City Council - Regular Meeting

open if I'm in a wheelchair. We'll have to look and make sure that that we've through the green light. I know I looked for one and there was nothing there. And um the the door opens this way which means I can't be in front of the door if I'm in a wheelchair. Got it. Yeah, we will address that also. Thank you. Any other questions? No, but after having taken a tour of said appliances, I am I am happy to see them on the list. And yeah, I think even to look at like the energy and water efficiency that's going to happen. You're probably going to

dishwasher. Yeah,

that's something else that um will affect us over the next couple of years in Oregon. Uh we have to have some we have to meet some energy standards by 2028. Um I have joined a program called the um pathways program with energy trust Oregon uh to help us um effectively meet all of all those standards by the by the recommended time. Our first meeting isn't until next month. Um and then we are going to have to hire some specialists. we we sit just in the the the bottom level size of building. We have to uh adhere to these new laws. So, um you'll be hearing more and more as I learn more and more about that. Uh I do believe though that a lot of our uh upgrades during the last remodel will make it so that we severely deficient, let's say. Anything else?

Great. Thank you.

Hey, just for what it's worth, the logic tax change. passed the house today. Yeah. They need to get on the pass the house. So, even bigger than last year. Question will be is whether it can get through the Senate. They don't have much time left. What is the feeling? I think if we can get it there, it'll pass. It's just the questions if we can get it there. I knew it was my exciting. It's a very

no elf or dare in it. Something about setting this room up this way just gives me the creeps. Really? It does. I'm like I want to be sitting here looking up here. This I think the only time I've ever remember having this set up is when uh co happened and the mayor had to do this impromptu like video.

Maybe that's why it gives you the thing of like closing everything and it was so weird. So anyway, this is okay. So uh the visitors bureau we have a couple core functions destination marketing and visitor services. destination marketing. Um, we don't have any asks over and above what our typical budget is. I just gave my annual report, so hopefully you have a good idea of how some of those things in our comprehensive marketing plan are actualized. On the visitor services side of things, too, we're really in good shape as far as the budget's concerned. We have a great partnership with Travel Oregon to be one of like eight state welcome centers. We have, you know, three full-time staff, two part-time to handle the visitor services. That's not a problem. visitor services population has been uh steady for three years now. So that's good. But we also dabble a little bit in destination development. So talk like mats, some of our grant programs, things like that. And on that side of things, the tourism advisory committee would like to put forth a couple budget requests. And the first one and the one they've identified as a main priority is improving accessibility and landscaping at these signs. So, at the north and south end of town, we have these highway signs. They were put in in 2018. Um, they lasted pretty well. They got a little w weathered and then a couple years ago, we brought them down, refurbished them, replaced elements, put in new lighting, put them back. So, they're there. They're looking as good as ever. But we want to make sure we're protecting that investment and also continuing this kind of thorough line of developing accessibility in Seaside. People already stop at these signs and take selfies. It's not altogether safe. It's not altogether feels. It doesn't feel deliberate. It doesn't feel like it was planned for that really. So, what that what the TAC would like you to consider in April when you're considering these things is paving the parking there and adding a paved park with pathway to the signs and some

landscaping around the signs. On the south end, it's a little bit trickier because it's a relief pitcher parking lot. There isn't as much land there to do anything with. Um, but there is still some like landscaping and accessibility I think developments that we could do there. One thing about this though is I don't have a specific cost associated with it. I asked public works to help us estimate that and they said they'd be happy to do that but they want to wait till the asphalt is available for the season and if you're interested in us developing this plan we can do that and then they can try to see if they can realize economies of scale by getting supplies other so I guess what we're looking for here is just the idea about whether or not this is an interesting and suitable objective that you the city council would like to do and then if it is we develop it more going forward.

Was the parking going to be parallel or was it going to Well, a lot of that's up for discussion, but Paul had some pretty immediate thoughts about how much parking in there would include um so I think it was like you know five. So um the land surrounding all that belongs to the classic not not right there starts off that's a little bit further urban is there for for whatever reason um the listed owner is one of the urban renewal districts really?

Yeah. Oh that's that goes way back. I remember that. You might recall a few maybe a year ago or something, the tribe came to a council meeting and said they wanted to put a canoe up. Exactly. That will be just north of this sign here because there was there were land consery gave land over to the tribe and um yeah and okay. So, um I think it it So, you would have the paved parking lot and a paved walkway and maybe some paving around the monument,

right? So that people could actually stand and take selfies and Yeah. And in addition to that, maybe maintenance a little bit better maintenance maybe through the contract with the city gardener flowers and everything nature's helper because then that would really make it attractive. Yeah. because in a sense, I mean, we talk about this a lot in TAC, but these are in a sense like a welcome mat for the city. And so, we want to make sure I mean, these are these were more expensive to refurbish than they were to install in 2018.

So, we want to make sure that they're looking good and are very attractive and especially since people are already stopped stepping up and you can see that when they walk up, you know, there's tripping hazards and all sorts of stuff. You know, I think to make it a little more deliberate would be not a so long as that was a And at the south end of town, just south of the signage, um a driveway was cut in this past winter into the property that's owned by um Captain Kid. The city does own land right around the just in the im immediate area. There's not nearly as much land. No, there isn't. There isn't. Yeah.

And it and it it's not as welcoming because even if you wanted to take a picture, if you took a picture looking north, you get the relief picture in your picture. Yeah. So I mean in one in one sense you know I suppose if the council could consider variations of it you know like maybe the north sign is the priority one too because we have things on it. I got it. Wasn't there also was there talk at the TAC about um doing something with the sign at the intersection of holiday and 101? That's the next one.

Okay. I was going to say because because maybe if we want a south end sign, maybe not a welcome sign, but a sign nonetheless, that would be the picture spot rather than up by Captain. That's a good point. That's a really good point, actually. Um, so except that it's hard to pull over there. Yeah. Um, that's because that's where you've got 101 and Holiday and um I think it would be hard to pull over that. And that sign was actually refurbished maybe 10 12 years ago. So I'm trying to remember when. Um and it's a different it's a different looking sign. It's the old sign. Yep. It's the old sign.

Okay. It's hard to say what refurbish means after 10 years in the coastal climate. Painted. It was painted. This one didn't last. This one here didn't last, you know, 10 years. I think it's a great idea. I'd love to see what you guys come up with and I think it'd be a really nice addition to the welcoming aspect of this. Have you vote on that? Maybe. You have mine, too. This this whole area here is going to be part of a longer term development

uh with the tribe, the Clats of Nalen. Uh because they own all of that back there. They're still I don't know what the latest is on that sign, but they're trying to get architectural approval or something. Uh but it it's still moving forward. Um so whatever we can do here, just make sure we do it with a longer term plan in place with, you know, not cutting off the tribe or whatever. Uh I I agree. the south one make it look nice but there's no real opportunity there to park that whole property is actually going to become part of the the North Coast Land Conservancy and uh along with the Chinook tribe

so you know they've got a whole another thing happening down there um and the one at the corner of 101 and Holiday yeah there's I don't know where you'd ever park to be if you want to go stand next to the gas at the gas station. It's very difficult. Well, that's good. That's good feedback and that's also good segue to the secondary request. Before we get there, just just for clarification, so we know since I've got it in front of me, there are three lots at this location that we own. Two of them at the parking lot at the parking lot and just south of the parking lot is owned by uh Seaside Improvement Renewal.

That's important to note. He's not saying parking spots. He's mean like property lot. Yes. A lot. Yeah. And the the lot to the north that where the sign is technically located is uh city of seaside urban renewal agency.

So how would the urban renewal agency transfer the ownership of that property to the city of Seaside? we'd have the uh chair of the urban of the improvement commission who is the mayor uh sign over to the mayor who is the chair of the city council the deed I don't know we'd have to look at that I think it I don't think I'm the chair you might be right I I it's not something paper director it's not something I would worry about unless there was a conflict she's the chair of the TAC so she's chair of too. Well, but yeah,

it may be something that when we finally approve it, we take it to that organization, but again, I don't think we're suggesting the project would be theirs. And so, there's some technicalities, but it shouldn't stop anything we're doing here. One thing it's important to note, the tribe is putting their sign on their land, which is the next it's just north of that tree. Is there a plan to to mingle the city's property and the trib's development though? Not not mingle, but um you know because we have the parking lot um you know we need to figure out some way to allow them access back to their property and that'll be a discussion for a future day.

So it's just important to know that the property line is basically where those rocks are. Yeah. With the drive. So there's not a lot of space on this side of it. Right. And I don't think we would need very much. You'd almost have to park on the south side. Well, there's other lot, but he's he's talking about bringing No, we would bring a sidewalk. Okay. Paving then paved pathway. Oh, got it. So, the parking the parking would come from here and it would be a path here. I would still maybe put uh cement or something on this side. something that goes around it. Yeah, I agree. So,

were they talking along the road? Because I was looking at this here. You could almost take the walkway from the west end of the parking lot. So, there's more and come around that tree. So, you have more almost like a nice path to it rather than right next to the highway. Anyway, that's all details we can figure out. Yeah. good for experts to figure out and make sure it's safe and ADA and all that. Okay. What's part two? So, what's the part two?

The secondary um and they ranked these. So, this was a priority. The secondary one is at the Y by Chevron. There's an older sign there. And uh um they thought that we could do a new sign there in family with these signs. However, not be a copy of these signs, maybe introduce some digital signage so we can have city information, possibly events and safety information possibly writing on it. So, that's the kind of grander vision of that. Um, Jeff seemed to think we can put a sign on that property and I don't I know the sign was done in the past, but I'm not sure how active and involved they still are in it. So,

no that that when it was done in the past, it was through what was then the advertising committee. Oh, really? I thought it was a Kanis or something. No, no, no. So, um I love that idea. So, that would only capture northbound traffic obviously. That's interesting point about that being our south sign in a sense, but again, you you you don't have you you have to use a chevron as parking basically is is the issue. So maybe this one is more about um just the signage and and you know capturing that that traffic visually. I don't know if out will be problematic about putting stuff there, but they've got

we also for for the council Jeff says we we might be ready in the next month to start going through a sign code and so we'll want to see how that addresses digital boards because that's usually a um an area that every city is slightly different and has their own preferences and So, we'll see where that goes. Well, ODOT has rules about how far from the ODOT right ofway the sign can be and how much of it can flash. And the interesting thing I don't know a couple years ago, if I don't know if you're able to pull it up on your phone, but as I've looked at that property, it's just part of the right of way for the streets.

Yeah. You can't tell if it's not. Yeah. You don't know. There's no there's no line between what city on holiday and what's what's states on 101. Jeff pulled it up on the web maps and seem to feel pretty confident though. It just says it it doesn't say anything. It just which means it's just part of the rightway. So it's part of the road, but is it part of holiday or is it part of 101? Well, the existing sign didn't bother now. Yeah, I think as long as we're far far enough off of 101, it shouldn't matter. It's just a no man's land. Oh yeah. Yeah. and um whether it already has electrical to it. Yeah, I think there's a light on it. I can't remember. I think there's no lights. That's

Marcy from the flags. We put the flags there. Okay. I think there's lights there. Marcy said there was and she runs the She should know. She would know. She did. Yeah. I mean, it's actually if you think about it on a longer time scale, it's actually an interesting kind of it into, you know, moving people off Highway 101 and down Holiday and into downtown. Exactly. That could be part of a bigger strategy if the city came up with a big, you know, wayfinding thing. And isn't that part of an urban renewal area down there near everything? It is. Yeah. So, anyway, that's the second one. I think that's owned by the urban renewal. What? Maybe it's owned by the urban renewal district. Maybe.

And then there the third lowest priority one that will be a blast from the past for some of you. For many decades, the TAC has wanted to bring back an archway to the downtown. So back in the day on holiday, there was an archway. The TAC has always discussed it as being part of Broadway like over by Seaside Brewery, which is basically again trying to get people to look off the highway and go downtown. I don't know personally how effective that is, you know, people that are already committed to driving on the highway or not, but um it could be something to also consider, you know, on a long longer range plan, you know, once you get people off the highway, bring them to downtown. So, that's the So, you have April.

Well, you have until April to figure out how much money they cost, too. Yeah. because you have to tell us the amount of money in order for us to consider it. Well, I know that uh Paul was saying I mean some of it's if you depend on doing both of the sign locations or one or what, but he was saying 20 to 40,000 for the improvements at the north and south signage as far as paving and so again that was completely off the top of his head because he said he wanted to wait for the asphalt to be produced and sort of stuff like that. So, if you're I I'm getting the sense that you're generally interested. So, I'll ask him to put together a more formal.

I think you also need to think about that the parking if you're going to pave that parking, you need to put some lighting in there as well. It doesn't have lighting right now and what the cost of lighting would be. It may be some way to deter folks from just pulling over at the sign and actually going to the parking lot instead of just continuing to pull over. Yeah, you don't want like parking. You don't want people That's right. No, they're gonna have to pass it. Do people pull over now at all? All these things I should notice when I drive by, but I've never seen it every day. That's interesting. Yeah,

at least. And we see the pictures on uh we have a a platform that kind of scouts pictures people are taking of the seaside and we see the pictures in front of them, selfies and stuff. So, red lines, no parking. Do any of your numbers uh show how many people come from the north as opposed to coming from the south? Um, the vast majority of our visitors come from the Portland area. So, I would say I don't have specific numbers to tell you, but I do know that Portland's number one feeder market.

So, they're probably coming out 27. over Seattle and Washington are our number one advertising market. So, you know, hard to say. I'm I'm sure ODOT runs numbers like that as far as people coming south. And our data plan, we exclude the highway, so we don't pick up everybody that's just going through town on the highway. You know, you have to go off the highway to get picked up in our data. That being said, the the um traffic counter thing that we're purchasing can um can run up to four lanes at a time. So, um it could be used um on those if we ever wanted to collect the speeds and the traffic volume. problem is too that a lot of people coming from Portland may be just going right on through too because they're visiting Atoria or

somewhere farther north. So, it's just hard to know. Too bad the counter doesn't have an algorithm in it that would be able to figure out which cars just kept going and which ones we can station a couple. Yeah, I don't think we want to go there. You guys have any other questions about this? That's good. Thank you. Where's the police chief?

He is out there. I asked him why he was hiding from these guys. I was asked to remind everyone that the mics are still hot in between speakers. John texted me. I think that was for my own. Welcome. Welcome everybody. Hello. Spotlights or anything? You got a whole crew. My whole crew. I don't know if anybody doesn't know, but Lieutenant Guy Knight is my second in command and Mitch Brown is the uh communications manager. This is just a real quick summary of some of the stuff that's out there.

You're welcome.

Um, so anyway, just real quick at the top there, it talks a little bit about uh, you know, last few years what we've been putting in for and getting um, our computer aided dispatch and records management system. Uh that's a countywide port system and for dispatch services the computerated dispatch the big upgrade that we went through. Um we had dispatch radios that were replaced actually added a third one our remodel that we did during that seismic restructuring. Um also added a little bit more room in there. So we actually put a fourth workstation in there so we have some ability to grow. Typically, we have one or two dispatchers on at a time. We have three stations that have radios with a fourth one to be able to expand into if we have the need down the road. So, um,

Chief, how much of that equipment that we purchased in the last several years is specifically for the 911 dispatch center that we have? The the CAD and RMS was um specific. The CAD is dispatch. It's all 100% dispatch. Okay. Right. Yeah. And then uh with the exception obviously as I go on here the tasers and all that kind of stuff. But you're talking about the older the previous stuff in previous years, right? Well, the the 911 consolidation conversations coming around again. So I was just curious, how much have we invested? I we just did a big investment in equipment. So how much of that was for the 911 center? That was all.

Yeah. Now, at the same time, and not that I'm trying to sway us one way or another, a lot of it we did with Atoria, who also purchased consoles on the same contract at the same time and have gone through the similar, same radios. We got matching radios if I remember correctly. So, it's the the latest and greatest in whatever brand we went with is Motorola. And so, they're all very compatible for that. Uh taser replacement. We're really in the life of that model and so uh those are in stock right now with us. We're just waiting on the implementation. It's a big item complete change system. So they have to uh get us through some some of that. So

yeah, they're sending basically instructors to us to train the trainer for instructors and we're just waiting for that data there and then those will be out on the road but they're physically here at this point. Um, we also last year put in for that repeater uh for the north end which is going to help north end fire communications. Uh, we just got the uh contract the tower at Fort Stevens uh when that was put in and uh approved by the city. There was some wiggle room there to basically say, "Yeah, you can put a tower in here, but if anybody ever needs to use it, they get to use it." So, sounds like we've got a pretty sweet deal going on there. And so we're getting the contract finalized now to uh be able to start getting that repeater put up in the near future. So the the new requests for this year really are still kind of all communications related. The first one is what's called our stansel. This is essentially the the recording device for our 911 non-emergency phone calls and all the radio communication between officers and dispatch and what's going over the air. So that records for um

Hey Chief, sorry to interrupt you. Will you come over here? You're not on camera at the moment. I don't know that I wanted to be. So yeah. Comb my hair. Sorry to sorry to.

Um so anyway, this is just a recording device. This is uh kind of getting old equipment and needing a refresh for it. So um the AC unit that we're talking about is essentially for this room. You can go to the next slide. Um, it's basically a small unit that's up there. We've got a ton of electronic equipment in there. The phone line connections are all in there and needing to keep that room cool. So, um, it's had some issues over the last several years and has had some repairs done on it and it's basically time to replace that uh, generator annunciation. Annunciation, if I can even annunciate it' be great. Uh, system. This is we have a big generator on the back side of the building. Power up during emergencies and outages. We have had a couple issues where it didn't kick on and we didn't realize that it wasn't online and ready to go. It ended up being um the battery that's in there wasn't having um good trickle charging into it. And so we've addressed that issue. Um it tests weekly. We know when it does and um we're making sure that it's happening. This annunciation system is basically going to be the wiring uh a new control panel that'll basically go into the dispatch center and be a visual look for us to be able to say we're online. If it goes offline, it'll let us know if I'm doing that correctly. Mitch knows a little bit more about it. But um that's what that is. and then patrol laptops. Um, with this new CAD RMS system, the report writing system, it has really opened up the doors for us to have good equipment out into the vehicles for stepping into the 1990s and having uh some computers out in the cars like a lot of the other agencies have already. Uh, we have had some limited use with either iPads or some laptops out there,

but it wasn't really working all that great for us. So this new computer aated dispatch and RMS system um the central square is uh really allowing us to move into getting that and so the request is to start uh implementing and getting those little more rugged tough book uh laptops into the officer's hands. Um, these will basically be locked into the um the the vehicles with the officers being able to pull them, go into the police department and seated into its cradle and then basically continue to work off it on that way. If we're out on a scene and needing to either, you know, whether it's a a warrant or form, we can actually be working on our computers at a remote scene um and then take them off to training. So, the request is to get everybody equipped with one of those. Um, understandable if it's too much of a bite ride at first, but at the same time, we'd like to get that going.

So, you have two formulas there. $2,500 per unit times 20 and then it's so if my math is correct, it's just going to come out to 2500 per unit. That's what the equipment and all the cradles and all that. But basically what I'm saying is there's about there's 20 of us and so we're needing that many computers at some point. But if that was going to be too much of a bite that's just showing you that's for five computers essentially. So it's just a visual. It's a visual for me to give to you to say you know

if 20 is too much right now then maybe we need to start with five. I I use five only because, you know, we typically will have always two officers on at a time, usually three during the day between myself and some detectives and all that, though. There are more officers on kind of a Monday through Friday day shift time. Um, so getting a minimum started out there to where they could share um is is one plan for this, but again at some point the idea would be is to get everybody their own computer and check it out to them. these laptops, do they have the capability to also take pictures so the officers can use them and to to

they're all issued or have checkouts to cell phones and so I I'm assuming they would have do you know they have yeah the new uh system we just went to the center square they have the capability on the phone monitor take pictures and it'll load automatically into the system right does take that so they have to take their laptop out more lot easier to use your cell phone takes a picture. Yeah. And it'll load it right into that report system and all that. This system also allows for us to move into eing um scanners to be able to your driver's license, you know, the barcode on it now and whatnot. And so there's all sorts of growth that can go off of that.

So would this mean that you wouldn't have to call it dispatch to run the information? You could just type it in. Yeah. Yeah. It takes a lot from dispatch if we

if we use it. I can guarantee you you're probably still going to hear me on the radio, but some of these other officers in that train that we central square was. Um yeah, it would pop up on there. You could basically say, "Hey, push a button. I'm in route to this location. I'm out this location. I'm changing my location, but I'm still on the same case." Um they're able to track us now with on their computers, kind of see where every car is and everything. So the the systems definitely a neat upgrade for officer safety in that particular realm. But they can run the driver's license. They can run people for wants. They can run vehicles as they're just driving along and run a plate and not have to radio it out or anything like that. So yeah,

if they were in the field and didn't have their laptop, they might still use the Yeah. Right. I heard you say that there's opportunities for train the trainer. So you some of this so you could get trained on this and be the trainer for the rest of the department. Yeah. Right. On all these upgrades change people for that. You you have the the split for you know do we want to do it all at once or just five per year you know. Yeah. And really the well the question would be can you change over everybody uh all 20 in one year if we bought all 20 yes I could get it done

that that was my question how much of that is do we do internally how much would be compass lane uh a large majority of it would be compass just getting them set up because we have to get VPN set up to get the network pushed back to the PD because it can't just go over any free roaming network um it's got too much privacy Yeah, it's got too much. I will say we need to know the cost.

I met with I met with Compass Lane couple weeks ago with Zach and John and um one of the things we had them do is kind of give us a status of our technology and we are in need of some upgrades. So, uh we'll be bringing those back later. But um you I asked them the same question and the the they they do work for several other cities as well and they they they have like a process where if they're setting up 20 computers, they they're they're like a little factory. They set all 20 up. They do each thing 20 times and then do the next thing. And so I mean people that do it all the time have a system down.

Yeah. And we've mentioned and I've done a good job of trying to set up our newer vehicles ready with modems in it with this capability for the future and we continue to look at that on new cars to make sure those that capabilities in there from the fac when we get upfitted that way we don't have to go back in. So a lot of the vehicles are set up for that. So we're just needing the computers and installations. So you need these you need these. So, as you consider purchasing them, you also need to consider what the cost of the setup is so that we can look at that cost as well. I've kept that in the vehicle's build when I when I have the new vehicles. I I include that in the build price and I may have to sacrifice a set of lights, but it's it's such a valuable tool.

I'm thinking about for the laptops laptops. The build price. Yes. What about the replacement cycle? like the this comes with now you guys are going to have a replacement requirement for this and so we do every every two years like every two years I replace all the dispatch computers um every year I have three or four computers desktop computers in the police department that we replace every single year and what chief was asking was the hope to get the docking system so we could an officer could use this computer and literally take out a vehicle put in the dock on a set workstation and use that as their main computer go on that recycle program that Mitch has already established for our computers.

Do you have the budget for that, I guess, is what I'm asking. Like, is that included in here or uh it's not included in there? But we already budget to replace it's about five computers every year. So, you just replace MDTs and PCs. Yeah. So, we would we would ultimately we get rid of the desktops. That's what I was going to ask.

We get rid of the desktops and then everybody be signed a laptop. So, I would just continue replacing every probably be three or four years. I think the other thing I'd want to do in between you and compass light is find out. I mean, I'd rather do them all at once, but does that mean they're all going to go bad at the same time? Or what does that look like? Is there an advantage? I I I you know, I like the idea of replacing a certain percentage of them each year. How do we get from here to there without having some people just I don't want them to not use something? Some of them are naturally going to die over time, too. So we'll replace those ones because pieces and hardware go bad and you know how how technology gets replaced throughout the years.

So maybe the difference is rather than five a year, maybe you do 10 to start and 10 next year, something like that. So that you've got I would do them all. I would do it them all and do it all at one time. I think you get a lot of economies of scale from you could.

Yeah. In fact, Compass Lane did say on on this on some of the other stuff that's nonp police was the amount we're probably looking at, we would get some bulk discounts anyway. So, I think it's just a matter of how can we prevent being in a situation where we do them all at once. So, how do we start now with all of them and transition to a certain number per year? Yeah, there's some natural things that are going to work in the favor of that, which is use. Some are some will get used more than others.

And if we're actually buying them, they can go to places that aren't as labor intensive on computers, like public works that can la they can last a couple more years there and people could get more use out of them. We use computers 247, 365 all the time. Do we currently have any places where our officers end up that don't have uh connectivity that that they can't access the internet? We we use um right now we have AT&T FirstNet and it's what provides us all of our data in the cars. Okay. Because I know like out towards Juul and stuff it's pretty

Yeah. Luckily luckily for us we don't go out that far if we needed to. We we have the capability to have dual SIM in the car. So, we could also tag up with Verizon if we wanted to. So, if we did lose service and Verizon still had it, we don't have it right now, but we have the capability of being able to do that. Could I please take you back to the air conditioner slide for a second? Did we um the replacement here? Do we do we have a are we consulting with a technology vendor to um recommend a replacement? Uh

I I worked with uh P&L to they gave me a quote so I got a bid. I'm going to have to go since the price is 10,000. I'm going to have to go out for a bid for it. Um but right now uh we were going to replace it. The bid right now is just to replace it with a like the same style BTU, not BTU, but you know, the same size scale. Your question was bigger than that, wasn't it? Yes. About the the whole the whole server room. I didn't ask it right. Sorry.

Oh, I I Yeah, I would love the server room needs to be expanded at some point and we will probably need a bigger unit in there someday, but right now it hinges on a number of different things. Well, I I've talked to Chief about this. We've we've already started those conversations with Compass Lane to of what in there um because I think you guys have already done some cleanup work for lack of a better word. It looks better than it's looked in my 20 years.

Great. Um because I and I asked Compass Lane, what else do we need to do to make it bring it up into um a better condition for the equipment? Chief mentioned the possibility of expanding it. Uh and I mentioned them there may be opportunities to either move some of the stuff that the police don't need as much to city hall or to have backups here. And so they are doing some of that work now. So some of that will depend on whether we're expanding there or elsewhere, but they're going to come up with a list of recommendations. and using the word elsewhere. Um how much consideration do we have to keep in mind for the potential of um our future discussions of um coordinated dispatch.

That's a huge huge conversation because so much of that equipment in there is dispatch related equipment. Um and I'm not just talking about this room. I'm talking about all equipment that we buy etc. Yeah, I'm not sure. I don't know. I think it'll just depend on how these conversations go. Like I don't think we're going to drop a million dollars tomorrow on a piece of equipment that we may not need.

Um but um so I think at any junction point where the decision needs to be made that we'll we'll see if that's the right time or what's the best way to make that. um a lot of the things that we would need. I mean, we don't know if a consolidated dispatch may operate out of this location or or something and that's if it happens. Um and um a lot of the infrastructure is not at the police stationation but out you know the towers and whatnot and that doesn't change and so it really depends on the situation what we're doing but there is some irrespective of what happens with that there are needs here. Yes,

we I mean yeah, I'm I want to I'm supportive of putting AC in the room if we need it, right? However, we we need this is critical hardware and equipment and we need a server room for it. We need a raised floor. We need, you know, the right cooling and ventilation. We need fire suppression. We need cabling mechanisms that are adequate. And that conversation I realize is huge. Um but especially if this 911 conversation is going forward, you know, I think this has this room has to be part of well larger conversations.

Let's say let's say let's say Mitch closure yours. Let's say dispatch totally goes away. We still need city server rooms and so all that's needed no matter what. Yeah. The majority of the city is also run out of this room. So I should say city and yes and and the reason for that I tal I talked to compass lane and it's because the police are the heavy users. So it's always made sense to have it located there and we have a uh fiber cable uh between the city and police department. So um it's a conjunction point. Yeah. And but we're able to run off of it with no problem. It also goes like public works and fire and here

well those are all connected but we have I can't I can't describe what the difference is. We have a a different line that's fiber that's just between us two. That's a I don't know how to say it's better than what the other places have but but you just said it. That doesn't sound very technical. It doesn't give a lot of like confidence anyway. Well, and the work that was done to upgrade uh the police department police building didn't include these two uh areas. I take it the only thing it included was structurally because you can see the ceiling obviously issues. Oh yeah, we had Yeah.

Well, that's Yeah, that's edex. The bottom right one's outdoors. So, I have a just a curiosity. Um, the recordings you have of dispatch calls and 911, how long do you keep those recordings? Seven months. Seven months. Radio's longer, but police 911 calls we only keep for seven months, and that's based off OAR. And then, um, for non-emergency phone calls, there's not a specific OAR for non-emergency phone calls, so we just match it up with the 911 calls. Interesting. Okay. Okay. All right then. Thank you everybody. Thank you. Thank you.

Yes, sir. Good. Oh, yeah. That's true. It's a good thing. Public works isn't asking for stuff. They get to go by themselves. All right. So, I'm all capital related. Yeah. I'm final the final presentation today. So, we might get you in here. Get you out of here. No fire, right?

No fire. So, fire requested uh and hats off to uh Chief Daniels. He requested that we reallocate some of his operating budget, and I believe that we can do that within the budget he's already got. So, it's um I haven't dug into it a ton to see what I think he's going to have left over, but I I think based on past experience that we can reallocate some of his some of his budget to make it more more work more accurately for him.

Great. Um okay. So as part of this process, we asked all of the uh departments to reach out to their respective um auxiliary units, if you will, right? The airport um the TAC, thank you. The committees um and so I took as part of that the Chisom Center.

And so I reached out to Darren and said, "Hey, we're going through the budget process. what would you like us to include um within this and why? And these are the two items that he he requested uh that I bring to uh this body. So um the first one was maintenance of the parking lot. So, I walked over there yesterday and took a look at it and there are some some cracks that are forming throughout the the parking lot and there were some there were some places where standing water was uh specifically right in front of that front door. And so I had Ed go out and check out the parking lot after I did because I've got no experience in what how to crack seal a parking lot. And so like, hey, give me a give me a just a ballpark estimate of what can be done here. And he said, for the crack ceiling, that's he said, there's not a ton of damage. He said 3 to 5,000 is probably plenty. Um I asked him about the standing water and he said, well, that's a much larger project because there's not really anything that they can do to alleviate that because of the way that the parking lot sits. They'd have to repave the parking lot. So,

are you talking about different than the project we're already doing? There's a project already happening. Yeah, the public works is already working on on the northwest corner. It's the southwest corner. Southwest. Yeah, sorry. Southwest. Standing water accumulates almost angle deep. Okay. Okay. Then I did not he didn't tell me that part. I had conversation with Paul about it. Okay. And I've seen it. That was that and I saw it yesterday. That's specifically what I asked him about. So, disregard that part then. I guess that's already been taken care of. Uh hasn't been taken care of. The project has already budgeted for well, it's already planned.

Uh but yeah, I don't think we've actually budgeted for it, so it's good to come up. But they they have a plan. They're working on the plans to do it. may be able to do it within this year before the year, the end of the calendar year, but that would be in the next fiscal year. No, it really it may be done because I heard that it's not budgeted for and well, they they have the they may have the ability within their existing budget to do it depending on how it all comes out. Public works has it. Well, perhaps not saying they they do. I'm saying they are putting the project together and they may be able to do it. If not, we'll include it in next year's and it's all about drainage,

right? Needing to go into the storm drains. Yes. Yeah, it was it was pretty bad when I went out there yesterday. Um,

now the good news is the crack ceiling's pretty straightforward, pretty easy. So, uh, the second item that we've we've talked about this one in the past is a, uh, generator for, uh, use in mainly adverse weather, right? We lose power on the coast. The the event that everyone talks about is the one from 2007 where we've lost power out here for a week. Um, but, you know, having a generator out there, it wouldn't need to be anything serious, I wouldn't think. Again, you're talking to a guy that knows nothing about generators, but um you know, enough to power the refrigerator so we wouldn't lose food if u if we lost power for an extended period um or or they can power a coffee pot so that folks can come over and get coffee and collect or what have you. Um,

I would advocate for a larger generator that could provide this is a community center. It's a community center that is supposed to serve our uh community and in the event of an adverse weather event. The library already has a generator where they can be open for people to come and sit in the library and stay warm. The community center should be at least at that level that it can stay warm, stay dry, have lights on, have be able to cook because there's charge your phone.

Charge your phone. There's there's a full kitchen in there and big walk-in refrigerators. So, I I think the generator needs to be big enough to take care of those kinds of needs so that we can serve our community in the case of an adverse weather event. What role does the convention center play in an emergency? Good question.

So, on a in a big event, it is our like our gathering place. Um yeah, the EOC would be at at the EOC, but if we needed, you know, um where people need to gather and sleep and shoot food and all that, the convention center is the main place for that. I mean, my thoughts are with the generator. They're expensive and they're expensive to maintain. So, it just seems like it needs to be part of a bigger conversation. Like, what are we going to do in emergency? Are we going to have a bunch of small locations? Are we going to bring people to one? Well, and I think and I think it depends on because I think what you're talking about is a major emergency and in conversations I've had with council Montero in the past, it's been

um just a gathering spot like to get a coffee during a a blackout is I thought the way you described it to me or or something like that. So, in that situation, would the convention center be open or so? No. If so, if if we just if we just have like we've had we had we have days where we're out power for you know 18 hours. Yeah. The convention center has a generator and it's generally booked and so we that just continues to run. Okay.

So the convention center would be used in a case where we have some sort of natural disaster and we are not you know hosting a convention at that time or something like that because obviously it's significant enough we wouldn't have one. Do you think prior to these com budget conversations we could um review the coupe plan and I mean or I would like to review it and become the coupe plan continue operations of operations. Okay. Is that do we call it something different here? But I sorry I heard that term before I don't know. I see. Uh so we so we could pull that out. The only thing is it's all being reddrafted right now and so

I don't know I don't know if they'll change specifically or not at all. So be good to see what it says. Um I think a lot of people have always thought that the Chisum Center had a a generator because during the 2007 event um it was open and they did serve food but that was only because they borrowed the generator from Camp Rya. Okay. Yeah. Cuz they warmed my grandson's baby bottles. Yeah. And I didn't know how they did that if they didn't.

And they were serving people there left and right um for a week and feeding people. And people who uh didn't want to lose their food in the refrigerators, they actually let them store the food in the walk-in at Chisum. Um, and uh, a lot of the restaurants were providing their food out of their refrigerators because they would lose it anyway, bringing it over to Chisum and it was being cooked for the community. So, but that was because they had a generator that we borrowed from Riley.

Um, so more work to come on that. Um, Joey is our resident generator expert. So, I'm gonna ask him ask him to uh I will say, do you remember last year when the budget committee approved a generator for the EOC? Yeah, off to him. I'll just say the cost difference between having our um get our uh emergency management coordinator at the time get a quote from a contractor and having our fire chief get the quote. Um we spent about we less than half maybe a little more. Wow. Wow.

We budgeted 80 for it. I think it came in in total like 35. But that was also to replace all the AC units. Yes. as part of that. So, which wasn't part of the original. Yeah. Anyway, yeah. Uh, now that's not that's not the same comparison it's operating building, but right.

Uh, so another item that Pacific Power approached us with recently is um they approached us and said, "Would you guys be interested in changing all of your street lights to LEDs?" Um there is a um Energy Trust of Oregon incentive out there that would cover roughly half of the cost of this. And so the project quote is somewhere the to replace just the just the lights with the equipment uh is about 118. There would be a couple a couple additional costs uh they've requested if we if we decide to move forward with this. A place to store uh the equipment that's fenced off um access to a restroom. Some some minor costs associated with actually getting this done. So um somewhere in the ballpark of 120 and 100 to 130,000 and the energy trust of Oregon would cover about 57,000 of that. So, um,

you know, they do the work. They do the work. They maintain them, the whole thing. So, these are the street lights that are three years. Yeah. Yeah. And these are the street lights that are on all our streets that now they change out routinely when there's a a a light out. So, and they would continue to do that. Yeah. Yeah. Would this also include the lights for our um our specific prom style lights? I don't know the answer to that, but they they mentioned specifically the street lights. I think public works. Yeah, I think those are all Yeah, I don't know. I'd be surprised if they did those, right? No, I know they

but um yeah, I think we have to look into so um they're not working payback of three years, right? Why not do it? Yeah. And this is their estimate, right? So, um you know, between it's kind of a win-win for both of us. It saves the city a little bit of money. It'll save them money and labor to come out and maintain and and replace lights. Um, the LEDs are just so much better than the old the old style lights were. They're less hazardous. I mean, I don't honestly see a reason not to do this, but I wanted to I wanted to bring it up to this point.

They they would also then we wouldn't have to worry about um the lights that are being taken away. They take care of all of that. Yep. They requested a dumpster, so that would go into um part of that additional cost. But yeah, sounds like they're gonna couple questions I have is one the color temperature of the lights. Yep. And then that was one of the things they mentioned. So yeah, uh they gave us two options. Um they said one of them was dark sky compliance

which um there's cities out there. I know Flagstaff, Arizona is one of them where they've got a big telescope in the in the city. So um there there's really strict regulations on how lights placed, how bright it can be, the whole thing so that that can operate well. So this I I believe would be similar to something like that. There was a second uh brighter light, but Pacific Power recommended the other one. So they gave us a low power option and a high power option. The other part of that would be uh shades for uh for some of those lights so the light can be directed downward where it needs to go instead of spread out because LEDs are notorious for being extremely bright and going places that they don't need to go and in the neighborhood.

Uh I can make shadow puppets on my wall. Yep. And we the council adopted a dark sky kind of policy quite a few years ago under I I think it came to us through the planning commission and it was under the um guidance of Tom Horning. So we might want to go back and look at find that policy on uh a lighting policy. So did you ever adopt that as an ordinance? I don't remember if it was adopted as an ordinance. Might have been just a policy and you know how I hear about policies.

Um I I always say just from my my opinion I think some of the views I hear are just oh great it would be great to be able to preserve as much as possible.

Right. and it was for lights going forward from that spot on that did not require people changing things that were already in existence. Um, that's all I've put into this presentation. There were a couple other items that I I think that we can cover within existing budget, but I thought worth mentioning. Uh, one is that we've we've been taking a look at some budgeting software uh to use in the city. We could spread that cost across the city. So, no no one um department would be too affected by this. But what it would do is um and this is just the one that I've looked at three of them. Uh, this is just the one that I'm most fond of, if you will. Spencer and some other folks need to get involved yet. But, um, it stops right now. I right now I put the entire budget together in Excel. Um, Cassell, the the software, the accounting software that we use, has a budgeting module, but it's not much better than that. So, we didn't purchase it. And so uh what new software would allow us to do is uh build the entire thing in their software. Um I it would do away with the formula. That's the biggest problem that we have every year is not is changing this number over here and forgetting that this number is also connected to this one over here. Right? That's 95% of the issues that happen. Um and so it alleviates that issue. And then it would also you could link it up so that it would write the vast majority of the figures into the budget book. And so the the amount of time that would save me in the spring would be worth the

cost probably. So so interfaces with Cassell integration between the two. I don't know that it would be live, but there would be a report that I could pull out of Cassell because Cassell is one of their partners. Um, you pull a report out of Cassell, it loads right into Cleargov is the one I was looking at. Clear gov is great. And then the and then same thing the other way around. You pull budget file out of clear gov, put it directly into Cassell, right? So they it's not a live link like our like express bill pay is, but it is hit one button here, push it here, hit one button here, push it here.

So is that um we use it licensed or we own our software? subscription we yeah all most of the software these days is a subscription I don't I don't think owning software exists anymore um so yeah we pay we pay annually this would be no different we pay annually for the accounting software we pay annually for this too this would make it much easier for you to do different scenarios and right um put an interface on the website I mean these requests from your departments would could go directly into Yep clear gov and you'd have them in there for either approval or deletion or whatever you want to do. Yeah.

Yeah. Right now we do it all through Microsoft in some way, shape or form. Um we need to move away from spreadsheets. Yes. I don't I don't disagree with you, but it's the best I got right now. Well, and I'll just say it's for me I would rather use our finance staff's time. Yeah. on the policy side of the budget, not the um table building in Excel. Like it's it's weeks worth of work

that I'd rather be spending on getting into the heart of financial planning and forecasting and stuff like that that we don't have as much capacity to do because we're rebuilding this spreadsheet every year. I mean even that that's even modeling it after the last one. It's not even starting from scratch and and it is prone to corruption. Not the way the way that's not the right ways are the way spreadsheets are. Well, that's not right either. Do you have any barometer of how much time you spend on this said spreadsheet or deal?

Um I don't think I want to know that. Well, your time. I'll tell you what. From from February through May, I probably average 60 to 70 hours a week. From the rest of the year, it's pretty close to 45. Right. That's the difference between budget season and nonbudget season. Okay. So that's a good um so yeah I I it wouldn't eliminate all of that but it would take a chunk out of it. Yeah.

Uh and then the other thing that we were looking at again I think we can cover it at this point depending depending which direction we go. We need to have a bigger conversation about it but is looking at some security upgrades for this building. Um potentially adding a camera here or there. Um, but we haven't flushed that out yet. So, more more to come on that if we are able to before the end of the year. No personnel requests in any department. Um, not not for new positions. Not for new positions. Great.

There was there was a request to upgrade a position, but I think we can cover that within existing budget. That's all that's what that's all I got. So, thank you all for coming. Any additional questions, comments from anybody? All right, we're journed. Thanks for your time today. Yeah, thank you for coming. You had Yes, sir. This is Nancy. Hi, Nancy. You weren't there. Jamus wasn't there. So fast. Four. You guys are slow. You guys, you guys are so wordy.

You too. Nancy forever. Forever. It was a very convention center.

School district budget committee last week. She can't go to school. You need health district. Yeah. So, you've been around. It's always a good time. I'm going to be in it all the same time. It's always one person and soon as they recover the next person and so I'm going to miss that. That's it. history.

Nice to meet you, too. Welcome to the world. I don't know how

to go do my homework. Homework camping and stuff. I never got poison and it was all over.

Yeah. a few days. I found out after the weekend I had been doing capture the flag and crawling at about 100 yards of it. Yeah, because next week I had to go talk. I just I guess I'm not really

or did you figure out wish they would have called back when they tried to install them here. So, I just need I don't have a uh a manual with me. They've got an IT person. Um and I I like it's the same. Yeah, it's the same. No matter what kind you're using, across the board, that makes it a lot easier. Yeah. I don't think we need

when I was in switch modes so often. I know if if I'm like if I'm dealing with a client over here, I don't have to switch my entire way across to move on to the next person. Exactly. Personally having that uniform in each class I agree with it as far as technology is concerned for years. Switching the person's way of processing is the exactly give me the same technology so I can do it in my sleep.

Thanks your name. Yeah. And um I don't think I need to walk up

the list of stuff like crazy for this. Yes. But I I've got I've got work to do, right? There you go. Exactly. But still spend a good 30 hours. Yeah. I understand. Have a good day, man. I got to get back to it. So fun. Thank you, Tina. You're welcome. Someone's told me that this is the only place that this still exists.

I think they're from earlier. still am. Thanks. Got a question.

Things went easier on. Oh, Monday. Oh, cuz Seth wasn't there. They said, "How did I miss anything?" I said, "No, with you and Jameus gone, it was easy." I give to the veteran system.

I don't know. family this weekend will be there for a bit. It was a lot of phone calls. I don't know if I've ever seen something like that orientation pop up. I was well you told me as to take and I'll send out all the presentations from today

because there's there's there's a there's a there's a legal thing and then there's a we're not we love hanging out with you want to be ethical keep the tsunamis out of you but it's also and we have a song and everything that's on YouTube Really? I had a counselor. What group is it? Who has low capacity trench? Oh my god. Susan Desan. So during her council comments, she would talk about she just came back with It sounds like it's a fun group. It's a bar.

Oh, we drink on Wednesday night. Not only is this okay in the same financial position as you just tone down I remember thinking all right I may get back call veterans and let them know that there were services for them out there and I don't think there's any question about that. Yeah. So uh but moving forward but still