City Council

..*>'. <.,y *' .. ' Mayor Council President Councilors JairoRios-Campos DaraTan JohnC. Miner Mark dark Patricia Smith ?aTYO,F.Wood WOODVILLAGECITYCOUNCIL MEETING MINUTES March 11, 2025-6:00 PM PRESENT Mayor Jairo Rios-Campos, Council President DaraTan, Councilors Mark dark and Patricia Smith, City ManagerGreg Dirks, PublicWorksOperationsManagerErikaNormine, PublicWorksProjects Manager BeckyGallien, Directorof FinanceSeth Reeser, CityAttorneyJeffCondit, and interested parties. ABSENT Councilor John C. Miner. CITIZEN COMMENTS (NON. AGENDA ITEMS) Dirksrelayed generalcomments regardingboth positivefeedbackon the newutility rate structure and concernsoverthe highcostof utilityrates. Dirksstatedthe crewdid leakchecksat a fewpropertiesand identified a few actual leaks that were masked under the previous rate structure. PUBLIC SAFETY REPORT ChiefStewartpresentedthe publicsafetyreportfor February:callsforservice lowestreported since February2020;trafficcrashesweredownfromthe previousmonthdueto enhancedpresencethat resulted in 132trafficstops, 7 subjectstops, 5 premisechecks, andseveralextrapatrols. Stewart stated a speed trailer was placed and targeted enforcement conducted on NE Oregon and NE Holladay. Stewartexplainedthere is a newdeputyforthe HOPEteam and MCSOinterviewedfora full time BHC counselor. Stewartdiscussedthecamp reported nearLowe's,noting the HOPETeamengagedwithfourcampsthere and that all individuals have received services and since vacated the area. Smith asked about moving forward with the Citizen's Academy. Stewartstatedtherewerestill no plansatthistimeto bring it backdueto staffing issues. Dirksstated heandthe mayorwill be meetingwiththeSheriffin April to discusspotentialfora new programservingthose inthethree-cityarea. Smith asked ifthis would bejust for elected officials. Dirksstated no it would beopento community members, aswell. Stewartstated MCSOcouldgetcreativeand potentiallyputtogetheran abbreviatedversion. darkasked abouttheongoingCitizenPatrol program. Stewart stated there are maybe sixcurrent active members that primarily work in the school zone in Corbett and helpwithtrafficcontrolon theirown.The program is ongoingandgoingwell. dark asked if robberieshavedroppedinthegorgewithpeople hiking. Stewart stated he would need to report back with data. Rios-Campos stated he has been hearing good things and thanked Stewart forthe investment in Wood Village. CONSENT CALENDAR A. City Council Minutes o February 25, 2025 B. City Events o Community Cleanup Day o Opportunity Scholarship Dirks mentioned the Council would need to select who would serve on the scholarship committee and mentioned Miner had expressed interest via email in doing so. Tan stated she would volunteer again too. Rios-Camposasked aboutthecleanupeventlocation. Dirksconfirmed it would be backat the old greyhound track but on the west end due to the Fred Meyer remodel stagingareaattheotherend. Rios-Camposasked ifthereweretrafficconcernsusingthe 223rdentrance. Dirks stated no. Upon motion byTan, secondedbySmithand passing4-0, theConsentAgendawasapproved. RESOLUTION6.2025: RRFBCROSSWALKAWARD Dirks reviewed the RRFB crosswalk projects that have been ongoing in the area overthe lastfewyears and the three most recent additions on Halsey completed in 2023. Dirksstated this project would add a newcrosswalk on Wood Village Blvd at NE Riverwood St, explaining the City receiveda $250,000grantfrom ODOTforthe project. Dirks reviewed the project design that will be completed up to current ADAstandards, as well. Dirksoverviewedthe bid process, noting the Cityreceivedfive bidstotal withthe lowestresponsive bid from Western United Civil Groupat $139,435withthe projectto startand becompleted inApril. Smith asked about a not to exceed amount for the contractor. Dirksstated there is a not to exceed of $160,000 in the bid award. Rios-Campos asked about the impact on Wood Village Blvd during construction. Dirks explained it would require a shifted lane, but the disruption would be minimal asthe project would be completed within a quick timeline. Dirksmentionedthere is hopeto completethree more crossingsaroundthecityatsome point. Upon motion bydark, secondedbyTanand passing4-0, Resolution 6-2025wasapproved. DISCUSSION:WETLAND PARK UPDATE Dirks explained there will be an update on the wetland project followed by a request to endorse a state grant application, as well. Dirks reviewed the background of the wetland park project and the design developed in 2020. Dirks mentioned the planting list is still being reviewed to include "native" native plants that hold important cultural and harvesting purposesto indigenouscommunitymembersin the area. Dirksstated the City is currently updatingthe delineationreportto then be submittedto state landsand ArmyCorpfor permitting. Dirksrevieweddifferentcommunity involvementeffortsforthis project, includingworkingwiththe Grand Rondeon the planting listand holdingfocusgroupsandcommunityopen housesto designelementsinthe non-encumbered zones. Dirks explained once permits were obtained that the City would likely bid out the project in the fall with construction to beginin summer2026thatwould includecommunityplantingandstewardshipdays. dark remarked it looks beautiful. Rios-Camposstated heappreciatedtheeffortto includecommunitypartners likethe ParksCommission and the Grand Ronde, Rios-Campos asked about inviting the Grand Ronde to the planting day. Dirksconfirmedtheywould be invited. Smithasked abouthaving indigenousartworkatthesite. Dirksstated thatwasthe hopeforthe project, includingforthe interpretive signage.Dirksexpressedan idea that the project would include statuary examples of indigenous harvesting. There would be space in the non-encumbered zone for artwork. Tan asked about restricting food at the site. Dirksstated hedid not believe it would be necessaryastherewould betrash cansatthesiteto keepit clean. darkasked abouthavingthe land acknowledgmentstatementatthe site. Dirks stated the hope ofthe workshops would be to refine what is meaningful to have atthe new park. Rios-Campos asked about the width ofthe boardwalk and potential to have seating. Dirks mentioned a fewbump outs might be possible but being in the restricted area might pose challenges, Tan asked about the width ofthe path. Dirks stated he thought it waseight feet but could not definitively recall. RESOLUTION7-2025:STATEPARKGRANT Dirksexplained the Oregon State Parksgrantand mentioned the Citywould like toapplyfor$250, 000to aid in the complete buildout ofthe wetland park. Dirks mentioned the grant would fill the gap between already awarded grant funds and Cityfunds. Dirks noted the application is due April 1stwith evaluations in June/July and the award in September, explaining it also requires Council endorsement as part ofthe application. Rios-Campos asked about the park restroom cost and the shifted park SDCfunds to cover that project. Dirks explained the original ask for this grant was $200, 000 but after shifting the SDC funds to the park restroom, staff increased the ask to $250, 000. Upon motion by Smith, seconded by Tan and passing 4-0, Resolution 7-2025 wasapproved. DISCUSSION:COMMUNITYGARDENUPDATE Dirks provided a quick background on the community garden project and reviewed the garden site design. Dirks mentioned work on clearing brush from the site started today and explained the neighbor behind the site is supportiveofthe project, aswell. Dirks reviewed howto run a community garden, howthe City ran the last garden program, and options for the program managementforthe newgarden, includingcontracting it out. Dirks discussed Outgrowing Hunger's experience running neighboring community gardens, noting the cost for the City would be $200 per plot peryear plus registration fees. Dirksexplained what is included in the program management ifcontracted through Outgrowing Hunger. Dirksnotedthatnot chargingmorethan$20 perplotwouldallowthe Cityto retain its recreational immunity and keep the fee lowforcommunity members with the fee going to Outgrowing Hunger as part ofthe contract. Dirksalso mentionedthereare otheroptionsfor registrationfees. Dirksreviewednextstepsto havethe gardenopen bymid-April. Smithmentionedthe listofrules includedin the staffreport. Dirkssaidthosewerejust an examplesincewedid nothavethe rulesfrom OutgrowingHungerwhenthe report was prepared. Smith stated she thought it was a good ideato contract with someone who knows whatthey're doing. Smithasked ifthere would be someoneonsiteorforgardenersto call. Dirksstated he believed it would be someoneto call withsomeoneatthe gardeneveryotherweekto check in on it, also noting Outgrowing Hunger offers workshops too. Rios-Campos mentioned the workshops were a good idea, especially forfirst-time gardeners, Rios-Campos noted keeping it under $20 is good with a possible option to do a reduced fee forWood Village community members. dark mentionedhe likedthe ideaof reassigningplots ifa gardeneris out ofcompliancefor morethanfour weeks. Rios-Camposstated it seemedthe Councilwason boardwithcontracting outthe program management. Dirks noted the decision and explained it is a year-to-year contract, as well. Rios-Camposmentionedit wasalsogoodto minimizestrainon stafftoo. Dirksstated a resolutionforthegardenfeewouldcome backbeforethe Councilat theirfirstApril meeting. DISCUSSION:FINANCIALPOLICYUPDATE Reeserexplainedhe previouslydiscussedcreatinga fund balancepolicyat a Januarymeeting, mentioning hetookthe Council'snotesfromthat meeting to shapea generaldirectionforthe policy. Reeser reviewed why it's a good ideato have a policy and the general purpose ofthe policy, including offeringflexibilityin financialcrisessuch asthe upcomingfinancialaskforfuturefire andemergency services. Reeser discussed types of fund balances and their restrictions. Reeserreviewedseveral requirementsofthe policybeingconsideredbystaff, explainingthese requirements set the direction for future Council members and staff, Reeser mentioned these requirements are currently being done but setting a policy would memorialize these actions for the future. Reeser explained the proposed thresholds for the General and Enterprise Fund set by the policy Reeserreviewedan exampleofthesethresholdsusingthe City'scurrentsystemfund balances,notingthe City currently has surplus fund balances for the General, Street and Water Funds but not for the Sewer Fund. Smith asked if there was a fund balance policy roughly twenty years ago. Dirks stated that would predate him, but he does not recall anything being referenced to. Dirks believed it wasprobablyan informal policy butit's possible shewasremembering the guaranteed reserves forwater and sewer required to pay off debt. dark mentioned the system integration previously developed. Dirks explained dark was referring to the system integration program created by Karen Tilton. dark noted it was a good program, but expensive, and commended Reeser for creating this policy in- housethatwould build offthis previous program. Reeser stated he always expresses gratitude for having a Council who is fiscally aware and conservative to ensure the City is always getting the best return on value forwhat it spends. Tan stated, when dealing with financials, she believes policies need to be in place to ensure the thought process is the same no matter who is in office or on staff. Smith and Rios-Campos agreed setting precedent for the future is a good thing, especially when ensuring investment in capital infrastructure like the park restroom or the new City Hall. dark mentioned the upcoming sewer truckline project, noting it wasn't an exciting project, but one that still needed to be done even though it was going to be expensive, dark stated projects improving Well 3 over the lastyearwere also notexciting but much needed andwondered ifdoing something similaratWell 2 would be worth the investment, as well. Dirks stated there would be discussion on these kinds of projects and the City's master plans atthe upcoming Council retreat. Reeser mentioned the long-term vision ofthe Council and dedication to developing policies and programs to supportthis vision is partofwhatmakes WoodVillagespecial. Thisincludes holding anannualfive-year financial forecast meeting. Dirks agreed, stating many Councils never see a financial report or hold meaningful financial conversations formanyyears. Dirksexplained thatpartofadopting this policywould settheexpectation fornewCouncil membersto expectto see Cityfinancialreports regulariy. dark mentioned he still has the packet from the League of Oregon Cities local government finances 101 workshop he attended years ago and wasgrateful offered these types of resources and trainings. Dirksstated, unfortunately, the LOG nowonly holds trainings abouttwice a year. Reeser mentioned a finalized policy would be brought back as a resolution for adoption at one ofthe next Council meetings. Rios-Campos mentioned this policy would be great to have in place given the potential upcoming changes in City revenue due to things like the ongoing fire service discussion. Dirks reiterated this would be memorializing whatthe City already does but also sets policy forwhatto do with funds rather than holding onto moneyjust to hold onto it. EXECUTIVE SESSION PER ORS 192. 660 (2)(D) Rios-Camposclosedthe regularmeeting andopenedthe executivesessionat7:03PMto conduct deliberations with persons designated by the governing body to carry on labor negotiations. Rios-Campos closed the executive session at 7:18 PM. CITYATTORNEYREPORT None. MAYOR AND COUNCILCOMMENTS Dirksremindedthe Councilthattheirretreat is on Saturday, March22ndbutnoted theirpacket, whichwould be sent out next week, may not have substantial materials for the fire service discussion. dark remarked he maynotbe physicallyupto attendthe meeting. Dirksstated staffhavestructured the retreatwiththefire discussioninthe morningsession if dark is upfor a half-day attendance, Dirks asked what the Council would like for food at the retreat. Rios-Camposmentioned hewantsDirksto pickthe snacks. Dirks reviewed options for food. Tan liked Chipotle. Smithdisliked Chipotlebutstated shewouldgo along with it. Smith liked JerseyMike'sor pizza. dark asked if Condit would be attending. Condit confirmed. Rios-Campos stated staff should decide on the food. Tan mentioned having coffee and a few healthy snack options. Smith stated there is a new Indian restaurant. Dirksalso mentionedSushiNinjaandthe potentialfor Hatta Ukrainianto beopen bythen. Dirks stated the goal is to have a PR firm attend the meeting, as well, and may confirm the firm tomorrow. Rios-Campos mentioned Dirks has worked hard to coordinate with the newAP Triton staff member on our projectto getthem upto dateto ensurethe report is completed withinthetimeframe needed. ADJOURNMENT Withno furtherbusiness,the Counciladjourned at7:25pm.  s- ampos MAYOR ATTEST: CITYRECORDER