City Council

. ifiy ^ Mayor Council President Councilors JairoRios-Campos DaraTan John C. Miner Patricia Smith aTYOT<Wood WOOD VILLAGE CITY COUNCIL MEETING MINUTES June 24, 2025-6:00 PM PRESENT MayorJairoRios-Campos,Council PresidentDaraTan, CouncilorsJohnC. Miner, and PatriciaSmith, City ManagerGreg Dirks, PublicWorksOperationsManagerErika Normine, PublicWorks Projects Manager Becky Gallien, Director of Finance Seth Reeser, City Attorney JeffCondit, and interested parties. ABSENT None. CITIZENCOMMENTS (NON-AGENDAITEMS) None, PROCLAMATION: PARKSAND RECREATION Smith read the proclamation recognizingJuly2025as Parksand Recreation month in WoodVillage. RESOLUTION20-2025: SURPLUS AUTHORIZATION Condit arrived at 6:05 PM. Normine presented two items that staffwould like to list as surplus and dispense of before the end ofthe fiscal year, includinga Grasshopper930D mowerand a Ford Standbymotor. Norminereviewed previousitems the Council approvedforsurplus butthat have notyet been sold. Normine mentioned Dirks explained the previous items approved were not sold because the State requires you to deliver them in person to Salemforsale, but staffdecidedthe valuedidn'twarrantthateffort. Nomine askedforquestions. Tan asked ifthe equipmenthadnames. Normine stated staff were not that creative. Minerasked ifourown community memberswould haveaccessto purchasethese items. Dirksexplainedbecausethese items are beingtaken to a local auctioneer, so theywould be availablethen. Rios-Camposaskedfor an estimated valueforthe equipment. Norminestated she did not haveanyestimates. Smith stated it would just go to the highest bidder at the auction. Normineagreed,stating it could go higheror lowerthan the value. Dirks estimated the Grasshopper might be a value in parts, but the Ford motor could be a few thousand dollars, estimating around $2, 500 total on the high end for the whole lot. Tan askedaboutsetting a minimum bid. Dirks stated it is no reserve. Rios-Camposasked abouthavingto take items backif notsold. Dirksstated thatit has not happenedbeforesincethere is no reserve. Upon motion byTan secondedby Smith and passing4-0, the resolution wasapproved. RESOLUTION21-2025:FUNDBALANCEPOLICY Reeserexplainedthe firstdraftofthe policywasbroughtto the Council backin Januaryandthen a second draft in March, noting thiswould be the actual adoption aftermaking all the revisions. Reeserreviewedthe general purpose and the requirements ofthe fund balancepolicy. Reeser discussed the proposed thresholds for all major operating funds. Reeseraskedforquestionsand comments. Smith and Miner stated it is a good policy. Rios-Camposmentioned structuring the budgetwiththis policy in mindwasthoughtful too. Upon motion by Miner, seconded by Smith and passing4-0, the resolution wasapproved. RESOLUTION 22-2025: UNION CONTRACT APPROVAL Dirksprovided backgroundon the current unioncontractagreement, whichexpireson June30, 2025. Dirks reviewedthe bargainingprocessfrom thisyearwhereUnion and Managementstaffmetto bargain, and all agreedon the updatedcontract. Dirksoverviewedthe newcontract highlights,whichwill be anotherfiveyears expiringon June30, 2025. Tan asked ifemployees are required to take lunches. Dirksstated thereareexceptionsfor emergencies, butthat BOLIis typicallystrict aboutrequired breaks, however, there are certain exceptionsfor proven emergencies. Tan asked if there could be fines. Dirks directed to Condit, Condit stated Tan is correct about required breaks, but there are a number of limited exceptions for emergencies. Conditstated it benefitsboth sidesfor it to be a legitimateemergency. Dirks stated it is pretty rare and that our stafftypically arrange an earlier lunch to accommodate scheduling workduring regularlunch hours. Dirksexplainedthe newcontractclarifiedwhatis covered understandby-pay,training schedules, and inclementweatherresponsibilities. Dirksexplainedthe healthcarecost is not included as the Union is still collecting updatedcosts. Dirks stated the biggest difference was in cert pay and reviewed the updated certification eligibility, which now distinguishes the value of each certificate based on utility worker classification. Dirksstated the Union liked this as both fairto employees and as a tool for retention Rios-Camposagreedwith this newstructure as a retention tool. Dirksreviewed the bargainingprocess as professionaland cordial, stating the Union remarked and recognizedthe Cityfor implementing the large pay bump a fewyears agoto adjustfor the cost of living. Tan commented thatthe City is generous, especiallywith its sick hourpolicy. Dirksstated it is 8 hoursofsick leaveforevery month and vacationdependson length ofservice. Tan reiterated Dirksstated whenstaffpresented the comp analysisthatthe Union had no comments on it. Reeserremarked thatWoodVillagecomparesto mostothercities, Miner asked about the comparator cities. Dirksexplainedthe City looks at 10 up and 10down, despitebeing required to only do 5 eachway Miner asked aboutthe COLA. Dirks stated it did not change Reeser explained the City would not want to "claw back" wages that had been given out over the last few yearsfora newhire. Minerasked againforthe COLAamount. Dirks stated it remains in the 2-4% range, noting this year's COLAwill be 3 percent. Rios-Camposmentioned the accomplishmentof having Union approval ofthe process. Upon motion by Tan, seconded by Smith and passing 4-0, the resolution was approved. DISCUSSION:CITY MANAGER EVALUATION Dirks stated he does not have a presentation but did prepare his own written comments for each review section. Dirksexplained he prefers to have hisannualevaluation not in an executivesession, whichis typical for City Managerevaluations, as an actof transparencyforthe community, Rios-Campos and Tan read the first review item and Council remarks regarding Dirks' efforts to accomplish the APPin a timely manner. Dirksprovided his remarks, stating some ofthe APP items shiftedduringthe year, and revieweda few accomplishmentsof lastyear'sAPP, includingthe successful mini-splitprogram last summer. Rios-Campos and Miner read the second review item and Council remarks regarding Dirks' effort to accomplish expectations set by Council policy, ranking both exceptionally satisfied and satisfied. Dirksprovided his remarks, stating there is a balanceto keepingthe Council apprisedof issueswithout causingconcern. Rios-CamDos and Smith read the third review item and Council remarks regarding Dirks' effort to progress on improvementopportunities identifiedin the lastassessment. Dirks provided his remarks, stating he looks at previousevaluationsto assess his progressand commented thatstaffretention has improved. Dirksstated he served on the OCCMASummerConferencePlanning Committee but remarked it did not go well due to differing opinions, noting he is looking for other opportunitiesto improve includingexaminingopportunitiesfor himselfand otherstaffin utilizingAl. Dirks stated staffand the Citywere better prepared for inclementweatherthis year. Rios-Camposread the fourth review item and Council remarks regarding Dirks' abilityto build morale among staff, volunteers, and citizens. Dirks provided his remarks, stating it seems positive both internally and externally. Dirks noted it has been hard to connect with the local business community but has had success connecting with community members. Dirks stated he pushed the stafftoo hard this year, but staff rose to the challenge. Mineraskedwhathe meant by pushingstafftoo hard. Dirks explained you can tell when someone is stressed after working together for so long, noting projects stacked up overthe last yearbutthat hestill encouragedstaffto take neededtime off. Rios-Campos stated the last three months have been go-go-go. Miner agreed, noting contractors and project partners have been difficult to work with recently. Dirksstated a lot ofthe praisefor him in the evaluation actuallygoesto the team. Rios-Campos and Tan read the fifth review item and Council remarks regarding Dirks' ability to possess appropriate knowledge ofcity programs/services and provide suitable oversight to ensure high quality, rankingexceptionallysatisfied. Dirks provided his remarks, stating it helps havingworkedforthe Cityfor 17 years now, Dirksexplainedit has been difficultto keep up with changesat the Stateand County level, especiallyregarding land useand planning. Dirksstressed heencouragesstaffto be presentand givewhatthey can and to take the time off when needed, acknowledgingstaffoften haveotherstressors outsideofwork. Rios-Campos and Miner read the sixth review item and Council remarks regarding Dirks' knowledge of financial matters and ability to make informed financial decisions. Dirksprovided his remarks, stating Reeserhas been a greatfinancialassetand leaderforthe City and our team now and in the future. Reeserand Dirksstated it is also the workof the entire Financeteam and Gallien and Normine'soversight on invoices. Miner stated we are a small organization that acts like a large organization when it comes to finances. Rios-Camposand Minerread the seventh reviewitem and Council remarks regarding Dirks has implemented suitablesystems, policies, and processesforvarious areas, ranking exceptionallysatisfied and satisfied. Dirksprovided his remarks, stating this reflects the Councilwantingto be involved and investments in City systems, like the newSCADAsystem forour publicutilities. Rios-Camposand Smith read the eighth review item and Council remarks regarding Dirks'effectiveness in workingwith the Council, ranking exceptionallysatisfied. Dirksprovided his remarks, stating theweeklyupdatehas been effective in keeping both Council and staff informed. Rios-Camposand Tan readthe ninth reviewitem and Council remarks regarding Dirks' maintenanceof a positive, professional reputation in the local community and cultivation ofeffective relationships, ranking exceptionallysatisfied. Dirksprovided his remarks, stating Metro has made it easierto connectand, whilethe fire work is difficult, it is importantto maintaingood relationswith Gresham. Dirks mentioned he hopesthe region looks to him for inputbut noted probablynotfor leadership. Rios-Camposadded Dirks is selling himselfshort, explaining Dirks has been invited to be involved in multiple regional efforts for organizations like the Port and MCSO. Minerreiterated Rios-Campos'sentiments, noting Dirkscontinuesto try andworkwith regional partners. Rios-Camposand Minerread the tenth reviewitem and Council remarks regarding Dirks' responseto an unexpected or difficult situation, especially as they relate to the City's mission, ranking exceptionally satisfied and satisfied. Dirks provided his remarks, agreeingfirediscussionshavebeen a challenge. Dirksprovided an updateon the workwith APTriton, explainingConditrecommended solving the issuewithoutinvolving legal. Dirks explainedhe reachedout and then metwithAP Triton to discussthe issues, remarking thatAP Triton identifiedthe City's issueswiththe report in person, whichstaffthen asked to be included in the report since it only required edits to approximatelythree pagesoutofthe ninetyor so pagereport. Dirks mentioned he believes the report will get to where it needs to be, noting the deadline for the final report is tomorrow. Dirksmentioned he has been keepingthe mayorup to date and trying to keep Fairviewand Troutdale in the loop, as well. Miner asked Dirks, in his opinion, whythat last meeting with AP Triton did not happen earlier. Dirks explained sometimes you need the power of the collective Council and their disapproval, which were then relayed ontoAP Triton, to move thingsalong. Minerstated he is pleasedthatthe Council'sconversation helped makeprogresswithouthavingto take legal counsel. Dirksexplainedhesentthe email to AP Triton immediatelythe nextmorning afterthe Council meeting. Dirksstated thathe is optimisticaboutthefull report now. Minermentioned he read the draft report and hassome notes, agreeingthere is somegood in it already. Rios-Camposand Smith read the eleventh reviewitem and Council remarks regardingotherthingsto consider. Dirks remarked it is a privilegeto be a stewardofthe community andthe team, noting he is very happy here. Rios-Camposstated therecan be discussion nowon a potential meritwageincreasefor Dirks. Reeserexplainedthe City Manageris noton the currentemployeewagescale, noting Dirksis at thetop of his pay rangealreadybut is eligiblefor a 1-5% merit bonus. Miner asked about COLA for Dirks. Dirksstated COLAis alreadyincluded in hiscontract. Miner asked about comparisons to cities of similar size. Dirksexplainedcomparisonsto Troutdale and Fairview,both ofwhichthe starting wage is aboutwhathe is at now. Mineraskedfor Dirkscurrentsalary. Dirks stated $168, 000. Miner asked about the new rate with COLA. Reeser explained just over $170, 000. Tan asked ifthis is effectiveJuly 1st. Reeser and Dirks confirmed. Dirks explained that other staffwage evaluations are formulaic and acknowledged the awkwardness of doing it in publicon the fly. Minerexpressedthe fire workbeing led by Dirks is legacyworkforthe City and explainedan appropriate financialrecognitionshould be warranted, noting he believesto go a little higherthan COLA. Tan asked aboutlastyear's increase. Dirksstated he received a 5% increaselast year, noting otherexceptionalwork bystaffis recognizedwith a 5% increase. Minerstated he thinks Dirksdeserved more than Fairview'sCity Manager. Tan askedfor Fairview'srangeagain. Dirks stated he thinks it is around $160-190, 000 range and Troutdale tops out around $210-215, 000. Rios-Campos agreed with Miner that the fire work warrants a pay increase, noting this year's evaluation included more exceptionallysatisfiedrankingsthan lastyear's, whichshould warrantthe 5% increase. Smith asked aboutincreasingthe pay rangeforthe City Manager. Dirks explained the thought behind the merit bonus allows the range to stay the same that way if/when a newCity Manageris hired then the range is still reasonable. Tan asked if it is okayto exceedthe range. Dirks reiterated, yes, that is the purpose of the merit bonus for all employees who have topped out of their payscale, Smith asked if the increaserenewsnextyear. Dirksand Gallien explainedit requires renewaleachyearafterCouncil discussion. Minerasked aboutthe merit bonus percentageforotheremployees. Reeserexplained it is basedon each employee's individualsalary. Reeserand Dirksstated it is a rangeof 1-5%for all employees. Tan asked ifcappedat 5% forthe merit bonus. Dirksstated forotherstaffbut hiscontractdoes not includea cap. Rios-Camposstated his inclinationto approvethe 5% increase, and the otherCouncilors agreed. Minercongratulated Dirkson hisevaluation. Dirksthanked the Council for the assessment, merit bonus, and for the workof the Council and staff Condit stated a motion was needed. Tan motioned, Minerseconded,voting 4-0, Dirks' merit bonusof5% wasapproved. DIRECTOROFPUBLICWORKSREPORT Norminepresented the monthly PublicWorks report: the communitygarden is flourishing;spring field restoration was completed by Pacific Sports Turf; Lovett scoped a stormline on Walnut; flower baskets were installed on Halseyand WoodVillageBlvd; the City hosted a successful publicworksappreciation luncheon. Normine stated the park restroom should be completed by the end ofthis week hopefully. Dirksconfirmed and reviewedthe laststeps to becompleted thisweek, includingprivacyfrosting forthe windowsabove the restroom doors. Norminementioned the RRFBcrosswalkis wrapping up, and Dirksstated it would bedoneon Monday. Normine stated the CDBG project is completed, and six newtrash cans will be installed before the Fourth of July holiday. Norminereviewedthe Troutdale Sandand Gravel meter project, whichwasdiscussedwith Council last year, wasraised in the ground to make it more accessible. Norminestated 17 permits issued,48 inspectionscompleted, 49 codecompliancecases, reviewed building projects, and water loss at 13. 68%, noting the loss in the summer usually decreases. Rios-Camposasked aboutHell Fired Pizza,mentioningtheirsign is gone. Dirks stated this is news to the City but that staffwould look into it. DIRECTOR OF FINANCE REPORT Reeser stated staff are wrapping up the end of the fiscal year and would be issued a warning that all goods purchased must be received by June 30th; audit visit in early June went really well and the exit conference would be next week, returning in October to wrap up the audit; staff are reviewing the adopted budget document before posting publicly and sharing with the TSTC and assessor. Reesermentioned revenues alreadymetexpectationsforthe year. Miner asked about typical revenue this time of year, Reeserstated usually two large businessincometax payments, remarking thiswill be the highestrevenue yearforhotel taxes. Dirksstated lastweek's Metro report showsthattourism is notexpectedto bouncebackin Portland until 2030 but hotelsout here aredoing better businessthan ever. Reesermentioned a potential legislativebill thatcould impact howtransienttax incomecan bespent but noted thatwould likely mostly impactcoastal communities, CITY MANAGER REPORT Dirks stated the legislative session ends on Sunday, and there is anticipated lots of movement in the next fewdays, noting the City has provided testimony/supportforseveral items. Dirksmentioned a newprovision added bythegovernorat the last minutewouldeliminate PreschoolforAll in Multnomah County. Reeser stated staffwere working on a bill for some property tax bills but heard it would not pass out of committee. Dirks explained the City hired First Response Security for unarmed patrol and outreach in the park during the Fourth of July holiday weekend between noon to midnight to ensure park guest safety and no fireworks, drugsor alcohol. Minerasked aboutefforts to ban fireworks in the City. Dirksexplainedtherewasan interest a fewyears ago regionally, but it did notgo anywhere. Minerstated Portland has banned them. Dirks remarked on that effort's lack of effectiveness, Minerstated a ban would be a tool for lawenforcement and asked about Fairviewand Troutdale. Dirks explained those cities do not ban fireworks either, noting Fairview did add a provision about banning them if recommended by the fire marshal orforweather. I Rios-Camposexplainedthose circumstanceswould be basedon the County'swarningsystem. Dirks agreed and mentioned the exampleof "Red Flag"days, Dirks explained ifthere is a ban with no enforcement mechanism that it then creates a false expectation. Dirks mentioned the City will be promoting on social media and the City's website where to enjoy fireworks and the holidayregionallysincethere won'tbe anyevents in Wood Village. Minerasked aboutbanning in the park. Dirksstated fireworkshavealways been bannedin the park and additionalsignagewill be posted around the park as reminders. Dirks mentioned the PR training is this Thursday at 5:00 PM and, at the mayor's suggestion, will include the Fairview City Council as well. Dirks reviewed the training purpose and supporting materials. Dirks asked aboutfood at the meeting. Miner asked about Troutdale's involvement. Dirks explained the City did not invite them since they are doing their own work with Praxis and going their own route with public safety. Dirksstated at this pointonly the Fairviewmayorand city managerare attending. Dirksstated there seemed to be no preferenceforfood. Tan remarked somethingeasy. Dirks mentioned heserved on the reviewpanel forthe Troutdale City Managerfinaliststoday, stating he is happy to be here in Wood Village. Dirks mentioned the panel was today but there will be another one tomorrow with the Troutdale City Council, and then the selection may be announced by end of the week. Dirks stated all finalists come from smaller cities than Troutdale. CITYATTORNEYREPORT Condit mentioned the end of the legislative session, as well, noting there have not been any horrific bills yet but the lastweekis alwaysa maddash. MAYOR AND COUNCIL COMMENTS Dirks asked if the Council would like to review the process at the July meeting to appoint a new Council member since there is an open seat. Rios-Camposaffirmed. Rios-Camposstated Metro is holding a Stateofthe Metrotomorrowforanyonewhowould like to attend Dirks stated he attended the Metro manager meeting last week, noting the big items were the low tourism and the newvisioning process. Minerstated hewill be interestedto hearmore aboutthe sports stadium atthe ExpoCenter. Dirksstated thatwork is still moving forward and reviewedthose discussionsfor potential uses. Rios-Camposmentioned the next Council meeting wilt be on July22nd. Dirksstated there may be a three-council meeting beforethen, though. ADJOURNMENT With no furtherbusiness,the Council adjourned at 7:57 pm. Jairo os-Ca pos MAYOR ATT ST: CITYRECO DER