublictestimonyduringthe Statelegislative session, as well. Dirks mentioned that ifthere were no additional comments or questions that the plan would be brought back before the Council in April for adoption. CityCouncilMinutesFebruary27, 2024, |Page 7 COUNCIL COMMENTS Rios-Campos mentioned that the No Ivy Day was last Saturday. Dirks confirmed that the first event was a success and that there would be a second one at the end of April. Rios-Campos stated that the Easter Egg Hunt was coming up soon on Saturday, March 30, 2024. ADJOURNMENT With no further business, the Council adjourned at 7:57 pm. Jotin C. Miner MAYOR ATTEST: ?.^ CITY RECORDER CityCouncil MinutesFebruary27, 2024, | Page 8