All right, good afternoon, everyone.

Today is Tuesday, October 21st, 2025.

This meeting of the city council is now called to order.

Ms.

Hawkins, will you please call the roll?

Yes, Mayor Buck.

Here.

Councilor Maboo.

Councilor Wedland.

Here.

Counselor Verdick.

Here.

Counselor Corrigan.

Here.

Councilor Raf is excused.

And Councillor Afkin.

Yeah.

Thank you.

Thank you very much.

Now everyone, will you please stand remove your hats and join us in the pledge?

I pledge allegiance to the flag of the United States of America and to the Republic for which it stands.

One nation under God, indivisible with liberty and justice.

Our first item on the agenda is public uh comment.

Is there anyone here to provide public comment?

Okay.

I don't think so.

It's all city team here today.

Um next we have the consent agenda.

There's four items on the consent agenda.

We have the meeting minutes from June 17th, July 1st and 15th, and then August 5th.

Resolution 2541.

This is amends a cooperative agreement with the state of Oregon.

Resolution 2543.

It's authorizing uh the signing of an IGA for the municipal judge.

And then we have the authorization of the purchase of a vector excavator truck.

All right.

Is there a motion to adopt the consent agenda?

Move to adopt the consent agenda.

Second.

All right.

Motion was made by Councillor Boop and seconded by Councillor Corgan.

All those in favor say aye.

Aye.

Any opposed?

Okay.

Motion passes six uh zero.

Um nothing removed from the consent agenda.

Okay, and then moving to council business.

We have the quarterly council goals update.

City manager Bennett's gonna review the review of the 2025.

There we go.

And I noticed that I'm the only one that doesn't have the little fuzzy thing around my micro.

I don't know.

I just feel kind of it was gone last time.

I know it's all right.

I've if I'm extra echoey, please let me know.

No, it's all right.

Take it along.

Don't take it along.

Would you do me a favor and breathe on it first?

Okay.

Um thank you.

It's my pleasure to give you the third quarter report.

I think you all know that after you set goals the first quarter, what we do is we develop the work plans, which you then approve, usually a couple months after you've adopted the goals.

And then the other three quarters of the year, we give you a report on our progress.

We actually made quite a lot of progress on most of the goals, not all of them in the third quarter.

I highlighted the um the big uh uh accomplishments in the third quarter in the council report.

I'll run over those really quickly.

And then I will also note that I invited uh those folks in the organization who are responsible for various goals to be here.

So if you have questions about any of the goals and our progress, uh we have resources available to you.

Uh probably the the thing that seems the most current is the Foothills project launched.

Uh the I believe the Citizen Advisory Committee had their first meeting last week.

And so we're off and running on that uh project.

Uh the second was as you all know, we uh revised uh the DDA for the North Anchor properties, and we successfully, thank you, City Attorney's Office, sold the East property last Monday.

It wasn't quite as fast, but uh that particular property is now um owned by UDP, and we're working collaboratively with them on their investment strategy.

They have prioritized as I believe, as you know, the hotel over the multifamily project in terms of trying to get uh one of them going sooner.

Uh we've done a pretty extensive survey this summer, over 400 responses about uh gas-powered landscaping equipment, and you, as the council directed that we include a question about gas-powered lawn equipment in the community survey.

So we'll have more results for you probably in early December.

Uh the tree task force has done quite a lot of work, and I know Councillor Winland has been keeping you updated there.

Um and also we were able to bring on board uh a brand new urban forester, which was part of implementing the community uh forest uh urban and community forest plan.

Um and she will be taking many of the lead actions on that, especially as we are really in the throes of confronting Emerald Ashbore.

Uh we signed an agreement with the EPA for the Wi-Fi alone for the wastewater plant, which is a pretty significant milestone.

Uh, we made a lot of progress on South Shore Fire Station.

I am sorry that item got pulled through today.

We really wasn't ripe for council discussion.

It's okay.

We I want to bring it to you when there's actually something for you to decide as opposed to three boxes on a on a map.

So we'll be doing that soon.

And then you adopted 20th 20, and we have begun implementation plan for rolling out the signs for that, as was outlined in the report.

And then last but not least, we got some grants to do the housing work and the code audit.

So those are the big things, but I know you might have questions about other projects on the list.

Okay, yes, thank you.

Uh questions, goals, updates.

Council Verdick, questions.

How are we doing with the economic development?

And I know since we've lost some staff, like where are we at with that piece?

So actually, we have, and I think uh this outline.

I'm gonna point you to the page.

So that uh I think it's the second page of the report, it's under your second goal.

We've actually contracted with Mary Bosch, who's the person who did the um data work for us in 2020 that actually led to the initial economic development strategy.

So we have her under contract, and in fact, our meeting with her tomorrow.

We will start with an update of uh retail businesses and commercial space businesses just to find out where we are.

Uh we do review the market data for the office products uh once a month.

Um, and then after we get the data, we'll roll into an update of the strategy.

And that will involve, and as soon as I have it, uh a fairly extensive outreach plan to various businesses and some inventories of commercial landlords too, to find out what's going on for those folks.

Um, so that'll that is gonna, like I said, launching tomorrow.

Could um uh what is the kind of current timeline on the wastewater treatment plant?

Yeah, Stefan.

Oh, that was your question too.

Oh my gosh.

Erica, are you able to answer that?

Looks like the one person I forgot to invite was Stefan Bradis.

Sorry.

He's probably watching downstairs.

Good afternoon, America Rudy, Public Works Director and City Engineer.

Um, we have just begun the process of um engaging Jacobs Engineering to start the design to excuse me, to present a proposal.

And I believe he said to us the other day that right after the first of the year, we should be able to come to council with some updates on that with some timelines and schedules and things like that.

So, was your question specific to a date like when are we starting or when are we finishing?

Yeah, when are we starting?

Where are we at now?

Um, don't have that definitive yet.

I think we'll have some really solid response to that come the first of the year.

You remind us too is so is Jacobson they're pre pursuing a different technology.

Yes, they are.

Yeah, okay.

Yes, it's not it's not the Aqua Narata that was uh proposed before.

So they they're what they're what they're working on now is kind of the the redesign, if you will, really done the design of the whole facility.

Yes, same footprint as far as uh the this the site goes, so it would be using the same amount of land that was um identified before, but a completely different uh method and operational.

Okay.

Erica, correct me if I'm wrong, but I believe they still have to meet the same outcomes as well.

The same energy consumption outcomes, the odor, the water quality outcomes.

Yes, yes.

I think that all of that was the what what you all when we lost Epcor, that's what you all asked.

Is that whatever technology is used on the site, it still meets the same outcome-based objectives.

Right.

Is that is am I right?

Yep, that's that's correct.

I mean, obviously, we have to meet the DEQ parameters as well.

Um, and those were first and foremost, and then they're working on the other issues, the the visual for um for land use review and things like that that they'll have to go through.

They're taking what they learned from the first round and applying that to their current design that they're working on.

Councilman, go ahead, John.

So some of the previous work that we did is still carrying over to the new plant.

So a lot of lessons were learned, yes, and a lot of things were identified, and yes, we are using that to the extent we can.

So when you say that we will probably have the same footprint, but just a different engine.

So essentially under the hood, no one will really know really the difference, and we're able to stay within that footprint.

Yes, yes, the same site.

So it'll probably take it from what they've talked about.

It'll take up almost exactly the same footprint as we had before.

Those people walking down the street won't know that it's never at yet, yeah.

And they will never smell they will never never's a big word, but yeah.

Right.

Okay.

Correct.

That's the that's the goal.

Yes.

Thank you.

And I believe City Manager Bennett was kind of included this in you know her clarification, but I just want to make sure from a you know, an efficiency point of view, we did a lot of work with um local sustainability groups and a lot of discussion that we really maintain or even do better than what we had previously.

I just want to that's really important to me that we keep that efficiency up there, and if we can use solar or whatever the case may be, but if we just kind of make sure we keep those communications going and work strive to that.

Absolutely.

That's all part of the process that we'll be going through with them as well.

Yes.

Are they working within the same kind of cost parameters that we had you know provided to Epcor before and we were kind of working under?

I think that their the goal, our goal is the same to minimize the impact to our our rates, yes.

Okay, okay.

Did uh council boot yeah, no, I was asking for the archaeology.

I would say we remember you all did a special procurement, you approved a special procurement to allow Jacobs to hire uh an archaeology firm to make sure that we identified any prehistory issues that might exist on the site.

I don't know where they are in that work.

I have not seen the re results of that yet.

Okay, yeah.

Did you have another quote on this topic?

Uh the last part is that all the real estate is all over as far as acquisition and so on, and we're talking about the real estate today.

I would like to answer that question for you in an executive session.

Oh, okay.

Can I ask a different question?

Of course.

Um just uh it's great that we have the uh Laura on the UDP agreement to acquire the property and so on.

Uh what was the date that we think that we'll start excavation or range, date range?

Let me just say that the current uh DDA disposition and development agreement requires them to begin construction by July 8th, 2024.

And although I'm sometimes given other estimate dates, I continue to believe that the date will be July 8th, 2026.

I'm sorry, not 2020.

I said I didn't say I said 24.

That was just a brain meltdown.

Um so if they don't begin construction by July 8th, 2026, we'll be having further conversations about what to do next.

And that's for both projects.

For both properties.

Okay.

So we're looking at 2026 as being the great year for Lake Us We go for the case.

The beginning of construction in the on the North Anchor project.

Right.

Good.

Councilor Corrigan.

Um back on the the Foothills district plan, um, begin the update of the foot deals, foothills district plan and continue to evaluate the Lake Grove Urban Renewal Plan.

I guess what I'm curious about is now that we're really starting on the Foothills Plan, how that's going to integrate with the with the uh urban renewal plan that will come at some point.

How does that fit in time?

I guess is what I'm trying to understand.

Well, it needs to follow, and there needs to follow for two reasons.

Uh the first is we won't have identified the capital improvements that we'll want to use urban renewal to fund until after the foothills plan is complete.

And so you have to have a you have to have projects to have urban renewal.

And the other reason it needs to follow is that we may want to include some of the properties that are in the West, the East End district in the future Foothills district, and we can't include those properties as long as they're still part of the East End district, and they have to stay part of the East End district until we paid off the debt for the East End district.

So I would say the earliest you would adopt a foothills urban renewal plan would be 2028, but it's more likely 2029.

Um can is Melissa here.

Oh, can we ask about talk about the library?

Absolutely.

Melissa, would you please come on up?

Hi.

So we um you know, we have the the council goal about developing kind of a strategy for um, as we put all activities community center, um, preferably to the west side of town, public spaces, library services, meeting spaces, etc.

Um, and we understand that the library advisor advisory board has been engaging, you know, on this topic.

Would um, and I think the the council's aware that we're we have some other capital projects are in the works right now, namely like the the South Shore Fire Station, which are you know um more near near term, and this is a little bit longer term type of strategy.

But the um I think we would be interested in hearing some updates um uh at the council on just how things are going with the current with the current facility and programming, what's going well, and what are some of the limitations?

Is that something that kind of the library, the staff and uh the advisory board members could talk about?

Yes, absolutely.

Whenever you'd like us to come and present on that, we'd be happy to.

Okay.

And what then what is the scope of the work of the it's mentioned there's kind of a um can strat consultants engaged in what specifically are they kind of working on?

Um we have worked with uh some pro bono consultants.

Um and they have just given us some really generic strategy advice around um building building coalitions of support, thinking ahead to uh things like doing some uh focus groups or polling in the future.

Um but we definitely do understand that there are other capital projects uh in line before before this, and so taking that into account and just really trying to get that big picture strategy so that we can be prepared um for that long game.

Yes, okay.

How do you all feel about getting information as we go forward on the library?

Of course, yeah.

Sound good.

Okay, okay.

Well, we can make that happen.

Okay, we would you like to time that before goal setting or before goal setting.

Maybe in the fall, we'll find it.

Well, the we're in the fall.

Uh well, you reminded me the fall ends the end of December.

We'll see if we can land it in in December or early January.

That sounds wonderful.

Thank you very much.

No, we appreciate your work on that in the library advisory boards.

Yeah, it's good.

Because we want to do things right now, but this is a longer, you know, it's important.

Okay, I counted.

I just wanted to shoot the library advisory board is doing a fantastic job.

So thank you for your leadership with that board and uh the chair uh just doing a fabulous job.

Thank you.

Thank you.

I um I had a planning related question about the low the low income rental tax exemption.

I just want to is that is that something that's on the oh is there?

I thought there was some tax exemption we talked about and we was decided not to.

Yeah, is this yes?

We have not begun work on that.

We have a a lot on our plates, and actually that is something I need to get started on.

Uh so it is it will be in the works and uh we will get it started soon, uh, but it is not going to be done by the end of this uh year.

Okay, don't don't worry.

But I my main question is this is not the exemption we put the kibosh on.

So Eric, there were three that they considered during the housing production strategy.

Can you remind them of of the two that they said yes to and the one that they said no to?

Yeah, you know, I think we discussed a number of different tax exemption programs.

One would be more sort of available for um market rate developments, and you that's the one that you put the kibosh on.

Um this one is uh specifically for low-income rental housing.

The one that we've already approved is for nonprofit led low-income rental housing.

So this would have similar sort of affordability requirements, but not have the same requirement that it be maintained and operated by a nonprofit to receive the exemption.

And of course, we that's the one, the first one, the nonprofit we've been able to utilize, which has been great.

Absolutely.

Lower priority for the other because it hasn't really come up yet.

Okay.

Okay.

I just want to make sure it was not the one we kept.

While you're both there, my question was could you just give us a two-minute, three-minute overview of where we are on uh on the housing production um sort of at the 30,000 foot level.

We've gone through two-thirds of it.

Uh half of it, 20%.

I would say more like 10%.

That's probably more like in that category.

Yeah.

Um so, you know, we're we have until um 2020, or I'm sorry, 2020 um six is the midterm report.

So um we have you know uh a few years to make some progress that we can reflect in that midterm report to DLCD.

Um, then we were, you know, we have another schedule that would take us into by the end of 2028 is when we'd have to finalize um other things sort of looking into 2029.

Um, but we are making progress.

We will have um a hearing on one of the first sort of items that will comprise, you know, maybe that 10%, I guess, of the housing production strategy work um to um adopt an affordable, or I'm sorry, affirmatively furthering fair housing policy and the comprehensive plan um that will be coming to you um soon on November 4th, I think your next meeting or or something close to it.

Um and there's other work, of course, on the low-income rental housing uh tax exemption that we'll um be pursuing or that we'll be hoping to adopt soon after.

Uh we're also we've received a grant for our work to uh conduct a code audit um from Metro, or we've preliminary received a recommendation for approval of our grant application.

The Metro Council still has to make their formal recommendation on October 30th.

So we're kind of finalizing those details.

Um expect to have that sort of closer to um where we can release an RFP by the end of the year.

So you know, going through the steps there with respect to that grant RFP process from Metro.

Um also on the uh rezoning of non-residentially zoned properties.

Um we have also received an indication of approval from DLCD.

There's still a lot of uh sort of details to be worked out with that as well.

That's another project that we hope to be able to start in early January at the beginning of next year, um, once all the contracts have been signed and the IGAs are sort of finalized with that.

So two grants really um for two really large projects that will be related, um the code audit and that sort of rezoning work for housing.

And of course, we're already started work on the foothills.

That's also um part of our um housing production strategy.

We completed the um CFEC uh requirements.

We also completed the nonprofit uh low-income tax in uh corporation, nonprofit corporation low income tax exemption.

Um so maybe a little bit more than 10%, but we are really just getting started on some of the major projects, and a lot of that was to secure funding first because we need the grants to get started on a couple of them.

So big picture.

We've done a lot of preliminary work on kind of where we need to be, and then from a council standpoint, and then uh we will be looking at 2026 to kind of start to do some revision to our code.

One of the things I'm driving at is that there's housing production, but there's also strategies.

But one of the goals was to try to um I don't know, simplifying our code is is the best way to say it.

Um it seems like we are talking a lot, and the code keeps getting bigger and bigger and bigger, but um I guess the the real question is as we are moving into um we've had I think fewer permits for housing, right?

And big projects and things like that in 2025 versus 2024 and 2023.

I'm just trying to figure out how to get it so that um we can give every tool to develop and um uh make it I guess easier for somebody to go through the process both for the city resource-wise as well as the um person wanting to do a project, whether it's commercial or residential.

And so I'm just trying to get my head in when that might happen.

Is that like a 2027 time frame?

Or do you think there's going to be that's that project we are aiming to complete um I believe by the end of 2027, if I'm not mistaken.

Um so that is a project that has multiple sort of aims, you know.

It's a code audit for both um to reduce barriers to housing and to um uh improve economic development, sort of um you know, address sort of um barriers to business as well.

And so, you know, as part of that, we will absolutely be looking at ways to simplify the code.

I think um that will be a primary kind of uh method that we will be proposing for you know to reduce those barriers and different avenues.

So I think um, you know, we're I don't know if we want to say it's a whole of an entire streamlining of the code, but we will be looking to um do that in as many ways as possible while still not completely reinventing the wheel, if you will.

And I will say we are targeting it by the end of 2027.

So far, the Metro Council has um postponed the hearing to uh uh award all of the grants, um not just ours, but all the grants that they're awarded.

Um we first thought we were gonna get it in September, then it was moved to October, and I just learned today that they're moving it to the mid-November.

And my understanding it's just a scheduling issue.

It's there's nothing wrong.

I was a little concerned, um, but I was assured that it's just a scheduling issue with the council.

So that is eating into our timeline a little bit.

So um, but we are at this point targeting the end of 2027, but it is possible if if this isn't finalized in the time frame that we had anticipated that it may take a little bit longer.

Okay, thank you.

All right.

Any other questions?

Okay.

Well, I know a lot of the department answers are just thank you all for the work on these goals and everything else within the city.

I know we have a lot going on and appreciate all your work.

Thank you.

Thank you.

And I appreciate you coming to council.

Thank you.

Yes, you give us people to speak to you.

Otherwise, be an empty room a little bit.

Thank you all.

Okay.

Um is there a motion to accept the quarterly council goals update?

So moved.

All right, motion made by Council Women, seconded by Council Corkin.

Uh all those in favor say aye.

Aye.

Any opposed?

All right.

Motion passes six.

Thank you, City Manager.

Okay.

Next item on the agenda is uh consideration of resolution 25-48.

This is approving the grant awards.

And we have deputy city manager Madison Theseing.

100%.

Good afternoon.

Okay.

Thank you, Mayor, City Council.

I'm Madison Thiasing.

I am the deputy city manager.

Today I am here to discuss community grants and the recommended award amounts for the fall distribution of our municipal grants, which we're calling me community grants now, which fall under social services, which is for nonprofits, and city council goals uh grants as well.

To recap how the grants restructured, um, this work began about a year and a half ago.

The main purpose to restructure the grants, we previously had the municipal grants, which were uh reviewed and distributed by a subcommittee of the budget committee as well as the historical resources grant as well.

Um, through the grant restructuring, we really looked at what, oh, excuse me, as well as the neighborhood enhancement grants as well.

So there used to be three distinct channels.

The idea with the grant restructuring was to elevate city council priorities, create a consistent mechanism for evaluating our grant programs, have the goal being um to advance council priorities, and if they didn't fall with that, was there another home that made more sense?

Developing a criteria for evaluating funding, so that is metrics, it's having consistent rubrics as well for scoring.

Um additionally, we talked about uh restructuring needing to have a consistent mechanism for not only distributing the money, so reimbursement processes, reporting processes, and then also impact reports.

And so that was a piece that we had been missing as the life cycle of how this money goes out the door.

So this is a recap from what you had um been presented in the springtime, but I just wanted to again remind you how these changes came about.

The previous grant structure, as I shared, um, we had the historic preservation grants, the historic hedge education grants, we had the municipal grants, and then we had the neighborhood enhancement grants.

All the numbers total on one side are the exact same total on the right side.

So even though we've moved different buckets, all the numbers have totaled the same.

So we now have a combined historic preservation and education grants that is still being overseen by our planning department through the historic resources and advisory board.

Um we have now the two program uh grants being the community grants that we'll be discussing today, which is the social service grants and the council goals grants.

Again, those are being reviewed now by our the subcommittee of our budget committee, which is the grants committee.

Um and then lastly, the thing in green that I do want to continue to call out is that we still have direct or excuse me, we now have direct funding for our neighborhood associations.

Our neighborhood uh neighborhood associations used to go through the neighborhood enhancement grants, and they also sometimes went through the Muni grants, and then sometimes they would even go through the historic preservation grants.

So now we now have a home for these one goals, and then and and then the the right alignment of what kind of money and needs are these groups needing.

And so I will briefly touch on how what lives in each one of those buckets.

Um I'm gonna actually start on the right-hand side for neighborhood funding so that we can continue to focus on the grants.

So again, neighborhood funding.

This is now an earmarked amount of money for the neighborhood associations, the the city recognized neighborhood associations.

These are pre-approved reimbursable expensive, each gets a thousand dollars annually or are eligible up to a thousand annually.

Um, I'm not gonna speak on this this time, but I just want to again remind why some of the grants that had been previously in our application pools are now falling into that.

So today what we're gonna focus on is the social services and the council goals.

Um, social services grants that is now $30,000.

That is for $0.13 nonprofits that are serving Lake Oswego residents.

They do not need to be based in Lake Oswego, but they need to be able to track Lake Oswego services and residents that they're they're taking care of.

Uh the second bucket of money is the council goals, which is 75,000.

And this really changed this was the program I would say changed the most.

Used to be that um the municipal goal or excuse me, and municipal grants as well as the neighborhood and enhancement grants really had to be sponsored by neighborhood associations in some way.

There needed to be more of a tie, unless they were an existing organization.

With the council goals now, it's really any individual group or entity.

So that could be a private business, that could be a nonprofit, or excuse me, a community group that may not be a 501c3 status.

It could be an individual has an idea to improve their neighborhood.

It could also be a neighborhood association, but it opened the door for more ideas.

And then also I think what I continue to talk about with the council goal grants is as if they are elevating the council goals, but also it's allowing that incubation.

And if we someone has a good idea, they now have a path and a channel to get resources to enact that idea.

The city doesn't need to be involved in every grant.

That's actually what how we've started to talk about.

The more that the community can take on these projects, these initiatives, the better, because we would like it to be a spark point for the community become involved, engaged and organized to make change and allow everyone to thrive.

So I know that's a lot.

I just want to get through why those changes happened and then the new structure as well.

So as I shared, we then opened it up for applications for these new two new grant cycles, uh, or excuse me, buckets.

Um we had under the council goals 19 applicants, under social service, we had 13 applicants.

Uh one big change this year is we had a consistent scoring rubric for all these applications.

Um it was more than just what was the impact.

We really looked at the fiscal responsibility.

And when I say we, I actually mean the subcommittee, which was comprised of counselor Corgan, Counselor Afgan, Jamie Rye of the budget committee, and Rick Alderholm from also the budget committee.

And they looked at the scoring and they scored every single application across these six categories.

And um, for those categories, it was a high, medium, low with score with points assigned to those.

And and I I will let the counselor speak on how that experience went uh later on.

But really, we wanted to know more details in these applications.

So the application went from a one pager to now a five-pager with really more detailed information of what is the goal that or excuse me, what is the initiative, what are the goals, what are the metrics they're gonna be measuring success on, and then what is also the impact of the community, not only as a one-time project, but the lasting impact as well.

So, with that, once the scores were combined in total, they were also ranked, and then the committee had the opportunity to discuss um what what score or excuse me, um what levels of funding that they recommended.

And one thing I also would like to note this is the first year we're doing a rolling cycle.

So while we do have money set aside for this year being this the 30,000 for social service, 75 for council goals, we've a lot we are opening the application to be rolling into the spring.

And so the committee had to make the determination if they wanted to spend it all up front on the fall, or if they wanted to reserve some funding for the springtime to allow for more applications to come in, or for us to be able to say to a to an applicant, could you please come back with a revised application and invite that conversation to happen?

And so um I'm gonna briefly go over the two recommendations, and I think at that point we might want to open it up for discussion.

I'm looking at the mirror if that's a good idea.

Okay, perfect.

So the committee recommended three organizations to fund for this fall cycle.

Uh again, it's open.

We still have more money reserved for the spring, um, but that would be to the children's center, the friends of Lusher Farm, and the Clackamas Women's Services.

Uh in the council report, you'll see there was the full list of applications that were received under social services with awarding these three.

We have a remaining $9,014 for the springtime.

The second recommendation being the for city council goal grants.

Um, we had a total, as I shared, of 19 applications.

The committee had discussions on um not only the funding levels for this, but also um we'll get to maybe some adjustments to the criteria and what projects are allowed as well.

Uh the total that you see right here totals to, and I'm sorry, I'm shuffling my papers.

Um $61,731 with then remaining $13,268 and 30 cents for the springtime for review.

So those are the two recommendations from the subcommittee the grant subcommittee.

I can keep moving through.

Does anyone have any questions?

Any questions on this part?

We're gonna talk about this later.

We're gonna talk about it.

Yeah.

Okay.

Yeah, you keep going, we'll talk.

Um and so I can go over the programs considerations that we do have for future.

Uh so one thing I did want to note, and this was in the council report is we did have a few applications that had involved investment on private property after consideration and conversation with the committee.

Um we would we would propose that we exclude those types of projects, and that would be we would we would ask that that council considers that now before the spring review, and then the other two buckets would be for future grant cycles, being when I come back in the springtime thinking about how do we establish the city sponsorship for nonprofits and groups that we know are going to continue to return, and what is a mechanism that is not a part of this grant process.

Have we given out grants before on for uh improv investments on private property?

Yeah, we have with uh the neighborhood enhancement grants we had.

Right, actually, quite a few.

Because that would have been including um neighborhood association, or excuse me, the the kind of HOA properties, uh some of that shared property land, um properties also that had frontage, so was not the city responsibility, but the responsibility under code is that it's the property owner who's adjacent to there had been funding at times to that.

But what if what if the uh historic property that I don't know it's a different okay, yeah.

It does seem like um I'm I made my memories failing.

I I thought there was a time when because there were quite a few applications, not quite a few, but some, and it was kind of like for maintenance on HOA property, and it's kind of like well, you just gotta be maintaining your HLA property.

Down exactly.

Those ones you turn down, I think that you also drew the line about whether the property had public access or not.

I do think that you have funded some on private property, but they all had some element of public access to the property.

Yes, I I so I do think we've kind of been moving this direction of drawing a line around private property, because a lot of it there may have been some that were, but many it was just general maintenance uh count, yeah, council Afghan.

Uh in the team, uh we kept talking about this issue.

Uh we had the dialogue and debate.

The challenge is if a neighbor homeowner association comes forward and asks money for certain things that public has access to, but it's still private property, and they own the liability of it and the maintenance and all of that.

Is this does the city want to go into the business of taking care of those type of things?

So that was one of the things we kept talking about.

Well, this is a homeowner association accountability, but the public has access.

So how but we we went deeper than that, and we said at the time the homeowner association was put together, this was the agreement to have these type of things maintained for public access.

So it's it's not black and white, but uh we didn't think that the city wants to be in the business of improving private properties.

The other uh we had another applicants who wanted to take a uh uh area of a private property, one of the homeowner association area and turn it into a uh green space.

And we said, well, we're really funding improving somebody's property, but at the same time, this supports sort of the sustainability.

So where do we draw the line?

So it gets challenging with again going into a private property and improving it.

Right.

I think I would also add maybe in the past there was a we're not going to, but it was never explicit.

And I think what we're trying to get, and I don't I'm gonna speak from the staff perspective, that more clear we can be up front of what we're gonna fund and why, the better, because what ends up happening is these kind of gray areas, and and I really thank the committee of we tried this process.

We we went through every step to also find these pinch points because right now it doesn't explicitly say that, but we feel that it could create uh challenges in the future, and we're best to ex to say that up front and set the expectation so that it's not going back to this gray area, and depending on who's a committee member or staff is making these decisions, which then sets a precedent for some future project or a decision that needs to happen.

So um, I think that might have been at times maybe practice, but it hasn't been set in stone.

And I I think I'll just speak from a staff perspective, more clarity the better.

And I think that's what I I would like as well.

Okay.

Yeah, Councilor Corgan.

Yeah, I mean that's right.

The clarity up front, it's the c clarity is kindness up front.

We need to do that.

Yeah, and then the other thing that we bumped into were so we didn't get any applications that weren't really great projects and really helpful to our community, which makes it kind of a it's it's kind of a tough job.

But one of the things that we ran into that we I'm not quite sure how we should talk about this up front, but we have really well funded, well-running programs that came to us to ask for money, they had great projects, they did the right thing.

But as we're trying to sort through these things, we also recognize there were people who had no other form of support, in groups that had no other support.

So that was another another thing that we had, another thing that we had to shift through that wasn't exactly delineated in the rubric.

So I think that I don't know if that's something that we should talk about more as a group.

Okay.

So do you do we want to make a decision on this here today, or or I mean, does everyone feel or do you want it to come back with so the decision to uh may if if I may offer it?

Is the council I mean I the the direction of would you like to fund the levels that were outlined in the council report as the recommendations being social services and the council goals, those could be two separate decision points, and then if if those move forward, or if they do not, if there's a third channel of if you would like any changes in advance of spring time as well.

So I think those are the three decision points.

Oh, okay.

So on the criteria.

You are asking them to award grants today.

Correct, yes.

But these criteria for future, you'd like some direction today.

So how do you all feel about the private property question?

I'm I'm inclined to say no, no private property.

Yeah, I guess if if we had some examples, sometimes it's hard to all of a sudden you find out oh, yeah, they want to put uh they want some help for a playground that would service everybody on their private property in their well, it's private property, but it's also public use of everybody.

So I mean it's kind of like hmm, does that enhance the well?

I guess that's it seems like so.

If we say yes, but you're saying it's like yes, then with different criteria, and if we just say no, then it just no.

Right.

I'm all I'm saying is that I think we've been um advised, and and I get your thinking.

I I actually agree that we shouldn't be providing public funds for private property.

Um but I just want to make sure that we don't have uh any examples that really make sense.

And I don't know if we've I don't know if we fully exhausted that or not.

Um but um top of form, yeah, you can think about it, makes sense, but oftentimes the it's the details that you get into, and there may be examples that that might be part of that.

There may not be.

Um I tend to think that we shouldn't be providing homeowner uh associations with um, but let's let's just say they wanted to have a uh piece of I think we've done grants for um um pieces of art from the arts council that that they um arts council says you know we didn't vote on these, and so these art objects are available, and sometimes the neighborhood could come up with half the amount of a money, and they have applied for a grant and we've granted it in the past, so that they can we can keep the art object in Lake Us We go, and it's for the beauty of of everybody in the the city that drives by, um, even though it's on private land.

So that's that would be I guess uh an example of hmm, gosh, we could really help all kinds of organizations, including the artist and um you know, proposing.

We do host art on private property.

That seems like a different kind of situation here, though.

No, but uh well, you're saying though that it's sitting on no, I'm just saying that's an exception.

So yeah, that okay.

I'm kind of my question goes along the same line of counselor Wenlin is it's um an Evergreen, I think has you know, kind of you enter the neighborhood, they have their sign, and there's a piece of art, and that's the type of thing that I would like to continue, but I think it gets a little iffier when you're getting I would say maybe deeper into properties versus in the I think that one's on public property.

Is that on public then that I would want to make sure that we can still help them if they have a sign or want to do something like that, but otherwise I kind of lean towards I'm I think getting onto private property is yeah, as long as you feel comfortable that there's no exceptions to this, I'm I'm good.

Yeah, I I this wouldn't preclude neighborhoods from applying.

I know we've had joint neighborhood applications for art and yeah, yeah.

As long as we can keep that, I'm good.

Counselor Cornell.

I think the one you're thinking of maybe it was the project on Boons Ferry Road, which is a joint that was one for sure.

It was a joint between uh Lake Forest, Lake Grove, and Waluga, and that was placed on private on public property.

That was based on, yeah, we do have art on private.

I mean, I host a piece of art on private property, so right.

But I mean that's not a grant, it's just we we host them.

I think it's separate from giving, you know, improving.

Yeah.

Yeah.

I uh you brought up a good point.

And the two that we use the example on the homeowner associations and not neighborhood association, and these were specifically on private properties.

But I can also see uh counselor woodland's uh comment that sometimes maybe a homeowner association wants to do something that is great for the community.

How do we create that exemption?

Right now, maybe we take an action item and discuss it in the committee, but right now the the applications we've had there we didn't see any of those examples.

Okay, but oh yes, I think I might be able to provide some helpful information to council on um the points that councillor Wendland verdict and Afghan are raising.

Um the criteria are flexible.

So if you use general language as was used in the report about a general concept of we don't want to be funding public improvements, that's an elastic concept, so that as the committee members apply it, if you have something, for example, a homeowners association who says, I would like to host a an emergency preparedness kit, and it will be on private property, we'll house it there, but it will be available in an emergency.

If you as a committee member think, yes, we want to fund that, your question would be is locating a cash on private property a public improvement, right?

Similarly, let's say you have um a situation where we have a decommissioned piece of art that you all that the committee might want to have stay and be on private property, and a homeowners association said we'd like to have a grant for some amount of money um to purchase this art so it will remain in the city.

You as the as if you if your criteria was we don't generally want to be funding public, I mean uh public improvements to private property.

Your question would be is purchasing art and placing it on HOA property, is that a public improvement?

So I give you those examples, Counselor Wendlin, because you may not need to refer an action item to the subcommittee because the language itself, public improvement is elastic enough, it doesn't have a uh defined legal concept that when you're up against these potential edge cases that you still have some flexibility should you choose to award a grant, but the status quo and the signaling that your staff is asking for would be accomplished up front by saying, hey, in general, we do not fund um public improvements.

That's a enough of a concept that I think the messaging will come across while still giving you all flexibility and your criteria to fund edge cases that fit within your your vision for the program.

Okay, and does that provide the thank you?

So snacks, does that provide and would that provide the level of clarity that for the staff level?

I think so.

I think okay.

Hold on, everyone, counselor.

No, yeah, I might the only thing I want to add was saying, like when we take mountain park, is it a private or a public entity like the trails?

And if they want to improve those, is it on public land or private land?

That's private.

So if Mountain Park, they have trails that anyone can go walk.

I don't think they would say that no one from Evergreen can come walk on mountain park.

So if they want to do those trails and ask for improvement, what do you say?

Is it like, oh, we are not giving that because it's in your it's private property.

I yeah, like I I can go ahead and answer that.

I mean, I think that's a that's exactly the kind of situation where your criteria are not designed to exclude, right?

It's designed to balance.

And so you've given a challenging example.

Clearly, the trail is private property, but it's open to the public.

And so I would say again, you have enough flexibility in that criteria that arguably that would probably fall to a lower priority because it is funding something on private property.

The other criteria might boost it up a little bit, but it's not I I think having a more general criteria would not result in the uh unilateral exclusion of important projects like that.

You still would have the flexibility to consider them, but the truth is they probably would have much lower priority.

Yeah, good yeah.

Yeah, I think we kind of know what it's the maintenance projects, landscaping, you know, yeah, things like that that are yeah, and that is typically kind of what we would when we see those that we have excluded in the past, that's what they were.

Well, but uh okay.

So here's here's one.

I mean, we it's not part of the grant system, but um uh when we have an appeal process for something from the neighborhood association, we don't charge them for the appeal.

Correct.

So I mean uh to me, they're private, you know, if if they're appealing something that's happening within their homeowners association or within their um neighborhood, it could be anywhere.

We're well, right.

We've we've chosen that even though you're private citizens and you're protecting your private property and your private whatever, we're exempting you from um paying the fee.

So does that make sense?

I mean, I I yeah, all I'm saying is on that question because I think the next wave of reforms to land use are gonna relate to appeals.

Okay.

I would love to come back as opposed to bogging the grant conversation.

I'd love to come back to you on that question.

I just I'm just saying I think we need to be overview of everything that we look at as a city and not just so we get clear so we're clear and objective.

Yeah, that's a big word for the next few years.

So we're all on the same page that we're going um or we're gonna kind of draw the line on the private private public improvements on private property.

Yes.

Okay, knowing that there's some flexibility there.

You can do enhancements, you can't do improvements.

I mean, you get me exactly, Counselor Woodland.

You were appointed to the subcommittee.

Okay.

And then Ms.

Cecon, you were gonna there's another item on the on your kind of going forward list.

Oh, yes.

So some of our applications this round also so I the the two, this is not for this spring cycle, but it will be something that the committee and I will discuss for the next year will be um right now the criteria uh or eligibility, excuse me, is that an organization cannot get three consecutive years of funding.

And that was something that was considered in the springtime.

However, we don't have a mechanism to direct people elsewhere, meaning it once we've been funding these programs, if they say we'd like to do it again, is there an opportunity for city sponsorship?

So that is something that I'll be working on this spring, it's developing that because some of these ones that we are awarding this cycle, this will be their last year of funding.

And I think um I think we all recognize the importance of these programs and events, but what's the right level of sponsorship and investment from the city?

So I'll come back with an agreement um as a part of this update.

And then lastly, the other theme that came up in the applications this round also were duplicating efforts, and not in a bad way, but we have some events that are taking place that are community-led, but also city-led, that they're two different events, or they could be programs that the city is running, but we're getting um requests from funding to to support those programs from the city.

And so just having more alignment on that, and I'm not sure what that looks like yet, but it was uh the two two that uh two themes, if you will, or that we saw in the application pool.

Um so that's not a decision for today.

That's just flagging that there's still some some things we need to address.

So just in this cycle, yeah.

What if someone had received funding three years in a row, they were excluded.

We didn't have any for this one yet.

It's this going to be this next year.

Okay.

So will be some of them.

Okay, gotcha.

It's going forward during a row, because this is supposed to be getting helping folks one-time projects or getting off the ground, not sustained.

Exactly.

And that makes good sense.

And I do believe community partnerships are super important.

And if we don't have another mechanism to support them, whether it be financial or in-kind donation or staff time or promotion, it we start to lose that partnership.

And so I don't think we're ready to just shut the door and say no, but we don't have a mechanism yet to continue that partnership.

So that will be the city's sponsorship agreements, which is great.

Uh council wellness.

That's a really good subject to talk about because I think we've we have been funding a few things over the years for a long time, including the Clackmas Women's Shelter Program, which I think is issued to me.

That's a yeah, super high priority.

That's my opinion.

I don't care what you guys think, but um uh and and those are the types of organizations that rely on help from communities.

Um now a cultural fair or something else that I I know we've we've started some things which are wildly popular and very supportive in the community, so that's a really good question on how to do that.

Um I did want to, and I know this is future, but if we're supposed to be um uh voting on on the grants, there's just something, and this was my point.

Um, there's a couple things on on this list under the um the council goals, which I would say are not in alignment with uh the last bullet point, alignment with community and city efforts without duplicating.

Um it has to do with um LOSN uh with a $15,000 grant the Palisades Neighborhood Association with a $768 grant.

Um I guess they're duplicate.

I mean those are duplicative duplicative efforts that the city is already doing that we have in uh um and I'm not picking on them, I'm just doing um it seems like they're advertising and promotion oriented.

Um we spend a lot of money on public.

I mean, we have staff, we have all kinds of stuff, and and if you look at it, that's over a third of what your grants are in the total, and I just think from a perspective that just doesn't sit with me right.

Um not that they're going to say the messaging that's great or whatever, but we have mechanisms to um talk about both these subject matters um a lot, and and we plan to do that and so on, and for us to, you know, personally, I would rather I mean the the uh SNAP benefits are ending the end of October.

Personally, I'd write the 22,000 dollar check to um our food organizations because Oregon is going to be in some really hard times.

Um, and we already have these covered now.

Maybe there's something that they're doing special on these things.

The other thing that I have a problem with spending money on publicity-oriented um grants is that who controls a message with government money, it needs to be messaging that has to be approved by us.

Um, and and we're trying to get grants for people to go off and spend on their own.

And I don't control LOSN or the neighborhood association.

They could be saying things that are contradictory to what the city's saying.

I I I don't whereas if you have an event and it's all laid out, great.

If you have a um an organization that's been in business for 25 years or 50 years, that we know exactly what they're doing, and they have a great record.

I I'm I'm all over that.

That's that kind of check and balance system.

So that is um under the criteria when I read through your program and then I looked at things and I tried to match things up.

Um, that was something that just stuck out.

So not that they're not great organizations, but I think it it's misaligned with what our um what I see and what I've been accustomed to doing with the city grant is is uh um looking at specific things that we sponsor that we would not be doing ourselves.

So that's my point.

Um could we hear a little more about how the Palisades start with them neighborhoods, so like what is their kind of what is the the plan?

Um yes.

Uh so the duplicating efforts is not under the current criteria.

However, with those both those organizations, I did reach out to them to understand their plans more, knowing the timing matters.

So for example, Palisades and Neighborhood Association, their timeline and strategy was to start this fall and winter.

We aren't gonna have signs changed out yet.

And so I had a very good conversation with the vice chair about why uh the timing matters not only for implementation from the city, but it'd be confusing to have a campaign going on before the Palisades street signs change because you can't enforce something that hasn't yet changed.

It's a really good conversation.

Um for that very reason.

But based off the criteria we have today, there in I know for the committee evaluating, there wasn't something that said do not duplicate efforts.

That's a low score.

What it did say was does it elevate and enhance council goals, which that is a council goal as well as LSN.

And so I think I think there's an element of trusting the process for this one and letting it live through so we learn, but that future improvement for or excuse me, improvement for the future is actually maybe not allowing those things to happen because it does create difficulty, not only from staff coordination, but also it does get confusing if the city is saying something and an organization is some saying something differently.

And so I can speak for at least Palisades, they're going to work with us on this.

It will be in sync with the city's messages and with the timing that makes sense.

Um and then I will have you having they're doing differently than what the city is doing for all the neighborhoods.

Uh that is it is it is more hyper focused.

So the idea is that it will be videos, and and I can send you the application because I recognize I didn't attach all applications.

Um they're gonna do videos, which are gonna be their neighborhood uh members speaking to their neighborhood, it's gonna be on their newsletter, it's gonna be on their social media.

So it's creating content, but it's with uh local being their community voice and their neighborhood voice.

I do think there is some um it is uh tricky with them.

I mean, the if these goals are focused on council goals, there's always going to be some element, of course, that's just naturally obviously they are things that the city is working on.

So um, and it is helpful in some cases having community efforts that are aligned with the the council goal and helping um helping to just um uh kind of expand upon it and and and reach people in uh uh a way maybe the city can't.

So I do think that's definitely the case.

We wouldn't want to be, for instance, if the city is sending out something and the plan for the grant is just to also send something out.

It's like, well, I mean, those are just the same thing, you know.

But if it's something that the city isn't going to do, then I do think it can be very um it can be very effective.

Um I I am, you know, we are, especially in regards to so with regards to the Palisades Neighborhood Association, I kind of less because that is different, and it does sound like you're in alignment with them.

On LOSN, I there's kind of like two concerns.

One is the messaging is important because I think they have been doing a really good job educating people about electrification, which is great.

That is a goal, that is something everyone is on board with.

Um, but we aren't to the place yet where we have implemented any kind of regulatory action.

So I would want to make sure that they are definitely not ahead of the city on.

I think that needs to be very explicit, you know.

Um, and I'm also very concerned just about so half of their grant is just to do a mailer.

And if the city does do anything, right?

That's we do a lot of money, but the other half is for doing other things that I think are really beneficial and engaging with the community that the city isn't doing.

So I would kind of propose that maybe we we have, which then puts their grant aligned really almost identically with the Palisades neighborhood in amount.

Um, if everyone was on on board with that.

Because the mailers are really, I mean, we all know from campaigning that they're very expensive and they pretty much end up mailbox to bin.

The mailbox to bin.

I literally take mine out of the mailbox and put them in a bin.

Normally at night.

So I'm not even really looking at that.

Um I know it's harsh.

It's harsh.

I don't even want to bring them in the house because then they're never leaving.

You know, never leave.

Um it's good.

I will add that the committee did discuss kind of the sustainability methods of mailers and what we're trying to achieve.

Um, with some of these, because there was some side conversations.

Uh, I will be not only sending the award letters, but having follow-up for those two organizations specifically, which was a direction from the subcommittee.

And so it's not to say it's a condition of approval.

We are the if the if the council approves and recommends the levels that are uh shown, there will be a little bit more engagement than just an award letter for those two specifically.

Okay.

And and I mean, the council can change the grant amounts at the in this meeting if they want.

Excuse me.

Yes, of course.

I was not you are more than entitled to do that.

I wasn't saying that.

I the there will be side conversations and the committee asked for those conversations to also occur.

And I do think and and uh mailing out uh like within Hello L O.

I mean, we do put out information on electrification already.

So that I think to Councillor Windman's point, which is a really good one.

I mean, that is like a a direct alignment with something the city is kind of already um doing.

Uh Councilor Afgan.

Uh thank you, Mr.

Mayor.

One of the things we're trying to accomplish is uh level setting.

So this is the first year.

And uh we put the criteria together, and this is what bubbles up, right?

So I think these are the lessons learned that we're learning also for the next cycle.

So one of the things that we would need to build into the process is that nobody gets in ahead of the city in case if the city has certain things to decide.

So for example, the gas-powered uh tools, we haven't made a decision, so there shouldn't be any campaigning.

So we're gonna have to build that into the process.

So thumbs up.

Uh we agree with you.

And uh we think cutting it in 50% and putting that campaigning for a later time if we go that direction makes sense.

So my suggestion would be to cut that in half.

Okay.

I want to thank you two as well in the two budget compared for all the work you did on this.

You had a ton of applications to go through, and I know a lot of us have sat through this process, and it is challenging.

All of the community members who apply for these grants and organizations put a lot of creative thought into them, a lot of time into them, which we really appreciate.

And everyone has a goal of making the community better.

So obviously there's no bad applications, which makes it very challenging uh to make these decisions, but maybe um we can um uh uh as if we reduce the one, the uh LOSN grant.

I just want to call there are two, actually, they were kind of just at the bottom of the of the cutoff, if you will.

The Friends of Springbrook Park uh grant to do that sign at the entry to Wembley Park helping to celebrate the 50th anniversary of the park and um the Lakewood Center's uh proposal for that young playwrights program, which I think is these are two really good organizations that have done really good uh work and these seem like two projects we could add into the pot since we're reducing if everyone feel about that.

I'm good with that.

Okay with that.

That sounds good.

Yeah, so could you do me a favor and put that in the form of a motion?

No, yes, yes.

Is it well?

I want is there any other any other amendments?

Sorry, I didn't mean to get ahead of you.

And then Ms.

O Snack and I were just talking about procedure.

Oh, yes, yes.

Well I I wanted to make one more comment about LOSENT.

They were also going to get a message that you're in the sustainability business, so sending out uh flyers, this would be your last time that we will support it because the whatever you do has to be in support of the sustainability.

So that message was also going that direction.

I want it to be clear that the uh committees, the subcommittee had all of those discussions.

Okay, well, I'll make a motion that we approve resolution 25-48 with the following amendments.

Um change the award amount for the Lake Australio Sustainability Network to 7500 dollars.

Um and make clear that that's that's to reduce the mailer.

Um, and then to uh add to the awarded column the um friends of Springbrook Park and um Lakewood Center for the Arts uh proposals that they're full grant amounts of for Friends of Springbrook Park 43, 125 dollars and five thousand dollars for Lakewood.

Second, thanks, Councilwoman.

Okay.

Can I have a point of a point of order?

Is that a horrible motion?

Um I'm I'm looking at city recorder Hawkins.

Um this is one of those situations where um even though it is a very simple amendment, the way that we drafted the resolution was quite precise with dollar amounts.

And so uh we have the numbers, I can just add them.

So could we um take a break?

Yeah, could we table this?

We table this until later in the meeting, and we'll come back when we'll come back to an amended resolution that you guys can vote on.

Yes, do we have to vote on the quedas table?

Yeah, uh yeah, you don't please don't vote on tabling.

Okay, tabling is bad, but just postpone this item until later in the meeting.

So we're gonna we're gonna put up we're gonna put a pen in it.

Okay, perfect.

Perfect procedural.

Thank you.

Good conversation.

And while we're working on that, we're gonna move to our public hearing.

And thank you.

Thank you.

Stacy good job.

Thank you.

I'm gonna go do that now.

We have a public hearing uh tonight on resolution 25 47.

This relates to special procurement of professional services for the McEwen Road Sidewalk project.

We have senior associate engineer Zach Spruel, an assistant city engineer Mort Anushravani here to talk to us about this.

Good afternoon to you both.

Thank you very much, Mr.

Mayor and uh and the commissioner.

This is my first council presentation.

Hopefully, it won't be last.

Uh we always give you three tries.

So good.

I'm a soccer fan and a baseball fan.

So I appreciate that.

Um, we are here before you ask uh for a special uh procurement process for a project that was approved by the council and it was um it was identified as a priority work, which is uh which is done with partnership with the school district, is extending and building uh sidewalks in Macon uh street.

And we have an IGA with them and they have taken the design to a certain point, and they have been turned over to us, and we need to move them forward.

So we need your approval, basically sole sourcing with the KPF, and my colleague Zach is gonna go through the background and give information and the cost simplification and also the scheduling for it.

Okay, and we'll be glad to ask any questions you have.

Thank you for thank you for that introduction.

Right before we get into the full staff report, I'll ask Ms.

Osnag just to review the hearing uh procedures for us.

Sure, thank you, Mayor Buck, members of council.

Now is the time set for uh a public hearing on resolution 2547.

This is a public uh contracting policy decision, which is soundly within your discretion.

Um, although it is discretionary, it's also needs to comply with state contracting law, state administrative rules, and our own local contracting code, and the council report sets out clearly that uh this special procurement does meet those, and it also has some attached findings that explain to you all and the public why it is that a uh exemption from the procurement code is warranted for this project.

Uh the public hearing process will begin with a presentation by staff as just described.

Testimony will then be received from the public for up for five minutes.

The time limits will not include time taken up by questions from council or responses to such questions.

Uh other groups, homeowners associations will have 10 minutes as set forth in the agenda.

At this point, I'll ask the standard uh question if there are any financial conflicts of interest for any counselors as to this item, and I'll wait briefly.

No hearing none.

Uh we are ready for the staff report and uh and any testimony from the public.

Thank you.

Okay, thanks, Ms.

O'Snack.

Okay, Mrs.

Sprell, take it away.

Thank you so much.

Uh, mayor and city council members.

Um, today uh more as he previously mentioned, we're entering into a request for special procurement for the McEwen Road Sidewalk project, which includes associated stormwater management facilities, so there would be planters and plantings for collection of rainfall and runoff uh coming from the sidewalk in the street.

And Zach, pull that microphone right up next to your face.

Yep.

So for this project, uh we would be uh partnering potentially with KPFF consulting engineers.

They were the design consultant and engineer of record for the original project through the school district, and uh as far as their ability to perform on this project, they being a designer of record, they they have all the data that was previously collected and analyzed in support of this project, including the stormwater management drainage reports.

And so for this situation, we're kind of looking at this as as far as like a project overview map.

Uh the project's improvements generally occur on the north shoulder of McEwen Road between Southwest 65th Avenue and Southwest Christie Way North Intersection, and it's there they would be located between the edge of asphalt pavement and the property boundary line.

And as you can see, there's uh a complex web of jurisdictions, but Clackamas County has transferred road authority and maintenance operations responsibilities to the city.

So why special procurement?

Well, in this circumstance, we uh basically are assuming uh a follow-on contract, which would be considered logical for these purposes.

And when the school district initially initiated a contract, they went through a non-competitive procurement process.

Um, if we were going through the standard procedures through the OARs, we wouldn't be able to go back to KPFF because it was a non-competitive process.

And so that's part of the reason why we would want to go through this special procurement because they retain all of the prior knowledge and experience with this project, and they would present continuity uh with the remaining design services to be completed.

And then also they with a standard procurement process, we would have to go through a basically a competitive solicitation process and invite multiple engineering companies, which has its advantages and disadvantages.

It would extend the schedule and delay the schedule up to two months, and then there could potentially be increased costs realized because any new design consultant would have to basically assume ownership of the original design that was prepared.

So this kind of highlights these ball points highlight basically we would have additional time required, additional resources.

Uh there may be some value in having an alternative firm brought on board, but there would also be inefficiencies involved with that.

And then it would also be dis difficult to show the KPFF would not be the most qualified to finish the design.

For next steps, we would look to basically finish the remaining design services.

So right now we have a permit permit set of plans, which are basically similar to a 90% submittal.

Uh KPFF would advance those plans to final completion or final construction documents, and then we would also finish our public outreach efforts uh within the neighborhood by early 2026.

We would start the bidding process in the spring of 2026, and we would go to construction construction completion by the end of August 2026.

Okay.

Any questions?

Okay.

Thank you very much.

Any questions?

Yes, I uh council member.

Yeah.

Can you I know that if we call as a firm to do it, you say that it may be more expensive.

How do we know that?

Do we are we sure that um we know that because there would be time required where the new consultant brought on board, they would have to receive the data and analyses that were performed performed by KPFF initially, they'd have to study that information.

They'd also have to do their own kind of follow-up verification and validation of the information that was collected.

They wouldn't be able to simply assume the drawings as they were presented to them.

They would have to actually verify and validate all of that additional information.

So we know there will be a different additional hours dedicated to those activities where KPFF could go move into the design completion right off the bat and quickly move through those design documents and preparations.

What if they come in and say we can do it for 100,000?

I don't think so.

I don't think they will.

Um, it's set in the okay.

Maybe I can take a crack at responding.

Uh that's a very good question.

You know, how do we know that?

You know, besides the experience, and we know what we are being charged by our consultant, quite frankly.

The other thing is the point is KPFF has prepared these plans and specifications.

I they own and they have confidence in those plans and specifications, and they can finish it for this much, we think.

But if you were to bring a new engineering firm, they have to do a lot of due diligence in addition to finishing the remaining work.

So that's the reason.

So it's not just like a Lego said that you can just add on to it.

They have to go back and verify the information.

Thank you.

Thank you.

Yeah.

Okay.

Thank you, gentlemen.

All right, we'll go ahead and open the uh public hearing.

I do not think that we have anyone here.

Is anyone here like to testify?

No, okay.

Then we're gonna close the public hearing and we'll entertain a motion on resolution 25-47.

Yes.

Uh move to adopt resolution 2547.

Second.

All right, is there any discussion?

Okay, all those in favor say aye.

Aye.

Any opposed?

All right, motion passes six to zero.

Thank you both very much, Direct Rooney.

Thank you.

This exciting project.

Great job.

You'll be back.

Both of you should we we'll move into uh uh kind of updates?

Okay.

All right, information from council.

Does anyone have any updates?

Oh, I have an update.

Counselor Bruce.

Oh, it's office show.

The first one to use the playground at the is a counselor.

And it will remain in history.

Someone went through the slide.

Was a counselor.

And didn't get stuck.

Yes.

There's three lawsuits that are coming with little children that have black spheres.

So it was the best.

Honestly, it's a thank you approximately case.

And then everyone who was involved in that project.

I was so happy.

Because the kids like even when we were talking new, they would, I'm sure they couldn't say, yes, finish talking.

We want to go on.

Very polite.

They were very polite.

And it was, I was it made my heart very happy.

Honestly.

And it made me play a nice game afterwards.

No, you heard.

Not yet, but that's so good.

That was it was a great event.

It was really great job to the party.

There's a lot of way more people than I thought.

Tons.

I mean, that was a lot of people.

So kids.

Yeah, it's great.

It was a lot of fun.

And that uh contest, the skate park, it's very impressive.

Yes.

Yeah, just gave up these one.

Do you any updates, Counselor?

Uh sure.

Uh Councillor Wetland and I uh attended the Lake Haswegoogle Tiger Water Partnership.

Everything is going well.

The team is doing great job.

The costs are staying flat, and the production is doing good.

And a big shout out to the operation teams that is doing the uh water station.

Thank you.

Thank you.

Um I guess I could talk a little bit about what's going on at the uh at the what we've been talking about, countywide, region wide.

Um Metro's done this, I've talked about this before this regional housing coordination work, and they're getting ready to adopt the strategy.

The number one action is to accelerate housing production.

Really?

Yeah.

It's good.

We we accelerate housing production.

Yeah, you know, it's good.

A couple years on it, you know.

Okay.

Um they uh have I mean they are looking at one of the things that's coming out of it is assessing the feasibility for a new metro housing bond.

So that was something I'm um but I will say like the housing, like here, you know, we had the question, you know uh we are spending so much time on this kind of on apparently revising our code so that we can accelerate housing production when we have a project down here at Foothills that is gonna be years out because we don't have the resources because we're doing the other things to accelerate housing production.

So some of it seems a little, you know, and I bring that up at the at the meetings.

I mean, it's a little like okay, you know, I mean, we're not doing any of the yeah, exactly.

Um the uh but part of their coordination strategy is to provide resources, and of course the city is taking advantage of a lot of the grants and stuff to to do work, but sometimes it seems like we have these.

I mean, here's what we could be doing.

We could be doing it and producing the units instead.

We're off doing other theoretical things.

Um they also have uh uh they can commission this cooling corridors study, which produced not surprisingly, uh kind of a look through the region at and it wasn't, I don't know why they called it corridors because they really were just looking region wide at where um there are areas of um you know where there's a lot of heat in and it it really overlays kind of with the socioeconomics of the area.

So you know, Southwest Portland stuff, obviously a huge treat.

We have we have the biggest tree canopy, you know, and things so uh but other areas very minimal, it gets very, very hot.

And so again, coming up with strat this is at the metro level with strategies, um, you know, like planting trees and stuff.

I have a hard time wondering why why they do this when I mean it'd be like the city of Portland or you know, the city of Gladstone say what whatever it would be.

Um, but anyway, the whole study on that.

Um they want to raise awareness about extreme heat events and associated heat risks and connect with public agencies, community groups, etc.

Um and uh and then uh trimet has been out as well.

Um they are having to uh make adjustments to their um routes and things well, they're in the process of doing that, so they're starting to engage the public given their budget shortfall and rising um costs.

Um and um, you know, after the pandemic, they came out with this kind of forward forward together 2.0, I think it was called, and it was supposed to respond to some of these changes from the pandemic, but you know, um, I don't know how well it it really did that.

And you know, I have been uh uh kind of advocating for not just a well, how can we trim this in this, but like a plan, a new plan because the writership is not coming back.

So instead of just well, let's trim this and it's like what's the plan for like given the current conditions, and it's tricky, it's not anything they're doing wrong.

They just don't have they don't have all the riders going to a central place like they did before.

And that makes it very difficult to run a transit agency.

So the the difficulties are having a really understandable, but at the same point, we gotta you know figure something out because it's not really uh it's it's not sustainable.

Yeah.

So but they're out engaging on that.

Um and um yeah, that's kind of where things are at the region wide table.

Can I ask you a question on region wide?

Uh-huh.

Did um we had um I forgot his name, the gentleman who's the executive director of Hacienda.

Yeah, oh, Ernesto.

Right.

So yeah.

Um has anything happened with his request on making sure that we get the right population in.

Oh, yeah.

Yeah, yes, uh, there was um there was communication.

Yes, good question.

And we actually had the groundbreaking, uh Hacienda was a groundbreaking last week.

Last week, yeah.

Um, which is great.

Um, and uh it's exciting to see things happening on that on the on that property now.

Um and um, yes, so there was kind of an agreement reached with the uh county within the within the the little kind of legal confines of the uh program through which the project is financed.

Um that and I'll say in general, I it seems to me that there have been like lessons learned through this so far, and we've seen big changes in housing throughout the region, you know, because of it.

So it does seem like the message is getting across and there's been more thought into placements and services.

Are they gonna make sure like there's like for example a mentor institution and the housing?

Yeah.

And the big thing is Hacienda is you know the top of it.

They expanded.

Okay, yeah.

I just want to make sure they're successful because if we have if we have what happened over at Merrillhurst.

Over here, that will be the last project that we will ever see in a city again.

Um, and so I hope the agreements are policy versus just okay.

Well, we'll try.

We'll try and take care of you today.

But uh my real concern is um to Miss point, provide the facilities for the people that need the help.

And put it to the right resources.

Yes.

It's not brain surgery, folks.

That is the other, so um Metro has brought in, you know, we talked a lot.

There was there were groups of us getting together to to discuss supportive housing services, and um where that is now is Metro has engaged with uh an outside firm that kind of specializes in this topic, and they are now engaged um going to look at our system here and kind of come back with recommendations.

So I'm hoping again, we don't need to reinvent the wheel.

Other cities, they say it's complicated because we have three all these different layers of government here.

Um I the right solution is the right solution no matter where you're at.

Yes, I mean, then we need to cut, yeah, it's yeah, maybe the three kind of county approach is not the best approach, you know.

I mean, yeah, I know, but that is that's what the three counties wanted.

We got into it.

Um, do the zoo, that's what they're good at.

Maybe it's investing.

I have a couple of things.

First, since Erica is here, I just want to do a shout out to engineering for the uh meadow lark and treetop sidewalks, which are almost done after the Risik Park groundbreaking.

I rode my bike uh up that steep hill, which I'd forgotten was so steep.

They usually do it in my car.

And I'm very impressed.

And uh particularly on tree top, I think it'll make a huge difference to the folks who are traveling to the high school on foot.

So thank you so much.

Now I also think next complaint will be about reef paving tree top, because when we were we move the center line of the road, and when you take the plastic stuff up, it's it's not pretty.

Um second, I just wanted to let you all know the mayor and I are gonna join uh folks from UDP and folks at Clackness County tomorrow uh to talk to them about uh uh to encourage the county to uh enact the ordinance that allows them to have CPACE, which is the conservation-oriented investment and hospitality projects that has to be administered to the county.

So if you hear about that, um that's what the conversation is gonna be about.

And then last but not least, on Friday I leave for the International City County Managers Association conference that runs through Wednesday of next week, and then I'm taking a few days off afterwards because I'll be near the Caribbean.

Um Megan will be pro Tim.

When is it?

It's in Tampa.

It's fine, Tampa's fine.

It's fine.

Okay.

But I'm not gonna stay there after the conference is over.

So anyway.

Okay, that's great.

Thank you.

I think Madison and the city attorney are almost ready for you so that you can take this action.

Okay.

I'm gonna let Ms.

Osenek.

So do we just have a new resolution?

You have an amended resolution.

Uh it's really Martha.

It's uh gosh.

They're flying off together now.

Yeah.

Ms.

Hawkins, have you been messing with our money?

Um, so uh it's really a lot of uh technical procedure, but it's not a big thing.

So Mayor Buck, if you can reopen the deliberations on resolution 2548, we'll have Ms.

Thesing come up.

She's going to generally describe the amendments.

Then I'd like you, and I'll give you this to ask for a motion from one of your colleagues to amend resolution 2548 as presented in the meeting.

Okay.

And then mayor, I'd like for you to ask for a motion to adopt the amended resolution.

Thank you.

Okay, so we're gonna reopen deliberations on resolution 25-48, and Miss Thesean.

Go ahead and describe.

Yes, thank you, Mayor, City Council.

Thank you for having me back.

Thank you.

Um, I am uh offering a an amendment to resolution 2548.

Uh the first touches on or excuse me.

Um there are two buckets that we are are proposing for approval.

One being the social services grant amounts as recommended from the subcommittee, which is the awarded amount of 20,986.

That was not changed through the discussion.

The second item is the council goal grants, which was discussed and deliberated by council.

The changes that are going to be presented are reducing the sustainability net Lake Osbigo sustainability network from five 15,000 to 700, 500, uh 7,500, as well as approving and awarding money to Friends of Springbrook Park for $4,325 and Lakewood Center for the Arts for $5,000.

This is a total of $63,556 and 70 cents.

Okay.

Thank you.

So uh would someone like to make a motion to amend resolution 25-48 as presented by Miss Thusing.

I move to amend resolution 2548 as presented by Ms.

Thiecing.

Second.

All right, motion's been made by Councillor Corgan and seconded by Councillor Verdick.

Any discussion?

Okay, all those in favor say aye.

Aye.

Any opposed?

Okay, that motion passes 6-0.

And then would someone like to make an emotion to adopt the amended resolution 25-48?

I move to adopt the amended resolution 2540.

48.

Second.

Okay.

Motion was made by councilor verdict and seconded by Councillor Corrigan.

Any discussion?

All those in favor say aye.

Aye.

All right, any opposed?

Okay, motion passes 6-0.

Okay.

Thank you very much.

So thanks for having me.

What are we going to say?

The next phase of this this year on the grants?

Yes.

In spring.

End of spring or spring.

We will be coming back in springtime.

The applications are currently open.

They will have the closing review in ending of February.

The count the subcommittee will meet in March, and so hopefully shortly thereafter.

And then all reports and one thing I should note the grants are now reimbursement.

They're not getting the money up front.

And so we will have all reimbursements fulfilled and final reports by the ending of June.

And so I can also come back with a final report if you'd like that.

No, I was asking about the changes that you said we needed to help put input to.

Oh, excuse me, like the agreement.

Right.

We'll do that at that springtime once we close out this whole year before the new July one opens.

Will you make the private property adjustment prior to that?

That is correct.

It's the sponsorship.

Okay.

Thank you.

So we are looking at the sponsorship.

We will need to, yes.

Yeah.

Would be great.

Yeah, yeah.

Okay.

And could we also have the or on the topic the you know, um, we had talked in the past about we we have the Asian American Psych File under Heritage Month celebration that the city puts on, and then we have this the thing that we funded this end in past years for the Asian American Student Union at LOHS at LOHS, I believe, yeah.

Yes.

And they put on a nice big event as well, but it's very much similar events, same um vendors, etc.

And we were hoping for some kind of a collaboration with those two events, or you know, the city could support what the students are doing.

Yes.

So that would be a part of that conversation of not duplicating.

And if we are either choosing not to fund, is there something we could offer in lieu of?

Or are we asking for combining?

So that that is where that's kind of that like if it's not this, is there something else?

Because we know like how much work the city puts in to putting on the events, and we can leverage like we do with Pride and LO for Love, where they really do pretty much everything, and here are the students.

I mean, they and through kind of iterations of students because they've all gone to the original ones off to college, and now it's been passed out.

They've done a great job carrying on.

That's I would assume great for the team because it's one less thing they have to do.

Yeah, so uh you know, I don't work on events.

What I would say is coming back in the spring, I would I would love to be able to maybe bring that staff the staff member as well and have those decisions discussed, and maybe it is a time to discuss community events as it relates to that duplicating efforts.

And I can't speak on that, but I'd be happy to make sure that when we do have that discussion, we do have the right staff member as well.

Right.

And maybe if I don't know if you're I just suggest that we collaborate with the DEI advisory board and uh also maybe the Parks and Rec Advisory Board as well when we do I uh probably not be as concerned as the DEI advisory board, but I it seems like we need to make sure we get clear feedback from them.

Yeah, that would be okay.

I I agree with you that it's confusing to the community to offer big very similar events.

Yeah, we're we're not trying the goal isn't to reduce no, in fact, it may be to enhance and and celebrate the a single event as opposed to duplicate events.

Yeah, especially in leveraging community efforts, you believe.

Okay, thank you.

That'll be that question.

It will be I'll bring that all back before the new cycle in July.

Thank you.

Thank you.

Now we are um going to move into executive uh session uh for the remainder of the meeting, and I'll ask uh Ms.

O'Snack to please review the guidelines with us.

Thank you, Mayor Buck.

Members of council of the Lake Oswego City Council will now meet in executive session for the purpose of conducting deliberations with persons designated by the governing body to negotiate real property transactions to consider information or records that are exempt by law from public inspection, and to consult with me, your counsel concerning the legal rights and duties of this public public body with regard to current litigation or litigation likely to be filed.

Representatives of the news media and designated staff shall be allowed to attend the executive session.

Representatives of the news media are specifically directed not to report on any of the deliberations during the executive session, except to state the general subject of the session, as I just previously announced.

No decision may be made in executive deliver in executive session, but deliberations will occur at the end of the executive session.

We will adjourn.

Okay, thank you very much.

Right.

This will conclude the uh the broadcast uh portion of the meeting.

We are going to uh recess and then we'll reconvene in the side room.