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Work Session WS
Milwaukie City Council
WS Agenda Page 1 of 1
COUNCIL WORK SESSION AGENDA City Hall Council Chambers
10722 SE Main Street
www.milwaukieoregon.gov
NOVEMBER 19, 2019
Note: times are estimates and are provided to help those attending meetings know when an
agenda item will be discussed. Times are subject to change based on Council discussion.
Page #
1. Safe Access for Everyone (SAFE) Projects – Update (4:00 p.m.) 5
Staff: Steve Adams, City Engineer
2. Ledding Library Bird Mitigation Strategy – Discussion (4:30 p.m.) 8
Staff: Ann Ober, City Manager
3. Adjourn (5:00 p.m.)
Executive Session
Upon adjournment of the Work Session, Council will meet in Executive Session pursuant to
Oregon Revised Statute (ORS) 192.660 (2)(e) to deliberate with persons designated by the
governing body to negotiate real property transactions.
Americans with Disabilities Act (ADA) Notice
The City of Milwaukie is committed to providing equal access to all public meetings and information per the
requirements of the ADA and Oregon Revised Statutes (ORS). Milwaukie City Hall is wheelchair accessible and
equipped with Assisted Listening Devices; if you require any service that furthers inclusivity please contact the Office
of the City Recorder at least 48 hours prior to the meeting by email at [email protected] or phone at 503-786-
7502 or 503-786-7555. Most Council meetings are streamed live on the City’s website and cable-cast on Comcast
Channel 30 within Milwaukie City Limits.
Executive Sessions
The City Council may meet in Executive Session pursuant to ORS 192.660(2); all discussions are confidential and may
not be disclosed; news media representatives may attend but may not disclose any information discussed. Executive
Sessions may not be held for the purpose of taking final actions or making final decisions and are closed to the public.
Meeting Information
Times listed for each Agenda Item are approximate; actual times for each item may vary. Council may not take formal
action in Study or Work Sessions. Please silence mobile devices during the meeting.
1
Memorandum To: City Council
From: Community Development Director Leila Aman
CC: City Manager Ann Ober
Date: Thursday, November 14, 2019
Re: Community Development and Engineering Department Projects - City
Council Update for November 19, 2019 Council meeting
Community Development/Housing/Economic
Development ▪ CET Advisory Group
▪ City Hall
▪ Current City Hall
▪ Coho Point at Kellogg Creek
Building
▪ October 2019 in review to come
Planning ▪ Comprehensive Plan
▪ Land Use/Development Review:
• City Council
• Planning Commission
▪ Design and Landmarks Committee
Engineering ▪ Traffic Control
▪ Engineering Projects
COMMUNITY DEVELOPMENT/ECONOMIC DEVELOPMENT/HOUSING CET Advisory Group
• Is scheduled to meet on November 18th. Council will receive an update on the
groups recommended criteria at the work session on December 17th.
City Hall
• Staff are still working through due diligence items for the acquisition of 10501 SE Main
Street.
Current City Hall
• Staff will be engaging Council in a discussion around the outreach process for
repurposing the existing City Hall on November 19th.
Coho Point at Kellogg Creek
• The design team and development partner Black Rock LLC presented the proposed
design for the project at the Historic Milwaukie NDA meeting on November 11th.
• An open house for the project will be held on November 21st as part of the Plaza
grand opening. Staff from the development and design team will have information
about the project and be available to answer community questions at the event.
The City is providing a tent and space for the team. Materials will include boards that
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describe the project, proposed timeline and other information.
• Staff is anticipating a December 3rd meeting with City Council to request approval of
a term sheet and authorize the City Manager to negotiate a Development and
Disposition Agreement.
PLANNING Comprehensive Plan Update
• Staff provided an update on the adoption process for the Comprehensive Plan, as
well as potential next steps for implementation, during work sessions with the City
Council (November 5) and Planning Commission (November 12).
• Staff will provide options for the middle housing code work during the November 19
Council regular meeting.
• The Comprehensive Plan Advisory Committee (CPAC) met on November 6 to
provide their final comments on the draft policies. They are scheduled to review
format and layout of the draft document on December 16.
• Public hearings to consider adoption of the updated Comprehensive Plan policies
have been tentatively scheduled for January (Planning Commission) and March
(City Council).
Land Use/Development Review
City Council
• AP-2019-003 – The property owner/developer has filed an appeal of the Planning
Commission’s decision to deny a proposed 12-unit natural resource cluster
development west of SE 19th Ave in the Island Station neighborhood (master land use
file #NR-2018-005 - Elk Rock Estates). The public hearing before the Council has been
scheduled for November 19.
Planning Commission
• CU-2019-002 – On November 12, the Planning Commission held a public hearing to
consider the application for a major modification to a conditional use to allow the
conversion of approximately 4,800 sq ft of office space into self-storage units. The
application was approved and is in the appeal period.
• ZA-2019-002 – On November 12, the Planning Commission held a public hearing on
proposed code amendments related to accessory dwelling units to comply with
Oregon HB 2001. The code amendments would remove the owner occupancy
requirement and the requirement for an additional off-street parking space. The
Planning Commission voted to recommend that the City Council adopt the
amendments. The City Council hearing is scheduled for December 17.
Type II Review
• DEV-2019-009 – The application for a 234-unit multifamily development on the site
located at 37th Ave and Monroe St was deemed incomplete on August 23. Revised
application materials were submitted on October 18 and the application is in
completeness review.
• MLP-2019-004 – The application for a flag lot partition of the property at 9311 SE 55th
Ave has been deemed complete. Public notice of the project (with a 2-week
opportunity to comment) was sent on November 6, 2019.
• MLP-2019-003 – An application for a minor land partition to create two separate
parcels at Hillside Park was deemed complete. The purpose of the partition is to
have Hillside Manor be on its own separate parcel for the purposes of financing the
proposed remodeling of the building. The referral and public notices were sent out
on October 29; comments are due on November 12.
DLC
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• The DLC met on November 12, 2019, and continued its work to update the
Downtown Design Review process. The next regular meeting is scheduled for
December 2, 2019.
• The annual joint meeting with City Council is scheduled for December 3, 2019.
BUILDING Oct 2019 in review to come.
ENGINEERING CIP Projects
2019 Street Surface Maintenance Program (SSMP):
• Work on Wake Street and 39th Avenue is complete. Storm sewer work and
temporary patch work has been completed on Omark Drive. Full reconstruction of
the roadway on Omark Drive will be competed in spring 2020. The City has been
working with Alpine Food to coordinate construction work with the truck delivery
schedules.
McBrod Avenue
• A public meeting to discuss construction impacts during summer 2020 and 90%
design drawings was held at Northwest Flex Space the evening of October 3. Phone
outreach to impacted businesses is on-going.
Linwood Avenue SAFE:
• The 60% design plans are underway and expected in late January 2020, followed by
the second open house.
42nd Avenue SAFE:
• Public Open House at Water Tower Park Saturday October 26 from 10-11am. The
existing sidewalks are not ADA compliant for the entire project length, from Johnson
Creek Boulevard to Harvey Street. To create an ADA compliant route, portions of the
existing sidewalk on the west side of the street are being replaced. The existing
sidewalk on the east side of the street will not be repaired for ADA compliance. ADA
barriers on the east side of the street are predominantly utility poles and private
property easements would be needed to relocate the poles to the back of the walk.
43rd Avenue SAFE:
• Surveying is in progress. 30% open house anticipated to be January 29.
Edison Street SAFE:
• Survey has been completed in the project extents and in-house design of the north
side sidewalk, stormwater enhancements, and pavement reconstruction will
commence soon.
Lake Road SSMP:
• AKS Engineering and Forestry has begun survey work. The project includes Lake Road
from 21st Avenue to Guilford Drive and half street of 23rd Avenue and Willard Street.
The half-street paving will complete the street from the Milwaukie High School road
work. Project design will begin once the survey is completed. Work is underway to
have traffic counts along Lake Road conducted by DKS Associates. Roadbed
samples have been collected to be tested for specification requirements for
concrete-treated base.
22nd Avenue and River Road SAFE Project:
• 60% design drawing have been received from AKS Engineering and Forestry has
begun survey work. These drawings are currently under review.
Kronberg Park Multi-Use Walkway:
• The main concrete deck for the long bridge was poured October 15th; the short
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bridge was poured on November 8th. The porous AC at grade path was paved
October 23rd and 24th. NCPRD is currently working on the soft path. Delivery of path
lighting has been delayed and that element will not be installed until winter 2020.
Grand opening is scheduled for January 25, 2020.
South Downtown Plaza:
• All sidewalk and curbs around the plaza have been poured. The artistic concrete
including the fish and logs will be cleaned and sealed this week. Contractor
currently working on the installation of the ADA tactile domes, benches, trash cans,
and cleanup of the site. On schedule to meet grand opening for November 21st from
5:30 to 7:30.
South Downtown Improvement:
• Final paving was completed on November 4th and the project only has a few larger
tasks left before being substantially completed. In the next couple weeks the
contractor will be installing traffic signal loops on Washington Street, installing
centerline striping and pavement markings, and finishing up the install of the flashing
beacons at the undercrossing. PGE will be installing lights the week of November 11th.
Traffic Control
• No new updates
Private Development Projects Bonaventure Senior Living
• Site grading has been completed. Engineering review anticipated to be completed by
next week. Building has completed their plan review.
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Page 1 of 3 – Staff Report
COUNCIL STAFF REPORT OCR USE ONLY
To: Mayor and City Council Date Written: Nov. 7, 2019
Ann Ober, City Manager
Reviewed: Reviewer (as to form), Title, and
Kelly Brooks, Assistant City Manager
From: Steve Adams, City Engineer
Subject: Capital Improvement Plan (CIP)/Safe Access for Everyone (SAFE) Projects
Update
ACTION REQUESTED
This presentation is for informational purposes. No action requested at this time.
HISTORY OF PRIOR ACTIONS AND DISCUSSIONS
September 17, 2015: Council directed staff to create a program to address the city’s requirements
related to the American with Disabilities ACT (ADA) transition plan and public sidewalk
accessibility needs. Council further designated the Public Safety Advisory Committee (PSAC) as
the Community Planning Advisory Council to develop the program per ADA requirements.
February 2, 2016: PSAC presented a concept map establishing priority routes for a new bicycle
and pedestrian program. Council emphasized the importance of connectivity within the plan and
asked that projects that facilitate connectivity be elevated to a priority 1 designation in the plan.
April 21, 2016: Staff presented a draft corridor plan and funding needs to Council. Council
directed staff to study and include safe routes to schools (SRTS) corridors and provided input on
additional corridors for inclusion and project prioritization.
June 21, 2016: PSAC presented a draft bicycle and pedestrian access plan to Council along with a
report of the comments received during the plan’s public outreach effort.
July 19, 2016: Council took public testimony and adopted the proposed ordinance (Ordinance
2123) implementing the bicycle and pedestrian accessibility program. Staff also presented the
recommended funding proposal from the Citizens Utility Advisory Board (CUAB). Council
provided direction on a fee recommendation to be presented at a future Council meeting.
September 6, 2016: Staff presented CUAB’s recommendation for a proposed funding level for the
program. Council directed staff to solicit additional public input.
November 1, 2016: Council adopted Resolution 114-2016, which established fees to fund the
bicycle and pedestrian accessibility program.
February 7, 2017: Council discussed indexing the city’s Street Surface Maintenance Program
(SSMP) fee.
April 4, 2017: Council adopted Ordinance 2147 allowing the SSMP fee to be indexed.
May 9, 2017: Staff presented to Council the CUAB recommendations on utility rates and indexing
the SSMP fee. Council directed staff to proceed with the development of a program to accelerate
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Page 2 of 3 – Staff Report
the proposed bicycle and pedestrian access plan known as the Safe Access for Everyone (SAFE)
program.
January 9, 2018: Staff presented Council with the SAFE program resourcing proposal and Council
gave direction to proceed with developing a bond financing strategy for a staff-proposed hybrid
resourcing approach.
February 6, 2018: Staff presented Council with a bonding proposal consistent with the nine-year
hybrid delivery approach presented in January. Council indicated support for issuance of the first
bond series but expressed concern about the structure of the bonds and amount of debt service.
February 27, 2018: Council provided final direction to staff regarding the issuance of the first
series of bonds for the SAFE program.
December 2019: Staff introduced Council to the engagement consultant firm hired to support the
SAFE program JLA Public Involvement. JLA shared information on key messages, engagement
options, and tools, outreach actions taken to date, and next steps.
March 19, 2019: Council approved the SRTS grant intergovernmental agreement for the Linwood
SAFE project.
April 16, 2019: The River Road and 22nd Avenue SAFE project design contract was awarded.
May 7, 2019: The Linwood Avenue SAFE project design contract was awarded.
September 3, 2019: The 43rd Avenue SAFE project design contract was awarded.
September 17, 2019: Staff provided an update on capital projects completed in 2019 and projects
in design and planned for 2020.
October 28, 2019: Staff provided an update to the Budget Committee on the Lake Road and King
Road SAFE projects.
ANALYSIS
During the September 17 meeting, Council requested additional time with staff to learn more
about projects in design. The presentation on November 19 will share information on the
following projects:
• River Road and 22nd Avenue SAFE – Approximately 60% Design
• Linwood Avenue – 30% Design
• McBrod Avenue – 90% Design
• 43rd Avenue – Preliminary
Information presented will include design drawings, when available, and public outreach and
input received to date.
BUDGET IMPACTS
All projects are within budget at this time.
WORKLOAD IMPACTS
Engineering staff is currently working on the noted projects.
COORDINATION, CONCURRENCE, OR DISSENT
Engineering staff coordinated with public works, community development, finance departments
and the city manager’s office on these projects.
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Page 3 of 3 – Staff Report
STAFF RECOMMENDATION
Informational only.
ALTERNATIVES
None being sought.
ATTACHMENTS
None.
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Page 1 of 2 – Staff Report
COUNCIL STAFF REPORT OCR USE ONLY
To: Mayor and City Council Date Written: Nov. 11, 2019
Reviewed: Katie Newell, Library Director
Soo Anderson, JLL Consultant
From: Ann Ober, City Manager
Subject: Bird Safe Windows – Ledding Library
ACTION REQUESTED
Council is asked to receive a staff plan of action for next steps related to bird mitigation at the
Ledding Library and provide feedback.
HISTORY OF PRIOR ACTIONS AND DISCUSSIONS
February 7, 2017: Mary Coolidge of the Audubon Society presented about the organization’s
BirdSafe campaign and Council provided staff direction to consider low or no cost improvements
to the new Ledding Library design.
ANALYSIS
The new Ledding Library building is scheduled to open in January 2020. Included in the design
is approximately 3,860 square feet of glass and a few Council members have expressed concern
that the new building will result in a significant number of bird deaths due to its proximity to a
wooded natural area. The project architect and contractor considered upgrading the windows to
a BirdSafe material but were concerned with the increase in cost. The project construction
manager Soo Anderson priced the cost of installing BirdSafe materials and found that it would
be approximately $30 / square foot more than the Solarban glazing the project specifications call
for using on the new library building. Staff estimates the BirdSafe materials would cost
approximately $116,000 more than the Solarban glazing.
Based on Council interest, staff investigated the possibility of an aftermarket approach for bird
protection and found a few solutions that could be more affordable. In late July, staff met with
Ms. Coolidge to do a library building site visit. Following that meeting, Ms. Anderson collected
bids on the aftermarket options provided by the Audubon Society.
The first option presented by the Audubon Society is the installation of a Birdsafe film at a cost
between $28,000 and $66,000 depending on the number of windows treated and the selected
bidder. The film is expected to last about eight years, but environmental factors can both lengthen
or shorten that time period. The film that was priced is visible – both to birds and humans – with
spacing of visual disruptions every two inches. Individuals passing by the library or inside the
library would see this film when looking out the windows or looking at the building.
A second option has not yet been priced, but is an external installation near, but not on, the
windows in which wires or rope are attached at two-inch intervals to a board and installed next
to the window. Staff will investigate the cost for this option in the coming months.
WS8
Page 2 of 2 – Staff Report
Process
Two members of Council and city staff presented the general concepts of installing BirdSafe
materials at the October 9 Library Construction Task Force (LCTF) meeting, where the Library
Board was also represented. The LCTF recommended that we study the situation utilizing staff
and patron input and reconvene in March 2020 to discuss the information gathered. With Council
concurrence, staff will develop a map, which will be posted prominently in the lobby, and the
city will provide stickers to individuals who witness a bird hit to mark the map at the location of
the collision. We will also include plaques on tables near the windows explaining the program
and how to help.
BUDGET IMPACTS
Staff recommends that $70,000 be set-aside in the Library project construction budget for the
outlined BirdSafe materials through the end of the current fiscal year. Staff will present the
findings in March after presenting it to the Library Board and LCTF. If Council directs staff to
proceed with installing BirdSafe materials at that time, staff would initiate a new installation bid
process and proceed. Staff’s goal is to have this information by March so that Council may choose
to include the item in the next budget should they determine that additional study is needed
before a decision can be made.
WORKLOAD IMPACTS
No significant work impacts.
COORDINATION, CONCURRENCE, OR DISSENT
Library and facilities staff are in concurrence with this process proposal.
STAFF RECOMMENDATION
Staff recommends doing an initial study period through March, with a second study period if
necessary, through November 2020.
ALTERNATIVES
Council may direct staff to alter the outlined program.
ATTACHMENTS
1. Library Board Letter
WS9
To:
Cc: From: Re: Date:
Mayor Mark Gamba Councilor Lisa Batey Councilor Angel Falconer Councilor Kathy Hyzy Councilor Wilda Parks City Manager Ann Ober Ledding Library Board Bird Safety at the Ledding Library October 28, 2019
The Ledding Library Board has reviewed the materials provided by Councilor Batey on the concern of possible bird strikes at the new library building. We are in agreement that this is a potential problem that requires further review.
Given that prevention of bird strikes is not currently a code requirement within the City of Milwaukie, and in light of the continued costs these measures will require in upcoming years, the Board recommends this be studied further. The US Department ofFish and Wildlife guidelines on this issue report higher numbers of strikes during peak migration times at two periods over the course of a year, early April through late May and mid-August through early November.
We recommend surveying the extent of the bird strike problem at the location of the new Ledding Library over the course of its first year to identify the problematic areas of the site and the best methods of mitigation. It is also recommended to meet quarterly to review the findings. If there is conclusive evidence earlier in the study year, appropriate action will be taken at that time.
Respectfully submitted,
Ledding Library Board, 2019
Jason Price, Chair Ryan Healy
Erin Lee, Vice Chair Karol Miller
Robin Chedister Jess Stetson
Krista Downs
WS10
Bird Safe Windows
Presented by
City Manager Ann Ober
FeatherFriendly
DIY Wire Installation
