City Council

^?.. Mayor Council President Councilors CTI¥CT.Wood JohnC Miner Jau-oRios-Campos Markdark DaraTan WOODVILLAGECITYCOUNCIL MINUTES APRIL23, 2024 PRESENT Mayor John C Miner, Council President Jairo Rios-Campos, Councilors Mark dark and Dara Tan, City Attorney Jeff Condit, City Manager Greg Dirks, Director of Finance Seth Reeser, and interested parties. ABSENT Councilor Mark dark CITIZEN COMMENTS (NON-AGENDA ITEMS) None PROCLAMATION: VIETNAMESE-AMERICAN REMEMBRANCE DAY Tan read the Vietnamese-American Remembrance Day proclamation. Minernoted thatthis is an importantproclamationandthankedmembersofthe Vietnamese-American communityforattendingthe meeting. Thao, Presidentofthe VietnameseCommunityor Oregon,thankedthe Councilforsigningthe proclamation honoring the 58, 000 American soldiers and more than 300, 000 South Vietnamese soldiers who sacrificed theirlives in the line ofdutyfrom 1955to 1975. He presented a certificateofthanksto the Mayorand Council. Rios-Campos thanked Theo for allowing us to celebrate and continue these connections. CONSENTCALENDAR A, City Council Minutes . March 12, 2024 . March26,2024 Upon motion byTan, secondedby Rios-Camposand passing3-0,the ConsentCalendarwasapproved. CityCouncil MinutesApril 23, 20241 Page 1 PRESENTATION:TRIMETSAFETY& SECURITY PatWilliams,the Securityand EmergencyManagementDirectorforTriMet, presented an updateontheir PublicSafetyInitiative. Jeff Condit arrived at 6:12 pm. WilliamshasworkedforTriMetforfive yearsandoverseesthe securityoperationsforthe entireservice district. He was involved in the security programs that have been developed over the last couple of years to ensure the system is safe to ride. They now have 160 transit security officers and just received authorizationfrom the Boardto addan additional80officers,Thereare also51 customersafety supervisorsthatenforcecodeofconductonthe system and helpwithvulnerablepopulationsandservice disruptions. There are also 80 customer safety officers that provide security for the code enforcement team. TriMetalso hasan outreachprogramwithapproximately70 safetyresponseteam members. Thisgroup carries basic supplies for vulnerable populations and makes referrals to social service agencies. The group is comprised of individuals that have experienced homelessness, mental health issues, and substance abuse along with people with degrees and significant experience in social service outreach. Previously therewere65transitpoliceouton the system andthathasbeensignificantlyreducedto 20. Theywere able to fill the gap with other security groups and procedures. Miner asked ifthere were only 20 sworn police officers. He noted that it used to be more robust and included officers from Gresham and Portland Williams responded that there used to be more than 16 agencies involved led by the Portland Police Bureau. Over the last several years it has transitioned to just 4 agencies led by the MCSO. In the last two years,TriMet hasincreasedsecurityfortheoperators byinstalling safetypanels and camerasystems. Dirks asked ifthose systems are on all buses. Williams responded they were and added that there has been a steady decline in calls for police services and is currentlydown38%from last year. Minerasked ifthecamerasystem datahasbeen used in someofthe recentcourtcasesforassaults. Williams responded that the camera systems are digital and are downloaded at the end of the day if needed. They are working on downloadable systems for the trains. Attacks on staff and drivers have been decliningalong with reported crimes. Duringthe publicsafetyinitiative,theysurveyed thousandsof customers and staff. The main takeaway was they wanted to see a presence and have people out there thatcan help. Thesafetyresponseteamfills this void. Theyassistpassengers, help withdisruption, intoxicatedpeople, medicalissues, and non-destinationpassengers.TriMetalso hasa newsecurity operations center and will be getting new software for tracking purposes. This is a low level non urgency 911 center for the transportation system, Starting this summer, TriMet will be installing blue light phones on the platformswitha directconnectionto thesecurityoperationscenterstartingwiththeareafrom Gateway to downtown. Theyaddedaccesscontrolsystemsto theelevators, so you must havea card to geton. Rios-Campos asked ifthey will be installing the blue phones outside ofthe Gateway to downtown area in the future. CityCouncilMinutesApril 23, 2024 | Page 2 Williams responded they would. Mineraskedwhathappensifsomeone usesa blue phoneandneedsan urgentpolice response. Williamsrespondedthatthesecurityoperationcentercan contactthe policeforthem if needed. Tan asked howthey determine where to deploy increased security. Williams noted that they use law enforcement statistics and their security response statistics. The new softwarewill let them track incidentsandcallsforservice and helpthem decidewhereto deploy increased security. Theywill also havean independentassessmentofthesystem. Tan asked if the calls have dropped because of the increased security people. Williams responded that the increased visibility and presence has had a good impact on calls. Rios-Campos mentioned that a big focus of the re-imagine committee was having someone present to de- escalatesituations. Headdedthathavingsafetyrespondersthatare notswornofficersseemsto have helped. Williams added that they have increased stafftraining specifically around de-escalation and that has also helpedsignificantly. Theyhavealso includedtrainingto helpstaffdealwithsomeofthe challengesthey see every day. Tan asked how the security dispatch works. Williams responded that ifstaffhave a security incident, they call directly to a security dispatcher who can triagethe problem anddispatchsecurityorthe best resourceforthe problem asneeded. Ifit's an urgent mattertheycan referit rightto 911. There is also an alert reporting system appto report non urgent incidences like vandalism, items that need to be repaired, biohazards, etc. The app is on the website and posted at some locations. Minerstated he hopesthe programscontinueto growand respondto makepeoplefeel safeand increase ridership. Williamsnoted he's been in publicsafetyfor38 yearsand realizeshowimportantit is for peopleto have a safetransitsystem to ride.TriMet is heavilyinvested in makingthesystem safeandwelcomingfor everyone. Rios-CamposthankedAmparoAgostowithTriMetfordoinga goodjob and makingsureourdiverse community was heard. Dirks asked how non-destination riders are identified and howoperators request assistance. Williamsrespondedthatthe busoperatorscan notifysecuritystaffwhoassistwithgetting the person offthe bus. On the trains it's a little harder to identify them. TriMet is working with local lawenforcement to try and help the person get off the train where there are still services available. Dirks asked howcurrent stats compare to pre-Covid and howcan we help spread the message that the transitsystem issafe. CityCouncil MinutesApril 23, 2024 | Page 3 Williams responded that it's difficult to compare because there are different systems in place. TriMet is headed in the right direction and has been recognized by the American Public Transportation Association. TriMetis also being recognizedforsome ofthe newprogramsand is verytightly networked inthe community. Employees of the current programs have experience in public safety, outreach and have established connections with service providers. PARK RESTROOM CONSTRUCTION Normine presented an update on the park restroom construction project. The bids were significantly higher than the budget for the project and the engineers estimate. Staffsuggest rebidding the project in the fall to see ifweget lowerbidsin theoffseason. Dirks added that the contractor who did the bid estimate for Koble Creative submitted a bid for the project thatwas$160,000morethantheoriginalestimate. Miner asked if a modular restroom would be more cost effective. Dirksrespondedthatwe looked at modularonesfirstandtheywerearound$850,000, Rios-Campos asked if we would get lower bids in the fall. Dirks responded that we don't know for sure, but it may not have been worth it for smaller firms to bid in a competitive market. Miner asked if the City can be the general contractor for the project. Dirks responded that is a possibility after a second RFP process. Conditaddedthatdirectsolicitationisjustifiedafteran unsuccessfulsecond RFP. Rios-Camposasked ifthe budgetcould be increasedifwe receive highbidsinthefall. Dirks responded that the budget could be increased but the bigger question is the value of the project overall. Council agreed to a second RFP process in the fall. RESOLUTION9-2024: PURCHASINGPOLICY Reeserpresentedthe purchasingpolicy updatebasedon the Oregonpubliccontractingcodechangesin 2023. He reviewed the proposed purchasing limits and internal processes. Upon motion by Tan, seconded by Rios-Campos and passing 3-0, Resolution 9-2024 was approved. RESOLUTION10.2024:APPADOPTION Dirks presented the proposed FY2024-25 Annual Performance Plan items. The plan sets goals for the management team and is designed to consume approximately 10% excess capacity ofstaff. He noted that East County Resolutions (ECR) was very interested in partnering for the Community Conversations APP item, howeverGreshamplansto cancelthe program intheirupcoming budget. Wewill workwith ECRto City Council Minutes April 23, 20241 Page 4 try to keepthe programalive. Forthe EmergencyManagementResilienceAPPitem, we mightbe ableto utilize recentlypassedSenateBill 1529 regardingairconditionerdistributionin anticipationofhotweather and heat events. Dirks noted that Reeser is doing a great job explaining the change property ratio property taxreformto legislatorsandotherstakeholders, helpingthem geta betterunderstandingofboth the issue andthe potentialfix. He addedthat Dr. Gibsonwill be addinga narrativeoftheactual impactsto the propertytax rates intheAlbinaareato the propertytaxdiscussion. Upon motion by Rios-Campos,secondedbyTan and passing3-0, Resolution 10-2024wasapproved. DIRECTOROF PUBLICWORKSREPORT Norminepresentedthe publicworksreport. The SCADAprojectwasfinalized.Shealiftstation repairsare complete includinga newheaterandadditionallighting. The flowmonitoring systemforthe main sewer trunklinewasinstalled in three locations.The monitoring will continueforsixmonths. Staffinstalled at BigBellyatthe 230th/231stpathway.The speedtrackerwasdeployedon Holladayfollowinga speeding complaint. Mostofthetrafficappearsto befrom residentsandon averagethe speedwasbelowthe limit. Thefewhighspeedersnoted occurred duringcommutetimesand primarilyaroundthe curve. Weare looking at some low impact, high efficiency methods to get people to slow down around the curve. Dirksaddedthatcould be something like opticalstriping thatwould makethe personthinktheyare going fasterthantheyare. Rios-Campos asked if that would be used on other streets if it's effective. Dirks responded that it could be used on City streets. Rios-Camposasked aboutthestatus ofthe ByWaybusinesses. Dirksrespondedthattherearetwo businesseswithcompleted permitsandone is well underway. The ByWay Market and aquarium shop need to resubmit plans along with Ki Coffee. There were some questions regarding plumbingworkforTwoAmigossincethey moved some itemsaroundandhadtoo muchgoingto a smallerdrain. Wewereableto workon a solution to re-routesome itemssotheydon't have to rip up the floor and they will hopefully open in June or July. Miner asked how quickly Gresham completes the plan review submittals. DirksresDondedthata newolan set usuallytakesabout2-3 weeksandthat'sprettyquickcomparedto other cities. DIRECTOROFFINANCEREPORT Reeserpresentedthefinancedirectorreport. He notedthat BITtaxeswerecomingin a little lessthan anticipatedatthis pointoftheyearandweare monitoring them. MultnomahCountyreleasesprojections and year-to-datestatisticsthatindicatetheyarecollecting as much as lastyearatthis point, so it mightbe a timing issue.The investmentpolicywaspresented to the Oregon Short-TermFund Board,andthey providedsomecomments andsuggestedrevisions. Oncestaffreviewsthe recommendations,the policy will be presented to Councilforadoption. CityCouncil MinutesApril 23, 2024 | Page 5 Miner asked if the state investment pool rates are still good. Reeser responded that the rates have flattened out over the last fewmonths. He added that the Oregon StateTreasuryhasan intermediatefund thatbuyslongerterm securitiesandissimilarto whatwe are looking at inthe investment policy. Weare still investigating, but this might be an easierwaythan doing it ourselves with a financial advisor, CITYMANAGERREPORT Dirks presented the city manager report. The application for the scholarship program this year is the same, butthe wording on the essay waschanged to require 250 words and allowed it to be video or audio visual in lieu ofwritten. Questions2 wasmodifiedto whathaveyoudonethatyou are proudoforwhatyou hope to accomplish in the future. The last two parts, a letter of recommendation and an example of work, are optional. The scoring matrixwas pulled from the application, and it was noted there would be an interview with the committee. Rios-Campos suggested saying an in person meeting rather than an interview so it's less intimidating. He also suggested asking about shared or lived experience such as what I lived through that I grew from or learnedsomethingfrom. Dirks suggested using that as one ofthe interview questions which will be sent out in advance. Tan noted thatsome people can relaythe experiencebetterin personthanwriting it out. Rios-Camposaskedwhenthe applicationwill beopened. Dirksrespondedit opens Maylstwitha May31stdeadline. Dirks mentioned Amend's resignation, and thatthe vacancy is advertised with a May 31stdeadline and interview in June. CouncilappointedTanasthe PlanningCommission liaison. CITYATTORNEYREPORT Condit nothing. MAYOR & COUNCILCOMMENTS Rios-Campos mentioned the PlayEastfundraiser, May9th atthe Fairviewfood plaza at 6 pm. Miner noted that the three city mayors will be meeting with Commissioner Meiran to discuss the three-city homeless services funding proposal. EXEC SESSION MinerstartedtheexecutivesessionperORS192.6602ndand ORS192.6602f. Reeserpresentedan updateoncybersecurity. City Council MinutesApril 23, 20241 Page 6 Gallien presented an updateon facilitysecurity. ADJOURNMENT Withno furtherbusiness,the Counciladjournedat7:37pm. ^ Jo C. Miner MAYOR ATTEST- TY RECORDER City Council Minutes April 23, 20241 Page 7