City Council

&f ^ Mayor Council President Councilors JairoRios-Campos DaraTan JohnC. Miner PatriciaSmith - CITYOJ^OOd ^e WOOD VILLAGE CITY COUNCIL MEETING MINUTES September 9, 2025 - 6:00 PM PRESENT MayorJairoRios-Campos,Council PresidentDaraTan, CouncilorPatriciaSmith, PublicWorks Operations ManagerErikaBronson, PublicWorksProjects ManagerBeckyGallien, Directorof FinanceSeth Reeser, City Attorney JeffCondit, and interested parties. ABSENT Councilor John C. Miner and City Manager Greg Dirks PROCLAMATION: HISPANIC HERITAGE MONTH Rios-Campos read the proclamation recognizing September 15-October 15, 2025 as Hispanic Heritage Month in WoodVillage. Rios-Campos extended an invite to the Hispanic Heritage Month Celebration on Friday from 5:30-7:30 PM on the plaza. CITIZENCOMMENTS (NON-AGENDAITEMS) Gallien stated the City received written testimony from Kevin Larson, which included letters from Corbett Fire and Portland Fire. PUBLIC SAFETY REPORT Lt. Howell presented the monthly safety report for July and August: 11 traffic crashes in July; 2 stolen vehicles and 14 crashes in August; August 10th shooting of unoccupied vehicle at the Mobile Manor resulted in no injuries and deputies are still investigating; August 15th robbery at the Byway Market resulted with the suspect taken into custody almost immediately and no injuries; August 27th call from Wood Village to report a shooting at a camp offof Glisan in Gresham resulted with the suspect arrested a fewdays later. Tan asked about the incident at the Byway Market last night and if Howell had thoughts as to why it was beingtargeted. Howellstated the Bywayis an attractive spotsince it is offthe highwayand is a nicerstore. Howell stated the August 15th incident may have been related to mental health issues. Howell explained last night's incidentis still an active investigation butstated deputies believethereweretwo suspectswhowenton a spree from SE Portland through Gresham into Wood Village. The robbery resulted in one employee being shot and taken to the hospital. The believed shooter was taken into custody, but the driver is still at large. Howell stated he talked with Dirks earlier today about connecting with Byway ownership to discuss howto prevent future incidents, including possible better lighting but noted they already have a good camera system in place. Rios-Campos stated his appreciation for the MCSO response and presence in the area. CONSENT CALENDAR A. City Council Minutes . April 9, 2025 . May 27, 2025 . June 10, 2025 . June 24, 2025 B. City Events . PlayEast Rec Night Debrief . 15th Annual Holiday Tree Lighting Upon motion by Tan, seconded by Smith and passing 3-0, the Consent Calendar was approved. DISCUSSION: CITY COUNCIL INTERVIEWQUESTIONS Reeser reminded the Council that Mark dark resigned his position after moving out of the City earlier this summer and that the open position was advertised through the end of August to solicit applications. Reeser presented sample questions for the application interviews at the next Council meeting, which included a new question. Reeser mentioned two people applied and those interviews are scheduled for the next meeting. Reeser reviewed the options for Council action following the interviews, including appointing one of the applicants or not selecting eitherapplicant. Reeser asked for feedback. Tan asked about the interview process. Reeser confirmed the interviews would be held during the next meeting, explaining the interview will take place and then, if aligned with staff recommendation, the Council would select one of the two applicants at the next meeting for appointment. Rios-Campos stated this is an opportunity to fill a void on the Council and asked the other Councilors for any feedback on the questions, process, or scoring metrics. Tan stated she likes the questions' ability to give room for conversation and the scoring matrix's alignment with City goals. Reeserexplainedthe scoring matrixwasdeveloped to help the Council during the interviewprocess, but it does not mean the Council hasto abideby the results. The Council has ultimate responsibilityfor selecting. Tan stated thathavinga scoring matrixhelped duringthis year's scholarshipinterviewprocess. Smith stated shedoes not like question fouras it is vague and overly wordy. Shesuggested it needsto be clearer. Reeser asked for clarification if she was stating "Howdo you handle disagreement?" Smith confirmed. Reeserstated thatstaffcan try and make it moreexplicit. Rios-Campos agreed with offering more clarity and agreed with Tan on the benefit of having the matrix for deciding between two close candidates. Gallien asked howthe matrix, or score, would be used ifopting not to selecteitherofthe twocandidates. Tan stated sheviewedthe matrixasguidance. Gallien asked then if the matrix results would not make the Council's decision. Tan confirmed. Rios-Campos mentioned having a benchmark score. Tan stated if usingthe matrixthen maybethere should be questions that reflect it, as well. Gallien explainedthatthe matrixwasto assistthe interviewprocess sincethe questionsdo not ask everything. Rios-Campos stated there is nothing prohibiting the Council from asking other questions or follow-up questions. Tan asked if the goal is to stick to the interview question script. Gallien stated previous Councils asked additionalquestions, butsome applicants prepare responsesin advanceforthe Council to then expandon in person. Rios-Campos agreed. Reeserstated three ofthe Councilors need to agreeto appointa candidateand the supplemental questions could help distinguishthe best candidateifthere is close consideration. Reeserstated staffwould clean up questionfourand instructedthe Council to email Dirkswith anyother notes. Rios-Campos mentioned Miner is reviewing the questions and may send Dirks some notes, as well. Gallien and Rios-Campos stated Miner hoped to remotely attend the next meeting to partake in the interview process. DISCUSSION: FIRE UPDATE Reeser presented an update on fire and emergency services discussions since the last meeting. Reeser stated the three cities signed a one-year agreement extension with Gresham effective through June 30, 2026 and have continued discussionswith Gresham since then. Reeser stated the City has been doing outreach online through its website and at events over the summer. Reeser mentioned staff have been meeting with Praxis, a PR firm, to discuss options, as well. Reeser explained recent polling shows around 50% support in Wood Village for a district, noting Fairview and Troutdale were around the same level of support. No robust outreach or education campaign has been done yet, so the PRfirm stated this is a good starting point. Reeserstated Dirks has been sharingall relevant communicationsand articles to the Council to keep them up to date. Reesermentioned Citystaffhavetaken approachto just report the facts. Reeserstated Gresham City Council meton August26th, noting engagementfrom Greshammanagement has been great. The outcome ofthe meetingwasunanimousconsentto move forwardwith exploring a four-city district solution. Reeser mentioned there was a meeting on August 28th with Fire District 10, explaining some of the legal complications of Fire District 10's dissolvement in the 1990s regarding PERS and ability to reform. Reeser stated follow up will happen as Fire District 10 puts together a proposal on its feasibility to serve the four cities. Reeserexplainedthe nextsteps, stating there are a lot of moving pieces. Someconsiderationsare a preferred five-year bridge agreement with Gresham for fire services, potential for land discussions with the Council for a temporary fire station, discussion on a potential levy since the City cannot cover the cost with savings after this next year, additional targeted polling on revenue options, and continuing community outreach and education. Rios-Campos mentioned the City could not implement a public safety fee without a public vote due to charterchanges. Reeserrevieweda proposed timelinefor nextsteps: workon a draftservice agreementwith adoption in November; secure a lease site in January or February to have a temporary station up and running by next July; run polling on a potential levy in Januaryif planning a May2026 ballotmeasure; hostthe Council Retreat in early February; ballot languagefinalizedand submitted by March 19th, afterwhichstaffcan no longercampaignforthe measure; Citystaffwill continuecommunityeducationandoutreach throughoutthe period, especially on the City's dedicated fire and EMSwebpage. Rios-Camposrecognizedthefirefightersfrom the Gresham Fire Union in attendanceand thankedthem for their service. Rios-Campos asked for recognition of howfarthe four cities have come together on this work to find a regionalsolution. Rios-Camposthanked Dirksfor all his efforts and leadershipin this work. Smith stated this is the first time in all her years of service that the four cities have come together in agreement. Tan mentionedthecommon goal is serving ourcitizensand she is pleasedto see the cities come together to serve this for our communities. Rios-Camposstated he hopesthe collaboration as a resultofthe meeting twoweeksagocontinuesmoving forward, including this new bridge agreement for service over the next several years to support the long- term vision of a regional solution. Reeseragreedtherewere bumps in the road, butthey have provided clarityon whatthe decisionis and what's bestforthecommunityto ensure bestvalue andservice. Rios-Campos asked if the firefighters in attendance would like to share anything with the Council, Kevin Larson, President of Local 1062 which is the Gresham Fire Union, stated it has been a long six months to geteveryone involved in thesame room and moving in the samedirection. Larsonstated the firefighterslove theircommunity and wantto maintainthe relationshipmovingforward. Rios-Camposagreedthere is a lot ofcommunityeducationneeded movingforward,especiallysinceit will be a voter decision in Wood Village. He stated it will be important for community stakeholders to help do community education on why this is the right solution, noting he hopes they are willing to help with this. Larsonconfirmedtheywill be ableto help. Smith thanked them for theirservice. DISCUSSION:ASSISTANCE OPTIONS Reesermentioned COVIDput into perspectivecommunity needs, whichresulted in the City'sfirst meal program in 2020 for Thanksgiving and adding a second event in 2021 around Christmas. Reeser reviewed the various iterations of both programs over the last few years post-pandemic, noting the high level of stafftime required to operate them is no longer optimal and the City has had difficulty finding a partnerto takeover and still meet the City'sexpectations. Reeser discussed recent outreach on options for assistance programs, including at the Reynolds High School grad walk in May and the Nite Out in July. The results indicated top options in order of preference: expanding the current utility assistance program; partnering with an existing food program; and continuing the current meal drives withoutchange. Reeser reviewed considerations for each option: 1) Expanding the current utility program: first started during COVID using ARPA funds to help non-direct bill utility customers in the City pay their utility bills, This option would require additional staff time but having optimized the program during the pandemic, it should be a minimal disruption for staff. Reeser noted the current program cost around $7, 000 this last fiscal year. During the pandemic, about halfwere private and halfwere City utilities. Reeser stated he is confident the City can structure the program to not exceed the appropriated funds, including the previous food program funds; 2) Partner with an existing food pantry: in staff opinion, potential options for those who could take over the programs would not be able to ensure Wood Village receives the main benefit; or 3) Continue the current meal drives without changes: staff have stated this requires considerable time to operate the programs, which takes awayfrom other priorities. Reeser asked the Council to provide feedback on which program to move forward with. Tan stated this is a tough decision when you look at the community need for food access, especially with the Oregon Food Bank reducing donations to local pantries. Reeser stated Wood Village has one of the most generous utility assistance programs in the region. Reeser explained another reason to expand the utility assistance program is we can easily means-test it, and if diverting money needed to pay bills, then people can afford more food or fulfill other priority needs. Additionally, this may help eliminate the perception of handouts, as well. Tan agreed. Smith stated she supports expandingthe utility assistanceprogram, Rios-Campos asked how many community members currently use the utility assistance program. Reeserexplainedaround 300-350applications. Gallien stated most applicants apply every six months. Rios-Campos asked if removing applicants who apply twice a year, then would 150 households be a good estimate. Reeser confirmed. Rios-Campos then stated that 150 households was the original goal for the meal programs, explaining that not all ofthe meal program recipients lived in Wood Village, He also mentioned the high number of renters and mobile home occupants in Wood Village. Rios-Campos agreed expanding the utility assistance programwasthe rightoption. Reeserstated he thinksthe City has an almosteven splitofsingle-familyhomesand othertypes, which means almost halfthe City cannot apply within the current program format. Rios-Campos also mentioned the role of the City, mentioning this program fits better within that than being a food pantry. Reeser recapped the discussion, noting staff would develop a program and bring it backto Council for adoption. DIRECTOR OF PUBLICWORKS REPORT Bronson presented the monthly Public Works report for July - installed 185 radio reads, completing the project and reducing stafftime to complete meter reads and pull customer data; utility staff attended the City Nite Out with some of the equipment; Jeremy, Kevin, and Garrett have picked up a lot of extra duties as the City was short staffed over the summer; Gallien completed the RRFB crosswalk project; street sweepingcompleted. Bronson stated there were 19 permits issued, 29 inspections, 28 codecases;the Cloudpermitsystem went live and is working well; Fred Meyerheld its grand opening; Buhnz, Burgersand Dogsopened; waterloss wasat 11.96% which meansthe fixat 244thwasnotthe main culprit ofthe waterloss. Bronson stated the next meeting will include August updates. Bronson mentioned the City hiredtwo newutilityworkers, onewhostarts tomorrowand the other next Monday. DIRECTOR OF FINANCE REPORT Reeserstated the bulkofthis month'sfinancereport is the investment report and noted workcontinueson the auditand closing outthe lastfiscal year. Reeser mentioned the City will be meeting with Tyler to look at a customer self-service portal, as well, with hopeof launchingwithinthe nextyear. CITY MANAGER REPORT Gallien stated Dirksprovided hisAPPupdate in the packet. Gallien mentioned typically only one meeting is held in November due to Thanksgiving, but this year's one Novembermeetingfalls on Veteran's Day, so the thoughtwasto move it to November18thinstead. Council agreed. Rios-Campos explained Dirks is on much needed vacation time but will be backfor Friday's Hispanic Heritage Month celebration. CITYATTORNEYLEGISLATIVEUPDATE Condit stated the Oregon Legislature has not published the laws update yet, so he mentioned four big items that will affect cities: 1) transportation package is still pending but likely to pass; mostly good news for cities and ODOTif it passes; 2) middlehousingstatute changes, likely notto impactWoodVillagedirectly at thistime; 3) bill passedthatwould require provision of unemploymentto strikingemployees, likely unemployment costs will increase; and4) taskforceto examineMeasure5 and Measure50, seems like a serious examination effort. Condit mentioned small tweaks to the general meetings law and contracting code but noted he will have a larger update once the laws update has been published. Conditexpressed his decisionto retire at the end ofthe year, stating he hasserved the Citysince 1998. Condithas alreadyhadconversationswith Dirksaboutwhocould step in forhim within hisfirm unless the City would like to put out a RFPfor its legal services. Condit stated he will not be at the next meeting as he will be in Europe for three weeks but one ofthe semifinalistsfor his replacementcould sit in if Dirksapproves. Rios-Camposstated his appreciationfor Condit'sservice. MAYOR AND COUNCIL COMMENTS Rios-Campos relayed on Dirks behalfthat the Gresham firefighters will be holding a 9/11 vigil on Thursday and invited otherstojoin him. ADJOURNMENT With no further business, the Council adjourned at 7:25 pm. I OR AT EST: ITY RECORDE