City Council

Mayor Council President Councilors John C. Miner Jairo Rios-Cam os Mark dark Dara Tan Patricia Smith Wood ^lv% . WOOD VILLAGE CITY COUNCIL MEETING MINUTES July23, 2024-6:00 PM PRESENT MayorJohnC. Miner, CouncilPresidentJairoRios-Campos, CouncilorsMarkdark, DaraTan, and Patricia Smith, CityAttorneyJeffCondit, PublicWorksOperationsManagerErikaNormine, PublicWorksProjects ManagerBeckyGallien, DirectorofFinanceSeth Reeser, and interested parties. ABSENT City ManagerGreg Dirks SCHOLARSHIPAWARDS Gallien introduced SophieBergkvistasthefinal OpportunityScholarshiprecipientfor2024. Minerpresented SophieBergkvistwith a scholarshipcertificate. Council posedwith Bergkvistfora photo. CITIZENCOMMENTS (NON-AGENDA ITEMS) Gallien mentioned Diane McKeet from MHCC let the City know it was postponing its bond initiative until May2025afterconductingpollingand receivingcommunityfeedback. Gallien welcomed members of the Lideres Naturales group who were present to discuss a proclamation for National Community Health Worker Awareness week from August 26th until August 30th. Teresa Campos-DominguezthankedCouncilfor havingthe group. Veronica Gallardo introduced herself and interpreted (Spanish to English) the following: Campos-Dominguezstated she is a communityhealthworkerand a board memberon the National AssociationofCommunityHealthWorkers(NACHW),a co-chairofthe PolicyCommittee ofthe NACHW, andan organizerin PATOS(Promoters in Actionto Transform Oregon). Campos-Dominguez discussed Community Health WorkerAwareness week and the importance ofthe workdone bycommunity healthworkers, especiallyusing culturallyand linguisticallyspecificmethodsto serveculturallydiversecommunities andconnectthemto healthcareand socialservice resources. CityCouncil MinutesJuly23, 2024 | Page 1 Campos-Dominguez stated that during the COVID-19 pandemic the City supported the group, which is madeup ofcommunity healthworkers,to ensurethe communities in WoodVillageand neighboringcities received proper care during the pandemic. Campos-Dominguez introduced a few members of the Lideres Naturales who also wanted to address the Council. MinerrecognizedGallardoasthe interpreteratthe WoodVillageNiteOut last Fridayandthankedherfor her help interpreting at the event, as well. ReynaReyes, CHW& LideresNaturales,discussedthe recentsuccessfulpartnershipbetweenthe group, the City, andthe Countyon theductlessmini-splitprogram. Reyesmentionedall the outreachand managementworkthegroupdidforthis program, includinggoingdoorto doorandobtainingsixtyinterest forms for the program. Claudia Ibarra,CHW& LideresNaturales,discussedthe group's partnershipwiththe CityofFairview & WoodVillageto help collectfeedbackfromthe Latinxcommunityonthe MainStreetson Halseyproject, includingcollectover400 responses,whichincreasedthetotal numberofSpanishresponsessignificantly. IbarramentionedgroupmembersalsoreceivedCOVID-19vaccinationtrainingfrom the MultnomahCounty Health Department and offered vaccinations in the City. Gallardomentionedthegroupreceivedcommunityfeedbackthatcommunity memberswould like to see people who look like them and speak their language. HonorinaPerez, CHW& LideresMaturates, mentionedthe groupassistedwiththe 2020census, especially in obtainingself-responsesfromthe Latinxcommunitiesin Fairviewand WoodVillage. Gallardostated the Fairviewself-responserate was70.2% andtheWoodVillageratewas70.6%, which wasup 11.6% from 2010. Perez discussed the Hispanic Heritage Month celebration hosted by the group each year in Wood Village, which has been important in maintaining mental health and community unity. Campos-Dominguezstatedthegroupwasaskingforthe awarenessweekfromAugust26- August30 is dueto theamountofworkthegrouphasdone in WoodVillageandthe area. Minerstatedthe LideresNaturalesarea vital partofthecommunityandwere recognizedcollectivelya few yearsago asthe CommunityMemberoftheYear. MinerthankedGallardoforinterpreting andstated he recognizesthe needforhimto speakslowerwhenhe is utilizingan interpretertoo, Rios-Camposmentionedwhatwasdiscussedtonightisonly a small partofthe group'sworkandnoted the grouphashelped bridgethe gapbetweenthe Cityand its Hispanic/Latinxcommunity. dark stated those who support nurses, doctors and housekeepers are underpaid and overworked, especially those coming to work from other countries, dark thanked the group for bringing the awareness weekto the Council's attention. Rios-Campos clarified that it community health workers perform healthcare work but also school and justice navigation and other community member assistance. CityCouncil MinutesJuly23, 2024 | Page 2 Miner declared August 26-30th as the National Community Health WorkerAwareness Week andstated the resolution would be entered into the City record. Minerthanked the group members for presenting before the Council. Minerstated the group works to help growthose in the community into leadership opportunities, as well. CONSENTCALENDAR A. CityCouncil Minutes . June25, 2024 B. City Events . 26thAnnual CityNite OutDebrief . Holiday Meal Drives Mineraskedforcommentson the annualCity NiteOutdebrief. Gatlien mentioned the vendor area was on the grass this year and initial feedback from vendors was that the redesign wasappreciated. Staffrecommend moving forward with this layout in the future and having the equipment demonstrations on the pavement. Miner agreed and mentioned there was a noticeable difference in temperature between the grass and pavement area. Rios-Campos noted the event seemed more spread out because of the new layout, which he noted utilized the space better. Minerstated itwasthe mostvendorsattheeventandthatdespitehaving 1 ,500-1,800people it did notfeel crowdedbecauseofthe newlayout. Upon motion by Rios-Campos seconded byTan and passing 5-0, the Consent Calendar was approved. RESOLUTION20-2024:CONTRACTAWARDFIRESTUDY Gallien presented in Dirksabsence. Gallien apologized that the recommendation was not included in the agenda packet but stated the RFP bidswere not receivedwithenoughtimefor reviewbeforethe packet hadto besentout. Gallien reviewed the history offire service discussions and stated in June the three cities agreed to put out an RFP for a fire service feasibility study. Gallien stated the Cityreceivedtwo bids,all three reviewerswere aligned,andthe recommendation isto awardto APTriton, whowasmorefamiliarwithOregon. Gallien noted the APTriton bid came in higherthan Mission CIT, but their RFPwas more detailed, would provide a current service analysis, and would coordinate collecting datafrom the cities, Gallien presented the recommendation motion, awarding the fire feasibility and analysis study bid to AP Triton with an amount not to exceed $120, 000. CityCouncil MinutesJuly23, 2024 | Page 3 Miner stated-the Council has been discussing this for a while now, and as of the last three citymeeting, all parties agreed to let Wood Village be the lead agency. Miner stated he was one of the bid reviewers and mentionedAPTriton seemedto havea solid graspofthecurrentsituation in additionto providing alternative options. dark askedwhatdifferenceswereseen inthe bidsto awardto APTriton giventhe bid is almost$30,000 more than the Mission CIT. Gallien noted APTriton haslocal people. MissionCIThada lengthylistofdatathatwouldneedto be provided to them by City staff rather than collecting the data themselves. Gallien and Minernoted it would be morecostlyforCitystaffto takethe timeto collectthe data. Gallien mentioned AP Triton already has connections with a few ofthe agencies involved in the area. Mission CIT gave background on potential staff while AP Triton provided staffthat would be specific to our project, including those who would be working on different aspects of the project. dark noted he hadheardfrom Troutdalethat it wouldpreferto gowiththe lowerbid. Gallien statedthe Cityalwaysstrivesto befrugalbutalso notedyou getwhatyou payfor. Rios-Camposnoted it is goodto invest in somethingofthis magnitudebecauseofthe impactit will havein the longterm forthewholearea. Rios-CamposstatedtheAPTriton bidseemsto be betteralignedwith what the City is seeking from the study. Gallien mentionedthe MissionCITproposalseemed to be a betteroption ifevaluatingcurrentservice through Gresham Fire. Smith stated the list of references for AP Triton was impressive. Miner remarked there is a time to save money, but this is not that time, commenting that AP Triton will deliverwhatis neededandwithinthe City'stimeline. MinermentionedAPTriton had a listof30 references of organizations they've worked with, as well. Rios-Camposnotedthe studydiscoveriescould be leveragedto showotherareaagencieswhomay consider joining the fire district. Miner stated the City knows it needs a different and better model to serve East County. Upon motion byTan, seconded bySmithand passing5-0, Resolution 20-2024wasapproved. DISCUSSION: PGE FRANCHISE RENEWAL Reeser stated the City last evaluated the electric franchise agreement in 2014. Reeserexplainedthefranchiseagreementis in partnershipwiththe CityofFairview,and it expiredin June 2024but hasbeenextendedthroughSeptember. Reesernoted thefranchisecovers rights, duties, and responsibilitiesof PGEandsetsthefranchisefee. Reeser reviewed the two PGE proposed revisions to the agreement. Vegetation management: PGE requestedthe abilityto trim, remove, or addgrowth inhibitorsto anyshrub/treethatcould impactthe CityCouncil MinutesJuly23, 20241 Page 4 electrical system regardlessif it is in the rightofwayor not, CityRight-of-WayPurchases:PGErequested the City purchase addtional right of wayfor PGE ifthere is not enough existing right of way, Reeser reviewed staffsuggested revisions prepared by Dirks regarding vegetation management, The City countered with a 7-day notice to both owner and tenants before trimming with PGE responsible for compensatingthe ownerforthe loss; if removed, it must bedone in a mannerthatallowsfor replanting; no growth inhibitors allowed. Reeseraskedforquestionsorcounterproposals. Miner stated the City is doing the right thing looking out for property owners. Reeserreviewedstaffsuggestedrevisions regarding PGE'srightofwayproposal. The Citycountered with an askto evaluateotheralternatives, and ifthat is unsuccessful,then additionalrightofwaycostsshould be shared and only in the case the City is asking for lines to be relocated. Reeserpresentedstaffsuggestedrevisionsto thefranchiseagreement. IfPGEoverheadsan areathatwas previouslyunderground, PGEshall paythe Cityand otherswhohada directcostthetime-valueofthe money usedforthe undergroundingatthe Federalrate plus 1% foreachyearsincethe undergrounding. Reeserdiscussedpreviousefforts bythe Cityto undergroundpowerlines, statingtheireffortswere unsuccessfulwithinfluencing PGE,whoplaced largetransmission linesnearthe Bywayand along NE Sandy Blvd. dark asked Reeser for clarification on edits noted in the agenda packet materials. Reeser explained the red crossed out text were revisions removed by the City, blue underlined text were revisionsaddedbythe City, and red underlinedtextwere revisionsoriginallyaddedby PGE. Gallien clarified that anything underlined has been added to the document and anything crossed out will be removed. Reeserexplainedthe lastsheetincludesthecombinedrevisions madebythe Cityand PGE. Minerasked Counciliftherewasagreementforstaffto moveforward.Councilagreed. Reeser stated staff would take comments and feedback back to PGE to get a revised agreement ready by the Council's first September meeting. RESOLUTION21-2024:BUILDINGFEESUPDATE Reeserstated Councilpassed Resolution 12-2024updatingthe buildingfeesattheir May 14, 2024 meeting. Reesernotedthe buildingfeeswere last increasedon October25, 2022, butthisdid notcapturethe building fee increases done by Gresham in July 2023. The City is trying to catch up to the July2024 building fee rates. Reeser discussed the previously approved building fee updates, including increasing the billing rate from $150 to $166, and noted review by the Building Code Division as part of online portal revealed inconsistencies with OARs and the newAccela online permit system. Gallien and Reesernotedtherewereonly a fewchangesto be made, includingtweakingthe Cityfee structure to fit intothe BCDsystem and removing planningandpublicworksfeesbecausetheyare not managedby BCD. CityCouncil MinutesJuly23, 2024 | Page 5 Gallien noted one major change wasto the fire system permit fee scale to align it with the other building fee scale. Reesermentionedthe statedid not likethe City'soriginalresolution becausethefee structure did notfit withinthe BCDsystem, whichthe Citywill be implementing inthefall. Reeserbelieves Resolution21-2024 will nowcomplywiththe State'sstructure. Reeserexplained Resolution 21-2024willgothroughthe sameprocessofbeingsubmittedto Gresham Building Department, who will review and then submit to BCDfor a 45-day public comment period, after whichthe Citywill adoptanordinance. Reeserstatedthe newrateswouldbeeffectiveOctober1strather thanAugust 1stofthis year. Upon motion bydark, secondedbyTanand passing5-0, Resolution21-2024wasapproved. RESOLUTION22.2024:ARPAPLAN Reeserexplainedthe2023auditrevealedthe Cityhad inaccuratelyrecognizedARPAfundsonthe 2022 booksas a fund balanceand notasa liability. Reeseroutlinedthediscrepanciesin howthe fundswere originally intended to be used, changes to ARPA reporting requirements, and howto recognize funds in Cityfinancialreporting. The reporting errorwasmadeon the 2022audit,the auditorscaughtit in 2023, and the City made the required changes in 2023. As the final corrective step, Reeser stated the City needs to adopt a plan of action to submit to the Secretary of State's office. Reeser clarified it was an issue that was found, and it has already been resolved. Miner mentioned other agencies have been having issues with ARPA fund changes. Reeserstatedthe Citywould be in complianceoncethe Counciladoptedthe resolution approvingthe plan, whichwould then be submitted to the State. Upon motion byTan, secondedbySmithand passing5-0, Resolution22-2024wasapproved. DIRECTOROFPUBLICWORKSREPORT Norminediscussedrecentandongoingpublicworksprojectsfrom June:mostupgradesto Well3 have beencompleted, and it is backpumping intothe system; the CCTVprojecton thesewersystem continues, havingcompleted itsfourthweek;staffreplacedold fire hydranton CottonwoodTrailhead;the City submitted ConsumerConfidenceReport, whichwasdueJuly 1stand is availableonline;the Citycompleted PublicWorksOfficeSpecialistII interviewsand Melissa,the newhire, started lastweek; 14permits issued; 31 buildinginspectionsscheduled;34 newcodecaseswith 18 closed cases;2 Amigosopened;staffheld an initialconsultation meetingwithChick-Fil-A;newsignsinstalled forBywayMarket, Ki Coffee, andSushi Ninja; water system loss is at 13. 86%; splash pad averaged 11, 195 gallons ofwater per daywith a total of 335, 852 gallons over the last month. Normineshared photosfromthe City NiteOutand noted a third ofthe PublicWorksstaffwereattheevent. Minermentionedthestaffanddepartmenttookpart inthe EquipmentRoad-eoatthe event, noting kids enjoyed getting intothe equipmentand vehicles. Gallien statedthe PublicWorksstaffenjoyedtheevent. DIRECTOR OF FINANCE REPORT CityCouncil MinutesJuly23, 20241 Page 6 Reeserstated all revenueshavebeen bookedand it came in overbudgetedtotals. Reesernotedthe City came injust under10%lowerthan lastyearon businessincometax revenue. Revenuescamein above and expenses came in below. dark remarked the Sinking Fund is shrinking. Reesermentioned he and Gallien havebeenworkingwithstaffin Fairviewandwillcontinueto do so over the next few months to provide financial technical support. Miner stated his appreciation for their work helping Fairview. CITYMANAGERREPORT Gallien presented in Dirksabsence. Gallien noted the City, in partnershipwiththe County, got29 mini-splitunitsand 28 portableA/C units in the Wood Village Green Mobile Park right before the high temperatures. Gallien mentionedthe wetland parkproject is moving along, andthe Cityisseekingits $392,000 local sharefundsforthe projectandupdatingthedelineationreport. Gallien statedthe CDBGproject requiresan updatedarchaeologicalstudyforthe projectsitewith hopeto startconstruction in Spring2025,whichwill also requiregetting a designfortheADApathwayfrom the splash pad to the restrooms in the park. Gallien mentioned the gateway project is done with PGE scheduled to turn on power to the EMC at the north gateway on Friday. dark asked ifthe EMCdisplayedin color. Gallien confirmed it doesand mentioned Hindershasdesignsreadyforwhenthe poweristurned on. Gallien mentionedthe PublicWorkscrewis working hardto clean upthe mediansandthe sewerflow analysis will continue through September-October. Gallien reminded Council there will be an open house on September 17th to get feedback on utility rate changes for next year. Minerstated it will be interestingto seewhoshowsup andwhatfeedbackis received. dark asked what time the open house will be. Gallien stated it would be at 6:00 PM, and the City will start promoting it soon. Cin ATTORNEYREPORT None. MAYORANDCOUNCILCOMMENTS Rios-Camposmentionedthe mini-splitprogramwasdone in partnershipwiththe City, County, and the LideresNaturales,The program identifiedindividualsliving in WoodVillageGreen Mobile Home Parkwho City Council Minutes July 23, 2024 | Page 7 were eligible to receive a free ductless mini-split unitfor cooling in the summer and heating forthe winter. Rios-Camposnotedthe ideawasto run it asa pilot programto showthe Countythere is a need inourarea for more resources and funds. Minersharedan individualliving inthe mobile home parkhadasked him abouthowto get a mini-splitunit. Minerapplaudedthe LideresNaturalesfortheirworkcollecting interestforms and prioritizingindividualsby prioritypopulations, suchas BIPOC,lowincome, senior, anddisability. Minerexplainedthis individualwas pleasedto hearthe recipientswere prioritized byneed. Smith asked if the units were electric. Miner confirmed. Smith asked if those low-income homes in the mobile home park could qualify for assistance with their electric bills. Rios-Camposstated therewasa Countyapplicationthatindividualscould fill outto see iftheyqualifyfor up to 20 differentprograms. Rios-Camposnoted the mini-splitunitsalso use lessenergyif used properlyand mentionedthe importanceofcommunityeducationon howto operatethem. Rios-Camposstated thatFridayFamilyFun Nightison FridayAugust2ndfrom6-8 PMatthe parkwith hotdogs and nachos. Tan asked what time to arrive for the event or if Rios-Campos was simply inviting Council. Rios-Campos stated they were being invited. ADJOURNMENT Withnofurtherbusiness,the Counciladjournedat7:30pm, J C. Miner MAYOR ATTES : CITY RECORDER CityCouncil MinutesJuly23, 20241 Page 8