City Council

^f k-v Mayor CouncilPresident Councilors CTTYOFM^OOCl JohnC Miner JairoRios-Campos LynneaAmend Markdark DaraTan Village WOODVILLAGECITYCOUNCIL / URBAN RENEWALAGENCY MEETING MINUTES March 26, 2024 PRESENT Mayor John C. Miner, Council President Jairo Rios-Campos, Councilors Lynnea Amend, Mark dark and Dara Tan, City Attorney JeffCondit, Public Works Projects Manager Becky Gallien, Public Works OperationsManagerErikaNormine, DirectorofFinanceSethReeser,and interested parties. ABSENT City Manager Greg Dirks CITIZENCOMMENTS (NON.AGENDAITEMS) None. CONSENTCALENDAR A. City Council Minutes . Febmary13, 2024 . February 27, 2024 B. Budget Committee Appointments Upon motion bydark, secondedbyTanand passing5-0,theConsentCalendarwasapproved. RESOLUTIONURA1-2024:URASUPPLEMENTALBUDGET Rios-Camposconvenedthe Urban RenewalBoard meeting andopenedthe publichearingforthe Pf23-24 supplemental budget. Reeserstatedthatthesupplemental budgetpublicnotice hadbeenpostedwithinthe requiredtimeframe. Reeser noted that the URA Board approved a transfer of URA bond funds to the City to cover the cost for an electronic messaging center at the new north gateway and for the restroom project at Donald L Robertson ParkattheirFebruary27, 2024meeting. Reeserpresented recommendationsto transfer $85,000to the Streetfund, $185,000to General Fund,and$3,500 to personnelallocationfromthe prior year, whichhestatedwill givestaffflexibilityifone projecthassavingsandtheotherproject hasoverages. CityCouncil MinutesMarch 12,20241Page 1 Rios-Campos asked ifthere was public comment for testimony or Council discussion. None was given. Rios-Camposclosedthesupplemental budgetpublichearing. Upon motion by Amend, seconded by dark and passing 5-0, Resolution URA 1-2024 for the R'23-24 Supplemental Budget was approved. Rios-Camposclosedthe LIRABoardpublichearingandconvenedthe CityCouncil. RESOLUTION6-2024:SUPPLEMENTALBUDGET Rios-Camposopenedthe publichearingforthe CityFY23-24supplemental budget. Reeser recapped the transfer ofthe URA bond funds and the appropriation ofthe funds by the City. He the July2022Councildecisionto approvetheexpandedupgradeoftheSupervisoryControl andData Acquisition(SCADA)system andthe December12, 2023Councildecisionto increasethedonotexceed amount ofthe Communications Systems Northwest (CNSW) contract to $435, 000. Reeser explained that Council approved the increased contract amount but did not approve the appropriation ofthe funds at the December2023meeting. Reeser stated that the project is nearing completion and noted thatthe City has already spent $480, 000on the project. Reeserbrokedownthe project budgetandexplainedthevarious componentsand updatesthe City came across during the two-and-a-half-year project, including the CSNWcontract, CSNWon-call services, and Global ITsupport. Reeser noted that the Citywill spendjust under $500, 000total bythe end ofthe project. Reeser asked Council for questions about the SCADA project. darkand Minerthankedthe CityforkeepingCouncilupto dateonthe project. Miner asked how often the City would need to undergo such a large-scale project. ReeserexplainedthatCSNWand Global ITwould holda memorandumofunderstanding(MoU) withthe Cityto reviewthesystem managementresponsibilitiesmovingforwardand expected useful lifeofthe technology and equipment. He added that the City would make annual contributions of a yet undecided amountfromtheWaterandSewersystems intoa sinkingfunddedicatedto theupkeepofthe SCADA system. dark commented that the City had previously paid $60,000-$80, 000 peryearto maintain the SCADA system. Gallien remarked that the new CSNW contract is more of an on-call basis and the City would now have full accessto the SCADAsystemdata. Miner asked ifthe MoU was already established with CSNW and Global IT. Gallien explainedthatCSNWand Global ITworkedtogetherthroughouttheentire projectandthatthe City needs to finalize who maintains what parts ofthe system with both parties. Gallien also stated that CSNW andGlobal ITareworkingtogetherto completethe programmingandfirewallaccessandto ensurethat CityCouncilMinutesFebruary27, 2024, | Page 2 Global ITdoesnot install anynewsoftwarethatwouldinterferewiththeSCADAsoftware. Gallien mentioned that CSNW and Global IT will be able to contact each other should issues arise in the future. Reeseralso repeatedthatCSNWand Global ITwill meetwiththeCityto ensure inwritingwhois responsibleformanaging,upkeeping,and backingupthesystem. dark inquired about the warranty ofthe system. Galliencommentedthatmostofthehardwarehasa goodwarranty,and Reeserand Gallien stated thatif there were any issues with installation that CSNWand/or Global IT would come out to fix it. Minerstatedthata written MoU is criticalforunderstandingwhois responsibleforpayingforeach component in the future. Tanaskedaboutthependingfinancialamount. Gallienexplainedthatthere is a balanceremainingforworkbeingdonetodaybyCSNWand Global IT.The projected pendingnumbersforCSNWshouldbeaccuratebutthatthe Global IT numbersmaybe a little high. ReeserreviewedGeneral Funditemsthatrequireadditionalappropriationbut nota supplemental budget, including: the discgolf project, a futsal feasibility study, BOECdispatch, MCSO, and a fund transfer forthe newsouthgatewaysign. Reeser also discussed Water and Sewer Fund items that require additional appropriation but not a supplemental budget,including:a newsmartmeter, CLanalyzer,seismicevaluation, the Shealift station repair and replacement, which cost $28, 000 fortwo pumps, but some ofthe funds could be reimbursed from insuranceor FEMA,andthe Sheageneratorrepair. ReeseraskedCouncilforquestions. Noneweregiven. Rios-Campos asked for public testimony. None was given. Rios-Campos closed the public hearing. Upon motion byTan, secondedby darkand passing5-0, Resolution6-2024forthe FY23-24supplemental budget was approved. RESOLUTION 7.2024: SEWERCCTVAND CLEANING PROJECTAWARD Normine explained that Council approved Resolution 7-2023 for the same project but that it fell through due to theoriginalapprovedcontractornot beingableto performwithinthe project budget. Shenoted thatthe last sewer scope was done in 2017 and the 2023 project budgetwas $200, 000. Normine explained that Lovett Services has provided camerawork for the City in the interim and mentioned thatLovettServiceshassince provideda projectquotefor$136,800to CCTVandcleanthe entire sewer system. The newproposal isforoneweekofworkpermonth untilthe project is completeandwill include marking the GPS location of laterals, which the City does not currently have. The proposed resolution iffor a do not exceed amount of$150, 000. CityCouncil MinutesFebruary27, 2024, | Page 3 Tan askedwhytherewassucha discrepancyinthe proposedcostsfrom previousyears. Gallien explained that the original bid award contractor intended to complete the project all at once, which wouldhaveforcedthecompanyto shutdowntheirregularbusinessto relocateto WoodVillagefora long time. Gallien remarked she was not clear as to why the other 2023 bid was so high except that the companymayhavehadto rebuildits infrastructureforthe project'ssize. Mineraskedifcostsavingswerewhythe Citypreferredto signa yearlongvs month-to-month contractwith Lovett. NormineexplainedthatthedecisionwasmadeafterhavingdiscussionswithLovettandCitystaffto slowly completethe projectratherthantrying to completetheproject in a concentratedshortperiodoftime. The overall costwouldbeaboutthe same butallowsmoreflexibilityforLovett'sservices. darkand Mineragreedthattheproposed contractseemsto providegooddata,accomplishtheentire projectscope, andworkforboththe Cityand Lovett. Gallien also remarkedthatthe datafrom Lovettwouldbe betterthanwhatwaspreviouslyincludedinother proposals, buttheworkwouldtakelongerto complete. Amend asked for clarification on what GPS laterals means. dark, Reeser, and Normine explained that GPS laterals would show where private infrastructure ties into the City's systems. Reesercommentedthatthiswouldbea directrewardto Lovettand explainedthe Cityhadalreadygone throughthecompetitive RFPprocessa yearago. Rios-Campos asked why Lovett had not bid last year. Gallien explainedthattheCity's RFPlastyearwasto completetheworkall atonceratherthan overan extended period oftime. dark remarked that it is advantageous for Lovett to complete the project as proposed. Rios-Campos and Reeser commented that the City right sized the project to be more attractive to companies such as Lovett. Rios-Camposaskedwhattheoriginaltimelinewasonthe2023 RFPproject. Gallien and Reeser remarked that the City asked for the project to be completed in a month or two during the dry months before summer. darkaskedifthe Citywould havebetteraccessibledatefrom Lovett. Normine responded that the City would receive flash drives and online links with the data. Rios-Campos asked Council for additional questions or comments. None were given. Upon motion by dark, seconded by Tan and passing 5-0, Resolution 7-2024 was approved. City Council Minutes February 27, 2024, | Page 4 DISCUSSION:PARKPROGRAMMIMG& FEES Reeser reviewed that Council asked in February 2024 for information on facility use and that he had recappedCityHallfacilityrentalsatthefirst March2024Councilmeeting. He recappedthe currentpark facility rental fee structure and noted that only $200 in revenue has been raised since January2023. Reesernotedthat PlayEastwasthe largestparkfacilityand gavean overviewofthetypes ofusageand usagebyfacilitytype. The picnicshelterwasmostpopularforbirthdaypartiesandthegazebowasused mostlyforZumbaclasses.Thefieldswerethe mostutilizedfacilityalthoughnotall field usagewastracked since not everyone applied for a permit. ReeseraskedCouncilfordirectionon ifthe Cityshouldworkto increaseparkusage,and ifso,thenwho and what for. Reeser also reviewed issues for discussion, such as expectations, time, reservation periods and priority, type of facility, community use, and maintenance. Reeserpresentedtwooptionsfordiscussion:optionone, continuingtheexistingsystem butlimit leagues/tournamentsto onlyaffiliates;andoptiontwo, more paidusagewith prioritizingbutlimiting PlayEast with a new fee structure and leagues/toumaments allowed for all. Reeser stated that option componentsare interchangeableandarestill openfordiscussionand revision. Amend asked Reeser howthe City would build a relationship with organizations wanting to host leagues/tournamentsand howtheCitywouldprioritizeaffiliates. Reeserexplainedthatleagues/tournamentswouldrequirepaperworkand meetingswiththeCityto buildan affiliate relationship and stated there were different options for considering applicants, such as tiered structures and percentage of community members in league/tournament. Mineraskediftherewereanycurrentproblemswithparkfacilityrentalsand howCouncilcould provide immediatedirectionto assistcommunitymembersandstaff. Gallien explainedthattherewereno current issues, butCitystaffwantedCouncildirectionto decidehowor if the City should change its priority when programming the park facilities. Miner stated that the priority should be supporting access for the community and existing community partnersand balancingparkfacilityrentalsand maintainingthe park. Minerremarkedthat ifstaff recommendsplittingthefieldinto reservablesectionsto increasecommunityaccessthen hesupportsthe decision. He added that appropriate signage would be needed to display field reservations. Tan andAmend agreedandstatedthatthe parkisa topamenityto keep primarilyexclusiveto Wood Villagecommunity members. Amend commentedthatdeprioritizingPlayEastshouldnotbe consideredandthatoptiononeseemedthe better option of those presented. Rios-Campos mentioned that while there is not a problem with parkfacility rentals yet creating a policy now wouldhelp mitigateissuesinthefutureas park usageincreases. Reeser agreed that this is a proactive discussion, especially regarding the field usage. He remarked that the benefitofa feestructureisto ensurepeopleonly reserveforthetime andspacetheyneed. Amend statedthatpotentiallyhavinga newfee structure could begood. City Council Minutes February 27, 2024, | Page 5 dark asked if PlayEast should need to pay. Reesermentionedthatitwouldbe beneficialto formalizeif PlayEastshouldcontinueto receivein gratis use. Rios-Campos discussed splitting the year into different reservation periods. Gallien asked ifthe discussion wasjust forfield reservations or for all parkfacilities. Reeser explained that it could apply to all parkfacilities and discussed having different reservation periods. He mentioned that PlayEast could be contacted before the reservation period opens to reserve their facilities, which would then let the public knowwhatother dates and areas would be available for a specific reservation period. Rios-Campos stated he would focus on the field area rather than other amenities like the picnic shelter since we are one of the only cities to not require a reservation. Reeser commented that the City can bring backa more concrete plan at a later meeting. Rios-Camoosnoted he likedthe ideaofsplittingthefield intodifferentreservableareas. Miner noted the option to reserve a facility is a wayto let our community members knowthis amenity is open to them, Minerasked howthe Parks Commission would fit into this discussion. Reeser stated thatthe City could present a more developed plan beforethe Parks Commission for commentbeforeCounciladoptsa newpolicy. Miner agreed that the Parks Commission should be involved in the discussion and staff should take both Counciland ParksCommissiondiscussionsintoconsiderationwhenforming recommendations. Reeser stated thatthis could potentially be brought before the Parks Commission in April or May and then be brought backto Council in late summer or earlyfall. DIRECTOROFPUBLICWORKSREPORT Normine provided updates on Public Works activity in February, including the hiring of Robbie Betthauser as the new Parks and Facilities Maintenance worker. She stated that the Shea lift station received upgrades, 26 city banners were replaced, Well 3 was camera scoped for the first time, monthly water sampling was completed, and the park restroom design was completed. Fourteen permits were issued, and 26 inspections completed; 40 new code compliance cases with 34 closed; and the system water loss is 13. 88%, which Normine remarked is slightly lower than at the end of last year. dark asked if Well 3 is still out of service. NorminesaidWell3 isstill outofserviceandtheCityiswaitingon SchneiderEquipmentto getpartsto rebuild the well motor. Shestated the goal wasto havethe well back in service before the summer. Rios-Camposaskedaboutthe newdevelopmentatthe Byway. Norminereviewedthreenewbusinessesmovingintothe Bywaycommercialspacesandthe GrovTec project behindBestWestern. City Council Minutes February 27, 2024, | Page 6 DIRECTOROFFINANCEREPORT Reeserstated revenuesaretrendingwheretheyshould be, andexpenditureswerebelowwherethey should be. He mentioned that the new investment policy was meant to be brought backfor approval at this meeting, butthe policyhadto besubmittedto an OregonStateTreasuryadvisoryboardforreviewfirst, whosenextmeeting isatthe endofApril. The Cityexpectsto hearbackfromthereviewcommittee in May. Reeser discussed the new Gresham building fee increases, effective July 1, 2024, and explained the City must pass a resolution, which will then be submitted for comment to the Building Codes Division by our GreshamBuildingOfficial.Afterthe publiccommentperiod, the Citywill hold an ordinanceadoption.The City hopes to present the Council with a resolution by the second meeting in April and an ordinance by the second meeting in June. dark asked about the increase in interest income. Reeser explained that the City conservatively estimated the interest income as it did not expect the rates to increase as quickly as they did in the last year. dark remarked on the alcohol and smoking tax revenues. Reeser mentioned that Oregon Measure 110 redirected a portion ofthe marijuana tax revenue away from citiesintotreatment programsandnotedtherewasno legislativemovementto removethe 3%caponthe marijuanatax. CITYMANAGERREPORT Gallienand Rios-Camposasked Councilforquestionson the CityManagerreport. Council stated this month's City Manager report was excellent. Gallien statedtheSheriffsOfficecameintoCityHall todayto makestaffawareofan abandonedRVon Sandy Boulevard after a couple accepted housing services. The City contracted with a biohazard company to clean up the RV site and tow the RV. City staff are looking into ways to implement a physical barrier on SandyBoulevard. Miner agreed the City needs to quickly place a barrier even if it is temporary. Gallienand ReesernotedthatCitystaffwouldcontinuecommunicatingwiththe Countyand investigate different barrier options. CITYATTORNEYREPORT None. MAYOR& COUNCILCOMMENTS darkdiscussedtheCitizen NoiseAdvisoryCommittee's annualplanningmeetingandtheirinterest in building up their public outreach after it decreased during and following the pandemic. CityCouncil MinutesFebruary27, 2024, |Page 7 Rios-Campos mentioned that Metro Councilor Simpson connected him with a Metro Housing staff member, who Rios-Campos will be meeting with tomorrow to discuss the co-op housing model. Rios-Camposalso noted he hasbeenaskedto testifyattheTriMetCouncilmeetingregardingproject enhancementsin EastCounty, specificallyextendingLine25from GlisanStreetto Mt. HoodCommunity College. Rios-Campos commented that the Easter Egg Hunt is this Saturday, March 30th and that Hinders had sent an email to Council about it. Rios-Camposalso mentionedthe Caminataporel Basqueandthe Paseode ObservaciondeAvesas upcoming April events. Miner remarked that he will not be at the Easter Egg Hunt. Rios-Camposnoted hewill notbeatthefirstApril Councilmeeting. ADJOURNMENT With no further business, the Council adjourned at 7:45 pm. J n C. Miner MAYOR ATTEST: ^ J^l- CITYRECORDER City Council Minutes Febmary 27, 2024, |Page 8