City Council

Mayor Council President Councilors CT".OF.Wood John C Miner Jairo Rios-Campos Lynnea Amend Mark dark DaraTan ?e WOODVILLAGECITYCOUNCIL MEETING MINUTES APRIL9, 2024-6:00 PM PRESENT MayorJohnC, Miner, CouncilorsMarkdark and DaraTan, City ManagerGreg Dirks, Directorof Finance Seth Reeser, and interested parties. ABSENT Council PresidentJairoRios-Campos,CouncilorLynneaAmend, CityAttorneyJeffCondit, PublicWorksProjects ManagerBeckyGallien, PublicWorksOperationsManagerErikaNormine. CITIZEN COMMENTS (NON. AGENDA ITEMS) None PUBLIC SAFETY REPORT Lt Stewartpresentedthe publicsafetyreportforMarch:22 emergencycalls, 6 trafficaccidents,4 domestic related incidents, 10 arrests, most of which were outstanding warrants, and 1 stolen vehicle, which is down from the last 30-day period. LtStewartnoted hediscussedthe upcoming NiteOut Paradewith Dirksandstated MCSOwould not be able to participate in the parade due to reduced staffing concerns. Dirks remarked that, if needed, Council can pull the annual Nite Out from the Consent Calendar for further discussionatthe meeting. Minernoted that MCSOis a valued partnerand recognizedtheconcern overstaffing issues. Miner stated he was pleased to see the increase in self-initiated police stops. dark mentioned that the report included two attempted suicides. Lt Stewart noted that both individuals made it to the hospital for treatment. dark asked about calls classified as "All Other Call Stops." Lt Stewart stated dispatch occasionally miscodes a call type. Dirks clarified dark's question for Lt Stewart. CityCouncil MinutesMarch 12, 2024 | Page LtStewartexplainedthat"other"could be a varietyofpolice-relatedcalls, suchas an enhancedpatrol of theparkora communitymember-initiatedcallwitha deputy. Dirks thanked Lt Stewart and MCSO for their help at the Easter Egg Hunt. CONSENTCALENDAR A. City Events . 36thAnnual EasterEgg Hunt Debrief . 26th Annual City Nite Out . FoodfestFriday darkaskedforclarificationon Harry's KeyServiceon the Reviewof Bills Paid. Dirks explained it was part of the utility site upgrade project and noted the Council would hear more about it during the executive session. Upon motion byTan, secondedby darkand passing3-0, the EasterEgg Huntdebriefwasremovedfrom the consent calendar. Upon motion byTan, secondedby darkand passing3-0, the ConsentCalendarwasapproved. ZOOBONDUPDATE Metro Councilor Ashton Simpson presented an update on the Oregon Zoo with representatives from the Oregon Zoo and the Oregon Zoo Foundation. Melanie Billings-Yun, Vice-ChairoftheOregonZoo Foundation,introduced HeidiRahn, Directorofthe OregonZoo. Rahnnoted she led the lastzoocampus updatebeforebecomingtheZoo Directorin 2021 andthen reviewedthezoo'smission. Rahnstatedthatthe zoo iscelebrating 50 yearsofAmericanZooand Aquarium accreditation. Rahn reviewed the 2008 bond, which increased funds for capital investments and the completed bond measure projects, whichupdated nearly40 percentofthe zoo. Rahn discussed the Zoo Apprenticeship program that supports training for youths, especially youth of color and other marginalized youth. Rahn mentioned that Phase I ofthe zoo update was completed through the 2008 bond and that future improvements were identified with community input. Rahn also detailed Phase II priorities. Billings-Yundiscussedthe PhaseII bond measureandstated it wouldauthorize$380million in general obligationbondsbut is notestimated to causean increasein current bondtaxrates.Theestimated rate is 8. 5 cents per $1, 000 assessed value. Billings-Yun asked for questions and comments. Tan asked howthezoo receivedcommunityfeedbackforits improvementprojects. City Council Minutes April 9, 2024, | Page i Rahnstatedthezoosurveysguestsweeklyand utilizedfocusgroups, largescalesurveys, andcommunity partners to decide on future improvements, darkstated he alwaysenjoysvisitingthezoo. Miner asked if there were fees associated with school visits. Rahn stated there arefees, but certain schools receive reduced fees. Miner asked if Metro owns the zoo property. Rahnstated the zooownsthe land butexplained it is withinthe CityofPortland'sWashingtonParkand is zoned as park land. Miner asked if Phase II falls within the current property. Rahn confirmed Phase II does fall within the current property boundaries but that the zoo is exploring nearbypropertiesforfuture growthoptions. Miner asked ifthe 2008 bond is paid off. Billings-Yunstated, yes, thatthe bondwascompleted on time andwithinbudget. Minerinquiredaboutthezoo'saccreditation. Rahnclarifiedthatthereareonlytwozoos in the United StatesthathavemaintainedanAZAaccreditation for50 years. Dirksasked abouttransportationoptionsforZooApprenticeshipparticipants. Rahn stated that access to the zoo's programs has been identified as a barrier and that transportation was a factor to explore more. Dirksasked howthe Citycan help educatethe communityon holisticanimalcareandotherworkdoneat the zoo. Rahn stated the Citycan emphasize the strong science program the zoooperates both for animals in its care and animals in the wild. Billings-Yun stated that the City and others can find interesting stories aboutthe zoo and its work on social media,thezoowebsite,andtheZoo Foundation'snewsletter. Billings-Yunshareda personal story about living in Malaysia and finding out the Oregon Zoo was providing infant elephant milk powder, medicine, and educationaltrainingto local wildlifeworkersto save a herd oforphanelephants. Miner noted he always hears about the Columbus Zoo in the media and shared he believes the Oregon Zoo can also reach that level of notability. Miner asked about howto increase access to low-income communities. Rahn mentionedthezoooffersdiscounttickets andtheirworkwithcommunitypartnersto distributefree tickets. CityCouncil MinutesApril 9, 2024, | Page Miner mentioned PlayEast would be a good option to connect with the zoo. Billings-Yuninvited Councilto a behind-the-scenesvisitatthezoo. Dirks mentioned Lideres Naturales would also be a good option for connection. DISCUSSION:36TANNUALEASTEREGGHUNTDEBRIEF Dirks reviewed why he suggested pulling the report from the Consent Calendar and staffs interest in getting the Council's input on the event and their experience. Tan commented that the event went well up until the egg hunts started when things got out of control. dark remarked that there was a huge line in the parking lot of people waiting for "freebies". darkandTan recappedtheireffortsto assistwithclearingthe line andansweringquestions. dark remarked a large issueseemedto be upset parentswishingtherewasan eventfor2-year-olds,who ended up putting their 2 and under kids into the 3-4 year old hunt. dark mentioned he gave parents permissionto lifttheirchildrenoverthefencingintothe huntareasand noted hedid notsee children knocked over by adults but did see children crying after not getting eggs. Dirks mentioned Rios-Campos believes the City underestimated the crowd by at least 1,000 people. Dirks remarked that he and Hinders did see parents climbing over the fencing and knocking over children. Dirks stated the report asked if the event should move away from the hunts to an experience more like last year's Pumpkin Fest. Dirks mentioned that the Council did not need to decide on the event tonight but to start thinking about what the plan for next year may include. Minerremarkedthat he hasalwaysbeen proudto hearothersfromoutsideWood Villagecometo thearea specifically for the Easter Egg Hunt, but he also wants to ensure that our Wood Village and East County community takes priority. Tan and Dirkscommentedthatparents, notthe kids, usuallyhave problemswiththe event. Miner mentioned that the plan to utilize more ofthe park space for the event would be a good way to familiarizethe public with Donald L Robertson Park. darkthankedtheeventsponsorsand mentionedhavingCouncilsignthankyou cards. RESOLUTION8.2024:GATEWAYSIGNCONSTRUCTION Dirks recapped the new gateway signs project and reviewed the bid process. Dirks mentioned Lee Contractors LLCwasthe only bid received at$177, 636, which will be adjusted due to a Cityspecificationrevisionbutwill notexceedthe $210,000amountset byCouncil. Dirks reviewed the Zoning Code Section 370. 030 which regulates electronic message centers (EMC) and discussedhowthe EMCwill reflectWoodVillage. Miner stated the Welcome to Wood Village message is the most important. CityCouncilMinutesApril 9, 2024, | Page Dirks asked for comments and questions. None were given. Upon motion bydark, secondedbyTanandpassing3-0, Resolution 8-2024wasapproved. DISCUSSION: UTILITY RATE STRUCTURE Reeserstatedthis presentationwasa recapanddiscussionfornextsteps. Reesernotedthatbusinesspropertiesaccountforthe largest portionofCity utilityusage. Reeser reviewed proposed changes in the utility rate structure and the retirement income program. Minerasked ifthe retirement incomeprogramsavingswill increase. Dirksand Reeserclarifiedthatbecausethe basechargeis decreasingthe amountofsavingswill also decrease. Reeser stated that retired income participants have a higher-than-expected usage, and their seasonal usage is triple the amount of the winter average. Reeseroverviewed volatility riskand potentialmitigationfactors, including moving more Capitalinto a sinkingfundforknownfuture expenses, Reeser discussed next steps, including an article on the retired income program in the next newsletter, outreachto all participantsin the retired income program, an open housein September, and mentioned feedbackand proposedchangeswould be broughtto Councilin October. dark asked ifthere was recent outreach that caused a spike in enrollment or if participants were long-time members. Reeser mentioned that most participants are long-term. Dirksstated thatthe Citystopped heavilypromotingthe retired incomeprogram a fewyearsago. Miner asked ifthe "use less, pay less" methodology would also apply to the retired income program. Reeserconfirmedthat itdoes ifa retired income program participantchangedbehaviorfrom thetrendof higherusageamongparticipantsand affirmedthiswasnota wayforthe Cityto increaserevenue buta way to givemore controlto utility userswhodochangetheirusagebehaviors. Miner asked ifthe other Council members were comfortable with the proposed changes. Tanstated sheappreciatedthecommunityoutreachpriorto makingthe proposed changes. Mineragreed. DISCUSSION:PURCHASINGPOLICY Reeserreviewedthe City'spurchasingpolicyand its purposeandstated the City'slast updatewasin 2016. Reeserrecappedthe 2023 updatesmadeto the State'spurchasingpolicyguidelinesand howthose changes compare to the City's current policy. CityCouncil MinutesApril 9, 2024, |Page Reeserasked Councilforinputon updatingthe City'spurchasingpolicyto matchthe State'supdatesand on revising the City's signature policy. Reeser stated this would be an update and formalization ofthe current policy. Miner, dark, andTan remarkedthe updateswere reasonableand responsible. Dirksreiterated thatthe Citywouldformalizethe updated policyfor Council'sadoptionandestimatedthat it wouldbe doneso in May. DISCUSSION:OPPORTUNITYSCHOLARSHIP Dirksoverviewedthe OpportunityScholarshipprogramthatstarted in 2020forWoodVillagestudentsand adult learners. Dirksexplainedthe proposed changes, includingopeningthe applicationperiodearlier, maintainingexisting qualificationsandapplicationquestions, creatinga scoring matrix, andoffering letterof recommendationas option for a bonus point. Dirksproposedquestions regarding requiring interviews, addingapplicationcycles, andsubmittingaudioor video in lieu oftyped responses. Dirks asked the Council for direction on next steps. Tan asked for further information on audio or video applications and howthe City would ensure equitable evaluationsifapplicationsweredifferent. Tanexpressedthe requirementsshould be consistentforall applicants. Minerstatedthatneed should betop priorityandlikedthe ideaofreducingbarriersto the applicationto ensureequity. Minermentionedcreatinga formfora studentto havea teacher/mentorto fill out in lieu of letter of recommendation. Miner commented that the application should open April 1stfor next year. Dirksmentionedthatstudentswould be waitinguntil Julyto receivefundsdueto this year'sawardfalling in fiscalyear2023-24.Dirksofferedan alternativeofopeningandawardingthe scholarshipin Fall2024 during the 2024-25 fiscal year. Dirksand Minerexchangedthoughtson thetimeline. Tan stated the application could outline the important dates, including funds awarded in July. Minerexpressed that providing the scoring matrix with the application may discourage students from applying. dark noted a suggestion for Question 2 on the application to reflect an accomplishment rather than pride. DirksstatedthatCouncil'sdiscussionprovidedenoughfeedbackforstaffnextsteps. Miner mentioned that applicant interviews could act as an equalizer. Dirksstatedthatif, moving forward, interviewsare required,theapplicationcould be simplifiedwiththe current applicationquestions retooled forthe interview. Tan stated she likedtheoption fora letterofrecommendationor recommendationform. City Council Minutes April 9, 2024, |Page Dirks asked who would like to be on the scholarship review committee. Minerexpressedthattwo Councilmembersanda staffmemberwouldbegoodforthe reviewcommittee. Tan stated she would be a part of the committee. MAYOR & COUNCILCOMMENTS Dirksreviewedan opportunityto providea sponsorshipforthe ColumbiaSloughWatershedCouncil's (CSWC)Explorandoevent in July2024. Council approved a $500. 00 sponsorship to the CSWC Explorando event. Dirksstated CouncilorAmend would missthesecond May28, 2024meeting and asked ifCouncilthere would be a quorum forthatmeeting, Tan stated she will not be present. Dirks mentioned Rios-Campos cannot vote on the budget adoption. Reeserstated the budgetadoptioncould be heldat thefirstJune2024 meeting instead. Dirksstated the budgetadoptionwould be heldon June 11, 2024. Minerclosedthe regularCityCouncilmeeting at8:01 PM. EXECUTIVE SESSION PER ORS 192. 660(2)(H) Mineropenedthe ExecutiveSessionunderORS192.600(2)(H) at 8:02 PMto consultwithcounsel concerning the legal rights and duties ofa public body with regard to current litigation or litigation likely to be filed. Miner closed the Executive Session at 8:11 PM. VOTETO REMAINWITH DLCDCOALITION LITIGATION Upon motion bydark, secondedbyTan, voting 3-0,the Councilvoted to remainwiththeconsortiumof citiesto appealthe rulingon thecaseagainstthe DLCD. ADJOURNMENT With no further business, the Council adjourned at 8:13 pm. John C. Miner MAYOR ATTEST: CITYRECORDER CityCouncil MinutesApril 9, 2024, | Page