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HomeMy WebLinkAboutAgenda Item - 2020-05-19 - Number 8.2 - Council Meeting Minutes 8.2 D � COUNCIL REPORT r o oREGo" Subject: Approval of City Council Meeting Minutes Meeting Date: May 19, 2020 Staff Member: Anne-Marie Simpson, City Recorder Department: City Manager's Office Action Required Advisory Board/Commission Recommendation ❑X Motion ❑ Approval ❑ Public Hearing ❑ Denial ❑ Ordinance ❑ None Forwarded ❑ Resolution ❑X Not Applicable ❑ Information Only Comments: ❑ Council Direction ❑X Consent Agenda Staff Recommendation: Approve minutes as written. Recommended Language for Motion: Move to approve minutes as written. Project/ Issue Relates To: ❑Council Goals/Priorities ❑Adopted Master Plan(s) ❑X Not Applicable ATTACHMENTS 1. April 7, 2020 Regular Meeting Minutes 2. April 28, 2020 Special Meeting Minutes 503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.lakeoswego.city ATTACHMENT 1 s CITY COUNCIL REGULAR MEETING CI MINUTES VV O APRIL 7, 2020 22. .....q.GO� 1. CALL TO ORDER Mayor Studebaker called the regular City Council meeting to order at 6:30 p.m. on April 7, 2020. The video conference meeting was held via Webex. 2. ROLL CALL Present: Mayor Studebaker and Councilors Kohlhoff, O'Neill, Nguyen, LaMotte, Wendland, Manz Staff Present: Martha Bennett, City Manager; David Powell, City Attorney; Anne-Marie Simpson, City Recorder; Don Johnson, Fire Chief; Erica Rooney, City Engineer; Stefan Broadus, Assistant City Engineer; Ivan Anderholm, Parks and Recreation Director Others Present: Dr. Ritu Sahni, Clackamas County EMS Medical Director Mayor Studebaker announced that following Citizen Comment, the City Council would hear from Dr. Sahni regarding the City's response to the COVID-19 pandemic. CITIZEN COMMENT No comment was offered. 3. COUNCIL BUSINESS Council Briefing on Community and City Issues During the City's Declared State of Emergency Chief Johnson introduced Dr. Sahni, the contracted medical advisor for the City of Lake Oswego. Dr. Sahni stated that he was a resident of Lake Oswego, has been the advisor to the City for 15 years, and directs Emergency Medical Services staff throughout Clackamas and Washington Counties and Metro-West Ambulance. In addition to teaching CPR and first aid courses at the City, he recently joined the Governor's COVID-19 Task Force." His clinical occupation is that of an emergency physician at Providence Portland Medical Center. City Council Regular Meeting Minutes Page 1 of 4 April 7, 2020 Dr. Sahni gave a brief overview of the current COVID-19 statistics and announced that the infection projections had become more positive overall. Although the State's health care system is now not expected to be overwhelmed, it was not yet time to reduce restrictions he opined. In response to questions from Councilors, Dr. Sahni indicated the community must focus on maintaining physical distance and reducing the unnecessary opportunities for close interactions to avoid transmitting the virus. He announced that both the City and Clackamas County have an adequate, but not ideal, supply of PPE (personal protection equipment)for first responders. The "six-foot rule" seems to be working well, given that people are for the most part staying home. He clarified that the medical community generally believes that respiratory droplets are the most common and the most dangerous form of transmission. It takes spending a fair amount of time in a room with an infected person. Wearing a face mask when in public is now recommended. Dr. Sahni noted it was not known whether a second wave of COVID-19 will return in the fall. Public health officials will need to continue being aggressive in contact tracing and a vaccine for the disease would not likely be available until 2021. He said that the disease is so new that doctors do not yet know what type of lung-function or long-term effects a COVID-19 survivor has who has been in ICU or on a ventilator. The majority of people who get the disease have mild to minimum symptoms, and there is no reason to believe the person would have long-term effects. He tells patients who think they have been infected to stay home and self-isolate, especially away from high risk family members, for at least 72-hours after they feel better and their fever breaks. He understood that the numerous tests coming on the market vary in their effectiveness. The meaning of a positive coronavirus antibody is unclear, and it was unknown how long a patient would have immunity once infected or how effective that immunity will be. 3.1 2020 Pavement Rehabilitation Project: Work Order 286 Mr. Broadus explained that this project was the final of three of the large pavement restoration projects for the year. The project will be mostly concentrated in the First Addition neighborhood, but will also include Stafford Road and McVey Avenue. Staff received two bids, and the lowest and recommended bid came in just over$1 million under the engineer's estimate. With the award, construction would begin in May with retrofitting close to 100 curb ramps, and then would move to pavement rehabilitation in June. All three projects were under the Pavement Management Program umbrella. Councilor LaMotte moved to approve the rehabilitation contract with Knife River for $7.1 million. Councilor Manz seconded the motion. A roll call vote was held, and the motion passed, with Mayor Studebaker and Councilors Kohlhoff, O'Neill, Nguyen, LaMotte, Wendland, and Manz voting `aye.' (7-0) 3.2 Iron Mountain Park Project Construction Contract Award Mr. Anderholm said that the project kicked off in 2015 with community involvement. Like the paving project, the construction bid came in about $1 million below the engineer's estimate. Mayor Studebaker moved to award a construction contract in the amount of$2,256,837.00 to Tapani, Inc. for the construction of Iron Mountain Park, and authorize the City Manager to sign the contract. Councilor Wendland seconded the motion. City Council Regular Meeting Minutes Page 2 of 4 April 7, 2020 A roll call vote was held, and the motion passed, with Mayor Studebaker and Councilors Kohlhoff, O'Neill, Nguyen, LaMotte, Wendland, and Manz voting `aye.' (7-0) 3.3 Woodmont Natural Park Project Construction Contract Award Mr. Anderholm noted that this park project was brought before the City Council in December, 2019. At that time, there was not a contract award and the Council requested staff meet again with the Parks Board, Forest Highlands Neighborhood Association, and concerned neighbors about the scope of the project. Staff held the meeting, and the group came to a consensus over modifications made to the project. Councilor LaMotte moved to award a construction contract for the Woodmont Park Natural construction project, to Paul Brothers, for$1,128,538.96 to Paul Brothers, and to direct the City Manager to sign the contract. Councilor O'Neill seconded the motion. Councilor Kohlhoff indicated that she had doubts about the project However, Mr. Anderholm took her on a site visit and made it easier for her to visualize the completed park. She voiced her desire to see the big trees left alone, but believed the modifications would be wonderful, suit the needs of the City, and fit within the budget. A roll call vote was held, and the motion passed, with Mayor Studebaker and Councilors Kohlhoff, O'Neill, Nguyen, LaMotte, Wendland, and Manz voting `aye.' (7-0) 3.4 Council Briefing on Community and City Issues During the City's Declared State of Emergency Ms. Bennett informed members that the City planned to stay at current operations with a few minor modifications through the coming month of May. Staff were simultaneously planning for events and programs they still hoped would happen in May, and also planning for changes necessitated by Governor Brown's Executive Order. Based on the opinions of Dr. Sahni and others, June was the earliest any relaxations under the Order were expected. Regarding the opening of the Community Garden, the primary area of concern was the sharing of garden amenities or congregating, therefore impacting the safety of themselves and of Staff. She reported that Staff were generally healthy, were allowing for physical distancing, and were working hard. A current challenge was managing land-use applications and insuring that neighbors' concerns were well heard. Developers need to rely on good process that would lead to dependable outcomes, she stated. Councilor Kohlhoff requested that the City find a way to allow for citizens' ability to use the Community Garden. She indicated that she did not hear an exclusion in the Order for putting rules in place to limit the number of people there. She understood that one of the requirements would not allow for sharing of tools. Ms. Bennett responded that the ability to enforce the new protocols would be challenging, and Staff was developing a workable plan. Councilor Kohlhoff asked that a plan for consideration be brought to the City Council meeting on April 13, 2020; Ms. Bennett stated alternatives would likely not be available until the April 20 meeting. Councilor Nguyen asked about the plan for other events in June, the Festival of the Arts and Lobster Feed for example. Ms. Bennett replied that the Lobster Feed has been canceled and City Council Regular Meeting Minutes Page 3 of 4 April 7, 2020 that the Lakewood Center has been discussing the dates and the scale for the Festival; adding that the Chamber of Commerce would host an online meeting tomorrow to discuss summer events planned by non-profit organizations. She stated that they are at once trying to put the components in place for events to happen and be realistic regarding social gatherings. Councilor LaMotte voiced his concern over some of the pending work of the Development Review Commission, asking if it was possible to conduct even required public hearings via teleconferencing. Ms. Bennett replied in the affirmative, but indicated that the challenge lied in viewing site plans and drawings, as well as allowing for public testimony in such an environment. She has worked closely with one developer in hopes of avoiding a procedural error that would lead to an appeal. It may be best, most efficient, and effective to grant a 30-day extension to the 120-day application rule. Mr. Anderholm said that Staff were planning for both the normal start and possible delay of the Farmers' Market. They are taking cues from regional and national counterparts on how other markets are being conducted. The most likely operational plan will include only produce and pre- packaged products, with a great reduction in the number of vendors participating overall. One option being considered included "metering" to get in and out of the market, with a maximum capacity for shoppers, and offering only produce and baked goods. Another option was to have a pre-order with drive thru pick up. Given the logistics of the market site, the former option would be easy to manage and be similar to the traditional market Staff hoped to have in the fall. 4. ADJOURNMENT Mayor Studebaker adjourned the meeting at 7:22 p.m. Respectfully submitted, Anne-Marie Simpson, City Recorder Approved by the City Council on Kent Studebaker, Mayor City Council Regular Meeting Minutes Page 4 of 4 April 7, 2020 ATTACHMENT 2 CITY COUNCIL SPECIAL MEETING MINUTES April 28, 2020 OREGO'r\ 1. CALL TO ORDER Mayor Studebaker called the special City Council meeting to order at 3:07 p.m. on April 28, 2020. The video conference meeting was held via Webex. 2. ROLL CALL Present: Mayor Studebaker and Councilors Manz, Kohlhoff, O'Neill, Nguyen, LaMotte, Wendland Staff Present: Martha Bennett, City Manager; David Powell, City Attorney; Anne-Marie Simpson, City Recorder; Megan Phelan, Assistant City Manager; Ivan Anderholm, Parks and Recreation Director Others Present: Dr. Ritu Sahni, Medical Director 3. COUNCIL BUSINESS 3.1 Resolution 20-14, A Resolution of the City Council of the City of Lake Oswego Declaring an Additional Extension of the State of Emergency Ratified and Confirmed Under Resolution 20-09 Relating to the COVID-19 Pandemic Mayor Studebaker moved to extend the declaration. Councilor Wendland seconded the motion. A roll call vote was held and the motion passed, with Mayor Studebaker and Councilors Manz, Kohlhoff, O'Neill, Nguyen, LaMotte, and Wendland voting `aye.' (7-0) 3.2 Council Briefing on Community and City Issues During the City's Declared State of Emergency Report from City Medical Director Dr. Sahni shared a PowerPoint presentation that was shown at the Clackamas County Emergency Medical Services COVID-19 update given earlier in the day, stressing the need to be flexible and nimble to keep people safe during this time. He reviewed statistical data and described the Emergency Operations Center structure and responsibilities. Regarding the City Council Special Meeting Minutes Page 1 of 3 April 28, 2020 governor's framework for reopening, he noted that reopening would take place in stages and employ a number of protocols (slide five) and a need to monitor any increase in numbers of infections. Councilors expressed concern about the economic impacts of the stay home order and stated a need for coordinated messages from state, county, and city governments. Dr. Sahni responded to questions about COVID-19 and antibody testing, face coverings, person protective equipment supply, and the timeline for allowed gatherings. Dr. Sahni opined that he did not see it likely that mass gatherings by July 4 would be permitted. Reopening of City Facilities Ms. Phelan described the most recent Emergency Operations Center work, where members continued to meet weekly to evaluate and manage City operations in light of the COVID-19 pandemic. Recent discussions have focused on implementing controls needed to enable social distancing when staff eventually returned to work in City buildings, as well as when those buildings would be open to the public. She described strategies being explored that may include shields at reception areas, setting capacity limits for conference rooms and in buildings generally, establishing directional protocols in buildings, employing signage to support clear expectations, reviewing 'high touch' items for cleaning options, and studying staff scheduling options to minimize the number of people in buildings at a given time. Progress toward goals and expenditures were being tracked in order to ensure that procedures would be in place when buildings were reopened. Parks and Recreation Mr. Anderholm emphasized the importance of working with regional partners in his department's consideration of reopening parks and planning events in the coming months, including July 4 activities. He noted that his department initially went beyond what had been required by the governor's executive order to close, and had revisited past decisions to determine the possibility of making adjustments while complying with the order. The Community Gardens at Luscher Farm, the Municipal Golf Course, and dog parks had originally been closed. He described the recent limited access allowed at the gardens, indicating that it was so successful that additional restrictions would be lifted later in the week. Councilors offered input on fallow plots and parking issues that had taken place at the gardens, recommended a similar, slow opening at the golf course and other sites, and asked to move forward with other decisions to open while considering the spirit of the order where possible. Ms. Bennett reiterated the importance of coordination with City partners. Staff was communicating with youth sports leagues regarding their needs. Mr. Anderholm outlined a plan for a modified opening of the golf course on May 4 during which limited access to the club house and other some amenities would be available. Reactivation of drinking fountains and the reopening of single use restrooms in some City parks would take place shortly. Additional Business Ms. Bennett said that members of the Diversity, Equity, and Inclusion Task Force had expressed concerns about the upcoming application deadline for Boards and Commissions. While the community continued to be required to stay socially distant members requested through their liaison, Councilor Kohlhoff, to extend the deadline. In response to Councilor Wendland's question City Council Special Meeting Minutes Page 2 of 3 April 28, 2020 about allowing Boards and Commissions to begin to meet, Ms. Bennett said that those with legal deadlines and other pressing matters would begin to meet first, with others following shortly. Councilor Manz moved to delay interviews for Boards and Commissions. Councilor LaMotte seconded the motion. A roll call vote was held and the motion passed, with Mayor Studebaker and Councilors Manz, Kohlhoff, O'Neill, Nguyen, LaMotte, and Wendland voting `aye.' (7-0) Councilor Kohlhoff stated her belief that it was time to resume work on City matters broader than the emergency-related issues that had been the primary focus of recent Council efforts and discussion. Councilor Wendland asked to revisit and perhaps revise Council goals that had been adopted earlier in the year. Ms. Bennett remarked that the current need to create social distance had created a new set of goals; changes to how the City does business and offers services necessitated by the current situation would become the new focus. She stated that Council efforts to strategize solutions to a variety of pressing issues would be needed. Mayor Studebaker recommended further discussion at a May or June meeting. 4. ADJOURNMENT Mayor Studebaker adjourned the meeting at 4:22 p.m. Respectfully submitted, Anne-Marie Simpson, City Recorder Approved by the City Council on Kent Studebaker, Mayor City Council Special Meeting Minutes Page 3 of 3 April 28, 2020