City Council

^ "V ""of.Wood Mayor Council President Councilors John C. Miner Jairo Rios-Cam os Mark dark Dara Tan Patricia Smith WOODVILLAGECITYCOUNCILMEETING MINUTES July9, 2024-6:00 PM PRESENT MayorJohnC. Miner, CouncilPresidentJairoRios-Campos, CouncilorsMarkdark and PatriciaSmith, City AttorneyJeffCondit, City ManagerGreg Dirks, PublicWorksSupervisorErikaNormine, Directorof Finance Seth Reeser, City Recorder Caroline Hinders, and interested parties. ABSENT Councilor Dara Tan NEWCOUNCILORSWEARIN Hinders swore in Patricia Smith as the new Councilperson. Minerreviewedthe purposeofCouncilandstated Smithwasappointedto fill thevacancyleft afterformer Councilor Amend's resignation, CITIZEN COMMENTS (NON. AGENDA ITEMS) Dirks presented two comments: Dirksstated the Cityreceivedanemailaskingthe Councilto consideradoptingsome basicrights for houseless individuals based on suggestions for the National Coalition for the Homeless. Dirks mentioned the recent Supreme Court ruling in the Grants Pass case and explained while the ruling effects legal issues it doesnot changehowtheCityandits partnersadvocateforsupportiveservicesandhousing. Miner stated the Council would take it under consideration. Dirks discussed the Fourth of July festivities and illegal fireworks in the City. Dirks noted increased litter and fireworksin the parkand broughtupthegeneralconcern regardingsafetyissuesforthecommunity, especially with next year's holiday falling on a Friday. Dirks noted ideas on howto manage future concerns would be addressed at a later meeting, Minerremarkedtherewerelots offireworksin hisneighborhoodon Arata Road lastweekand noted it's a necessary conversation. Dirks commented that Gresham Fire handled 9 fires last week, fortunately none in Wood Village. CityCouncil MinutesJuly9, 2024 | Page 1 PUBLICSAFETYREPORT Lt. Stewart presented the public safety report for June: 129 dispatch calls with an emergency call response time of4 minutesand 51 seconds, bothofwhichwereon averagewithlast month;two burglariesreported with one confirmed without suspect and the other possibly without suspect, so both remain active investigations; three stolen vehicles were reported with one stolen from a driveway, one unfounded, and one related to last month's large stolen vehicle report. Stewartmentioned conversationswith Dirksregardingspeedingandcrashesalong238thand upcoming missions to address these issues. MineraskedStewartto explainforthoseattendingthe meeting whatit meanswhenhe statestherewill be a "mission"conducted byMCSO. Stewart explained missions are a focused group of deputies and sergeants who will address a specific issue through increased enforcement but also community education and outreach. Stewart reported 3 incidents of vandalism, one with a known suspect, one caused by a pellet gun and one without a suspect; 12 disturbances of which one resulted in an arrest, two were verbal, two were instances wherepartiesinvolved could not be located,fiveweredomesticviolence related, andtwowere unfounded; 8 hitandruns mostofwhichin Walmartand Fred Meyer. Miner remarked half the call log was hit and runs and asked ifany involved injury. Stewart stated he would follow up. Stewartreportedthree threatcalls, oneofwhichinvolved a firearm dischargedoutsideofthe homewithno injuriesandan arrestmadeandanotherinvolving a road rage incidentwhereno one involved could be located. CONSENTCALENDAR A. CityCouncil Minutes . May 28, 2024 . June 11, 2024 B. City Events . Pumpkin Fest . 14 Annual Holiday Tree Lighting Upon motion by Rios-Campos, seconded by dark and passing 4-0, the Consent Calendar was approved. SCHOLARSHIPAWARDS Minerrecappedthe historyoftheopportunityscholarshipand invitedeach recipientto comeforwardto receive their certificate. Hindersreadeach recipient'snameas Minerpresented thecertificates. Recipientsposedfor photoswith the Council. CityCouncil MinutesJuly9, 20241 Page 2 ORDINANCE3-2024:BACKYARDBURNBAN Dirksreviewedpreviousdiscussionsregardingthe backyardbum banand notedthe proposed ban prohibitsanybackyardburningexcludingBBQs,smokers, and recreationalfire pits. Dirks recapped the history of burn bans in the region and noted that Gresham Fire asked its contracted citiesto considera full backyard burn ban. Dirksstated the State alreadyprohibitsbackyardburningwestof 181st. Minerasked Dirksforclarificationon the state'sburning regulations. Dirksreiterated thatthe State alreadyprohibitsburningwestof 181st. Dirksreviewedthefive publiccomments received bytheCityregardinga potential bum ban, most ofwhich were in favor ofthe bum ban. Dirks noted the public comments had been presented and discussed at a previous meeting where Council decided to move forward with the bum ban consideration. Dirksaskedforadditionalpubliccommentas partofthe publichearing. Miner asked if anyone was calling in to the meeting for comment. Dirks stated no. Miner asked for in-person public comment. None was given. Dirksasked Councilforcomments andquestions. Rios-Campos asked if staff had considered burning alternatives. Dirksmentionedstaffareconsideringextendingtheexisting Fall LeafDrop Programandoperating special event debris collections. Dirks noted the City is now contracting with Cultivate Initiatives for other vegetative control around the city and could explore using their services to pick up yard debris as part oftargeted outreach efforts. Rios-Campos asked if there had been a conversation with Metro to receive funds or assistance. Dirks mentioned not yet and that the City currently takes its debris to All Wood Recyclers. Smithaskedforclarificationon whatwould nowbe prohibitedand ifthatwould includeburningjunk. Dirksreiterated it wouldprohibityard debrisandyard wasteand stated it isalreadyprohibitedto burnjunk, such as tires, furniture, electronics, et cetera. Dirks mentioned that the proposed bum ban would also make it easier for Gresham Fire to enforce other illegal burnings. Smith noted there are alternatives to backyard burning but expressed she could see compliance issues. darkagreedand mentioned hevolunteerswithanotherorganizationto helpwiththingslike yard debris cleanup and disposal. Dirksstated the City haspreviouslyassistedhomeownerswithyard debrisandvegetation cleanup through partnerships with organizations like Wood Village Baptist Church, nothing the City would continue doing outreach on burning alternatives. Minermentionedtheone opponentto the burn banwrotea heartfeltcommentandthatthe Citywoulddo its best to help this individual. Miner noted that Gresham Fire is already stretched thin and believes the City should do what it can to help support their service. Upon motion by dark, seconded by Smith and passing 4-0, Ordinance 3-2024 was approved. CityCouncil MinutesJuly9, 2024 | Page 3 Dirksstated hewould updateGresham Fireandnotifythegeneralcommunity. Smithasked iftherewerefinesor repercussionsfornotfollowingthe bum ban. Dirksexplainedit would likelyrun throughGresham Fire'scitationsystem butnoted hewouldfollowup with Gresham Fireand askwhatenforcementlooks like. Dirksexpectsit to run like MCSO'scitationsystem, whichstresseseducationandoutreachfollowedby monetarypenaltiesforrepeatoffenders. Miner mentioned enforcement on this issue would be important from the start. RESOLUTION19.2024:SDCRATEUPDATE Dirksexplainedtheengineeringnewsrecord (ENR),whichis a constructioncostindexthattracksthe cost ofcapital projects related to infrastructure. Dirks stated construction costs quickly increased in the early 2020s,whichcausedthe City'sSDCrateto also increase, dark asked Dirks to explain what SDC means. Dirksstated SDCstandsforSystem DevelopmentChargesandexplainedit's a feefor newconstructionto connect to the City's existing infrastructure system to recoup costs and fund expansion projects that meet the City'sfuture buildout. Dirksclarifiedthatdifferenttypes ofconstruction havedifferentSDCrates based on both usage and meter size. dark noted thefee is alsoto offsetcostto currentsystem usersasthesystemgrows. Dirks agreed and stated SDCs help build out system capacity, so it does not have to be built into the rate, whichiswhyit is importantto keepthe SDCrate currentwithconstructioncostsasthosecostsare reflected in projects identified in our system master plans. Dirksreviewedthecurrentand proposed SDCrates, mentioning rates havestarted to level out. Dirks stated if approved the Resolution would go into effect August 1, 2024 to give enough time to update permits and give public notice. Miner asked the Council for questions. Rios-Camposaskedwhatthe City'sexpectationswerefordevelopment. Dirks mentioned there is a Chick-Fil-A project in the works that would pay the new SDC charge and there area fewsmaller projects but nothingmajorplannedas of now. Dirksnotedwhilenothing big is in the works this is a step to ensure the City is keeping up with the actual cost of construction. Miner stated Chick-Fil-Awould be located next to Lowe's. Dirks agreed, stating it would be near Lowe's, Sola Salon, and the new Chipotle. Upon motion bySmith,secondedby Rios-Camposand passing4-0, Resolution 19-2024wasapproved. PWPROJECTUPDATES Norminediscussedrecentandongoingpublicworksprojectsfrom the lastsixmonths. Norminereviewedthe historyofthe City'sWell 2 & 3 WaterRightsCertificatesand noted the Citywouldbe submitting a claim of beneficial use in October to receive new certifications for both wells. CityCouncil MinutesJuly9, 20241 Page 4 Normine listed the completed and still needed upgrades to Well 3, including finding a generator to operate the well without power. Normine mentioned there was 24 feet of debris that was built up in the bottom of the well that has now been removed, as well. Normine stated RH2 conducted a Seismic and Structural Analysis of Reservoirs 2 & 3 in Fall 2023 and recommended several fixes in their report, including extending the footings & adding new anchors for any seismiceventand replacingthe ladderon Reservoir2 by2036to complywithOSHAstandards. Normine stated the analysis recommendations were not urgent within the year but should be a high priority in the next few years. Norminestated staffareworkingon a lead inventoryto identifylead pipesin the City'ssystem and on the privateside. The initialservice line inventory isdue October16, 2024, whichNorminestated staffareon track to meet, noting next steps will include creating a lead service line replacement plan. Normine explained EPA funding will be available for the project and more updates would come at the end of the year. dark remarked that it's been quite a few years since the reservoirs were painted both inside and out. Gallien stated the reservoirs were painted during Harden's tenure sometime between 2016-2017 Dirks mentioned it is probably coming up on ten years, noting they have been inspected but that they could use a cleaning. Gallien and Dirks noted the last inspection did not return any urgent fixes. Normine stated interior and exterior painting was a lower-level recommendation in RH2's report. Rios-Camposaskedwhencosts and priority listson the recommendationswould beavailable. Normine noted RH2 provided costing for all recommendations. Dirks stated staff have not yet reviewed costs in terms of prioritizing the recommendations but explained there may be Justice40 funding for seismic resiliency projects. Dirks estimated recommended projects would be undertook in the next decade or so. dark asked about cathodic protection on the reservoirs, Normine stated the reservoirs currently do not but it was an option for one ofthe recommendations in the report. dark stated having cathodic protection would save the City a lot of money. Nomine noted the sewer main trunkline flow monitoring was started in April 2023 on the 238th diversion, ParshallFlume, andeastof223rdAvenueandwill continuethroughOctober. Staffwill reviewthedataand gaugewhatcostportioning looks like with Fairview. Normine explained the Shea Pump Station was having priming issues and noted the two self-priming pumps replaced earlier this year after the winter storm had not been replaced since 2014. CityCouncil MinutesJuly9, 2024 | Page 5 Dirks mentioned there is also a heater for the.pump station now to prevent further winter storm damage. Dirks also noted the old pump motor is being used at events to show community members why it's important not to flush objects down the toilet or put them down pipes. Normine reviewed the ongoing system sewer CCTV project contracted with Lovett Services and mentioned a few problems have already been identified, including grease build up, roots, belly's, off set pipes, and improper lateral installations. Normine stated the work will also mark and GPS all sewer laterals, which has neverbeendonebeforeinthe City. Dirks and Normine mentioned the green markings people have been noticing on the street or yards are sewer lateral markers, which will be permanently identified with green placards. Mineraskedforclarificationon markingthe laterals. Dirksexplainedmarkingthe lateral locationsphysicallyandonthe City's GISsystem will help homeowners and staff identify underground pipes during future projects. Normine stated the SCADA project finally wrapped up but noted the City will continue using Control Systems Northwestforon-call services movingforward.Nominenotedthe newsystem is comprehensive and easy to use. Normine stated all critical facilities now have upgraded security as of last month. Gallien explained all facilities are now alarmed and all but one have access control systems, Dirks noted the Council was given a debriefing on the security upgrades at a previous meeting. Norminementionedthatthisyear's pavementpreservation project hasbeen postponed forone yearfor a variety of reasons, including the target streets are in areas identified to potentially be dug up to address sewer system issues and the lead pipe inventory project may discover pipes that need to be replaced. The postponement will hopefully minimize City costs. Normine discussed the park restroom replacement project, noting all six bids received were over budget. The plan is to rebid in the Fall with the hope of receiving more competitive bids and plan for a fall/winter construction that will also minimize interruption to park users. Normine stated all the BigBelly trash cans have been installed and reviewed their locations around town, Dirks remarked the cans get used a lot. Miner asked if all the cans are being used. Dirksand Norminestatedthecansat busstops andthe Bottle Dropcanget usedthe most. Normine mentioned the new north and south gateway signs have been installed but that PGE has not turned the electronic message center (EMC) on yet. Dirks stated PGE would not turn it on until August 15th but he has instructed PGE to provide the power sooner. Norminediscussedthe parkentrysign projectthatwill be evaluatedthisfiscalyear. City Council Minutes July 9, 2024 | Page 6 Norminestated the CDBGprojectwill start in Spring2025withan awardof $80,000and will replacethe remaining wooden picnic tables with metal, adding new picnic tables to the splash pad grove, adding more BBQsandtrashcans, addingbenchseating in thesplash pad grove, andcompleting an ADApathwayfrom the splash pad to the restroom area. Normine reviewed the wetland park upgrade, including an awarded $250, 000 Metro grant forthe project, and noted the project would start spring/summer 2025. Miner asked ifthe project was already designed. Dirksstated yes butthedelineation report needsto be updatedand mentioned staffwould be performing community outreach on design elements in the fall and winter. Miner mentioned outreach with the Grand Ronde, Dirks stated the potential to collaborate with the Grand Ronde on planting native native plants and opportunitiesforcommunityeducationand micro-harvestingbylocal Indigenouscommunitymembers. Miner noted it would be great to have them involved. Rios-Camposagreedandsaid it wasa greatopportunityto bring indigenouscommunity members intothe fold on the project. Dirks stated the intent to prioritize community outreach throughout the project, including community planting days, Norminediscussedfield restoration in the park, contractedthrough PacificSportsTurf, and mentionedthe spring treatmentwascompleted. Normine stated the City intends to install a RRFB crosswalk with an awarded $250, 000 ODOTSmall City Allotment Grant. Thecrosswalkwill be locatedon NECohoacrossWoodVillageBlvd, andthe projectwill beginthisfall. Dirksmentionedstaffareworkingon design nowfora hopefulconstruction bid process in thefall/winter. Council asked for clarification on the crosswalk location. Dirksexplainedit will stretch from NECohoStacrossWoodVillageBlvd to the Grand Rondepropertygate. Miner asked for Council questions and comments. Smith commented on the condition of the 238th median, stating the turf looked bad. Dirks stated staff recently worked on cleaning it up. Smith remarkedthatstaffcould install Oregon native plants insteadoftheturf. Dirks explained the medians are harsh for vegetation but the City was willing to explore other options. Dirksand Gallien mentioned an ideato planta nativegroundcoverin the elevated areasatthe newnorth gatewaysignand EMC, stating it looks good year-roundeven inthe winter. CityCouncil MinutesJuly9, 2024 | Page 7 Gallien mentionedtheturfwill befixed movingforwardand stated additionalturfhasbeen purchasedfor the northern most median on 238th with a different plan for installation to prevent seam and weed issues. Dirksstated it wasrecycledturf. dark mentionedthe old nativevegetation lookedgoodand didn'tneedto be watered, noting hispreference to replant something similar in the medians. Miner stated that artificial turf, unless properly installed, will not look good and noted it will be costly to install and upkeep properly. Minermentionedtheturfcurrentlyon the medianlooks bad butappreciatedthe creativity of staff, noting it was time to rethink the medians. Dirks stated lessons were learned and will be applied when addressing the second northernmost median. Dirksreiterated thatCultivate Initiativeswill startthisweekto addressovergrownvegetationon 238th, includingweedingalongthe medians, beforemoving onto othertargetareaslikeArata Rdand Halsey. Minerstated it wasgreatto haveCultivate Initiatives'help withvegetationcontrol. Rios-Campos asked how many ofthese projects were a part ofthe APP. Dirksstated thatsomeofthe projectsare nota partoftheAPPbuthavebeengreatadditionsto address deficiencies,explainingtheCity isstill lackinga generatoratWell3 buthasnowcompleteda rehabilitation of the motor and other upgrades at Well 3. NorminenotedthatWell3's rehabilitationalso added50gallons perminuteto system capabilities, Dirksreiterated Normine'spointstatingthe Cityaddressedthe potentialdeficiencyprojected for2042 without building a newwell, without adding cost oftreatment, or other costly fixesto an existing well. dark asked about the capacity at Well 1. Norminestated Well 1 haswaterrightsfor200GPMbutwasonly runninga little over 100GPM. dark noted the City may need to remedy that deficiency at Well 1. Dirksexplainedit istrickybecausethe well can not bedug deeperdueto itswaterrightscertificate,which means it would need an expensive treatment for iron and manganese. Gallien clarified that the water rights transfer mentioned earlier wasforWells 2, 3 and 4 to use anyoftheir rightsanywhere. Miner asked how long those water rights were for. Gallien stated in perpetuity, and Normine noted it is very rare for the water rights to be taken away. Gallien noted Well 1 is a claim not a water right, so it can never be taken away. Council thanked Normine for her presentation. MAYORANDCOUNCILCOMMENTS Dirks noted the Nite Out is next Friday, July 19th. City Council Minutes July 9, 2024 | Page 8 CITYATTORNEY REPORT None. ADJOURNMENT With no further business, the Council adjourned at 7:19 pm. / John C. Miner MAYOR ATTEST: CITY RECORDER CityCouncil MinutesJuly9, 2024 | Page 9