City Council

Mayor Council President Councilors Jairo Rios-Campos DaraTan John C. Miner Mark dark PatriciaSmith - CTTYOjWood ?e WOODVILLAGECITYCOUNCILMEETING MINUTES January 28, 2025-6:00 PM PRESENT MayorJairoRios-Campos,Council PresidentDaraTan, CouncilorsJohnC. Miner, Markdark, and Patricia Smith,City ManagerGreg Dirks, PublicWorksOperationsManagerErikaNormine, PublicWorks Projects Manager Becky Gallien, Director of Finance Seth Reeser, City Attorney JeffCondit, and interested parties. ABSENT None. CITIZEN COMMENTS (NON. AGENDA ITEMS) None. CONSENTCALENDAR A. City Council Minutes . January 14, 2025 Upon motion bySmith, secondedbyTanand passing5-0, the ConsentAgendawasapproved. BOARDANDCOMMISSION INTERVIEWS Rios-Camposthanked Kasahunforattendingandfor herapplication. Tan asked Kasahun why she wanted to serve on the Budget Committee. Kasahunexpressedherinterest in volunteeringasa newcommunity member, noting Hindersinformed her oftheopportunityto serve onthe BudgetCommittee. Rios-Campos asked Kasahun about her leadership style. Kasahunstatedto befair, accepting, andconsiderateofeveryone. Miner asked Kasahun about the group decision making process. Kasahun stated it was important to consider different backgrounds and views and do so in a respectful manner. dark asked Kasahun for her opinion on the most important challenges facing the community at this time. Kasahunstated shehas lived in WoodVillagefortwo yearsand haspersonallystruggledwithfinding acceptance in the community. Kasahun expressed wanting to make connections in the community to ease this for her kids and her family. Smith asked how and why Kasahun would serve the community. Kasahun stated she enjoys being involved and reiterated wanting to educate the community on her backgroundto be betterengagedin thecommunity. Rios-Campos stated he wished he had given Kasahun an opportunity before the interview to introduce herself more and talk about her background. Kasahun stated she and her husband, two kids, and sister and father-in-law live in her home, and they are new to Wood Village, having moved here a fewyears ago. Rios-Camposwelcomedherto thecommunity. The Council unanimously approved Kasahun to the Budget Committee. Minerstated he is pleasedto haveKasahunon boardand noted herpassionforvolunteering isclear Dirks stated staff would reach out to Kasahun to schedule her orientation soon. FIREUPDATE DirksintroducedJohnStoufferfromAPTriton, whois the project lead on thethree-cityfire serviceanalysis. Dirksexplainedthefirsttechnicalreviewis notquite readyasAPTriton still needsthe latest2024numbers from Gresham, noting this was no fault of Gresham. StouffermentionedGreshamFire Departmenthasbeenverycooperativeprovidinginformationanddata, notingtheyreceivedthe2024datayesterday. Stouffer stated the two remaining parts ofthe main report, which does not include recommendations, are thefinancialsection andthe servicedelivery portion. The reportcannotbe shareduntil it is also reviewed bycorporatefirst. Stoufferstated hewould liketo havethe report readyforthe City'stechnicalreviewby February11thbefore he is out of the office for personal issues. Stoufferprovidedan updateon ClackamasFire, explainingtheyarevery interested in annexingFire District 10 and the three cities and noting they are creating a committee wth District 10 to explore this option in more detail. Stoufferreiteratedthatoncethe servicedeliveryandfinancialreportswerefinishedthen hewouldsend the report to the City for a technical review to catch any errors, especially in the financial section. Stouffer stated the community survey is nowcomplete and included in the report, noting 166 responses werecollected witha majoritycomingfrom Troutdaleandthe leastcomingfrom WoodVillage. Miner asked howthe survey was shared. Stoufferexplainedeachcitysharedit basedon theirpreferences. Dirks stated the City shared it in the newsletter, social media, and website. Stouffer broke down the responses: 65% from Troutdale, 25% from Fairview, and 8% from Wood Village, sharing86%ofrespondentsbelievedfire suppressionwasthetop priorityand 74% ranked EMSasthe next priority. Stouffer also stated quality of service ranked as most important for fire protection with cost ranking as the lowestpriority. MineraskedStoufferwhathappensif ClackamasFireannexesDistrict10andwhathappensto thefire trucks owned by Gresham. Stoufferexplained Fire District 10ownsone newerfireengineand a reserveenginethatGreshamstaffs and utilizes but is still owned by District 10. District 10 also owns Station 76 and the training Center. Stoufferstated it would be upto Fire District10to determinewhathappensto theequipmentand propertyif annexed by Clackamas. Minerasked ifthefire servicesforGreshamwouldcontinueon itsownor iftheywouldcome intothe new district. Stoufferstated it would be upto Greshamiftheywantedto remainontheirown, explaininga previous ballotmeasuretojoin District10wasstronglydefeated. Dirks asked about call type trends. Stouffer explained EMS isthe primary response type around the country, nothing Gresham's call type probably falls around 80% for EMS. Stoufferstated Gresham Fire reachedoutto himaboutdoingan ambulanceservicestudybutexplainedhe wasconcerned it wasa conflictof interestatthistimegiven hisworkonthe City'sfireanalysisstudy. StoufferadvisedGresham Firethatotherissuesneededto be addressedbeforegetting intothe ambulance business. Rios-Camposstated he hada question butwouldwaitto askuntil he had seen the reportfirst. Stoufferasked Rios-Camposto asknowto makesurethe answerwould be includedin the report. Rios-Camposasked abouta timelinefor District10andthethree cities beingannexedbyClackamas. Stouffer stated he couldn't give a timeline at this point, mentioning this isjust one option being explored, but positedit would beone to two yearsforthis kindofconsolidation. Stouffers'recommendationforthistype ofconsolidationwouldbeto actjointlyoperationally, administratively,andfunctionallybutnot legallyduring this one-to-two-year period to make sure it fits everyone's expectations and needs. Stoufferasked Dirksif he hadheardfrom Gresham regardinga potentialcostforrenewal. Dirksstatedthe City receivedeverything last Fridayandexpressedthe hopethatthethreecitymanagers would meettomorrow. Dirksexplainedtheyare also meeting withGreshamon Fridayto penciloutthe IGA to bringbeforeeachrespective Councilforinputbeforebringingforthforadoptionconsideration. Dirks stated he would share the information from Gresham with Stouffer tomorrow. Stouffer thanked Dirks, stating he wanted to share it with people on his team. Miner asked if there was advice or recommendations on what to do to prepare and educate the community betweenthetime ofstarting the studyandgoingoutfora vote. Stouffer explained having a current study is the bestfirst step, which can then be used to educate the community. Stoufferstated his recommendationwould beto keepservicecoststax neutral oratleasta very low increasein tax becauseit almostalwayscomesdownto money. Oncedecidingonthe bestlong-term solution, inform the public as much as possible. Rios-Campos thanked Stoufferfor his presentation and stated the Council is excited to see the report. darkstatedthe Citycould beginthe publiceducationprocess assoonas it receivedthe report. Rios-Camposmentionedthe plan isto dive intothe report atthe Council Retreatto choosea directionas a Council. Dirksexplained partofthe reasonthe retreatwaspushed backwasto ensurethe reportwasnearly finalizedforthe Council'sdiscussionand mentionedthe Cityis alreadyexploringoptionsfor PRfirms. dark asked if a new district is formed, would the fire service cost be split evenly among the three cities. Dirks explained if annexed into an existing district then there would already be an established property tax rate per 1,000. Ifthethreecitiesformeda newdistrict, thenthe rate wouldbesetforthe entiredistrict basedon thecostto operate. Generally,the rate per 1,000withina districtshould bethecostacrossthe entire district. darkexplainedheasked becauseTroutdalecurrently pays moreforpolicethan WoodVillage. Rios-Campos and Dirksexplained the difference in costs is due to Troutdale and Fairview requiring specific elements in their contracts. darkstated hewantedto askbecausehewasn'tsure ifthosecitieswouldaskforthesespecificthingsin the new fire service contract, causing a delay in coming to a new agreement. Dirks stated he did not believe so based on the community survey results. DISCUSSION:WELL3 UPGRADES Dirks explained Well 3 is over at 238th and Halsey and provided background on the history ofthe well. Dirksreviewedrecentupdatesto thewell, includingSCADAupgradesanda motor rebuild, notingthe City also plannedfora generatorreplacementthisyear. Dirksexplainedwhatwasthoughtto be a generatorin Well 3 wasactuallya decommissionedauxiliary motor, which was disconnected due to risk of breaking the regular well motor. Dirks overviewed how Well 3 works, mentioning as an aside that a booster at Reservoir 1 would be needed. Dirks reviewed recommended improvements, including reworking the electrical system and installing a transfer switch and plug for a large portable exterior generator and a variable frequency drive (VFD) to electronicallycontrolthe pump rate, whichwould requirea completeoverhaulofthe SCADAhardwareand programming. Dirks presented photos from Well 3 and compared its system to the new SCADA and VFD system at Well 4, notingthe newsystem is much easierto operateand manage. Dirksstated the budgetfora generatorwas$210,000andthequotefortheelectrical and VFDworkcame backjust over$200,000. Dirksexplainedifthe Councilapprovesthe project, thenstaffwill bring backan awardresolution atthe next meeting with work beginning in February. Miner asked about the quote and if it included a generator. Dirks explained it did not include the generator and that the City would rent a generator rather than purchase one. Tan asked about cost if you didn't know how long a generator would be needed. Dirksstated staffpriced rentals around$2,600 perweek. dark stated the American Water Works requires the City to have a generator, noting renting could save the City money on having to purchase and maintain a generator. Dirks estimated around $20, 000 annually for maintenance, and Normine stated the per site maintenance wasbetween$4,000-$5,000forgeneral maintenanceonly. dark asked how many hours the City's generators were used. Dirks stated just for testing hours and explained PGE has the City's wells on a critical infrastructure list to receive priority service during power outages. Dirks noted there is a risk of not having an onsite generator in the instance ofwidespread outages or disasters as the demand for generators will be high. dark mentioned setting up a contract for generator rentals to ensure access and delivery during such instances, noting a VFD system would also allow for a smaller generator which would cut costs, as well. Tan asked about the American Water Works compliance. darkstateda plug fora generatoris required nottheactual generator,explainingthe Cityjust needsto be able to get a generator onsite to ensure water supply. darkaskedaboutreleasingwaterdownhillin thetime beforeacquiringa generator. Dirks confirmed there are system redundancies, more for the lower than the upper system, to open valves and Reservoirs 2 and 3 and Well 2. dark discussed the minimum downstream pressure, and Normine corrected stating 20 pounds of pressure is the minimum requirement. Miner asked if gravity feed supplied most of the community, Dirksconfirmedforthe most part. Miner stated it made sense to rent versus purchase. dark asked about insulating the building to decrease noise caused by the VFD. Dirksstated it is alreadyinsulated. Miner mentioned everyone would be running to rent generators in case of an emergency like an earthquake. Miner brought back dark's idea to have a contract with a generator company to guarantee rentals and delivery when needed. Dirksstated the budgeted $210, 000 would be the do not exceed number and the actual quote wasjust over $200, 000. Rios-Campos stated it seemed the Council seemed on board. Dirksexplainedit would be broughtbackforawardatthe nextmeeting. DIRECTOR OF PUBLICWORKS REPORT Normine presented the public works 2024 recap. Normine reviewedsewerprojects, includingthewastewaterCCTVprojectandGPSlaterals, theShealift station upgrades,trunklineflowmonitoring, whichwascompleted in September,SCADAandfacility security upgrades. Norminereviewedstreet projects, including installing additionalBigBellygarbagecansandthe new gatewayentrance signs. Norminereviewedwaterprojects, includingwatersystem survey, the Well 3 analysis, Cottonwoodhydrant replacement, SCADA and facility security upgrades, the EPA required system lead inventory, and unidirectional flushing in the lower system. Norminediscussedthe PublicWorksstaff, mentioning KevinwhohasbeenwiththeCityforsixyearsand Garrett for 5 years. Normine reviewed the four new staff members, as well. Norminerevieweddevelopmentand building, includinginthe Bywayretail spaces. Dirks mentioned Chick-Fil-A should begin work next month. Norminereviewedwaterconsumption, annuallyjustover 151 million gallonsconsumed, and 171 million gallonsproducedwith 11 .75%total system lossaverage, and nearly800,000gallonsused atthe splash pad. Rios-Camposasked howthesplash pad usagecomparedto the previousyear. Normine stated it was actually down from 2023. darkaskedabouttheusedwaterfromthe splash pad. Dirksstated it goesintothesewersystem, explainingit wasnotcosteffectiveto turn into greywaterfor irrigation. Tan statedthe newEMClooks great. Dirksexplainedit tooka whileto dial in the EMC'sbrightnessandstatedthe Cityappreciatedthe public feedbackregardingthe brightness. Minerstated the 238thislandslookniceandexpressedappreciationforthe upkeep. Dirksmentionedthe partnershipwithCultivate Initiativesto handleright-of-wayvegetation maintenance. Rios-Campos asked about the restroom project progress. Dirksexplainedfootingsare being pouredthisweekfollowedbythe undergroundplumbingand blocks going up in March. CITYMANAGERREPORT Dirks highlighted items from the APP: an emergency preparedness workshop for Slavic speaking community members; Natural Leadersare bringingtogetherworkshopsinthecoming months; hopefulto continuethe mini-split/ACunitprojectthis upcomingsummerdependentonfunding;threecitiesplanto discussGresham'sproposalforfire service intheshort-term, keepingthecommunity protected afterJuly 1; newutilityrates and methodologyin use; CDBGproject in questiondueto federalpolicyaroundfederal funding with hope to award project next week; wetland park delineation report almost wrapped up with no changes needed to design and outreach plan to be brought before Council soon; still analyzing trunk line study; comp analysisalmostcompleted; Cityinvolved in legislativesession regardinghousing,land use, fire, public safety, property tax, etc. ; East County Economic Development Forum progressing with Wood Village focus on assisting MHCC; Free Geek digital literacy and access programs. Mineraskedaboutlooping in the ConfederatedTribesoftheGrand Rondeintothewetland project. Dirks explained the Grand Ronde has its own nursery that includes native plants that could be utilized for the plantings and serve use for harvesting and educational opportunities, Miner stated the Parks Commission would find this interesting. Dirksagreed,statingtheyhadexpressed interest in being more involved withthe project, especiallyfor outreachandengagement. Minerstated itwould be importantto keepthe Grand Rondeinvolvedwiththe project. Dirks agreed and stated the City seems in agreement with the Grand Ronde's development team to have future development at the greyhound site complement the wetland park in the future. darkaskedaboutemergencypreparednessinformationinthe newsletter. Dirks stated the City includes this every issue, CITYATTORNEYREPORT None. MAYORAND COUNCILCOMMENTS Rios-Campos mentioned he was invited to be a part of East Metro Leaders to provide direction on East County needs. He attended their first housing summit recently, noting he included the City's efforts to promote the co-op model as an alternative homeownership pathway. Rios-Campos stated the group will be coming before City Councils to discuss these different pathways. Miner stated Rios-Campos comments on the housing summit in the Outlook were well articulated and representedtheCitywell. Dirksmentionedstaffhavebeen exploringoptionson howto fundco-op housing,includingcreative options. Rios-Camposmentioned SeedingJustice,anorganizationdoingcommunityeducationon theco-opmodel, and howto getthe Natural Leadersand CASAofOregoninvolved inthoseconversations, aswell, to bring the resources to our community. Tanaskedabouta housefirea fewdaysago. Dirksstated a tri-plexon Halseycaughtfirewithtwo unitsdestroyedandthethird heavilydamaged. Tan mentioned the Red Cross is involved to help with recovery. Smith asked how it started. Tan explained it was a heater in a dog kennel. Miner asked about the Red Cross involvement. Tanstatedthatshesawthe involvement in the newsandalsothefamiliesaskingfordonations. Dirks mentioned the Wood Village Baptist Church, East County Food Pantry, and possible others who might be ableto help too. Miner asked about reaching out to the families. Dirks stated he does not have their contact information. Tanexplainedshe knowsat leastoneofthefamiliesimpacted. Rios-Camposmentionedthe ReynoldsSchool Districtalso hasresourcesandconnectionsforwraparound services in addition to resource navigators. ADJOURNMENT With no further business, the Council adjourned at 7:32 pm. Jairo IDS os MAYOR ATTEST: CITYRECORDER