City Council

s*', °t- a^.. Mayor Council President Councilors ^ Jairo Rios-Campos Dara Tan John C. Miner Mark dark Patricia Smith - cm^Vood ige WOODVILLAGECITY COUNCILMEETING MINUTES April 22, 2025-6:00 PM PRESENT Mayor Jairo Rios-Campos, Councilors John C. Miner, Mark dark and Patricia Smith, City Manager Greg Dirks, Public Works Operations Manager Erika Normine, Public Works Projects Manager Becky Gallien, Directorof FinanceSethReeser, CityAttorneyJeffCondit, and interested parties. ABSENT Council President Dara Tan. CITIZEN COMMENTS (NON-AGENDA ITEMS) Dirks relayed two citizen comments: first, Dirks stated the Council should have received a letter from the Gresham fire unions last week. Dirksmentionedthefeasibilitystudyshould beout soon, whichshould help answerquestions, andthe main focus right now is the one-year extension with Gresham. There is another meeting with Gresham tomorrowandthe hope isto havea contractforadoptionatthe nextCouncilmeeting. Dirksmentionedthesecondcommentcamefrom an audiblydisabledpersonwhoreachedoutto inquire abouta sounddeviceata stop lightat NE238thand SandyBlvd. Dirksexplainedthis person had beentold it was a City responsibility by the County despite it being a County-maintained road, so the Citywas assistingthe personto connectwiththe properCountydepartmentto addressthe issue. CONSENTCALENDAR A. City Events o Easter Extravaganza Recap Dirksstatedthe Council hada staffreport regardingthe EasterExtravaganzabeforethem, notingtheevent wentwell excludingthetrafficcontrol. Miner asked about attendance. Dirksestimated 600-700kidswith around 1, 800 in total overthe three-hourevent. Miner agreed for the first year of this event. Dirksstated therewerea fewquestionsaboutegg hunts, butno one seemed upset. Rios-Camposexplainedhearrived late butnotedtherewerea lotofvendors andactivities. Rios-Campos thanked Hindersfororganizingtheevent. Dirksmentionedstaffconductedan outreachexerciseaskingaboutthe playground replacementproject, notingthe resultswere unanimousto reducethenumberofswingsinexchangefora largerstructure. darkapologizedfornotfeelingwell enoughto attendthis year. Dirks stated there was a good article in the Outlook for anyone who missed it. Upon motion byMiner, secondedbySmithand passing5-0, the ConsentAgendawasapproved. Dirks requested to move to the pop-up farm stand discussion to accommodate scheduling forthe Portof Portland representatives. Rios-Camposapproved and moveddiscussionto the pop-upfarmstand. PRESENTATION:PORTOFPORTLAND EmilyBower, SeniorManagerwiththe BusinessDevelopmentand PropertiesTeam, and ChrisDamgen, the DevelopmentManagerforthe BusinessDevelopmentand PropertiesTeam, introducedthemselves. Bowerpresentedan updateon the EMCroadmapandcoalition, beginningwitha summaryofthe Portof Portland andthe Port'shistoryin EastCounty. Bowernotedthe Portis in thethird chapteroftheir involvementin EastCounty, whichfocuseson sharedprosperityanda strategyinthe region. Bowerstatedthe purposeofthe roadmapwasto establish inclusiveeconomicdevelopmentinvestments in EastCounty, notingthe Port'srole asa coalitionconvenorand projectsponsor. Bowerreviewedthe Port'sthree-yearworkplan- discovery, engagement, andalignment- andthe key findings from their analysis. Bower discussed the EMC roadmap vision. DamgenthankedDirks, Minerand Rios-Camposfortheirinvolvement in the processand reviewed representatives on the EMC coalition. Damgen alsothanked Wood Village for hosting the EMCcoalition meetingsatCity Hall, as well. Damgen reviewed the current EMC priorities, noting that while none ofthese projects fall within Wood Village boundaries, the GVBP Lot 11 is atthe corner ofNE223rd and Glisan which is adjacent to the city. Damgenstated he hopesthe Citycontinuesto supportand be involved in the projects. Damgendiscussedwhat'snextforthe EMCCoalition,statingthere is a two-yearcommitmentto convene the group and a plan to incorporate the EMC Roadmap into future initiatives in East Multnomah County. Damgen thanked the Cityfor its assistance and support during the process and for its thoughtful community engagementefforts, the latterofwhichthe Portistaking inspirationfrom fortheirownefforts. dark stated he has ideas to share with the Port and will pass them onto Dirks. Minerasked aboutwhathas been brainstormed for the 7-acresat the GVBPLot 11 site. Bowerstated it is the only mixed-use site in the Port's portfolio and has explored the integration of workforce housingwithchildcareorearlychildeducation. Dirksalso stated interest in a workforceincubatorconceptatthissite, aswell, Rios-Camposasked aboutthetwo-yearcommitmentbythe Portand ifthatwasthe hopefultimeline forthe concept. Bowerexplainedthe hope isto haveideasto reviewbymid-summerwithsome level ofpublicprivate partnership discussion next year. Rios-Camposasked iftherewould be developmentthere withinthe nextfive years. Bower stated, yes, ideally, but it would rely on aligning finances and ensuring the site is development ready. Damgen mentionedthe Portis awareofpreviousefforts in EastMultnomahCountyfalling apart, whichis whatthe EMC Coalition effort aims to avoid. Rios-Camposstated hisappreciationforthe Port's holisticapproachto lookingatthis issue. Dirksexpressed hisinitialskepticismoftheeffortand his renewedexcitementto seethe project develop varied interestfromdevelopers in projectsthat bolsterthe regionand supportthe City's prioritiesand vision. Minerstated Mt Hood CommunityCollegewill havetheopportunityto expandandgrowthroughthe Port's efforts. Miner mentioned Boeing used to be a major player in the area. Bowerstated Boeing is still a strong anchorinthe aviation industrybuthasrelocatedtheirworkforce training efforts closer to their Scappoose OMIC site. Minerstated it wasunfortunateto seethem leavethearea butperhapstherewasan opportunityto establisha satellite in EastCounty. Rios-Camposaskedaboutthe K-12partnershipand ifthe Portwastalkingwiththe local schooldistrict. Bowerexplained it isan activeconversationto assistwiththe integrationofpartnershipswith K-12andthe semiconductor/advanced manufacturing industry. Bower mentioned there are subgroups within each priority examining howto execute the next steps and address roadblocks. Dirksmentionedthere wereschool representativesfrom variousdistrictsatthe lastcoalitionmeeting to discuss howto capture both youth and adults. Rios-Camposstatedthe Cityalso hasa scholarshipprogramthat nowalsoassiststhose returning to continuing education and not just recent graduates, Bowerstated the Port is happyto provide future updates on the progress and thanked the Council for their time. Dirksstatedthere is an open houseon June2nd. Bowerconfirmed and mentioned invitationswould be sent, as well. Miner stated it is exciting and requires momentum and persistence. Rios-Camposmovedthediscussionto Resolution 10-2025. DISCUSSION:POP-UPFARMSTAND Dirks provided background on howthe pop-up farm stand atthe park originated through conversations with Outgrowing Hunger, who provides management for the newcommunity garden. Dirks discussed otherfarm stands managed by Outgrowing Hunger, noting he hasseen the stand at Adventist Hospital in person. Dirks mentioned most ofthe produce is grown in or nearTroutdale and one ofthe potential farmers attended the Easter event last weekend and the other lives in Wood Village. Dirks shared the ideato schedule the pop-up stand during PlayEast! Recreation programming since there would already be people in the park. Dirksexplainedit is nota farmers' marketandwould be a singlefarmstand. Dirks mentioned that selling items in the park is allowed in the municipal code but does require Council approval, stating items for discussion would be howto handle others whowantto sell items in the park and whatissue is beingaddressedbyallowingthisto moveforward. dark stated the farm stand idea sounds good. Minerasked if it wasforbusinessstartups andstatedthe Councilneededto considerthatothers maywant to startselling items in the park, aswell. Miner asked how it differs from a farmers' market. Dirks stated it is only one farm stand possibly including one ofthe two farmers he mentioned earlier in the discussion, which would provide accountability to ensure coverage during the growing season. Dirks reiterated it is only a single seller from Outgrowing Hunger's network and program. Miner asked ifthe produce wascoming directly from Outgrowing Hunger. Dirksconfirmed,eitherfromtheirfarmoroneoftheirpartnerfarms. Minerasked ifit would haveOutgrowingHungerbranding. Dirks stated he believes so. Miner repeated the consideration that others will wantto sell items in the park. Rios-Camposasked ifthese individualswouldneeda businesslicense, notingthere is often an icecream truck in the parkandthat he has beenapproachedbyotherswhohavegoodsto sell in the park, as well. Rios-Campos stated safety would need to be a concern, as well, and brought up questions if vendors would need a food handlers card or be bringing premade food or preparing onsite. Rios-Campos explained selling produceinthe park is a little moreclearcutsince itdoesnot requirepreparation. Dirksstated thedistinctionon whocould sell inthe parkis a hardoneto make. Smithasked ifthe pricing iscompetitiveto otherlocal producemarkets in the area. Dirksstated, in hisunderstanding,it should be affordable. Rios-Campos stated there is a benefit to partnering with an organization for a program like this, especially if there is a lot ofcommunity interest where we could connect them with Outgrowing Hunger. Dirksstated onedistinctioncould be madethatis OutgrowingHungeris a registered non-profitwith a mission and board of directors. Dirks explained there may have been a miscommunication with representatives from Outgrowing Hunger on attendingtonight'smeetingto answerquestionsandofferedthatthe Cityinvitethem backforfurther discussion. Minerstated ifthe purpose isto provideaccessto fresh producethen the program neededto bewell thoughtoutsincetherewill likelybeotherswhowantto sell produce inthe park. Dirksnoted Hinderspointedoutthis discussionwasscheduledfor6:35 PMso representativesfrom OutgrowingHungermaystill be coming, DirksthenstatedAdam Kohlfrom OutgrowingHungerjust logged intothe meeting, Dirksprovided Kohla recapoftonight'sdiscussionandaskedhowthe Cityshouldaddressotherswhowish to sell produce in the park. Kohl thanked the Council for inviting him and stated it is up to local ordinance to decide on who can sell in the parkandwhatcan be sold. Kohlstated theyparticipatein the RockwoodPeople'sMarket, whichis on Countyproperty, and requiresstrictvendorguidelines, includingall producebeinggrown bythesellerand at least50%ofthe ingredientsforhomemadegoodsto begrown bythe seller. Kohlexplainedthere are USDA guidelines on this as well. Mineraskedforclarificationon if homegrownproducevendorsalso participateatthe market. Kohlprovidedanotherexampleofthe LentsFarmersMarket, whichis also on publicproperty, and hastwo formats forvendors, one that is stricter and requires vendor vetting, insurance, and signing up fora booth, and one that allows homegrown produce vendors to participate at a "community table" without registering fora booth butthatstill has limitationson howmuch can besold and howoften youcanattendthe market. Kohlstated he isonly interested in allowing registeredand insuredvendors attheWoodVillagefarm stand, so each vendor would be vetted and there would be an established process for others interested in selling. Minerasked ifOutgrowingHungerwastryingto avoidcompetition byonly havingone seller in the park, Kohlstated not atall, ratherit wasto establish healthyboundariesfora program. Dirksasked Kohlto providea quickdescriptionofthe pop-upfarmstand program, Kohl explained the pop-up farm stand atAdventist Hospital involves two local farmers registered through Outgrowing Hunger. Outgrowing Hunger brings everything including tables, table covers, POS system, while Adventist provides the space and helps with promotion ofthe farm stand. Kohl stated Maxi Hernandez, from MR Farms, runs the sales through Outgrowing Hunger's POS system and then distributes payments to the farmers, Dirks explained the City would contract through Outgrowing Hunger who contracts with farmers and that a distinguishing factor for the program is that it must be a registered non-profit with a goal to address food insecurity by selling local produce. Miner agreed, Kohlstated theyrequire a businesslicensewiththeOregonSecretaryofState, a businesslicensewiththe local jurisdiction, and product liability insurance coverage. Miner asked ifthere was a cost to be a member of Outgrowing Hunger, Kohl shook his head no. Rios-Campos asked howindividuals can become members of Outgrowing Hunger and ifthey help acquire these requirements like a business license. Kohl stated Outgrowing Hunger ran a two-year pilot program to assist small business owners in getting set up and can assistwith explaining the process iftime allows butdoes not provide direct service. Dirks asked ifa community member hasa large backyard garden howwould theyjoin. Kohlstated the bestavenueisthroughthe monthlyEastCountyBusinessBridgemeetingsat Rockwood CDC, which provides business orientation and basic business skills. Most participants come looking for land or gardens. Dirks asked if Outgrowing Hunger displayed information aboutthe organization atthe pop-up farm stand, Kohlstated he could updatetheirliteratureto put it outatthe stand, noting hewasexcitedto growthistype of program. Dirks recapped the discussion with nextsteps to develop the broad strokes of a program. Miner reiterated his interest in providing business startup instruction in addition to the farm stand. Dirksstated there could bepotentialforcommunitytablesfororganizationsthatmetcertaincriteria. Rios-Campos stated MHCC has a small business program and mentioned the potential for a partnership to assist with the business development side. Dirksstated staffwouldcontinueto connectwithKohlto puttogethera programframework. RESOLUTION9.2025:COMCASTFRANCHISERENEWAL Dirks stated the Council discussed the franchise agreement attheir last meeting and provided a quick refresher on that discussion. Dirksreviewedthefranchiserenewalprocessandthe keynegotiateditems. Dirks recapped the public input process, noting themes included PEG fee decrease are detrimental to community media centers and edits are overreaching and go beyond federal cable law(s). Dirksnoted GreshamandTroutdale have both adoptedtheagreement. Dirksprovidedthe responseto publicinput, includingthattheeditscomplywithfederal law. Dirksnotedthe MHCRCvoted 4-2to adoptthe updatedfranchiseagreementwiththeWoodVillageand Fairview reps voting no. Dirksstated therearetwo outstandingquestionsto be addressed:thefutureof MHCRCand thefutureof Metro Eastaiven chanaes in the effectiveness and fundina decline of subscribers and revenues. Dirksstated repsfrom Comcastandthe MHCRCwere presentforquestionsif needed. Rios-Camposasked howlong theagreementwasfor. Dirks stated it was another ten-year agreement. Dirks asked if the Council would like to address the representatives. Rios-Camposagreedto briefcommentsfrom the representatives. ScottHarden,the MHCRCrepresentativeforWoodVillage,stated he hasexplainedhisno vote to Greg as a disenchantmentwiththe rights-of-wayagreementandthe lackofbenefitto the City. Hardenstated Metro East's primary funds come from the franchise agreement, which could result in the Cityfacing charges to recover marginal costs. Harden stated his disbelief that Comcast would not write in methods to recover costs. Harden explained that while the MHCRC and Metro East have decisions to make so do the cities, noting hewouldsupporta newfour-cityentityto supportMetro Eastunlessdirectedotherwisebythe City. Hardenmentionedthe PEGfeeswerea contentiousissue, noting MHCRCreceived bad informationfrom staffand Comcast originally which is why the negotiations took so long. Rios-Camposthanked Hardenand asked ifthe Comcastrepresentativewould liketo speak. Tim Goodman, SeniorDirectorofGovernment RegulatoryAffairsforComcastNBCUniversal, stated Comcasthashadthe rightto chargeto recovermarginalcostsforyears buthasnotandthe languageis only included as part ofthe FCC ruling. Goodman stated Comcast cannot charge forthe broadcast of public meetings, Goodmanexpressed hisbeliefthe PEGfee isfair, noting the 2.5%fee is oneofthe highestin thewestern United States. Rios-CamposaskedforCouncilquestions, None were asked. Dirksstated Comcast is part ofthe Free Geek program to distribute free devices and teach digital skills and there is a need to leverage opportunities with ourcurrent partners like Metro East, aswell. Rios-Camposreiteratedthere is a separatediscussionon thefutureof MHCRCanda regional conversationon howMetro Eastfits intodigitalequity programs. Minerthanked Hardenforhiscandorandagreedtherewould befutureconversations, Upon motion by Smith, seconded by Clark and passing 4-0, the resolution wasapproved. Dirksrequested a shortbreakto loadthe PortofPortland presentation. Rios-Campos granted a two-minute break before moving to the Portof Portland presentation. RESOLUTION10-2025:DLRPARKRESTROOMADDITIONALCAPITALAUTHORIZATION At 7:27PM, Dirksreviewedthe bidawardfrom November2024to 2KG Contractors Incwitha bidof $536, 000 and a 2. 5% contingency. Dirks noted key items were left offarchitectural plans or lacked sufficient detail, resulting in change orders including anti-graffiti coating, door access control to the utility room, and decorative truss connection and gussets. Dirks mentioned the change orders totaled $20, 000 and requested an additional $10, 000 for a contract priceof$560,000,whichshould beenoughto completethe project. Dirks explained no budget adjustments were necessary for the increase and construction continues with substantial completion estimated to be May 19thwith full completion on May 26th. Gallien explained there were additional change orders on the project, butthese were the substantial ones that put the project over the allotted $14, 000 contingency. Smithstated the anti-graffiticoatingwasatopthe prioritylist and asked howit could be missed. Gallienconfirmedandexplainedthespecificationsweremissed bythearchitectsintheactual plans. Smithaskedifthe Citywould usethesearchitectsagain. Dirks stated no. Miner asked if the contractors also came in with a built-in contingency. Gallien explained the budget sheet included as part ofthe bid packet did not include a line item for contingency,whichisa lesson learnedforconstruction projects. Dirksstated the contract included general terms and conditions and noted several other smaller change orderswere notchargedto the Citybythe contractor. Gallien stated typically there would be a 5-10% contingency for building projects but City staff are not accustomed to building projects. Minerstated every bidderincludeda contingency. Clark stated ifa project engineer had been hired it would have cost more than $10, 000, so while this may havebeen avoided,the Citywould haveended up paying more thanthecostofthechangeorder Gallien explainedthere wereothermissed itemsthatthecontractorsdid notchargefor. Upon motion bydark, secondedby Minerand passing4-0,the resolutionwasapproved. Dirksofferedto do a quicktourofthe newrestroomsatthe last Maymeeting sincetheconstruction should be nearly complete by that date. Rios-Camposstatedthe newrestroom should meet boththe Counciland ParksCommissiongoals. Dirksmentioned manyatthe Eastereventwereexcitedaboutthe newrestrooms. DIRECTOROFPUBLICWORKSREPORT Norminepresentedthe monthlyreportforApril: thecommunitygardenconstructionstarted; the sewer CCTV project wascompleted; Halsey pothole repairs continue with hope forthe County to come out this summer; and a waterservice line repairthatshould reducethe system waterloss, noting numbersare not availableyet butshouldbe readybynext month'sreport. Normine showed photos from the water service line repair. Normine stated that 16 permits were issued, 40 inspections completed, 31 code compliance cases, the park restroom project continues, the Chick-Fil-A construction is ongoing, Fish4Ever Aquatics is near opening,andthe systemwaterlosswasat 17.30%. Rios-Campos thanked Normine for the crew's hard work. DIRECTOROFFINANCEREPORT Reeser stated there was nothing out ofthe ordinary in his report and stated the BIT and property tax revenuesare coming in, the utilityfundsare doingwell, staffare wrappingupthe budgetprocess, andthe first auditor visit will be in June. CITYMANAGERREPORT Dirksstated the maindiscussionhasbeenfire andemergencyservicessincelastweek'sthree-citycouncil meeting. Dirks expressed excitement to adopt a contract extension agreement with Gresham soon. Dirksremindedthe Councilaboutthe May 1stmeetingwiththeConfederatedTribesofthe Grand Ronde council. Dirks thanked the Council for attending all the recent meetings. Rios-Campos expressed his appreciation for Dirks' leadership on the fire and emergency service discussion. Dirksthankedhisteam fortheirsupport, aswell. Rios-Campos also thanked Reeser for providing financial understanding surrounding the cost offire and emergency services. Miner expressed, in his opinion, the success ofthe discussions is due to the efforts led in Wood Village. Minerreminded Dirksofhisupcomingannualevaluation. Smith reiterated itwasmonumentalto havethethreecitiesin agreementon this issue. Dirks stated the issue has been passed along through the years by Councils and staffatthe four cities and thanked the Council fortaking the time to have the hard conversations internally and with the community. dark stated the priority twenty years ago wasto build a newCity Hall and nowthe new priority isto build a new fire station. CITYATTORNEYREPORT None, MAYORANDCOUNCILCOMMENTS None. ADJOURNMENT With no further business, the Council adjourned at 7:49 pm. Jai s-C MAYOR ATT ST: CITYRECORDER