City Council - Regular Meeting

your attention, please. For those of you that have signed up to speak under audience participation, a reminder that there's a threeinut limit. Therefore, if you haven't already, please take a few moments before you get up to speak to plan and time your comments to ensure that you stay within the threeminut limit. Thank you. We'll get started. Thank you everybody one for coming. Welcome to the April 27th, 2026 regular city council meeting. And I'd like to ask the city clerk to please call the role.

Councelor Mclofflin. Uh present. Councelor Ring present. Randall present. Councelor Richardson present. Councelor Renan present. Mace present. Item three is pledge of allegiance. I'd ask everyone one to end if you stand if you are able and join me 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 for all. Item four is approval of the agenda. Is there a motion to approve the agenda? I make that motion, Mr. Mayor.

I'll second it. Is moved by Councelor Richardson and seconded by Councelor Randall to approve the agenda. Is there any comments or questions? All those in favor, please say I. I. Any opposed? Motion carries. Item five is a presentation from the Mid Columbia Housing Authority. Where's your sidekick? There he is. Yeah. Yeah. Please make sure you talk into the microphone so everyone can hear you. Identify your introduce yourself and your colleague.

Good evening. My name is Karen Long. I'm the executive director of Make Columbia Housing Authority and Columbia Cascade Housing Corporation. I'm joined here tonight with Sergio Garcia. He is our director of real estate development. Our organizations uh address the housing needs of the low-income communities in five counties, Hood River, Wasco, Sherman, Clickat, and Scammania counties. And we do this in four main ways. We provide federal rental assistance programs. We have several asset building and resident services programs. We build, manage, preserve um affordable housing apartment communities throughout the five counties. And we also offer several home ownership programs. I'll start off by talking about our housing choice voucher program. Sometime the community refers to this as HUD, sometimes it's just called the section 8 program, but the official name is housing choice voucher program. And we send out approximately $750,000 each month to private landlords in the community on behalf of 900 households. About half of those households live here in the Dallas. So about four we serve about 450 families here in the Dows. So we're sending about between 350 375,000 um federal dollars directly to private landlords here um in this city. Um our program serves about 1/3 um elderly households, one-third disabled households, and one-third working families with children. We have several programs available to these low-income families um in order to

reduce dependence on public assistance and just better their financial situation. So we have a program called family self-sufficiency program. So, we have uh case workers on staff who work one-on-one with households to um meet their needs um and with a real focus on helping people find careers instead of just hourly wage jobs where they're they feel like they're going nowhere. We also participate in the Bridges to Health Pathways programs. We have two community health workers on staff who really help the more vulnerable populations that we serve. um including people who are facing eviction or who are unable to keep their housing assistance. We work really hard with families to try to prevent um them from losing their housing assistance. We also have taught financial education classes for about a decade now with a focus on savings accounts, um their credit, um any sort of um financial help that they need because we all know that your finances and your credit score and your savings are all connected to your housing. We offer a match savings program that helps people build assets. So every dollar they save is matched by $5 provided by the state of Oregon and they can use that money to either purchase a home, start a business um towards education or purchasing a car. We also partner with the Columbia forge food bank and we have a food bank available in our main office area. So in addition to all that, we have an affiliated 501c3 nonprofit, Columbia Cascade Housing Corporation. Um, Counselor Richardson is on our board. So we have a representative from the Dows um on our board.

Uh we build, own, manage, preserve housing. We have four currently own 435 apartments across 24 properties um throughout the gorge. And this project actually needs to be updated. We actually have 11 different projects that we're working on, which is a mix of new construction units and also preservation of current affordable housing. Uh we have a lot of affordable housing in the gorge that is aging, is built in the 1970s. It needs a lot of work. the owners want to sell. And so we step in and do rehab and acquire the property so that we own it so that we can preserve the affordable housing instead of that housing being sold to a private developer and them turning it into market rate housing. So we have um the project that we're working on on Chennowith Loop Road. the um new the name of the project will be Loop and Hills Apartments. Um and my co-orker uh Sergio is going to talk about that.

Hello board members. Um I have been in this role for about a year now and I inherited this project. But uh Chennowith Loop um now known as Loop and Hills uh is a 76 unit affordable housing development serving veterans and families here in the region. 20 units are set aside for veterans and the remaining 56 will serve families. The total project cost is about $47.5 million. We recently has secured the final piece of public funding which was a big milestone for the project and we are now preparing to close on financing and expect to start construction uh depending on permits towards the end of the summer and early fall of this year under an 18th month construction schedule. The project will also include on-site resident services in partnership with Mid Columbia Center for Living and Mid Colombia Community Action Council, helping residents access support and remain safely uh housed long term. Uh as may have uh as some of you may know affordable housing takes a long time. Um and it is very important to receive early support. Uh affordable housing development happens in four major phases. The first is the feasibility phase that can take six months to several years and is where we evaluate a potential sites zoning, infrastructure, environmental conditions, and whether a project can work financially. Pre-development

typically takes one to two years and is the most fragile phase. This is when we finalize a design, secure uh permits, coordinate utilities, and apply for multiple funding sources, each with different rules, timelines, and requirements. Significant money is spent before construction begins, and many projects stall here without early local support. Construction usually takes one to two years followed by closeout which can take another 6 to 12 months as project stabilizes, leases up, and transitions to longtime long-term financing. Decisions made early, especially at the local level, have an outsized impact on whether a project ever reaches construction. Why is affordable housing so expensive? I I think that's the main question here today. Uh affordable housing is not expensive uh because of luxury finishes or inefficiencies uh in design. It is expensive because the way these projects are planned, funded and built is fundamentally different from market rate housing. First, affordable housing has much longer timelines. Unlike market rate development, projects often spend years applying for competitive state and federal funding before construction can begin. During that time, construction and material costs continue to rise while rents remain fixed by affordability requirements. Second, multifamily housing has significantly more due diligence requirements than single family housing, including single family affordable homes. Larger buildings and larger site footprints trigger more extensive environmental review, geotechnical work, storm water and utility analysis, traffic and access planning, fire and

life safety coordination, and multiple layers of permitting. Each of these add time, consultant cost, and complexity. Affordable housing is also frequently limited to more challenging sites due to land availability, zoning constraints, slope, wetlands, or infrastructure limitations that result in higher site preparation costs and additional engineering before construction even begins. These uh these projects are also held to higher building and energy standards. Here at Loop and Hills, we are building to Energy Star multifamily new construction standards which exceed base building code. These requirements improve long-term efficiencies, durability, and comfort for residents, but they increase upfront co uh construction costs. In addition, affordable housing requires higher operating and replacement reserves upfront because rents are restricted and cannot adjust to market condition. Funders and lenders are require more capital to be set aside to protect long-term financial stability. Finally, many public funding sources require prevailing wage such as Dav uh Davis Bacon and Bully which increases labor costs compared to market rate projects while supporting fair wages and workforce stability. When you put all of this together, longer timelines, extensive due diligence, larger and more complex buildings, higher standards, reserve requirements, and prevailing wages, rent alone simply does not cover the cost of building and operating affordable multifamily housing. Addressing the funding challenges to make projects work, we focus on four strategies. reducing a development cost,

lowering financing costs, lowering long-term operating costs, and filling the remaining funding gap. The gap is filled through a mix of state, federal, and local resources, including tax uh credits, housing, trust funds, bonds, grants, and rent subsidies. Local participation plays a critical role in making these projects competitive and financially feasible. Uh before we move on for me to talk a little bit about our home ownership programs, I just wanted to add a few more details about the Loopin Hills or China with Loop Road project. Um the the rents will be affordable to households who make 60% of area median income and below um for Wasco County. And out of 76 units, uh 40 of the units will come with projectbased vouchers, which is a type of housing choice voucher that is attached to a unit instead of the household going out into the community and finding a rental um with a private landlord. And so those units will be affordable to income levels down to zero up to the 60% of area median income. Um we typically serve about 75% of the voucher participants are at the 30% a um area median income range which is people on fixed income. So people who are elderly and receive social security income or who are disabled and receive social security. Um, just wanted to clarify that I don't think that we mentioned the the income levels of the people who will be living there at those apartments.

Um, and just to add to to that, uh, these units will also primarily be familysized units. So, we're not talking about 76 units that are studios or onebedrooms. The majority of them are two, three uh, bedroom units as well. Okay. So, the final way we serve the community is that we offer several home ownership programs. Uh we have an ABCs of home buying class that's available for firsttime home buyers. Um we have home ownership counseling, uh one-on-one home ownership counseling. Um, so after people take the class, if they want us to talk through with them their individual situation on what they need to do to get to home ownership, uh, we're there. Um, we also offer limited down payment assistance. Um, unfortunately the state of Oregon recently cut down payment assistance programs. So that program has been um we don't have a lot left over from previous years, but we're hoping that there's been a lot of public outcry about the fact that they completely zeroed that out um because it's it's much needed to help people buy homes. We also provide foreclosure avoidance counseling. We have several home ownership or excuse me, home repair programs for uh low-income homeowners who need to make repairs. This program's um usually for health and safety concerns. And a lot of seniors will use this program to make modifications to their home like wheelchair ramps or um shower grab bars so that they can stay in their home longer. And then a new thing that we're working on is a community land trust model, which is a way to make home ownership affordable to lower lower income households, usually around the 70 to 80%

area median income level. Um, is who we're targeting for that. Um, and Sergio is going to talk about a program that we are going to have here or a community land trust project that we're going to have here in the Dells. Um, our first project will be 14 single family homes in Carson, Washington. Yeah. Our first uh community land trust project here in the Dallas will be on 310 West 10th Street and it will consist of two duplexes uh or four zero lot line uh homes. The homes will be three uh bedrooms and two bathrooms. Um twotory town home uh style. Um all of these homes will also be built to uh new energy star uh requirements. I if we are successful in receiving grant awards in the event that we're not provided the size of the project we may explore other funding avenues that may allow us to build these in a more efficient manner. Um, for those of you that don't um or haven't heard of a community land tr mention them,

okay, I wasn't sure. I've had a few of these uh over the last two or three weeks. Um, community land trust are essentially the same as home uh home ownership. However, um they are done under a land trust model which um a nonprofit like ours retains ownership of the land um in order to ensure that the affordability of the homes remain. Um in our model, we have a fixed um a fixed equity uh per year on each home. Each home is permitted to have an equity of 1.5% uh albeit based off of market conditions. So in the event that a future homeowner uh were to want to sell their home, depending on the amount of years that they've been there, they would have a fixed equity payout. Um and that's done in order to ensure that future families are able to afford uh home ownership uh within the gorge. Um we understand that it isn't a perfect program, but it's one of the uh only tools that we have at the moment um that receives uh state and federal grants uh to fund for home ownership in the region. And

that's what we have for you tonight. Um, we have our contact information, our websites, um, and how to call us, email us, stop by. We're we're down the street. Um, always happy to answer questions. Thank you. Does anyone have any questions for our two guests? Council Renan,

just a a comment. in another life. I served eight years on MidC Columbia housing and Cascade uh housing and was chair of that much of that time. And you you see a lot of the news around the country about different things. Uh every dollar with staff management and getting the projects done which are lengthy. You know, it's just it's all accounted for so clearly. and we have one of the best programs in the state from the ones I have seen. So, I very appreciate the work you do. Anybody else? Richardson.

Thank you, Mr. Mayor. Just briefly, thank you uh both for being here. Karen, Sergio, I just wanted to share a number that I heard at a recent uh recent board meeting at Columbia Cascade. correct me if I'm wrong, but at Mariposa, which was a another large apartment uh uh project, this one in Hood River, you had something like 130 units available and something like 450 applications. Is that correct?

Yeah, that's right. So, under we are under we're currently building 130 units in Hood River called Mariposa Village. It's on Rand Road. Um it's a little bit different style affordable housing. Um but our waiting list opened on April 6th and in uh 2 and 1/2 days we had 350 households apply and as of last week we had had 450 households apply. Um we also have project based vouchers um at that um development. We have 39 there and so far we've received over 150 applications for those 39 spots. Um, and I I guess I also want to just didn't mention earlier, but our waiting list for our voucher programs are currently three years long, meaning that if you apply today, you're not going to receive assistance until 2029. And so I I think that that really demonstrates the need is out there for affordable housing like we build.

Thank you for being here tonight. Just had I have two questions. One is did I miss the uh what you project to be the rent for the uh China with loop project or is it too early to tell? Um it's it's hard to predict as it is based off of the applicants. Um, but I think Karen had mentioned in another meeting that uh it's very rare for the the rents uh for even a family of like three or four to be above $800, right? Okay. Yeah.

Also, um do you happen to know how much of the project costs relates to the prevailing wage requirement percentage- wise? Do you have any kind of estimate on that? Um so we don't have a breakdown at the moment because we haven't uh closed on the financing just yet and we're updating budgets. Um I think uh standard within the industry is roughly 15 to 20% can be prevailing wage.

Okay. Thank you. Any other questions? Thank you very much. Item six, audience participation. During this portion of the meeting, anyone may speak on any subject which does not later appear on the agenda. Interested citizens are required to sign up in advance and be recognized. Up to three minutes per person will be allowed. Citizens are encouraged to ask questions with the understanding that the city can either answer the question tonight or refer that question to the appropriate staff member who will get back to you within a reasonable amount of time. If a response by the city is requested and that response is not immediately provided, the speaker will be referred to the city manager for further action. Tonight we have uh two people signed up. First is Steve Kaine. Perfect. Right. My name is Steve Kaine. This is my wife Stacy. I live at 21106 West Tent in the Dallas. Mayor Mays, council members, and city staff. My wife Stacy and I are the owners of Bargeway Pub and Catering on Bargeway Road. I'm here to speak about Weber Street closure and the current access to the port area. I want to keep this simple, what we are told, what has actually happened and what the impact has been. In mid-March, I spoke with public works. I was told Weber Street would not close before Terminal Avenue reopened. I was told access would

be maintained either flagged or open depending upon the phase of work. That work was expected to happen midmay through late June. Then on March 26, I learned through Facebook that Weber Street would be closing March 30th. The next day, I spoke with the fire department. They were not aware of the closure. I met with the contractor, Crestline Construction. They told me the project could be flagged to allow access, but that it it was not included in the plan. Since then, we've worked with staff and the contractor to find solutions. And for a short time, we had one. There was there was flagged one-way access into the port. It worked. Customers could get in. Traffic moved. Businesses could uh operate. Then that access was removed. The lane is still there. It's clear. It's being used for limited local access, but through access is not prohibited. So the question is simple. If it worked, why was it taken away? Because once it was removed, the impact was immediate. In the first 5 days, our gross sales dropped by 60%. That is not a survivable over months. Every summer we create about 30 additional jobs in this community. Without customers in the seats, those jobs do not exist. So, I would ask you, should jobs be job creation be a priority? Look around town. Businesses are struggling. Some are closing. We are losing jobs across the community. All I'm asking is this. Reconsider access to the main entrance to the port. Give us a fighting chance. This is our busy season. This is when we make the money and that carries us through the winter. If we lose this window, we won't get it back. reinstate flagged one-way access through the work zone. We know it works.

We're not asking to stop the project. We're just asking for access. Thank you. Thank you. Does anybody have any questions for Mr. Kane? So, when did it close again? Uh, today. Today. Yeah. Okay. Thank you, sir. All right. Thank you. Thank you. Oh, I'm sorry. Um, Steve, ran out of question so much for Steve and Stacy. Thank you for coming. Um, my understanding was that um the now that cherry festival's done too, we are we maintaining two of the three access ways into the port.

So, there is access on the west side of town over the river road and the fish bridge and then there is access through the Union Street underpass and Terminal Way. now that that has been reopened.

And have we looked at just like with First Street, one of the things that Second Street business owners were concerned with was um especially on the side streets like uh not federal but like Court, Union, some of the other streets downtown between Second and First Street had asked for like uh business open signage and things like that. Has that been discussed at all yet? Yeah, we've had several discussions about the signage that is down in that area. We've moved some of the signage um and updated some of the PCMI uh or the the me the reader boards that we have down in that area. Um some of the local businesses have also put up some additional signage showing access to their their property there as well. Um, you know, one of the changes that we made to some of the reader boards was to provide them or provide uh uh motorists or potential customers or employees with what the actual detour route would be uh specifically over River Road. Um, and I believe now that Cherry Festival is over, we'll probably be deploying uh the reader board down on the Union Street crossing as well. We're continually open to um updating or changing the signage that we have with the materials that we have to communicate these routes as best we can. Any other questions? Sorry to cut you off.

Okay. Um thank you very much. Thank you. Thank you.

Nolan hair is next. Hello, I'm Nolan Hair, 1215 East 12th Street, the Dallas. I'm the operations manager of Bargeway Pub on Bargeway Road. Honorable mayor, members of the council, and city staff, I'm here tonight to ask you to amend the Westside Interceptor Phase 2 plan, specifically add flaggers and restore direct controlled access to the port businesses. Right now, Weber Street, the primary access point to the port, is completely closed with a timeline that could extend beyond three months from tonight. The current detour routes traffic through downtown the Dallas and back around via Union Street or all the way around River Road. On paper, and in theory, that may seem workable. In reality, it is not. The detour is unclear. It's poorly marked. It's too complicated for many travelers and guests to follow, especially people getting off the freeway, especially for something as simple as grabbing lunch or meeting friends for a drink. And the result is exactly what you expect. People aren't coming. Through the first stretch of this closure, we saw over a 60% drop in our year-over-year gross sales. That's 60%. And that's just not a slow decline. That's immediate and that's severe for a small business. That kind of loss over a period of months is not survivable. We're already reducing staff hours. We've already been having to make difficult decisions we shouldn't have to make during what should be our busiest season. And we're not alone in this. It's affecting the entire port area. Multiple businesses, multiple teams, and a significant number of local jobs. There's also a safety component to be taken really seriously with this. I've managed large events at the Louiswis and Clark Festival Park and Union Street is

already known as a congestion point on hightra days. Routing all of the port traffic, businesses, freight, event traffic through that corridor and across the railroad crossing there creates a predictable bottleneck and increases the risk of accidents. We are concentrating traffic into a problem area by design. What makes this situation especially difficult is that there is a viable solution. It's been communicated that flagging operations could be maintained through most of the duration of the project with controlled access to the port. That option was declined due to cost. But the cost doesn't disappear. It's being shifted onto small businesses, onto employees, and onto this community. This project is important. We understand the need for infrastructure investment. But the burden of that investment should not fall disproportionately on a handful of local businesses. We're asking for practical adjustments. Add flaggers, restore controlled access, improve signage, give customers a clear and direct way to reach us. Because without access, this is not just construction impact, it's economic displacement. Thank you for your time and consideration. Thank you. Any questions for Mr. Hair?

Thank you very much, sir. Sorry, Mr. Give me just one. Sorry, I was Mr. Richardson was thinking through a question, but um taking me a minute to formulate it. Mr. hair would it uh I don't know this is feasible but would direct access for u several days a week versus seven days a week is there is there a split difference that

anything would help I mean right right now I mean we just we're trying to find some way to survive this we're not trying to be a thorn in anybody's side but it's just it's uncsurmountable thing for us and when we drive by I mean you can look from one end of the project to the other and see a path through it I got photo on my phone if anyone wants to see it. And there's access already. There's access already going. I mean, you can drive into Norore or Fastenol or Oregon Trail, uh, the storage units there or in Situ. And right now, it's even more dangerous cuz there's cars coming from both directions with just a local access only sign. If it was one-way traffic that flowed just directly in, all of those customers could still get to all of those places and they could still get to all the rest of the places that are served from uh Weber Street there. But yeah, any any additional access would help us greatly. It was evidenced by this weekend. We opened the road for a few days due to a lot of hard work by city staff and Crest Line to make that happen. So that was appreciated and the impact was immediate. We went from empty, I mean, Councilman Mclofflin was there prior to that and saw us with a pretty empty venue and as soon as we opened that up, we had a full venue there. So

if that's one way, where's the uh where where's the rest of the loop? people coming out would go out in or

use either of those detour routes out and that's easily signed like right now like to tell our customers you have to okay first turn around and go back to second now you're going to jump up to third now you're going to take union to first to terminal to barge like it's just a really difficult and there's no signage along that route there's one reader board that says use river road and there's absolutely no signage no way no way finding for people to make the trip around. So we just I mean even if we had that element in place, I mean that would go a long way. But

so Mr. Mayor, um city manager Cleaves, I was under the impression for part of that that weekends and after 6 it was open. Is that not true anymore? Not currently with Weber Street fully closed. prior when terminal was not reopened, we had flagging in place allowing the one-way access that they're talking about. And what about the the one-way option there, which seems like a reasonable request.

Yeah. So the we we've reviewed that option and some of the comments that I've prepared for this evening really focused around um that you know as was mentioned there are some cost impacts there but what city staff is more concerned about at this point are time impacts to the work being done by the contractor and so our objective here when we first started these projects and um we're talking about the westside interceptor project and the first street streetscaping project in the downtown core um those projects were going to be impacting these crossings, these access routes to the port area. We have the Union Street crossing, we have the Weber Street crossing, and we have River Road. And so our objective at the beginning of these projects was to always maintain two routes of access into the port area between those three access routes that we had. And so when the Weber Street closure was put in place earlier than we had anticipated and terminal was not open, we worked to put these flagging pieces in place and restore some of that access because we did not maintain those two routes of access. However, once terminal reopened, we have access from the east and access from the west. And we're closing or have closed Weber Street. It's important that Weber Street uh it's it's critical that Weber Street remain closed so the contractor can move forward as quickly as they can and they don't have to mobilize and demobilize the site repeatedly. It's important that this moves forward as fast as possible because the Union Street crossing will reclose for the First Streetscaping project. And if Weber isn't completed by then, there's only going to be one access over River Road. And so we're trying to manage the timelines of these two projects and when these closures will go into effect so that there's always two routes of access. And that's what we're trying to avoid is a situation.

I realize that the I realize the council's not in charge of the day-to-day operations. That's that's your job. But signing is huge and I think there's a lot to be talked about right there. with what Mr. Hair is talking about and we I drove around today and I don't know it's it's not adequate. And so that's that's really one big thing we have to look at right away. You're talking about detour signage, right? Council, right?

How to get to the to the businesses on the port. And if there's any way that we can get at least onto the port one way, uh that's huge is once once the businesses get the people to their business, then it's up to the the business attendees to find their way out. We want them to get inside and get to the port. sign signage is huge and and that's where um you know we are very very open to any kind of signage improvements or verbiage changes or anything that better work for the businesses that are impacted. We are limited with the number of signs and reader boards that we have. Um and so that is a factor there but any and all feedback

any of the electric signs that are around town used by the city police be used for that sort of thing. I don't know what matrix they run on or how they run, but I see those like one going down Third Street just before you leave town. There's an electric sign there that's portable and we have several of those in town. Can those be used to increase the signage? Yeah, I believe we've deployed those uh currently and and before with um Terminal Way reopening and the Cherry Festival completed, you know, we can certainly go back and and review the inventory of signs that we have to make sure that they're all in place.

Well, let's let's try and do the best we can do. Doesn't sound like we're quite there yet, but please work on it.

Um um certainly. I mean I mean we've had several conversations around this and you know I want to acknowledge that you know these projects are having an impact of course and um I want to acknowledge that and um express you know our openness to working with the impacted businesses just as best as we can. Um cities have to do these types of projects and they do always have impacts. We try to mitigate those impacts just as best as we can. Um again with the construction projects that we have this year our our objective was to m maintain those two routes of access um to mitigate the impacts that we're talking about. And when it comes down to the timeline for these two projects that we're talking about um that's where the emphasis on moving forward and completing Weber as quickly as we can and reopening it um is going to be um the best option moving forward. um during that process if there are signage improvements that we can make or change or if there are other ideas we are all open to reviewing those and seeing if they can be employed.

I want to tag in and echo councelor Renan's uh points that you know we're not in charge of day-to-day operations but however uh we do want to encourage uh energetic detour signage. I feel like I have been detourred through uh many a community with I viz detour signs that are hard to miss and I think even if those are rather costly they're not going to be anything compared to you know a day of flagging you know so I would really encourage that and sorry one one question for you is are the contractors working seven days are they working their weekends and if they aren't can a place in Weber be reopened while they are not working.

They're open seven day. They're not working seven days a week. Yeah. Yeah. 10 hour days. They're working five 10 for sure. Working 50 hours. And then they have occasionally. No. Would you mind coming up to the and repeating that so everyone can hear it in the microphone? Thank you. Yeah. Neil McCabe is our public works director. So Crestine is working 5 10our days. So they're working 50 hours a week. Yeah. Um right now and there has been on occasion that they've worked on on the Saturday as well. Um

and so my question really thank you uh Dale. My my question really is is it possible to reopen Weber if when they are not in construction? Is that feasible? Is it just not feasible? Well, currently just literally going to be tore open

at some point which is right around the corner which is nearing Weber Street will have to be completely closed. It's going to be the uh replacement of the sanitary sewer line and the storm line are located within the middle section of um Weber Street and the trench and the width of it is going to exceed what can be covered by plates and it will have to be closed regardless. Um that's there's just no no way else to do it because it will be taking up the the travel lanes right now. Yes, you can see um you know the what would be like the north or the west lane is open. Um but they're also staging. They're doing work in the they're doing work in the intersection around the manhole. They do have equip equipment like right out there to that edge and trying um to accommodate the the businesses that are on Weber um like to Norcore and those and in situ and stuff so that they have access in there. But at some point they're going to get past that and then the entire roadway will be being um taken up with equipment and the projects in the trench. So, they're doing some pre-drilling right now um and working that way to, you know, pre-drill for the the trench work that's going to be coming up in the near future. I guess my uh So, thank you. Thank you for that. I I take your point and I also would encourage us to uh open if we have if there's a day that can be open, I think it's worth it. We did have conversations with with the crust line and the contractor regarding getting it opened back up for the cherry festival weekend, right?

They were able to accommodate that. And as far as the flagging for future um you know, we raised that question and how long when could that possibly happen? And again, with their pre-drilling and the outcomes that they were going to be um finding from the the rock that they're encountering and um that information, they could possibly from from the information that we got from them was that they could possibly have part of this week and it could possibly go into the first part of next week, but they they couldn't guarantee any of those. They're just like it's going to have to be closed at some point and we're we're right near that point.

Understood. I guess my takehome and I'll stop hammering on this is uh it sounds like a day open is valuable. Two days open, three days open, any any amount of time is valuable. So I just want us to hear that loud and clear knowing that that's not going to be available very long. And secondly, let's the hell out of the detour. Councelor Richardson or excuse me, Mclofflin.

Well, after some dialogue, I understand that Mr. Kaine uh realizes that there will be a total closure of that crossing. But up until then, he's requesting that a one lane through that area be opened and monitored as it was and it was effective. So that's what his request is. Now I would like to submit that the city look at that and evaluate that and come back with the twoe period so that we re we we analyze and we look at what is going to be the cost, what will be the impact. So, um, at least we can take a look at that and make a decision as a council. Right now, we we have insufficient, in my opinion, uh, information, but we want to make sure that as a city, we don't impact business or minimize the impact on business. So we try to find ways and I think that this one this request warrants looking into it more and coming back with a a decision say at the next council meeting if not before that. That's number one. Number two, I've also looked at ways I've been spending time coming by and not monitoring but I just want to see and get a feel. And um you know on weekends it's still quite popular at your your business. Um but I'm looking at ways to make sure that people know when they're going out there um having the signage around and we talked about that so that we could as a city provide some space going out along I think Rock Ford along that fence. So, temporary signage to say, you know, um that the businesses are open and and along um Terminal Way, some of the

businesses have done that. They put some signage out on the road and that's that really helps too when you're driving by if you're in the area. But what we want to do is channel people and get them into the restaurant and minimize the impact. And that's what we're doing. So, uh, request that we analyze and look at ways to meet the requests that you have made. And then number two, look at ways to increase um, advertisement notoriety at least to get motorists out there easily. All right. That's that's what I'd like to say. Council Ring. Oh, I'm sorry. Just follow up on that.

Yeah. Uh, thank you, Mr. Mayor, and and and councelor. I I I appreciate your your comments there. And I think our goal is to minimize these impacts. Absolutely. As much as possible. I think one of staff's concerns and what we're trying to look at is the project over the course of not just the next few months, next few weeks, but over the next few months. And we've looked into the the flagging requests both with the initial change order that we did and how it could potentially be done moving into the future. And I think our overall concern again is the time impacts to the closure.

And while uh if we employed flagging at this point, it may or would likely delay the reopening of Weber to and would it would conflict with the closure of Union. So while there may be some relief with flagging this week or next week, there's the concern that um Weber won't reopen in time for the Union Street closure. And if that happens, the only access to the port area is only is over river road. So we're trying to minimize these impacts over the the life of the project. Sure. Um not just at one stage of them.

There's always two sides to a story and both sides generate different stories and that's where we're having the conflict and that's where we have through communication we have to resolve that. Council Ring.

Thank you, Mr. Mayor. Um, one of the things that I that just a thought that I had while while I was listening to the rest of our counselors speak was collaboration on things like signage. We have a lot of state and county offices down at the port. Um, you know, department Oregon Department of Forestryy's down there. Um, and it just as one example, I'm wondering if there's some way that we can collaborate with our county and state agencies that share that share access to the port um to help increase that visibility because I think that'll help um as well as uh you know, social media things like that. Um, I did see um I did see the Canes posted something briefly on I think there was at least one post about the detour and whatnot. So, I think if there was a you know further collaboration with something like that that could be super helpful. Um, I don't remember if if um I don't remember or I don't know the sit what the situation is with like the chamber and whatnot, but maybe the chamber is another way to help bolster that activity on social media because it's seem it's the way that people uh peruse the internet this yeah get the get their information it seems uh for the most part good good or bad. And then the other thing that I'm curious about, uh, Dale, you mentioned that, uh, Crest Lines drilling in Weber Street so that they can, um, my my understanding is that so that they can plan ahead, uh, for the for the eventual digging, uh, through the rest of the Weber Weber Street towards the intersection. So, at some point, probably what in the next sometime soon, you'll have uh, some sort of detailed report from Crest Line, I would imagine. and we'd all have a

better idea of when that would how long that that construction would take. Is that accurate? Yeah, there I mean they're doing exploratory drilling right now and then pre-drilling for for that rock. And it's like I said, at some point they're going to be getting into where they have to be into that other on that other lane that looks like it's open right now. And they will have to be getting into that piece. True. They're they're pre-drilling um to pre-drill for the the rock, but they're also finding like what kind of rock, you know, through that. Yeah.

What kind of rock they're going to be experiencing, how hard it is, and get an estimate to keep updating the schedule for us because we require, you know, frequent updated project schedules from them of what that timeline's going to be and what that time is going to be. Um, so we can get that information and evaluate that and that back.

Yeah. So that'll be great information going forward. So I think there's an opportunity for us to collaborate with other folks and other agencies in the community to get that word out and make sure that people know how to clearly get that get, you know, get around the eventual closure that will have to happen at some point. And then well once you have that information back from Crestline, we'll be able to determine better determine how long that closure would need to take place. Right.

Well, I mean, right now, you know, they're anticipating that it's going to be taking up till, you know, the end of June into July of what that closure is going to have to be. And what when we keep um making changes, it's not only just a cost impact, it's also days that they're that they're needing and requesting because of um the impacts that it's having to the work that they can be doing. So, it does impact the schedule and keeps pushing that farther along that the longer we keep adding having to add days to the contract, then we could be into August.

Sure. And I think the I think the point that I'm making here though is that we're going to get information that will tell us approximately it's not definitive but approximately how long it would be closed. But the nice thing about that is while that is happening, I think I I'll echo councelor Renians and council councelor Richardson and councelor Mclofflin's comments that you know we should look for those targets of opportunity to do like oneway flagging or something like that and then once we know what it'll look like I think that in parallel to all of that discovery that we have under the roadway um you know I think uh and I'm I'm sure that the canes and and folks at Baru would be very proactive about getting the word out on their social media. I think the city will get um will be very proactive and parallel to to um accommodate or to to advertise that as well. And I'd highly recommend that the two and maybe the third is a ch the the chamber of commerce get involved because those are three points of contact on social media that I know a lot of people have and I think that that would be extremely valuable to do in parallel during this discovery prior to a closure that we know is going to take some amount of time. Thanks

Mr. Mayor if I can make two comments. Well, you want to follow up on him? Yeah, we'll go ahead and then council Mclofflin. Yeah. So, just uh two quick comments. One is just uh uh for your information that um these detours and closures that we put in place um we do provide and update that information to Google Maps um in ways which is another way to get that information out there.

Um in addition to the posts that we've made on social media and you know collaborating and pushing that information out there is a great way to do that. Um, just for context, I'll also add though that it can be difficult to communicate um, some of this information if there's a, you know, dayby-day change with the Weber Street crossing being open, closed, open, closed. So, not to disagree with your point or anything, but there is that added complexity um, versus um, you know, Weber Street has closed and we're pushing the same consistent information out day by day to train people to take one of the two detour routes that are available.

Yeah. Yeah, and I think I think it'll be good going forward as as as well as we we noted it'll eventually have to close, right? So, I think getting that word out, getting people accustomed to it um so that they can accommodate that and and and it's not just Bargeway, it's the entire port. Right.

Right. Um, I think that's a it's a great example because they have it it's a gem, but it's hard to um uh it's the more I I would suggest it's the more difficult part of the port to get to and make sure that it's that it's visible. Um, but I think that I think that again when we know that we're going to get those car those targets of opportunity like on a Saturday, a Sunday especially, things like that, if we can as much as possible plan ahead, align, you know, align the crest line project plan along with what the city has going on and whatnot. I I think that'll be a a viable process going forward. And I know you guys are already doing that on ongoing basis. That's one of the opportunities we were able to work with the contractor on for the cherry festival weekend as

that's a great example. Yeah. Councelor Mclofflin, I just have uh one additional the chamber the city social media for getting the word out. Um I did have a conversation with the management of Meadow Outdoor and they will put on digital displays for you and work with you and they he mentioned that he wants to work with you. So reach out to Meadows Outdoor. You're already a subscriber. Yeah, it's already gone.

And then there's a fifth option that I'll work with you afterwards because I've been in business and I understand uh promotions and I can help I think by getting some placement along the way. If you ever been to Wall Drug and Dakotas, you're driving 500 miles and you know they remind you going down the road. If we can just get the signage out and remind people how to get there and it's very very clear and very simple, I think we can make improvements. Can't correct all of it. It's going to impact you, but we can minimize as much as we can. That's what I wanted to say. Thank you. Any other questions or comments?

I just wanted to say one more thing that every day is valuable. So yeah, we don't want to impact and make the project longer than it needs to be, but when we have days of opportunity, let's let's not sit and analyze too long here. Let's let's get some things moving. And I think it's very important and not just for one business, but for all of them that are out there, people trying to get to work and that kind of thing. So, let's just do the very best we can and let's do it as quickly as we can

and then publish it so that we make a a commitment that we get back to the individuals and then we can take a look at ways that perhaps we can fund, perhaps we can make some modifications and do the best we can. When I had my business on the um west side of the Sixth Street Bridge and that the city wanted to close the bridge to oneway traffic, I said, "What did the ambulances do in that case?" So, public safety is a big part of this as well,

right? Um, following up on the comment that council Renan made about every day is valuable press line does work some Saturdays. Is that is that um working weekends, you know, time is of the essence more so than the cost itself. So, it seems to me if they worked more weekends that would speed up the project. I I understand they probably play, you know, time and a half and all that kind of thing. Is that something we can look into with them? We can have that discussion with them.

Great. I appreciate that. Um, also I would suggest that Mr. Kaine and Mr. Hair might be two people who would know as good as anyone what improvements we can make with signage. So, if you have any specific ideas on improving that, would you let our city manager know? Yeah, absolutely. Thank you. Um, finally, uh, Dale, when Crest Line will closes the road, they just don't go in there and close the road. They have there's a lot of setup time and after they open the road, open the road, they have to take out all that equipment. Could you describe that a little bit?

Yeah, that I mean, that was what we did over that that couple week period. And then over the the weekend, um, when we opened it back up, I mean, it was a it was a hard closure, so they had all the all the cones, all the barricades sitting out. they had all their equipment kind of staged

um in that one travel lane and they could take equipment and move it around. Um and so then when you go when you have to like move that every day, you're you're taking a period of time every day to um set all that back up to put that one lane um in place and then you're taking it all back down that at the end of the shift. Um, you know, basically could be adding an extra hour to every day. You know, half hour for setting it all up, half hour for taking it all down. In place. It's just not cones and barricades. It's heavy equipment as well. Is that right?

Ina and originally they had material stockpiled um you know off the in one of the travel lanes. And when we opened that back up, they had to move all of that stuff back off and get it into a different location. They had gravel um stacked out there or stockpiled out there last week and it was right up to the fog line for getting open back up over the weekend. Um so they're they're having been having discussions with them, you know, and they're having to strategically try to place things to account for it to rather than just have like the hard closure. they can have that whole area for staging and and however they want to place everything out.

Okay. Just affects the operation any day operation the timeline for completion. I'd ask the city manager to uh comment uh to have a something available uh or present to uh in light of we anticipated some comments. Was there anything else that you have not mentioned yet that you'd like to say? No, I mostly hit the Thank you. Anybody else in the council have any questions? Okay. Thank you, Mr. Hair, for coming tonight. Thank you, Mr. Kaine.

Uh, with the council's permission, I'd like to take a fivem minute recess. Is that okay? Yes. Take a fivem minute recess.

We're going to reconvene here. It's 6:40 p.m. Friday. Okay. Watch what I It's time for staff or reports. Uh, city manager report item seven. Mr. Cleaves.

Uh, thank you, Mr. Mayor. I have um a update on the Portland Harbor Superun site. It's not a terribly detailed update, but I have um some paperwork to hand out here. Um we submitted some comment to their community impacts mitigation plan, and they still have that under process. So, the first page here is just kind of a cover page about where they'll they're going to be doing the work um or the target areas within Portland itself. And then the last page is kind of a a timeline layout for your information. Um we'll continue to monitor and and bring updates as we as we get them. This is a a long process that they'll be going through, but there'll be several important milestones to keep keep an eye on. Um I also a couple updates. I attended the League of Oregon Cities conference in Pendleton last week uh with a few city councilors. I think one of my notes is that there was a um a session about AI and uh how it may impact local government. And it was a little surprising to me, frankly, that most of the questions or concerns in the room about AI was was about concern or even fear about what it may do and what it may mean for us generally and kind of a desire to try and close Pandora's box around it, which it's likely not to happen in my opinion. Um, I also continue participating in the League of Oregon C's finance and taxation policy committee. Uh, Councelor Randall is also participating in another LLC committee that I'll let him speak about. Um we've been having lots of brainstorming uh conversations around um some of the constraints that cities face with property tax revenue um with 911 state shared revenue uh bully and prevailing wage impacts and looking at both revenue options but also cost-saving options either with uh state requirements or state mandates or or or other possibilities. There's a long uh brainstorm list that we'll be refining down to inform LOC's legislative agenda in the upcoming session. I met with the art center director last

week on the uh roundabout project which will replace the murals at the roundabout with an art installation. This is in partnership with the Columbia Gorge Community College and their welding program and they have secured um some Google funding support to go along uh with a grant that they have and some city funds. So hopefully that project uh will move forward. We're finalizing the contract uh over the next few weeks or so and my hope is that that project will be completed before the end of the calendar year. I also attended the Q life board meeting. Uh we're continuing to work on our bead grant uh that we were awarded to we were awarded several weeks or maybe a month or so ago now. Um moving towards contract finalization etc. We also are working on building out several zones uh within the Dallas itself. We executed the Federal Street Plaza contract and we have an internal coordinating meeting tomorrow morning with Walker Macy uh to roll that project forward and afterwards we we will engage the contractor with kind of a kickoff meeting. And um I also wanted to note that there was a and and clarify with the council that there was a statement I made on KODL coffee break talk show at the earlier earlier uh Friday in in April. Um, I believe that this uh comment that I made uh was taken out of context in the following show on the coffee break. Um, this is in regards to the bricks down at the Federal Street Plaza. So, as as you may know or some of the audience members may may know, there are bricks with names stamped on them near the transportation building acknowledging the contribution of local volunteers who got together and contributed to that transportation building. And it was claimed on one of those shows that I said that they are just bricks in the context of dismissing the hard work of volunteers. And I just want to make it very clear that I have a deep appreciation for volunteers and their service to our community and the importance of acknowledging the work and effort that they do for us. Um, my

comment that they are just bricks was in reference to the literal composition of the bricks themselves and some concern in our efforts to salvage those bricks that they will crack or break in the process and setting um appropriate expectations on whether or not we're going to be able to salvage those bricks and what may happen to them based on their composition. Um, so I have a short audio clip with your with your permission, Mr. mayor that I'd like to play that is literally just the words I spoke themselves um for everybody's reference. It's just 30 seconds, 45 seconds going be controversy now. Can

we just say we believe you and move on? Certainly. I I will take that too. One comment. We can also share the audio clip if there's interest from the council, but I wanted to be very clear that's that's important. I've worked with um numerous nonprofits and engaged volunteers um quite a bit and that's near and dear to my my heart. So um I just wanted to be very clear about that statement. Thank you. That's my report for this evening. Thank you. Uh we'll start with uh Councelor Ring uh council reports. Councelor Ring.

Thank you, Mr. Mayor. Um we since the last council meeting I was present at the urban renewal budget meeting. Um we also this morning or sorry this afternoon um as it was noticed uh by our city clerk uh we toured the I toured the wastewater uh treatment facility this afternoon. It was interesting for sure. um uh and uh had a briefing session to go over various city projects and whatnot including the uh questions about the Weber Street uh closures and whatnot. And I'd also like to perhaps report on the bricks themselves because one of the doouts that I had was to go from the Federal Street Plaza Committee was to go take a look at those bricks and I wasn't sure if all of them had names and they don't all have names. It's less than half of the bricks that are down there. So I I think that there could be a concerted effort to uh

two rows with no names and then names are on all the rest of them. front two rows closest to the door don't have any names on them. I would say there's I would estimate about 200 or so bricks with names on them. I don't even know that there's that many, but I I haven't counted them all yet. But yeah, so good news. Well, if you're going to uh test the bricks, um you might want to start with a brick that doesn't have a name on it. Sounds like there's plenty of those. Exactly. Okay. Uh is that it? Yep. Council Mclofflin,

on April 21st, I appeared with you on KODL coffee break. Uh, April 27th, I attended a briefing um with the city manager. Uh, April 25th, I was standing in for Mayor Mays as the mayor and the parade. And, uh, it was an outstanding parade. I did make a choice of the mayor's award and some may if they know my background know that I was once a band director. So I'm yes I am a little bit impartial and for full disclosure my grandson is in the band but that wasn't the reason that um we made the decision because we support 110 kids in the parade and it's been years since we've seen that kind of band and we want to encourage in the future more bands and participation. So that's the reason why we gave we gave the the award to the Colombia no the Dallas high school marching band.

You plan on disclosing that to the Oregon ethics commission council? Good job grandpa. Yeah it it was the right thing to do and you should have seen their faces. They were just beaming and you know cheering. So uh let's see. And yes, I did attend the sewage treatment plant tour today. Thank you, Councelor Renan.

Well, on April 22nd, I attended a briefing with the city manager actually on the very topic we just got done with. Uh on the 23rd, QIFE had a meeting. I was on the road to the League of Oregon Cities conference in Pendleton, Oregon. and I was stuck in my truck in the parking lot in Pedleton for two and a half hours for that Zoom meeting. Missed the whole uh lunch and early afternoon session. On the 24th, um I was still at the League of Oregon Cities meeting and a couple of very interesting meetings I'll talk about later uh were held. On the 27th today, the tour of the wastewater treatment plant. We're not supposed to call it the sewage plant, are we? And uh I think that's pretty much all of them. So busy week.

Council Richardson.

Thank you, Mr. May, Mayor Maize, I should say. Uh on the 15th, I missed the traffic safety committee uh due to work demands in the morning uh but did attend the Federal Street Plaza subcommittee that evening. And I will say uh for those who might care to know, we spent quite a long time talking with uh volunteers and people who are interested in uh bricks and history and various other aspects of the the little uh plaza down there and the transport what's what we call the transportation building. And I would say um anyone who thinks we um dismiss them as just bricks is is sadly misinformed. Um on the 21st we had an urban rural meeting and passed a budget and the two largest items uh uh in that were um support for the first street project and support for the basalt commons um project. On uh the 27th today, I attended the uh Columbia Cascade Housing um Corporation board meeting uh previously referenced at the Wastewater Plant and find myself here with with uh gratitude for everybody's service.

Thank you, Councelor. Councelor Randall.

Thank you, Mr. Mayor. On April 20th, I attended a briefing with yourself, uh city manager, and the public works director. Uh that same day I attended an online meeting of the League of Oregon Cities Water and Wastewater Advisory Committee. And then on April 23rd and 24th, I attended the uh League of Oregon Cities Spring Conference in Pendleton, Oregon uh with yourself again and city manager and councelor Renan. Um I previously spoken about the uh League of Organ Cities and what a great resource that organization is for elected officials and city staff. Um, topics at last weekend's conference included conflict resolution, fire mitigation, and as city manager Cleaves referred to, uh, artificial intelligence, government ethics, and inspiring the next generation in local government. And all in all, it was it was a good um couple days at the at the conference. On uh April 25th, I participated in the Dallas Cherry Festival parade with councelor Mclofflin. Uh thank you to Abigail Hara for her support and assistance to council myself making sure we had all the needed candy supplies. And then this afternoon uh along with the rest of the council I attended the uh tour of the Dallas wastewater treatment facility. That's it.

Thank you. As far as my report, everything that I participated in has already been mentioned. So with that, we'll move on to the consent agenda. Items of a routine and non-controversial nature are placed on the consent agenda to allow the city council to spend its time and energy on the more important items and issues. Any counselor may request an item be pulled from the consent agenda and be considered separately. Items pulled from the consent agenda will be placed on the agenda at the end of the action item section. Tonight we have five items on the consent agenda. First is approval of the April 27th city council meeting minutes. Second is a resolution authorizing the city attorney to execute necessary action for our participation in the discover card merchant settlement. Third is authorizing the city manager to execute a professional services contract with archaeological investigations northwest for additional archae archaeological monitoring for the first street project. Fourth is authorizing the city manager to execute a contract with TK elevator corporation for elevator moni modernization at the library. And uh item five is uh is is authorizing uh this it's really the same issue except it's for the police department uh in addition to the library. So with that, does anybody want to uh uh ear earmark uh one of the items here for later consideration or questions? Reluctantly, I would like to pull item C, Mr. Mayor.

Okay. The archaeological contract. Right. Okay. Is that any objection to uh moving that to uh I guess it would be don't take we don't take any objections to those. We don't. So, he gets his way no matter what. Those are the rules. Okay. Item 9 C will now become item 10 A. With that, item 10 A becomes item 11. Item 11 becomes item 12. And our executive session becomes item 13. Okay. Is there a motion to approve the consent agenda, at least items A, B, D, and E.

I'll move to approve the consent agenda as amended. And Mclofflin will second. It's been moved by councelor Ring and seconded by councelor Mclofflin to approve the consent agenda as amended. Is there any discussion? All those in favor, please say I. I. Any opposed? Motion carries. Okay. The new item 10A. I'll turn the floor over to council Richardson uh regarding the uh or the archaeological services agreement or rather

how about uh comments from staff and then I will be happy to ask questions but my questions really boil down to what the heck how can we spend this kind of money on this uh service question but uh I may I may wish to elucidate and expand on that a little bit. So, so, so certainly. So, we have our community development director, Joshua Chandler, who's on Zoom this evening. He's down at Salem attending uh a training. I think we will open with him kind of giving an an overview and maybe introducing some of the other people we have online and that will be a good primer for this item.

Yeah. Thank you. Good evening, counselor. Hopefully, everybody can hear me. I'm joined this evening by uh Paul Schmidkey with KPFF as well as Nicholas Smiths Smiths and Joe Reese with AIW to help with this discussion. Um as mentioned, uh the request this evening is an amendment to an existing contract with the INW. This is an increase of $146,000 uh for additional 50 days of monitoring this project. Uh so this in total there have been some additional amendments to AI&W's contract already. So this will increase the once $400,000 contract to about 655,000. Um this what we are discussing tonight is 50 days of monitoring and this is a not to exceed ceiling. this isn't um something that is necessarily needed, but staff felt it was important to do this now after having discussions with our construction team on this rather than maybe falling short of those monitoring days and coming back in front of council once again. Um what's needed for this is I think you know we all understand the historical significance of first street by now. um the area's first commercial corridor and um not one but four archaeological sites located along this fourb block stretch. That's a significant amount for a fourb block stretch of any project. So there is heightened need for an archaeology team. We're we're grateful to have AIW and their 37 I think years of experience assisting on this. AINW is very familiar with this project. Shipo

is also very familiar with this project. Um we have some very strict requirements for monitoring and everything associated with this project. Um I think the original 50 days that was called that we called out in our original contract um that was based on preconstruction assumptions. Um but after seeing the work unfold out there um our construction team has been able to basically move equipment around, jump to different sites. Well, when they're doing that and you're digging in an archaeological zone, you need to have more than one monitor. So in the sites where we're digging in one archaeological site and another, we can't just have a monitor bouncing back and forth from one to the other. So we made the decision early on to move this project forward and as a result we burnt through some of the original 50 days of monitoring. Um so now this estimate that we're bringing in front of you of the 50 days this is based on uh working with the team x amount of days for water line x amount for storm line x amount for electrical conduit adding a few days here and there as a buffer and as I mentioned um this is a not to exceed 50 days we are also working with um aw staff are working um preparing material for shipo to submit to ship Hippo to try and ease the need for some of this excavation um through some of the utility work which I've just outlined which a lot of this is utility work that we're needing these days for. um this initial utility work that we've been digging through has had um very few discoveries if anything I would say discovery is kind of just a a point that we can touch on later on if

needed but it's been relatively clean fill if you will best way to describe it. So therefore, we are requesting, we will be requesting from Shipo to allow us to dig a little bit deeper down without requiring a monitor. Um, I think that just about sums up the um the justification here of why we're we're coming in front of you and um I'll work with, you know, feel free to ask any of us questions associated with this project and uh the quest the request this evening. Council Richardson.

Thank you, Mr. Mayor. Not going to spend a lot of time saying how much I love history and all that. Uh, take it for granted. That said, this is not free money. It's public money. We've already spent a lot. Uh, we're edging towards half a million dollars in archaeological monitoring and now uh seeking to uh increase the budget to just over 650. Uh again, those are real dollars. My questions are um focused on that. What's uh and I suppose really for staff to start with. Uh correct me if I'm wrong. There's no threshold of how much we spend before we hit a limit before the state sort of says you've done your due diligence, carry on. We just keep on spending whatever it takes from private contractors until the project is done. Is that correct? Um I I do not believe that there is a a monetary value that they place on a permit. No. Um I could be corrected on that on legal advice from the city attorney, but I do not believe that there is one.

So essentially it's it's just a matter of how much uh we are willing to spend in a project that disturbs an archeological area. It's it's matter of judgment on our end. It's it is and it's also based around the level of risk that we want to uh avoid in in the sense of moving forward without a monitor uh we put the city at at risk and violation of the the permit that we have. I guess that's my question perhaps for uh city attorney Cara. uh what is the cost or the risk if we say, you know, we've had enough and we're going to uh continue with the construction absent uh archaeological monitoring, what kind of trouble would we get in if we just said the heck with it?

So, there's no there's no formula that um anybody can responsibly give you. It's not it's not a clearcut sort of h this is a $100 fine every minute or whatever, right?

Um what we're talking about is the requirement by the state of Oregon that archaeologists are are involved um as the permit holders for the city's project. And part of that permit, as as Josh described, involves a monitoring plan that we've submitted to Shipo and that they've signed off on as a condition of our permit. And that plan calls for monitoring anytime there's excavation. And so in the beginning of a project like First Streets, the excavation is really front heavy. And as a result, the monitoring is pretty front heavy. Once there's no more excavation or disturbance of the area generally um the need for monitoring sort of tapers as that construction starts as opposed to excavation starting. We we stop talking about like administrative fines and we start venturing into the world of uh crimes and it's sort of a different ballpark when you start talking about um excavating in in in areas that are covered by an archaeological permit without a permit or inconsistent with the terms of the permit. Sure, there are some administrative rules that talk about Shipo's authority to administratively find us, but it really imposes a misdemeanor for for most of it and then felonies for certain parts of it um when we start disturbing uh these sites and there's objects um that that could be found or are disturbed. And if we're doing so inconsistent with the terms of a permit, that that's the real risk for the people on the ground. So, sorry. I want to just make sure I'm untracking, if you don't mind. You're saying if we say if the council says,

"I've had enough of this. Uh, we have important utility and infrastructure work to fund and and we're tired of spending the public purse on monitoring. Just staff just construct and finish this project without archaeological monitoring." You're saying uh there's a risk that uh the the state police roll up with warrants for the city council. Uh no, it's for the persons uh the persons that are doing the actual excavation. So your staff, you'd be putting them at risk. Contractors.

And then, you know, more broadly to touch back back on the idea of like fines, there's a significant uh provision of the statute that we're talking about here that addresses a tribal enforcement. um sort of like a privatization of some of the attorney general functions that's been given to to tribes who um can bring a claim effectively on behalf of the tribe in the name of the state. It's a very it's a very interesting legal dynamic um to to prevent the city from proceeding. They can get an emergency injunction if they find that the city is acting inconsistent with the terms of its permit. Um it's it's it's sort of like the framework at the state level imposes these requirements on the city because of this area of archaeological significance. Again, if we weren't excavating anything, there wouldn't be a need for any monitoring generally. Right. Right.

But as long as we're excavating, like you can go build understood. You know what I mean? Without excavating, it's kind of hard disturbing the ground. But the nature of this project and the the redevelopment of the street itself is is inherently excavating. So just to put it in layman's terms, would you characterize excavation without continued very expensive monitoring as carrying significant risk for staff or contractors? Yes. Legal risk. Big trouble. Yes. and the city generally as opposed to particular staff or people. The city generally. Yes.

And I would say just one last thing on this. Josh sort of mentioned it a few times and I'll just re-emphasize it. You know, this is a controlled not to exceed number that comes to council before it gets approved. Uh I can't credibly give you a number uh of like top-end exposure, but ball ballpark. I mean I I would be you know if let's say what you're suggesting in this hypothetical right is like go on without you know monitors and and or otherwise inconsistent with that permit I would say 250 is like your lowend 1.5 2 million probably the top end

it would cost us more not to spend what a lay person would consider exceedingly steep uh contractual costs than we would Dave. Sure. Yeah. I mean, I would say that some of our construction contractors are out there and it's it's $2,000 per hour. Monitoring is looking like based off of the scope here, it's like $2,000 a day. So, it's all relative, right? Right. Yes. But it's not play money. It's public money and we have to put our name on it. And so, it's very serious money. So, yeah. Yeah. You'll forgive me my questions because it does seem that it's racking up.

Yeah. And sometimes um I feel that public projects um might not always take the expenditures of money as seriously as they might and we have a lot of line items and it's like well you know this is only 10% of the project right it's like we can hide it in statistics but it's real money so I guess my other question for staff is what exactly does the monitoring entail that it would be um you know $3,000 a day.

Yeah. And I think to that I I'll give this to the subject matter expert Nicholas Smiths who's been the project archaeologist who can describe it in more detail. All right. Thank you.

Thank you Joshua. U Mr. Mayor, councilors, uh city staff, my name is Nicholas Smiths. I'm an archaeologist with AIW. I'm joined here u by my boss, Joe Ree. um also an archaeologist. I want to thank you for having us tonight. Um and I want to respond first to uh the point about this being uh a publicly funded project and we take that very seriously on our end as well. Uh we know these are uh taxpayer dollars for this project and we are responsible for being efficient on our end as much as possible. um the monitor. So the the question is what is our monitor doing on the ground? Um and the I I agree the term monitoring uh sort of sounds like it's a passive thing like we're watching other people work. Uh and some of that does happen on projects. Uh this one in particular, our monitors are very active. Um uh as Joshua mentioned, the project is happening in four archaeological sites. uh those are documented with the state. Um and so under our permit from the state historic preservation office um part of that under the requirements under that permit are to have a monitor on the ground as excavation's happening as Jonathan mentioned. Um so on the ground as excavation's happening our monitors are finding archaeology as construction goes through it. Um, and what that means on the ground is that we are documenting that work um, under our permit. We're taking photos, creating uh, maps. We've got mapping information uh, about where we're finding archaeology and how it's being affected by the project. Uh, and at the end of the project, we submit a report to the state to Shipo, of course, after the

city reviews and approves it. Our monitors are also working with the construction team on the ground. um with the city, with Ajax Northwest, the construction contractor, uh with the engineering team um as we're finding archaeology to communicate what we're finding and working to help the construction project continue. Um in this case there, as I mentioned, there's a lot of archaeology coming up. Uh the machines we've got working uh sometimes, as as Josh mentioned, there's three three or more machines going all at once on different blocks. And so we've got a monitor watching each machine and at each machine uh we've got archaeology uh being found and documented. So that that's where um the budget for monitoring in our existing agreement has gone faster than expected uh because we've got three people or more on the ground um on some days. Uh the last couple of weeks, Josh mentioned that um monitoring for the utility work, particularly the east half of the project, we're not finding much. Uh and that's good news for the project and we're actively working with the city's team to adjust our monitoring recommendations now that we know what's under First Street in different parts of the project. Um there are more sensitive areas, known archaeological sites. Um, and then there are areas now where we know we're not finding much and we're um actively working to adjust our recommendations and reduce the amount of monitoring for those areas. Um, the the other part of the cost is that under our monitoring plan and our permit, we're required to collect certain kinds of artifacts when we see them. Our existing scope for collecting artifacts was up to 50 artifacts and

through monitoring um we've encountered more than four times that amount that we have to collect under our permit. Um so with those artifacts that come back to our lab um they get processed and analyzed and at the end of the project under our permit we're required to deliver those to the University of Oregon's museum which is the curation facility under the under the permit. uh and they've got a fee for accepting that collection and um they have uh standards that we need to follow under our permit for the university to accept the collection. So that that's included in our in our costing.

Um thank you Mr. Smiths. Council Richardson, do you have any other questions? I have several but um just comments. So I think I'll probably hold those for now. Thank you, Mr. Mayor. Council Ring.

Thank you, Mr. Mayor. A quick question. Um the the roughly it's a hair over 1.8 million. That's the remaining balance. I assume that's what would be left in project in the fund 18 um under the city budget. Uh correct. So that is what we had budgeted through um fund 18 as well as a transfer from uh urban renewal. Effectively how it'll work is urban renewal will only be transferring money once fund 18 is drawn down to next to nothing and then urban renewal will start paying in or transferring money over to fund 18.

Okay. And my my second question is um Are there, and maybe this is more for our city manager, but are there any other funds identified, uh, if we do start to reach that 1.8 million, are there contingency plans? Do we have ideas of how we can cover any overruns? And I'm asking this because, you know, as an example, um, you know, our our contractors that are here this evening indicated that, you know, they anticipated 50 artifacts. They've come in. I I and I apologize if I'm misquoting you, but it's somewhere around the neighborhood of four times that amount. So, it's not surprising at all, but are there contingency plans should we reach that 1.8 8 that's left in fund 18.

Uh Josh, did you want to say anything before I answer that?

Um well, I feel that the 1.8 is a pretty decent contingency at this point for the project. Um but it's a great point. Um, I won't, you know, shy away from letting you know that this project is there there are a couple pending uh utility change orders that will be coming along and coming in front of council in the couple in the coming weeks. So, uh, to your point, councelor Ring, um, we're not estimating anything that high at this point, but there are a lot of unknowns. And for the rest of that, I think I would have to turn that over to the city manager.

Uh, thank you, Josh. I think, you know, one one answer in terms of brainstorming ideas of where additional resources could come from would be engaging and having a conversation with the urban renewal agency. That is one possibility. Um, the other possibility is to look to other city funds. Um, with that though co comes impacts to the projects that those funds are supporting. Um, and so at some point it's going to be a conversation around what the opportunity cost may be if we need additional city funds to finish the project at the expense of this capital project or another capital project in a different fund.

Thank you. That it. Okay. Um, is there anyone on the council who doesn't know what SHIPO is or what it stands for and what they do? Every everybody okay with that? Yeah. Um you mentioned that Mr. Smiths that uh sometimes you have three archae archaeologists on staff and I was a little confused as how many work at one time? Is there one at each site all the time or do you ever double up?

Yeah, that's a good question. um we have to exercise judgment based on where the the work is happening. Um so if we're finding archaeology um but it's two locations that are real close to each other and one monitor can cover it, we will we will do that as much as possible. Um the example that I was providing was uh three separate machines on three blocks where um we need to monitor to keep eyes on the equipment as it's going through archaeology. Okay. All all four sites are on the south side of First Street. Is that correct? That's correct.

And I I drive through there a lot and I noticed do do all do you all wear orange vests? Yes, we do. Okay. Does the contractor also wear orange vests, too? It's is there is there any when I when you drive through is can people be able to determine whether you're a contractor or uh someone on from uh your your company? Well, I can jump in really quick. I I hope nobody's driving through First Street at this point with it being a No, no, I'm talking about the alley. I don't drive down First Street. the alley south of First Street. Yeah.

Yeah. Everybody's properly wearing PPEs and um um AIW, they're doing the same. I think probably the biggest um probably the thing to to determine where they are is I believe you all have badges, Nicholas, on the back of your your vests as well as uh each of the hard hats.

Okay. You said you weren't finding much, but then you mentioned that the things that you do find you send down to the University of Oregon. Um, do you make any kind of determination as to whether or not any of these artifacts have historical significance before you send them down to Eugene? I apologize. I was muted. Yes, we do on the ground. Um and I I want to just clarify uh the first part of that is that uh within the last couple of weeks we have not been finding very much monitoring. That's specifically the utility work on the on the eastern half of the project. Uh before that for about 3 weeks particularly the western half of the project um we were encountering artifacts and and archaeological deposits very frequently uh over the course of about 3 weeks. Um, and so on the ground, our monitors are coordinating with me. Um, I have done some field visits. I'm supporting them. We have, uh, staff back here in our office that's supporting our monitors as they find artifacts. Um, and we are being very selective, uh, collecting only the artifacts that we need to under our permit. And those that do not need to be collected, we're documenting, taking photographs and notes. And uh those go back uh into the ground.

They go back in the ground or in the spoils piles the along with the soil that gets uh uh removed. Okay. Thank you. Any other questions? I have one. Uh what I'm trying to understand is um we have a request for additional archaeological monitoring at at a cost of what I heard was like 176,000. Am I mistaken? 146 146 146 804. And do we have sufficient funding without a budget transfer? Is that incorporated into the budget?

Yes, it is. So, we have Okay, that answers my question. Thank you. Anybody else?

Well, we appreciate you coming here tonight. We also appreciate your diligence and trying to keep the cost down as much as possible. This is a kind of a big uh a big pill to swallow for us. 146 $147,000. And um we we appreciate what you're doing and hope that we can keep that cost down as much as possible. Any other questions or comments, Council Richardson? Look, there's probably lots of things to be outraged about when it comes to spending on public projects. I get that. the the the cost to build lowcost uh low income housing for instance is ridiculous. Um perhaps we and staff can keep some of those things in mind when we re-engage our lawmakers in Salem that uh their their decisions really affect the things we're trying to do for our city. And yeah, we are fortunate enough to have funds in the Dells, but we don't have unlimited funds. And sometimes we need to just say, "Wait a sec. Uh what are we spending this hundred,000 or that 500,000 or that million dollars for?" Um and I also feel at the same time we're sounds like we are over a barrel and don't uh don't really have any choice on this except to abandon the first street and and other projects which you know we won't do. Those are my comments. unhappy, but but see there's not really a lot of apparent um alternative.

Anybody else? Councelor Randall. Thank you, Mr. Mayor. It sounds like we really don't have a choice, but I think also we should want to protect these sites. I mean, if we have we have these four sites already designated as um historically significant, I think we want to protect and preserve whatever we do find there. They may not seem like of much value right now, but who knows years down the road, maybe some other discoveries may provide more information. They could become actually more valuable, but just my thoughts. Well,

it's a shame they can't stay here. That they're being shipped to Eugene and uh we're also paying to ship the artifacts down to somewhere else, which seems Well, I won't say anymore. Anything else? Council Renan,

we have the 146,000 here on this list. I'm going why why can't we make it 100 and come back if we get to the to 100? I mean, if we do approve 146,000, it gets spent, right? I don't understand why the number is what it is and why we're leaving that much room to for billing. And we've got three speakers here tonight obviously on the clock and I don't know that you knew they were coming or not. Yeah. I just Anyway,

yeah, I think the the reason we're coming forward today with the request for not to exceed 50 days is to ensure that there's no no stoppage in work. Um I understand that there's another um we won't have another council meeting um till May, you know, May 26th. Um, granted in that period of time it would be less than the 50 days that we're talking about, but the real the nexus with all of it is to ensure that there's no more stoppage in work. Um, it could be broken up. I think um, you know, I think we we can chat through that option if you'd like to do a not to exceed 100,000. I think that's something that we can definitely discuss. I just like for overall project schedule. Um, just want to make sure that the work continues. I'd like to at least have some guard rails on it so we are watching it closely as as it you know gets larger and larger towards that not to exceed number. So if we can shut it off sooner the better.

Yeah. Yeah. I I I mean I think I think staff's staff's preference to move the project forward as Mr. Chandler was mentioning a moment ago is to authorize the third amendment as presented this evening as a not to exceed. Um, we will certainly keep an eye and spend as little as possible. I think one of the other dynamics here is that our next council meeting is our budget meetings. And so, um, if there was an additional action needed, uh, we start to stretch the timeline a little bit with the council action council meeting following that.

Okay. Okay, if there's no other comments or questions, um I'm looking for a motion to approve or authorize the city manager to execute the agreement with AI for the additional archaeological monitoring. And I would suppose the motion, you can just read it right off the agenda here, is Would anybody like to make that motion? Mr. Mayor, I'll move to authorize the city manager to execute the third amendment to professional services agreement with the Archaeological Investigations Northwest, Inc. for additional archaeological monitoring required for the first street streetscape project as presented. Is there a second?

I'll second. The move by councelor Randall and seconded by councelor Richardson to authorize the city manager to execute the agreement with AEI ain for the additional archaeological monitoring. Is there any more discussion? All those in favor, please say I. I. I. I. Opposed. I'm opposed. Motion passes 4 to one. All right. Thank you, counselors. Thank you, Mr. Chandler. Thank you. Uh, Mr. Smiths, Miss M Miss Ree, and Mr. Schmidzkkey. Smidky. Thank you, Paul. Thank you.

Okay. Item, what's now? Item 11 is an ordinance amending certain provisions of the code for legal sufficiency. Mr. Cara,

thank you very much, Mayor Mazize. Let me just my wits about me. There we go. This is now action item 10B. My my agenda says 10 A and now it's 10B. I guess it's an action item, right? Who okay the my my papers say 10. Uh charter establishes the city's elective offices and um that is all governed primarily by the Dallas municipal code chapter 104. It's a portion of our code that really hasn't been touched in a while. It's it doesn't really do all that much, but um it does set the stage for city offices and um elective offices. Couple years ago in 2024, the Oregon legislature adopted a house bill and a portion of that just became effective 3 months ago on January 1st, 2026. and it uh changes the timing requirements for incumbent uh public office holders. Typically um or I guess historically before January 1st of this year, uh incumbent office holders for for uh elected positions and uh challengers who were uh seeking election um pretty much had the same exact deadline for when they had to um basically tell the world that they were running for office. that House bill uh reduced the time um for for the incumbent by 7 days um as a policy shift at the state level. And so tonight's ordinance 261428 uh is very much a housekeeping ordinance to to uh for legal sufficiency to to address some of the chapters of our Oregon revised statutes that have been renumbered since the last time it was updated and to accommodate that timing

discrepancy for incumbent holders um office holders and for challengers in the election. Um because the state law will apply regardless of what council does here tonight. This is just again very much housekeeping and I understand that our city clerk has already updated the city's elections page um with the uh the timeline and the dates uh for all the offices that are up for election this this year including um the 7-day um timing deadline for incumbents. And so to to sort of solidify this, uh, if you're sitting up here on the deis and you want to file for reelection, your last day to file is August 18th. Um, but if you are a challenger in the public and you're seeking to run for one of these positions, your last day to file is August 25th. So the idea there is from the state that says, "Hey, as an incumbent, you already have so many advantages. Um, you're already going to know if you're going to run for reelection. just come out and tell the world first so that people in the public have a chance to sort of think about it a little bit more before they commit. So, um, very much a housekeeping ordinance, very minor red lines just to bring it up to date and, uh, any technical questions, I'm happily referring them to the city clerk. Thank you.

Any questions for the city clerk? Council Ring. Thank you, Mr. Mayor, I have two questions. Um, I find it interesting that we already updated the city website if we haven't voted on the change. And yeah, it's because the state law already applies. It became effective January 1st. That's why this is the that's the housekeeping component of it. So, why do we need have a resolution we have to pass? We can't hear you. Why do we have a resolution that we would need to pass? There's no resolution. It's a general ordinance. Why is there a general ordinance we'd need to pass? If the state law has been passed, we've already uh complied with it.

Yeah, it does other things. The ordinance does other things. This is just the sort of uh operative one that is just housekeeping like I mentioned. Um, it also clarifies the actual state laws that are being referenced, um, and updates them for legal sufficiency purposes so that when staff looks at the code, which is a much easier thing to do than to navigate state law, um, the information is accurate.

Yeah. So, I think there's this does a couple of things, right? So, anytime that there's a state law that supersedes a city ordinance, we we need to up we come we come here, we announce it to the public ahead of time. We come here, we offer um you know, people time to think about it and read it and whatnot because this is really where their local representation hits home, right? That's absolutely right. So this is just us like going through the the the right we're we're doing what our residents elected us to do essentially.

Yeah. And and the city has the opportunity to implement you know local um administrative components to sort of designate this for the staff 15 years from now and all that. We'll never be able to supersede state election law. uh and in fact this ordinance not this ordinance but the chapter itself says at the very beginning uh elections in Oregon are governed by state election law however these are some particular dynamics for the city of the Dallas very administrative and clerical in nature hence it's given to the city clerk generally

and it references the the applicable state law but it doesn't it doesn't automatically I mean it it sort of does that at the front of our election law right it says that it's superseded by state law. But in some ordinances in the past, we've had language that says that, you know, this shall be according to OS such and such as may be amended and adjusted in the future or whatnot, which means it automatically changes it. Yeah.

Which still concerns me. I brought this up before that it it concerns me that we would have language in a city ordinance that would automatically rubber stamp anything that came from the state without having a meeting like this to discuss it, get comment from the public hopefully and then have a discussion and then have a vote. And I I just I would that has to be like that's again like why we're here is to represent the people of the city of the Dells. And I want to make sure that um that you know we have to do this. I get that. But I think it's also important to make sure that we um uh maintain uh you know the the the local governance and um not allow like rubber stamping of things without having that discussion or representation for the people.

Yep. If that makes sense. That makes perfect sense. I don't think it says that specifically by chapter and verse in the ordinance, but it certainly does at the top. Uh for well, actually, since you've brought it up, let me look. It's in the red line, but it's not in the it's not in the final copy, I don't believe. Well, uh, you're talking about the, uh, the the sort of imitation of state law or the the application of state law with with respect to the specific deadline? No. Um, or just generally just

it's in the chapter. Yeah, you're right. Because that's sort of a that was a provision I hear what you're saying. That was a provision of our code that is not updated here tonight because it's already good to go. That's right. Okay. But it's uh it's absolutely within uh anybody can look it up on the Dallas Municipal Code on ECODE chapter 1.04. It's right there at the top. Thank you. Yeah, you bet. Anybody else? Um I don't believe a motion has been made yet, has it? No. Would anybody like to make a motion?

Certainly. Mayor Mays, I move to adopt general ordinance number 26-1428 by title only as presented. Is there a second? I'll second it. It's been moved by Council Mclofflin and seconded by Council Randall to pass this ordinance. Would anybody like to hear it read in its entirety? No. No. Okay. Last call. Would our city clerk please read by title only? General ordinance number 26-1428, an ordinance amending certain provisions of the Dallas Municipal Code, Chapter 1.04, Elections Code for Legal Sufficiency. In favor, please say I.

I. Any opposed? Motion carries. Thank you very much. Thank you. 12. The new item 12 um is a discussion about the local agency and nonprofit funding request program. Mr. Cleaves.

Thank you, Mr. Mayor. As the council recalls, we've had a couple different versions of um uh programs to consider funding local agencies and nonprofits. Those uh versions have evolved over time. And in on November 24th, 2025, we had uh a discussion about this program and received some direction from you. Um two of the major items here is that previous programs have resulted in funding allocations or funding decisions being made during our budget process uh which can be uh quite complicated and um takes away from the focus on establishing appropriations for various programs uh such as these. So moving forward in the proposed budget that's coming up in May, uh we will not be entertaining uh funding requests uh during the budget meeting. Instead, we will be establishing the amount or the appropriation that we want for the program that we're talking about this evening. Um the other challenge uh expressed by the council and by users of the program is um a desire to see improvements in in how we solicit uh applications, how we process those applications, how we score those applications, and ultimately make recommendations for funding. So, working closely with the city clerk, uh we have established or developed uh the materials included in your packet uh which further detail um some of the proposed changes that we're looking at um based on the feedback you provided us at that November meeting. We have draft guidelines and an application, a scoring rubric uh and timeline. And so, as I mentioned, ultimately, we will uh set appropriations uh for this program uh this coming summer and into August. We'll have an application deadline and a process there. Uh we'll review applications for completeness and ultimately the council will be involved in scoring the different applications we have uh for ultimately a funding

recommendation uh sometime in November. Um the funds uh for this program will come from the city's general fund and our pro one allocation is uh um proposed to be in the city council budget. Um, another uh source of funds for this program is our tourism promotion fund uh with a specific focus on tourism related um facilities or tourism related uh activity. And so just keeping an eye on the clock here and everything. Um wanted to bring us down to page 108 which has some of the discussion questions. Um because there's been a lot of interest, there's a lot of community interest in this program, we wanted to solicit your your input on um the different materials that we've included in the packet. Are there any modifications or changes to the criteria and the scoring weights that we've applied or anything else that you'd like to see uh while staff uh finishes this up and prepares to implement it later this year after the budget meeting in May? And so, as you'll see in our packet, there's um several different exhibits for you to that you've looked at. And um with that, I'd be happy to answer any questions that you may have.

Before we get to the three questions, does anybody have any questions uh preceding those three questions I'd like to ask Mr. Cleeves? So, let me understand this will be removed from the budget process. In the past, the budget committee uh will listen to uh applicants and then make a decision on that. So the budget committee will set a um amount and then that will be taken to um your office or staff or will it be by committee a decision?

Yeah. So at the budget committee meeting, we will still take uh public testimony which is was broad and and people can come in and testify as they see fit. uh to the budget. Um what is removed from the budget process and what we've done in prior years is we've solicited um applications say in January yes um to be included in that process. The change here is that at the upcoming budget meeting right

we will set the amount of money that we want to allocate to this program and then execute the program afterwards. Oh, and so we will um uh have an opportunity for organizations to submit an application. Uh we have clear scoring criteria here. Uh and the council will be involved in um scoring the applications that we received. I see or a funding recommendation based on a set pot of funds that was decided through the budget process. I I like the concept. I think it's more efficient. So, yes, I'm I'm in favor. Any other comments or questions?

I agree. I like the uh move for clarity and consistency and removing it from the budget evenings. That said, why the Dickens? Would we have people come and testify at budget for this program? It seems like that's perhaps I misheard.

Yeah, sorry. Not specific to this program, but just testimony on the budget in general. Just making that. So, if someone comes and says, uh, you know, we've got this great, um, service, we need some help. We want some funding to to build X or to do Y service. That will not be part of the budget process. We will just say in our budget, we're going to spend whatever $200,000 on community service projects and then the process will be through this application. And what's the

if someone was to come to the budget process and request support for a particular program, my response would be, "Thank you very much for your input this evening. Um, the city has a a program in the coming months that you can apply through and that program has x amount of money allocated through it established by the budget committee.

What's the Excellent. What's the time frame that you have in mind for operating the program? Like when would people turn in applications and when would we review?" Uh we're looking at at at sometime in August um and then um uh September, October to for staff to make sure that they meet the minimum criteria. Um have some back and forth with council with individual scoring that staff would then compile and bring back a funding recommendation to council for to consider um early November. If we go for this, would you please make an effort to reach out to our partners that might be expected to come to budget committees and and argue their piece in the years past to say don't do that.

But we we have had that communication already earlier this year because typically our deadline is back in January, right?

So we've communicated that there are changes coming to this program and that this is what we're likely moving forward with. So basically the budget committee decides the amount of money, right? Of course half of the budget committee is made up of the city council and then the city council actually does the scoring in September or October based on the criteria on page 105 on percentages. The third bullet point down under scoring rubric rubric feasibility and sustainability is that to for the city council to ascertain whether the their proposal is a pipe dream or whether it's really a doable project or a doable program. Is that the idea?

Yeah. What I what I might do, Mr. Mayor, is draw everybody's attention to page 113. Um, and I'm going to give Amy credit for this whether she likes it or not, but there is a is a great tool here which is a scoring rubric. Um and so we have scores 0 to five uh with uh each category having having a as an articulation as to how we may score or apply that criteria. So in terms of feasibility and and and sustainability, you know, there's a clear, you know, to get a five, you need a clear detailed plan with strong capacity uh that supports long-term sustainability. Uh on the other end of the spectrum there, you know, there are s significant gaps or unanswered questions um as to this, you know, how the how the project or the program might be sustained or how that organization will be able to accomplish that project. Um and so this is this is one of the areas here uh that we were looking for any feedback you had in in the rubric for example. And I think one of the reasons I want to draw your attention to this rubric in particular is that this is the guide. this is what you will use to do your individual scoring. So, if there's something you don't like or something that you'd like changed or adjusted, um that feedback would be excellent this evening.

Yeah, I get that. I just want to make sure that everyone understands that that particular criteria involves making a determination as to whether a proposal is doable and whether it's really feasible as opposed to just a pipe dream that we have doubts that it will ever happen. So, okay. Anything else? Any other council ring?

Thank you, Mr. Mayor. Um, one of the things that I that I noticed in reading this um, previously is that it it does add a letter or a layer of bureaucracy for things. Um, and I'm concerned about delays and funding requests and things like that. So, how does this this notional timeline that's proposed match with some of our local nonprofits uh timing on proposals and I mean, they're going after grants and other other funding sources throughout the year, but um it's the the thing that I don't want to do is I don't want to make this so, you know, complicated or cumbersome to the person that's that's filing an application with us that, you know, it's how much staff. It's just like when when city staff puts together a project um uh or some sort of proposal or an idea, it's um is the is the juice worth the squeeze, so to speak, right? Like if you've got to spend a hundred hours to get $10,000, it doesn't seem worthwhile. So, I would I would definitely want to ensure that as this goes forward, it's it's very clear, it's very fast um and doesn't doesn't burden the applicant uh to to go after the the we're because we're not talking about millions of dollars here. We're talking, you know, something traditionally that's much smaller than that, if that makes sense.

Uh so, um Mr. Mr. Mayor, if I may I mean I I think that makes perfect sense. We're trying to to to balance these different items here. And no uh we're not talking about millions of dollars, but we are talking about tens tens of thousands or you know for the program overall and what council has funded in prior years, you know, potentially hundreds of thousands. And so

that is a significant amount of money. Um, you know, we did uh provide notice to um uh agencies that have applied to the program before and and frankly, and I'm looking at Amy a little bit, we haven't received any communication and response such as, hey, we're going to miss a grant if we don't get this on this timeline, for example. So, um we did have that that outreach. And I think um another dynamic to answer your question will be what the budget committee ultimately recommends. So, if they recommend a program that is a $20,000 program, we may revisit this process because the juice isn't worth the squeeze, as you put it, for some of the um some of the the process that we have here. If the budget committee goes with, you know, the the recommendation or decides to increase that, it could be very different. And I want to be mindful about talking about what will be in the budget process ahead of that of the head of the budget process itself. So, um hopefully we'll we'll be getting that budget out soon. and it has my proposed recommendation in it and that will inform this process as well.

Thank you. I think that helps clarify the Yeah. Great. Yeah. And I don't see where there would be any more additional work for anybody that's interested in applying for funds than there was before. Is that an accurate um

I mean we've we've tried to keep the the the application tight. Um, at the same time, we want to have confidence that who we're providing monies to um has thought out their project and can execute and will deliver their project and and and is aware of of what they're what they're um requesting and that the city's going to require a contract with deliverables and things of that nature. And at the end, you know, these are taxpayer dollars at the end of the day. um just like we were talking about previously and we want to make sure that we're we're we're vetting these requests and that they're an appropriate use of funds and that they are used effectively.

I realize we might not be able to compare apples to apples, but I would like uh in preparation for that budget committee meeting um perhaps a historical report just the amount of money we have spent on this particular line item in say the past five years would be very helpful. I think the reason I say apples to apples because now we have the tourism fund is then the general fund and whatever. So anyway, that would be a nice bit of information to have

just just include the historical uh information when we do make that choice. But in my uh observation is that it prioritizes it gives you a chance to prioritize those uh things that you're funding and reflect on that because I think fireworks I think are in there. Correct. uh in in this funding. Um so in the in the proposed budget, I will speak to how we have shifted funding around. Oh.

Um for some of these city services that we have provided or have been partnering on and how they relate to city core services and the funding recommendation for this funding program itself. Um I'm trying I'm trying to answer your question but also dance around the budget dynamic a little bit

like you think that's one and there are other agencies that we have funded in the past and some have come and some have gone but that's that's the part of the prioritization that we're going through to ensure that you're you're spending funds wisely and also people should also put in the effort when they're applying to think and think out the process and why they're asking for the money and be able to tell you why. And that's that's an important component of all of this as well. So that's why I agree with what you're proposing. Any other comments?

Does the city manager feel he has enough direction to proceed?

Um I feel that I do. Um and the process and just as a reminder the process that we've laid out again and if if there are any other comments that the counselor would like counselors would like to provide. Um we still have a little bit of time here. Um but you know again the scoring rubric on page 113 I think is really where the rubber meets the road for when it gets to the council level in evaluating those applications. I think the process um you know separating it out from the budget appropriation process and the grant awards themselves I think is an absolute must. I think that's a that's a that's my recommendation and a good move there. Um and the scoring rubric itself is is uh how we're going to be applying this program and will be critical.

Any other questions or comments? Okay. Councelor Renan, would you like to make some comments about the conference? uh at this time or after the executive session or at all? The executive session. If we need to go home, we'll go home. So, you want to wait afterwards?

Yeah. Okay. City Council of the City of the Dallas will now meet in executive session in accordance with OS192.6602H to consult with council concerning the legal rights and duties of a 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. All other members of the audience are asked to leave the room. Representatives of the news news media are specifically directed not to report on or otherwise disclose any of the deliberations or anything said about these subjects during the executive session except to state the general subject of the session as previously announced. No final decision may be made in executive session. At the end of the executive session, we will return to open session and welcome the audience back into the room. We expect a return to open session in about 30 minutes. Those not permitted to attend the executive session are invited to wait in the council chambers. Are invited to wait outside the council chambers until the council returns to open session. Thank you all very much. minutes.

I said 30 minutes.

Council Ryan would like to give a report on his experience and Pendleton at the LOC conference. Are we back in open session? Correct. It's not. And it's recording. You you said you might ask me about a report, so I I prepared one, but we can leave too either way. It's up to you. Anyway, we'll briefly here meetings I was able to get to on Friday. Pull your mic ward you please. Oh,

sorry. I talk loud unlike some people. First one was on AI which is not a subject for me at all. You know, it's a few decades too late in my responsibilities. But the program was called AI responsibly in a municipal setting and they had a co-founder of a company called urban form which deals a lot in AI and another guy uh CompTIA trainers and they do certificate training for staff and things like that

and just four points on them that I I got out of it. The big question is what will they asked what will AI look like in two to three years? To me, it's something I don't want to touch. But if you think back to when Microsoft first introduced Word and Excel, not everybody jumped on the bandwagon for that stuff either when it first came out. And uh so that that it's going to happen. It's happening and it's getting bigger and bigger. They believe small communities like ours, you need curiosity, you need critical thinking, and you need communication. Start small, be vigilant. Crit critical thinking should not be sidelined. But they believe you can take a staff of two in a small town and they can do the work of five if you properly train them. But all the staff needs to understand terminology and whatnot at the very least so they can keep up with the ones that are working in it. U the other medium was more interesting for me being an old

move on to that. I just want to uh comment that I attended that as well and the the session was supposed to be all about what AI can do for you and it really turned into more like what AI is doing to you. Yeah. So, sorry to interrupt. That's and that's my angle. Yeah.

But I got turned around a little bit because of the presentation. So, it's happening. You know, we just got to get used to it and maybe we could take it to our advantage if we train our staff early. The other one was on uh making government more interesting like tonight and it was about trust and it was the community of independence. They're getting millions of hits on all their major media they use. They do videos. They do all kinds of things. I put 29 items on here that I made bullet points on and I gave it to Amy and I gave it to the city manager. We need to show more what we are doing. Storytelling, not just straight to the facts. Make it interesting. Include photos. include photos of our people who do the nasty jobs like the tour we were on today. You know, get people to understand the work that really goes on out there and we don't have to bel labor folks with facts. Tell a story. This is what we're trying to accomplish and on you go. They said, uh, we need an easy to use website. I don't believe ours is. I I try hard not to look at it. Um, whatever platforms we are using and some of the stuff we're doing already a little bit. Whatever platforms we are using, we need to tie them together with other platforms and provide links so that our message is seen in different ways. Some platforms require you can do a more lengthy, you know, uh, story about what you're doing, but other platforms are shorter. You're talking about a paragraph or a couple of sentences. So, we have to we have to provide our material to the platform that it's going to be on in a manner that those viewers or listeners or readers are used to hearing. Otherwise,

they're going to turn that one off as well. So, tie the platforms together, provide links on anything we're doing to another platform, to the chamber, to, you know, whatever else is out there. Um, pictures, photos, cartoons, even show involved citizens, not just employees. It could be like a Louise Langrich that was here, which I would really like to talk about that more one day. We need that advertising money that we're giving to the chamber. Some of that should be buying those maps and cutting out maybe a magazine that's not getting that they're using that's not getting that much return. They've got the money. Let's do those maps again. Branding, be consistent on any of these platforms. We need to be using the same kind of uh terminology, same kind of colors. If there's pictures, make them so they're consistent so when people see it, they know that's from the Dells, City of the Dells. So, be a trusted resource. Social media, newsletters, website, press releases. Each medium requires different lengths. As I just said a moment ago, uh examine the community's most used social media, but don't forget the others. and uh again refer and uh put those links on each and everything you do. Unsung heroes was the other thing they spent a lot of time on. That's where they they did a videos just using a camera. I mean just using the phone on your camera on your phone. Nothing big. They don't have uh photographers coming in and videographers. they're using phones and they just write up a little script of something to say or whatever or somebody's at work down in a hole, you know, and have a video of it and show it, you know, we're putting in a water line on Weber Street. There's our guy, you know, that kind of thing. So, it said don't be afraid to be

risky. And just two more here out of the 29 bullet points that I made. Adoption happens when the public starts saying at a coffee table. Let's say you're all you got all the bitchers and moaners around the table and somebody says, "But I saw a video. I saw a picture on Facebook. I know what that's about." You know, in other words, you people are wrong. I just saw that. U and lastly, uh the city does not have to be the hero in the story. Show people doing the real work. The police department, well, he left. He's not working anymore. The police department, public works, people in the finance office, crunching numbers of the big screen in front of them, you know, whatever. They said they put their audit, highlights of their audit on Facebook. Okay. The first year they did that was last year or the year before last, they got a thousand comments, mostly negative. Okay? And it's just highlights. It's not the whole budget. Nobody wants to see all that anyway. And there are plenty of links. If people want to see the whole budget, they hit the link and they go to it, right? The second year, one comment. So, all the negativity ones got it out of their system the first year cuz they'd never seen these numbers before and didn't know that we're dealing with all that all the time. And the next year, people thought it was great. No negative comments. and and they in their program they showed numbers uh from half a dozen different platforms they send things to and uh millions and millions of hits, you know, and it's it's just really helped the community and the community feels like now I know better what's going on. So that's that's what I get.

I attended that as well. I thought it was excellent. I was very skeptical going into that like same old same old but I was very impressed. Uh the city of Independence by the way has a population of just 10,000 and the budget for this program that uh that Rod just described was $27,000. I would agree our website uh maybe does need some improvements but I think our website has made a lot of progress in the last few years and it's significantly better than it than it was in the past. So, yep. But more to do. more to do. You know, they also said uh have a do like a you're doing a deal, Matthew, right now where once after a council meeting, you do a little wrap up of it. Do it every Tuesday now.

Yep. They said they said keep it to 60 seconds and city manager or mayor can do it. No counselors, no politics. How many hits are you getting on that, Matthew? Depends on the video. Average. I was blown away when you told me the number. Thousand. Yeah. You would have enjoyed it too, Roger. It was right down our alley. You know what? You want to speak, Brenda? You got three minutes. I get three minutes. Yay. That's probably more time than I know.

Uh Rod, thank you for bringing up um all of those great points. I just wanted to share with the group um that when we talk about website improvements and specifically um some of the updates that are necessary that is on the radar and that's actually um something that we're looking to do an entire website replacement project in this next coming fiscal year. So, um, we are holding off on some major improvements on our current site. Um, trying to optimize it for what's available right now while we actually focus the rest of our energy on planning for an entire website swap out that should hopefully be more user friendly in the future. And that some of the other things that you brought up um, branding and some of the other communication strategies um, and other technology improvements, those are all things that are in the works. Um some of them we'll be talking about when we bring forward our budget um presentations and we're talking about different budget light items. Um and then over the course of the next year as we're looking to make improvements um we'll be talking with you about plans that are in the works. So but thank you for sharing some of the highlights that you took away. Um it's or aligned

knowing the audience and websites aren't for everybody. What are those little things that Louise was talking about? I don't even know the word. widgets where you put it on your phone and take the picture of it. The QR code. Oh, there you go. Those people coming off the boat, they're exactly right. I don't look at those things. When I see them, I turn the page and go to something else. Different age demographics, so we have to know our audience better. The website's not always going to reach people and neither is Facebook. Scott.

Uh yeah, just real quickly, I did not attend that particular session, but I did happen to sit next to a city counselor from Winston, and he was uh very proud of their newsletters they send out. I think I talked to you about that. Um once a month, they send out a newsletter to everyone in the city. I know it's a small um population. I think they have 4,000 or something like that. Anyway, very nice high quality boss embossed or boss printing paper with the city logo on the front and all the updates, upcoming meetings, council meetings, so forth. Uh, committees you can volunteer to be on, uh, message from the police, uh, chief of police, message from the mayor, so forth. Uh, so four pages all together, but I'll bring it down and show it to you, Matthew. It might be something we might be interested in doing because, um, it caught the attention of the keynote speaker and she brought it up at at the general, um, keynote address that during that lunchtime. So, anyway, Anything