City Council

fe^ .. -V CT".CTWood Mayor Council President Councilors John C. Miner Jairo Rios-Cam os Mark dark Dara Tan Patricia Smith WOODVILLAGECITY COUNCILMEETING MINUTES December 10, 2024-6:00 PM PRESENT MayorJohnC. Miner, Council PresidentJairoRios-Campos,CouncilorsDaraTanand PatriciaSmith, City ManagerGreg Dirks, PublicWorksOperationsManagerErikaNormine, PublicWorksProjectsManager Becky Gallien, Director of Finance Seth Reeser, City Attorney JeffCondit, and interested parties. ABSENT Councilor Mark dark. CITIZENCOMMENTS(NON-AGENDAITEMS) None. PUBLIC SAFETY REPORT Lt. Stewartpresentedthe publicsafetyreportforthe monthof November:fourtrafficcrashes;one reported stolen vehicle, which was recovered. Stewart highlighted a report of shots fired near the Starbucks by Fred Meyer, which, through the investigation, was discovered to be a person breaking a drive-thru window with a pipe and stealing the cash box. The suspect was arrested not far from the store. Miner asked the Council for questions. None were asked. CONSENTCALENDAR City Council Minutes November 12, 2024 City Events 5th Annual Turkey Drive Debrief 14thAnnual HolidayTree LightingDebrief Minerstated the Councilwould be discussingboth mealdriveprogramsata laterdate, Miner asked to have a brief review of the Holiday Tree Lighting Debrief. Miner mentioned the event tent collapsed in the wind overnight between Thursday and Friday but was replaced with a newtent on Friday. Miner explained attendance was low due in part to the Oregon Ducks Big 10 championship game and the rainy weather. Dirks stated it was an excellent event despite the low attendance and thanked Hinders, Normine, and the Public Works team for their help with the event. Miner thanked PlayEast for the cookie decorating activity and for the volunteers helping with refreshments. Upon motion byRios-Campos,secondedbyTanand passing4-0,the ConsentAgendawasapproved. RESOLUTION28-2024: ELECTIONCERTIFICATION Dirks reviewed the certified election results provided by the county. Dirks explained all three positions were filled by the current incumbents, noting the swearing in will take place at the first January 2025 meeting. The Council will also need to appoint the Mayor and Council- President. Upon motion bySmith,secondedbyTan and passing4-0, Resolution 28-2024wasapproved. Miner explained why he included his name for consideration for Mayor at the last selection, noting he believes in term limits and stating he will not be a candidate for Mayor at the next selection. Miner commented he intends to stay on for the remainder of his term and is excited about the opportunity for new community leadership. BOARD AND COMMISSION INTERVIEWSAND APPOINTMENT CONSIDERATION Dirks, at 6:15 PM,statedthe intervieweewastold the interviewwould be held at 6:40 PMbutto log on early in case the meeting progressed quicker than anticipated. Dirks explained there will be one interview for a position on the Urban Renewal Board and reviewed the board and commission application process. Dirks reviewed the interview and orientation process for City boards and commissions. Dirksexplainedremainingopen boardandcommission positionswill be advertisedas open untilfilled, noting one late application was received for the Budget Committee, and that interview will take place at the second January 2025 meeting. Dirks discussed the eligibility requirements for holding a position on the PlayEast! Board. Dirks asked if the Council approved ofthe eligibility requirements as either living, working, owning a business, or holding a business interest in Wood Village. Miner and Dirks stated there is one current open position on the PlayEast! Board. Smith stated the easier it is to volunteer the better Mineragreedandstated it is more importantto find the righttype ofpeopleto volunteer, Dirksmentioned he discussedtheopen positionwithVictoriaMinnieweather,a current URAboard member, atthe Holiday Tree Lighting. Minnieweather stated her husband may be interested in applying for the position. Dirksstated the Council would move forward to the Community Member ofthe Year Discussion while awaitingthe URAcandidateto log intothe meeting. DISCUSSION: COMMUNITV MEMBER OF THE YEAR Dirks reviewed the history ofthe Community Member of the Year award program. Dirksreviewedthisyear'sapplicants: MariaGuadalupeHerrera Flores, VeraHallman, the Reynolds Community Transition Program, and the Wood Village Baptist Church. Dirks explained the next steps for selecting the winner and the award for the recipient. Miner asked about Councilor dark. Dirksstated he intendedtojoin remotelybuthasnotsignedon yet. Smithstated she is leaningtowardsthe WoodVillageBaptistChurchdueto theirvaried programs. Miner agreed and reiterated the church has been nominated three times. Minerexplained Mariaand Verabothworkin thechurchand noted includingthem underthe umbrellaof the church. Minerstatedthe ReynoldsCTPwasa worthycandidateto considerinthefuture. Tan askedabouthowthe awardwouldbedispersedamongstthe churchor ReynoldsCTP sincethere are multiple people in the groups. Dirksexplaineda formerrecipient,the LideresNaturales, let the Cityknowhowbestto awardthe groupto be dispersed. Tan stated she likes nominating individuals and is leaning that way. Rios-Campos explained heworks closely with the church but stated hethinks the Reynolds CTP program is amazing. Rios-Camposstated highlightingMariaand Verawithinthe churchwouldalso be a good option. Smith asked if additional funds could be found for the award. Dirksexplained,yes, from the Council DiscretionaryFunds, but ifthe awardwasgoingto thechurch, he would work with Pastor Miles to determine what would be meaningful to the core group who would be receiving the award. Miner asked for a motion to award. Tan motionedto awardto the WoodVillageBaptistChurch, Minerseconded, passing4-0. At 6:35, Faith Fox, the URA candidate, joined the meeting. Dirksexplained howthe interviewprocesswould proceed. Minerstated he met Foxatthe HolidayTree Lightinglastweekend, The Council introduced themselves to Fox. Foxintroduced herselfto the Council, noting she haslived in WoodVillageforseven yearswithher husband and son. Foxexplained her interest in urbanrenewaland healthycities, mentioningthe impactpoorchoicescan haveon communities, especiallycommunitiesofcolor. Smith asked Fox about her leadership style. Foxstated she believes in leadingbyexampleandthroughservice butalsosettingclearexpectationsand guidance, Tan asked Fox about the group decision making process. Foxstated collectivedecision makingallowsforall voicesto be heard and be a stakeholderin theoutcome. Minerasked Foxheropinionon the most importantchallengesfacingthe communityatthistime. Foxstated Wood Village is preferred due to its affordability and level ofsafety, noting preserving the sense of community and resources is important to maintaining the sense of comfort in the city. Larger issues, like houselessness,can be addressedby maintainingthe senseofcommunity. Rios-Camposasked howandwhyFoxwouldservethe community, Foxexplained she is comfortable withthe level ofcommitment ofthe LIRAas an entry to local service in addition to her interest in healthy communities. Minerasked the Council for additionalquestionsor comments. Miner stated Fox's answers align with the Council's mission. Dirkspointedoutthe end dateoftheterm would be December31, 2028, not 2025as indicatedin the staff report. Smithmotionedto appointFaithFox,Tan seconded,voting 4-0 Foxwasappointedto the LIRA. Minermentionedthere are alsotwoopen positionsonthe PlanningCommission,explainingFox's applicationindicatedinterest in thatcommission, aswell. Dirksexplainedthe PlanningCommissionmeetsas needed,whichcan varyfrom yearto year, andstated hisexpectationsforthe level ofcommitmentforthe nextfewyears. Miner instructed Fox to mull it over. Fox indicated she is leaning to a yes. Miner asked for a motion. Rios-Camposmotioned to appoint, Smithseconded, passing4-0, Foxwasappointedto the Planning Commission. ORDINANCE 7-2024: PGE FRANCHISE RENEWAL Dirksprovided backgroundonthe PGEfranchiseandthe ongoingrenewaldiscussion, reviewingthe City's three main concerns. Dirks explained, if adopted, it would go into effect January 10, 2025 but would not directly impact electrical rates in Wood Village. Dirks reviewed discussions with PGE and the final language up for adoption regarding the three areas of concern. Dirks stated the franchise will require a public hearing. Miner asked the Council for questions. Tan asked about the property owner notification required in regards to vegetation. Dirks stated PGE will have to work with the property owner outside ofthe right-of-way or easement. Mineropenedthe publichearing. No public comment or questions. Miner closed the public hearing. Upon motion byTan, secondedby Rios-Camposand passing4-0, Ordinance7-2024wasapproved. DISCUSSION:SHORTTERM PUBLICSAFETYFUNDINGOPTIONS Reeserstatedthefire contractwithGreshamexpiresin June2025and reviewedongoingnegotiations. Reeser explained Gresham's initial request would increase costs by 120% and increasing by Gresham's recent Local Option Levy would increase costs by 30%, Reeserreviewedoptionsfor bridgingthe gapfinancially,includingcuttingotherGeneral Fundservices, increasingfranchisefees, implementing a PublicSafetyUtilityfee, or a proposed local option levy. Miner stated this is just a first discussion for the Council and no decisions will be made tonight, especially since we do not know how much money will be needed. Reeser affirmed and stated the City expects to get a real number from Gresham in January 2025. Tonight's conversation is proactive. Reeserexplainedpotential issueswithcutting otherGeneral Fundservicesbut noted staffcould prepare a more in depth look at this option. Reeser reviewed increasing franchise fee options, including charging the City for its municipal utilities in the right-of-way, and explained how the varied fees could be collected. Reeser reviewed the revenue impacts for increasing franchise fees. Miner asked for clarification on the potential 10% franchise fee. Reeserexplainedthe 10%would applyto the City'smunicipal utilitiesin additionto PGEand NWNatural, Miner asked if those fees would have to be voted on. Reeser and Condit stated, yes, and Condit explained the franchise fees are considered a privilege tax. Minerasked howlong it wouldtaketo move in this direction. Dirksexplaineda more in-depthconversationwithConditwould be needed butthe Citywouldwantto have a robustpubliceducationandoutreachcampaignbeforetaking it to a publicvote. Dirksalso statedthe next two options would also require a campaign and vote. Minerstated probablynot before Novemberandthata short-term optionwouldstill be neededto fundfire service between June 2025 and a public vote. Dirks stated there is a hope that Gresham would allow for a two-year phase in for a cost increase to not heavily impact the General Fund all at once. Reeser discussed a Public Safety Utility fee option, noting it would also require a vote for approval. Reeserrevieweda LocalOption Levy,whichwould require a vote andcampaign,as well. Greshampassed a Local Option Levy in May 2024. Reeser stated the next election is May 2025 but that would be an ill-advised option due to lack of time to hold a public education and outreach campaign. Reeserexplained ifvoted on and approvedin November2025the Citywouldn'tbeginreceivingthefunds until November 2026, which would leave a funding gap from July 2025 until November 2026. Reeser mentioned the City had prepared the General Fund to have the ability to cover the gap but only for a yearor two, assumingGreshamdoesn'taskforthe 120%cost increase. Reeserreviewedconsiderationsforthe Council'sdiscussion,explainingthefranchisefeewould be the easiestto implement butwouldtake awaya future revenuestream, andthe LocalOptionLevywouldbe difficultbutsetthe stageforlong-term stable serviceandallowfora largercommunityengagement. Smithaskedaboutthe collaborationwith FairviewandTroutdale regardinga firedistrict, Miner stated the three-city mayors agree a unified decision is necessary. Dirksexplainedthe lead on thefirediscussionshasfallento WoodVillagebutthatthe hope isto have a proposal to Gresham by the end ofthe week. There is potential for adoption consideration in February or March. Miner stated a vote is probably necessary. Dirks explained the three city's agree this is a short-term funding option being proposed and that a larger regional conversation is necessary. Minermentionedthethree-citymayorsagreea firedistrictwouldbe the preferencefora long-term solution. Minermentioned heand Dirkshave beendiscussinghiringa PRfirm to beginworkon a publiceducation andoutreachcampaign,noting eachcity'sstrategyandamountneedingto be raisedwouldvary. Rios-Camposasked howthe Councilcould start preparingthe messageifthethreecitiesalreadyagree a new district is necessary. Dirks explained the AP Triton report should provide greater detail on the how and the why a regional solution is necessary, noting bringing on a PR firm early would help provide public outreach right away with specific direction provided later. Rios-Camposasked if it would be possibleto, inthe shortterm, vote fora LocalOption Levyandthen also, in the longer term, vote on a fire district if needed, or if it could be a packaged vote. Condit explained it would be difficult to do so because a tax cannot be levied for a district until it is created. Dirksmentionedthe LocalOption Levyis short-term, expiringat 5 years, andthen a more regionaloption could be voted on to establish the permanent fee a year or two before the levy expires. Conditexplainedthatoncea districtwasestablishedthe Citywould be requiredto collect. Rios-Camposstatedconversationswiththose living in Gresham havebeen concernedoverhavingto vote multiple times for the same service and multiple fees, Rios-Campos mentioned having a PR firm on hand to help with communications is crucial, Dirks agreed, stating a permanent temporary fix is not a real solution. Minerexplainedthe importanceof havinga short-term levywitha clearexpirationin thesuccessofpassing additional future levies. Mineraskedfora future proposalto includean optionto improve servicesor reduceburdensforcommunity members. Miner stated community meetings are needed soon. Dirks explained once the AP Triton report is finalized and the actual number from Gresham is known then outreach should begin. Rios-Campos asked if Fairview and Troutdale were on board with the PR firm. Dirks stated there may be opportunities to share outreach and engagement options with the other cities but thateachcitywould needto tailorthe outreachto theircommunities. Dirksdoes notwantWoodVillageto pay a PR firm to do the outreach and engagement work for the other two cities. Minerstated WoodVillageis aheadofthe othertwo citieson being preparedforthe engagementwork. Rios-Campos explained it would be nice if one PRfirm could tailor the outreach and engagement to each Citywithsharedcosts betweenthe cities likethefire analysisstudy. Minerstated Wood Village needs to move forward and the other two cities can come along and split cost or do the work later on their own. Dirks clarified Troutdale and Fairview both have other concerns that are driving their focus currently. Reeser recapped the Council's direction as selecting a short-term option thatworks best towards the Council's long-term goal for fire service. PUBLICWORKSDIRECTORREPORT Normine stated there is no presentation this month. Dirksexplainedstaffwantedto keepthedirectors' reports brief. Normine highlighted the increase in the system's water loss but noted that while a leak was not the issue, no cause has been identified yet. Normine mentionedstaffupdates, including RobbieandJeremyhittingsix monthswiththeCity, Jeremy passing his Water2 Certificate, Garrett hitting five years with the City, and the newhire Austin Hill started last month. FINANCEDIRECTORREPORT Reeser stated he had nothing to highlight from his report. Ciry MANAGER REPORT Dirksaskedthe Councilforquestions regardingtheAnnual PerformancePlan(APP). The Council had none. CITYATTORNEYREPORT None. EXECUTIVE SESSION PER ORS 1992. 600 (2)(h) Miner opened the executive session at 7:39 pm to consult with counsel 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 7:53 pm. MAYOR AND COUNCIL COMMENTS Minermentionedthe upcomingToy Drive, HolidayMeat Drive, and LasPosadas. ADJOURNMENT With no furtherbusiness, the Council adjourned at 7:54 pm. J ' Ros-Campos MAYOR ATTEST: Cin RECORDER