West Linn Budget Committee Meeting – May 27, 2025

The West Linn Budget Committee met on Tuesday, May 27, 2025, at 6:15 p.m. in a hybrid format to review the proposed Biennial Budget for FY 2026-2027. The meeting included the election of committee officers, public testimony, the City Manager’s budget message, and presentations from most city departments. Discussion of the Non-Departmental budget – which includes requests from community organizations – was deferred to the next meeting on May 29, 2025.

Consent Calendar

• The agenda was approved unanimously by roll call vote (10–0).
• Richard Larson was elected Chair and Brian Beadle Vice-Chair of the Budget Committee (unanimous).

Public Comments & Testimony

• Brad Holquist, President of Historic Willamette Main Street (HWMS), thanked the committee for past support and requested increased funding – a higher amount than previously requested – noting that the request is not in the current budget draft. He emphasized HWMS’s contributions to economic activity and community identity.
• Rebecca Hollandbeck, Executive Director of HWMS, asked the committee to consider increasing the proposed $40,000/year to $70,000/year. She clarified that city support comprised only 29% of HWMS’s total income last year, and that they have increased donors by 100% and sponsors by 75% since the last budget cycle. The funding is tied to Oregon Main Street and Main Street America accreditation requirements (full-time director, physical office, continuing education). She noted rising costs for insurance, supplies, and services.
• Ruth Alper (name misstated as “Ruth Offer”), Treasurer of HWMS, stated that if funding is not increased, the organization would have to cut salaries and programs. She explained that HWMS is now a fully accredited Main Street program and requires salary support for the executive director, market manager, and program assistant.
• Robin May, owner of World Heart’s Fair Trade Retail Shop in Willamette, urged the committee to increase funding, noting the proposed amount is less than the previous two-year allocation. She described HWMS’s role in driving foot traffic and tourism and expressed concern that without adequate support the local business economy would decline. She serves as a board member and volunteer for HWMS.
• The Mayor thanked the HWMS representatives and noted their request is on the agenda under Non-Departmental (Item 6.j).

Discussion Items

1. City Manager’s Budget Message (John Williams)

• Williams emphasized the budget’s transparency and its 100% public nature. Key themes: flat revenues, rising costs (liability insurance up 15%, power costs up 18%), and the city’s limited property tax base (only 13 cents per dollar goes to the city). West Linn’s tax base is overwhelmingly residential, with very little commercial/industrial compared to peers. The city has fewer employees per capita than peer cities. A five-year forecast projects a significant deficit in the next biennium.
• The budget consolidates library, parks, planning, and public safety funds into the General Fund to simplify presentation. The document shows these both as separate historical funds and as part of the General Fund. Dedicated revenues (e.g., county library funds) are still shown as used for those purposes.
• Personnel: 140 employees, 1.6 additional FTEs proposed, mostly in enterprise funds (one new admin assistant in building/planning/engineering, 25% general fund). A list of unmet needs is being developed.
• Major capital: the city operations facility (largest project ever), I-205 water line, annual road program, water line replacement, pedestrian safety. Capital budget is mostly maintain-and-repair.

2. Personnel Services – All Funds

• Presented by City Manager Williams. The organizational chart and staffing numbers were reviewed. The city has 140 employees; the 1.6 additional FTEs are highlighted. A comparison chart shows West Linn’s staffing per capita is lower than peers (e.g., Lake Oswego has 15 planners, West Linn has 4).

3. City Attorney, City Council & City Management

• City Attorney Kayleigh Klein (in-house since September 2024) described building the legal department, with outside counsel Barry Elsner & Hammond (rates $285–$325/hour). The budget balances primarily because she has not yet hired a second attorney; she is recruiting an “honors attorney.” The Oppenlander field matter continues to drive legal costs. Professional and technical services will decline once that matter resolves.
• City Council Budget: Stipends funded per voter approval; contract lobbyist now fully in this budget; travel/training set at $3,000 per council member per year.
• City Management Budget: Includes DEI programming (co-sponsorship, contractor) and $60,000 to update the city’s Emergency Operations Plan (almost 10 years old, needed for federal fund eligibility).

4. Economic Development, Planning & Building

• Williams presented, as he also serves as interim Community Development Director. A new full-time Community Development Director is being hired (90% general fund, 10% building fund) to provide dedicated leadership to planning, building, and economic development. The position is “cost neutral” by repurposing existing resources.
• Building Department: An additional admin assistant is proposed (50% building, 25% engineering, 25% planning) to handle counter work and free up inspectors. Revenues are solid.
• Planning Department: Now in the General Fund (salmon-colored rows show the former planning fund). Professional/technical services include funding for Vision 43 and waterfront implementation ($100,000 each over two years) and $50,000 for other long-range planning (e.g., tree code update).

5. Human Resources

• Deputy City Manager/HR Director Alyssa Presson presented. The department has 2.55 FTEs. The budget includes modest increases for a new HRIS system (NeoGov) – modules being added for core HR, training, time/attendance, payroll, performance, and digital forms. Collective bargaining with police officer and sergeant unions begins next week (GCPOA). AFSME contract is in year two of three. Professional services include a benefits broker, COBRA/ unemployment administration, and labor law representation.

6. Finance & Municipal Court

• Finance Director Lauren Breithaupt presented. Finance is fully staffed; the main cost driver is the external audit (contract expiring, new RFP forthcoming). Other items: bond counsel, arbitrage consultant, investment advisor, and NeoGov payroll conversion ($60,000 next year).
• Municipal Court: Budget flat; professional services (public defenders, interpreters, witnesses, pro tem judges) are conservatively budgeted based on case volume. Fines and forfeitures revenue (~$250,000/year) is recorded in General Fund.
• Committee Member Brian Beadle asked about benefit costs relative to salaries; Breithaupt explained that PERS (~30%), health insurance, dental, life/disability are major components.
• Councillor Farber praised the budget presentation and the consolidation of funds; she noted a structural imbalance coming in future years.

7. Information Technology

• IT Manager Sean Shimomoto (new in role) presented. The department has 3 FTEs. Budget decreases in some lines due to a vacant position (his former role). Increased costs for new hardware (workstations, network switches), security/data governance, multi-factor authentication, a new police evidence system, and website modernization. Managed services (e.g., RSM) monitor network and firewalls overnight, crucial for police dispatch. Increased security costs are tied to new project maintenance agreements. No current investigation into self-hosting data storage, but under consideration.

8. Public Safety

• Acting Chief Otis Rollins presented. The West Linn Police Department is fully staffed (34 public safety employees, sworn and non-sworn – 1.05 officers per 1,000 residents – lowest in the metro area). In 2024, officers responded to 11,871 calls for service, including 2,986 traffic stops and 1,656 citations. Average response time to priority 1 & 2 calls was 8 minutes 48 seconds; target is 6 minutes. Daily minimum shift is one sergeant and two officers (sometimes two officers overnight).
• Rising costs: Tasers (triple over five years), body cameras (12% increase), vehicle upfitting ($15,000 to $25,000), new evidence software, and fume hood for narcotics testing. Behavioral health unit (BHU) specialist Amber Hambrick is shared with Lake Oswego; she has provided 80+ hours of CIT training. Drone program started with one drone and one pilot; plans to expand. Exploring automatic license plate recognition (ALPR) – no current funding. Traffic enforcement grant funds from ODOT are not fully used due to staffing limitations.
• Needs identified by Acting Chief: additional code enforcement officer (one currently for entire city), another traffic officer, replacement of a second captain, and additional patrol officers to allow proactive policing and reduce response times.
• Council President Baumgartner asked for data on unmet needs; Rollins provided examples like dedicated teams for vehicle break-in hot spots.

9. Library

• Library Director Doug (with Assistant Director Sarah Flatman and Library Manager Rebecca Mare) presented. The library is open 58 hours per week, seven days a week. It hosts 454 programs per year, has a circulating collection of physical and digital materials (circulation ~475,000), and offers services like library of things, therapy dogs, Dolly Parton’s Imagination Library, outreach to schools (return boxes in every school), homebound delivery, and partnerships (Bike Kiosk with Arts Commission). The library is a net lender in the Clackamas County cooperative.
• Budget requests: small increases for materials and staffing. The library is concerned about school district cuts to school librarians (going from 12–13 to 3–4); they are working with the city and a county task force to address the gap but cannot fully replace school services.
• Councillor Farber praised the library’s resources and e-services (Libby, Kanopy).

10. Debt Service Fund

• Presented by Lauren Breithaupt. The fund pays for two General Obligation bonds: 2012 bond (police station) and 2018 bond (city facilities, parks, transportation), both 20-year terms. Property taxes are the revenue source; a small fund balance is maintained to cover interest due in December before taxes arrive. A new bond for the operations center may be issued.

11. Non-Departmental Fund

• Presented by Williams and Breithaupt. Includes: American Rescue Plan (fully expended), pass-through grant to West Linn Food Pantry ($34,000/year from Clackamas County), insurance costs (significant increase), League of Oregon Cities membership, grants to Historic Willamette Main Street (line item $40,000/year – the subject of public testimony), Willamette Falls Heritage Area Coalition, Willamette Falls Locks Authority, and a proposed community survey (~$30,000 in FY26). A typo in the draft showed $2.4 million in miscellaneous – corrected to $50,000.
• The committee discussed whether to consider community grant requests (including separate HWMS requests for programs) and a $75,000 request from the Chamber of Commerce (not yet received during budget drafting). These items were deferred to the May 29 meeting.
• Breithaupt noted the budget is “very lean” and any additional funding would require offsets; the next biennium already projects a “fairly large deficit.”

Key Outcomes

• Election of Officers: Richard Larson elected Chair, Brian Beadle Vice-Chair (unanimous).
• Adjournment: The meeting adjourned at approximately 8:50 p.m. without taking action on Non-Departmental items.
• Next Meetings: Thursday, May 29, 2025, at 6:00 p.m. (Council Chambers & Virtual) – will begin with Non-Departmental discussion (including HWMS funding requests and Chamber of Commerce proposal) and continue presentations on enterprise/utility funds. Monday, June 2, 2025, at 1:00 p.m. – if needed for community grant program discussions.
• Budget Direction: The Budget Committee will deliberate on the community grant requests and additional funding requests for Non-Departmental at the May 29 meeting. No decisions were made at this session.