Loading...
Agenda Item - 2023-09-05 - Number 6.2 - Approval of Meeting Minutes 6.2 �c �� COUNCIL REPORT — O OREGOr' Subject: Approval of City Council Meeting Minutes Meeting Date: September 5, 2023 Staff Member: Kari Linder, City Recorder Report Date: August 25, 2023 Department: City Manager's Office Action Required Advisory Board/Commission Recommendation ❑X Motion ❑ Approval ❑ Public Hearing ❑ Denial ❑ Ordinance ❑ None Forwarded ❑ Resolution ❑X Not Applicable ❑ Information Only Comments: ❑ Council Direction ❑X Consent Agenda Staff Recommendation: Approve minutes as written. Recommended Language for Motion: Move to approve minutes as written. Project/ Issue Relates To: NA Issue before Council (Highlight Policy Question): ❑Council Goals/Priorities ❑Adopted Master Plan(s) ❑X Not Applicable ATTACHMENTS 1. August 1, 2023, Draft Regular Meeting Minutes Respect. Excererce. Trust. Service. 503-635-0215 380 A AVENUE PO BOX 369 LAKE OSWEGO, OR 97034 WWW.LAKEOSWEGO.CITY ATTACHMENT 1 st CITY COUNCIL REGULAR MEETING MINUTES August 1, 2023 OREGO'r\ 1. CALL TO ORDER Mayor Buck called the regular City Council meeting to order at 3:04 p.m. on Tuesday, August 1, 2023. The meeting was held both virtually via video conferencing and in-person in the Council Chamber at City Hall, 380 A Avenue. 2. ROLL CALL Present: Mayor Buck, Councilors Wendland (via video conferencing), Verdick(left meeting at 3:45 p.m.), Rapf, and Corrigan. Councilors Mboup and Afghan were excused. Staff Present: Martha Bennett, City Manager; Ellen Osoinach, City Attorney; Megan Big John, Parks Manager; Ellen Davis, Associate Planner; Bruce Powers, Project Manager; Erica Rooney, City Engineer I Public Works Director; Eddie VanBuren, Deputy Public Works Director; Madison Thesing, Assistant to the City Manager; Kim Vermillion, Administrative Assistant 3. PLEDGE OF ALLEGIANCE Mayor Buck led the Council in the Pledge of Allegiance. Mayor Buck noted tonight's Public Comment would be heard following the business agenda and announced the public hearing for the implementation of the City's time, place, and manner regulations regarding psilocybin would be postponed until the fall to ensure the entire Council was in attendance and allow the Council a further study session in mid-October to better understand the issue and its implications. 4. PUBLIC COMMENT Agenda Item 4. Public Comment was taken out of order and addressed following Item 7.3 Review of the 2023 Community Survey Policy Questions. 5. CONSENT AGENDA 5.1 WO 315, Award a Public Improvement Contract for the Construction of the Annual Water Rehabilitation Project— Phase 2. City Council Regular Meeting Minutes Page 1 of 7 August 1, 2023 5.2 WO 320.3, Award a Public Improvement Contract for the Construction of the Boca Ratan Pathway Project. 5.3 Approval of Meeting Minutes. June 6, 2023, Draft Regular Meeting Minutes June 20, 2023, Draft Regular Meeting Minutes June 27, 2023, Draft Special Meeting Minutes END CONSENT AGENDA Councilor Rapf moved to adopt the Consent Agenda. Councilor Verdick seconded the motion. A voice vote was held, and the motion passed,with Mayor Buck and Councilors Wendland, Verdick, Rapf, and Corrigan voting `aye', (5-0). 6. ITEMS REMOVED FROM CONSENT AGENDA No items were removed from the Consent Agenda. 7. COUNCIL BUSINESS 7.1 Resolution 23-34, A Resolution of the City Council of the City of Lake Oswego Designating Lake Oswego as a Bee City USA, Authorizing the Parks and Recreation Department as Sponsor, the Parks Manager as Liaison, and the Parks Board as Program Facilitator. Ellen Davis, Associate Planner, and Meghan Big John, Parks Manager, jointly presented a PowerPoint on Bee City, USA, reviewing the mission, purpose, and benefits of a Bee City, other Bee Cities in Oregon, the commitments involved in being a Bee City, actions the City had already taken towards those commitments, and next steps for Lake Oswego. Mayor Buck stated the pollinator garden at Iron Mountain is fantastic and he acknowledged Stephanie Wagner, who had brought the idea of Bee City forward. Becoming a Bee City would highlight work the City had already done and provide more tools for the City to continue that work. Councilor Corrigan commended staff's work and noted the importance of pollination to food supply. Councilor Verdick moved to adopt Resolution 23-24. Councilor Corrigan seconded the motion. A voice vote was held, and the motion passed,with Mayor Buck and Councilors Wendland, Verdick, Rapf, and Corrigan voting `aye', (5-0). City Council Regular Meeting Minutes Page 2 of 7 August 1, 2023 7.2 WO 305, Amendment to the Public Improvement Construction Contract for the Lake Oswego Recreation and Aquatic Center. Bruce Powers, Project Manager, Lake Oswego Recreation and Aquatic Center (LORAC), presented the Council Report via PowerPoint, providing a brief update on construction, reviewing upcoming plans, and providing details on the requested contract amendments, which arose in response to plan review comments received during the permitting process; equipment changes resulting from long-lead materials; infrastructure and other project elements being moved from the Municipal Golf Course renovation project into the LORAC project scope; additional project scope at the request of the Park's Department; and unforeseen issues that had arisen during the course of construction. Staff requested the City Council authorize the City Manager to sign Amendments 3 through 12, noting adequate funds were allocated in LORAC's project budget and contingency budget to absorb the requested total of$1,184,800.23. Councilor Rapf confirmed the $574,662.08 in Amendments 4 and 5 did not represent an increased cost but was an accounting change that moved an expense from one budget to another. Mr. Powers added the total was separately budgeted from the LORAC. Mayor Buck asked for additional clarity on the water main. Mr. Powers responded that the original engineering plans placed the water line underneath some infrastructure with trees overhead; City engineers found the placement would impact the four-inch water line and called for the line to be moved. While the cost was substantial the line had to be moved in order for the project to move forward. Councilor Rapf confirmed planting would take place in the fall of 2024, complimented the work done on the project thus far and asked when the driving range would open. Mr. Powers replied the golf course would be opened as soon as the LORAC was opened. The course was almost finished but awaited permitting for some items. Staff hoped construction would be complete by the fall. Councilor Rapf moved to authorize the City Manager to sign Amendments 3 through 12 to the public improvement construction contract with Triplett Wellman Contractors for construction of the Lake Oswego Recreation and Aquatic Center for an amount totaling $1,884,080.23. Councilor Corrigan seconded the motion. A voice vote was held, and the motion passed,with Mayor Buck and Councilors Wendland, Verdick, Rapf, and Corrigan voting `aye', (5-0). 7.3 Review of the 2023 Community Survey Policy Questions. Agenda Item 7.3 Review of the 2023 Community Survey Policy Questions was taken out of order and addressed after Item 8.1 Public Hearing on Resolution 23-31. 8. PUBLIC HEARING 8.1 Resolution 23-31, A Resolution of the Lake Oswego City Council, acting as the Lake Oswego Public Contracting Review Board Pursuant to ORS 279A.060, Making Certain Findings and Approving a Special Procurement for Pacific Power Group City Council Regular Meeting Minutes Page 3 of 7 August 1, 2023 Generator, Lift Station Maintenance Contract and Authorizing the City Manager to Execute the Contract. Ellen Osoinach, City Attorney, read the parameters of the public hearing and asked if any City Councilor had a declaration of a conflict of interest. None were heard. Eddie VanBuren, Deputy Public Works Director, reviewed the Council Report on Resolution 23-31 for a special procurement contract with the Pacific Power Group (PPG)for the maintenance and repair services of the critical generator systems throughout the City of Lake Oswego, noting the contract was essential to support resilient daily operations as well as emergency preparedness of the city, particularly City Hall, the 911 Center, fire station operations, wastewater collection, water treatment and distribution. PPG had been under contract for maintenance and repair of the City's 13 portable generators and 20 non-portable generators since 2019, though its relationship with the City dated back to 2009. The company was familiar with the City allowing it to deliver services tailored to the geography and layout of Lake Oswego. Staff recommended the City Council adopt the Resolution, and noted continuing the City's partnership with PPG was the best course of action to ensure the reliability and effectiveness of Lake Oswego's generator system and the City would benefit from the company's specialized expertise in the subject matter and maintain continuity of service. Councilor Wendland asked if prices had increased from the 2019 maintenance contract. Mr. VanBuren responded prices had increased due to logistical issues within maintenance operations, but the contract was fairly low for general maintenance, around $25,000, and did not represent a significant increase from the 2019 contract. Mayor Buck opened the public hearing, confirmed there was no public testimony and closed the public hearing. Councilor Verdick moved to adopt Resolution 23-31. Councilor Corrigan seconded the motion. A voice vote was held, and the motion passed,with Mayor Buck and Councilors Wendland, Verdick, Rapf, and Corrigan voting `aye', (5-0). 7.3 Review of the 2023 Community Survey Policy Questions. Madison Thesing, Assistant to the City Manager, presented the Council Report, reviewing the purpose of the Community Survey, highlighting the 2021 survey and responses included in the packet, and providing an overview of the 2023 survey, which was scheduled to launch in October in advance of the Council's goal setting in January 2024. Staff sought the Council's direction on three policy questions to include in the survey. After discussion, Councilors agreed the policy questions should focus on: • Assessing community support for bonding specific large capital projects, such as the library and explain how bonds are financed. • Gauging how respondents feel connected or tied to the community (e.g., through churches, social media, other community organizations, etc.) City Council Regular Meeting Minutes Page 4 of 7 August 1, 2023 • Assessing the City's outreach efforts to create a more welcoming community; do respondents feel welcome or have a sense of belonging? Ms. Thesing clarified that the 2023 survey would contain questions almost identical to those in the 2021 survey, so the City would have a benchmark to measure improvement against how respondents answered questions two years ago, as well to compare itself to other cities in the state and across the country. Some questions had been edited for clarity or length, as necessary. City Manager Bennett suggested questions about Foothills would be better timed with the 2025 survey, given the potential timing of the Wastewater Project, which would begin construction in 2024 and the extensive targeted outreach expected with the Foothills Master Plan. 4. PUBLIC COMMENT • Anastasia Rose, resident, Blue Heron Road, expressed concerns about Blue Heron Road stemming from the lack of maintenance and the road's narrowness. The road's condition made it difficult for passenger cars and delivery trucks, and blind corners made it difficult for pedestrians to navigate the road safely. of-Blue Heron residents paid high property taxes in addition to the maintenance fee, however rehabilitation of the road had been postponed.The City should replace the pavement, install a crosswalk at Southshore, add streetlights, and remove the railing to improve pedestrian safety. • Meg Godfrey, resident, Blue Heron Road, expressed concerns related to the road's safety and condition and was frustrated repairs had been postponed from 2022-2023 to 2025-2027. She presented a petition from the residents of Blue Heron Road. • Megan Patton, resident, Blue Heron Road, testified the narrowness of the road had led to drivers hitting her mailbox and could lead to cars driving into her home. Repairs to a retaining wall on the portion of yard considered public right-of-way (ROW) had been postponed because the City had indicated the road would be fixed 11 years ago, but no action had been taken. • Roger Smith, resident, Blue Heron Road, attended City Council meetings in the past to voice concerns about the road. Residents of the neighborhood would like some relief from the road conditions and had waited long enough. • Susan Wellons, resident, Blue Heron Road, expressed concerns about the safety of the road, noting Blue Heron was an access road to easements. The City should paint crosswalks to indicate easement access, install a flashing light, and fix the guardrail on the bridge. The foliage and large trees were also concerns, and it was not clear why the project, which had been funded, was postponed. • Susan Speer, resident, Blue Heron Road, had been told by the City that the road would be fixed but no action had been taken, though there were many road projects elsewhere in the city. The road was unsafe and dangerous with large potholes and at some points was too narrow to allow two cars to travel in opposite directions. Their attempt to sell their house was unsuccessful due to the road's condition. • Bryce Potter, resident, Blue Heron Road, noted the road had belonged to the County; however, the road was now part of the city, and the City was obligated to fix the road. No City Council Regular Meeting Minutes Page 5 of 7 August 1, 2023 maintenance had been performed in decades despite the monthly maintenance fee and property taxes. Mayor Buck noted Blue Heron Rehabilitation and Drainage Project was one of the four funded street projects listed in the Capital Improvement Plan (CIP), which was a good sign. He understood the project had been scheduled previously but postponed and asked Staff if the City was sure about the funding shown for the project, now scheduled for 2025-2026, 2026-2027. Ms. Bennett added that the CIP was adopted by the Budget Committee and the Council every other year. In the last budget year, the Council's direction was to reduce the street funds and fund parks projects. She urged residents to be attentive in the spring of 2025 when the City's budget priorities were set by the Budget Committee and the City Council during the budget process; that was when the decision would be made about what would be put in the funded column and what would be moved to the unfunded column. The Blue Heron Project was in the funded column but had been postponed due to other capital projects the Council and Budget Committee decided to advance. Mayor Buck commented he was unaware of the issue and the neighbors'advocacy at the Council meeting gave the Council an awareness of why the project was on the list. There was nothing the Council could do to advance the project from the dais, but residents should pay attention to the budget process and return to the Council to ensure the project was funded as residents of Evergreen had done with a drainage project. Councilor Rapf, a resident of Blue Heron Road, thanked the residents for coming to the Council meeting and acknowledged their safety concerns. When moving to Blue Heron Road in 2018, he asked the City's Engineering Department about the roadway and was advised the project was not a normal street paving project. The narrowness of the street and the easements made it challenging to pave both sides while keeping the road open to traffic, which was why$2.4 million had been allocated in the budget. He would continue to advocate for the project and asked neighbors to continue their advocacy, noting other groups who had successfully lobbied the City for improvements and changes through continuous advocacy. Councilor Wendland asked how the City could put off road maintenance for many decades and whether there were other streets in the same condition. If repairs continued to be put off, the rehabilitation project would be more expensive. Ms. Bennett replied Staff could research the specifics of Blue Heron Road, which was originally a County road not built to urban standards with urban infrastructure. In addition, there were significant ROW challenges. The CIP included tens of millions of dollars of unfunded projects for similar streets and Council had heard from residents about the cost of bringing roads up to urban conditions. There were streets like Blue Heron all over Lake Oswego, and at some point in the past, a previous City Council made a policy decision that roads like Blue Heron, which had 33 residences and generated between 200 and 300 trips a day, were a lower priority than streets in town that generated between 800 and 2,000 trips per day. Director Rooney had previously advised Council that once a street completely failed, as Blue Heron had, repairs do not become more expensive; those streets then naturally fell to the bottom of the list in favor of streets where a small investment today could stretch limited funds further. Director Rooney would return to the Council with more specifics, but Blue Heron had been neglected for a long period of time because it was built at a rural standard and required significant investment to be brought up to standard. From a policy perspective, the same decision had likely been made about similar streets. Councilor Rapf affirmed that the City would continue to work on the issue. The road was no different than 5th Avenue, which had experienced flooding and the City had found a way to fix it. City Council Regular Meeting Minutes Page 6 of 7 August 1, 2023 There may be ways for the City to ameliorate issues on Blue Heron Road while waiting for rehabilitation. 9. INFORMATION FROM COUNCIL Mayor Buck noted tonight was National Night Out and there were record number of neighborhoods taking part. He thanked the City Departments responsible for putting together the events for the more than 40 neighborhoods participating. 10. REPORTS OF OFFICERS No reports of officers were provided. 11. ADJOURNMENT Mayor Buck adjourned the City Council meeting at 4:18 p.m. Respectfully submitted, Kari Linder, City Recorder Approved by the City Council on {insert approval date} Joseph M. Buck, Mayor City Council Regular Meeting Minutes Page 7 of 7 August 1, 2023