City Council

Mayor Council President Councilors Jairo Rios-Campos DaraTan John C. Miner Patricia Smith Chariene Gothard ^°«wood CITYOF ige WOODVILLAGECITY COUNCILMEETING MINUTES October 28, 2025-6:00 PM PRESENT Mayor Jairo Rios-Campos, Council President Dara Tan, Councilors Patricia Smith and Charlene Gothard, PublicWorksOperationsManagerErikaBronson, PublicWorksProjects ManagerBeckyGallien, Director of FinanceSeth Reeser, and interested parties. ABSENT CouncilorJohnC. Minerand CityAttorneyJeffCondit. CITIZEN COMMENTS (NON-AGENDA ITEMS) Dirksaskedfora briefpauseto beginthe meeting livestream. Dirksrelayedtwocommunitymemberconcerns:first, a communitymemberexpresseda trafficconcern about speeding on NECoho to which Dirks provided this person with the City's usual response of placing traffic counters before having MCSO intervene; second, a community member requested a four-way stop at the Fred Meyerand newChick-Fil-Aintersection. Dirksnoted thetrafficcountersare being used at that location now and will be moved to NE Coho afterwards. Rios-Camposstatedthe Council hadthe PumpkinFestrecap infrontofthem. Smith stated the event was rainy, windy, and cold. Dirks mentioned it wasstill a good event but had noticeable lowerattendance likely due to the weather but also concerns within the Hispanic and Latinxcommunity, Dirks also mentioned good turnout from the region but not as many folks from Wood Village. Rios-Camposstatedthatthe photoshe sawonline looked nice. Dirks stated there were many happyguests and that having paid staffatthe City booth and as parking attendants worked well. Rios-Camposmentioned it isgoodthatstaffhavefounda bettersolutionthan inthe past. Dirks agreed and noted it allows Hinders to actually run the event and still have knowledgeable City staff present to answerquestions. Smith stated she did not think kids minded the bad weather Smith mentioned that her tablet screen was not on. CONSENTCALENDAR A. CityEvents . Pumpkin Fest Recap Upon motion by Smith seconded by Tan and passing 4-0, the Consent Calendar was approved. MCSO HOLIDAYTOY DRIVE Deputy Volker introduced herself and mentioned this is the third or fourth year ofthe newtoy drive event, whichwill take place on Saturday, November 29 from 9 AM- 3 PM at the Wood Village Kohl's, Fred Meyer, andWalmart, noting lastyear'seventserved 1,300kids. Volkerstatedthedistributioneventwould beon Saturday,December13thattheWoodVillageBaptist Church and explained volunteers would be needed for personal shoppers who accompany family members whenselectinggifts. Volker described this year's drive to collect gift bags and tissue paper forthe event, aswell, and noted familiescouldalso receivea roll ofwrappingpaperfor hometoo. Volkermentionedtherewould be volunteers neededboththedaybeforethedistributionandthedayofthe event. Tan asked if the details were online for the November 29th event. Volker stated there was no need to sign up to volunteer, just showup, or email herselfor Hinders ifdesired. Tan asked aboutthe December 13thevent. Volker explained the flyerforthat event has not been distributed yet butthe event would start at 9:00AM, noting last year people started lining up at 5:00AM. Volker gave an overview of howit worked last year Dirks explained families could enter a raffle for biggerticket items, like bikes. Volkerconfirmedandstatedseveral areabusinesseswerecollecting bikedonationsforthetoydrive. Tan asked if there was any specific need. Volkerstated teens areoften forgotten about and suggested makeup, wireless headphones. Dirks mentioned sports equipment. Volkermentionedoutdoorequipment, thingsto getteensoutside, orart supplies. Rios-Camppsaskedhowfamiliesknowabouttheevent. Volker stated word of mouth, a little promotion online. Rios-Camposaskedaboutthe numberserved lastyearagain, Volkerrestated 1,300 kidsand mostlyfrom EastCounty. Tan askediftherewasa digitalversionoftheflyerforherto share. Dirks confirmed. Volker and the Council discussed the collection of gift bagsand tissue paper. Rios-Camposstatedthiseventis amazing. Volker agreed and mentioned her kids help out with it too. Tan asked for confirmation on the shopping date. Volker stated it is on December 13th and the collection event is on November 29th RESOLUTION26-2025: UTILITYRELIEFPROGRAM Reeserstatedthatthis programwasexplainedatthe Council'slast meeting and provideda briefrecapof the private utility assistance program's origin and purpose. Reeser reviewed how the proposed program would operate if approved. Reeser explained thatthe funds for the holiday food programs will be moved to this program instead. Reesermentionedstaffrecommendedhavinga supplemental budgetforthisyearto officiallymove both program funds to the right location to clean up the budget and to promote accountability and transparency. Reeser reviewed the next steps including the December 1, 2025 effective date and promotion of the program on social media and in the newsletter. Reeser mentioned that Hinders updated the program application. Rios-Camposstated hisappreciationforstaffacceleratingtheeffectivedateto beginthisyear. Tan mentioned thatwith community members losing SNAP benefits in a fewdays that this program will be really helpful, Reeserstatedthatstaffwouldworkwithpartnersto getthe wordout. Dirks mentioned available utility payment programs through the City, such as payment extensions, and recommended people call if they need help. Upon motion by Tan seconded by Smith and passing 4-0, Resolution 26-2025 was approved. BOEC911/AMBULANCESERVICEUPDATE Reeserprovided backgroundinformationon the Bureauof EmergencyCommunications(BOEC), explainingit isthe publicsafetyansweringpointforMultnomahCounty. Reeserreviewedthe BOECcostallocationhistory, noting Gresham Firepushed backthatAMR, the County's ambulance provider, does not pay for its share of dispatch Reeserexplainedthatalljurisdictionsmetto find a newcost-sharemethodologyas partofthe IGArenewal in 2023, but discussions fell apart and is still on hold today. Reeserstated he askedthe Countywhata fairwayis ofallocatingthecosts andwhois responsiblefor payingthe portion ofmedicaldispatch, noting previousCityCouncil'spointedout EastCountycitieswere not beinggivena seatatthetableto expressconcernswithservices. Rios-Camposexpressedthatthe hope isto restructurethe BOECcost-shareso all parties payintothe system sincetheybenefitfrom it. Rios-Camposmentionedthis relatesto ongoingfireand EMS discussions, as well. Reesermentionedthe Councilsenta letter in 2024invitingthe BOECchairto theAPTriton kick-off discussionwhichpointedout, lookingat it now, noone woulddesignthe system wecurrently havebecause of its issues and inefficiency. Reeser stated 80% of fire calls are medical so when ambulances aren't available fire stations have to shift resourcesaroundto respond instead, notingwe'repayingforan ambulanceserviceproviderbutgetting a medical transport service instead. Reeserpresented andexplainedthe proposedcostallocation breakdown,explainingthat EMSwould be responsibleforan additional$2.4 million underthe newmethodology. Reesermentioned EMSdisagreedon the proposedcostallocationmethodology. Reeserexplainedthatthe Boardtooka vote in the lastfewweeksunderthe 1995agreement. Reeserexpressedstaffhavedoneall theycandosincestaffdoesnot make policydecisions,notingthis falls to elected officials instead. Reeserstatedthe mayorsofthefivecitiessigneda letter andsentto the userboardto considera motionto changethecostallocationmethodologyeffectivedateofJuly 1, 2026. Reesermentionedthat Dirkshasbeengreatwithsupport, and hefeels like progress, one wayor another, is coming along. Rios-Camposstatedthis isan importanttime to reconsideranoutdatedagreement, explainingthesystem hasnotadaptedto the changein servicedemands,especiallysince2020. Rios-Campos and Reeser stated it has been three years of a draft IGArenewal, but nowthe East County cities seem aligned on needing to have the conversation now. Reeser mentioned the user board has representatives from West Portland, East Portland, and East County whohaveall voted atone pointto moveto thiscostallocation method becausetheywanta fairercost distribution. Dirksstatedthe Countytakesa positionofnotsubsidizingambulanceservice,whichputs it onthecitiesto do so. Dirks pointed out that AMR is the only for-profit company and does not pay into the system. ReeserexplainedAMRpaysfordispatchservicein otherareas,as dootherEMSprovidersinthe region. Smith asked what needed to be done to move it along. Reeser explained the next steps are to meet with Portland to approve it, which can hopefully be used as leverage. Smithexplainedit seemsobviousthateveryoneshould be payingintothe system. Dirks and Reeser agreed. Dirks mentioned the five-city letter was received by Portland last Friday and hoped to hear from them soon to continue discussions. Rios-Camposreiterated it isdoneelsewhereso whynotthe largestCountyinthestate. Rios-Campos agreed staff have done their part, and it is now on the Council to push the issue. RESOLUTION27-2025:MHCRCDISSOLUTION Dirksprovided backgroundonthe Mt HoodCable RegulatoryCommission (MHCRC)andwhyit was formed in the 1990s. Dirksmentionedwithdecliningcablesubscriptionsthatthe MHCRCunderwentan 18-monthanalysisand studyon itsfuturewhichconcludedwitha recommendationto dissolvethecommission, Dirks explained that the MHCRC voted to dissolve by June 30, 2026 and that the City of Portland is preparinga frameworkfordissolutionto maintaincurrentfranchiseoversight, PEGfee management,and the future oftechnology centers. Dirks explained that the resolution acknowledges and accepts the MHCRC's dissolution by June 30, 2026. Upon motion bySmithseconded byTanand passing4-0, Resolution 27-2025wasapproved. Dirks stated he would let our MHCRC representatives know ofthe Council's decision. DISCUSSION:HOLIDAYDISCUSSION Dirks stated Christmas falls on a Thursday this year and asked for a one-time paid holiday for December 26'h. Smith asked if the Friday following Thanksgiving is given off already. Dirksconfirmed, butexplainedthatsinceChristmasdayalwayschanges, it istreateddifferentlythan Thanksgiving. Tan agreed to the paid holiday on the 26th. Smith agreed, as well. Rios-Campos stated the Council's consensus. Dirks stated he would pass it along to the staff and shared their appreciation for the gift. Rios-Campos mentioned the staffdeserve it. DISCUSSION:PARKINSONSCHAMBERRENTAL Dirks explained the Parkinsons Resource Group of Oregon has been meeting in City Hall forthe last year and a half since their former permanent location closed. Dirksdiscussedthe group's participationateventsandvalueasa resourcein the region. Dirks stated the group would like to renewfor another yearof ingratis use, which brings up questions of fairness over ongoing free usage ofthe space and whystaffare bringing it before the Council for consideration. Dirksexplained the recommendation ifthe approval goes beyond the next yearthat an official policy be adopted or inform the group that it would bethe final yearforthe approved free use to allowtime to find a new location if needed. Tan stated her beliefto be inclusive, but since the City does not advertise it and it is Council discretion, it is a toughdecisionto avoidbiasand inequity. Smithaskedhowmanypeople andwhattime ofday. Dirks explained around 1:30-3:30 and around a dozen or so people. It does include a virtual element but has a low impact on operations, Smith asked ifthe City had asked the group whatthey could afford. Dirks stated no but assumed it was likely not much. Smith explained she would like to give everyone free use but the Finance Directorwould likely have an issue with it. Gothard mentionedtheold CityHall hadsetfeesandasked ifthatwasthecase here. Dirks stated the newspace has set fees, but the group had asked forfree use thinking it would be short- term, but it has nowturned into long-term. Dirksmentionedthe Citytriesto workwithareapartnersandoffersan affiliaterate. Smith mentioned asking ifthe church has space to use. Rios-Campos agreed that continued use would warrant a policy discussion, and a conversation around a feefornextyearshouldbe had ifthe Councilagreed. Smith reiterated asking the church. Dirks recapped the discussion and mentioned he would let the group knowabout the Council's decision. DIRECTOROFPUBLICWORKSREPORT Bronson presented the monthly report for September: little free libraries were installed in the park; Cedar Lanevault cleaning wascompleted; the Upper Picnic Grove was reseeded; street sweeping and hydrant paintingwascompleted; newstaffcompleted FEMAtraining,Jeremycompleted hisWasterwaterCollection I certification;andJeremyand Marycompleted cross-connectiontrainings. Bronsonstatedtherewere7 permits, 45 inspections, 19 codecases, and mentionedtheChick-Fil-Astorm design revision was processed and approved. SmithaskedaboutChick-Fil-A'sopeningdate. Bronsonstated soon and explainedthata fewfinal inspectionswerescheduledforthisweek. Dirksmentionedthe goalwasto achievea temporarycertificateofoccupancyto complete stafftrainingwith the hopeto open in the secondweekofNovember, notingfinaldetailscan hold upthe processthough. Bronson stated she and Jeremy did a walkthrough yesterday and remarked it looks good, but there were still somethingsto complete. Dirkspassedalongthat Chick-Fil-Awantedto put an inflatablecowon the roofas partoftheirgrand opening celebration, but staff let them know this is not permitted. Smithaskedifthiswastakeout only. DirksandBronson confirmed it isjustdrive-thruandwalkup only. Tan asked ifthe grassyareaat GlisanandWoodVillageBlvd belongedto the City. Dirks stated no, Tan mentioned there are shelters at this location. Bronson asked if it was on the south side. Tan confirmed. Bronsonexplainedthis is Greshamproperty. Dirks mentioned the north side is Wood Village, but the south side is Gresham, Fairview or Port of Portland. Rios-Campos asked if anything interesting had been found in the Little Free Libraries yet. Dirksstated noandexplainedthe City put up a disclaimerexplainingit does not managewhatgets put inside the libraries and encourages parents to be involved in book selection and children's reading. Rios-Campos mentioned there were problems in the past at the one located at the church but noted the visible location helps deter issues. Dirksexplainedfeedbackhasbeen positive, and booksare mostlyfor kids. Bronson stated books in the library look mostly for kids with a few for adults too. DIRECTOROFFINANCEREPORT Reeserprovidedan update:the auditorsvisited lastmonth, andeverything came backclean; staffinthe process of submitting the city's financial statements and should be wrapped up mid-November Reesermentioned it is lookinggoodforthe Cityto win its 24thconsecutive GFOAfinancialreporting award. CITYMANAGERREPORT Dirksmentioneda meetingwithGreshamoccurred lastweekto refinefirst-yearcostincreasesfor a new fire agreement. Heexpressedthatthe goalforthe November18thmeeting isto havean agreementfor adoptionofa 5-yearoverall contractwithsomeopt-outs. Dirksstatedthe nextmeetingwill alsoallowfordiscussionon the CommunityConversationevents, noting thetrialone washeld lastweekandstaffaretweakingthe presentationforthe nextevents. Dirksexplainedworkis beingdonewiththeConfederatedTribesofthe GrandRondeto havea masterplan completed in 2026 to start development, mentioning it will not be a gaming purpose. The Grand Ronde wantsto betheowner-developeroftheentire project, aswell. The hope isto havepermits underwaywithin a year. Dirksmentioned Conditcould notattendtonightbutexplainedthatatthe nextCouncilmeeting, Condit wouldtalk abouthisreplacementprocess. Dirksstated theCouncilmaywantto discusswhento includean attorney at their meetings considering rates. Dirks stated the wetland redesign project looks to be awarded forjust over $70, 000 rather than $90, 000. Smith asked if the Grand Ronde would be involved with the wetland, as well. Dirksexplainedas partofthe Grand Ronde'sdevelopment process, hewrotea letterofappreciationfor includingthe City in the processandexpressingourcommunitymembersare interested in goodjobsand things to do. Dirks mentioned, as far as the wetland park, potential for a nearby community center would be great at the site. Smithaskedaboutproviding plants. Dirksstated hedoesnot knowaboutprovidingthem, butthe planting plan hasbeenupdatedwithonesof indigenousimportance. Dirksexpressedthat hewasnot sure iftheirstockwouldbe largeenoughforthis sizeofproject. Ifpossible, it wouldbe a goodopportunity. Rios-Campos mentioned asking them about potential plant vendor recommendations too. Smithstated she would like to see some artworkthere, too. Dirksagreedthiswould bean incredibleopportunity CITYATTORNEYREPORT None. MAYORANDCOUNCILCOMMENTS Rios-Camposmentionedthefirstfiretaskforce is on November6thandexpressedhishope it would be fruitful. Dirksstated it should be enlightening,especiallyhavingall partiespresenttogetherforthefirsttime, hoping to finda pathforward. Tan statedthe ReynoldsSeniorAll NightPartyis hostinga fundraiserthis Thursdayfrom4-8 PMat Chipotlewith25%ofproceedsgoingto theevent. Rios-Camposstatedtwoweeksagoa collective groupofEastCountyleaders met at CityHall with Rep. Maxine Dexter and others to discuss ongoing community concerns and howto approach the fear and best serve the community. Tanexpressed, in heropinion,that it is importantforthe mayorto talk aboutthis, especiallywith rapid progressionofactionandthefearit is causing.Tanexplainedthatourcommunityneedsto knowwhattheir rights are and what they can and cannot do. Rios-Camposstatedthe next CommunityConversation is on November13that 6:00PMforthosewhoare able to attend. Dirksreviewedtheeventstructure forthe upcoming CommunityConversationevents. Rios-Camposexplainedthe nextonewould beon November17thin Spanish. Rios-Camposstated heand DirkshaddiscussedCouncildiscretionaryfundsand howto helpthose affected bya lossofSNAPbenefits. Dirksstated 1 in5 in Multnomah CountyreceiveSNAPbenefits, so forourcommunity, it maybecloserto 2 or 3 in 5 people. Rios-Camposstatedthosebenefitswill not be availablesoon andwhoknowshowlong, so he askedthe Councilforthoughtson usingdiscretionaryfundsforcommunityassistance. Tanaskedabouta cashassistanceprogram, Dirksexplainedit is a hardonesince it is not regularCity business,andthe EastCountyFood Pantry serves a much wider area than just Wood Village. The Wood Village Baptist Church's program is smaller in scale. DirksaskedforCouncilthoughtson providingsupportfora programgivenfederalworkersare not being paid rightnowand SNAPbenefitsare beingwithheld. Gothardstatedthatinformingthecommunityofavailableresources is reallyimportantrightnowand possibly even facilitating getting people there. Tan stated it is hard because we don't really have the resources here in our community, noting there is not goingto beenoughfood atfood pantriesbasedon the numberofpeoplewhoneed help rightnow. Tan stated shedoes not knowwhathelping looks like but believesit is importantto usediscretionaryfundsto help out. Reeserstated thatauditorsdo not like purchasinglargequantitiesofgiftcards. Reeser mentioned the most effective way to track funds and ensure it helps Wood Village is the utility assistanceprograms, notingthe Citywill not likelyspend all the privateutilityassistancefunds, so wecould allowforan extraapplicationwithproofofSNAPbenefitsor loss offederalemployment. Gothard mentioned buying a $50food voucher from Fred Meyer. Reeser stated the City supplied a Walmart or Fred Meyer gift card through the holiday meal program. Dirksmentionedthe issueofbuyingthem as neededor potentiallygettingstuckwithleftovercards. Reeser explained that Hinders couldn't use the credit card in the past as it was flagged as fraud when purchasing gift cards. Rios-Camposagreedthe utilityassistanceprogram mightbethe bestsolutionfor now, then. Reeserstatedthat ifwe announceit now, peoplecouldeven applyfor Novemberand Decemberbills. Rios-Campos mentioned the City could trial caps or limits if worried about funds, noting it is important to explore what can be done to help the community. Tanstatedthat havingit on thewebsitewouldworkwell to promote it. Reeser explained no resolution would be needed, so if the Council agreed, Dirks could grant it as the administrator, Rios-Campos asked for consensus or further discussion. Smith stated her support but expressed desire the County would step up instead. Rios-Camposand Dirksmentionedtakingthis opportunityto demonstrateto ourCountyCommissioner what needs are present in the community. Rios-Campos mentioned only one member in November. Dirks confirmed and stated it is on November 18th not the 11th due to Veterans Day. ADJOURNMENT Withno furtherbusiness,the Counciladjournedat 7:42pm. Ja' ios-Camp MAYOR ATTEST: Cl RECORDER