City Council

^ :<* Mayor Council President Councilors a".CTWood John C Miner Jairo Rios-Campos Mark dark DaraTan WOODVILLAGECITY COUNCIL/ URBAN RENEWAL AGENCY MEETING MINUTES June 11, 2024 PRESENT MayorJohnC. Miner, CouncilPresidentJairoRios-Campos, CouncilorsMarkdarkand DaraTan, URA Vice-ChairStanelyDirks, LIRABoard MemberVictoriaMinnieweather,CityAttorneyJeffCondit, City Manager Greg Dirks, PublicWorks Supervisor Erika Normine, Director of Finance Seth Reeser, and interested parties, ABSENT None. PUBLICHEARINGFY2024-25URABUDGET Rios-Campos and Condit arrived at 5:49 PM. Miner opened the URA budget adoption public hearing. Reeserreviewedthe UrbanRenewalDistrict'sperformanceto dateandstated the Citywouldbe spending downthe bondfundsoverthe nextfewyears. ReesernotedtheAgencyis limited in whatit cando overthe nexttwo to three yearsunlessthere is a newdevelopmentprojectwithinthe urbanrenewalarea. Reesermentionedthe proposed, approved, andadopted LIRAbudgetwerethe sameand recappedthe Urban Renewal Agency's expenses. Miner asked for public comment or Council questions. Miner closed the URA budget adoption public hearing. Upon motion bydark, secondedbyS. Dirksand passing6-0, LIRAResolution 2-2024Urban Renewal DistrictBudgetAdoption FY24-25wasapproved. Upon motion byTan, secondedby Rios-Camposand passing6-0, LIRAResolution 3-2024Levyingand CategorizingAd ValoremTaxesFY24-25wasapproved. Miner adjourned the URA meeting at 5:55 PM. Minnieweather and S. Dirks left at 5:55 PM. Miner convened the City Council meeting at 5:56 PM. City Council Minutes June 1 1, 20241 Page 1 CITIZEN COMMENTS (NON-AGENDA ITEMS) None. PUBLICSAFETYREPORT Lt. Hemsworth presented the public safety report for May: 128 dispatch calls and 149 self-initiated calls; several traffic incidents, two of which were hit and runs; one reported stolen vehicle and five recovered stolen vehicles. Dirks and Hemsworth explained that the five recovered vehicles were a part of a civil issue between multiple people at one business. Hemsworth stated on May 10th MCSO, the Portland Police Bureau, and Gresham Police conducted a joint missionthatresulted in 38trafficstops, three misdemeanorarrestsandonefelonyarrest. On May21st there was a stolen vehicle mission that resulted in 12 traffic stops, two of which were stolen vehicles that resulted in pursuits followed by capture. Hemsworth stated Comfort Dog Burton was sworn into duty last month. Hemsworth thanked Theresa's Country Feed & Pet and Banfield Pet Hospital for their support ofthe program, Hemsworth mentioned Commissioner Sharon Meiran presented the Multnomah County Employee Recognition Committee's Choice Award to the Detective's Unit for their commitment and community involvement, Tan thanked MCSO for their quick action in addressing the overnight vehicles on the Lowe's property. Dirks stated Lowe's and CIRE Equity were initially confused over property boundaries and mentioned Chick-Fil-Awould beginworksoon, whichwouldgateofftheareaofconcern moving forward. Miner congratulated the MCSO on the Committee's Choice Award and asked about the Chair's budget and how it would affect MC80 staffing. Hemsworth stated the budget would look similar to last year's and would provide funding for at least the next year. Mineranddarkthanked Hemsworthand MCSOfortheirworkto keepgunsoffthestreets. Hemsworthstated hewouldseethe Councilat Thursday'sVolunteerAppreciationevent. CONSENTCALENDAR A. CityCouncil Minutes . May 14, 2024 B. New OLCC Liquor License . Ki CoffeeLLC C. PlanningCommissionAppointments- Term Expires12/31/2027 . Stanley Dirks . T. Scott Harden CityCouncil MinutesJune 11, 20241 Page 2 Dirksexplained placingthe PlanningCommissionappointmentsonthe ConsentCalendarwasdueto the candidates' previous tenures on City boards and commissions. Upon motion by dark, secondedbyTan and passing4-0, the ConsentCalendarwasapproved, Miner and Dirks stated with the two new appointments, the Planning Commission is now full. PUBLICHEARINGFY2024.25CITYBUDGET Miner opened the City budget adoption public hearing. Reeserreviewedthe City'sadopted budget, including retainingthe same numberofpersonnel, maintaining all operating budgets with operating revenues in excess of operating costs, creating multi-year budget reserve appropriations, and allocating funds for a fire services study and for community engagement activities. Reeserhighlightedmodificationsto the approved budgetfrom the proposed, including BudgetCommittee approved changes and funds being rolled over from this fiscal year. Reeserreviewedmodificationsfrom the approvedto the adopted budget, includingseveral otherfund roll oversfromthisfiscalyear, movingtranslation servicesto the InternalService Fund, andtruing up thefund balance for the Sinking Fund. Miner asked for Council questions and comments. None were given. Reesersummarizedthe City'sadopted budgetand stated the Cityhaspositive netoperating margins across all funds. Miner asked for public comment. None were given. Miner closed the public hearing. Upon motion by Rios-Campos,secondedbyTan and passing4-0, Resolution 14-2024Receiptof State Shared Revenue was approved. Upon motion by dark, secondedbyTan and passing4-0, Resolution 15-2024CityBudgetAdoption FY24- 25 as amended and making appropriations excluding General Fund Recreation Services was approved. Rios-Campos recused himself. Upon motion byTan, secondedby darkand passing3-0, Resolution 15-2024CityBudgetAdoption FY24- 25 amended to include appropriations for General Fund Recreation Services was approved. Upon motion byTan, secondedby Rios-Camposand passing4-0, Resolution 16-2024Levyingand CategorizingAd ValoremTaxesFY24-25wasapproved. City Council Minutes June 11, 2024 | Page 3 COUNCILINTERVIEWS Dirks mentioned Patricia Smith was the only applicant for the open Council position but noted she was unavailablefortonight'smeeting. Dirksasked Counciliftheywould liketo approvethe motion to appoint Smithorwaituntil Julyto meetwithhergiventhatSmith hadserved on Councilpreviouslyandwasthe only applicant for the position. Minerasked ifCouncilhadquestionsorobjectionsto appointingSmithattonight'smeeting. None were given. Miner moved to appoint Smith, and the Council unanimously voted to appoint her. Dirks stated he would notify Smith and that she would attend the first July meeting. RESOLUTION17-2024:PARKRESERVATIONPOLICY Dirks presented a recap of the park reservation policy revision process, including the initial discussion with the Council in Marchandthen withthe ParksCommissionon May 1, 2024. Dirksreviewedthe proposedframeworkforthe newpark reservation policyandthedivisionofthe multipurpose field. Dirksnoted current reservationswould not be impactedandthat Citystaffhaddrafted updatedformsand materials. Miner asked if there was a time limit for the picnic areas. Dirksstated the Citydoes not allowreservationsforthe picnicareas, onlyforthe PicnicShelter The picnic areas are first come, first served, Miner mentioned if any issues arise that the City can adjust the policy. Upon motion by Tan, seconded by Rios-Campos and passing 4-0, Resolution 17-2024 was approved. CIFCMANAGER EVALUATION Miner stated the comments in the evaluation were positive, which was great to see. Miner thanked Gallien for collating the Council's responses. Gallien explained Hinders collated this year's responses while she was on vacation. Miner thanked Hinders. Dirks mentioned he had a chance to review and stated he prepared responses, as well. Rios-Campos asked ifthe evaluation was under an executive session. Miner stated Dirks requested it not be. Dirksexplained hefeelsthe City Manager'sperformanceevaluationshould be publicandtransparent. Dirks discussed his notes on the annual performance plan (APP), especially potential upcoming changes in City fire and emergency services. He mentioned the City is already looking at projects, like the mini-split pilot program in WoodVillageGreen,thatcould kickstartnextyear'sAPP. City Council Minutes June 11, 2024 | Page 4 Rios-Camposremarked on Dirksabilityto build partnershipswhilealso holdingpartnersaccountable. Dirksaddressedleadershiptrainingopportunities, includingthe lackofqualitytrainingfrom the Leagueof Oregon Cities(LOG),and mentionedthe NationalAcademyof PublicAdministrationasa potential opportunity. He noted he attendeda confidenceseminarlastfall. dark mentionedthatpreviousemployees, such asformerPublicWorksteam members, receivedadditional training and then left the City, and he appreciated that Dirks has remained with the City after his higher education and training. Dirksstated the Cityhiresexceptionaltalentfrom organizationsthattrain well but lackquality leadership and mentionedthe Cityalso supportscontinued learningopportunitiesforits staff. Tan asked Dirksfora takeawayfrom hisconfidenceseminar. Dirksexplained he started lookingat himselfdifferentlyandstarted seeing moreclearlywhathe bringsto the table as a leader. Miner stated he wants Dirks to find trainings that mean something to him and mentioned he would like to have a conversation with Dirks about if trainings were the right tool to improve his leadership. Dirksmentionedthere are plentiful trainingand learningopportunitiesforthe utilityteam and leaders. Dirks noted he never wantsto becomecomplacent. Rios-Camposstated looking nationally, outsideofthe stateorcounty, is a greatwayto find meaningfuland quality opportunities. Dirksdiscussed hispersonnel managementand noted he appreciateshearingthat he createsan openand creativeworkenvironment. Dirksmentionedhe enjoystheflexibilityin organizingthe Cityteam and organizationalstructure. Dirksmentioned hisabilityand understandingofhowto maintainand build partnershipsoutsidethe organization,too. Minerstated Dirks'evaluation reflectstheentire organizationand highlightedhisappreciationfor Dirks willingnessto havehardconversations. dark mentioned the feedback he hears from City staffand contractors who work with the City is that they would all work for Dirks and the City as a whole. Rios-Camposreiterated Dirks'abilityto evaluateand reevaluateorganizationalneedsand restructure it based on what is needed. Dirksmentionedthatit can be difficultforadvancementopportunities in a smallerorganizationsothe flexibility in the organizational structure also allows for retaining quality staff. Tan mentionedchangemanagementandapplaudedDirks'abilityto handlechangesinternally. Dirksaddressedthe City'scommunityengagementefforts, notingthe Council hasmade it a priority, including adjusting the budget fortranslation services, Dirks mentioned the importance of acknowledging City Council MinutesJune 11, 20241 Page 5 positive feedback but also addressing failings transparently with the community and how the City will be better movingforward. Minermentioneda contractorworkingatthe Bywayhad not beenfollowingpermit requirementsand noted Dirks wrote a much-needed letter to the contractor addressing the issue. Miner stated the letter resulted in direct and quick communication with the contractor and the issue has now been resolved. Dirksexplainedhandlingthefun engagementiseasyto doand notedthatthere is a balanceto kindly engage while also holding people accountable. Rios-Campos noted Dirks demonstrates the intentional part of community engagement rather than "checking offa box, " especially in understanding the reciprocity of relationships and partnerships. Miner stated he only recently understood intentional community engagement and credits the City and its efforts. Dirksdiscussedthefiscal managementandthankedthe Cityteam fortheircontinuedeffortswhilestating the work is never done. He stated the hope is to leave future staffand City better off. Miner congratulated Dirks on his evaluation. Gallien mentionedthe paydiscussion. Dirksstated he hastopped outon the payscale and iseligibleonlyfor merit raises. Miner asked for comparable City Manager salaries and what pay increases were built into staff contracts. Gallien explained once a person tops out of the pay scale then they become eligible only for cost-of-living adjustments (COLA) and merit raise, which is a one-time 3-5 percent increase. dark stated Dirks' evaluation score was mostly Exceptional. Gallien stated this would indicate closer to the 5 percent range. Mineraskedforthis year's COLA. Gallien explained it is 3. 1 percent, which compounds the wage while the merit does not. dark stated, in his opinion, the increase would be 8. 1 percent. Miner asked for comparable salaries in the Portland Metro area. Dirksstatedthe newFairviewCityManagersalaryrangeis $145,000- $180,000withTroutdale's rangeat $170,000- $180,000andthe Portland Metro areabetween$145,000- $160,000to upwardsof$200,000. Miner asked about the current top of the scale. Dirksexplainedhe is currently atthetopofthe City's payscaleataround$160,000,whichhestatedfeels right for the position and organization. Mineraskedfor Dirks' increasefrom lastyear. Rios-Campos mentioned it was 5 percent. City Council MinutesJune 11, 20241Page 6 Dirks stated the COLA is also built into his contract. Gallien confirmed Dirksiscurrentlyat $163,000. Minermentionedthe Councilshouldalso lookatthe organizationas a wholeand howtheyare being treated and what can be done to retain the City's most talented staff. Rios-Camposreiterated that Dirksautomaticallygetsthe COLAeven ifthe Councildoesnotapprove a merit increase. Gallien reiterated that the merit bonus is between 3-5 percent and that Exceptional evaluations come in at 5 percent. Rios-Campos proposed giving Dirks the 5 percent increase based on his evaluation and seeing Greg's work for the City. He reiterated it's important to retain talent, especially at the City Manager level. The Council agreed. Tan and Minercalculated Dirks' newsalaryaround $171,000. Dirksthanked Councilforhiscompensation butalso forthe abilityto taketime offto bewithhiswifewhile she has been sick. He stated his appreciation and love for the City goes beyond the compensation. Council voted unanimously to approve Dirks' new salary. MAYORANDCOUNCILCOMhflENTS Dirksmentionedthe VolunteerAppreciationPartyis thisThursdayat6:00PM. Dirksnotedthe soccerprovider, whoownsthe soccergoals, is lookingfora newfacilityandwill betaking the goalswiththem. Dirksmentioned heand Rios-Camposhavebeendiscussingreplacingthe soccer goals using PlayEast funds. dark asked if the Volunteer event starts at 5:00 PM. Gallien clarified the event starts at 6:00 PM with dinner to follow around 6:30 PM. Rios-Camposstated the soccerproviderbringingthegoalsto the parkhasbeen a greatbenefitto the communityand noted it would begreatto continueto offerthis amenityin the park. Miner asked if the soccer goals are set in concrete. Dirks explained they are mobile and can be easily slid around the field. Rios-Camposreminded Councilhewould not be presentatthesecondJunemeeting. CITYATTORNEY REPORT None. City Council Minutes June 1 1, 2024 | Page 7 ADJOURNMENT With no further business, the Council adjourned at 7:06 pm. John C. Miner MAYOR ATTEST- Y RECORDER CityCouncil MinutesJune 11, 20241 Page 8