Approved Minutes - 2024-01-16 CITY COUNCIL REGULAR MEETING
MINUTES
January 16, 2024
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1. CALL TO ORDER
Mayor Buck called the regular City Council meeting to order at 3:05 p.m. on Tuesday,
January 16, 2024. The meeting was held virtually via video conferencing.
2. ROLL CALL
Present: Mayor Buck, Councilors Wendland, Verdick, Mboup, Rapf, Corrigan, and
Afghan
Staff Present: Martha Bennett, City Manager; Ellen Osoinach, City Attorney; Kari Linder,
City Recorder; George Burke, Police Chief; Kris Artman, Assistant Fire
Chief, Jessica Numanoglu, Community Development Director; Megan
Phelan, Assistant City Manager; Madison Thesing, Assistant to the City
Manager; Erica Rooney, City Engineer I Public Works Director, Eddie
VanBuren, Deputy Public Works Director; Jeff Munro, Parks Deputy
Director; Katy Kerklaan, Citizen Information Specialist
Mayor Buck recognized the current weather emergency and noted the Agenda had been
modified to pass the resolution extending the state of emergency, hear an update on the weather
event, and adopt the planned Consent Agenda. The storm was unlike others the city had seen,
and the event was ongoing. One Lake Oswego resident had lost his life, and others had been
displaced or suffered property damage.
The Mayor extended his thanks to City employees, who had kept the roads open for emergency
access and the water and sanitary sewer running, as well as the PGE employees who had worked
hard in difficult conditions.
There would be opportunities to debrief and improve from the incident, such as determining how
to improve emergency coordination with the local school district and ensure the City had ways to
access and serve its most vulnerable residents. Recently, the City had been focusing on local
neighborhoods, and events like this made it clear why that work was important and needed to
grow so that the City could ensure localized support to those in need. The Hunger Fights
Organization had been in close contact with all the local families it served, making housing calls
to the homebound and even moving some people to alternate shelters.
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There were many unsung heroes coming out of the event. The City appreciated all of those who
were hunkered down, uncomfortable, and going without many day-to-day comforts, giving help to
one another when they themselves had been without.
3. COUNCIL BUSINESS
3.1 Resolution 24-08, A Resolution of the City Council of the City of Lake Oswego
Ratifying and Confirming a Declaration of State of Emergency Relating to the
Impacts of Severe Winter Weather.
City Manager Martha Bennett stated the City was reluctant to extend the resolution, but the City
had expended significant City resources on the event. If the event, after it concluded, did qualify
for FEMA reimbursement, the City should ensure all the expenditures from the beginning of the
storm to the end were qualified expenses, which was why Staff asked Council to extend the
Resolution.
Councilor Rapf moved to adopt Resolution 24-08. Councilor Verdick seconded the motion.
A voice vote was held, and the motion passed,with Mayor Buck and Councilors Wendland,
Verdick, Mboup, Rapf, Corrigan, and Afghan voting `aye,' (7-0).
4. PRESENTATION
4.1 Impacts of Severe Winter Weather Information Update.
Eddie VanBuren, Deputy Public Works Director, presented the Council report via PowerPoint,
and reviewed the initial forecast, event timeline, priorities, and how priorities shifted throughout
the event. The presentation included photographs documenting the severe weather event and
damage, as well as a summary of the new forecast, recovery, and next steps. Director Van Buren
thanked the leaders of the A and B Shift Operations Chiefs and their crews, the Staff who
answered calls, the communications team, Parks Maintenance Staff, PGE, and arborist
companies.
Jeff Munro, Parks Deputy Director, stated the Department's top priorities had been employee
safety and keeping people out of the parks. The Department was in the process of evaluating
park properties and trees and securing contractors in conjunction with Public Works. He provided
an update on conditions in city parks and reviewed via PowerPoint photographs documenting
damage to trees and property.
George Burke, Police Chief, recognized the work done by partners across the city, especially
Public Works, and highlighted the work done by the Lake Oswego Communications Center
(LOCOM). On average, LOCOM took 200 calls per day. That Saturday, there had been 135 calls;
99 percent were answered by live Staff within 20 seconds. Communications were put out through
Everbridge, and the Department would continue to learn how to use that in the best way it could.
The Department had performed many welfare checks during the storm. There were trees down,
damage to homes, and safety concerns in some neighborhoods. The Department was preparing
for the next stage, and working with partners such as the School District, staying in constant
communication and giving updates on any roadways so the District could make the best decision
moving forward about school closures.
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The Department was well staffed this evening. The majority of Command Staff were present, and
most were planning to stay in the city overnight to ensure someone was available to take calls for
service in case other Staff were not able to make it to work.
Chief Burke provided an update for Kris Artman, Assistant Fire Chief, who was unable to attend
the meeting. The Fire Department continued to work through some issues, such as being on
generator power, and were responding to and triaging calls, prioritizing lifesaving efforts and
public safety issues.
Jessica Numanoglu, Community Development Director, expressed appreciation for the work
of the Police, Fire Department, and Public Works. Behind the scenes, the Community
Development Department had worked with Building Official Brian Don, and or planning, had not
been out in the field, echoed commendation for police and fire staff, public works, working behind
the scenes with building official Brian Dawn and Planning Manager Hastie to prepare for the
recovery phase. When City Hall reopened, Staff expected a large number of calls and counter
visits for people who needed permits for tree removal and building repair. Dedicated Staff in the
Building Department would be available to address urgent or emergency calls or counter visits
related to repairs. While the counter normally closed at noon, Saff would be available all day to
ensure they could assist those customers. There would also be dedicated Staff in the planning
Department to address emergency calls and visits regarding tree removal.
No permit was required for residents to clean up a tree that had fallen to the ground. In the case
of a tree that necessitated an emergency permit, such as a tree hanging over a house, soil
heaving, or a tree that would fall imminently, Staff would advise residents to have the tree removed
while documenting the emergency with photographs. Residents should do what needed to be
done to remain safe and remove the tree. The Code did require a retroactive emergency tree
permit, which was free, and required a simple application form and the documentation
photograms. The application process could all be done via email at the City's dedicated email
address: trees@lakeoswego.city.
Residents should call to speak with Staff regarding trees that were storm damaged but not
necessarily a hazard. The situation could potentially qualify for a variety of permit types, and Staff
could walk residents through the process and make it as easy as possible.
Those who needed urgent or emergency structural or plumbing permits could have the work
started and then apply for permitting. Staff believed the Building Code required the permit
application to be submitted within 3 to 5 days, depending on the type of work being done. The
City urged residents to complete necessary repairs and call the Building Department so Staff
could walk them through the permitting process.
Staff addressed clarifying questions from Councilors as noted:
• Katy Kerklaan, Citizen Information Specialist, stated she would coordinate with the
Planning Department to provide information on tree permitting on the City's website, along
with information regarding debris and cleanup efforts. The City had provided information on
the website and all its information channels and had been actively using social media channels
and the winter weather alerts page to post information related to the storm. While some
residents had no internet available, the best way to get the latest information to residents was
still via the website and social media channels.
• Erica Rooney, City Engineer I Public Works Director, clarified there were two feeds at the
river intake pump in Gladstone and two feeds to the Water Treatment Plant in West Linn. She
understood that early in the event, Gladstone went down to one feed but there was no change
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or affect to operations and the feed came back on. The Water Treatment Plant had been
spared any issues at all.
o During preplanning in anticipation of the whether event and in cooperation with its partners
at Tigard, the City had preloaded its reservoirs more than it usually would at this time of
year. The preloading came in useful because when power was lost at the pump stations,
as was usual, there was a delay while generators were brought in. Preloading the
reservoirs meant there was more than enough water and pressure to keep everyone with
water and no issues were experienced at all.
o The Water Treatment Plant system had been operating at full tilt. As mentioned in Mr. Van
Buren's presentation, the night crew had gone to the pump stations to refuel the
generators and check on them. A few generators failed and had to be changed out.
Mayor Buck and Councilors thanked Staff for the presentation and for their hard work during the
extreme weather. Councilors discussed the need to address Tree Code changes, undergrounding
powerlines, and emergency management preparation during the Council's upcoming goal setting.
It was important to continue to prepare for unpredictable weather due to climate change. Mayor
Buck thanked all for their response as well as their work thinking ahead to the next days.
City Manager Bennett commented that Mr. VanBuren had instituted an early November practice
session, which helped the Departments prepare for winter. There would be an after action/hot
wash and Councilors should communicate any topics they would like to consider. Staff would
think about how the City could implement a contingency plan for a place for residents to get warm
or plug in devices; there was concern from the community the City was not prepared for that. The
City appreciated the community's patience. While Staff tried to make decisions in advance, the
weather had been unpredictable. Staff would not decide about operations tomorrow until early in
the morning hours, and the decision would be made based on the safety of the public and City
employees.
5. PUBLIC COMMENT
No Public Comment was provided.
6. CONSENT AGENDA
6.1 WO 273, Award a Public Improvement Contract for the Construction of Intersection
Improvements at Jean Road and Pilkington Road.
Motion: Move to authorize the City Manager to sign a contract with Knife River in the
amount of$1,912,256.
6.2 2023 Council Goals Fourth Quarter Update.
Motion: Move to accept the fourth quarter goals report.
6.3 Resolution 24-02, A Resolution of the City Council of the City of Lake Oswego
Authorizing an Intergovernmental Agreement with the Riverdale Rural Fire
Protection District Providing for the Continuation of Fire and Emergency Medical
Services for Fiscal Years 2024-25 through 2028-29.
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Motion: Move to adopt Resolution 24-02.
6.4 Approval of Meeting Minutes.
December 5, 2023, Draft Regular Meeting Minutes
Motion: Move to approve the meeting minutes as written.
END CONSENT
Councilor Mboup 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 Afghan,
Wendland, Verdick, Mboup, Rapf, and Corrigan voting `aye', (7-0).
7. ITEMS REMOVED FROM CONSENT AGENDA
No items were removed from the Consent Agenda.
8. INFORMATION FROM COUNCIL
There was no information from Council.
9. REPORTS OF OFFICERS
There were no reports of officers.
10. ADJOURNMENT
Mayor Buck adjourned the City Council meeting at 4:12 p.m.
Respectfully submitted,
Kari Linder, City Recorder
Approved by the City Council on March 5, 2024.
Joseph M Buck, Mayor
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